Combined Synopsis Community RFP 2010R001.doc

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Part 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Number OJP 2010R_001 is issued as a request for proposal (RFP). The North American Industry Classification Code (NAICS) is 541618, Other Consulting Services. The projected budget range for this procurement is $450,000.00 to $478,000.00.

The Office of Justice Programs, National Institute of Justice (NIJ) requires a contractor to conduct a sleep and fatigue study on how fatigue and stress interferes with Federal Police officers, as described in the attached statement of work.

The Government shall award a firm-fixed-price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will offer the best value to the Government, price and other factors considered. The best value evaluation factors include the following (Attachment A):

1. Technical Approach

2. Staffing Plan and Proposed Personnel

3. Understanding of Problem

4. Management Approach

5. Past Performance

6. Ethics and Conflicts of Interest

7. Price

The evaluation shall be based on use of the adjectival rating scheme as follows: Exceptional; Acceptable; Marginal and Unacceptable.

The solicitation document and incorporated clauses are those in effect through Federal Acquisition Circular Number 2005-37. The provisions and clauses may be downloaded at http://arnet.gov.far. The following provisions and clauses shall apply to this solicitation: FAR 52.212-1, Instructions to Offerors-Commercial Item; FAR 52.212-2, Evaluation of Commercial Items (see Attachment A for evaluation procedures). Additionally, FAR 52.212-3, Offeror Representatives and Certifications – Commercial Items, applies to this acquisition and there is no addenda to this provision. Also, FAR 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and there is no addenda to this provision. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies and is included as Attachment F to the RFP; and FAR 52.204-9, Personal Identity Verification of Contractor Personnel, applies to this RFP.

All interested vendors must be actively registered in CCR and provide a completed copy of FAR 52.212-3, Offeror Representatives and Certifications – Commercial Items, with their offer.

Interested vendors contractors are invited to review the attached statement of work entitled, “National Institute of Justice /TSA Office of Law Enforcement, Federal Air Marshal Service (OLE/FAMS)” (Attachment C) and provide a written and electronic responses to be received not later than 3:00 p.m., Tuesday, November 10, 2009 to Raymond C. German, Contracting Officer, USDOJ/OJP/AMD, 810 Seventh Street, NW, Washington, DC 20531 and to raymond.german@usdoj.gov. Vendor questions/clarifications will be accepted through Wednesday, November 4, 2009 via email only. Vendors must identify the solicitation number in the subject line of the email.

Offerors must submit a complete response. Responses that are not substantially complete will be returned. Offers of partial performance shall be rejected. An original and four copies shall be submitted as well as an electronic version in MS Word or Adobe Acrobat. The electronic version shall be in the form of an email with attachments. A one page letter shall transit the quotation signed by an individual authorized to commit the organization. Each response shall be on 8 ½ inch x 11-inch paper, 1 inch margins throughout, in a commercially standard font not smaller than 12 pitch font. The response shall be secured by simple stapling and shall not contain elaborate binding. Each page in the response shall be separately numbered. A page of paper printed on both sides is considered two pages. The offer, including the letter of transmittal, shall be limited to 23 single-sided pages. Submit offers arranged in the following sections:

1. Section I – Technical

2. Section II – Past Performance, which includes relevant experience which describes at least three (3) relevant projects performed in the last three years and quality of performance; and

3. Section III – Price, Firm-Fixed-Price for this Sleep and Fatigue Study. The price shall include sufficient data to allow the Government to determine the amount, realism and consistency of the proposed price. Quotations should include labor costs, including labor categories, labor hours, hourly rates, indirect rates, and other direct costs, including travel and consultants.

Award shall be made to the contractor who offers the best value to the Government. The Government shall not be liable for any costs incurred in response to this request.

Please note we are experiencing mail delays via the U. S. Postal System; thus preferred and expedited methods of submission include either hand delivery or use of an express mail service (e.g., UPS, FedEx, etc.) All proposal submissions must be delivered to the OJP Mailroom, 810 Seventh Street, NW, Washington, D.C., using the I Street entrance. OJP/AMD will not accept any proposals through the main lobby.

Attachments:

A. Best Value Evaluation Factors

B. Required Pricing Schedule

C. Statement of Work D. Business Management Past Performance Questionnaire

E. Additional agency specific terms/conditions

F.

FAR Clause 52-212-05, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items.

ATTACHMENT A

A.1 BASIS FOR AWARD

The Office of Justice Programs (OJP), Acquisition Management Division, anticipates awarding a firm-fixed-price contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is evaluated as being the most advantageous to OJP. For this RFP, proposals will be evaluated against six technical evaluation factors (technical approach, staffing plan and key personnel, understanding of problem, management approach, past performance, and ethics and conflicts of interest.

All technical evaluation factors are more important than price. The award will not be automatically determined by numerical calculation or formula relationship between cost or price and technical merit. As technical merit of the offerors’ proposals become more equal, then the evaluated cost or price may become the determining factor. The Contracting Officer shall determine what trade-off between technical merit, and cost or price promises to be the greatest value to OJP.

