70RSAT24RFI000025 Financial Support Services SOW.pdf

70RSAT24RFI000025

US Department of Homeland Security Science and Technology (S&T) Directorate

Office of Enterprise Services (OES) Finance and Budget Division (FBD) Financial Support Services (FSS)

STATEMENT OF WORK (SOW)

Background

The Department of Homeland Security (DHS) Science and Technology (S&T) Directorate Office of Enterprise Services (OES) Finance and Budget Division (FBD) requires a full range of financial management support services using a variety of financial procedures. These financial management functions include accounting, auditing, financial analyst support services, financial operations support services, travel management support services, bank card support, conference management support, travel, front office support, and SharePoint development and management. The DHS S&T goal is to obtain the best value goods and services for our DHS customers through the continuous improvement of our processes for managing financial processes to ensure all actions conform to law and the preservation of the public’s trust.

Objective

The overall objective is to acquire contractor support for comprehensive financial management services to assist the DHS S&T with a range of financial analysis support services.

The purpose of this requirement is to obtain, labor, materials and supplies to support FBD with its DHS S&T FBD five branches: Budget and Performance Branch (BPB), Financial Management Branch (FMB), Financial Services Branch (FSB), Internal Control Branch (ICB), and System and Information Sharing Branch (SISB).The financial support services will be in accordance with the task requirements outlined in this Statement of Work (SOW). These services include task order management, financial operations, travel management/system support, bankcard program management/support, conference management support, internal controls/financial audit, Front Office Support (Executive Support, Share Point and Records Management), and travel execution/reporting support.

Scope of Work

The scope of work includes the following tasks as listed below (none of these tasks are inherently governmental):

Task Requirements

Task 1: Contract Management Services

The contractor shall:

• Provide on-site/off-site contract management of their contract staff.

• Provide Weekly Progress Reports.

• Meet weekly with the Contracting Officer’s Representative (COR)/Program Managers

• Provide monthly status reports.

• Act as the Contractor’s single point of contact for all technical and administrative matters related to the contract.

• Attend a Post Award Conference within fourteen days of award

• Execute the final Transition-In and Transition-Out plans

• Execute the final Contract Management Plan

• Be responsible for maintaining communication with the COR , and to immediately notify both the Contracting Officer (CO) and the COR of any problems that would prevent timely performance of all tasks under the contract.

Task 2: Financial Operations Services

Financial Operations is responsible for Funds Control, funds certification of commitments and obligations, processing of Intra Governmental Payment and Collection (IPACs) and commercial invoices, accounting, of capital assets, reimbursable program financial management and the generation of internal and external financial reports. the contractor shall:

• Evaluate, document, and assist in the improvement of current business processes and reporting.

• Remediate weaknesses in the processes, data and reporting in the current financial management systems.

• Accept and establish reimbursable agreements and accounts.

• Conduct on-going reviews of reimbursable accounts.

• Reconcile reimbursable accounts with trading partners.

• Resolve financial discrepancies with trading partners.

• Close out reimbursable accounts.

• Develop reimbursable budget authority estimates.

• Maintain reimbursable accounting standard operating procedures.

Task 3: Travel Management and System Support Services

The S&T Travel Office is responsible for developing, implementing, and managing travel processes and serval integrated and non-integrated systems used by federal and non-federal travelers for both domestic and international travel in compliance with the Federal Travel Regulations (FTR), departmental polices and S&T processes and procedures. The purpose of Task 3 is to provide support to the Travel Program Manager administering the E- Gov/Travel Services Program and provide other operational needs related to the conduct of official travel for the DHS S&T and other miscellaneous financial services (i.e., official employee expenses, training program, transit subsidy benefits, etc.) , the contractor shall:

• Support the configuration, testing, and change management related to the travel and other integrated systems development and implementation.

• Develop and update travel and other financial business practices for integration into standard operating procedures, written policies, and online travel portal.

• Work with functional specialists, automation specialists, contractors, vendors to effectively translate process requirements into an automated application.

• Provide support to system end users through conduct of research, data analyses, issues analysis and recommends solutions to potential problems.

• Support the implementation of internal controls as it relates to travel program system administration and end user support.

• Use online travel management systems including Concur Gov as a system administrator to produce internal and external reports and conduct analysis of travel activities and other program expenditures (i.e., training purchase orders).

