VEHICAL_DATA_RECORDER_SOLICITATION_19AQMM19R0181.pdf

VEHICLE DATA RECORDER

19AQMM19R0181

1.0 PRICING/COSTS

1.0.0 PROPOSED RATES

The established Contract Line Items (CLINs) rates below shall be used for the basis of negotiation for establishing a Contract. All pricing must be fully burden rates including all direct labor, materials, G&A, travel and travel related expenses, and profit. There will be no adjustments to pricing once the Contract is awarded.

1.0.1 BASE YEAR

Item

No. Supplies/Services

Estimated

Quantity Unit

Unit

Price

Total

Amount

Vehicle Data Recorders (New Sites only, if replacing at existing sites, include 3,496 additional recorders – see 1.7.4) 500 EA

Annual Data Review (New Sites and

Existing Sites) 3200 EA

0003 Project Plan and Startup 2 EA

0004 Wifi Hardware Small 4 EA

Wifi Hardware Medium (New Sites only, if replacing at existing sites, include 101 additional Wi-Fi hardware – see 1.7.4)

12 EA

0006 Wifi Hardware Large 4 EA

0007 Vehicle Date Recorder Installation (sub day) 75 EA

Vehicle Date Recorder Installation (initial day)

22 EA

0009 Training and Coaching 2 EA

0010 Training and Feedback 2 EA

0011 Training for Analysis and Interpretation 2 EA

0012 Miscellaneous 1 EA

0013 Travel: Lodging/Meals/Airfare 8 EA

0014 Defense Base Act Insurance (DBA)

0015 EDR Site Manager 2 EA

1.0.2 OPTION YEAR ONE

Item

No. Supplies/Services

Estimated

Quantity Unit

Unit

Price

Total

Amount

1001 Vehicle Data Recorders (New Sites)

EA

Annual Data Review (Existing Sites and

New Sites)

EA

Project Plan and Startup 2

EA

1004 Wifi Hardware Small

EA

1005 Wifi Hardware Medium

EA

1006 Wifi Hardware Large 2 EA

Vehicle Date Recorder Installation (sub day)

75 EA

Vehicle Date Recorder Installation

(initial day)

22 EA

1009 Training and Coaching 2 EA

1010 Training and Feedback 2 EA

1011 Training for Analysis and Interpretation 2 EA

1012 Miscellaneous 1 EA

1013 Travel: Lodging/Meals/Airfare 8 EA

1014 Defense Base Act Insurance (DBA)

1015 EDR Site Manager 2 EA

1.0.3 OPTION YEAR TWO

Item No. Supplies/Services

Estimated

Quantity Unit

Unit

Price

Total

Amount

2001 Vehicle Data Recorders (New Sites) 400 EA

Annual Data Review (Existing Sites and

New Sites) 4200 EA

2003 Project Plan and Startup 2 EA

2004 Wifi Hardware Small 4 EA

2005 Wifi Hardware Medium 9 EA

2006 Wifi Hardware Large 4 EA

Vehicle Date Recorder Installation (sub day) 60 EA day) 18 EA

2009 Training and Coaching 2 EA

2010 Training and Feedback 2 EA

2011 Training for Analysis and Interpretation 2 EA

2012 Miscellaneous 1 EA

2013 Travel: Lodging/Meals/Airfare 8 EA

2014 Defense Base Act Insurance (DBA)

2015 EDR Site Manager

EA

1.0.4 OPTION YEAR THREE

No. Supplies/Services

Estimated

Quantity Unit

Unit

Price

Total

3001 Vehicle Data Recorders (New Sites) 166 EA

New Sites) 4400 EA

3003 Project Plan and Startup 1 EA

3004 Wifi Hardware Small 2 EA

3005 Wifi Hardware Medium 5 EA

3006 Wifi Hardware Large 1 EA

3007 Vehicle Date Recorder Installation (sub day) 25 EA day) 7 EA

3009 Training and Coaching 1 EA

3010 Training and Feedback 1 EA

3011 Training for Analysis and Interpretation 1 EA

3012 Miscellaneous 1 EA

3013 Travel: Lodging/Meals/Airfare 4 EA

3014 Defense Base Act Insurance (DBA)

3015 EDR Site Manager

1.0.5 OPTION YEAR FOUR

No. Supplies/Services

Estimated

Quantity Unit

Unit

Price

Total

4001 Vehicle Data Recorders (New Sites) 0 EA

New Sites) 4400 EA

4003 Project Plan and Startup 0 EA

4004 Wifi Hardware Small 0 EA

4005 Wifi Hardware Medium 0 EA

4006 Wifi Hardware Large 0 EA

4007 Vehicle Date Recorder Installation (sub day) 0 EA day) 0 EA

4009 Training and Coaching EA

4010 Training and Feedback 0 EA

4011 Training for Analysis and Interpretation 0 EA

4012 Miscellaneous 1 EA

4013 Travel: Lodging/Meals/Airfare 0 EA

4014 Defense Base Act Insurance (DBA)

4015 EDR Site Manager

1.0.6 GRAND SUMMARY BASE YEAR AND FOUR (4) OPTION YEARS (Estimates)

TOTAL LINE ITEM 0001 thru 0015 US$____________

TOTAL LINE ITEM 1001 thru 1015 US$____________

TOTAL LINE ITEM 2001 thru 2015 US$____________

TOTAL LINE ITEM 3001 thru 3015 US$____________

TOTAL LINE ITEM 4001 thru 4015 US$____________

TOTAL BASE + 4 OPTION YEARS US$____________

PAGE LEFT INTENTIONALLY BLANK

1.2 REQUIRED OVERVIEW OF SERVICES

The United States Department of State’s (Department) Safety, Health and Environmental Management Division

(OBO/OPS/SHEM) intends to purchase an in-vehicle data capture system to modify driver behavior in order to improve behind-the-wheel performance to reduce the severity and frequency of motor vehicle mishaps.

