Attachment_A-_Drug_Free_Workplace_Program_Support_Services.pdf

Attachment A: Request for Quote (RFQ) 70RDAD19Q00000115

SECTION I - SUPPLIES OR SERVICES AND PRICE/COSTS

1.0 ORDER TYPE

This is a Time and Materials (T&M) Purchase Order for Drug Free Workplace Program Support Services for the Department of Homeland Security (DHS), Office of the Chief Human Capital Officer (OCHCO).

2.0 SCHEDULE B

See Attachment 1.

Item No. Description Unit of Issue

Quantity Unit Price

Extended Price

0001 Base Year: Drug Free Workplace Program Support Services in accordance with the Statement of Work and associated attachments.

1 LO

0002 Optional: Travel NTE $800.00

1 LO $800.00 $800.00

1001 Base Year: Drug Free Workplace Program Support Services in accordance with the Statement of Work and associated attachments.

1 LO

1002 Optional: Travel NTE $800.00

1 LO $800.00 $800.00

2001 Base Year: Drug Free Workplace Program Support Services in accordance with the Statement of Work and associated attachments.

1 LO

2002 Optional: Travel NTE $800.00

1 LO $800.00 $800.00

SECTION II - SPECIFICATIONS/STATEMENT OF WORK

1.0 PROJECT TITLE

Drug Free Workplace Program Support Services

2.0 BACKGROUND

Executive Order 12564, signed in 1986, established the goal of a Drug-Free Federal Workplace and made it a condition of employment for all Federal employees to refrain from using illegal drugs on and off duty. The following year, Congress passed Section 503 of the Supplemental Appropriations Act of 1987, Pub. L. 100-71, 101 Stat. 391, 468-471, codified at 5 U.S.C. §7301 note (1987), (hereafter, the “Act”) to establish uniformity among Federal agency drug testing plans, reliable and accurate drug testing, employee access to drug testing records, confidentiality of drug test results, and centralized oversight of the Federal Government’s drug testing program.

Since 1988, the oversight responsibility has been led by the White House Office of National Drug Control Policy (ONDCP), which convenes the interagency Coordinating Group Executive Committee, comprised of representative of the Department of Health and Human Services (HHS), Department of Justice (DOJ) and Office of Personnel Management (OPM).

The Office of the Chief Human Capital Officer (OCHCO) formulates plans, policies, and programs to manage the Department’s human resources. Currently, the OCHCO

• Develops and issues Human Resource (HR) plans, policies, and programs

• Oversees the Department's HR information technology systems

• Prepares plans and programs to streamline and improve HR management

• Develops legislative and regulatory proposals to achieve the Department’s HR management goals

• Develops the research base necessary for informed policy making in all areas of HR management

The regulations promulgated in 1987, require that all Federal agencies establish a drug testing program and ensure uniformity across the Federal workforce. In addition, the OCHCO, as the Human Capital Headquarters organization, has oversight responsibility for all delegated personnel programs. This includes establishing the policy framework of the Department’s Drug Free Workplace Program.

2.1 OBJECTIVE

The regulations promulgated in 1987, require that all Federal agencies establish a drug testing program and ensure uniformity across the Federal workforce. In addition, the OCHCO, as the Human Capital Headquarters organization, has oversight responsibility for all delegated personnel programs. This includes establishing the policy framework of the Department’s Drug Free Workplace Program.

3.0 SPECIFIC REQUIREMENTS/TASKS

3.1 Plan Management and Component Compliance

Contractor support is required to assist and support the Drug Program Administrator (DPA) and Drug Program Coordinators (DPCs) as the departmental plan and conforming Component plans are revised and updated, and as the department oversees the implementation of its Drug-Free Workplace Program. The contractor shall perform the following:

Draft DHS plan changes as requested; review and make recommendations on proposed changes to the DHS plan; prepare submission packages for HHS and Interagency Coordinating Group Executive Committee concurrence

Support the transition to a new DPA as required

3.2 Subject Matter Expertise

The Contractor shall advise the DPA and DPCs on questions about and challenges to DHS’ Drug-Free Workplace Program policies and Component procedures. Specifically, the contractor shall:

Upon request from the DPA or DPC the contractor shall provide subject matter expertise related to the Drug

Free Workplace policy, medical, forensic toxicology, and/or legal guidance Consolidate advice, references, and precedents responses within 48 hours or established deadline if different.

