70RDAD20Q00000024 Request for Quotation.pdf

70RDAD20Q00000024

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

02/14/2020

1 46

Office of Procurement Operations Dept. Operations Acquisition Div.

245 Murray Lane, SW, #0115

U.S. Dept. of Homeland Security

Washington DC 20528-0115

Multiple

Department of Homeland Security

245 Murray Lane Mailstop 0305

Washington

DC 20528

202 447-5527Nolan Brown

02/27/2020 1000 ES

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

This is a Solicitation to obtain graphic design and layout services through the General Services Administration (GSA), Federal Supply Schedule (FSS), Contract 541 Advertising & Integrated Marketing Solutions for the Department of Homeland Security (DHS), Office of the Citizenship and Immigration Services Ombudsman (CISOMB) Annual Reports in accordance with DHS requirements and the Statement of Work (SOW).

0001 Layout and Design of the FY 2020 CISOMB Annual 1 LO Report - Full Print ready Indesign Suite 6 copy of the FY 2020 Annual Report - up to 100 pages.

(FFP)

Product/Service Code: T001 Product/Service Description:

Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 46

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70RDAD20Q00000024

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 05/05/2020 to 01/04/2021

0002 Surge CLIN (Optional Line Item) - Additional Page 25 EA

Count up to twenty five (25) pages (FFP per page)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 05/05/2020 to 01/04/2021

0003 Surge 1 LO

Brochure or other materials to include direct cost

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Period of Performance: 05/05/2020 to 01/04/2021

1001 Option Year 1 - Layout and Design of the FY 2021 1 LO

CISOMB Annual Report - Full Print ready Indesign

Suite 6 copy of the FY 2021 Annual Report - up to

100 pages. (FFP)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2021 to 01/04/2022

1002 Surge CLIN (Optional Line Item) - Additional Page 25 EA

Count up to twenty five (25) pages (FFP per page)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2021 to 01/04/2022

1003 Surge 1 LO

Brochure or other materials to include direct cost

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

3 46

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70RDAD20Q00000024

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Period of Performance: 01/05/2021 to 01/04/2022

2001 Option Year 2 - Layout and Design of the FY 2022 1 LO

CISOMB Annual Report - Full Print ready Indesign

Suite 6 copy of the FY 2022 Annual Report - up to

100 pages. (FFP)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2022 to 01/04/2023

2002 Surge CLIN (Optional Line Item) - Additional Page 25 EA

Count up to twenty five (25) pages (FFP per page)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2022 to 01/04/2023

2003 Surge 1 LO

Brochure or other materials to include direct cost

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Period of Performance: 01/05/2022 to 01/04/2023

3001 Option Year 3 - Layout and Design of the FY 2023 1 LO

CISOMB Annual Report - Full Print ready Indesign

Suite 6 copy of the FY 2023 Annual Report - up to

100 pages. (FFP)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2023 to 01/04/2024

Continued ...

4 46

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70RDAD20Q00000024

3002 Surge CLIN (Optional Line Item) - Additional Page 25 EA

Count up to twenty five (25) pages (FFP per page)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2023 to 01/04/2024

3003 Surge 1 LO

Brochure or other materials to include direct cost

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Period of Performance: 01/05/2023 to 01/04/2024

4001 Option Year 4 - Layout and Design of the FY 2024 1 LO

CISOMB Annual Report - Full Print ready Indesign

Suite 6 copy of the FY 2024 Annual Report - up to

100 pages. (FFP)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2024 to 01/04/2025

4002 Surge CLIN (Optional Line Item) - Additional Page 25 EA

Count up to twenty five (25) pages (FFP per page)

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Delivery: 30 Days After Award

Period of Performance: 01/05/2024 to 01/04/2025

4003 Surge 1 LO

Brochure or other materials to include direct cost

(Option Line Item)

Product/Service Code: T001

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- ARTS/GRAPHICS

Period of Performance: 01/05/2024 to 01/04/2025

Request for Quotation (RFQ) 70RDAD20Q00000024

5 | P a g e

SECTION I - SUPPLIES OR SERVICES AND PRICE/COSTS

1.0 TASK ORDER TYPE

This is a Firm Fixed Price Task Order. This Task Order is established under General Service Administration (GSA) Schedule 541 Advertising & Integrated Marketing Solutions (AIMS) for layout and design services in support of the Department of Homeland Security (DHS), Office of the Citizenship and Immigration Services Ombudsman (CISOMB)

All terms and conditions of the Contractor’s GSA contract remain unchanged and in full force and effect, unless specifically stated otherwise herein.

