Solicitation.pdf

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

(DHS), National Protection & Program Directorate

(NPPD), Federal Protective Services (FPS), Region

09 in accordance with the Performance Work

Statement.

PERIOD OF PERFORMANCE:

Base Period: 04/01/2018 thru 03/31/2019

Option Year 1: 04/01/2019 thru 03/31/2020

DO/DPAS Rating: NONE

Period of Performance: 04/01/2018 to 03/31/2020

0001 Base Year MO

Administrative Support Services

Period of Performance: 04/01/2018 to 03/31/2019

0001 AA Administrative Assistant (2 FTE) 6 MO

Period of Performance: 04/01/2018 to 09/30/2018

0001 AB Administrative Assistant (1FTE) 6 MO

(Option Line Item)

Period of Performance: 04/01/2018 to 09/30/2018

0001 BA Administrative Assistant (2 FTE) 6 MO

Period of Performance: 10/01/2018 to 03/31/2019

0001 BB Administrative Assistant (1 FTE) 6 MO

(Option Line Item)

Period of Performance: 10/01/2018 to 03/31/2019

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

53 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 53

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

70RFPW18RW9000006

1001 Option Year 1 MO

Administrative Support Services

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

1001 AA Administrative Assistant (2 FTE) 6 MO

(Option Line Item)

Period of Performance: 04/01/2019 to 09/30/2019

1001 AB Administrative Assistant (1 FTE) 6 MO

(Option Line Item)

Period of Performance: 04/01/2019 to 09/30/2019

1001 BA Administrative Assistant (2 FTE) 6 MO

(Option Line Item)

Period of Performance: 10/01/2019 to 03/31/2020

1001 BB Administrative Assistant (1 FTE) 6 MO

(Option Line Item)

Period of Performance: 10/01/2019 to 03/31/2020

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

Sponsored by GSA

FAR (48 CFR) 53.110

ATTACHMENT 1

PERFORMANCE WORK STATEMENT (PWS)

PROTECTIVE SECURITY OFFICER PROGRAM SUPPORT SERVICES

1.0 BACKGROUND:

1.1 The mission of the DHS/NPPD is to protect America and uphold public safety by securing Critical Infrastructure and Key Assets. To fulfill this mission, criminal activities are identified and vulnerabilities are eliminated that pose a threat to various infrastructure. By protecting critical national infrastructure, NPPD mitigates the risks associated with terrorist acts, criminal acts, and man-made disasters. The Federal Protective Service is the sector specific agency tasked with securing the government facility sector through a variety of law enforcement and security services.

2.0 ORGANIZATION:

2.1 US Department of Homeland Security, National Protection and Programs Directorate (NPPD), Federal Protective Service (FPS), Region 9, San Francisco, California, Regional Office, Risk Management Branch.

2.2 Number of Support Personnel:

1) Administrative Assistant1/Administrative/Clerk III2 - 3 FTE

3.0 SCOPE:

3.1 The contractor must provide all personnel, equipment, materials, supervision and other items and services necessary to perform continuous contract guard program support for San Francisco, CA Region 9. Services to be provided include, but are not limited to, assisting the CORs and providing support for the Protective Security Officer guard program.

3.2 Restrictions on services(s) provided by the Contractor. DHS retains the authority to make all decisions regarding the DHS mission, and the execution or interpretation of laws of the United States. Contractor services defined herein are not considered to be inherently Governmental in nature, as defined by Federal Acquisition Regulation (FAR) Subpart 7.5. This is a Non-personal services contract as defined by FAR Subpart 37.101. Contract personnel rendering services under this contract are not normally subject to supervision or control by Government personnel. The Contractor is expected to work independently to accomplish the requirements of this contract.

The Contractor must generate reports and other deliverables as specified by the Government.

4.0 REQUIREMENTS:

4.1 Protective Security Officer Program Support Services

Department of Labor Classification.

PACTS 2 Labor Classification.

4.1.1 Performance Requirements

4.1.1.1 PSO Program Assistant will be responsible for performing any combination of various clerical and administrative duties requiring overall knowledge of FPS systems and procedures.

Duties and responsibilities will include but are not limited to the following tasks:

4.1.1.2 Requires strong computer skills, including proficiency with Microsoft Office Suite, including Word, Access, Excel and PowerPoint, and a need for strong information management and internet research skills. Capable of operating routine office equipment, such as scanners, copy machines, fax machines, and other miscellaneous office equipment. Calls for flexibility, excellent interpersonal skills, experience in project management coordination, and ability to work well with all levels of internal management and staff.