Track cases or situations, participate in staff discussions and analyses, and provide advice.

3.3 Data Analysis and Reporting

The Contractor shall prepare and provide DHS’ Annual Summary Report (ASR) data annually to HHS. The contractor shall preform the following:

Program an editable version of the data collection instrument for Component use Assist Components in completing the survey as requested Aggregate and summarize data; prepare presentation slides Prepare and submit consolidated DHS ASR data.

3.4 Training

The contractor shall ensure that the DHS drug-free workplace supervisor training course within the DHS LMS system is updated and current in accordance with HHS guidelines; provide employee education materials as requested; and deliver briefings as requested for new Component DPCs. Specifically, the contractor shall perform the following:

Update supervisor course slides and narrative as required to conform to the Mandatory Guidelines for Federal

Workplace Drug Testing Programs Provide employee education materials as requested Update reference materials for currency and provide DPC orientation briefings as requested.

Abbreviations Definitions ASR Annual Summary Report DHS Department of Homeland Security DFWP Drug Free Workplace DPA Drug Program Administrator DPC Drug Program Coordinator HHS Health and Human Services ICGEC Interagency Coordinating Group Executive Committee FY Fiscal Year OIG Office of General Counsel SAMHSA Substance Abuse and Mental Health Services Administration TDP Testing Designated Position

3.5 Program Management

The Contractor shall designate a Program Manager (PM) who will be responsible for the overall performance of the contract to include accurate and timely submission of invoices, monthly status reports, schedule travel, and develop cost estimates.

4.0 CONTRACTOR PERSONNEL

4.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW. See Attachment II, Labor Category Descriptions, Duties, and Qualifications. The Government requires that all of the Contractor personnel positions be filled immediately upon award.

4.2 Employee Conduct

Contractor employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations, and policies concerning safety and security.

4.3 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the purchase order. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.4 Non-Disclosure Agreement

All Contractor staff members are required to sign the DHS Non-Disclosure Agreement (Attachment IV) before initiating any work on this purchase order which will be provided at the time of award.

4.5 Travel

It is anticipated that travel outside of the Washington DC metropolitan area may be required in the performance of this purchase order. All travel and reimbursement for travel costs by the government shall be in accordance with the Federal Travel Regulations. The Contractor is required to obtain written approval from the COR prior to conducting non-local travel. Travel requirements will be limited to that required to perform the requirements of the purchase order.

The contractor shall be reimbursed for actual travel expenses incurred based on the fixed travel per diem rates and mileage rate for travel outside the Washington D. C. metropolitan area. The Contractor is required to obtain written approval from the COR or Contacting Officer prior to conducting non-local travel. Estimated travel will be agreed to within the purchase order.

The contractor will be responsible for travel arrangements for contractor personnel under this purchase order and for securing any required personnel clearances, as needed at various locations. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor’s facility will not be reimbursed.

5.0 OTHER APPLICABLE CONDITIONS

5.1 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer (CO) and the COR no later than ten (10) business days after the date of award or as otherwise scheduled by the CO. The Post Award Conference will be held at the Government’s facility, located at 301 7th Street, S.W., Washington, DC or via teleconference.

The date, time and office location will be provided after award by the COR.

5.2 Kick-Off Meeting

The Contractor shall attend a Kick Off meeting for this purchase order within ten (10) business days following award or as otherwise coordinated with the COR. The kick-off meeting will be held at the Government’s facility or via teleconference. The date, time, and office location will be provided after award by the COR and may be held concurrently with the Post Award Conference.

5.3 Monthly Purchase order Progress Report

The purchase order progress report shall be submitted in accordance with the purchase order progress report format found in Section III – Deliveries or Performance and delivered by the 5th day of the month following the previous month being reported and shall also include the following:

(a) Implementation task plan progress

(b) Highlight major accomplishments

(c) Summary of costs incurred

5.4 Progress Meetings

The Program Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place in a Government facility in the Washington Metropolitan Area or via teleconference.

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the workspace, equipment and supplies necessary to perform the on-site portion of contractor services required in this purchase order, unless specifically stated otherwise in this work statement. The contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this purchase order, and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear. The Government will provide all necessary information and data and documents to the contractor for work required under this purchase order.