2.0 SCHEDULE B

See Standard Form (SF) 18.

6 | P a g e

SECTION II - SPECIFICATIONS/STATEMENT OF WORK

1.0 BACKGROUND

The Ombudsman’s Office was created by Congress in the Homeland Security Act of 2002 as an independent office within DHS. The Ombudsman’s Office assists individuals and employers to resolve problems with USCIS. The Ombudsman’s Office also has a responsibility to identify systemic issues and make recommendations to improve the delivery of immigration benefits. The Ombudsman’s Office is an independent, confidential, and impartial resource, working to improve the services administered by USCIS. The Ombudsman’s Office has produced Annual Reports since 2004, all submitted to Congress on or before June 30 as statutorily required.

As mandated in the Homeland Security Act, the Annual Report shall be submitted directly to Congress no later than June 30 of each year without any prior comment or amendment from the Secretary, Deputy Secretary, Director of USCIS, or any other officer or employee of the Department or the Office of Management and Budget.

1.1 SCOPE

The Office of the Citizenship and Immigration Services Ombudsman (the Ombudsman’s Office) delivers an annual report to Congress by June 30, as mandated by the Homeland Security Act of 2002. The Annual Report summarizes the activities of the Ombudsman’s Office, including investigations into the most pervasive and serious problems that individuals and employers have encountered with U.S. Citizenship and Immigration Services (USCIS), and ensuing recommendations for administrative action to mitigate identified problems. The Ombudsman’s Office coordinates the preparation of the Annual Report with a Contractor who is responsible for the graphic design and layout of the Annual Report.

Each Annual Report is kept confidential until presented to Congress, as required by statute. It is imperative that the Contractor follow appropriate procedures to preserve the report’s confidentiality.

Each Annual Report will be prepared and finalized by the Contractor under the direction of the Ombudsman’s Office and made available by the Contractor in the following formats: (1) full print-ready copy with original Adobe InDesign Creative Suite 6 source file; and (2) a Section 508 compliant Adobe PDF print-ready version for web publication and email transmission.

The Contractor shall be responsible for the design and layout of the 2020, 2021, 2022, 2023 and 2024 Annual Reports, as well as the Section 508 compliant PDF versions, which shall be completed in accordance with Department of Homeland Security (DHS) requirements. The Contractor may also be responsible for the layout and design of other materials, such as an informational brochure, as needed, during the period of performance for the contract.

2.0 OBJECTIVE

The objective of this task order is to obtain design and layout services for Annual Reports that shall be reader-friendly and will include graphs, charts, pictures, images, appendices, citations such as footnotes, etc., as suggested and approved by the Ombudsman’s Office, or suggested by the Contractor and approved by the Ombudsman’s Office. Each Annual Report shall be designed in full color. Reports are expected to be between 50 and 125 pages, with the hardcopy version utilizing both the fronts and backs of pages, except where otherwise noted. The Contractor shall develop the design and layout of the report, including the cover design, to best provide readers with a clear and accurate understanding of the information the report presents, as approved by the Ombudsman’s Office.

7 | P a g e

3.0 SPECIFIC REQUIREMENTS

The Contractor shall be responsible to ensure consistent color, font, text formatting and alignment, and graphics throughout the report. All Annual Report files shall be made available on compact disc (CD) in the InDesign Creative Suite 6 full print-ready file, with an original Adobe InDesign source file that contain full bleeds and high-resolution photos. The Annual Report file shall be made available in a Section 508 compliant Adobe PDF version for web publication and email transmission. The Section 508 compliant version shall be provided on three (3) CDs. In addition, the Contractor shall allow for proper margins to bind the report using either perfect binding or saddle-stitching. The Contractor shall provide three (3) labeled copies of the “print ready” InDesign Annual Report document and standalone documents on three (3) labeled individual CDs and in Adobe Print-ready PDF. The Annual Report Executive Summary and Ombudsman’s letter shall be provided on three (3) labeled CDs and Adobe Print-ready PDF versions. The total number of CDs required for delivery of the products will be nine (9) per Annual Report year.