1.3 TYPE OF CONTRACT

This is a fixed price, Indefinite Delivery, Indefinite Quantity (IDIQ) contract with some reimbursable line items.

The Government will award one contract. The Contractor shall provide firm fixed prices for services as defined below at in the Specifications/ Scope of Work. This contract shall be effective on the date of the Contracting

Officer's signature, and shall remain in effect for one year from the period of performance of the contract. This contract has one base year, with four (4) one year options to be exercised at the sole discretion of the

Government. This request for proposal is Set-Aside for a Small Business. If there are no proposal submissions from a Small Business, then proposals from other than Small Business shall be considered. This is Firm-Fixed-

Priced IDIQ Contract will be awarded to the vendor who is “technically acceptable, lowest price.” The

Government will award one contract.” The contractor shall furnish all supervision, labor, materials, supplies, and equipment necessary to provide the delivered supplies, unless otherwise agreed upon. The period of performance is 0ne (1) year (Base Year) and four one year options to be exercised at the sole discretion of the

Government.

1.4 INTRODUCTION

The United States Department of State’s (Department) Safety, Health and Environmental Management Office

(OBO/OPS/SHEM) intends to purchase an in-vehicle video and data capture system to modify driver behavior in order to improve behind-the-wheel performance to reduce the severity and frequency of motor vehicle mishaps. The vehicle data system must be able to capture triggering events that exceed a force threshold such as impacts caused by motor vehicle mishaps, rapid acceleration, rapid deceleration, swerving, as well as speed exceeding a predetermined threshold. The analysis from each vehicle data recorder must address the risky driving in terms of the Department’s Smith System training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s fleet safety policies and driver training program. Each event captured must identify the not only the risky behavior but also score points based upon the severity of the risky behavior. The system must not be able to track vehicles in real time. Audio capturing capability is required but the audio must be able to be disabled. A secure wireless system utilizing WPA2 or higher must be used to transfer events and the overall system must meet Federal Information Security Management requirements. The data review center must be based in the continental United States and the reviewers must be

U.S. citizens that have passed a criminal background check. The successful contractor must demonstrate a significant, related experience working overseas in developing countries and all existing equipment is proprietary and would need to be replaced.

1.5 DEPARTMENT MOTOR VEHICLE FLEET

The Department maintains a vehicle fleet of over 12,000 vehicles at 250 embassies and consulates throughout the world. The motor vehicle fleet is a major monetary asset and losses from motor vehicle mishaps are significant. Motor vehicle operations also present the greatest risk of injury and fatalities to Foreign Service

Officers, local national employees and local national citizens. While driver safety training has proven effective, additional intervention in the form of vehicle data recorders is needed at the posts with the greatest risk for fatalities, serious injuries and property damage incidents. At the start of the contract, , approximately 24 posts will have the program installed with another 14 posts targeted for the program.

1.6 RELATED MOTOR VEHICLE SAFETY EFFORTS

During the last several years, the Department has contracted with a professional driver safety training company

(Smith System Inc.) to provide driver training that stresses anticipating hazards (situational awareness) and defensive driving techniques (space management. Smith System’s Five Keys® include Aim High in Steering to scan far ahead of the vehicle and to allow enough time to react to hazards; Get the Big Picture to quickly determine what hazard presents the greatest risk, allow the proper following distance and to eliminate distractions; Keep Your Eyes Moving to not fixate on objects and to scan the field of vision to identify hazards as well as to frequently check mirrors; Leave Yourself an Out involves creating a cushion around the vehicle as traffic conditions change to avoid accidents; and Make Sure They See You by using brake lights, horn, turn indicators, headlights to signal and warn other drivers. The analysis of driver behaviors from vehicle data recorders must align with this training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s driver training program. .

1.7 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.7.1 CONTRACT TASK ELEMENTS

The following tasks are to provide the labor to install vehicle data recorders and associated equipment in order to improve driver performance and to decrease the frequency and severity of motor vehicle mishaps. The equipment must be rugged and durable enough to withstand the harsh weather and road environments in Africa and other indicated locations. This contract will be focused on improvement and will also require certain reporting requirements, meetings and training sessions to monitor performance, identify areas for improvement and to train personnel. The project tasks assumes the Contractor will provide the labor and equipment to install

ALL hardware, wireless download hardware and vehicle data recorders. Contractor will train on site personnel at each post for future vehicle event recorder installations.

1.7.2 VEHICLE DATA RECORDERS

The vehicle data recorders must be able to be mounted on the windshield behind the rearview mirror (using vendor provided brackets) but not significantly block the view through the windshield. For armored vehicles, the vehicle data recorder cannot be mounted to the windshield and must be mounted (using vendor provided brackets) to the bracket that holds the rearview mirror. The power cables for the unit must be hidden from view and wired in a neat and orderly manner without any loose wires. The power consumption for the unit must not drain the vehicle battery overnight with an option to set the unit to hibernate. The brackets that attach the unit, and the power cable to the unit, must be tamper resistant and require a Torx or other special tool for removal.

