SVTC_Solicitation_updated062111.docx

Federal Bureau of Investigation Solicitation No. 696940 Federal Bureau of Investigation

(FBI)

Request for Proposals For the Secure video teleconferencing (SVTC) PROGRAM

Prepared by:

Federal Bureau of Investigation (FBI) Finance Division, Procurement Section Contracting Officer: Beth Sammons 14800 Conference Center Drive, Suite 300 Chantilly, Virginia 20151

Contents

PART I - The Schedule Section A Solicitation/Contract Form See Attachment 4 for the SF-33.

The purpose for this solicitation is to create a non-personal services contract to provide worldwide support and maintenance for the Federal Bureau of Investigation’s Secure Video-Teleconferencing System (SVTC). This solicitation is issued as a Small Business Set-Aside in accordance with FAR Subpart 19.5. As such, it is reserved exclusively for participation by small business concerns.

B.1.1 SERVICES TO BE ACQUIRED

The successful offeror shall furnish the necessary management, personnel, facilities, and equipment (unless otherwise specified as being provided by the Government) to assume operation, maintenance, design, installation, and removal responsibilities for all current and future video teleconferencing (VTC) systems and custom conference rooms (VTC and/or audio-visual) located in FBI facilities world-wide. These contract services are required to ensure the FBI maintains a fully integrated and operational SVTC system at all its facilities. A full description of the services required is set forth in the Performance Work Statement (Section C).

B.1.2 CONTRACT TYPE

This contract will provide firm fixed-price services at two FBI facilities at Clarksburg, West Virginia, and Washington, DC. Additionally, the contract includes Indefinite Delivery, Indefinite Quantity (IDIQ) provisions that will allow for additional services to be tasked on a firm fixed-price basis for performance at any FBI location world-wide. See Section I for details regarding Ordering (FAR 52.216-18) and Order Limitations (52.216-19).

The contract will be structured as a performance based contract as required by the Federal Acquisition Regulation (FAR) Part 37, to include the incorporation of performance based payments as described in FAR Subpart 32.10. The Contractor’s performance will be measured against objective performance measures. Invoices submitted by the Contractor may be subject to deductions if the Contractor’s performance fails to achieve the Contractor’s promised performance, as set forth in this contract and as measured against this contract’s performance standards.

B.1.3 PERIOD OF PERFORMANCE

The period of performance for this contract will be a one year base period with four one-year priced option periods. The target commencement date is 1 October 2011. The Phase-In Period Option, to begin fifteen days prior to commencement of the base option year, will be exercised only in the event the incumbent contractor does not succeed itself. Each option period will be exercised based on contractor performance, continuation of need, and availability of appropriated funds.

B.2 CONTRACT LINE ITEM NUMBERS

Offerors shall insert their proposed prices in the following schedule of prices:

Phase In Period Option: 16 September 2011 through 30 September 2011(Projected)

BASE CONTRACT:

Base Contract Period of Performance: 12 Months Following Completion of Phase In Period

Base Contract Period of Performance: 12 Months Following Completion of Phase In Period

Base Contract Period of Performance: 12 Months Following Completion of Phase In Period

DO NOT BID

DO NOT BID

DO NOT BID

Base Contract Period of Performance: 12 Months Following Completion of Phase In Period (OPTION)

OPTION YEAR ONE:

Option Year One Period of Performance: 12 Months Following Completion of Base Contract Period

Option Year One Period of Performance: 12 Months Following Completion of Base Contract Period

Option Year One Period of Performance: 12 Months Following Completion of Base Contract Period

DO NOT BID

DO NOT BID

DO NOT BID

Option Year One Period of Performance: 12 Months Following Completion of Base Contract Period

OPTION YEAR TWO:

Option Year Two Period of Performance: 12 Months Following Completion of Option Year One

Option Year Two Period of Performance: 12 Months Following Completion of Option Year One

Option Year Two Period of Performance: 12 Months Following Completion of Option Year One

DO NOT BID

DO NOT BID

DO NOT BID

Option Year Two Period of Performance: 12 Months Following Completion of Option Year One

OPTION YEAR THREE:

Option Year Three Period of Performance: 12 Months Following Completion of Option Year Two