The contractor shall use Government furnished information, data and documents only for the performance of work under this purchase order. It is the contractor’s responsibility to return all Government furnished information and data and documents to the Government at the end of the performance period. The contractor shall not release Government furnished information and data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

7.0 CONTRACTOR FURNISHED PROPERTY

The Government shall provide the on-site Contractor’s staff with computer workstations, cubicles, access to duplicating machines, miscellaneous office supplies, and phones. The phones shall be used for work purposes only or for emergency calls.

The Contractor shall use Government furnished information, data and documents only for the performance of work under the Purchase order, and shall be responsible for returning all Government Furnished information, data, and documents to the Government at the end of the performance period. The Contractor shall not release Government Furnished information, data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

The Contractor's employees shall keep the workstations neat and tidy. Personal items in the work area or hung on the cubicle walls must be kept to a minimum and must be in keeping with the professional image of the Department of Homeland Security. The Government reserves the right to require an employee to remove any item that violates Equal Employment Opportunity laws, has the appearance of harassment, or is not of a professional nature.

8.0 SECTION 508 COMPLIANCE

The Contractor shall ensure all electronic and information technology deployed in support of this purchase order is Section 508 compliant (please refer to FAR 39.2 or http://www.section508.gov).

http://www.section508.gov/

SECTION III -DELIVERIES OR PERFORMANCE

1.0 PERIOD OF PERFORMANCE

The period of performance for this purchase order will be a base period of twelve (12) months with two (2) 12-month option periods

2.0 PLACE OF PERFORMANCE

The primary place of performance shall be at the Contractor’s facilities.

3.0 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 8:00 AM and 6:00 PM EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. All contractor work outside these hours must be approved in advance via e-mail by the COR.

4.0 DELIVERABLES AND DELIVERY SCHEDULE

All deliverables shall reference the Contract Number and the Purchase order number. The contractor shall ensure and the Government will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with government policies, regulations, laws, and directives. Written documents shall be concise and clearly written.

1. Final documentation deliverables shall be provided in hard and soft copy using MS Office products as specified below. Daily, weekly, interim, informal deliverables and working-copy products may be provided by e-mail or disk, as arranged.

2. The government will have ten (10) business days to accept or reject Purchase order deliverables. If a deliverable is rejected and returned to the Contractor for revision, the Contractor shall provide the corrected deliverable within (5) five business days of notification of the request for revision. An e-mail will be sent to the contractor when a deliverable has been rejected or the reasons for non-acceptances.

The COR may reject or require correction of any deliverable.

3. All Deliverables shall be submitted to the COR identified in this purchase order. A copy of the

Monthly Status Report shall be submitted to the COR, TM, and CO.

The contractor shall ensure and the Government will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with government policies, regulations, laws, and directives. Written documents shall be concise and clearly written.

Item SOW

Reference Deliverable/Event Due By Distribution

Training

Develop and provide DPC Orientation & Reference Training Booklet.

Jan 2020

COR, PM,

Contracting Officer

2 Training Provide supervisor drug awareness education materials per SAMHSA.

As requested COR, PM, Contracting Officer

3 Training Provide employee drug prevention awareness education materials per

SAMHSA.

As requested COR, PM, Contracting Officer

4 Training Provide DPC orientation and DFWP update briefings.

Quarterly COR, PM, Contracting Officer

5 Training Provide updates to the DFWP online supervisor training course.

As required COR, PM, Contracting Officer

6 Data Analysis and Reporting

Provide an editable version of the ASR data collection instrument.

Jan 2020 COR, PM, Contracting Officer

7 Data Analysis and Reporting

Assist Components in completing the

ASR.

As requested COR, PM, Contracting Officer

8 Data Analysis and Reporting

Aggregate and summarize ASR data for submission to HHS.

Annually COR, PM, Contracting Officer

9 Data Analysis and Reporting

Prepare presentation slides reflecting departmental ASR data.

Annually, 30 days after ASR submission

COR, PM,

Contracting Officer

10 Data Analysis and Reporting

Prepare and submit consolidated DHS ASR data to HHS.

Annually (30 days after receipt of DHS data)

COR, PM,

Contracting Officer

11 Plan Management

Draft DHS responses to OIG, Congressional, or other high-level Inquiries regarding the DFWP.

As requested COR, PM, Contracting Officer

12 Plan Management

Prepare DFWP Plan and TDP List submission packages for HHS and ICGEC concurrence.

As requested COR, PM, Contracting Officer

13 Plan Management

Review and make recommendations on proposed changes to the DHS DFWP plan.