The relative weighting of the evaluation factors are described below.

In terms of relative importance, Factors 1-4 are of equal weight. Factors 5 and 6 are of equal weight but are of less importance than Factors 1-4.

A.2 TECHNICAL PROPOSAL RATINGS

The Government will evaluate all technical factors as exceptional, acceptable, marginal, or unacceptable.

“Tradeoff” Evaluation Rating Standards

Exceptional

An exceptional proposal contains significant strengths and no weaknesses. The proposal exceeds the performance and technical capability requirements defined in the SOW. The proposal offers value-added methodologies for improving service that benefits the Government. The evaluator has no doubt that the offeror can successfully achieve the requirements in the SOW if the technical approach proposed is followed. The offeror acknowledges risks and develops an approach that proactively identifies and mitigates risks, and looks to reduce or eliminate future risks.

Acceptable

An acceptable proposal contains strengths that outweigh any existing weaknesses. The offeror’s proposal meets the performance and technical capability requirements defined in the SOW. The evaluator is confident that the offeror can successfully achieve the requirements in the SOW if the technical approach proposed is followed.

Marginal

The proposal meets the bare minimum performance and technical capability requirements defined in the SOW, and at the same time has significant weaknesses. The evaluator is not confident that the offeror can successfully complete the required tasking without significant Government oversight or participation. The proposal either fails to address risks or the proposed risk mitigation approach is not deemed to be sufficient to manage the risk.

Unacceptable

An unacceptable proposal that contains one or more significant weaknesses and deficiencies. Proposal fails to meet specified minimum performance and technical capability requirements defined in the SOW. The evaluator is confident that the offeror will be unable to successfully complete the required tasking. The proposal does not adequately acknowledge or address risk, mitigate risk, or may actually introduce risk.

A.3 TECHNICAL EVALUATION FACTORS

Evaluation Factors

The technical evaluation team (TET) will objectively rate the Offeror’s technical proposal against six weighted technical capability evaluation factors: Technical Approach, Staffing Plan & Key Personnel, Understanding the Problem, Management Approach, Past Performance, and Ethics & Conflicts Of Interest. These are further described below.

A.3.1 Technical Approach

The Offeror will be evaluated on the extent that it demonstrates in writing a comprehensive, clear and feasible technical approach by addressing the following:

a) Task implementation timeline and milestone chart,

b) The most appropriate and effective methods and analysis techniques,

c) Weaknesses and potential pitfalls of the proposed approach and strategies to ameliorate these,

d) Cost effectiveness of the proposed approach in consideration of other possible approaches,

e) Human subject and privacy issues (if relevant),

f) Data archiving (if relevant), and

g) Final product dissemination strategy that encourages its use by the appropriate audiences.

h) Effectiveness of performance measures and standards.

This narrative is limited to eight (8) pages.

A.3.2 Staffing Plan & Key Personnel The Offeror will be evaluated on the extent that it demonstrates in writing the provision of a qualified project team most likely to fully complete the task order and produce final products of appropriate quality by addressing the following:

a) Key staff résumés /bios that directly demonstrate experience, skill and dates acquired in performing specific or relevant criminal justice tasks (résumés and curriculum vitae will be excluded from the 22 page proposal limitation).

b) Résumés or curriculum vitae must be sufficiently detailed to permit an assessment of the capability of professional staff to perform the work described in this Task Requirement and include years of experience. Years of experience and clearly demonstrated competence for each area addressed in the solicitation must be shown in the résumés or curriculum vitae.

c) All proposed subcontractors, consultant, and staff member who is not currently employed by the offeror must submit a Letter of Commitment. The letter(s) of commitment to work for the offeror must be included in the Technical Proposal to be considered responsive. No credit will be give under this criterion for subcontractors, consultants, or proposed but-not-yet hired staff for which no letter of commitment is provided.

This narrative is limited to two (2) pages.

A.3.3 Understanding the Problem

The Offeror will be evaluated on the extent that it demonstrates in writing an understanding of the problem by addressing the following:

d) Pertinent extant literature;

e) Feasibility or difficulty of successfully conducting and completing the project/study proposed by NIJ due to the complexity of the issue;

f) Relevance the product would have for criminal justice practice or policy; and

g) Extent to which product might help the field (researchers, practitioners, policy makers).

This narrative is limited to four (4) pages.

A.3.4 Management Approach

The Offeror will be evaluated on the extent that it demonstrates in writing an economical management approach most likely to result in a fully completed task and product by addressing the following:

a) Structural organization and allocation of staff and physical resources;

b) Plan to ensure that timeline and milestones/products are achieved in a timely fashion;

c) Coordination with Federal officials in charge of the task order;

d) Quality control of performance including plans for notifying Federal officials of changes in key staff and scope of work;

e) Management plan for ensuring quality control of staff, subcontractor, and consultant performance; and

f) Use of any cost sharing or existing resources to reduce the cost of this task order.

This narrative is limited to three (3) pages.