The Contractor shall provide the following services while upholding complete confidentiality until publication of all information contained in each Annual Report:

• Design and layout of the Annual Reports resulting in full print-ready versions provided in both Adobe PDF and InDesign Creative Suite 6 formats that contain full bleeds and high-resolution photos.

• The Annual Report files shall each be provided as full print-ready copies on three (3) CDs in the Adobe InDesign Creative Suite 6 with original Adobe InDesign source file that contain full bleeds and high-resolution photos.

• A Section 508 compliant Adobe PDF version of each Annual Report for web publication and email transmission.

• Three (3) cover concepts.

• No fewer than ten (10) charts/graphs to be created by the Contractor, with the Ombudsman’s

Office’s approval, and/or recreated from charts or graphs provided by the Ombudsman’s Office.

• Up to fifty (50) photo searches.

• No fewer than fifteen (15) and no more than fifty (50) photo purchases.

• Footnotes throughout the report.

• Two (2) layout spreads of chosen concept to be provided to the Ombudsman’s Office for review.

• No fewer than two (2) and no more than seven (7) editing proof rounds. The Contractor shall submit revisions within six (6) business days of receipt from the Government for the first draft.

The Contractor shall submit all other revisions within three (3) business days of receipt from the Government. A day shall be defined as a 24-hour period, such that a draft submitted to the Contractor within normal business hours shall be returned to the Ombudsman’s Office within 72 hours as long as those hours fall within days normally considered business days.

• Three (3) Standalone PDF “Message from the Ombudsman,” Executive Summary, and not more than 10 charts/graphs from the Annual Report files shall be made available on three (3) CDs in the InDesign Creative Suite 6 full print-ready copy with original Adobe InDesign source file, and a Section 508 compliant file on three (3) CDs and Adobe PDF version for web publication and email transmission.

The Contractor shall submit to the Ombudsman’s Office samples of previously developed products similar to the Annual Report for consideration when awarding this contract.

• Design and layout of a brochure, or other promotional material, as determined by the Ombudsman’s Office. This requirement shall be completed as needed by Ombudsman’s Office and may or may not be needed annually. This requirement will be noted as a surge requirement

8 | P a g e in the contract. Such work would include the production of a brochure, or similar product, based upon text provided by the Ombudsman’s Office.

• The brochure file shall be provided as full print-ready stand-alone copies on three (3) CDs in the Adobe InDesign Creative Suite 6 with original Adobe InDesign source file that contain full bleeds and high-resolution photos.

• A Section 508 compliant Adobe PDF print-ready version of the brochure for web publication and email transmission.

Attention to detail is extremely important and it is imperative that as rounds of edits are implemented, the Contractor take proper quality assurance measures to ensure that all edits requested by the Ombudsman’s Office are properly incorporated in the document. Proof copies shall be made available during the process for the Annual Report and the brochure.

4.0 TASKS

4.1 Task – 1 Design and Layout of the Annual Reports

The Contractor shall design the layout of the Ombudsman’s Office’s Annual Reports, including the cover. The Contractor shall create and/or utilize provided graphs, pictures, charts, etc. to effectively and accurately communicate the information to the reader, as approved by the Ombudsman’s Office. The Contractor shall recommend photographs and images to the Ombudsman’s Office for inclusion in the Annual Report to appropriately illustrate the issues presented. The Contractor shall purchase photographs as required for the Annual Reports. All photographs purchased by the contractor on behalf of the Ombudsman’s Office shall be the property of the Ombudsman’s Office. The Ombudsman’s Office, at its discretion, shall be free to use the purchased photographs for other outreach materials as required.

The Contractor shall provide the final document’s original Adobe InDesign source file, along with an accessible PDF version.

The Contractor will comply with all DHS branding and style requirements.

4.2 Task 2 – Surge- Design and Layout of the Ombudsman’s Office Brochure

The brochure would be at a maximum a trifold document with no more than six text and/or photograph pages.