4.1.1.3 Performs a variety of record keeping, reporting, and informational duties in support of the office’s programs. Compiles, maintains and updates data, lists, and reports. Checks and verifies data by direct comparison with source documents, pointing out discrepancies, and checks or verifies textual material. Completes comprehensive audits as directed.

4.1.1.4 Processes critical program data in proprietary databases. Has the ability to take raw information, input information in specific locations for archive, retrieval, and reporting purposes, and create various reports from the information in the various locations using whichever format (i.e., Microsoft Office Excel pivot tables) they feel is appropriate, or as instructed. Examples of databases and document repositories include, but are not limited to, Federal Financial Management System (FFMS), Webview, and Enterprise Information System (EIS). Ability to create, monitor, and maintain Excel spreadsheets used in the analysis of financial and budgetary information pertaining to FPS contracts and contractor payments.

4.1.1.5 Maintain current Exhibit 1 (post spreadsheet) for the guard contracts containing approximately 1230 Protective Security Officers in approximately 644 guard posts, serving several different Federal Government agencies in 4 states and various Pacific Islands. Modify Exhibit 1 frequently to reflect Contracting Officer (CO)/ Contracting Officer’s Representative (COR) authorized implemented service request per requesting agency.

4.1.1.6 Validate recurring and special assignment post Form 139 to substantiate accurate Protective Security Officer (PSO) coverage against the contracts central Exhibit 1 schedule. This task must be completed in a timely manner to: identify discrepancies; alleviate overcharges and penalties; and resolve deficient post coverage patterns.

4.1.1.7 Record and report Form 139 discrepancies to CO and COR for corrective financial and disciplinary actions.

4.1.1.8 Adheres to suspense dates for replies and follows up on various routine and specifically assigned analysis and/or reports.

4.1.1.9 Assist COR/FPS Inspector/Area Commander/District Commander by preparing PSO file audits forms on PSO contracted workforce as needed.

4.1.1.10 Substantiate active PSO’s eligibility by reviewing current training certificates against contract current Statement of Work. Report ineligible and inactive PSO’s to COR/Contract Specialist (CS) for removal from active duty list.

4.1.1.11 Maintain all deliverable data pertinent to Contract (updating and filing electronically or manually) for FPS District and HQ reports/studies, auditing and archiving.

4.1.1.12 Responsible for sorting, arranging, and maintaining records in file cabinets and/or filling folders in accordance to either an approved records management file plan, numbering system, or alphabetical order. Assembles records to ensure that materials on specific transactions or subjects are kept together.

4.1.1.13 Perform liaison duties by effectively communicating to and conveying messages from the CORs, CO, CS, Inspectors, Budget Dept. and Branch Chief’s daily.

4.1.1.14 Assist COR/CS, when needed, by preparing recurring, or temporary, service G514 for service changes (e.g. hour reduction due to Holiday closure or hour increase due to additional post implemented).

4.1.1.15 Review invoices, verify information and ensure sufficient funds have been obligated for payment of invoices on multi-million dollar contracts. Facilitates the approval process of all invoices in accordance with stringent DHS/NPPD/FPS invoice procedures, within specified timelines—errors in this process create negative national attention and interest penalties. Creates the FFMS Receiving ticket after receiving the approval of the COR for invoice payment. Assists COR in the preparation of invoice correction or rejection documentation for uploading into Webview. Responsible for the notification in Webview that the FFMS documentation has been completed and included in Webview per agency standard operating procedures. If invoices are questionable, the contract employee shall escalate the invoice to the appropriate Government employee.

4.1.1.16 Execute receiving and shipping sensitive PSO PII through USPS or agency FedEx account. Responsible for preparing, announcing and tracking all outgoing deliverables pertinent to assigned contract.

4.1.1.17 Compile R9 stat reports quarterly to create and disseminate the HQ Quarterly Reports.

4.1.1.18 Assist the Risk Management Branch Chief (RMBC), Deputy Regional Director (DRD) and Regional Director (RD) with urgent FPS HQ tasks as needed (e.g. logging BSA status reports, preparing HQ organizational charts, editing policy implementations).

4.1.1.19 Provide short estimates for temporary and emergency guard service requests for the guard contracts.

4.1.1.20 Perform administrative duties as needed by the Mission Support Branch and Risk Management Branch in support of FPS PSO requirements.

4.1.1.21 Responsible for the creation of the FM151 (vendor payment reconciliation report) payment spreadsheet—this includes overall maintenance, reconciliation, and close-out through the life of the contract obligation. If necessary, researches, prepares and submits expense reclassifications for corrections to expenditures.

