19AQMM20R0010-A001Signed.pdf

19AQMM20R0010

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

03/03/2021

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

LMAQMCODE

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

Luis Kagalis

NAME

TEL.

kagalisl@State.gov

EMAIL

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19AQMM20R0010

CONTACT: DUNS:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

02/12/2021

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning ____copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.X

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this Amendment is to change the following Sections in the solicitation and provide Government responses to vendor questions

1. L.5.1 Extends proposal due date from 19 March 2021 to 26 March 2021.

2. Adjust Section C.4.1 EOS Overview (A001)

3. Adjust Section L.8.2.1 Volume II, Tab B.1 - Electronic Ordering System (EOS) (A001)

4. Provide Government responses to Vendor Questions (see Attachment 1)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Luis Kagalis

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

03/03/2021

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS : : CGFS

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs SECTION B Supplies or Services and Prices/costs

C Descriptions/Specifications/Statement of Work SECTION C Statement of Objectives (SOO)

D Packaging and Marking

D-001 DATA PACKAGING REQUIREMENTS

D-005 WARRANTY NOTIFICATION

D-008 PACKAGING INSTRUCTIONS

E Inspection and Acceptance 52.246-2 Inspection of Supplies-Fixed-Price (Aug 1996) 52.246-4 Inspection of Services-Fixed-Price (Aug 1996) 52.246-5 Inspection of Services-Cost-Reimbursement (Apr 1984) 52.246-15 Certificate of Conformance (Apr 1984) 52.246-16 Responsibility for Supplies (Apr 1984) E-002 INSPECTION AND ACCEPTANCE (F.O.B. Destination) E-003 INSPECTION AND ACCEPTANCE (F.O.B. Origin) E-004 INSPECTION AND ACCEPTANCE (Services)

SECTION E SECTION E- INSPECTION AND ACCEPTANCE

F Deliveries or Performance 52.211-16 Variation in Quantity (Apr 1984) 52.211-17 Delivery of Excess Quantities (Sept 1989) 52.242-15 Stop-Work Order (Aug 1989) 52.242-17 Government Delay of Work (Apr 1984)

SECTION F DELIVERIES OR PERFORMANCE

G Contract Administration Data

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

G-001 ORDERING PROCEDURES

G-002 CONTRACT ADMINISTRATION DATA

INV-IPP ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS AND INSTRUCTIONS

TO IMPLEMENT USAGE OF THE INVOICE PROCESSING PLATFORM (IPP)

H Special Contract Requirements

H-009 CONTRACTOR IDENTIFICATION

H-020 SAFEGUARDING INFORMATION

H-025 TECHNICAL DIRECTION

H-027 WARRANTY

H-029 Moderate Risk Public Trust (MRPT) Contract Language H-032 ORGANIZATIONAL CONFLICT OF INTEREST - General

H-033 ORGANIZATIONAL CONFLICT OF INTEREST SPECIAL CLAUSE

SECTION H Special Contract Requirements

I Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.202-1 Definitions (Jun 2020) 52.203-3 Gratuities (Apr 1984) 52.203-5 Covenant Against Contingent Fees (May 2014) 52.203-6 Restrictions on Subcontractor Sales to the Government (Jun 2020) 52.203-7 Anti-Kickback Procedures (Jun 2020) 52.203-8 Cancellation, Rescission, and Recovery of Funds for Illegal or Improper Activity (May 2014) 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity (May 2014) 52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020) 52.203-13 Contractor Code of Business Ethics and Conduct (Jun 2020) 52.203-16 Preventing Personal Conflicts of Interest (Jun 2020) 52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform Employees of Whistleblower Rights (Jun 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

52.204-12 Unique Entity Identifier Maintenance (Oct 2016) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-14 Service Contract Reporting Requirements (Oct 2016) 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Jun 2020) 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) 52.211-5 Material Requirements (Aug 2000) 52.215-2 Audit and Records-Negotiation (Jun 2020) 52.215-8 Order of Precedence - Uniform Contract Format (Oct 1997) 52.215-14 Integrity of Unit Prices (Jun 2020) 52.215-19 Notification of Ownership Changes (Oct 1997) 52.215-23 Limitations on Pass-Through Charges (Jun 2020) 52.222-3 Convict Labor (June 2003) 52.222-4 Contract Work Hours and Safety Standards--Overtime Compensation (May 2018) 52.222-21 Prohibition of Segregated Facilities (Apr 2015) 52.222-26 Equal Opportunity (Sept 2016) 52.222-35 Equal Opportunity for Veterans (Jun 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020) 52.222-37 Employment Reports on Veterans (Jun 2020) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)..