The vehicle data system must be able to capture triggering events that exceed a force threshold such as impacts caused by motor vehicle mishaps, rapid acceleration, rapid deceleration, swerving, as well as speed exceeding a predetermined threshold. When triggered, the event recorder must be able to capture audio and the video of the view inside and outside the vehicle for at least 12 seconds and the record time, date, speed (in miles per hour and kilometers per hour), and the location where the event was triggered. The analysis from each vehicle data recorder must address the risky driving in terms of the Department’s Smith System training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s driver training program.

Each event captured must identify the not only the risky behavior but also score points based upon the severity of the risky behavior.

The unit must have lens pointing forward that captures nearly 180 degrees in front on the vehicle and a lens that captures the inside view of the vehicle. The unit must have an ability to manually trigger events, have lights or other indicators providing feedback to the driver that an event has been triggered and have the ability to clearly capture nighttime events. A microphone must also be present to capture audio but the audio must be able to be disabled when requested. Due to upcountry trips, the unit must have the capability to store hundreds of triggered events between downloads.

The units must be Wi-Fi, use WPA2 encryption (or higher) and communicate only with the system installed at the embassy or other U.S. government facility. The system must NOT be cellular or have the ability to track vehicles in real time (even if the feature could be turned off) due to security concerns.

1.7.3 WIRELESS HARDWARE EQUIPMENT

The wireless system needed for downloading and moving the events typically includes a Windows laptop with remote access software, a router to connect multiple access points, one or more access points, POE adaptors, an antennae pair as well associated coaxial cables and lightening arrestors. WiFi download equipment must have

WAP/Antennae configurations capable of covering up to 300 feet of parking area, WAPs that can be bridged wirelessly to extend range and be powered by Power-over Ethernet for locations without AC power, be compatible with 110-240VAC, PC hardware/software must be compatible with the Department’s encryption and anti-virus software (Protect Drive and Symantec Endpoint Protection, respectively) and must use Secure

Socket Layer (SSL) for file transmission across Internet.

1.7.4 VEHICLE DATA RECORDERS AND ASSOCIATED EQUIPMENT

The Department currently maintains approximately 3,178 installed vehicle data recorders plus 10% spare units

(3,496 total) and 76 active wireless systems plus 25 spare wireless systems (101 total) at the following locations.

All of the vehicle data recorders and wireless systems are proprietary and must be replaced within the first year to maintain program continuity.

Current Sites

Location Number of Recorders # of Wireless System Sites

Abidjan, Ivory Coast 107 3

Abuja, Nigeria 175 2

Addis Ababa, Ethiopia 200 2

Astana, Kazakhstan 58 1

Bamako, Mali 111 2

Dar es Salaam, Tanzania 113 3

Djibouti, Republic of Djibouti 57 1

Freetown Sierra Leone 65 2

Gaborone, Botswana 94 5

Islamabad, Pakistan 375 5

Kampala, Uganda Entebbe Uganda

Kigali Rwanda 68 3

Kinshasa, Democratic Republic of Congo 106 2

Lilongwe, Malawi 89 5

Lusaka, Zambia 126 3

Maputo, Mozambique 105 3

Nairobi, Kenya Kisumu, Kenya

N’djamena, Chad 83 2

Nouakchott, Mauritania 69 3

Phnom Penh, Cambodia 68 2

Port-au-Prince, Haiti 227 3

Santo Domingo, Dominican Republic 135 2

Tegucigalpa, Honduras 103 3

Tunis, Tunisia 101 1

Totals 3178 + 318 (10%)=3,496 101 (76 Active +25 Spares)

Vehicle data recorders associated wireless equipment and data analysis is needed for an additional 1423 vehicles plus 10% spare units (1566 total) and 43 active wireless systems plus 14 spare wireless systems (57 total). The installations are tentatively scheduled for the following locations, and while the number of future locations will not change, the actual locations may change and will be determined by the Contracting Officer’s

Representative (COR) prior to initiation of the work at the site:

Future Sites

Location Estimated Number of Recorders

# of Wireless System Sites

Conakry, Guinea 85 4

Harare, Zimbabwe 107 3

Accra, Ghana 104 3

Khartoum, Sudan 150 3

Beirut, Lebanon 105 4

Bangkok, Thailand 93 5

Lagos, Nigeria 122 2

Niamey, Niger 62 2

Yaoundé, Cameroon 82 3

Algiers, Algeria 81 3

Monrovia, Liberia 81 2

Amman, Jordan 130 4

Windhoek, Namibia 40 2

Riyadh, Saudi Arabia 181 3

Totals 1423 + (10%)=143 43 (Active+ 14 Spares)

1.7.5 VEHICLE DATA CAPTURE SYSTEM INSTALLATION

The contractor will provide the labor and equipment and onsite installation for all government vehicles at each location listed under Current Sites and Future Sites (or alternative future sites identified by the COR). The contractor must leave spare vehicle data recorders at each site and train local employee mechanics on installation. This work will be coordinated with the Safety, Health and Environmental Management Office, and as well as the Regional Security Officer, General Services Officer, and Information Management Officer at each post. For any windshield-mounted devices, the contractor will provide alternative mounting hardware for armored vehicles which cannot have windshield mounts installed.