A.3.5 Past Performance

The Offeror will be evaluated on the extent that it demonstrates in writing recent relevant experience at fully accomplishing tasks of a similar nature and scope that resulted in final products of appropriate quality and acceptability to Federal officials by addressing the following:

a) Three completed copies of Attachment C submitted with the technical proposal but placed in a separate envelope labeled “Attachment A: Past Performance.”

b) A list of clients for the last 3 to 5 years, what tasks were performed for them, and contact information.

c) A narrative explaining any additional pertinent details (if applicable)

Past Performance narrative shall not exceed three (3) pages. The narrative consists of 1 page for the table and 2 pages for the detailed information for the detailed description of the contracts for which the questionnaires are being provided.

A.3.6 Ethics and Conflicts of Interest

Contractors providing scientific, research, and technical advice in support of the planning and execution of federal government grant and contract programs must be prepared to identify, analyze, prevent, and mitigate conflicts of interest, including financial and personal conflicts of interest, and ethical challenges that might arise in the course of the performance of services under this contract.

This narrative is limited to one (1) page.

A.4

KEY PERSONNEL AND LEVEL OF SUPPORT

The personnel specified in the technical proposal as key personnel are considered to be essential to the work being performed. The designations of this contract may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the Contractor without the written consent of the Contracting Officer required by this clause.

A.5

EXCLUSION OF LATE QUOTATION

Offerors are advised of the exclusion of late quotations provision. Quotations must be received by 3:00 p.m. EDT, Tuesday, November 10, 2009, to be considered. Any quotations received after this time will not be considered.

A.6 COMMUNICATIONS WITH OFFERORS

Negotiations may be conducted with those offerors whose responsive and technically acceptable proposals, combined with their price proposals, place them in the competitive range. HOWEVER, OFFERORS ARE CAUTIONED TO SUBMIT THEIR PRICING PROPOSALS ON THE MOST FAVORABLE BASIS SINCE THE GOVERNMENT RESERVES THE RIGHT TO MAKE AN AWARD ON INITIAL PROPOSALS. Discussions with the offerors are not required, but the Government reserves the right to seek additional information on quotes without triggering the discussion rules.

A.7 ORGANIZATIONAL CONFLICT OF INTEREST

Pursuant to the Organizational Conflict of Interest “OCI” clause in Attachment E, offerors shall provide a statement in its price proposal which describes in a concise manner all past, present or planned organizational, financial, contractual or other interest(s) with an organization regulated by OJP, or with an organization whose interest may be substantially affected by OJP activities, and which is related to the work under this solicitation. The interest(s) described shall include those of the Contractor, its affiliates, proposed consultants, proposed subcontractors and key personnel of any of the above.

OJP procurements are evaluated for organizational conflicts of interest pursuant to FAR 9.5. Any decision to exclude a vendor for this award will be made on a case by case basis and in accordance with FAR 9.5. Vendors must adhere to the requirements of the OJP OCI clause. Offerors who neglect to submit an OCI statement as part of their proposal submission will be deemed non-responsive and not considered for award.

A.8 AWARD OF CONTRACT

The award of a single firm-fixed-price contract based on best value and in accordance with the technical criteria spelled out in the contract is anticipated based on the results of this request for proposal.

It is anticipated that OJP will fully fund this requirement at the time of award.

A.9 PERIOD OF PERFORMANCE

The period of performance will comprise a 24-month period. The anticipated period of performance of this order will be December 18, 2009 to December 17, 2011.

A.10 CONTRACTING ADMINISTRATION DATA

Contracting Officer/Administrator:

Raymond C. German

First Class Mailing:

Acquisition Management Division

Office of Justice Programs

810 7th Street, N.W., Room3621

Washington, D.C. 20531

Courier or Hand Delivery:

Acquisition Management Division

810 7th Street, N.W., Room3621

Washington, D.C. 20531

Contracting Officer’s Technical Representative (COTR):

TBD upon award

A.15 PLACE OF DELIVERY

Deliverables under this contract shall be made to the following address:

Office of Justice Programs

National Institute of Justice

Attn: TDB upon award

810 7th Street, N.W., Room

Washington, D.C. 20531

ATTACHMENT B

National Institute of Justice

Sleep and Fatigue Study

Transportation Security Administration

Office of Law Enforcement / Federal Air Marshal Service

REQUIRED PRICING SCHEDULE

FIRM-FIXED-PRICE

CLIN

Deliverable

Quantity Unit Unit Price Total Price Phase 1 Assessment Report

Each

Phase 2 Literature Review Report Each

Phase 3 Training and DVD

Lot

Phase 4 Screening Tool

Each

Phase 5: Final Report

Each

Total Firm-Fixed Price

Note. CLINS 001 through 005 will be used to determine the payment schedule for the contractor.