52.222-41 Service Contract Labor Standards (Aug 2018) 52.222-50 Combating Trafficking in Persons (Oct 2020) 52.223-5 Pollution Prevention and Right-to-Know Information (May 2011) 52.223-6 Drug-Free Workplace (May 2001) 52.223-10 Waste Reduction Program (Jun 2011) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.224-3 Privacy Training (Jan 2017) 52.225-3 Buy American-Free Trade Agreements-Israeli Trade Act (May 2014) 52.225-13 Restrictions on Certain Foreign Purchases (June 2008) 52.227-1 Authorization and Consent (Jun 2020) 52.227-2 Notice and Assistance Regarding Patent and Copyright Infringement (Jun 2020) 52.227-14 Rights in Data-General (May 2014) 52.227-16 Additional Data Requirements (June 1987) 52.229-3 Federal, State and Local Taxes (Feb 2013) 52.232-1 Payments (Apr 1984) 52.232-8 Discounts For Prompt Payment (Feb 2002) 52.232-9 Limitation on Withholding of Payments (Apr 1984) 52.232-11 Extras (Apr 1984) 52.232-17 Interest (May 2014) 52.232-18 Availability of Funds (Apr 1984) 52.232-23 Assignment of Claims (May 2014) 52.232-25 Prompt Payment (Jan 2017) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) 52.233-1 Disputes (May 2014) 52.233-3 Protest after Award (Aug 1996) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984) 52.237-3 Continuity of Services (Jan 1991) 52.239-1 Privacy or Security Safeguards (Aug 1996) 52.242-13 Bankruptcy (July 1995) 52.243-3 Changes-Time-and-Material or Labor-Hours (Sept 2000) 52.244-6 Subcontracts for Commercial Items (Nov 2020) 52.246-23 Limitation of Liability (Feb 1997) 52.246-25 Limitation of Liability-Services (Feb 1997) 52.249-2 Termination for Convenience of the Government (Fixed-Price) (Apr 2012) 52.249-2 Alt III Termination for Convenience of the Government (Fixed-Price) (Apr 2012) - Alternate III (Sept 1996) 52.249-6 Termination (Cost Reimbursement) (May 2004)

52.249-8 Default (Fixed-Price Supply and Service) (Apr 1984) 52.249-14 Excusable Delays (Apr 1984) 52.253-1 Computer Generated Forms (Jan 1991)

652.204-70 DEPARTMENT OF STATE PERSONAL IDENTIFICATION CARD POLICY AND

PROCEDURES (FEB 2015)

652.216-70 ORDERING INDEFINITE-DELIVERY CONTRACTS (APR 2004)

652.225-71 SECTION 8(a) OF THE EXPORT ADMINISTRATION ACT OF 1979, AS AMENDED

(AUG 1999)

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015) 52.217-8 Option to Extend Services (Nov 1999) 52.219-11 Special 8(a) Contract Conditions (Jan 2017) 52.219-12 Special 8(a) Subcontract Conditions (Oct 2019) 52.219-14 Limitations on Subcontracting (Mar 2020) 52.219-17 Section 8(a) Award (Oct 2019) 52.219-18 Notification of Competition Limited to Eligible 8(a) Participants (Mar 2020) 52.227-23 Rights to Proposal Data (Technical) (June 1987) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.243-7 Notification of Changes (Jan 2017)

652.232-72 LIMITATION OF FUNDS (AUG 1999)

652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB

2015)

652.239-71 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY

RESOURCES (SEP 2007)

J List of Attachments SECTION J List of Attachments

K Representations, Certifications, and Other Statements of Offerors or Respondents 52.204-8 Annual Representations and Certifications (Mar 2020) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Oct 2020) 52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020) 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (Feb 2016) 52.219-1 Small Business Program Representations (Nov 2020)

L Instructions, Conditions, and Notices to Offerors and Respondents 52.211-4 Availability for Examination of Specifications Not Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions (June 1988) 52.214-23 Late Submission, Modifications, and Withdrawals of Technical Proposals under Two-Step Sealed Bidding (Nov 1999) 52.215-1 Instructions to Offerors-Competitive Acquisition (Jan 2017)

652.219-70 DEPARTMENT OF STATE SUBCONTRACTING GOALS (APR 2004)

M Evaluation Factors for Award SECTION M Evaluation

Line Item Summary

Solicitation Number:

19AQMM20R0010

Contract Number: Title: Passport Critical Supply Management Services

Date of Solicitation:

03/03/2021

Line Item No.