As requested COR, PM, Contracting Officer

14 Subject Matter Expertise

Provide DHS with guidance on DFWP cases or situations related to policy, procedures, forensic toxicology, and legal issues.

Within 48 hours or as agreed

COR, PM,

Contracting Officer

15 Subject Matter Expertise

Host and participate in conference calls with DHS DPA and provide meeting minutes.

Bi-weekly (every 2 weeks)

COR, PM,

Contracting Officer

SECTION IV - CONTRACT ADMINISTRATION DATA

1.0 CONTRACT ADMINISTRATION

This purchase order will be administered by:

Attn: Courtney Lewis, Contract Specialist OPO/DOAD/Mailstop 0115 U.S. Department of Homeland Security 245 Murray Lane, S.W.

Washington, DC 20528-0115 Phone Number: (202) 447-5625 E-mail: Courtney.Lewis@hq.dhs.gov

Attn: Tanya M. Hill, Contracting Officer OPO/DOAD/Mailstop 0115 U.S. Department of Homeland Security 245 Murray Lane, S.W.

Washington, DC 20528-0115 Phone Number: (202) 447-5511 E-mail: Tanya.Hill@hq.dhs.gov

2.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Attn: TBD, Contracting Officer’s Representative Office of the Chief Human Capital Officer/Mailstop 0170 U.S. Department of Homeland Security 245 Murray Lane, S.W.

Washington, DC 20528-0072 Phone Number: TBD E-mail: TBD

3.0 CONTRACTING OFFICER’S AUTHORITY

A warranted Contracting Officer is the only person authorized to issue modifications to the purchase order clause/provision contained elsewhere in this purchase order, the authority to modify the purchase order remains solely with the Contracting Officer. If the Contractor makes any purchase order changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the purchase order to cover any increases in charges that may result. The Contracting Officer has the authority to perform any and all post-award functions in administering and enforcing the proposed purchase order in accordance with its terms and conditions.

mailto:Courtney.Lewis@hq.dhs.gov mailto:Paula.Nusbaum@hq.dhs.gov

SECTION V - INVOICE AND PAYMENT PROVISIONS

1.0 Invoices shall be prepared in accordance with FAR Clauses 52.232-25 Prompt Payment and 52.212-4

Contract Terms and Conditions. In addition to invoice preparation as required by the FAR, the Contractor’s invoice shall include the following information:

a) Cover sheet identifying DHS;

b) Purchase Order Number;

c) Modification Number, if any;

d) DUNS Number;

e) Month services provided

2.0 The Contractor shall submit one invoice by the 5th business day of each month.

3.0 Contract Line Item Number (CLIN) for each billed item:

a) Labor Hours (LH) CLIN –The Contractor shall indicate the CLIN, SOW task reference number and task title; labor category; site location; percentage of time worked; staff name; total monthly hours for staff member; and labor rate in addition to the total monthly amount for staff member; total monthly hours for all staff per task and total monthly amount for all labor.

b) Travel (ODC) – The Contractor shall submit a copy of the written approval for travel with the invoice for travel. The Contractor shall submit all backup documentation to include receipts and an itemized detail of travel expenses when billing under this CLIN. Any invoices submitted for travel reimbursement without the proper supporting documentation may be rejected.

4.0 The Contractor shall submit invoices electronically to the address below:

E-mail: InvoiceMGT.Consolidation@ice.dhs.gov

5.0 Simultaneously provide an electronic copy of the invoice to the following individuals at the addresses below:

a) ATTN: Office of Procurement Operations/Courtney Lewis (Contract Specialist)

E-mail: Courtney.Lewis@hq.dhs.gov

b) ATTN: Office of Procurement Operations/Tanya M. Hill (Contracting Officer)

E-mail: Tanya.Hill@hq.dhs.gov

c) ATTN: Office of the Chief Human Capital Officer (OCHCO)/TBD (COR)

E-mail: TBD mailto:InvoiceMGT.Consolidation@ice.dhs.gov mailto:Tanya.Hill@hq.dhs.gov

SECTION VI – SPECIAL PURCHASE ORDER REQUIREMENTS

1.0 PERSONNEL QUALIFICATIONS

The contractor shall be responsible for employing technically qualified personnel to perform the work specified in this statement of work. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the government’s specifications and requirements. The work history of each contractor employee must contain experience directly related to work he/she is required to perform under this Purchase order. See Attachment II, Labor Category Descriptions, Duties, and Qualifications.