Option Year Three Period of Performance: 12 Months Following Completion of Option Year Two

Option Year Three Period of Performance: 12 Months Following Completion of Option Year Two

DO NOT BID

DO NOT BID

DO NOT BID

Option Year Three Period of Performance: 12 Months Following Completion of Option Year Two

OPTION YEAR FOUR:

Option Year Four Period of Performance: 12 Months Following Completion of Option Year Three

Option Year Four Period of Performance: 12 Months Following Completion of Option Year Three

Option Year Four Period of Performance: 12 Months Following Completion of Option Year Three

DO NOT BID

DO NOT BID

DO NOT BID

Option Year Four Period of Performance: 12 Months Following Completion of Option Year Three

This solicitation is structured to create a non-personal services contract to provide worldwide support and maintenance for the Federal Bureau of Investigation’s Secure Video-Teleconferencing System (SVTC). The Contractor shall assume operation and maintenance responsibilities for all current and future video teleconferencing systems and custom conference rooms (VTC and/or audio-visual) located in FBI facilities world-wide. This contract will include a firm fixed priced portion and an indefinite delivery/indefinite quantity (IDIQ) portion as described in this work statement. These contract services are required to ensure the FBI maintains a fully integrated and operational SVTC system at all its facilities. For information purposes, acronyms used in this performance work statement (PWS), along with definitions of terms, may be found as Attachment (1) in Section J.

C.1.1 Performance Based Contract The contract will be structured as a performance based contract as required by the Federal Acquisition Regulation (FAR) Part 37, to include the incorporation of performance based payments as described in FAR Subpart 32.10. The Contractor’s performance will be measured against objective performance measures. Invoices submitted by the Contractor may be subject to deductions if the Contractor’s performance fails to achieve the Contractor’s promised performance, as set forth in this contract and as measured against this contract’s performance standards. This Section C performance work statement, which provides a description of work to be performed under this contract, is augmented with information provided in the following sections:

Work to be performed by the Contractor requires submission of contract data requirements, to include reports and documents that are to be provided by the Contractor during contract performance. These Contract Data Requirements, which are considered an integral part of contract performance, can be found as Attachment 2 in Section J.

(The list of documents required from offerors that will be evaluated for purposes of source selection are not listed as a Contract Data Requirements. These can be found in Section L, “Instructions to Offerors.”)

C.2 SCOPE OF WORK

The purpose for this contracted effort is to ensure all new and/or upgraded equipment included in the FBI’s Secure Video-Teleconferencing system is fully operational; fully in compliance with industry standard network requirements; and fully integrated with the FBI’s SVTC and Secure wide-area networks.

The Contractor shall provide qualified personnel, services, materials, equipment, supplies and facilities necessary to perform the work as detailed below. A list of systems that are currently installed is provided in Section J as Attachment 3. A list of offices where SVTC systems are currently installed or where they may be installed during the life of this contract, may be found at http://www.fbi.gov/contact-us/field and http://www.fbi.gov/contact-us/legat. Travel to these sites, when required, will be tasked under separate orders.

SVTC SYSTEM UPGRADES

Significant changes in system design and configuration, to include changes in the hardware and software required to support these systems, is anticipated during the life of this contract. These upgrades can be expected to result in significant changes in the system design and configuration in use by the FBI. One technology currently under evaluation is the interactive whiteboard, which involves a large interactive display that connects to a computer and projector. The Contractor will be kept advised regarding planned changes in system design as these decisions are made. It is expected that the Contractor shall maintain a workforce capable of maintaining technical proficiency and required certifications to perform work on new systems over the life of this contract, at no additional cost to the Government.

Failure of the Contractor to maintain a trained and certified workforce with the technical proficiency to perform required work on current and future SVTC components shall constitute grounds for any remaining contract options not to be exercised or for termination of this contract.