1.7.6 WIRELESS HARDWARE INSTALLATION

The contractor will provide the equipment and onsite labor for installation for stand-alone computer and wireless access point needed for vehicle data recorders downloads for the number of wireless system sites indicated for each location under Current Sites and Future Sites. The wireless access point must have at least

WPA2 encryption. The contractor must leave in each country one complete spare wireless system. This work will be coordinated with the Regional Security Officer and the Information Management Officer at each post.

The wireless system must be secure and acceptable to post management..

1.7.7 PROJECT PLANNING AND MANAGEMENT

The Contractor will identify a single project manager to coordinate with the Department on all aspects of the project. The Department will identify key personnel to work with the Contractor at each site. The Contractor’s project manager and other critical personnel will meet with the Department in Washington D.C. to preplan and coordinate any new installation. Any and all services and support required of the Department will be identified at this meeting as will a timeline showing contractor and Department tasks. Once dates have been agreed upon, a schedule will be developed by the Contractor, and approved by Department, to coordinate delivery of equipment, installation of all hardware and software, installation of data recorders, and training of Department personnel..

1.7.8 DATA REVIEW, SECURITY AND TRAINING

The video captured by vehicles in the program must be reviewed and scored within the continental United States by U.S. citizens. The vendor must conduct a criminal background check on each reviewer to ensure that they do not have a criminal history. The system that captures transmits and stores the data must have been assessed as required by the Federal Security Information Act and have all findings remediated.

The Contractor must provide two (2) training sessions to Department personnel on how to analyze data generated by vehicle data recorders in order to generate reports for feedback to drivers. The training must be equivalent to training received by Contractor personnel that analyze the data. This training must be provided, based upon a schedule agreed to by Department personnel. Training will be conducted in Washington D.C., unless the Department of State determines that it is of greater benefit to hold the training at the vendor’s location.

1.7.9 DATA ANALYSIS AND CONTRACTOR REPORTS

Data will be analyzed and reported by the Contractor and will include comparison reports (from year-to-year and month-to-month) as well as weekly status reports. Advanced statistical analysis of data to find trends, identify key behaviors and assist in guiding Department policy is required. All of this information must be provided online. The information must include significant aspects of the vehicle data monitoring program including overall program trends, individual driver, group and site performance, problems or outstanding issues, and event analysis trends. Video must also be captured and available for review by Department personnel for each event. Department personnel in the Safety, Health and Environmental Management Office must be provided with the capability to download and save events in windows media player format, while preventing downloads by Post personnel. Reports must be received in a timely manner, and data accessible via the internet, for Department personnel to review the information and provide feedback to sites in a prompt manner. The

Contractor will provide monthly written summaries of post progress and participate in conference calls with

Department safety and health personnel and site management on any issues, problems or adjustments that are necessary.

1.7.10 BIANNUAL PROGRESS AND PLANNING MEETINGS

The Contractor must provide their project manager and supporting technical experts for meetings twice yearly for 1.5 days to discuss progress, planning, performance, changes in data reports and other overarching issues related to the work. One meeting will be held at the contractor’s site and one in Washington, DC at the

Department of State facilities in Rosslyn, Virginia.

1.7.11 BIANNUAL PROGRAM REVIEW PRESENTATIONS

The Contractor shall provide for each country (Mission) with sites in the program, Program Review twice each year summarizing risk trends for drivers, groups and sites, comparative statistics, highlights of program progress and areas of concern that need improvement. The review will be presented in PowerPoint and the Contractor’s project manager shall be available by conference call with the Department to present the findings to Mission management.

1.7.12 YEARLY OFFSITE IN WASHINGTON DC WITH SITE PERSONNEL

Every year the contractor will send key personnel working on the contract to coordinate with the Department to host an annual 3 day meeting in Washington DC with the active sites to review the overall and specific post data. The contractor will present trends from the data and how it impacts program management, provide guidance for improving the program and identify best practices that should be implemented.

2.0 OTHER REQUIREMENTS

2.1 COMPOUND ACCESS AT THE SITE

The Contractor shall schedule all work during normal working hours which are typically defined as 8:00 to

18:00 Monday to Friday but each site may operate different days of the week or be open for different hours depending upon the day of the week. The COR will make the contractor aware after each site is selected for installation.

2.2 CONTRACTOR SUPERVISION AND ESCORT

The Contractor shall designate a representative who shall supervise the Contractor's workers and be the liaison with the U.S. Embassy/Consulate personnel. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall be escorted at all times and have access to the location where the vehicles are stored, only with specific permission granted by the designated

Embassy representative.

2.3 PERSONNEL SECURITY

The Government reserves the right to deny access to U.S owned and U.S.-operated facilities to any individual.

For personnel conducting the installation, personal information will need to be provided to obtain country clearance from the embassy and the COR will coordinate this activity. The Contractor shall provide the names, biographic data, clearance or other data as required on all Contractor personnel who shall be used on this contract prior to their utilization. The Embassy shall issue visitor passes to approved Contractor personnel, each of whom shall be escorted on the compound and must display his/her card(s) at all times while on Government property. These visitor passes are the property of the Government. The Contractor shall return all visitor passes when they depart the compound, or at the request of the Government.

2.1 SHIPPING INSTRUCTIONS:

All Hardware must be shipped through to the Office of Safety, Health and Environmental Management in

Arlington, Virginia and the packages will then be sent by the Department to posts via the Diplomatic Pouch.

The Diplomatic Pouch has strict size and weight requirements that must be met for every package shipped to the

Department.