4.1.1.22 Assists the Regional Financial Analyst and/or Branch Chiefs in the analysis of the Region’s revenue and expenditures related to the various funding sources to include, but not limited to, guard services and contracts. This could be in the form of the Monthly Billing Analysis; Monthly SWA Analysis; Spend Plan Analysis; 1/12th Billing Analysis, Undelivered Orders, Unliquidated Orders, etc. Assists in compiling, preparing and maintaining reports that summarize accounting data for the organization.

4.1.1.23 Assists with the data entry requirements to create G514 commitments in FFMS (or other approved DHS/NPPD/FPS database); assists with data entry requirements for creating obligations for certification; assists with data entry for initiation of change orders; and assists with data entry for modifications and various other analytical reports (CM040, FM151, PM020, FM0140, FM085), accurately and timely. All actions must be in accordance with agency standard operating procedures. Submits all G514’s and submission documentation to the Consolidated Contract Team (CCG) within appropriate deadlines.

4.1.1.24 Assists with contract and obligation closeout processes per agency standard operating procedures.

4.1.1.25 Assists CORs in the creation/preparation/submission of required agency documentation requesting specific contractual services, i.e., permanent/temporary/emergency guard services, security projects and repairs per agency guidelines or standard operating procedures.

4.1.1.26 Assist FPS Management with the monthly, quarterly, and/or annual financial submission, execution, reconciliation and close-out of yearly appropriations based on developing and standard practices.

4.1.1.27 Assist the appropriate branches, within FPS, in conjunction with the PSOPM (when appropriate) and appropriate CORS, with the responsibility for initiating, estimating, collecting, processing orders, monitoring, reconciling, and closing Security Work Authorizations (SWA’s) in accordance with agency standard operating procedures. Verifies and processes accounts receivable and reimbursable agreement transactions. Processes transactions into financial systems, reviews data entry for accuracy and performs adjustments, if needed.

4.1.1.28 Maintains a Desk/Reference Guide for their particular position.

4.1.2 Technical Skills, Experience, and Minimum Requirements (PSO Program Assistant)

4.1.2.1 The labor category being utilized for this requirement is /General Clerk III.

The contractor shall ensure the availability of technically qualified personnel who possess the minimum requirements of the labor category, as well as the following:

Minimum Requirements: High school diploma plus 5 years of experience in a dynamic and changing environment. This individual must possess the experience to quickly grasp the urgency of a situation and have performed multi-tasked assignments often with little or no guidance. The individual must also possess great analytical skills using excel spreadsheets and word documents in support of an organization that supports many different customer agencies.

5.0 PERFORMANCE OBJECTIVES

The government will utilize the following performance objectives to evaluate the contractor’s performance in terms of outcomes. These are organized by task and include the requirement, standards, acceptable quality level, method of surveillance, and associated incentive.

Requirement (1)

Standards— Criteria for Acceptance (2)

Acceptable Quality Level

(3)

Method of Surveillance

(4)

Incentive (5)

Outputs the Government will formally assess and feature(s) that will be measured.

Performance level that, when met, means the task has been satisfactorily performed.

For each “Standard,” performance shall meet the specified quality level.

Method(s) to be used to verify that performance meets an acceptable level of quality.

Incentive if all Standards in Column 7 are met.

Post Exhibit Management � Completeness & Accuracy

� Timeliness

Post Exhibit meets agency specific formats for accuracy and completeness

Required changes & modifications are completed by required dates

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Random Sampling Inspection on submission of documentation

Positive Past Performance Evaluation

SWA Processing Support � Accuracy

� Timeliness

Transactions are initiated, processed, and managed through the full process life-cycle according to agency standard operating procedures

Transactions are processed by established deadlines

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Random Sampling Inspection on submission of documentation

Positive Past Performance Evaluation

Invoice Reviews

� Accuracy

� Timeliness

Invoices are reviewed against work actually performed and discrepancies reconciled

Invoices are reviewed by established deadlines

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Random Sampling Inspection on submission of documentation

Positive Past Performance Evaluation

G-514 Processing

� Accuracy

� Timeliness

Processes G-514s as required. Transactions are initiated, processed, and managed accurately

Transactions are processed by established deadlines

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Random Sampling Inspection on submission of documentation

Positive Past Performance Evaluation

Form 139 Reviews � Accuracy

� Timeliness

Reviews validate corresponding discrepancies with Post Exhibit requirements

Reviews are completed by required deadlines

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Random Sampling Inspection on submission of documentation