C.2.1 PHASE-IN PERIOD (CLIN 0001)

The Contractor is expected to begin performance in meeting all contract requirements as set forth in Section F (Period of Performance). To minimize any decreases in productivity and to prevent possible negative impacts on continuing services, the Contractor shall have personnel on board during the fifteen (15) day phase in period. Full compliance with all contract requirements shall not begin until the Contractor has completed this phase in period. During the phase in period, the Contractor shall become familiar with operational requirements in order to commence full performance of services on the contract start date. Should the Contractor find that less than this scheduled time is required to begin operations--and the Government agrees--the Contractor shall be entitled to the full amount of the Phase In Period payment, as set forth in Section B, and may then commence full contract performance. The Phase-In Period is applicable only to non-incumbent Contractors. Should the incumbent Contractor succeed itself, there will be no Phase-In Period. In any event, the Quality Assurance Surveillance Plan shall be held in abeyance during the first two weeks of contract performance. (See Section E.)

C.2.2 FIRM FIXED PRICED WORK (CLIN 0002)

The firm fixed price work described herein includes the Contractor’s responsibilities to perform the tasks set forth in this section. This work involves providing support services at the FBI’s Clarksburg, West Virginia, facility and at the FBI’s Headquarters offices in Washington, DC. Absent written authorization from the Contracting Officer, the Contractor shall not use staff assigned to support either the Clarksburg facility or to the Washington headquarters interchangeably, nor to support performance of IDIQ requirements which will be tasked under separate orders.

By way of historical workload information, current staffing at the Clarksburg facility includes eleven (11) employees and current staffing at the JEH Headquarters includes four (4) employees. The skills historically provided by these employees are listed in Section J as Attachment 12. The Government will entertain proposals for staffing different from these staffing levels—either fewer or greater, and/or with different types of skill mixes—if it can be shown that changes will result in high quality services that can be provided economically, without jeopardizing the accomplishment of the SVTC mission. For comprehensive information regarding proposal submission and evaluation see Section L regarding instructions to offerors and Section M for proposal evaluation information.

A. CLARKSBURG VIDEO OPERATIONS (CLIN 0002A)

The mission of the FBI’s Clarksburg, West Virginia, Video Operations Center (VOC) is to operate, monitor and schedule secure (Secret and Top Secret) videoteleconferences in support of the FBI’s mission. The Contractor shall staff the VOC from 7:00 AM to 6:30 PM Monday through Friday, excluding federal holidays. Additional information regarding performance requirements, to include identification of federal holidays, can be found in Section F. The Contractor shall maintain an adequate staff of trained and qualified personnel with requisite Top Secret/Sensitive Compartmented Information (TS/SCI) security clearances at the VOC to perform the following:

(1) Operate and maintain the primary SVTC Program and network from the Video Operations Center (VOC).

i. “Operate” shall include staffing a Help Desk located at the VOC during designated hours with personnel who will operate, monitor and schedule multi-point and point-to-point (PTP) video conferencing using SVTC management tools located in the VOC; answer technical and operational questions regarding the system; and coordinate and schedule all remote maintenance and installation support. Additionally, these personnel must be capable of diagnosing and otherwise trouble-shooting problems identified by callers calling from any FBI site world-wide.

ii. “Maintenance” shall include installing software and refreshing the system, as required, to ensure the system is kept technically current, fully operational, and secure at all times.

(2) Maintain an accurate inventory of the SVTC system and its components using the FBI’s property and supply chain management application.

(3) Train FBI personnel on the use of the system. Training may be face-to-face at the Clarksburg facility or may be conducted virtually over the telephone or using the SVTC system for personnel located at any other facility.

(4) Provide personnel to assist with satellite maintenance support services, to include the Satellite Diversity program and the Investigated Application Facility (IAF) Data Center.

(5) Maintain the Trouble Tickets Tracking System.

(6) Open Service Center Tickets on the FBI’s system for all trouble calls at the onset of any work performed.

(7) Perform weekly backups of all management platforms and Multi-Channel Control Unit (MCU) configurations.

(8) Operate, configure, monitor and troubleshoot network bridges Multi-Access Control Units (MCU) and SVTC management platforms.

(9) Operate, configure, monitor and troubleshoot network gatekeepers.

(10) Perform on-site preventive and scheduled maintenance.

(11) Provide on-site support for the Video Streaming Network, to include support for remote live video uplinks, remote broadcasting, and its remote users.

