25-0319_SOW_CJIS_WST_Maintenance and Operating Services 1.pdf

Prepared by: FMU – Management and Program Analyst Requisition Number: TBD

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CJIS Water Storage Tank (WST)

Maintenance and Operating Services for the

CJIS Division

Statement of Work

3/19/2025

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FEDERAL BUREAU OF INVESTIGATION

STATEMENT OF WORK

1 Introduction

1.1 Background

The intent of this document is to establish a Scope of Work (SOW) for required maintenance and operating services for the Federal Bureau of Investigation (FBI) owned 1 million gallon potable Water Storage Tank (WST) located at the FBI Criminal Justice Information Services (CJIS) Campus in Clarksburg, WV. This WST supports the operation of the entire CJIS Campus should an interruption of the municipal water service occur. The WST will only serve the CJIS Campus and will allow the site to function during an extended interruption. Required maintenance and operating services are identified herein. Evaluation criteria for this requirement is Lowest Price Technically Acceptable.

1.2 Scope

CJIS Facilities Management Unit (FMU) is requesting a Request for Proposal (RFP) interested in maintaining and operating the 1 million gallon WST located on the CJIS Campus for the purpose of providing a reliable potable water source to the complex. The tank’s water volume will enable the CJIS Campus to operate (per availability requirements) should the municipal water source be interrupted. Due to variations in water usage on campus, additional chlorination may be required to maintain correct chlorine levels. The water shall be maintained potable while stored in the WST meeting all requirements set-forth by the WV DHHR (Department of Health and Human Resources) and the Environmental Protection Agency (EPA). Office location for awardee must be within a 50 mile radius to provide an emergency response within one hour.

1.3 Objectives

The contractor shall maintain and operate the WST to provide a reliable potable water source to the CJIS complex. Maintaining required chlorine levels within the WST set-forth by the WV DHHR. Along with preforming necessary water sampling and testing to ensure a safe and healthy water supply, while reporting results to the WV DHHR and the EPA.

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2 Requirements/specifications

The water supply has been classified by the WV DHHR as a non-transient, non-community public water supply, with the water being provided by a local water board municipal. The WST will be equipped with a Krypton Multi-Total (Model 70153000KI-TCL) Water Monitoring System used to automatically sample water. Chlorination control will be performed by a Stenner Pump Chlorinator to maintain a desired chlorination level of 1.0 to 1.5 ppm. The FBI will monitor this equipment remotely 24/7/365 for problems. The selected contractor shall be responsible for maintaining this equipment to ensure proper functionallity, restock chorine as needed, troubleshoot any problems, and correct/fix problems found.

The selected contractor shall provide a certified WDS (Water Distribution System) Operator or higher in the State of West Virginia. This certification shall be maintained during entire length of this contract. The selected contractor shall work closely with the WV DHHR and EPA to ensure all sampling and reporting requirements are met to ensure a safe potable water supply is maintained. At this time (subject to change at any time) the following sampling requirements have been determined by WV DHHR and the EPA:

• Daily Chlorine Residual Samples – 1 sample per day, this may be automated using the Kryton Multi-Total and trending data

• Total Coliform Samples – 1 sample at 4 locations per month

• Lead and Copper Samples – 20 samples at separate locations once every 3 years (or as deemed necessary by the WV DHHR and EPA)

• Disinfectant – 2 samples per 3 months

• Perfluoroalkyl or Polyfluoroalky (PFAS) to maintain compliance with the Unregulated

Contaminant Monitoring Rules Five and Six (UCMR5 and UCMR6) currently two samples taken in 2025, future sampling to be determined

Locations to perform these samples shall be determined by selected contractor working with the government point-of-contact and approved WV DHHR and the EPA. It shall be understood that on-site investigations may be required to gather all necessary information, survey existing facility, and answer questions (if any) to ensure an accurate price and expected services to accurately response to this RFP.