The Contractor shall design the layout of the Ombudsman’s Office’s brochure. The Contractor shall create and/or utilize provided graphs, pictures, charts, etc. to effectively and accurately communicate the information to the reader, as approved by the Ombudsman’s Office. The Contractor shall recommend photographs and images to the Ombudsman’s Office for inclusion in the brochure to appropriately illustrate the issues presented. The Contractor shall purchase photographs as required for the Brochure. All photographs purchased by the contractor on behalf of the Ombudsman’s Office shall be the property of the Ombudsman’s Office. The Ombudsman’s Office, at its discretion, shall be free to use the purchased photographs for other outreach materials as required.

The Contractor shall provide the final document’s original Adobe InDesign source file, along with an accessible PDF version.

The Contractor will comply with all DHS branding and style requirements.

4.3 Task 3 – Section 508 Compliant Version of the Annual Reports and Brochure in Adobe PDF for Web Publishing and Email Transmission

9 | P a g e

The Contractor will work with the DHS Accessibility Office to ensure that all DHS requirements for Section 508 are met through the electronic versions of the Annual Reports.

Section 508 key requirements are as follows:

(a) Provide text equivalent for non-text elements (images, etc.);

(b) Have alternatives for multimedia presentations;

(c) Do not use color as sole way of conveying information;

(d) Ensure pages do not interfere with user-defined style sheets;

(e) Use client-side image maps;

(f) Provide row and column headers for data tables;

(g) Link to plug-ins for proprietary file formats (PDF, etc.);

(h) Make sure people can access online forms;

(i) Allow users to skip repetitive navigation links; and

(j) Other requirements as provided by the DHS Accessibility Office

5.0 CONTRACTOR PERSONNEL

5.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

The Government requires that all of the Contractor personnel positions be filled immediately upon award.

5.1.1 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer. The Project Manager shall be available to the COR via telephone between the hours of 8:00 a.m. and 4:30 p.m. EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

5.2 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

10 | P a g e 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 email messages, etc.) and display the Government issued badge in plain view above the waits at all times.

5.3 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.

5.4 Non-Disclosure Agreement

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

6.0 OTHER APPLICABLE CONDITIONS

6.1 Place of Performance

This work will be performed in the Washington, D.C. metropolitan area. Contractor must have a physical presence in the Washington, D.C. metropolitan area to provide CDs and/or physical drafts and copies and to receive same to timely coordinate effort. The contractor must also be able to accommodate, if reasonable, a “last minute” review onsite by the Ombudsman’s Office prior to publication.

6.2 Travel Requirements

Local travel to the Ombudsman’s Office in the Washington, DC Metropolitan area will be required to coordinate efforts for the design and layout of the Annual Reports. Travel to and from DHS offices in Washington, DC by the Contractor or its representative shall not be reimbursed by the government.

6.3 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer (CO) and the Contracting Officer Representative (COR) no later than five (5) business days after the date of award or as otherwise scheduled by the Contract Specialist (CS) or Contracting Officer (CO). The Post Award Conference will be held at the Government’s facility, located in Washington, DC or via teleconference.

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

6.4 Kick-Off Meeting

11 | P a g e

The Contractor shall attend a Kick Off meeting for this task order within ten one (1) – two (2) 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.

6.5 Monthly Task Order Progress Report

The task order progress report shall be submitted in accordance with the task 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

6.6 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.

6.7 Project Plan

The Contractor shall provide a draft Project Plan at the Kick-Off Meeting. The final Project Plan shall be provided to the COR within 5 days of the draft Project Plan approval. The Project Plan shall include

• Start Up Phase

• Business Approach

• Deliverables

7.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide contractor personnel with the applicable documents, electronically in most cases, pertaining to the complaint file. For Equal Employment Opportunity (EEO) counseling services, these documents will include any intake documents. For Equal Employment Opportunity (EEO) investigative services, these documents will include intake documents, the Counselor’s Report, the formal complaint, the acknowledgment letter, the acceptance letter, and a letter of authority.

8.0 GOVERNMENT FURNISHED INFOMRATION/EQUIPMENT

Information about DHS needed to support performance of the work, such as DHS branding and style requirements, will be provided to the Contractor.