Positive Past Performance Evaluation

Miscellaneous Documentation

� Completeness

� Timeliness

Documentation meets agency specific formats for accuracy and completeness

Documentation meets agency specified delivery dates

90% Compliance

90% Compliance

Random Sampling Inspection on submission of documentation

Customer satisfaction as measured through quarterly survey

Positive Past Performance Evaluation

Professionalism

� Customer Service Personnel are courteous, answer questions accurately, and work effectively in a team environment

No more than two validated complaints are rec’d per month

Customer satisfaction as measured through informal feedback channels

Validated customer complaints

Positive Past Performance Evaluation

6.0 TRAVEL.

In the performance of contract activities, the contractor may be required to travel in support of FPS Region 9. The contractor shall be reimbursed for travel in accordance with the provisions and rates contained in the Federal Travel Regulations (FTR). No travel shall be incurred without prior written approval of the CO/COR.

Since occasional travel may be required during the performance of this requirement and these costs cannot be accurately forecasted at this time, they will be awarded as required on a reimbursable basis to the extent allowable pursuant to FAR 31.205-46. Profit (fee) and G&A included in travel expenses are not allowed. An indirect handling rate may be authorized if one has been developed prior to this requirement.

A. Expenses incurred may be burdened with the contractor’s indirect "handling" rate, as proposed by the contractor and agreed to by the Government, in the schedule. The rate is not the G&A rate used to burden labor rates.

B. All requests for travel shall be approved by the Contracting Officer (CO) and COR prior to incurring costs. Reimbursable travel expense shall exclude normal commuting travel.

C. Request for travel approval shall:

(1) Be in accordance with the Federal Travel Regulation (FTR)

(2) Be prepared in a legible manner.

(3) Be summarized by traveler.

(4) Travel costs shall be itemized to include applicable ODCs

(5) Identify the CLIN associated with the travel.

(6) The travel cost shall not include a profit (fee) or G&A

D. Trips within a 50-mile radius of the work address are not considered a reimbursable travel expense.

E. Contractor employees may operate Government owned vehicles only with specific authorization from the Contracting Officer. Drivers must have valid driver's license in the State in which the vehicle is being operated.

6.1 The contractor shall not be reimbursed for transportation expenses for assigned personnel for local commuting between their place of residence and their place of work.

7.0 GENERAL INFORMATION:

7.1 Security. Individual(s) will need to submit to a background check and receive favorable adjudication prior to being granted access to Government property/information.

7.2 Place of Performance and Work Hours:

Contractor services are required at the following location and hours within FPS Region 9:

Position Duty Location # Support Personnel Tour of Duty

PSO Program Assistants FPS Region 9 450 Golden Gate Ave.

San Francisco, CA 94102

3FTE Mon – Fri 0800-1630

FTE: Full Time Equivalent

The normal tour of duty is performed on a daily basis eight (8) hours per day, 5 days per week, Monday through Friday, excluding Federal Holidays. Normal tour of duty shall include a 30 minute unpaid lunch period. Tour of duty hours may be adjusted to meet the needs of the government and shall be coordinated by the COR and submitted to the contracting Officer for approval prior to any adjustment. The contractor shall not invoice for unproductive time such as the lunch period.

7.3 Office Access: Contractor employees will not be permitted access to offices without a Federal employee present during the time they are in the office.

7.4 Scheduled Vacations: The contractor is required to notify the COR in advance for all vacation/sick or other absences from work. Personnel may use vacation and sick time in accordance with the contractor’s policies, but the contractor shall schedule its employees’ vacation time to ensure that employees are not absent from the office for more than (2) consecutive weeks at a time. The contractor shall ensure that no more than (1) FTE is out of the office at a time unless the absence is related to inclement weather, illness or other unforeseen events. The contractor shall provide a replacement if its personnel will be absent from the office for more than two consecutive weeks for any reason. If the contractor is unable to provide a suitable replacement by the beginning of the 3rd week of consecutive absence, the government shall seek commensurate consideration, monetary or otherwise. The day-to-day supervision and direct control over the work performed by on-site contractor personnel will be the sole responsibility of the contractor. In addition, due to the time required to process the adjudication paperwork, the contractor shall, to the maximum extent possible, provide a minimum of four (4) weeks’ notice when contractor employees will be out of the office for extended vacations, medical leave, and for periods longer than 2weeks. The contractor shall immediately locate a replacement and submit the required paperwork as quickly as possible so that the replacement employee will be able to perform the duties required for the position.

