Attachment_1_-Statement_of_Work-Mortuary_Services_6232016_.pdf

NATIONAL INSTITUTES OF HEALTH

CLINICAL CENTER

SOCIAL WORK DEPARTMENT

STATEMENT OF WORK-MORTUARY SERVICES

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BACKGROUND INFORMATION

The Clinical Center (CC) is a research hospital which is utilized by the various Institutes and Centers (IC’s) of the

National Institutes of Health (NIH). The NIH enrolls research participants in protocols with the purpose of conducting clinical research at the Clinical Center. The CC has a continuing requirement to provide a complete range of mortuary services for indigent NIH research participants from all cultures and religions, including, but not limited to, preparation of the body, embalming, cremation, funeral services, interment and/or transportation of remains.

PURPOSE AND OBJECTIVES FOR THIS PROCUREMENT

The most common circumstances for this requirement are:

I. The research participant expires at the NIH Clinical Center and mortuary services are provided in the DC

Metro Area.

The volume of requests for mortuary services varies from year to year. In Fiscal Year (FY) 2015, there were approximately 4 requests for this type of service.

II. The research participant expires at the NIH Clinical Center and his/her remains are prepared and then transported to his/her home state/country.

The volume of requests for mortuary services varies from year to year. In FY 2015, there were approximately 11 requests for this type of service.

DESCRIPTION OF TECHNICAL REQUIREMENTS (by scenario)

I. The research participant expires at the NIH Clinical Center and mortuary services are provided in the DC Metro Area

A. Preparation of the Body:

The contractor shall pick-up the body within eight (8) hours from the time of CC request.

Total preparation (if desired by family) shall include:

o Complete embalming. Embalming of remains will be prepared in strict accordance to the regulations and guidelines specified by law;

o Cosmetics;

o Dressing of body; and o Placement in a casket.

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The contractor shall complete the preparation of the body within two (2) business days from the time of CC request, unless religious and/or cultural traditions dictate a shorter timeframe.

B. Local Funeral Service:

The contractor shall provide a standard casket (if for a child, the casket shall be of appropriate length to accommodate the child's size); conduct formal services which allow for at least two (2) hours of visitation in a chapel or a church which will hold a minimum of

50 people; and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the service.

C. Local Interment:

The contractor shall obtain all necessary local permits and certifications. The contractor shall secure and procure a local burial plot, when requested, with a cemetery with which they have an agreement. The contractor shall accommodate specific needs, including but not limited to procuring oversized plots or arranging for services outside normal business hours, as required due to physical requirements or religious and cultural traditions, at additional expense to the Government. Before any such services are rendered that are expected to cost more than 20% above the standard cost under this contract as defined in the attached Schedule of Supplies and Services (Attachment II), the contractor must receive prior approval from the project officer or contracting officer.

The contractor shall provide the following, at a minimum:

Casket spray;

Transportation of the casket with the body therein in a funeral coach;

Transportation for at least seven passengers in an appropriate vehicle to the gravesite; and

After care grief counseling services, provided on site, by a licensed funeral director, at no additional cost.

If the family chooses not to use the cemetery with which the contractor has an agreement, the family is responsible for the full cost of the interment. There is no option to go outside of the standard coverage under this contract.

D. Cremation (with Funeral Home Viewing Services, if requested):

The contractor shall provide a casket with a cardboard insert and conduct formal viewing services, if the family desires, before cremation. If requested, the contractor shall allow for at least two hours of visitation in a chapel or a church which will hold a minimum of 50 people, P a g e 3 | 17 and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the viewing services.

The contractor has full responsibility for:

Obtaining signature on the forms required by law authorizing cremation;

Performing the cremation;

Providing a permanent metal urn for the cremains to the family. The urn must meet the following minimum requirements:

o The urn must be no less than 200 cubic inches in volume;

o The inside of the urn shall be constructed of polished metal; and o The urn must be engraved with or contain an engraved name plate with the person's name, year of birth and year of death; and

Shipping the cremains to the designated immediate next of kin, if requested.

Cremains may only be shipped by registered mail with a return receipt via the

United States Postal Services (USPS). The contractor shall adhere to all

USPS, US Customs, and foreign Consulate requirements for foreign shipment.