2.1 Task Descriptions

The selected contractor shall manage the operation of the CJIS Water Storage Tank, while meeting the following objectives:

• Provide personnel that is a certified WDS (Water Distribution System) Operator or higher in the State of West Virginia – proof of certification required

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• Work closely with the FBI COR (Contracting Officer Representative) and the WV DHHR and the EPA to operate the CJIS Water Storage Tank to provide a safe potable water supply

• Office location with in a fifty mile radius in order to provide an emergency response with in one hour

• Contractor to be on site three to five days per week or as necessary with Email follow up of site visit to Contracting Officer Represtive (COR)

• Ensure all requirements set-forth by the WV DHHR and the EPA to operate and maintain the CJIS WST are satisfied

• Work closely with FBI CJIS personnel that are considered Operators in Training (OIT’s) to mentor and assist in obtaining a future WDS certification

• Work closely with FBI personel and provide guidance on site Water Distrbution System operation – flushing procedures, valve rotations, hydrant flushing, etc.

• Maintain the functionality of the Stenner dosing pump, including the restocking of liquid sodium hypochlorite, repairing broken components, and performing required preventative maintenance as required by manufacture

• Maintain the functionality of the Krypton Multi-Total (70153000KI-TCL) Water Monitoring System – including repairing broken components, and performing required preventative maintenance as required by manufacture

• Perform daily, monthly, quarterly, annualy, Bi-annualy and Tri-annualy samples onsite as required (identified in the scope section of this document) by WV DHHR and the EPA

• Submit all water samples to certified lab testing facilities and collect results

• Submit all required reporting to satisfy requirements set forth by WV DHHR and the EPA

2.2 Position Qualifications

The selected contractor shall provide a certified WDS (Water Distribution System) Operator or higher in the State of West Virginia. Proof of this certification will be required. The contractor shall also be familiar with operating and maintaining an Stenner Chlorinator Pump and Krypton Multi-Total (70153000KI-TCL) Water Monitoring System equipment.

3 Place of Performance

The place of performance is the Federal Bureau of Investigations (FBI’s) CJIS Division located in Clarksburg, West Virginia (WV).

4 Period of Performance The period of performance for this effort will be as follows:

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PERIOD BEGIN END

Base Period 8/1/2025 7/31/2026

Option Period 1 8/1/2026 7/31/2027

Option Period 2 8/1/2027 7/31/2028

Option Period 3 8/1/2028 7/31/2029

Option Period 4 8/1/2029 7/31/2030

5 Hours of Operation

The FBI’s normal workday is typically be eight work hours a day plus a mandatory thirty minute lunch within the hours of 7:00 a.m. and 3:30 p.m. However, the selected contractor will be allowed site access 24/7/365 in order maintain the operation of the WST. Flexibility within the normal work day shall be coordinated with the Contracting Officer’s Representative (COR).

Unforeseen government shutdowns may also effect work hours.

6 Deliverables

The contractor shall provide the following deliverables:

• Provide status to the COR after each site visit detailing all actions taken and if any problems were found

• Provide monthly report on work performed, including samples taken and results

• Provide monthly status on reporting requirements submitted to the WV DEP

• Provide suggestions or changes needed (if needed)

7 Government Furnished Equipment or Information

N/A

8 Security Requirements

8.1 Safety and Environmental Regulations:

The Contractor is responsible for following all federal Occupational Safety and Health

Administration, state and local regulations, and FBI policies as they pertain to safety and health.

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The Contractor shall provide any information on their safety programs as requested by the CO or COR. The Contractor shall provide protection for CJIS employees who may be working or walking in the areas where work is performed. This may be through barricades, signs, or other means to inform or redirect employees from the hazards. The Contractor is responsible for any Personal Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI CJIS property. The Contractor is open for inspection, at any time, by the FBI Safety Staff while on site at the CJIS Division.

The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection Agency and West Virginia Department of Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on CJIS property and determine the need for and provide any personal protective items required for the safe performance of work.

8.2 Clearance Requirement for Personnel Access:

The Contractor providing services under this contract will not require access to classified information nor will they access any FBI information systems.

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures.

The FBI's CJIS Division requires that access approval and/or security clearance be granted by the FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have access to:

National Security Information; Sensitive but Unclassified (SBU) information; FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top Secret or Secret) and access level (escorted or unescorted) required are made by the FBI's SPM. The scope of the FBI security clearance background investigation to be conducted is determined by the level of clearance sought.