7.5 The day to day supervision and direct control over the work performed by on-site contractor personnel will be the sole responsibility of the contractor.

7.6 Training. In performance of the task order, the contractor employee will be required to complete the following Mandatory training on-line courses, and any other required courses, as needed in order to maintain access to the DHS Computer System:

Annual Security Awareness Training

Protecting Sensitive But Unclassified (SBU) Information

These courses, and other courses, are completed during duty hours and are considered part of their productive time.

8.0 OTHER SPECIAL REQUIREMENTS

8.1 Non-Disclosure of Information:

Any information made available to the contractor by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of the order. All contract employees performing under this contract are subject to the prohibition of disclosing any Personally Identifiable Information (PII) in paper and /or electronic form during their everyday work activities. DHS contractors are required by law to properly collect, access, use, share, and dispose of PII in order to protect the privacy of individuals. Additional information pertaining to the protection of PII can be obtained at www.dhs.gov/privacy.

All contract employees performing under this contract are subject to the prohibition of disclosing any procurement sensitive information, operational security or communications security information, documentation, plans, etc.

8.2 Intellectual Property Rights:

All software and documents developed by the Contractor shall become the property of FPS.

8.3 Conflict of Interest Avoidance Information:

The Contractor shall notify the Contracting Office (CO) and Contracting Officer’s Representative (COR) in writing of any potential conflicts of interest through their performance on the resulting contract.

9.0 CONTRACT TRANSITION:

9.1 A smooth and orderly transition between the contractor and the predecessor contractor is necessary to assure minimum disruption to vital contractor services and Government activities.

9.2 The contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor contractor’s employees. The contractor may notify the predecessor contractor’s employees that the Contractor will be assuming services upon the contract start date and may distribute business cards, employment applications, brochures, and other company information to the predecessor contractor’s employees while they are on duty, provided that there is no interference with the contract employee’s assigned duties (e.g., during “off hours” or during relief or lunch breaks). However, the contractor may not interview, recruit, schedule interviews, or conduct extensive discussions with the predecessor contractor’s employees while they are on duty.

9.3 The outgoing contractor will provide the incoming contractor with the names and anniversary dates of all employees working under the predecessor contract as soon as is feasible after contract award. The Service Contract Act does not require the predecessor contractor to provide this information earlier than 10 days prior to the predecessor contract ending date; however, the Government will request cooperation by the predecessor contractor to provide this information upon award of this contract.

10.0 SECURITY AND PRIVACY ACT

All personnel performing on this Contract must pass a suitability determination conducted by the Government. Contractor personnel will not be able to perform under this Contract until appropriate suitability determinations have been made. The Government will provide all necessary forms at the time of Contract award. The DHS Office of Security will accept only complete and legible security packages. Therefore, all personnel must provide the required information and documents to the COR within 10 calendar days after Contract award.

11.0 SUITABILITY ADJUDICATION

11.1 GENERAL

The Department of Homeland Security (DHS) has determined that performance of the tasks as described in the above Statement of Work requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as the Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

11.2 SUITABILITY DETERMINATION

DHS will exercise full control over granting; denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. DHS may, as it deems appropriate, authorize and make a favorable expedited entry on duty (EOD) decision based on preliminary security checks. The expedited EOD decision will 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 as assurance that a favorable full employment suitability authorization will follow as a result thereof. The granting of a favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract. No employee of the Contractor shall be allowed to EOD and/or access sensitive information or systems without a favorable EOD decision or suitability determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the OPR-PSU.

11.3 BACKGROUND INVESTIGATIONS

Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing 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. Background investigations will be processed through the Personnel Security Unit.

Prospective Contractor employees shall submit the following completed forms to the Personnel Security Unit through the COR, no less than 5 days before the starting date of the contract or 5 days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor:

1. Standard Form 85P, “Questionnaire for Public Trust Positions” Form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (2 copies)

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

3. Foreign National Relatives or Associates Statement

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

5. Optional Form 306 Declaration for Federal Employment (applies to contractors as well)

6. Authorization for Release of Medical Information

Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Defense Industrial Security Clearance Office (DISCO), or by another Federal Agency, may not be required to submit complete security packages, and the investigation will be accepted for adjudication under reciprocity.

An adequate and current investigation is one where the investigation is not more than five years old and the subject has not had a break in service of more than two years.

Required forms will be provided by DHS at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS IT systems and the information contained therein, to include, the development and/or maintenance of DHS IT systems; or access to information contained in and/or derived from any DHS IT system.