All boxes must be double walled, heavy duty cardboard due to the distance it must travel. Boxes must be 50 pounds or less and must not exceed the following measurements:

1) Measure the length of the parcel and the circumference of the parcel at its thickest part. Add the length and circumference together.

a. If the length is under 36 inches then the combined length + circumference cannot exceed 135 inches.

b. If the length is over 36 inches and up to 48 inches then the circumference cannot exceed 44 inches.

2) No package can be over 48 inches in length.

Any hardware that will not fit into this size package will need to be shipped via commercial delivery service.

Further guidance will provided by the Government before the start of the project. Each package shipped must be traceable with a unique tracking number to ensure delivery and to provide proof of delivery. The tracking number must be placed on the outside of the boxes.

2.2 PUBLICATIONS AND PRESENTATIONS

The Contractor shall not publish or distribute videos, data, or findings emanating from this effort without prior written Department review and approval. All papers, reports, professional or lay publications, and presentations at meetings and conventions must be sent to the Department for review and approval at least seventy-five (75) days prior to the required submission or presentation date. These requests are highly unlikely to be approved by the Department of State’s Public Affairs office. All such reports that are approved by Public Affairs shall include the following disclaimer, “The views, opinions, and/or findings contained in this report (paper) are those of the author(s) and should not be construed as an official Department of State position, policy, or decision unless so designated by other official documentation.” The Contractor shall ensure that any and all subcontractors are aware of, and agree to, this paragraph..

2.2.1 ITEMS/DATA TO BE DELIVERED

Project deliverables are listed in the table below as well as specific notes or issues. Each deliverable must have a per unit cost and total cost for equipment, labor, travel and other categories of cost. Costs for overseas work

(installation of vehicle data recorders and wireless systems) must be split out for each site.

Deliverables Notes

Project Planning and Management Meeting for Each New Installation

To be held in Washington D.C., unless the Department determines the Contractor’s location would be more beneficial.

Delivery and onsite installation labor for 3,178 (plus 318 spare) vehicle data recorders for the Current Sites.

Delivery and installation labor for 1 ,423 (plus 143 spares) vehicle data recorders for Future Sites.

Annual U.S based data interpretation subscriptions (conducted by U.S. citizens) for each recorder installed that must include overall program trends, individual driver, group and site performance, problems or outstanding issues, and the data from the system must be available online.

Current Site Locations:

Abidjan, Abuja, Addis Ababa, Astana, Bamako, Dar es Salaam, Djibouti, Freetown, Gaborone, Kampala, Entebbe, Islamabad, Kigali, Kinshasa, Lilongwe, Lusaka, Maputo, Nairobi, Kisumu, N’djamena, Nouakchott, Phnom Penh, Port-au-Prince, Santo Domingo, Tegucigalpa, Tunis Future Site Locations:

Conakry, Harare, Accra, Khartoum, Beirut, Bangkok, Lagos, Niamey, Yaoundé, Algiers, Monrovia, Amman, Windhoek, and Riyadh.

Must have optional mounts for armored vehicles, train site mechanics on installation, be able be disable audio.

Delivery and onsite installation labor for computer hardware, software, and access points for the 76 secure wireless systems for the Current Sites as well as 25 spare wireless systems.

Delivery and onsite installation for computer hardware, software, and access points for the 43 secure wireless systems for the Future Sites as well as 14 spare wireless systems.

Current Site Locations: Abidjan, Abuja, Addis Ababa, Astana, Bamako, Dar es Salaam, Djibouti, Freetown, Gaborone, Islamabad, Kampala, Entebbe, Kigali, Kinshasa, Lilongwe, Lusaka, Maputo, Nairobi, Kisumu, N’djamena, Nouakchott, Phnom Penh, Port-au-Prince, Santo Domingo, Tegucigalpa, Tunis Future Site Locations:

Conakry, Harare, Accra, Khartoum, Beirut, Bangkok, Lagos, Niamey, Yaoundé, Algiers, Monrovia, Amman, Windhoek, and Riyadh.

All work must be coordinated with the Regional Security Officer and the Information Management Officer at each site.

Data Interpretation Training (2 Sessions) for each year of the contract.

Training to be held in Washington D.C.

Biannual Progress and Planning Meetings for each year of the contract

One to be held in Washington D.C. and other at vendor’s location.

Biannual Program Review Presentations for each country (Mission) for each year of the contract

PowerPoint presentation with Contractor participating in conference calls with sites.

Annual Offsite with Site Personnel for each year of the contract

Held in Washington D.C.

Embedded Full Time Contractor Employee

Working in a secure facility with a Moderate Risk Public Trust Clearance for the Safety, Health and Environmental Management Office in Rosslyn, Virginia

3.0 PERIOD OF PERFORMANCE

This contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect for one year thereafter (twelve consecutive months). The Government has the unilateral right to renew the contract for up to four additional twelve-month periods pursuant to FAR clause 52.217-9, Option to Extend the Term of the Contract (Mar 2000). The Contractor shall, no later than sixty (60) days prior to the end of the period of performance, notify the Contracting Officer of any project activities that will not be completed within this timeframe.