In addition, the contractor must have the demonstrated ability to reach out to a wide variety of subject matter experts in relevant fields, retain their services, and productively engage them in support of government requirements.

1.1 Level of Security Required

The highest level of security access required for this Purchase order is Suitability. Security clearances will be required at the time of contract performance.

2.0 DISCLOSURE OF INFORMATION - OFFICIAL USE ONLY

Each officer or employee of the Contractor or Subcontractor at any tier to whom “Official Use Only” information may be made available or disclosed shall be notified in writing by the Contractor that “Official Use Only” information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such “Official Use Only” information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions imposed by 18 United States Code (U.S.C.) Sections 641 and 3571. Section 641 of 18 U.S.C. provides, in pertinent part, that whoever knowingly converts to his use or the use of another, or without authority sells, conveys, or disposes of any record of the United States or whoever receives the same with the intent to convert it to his use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a fine or imprisoned up to ten (10) years or both.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information. The contractor shall ensure that all contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

3.0 STANDARD CONDUCT AT GOVERNMENT INSTALLATIONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the contractor of the responsibility to continue providing the services required under the purchase order. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency conduct, appearance and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary. The Contractor is also responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephones except as authorized.

In performing on-site work under this contract on a Government installation or in a Government building, the Contractor shall:

1.1 Conform to the specific safety requirements established by a purchase order.

1.2 Comply with the safety rules of the Government installation that concern related activities not directly addressed in this contract.

1.3 Take all reasonable steps and precautions to prevent accidents and preserve the life and health of Contractor and Government personnel connected in any way with performance under this contract.

1.4 Take such additional immediate precautions as the CO or COR may reasonably require for safety and accident prevention purposes.

1.5 Conform with all security requirements as specified in the DD Form 254, ‘Contract Security Classification Specification’ and security requirements as specified in individual purchase order

SOW.

4.0 EMPLOYEE IDENTIFICATION

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e- mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

5.0 SECURITY REQUIREMENTS

1. The procedures outlined below shall be followed in order for the DHS Security Office to process background investigations and suitability determinations, as required, in a timely and efficient manner.

2. Carefully read the security clauses in the contract. Compliance with these clauses is not optional.

3. Contractor employees (to include applicants, temporaries, part-time and replacement employees) under the contract, requiring access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. All background investigations will be processed through the DHS Security Office. Prospective Contractor employees shall submit the following completed forms to the DHS Security Office. The Standard Form 85P will be completed electronically, through the Office of Personnel Management’s e-QIP SYSTEM. The completed forms must be given to the DHS Security Office no less than thirty (30) days before the start date of the contract or thirty (30) days prior to entry on duty of any employees, whether a replacement, addition, subcontractor employee, or Contractor:

a) Standard Form 85P, “Questionnaire for Public Trust Positions”

b) FD Form 258, “Fingerprint Card” (2 copies)

c) DHS Form 11000-6 “Conditional Access To Sensitive But Unclassified Information Non-Disclosure Agreement”

d) DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

Only complete packages will be accepted by the DHS Security Office. Specific instructions on submission of packages will be provided upon award of the contract.

4. DHS may, as appropriate, authorize and grant a favorable entry on duty (EOD) decision based on preliminary suitability checks. The favorable EOD decision would allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered a determination that a full employment suitability authorization will follow. A favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude, or bar DHS from withdrawing or terminating access government facilities or information, at any time during the term of the contract. No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the Security Office.

Contract employees waiting for an EOD decision may begin work on the contract provided they do not access sensitive Government information. Limited access to Government buildings is allowable prior to the EOD decision if the Contractor is escorted by a Government employee. This limited access is to allow Contractors to attend briefings, non-recurring meetings and begin transition work.

5. The Contractor shall notify the DHS Security Office of all terminations/resignations within five (5) days of occurrence. The Contractor shall return to the Contracting Officer Representative (COR) all DHS issued identification cards and building passes that have either expired or have been collected from terminated employees. If an identification card or building pass is not available to be returned, a report shall be submitted to the COR, referencing the pass or card number, name of individual to who it was issued and the last known location and disposition of the pass or card.

6. When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor shall provide for the administrative control of sensitive data being processed.

Contractor personnel must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractors who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, whether or not the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

7. Failure to follow these instructions may delay the completion of suitability determinations and background checks. Note that any delays in this process that are not caused by the government do not relieve the Contractor from performing under the terms of the contract.