II. The research participant expires at the NIH Clinical Center and his/her remains are prepared and then transported to his/her home state/country

A. Preparation of the Body for Shipment:

The contractor shall pick-up the body within eight (8) hours from the time of CC request.

Total preparation (if desired by family or required by the state or foreign government involved) shall include:

o Complete embalming. Embalming of remains shall be prepared in strict accordance to the regulations and guidelines specified by law of the state or the government of the country involved;

o Cosmetics;

o Dressing of body; and o Placement in a basic non-sealer casket or a sealer casket, as required by the state involved. The contractor shall provide special banding (tape) around the casket when required by foreign governments.

The contractor shall complete the preparation of the body within two (2) business days from the time of CC request, unless religious and/or cultural traditions dictate a shorter timeframe.

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THE GOVERNMENT ISSUED-SWD INDIGENT BURIAL SERVICES FORM FOR ALL

INDIVIDUAL REQUESTS MUST BE ADHERED TO FOR PROCESSING OF SERVICES

(SEE ATTACHMENT III).

B. Funeral Home Viewing (Optional):

The contractor shall conduct formal viewing services, if the family desires a local viewing before shipment of the remains. If requested, the contractor shall allow for at least two hours of visitation in chapel or a church which will hold a minimum of 50 people, and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the service. The contractor shall provide a rental casket for the Viewing services.

C. Shipment of Remains

The contractor shall secure all necessary paperwork (as required by the state or foreign government involved) within two (2) business days from the time of CC request. The contractor shall contact the state or foreign government involved to determine what documents shall be needed for the transportation of the body. The contractor shall pay all fees required for foreign shipments. The reimbursement of fees is not to exceed actual cost.

The contractor shall make arrangements for air travel including procuring the flight for the remains. Airfare shall be reimbursed at the actual cost of the airline used. Airfare is based upon airline rate for travel to destination and weight and size of shipment. Receipts must be provided for validation of Airfare/Cargo rates. The contractor shall transport the casket to a common carrier for shipment within three (3) business days from the time of CC request. If flight scheduling difficulties arise, a maximum of five (5) working days for casket transport is acceptable, after approval is granted by the project officer or contracting officer.

Due to the fact that the process of shipping remains involves third party vendors and governments, exceptions to these strict timelines will be granted on a case-by-case basis by the project officer or contracting officer. Transportation will be reimbursed only to major airports. Ground transport from the airport to the interment site will only be reimbursed within a 50-mile radius of the airport.

In the event that shipment of remains entirely via ground transportation is less expensive to the government, this method will be used by the contractor. The reimbursement of mileage cost shall be based in accordance with the regulation set forth in the current IRS Standard

Mileage Rates at www.irs.gov. The contractor should obtain prior approval (on a case by case basis) from the Contracting Office Representative (COR) or Contracting Officer before using ground transportation to transport remains beyond a 50 mile radius. This will only be approved when the COR or Contracting Officer can verify that ground transportation is cost-effective to the government. Documentation of mileage, including a GPS-mapping program http://www.irs.gov/

P a g e 5 | 17 printout including the starting address, the end address and the total mileage is required and must be attached for validation of charges.

CONTRACTOR REQUIREMENTS

I. PERMITS/CERTIFICATES:

The contractor shall meet all state, local and international licensing requirements and obtain and furnish all necessary health department and shipping permits at no additional cost to the

Government. The contractor shall ensure that all necessary health department permits are in order for disposition of the remains. The contractor will issue up to three (3) death certificates to the family, if requested. The Government will provide the death certificate signed by the attending MD of the deceased only for those research participants who expire at the NIH Clinical Center. PRIVACY ACT:

All information pertaining to specific Clinical Center research participants is protected from unauthorized use or disclosure by the Privacy Act of 1974. The Contractor shall comply with the

Privacy Act of 1974 (Privacy Act of 1974 | OPCL | Department of Justice) and be subject to the provisions of the Privacy Act as it pertains to the collection, maintenance and use of Personally

Identifiable Information from research participants. The contractor, its officers and employees, along with any subcontractor(s) their officers and employees, are all subject to the requirements and regulations established by the Act. In particular, they must preserve the confidentiality of all information pertaining to the performance of this contract and are prohibited by the Government from sharing this information except for the express purpose of providing services for the National

Institutes of Health. All material, equipment, data or information furnished by the Government for use in the performance of this contract must be kept in the secure possession of the contractor or its subcontractors and must be returned at the request of the Government.