(12) Manage the FBI’s On-Line User Survey Database and track feedback from end users to ensure problems were satisfactorily handled.

(13) Provide on site support for the broadcast television facility. Duties include, but are not limited to, filming events; operating Rushworks REMO and NewTek Tricaster equipment; and performing post-production audio and video editing.

(14) Provide on-site support for the Closed Captioning project, to include: effect video conversion from VHS to DVD, or to video file, both with and without captions; providing video content to Closed Captioning personnel; and providing maintenance of captioning PCs and software.

(15) Operate, configure, and maintain the unclassifed video and audio bridge;

(16) Provide on site support for the Digital Signage Network and its remote users.

B. FBI HEADQUARTERS OPERATIONS (CLIN 0002B)

Provide an adequate staff of personnel with requisite Top Secret/Sensitive Compartmented Information (TS/SCI) security clearances to perform the following services at the FBI’s J. Edgar Hoover Headquarters Building in Washington, DC (“JEH”). The Contractor shall staff the JEH from 6:00 AM to 6:30 PM Monday thru Friday, excluding federal holidays. (Additional information regarding performance requirements, to include identification of federal holidays, can be found in Section F.) Performance requirements include the following:

(1) Operate and maintain the SVTC system and a limited backup SVTC control center installed at JEH. Maintenance shall include: installing software and refreshing the system, as required, to ensure the system is kept technically current, fully operational, and secure at all times;

(2) Troubleshoot to diagnose problems with conference room endpoints with video and/or audio problems;

(3) Perform maintenance on all SVTC equipment at JEH;

(4) Provide on-site support to the Bonaparte Auditorium located for all “live” (Web Streaming) broadcasts or conferences are scheduled;

(5) Provide direct operational support and training to FBI Senior Management, to include the Director and his staff, as required

(6) Answering users’ technical and operational questions, to include training FBI personnel on the use of the system.

(7) Open Service Center Tickets using the FBI’s system at the outset of any work performed, as directed, for all trouble calls;

(8) Provide support for FBI offices in close proximity to JEH.

C. PROGRAM MANAGEMENT (CLIN 0002C)

The Contractor shall provide a Program Manager (PM) located at the Clarksburg facility who shall be responsible for the performance of all contract requirements. The Contractor shall identify, in writing, to the Contracting Officer and the COTR, the PM along with an alternate who shall act in the absence of the PM. Information provided by the Contractor shall include the names, addresses, and phone numbers (to include emergency contact phone numbers) of the PM and the PM’s alternate. The PM or, in the PM’s absence the designated alternate, shall have full authority to act for the Contractor on all matters relating to daily operation of this contract, to include signing and accepting task orders and management of the following:

(1) The contract is properly and adequately staffed with cleared and qualified personnel capable of performing all contract requirements;

(2) Ensures all contract requirements are performed in a way that maintains security integrity at all levels and at all times;

(3) All contract data requirements are accurate and are delivered correctly and on time;

(4) All remote maintenance support is correctly identified, tracked, scheduled, and coordinated;

(5) SVTC conferences are properly and correctly scheduled for FBI customer clients;

(6) All required support services are efficiently and effectively managed at the Clarksburg facility and the JEH Headquarters facility;

(7) A robust and effective Quality Management System is maintained. (See Section E.);

(8) A procedure is developed and followed for creating, pricing, and managing proposals for performing IDIQ work. (See Section J, Attachment 08.)

(9) All IDIQ task orders are created and performed promptly and correctly, and work is performed on time and at the agreed prices.

(10) Develop and keep current an Operations Manual that details processes and procedures, to include quality control procedures, for operating and maintaining the SVTC. The Operations Manual shall include Continuity of Operations

(11) Ensure Software Programming Documentation is captured and recorded at the completion of each project.

C.2.3 INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ) WORK (CLIN 0003)

Task orders to accomplish IDIQ work shall be drafted by the Contractor in accordance with procedures set forth in Attachment 08 in Section J. A firm fixed price will be established and agreed to for each task order, using labor rate prices as set forth in Section B, prior to the commencement of work. Costs incurred by the Contractor in performance of any task that exceeds the task order amount will be at the Contractor’s expense.