8. Your POC at the Security Office is:

DHS OCSO/PSD Security Customer Service Center Telephone: (202) 447-5010 E-mailbox: officeofsecurity@hq.dhs.gov

6.0 ADDITIONAL SECURITY REQUIREMENTS

DHS has determined that performance under the resulting award requires that the contractor, subcontractor(s), Contractor(s), etc., may have access to sensitive but unclassified (SBU) information. SBU is unclassified information for official use only. The government will make a suitability determination for contractor employees that do not have a security clearance and require access to SBU information. Security requirements and related information will be posted as an amendment to this Combined Synopsis/Solicitation.

mailto:officeofsecurity@hq.dhs.gov

7.0 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the COR prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

8.0 REPLACEMENT OF PERSONNEL

Any key personnel the contractor offers as a replacement must have the ability and qualifications equal to or better than the key personnel replaced. Requests to replace key personnel shall be submitted in writing to the Contracting Officer (CO) a minimum 30 days in advance of the replacement and must be approved by the CO before the replacement occurs. The request shall include an explanation of the circumstances necessitating the proposed replacement.

SECTION VII – PURCHASE ORDER CLAUSES

1.0 INCORPORATED BY REFERENCE

This document also includes one or more clauses by reference with the same force and effect as if they were given in full text in accordance with the Federal Acquisition Regulation (FAR) Clause 52.252-2, “CLAUSES INCORPORATED BY REFERENCE.” Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this address: http://acquisition.gov/

2.0 INCORPORATED BY FULL TEXT

52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the expiration.

(End of clause)

FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days;

provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed thirty-six (36) months.

(End of clause)

HOMELAND SECURITY ACQUISITION REGULATION (HSAR) CLAUSES

HSAR 3052.215-70 Key Personnel or Facilities [DEC 2003]

(a) The personnel or facilities specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel or facilities, as appropriate.

(b) Before removing or replacing any of the specified individuals or facilities, the Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this contract. The Contractor shall not remove or replace personnel or facilities until the Contracting Officer approves the change.

The Key Personnel or Facilities under this Contract:

Program Manager (PM) Forensic Toxicologist Expert http://acquisition.gov/

(End of Clause)

HSAR 3052.204-70 Security Requirements for Unclassified Information Technology Resources (JUN 2006)

(a) The Contractor shall be responsible for Information Technology (IT) security for all systems connected to a DHS network or operated by the Contractor for DHS, regardless of location. This clause applies to all or any part of the contract that includes information technology resources or services for which the Contractor must have physical or electronic access to sensitive information contained in DHS unclassified systems that directly support the agency’s mission.

(b) The Contractor shall provide, implement, and maintain an IT Security Plan. This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract.

(1) Within 30 days after contract award, the contractor shall submit for approval its IT Security Plan, which shall be consistent with and further detail the approach contained in the quoter's proposal. The plan, as approved by the Contracting Officer, shall be incorporated into the contract as a compliance document.

(2) The Contractor’s IT Security Plan shall comply with Federal laws that include, but are not limited to, the Computer Security Act of 1987 (40 U.S.C. 1441 et seq.); the Government Information Security Reform Act of 2000; and the Federal Information Security Management Act of 2002; and with Federal policies and procedures that include, but are not limited to, OMB Circular A-130.

(3) The security plan shall specifically include instructions regarding handling and protecting sensitive information at the Contractor’s site (including any information stored, processed, or transmitted using the Contractor’s computer systems), and the secure management, operation, maintenance, programming, and system administration of computer systems, networks, and telecommunications systems.

(c) Examples of tasks that require security provisions include--

(1) Acquisition, transmission or analysis of data owned by DHS with significant replacement cost should the contractor’s copy be corrupted; and

(2) Access to DHS networks or computers at a level beyond that granted the general public (e.g., such as bypassing a firewall).

(d) At the expiration of the contract, the contractor shall return all sensitive DHS information and IT resources provided to the contractor during the contract, and certify that all non-public DHS information has been purged from any contractor-owned system. Components shall conduct reviews to ensure that the security requirements in the contract are implemented and enforced.