II. BURIAL REQUIREMENTS:

The contractor shall have an effective business approach to handle burial needs for all religious or cultural services which may be required and for services to be provided on or around Government

Holidays and Government Closures.

III. FACILITY REQUIREMENTS:

All facilities must meet the standard funeral home requirements established by local, state and federal laws. The contractor's building shall have complete facilities for maintaining the highest standards of solemnity, reverence, assistance to the family and for prescribed ceremonial services.

The contractor's preparation room shall be clean, sanitary, and adequately equipped. The contractor's funeral home, furnishings, grounds and surrounding area shall present a clean and well-kept appearance.

All facilities must be within a 50 mile radius of the NIH Clinical Center (10 Center Drive, Bethesda, MD 20892).

http://www.justice.gov/opcl/privacy-act-1974

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IV. INFECTIOUS DISEASE REPORTING/REQUIREMENTS

Contractors working in the NIH Clinical Center must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities. Contractors should consult the specific regulations for further details, exemptions, documentation, and record-keeping requirements. Contractor requirements include, but are not limited to:

Hepatitis B Vaccine – Personnel at risk for occupational exposure to blood (human blood, human blood components, and products made from human blood) or other potentially infectious materials shall be offered the hepatitis B vaccine within 10 working days of the initial assignment unless the worker has previously received the complete hepatitis B immunization series, antibody testing has revealed that the worker is immune, or the vaccine is contraindicated for medical reasons. The primary series of three appropriately timed immunizations should be completed as indicated.

Personnel who decline the hepatitis B immunization must sign the mandatory declination, as specified in the Occupational Safety and Health Administration (OSHA) Bloodborne Pathogen standard. The contractor shall maintain worker records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens)

Universal Precautions Training – Personnel at risk for occupational exposure to blood or other potentially infectious materials must receive annual training in universal precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology Service. Contractors must either provide annual training to their employees who are at risk for occupational exposure or ensure that they receive training through the Hospital Epidemiology Service. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens)

Occupational Exposures to Blood or other Potentially Infectious Materials – Personnel who experience occupational exposure to blood or other potentially infectious materials shall be offered medical evaluation and post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens).

The Occupational Medical Service (OMS) provides emergency clinical evaluation and post-exposure treatment to NIH employees, contract personnel, and visitors on campus who report an exposure to potentially infectious materials. Incidents involving exposure to human blood and body fluids must be reported immediately to OMS and their immediate the supervisor. If the exposure involves a primate retrovirus, OMS also offers chemoprophylaxis and serologic monitoring.

Contractors are responsible for follow-up of exposures other than those involving primate retroviruses.

V. Information and Physical Access Security

Contractors/subcontractor personnel working in the NIH Clinical Center must ensure that they comply with all applicable federal and state government regulations regarding the access to, or use of, Personally

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Identifiable Information (PII), including instances of remote access to or physical removal of such information beyond agency premises or control. Contractors should consult the specific regulations for further details on information and physical access security:

OMB Memorandum M-06-15, Safeguarding Personally Identifiable Information (05-22-06):

http://www.whitehouse.gov/omb/memoranda/fy2006/m-06-15.pdf

OMB Memorandum M-06-16, Protection of Sensitive Agency Information (06-23-06):

http://www.whitehouse.gov/OMB/memoranda/fy2006/m06-16.pdf

OMB Memorandum M-06-19, Safeguarding Against and Responding to the Breach of Personally Identifiable Information:

http://www.whitehouse.gov/omb/memoranda/fy2006/m06-19.pdf Guide for Identifying Sensitive Information, including Information in Identifiable Form, at the NIH:

https://ocio.nih.gov/InfoSecurity/ISSO/Documents/NIH_Sensitive_Info_Guide.pdf

Contractor requirements include, but are not limited to the following:

Personnel Security Responsibilities

Commitment to Protect Non-Public Departmental Information and Data

1. Contractor Agreement

The Contractor, and any subcontractors performing under this contract, shall not release, publish, or disclose non-public Departmental information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of such information:

- 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

- 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information)

- Public Law 96-511 (Paperwork Reduction Act)

2. Contractor Employee Non-Disclosure Agreement

Each employee, including subcontractors, having access to non-public Department information under this acquisition shall complete the Commitment to Protect Non-Public Information – Contractor Employee Agreement A copy of each signed and witnessed Non-Disclosure agreement shall be submitted to the Project Officer prior to performing any work under this acquisition.

are available at https://ocio.nih.gov/InfoSecurity/Policy/Pages/NIH_ISA_Templates.aspx

NIH security policies and standards are reflected in the NIH Information Security Policy Handbook, April 29, 2015.

http://www.whitehouse.gov/omb/memoranda/fy2006/m-06-15.pdf http://www.whitehouse.gov/OMB/memoranda/fy2006/m06-16.pdf http://www.whitehouse.gov/omb/memoranda/fy2006/m06-19.pdf https://ocio.nih.gov/InfoSecurity/ISSO/Documents/NIH_Sensitive_Info_Guide.pdf http://irtsectraining.nih.gov/NIH_Non-Disclosure_Agreement.pdf http://irtsectraining.nih.gov/NIH_Non-Disclosure_Agreement.pdf https://ocio.nih.gov/InfoSecurity/Policy/Pages/NIH_ISA_Templates.aspx

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Loss and/or Disclosure of Personally Identifiable Information (PII) – Notification of Data Breach

The Contractor shall report all suspected or confirmed incidents involving the loss and/or disclosure of PII in electronic or physical form. Notification shall be made to the NIH Incident Response Team via email (IRT@mail.nih.gov) within one hour of discovering the incident. The Contractor shall follow-up with IRT by completing and submitting one of the following two forms within three (3) work days:

https://ocio.nih.gov/InfoSecurity/Policy/Documents/NIH_IT_Security_Incident_Response_Plan.pdf

NIH PII Spillage Report https://ocio.nih.gov/InfoSecurity/Policy/Documents/NIH_PII_Spillage_Proced.doc

NIH Lost or Stolen Assets Report http://ocio.nih.gov/docs/public/Lost_or_Stolen.doc

The NIH is a non-smoking campus. All contract employees must adhere to this policy while on campus grounds.

VI. ADDITIONAL REQUIREMENTS:

The contractor shall maintain appropriate insurance coverage for company vehicles, general liability, and worker compensation coverage with a certificate of insurance naming NIH as an additional insured.

The contractor shall maintain 24 hour access to a Certified Cargo Screening Facility (CCSF) approved by the Transportation Security Administration (TSA) for shipment of remains on both domestic and international flights.

The contractor shall maintain a Statement of Good Standing or similar certification from the licensing board of morticians in the state where the vendor facility is licensed should such be required.

The contractor shall maintain a Statement of Good Standing from the State Department of

Assessments and Taxation (SDAT in MD) in the jurisdiction of the vendor facility.

VII. ADULT CLOTHING:

The contractor shall provide undergarments (t-shirt, underwear and socks), suit, shirt and tie for men. The contractor shall provide full length dress, slip, bra, panties and hose for women. The contactor shall provide slippers or shoes. Next of kin may choose to, but shall not be compelled to, provide their own clothing for the body.

mailto:IRT@mail.nih.gov https://ocio.nih.gov/InfoSecurity/Policy/Documents/NIH_IT_Security_Incident_Response_Plan.pdf https://ocio.nih.gov/InfoSecurity/Policy/Documents/NIH_PII_Spillage_Proced.doc http://ocio.nih.gov/docs/public/Lost_or_Stolen.doc

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VIII. CHILD CLOTHING:

The contractor shall provide undergarments, shirt and pants for boys. The contractor shall provide undergarments, dress and stockings/tights for girls. The contactor shall provide slippers or shoes.

Next of kin may choose to, but shall not be compelled to, provide their own clothing for the body.