ATTACHMENT C

STATEMENT OF WORK

Sleep and Fatigue Study

Transportation Security Administration

Office of Law Enforcement / Federal Air Marshal Service

1.0 Background

During the past five years, NIJ has been supporting a set of ground-breaking research projects designed to help understand how fatigue and officer stress interact to interfere with officer performance, health and safety – and to help police and other first responders at the state and local level better manage the long and often erratic hours they work. Taken together, these research projects address a set of problems that largely have been ignored in criminal justice even though other occupational groups such as commercial aviation, the transportation industry, mining and manufacturing have made substantial progress with them. NIJ partnerships with the National Institute for Occupational Safety and Health (NIOSH), the National Institute of Mental Health (NIMH), and the Centers for Disease Control (CDC) provide additional support for this line of research. However, one area currently missing from NIJ’s research portfolio involves work conducted on a sample of officers at the Federal level. The proposed partnership between NIJ and the Federal Air Marshals’ Service would fill a current gap in the research literature.

The TSA Office of Law Enforcement, Federal Air Marshal Service (OLE/FAMS) is interested in obtaining research and consultant advisory support from an expert contractor with experience identifying adverse consequences of shift work and frequent adjustments to circadian rhythms for Federal, state, and/or local law enforcement officers (or other public safety officer positions), developing training and education programs focusing on proper sleep hygiene and fatigue countermeasures and developing sleep disorder screening assessments for law enforcement officers (or other public safety officer positions).

Due to the inherent shift work style of operations to which Federal Air Marshals (FAMs) are subject, along with uncontrollable flight delays impacting mission schedules, it is imperative that OLE/FAMS develop and implement a thorough fatigue management program that includes evaluation, education, and research. This program should be consistent with fatigue management programs developed for other law enforcement personnel who have uniquely complicated operational schedules, policies, and procedures related to their public safety positions.

2.0 Scope of Work

The contractor shall conduct work using a phased approach consisting of five distinct phases. In the first phase, the contractor shall review and assess current scheduling practices, as well as scheduled versus actual flight schedule data, to determine aspects of FAMs flight schedules (either actual or scheduled) that may impact fatigue at either the local (i.e., field office) level or organization-wide. Additionally, in this phase the contractor shall identify any adverse consequences, specific to FAMs, produced by such variables as work/rest ratios, length of flights, number of hours flown in a given period, changes in time zones, etc. In the second phase, the contractor shall conduct a focused review of the existing medical and scientific literature on sleep and performance, particularly related to operational efficiency and safety in law enforcement populations, for application specifically to FAMS scheduling. In the third phase, based on information and findings from phases 1 and 2, the contractor shall develop and implement a customized training and education program specific to the FAMS mission and law enforcement personnel that focuses on proper sleep hygiene and fatigue countermeasures, in combination with training and education related to any other factors unique to the FAM population that may affect operational readiness, safety, or health.

The training and education program shall be delivered in at least four live training sessions with class sizes up to 50 personnel each, and a DVD documenting the live training sessions shall be created for future playback. In the fourth phase, the contractor shall apply a valid screening tool for sleep disorders to assess FAMS personnel for risks of prevalent sleep disorders as potentially related to the shift work, schedules, operational efficiency, and safety of law enforcement employees. Finally, in the fifth phase, based on the baseline data that is established through Phase 4 and the assessment of FAMS scheduling practices, the contractor shall prepare a report of findings that provides operational implications for scheduling, as well as recommends future empirical research that is FAMS operationally relevant. The emphasis for this type of prospective work would be applied research to address unanswered questions about the relationship between FAMS scheduled and actual hours relative to employee performance, optimal mental acuity, health, and safety.

3.0 Tasks and Deliverables:

Phase One: Assessment of FAMS Scheduling Practices

The contractor shall attend and participate in meetings with the Government, as necessary, to support the analysis and review of FAMS scheduling practices. With education provided by FAMS to the contractor regarding FAMS scheduling systems, rule sets, operational parameters, recent enhancements, and certain field office-specific scheduling anomalies, the contractor shall review current scheduling practices for the purpose of identifying any adverse consequences produced by such variables as work/rest ratios, length of flights, number of hours flown in a given period, changes in time zones, etc. In addition to reviewing scheduling practices, the contractor shall review actual (vs. scheduled) data concerning FAM hours worked over a representative period of time to identify any performance or health risks created by trends in the discrepancy between scheduled hours and actual hours. The contractor will also explore FAMs lifestyle choices that may adversely impact performance, productivity and vulnerability to fatigue. Such factors include, but are not limited to, commuting distance, physical fitness, diet/nutrition, and amount of rest/relaxation. Based on this review, and in light of the medical and scientific literature, the contractor shall make recommendations for FAMS consideration to policies, practices or procedures that would enhance operational safety and efficiency and mitigate fatigue-related vulnerabilities.