• Gathers documentation/records to support responses to data calls and audit requests from the agency and external regulatory bodies (i.e., General Accountability Office).

• Provide assistance in preparing reports, issuing papers and correspondence pertaining to financial management of S&T travel program.

• Supports training and outreach efforts resulting from the re-engineering, development and implementation of new processes, procedures and systems as necessary for employees for both domestic and international travel.

• Perform quality control and ensures compliance with Federal Travel Regulations (FTR) and departmental policy for all travel authorizations and expense reports.

• Enters accurate travel data in various financial and subsidiary systems, reconciles accounting and transaction data.

• Process documentation to re-allocate funds to correct imbalances and to deploy funds to meet changes in programs.

• Submit data for specific items of external monthly reports on program budget execution for review and final submission.

• Convey program guidance to stakeholders to ensure compliance to financial policies and procedures.

• Serve as the travel liaison for S&T travel program stakeholders.

• Submit and monitor Emergency Ticketing Requests.

• Submit and monitor Centrally Billed Account Use Requests.

• Maintain and review travel card status/balance/credit limit information in bank system as necessary to carry out travel support functions.

• Provide guidance to travelers regarding execution of appropriated funds through the charge card program in accordance with Federal Travel Regulations and departmental policies.

• Establish and maintain a task tracking system to ensure business/programmatic actions items and suspense dates are maintained.

Task 4: Bankcard Program Management and Support Services

The contractor shall provide the following support to support the Program Manager responsible for the implementing, managing, and administering the GSA SmartPay Card Program for all three business lines

(fleet, travel, and purchase) in accordance with Federal Acquisition Regulations (FAR) and departmental policies and procedures. The contractor shall:

• Work with functional specialists, automation specialists , contractors, vendors, and clients to effectively translate the client’s requirements into an automated application.

• Provide support to system end users through conduct of research, data analyses, issues analyze and recommends solutions to potential problems.

• Use automated databases such the Science and Technology Analytical Tracking System (STATS) bankcard online account management tool to perform outline assignments and produce internal and external reports.

• Gathers documentation/records to support responses to data calls and audit requests from the agency and external regulatory bodies. Provides analysis and support in the Department-wide annual A-123 internal controls assessment.

• Provide assistance in preparing reports, issuing papers and correspondence pertaining to financial management of the bankcard program.

• Support training and outreach efforts resulting from the re-engineering, development and implementation of new processes, procedures and systems as necessary for employees for purchase, travel and fleet card programs.

• Ensure accurate financial data in various financial and subsidiary systems, reconciles accounting and transaction data, and executes corrective action to assure data quality and consistency of the bankcard program.

• Review and edit standardized operating procedures for financial management of bankcard programs.

• Provide guidance to credit card program stakeholders regarding execution of appropriated funds through the charge card program in accordance with Federal Acquisition Regulations and departmental policies based on their knowledge of these acquisition regulations and polices.

• Advise program manager of funding imbalances, negative projections, or indications of improper utilization of credit cards.

• Monitor and reconcile expenditures daily, monthly quarterly, and annually using existing systems to meet invoice processing timelines and internal control objectives.

• Perform post payment audits and report all instances of non-compliance, fraud, waste, and abuse to the program manager.

Task 5: Conference Management Support Services

The Conference Support Role is defined as primary support to the Federal Conference POC who serves as a single point of contact for all S&T divisions for conference policies and processes, planning, approval, and data capture and analysis. The contractor shall:

• Assist S&T with implementing the federal regulations on conferences at S&T.

• Assist S&T with implementing Department conference approval process at S&T, including reviewing the process to identify areas for streamlining and efficiency into our application of the process.

• Draft communications for distribution by FBD Conference point of contact (POC) on conference processes and procedures, approvals, polices, etc.

• Conduct market research on conference venues, costs, a/v capabilities etc.

• Identify and document possible cost reductions.

• Convey DHS conference policies and procedures to S&T offices and follow DHS guidance for all conference, workshops, and reviews.

• Draft conference approval process forms, and conference estimates

• Assist S&T offices in attending all necessary conference approvals, as per DHS Conference

Approval policy.

• Liaise with Financial Analyst and Financial Officers to help answer funding questions, tracker PR approval process, and identify conference funding execution figures.

