Attachment 3.2 - SOW San Jose.pdf

Department of Homeland Security U.S. Citizenship and Immigration

Field Operations Directorate – San Jose Field Office Statement of Work

Facility Rental for Naturalization Ceremonies in San Jose, CA

1.0 GENERAL

1.1 BACKGROUND

United States Citizenship and Immigration Services (USCIS) is an administrative federal agency that oversees lawful immigration to the United States. The agency is a component of the Department of Homeland Security (DHS).

USCIS is responsible to administer and determine the eligibility of individuals who wish to become U.S.

citizens through the naturalization process. Naturalization is the process by which U.S. citizenship is granted to a foreign citizen or national after he or she fulfills the requirements established by Congress in the Immigration and Nationality Act (INA). If approved, USCIS will schedule the individuals to take the Oath of Allegiance to the United States of America at an administrative naturalization ceremony.

The agency has multiple field offices nation-wide which process the applications of individuals who wish to become U.S. citizens. The San Jose Field Office (SNJ ) is a component of USCIS. The office is located at 1450 Coleman Ave, Santa Clara, CA 95050 and has jurisdiction over 15 counties in Northern California.

1.2 SCOPE

The San Jose Field Office serves a diversified population of the State of California. Each month, the field office naturalizes approximately 2,600 individuals at the naturalization ceremony. It is San Jose Field Office’s goal to conduct the naturalization ceremony to preserve the importance, dignity, and solemnity of the occasion. The scope of this goal includes all aspects of a standard administrative naturalization ceremony program:

• Play “Faces of America;”

• Play the national anthem: The Star-Spangled Banner (instrumental or vocal version);

• Deliver opening (welcome) remarks by Master of Ceremonies—a USCIS federal employee;

• Announce the “call of countries;”

• Administer the Oath of Allegiance to the naturalization candidates;

• Deliver keynote remarks (USCIS leadership or guest speaker);

• Play Presidential, DHS Secretary’s, or Director of USCIS’ congratulatory remarks;

• Recite the Pledge of Allegiance;

• Deliver concluding remarks (Master of Ceremonies or USCIS field leadership);

• Present the Certificate of Naturalization (USCIS Officers);

**The Contractor is not responsible for the development of a standard administrative naturalization ceremony program;

conducting the program; videotaping the ceremony, or providing the printed materials and publications used during the ceremony.

1.3 OBJECTIVE

The San Jose Field Office is committed to elevating the importance of the naturalization ceremony as a venue to recognize the rights, responsibilities, and importance of citizenship and provide access to services for new citizens. The naturalization ceremony is the culmination of the naturalization process. T h e S a n J o s e Field Office aims to make administrative naturalization ceremonies positive and memorable moments in the lives of the participants. T h e S a n J o s e Field Office honors the Oath of Allegiance with policies and practices that reflect the importance of the occasion.

The San Jose Field Office is seeking quotations from a venue that has the capacity to host up to 2,600 individuals, including USCIS personnel, for its once-a-month administrative naturalization ceremony.

Additionally, this venue shall have ability to provide and/or house lighting system, audiovisual system, and sound system. The venue shall be located within a 30-mile radius from the San Jose Field Office located at 1450 Coleman Ave, Santa Clara, CA 95050.

Accessibility: The venue shall have either onsite parking spaces available; have parking lots/garages within a quarter mile of the venue; and/or be within a two-block radius of mass transit (bus, train).

Accommodation: Facility shall meet all American with Disabilities Act Requirements; method of surveillance – 100% inspection; compliance requirements - 100%

Affiliation: USCIS strives to create an atmosphere of neutrality and inclusion at our Naturalization Ceremonies. Venues with religious or political affiliations or are associated with organizations practicing immigration law or involved in immigration legislation will not be considered.

Capacity: To allow new citizens and their guests to fully participate in the ceremony, separate viewing areas/rooms will not be considered to reach the requested capacity of 2,600 attendees. The San Jose Field Office may consider venues which allow for multiple ceremonies on the same day, not to exceed four (4).

2.0 GOVERNMENT TERMS & DEFINITIONS

• CO – Contracting Officer

• COR – Contracting Officer’s Representative

• DHS – Department of Homeland Security

• INA – Immigration and Nationality Act

• USCIS – United States Citizenship and Immigration Services

• SNJ – San Jose Field Office

• SOW – Statement of Work

3.0 APPLICABLE CONDITIONS

3.1 PROTECTION OF INFORMATION

Contractor access to unclassified and/or classified information is not currently required under this SOW. However, Contractor and its employees shall make all possible effort to safeguard the government information against unauthorized disclosure or dissemination. Contractors are required to sign a Non-Disclosure Agreement.

If the contractor inadvertently encounters unclassified and/or classified information, they will immediately report the discovered material to the CO and/or COR immediately (within one hour) and secure the material until the CO/COR retrieves the information. When reporting the incident, it should include the following:

• Narrative, detailed description of the events surrounding the suspected loss/compromise.

• Date, time, and location of the incident.

• Type of information compromised.

• Contractor's assessment of the likelihood that the information was compromised or lost and the reasons behind the assessment.

• Names of person(s) involved; including victim, Contractor/sub-Contractor and any witnesses.

• DOCUMENT FORMAT

The Contractor shall provide all written reports, important communications, invoices, and receipts in electronic format using applications that are compatible with USCIS workstations (Window XP+, Microsoft Office applications, Adobe PDF).

• PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facility where the naturalization ceremony will be held. This SOW is written for indoor ceremony. All terms and conditions, as outlined in this SOW, shall be applied to any proposal for an indoor ceremony. Proposals for outdoor ceremonies will not be considered at this time.

• 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: 7/15/2024 – 07/14/2025 Option Period I: 7/15/2025 – 07/14/2026 Option Period II: 7/15/2026 – 07/14/2027 Option Period III: 7/15/2027 – 07/14/2028 Option Period IV: 7/15/2028 – 07/14/2029

The San Jose Field Office and the Contractor will mutually agree on the date the ceremony will be held each month. Please note there will be eleven (11) ceremonies per period of performance as there is no ceremony held in the month of December. Additionally, the Contractor shall not schedule any conventions or conferences in conduction with the ongoing naturalization ceremony.

The duration of the ceremony is estimated to last approximately five (5) hours which accounts for the ceremony check-in process, distribution of ceremony materials, and preparation of the ceremony program. The venue shall be accessible to USCIS personnel on the day of the naturalization ceremony, from 7:30 AM PST to 4:30 PM PST, to set up and close out the ceremony program.

• TRAVEL

Contractor travel shall not be required for performance under this Statement of Work.

4.0 PERSONNEL

4.1 USCIS PERSONNEL

Only USCIS officers shall perform the ceremony check-in process before the start of the ceremony.

Additionally, only USCIS leadership and officers may present the Certificates of Naturalization to the naturalized U.S. citizens. Sacramento Field Office shall determine the ceremony program, including the order of events, the order of speakers, and the seating arrangement of the speakers on stage.

4.2 CONTRACTOR PROJECT MANAGER

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). The name, email and phone number of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the USCIS as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak, and understand English. Additionally, the Contractor shall not replace the Project Manager without prior notification and approval from the Contracting Officer.

The Project Manager shall be available to the COR via telephone and/or email between the business hours of 08:00 and 17:00 PST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 48 hours of notification.

4.3 CONTRACTOR PERSONNEL

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

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

The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security or Citizenship and Immigration Services.

5.0 SPECIFIC TASKS

• TASK ONE – AUDIO VISUAL SYSTEM / SOUND SYSTEM / LIGHTING SYSTEM

The Contractor shall have capability to provide audio-visual equipment, sound system, lighting system, and any relatable services to enhance the ceremony program with video and musical elements.

The Contractor is responsible to set up the stage, video screen, podium with microphone, headset with microphone, sound system, a government issued laptop hooked up to the sound system, and up to two

(2) additional free-standing microphones.

• TASK TWO – SEATING

Contractor shall be responsible to provide up to 2,600 chairs for naturalization candidates, their guests, and USCIS personnel (seating for 2,000 most months).

This requirement may be temporary waived by the COR in order to adhere to all State of California or federal mandates and public health guidelines.

Before each scheduled ceremony date, the Contractor shall consult with COR to finalize the seating / standing layout prior to setting up.

• TASK THREE – TABLES & STANCHIONS

The Contractor shall be responsible to provide twelve (12) 6 ft. rectangular tables for USCIS personnel to conduct the check-in process. Additionally, the Contractor shall be responsible to provide at least 25 crowd control stanchions with retractable belts (or another USCIS approved means of crowd/line control).

• TASK FOUR - EARLY ACCESS TO THE VENUE

The Contractor shall grant early access to the venue to the USCIS personnel. USCIS employees will provide proper identification when requesting access to the Contractor’s venue. Generally, USCIS personnel will need access to the venue 2 hours before the start of the naturalization ceremony. In addition, USCIS personnel will need access to the venue for approximately 1-2 hours on the day before the ceremony to drop off ceremony supplies.

• TASK FIVE - HOUSE STAFF

The Contractor shall provide sufficient house staff to assist USCIS personnel with crowd control and help directing the attendees and their guests around the venue.

• TASK SIX – SECURED SPACE

The Contractor shall provide a secured space (e.g. room with lock capability) for the USCIS personnel to drop off ceremony supplies (i.e. pens, staplers, markers, etc.) on the day before the scheduled ceremony.

USCIS personnel shall be provided with a room for securing personal items as well as a break room for special guest (green room).

USCIS personnel shall not store secured forms (i.e. Naturalization Certificates, green cards, etc.) or sensitive properties (i.e. adjudication stamps, dry impression seals, etc.) in this space.

• TASK SEVEN – SIGN DISPLAY

The Contractor shall allow USCIS personnel to post paper signs around the venue to help directing the crowd whenever deemed necessary. USCIS personnel will remove the signs after the conclusion of the naturalization ceremony.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, and equipment and services necessary to fulfill the requirements of this contract.

Description:

An acceptable facility will be required to meet the following requirements:

Location: San Jose/Campbell Seating Capacity: 2600 (1600 applicants plus 1000 guests) Building Requirements: Auditorium and lobby space

In addition to the rental of the facility, the rental shall include:

- chairs and ropes - rope

- stage lights - use of USA and California Flags

- electricity - stagehand(s)/sound operator

- lectern and microphone - traffic control

- easels - security guards

- draperies - custodial services

Only Handicapped Accessible facilities will be considered.

Specifics on facility “time” usage are as follows:

Entry time of facility: 7:30 a.m.

Exit time from facility: 4:30 p.m.

All event dates are between Monday and Friday and will occur once per month.

Facility shall meet all American with Disabilities Act Requirements; method of surveillance – 100% inspection; compliance requirements - 100%

Facility is ready for use at 7:30 on each scheduled day; method of surveillance – 100% inspection;

compliance requirement – 100%.