These tasks will require the Contractor to provide personnel with a minimum of a Secret clearance to perform the following services within specified timelines at FBI offices and facilities world-wide. Absent specific direction in a task order that a TS/SCI clearance is required, the Contractor may assume that requirements to perform assigned tasks will require personnel with Secret clearances. The scope of work that will encompass tasks assigned shall include the following:

1. Travel to FBI sites for purposes of: operating, maintaining, or troubleshooting the SVTC system or the Satellite Diversity system; inventorying SVTC system components; and/or to training FBI personnel. (Travel expenses will be managed under CLIN 0004, identified below.)

1. Install and make operational hardware and software, ensuring all installed equipment complies with network requirements and full integration with the SVTC and Secure wide-area networks.

1. Provide designs and detailed priced proposals for building out, constructing, and integrating SVTC systems in new or refurbished conference room facilities.

1. Remove and properly dispose, as instructed, SVTC equipment and related Government property at end of system life.

1. Develop and provide Training and User Guides. Upon completion of an installation, Contractor will provide Training and User Manual in hard copy and electronic copy. Effect amendments to the documentation as requested by customer for up to 90 days after completion.

1. Provide “As-Built” drawings and documentation at the completion of each project, as tasked in specific task orders.

1. Contractor shall assume operation and maintenance responsibilities for all existing VTC systems and custom conference rooms (VTC and/or A/V).

C.2.4 TRAVEL AND OTHER DIRECT COSTS (CLIN 0004)

A. TRAVEL (CLIN 0004A)

The FBI has 56 field offices (also called divisions) centrally located in major metropolitan areas across the U.S. and Puerto Rico. Within these field offices are approximately 400 resident agencies located in smaller cities and towns. Additionally, the FBI staffs offices—called legal attachés, or legats—in U.S. embassies around the globe. The Contractor should anticipate the need to travel to any of these locations for purposes of performing IDIQ tasks awarded under this contract. Information regarding the location of these offices is available at http://www.fbi.gov/contact-us/field and http://www.fbi.gov/contact-us/legat. Travel expenses, to include lodging and per diem when required, will be reimbursed to the extent authorized and allowed by Federal Travel Regulations. These regulations can be found at http://www.gsa.gov/portal/content/102886. Lodging and per diem rates applicable for travel overseas are available from the U.S. State Department website at http://aoprals.state.gov/content.asp?content_id=184&menu_id=81.

B. OTHER DIRECT COSTS (CLIN 0004B)

Unless stated to the contrary in each task order, acquisition and delivery of equipment to each site will be the responsibility of the Government. Contractor acquired materials will be limited to cables, connectors, fasteners, et cetera, that may be required at a work site to complete an installation. When acquired by the Contractor such materials will be separately identified in the Contractor’s invoice and reimbursed by the Government at cost to the Contractor, with no allocation of fee or company expenses. See Attachment 08 in Section J for additional information regarding preparation of documentation associated with task orders.

C.2.5 FIRM FIXED PRICED WORK OPTION: 24/7/365 OPERATIONS (CLIN 0005)

Expanding work requirements may make it necessary for the FBI to extend hours for the Clarksburg and Headquarters SVTC operations to operate on a full time (24 hours per day, 7 days per week, every day of the year) schedule. The optional work priced as CLINs 0005A and 0005B addresses only the incremental amount of work that will be required, over and above the work described in paragraph C2.2 above.

The Government reserves the right to exercise either or both the options priced as CLINs 0005A and 0005B. These options may be exercised at any time during the life of the contract. The price for an option exercised at a time other than at the beginning of a fiscal period will be prorated, assuming a standard 30-day month. Should only one option be exercised (i.e., only CLIN 0005A), the Government reserves the right to exercise the second option at a later date. The Government will provide the Contractor thirty (30) calendar days notice prior to exercising an option. The firm fixed priced work addressed here includes the Contractor’s responsibilities to perform the following.