(e) Within 6 months after contract award, the contractor shall submit written proof of IT Security accreditation to DHS for approval by the DHS Contracting Officer. Accreditation will proceed according to the criteria of the DHS Sensitive System Policy Publication, 4300A (Version 2.1, July 26, 2004) or any replacement publication, which the Contracting Officer will provide upon request. This accreditation will include a final security plan, risk assessment, security test and evaluation, and disaster recovery plan/continuity of operations plan. This accreditation, when accepted by the Contracting Officer, shall be incorporated into the contract as a compliance document. The contractor shall comply with the approved accreditation documentation.

(End of clause)

HSAR 3052.204-71 Contractor Employee Access – (SEP 2012)

(a) Sensitive Information, as used in this clause, means any information, which if lost, misused, disclosed, or, without authorization is accessed, or modified, could adversely affect the national or homeland security interest, the conduct of Federal programs, or the privacy to which individuals are entitled under section 552a of title 5, United States Code (the Privacy Act), but which has not been specifically authorized under criteria established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense, homeland security or foreign policy. This definition includes the following categories of information:

(1) Protected Critical Infrastructure Information (PCII) as set out in the Critical Infrastructure Information Act of 2002 (Title II, Subtitle B, of the Homeland Security Act, Public Law 107-296, 196 Stat. 2135), as amended, the implementing regulations thereto (Title 6, Code of Federal Regulations, Part 29) as amended, the applicable PCII Procedures Manual, as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the PCII Program Manager or his/her designee);

(2) Sensitive Security Information (SSI), as defined in Title 49, Code of Federal Regulations, Part 1520, as amended, “Policies and Procedures of Safeguarding and Control of SSI,” as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the Assistant Secretary for the Transportation Security Administration or his/her designee);

(3) Information designated as “For Official Use Only,” which is unclassified information of a sensitive nature and the unauthorized disclosure of which could adversely impact a person’s privacy or welfare, the conduct of Federal programs, or other programs or operations essential to the national or homeland security interest; and

(4) Any information that is designated “sensitive” or subject to other controls, safeguards or protections in accordance with subsequently adopted homeland security information handling procedures.

(b) “Information Technology Resources” include, but are not limited to, computer equipment, networking equipment, telecommunications equipment, cabling, network drives, computer drives, network software, computer software, software programs, intranet sites, and internet sites.

(c) Contractor employees working on this contract must complete such forms as may be necessary for security or other reasons, including the conduct of background investigations to determine suitability. Completed forms shall be submitted as directed by the Contracting Officer. Upon the Contracting Officer's request, the Contractor's employees shall be fingerprinted, or subject to other investigations as required. All Contractor employees requiring recurring access to Government facilities or access to sensitive information or IT resources are required to have a favorably adjudicated background investigation prior to commencing work on this contract unless this requirement is waived under Departmental procedures.

(d) The Contracting Officer may require the Contractor to prohibit individuals from working on the contract if the Government deems their initial or continued employment contrary to the public interest for any reason, including, but not limited to, carelessness, insubordination, incompetence, or security concerns.

(e) Work under this contract may involve access to sensitive information. Therefore, the Contractor shall not disclose, orally or in writing, any sensitive information to any person unless authorized in writing by the Contracting Officer. For those Contractor employees authorized access to sensitive information, the Contractor shall ensure that these persons receive training concerning the protection and disclosure of sensitive information both during and after contract performance.

(f) The Contractor shall include the substance of this clause in all subcontracts at any tier where the subcontractor

ALTERNATE I

(SEP 2012)

(g) Before receiving access to IT resources under this contract the individual must receive a security briefing, which the Contracting Officer’s Technical Representative (COTR) will arrange, and complete any nondisclosure agreement furnished by DHS.

(h) The Contractor shall have access only to those areas of DHS information technology resources explicitly stated in this contract or approved by the COTR in writing as necessary for performance of the work under this contract.

Any attempts by Contractor personnel to gain access to any information technology resources not expressly authorized by the statement of work, other terms and conditions in this contract, or as approved in writing by the COTR, is strictly prohibited. In the event of violation of this provision, DHS will take appropriate actions with regard to the contract and the individual(s) involved.

(i) Contractor access to DHS networks from a remote location is a temporary privilege for mutual convenience while the Contractor performs business for the DHS Component. It is not a right, a guarantee of access, a condition of the contract, or Government Furnished Equipment (GFE).

(j) Contractor access will be terminated for unauthorized use. The Contractor agrees to hold and save DHS harmless from any unauthorized use and agrees not to request additional time or money under the contract for any delays resulting from unauthorized use or access.