Deliverable: Report the detail findings, issues, and recommendations from analysis and review of FAMS scheduling practices

Phase Two: Literature Review

Based on in-depth understanding of the FAMS mission and scheduling requirements (derived through Phase 1), the contractor shall conduct a focused review of the existing medical and scientific literature on sleep and performance, particularly related to operational efficiency and safety in law enforcement populations, for application specifically to FAMS scheduling. The purpose of the literature review will be to identify and apply operationally scientific work that has been completed. As part of this research, the contractor shall support the compilation, evaluation and synthesis of relevant studies to include, where appropriate, the compilation and interpretation of scientific data and information with suitable graphs, tables, and narratives. On the basis of this review, the contractor shall prepare a written report of practical implications for OLE/FAMS consideration.

Deliverable: Report summarizing literature review and operational implications for FAMS

Phase Three: Customized Training and Education Program

Based on findings from the literature and the review of FAMS operational scheduling and FAMs lifestyle choices, the contractor shall develop and implement a training and education program specific to the FAMS mission and law enforcement personnel. This program shall focus on proper sleep hygiene, fatigue countermeasures and personal lifestyle choices (i.e., diet, physical fitness, commuting time/distance, caffeine, alcohol, etc.). in combination with training and education related to any other factors unique to the FAM population that may affect operational readiness, safety, or health. In support of the implementation of this training and education program, the contractor shall schedule and conduct a minimum of four live training courses at locations specified by the FAMS. The class sizes are expected to consist of up to 50 personnel. A question and answer (Q&A) session shall be conducted following delivery of the training. The contractor will produce audio/video recordings of each training course and Q&A session and, at the conclusion of the courses/sessions, the contractor will splice relevant content from each training course/Q&A session into a single professional-quality DVD (edit out duplicate questions, etc.). The Government shall have unrestricted rights to duplicate and distribute copies of the DVD to personnel in support of its training and education program.

Deliverables:

· Minimum of four live training courses, location to be determined, with class sizes up to 50 personnel

· DVD documenting the education and training program

Phase Four: Screening Tool for Sleep Disorders The contractor shall develop and apply a valid electronic screening tool for sleep disorders to assess personnel for risks of prevalent sleep disorders as potentially related to the shift work, schedules, operational efficiency, and safety of law enforcement employees. The tool must consist of a web-based application and include educational resources and accessible information regarding sleep science, sleep health, fatigue and fatigue management in an easy-to-understand format, based upon scientifically credible information. The screening tool (1) must be validated as demonstrated by previous, successful development and implementation in another shift worker population (preferably law enforcement or other emergency personnel); (2) must be web-based; and (3) must screen for multiple sleep disorders, including but not limited to, insomnia, obstructive sleep apnea (OSA), and restless leg syndrome (RLS), narcolepsy with cataplexy and shift work sleep disorder (SWSD).

Deliverables:

· Web-based screening tool to conduct sleep disorder assessment

· Report documenting results and interpretation from screening tool

· Data from screening tool in format specified by FAMS (e.g., Excel, SPSS) Phase Five: Final Reporting The contractor shall prepare three reports for OLE/FAMS at the conclusion of the Sleep and Fatigue Study: An Executive Summary Report, a comprehensive Report of Findings and Implications, and a Report for Employees.

The Executive Summary Report will summarize the major findings from the study for OLE/FAMS leadership. It is anticipated that the Executive Summary Report will provide a brief summary of the findings, issues and recommendations from each phase of the study for OLE/FAMS executive leadership.

In the comprehensive Report of Findings and Implications, the contractor shall provide complete findings, implications, and recommendations from each phase of the study. Additionally, the contractor will provide baseline data on relevant FAMS work, rest, stress, fatigue, and satisfaction measures that will enable OLE/FAMS to track and measure these factors in the future. The contractor shall identify operationally relevant research questions that may be explored to further examine the relationship between FAMS scheduling requirements and practices and productivity, rest, stress, and fatigue issues.

The Report for Employees will provide messaging and information to OLE/FAMS employees on the findings and implications from the study. In an article format, the report will present and discuss key study findings, particularly as these address workforce concerns about the effects of scheduling practices on employee wellness. The report will also include education around lifestyle choices that FAMs make to minimize stress and fatigue and to take responsibility for their health and wellbeing.

All three reports will be subject to input from, and review by, OLE/FAMS prior to finalization.

Deliverables for TSA Office of Law Enforcement, Federal Air Marshal Service:

· Executive Summary Report

· Report of Findings and Implications

· Report for Employees

Deliverables for the National Institute of Justice:

· A synthesis of the relevant medical and scientific research on sleep performance

· A Screening Tool for sleep disorders that would assist State and local law enforcement officers in making certain assessments of certain types of sleep disorders

· A Final Technical Report 4.0 Performance Metrics

The contractor must propose performance measures and standards that include metrics and/or reports for all principal services under this requirement. The service levels must support the achievement of the desired results listed above. The attainment of the acceptable service levels will be a component of the evaluation of contractor’s performance during the period of performance of this requirement. Some sample performance measures are included in each task below.