Description Quantity Unit Unit Price Total Cost

Supply and Inventory Management Facility (SIMF) and the existing Electronic Ordering System (EOS)

001 EOS Product List Structure of Product Listing Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

0.00 0.00 0.00

LT

1001 OY1 - EOS Product List Structure of Product Listing Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

0.00 0.00 0.00

LT

2001 OY2 - EOS Product List Structure of Product Listing Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

0.00 0.00 0.00

LT

3001 OY3 - EOS Product List Structure of Product Listing Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

0.00 0.00 0.00

LT

4001 OY4 - EOS Product List Structure of Product Listing Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

0.00 0.00 0.00

LT

SECTION B - Supplies or Services and Prices/costs

B.1. OVERVIEW

a. The Contractor shall provide all program management, administration, labor, equipment, facilities, systems, and materials to maintain a Supply and Inventory Management Facility (SIMF) and the existing Electronic Ordering System (EOS). The EOS monitors and tracks critical and expendable supply levels within user-determined threshold levels and executes ordering, delivery and tracking of those supplies to customers. Typical tasks include, but are not limited to, warehouse operations, storage, staging, packing, crating, shipping, delivery, tracking and reporting, replenishment, receiving, bar-coding (or other technology), fulfillment operations, acquisition of supplies, vendor relations, and inventory management. Coordination with other Government agencies – such as the Government Publishing Office (GPO) – may also be required for the acquisition of specialty items.

b. The objective of this contract is for the US Department of State to procure critical supplies within required timelines and in quantities necessary for uninterrupted production of U.S. passports. Overarching responsibilities set forth include the development, planning, management, quality control, reporting, operation and maintenance of systems for the acquisition, movement, and the maintenance of supplies using an Indefinite- Delivery, Indefinite-Quantity (IDIQ) contract.

B.2. TYPE OF CONTRACT

a. The Contract Type shall be a Fixed Price/Labor Hour Contract Line Item Numbers (CLINs) with cost-reimbursable CLINs.

b. The Contract shall be a single-award indefinite-delivery, indefinite-quantity (ID/IQ) contract, as defined in Federal Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts). The DoS Office of Acquisition Management (A/OPE/AQM) will issue Firm Fixed Price (FFP) task orders in accordance with FAR Part 16.5 and the procedures set forth in Sections G and I.

B.3. MINIMUM AND MAXIMUM QUANTITIES

a. The Government shall meet the contract minimum of $5,000.00 (inclusive of all direct costs, indirect costs, and profit/fee) through the issuance of task order(s) within the contract’s period of performance.

b. The maximum for the contract’s period of performance, including any extension(s), shall be any quantity or combination of supplies and services not exceeding $34 million (inclusive of all direct costs, indirect costs).

B.4. PRICE/COST

a. In order to be considered for contract award, offerors must be able to provide, maintain, store, and produce all items (CLINs) listed in Attachment J.2, and offer pricing for all CLINs showing their price buildup.

b. The cost of shipment and other elements associated with the delivery and storage of the critical supplies shall be included in the price and shall not be billed separately.

c. Technical Support shall be included in the offered price. Offeror’s are advised that they shall be required to show the price build-up and the elements associated in the determination of the offered critical supplies price.

This requirement shall be performance-based and therefore the compliment of FTE and technical support should be solely based on the Offeror’s ability to meet the objectives and requirements.

d. Offerors shall submit pricing for each CLIN under Attachment J.6 pricing table.

e. All CLINS on the IDIQ contract shall be Firm Fixed Price (FFP), with the exception of the Travel/ODC CLIN, which shall be cost reimbursable. For the purposes of Offeror’s proposal submission, Travel shall reflect a flat rate of $15,000 for proposal purposes. ODC shall be a cost-reimbursable, and shall reflect and identify Direct Costs associated with the Fixed Price contract. Both shall be added to the final Base Year total and shall be part of the evaluated price for the Base Year. Subsequent option periods shall follow suit for both Travel and ODC, which also shall be cost reimbursable over the life of the contract.

f. The primary Firm Fixed Price Contract Line Item (CLIN) for Labor will be used to obligate funds during contract performance. As this is performance-based, the Contractor is responsible to include in their fixed labor price any overtime costs, anticipated temporary help to ensure coverage due to leave, etc. in order to ensure meeting performance measures stated in Attachment J.3. Under performance-based, the Contractor may utilize as many staff or hours as needed and shall be responsible to ensure performance measure are maintained throughout the life of the contract.

B.5. OTHER DIRECT COSTS (ODCs)

a. This contract has a separately billed Contract Line Item Number (CLIN) for funding and managing Other Direct Costs (ODCs). The Contractor must obtain written consent from the COR, Assistant Contracting Officer’s Representative (ACOR), or designated Government Technical Manager (GTM) prior to obtaining any ODC service or product, and/or billing for any ODC item. Receipts are required for reimbursement of all ODCs.

b. Costs reimbursable under this CLIN are facility rental, equipment rentals, third-party shipping, non-governmental shipping, and postage. The Government may identify additional reimbursable costs.