Contractors should be advised that:

Decisions concerning granting of access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual or any costs incurred by the contractor as a result of such denial.

The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

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Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences or other matter of concern to the FBI in deciding whether to grant access to its information, facilities, or property. Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns. Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictates that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

When authorized for site access, contractors shall report the following information to the CJIS Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status;

change in status of room/house mates; employment outside of the contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations (more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an FBI escort, knowledgeable in the tasking area, in situations where contracted services may affect the integrity of existing protection measures (i.e., IT system maintenance activities).

The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities.

The contractor agrees to immediately remove that individual from the FBI facility in such circumstances.

Access to national security information will be granted only to employees who are United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security.

In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security.

This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives. Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of the national security.

At the discretion of the FBI COTR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

The FBI will maintain a listing of contract employees who have been authorized access/clearance.

The contractor must provide personnel from this list to perform the requested services.

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Access to national security information:

Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non- FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the Contracting Officer's Technical Representative (COTR) the following properly executed forms. Forms shall be submitted sixty (60) days prior to beginning the stated contract tasks. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no returning site visits and requiring no system access:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

If possible, this paperwork should be provided to the CJIS Security Access Office by 12:00 p.m. on the day prior to the site visit.

Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

(3) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

More than ninety (90) days access, unescorted access and/or system access:

(1) CJIS Security Access Office Interoffice Memorandum "Cover

Sheet/Preliminary Check for Access" or FD-316 "Building Access Form"

(2) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

(3) SF-86 "Questionnaire for Sensitive Positions" (Note: An FD-484 is not used in conjunction with an SF-86)

Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer Security Awareness and Policy Briefing, and must execute the following:

(1) FD-868 "Nondisclosure Agreement" and/or an SF-312 "Classified Information Nondisclosure Agreement"

(2) FD-889 "Notice of Responsibility and Computer Security Awareness Certification"

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The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

Test software used on any FBI IT system shall not be removed from FBI control. Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

Under no circumstances will personally-owned or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to, or have processed data on an FBI IT system. The FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a vendor/contractor.

Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

To the extent possible, information shall be stored on FBI-owned storage media. Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel.

Exceptions can only be negotiated with, and granted by, the FBI Security Division, and are to be obtained in consultation with the CJIS Contract Administration Office (CAO), Information Technology Security Program (ITSP).

All connections to non-FBI networks will be approved on a case-by-case basis by the FBI Security Division and is to be obtained in consultation with the CJIS, CAO, ITSP. As part of this approval process, supporting documentation must be acquired.

The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be also be approved on a case-by-case basis by the FBI Security Division in consultation with the CJIS, CAO, ITSP.

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All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to: all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc. All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer Fraud and Abuse Act, National Security Act, or appropriate espionage statutes).

Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE)

The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor for any reason.

The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

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The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements. The frequency, scope, duration, and method for the audits shall be determined by the FBI.

The contractor will provide the FBI with original copies of all delivery documents (i.e., vendor packing slips) for GFE, including software, delivered directly from the vendor to a contractor site.

The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

The contractor will provide written notification, at least twenty four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

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(8) License Description

(9) Expiration Date

9 Government Representatives

9.1 Contracting Officer Representative

The Contracting Officer Representative (COR) will be identified via letter of COR delegation authority issued by the Contracting Officer (CO) for this contract. The COR is responsible, as applicable, for:

receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, filling in details or otherwise furnishing information necessary to accomplish the SOW; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the SOW, the CO will issue such changes.

9.2 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction that will modify the scope, schedule, terms and conditions, funding, or any other action that may modify the agreement as originally entered into with the Government must be given only by the CO.

This contract will be administered by:

Name: McKenzie Bucher

Title: Contracting Officer

Unit: Facilities Acquisition Unit

Address: Headquarters (located at CJIS Division)

Phone: 304-625-7792

10 Travel When required and authorized by the Contracting Officer, travel must be conducted in accordance with Federal Travel Regulations. Describe any travel requirements that are to be encountered in the performance of the service(s). At this time no travel is anticipated.

11 Applicable documents N/A