In the event that the Personnel Security Unit changes processes or procedures, the contractor must follow the new guidance, along with the submission of any associated forms they deem necessary, for the background investigation process.

11.4 TRANSFERS FROM OTHER DHS CONTRACTS:

Personnel may transfer from other DHS Contracts provided they have an adequate and current investigation (see above). If the prospective employee does not have an adequate and current investigation an e-QIP Worksheet will be submitted to the Intake Team to initiate a new investigation.

Transfers will be submitted on the COR Transfer Form which will be provided by the Office of Security – HQ along with other forms and instructions.

11.5 CONTINUED ELIGIBILITY

If a prospective employee is found to be ineligible for access to Government facilities or information, the COR will advise the Contractor that the employee shall not continue to work, or to be assigned, to work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/ or when the contractor independently identifies, circumstances where probable cause exists.

The OPR-PSU may require reinvestigations when derogatory information is received and/or every 5 years.

DHS reserves the right and prerogative to deny and/or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR 2635 and 5 CFR 3801, or whom DHS determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

The Contractor will report any adverse information coming to their attention concerning contract employees under the contract to the OPR-PSU through the COR. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The OPR-PSU must be notified of all terminations/resignations within five days of occurrence.

The Contractor will return any expired DHS issued identification cards and building passes, or those of terminated employees, to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes to the responsible ID Unit.

11.6 EMPLOYMENT ELIGIBILITY

The contractor shall agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization.

The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility verification Program, is an Internet-based system operated by DHS USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify represents the best means currently available for employers to verify the work authorization of their employees.

The Contractor must agree that each employee working on this contract will have a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of his or her own employees and for any Subcontractor(s) and their employees.

Subject to existing law, regulations and/or other provisions of this contract, illegal or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this contract.

11.7 SECURITY MANAGEMENT

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COR determine that the Contractor is not complying with the security requirements of this contract, the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken in order to effect compliance with such requirements.

The following computer security requirements apply to both Department of Homeland Security (DHS) operations and to the former Immigration and Naturalization Service operations (FINS).

These entities are hereafter referred to as the Department.

11.8 INFORMATION TECHNOLOGY SECURITY CLEARANCE

When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS IT Security Program Publication DHS MD 4300.Pub. or its replacement. Contractor personnel must have a 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).

11.9 INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

All contractor employees using Department automated systems or processing Department sensitive data will be required to receive Security Awareness Training. This training will be provided by the appropriate component agency of DHS.

Contractors who are involved with management, use, or operation of any IT systems that handle sensitive information within or under the supervision of the Department, shall receive periodic training at least annually in security awareness and accepted security practices and systems rules of behavior. Department contractors, with significant security responsibilities, shall receive specialized training specific to their security responsibilities annually. The level of training shall be commensurate with the individual’s duties and responsibilities and is intended to promote a consistent understanding of the principles and concepts of telecommunications and IT systems security.

All personnel who access Department information systems will be continually evaluated while performing these duties. Supervisors should be aware of any unusual or inappropriate behavior by personnel accessing systems. Any unauthorized access, sharing of passwords, or other questionable security procedures should be reported to the local Security Office or Information System Security Officer (ISSO).

12.0 GOVERNMENT FURNISHED PROPERTY AND OTHER RESOURCES

The Government will provide only the property which is required to configure a suitable workstation and office environment for assigned personnel to include but not limited to office furniture, telephone, and computer as applicable. In addition the Government will provide training necessary to assist the individual(s) in meeting the requirements of the position.

13.0 GOVERNMENT-PROVIDED PROPERTY - HSPD-12 PERSONAL IDENTITY

VERIFICATION (PIV) CARD EMPLOYEE APPLICATION PROCESS

A. Application.

1. Contractor shall provide employee forms listed below, and any additional forms as required, after employee receives favorable suitability determination from FPS; employee shall complete each form and return to Contractor.

a. DHS Form 1100-14, Identification Access Control Card Request (Exhibit 2I)

b. DHS Form 11000-27, Federal Emergency Response Official Designation Request (Exhibit 2J)

2. Contractor shall review forms identified in 1 (a) and (b) for completeness, then provide to the

COR.

B. Sponsorship.

1. CO/COR or Government POC will review forms for completeness. Once verified, forms will be forwarded to the HSPD-12 Program Office.

2. CO/COR or Government POC will notify designated contractor representative regarding employee’s sponsorship determination and provide information for enrollment. (See example below section C. 5)

C. Enrollment.

1. Government will notify Contractor of specific dates/times available for enrollment. Contractor shall schedule its employee(s) within those dates/times and ensure employee reports to enrollment station at scheduled time.