B.6. TRAVEL NOTES

a. Except as otherwise provided herein, the Contractor Awardee shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in writing and in advance by the Director of the facility location and approved by the Contracting Officer's Representative (COR) for this contract. In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

b. Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the Awardee's usual accounting practices consistent with FAR Subpart 31.2. In no event shall travel costs be burdened with fee/profit.

c. The Contractor Awardee shall include a breakout of all authorized travel expenses as an Attachment to invoices using the IPP. Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor Awardee.

d. When local travel between the Contractor Awardee employee's regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50 mile radius of the Contractor Awardee employee's regular place of performance and does not include daily commuting or associated costs.

e. For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for five Contractor personnel), unless extenuating circumstances (e.g., excess bag- gage) require other arrangements and subsequent COR approval is obtained.

B.7. TRAVEL COSTS-ALLOWANCES

a. Travel under this contract is defined as costs associated with air and ground transportation, lodging, meals and incidental expenses, and passport/visa costs.

b. Except as otherwise provided herein, the Contractor Awardee shall be paid its allowable travel costs in accordance with FAR 31.205-46 (Travel Costs).

c. Travel costs are authorized only for travel beyond a 50-miles’ radius of the Contractor employee’s local place of performance (official duty station) whenever work is required to be accomplished at a remote work site.

d. No travel costs (or associated labor time during travel) shall be allowable for work performed at a Contractor’s local office or any other work site within a 50-miles’ radius of the Contractor employee’s local place of performance (official duty station).

e. No travel costs (or associated labor time during travel) shall be allowable for telecommuting beyond (or with-

in) a 50-miles’ radius of the Contractor’s local place of performance (official duty station).

f. Costs when using a privately owned vehicle (POV) for official travel are allowable provided that such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, air-plane, train). Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

g. When traveling in a POV for official travel, the Contractor Awardee shall be paid mileage costs at a rate that does not exceed the POV mileage rate established by the Internal Revenue Service.

h. Costs for car rentals for official travel are allowable pursuant to the following:

1) Such rentals are consistent with good business practice;

2) Such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train); and

3) Such costs do not exceed the actual cost of renting a compact automobile (maximum of one automobile for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and Contracting Officer approval is obtained.

4) Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

i. The Government will reimburse the Contractor Awardee, under the applicable Travel CLIN, for each Contractor employee’s travel time to or from authorized work locations as long as the following are met:

1) Payment of travel time described herein is in accordance with the Contractor’s established travel policy.

2) For travel to/from the United States' outlying areas and outside the United States, travel time begins no earlier than three (3) hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance.

3) United States' outlying areas are American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, and Virgin Islands of the United States.

4) “United States” means the 50 States plus the District of Columbia.

5) For travel inside the United States, travel time begins no earlier than two (2) hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance.

6) The Government will not pay for a Contractor employee's time spent in layovers that are for the convenience of the Contractor employee or Contractor.

7) The Government will not pay more than eight (8) hours per day per Contractor employee for travel time when the employee is traveling inside the United States.

8) The Government will not pay more than 12 hours per day per Contractor employee for travel time when the employee is traveling to/from the United States’ outlying areas and outside the United States.

9) The Government will not pay for a Contractor employee's travel time that is outside the employee’s regular working hours during the employee's normal workweek. A normal workweek is defined in Section B.6 (m).

10) The Government will not pay for a Contractor employee more than the number of hours in the employee's normal workweek. “Number of hours” includes productive time hours, travel time hours, and paid time off hours (e.g., sick, vacation, holiday).

11) “Productive time hours” consist of hours that, other than travel time hours, directly benefit the contract.

12) Exceptions must be authorized in advance and in writing by the Contracting Officer.

j. The following items concern passports and visas:

1) The Contractor Awardee shall be responsible for ensuring that all personnel who will be required to travel outside the United States have a current and valid U.S. passport.

2) The Contractor Awardee shall be responsible for obtaining any visas required for travel to foreign countries under this contract.

3) The Contractor Awardee’s costs for obtaining and maintaining passports and/or visas will be generally allowable, but the Awardee shall pro-rate equitably such costs if they will benefit cost objectives (e.g., con- tracts) other than this cost objective.

4) The Government will not reimburse the Contractor Awardee for travel expenses when travel is cancelled or modified as a result of the Contractor Awardee’s failure to obtain a visa.