(k) Non-U.S. citizens shall not be authorized to access or assist in the development, operation, management or maintenance of Department IT systems under the contract, unless a waiver has been granted by the Head of the Component or designee, with the concurrence of both the Department’s Chief Security Officer (CSO) and the Chief Information Officer (CIO) or their designees. Within DHS Headquarters, the waiver may be granted only with the approval of both the CSO and the CIO or their designees. In order for a waiver to be granted:

(1) There must be a compelling reason for using this individual as opposed to a U. S. citizen; and

(2) The waiver must be in the best interest of the Government.

(l) Contractors shall identify in their proposals the names and citizenship of all non-U.S. citizens proposed to work under the contract. Any additions or deletions of non-U.S. citizens after contract award shall also be reported to the contracting officer.

(End of clause)

SECTION VIII

Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items

(This section will be removed upon award.)

1.0 SUBMISSION REQUIREMENTS

Each Quoter shall submit an electronic copy of their firm’s Quotation. The Quotation shall be submitted to the Contract Specialist, Ms. Courtney Lewis at Courtney.Lewis@hq.dhs.gov and the Contracting Officer, Ms. Tanya Hill at Tanya.Hill@hq.dhs.gov. All quotation submissions are due no later than 12:00 noon, Eastern Standard Time (EST) September 24, 2019.

1.1 Prospective Quoter Questions

All questions regarding this RFQ shall be submitted in writing to the Contract Specialist, Ms. Courtney Lewis at Courtney.Lewis@hq.dhs.gov and the Contracting Officer, Ms. Tanya Hill at Tanya.Hill@hq.dhs.gov. Questions are due no later than 10:00 am, Eastern Standard Time (EST), September 19, 2019.

Questions asked via telephone or voicemail will not be accepted and will not be addressed in any amendments to the

RFQ.

The Government recommends that the Quoter ensures that questions are written to enable a clear understanding as to the Quoter’s issues or concerns with the referenced area of the solicitation. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries or comments for this purpose and will not receive a response from the Government.

Answers to questions will be provided to all prospective Quoters, giving due regard to the proper protection of proprietary information. In order to receive responses to questions, Quoters shall cite, at a minimum, the section, paragraph, number, and page number in the format shown below. Statements expressing opinions, sentiments, or conjectures are not considered valid inquires or comments for this purpose and will not receive a response from DHS. Further, Quoters are reminded that the DHS will not address hypothetical questions aimed toward receiving a potential “evaluation decision” from the DHS.

When submitting questions and comments, please refer to the specific text of the RFQ in the following format:

Email “subject line” shall read:

RFQ No.: 70RDAD19Q00000115 – Questions Submitted (Contractor Name)

The table below may be included in the email or as a separate attachment but SHALL be in the below format.

Reference RFQ Section

Paragraph No. Page No.(s) Question

All questions will be answered in an amendment and provided to all Quoters. DHS will not attribute any question(s) asked to the submitting Quoter(s).

1.2 General Quotation Preparation Instructions

The Quotation shall clearly demonstrate the Quoter’s understanding of the overall and specific requirements of the SOW to convey the Quoter’s capabilities for transforming their understanding into accomplishments for performing the requirements.

mailto:Courtney.Lewis@hq.dhs.gov mailto:Tanya.Hill@hq.dhs.gov

Information requested herein shall be furnished in writing fully and completely in compliance with instructions.

The information requested and the manner of submittal is essential to permit prompt evaluation of all Quotations on a fair and uniform basis. Simple statements of compliance (i.e., “understood”; “will comply”) without the detailed description of how compliance will be met may not be considered sufficient evidence that the proposed services can technically meet the requirements of this RFQ. Accordingly, any Quotation in which material information requested is not furnished, or where indirect or incomplete answers or information are provided may be considered not acceptable for evaluation.

Changes to the Quotation by the Quoter shall be accomplished by amended page(s). Any changes from the original page shall be indicated by a vertical line, adjacent to the change, on the outside right margin of the page. The Quoter shall include the date of the amendment on the lower right edge of the page. Quotation amendments will be allowed only prior to the due date for Quotations.

The Contracting Officer will retain one copy of each quotation, successful and unsuccessful.

1.3 Quotation Preparation Costs

The Government will not pay any costs incurred by any Quoter in the preparation and submission of a quotation in response to this RFQ.

2.0…