4.0 POINTS OF CONTACT

Contracting Officer Representative

Felecia Scott

Safety, Health and Environmental Management

U.S. Department of State

703 875-4137 (Office)

703 516-1787 (Fax)

Contracting Officer

Blondell Taylor

Contract Specialist, Logistics Management

703 875-6961

Technical Contact

Greg Wolfe

703-875-4122

US Department of State

1701 North Ft. Meyer Drive

OBO/OPS/SHEM

Suite 120 – Mail Room

Arlington, VA 22209

5.0 REIMBURSABLES

5.1 TRAVEL REIMBURSABLE (AIRLINE AND OTHER DESTINATION MODE TICKETS)

5.1.1 Travel shall contain expenses for airline or other long distance destination mode travel which shall be reimbursed in accordance with Joint Travel regulations.

Joint travel Regulations, Volume 2, DOD Civilian Personnel, Appendix A, prescribed by the Department of

Defense, which is available by subscription from the Superintendent of Documents, U.S. Government Printing

Office, Washington, DC 20402-9371, Stock Number 908-010-00000-1. For Areas not covered above, Standardized Regulations (Government Civilians, Foreign Areas), Section 925. "Maximum Travel Per Diem

Allowances for Foreign Areas," which is available by subscription from the Superintendent of Documents, U.S.

Government Printing Office, Washington, DC 20402-9371, Stock Number 744-008-00000-0.

The contractor’s invoice for travel shall be unburdened. Any management and administrative costs of the contractor are considered to be included in G&A.

5.1.2 REIMBURSABLE PER DIEM AND LODGING

Per Diem expenses, Lodging, Meals and Incidentals: Per Diem will be reimbursed pursuant to the lodging plus per diem system. Reimbursements are limited to actual lodging expenses (up to a maximum dollar lodging amount plus an amount for miscellaneous and incidental expenses (M & IE). Please go to the U. S. Dept of

State’s website, http://aoprals.state.gov/web920/per_diem.asp , for current Foreign Per Diem Rates by Location for maximum dollar lodging amount, MI&E and per diem rates.

The contractor’s invoice for reimbursable per diem and lodging costs shall be unburdened. Any management and administrative costs of the contractor are considered to be included in G&A.

5.1.3 OTHER REIMBURSABLE TRAVEL EXPENSES

Other Travel Costs shall include Passport/visa fees, photographs, travelers checks fees, Taxi fares to and from airport, airport fees (such as baggage expenses for the following: 1) transportation charges for authorized excess;

2) necessary charges for transferring baggage; 3) charges at transportation terminals for handling government property carried by the traveler; and 4) local travel from quarters to job sites if not provided by post. In the event of unforeseen expenses, additional other travel expenses may be invoiced against this CLIN after receiving written permission from the Contracting Officer Representative (COR), via e-mail or fax.

The contractor’s invoice for other reimbursable per diem and lodging costs shall be unburdened. Any management and administrative costs of the contractor are considered to be included in G&A.

http://aoprals.state.gov/web920/per_diem.asp

6.0 DEFENSE BASE ACT (DBA) INSURANCE

The Defense Base Act applies to this procurement for any work performed overseas. See FAR Clause 52.228-3 in Section 7.0 below. The Labor Department’s website has a list of Authorized Insurance Carriers for DBA at http://www.dol.gov/owcp/dlhwc/lscarrier.htm The Contractor shall get at least three quotes from the authorized insurance carriers’ list to get the best, reasonable, and lowest-price premium rates.

7.0 DELIVERY ORDERS

All Delivery Orders shall be issued from the A Bureau, Logistic Management, Office of Acquisition

Management, Facilities, Design & Construction Division (A/LM/AQM/FDCD) on Standard Form (SF347). The order must be signed by a duly appointed Contracting Officer.

7.1 NOTICE TO PROCEED

The only work authorized under this contract is that which is performed after receipt of such delivery orders or after a verbal or written Notice to Proceed (NTP) from the Contracting Officer, which will be followed by a formally executed delivery order. A written NTP may be transmitted to the Contractor by facsimile or email.

7.2 DELIVERABLES

7.2.1 PLACE OF PERFORMANCE

All work shall be performing at various locations throughout the various U. S. overseas facilities, including, but not limited to U. S. Embassies and Consultants.

7.2.2 INSPECTION AND ACCEPTANCE – F.O.B. DESTINATION

Inspection and acceptance shall be in accordance with FAR 52.212-4. As an addendum, inspection and acceptance of the products and services to be provided hereunder shall be made at destination by the Point of

Contact.

8.0 CONTRACT ADMINISTRATION

8.1 In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and a person other than a Contracting Officer (CO) be effective or binding upon the Government. The CO is the only person authorized to make or approve any changes in any of the requirements of this contract and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. In the event the Contractor makes any changes at the discretion of any person other than the CO, the change will be considered to have been made without the authority and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.

8.2 GOVERNMENT AUTHORIZED PERSONNEL

All Delivery Order(s) shall be signed by the Contracting Officer and placed by the Contracting Specialist.

Delivery Order request shall be placed by the COR.

CONTRACT ADMINISTRATION DATA

Contracting Officer: Timothy Farrell

Contract Administrator: Blondell K. Taylor

Telephone Number: 703-875-6961

Facsimile Number: 703-875-6292

First Class Mailing: U.S. Department of State

A/LM/AQM/FDCD - L600

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

P.O. Box 9115, Rosslyn Station

Arlington, Virginia 22219

Commercial Courier U.S. Department of State or Hand Delivery: A/LM/AQM/FDCD - L600

1735 N. Lynn Street

Arlington, Virginia 22209

Contracting Officer's Representative (COR): To Be Specified at Contract Award

8.3 IDIQ ORDERING PROCEDURES

8.3.1 In accordance with FAR 52 .216-18 "ORDERING," the following individuals and activities are authorized to issue delivery orders or task orders hereunder: Department of State Contracting Officer.