2. Employee must bring two valid forms of identification. Acceptable forms of identification can be found in Form I-9, OMB No. 1115-0136, Employment Eligibility Verification. At least one form of identification must be a Federal or State government issued photo identification.

3. If employee does not present acceptable forms of identification, appointment will be cancelled. Designated contractor representative is responsible for notifying COR of cancelled appointment and re-scheduled appointment.

4. After enrollment process is complete, PIV card will be issued and activated. To activate PIV card, employee will be fingerprinted and required to provide a 4 to 6 numeric Personal Identification Number (PIN). PIN should be created to mitigate unauthorized use of PIV card.

5. Estimated Processing Time: 20 min/per person

Address Operating Days Hours Point of Contact 1111 Broadway, Suite 1200 Oakland, CA 94607

Mon-Fri Register online before going to PIV location.

0900-1500 TBD*

* Information will be provided by CO/COR

FORM I-9: Lists of Acceptable Documents

Attachment 1 – Additional Terms and Conditions

CONTRACT CLAUSES are listed on the BASE CONTRACT

THE FOLLOWING IS AN ADDENDUM TO FAR 52.212-4 – CONTRACT TERMS AND

CONDITIONS – COMMERCIAL ITEMS:

Addendum to FAR 52.212-4 Contract Terms and Conditions- Commercial Items (Jan 2017), paragraph

(d) Disputes versus that which has been cited.

Notwithstanding the claim period stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the contractor agrees to submit any claim related to this contract [or “order”] within 12 months after accrual of the claim.

1. DESCRIPTION OF SERVICES

The contractor shall provide and maintain all management, supervision, manpower, insurance, pre-employment screenings, reports, files, and any other resources necessary to accomplish administrative services as described and required in this TORFP.

2. CONTRACT TYPE

Services shall be furnished via Firm Fixed Price contract at a fixed monthly rate for all positions identified.

3. ESTIMATED QUANTITIES

This task order will be a firm fixed priced contract with fixed monthly rates based on each FTE working 2,080 hours per year for all positions; except for surge support and travel requirement which will be as needed basis.

# of

FTE

Labor Hours Total Labor Hours

Base Year 3 2,080 6,240 Option Year 1 3 2,080 6,240

12,480

3. PRICES

A. Department of Labor (DOL) Wage Determination (WD)

1. The minimum wage rates and fringe benefits applicable to the contract are outlined in the Department of Labor (DOL) prevailing wage determination incorporated into the contract.

2. The applicable job classification under a DOL prevailing wage determination is Administrative Assistant. The applicable job classification reflects the minimum wages rates and fringe benefits that the Contractor must pay to all employees working under the contract.

B. Contingency Pricing

1. Contractors shall not include contingency allowances to cover increased costs for which adjustments are providing under Federal Acquisition Regulation (FAR) Clause 52.222-43 – Fair Labor Standards Act and Services Contract Act – Price Adjustments (Multiple Year and Option Contracts)(May 2014).

2. In addition to increases to wages and fringe benefits prescribed by a revised wage determination, including bona fide fringe benefits specially called out in a collective bargaining agreement, FPS may consider increases to other direct costs brought about by the contractor’s cost of compliance with the terms of a revised wage determination (e.g. state gross receipts tax). Any price adjustment request associated with such other direct cost(s) must be supported by documentation demonstrating that a contingency covering an increase to the subject cost(s) was not included in the contractor’s price proposal accepted by the Government at time of award.

4. PACKING AND MARKING

A. Payment of Postage and Fees. All postage and fees related to submitting information, including forms, reports, etc., to the Contracting Officer or the Contracting Officer’s Representative shall be paid by the Contractor.

B. Marking. All information submitted to the Contracting Officer or the Contracting Officer’s Representative shall clearly indicate the contract and task order number for which the information is being submitted.

5. INSPECTION AND ACCEPTANCE – CONTRACTOR’S RESPONSIBILITY

The Contractor shall provide for all day-to-day supervision, inspection, and monitoring of all work performed to ensure compliance with the contractor requirements. The results of inspections conducted shall be documented in an inspection report for submission to the Government. The Contractor shall follow through to assure that all Government and Contractor identified defects or omissions in the requirements are corrected.

The Contractor is required to submit resumes for government selection and approval within 5 days after award.

6. CONTRACTOR TRANSITION AND PHASE IN

The transition period will coincide with the award of a contract.