Desired Results

OLE/FAMS has established the following objectives, conditions, and desired results for this requirement:

· A review of scheduling practices, as well as an analysis of scheduled versus actual flight schedule data, to determine aspects of FAMs flight schedules (either actual or scheduled) that may impact fatigue at either the local (i.e., field office) level or organization-wide;

· An expert review of related medical and scientific literature is conducted;

· An analysis of potential or actual adverse consequences, specific to FAMs, produced by such variables as work/rest ratios, length of flights, number of hours flown in a given period, changes in time zones, etc.;

· An education and training program is developed and implemented;

· A proven web-based screening tool is developed and applied to assess personnel for potential sleep disorders;

· Baseline data from which future activities can be measured is established; and

· The entire study is conducted by properly trained, experienced physicians and researchers qualified to conduct scientific research, validate and statistically integrate the collected data, and interpret the results and that the work measurements (scientific, biological, functional abilities), analysis and interpretation shall be performed by the appropriate licensed or board certified health professionals, medical specialists (aviation physiologists, occupational medicine) or other experts (specializing in sleep disorders).

5.0 Travel Requirements:

· The contractor will be required to attend approximately 12 meetings at OLE/FAMS headquarters and the Mission Operations Center located in Fairfax County, VA, or other FAMS locations. An initial study kick-off/entrance conference will be scheduled. Subsequent meetings will be scheduled to brief on scheduling practices, provide periodic project updates, monitor progress, conduct training sessions, and coordinate next steps

· In Phase One, there will be a study kick off meeting scheduled for OLE/FAMS Headquarters in Reston, VA. Four additional meetings will be required at the Mission Operations Center in Herndon, VA to brief on scheduling requirements and practices, and to review representative FAMs schedules across the field office environment: an initial two-day meeting, followed by three one day meetings.

· In Phase Two, we anticipate one meeting in Reston, VA to deliver the Literature Review report.

· In Phase Three, the contractor will deliver four live training sessions at locations specified by FAMS, which could be FAMS Headquarters or FAMS Field Offices throughout the US.

If the four live training sessions are scheduled in the same location (i.e., FAM Headquarters) then there may only be one trip required, instead of four.

· In Phase Four, we anticipate one meeting Reston, VA to deliver the report documenting results and interpretation from the screening tool.

· In Phase Five, we anticipate one in Reston, VA meeting to deliver the final reports of the study to FAMS leadership.

6.0 Personnel Requirements:

As a minimum, the contractor shall demonstrate the capability to provide an acceptable workforce of people who have worked on contracts that involved identifying adverse consequences of shift work schedules for Federal, state, and/or local law enforcement officers based on work/rest ratios and other variables, and making recommended adjustments to scheduling in light of the relevant medical and scientific literature. The contractor shall also provide an adequate number of qualified:

· Personnel to review FAMS scheduling systems, rule sets, operational parameters, recent enhancements, and certain field-office specific scheduling anomalies in order to identify any adverse consequences produced by related variables. The study shall be conducted by properly trained, experienced physicians and researchers qualified to conduct scientific research, validate and statistically integrate the collected data, and interpret the results. The work measurements (scientific, biological, functional abilities), analysis and interpretation shall be performed by the appropriate licensed or board certified health professionals, medical specialists (aviation physiologists, occupational medicine) or other experts (specializing in sleep disorders).

· Personnel with substantial professional experience in conducting sleep studies, preferably within Federal, state or local law enforcement and/or public safety officer positions, particularly in aviation occupation/environment.

· Physician(s) properly trained and professionally experienced in the research of sleep, sleep disorders, and circadian rhythms. Note: At the vendor’s discretion personnel identified for items 1, 2 and 3 may be the same individual for all items or different individuals for each of the items.

· Physiologists and/or neuroscientists with appropriate credential(s) to (a) conduct nationwide research, data collection, and training on sleep, circadian rhythms, and sleep disorders, (b) develop a web-based screening tool to assess sleep hygiene, sleep disorders, and operational awareness/readiness for law enforcement personnel, and (c) develop fatigue countermeasures for law enforcement and/or public safety officer positions, particularly in aviation occupation/environment.

· Experienced project manager responsible for all work performance and coordination with consultants and adequate supervision of the contractor’s employees, and subcontractors to ensure complete, timely and quality contract performance.

· Experienced software programmers.

7.0 Security Requirements:

· The Contractor must comply with Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors. Detailed guidance is provided in the U.S. Office of Management and Budget (OMB) Memorandum M-05-24, which is available online at http://whitehouse.gov/omb/memoranda/fy2005/m05-24.pdf.

· The Government may require security clearances for performance of this contract. The Contractor must obtain these clearances before beginning work on the contract (TSA will not allow Contractor employees without clearance in any of its facilities). The Contractor must obtain these clearances by using the eQIP system. If satisfactory security arrangements cannot be made with the Contractor, the required services must be obtained from other sources.

· The level of classified access required will be indicated on the DD-254 or other appropriate form incorporated into each request requiring access to classified information. Contractors are required to have background investigations for suitability if they occupy positions of trust even if they do not have access to classified information.

· Necessary facility and/or staff clearances must be in place prior to start of work on the contract.