CONTRACTOR REQUIREMENTS FOR SUB-CONTRACTING

The Contractor shall be permitted to sub-contract with other vendors who provide specialty services on an as needed basis to fulfill religious requirements, cultural preferences or other needs. The Contractor must ensure that the sub-contractors meet the minimum requirements outlined in this Statement of Work.

GOVERNMENT RESPONSIBILITIES

The Government will provide the Contractor with an identification badge which shall be worn at all times while on duty. The identification badge will contain a photograph of the employee, with employee name and an expiration date.

The Government will issue keys to the Contractor as appropriate.

The Government will issue a parking permit to the Contractor to allow for parking on the NIH campus.

Vehicle access must occur through the Commercial Vehicle Inspection Facility (CVIF), located on

Rockville Pike, between North Drive and Wilson Drive in Bethesda, MD. For questions about campus access, please contact the ORS Information Line at orsinfo@mail.nih.gov or 301-594-6677, TTY - 301-

435-1908. More information about security requirements for campus access is located at http://www.nih.gov/about-nih/visitor-information .

The Government will allow the Contractor limited, as needed, access to the NIH CC Morgue.

The Government will provide the death certificate signed by the attending MD of the deceased, for those research participants who expire at the NIH Clinical Center. No other government-furnished property will be included in this contract.

NOTE: The Contractor shall be required to return identification badge, keys, and parking pass to the

Government immediately upon termination of employment. The Contractor shall not invoice the

Government for the employee's last pay period until identification badge, keys, and parking pass are returned.

INSPECTION AND ACCEPTANCE REQUIREMENTS: PERFORMANCE MEASURES

mailto:orsinfo@mail.nih.gov http://www.nih.gov/about-nih/visitor-information

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Evaluations of the Contractor's performance will be conducted periodically throughout the contract period of performance. These evaluations may include unannounced site visits. Performance will be measured against those standards set forth in the statement of work and elsewhere in the contract as well as those standards in the NIH Contractor Performance System. Poor or unsatisfactory performance may result in discontinuance of part or the entire contract. Formal performance reviews will be conducted at least annually in accordance with procedures set forth in the NIH Contractor Performance System. A formal, written follow up is required to be submitted to the COR within one week (5 business days) of his/her request as part of any inquiry that results from customer complaints.

CONTRACT DELIVERABLES

Number

Name

Frequency

Quantity

001 Infectious Disease Reporting

Hepatitis B Vaccine

Universal Precautions Training

Occupational Exposures to Blood or other

Potentially Infectious Materials

Within 10 working days of initial assignment

Annually

As needed

002 Provide Services Level Agreement Report on how PII data is protected once in your possession.

Notification of data breach

Within 30 days after the effective date of award

As required

003 Contractor Employee Non-Disclosure

Agreement – must be signed by each employee and subcontractors not to disclosure non-public Department information under this acquisition. If new employees are hired agreement should be completed with 1 to 2 days.

Due at time of contract award and as required(for new employees)

004 Facility inspection (cleanness and sanitary of preparation room, funeral home furnishings, grounds, and surrounding area cleanness and well-kept appearance. Size and condition of chapel

As required

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Accurate Invoice Submission

Bi-weekly

PERIOD OF PERFORMANCE

September 2016 to September 2017 with four consecutive twelve (12) month option periods.

FUNDING

The Government intends to make a firm fixed-price award, with some cost reimbursable components.

PAYMENT STRUCTURE

After the award of this contract, the selected vendor shall begin submitting invoices on a bi-weekly basis. Invoices must be itemized listing the charges for supplies and services as referenced in

Attachment 2-Supplies and Services-Price/Cost Schedule. Payment will be processed within thirty (30) days.

If the selected vendor accepts credit card payments, payment will be made using a credit card. This method greatly expedites payment being received by the vendor.

If the selected vendor does not accept credit card, payment will be made under the contract. A copy of the invoice will be submitted to the COR and Program Specialist. Additionally a copy of the invoice must be submitted to the Office of Financial Management. Detailed invoicing instructions are included as an attachment to the solicitation.

NIH KEY CONTACTS

Shall be added before award.