• Develop process, tools, and system to capture estimated conference costs.

• Analyze data monthly, quarterly, and annually to identify trends and optimize conference efficiencies and cost savings.

• Assist with preparation of response to internal and external data calls related to S&T conference activity.

• Conduct and provide ad hoc reporting and analysis.

• Develop process, tools and system to manage conference records.

• Assist with ensuring conference files and records are current and well organized.

• Assist with ensuring records are disposed of in accordance with established polices and guidelines.

Task 6: Internal Controls/Financial Audit Services

The Senior Accounting Analyst shall provide professional expert analysis and advice, for the management of the internal controls program, the financial audit and assist with ensuring compliance with regulations. Regulations include (but are not limited to): OMB Circular A-123, Management’s Responsibility Enterprise Risk Management and Internal Control (including Appendices A, B and C), Federal Managers Financial Integrity Act (FMFIA), Improper Payments Information Act (IPIA) and Improper Payments Elimination and Recovery Act (IPERA). The contractor shall:

• Provide analysis and support in the Department-wide annual A-123 internal controls assessment. Assist financial managers in conducting internal assessments of internal controls of operational processes (e.g., asset management; plant, property and equipment; internal use software; and environmental financial liabilities) and producing written documentation (Test of Design (TOD), Test of Effectiveness (TOE), working papers and a summary of aggregated deficiencies) of the assessment.

• Evaluate documentation and/or statistical financial data developed in response to requests from the auditors conducting the Departments’ consolidated financial statement audit.

Task 7: Front Office Support – Executive Support, Share Point and Records Management Services

Executive Support

The contractor shall:

• Provide routine administrative support to the Office of Enterprise Services (OES) and FBD senior management team and branch chiefs.

• Provide analytical and program support to OES and FBD by preparing financial reports, presentations, graphs, tables and charts.

• Review and edit documents for grammar and content.

• Provide additional program support to all OES and FBD offices as required during peak performance periods.

• Serve as Share Point Administrator for OES and FBD, posting service bulletins, calendar items, Director’s newsletters, and other documents as needed.

• Update and maintain databases, ensuing data entered is accurate, on- time, including logging notification letters on receipt.

• Update, maintain and analyze task tracking tools to ensure that data entered is accurate, on-time and that Federal staff are kept up-to-date on status of all tasks; tools will include Excel spreadsheets and Share Point.

• Assist Federal staff, including designated program officials and subject matter experts, with requests from audit agencies.

Records Management and Personal Property Custodian

The contractor shall:

• Maintain an active records inventory list for the six branches of the Finance and Budget division.

• Provide yearly records management training to the division.

• Document and update file plans and dispositions on the inventory list based on General

Services Administration (GSA)/DHS records schedules.

• Submit monthly records requests and correspondence to branch chiefs and records liaisons.

• Maintain a Monthly Records Report Accountability Workbook, a master records workbook, and monitor the records management folders on the CFO share drive to account for newly created and received records on a monthly basis.

• Update and save all records to an external hard drive, IronKey and p-drive on a weekly basis to reduce risk of loss of data.

• Assist in ensuring record-keeping processes comply with National Archives and Records Administration ( NARA), GSA, and DHS standards and procedures.

• Alert all contracting staff of annual online records management training course requirements.

• Maintain an RM certificate workbook and share drive folder to track the 50+ FBD contractor’s yearly online RM course certifications to ensure completion and RM compliance.

• Organize and provide annual Records Management presentations and trainings to all FBD staff to ensure and increase staff knowledge of Records Management laws, policies, directives, and best practices.

• Provide one-on-one records management training and information sessions with staff on an as needed basis.

• Share RM knowledge on best record-keeping practices and approaches with other divisions of the Science and Technology Directorate.

• Maintain communication with the S&T Records Officer and the DHS Records Officer to ensure the Finance and Budget Division is aware of any changes in RM policy or requirements.

• Attend all monthly S&T RM meetings and information sessions.

• Work as personal property liaison between FBD and the OCIO Personal Property team to account for SciTech personal property disseminated to all FBD staff.

• Ensure the accountability of newly disseminated and actively maintained personal property to FBD end users to help mitigate loss and destruction of S&T assets.

• Communicate with the S&T Personal Property Officer to ensure all FBD personal property is properly accounted for.