Upon award all current employees retained by the contractor will be allowed to continue to perform in their current positions as adjudicated. All new employees will NOT be allowed to perform until they are fully adjudicated for the position being hired.

7. DELIVERIES OR PERFORMANCE – TERM OF CONTRACT

The full term of the contract will be a base year period of performance (POP) consisting of twelve (12) months and one (1) additional twelve (12) month ordering. The start and end dates for the base ordering period and each optional ordering period will be defined within the resultant contract. Established optional ordering periods may be exercised in accordance with FAR 52.217-9; and up to a six (6) month extension available under FAR 52.217-8.

Performance periods shall be as follows:

BASE PERIOD 04/01/2018-03/31/2019

OPTION YR 1 04/01/2019-03/31/2020

In accordance with FAR 52.217-9, Option to Extend the Term of the Contract, the Government may extend the term of the contract by written notice to the contractor at least 30 days before the contract expires; provided that the Government gives the contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires.

In accordance with FAR 52.217-8, Option to Extend Services, the Government may require continued performance of any services within the limits and at the rates specified in the contract. The option provision may be exercised more than once, but the total extension of performance shall not exceed 6 months.

8. CONTRACT ADMINISTRATION DATA

A. Invoicing. After award of this contract, but prior to performance, the contractor shall meet with the Contracting Officer and Contracting Officer’s Representative upon request to discuss proper invoice preparation and submission. The contractor and government shall agree on a standardized invoice format to be used for submission of all invoices under this contract that meets the requirements of FAR 52.212-4 contract Terms and Conditions – Commercial Items, Paragraph (g) “Invoice.” Use of a standardized invoice format will facilitate timely invoice reviews and approvals. Failure to use the agreed standardized invoice format shall result in rejection of invoices.

B. Invoices shall be submitted for payment within 30 days after completion of the prior month’s services.

Invoices shall not contain any employee Personally Identifiable Information (PII). Invoices shall be submitted via one of the follow three methods:

1. By mail: NPPD-FPS-Region 09

DHS, NPPD

Burlington Finance Center P.O. Box 1279 Williston, VT 05495-1279 Attn: FPS Region 09 Invoice

2. By Facsimile (fax): #802-288-7658. The invoice submission shall include a cover sheet with the contractor’s pointing of contact information and # of pages.

3. By e-mail: NPPDinvoice.consolidation@ice.dhs.gov

The invoice number and FPS HQ shall be annotated in the subject line of the email. Only (1) invoice shall be submitted per e-mail message. The invoice attached to the e-mail shall be in a Portable Document Format (PDF).

Invoices submitted by other than these three methods will not be processed and will be returned.

C. Contractor shall provide an informational copy of each invoice to the Contracting Officer Representative (COR) and the Contracting Officer (CO) as designated upon award.

D. In addition to the information required for a proper invoice as identified in FAR 52.212-4(g)(1), Contract Terms and Conditions – Commercial Items, (Jan 2017), the contractor shall include the following information:

1. Annotate “FPS Region 09” on the face of each invoice

2. Clearly identify the period of performance for which the services were rendered or the date the supplies were delivered to the government (invoices for periods of performance that encompass less than a full month of service must show the specific dates that services were rendered)

3. Cite the identical CLIN description on the invoice as what is cited within the CLIN description listed in the contract

E. Contractors shall submit only one invoice per contract or order per month. Failure to comply with these submission requirements will result in rejection of the invoice.

F. Final invoices shall be marked “FINAL” and be accompanied by an executed “Contractor’s Release” (DHS Form 700-3 (12/07) available at http://dhsconnect.dhs.gov/forms/documents/DHS_Form_700-3.pdf or by request to the Contracting Officer. A release discharging the Government, its officers, agents, and employees of and from all liabilities, obligations, and claims arising out of or under this contract subject only to the exceptions listed at FAR 52.212-4 (ALT1), paragraph (i)(7)(i)-(iii) is a condition precedent to final payment.

8B. PAYMENTS

1. Payments will be made on a calendar month basis in arrears upon submission of an invoice. Payments will be due on the 30th calendar day after receipt of a proper invoice or date of receipt of services, whichever is later.

2. It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of specifications and requirements of this contract. The criteria for deductions and adjustments below will be used by the Government in determining monetary deductions for nonperformance of work under this contract and for adjustments for deficiencies in the performance of work. In no event shall contractor invoice or the Government be obligated to pay for any hours in excess of the amount identified within the contract (inclusive of all modifications).

3. The Contractor is responsible for…