Draft_Statement_of_Work_Rev.pdf

Statement of Work

U.S. Marshals Service (USMS)

Justice Prisoner & Alien Transportation System Executive Consulting | Technical Writing Services

Executive Consulting / Technical Writing Services

P a g e

1. BACKGROUND: The U.S. Marshals Service (USMS), Justice Prisoner and Alien

Transportation System (JPATS), has a requirement for executive consulting/technical writing services to the JPATS Senior Management Staff located in Kansas City, Missouri.

2. SCOPE: The JPATS mission is to coordinate and transport prisoners and detainees safely, securely, and humanely in a timely and economical manner. The scope of this executive consulting/technical writing services contract is for the contractor to provide management and administrative consulting services and deliver executive level written products on an on-call basis in accordance with accepted commercial standards and practices to meet the requirements of the

Statement of Work (SOW).

3. OBJECTIVE: The objective of this contract is to provide executive consulting and technical writing services with expertise across a broad range of experience in judicial and law enforcement projects.

4. KEY PERSONNEL: The Executive Consultant/Technical Writer is considered a

“key personnel” under this contract. The contractor shall notify the Contracting Officer prior to making any changes in key personnel. Key personnel are defined as: (1) personnel identified in the proposal as key individuals to be assigned for participation in the performance of the contract; (2) personnel whose resumes were submitted with the proposal; or (3) individuals who are designated as key personnel by agreement of the government and the contractor during negotiations.

The contractor must demonstrate that the qualifications of prospective personnel are equal, or better than, the qualifications of the personnel being replaced.

5. SERVICES: The contractor shall provide executive management administrative consulting and technical writing services, and deliver written products on an on-call basis to support JPATS Senior Management. Services require expertise across a broad range of judicial and law enforcement projects. This includes: developing comprehensive presentations and training materials; composing and writing a wide range of correspondence and reports; and designing artistic communication and media materials

6. SPECIFIC SERVICES: Specific services may include but are not limited to the following:

6.1 Project Management and Support

o Assess and research current status and future requirements.

o Assist in the development of the JPATS Strategic Plan, JPATS Annual

Report, project plans, brochures and handouts.

6.2 Creative Design, Promotional Material and Technical Writing

Justice Prisoner & Alien Transportation System g o Develop theme, logo and messages for agency senior leadership.

o Work directly with the presenter to compose correspondence and create dynamic presentations.

o Present unique and complementary layouts, formats, charts and graphic work.

o Provide training tools created in print, electronic and video media.

7. BASIC QUALIFICATIONS: The Executive Consultant/Technical Writer must have:

o Bachelor of Arts Degree in related field or equivalent experience.

o Ten years of specialized experience that is related to the duties described above.

o Experience working with and collaborating with other agencies.

o Experience developing strategic plans and project plans.

o Experience working with senior executive leadership.

o Knowledge of the Federal Government regulations.

o Knowledge of the Department of Justice policies and procedures.

o Knowledge of the U.S. Marshals Service policies and procedures.

o Advanced knowledge of Microsoft Suite software.

o No security clearance, i.e. secret or top secret is required. However, a favorably adjudicated background investigation at the minimum level of a National Agency Check with Inquiries (NACI) is required.

8. PLACE OF PERFORMANCE: The work to be performed under this contract shall be performed at the contractor’s facility, but on occasion, travel may be required to the JPATS Headquarters offices, which are located at 1251 NW Briarcliff Parkway, Suite 300, Kansas City, MO 64116.

9. GOVERNMENT FURNISHED ITEMS: None

10. CONTRACTOR FURNISHED ITEMS: The contractor shall provide all supplies, equipment, facilities, materials, and services required to perform work under this contract.

11. QUALITY CONTROL: The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure effective quality services are performed in accordance with this SOW for executive consulting services. The contractor shall develop and implement procedures to identify, prevent, and ensure non-reoccurrences of defective services. The contractor’s QCP is the means by which the contractor ensures that the work complies with this contract before the level of performance becomes unacceptable.

12. SERVICES & SCHEDULE: The contractor shall accomplish all executive consulting and technical writing services in accordance with commercial standards and practices to meet the requirements of the SOW as listed below.

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12.1 Project Management and Support

o Assess and research current status and future requirements.

o Assist in the development of the JPATS Strategic Plan, JPATS Annual

Report, project plans, brochures and handouts.