A. CLARKSBURG VIDEO OPERATIONS OPTION: 24/7/365 OPERATIONS (CLIN 0005A)

The mission of the FBI’s Clarksburg, West Virginia, Video Operations Center (VOC) is to operate, monitor and schedule secure (Secret and Top Secret) videoteleconferences in support of the FBI’s mission. The Contractor shall maintain a qualified and adequate staff of personnel with requisite Top Secret/Sensitive Compartmented Information (TS/SCI) security clearances at the VOC 24 hours per day, seven days per week, every day of the year (“24X7X365”). In addition to the requirement to perform all work as set forth in Section C2.2A above (“Clarksburg Video Operation”), the Contractor shall also develop and keep current an operations manual that details processes and procedures, to include quality control procedures, for operating and maintaining the SVTC on a 24X7X365 basis.

B. FBI HEADQUARTERS OPERATIONS OPTION: 24/7/365 OPERATIONS (CLIN 0005B)

Provide an adequate staff of personnel with requisite Top Secret/Sensitive Compartmented Information (TS/SCI) security clearances to perform the following services at the FBI’s J. Edgar Hoover Headquarters Building in Washington, DC (“JEH”). The Contractor shall maintain a qualified and adequate staff of personnel with requisite Top Secret/Sensitive Compartmented Information (TS/SCI) security clearances at the JEH 24 hours per day, seven days per week, every day of the year (“24X7X365”). In addition to the requirement to perform all work as set forth in Section C2.2B above (“FBI Headquarters Operations”), the Contractor shall also develop and keep current an operations manual that details processes and procedures, to include quality control procedures, for operating and maintaining the SVTC at JEH on a 24X7X365 basis.

The Contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and non-personnel services necessary to perform all requirements as set forth in this work statement except for those materials and services described below that shall be provided as Government-furnished. The Contractor’s service providers, to include the Contractor’s employees and all subContractors, performing these services shall be accountable solely to the Contractor who, in turn is responsible and accountable to the Government.

C.3.2 COMPLIANCE WITH THE SERVICE CONTRACT ACT

The Service Contract Act of 1965 (as amended) requires all Contractors performing on service contracts in excess of $2,500 to which no predecessor Contractor’s collective bargaining agreement applies pay their employees at least the wages and fringe benefits found by the Department of Labor to prevail in the locality. Additional information regarding compliance with this Act may be found in Section I and in FAR Subpart 22.10. The prevailing wage determinations for Clarksburg, West Virginia, and Washington, DC, are included in Section J as Attachment 5. Prevailing wage information is available from the Department of Labor website at http://www.wdol.gov/sca.aspx#0.

C.3.3 CONTRACTOR PERSONNEL REQUIREMENTS

The equipment included in the Government’s SVTC inventory may only be installed, removed, repaired, and/or maintained by trained personnel who hold requisite certificates to perform such work. The Contractor shall ensure that only certified technicians work on these equipments. Documentation attesting to certifications held by each employee shall be maintained by the Contractor and shall promptly be made available for inspection by the COTR on request.

Additionally, the Contractor should expect that IDIQ task order requirements will generally require personnel holding both Secret security clearances and audio-visual Certified Technology Specialist (CTS) certifications identified below to be available to perform contract work on relatively short notice. Information regarding CTS certification can be found at www.infocomm.org/cps/rde/xchg/infocomm/hs.xsl/certification.htm

· Certified Technology Specialist--Level I

· Certified Technology Specialist--Design (CTS-D)

· Certified Technology Specialist--Installation (CTS-I)

C.3.3.1 KEY PERSONNEL

The following management positions are considered "Key Personnel" in support of this contract initiative.

(1) Program Manager – At a minimum, an employee shall be available that has the capability to authorize task orders, ensure that the contract is properly and adequately staffed with cleared and qualified personnel capable of performing all contract requirements, ensures all contract requirements are performed in a way that maintains security integrity at all levels and at all times, and is accountable for quality and timely delivery of contractual items.

(2) Quality Control Manager (if not a responsibility of the Program Manager) – At a minimum, an employee shall be available who has the responsibility for maintaining an effective quality control system as identified in Section E .

The Contractor shall notify the Contracting Officer at least thirty (30) days prior to making any changes in key personnel. The Contractor must demonstrate that the qualifications of personnel identified as Key Personnel are equal to or better than the qualifications of the personnel being replaced. Notwithstanding any of the foregoing provisions, key personnel shall be furnished unless the Contractor has demonstrated to the satisfaction of the Contracting Officer that the qualifications of the proposed substitute personnel are equal to or better than the qualifications of the personnel being replaced.