5) The Government will not reimburse the Contractor Awardee for the use of private visa procurement services provided by a third party.

k. Costs for travel that has been modified or cancelled are not allowable unless such modification or cancellation was caused by the Government or otherwise exceeded the control of the Contractor Awardee.

l. If work under this contract will be performed at the Government site at the Department of State main building or other State Annexes in the metropolitan Washington, DC area, daily commuting time and expenses between the Department of State site and some other location, such as a home office, shall not be allowable under this contract. However, commuting time and expenses between the Department of State site and some other location, such as a home office, shall be allowable when performing occasional official business (e.g., to attend a meeting at the Department of State site).

m. Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor Awardee shall use a U.S.-flag air carrier service unless specific conditions exist. If such conditions exist under a fixed-price arrangement (i.e., task order or line item in a task order), the Contractor Awardee shall submit with its task order proposal a memorandum explaining why it does not intend to use a U.S.-flag air carrier service. Inclusion of such costs in the awarded fixed-price is contingent upon Government acceptance of such explanation.

n. If such conditions exist under arrangements when payment is made based on actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the Contractor Awardee shall submit with its voucher a memorandum explaining why it did not use a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of charges.

Section C - Descriptions/Specifications/Statement of Work

SECTION C - Statement of Objectives (SOO)

C.1 INTRODUCTION

The Department of State (DoS), Bureau of Consular Affairs (CA), Passport Services Directorate (PPT), is seeking a highly qualified contractor to provide a comprehensive, customizable, automated inventory management solution for Passport Agencies and Centers, Passport Print Facilities, Acceptance Facilities and other Federal Passport Partners (e.g. Department of Homeland Security). This service is a critical component of the passport issuance system that will enable efficient passport production throughout the entire country.

C.2 BACKGROUND

A chief responsibility of CA is to carry out the Secretary of State’s authority to issue U.S citizens secure travel documents while providing the highest level of customer service, professionalism, and integrity. Each year millions of passport books and cards are issued to U.S. citizens worldwide. PPT is responsible for issuing passports to eligible U.S. citizens who apply. Passport Headquarters (CA/PPT/HQ) manages a network of domestic Passport Centers and Agencies located throughout the U.S. to carry out this responsibility. CA/PPT/ HQ, including its Regional Offices, oversees twenty-nine (29) Passport Agencies and Centers, two (2) Passport Print Facilities, and approximately 7,900 Acceptance Facilities nationwide. (refer to Attachment J.1 “CA/PPT Organizational Chart”.) CA/PPT/HQ is ultimately accountable for secure and timely issuance of passports to U.S. citizens. CA/PPT/HQ manages workflow, work processes, internal controls and other crucial functions to ensure the integrity and security of passport operations. A critical component to support this activity is the inventory, distribution, and maintenance of prescribed levels of various supplies, forms, and documents deemed necessary by the Government.

C.3 SCOPE

1. This program supplies Passport Agencies and Centers, Passport Print Facilities, and Acceptance Facilities (postal and non-postal) with critical supplies within required timelines and in quantities necessary for uninterrupted production of U.S. passports. Overarching responsibilities set forth include the development, planning, management, quality control, reporting, operation and maintenance of systems for the acquisition, movement, and the maintenance of supplies. Coinciding responsibilities include, but are not limited to, scheduling, cost accounting, reporting, and records management.

2. The Contractor shall provide all program management, administration, labor, equipment, facilities, systems, and materials to maintain a Supply and Inventory Management Facility (SIMF) and the existing Electronic Ordering System (EOS). The EOS monitors and tracks critical and expendable supply levels within user-determined threshold levels and executes ordering, delivery and tracking of those supplies to customers. Typical tasks include, but are not limited to, warehouse operations, storage, staging, packing, crating, shipping, delivery, tracking and reporting, replenishment, receiving, bar-coding (or other technology), fulfillment operations, acquisition of supplies, vendor relations, and inventory management.

Coordination with other Government agencies – such as the Government Publishing Office (GPO) – may also be required for the acquisition of specialty items.

3. Critical and expendable supplies are needed for the operation of passport facilities nationwide. The Contractor shall establish stock levels based on historical supply usage that ensures uninterrupted supply availability at all times. Contractor staff shall add and remove inventory items at the request of the COR and make recommendations the addition or deletion of items on the inventory list to the COR. Refer to Attachment J.2 “Critical Supply List” for list of current critical supplies.”

4. As part of the requirement to manage PPT critical supplies, the Contractor shall operate the SIMF in conjunction with customer service support offered during normal Government working hours, Monday

– Friday, 8:00AM – 5:00PM EST. The Contractor shall also operate during emergency conditions (i.e., periods of unusual weather conditions, etc.) as determined by the Contracting Officer’s Representative (COR) under the guidance of the Contracting Officer (CO).

C.4 ELECTRONIC ORDERING SYSTEM

C.4.1 EOS Overview (A001)

1. The Government-owned EOS enables procurement, inventory management, vendor management, and performance tracking. It serves as the primary means through which the Government orders items, replenishes supplies, and adds and removes items from inventory. The Contractor shall assume ownership of and maintain the existing integrated EOS. Any documents created for the Government download from or through this system must be saved in Microsoft Office suite or be compatible with Adobe. The EOS must not require additional add-ins or software installed on workstations beyond Internet Explorer or Chrome browsers. Connections must be established using the Hypertext Transfer Protocol Secure (HTTPS) communication.