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TECHNICAL CRITERIA FOR SELECTION

The Trade-Off selection procedures will be used to make a best value award decision. Technical is significantly more important than price. The Government intends to make a firm fixed-price award, with some cost reimbursable components but reserves the right to make no award as a result of the Request for Proposals. Best Value is defined as those most advantageous offers, price and other non-price factors considered, that are consistent with the Government’s stated evaluation criteria. This may result in award being made to higher-rated, higher-priced offeror(s), where the Contracting Officer determines that the benefits Technical offered by the offeror outweighs the price difference.

The Government reserves the right to award this contract based on initial proposals without holding discussions. Therefore, the initial proposal shall contain the offeror's best terms and conditions.

Prior to award of this contract, the technical evaluation team representing the NIH will conduct a site visit of the funeral home facility. This evaluation will become a part of the overall technical evaluation score.

Only those vendors whose formal proposals pass the initial selection criteria with highly scored evaluations will be considered for the site visit. An offeror would need to receive an acceptable rating on the Site Survey to be considered for award.

All facilities must meet the standard funeral home requirements established by local, state and federal laws. The contractor's building shall have complete facilities for maintaining the highest standards of solemnity, reverence, assistance to the family and for prescribed ceremonial services. The contractor's preparation room shall be clean, sanitary, and adequately equipped.

The contractor's funeral home, furnishings, grounds and surrounding area shall present a clean and well-kept appearance.

All facilities must be within a 50 mile radius of the NIH Clinical Center (10 Center Drive, Bethesda, MD

20892).

MANDATORY CRITERIA

- Confirmation in writing that the facility of service is within 50 miles of the NIH Clinical Center

- Copy of Certificate(s) of current establishment state and/or local licensure

- Copy of key personnel licensure

TECHNICAL EVALUATION CRITERIA

Technical Capability - Factor 1.

Subfactor 1: TECHNICAL APPROACH

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The Government will evaluate the offeror's technical approach based on the information contained in the technical proposal to determine the extent of its understanding of the requirements, including the soundness of the offeror's proposed technical approach/ methodology to effectively meet and comply with the requirements outlined in the Statement of Work to ensure successful performance of this procurement and any risks associated with the offeror's technical capability.

Subfactor 2. MANAGEMENT APPROACH

The offeror organizational and management approach structure (considering both prime Contractor and all subcontracted portion of the effort, if proposed) will be evaluated in terms of ability to provide the services proposed, to integrate the various functions outlined in the SOW and deal with problems and enhance control. The proposed the lines of communication, level of authority and responsibility will be evaluated to ensure that the necessary resources are available to meet all areas of the SOW.

The Offeror shall provide detailed, specific information in its offer specifying and defining the lines of authority and communication between the Offeror’s organization and the Government for clarity, efficiency, and effectiveness. The Offeror shall provide responsibility and organizational flow chart for management staff.

The offeror shall provide a detailed business approach that addresses the capability to handle burial needs for all religious or cultural services which may be required and for services to be provided on or around Government Holidays and Government Closures.

Subfactor 3: QUALIFICATIONS / EXPERIENCE

The Government will evaluate the offeror and key personnel experiences and the resume(s) of its proposed key personnel to determine the nature and extent of the offeror's successful completion of similar services related to Funeral and Burial Services. Demonstration of all required licenses, certifications, and or permits is highly important for this criteria. All mandatory criteria must be addressed.

Subfactor 4: Personally Identifiable Information (PII) Security Plan

The Offeror shall submit a PII Security Plan with its technical proposal that addresses each of the following items:

1. Verify the information categorization to ensure the identification of the PII requiring protection.

2. Verify the existing risk assessment.

3. Identify the Contractor’s existing internal corporate policy that addresses the information protection requirements of the SOW.

4. Verify the adequacy of the Contractor’s existing internal corporate policy that addresses the information protection requirements of the SOW.

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5. Identify any revisions, or development, of an internal corporate policy to adequately address the information protection requirements of the SOW.

6. For PII to be physically transported to or stored at a remote site, verify that the security controls of NIST Special Publication 800-53 involving the encryption of transported information will be implemented.

http://csrc.nist.gov/publications/nistpubs/800-53-Rev3/sp800-53-rev3-final_updated-errata_05- 01-2010.pdf

7. When applicable, verify how the NIST Special Publication 800-53 security controls requiring authentication, virtual private network (VPN) connections will be implemented.