8.3.2 Orders placed under this contract shall contain the following information:

(1) Date of order,

(2) Contract number and order number,

(3) Item number and description, quantity, and unit price,

(4) Delivery or performance date;

(5) Place of delivery or performance (including consignee);

(6) Packaging, packing, and shipping instructions, if any;

(7) Accounting and appropriation data,

(8) Security clearance level(s), applicable to the order, if any; and

(9) Any other pertinent information.

8.3.3 TECHNICAL DIRECTION

(a) Performance of the work hereunder shall be subject to technical instructions, whether oral or written, issued by the Contracting Officer's Representative of this contract. As used herein, technical instructions are defined to include the following:

(1) Directions to the Contractor which suggest pursuit of certain lines of inquiry, change work emphasis, fill in details or otherwise serve to assist in the Contractor's accomplishment of the Statement of Work.

(2) Guidance to the Contractor which assists in the interpretation of drawings, specifications or technical portions of work description.

(b) Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to: (1) assign additional work under the contract; (2) direct a change as defined in the "Changes" clause of this contract; (3) increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance; or (4) change any of the terms, conditions or specifications of the contract.

(c) If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within ten working days after the receipt of any such instruction. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contracting Officer that the technical instruction is within the scope of this contract notifies the Contractor.

(d) Nothing in the foregoing paragraph shall be construed to excuse the Contractor from performing that portion of the contractual work statement, which is not affected by the disputed technical instruction.

8.3.4 INSTRUCTIONS FOR INVOICE PAYMENT

8.3.4.1 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE) (AUG 1999)

You may submit invoices by either fax or email to the following:

1) FAX invoices to 877-437-9857, or

2) EMAIL invoices to OBOInvoices@state.gov

For exceptionally large invoices, you may ship invoices via courier (e.g., FEDEX, DHL, UPS) to:

OBO/RM/FM SA-6

Attn: Shannon Bellimam

703-875-5182 or 703-875-5724

1701 N. Ft Myer Dr

Arlington, VA 22219

(Please note the courier address above is not a valid USPS delivery address and mail sent via USPS will likely be returned as undeliverable.)

Invoices shall list the item delivered by reference to the appropriate submittal, item number, price, and actual delivery date. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and address of the contractor

(2) Date of invoice

(3) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe)," (Quotation) and spaces. Please do not include any of these characters as part of your invoice number.

(4) Remittance Contact Information

(5) Shipping Terms, Ship to Address

(6) Payment Terms

(7) Total Quantity of items, Total Invoice Amount

(8) DOS Order CLIN

(9) Requisition Number, Contract number, Order Number; also modification number, if applicable for each line item

(10) Description of the services rendered for each line item

(11) Individual Line Item Quantity, Price, and Extended Amount

Finance will log in the invoice and give it to the COR who will determine if the billed services have been satisfactorily performed and if reimbursable expenses billed are correct. If it is determined that the amount billed is incorrect, the COR, will contact the Contractor, and request the Contractor to submit a revised invoice.

The Contractor shall execute a “Contractors Release of Claims Certificate” (for each task order), at the time of final invoice submission. If the Contractor has any questions regarding payment status of an individual task order he shall contact the COR.

(a) General. The Government shall pay the contractor as full compensation for all work required, performed and accepted under this contract, inclusive of all costs, taxes and the local value added TAX (VAT), and expenses the firm-fixed price stated in Section 1.0 of this contract.

(b) Reserved mailto:OBOInvoices@state.gov

(c) Invoice Submission. Invoices shall be submitted in an original and three copies to the office identified in Block 10 of the SF-26, Block 23 of the SF-33, Block 18b of the SF-1449, or Block 27 of the SF-

1442. To constitute a proper invoice, the invoice must include all items per FAR 52.232-25, Prompt Payment

(OCT 2008).

(d) Contractor Remittance Address. Payments shall be made to the contractor's address as specified on the cover page of this contract, unless a separate remittance address is specified below:

9.0 CONTRACT TERMS AND CONDITIONS AND ADDITIONAL FAR CLAUSES

INCORPORATED BY REFERENCE

9.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at this/these address(es):

FAR: www.arnet.gov/far

DOSAR: http://www.statebuy.state.gov/dosar

52.245-1 GOVERNMENT PROPERTY (JUNE 2007)

52.224-1 PRIVACY ACT NOTIFICATION

52.224-2 PRIVACY ACT (APR 1984)

THE FOLLOWING CLAUSES ARE PROVIDED IN FULL TEXT

9.2.1 FAR 52.204-99 SYSTEM FOR AWARD MANAGEMENT REGISTRATION (AUGUST 2012)

(DEVIATION)

Except for awards where the Government wide purchase card (GPC) is used as the method of payment, contracting officers shall include the attached clause 52.204-99, System for Award Management Registration, in lieu of FAR clause 52.204-7, Central Contractor Registration, and DF ARS 252.204-7004, Alternate A, Central

Contractor Registration.

System for Award Management Registration (August 2012) (DEVIATION)

(a) Definitions. As used in this clause-

"Central Contractor Registration (CCR) database" means the retired primary Government repository for

Contractor information required for the conduct of business with the Government.