· Contractors are responsible for the security, integrity and appropriate authorized use of their systems interfacing with the Government and/or used for the transaction of any and all Government business. The Government, through the Government’s Contracting Officer, may require the use or modification of security and/or secure communication technologies related to Government systems access and use.

· The Government, at its discretion, may suspend or terminate the access and/or use of any or all Government access and systems for conducting business with any or all Contractors when a security or other electronic access, use of misuse issues gives cause for such action. The suspension or termination may last until such time as the Government determines that the situation has been corrected or no longer exists.

8.0 Privacy and Human Subjects Protection.

U.S. Department of Justice confidentiality regulations (28 CFR Part 22) require recipients of OJP funding to submit a Privacy Certificate as a condition of approval of any grant application or contract proposal that contains a research or statistical component under which "information identifiable to a private person" will be collected, analyzed, used, or disclosed. The funding recipient's Privacy Certificate includes a description of its policies and procedures to be followed to protect the confidentiality of identifiable data. 28 CFR Section 22.23. The Department's regulations provide, among other matters, that: "Research or statistical information identifiable to a private person may be used only for research or statistical purposes." 28 CFR section 22.21. Moreover, any private person from whom information identifiable to a private person is collected or obtained (either orally or by means of written questionnaire or other document) must be advised that the information will only be used or disclosed for research or statistical purposes and that compliance with the request for information is voluntary and may be terminated at any time. 28 CFR section 22.27.

In addition, the Department of Justice has regulations with respect to the protection of human research subjects. See 28 CFR Part 46. In brief, 28 CFR Part 46 requires that research involving human subjects that is conducted or supported by a Federal department or agency be reviewed and approved by an Institutional Review Board (IRB), in accordance with the regulations, before Federal funds are expended for that research. As a rule, persons who participate in Federally-funded research must provide their "informed consent" and must be permitted to terminate their participation at any time. Funding recipients, before they will be allowed to spend OJP funds on any research activity involving human subjects, must submit appropriate documentation to OJP showing compliance with 28 CFR Part 46 requirements, as requested by OJP.

General information regarding Data Confidentiality and Protection of Human Research Subjects (and Model Privacy Certificates and other forms) can be found on the following web sites: www.ojp.usdoj.gov/forms.htm; www.ojp.usdoj.gov/nij/funding/humansubjects/index.html; http://www.ojp.usdoj.gov/bjs/pub/pdf/bjsmpc.pdf; and http://www.ojp.usdoj.gov/bjs/funding.htm.

9.0 Timetable. This project should be completed in 24 months after award.

10.0 Formal Reporting Requirement. Reports shall be submitted as outlined in the statement of work and in accordance with contract specifications.

ATTACHMENT D

BUSINESS MANAGEMENT PAST PERFORMANCE QUESTIONNAIRE

I. CONTRACT IDENTIFICATION

A.

CONTRACTOR

B. CONTRACT NUMBER

C. CONTRACT TYPE

COMPETITIVE

( ) YES ( ) NO

FOLLOW-ON

( ) YES ( ) NO

D. PERIOD OF PERFORMANCE

II.

A.

ESTIMATED

FEE

TOTAL VALUE

COST

FIRM-FIXED PRICE _______________

A. CONTRACT VALUE:

C.

INITIAL CONTRACT COST

D.

CURRENT CONTRACT COST

E.

DESCRIPTION OF SERVICE

PROVIDED

III.

AGENCY IDENTIFICATION

A.

NAME

B.

DESCRIPTION

C.

GEOGRAPHIC DISTRIBUTION

OF SERVICES UNDER THIS

CONTRACT, I.E. LOCAL,

NATIONWIDE, WORLDWIDE _______________

A. LOCATION WHERE WORKSHOPS

AND TECHNICAL ASSISTANCE

SERVICED BY THIS CONTRACT _______________

III.

EVALUATION

LISTNUM AutoList19 \l 1 \s 1

PERFORMANCE HISTORY

1.

To what extent did the contractor adhere to contract delivery schedules?

Considerably surpassed minimum requirements..... ( )4

Exceeded minimum requirements........................... ( )3

Met minimum requirements.................................... ( )2

Less than minimum requirements........................... ( )1

Comment:

2.

To what extent did the contractor submit required reports and documentation in a timely manner?

Considerably surpassed minimum requirements... ( )4

Exceeded minimum requirements.......................... ( )3

Met minimum requirements................................... ( )2

Less than minimum requirements.......................... ( )1

Comment:

LISTNUM AutoList23 \l 1 \s 3 To what extent were the contractor's reports and documentation accurate and complete?

Considerably surpassed minimum requirements..........( )4

Exceeded minimum requirements............................... ( )3

Met minimum requirements.........................................( )2

Less than minimum requirements.................................( )1

Comment:

LISTNUM AutoList3 \l 1 To what extent was the contractor able to solve contract performance problems without extensive guidance from Government counterparts?

Considerably surpassed minimum requirements........... ( )4

Exceeded minimum requirements................................. ( )3

Met minimum requirements...........................................( )2

Less than minimum requirements..................................( )1

Comment:

· To what extent did the contractor display initiative in meeting requirements?