• Request, receive, rename, and upload images of personal property to Sunflower Asset

Management System (SAMS) to provide visuals of distributed personal property.

• Utilize SAMS, a Personal Property workbook, and a digital filing system to aid in documenting the transferal cycle of personal property from Office of the Chief Information Officer (OCIO) to FBD to End User and the reverse.

• Submit and reclaim signed SF560-3 Property Receipts to document authority and accountability during the property transferal process.

• Upload SF560-3’s and images of personal property to SAMS to account for property transferals in the system.

• Inventory and reconcile personal property within FBD offices via scanner and SAMS, when necessary.

• Remain aware of changes in staff to ensure all personal property is accounted for.

• Attend all S&T Personal Property meetings and information sessions.

• Must complete the 4 modules of the records management training within 30 days of onboarding and must complete mandatory training on records management.

• Comply with DHS overall records management guidance on electronics records management.

• All contractors’ federal emails must be organized via the Federal Enterprise Architecture

File Plan structure within their Outlook e-mail accounts and must retain federal emails no shorter than their allotted retention period. Unless necessary for Federal business, contractors must not retain federal emails longer than their designated disposition.

SharePoint Support

The contractor shall:

• Gather requirements, document, develops and tests SharePoint applications, including user interface, workflow, web parts, and back-end processing solutions.

• Develop SharePoint web applications using Designer, InfoPath, Power BI and other tools.

• Gather requirements, document, develop, design and mange content, forms, and workflow in SharePoint.

• Gather requirements, document, and develop lists, sites, and document libraries (understanding of taxonomy and SharePoint Best Practices is vital).

• Design, develop and maintain key components of the software suite using classic ASP, Microsoft.Net and SharePoint.

• Gather requirements, document and implement SharePoint-based workflows as well as develop Business Intelligence dashboards.

• Gather and document customer requirements to create technical specifications to include prototypes, proof on concepts, use cases, sequence diagrams, etc.

• Provide production technical support for investigation and resolution of requests related to the support of existing SharePoint and .Net applications.

• Create collaborative portals between user groups and sites between client and contractor.

• Manage the daily functions of SharePoint updates, permissions and functionality.

• Participate and provide technical assistance in any/all SharePoint upgrades and migrations.

• Follow SharePoint Best Practices in content management and taxonomy.

Deliverables

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows operating system and Microsoft Office Applications) in accordance with the Deliverable Summary Table below. Dates below are referenced as calendar days.

Deliverable Due Date Distribu�on Post-Award Conference 14 days a�er contract award All Key personnel shall atend the Post-Award Conference.

TBD whether it will be on-site or

Teams mee�ng Transi�on-In Plan Dra� due 14 days a�er date of contract award

Final due 30 days a�er date of contract award

Electronic copy provided to COR, Gov’t PM and CO.

Contract Management Plan 14 days a�er date of contract award

Electronic copy provided to COR, Gov’t PM and CO.

Monthly Progress Report 15th day of each month Electronic copy provided to COR, Gov’t PM and CO.

Weekly Status Report Weekly date TBD Electronic copy provided to COR and Gov’t PM

Transi�on-Out Plan Dra� due 120 days before contract PoP expira�on.

Final due 60 days before contract PoP expira�on

Electronic copy provided to COR, Gov’t PM and CO.

Post Award Conference. A Post Award Conference shall be held at the government’s facility located at

St. Elizabeth Campus 1790 Ash St. SE, Washington, DC 20032, or via teleconference. The conference will take place fourteen calendar days after the date of award. The purpose of the Post Award Conference is to discuss technical and contracting objectives of this contract. Contractor personnel required to participate in this conference shall be as determined by the Contracting Officer. Upon award of the contract, the contractor shall contact the COR and coordinate the particular date, time, attendees and agenda for the conference.

Transition-In Plan. The Contractor shall provide a draft transition-in plan to the Contracting Officer (CO) and COR via electronic mail no later than 14 days after award. This plan shall address the contractors plan for minimizing impact such that continuity of services will be maintained without disruption. The contractor shall describe how it will achieve being fully staffed. The final plan is due 30 days after award of the contract.