C.3.3.2 IDENTIFICATION OF CONTRACTOR EMPLOYEES

Security requirements will require that all Contractor personnel, to include employees and subContractors, wear identification badges when at Government facilities. The Contractor shall provide each employee an identification (ID) badge on contract start or employment start date. The ID badge shall be made of nonmetallic material, easily readable, and include employee’s name, Contractor’s name, functional area of assignment, and color photograph. Contractor personnel shall wear their company ID badge; a Government-provided ID badge; or both, as directed by regulations and procedures in effect at any specific Government facility, at all times when performing work under this contract, to include attending Government meetings and conferences. Each Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when local regulations, safety, or health reasons prohibit such placement.

When attending meetings and working in facilities where their Contractor status is not obvious to third parties, Contractor employees are required to identify themselves as such to avoid creating an impression that they are Government officials. These procedures will be in addition to other security requirements as set forth in this contract.

C.3.4 MANAGEMENT OF PROPERTY

C.3.4.1 MANAGEMENT OF GOVERNMENT PROPERTY

The Government will furnish the necessary workspace for the Contractor staff to provide the support outlined in this PWS to include desk space, telephones, and related equipment to the extent that such space and equipment is available. Questions and issues related to this requirement shall be directed to the COTR. Issues that may affect the Contractor’s ability to successfully accomplish contract requirements shall be addressed, in writing, to the Contracting Officer.

Government property made available to the Contractor for purposes of performing this contract will be managed in accordance with FAR 52.245-1, “Government Property.” (See Section I, “Contract Clauses.”)

The Contractor shall be responsible for the proper care, safeguarding, and use of all FBI property, including software, in its custody. The Contractor has no authority to donate, destroy, transfer (to including transfer to a vendor or other Contractor for repairs), or cannibalize FBI or other Government property where title is held by the Government. The Contractor shall obtain written approval and instructions from the Government for all Government property that requires shipment to or from a facility; or that is no longer serviceable; or that is no longer required for the completion of the contract. See Section D, “Packaging and Marking,” for additional information.

C.3.4.2 MANAGEMENT OF CONTRACTOR PROPERTY

When authorized by the COTR and in accordance with site safety and security procedures applicable to any site, the Contractor may bring Contractor Furnished Property (CFP), to include equipment or materials, onto Government facilities to the extent required to perform requirements set forth in this Performance Work Statement. All CFP shall be prominently labeled or otherwise marked to indicate that it is the property of the Contractor. The Contractor shall maintain an automated inventory of all CFP, to include software that is introduced to any Government site. The Contractor’s inventory records will include the following items to the extent applicable:

· Software Description and License Number

Property on any Government site that cannot positively be identified as Contractor property shall be assumed to be Government property.

C.3.4.3 INVENTORY OF GOVERNMENT PROPERTY

The contractor shall maintain a list of all hardware/software installed at FBI facilities. This inventory list shall also identify all items covered under a warranty and warranty expiration dates for those items. The inventory shall include the following information at a minimum:

· Government assigned property number

· Government site location where kept

· FBI Contract Number

· Description (Nomenclature)

· Manufacturer

· Model Number

· Serial Number

· Software Description and License Number (if applicable)

The format for this inventory shall be maintained in Microsoft Access or Excel, or in a software format currently compatible with, or in use by, the FBI CJIS Division. The format shall be approved by the Contracting Officer’s Technical Representative (COTR). This inventory shall be made available to the FBI, upon request, in both soft and hard copy.

C.3.4.4 DISPOSAL OF GOVERNMENT PROPERTY

The disposal of government property must be coordinated with the COTR and be conducted in accordance with FAR Part 45, Federal Property Management Regulations, and FBI policies.

C.3.5 SAFETY REQUIREMENTS

The Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA). Current OSHA regulations may be found at http://www.osha.gov.

C.3.6 SECURITY REQUIREMENTS

The Contractor shall be responsible for complying with all security requirements set forth in this contract, to include all requirements as detailed in Section J, Attachment 7.