2. The Contractor shall utilize the existing EOS to carry out the tasks required by CA/PPT/HQ to request, order, deliver, and track supplies, while incorporating data from the EOS to authorize, report, and bill the Government. The Contractor shall provide all means necessary to carry out the responsibilities and program management of maintaining the EOS. Such responsibilities include planning, development, quality control, reporting, operations and maintenance of systems dealing with the acquisition, movement, and the maintenance of supplies to include warehouse operations, storage, packing, crating, staging, shipping, delivery, tracking and reporting, receiving, barcoding (or other technology), fulfillment operations, acquisition of supplies, vendor relations, and inventory management.

3. The system exists on a Salesforce-based Platform as a Service (PaaS). This system receives orders and communicates order shipment details to stakeholders. A beta site of the existing EOS to be can be found here:www.unicomgov.com/DOSppt

4. The Contractor shall train employees in the use of the EOS, shall maintain an identical look, feel, and functionality as the Salesforce platform system, and shall manage the storage and maintenance of the EOS.

The Contractor shall also be responsible for acquiring all licensing necessary to assume ownership of the EOS, including intellectual property licenses and permissions.

5. The EOS provides access for to up to 4,000 user accounts with a minimum of 500 simultaneous users.

User login serves as an authorized signature for that order.

6. The Contractor shall enter procurement data in EOS as requested; track delivery orders, and provide a dashboard to the Government Management. The Government will provide a template for information required, including mandatory reports, status of shipments, delivery, inventory levels, etc.

7. Supply and inventory announcements or notifications must appear on the EOS home page immediately following user login. The system shall not display price information and shall only offer a standard shipping option. The system shall provide a no credit card option to users and shall ship partial orders, if necessary. The EOS must display item images and descriptors with standard quantity information.

Only DoS links, buttons, and contact information shall be visible. The system must support “save-to-cart” and “parked cart” options. Users must also be able to save “favorites” for frequently-ordered items. The system must generate user-accessible reports using historical customer demand information to forecast future demand, while offering visibility into current inventory. EOS reports include, but are not limited to, a comprehensive list of backorders with original due date(s) and current expected delivery date(s).

Inventory levels shall be expressed in days of remaining supply and number of page hits. Reporting features must include the ability to filter desired data points. Users shall be able to customize roles and permissions to construct reports that provide a broad overview or drill down to order/item details.

C.4.2 EOS Operational Capabilities

C.4.2.1 High-Level Structure Overview The EOS is a secure, customizable, web-based, automated supply inventory management system that:

1. Offers roles-based modules for users and the Contractor

2. Provides an automated online ordering process available 24-hours a day, 7-days a week

3. Allows for quality assurance reviews

4. Coordinates the ordering process beginning with the placement of each order through the order’s life cycle

5. Contains standard operating procedures, training tools and user guides

6. Provide reports to assist in balancing and managing inventories against demand; and

7. Assures quality control in the procurement process.

C.4.2.2 High-Level Functionality Overview

C.4.2.2.1 Procurement

1. Online Order Management

2. Planning, forecasting and requisition

3. Vendor management: delivery/performance tracking

C.4.2.2.2 Inventory Management

1. Track incoming and outgoing supplies

2. Track products by type, lot, control number, serial number, expiration date, and hazardous items

3. Supply chain event management

4. Bill of material

5. Warranty data and tracking

6. Periodical or perpetual accounting (by item and by location)

7. Damaged inventory data and tracking

8. Physical and cycle counting

9. Warehouse transfers

10. Stock reservations

11. Stock adjustments

C.4.2.2.3 Vendor Management

1. Requisition management

2. Automated suggested replenishment orders

3. Purchase order

4. Receiving

5. Vendor invoicing

C.4.2.2.4 Performance Tracking

1. General ledger and budgeting

2. Collection tools

3. Reconciliation

4. Payables Management

5. Tax reporting

6. Financial reporting

7. Performance reporting and dashboards

8. Filtered historical inventory reports on trends, order histories, quantity, usage, lead time

9. Users set site-specific minimum and maximum supply thresholds

10. Management view of aggregated agency information

11. Display critical supplies catalog with manufacturer part number, image, description and quantity per single unit C.4.2.3 User Modules

1. Receiving/Tracking – Schedules and tracks incoming shipments from outside vendors and facilitates filling orders, and tracking/shipping of outgoing orders to customers;

2. Workflow Management – Responds to fluctuating customer profiles to streamline delivery routes;

3. Physical Inventory Reporting – Available to warehouse operations staff to account for actual inventory on-hand;

4. Chargeback/Invoice Adjustment – Used to credit defective merchandise and adjustments to customer invoices;

5. Tracking – Provide an audit trail of activities from initial receipt to final delivery of supplies; update the inventory upon receipt of new supplies and to provide the basis for the Contractor to perform a required daily count of cyclical inventories based on product location(s); identify the physical location of the publications, form and other materials in the warehouse; provide users all the information necessary to execute the task of retrieving, loading, packing, and mailing the product; and automatically generate mailing labels for use during the appropriate stage of the distribution process.