Contract Management Plan. The Contractor shall provide a Contract Management Plan that, describes the following:

Overall approach to management recruitment and RetentionRisk Management Subcontractor management including:

o Identify the subcontractors that will be part of the quoter’s team o What tasks each subcontractor will perform o What percentage of the total effort each subcontractor will be responsible for

The Contractor shall provide the Contract Management Plan to the CO and COR vial electronic mail no later than 14 days after award.

Monthly Progress Reports. The Contractor Manager shall provide a monthly progress report to the CO, Gov’t PM and COR via electronic mail. This report shall provide monthly cost and performance reporting of all assigned tasks. The costs portion of the report shall be structured to enable ready discernment of cost trends, projections, and variances. At a minimum these reports shall include:

Technical Information:

• All contractor work performed and planned to be performed, i.e., a list of planned activities, activities in progress, and completed activities for each support staff performing under the contract.

• An assessment of technical progress.

• Identification of any problem areas with each assigned task.

• Any major issues affecting performance and expected to affect performance; Schedule for any assigned work; and

• Any other contractor concerns or recommendations.

Cost:

• Total amount funded on the contract.

• Current and cumulative expenditures per tsk to date, including breakdown of labor by hours by labor category, applied indirect expenses, all other direct costs, and costs for any travel conducted.

• Any planned travel and anticipated costs; Any major issues affecting cost.

• Projected expenditures for the next reporting period and to term; and

• Graphical spending charts and metrics to assess costs, schedule and technical performance.

Weekly Progress Report/Meetings. The Contractor Program Manager shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with DHS objectives. At a minimum, the Program Manager shall review the status and results of Contractor performance weekly at scheduled meetings.

Transition-Out Plan. The Contract Program Manager shall provide a transition-out plan to the CO, Gov’t PM, and COR via electronic mail. This plan shall address the contractors plan for minimizing impacts such that continuity of services will be maintained without disruption. The contractor shall describe how it will transition work to the new contractor. This draft plan is due 120 days before the expiration of the contract. The final plan is due 60 days before the expiration of the contract.

Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

1. The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

2. The COR will have 10 business days to review deliverables and make comments. The Contractor shall have 10 business days to make corrections and redeliver.

3. All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Management Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

Contractor Personnel

1. Qualified Personnel

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

The Contractor shall submit complete and correct information to DHS’s Personnel Security Division for new personnel to backfill a position within thirty days of notifying the government of the previous personnel’s last day. All qualified personnel shall possess the following abilities:

• Absorb, organize, and communicate large quantities of information in a fast-paced environment in a clear, concise, and accurate manner.

• Keep informed of the mission, organizational structure, key personnel, current activities, status of current projects, and any issues affecting the organization.

• Communicate with senior staff, customers, and other staff in a manner that is clear, concise, succinct, and professional.

• Manage a variety of functions simultaneously and with flexibility to work under competing demands and deadlines.

• Operate independently and work collaboratively in a team environment.

• Proficiency in Microsoft Office products including Microsoft Teams and PowerPoint

2. Continuity of Support The Contractor shall ensure that the contractually required level of support for this requirement is always maintained. The Contractor shall ensure that contract support personnel are available for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement. Before replacing any individual, the Contractor shall notify the COR no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the person being replaced. The Contractor shall not replace Contractor personnel without acknowledgment from the Contracting Officer Representative. If a staff member is planned to be absent for more than 30 days, a replacement is required.

3. Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 14 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the CO . The Contractor shall not replace Key Contractor personnel without approval from the CO . The following Contractor personnel are designated as Key for this requirement.

• Program Manager

Note: The Government may designate additional Contractor personnel as Key after award.

4. Program Manager

The Contractor shall provide a Program Manager (PM) who shall be responsible for all Contractor work performed under this SOW. The Contractor PM shall be a single point of contact for the Contracting Officer and the COR. The name of the Contractor PM, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Contractor PM, shall be provided to the Government as part of the Contractor's proposal. The Contractor PM is further designated as Key by the Government. During any absence of the Contractor PM, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Contractor PM and all designated alternates shall be fluent in written and spoken English. Additionally, the Contractor shall not replace the Contractor PM without prior approval from the Contracting Officer.

The Contractor PM shall be available to the COR via telephone between the hours of 0900 and 1700 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

5. Employee Identification

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

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

All Contractor employees shall identify themselves as Contractors when answering Government telephones, in e-mail messages, instant messages, and webinars.