12 | P a g e

Contractor access to Department information must be protected in accordance with all applicable laws, regulations and DHS policies, including the Privacy Act of 1974 (as amended) under this SOW. Contractor employees shall safeguard this information against unauthorized use, disclosure or dissemination in accordance with the law and Department policy and regulation.

Complaint files contain personal data that must be treated in a confidential manner. Contractor use is restricted to contractor personnel directly involved in preparing or reviewing the deliverables described in this SOW. Material from complaint files transmitted electronically from the Contractor to the Government (as well as such transmissions between Contractor personnel) must first be encrypted and password protected, with password identification transmitted by separate communication, except documents uploaded to a secure online portal do not require password protection.

The Government will not need to provide the Contractor with any printed materials from a complaint file, and the Contractor will not need to produce any printed materials from a complaint file. However, in the unusual case in which it is necessary for the contractor to possess printed material from a complaint file, such documents must be stored in a locked cabinet or secure area.

9.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, supplies, materials, equipment, and services necessary to fulfill the requirements of this task order, except for the Government Furnished Resources specified in the SOW.

13 | P a g e

SECTION III -DELIVERIES OR PERFORMANCE

1.0 PERIOD OF PERFORMANCE

The period of performance for this task order will be a base of twelve (12) months including four (4) twelve (12) month option periods from date of award.

2.0 DELIVERABLES AND DELIVERY SCHEDULE

All deliverables shall reference the Contract Number and the Task 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. Final documentation deliverables shall be provided in electronic version only, using MS Office or Adobe applications, unless the COR requests a printed copy in a particular case.

Daily, weekly, and interim information deliverables and working-copy products may be provided by email, as arranged with the COR.

3. The government will have ten (10) business days to accept or reject Task 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.

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

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

14 | P a g e

5.

Monthly Task Order Progress Report Format:

The Monthly Task Order Progress Report required under Section II Paragraph 5.3 shall include a detailed summary of the topics outlined below. The monthly report shall contain, but is not limited to, the following:

a) Management Summary: Documenting any major problems/issues and any significant

SOW

Reference

Deliverables/Event Due DHS Distribution

Section II - 6.3 Post Award Conference One (1) day post award COR, CO, CS

Section II - 6.4 Kickoff Meeting One (1) to Two (2) days post award

COR, CO, CS

Section II - 3.0 Three (3) New, Cover Concepts

(10) days post award COR

Section II – 3.0, 4.1 – 4.2

Design and layout of the 2020 Annual Report

(60) days post award COR

Section II – 3.0, 4.1 - 4.2

Draft of the 2020 Annual Report and Ombudsman’s Office Brochure

(30) days post submission of the design and layout of the AR

COR

Section II -

4.1 - 4.2

Final Document of the 2020 Annual report provided in the following formats: PDF and Adobe InDesign

Within (48) hours of the Draft submission

COR

Section II - 4.3 Section 508 Compliance Contents: (documents, CD’s, i.e.)

Within one (1) week post Final AR Document submission

COR

Section II 4.1 - 4.3

Option Year Deliverable Schedule

Within two (2) weeks of COR request. Dates to be coordinated with and approved by the COR.

COR, CO, CS

15 | P a g e progress or events.

b) Resource Expenditures: Funds expended during the reporting period for each deliverable, cumulative total, and funds remaining on contract.

c) Narrative: Description of work performed on the task during the reporting period and work anticipated to be performed during the next month, including discussions of any problems/issues and recommendations for correction.

d) Task Report Headings: The heading of all reports shall contain the following information:

a. Task Order Number

b. Name of contractor

c. Phone Number of Contractor

d. Period of Performance

e. Contract Program Manager

f. Total Dollar Value

g. Title of Task

h. COR’s name

i. Management Summary

j. Resource Expenditures

k. Narrative

l. Problems and Issues

SECTION IV - CONTRACT ADMINISTRATION DATA

1.0 CONTRACT ADMINISTRATION

This task order will be administered by:

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

Washington, DC 20528-0115 E-mail: Nolan.Brown@hq.dhs.gov

Attn: Janice Brinkley, Contracting Officer MGMT/OPO/DOAD/Mailstop 0115 U.S. Department of Homeland Security 245 Murray Lane, S.W.