6. Ordering – Allows a minimum of 500 simultaneous users to place orders via EOS or electronic data interchange (in the event the EOS is temporarily unavailable);

7. Inventory Management – Employs a bailment system that tracks products, adjusts inventory levels, and pays vendors for purchased inventory. The module includes an inventory notification feature. The module supports Radio Frequency Identification (RFID) and allows for new inventory management technologies as they become available;

8. Reporting – Provides real-time reporting to user and COR; and

9. Tracking – Real-time transit and tracking summary and optional notifications for each product ordered.

C.5 ORDERING, SUPPLY and INVENTORY MANAGEMENT

C.5.1 Ordering

1. Orders for supplies originate from the COR and designated users. These users will place orders through the EOS. In the event that a user cannot access the EOS (i.e. users without commercial Internet connectivity or when EOS is temporarily unavailable), the contractor shall provide support via telephone, email, fax, or U.S. postal service. The Contractor shall issue paper “tickets” to maintain uninterrupted issuance of supplies.

2. The EOS catalog is permissions-based, web-based application which is available 24 hours a day, 7 days a week. The catalog offers search by item, catalog/UPC#, unit price, current quantity on-hand, date of last replenishment, quantity issued from stock per month for the last 12 months, current quantity on order (with due-in date), whether an item is normally supplied, and items available on short notice (i.e. by drop shipment). The Contractor shall update the online catalog quarterly.

3. Within one (1) business day after a Government request, the Contractor shall provide a product manufacturer representative’s telephone number and/or technical specification sheets, cut sheets, installation instructions, and maintenance procedures. The Contractor shall also include a list of preferred vendors and, upon request, current vendor catalogs to the COR.

4. Upon shipment and delivery, the system generates an electronic time/date receipt. The Contractor shall provide an electronic order confirmation associated with the ordering activity via e-mail. The Contractor shall also maintain a list of site IDs and their purchase order numbers (PO) to use during system failure. Once delivered, the Contractor shall record in the Remarks field for each line item received (on the Material Receipts module in Purchase Orders) the name (Last Name, First Name format) of the Government person who accepted delivery. Multiple delivery sites for a given item may be required.

Bulky items may be drop-shipped when the Government, Contractor and the Manufacturer agree to terms and conditions.

5. The Contractor shall provide manufacturer part numbers, descriptions with photos, and catalog numbers for supplies. Upon Government request, the Contractor shall provide evidence that the supplier is an authorized member to the manufacturer’s distribution system.

6. The Contractor will conduct market research prior to ordering supplies. Three quotes for each refresh order are required. These quotes are approved by the COR and supplies are purchased from the supplier or vendor that provides the best value to the Government. In the instance the Government specifies a quality or grade of part required, the Contractor shall obtain the best price commensurate with the quality required after receiving three quotes. The COR must authorize in writing order fulfillment by brand name.

7. The Contractor shall provide delivery, receipt, screening, processing, and distribution services for supplies, publications, forms, and other material in accordance with purchase orders.

C.5.2 Emergency Orders

1. The Contractor shall maintain a Contingency Plan for providing disaster recovery materials. The

Contractor’s plan must include an Information Technology (IT) Contingency Plan. For emergency orders, shipping containers must be marked to indicate that it is an emergency delivery. The Contractor shall provide electronic status notifications to each relevant user that includes: order confirmation, order approval, shipment confirmation with tracking number, shipping exceptions, and delivery confirmation.

2. The Contractor shall provide an Emergency Action Plan. The COR solely authorizes case-by-case orders for emergency delivery. Emergency orders requested by an authorized EOS user will include costs established by agreement between the Government and Contractor. Premium costs, such as expedited shipping, must be authorized in writing by the COR, or designee. Unauthorized premium costs are at the Contractor’s expense. The Contractor purchases emergency delivery materials and delivers them in the most expeditious manner available. The Contractor must ensure that its personnel are available to accept delivery after normal operating hours.

C.5.3 Backorders

1. The Contractor must immediately notify the Government when Contractor back-ordered supplies are received and are ready for issue. The Contractor must ensure the EOS lists backordered supplies within two (2) business days. This list includes, but is not limited to: item name, part number, order number, nomenclature, estimated cost, order date, and due date. The system must permit order cancellation of backordered items prior to shipment. If the supply/material is manufacturer-backordered, the Contractor shall determine if like materials may be procured from another manufacturer within ten (10) business days.