12.2 Creative Design, Promotional Material and Technical Writing o Develop theme, logo and messages for agency senior leadership.

o Work directly with the presenter to compose correspondence and create dynamic presentations.

o Present unique and complementary layouts, formats, charts and graphic work.

o Provide training tools created in print, electronic and video media.

13. PERFORMANCE PERIOD: The period of performance shall be for a Base Period (From October 1, 2018 through September 30, 2019) and one (1) 12-month Option Period. Exercising Option Period 1 is the government’s unilateral right and is subject to the availability of funding. The Period of Performance reads as follows:

Base Period: October 1, 2018 – September 30, 2019 Option Year 1: October 1, 2019 – September 30, 2020

14. TYPE OF CONTRACT: The government will award a LABOR HOURS contract.

The contractor will only be paid for actual hours worked. The government estimates 30 hours per month or approximately 360 hours annually.

15. TRAVEL: Prior to any travel, funding must be approved and provided to the Contracting Officer. In the instance that travel is required, all reasonable, allowable, and allocable travel expenses incurred shall be the responsibility of the contractor, who will then submit the expenses for reimbursement. Reimbursement of expenses will be in accordance with the Federal Travel Regulations (FTR). The government will not reimburse the contractor for “hours worked” while in a travel status.

16. RECOGNIZED HOLIDAYS: The contractor is not required to perform services on the following Federal Holidays:

New Year's Day Martin Luther King Jr's Birthday

President’s Day

Memorial Day

Independence Day Labor Day Columbus Day Veteran’s Day

Thanksgiving Day Christmas Day

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17. SECURITY REQUIREMENT: Personnel must maintain the level of security required for the life of the contract. No security clearance, i.e. secret or top secret is required. However, a favorably adjudicated background investigation at the minimum level of a National Agency Check with Inquiries (NACI) will be required for each individual supporting this contract.

17.1 General Security Requirements: The contractor must ensure that all persons performing work under this SOW comply with all applicable Federal, Department of Justice (DOJ) and U.S. Marshals Service directives, instructions and standard operating procedures while working in USMS facilities, working on behalf of the USMS, or accessing handling information as part of this contract.

17.2 Access Control: All persons requiring access to USMS facilities or information as a part of this contract must be a citizen of the United States and are required to submit their citizenship in the form of a copy of a notarized birth certificate, U.S.

Passport, U.S. Citizenship and Immigration Service (USCIS) Certificate of Citizenship, and/or USCIS Certificate of Naturalization with their resume.

17.3 Emergencies: While in USMS facilities, or other government facilities on USMS’ behalf and as part of this contract, the contractor shall comply with posted evacuation procedures and instructions provided by security and emergency management personnel.

18. IDENTIFICATION OF EMPLOYEES: All contract personnel attending meetings, answering government telephones, and working in other situations where their status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by the contractor are suitably marked as contractor products or that participation is appropriately disclosed. Specifically, for written communication to include any and all memoranda, letters, e-mails, publications, abstracts, manuscripts, business cards, etc., and the signature block will read Name, Title (Position), Contracting Company, Address, Office Numbers, and E-mail Address.

19. ROLES & RESPONSIBILITIES OF GOVERNMENT PERSONNEL:

19.1 Contracting Officer (CO): The Contracting Officer has the overall and primary responsibility for the administration of this contract. Only the Contracting Officer has authority to enter into, administer, or terminate this contract on behalf of the government. This includes modifying and deviating from the contract terms, conditions, requirements, specifications, and delivery schedules; making final decisions involving such matters as invoice payments or other consideration due to the government for non-performance or unsatisfactory performance, interpreting the contract, and resolving disputes; and terminating the contract for default or convenience. The Contracting Officer also has authority to delegate certain responsibilities to an authorized government representative.

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19.2 Contracting Officer’s Representative (COR): The Contracting Officer will appoint individuals to act as authorized representatives in the monitoring and administration of this contract. This individual is designated in writing as a (COR), with a copy to the contractor. An individual designated as a COR is authorized to perform the following functions and those functions in accordance with COR appointment letter:

o Coordinate the technical aspects of this contract and inspect all required services.

o Certify, accept and reject invoices deemed improper for payment for the services and/or supplies rendered and allowed under the terms and conditions of this contract.

o Evaluates performance.