6. Employee Conduct

Contractor’s 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 Contractor 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 Contractor PM shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security. Contractor employees must ensure that they are readily accessible to all programs and Government staff and available through DHS Teams Messenger system, e-mail, phone, and office visits, as required, during working hours.

7. Removing Employees for Misconduct or Security Reasons

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

Other Applicable Conditions

1. Security

DHS has determined that the performance of this requirement requires fitness vetting before any individual can begin work under the contract. Upon official notification by the Government that a clearance will not be granted, the contractor shall provide the security paperwork for a qualified replacement within 30calendar days (DHS does not provide or sponsor clearances for contract employees).

All contractor using Department systems or processing Department data will be required to receive Security Awareness Training and favorably be adjudicated for fitness vetting. All personnel who access Department information systems will be continually evaluated while performing these duties. The requirements for services performed by the contractors will follow DHS Policy 4300A.

The favorable Entrance on Duty (EOD )decision is required before contractors shall be allowed 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 full employment fitness authorization will follow. Contractors should have a full background investigation completed. This is in compliance with DHS Security Architecture.

2. Period of Performance

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period 12 months

Option Period One 12 months from option exercise

Option Period Two 12 months from option exercise

Option Period Three 12 months from option exercise

Option Period Four 12 months from option exercise

3. Place of Performance

The primary place of performance will be the Department of Homeland Security at DHS S&T Headquarters, Saint Elizabeth Campus, Washington, DC. Currently all FBD federal employees are in a remote work posture.

Telework will be allowed under this contract and contractors will be allowed to work remotely within the Washington National Capital Region with COR approval until further notice. It is expected that contractors will come into work on average once a week. Work under this contract can only be completed on a DHS issued laptop via the DHS VPN connection. The Contractor PM must ensure that Contractor employees are reachable via telephone by the COR at the telework location. S&T will not pay for contractor travel expenses into the National Capital Region.

4. Hours of Operation, Holidays, Inclement Weather, and Furloughs.

Hours of Operation: Contractor employees shall perform all work during standard business hours between 7:00am to 5:00pm Eastern, Monday through Friday (except Federal holidays). The Contractor will not be required to work on Federal holidays observed by Government personnel. Any hours in addition to a standard 8-hour workday or on a weekend or holiday must be approved in advance by the COR or CO.

Holidays: The Federal Government observes the following Federal Holidays:

• New Year’s Day – 1 January

• Martin Luther King, Jr.’s Birthday – 3rd Monday in January

• President’s Day – 3rd Monday in February

• Memorial Day – Last Monday in May

• Juneteenth National Independence Day – 19 June

• Independence Day – 4 July

• Labor Day – 1st Monday in September

• Columbus Day – 2nd Monday in October

• Veteran’s Day – 11 November

• Thanksgiving Day – 4th Thursday in November

• Christmas Day – 25 December

Any other day designated by Federal Statute, Executive Order, or a Presidential proclamation.

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a holiday.

The rate in the schedule of the contract includes an allowance for holidays to be observed. Contractor shall not bill the Government for the holidays listed above, except when the Government requires services, and the services are performed on a holiday.

If contractor does not observe a given holiday that the Government observes, Contractor may perform contract related work at contractor site or telework with authorization from the COR on pre-approved work plan addressing Government tasks. Contractor will continue to do Government work as if it is a regular workday at other than Government site; in other words, the contract price shall not be affected as the pay will be equal to the pay contractor personnel would otherwise receive on a regular workday.

The Government will not reimburse contractor personnel for any Contractor related work on holidays.

This provision does not preclude reimbursement for authorized overtime work, if applicable.

Inclement Weather: To the extent that there is no adverse impact on the overall contractor performance, contractor personnel working on-site at the specific facility/location may also be dismissed at the discretion of the on-site Contractor PM in coordination with the COR when the Government grants administrative leave to Government employees, or is closed because of inclement weather, potentially hazardous conditions, or other special circumstances.

Furlough: In the event that the Government personnel are furloughed, contractor is prohibited from entering the Government building. Contractor shall cease all work and shall not incur costs unless otherwise directed and authorized by the Contracting Officer. It is the Government’s decision as to whether the contract price/cost will be affected.