"Commercial and Government Entity (CAGE) code" means-

(1) A code assigned by the Defense Logistics Agency (DLA) Logistics Information Service to identify a commercial or Government entity; or

(2) A code assigned by a member of the North Atlantic Treaty Organization that DLA records and maintains in the CAGE master file. This type of code is known as an "NCAGE code."

"Data Universal Numbering System (DUNS) number" means the 9-digit number assigned by Dun and

Bradstreet, Inc. (D&B) to identify unique business entities.

"Data Universal Numbering System+4 (DUNS+4) number" means the DUNS number assigned by D&B plus a

4-character suffix that may be assigned by a business concern. (D&B has no affiliation with this 4-character http://www.arnet.gov/far http://www.statebuy.state.gov/dosar suffix.) This 4-character suffix may be assigned at the discretion of the business concern to establish additional

SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see the FAR at Subpart

32.11) for the same concern.

"Registered in the SAM database" means that-

(1) The Contractor has entered all mandatory information, including the DUNS number or the DUNS+4 number, into the SAM database;

(2) The Contractor's CAGE code is in the SAM database; and

(3) The Government has validated all mandatory data fields, to include validation of the Taxpayer Identification

Number (TIN) with the Internal Revenue Service (IRS), and has marked the record "Active". The Contractor will be required to provide consent for TIN Attachment, Page 1 of 4 validation to the Government as a part of the SAM registration process.

"System for Award Management (SAM)" means the primary Government repository for prospective federal awardee information and the centralized Government system for certain contracting, grants, and other assistance related processes. It includes-

(1) Data collected from prospective federal awardees required for the conduct of business with the Government;

(2) Prospective contractor submitted annual representations and certifications in accordance with FAR Subpart

4.12; and

(3) The list of all parties suspended, proposed for debarment, debarred, declared ineligible, or excluded or disqualified under the nonprocurement common rule by agencies, Government corporations , or by the

Government Accountability Office.

(b) (1) The Contractor shall be registered in the SAM database prior to submitting an invoice and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

(2) The SAM registration shall be for the same name and address identified on the contract, with its associated

CAGE code and DUNS or DUNS+4.

(3) If indicated by the Government during performance, registration in an alternate system may be required in lieu of SAM.

(c) If the Contractor does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one.

(1) A contractor may obtain a DUNS number-

(i) Via the internet at http://fedgov.dnb.com/webform or if the contractor does not have internet access, it may call Dun and Bradstreet at 1-866-705-5711 if located within the United States; or

(ii) If located outside the United States, by contacting the local Dun and Bradstreet office. The contractor should indicate that it is a contractor for a U.S. Government contract when contacting the local Dun and Bradstreet office.

(2) The Contractor should be prepared to provide the following information:

(i) Company legal business name.

(ii) Trade style, doing business, or other name by which your entity is commonly recognized.

http://fedgov.dnb.com/webform

(iii) Company physical street address, city, state and Zip Code.

(iv) Company mailing address, city, state and Zip Code (if separate from physical).

(v) Company telephone number.

(vi) Date the company was started.

(vii) Number of employees at your location.

(viii) Chief executive officer/key manager.

(ix) Line of business (industry).

(x) Company Headquarters name and address (reporting relationship within your entity).

(d) Reserved.

(e) Processing time for registration in SAM, which normally takes five business days, should be taken into consideration when registering. Contractors who are not already registered should consider applying for registration at least two weeks prior to invoicing.

(f) The Contractor is responsible for the accuracy and completeness of the data within the SAM database, and for any liability resulting from the Government's reliance on inaccurate or incomplete data. To remain registered in the SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of this contract and is not a substitute for a properly executed contractual document.

(g) (1)(i) If a Contractor has legally changed its business name, "doing business as" name, or division name

(whichever is shown on the contract), or has transferred the assets used in performing the contract, but has not completed the necessary requirements regarding novation and change-of-name agreements in Subpart 42.12, the

Contractor shall provide the responsible Contracting Officer sufficient documentation to support the legally changed name with a minimum of one business day's written notification of its intention to-

(A) Change the name in the SAM database;

(B) Comply with the requirements of subpart 42.12 of the FAR; and

(C) Agree in writing to the timeline and procedures specified by the responsible Contracting Officer.

(ii) If the Contractor fails to comply with the requirements of paragraph (g) (1) (i) of this clause, or fails to perform the agreement at paragraph (g) (1) (i) (C) of this clause, and, in the absence of a properly executed novation or change-of-name agreement, the SAM information that shows the Contractor to be other than the

Contractor indicated in the contract will be considered to be incorrect information within the meaning of the

"Suspension of Payment" paragraph of the electronic funds transfer (EFT) clause of this contract.

(2) The Contractor shall not change the name or address for EFT payments or manual payments, as appropriate, in the SAM record to reflect an assignee for the purpose of assignment of claims (see FAR Subpart 32.8, Assignment of Claims). Assignees shall be separately registered in the SAM database. Information provided to the Contractor's SAM record that indicates payments, including those made by EFT, to an ultimate recipient other than that Contractor will be considered to be incorrect information within the meaning of the "Suspension of payment" paragraph of the EFT clause of this contract.

(h) Contractors may obtain information on registration and annual confirmation requirements via the SAM accessed through https://www.acquisition.gov or by calling 866-606-8220, or 334-206-7828 for international calls.

9.2.2 FAR 52.212-4 Contract Terms and Conditions—Commercial Items (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price.

If repair/replacement or reperformance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of…