The COR will be assigned in a separate letter after the award of the contract. The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the concerning technical aspects of the contract;

issue written interpretations of technical requirements, including government drawings, designs, specifications; monitor 's performance and notifies both the Contracting Officer of any deficiencies; coordinate availability of government furnished property, and provide site entry of personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

20. ORGANIZATIONAL AND CONSULTANT CONFLICTS OF INTEREST (OCCI):

A contractor shall identify in its proposal, quote, bid, or any resulting contract, any potential or actual Organizational and Consultant Conflicts of Interest (OCCI) as described in FAR Subpart 9.5. This includes actual or potential conflicts of interests of proposed subs.

If a contractor identified in its proposal, quote, bid or any resulting contract, a potential or actual conflict of interests, the contractor shall submit an Organizational and Consultant Conflicts of Interest Plan (OCCIP) to the Contracting Officer. The OCCIP shall describe how the contractor addresses potential or actual conflicts of interest and identify how they will avoid, neutralize, or mitigate present or future conflicts of interest.

Contractors must consider whether their involvement and participation raises any OCCI issues, especially in the following areas when: providing systems engineering and technical direction, preparing specifications or work statements and/or objectives, providing evaluation services, and obtaining access to proprietary information.

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If a prime or sub breaches any of the OCCI restrictions, or does not disclose or misrepresents any relevant facts concerning its conflict of interest, the government may take appropriate action, including terminating the contract, in addition to any remedies that may be other permitted by the contract or operation of law.

Be aware that contractors that develop, write, advise, provide directions, consult on, serves as a sub on, or provided input into procurement strategy, specifications, requirements, statement of work, performance work statement, and/or RFP’s for a proposed procurement could potentially be excluded from bidding or submitting a proposal to compete from the award of such procurement.

The contractor must include any individual employee who has an immediate family member that has developed, written, advised, provided directions, consulted on, served as a sub on, or provided input into procurement strategy, specifications, requirements, statement of work, performance work statement, and/or RPF’s/IFB’s for a proposed procurement.

Immediate family members include grandparents, parents, in-law, sibling, spouse, child or grandchild, whether the family relationship exists by blood, adoption, or law. The contractor shall require that all parties affiliated with its organization to regularly make full disclosure of any actual, potential, or perceived conflict of interest, and should describe the process and or timing for doing so to the government.

20.1 PERSONNEL REQUIREMENTS

The contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as sub-contractor efforts used in performance of this contract. Further, the contractor will be responsible for the actions of all individuals provided to work under this contract. In the event that damages arise from work performed by contractor personnel, the contractor will be responsible for all resources necessary to remedy the incident.

Personnel assigned by the contractor in performance of this contract shall be acceptable to the USMS in terms of personal/professional conduct and technical knowledge. Should any person, assigned by the contractor, be deemed to conflict with the interests of the USMS, or in the event performance is deemed to be unsatisfactory at any time during the life of this contract, the CO may notify the contractor and request the person be immediately removed from the assignment.

The reason for removal will be documented and a request to receive personnel replacement within three (3) business days of the notification will be made.

Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules.

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Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, USMS security, and/or confidentiality requirements.

21. INVOICE INSTRUCTIONS

Invoices are to be billed once (1) monthly after delivery of product/services. Invoices are due by the 10th of each month and shall be submitted electronically (email):

JPATS.Acctpay@usdoj.gov and Victor.J.Stamps@usdoj.gov.

The contractor shall provide monthly invoices that are correct and contain the necessary financial information. Invoices shall provide as a minimum: (1) a breakdown of actual hours of work associated with a specific labor category; and,

(2) the line(s) of accounting, if more than one.

The contractor must provide on each invoice the name, title, and phone number of the person to notify in the event of a defective invoice. The contractor must be registered and maintain registration in the System for

Award Management (SAM) throughout the life of the contract.

In accordance with FAR Clause 52.212-4, Contract Terms and Conditions, an invoice must include—

i. Name and address of the contractor;

ii. Invoice date and number;

iii. Contract number, contract line item number and, if applicable, the order number;

iv. Description, quantity, unit of measure, unit price and extended price of the items delivered;

v. Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on government bill of lading;

vi. Terms of any discount for prompt payment offered;

vii. Name and address of official to whom payment is to be sent;

viii. Name, title and phone number of person to notify in the event of a defective invoice;

ix. Taxpayer Identification Number (TIN);

x. Electronic Funds Transfer (EFT) backing information.

mailto:JPATS.Acctpay@usdoj.gov