8. When applicable, verify how the NIST Special Publication 800-53 security controls enforcing allowed downloading of PII will be implemented.

9. Identify measures to ensure subcontractor compliance with safeguarding PII.

The details contained in the Offeror’s PII Security Plan must be commensurate with the size and complexity of the contract requirements based on the System Categorization specified above in the subparagraph entitled Security Categories and Levels. The Offeror’s PII Security Plan will be evaluated by the Government for appropriateness and adequacy.

The following adjectival ratings will be used in evaluating each offeror’s technical proposal.

Color Rating Description

Blue Outstanding

Proposal meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses.

Risk of unsuccessful performance is very low.

Purple Good

Proposal meets requirements and indicates a thorough approach and understanding of the requirements.

Proposal contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Green Acceptable

Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance.

Risk of unsuccessful performance is no worse than moderate.

Yellow Marginal

Proposal does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high.

http://csrc.nist.gov/publications/nistpubs/800-53-Rev3/sp800-53-rev3-final_updated-errata_05-01-2010.pdf http://csrc.nist.gov/publications/nistpubs/800-53-Rev3/sp800-53-rev3-final_updated-errata_05-01-2010.pdf

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Red Unacceptable

Proposal does not meet requirements and contains one or more deficiencies. Proposal is unable to be awarded.

Past Performance- Factor 2

The past performance evaluation results is an assessment of the offeror’s probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror’s record of relevant and recent past performance information that pertains to the products and/or services outlined in the solicitation requirements. Offerors are cautioned that in conducting present and past performance evaluations, the Government may use data provided in the offeror's proposal, any other source available to the Government and data obtained from other sources to include, but not limited, to data independently obtained from other Government and commercial sources.

After the Government has evaluated Offerors’ past performance for recency and relevancy, the Government will evaluate Quality of Performance (how well the contractor has performed on contracts).

All Contractors shall provide a minimum of three (3) references. References should demonstrate the ability of the Contractor to perform jobs similar in scope to the size, nature and complexity of the outlined Proposal. The references shall include the:

Company name, address, contact person, telephone number, fax number, e-mail address, if available, and number of years Contractor has serviced the referenced account;

Scope of Work performed within the past three (3) years for each referenced account.

Total yearly value of the contract work performed

The Government will assign an Unknown /Neutral rating, meaning the rating is treated neither favorably nor unfavorably, to Offerors with no recent/relevant past performance record; or, the offeror’s performance record is not available; or, the information is inadequate such that no meaningful confidence assessment rating can be reasonably assigned.

“Recency” - To be recent, the performance effort must have occurred within 3 years from the date of issuance of this solicitation.

“Relevancy” – Relevant performance includes products or services that are the same or similar in scope, magnitude and complexity to the effort described in the solicitation.

The following ratings shall be used in assessing an offeror’s Past Performance Relevancy

Rating Description

Very Relevant

Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

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Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant

Present/past performance effort involved some of the scope and Magnitude of effort and complexities this solicitation requires.

Not Relevant

Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

The following ratings shall be used for the Performance Confidence Assessment.

Rating Description

Substantial Confidence Based on the offeror’s recent/relevant performance record, the

Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence Based on the offeror’s recent/relevant performance record, the

Government has a reasonable expectation that the offeror will successfully perform the required effort.

Limited Confidence Based on the offeror’s recent/relevant performance record, the

Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s recent/relevant performance record, the

Government has no expectation that the offeror will be able to successfully perform the required effort.

Unknown Confidence

(Neutral)

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance.

Therefore, the offeror shall be determined to have “unknown” past performance and their performance confidence assessment rating will be “unknown confidence (neutral).”

Price - Factor 3:

The proposed price will be evaluated but not scored. The price evaluation will determine whether the proposed price is fair and reasonable in relation to the solicitation requirements. The proposed price shall be entirely compatible with the technical proposal.

Although price is the least important evaluation factor, it will not be ignored. The degree of importance of the proposed price will increase with the degree of equality of the quotations in relation to the other factors on which selection is to be based.

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The option pricing proposed is applicable to the contract and will be evaluated.