C.3.7 CONTRACTOR DATA REQUIREMENTS

A comprehensive list of all contract data requirements, to include reports and documents that are to be provided by the Contractor during contract performance, are included on the Contract Data Requirements List provided as Attachment 2 in Section J. Additionally, Data Item Descriptions (DIDs) are provided that include instructions pertaining to each data item. Unless directed to the contrary, all data provided to the Contracting Officer or the COTR, to include correspondence, shall be delivered via electronic means, and all records will be maintained as electronic records. See Section D for information regarding the marking of all items delivered to the Government under this contract.

C.3.8 CONTRACT QUALITY MANAGEMENT (Section E) Contract quality shall be managed in accordance with FAR Part 46. Government and Contractor actions specific to this contract are set forth in Section E, which includes performance standards applicable to this contract and procedures for managing this effort as a performance based contract.

The Contractor agrees to attend any post-award conferences convened by the Contracting Officer. The Contracting Officer, COTR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor regarding how the Government views the Contractor's performance, and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

C.3.9 PERIOD OF PERFORMANCE (Section F) Information concerning the contract period of performance is set forth in Section F of the solicitation.

C.3.10 CONTRACT ADMINISTRATION (Section G) The Contractor shall only conduct contractual business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the Contracting Officer’s Technical Representative (COTR) and the contracting officer. See Section G for additional information regarding administration of this contract.

C.3.11 IDIQ TASK ORDER PROCEDURES

Procedures for managing all task orders associated with this contract are detailed in Attachment 08 in Section J. The Contractor is responsible for managing and maintaining current, accurate, and complete documentation associated with the IDIQ process at the Clarksburg facility. These documents, which shall be available for inspection by the COTR or Contracting Officer on request, shall become the property of the Government on completion of this contract. The Contractor may retain a copy of IDIQ documentation during and following completion of this contract.

All deliveries to the FBI shall comply with packaging, shipping, and marking requirements as follows:

Packaging and marking of all items shall be in accordance with the best commercial practice necessary to ensure safe and timely delivery at destination, in accordance with the applicable security requirements.

All data and correspondence submitted to the Contracting Officer or the Contracting Officer's Technical Representative (COTR) shall reference the contract number and the name of the Contracting Officer or COTR as appropriate. A copy of all correspondence sent to the COTR shall be provided to the Contracting Officer.

Shipments will be marked in accordance with Federal Standard 123, “Marking for Commercial Shipment.” This standard can be obtained at: https://hvsc.gsa.gov/Marking_Labeling_Packaging/FEDSTD123H.pdf and also as Attachment 6.

D.2 Shipments to the FBI

D.2.1 Coordination With the COTR Deliveries to the FBI shall be coordinated with the COTR. The Contractor shall provide written electronic notice a minimum of one full working day in advance of anticipated deliveries of all items, to include software, to an FBI location. The written notification shall provide an itemized list of hardware and software being delivered, to include the following information:

1. Consignor (the “ship from”) information, to include the Contractor’s name, address, phone number, and email address;

2. Consignee (the “ship to”) information, to include the COTR (or other recipient’s) name, address, phone number, and email address;

3. The applicable contract number and, if applicable, task order and/or CLIN numbers;

4. Any applicable project number;

5. The following information for each item in the shipment:

a. FBI or CJIS Property Number (if applicable)

b. Item descriptions, to include whether the items are hardware, software, or other, and manufacturers and model numbers

c. Software License Descriptions, Versions, and Expiration Dates (if applicable)

d. Terms of any remaining manufacturer warranties

e. Unit cost/price, quantities, and extended value

f. Condition codes for each item

6. The reason the property is being shipped

D.2.2 Property Condition Codes Property condition codes to be used are as follows. (See D2.1(5)(f) above):

D.2.3 Marking of Property Each piece of property will be clearly labeled regarding the ownership of the property (FBI or Contractor). FBI property shall not be intermingled with Contractor-owned property or any other property not owned by the FBI, unless necessary for the completion of the contract.

D.2.4 Packing Lists All items shipped or delivered to the FBI shall be accompanied by a packing list or other suitable…