Washington, DC 20528-0115 E-mail: Janice.Brinkley@hq.dhs.gov

Copies of all correspondence concerning this Task Order shall be provided to the Contract Specialist and Contracting Officer listed above.

mailto:Nolan.Brown@hq.dhs.gov mailto:Janice.Brinkley@hq.dhs.gov

16 | P a g e

2.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Attn: TBD, Contracting Officer’s Representative U.S. Department of Homeland Security 245 Murray Lane, S.W.

Washington, DC 20528 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 task order clause/provision contained elsewhere in this task order, the authority to modify the task order remains solely with the Contracting Officer. If the Contractor makes any task 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 task 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 task order in accordance with its terms and conditions.

mailto:Theresa.L.Dixon@hq.DHS.gov

17 | P a g e

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---Commercial Items Alt I. 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) Task Order and Associated GSA FSS Number;

c) Modification Number, if any;

d) DUNS Number;

e) Month services provided

The Contractor shall submit one invoice by the 5th business day of each month. The Contractor shall submit the invoice electronically to the address below:

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

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

a) Firm Fixed Price (FFP) CLIN: The Contractor shall bill in equal installments over a period of seven (7) months for the base period. Each subsequent option period shall be billed in twelve

(12) equal monthly installments.

b) Travel CLIN (Reimbursable): The Contractor shall indicate SOW task reference number and task title; identify local or business Temporary Duty Travel (TDY) travel; description/purpose of travel, include dates; staff name(s); breakout of all expenses, total travel amount for staff member per trip; total monthly amount for all staff travel grouped by task and total monthly amount for all travel for all tasks; local travel costs will not be reimbursed. All TDY shall be in accordance with the Federal Travel Regulation (FTR). The Contractor shall seek Government approval in advance of incurring any costs associated with TDY travel.

Government approval is provided by the COR. The Contractor shall provide estimated costs with its approval request. In accordance with the FTR, allowable TDY travel costs include, but are not limited to, the following: airfare, train fare; lodging; room taxes; meals and incidental expenses (M&IE); car rental (includes refueling); ground transportation to/ from airport (includes taxi, train, etc.). Use of personal vehicle to/ from airport includes associated mileage and parking fees (excluding refueling). Unless approved in advance, lodging and M&IE shall mailto:MGTInvoice.Consolidation@ice.dhs.gov

18 | P a g e not exceed GSA per diem rates. In accordance with the FTR, receipts shall be provided for each incidental expenses incurred which exceeds $75.00. If it is impracticable to furnish said receipts in any instance as required by the FTR, the failure to do so shall be fully explained.

Mere inconvenience in the matter of taking receipts will not be considered. Once proposed costs are approved by the Government, the Contractor shall not exceed the funded ceiling.

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

a) ATTN: Office of Procurement Operations/Nolan Brown (Contract Specialist) E-mail: Nolan.Brown@hq.dhs.gov

b) ATTN: Office of Procurement Operations/Janice Brinkley (Contracting Officer)

E-mail: Janice.Brinkley@hq.dhs.gov

c) ATTN: Office of Civil Rights and Civil Liberties/ (Contracting Officers’ Representative) E-mail: TBD

The contractor shall submit invoices to the email addresses above. Additionally, the contractor shall prepare and submit a sufficient and procurement regulatory compliant invoice for technical certification of inspection/acceptance of services and approval for payment. The contractor shall attach back up information to the invoice substantiating all costs not priced Firm Fixed Price. The Contractor’s written or electronic acceptance by the COR and date of acceptance shall be included as part of the backup documentation. If the invoice is submitted without all required back up documentation, the invoice will be rejected.

mailto:Theresa.L.Dixon@hq.dhs.gov

19 | P a g e

SECTION VI – SPECIAL TASK 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 Task Order.

The Government reserves the right, during the life of this order, to request work histories on any contractor employee for the purposes of verifying compliance with the above requirements;

additionally, the government reserves the right to review and approve resumes of contractor personnel proposed to be assigned to this order.

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.

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).

Information furnished under this task order may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business, or contain trade secrets, proprietary, or personnel information must be clearly marked. Marking of items will not necessarily preclude disclosure when DHS or the Government determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents will be deemed to be releasable.