2. For backordered items that cannot be furnished within the delivery schedule, the Contractor shall notify the COR in writing within two (2) business days and furnish an availability date and price. The COR, or designated representative, will determine if the proposed delivery date and cost are acceptable within two (2) business days from receipt. If acceptable, the proposed delivery date becomes the firm delivery date. If vendor is not able to procure the government has the right to procure from another source at contractor expense. If the Contractor fails to deliver the item by the firm delivery date, the Government may procure the item(s) from another source at the Contractor’s expense and shall not be a reimbursable item. If vendor is not able to procure the item, the government has the right to procure from another source at contractor expense. This reservation is not all-inclusive and exists in addition to any other rights and remedies afforded the Government.

C.5.4 Supply Continuity and Inventory Management

1. Within 60 days of contract award, the Contractor must establish stock levels that ensure uninterrupted supply. Within 30 days of contract award, the Government will provide a list with email addresses of persons designated as Order Confirmation recipients, that links recipients to the sites they represent.

2. The Contractor shall use the CA/PPT chart of supplies and agency/center identification codes, which serve as the means for tracking requests and costs for all supply requirements. The Contractor must ensure delivery of all orders between the hours of 8:00 a.m. and 3:30 p.m. local time. Delivery times shall not exceed the required schedule indicated on the Government’s Inventory List within EOS.

3. Contractor is responsible for ensuring timely delivery and an adequate quantity of supplies is immediately available for shipment in the event of an emergency. Supplies delivered are “as specified” by the Government. Open Market/Non-Stocked Supplies must be provided within the required delivery schedule.

The Contractor shall meet the delivery days specified in the delivery schedule 99% of the time. The Contractor shall provide properly-formatted catalogs in a timely manner at least 99% of the time. Each supply request must generate a requisition number used to track individual procurement cost back to accounts or purchase orders.

4. The Government pays for supplies, materials, and tools based on the net invoice price. Transportation costs, documented with a supplier’s or common carrier’s invoice, are paid on items delivered from outside the local area to the Contractor, or to a supplier within the local area.

5. During the 60-day transition, the incumbent Contractor shall be fully responsible for continued operations in accordance with this PWS.

6. At the end of the period of performance, the COR or a designated Government representative will coordinate with the incumbent Contractor to conduct an inventory of each primary operating site, to include all supplies. The incumbent Contractor shall deliver all operating data, and Government furnished data in their custody to the Government representative. Contractor-owned supplies shall remain the responsibility of the Contractor. Arrangements for turnover of incumbent-owned supplies to the follow-on Contractor will be at the discretion of the incumbent. The incumbent Contractor shall generate and furnish documentation to the Government to demonstrate compliance with this requirement.

C.6 REPORTS

1. The Contractor must provide weekly, monthly, and quarterly reports to the COR. One electronic copy shall be provided to the COR in Microsoft Office format. The layout of the report is at the Contractor’s discretion unless otherwise stated. The Contractor shall provide reports in the agreed-to format by the agreed upon deadline.

2. Monthly reports include:

1) Tabulated supply/material cost comparison between benchmark cost and Government cost

2) Quarterly performance metrics report includes the following information:

a) Required delivery vs. actual delivery times

b) Active/inactive user list

c) Planned or proposed savings vs. actual savings achieved in dollars for all purchases

d) Cost per material class according to the Federal Supply Classification Code

e) Number of orders placed by Government by priority (urgency) and total

f) A Cumulative-to-date and Fiscal Year-to-date analysis of CA/PPT customers

g) Ad-Hoc reporting requested by the COR

C.7 FACILITIES

1. The Contractor provides a clean and secure warehouse facility with space sufficient to support the program. The Government reserves the right to approve proposed warehouse space or changes to warehouse space. The warehouse holds varying levels supplies, such as passport forms that are distributed to over 7,900 Passport Acceptance Facilities. Delivery times for forms to Acceptance Facilities will vary depending on Acceptance Facility type.

2. The Contractor shall monitor and control access, allowing only cleared individuals to access to the facility.

The Contractor shall secure all buildings and facilities under the Contractor’s responsibility during non-duty hours at the end of each workday and shift. The COR shall have access to Contractor facilities during scheduled operating hours to conduct inspections, perform stock checks, and for other purposes necessary for the administration of the contract. Specific access and control procedures will be established by the Contractor in coordination with, and approval of the Government, for after-hours access in support of emergency requirements.

C.7.1 Facility and Personnel Clearance No facility clearance is required for performance of this contract. All support personnel needed to perform under this contract must successfully complete a Moderate Risk Public Trust (MRPT) background check.