Considerably surpassed minimum requirements..... ( )4

Exceeded minimum requirements..............................( )3

Met minimum requirements.......................................( )2

Less than minimum requirements.............................. ( )1

Comment:

· Did the contractor commit adequate resources in a timely fashion to the contract to meet the requirements and to successfully solve problems?

Considerably surpassed minimum requirements..... ( )4

Exceeded minimum requirements.............................( )3

Met minimum requirements......................................( )2

Less than minimum requirements.............................( )1

Comment:

· To what extent did the contractor submit change orders and other required proposals in a timely manner?

Considerably surpassed minimum requirements..... ( )4

Exceeded minimum requirements..............................( )3

Met minimum requirements.......................................( )2

Less than minimum requirements............................. ( )1

Comment:

· To what extent did the contractor respond positively and promptly to technical directions, contract change orders, etc.?

Considerably surpassed minimum requirements.......( )4

Exceeded minimum requirements.............................( )3

Met minimum requirements......................................( )2

Less than minimum requirements.............................( )1

Comment:

· To what extent was the contractor effective in interfacing with the Government(s staff?

Considerably surpassed minimum requirements... ( )4

Exceeded minimum requirements..........................( )3

Met minimum requirements.................................. ( )2

Less than minimum requirements..........................( )1

Comment:

B. TERMINATION HISTORY

1.

Has this contract been partially or completely terminated for default or convenience?

( ) Yes ( ) Default ( ) Convenience ( ) No

If yes, explain (e.g., inability to meet cost, performance, or delivery schedules).

2.

Are there any pending terminations?

( ) Yes

( ) No

If yes, explain and indicate the status.

C. EXPERIENCE HISTORY

1.

How effective has the contractor been in identifying user requirements?

Considerably surpassed minimum requirements...( )4

Exceeded minimum requirements.........................( )3

Met minimum requirements................................. ( )2

Less than minimum requirements........................ ( )1

Comment:

2.

To what extent did the contractor coordinate, integrate, and provide for effective subcontract management?

Considerably surpassed minimum requirements.. ( )4

Exceeded minimum requirements.......................... ( )3

Met minimum requirements.................................. ( )2

Less than minimum requirements.......................... ( )1

Comment:

3.

To what extend did the contractor coordinate provide timely technical assistance, both on-site and off-site, when responding to problems encountered in the field?

Considerably surpassed minimum requirements... ( )4

Exceeded minimum requirements.......................... ( )3

Met minimum requirements.................................... ( )2

Less than minimum requirements.......................... ( )1

Comment:

D. COST MANAGEMENT

1.

To what extent did the contractor meet the proposed cost estimates?

Considerably surpassed minimum requirements. . ( )4

Exceeded minimum requirements.......................... ( )3

Met minimum requirements.................................. ( )2

Less than minimum requirements......................... ( )1

Comment:

NARRATIVE:

Use this section to explain additional information not included above.

Signature of Person Completing Form

Signature of Contracting Officer

Printed Name of Person Completing Form

Printed Name of Contracting Officer

Date

Date

Contact Phone Number

Contact Phone Number

Contact Email

Contact Email **If the Federal Government COTR is completing the Past Performance Assessment the Contracting Officer (CO) must review and also sign this Past Performance Assessment.

Thank you.

ATTACHMENT E

Terms and Conditions

OJP ADDITIONAL TERMS AND CONDITIONS

JULY 2001

ABOVE AND BEYOND

Office of Justice Programs

Terms and Conditions

Over and Beyond

These are over and above terms and conditions that are specific to the Office of Justice Programs (OJP.) These terms and conditions may provide additional OJP specific terms and conditions and may be more restrictive and are intended to provide amplifying terms and conditions specific to OJP.

CONTRACT MANAGEMENT REQUIREMENTS

The following general principles shall be applied in the conduct of activities under this procurement.

1. Regular contact will be held monthly or at other designated frequencies between the

Contractor and the COTR. Distance from D.C. will be considered in establishing the frequency of face‑to‑face meetings.

2.

The technical assistance provided must be responsive to the directions, as represented by the COTR.

3.

The contractor must interact with CCDO personnel to support the goals and objectives of the Office of Justice Programs.

4.

All consultants and employees of the Contractor providing services under the order must have their rates approved by the COTR and the Contracting Officer.

5.

The Contractor shall be responsible for the effective management of all training provided under this procurement. The management plan must specifically address the special requirements and project tasks indicated in this proposal request.

6.

The Contractor shall demonstrate in the management plan procedures and policies to assure fiscal integrity of the contract and maximum cost effectiveness of all contract expenditures.

7.

The contractor must submit all reports and written products resulting from this Order to the COTR for review and comment prior to publication. The contractor must submit to the COTR for approval any reports or written products or services that the contract will develop and publish using contract funds.

8.

The Contractor shall contact the COTR within 10 working days after the award of the order to discuss the overall conduct of…