Any information made available to the Contractor by the Government must be used only for the purpose of carrying out the provisions of this task order and must not be divulged or made known in any manner to any person except as may be necessary in the performance of the task order.

20 | P a g e

In performance of this task order, the Contractor assumes responsibility for protection of the confidentiality of Government records and must ensure that all work performed by its subcontractors shall be under the supervision of the Contractor of the Contractor’s responsible employees.

Each officer or employee of the Contractor or any of its subcontractors to whom any Government record may be made available or disclosed must be notified in writing by the Contractor that 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 information, by any means, for a purpose or to an extent unauthorized here, may subject the offender to criminal sanctions imposed by 18. U.S.C. 641. That section provides, in pertinent part, that whoever knowingly converts to their 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 intent to convert it to their use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a fine of up to $10,000, or imposed up to ten years, or both.

3.0 SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998, requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, they must ensure that it is accessible to people with disabilities, unless it would pose an undue burden to do so. Federal employees and members of the public who have disabilities must have access to and use of information and services that is comparable to the access and use available to non-disabled Federal employees and members of the public. For additional information, please refer to FAR 39.2 or http://www.section508.gov.

3.1 Accessibility Requirements (Section 508)

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L.

105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities.

Federal employees and members of the public who have disabilities must have equal access to and use of information and data that is comparable to that enjoyed by non-disabled Federal employees and members of the public.

All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

3.1.1 Section 508 Applicable EIT Accessibility Standards

36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous Javascript and XML (AJAX) then 1194.21 Software standards also apply to fulfill functional performance criteria.

36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to http://www.section508.gov/

21 | P a g e fulfill the functional performance criteria.

36 CFR 1194.41 Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required 1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

3.1.2 Section 508 Applicable Exceptions

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply: 36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

3.1.3 Section 508 Compliance Requirements

36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meets some but not all of the standards, the agency must procure the product that best meets the standards. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

All tasks for testing of functional and/or technical requirements must include specific testing for Section 508 compliance, and must use DHS Office of Accessible Systems and Technology approved testing methods and tools. For information about approved testing methods and tools send an email to accessibility@dhs.gov.

22 | P a g e

4.0 SECURITY REVIEW TERMS AND CONDITIONS

The Government may elect to conduct periodic reviews to ensure that the security requirements contained in this task order are being implemented and enforced. The Contractor shall afford DHS, including the organization of the DHS Office of the Chief Information Officer (OCIO), the Office of the Inspector General, COR, and other Government oversight organizations, access to the Contractor‘s facilities, installations, operations, documentation, databases and personnel used in the performance of this contract.

The Contractor will contact the DHS CIO to coordinate and participate in the review and inspection activity of Government oversight organizations external to DHS. Access shall be provided to the extent necessary for the Government to carry out a program of inspection, investigation, and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of DHS data or the function of computer systems operated on behalf of DHS, and to preserve evidence of computer crime.

5.0 POST-AWARD INSTRUCTIONS REGARDING SECURITY REQUIREMENTS FOR

NON-CLASSIFIED CONTRACTS/ORDERS

The procedures outlined below shall be followed for the DHS Office of the Chief Security Officer (OCSO), Personnel Security Division (PSD) to process background investigations, Entry on Duty determinations, and Fitness determinations, as required, in a timely and efficient manner.

Carefully read the security clauses in the contract. Compliance with the security clauses in the task order is not optional.

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 OCSO/PSD. Prospective contractor employees shall submit the below completed forms to the DHS OCSO/PSD. The Standard Form (SF) 85-P must be completed electronically through the Office of Personnel Management’s e-QIP SYSTEM. The SF-85P signature pages and other completed forms must be given to the OSCO/PSD no less than thirty (30) days before the start date of the task order or thirty (30) days prior to the requested entry on duty date, for all contractor employees whether a replacement, addition, subcontractor employee, or vendor:

a. Standard Form (SF) 85-P, “Questionnaire for Public Trust Positions”

b. SF-85P Certification

c. SF-85P Authorization for Release of Information

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

e. DHS Form 11000-6 “Conditional Access To Sensitive But Unclassified Information Non-

Disclosure Agreement”

f. 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 OCSO/PSD. Specific instructions on submission of packages will be provided upon award of the contract.

23 |…