Nothing in this section abrogates the rights and responsibilities of the parties relating to stop work provisions as cited in other sections of the contract.

5. Travel

It is anticipated that there might be travel required under this contract All travel must be approved by the COR prior to making travel plans. Travel shall be in accordance with the Federal Travel Regulation.

Before travel the contractor must provide travel estimates to the COR and provide travel actuals when seeking reimbursement. S&T will not pay for local travel expenses or expenses into the National Capital Region.

6. Protection of Information

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. 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).

Regarding Privacy the following definition apply:

Personally Identifiable Information (PII): Any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States.

Privacy Sensitive: A contract is “privacy sensitive” when the Performer has access to Sensitive PII or the Performer creates, operates, maintains, or disposes of DHS IT system or system containing DHS Sensitive

PII.

Sensitive PII: PII, which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

All contractor personnel that have access to DHS IT systems or collect, use, or share SPII, SSI or other sensitive data on behalf of DHS are required to complete annual privacy and security awareness training. Training includes procedures on how to properly handle SPII, security requirements for transporting or transmitting sensitive information, requirements for reporting a suspected breach or loss of SPII within one hour and supporting privacy compliance and breach management activities.

Privacy and security incidents will be reported within one hour of initial discovery to the DHS Help Desk at 1-800-250-7911, DHS S&T Contracting Officer Representative, the DHS S&T CIO, and the DHS S&T Privacy Officer at STPrivacy@hq.dhs.gov.

The contractor shall be responsible for collecting, maintaining, and adhering to the content within the documents below which shall always be read as “as amended” or “latest edition” including all referenced documents. This list is not considered all-inclusive, therefore other applicable reference or compliance documents may apply to the performance of this contract.

• Office of Management and Budget M-07-16, “Safeguarding Against and Responding to the Breach of Personally Identifiable Information,” May 22, 2007

• DHS Handbook for Safeguarding Sensitive Personally Identifiable Information, Updated March 2012

• DHS Privacy Incident Handling Guide, Version 3.0, January 26, 2012

• DHS Instruction 047-01-001 Privacy Policy and Compliance

• DHS Privacy Impact Assessment Guidance

• DHS Privacy Policy Guidance Memorandum 2011-02 Roles and Responsibilities for Shared IT Services

• DHS Privacy Policy Guidance Memorandum 2008-02, DHS Policy Regarding Privacy Impact Assessments, December 30, 2008

• DHS System of Records Notices Official Guidance, April 2008

The contractor will support the completion of DHS privacy compliance documentation as required by DHS policy. Privacy Threshold Analysis (PTA) documents are triggered by the creation, modification, upgrade, or disposition of an IT system, and must be renewed at least every three years. Upon review of the PTA, the DHS Privacy Office determines whether a Privacy Impact Assessment (PIA) and/or Privacy Act System of Records Notice (SORN), or modifications thereto, are required. The Performer shall provide adequate support to complete the PIA in a timely manner and shall ensure that project management plans and schedules include the PTA, PIA, and SORN (to the extent required) as milestones. Additional information on the privacy compliance process at DHS, including PTAs, PIAs, and SORNs, is located on the DHS Privacy Office website (www.dhs.gov/privacy) under “Privacy Compliance Process & Templates.” DHS Privacy Policy Guidance Memorandum 2008-02 sets forth when a PIA will be required at DHS, and the Privacy Impact Assessment Guidance and Template outline the requirements and format for the PIA.

7. Section 508 Compliance

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

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 Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

Government Furnished Resources

The Government will provide the workspace, equipment and supplies necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this Statement of Work. The Government will also provide Government Furnished Equipment to fulfill contract work requirements for remote work and telework. Contractors will be provided, at minimum, a laptop and cell phone.

The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

The Government will provide all necessary information, data, and documents to the Contractor for work required under this contract. The Government will provide DHS information, materials, and forms unique to DHS to the Contractor to support tasks under this Statement of Work. Such DHS-provided information, materials, and forms shall remain the property of DHS, unless otherwise indicated in writing by DHS.

The Contractor shall use Government furnished information, data, and documents only for the performance of work under this contract and shall be responsible for returning all Government furnished information, data, and documents to the Government at the end of the performance period.

The Contractor shall not release Government furnished information, data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

Contractor Furnished Property

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