9531BP19R0010.pdf

Federal Election Commission

9531BP19R0010

COOP Consulting Services

Combined Synopsis/Solicitation For

1. This is a combined synopsis/solicitation for commercial items and services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation (9531BP19R0010) is being issued as a Request for Proposal. This notice and the incorporated provisions and clauses are those in effect through the Federal Acquisition Regulations (FAR). All responsible sources may submit a proposal.

2. The North American Industry Classification System (NAICS) code is 541618 – Professional, administrative, and management support services. Offerors must be registered in the System for Award Management (SAM) at www.sam.gov, to be considered for this award.

3. FAR Clauses 52.212-1 through 52.212-5 apply to this procurement. For the exact text and wording of clauses and provisions please see http://farsite.hill.af.mil. The Government contemplates an award of a Firm Fixed Priced Purchase Order contract resulting from this solicitation.

4. Description of services: FEC is looking for a vendor to conduct a comprehensive Business Impact Analysis (BIA) to meet the needs of the Commission. The information obtained from this BIA should be used to conduct a comprehensive COOP Program Design and subsequent implementation which includes the development of COOP plans for up to 16 divisions. COOP Plans will be created within a COOP Planning software platform to be provided by the vendor.

The Commission has an existing, although outdated, COOP Plan and wishes for any information that resides in the Plan to be utilized where possible saving time and resources. The program’s design will identify all key stakeholders, areas of the Business Continuity Maturity Modeling (BCMM) that need to be addressed, and the tools necessary to complete and maintain the COOP using the seven (7) BCMM corporate competencies and four (4) program disciplines.

This combined synopsis & solicitation notice is a request for competitive quotations. Therefore, all capability statements or quotations received prior to the RFP close date will be considered by the FEC.

5. The Government will award a single purchase order contract resulting from this RFP to the responsible offeror whose offer represents the best value in terms of technical capability and price. All non-price factors (i.e., technical capability and past performance) are significantly more important than price.

6. Offerors must submit representations and certifications in accordance with the provision at FAR 52.212-3 Offeror Representations and Certifications—Commercial Item. (Accessible at the FAR Site, http://farsite.hill.af.mil) http://www.sam.gov/

Federal Election Commission

7. Submit the following documents in response to this RFP:

a. Technical Proposal

b. Past Performance

c. Price Submission

NOTE: Both the Technical Proposal (15 page maximum) and Pricing Proposal should be submitted as separate documents. However, the documents should not exceed 25 pages combined.

8. Offers are due on September 19, 2019 5:00 PM EST. All questions/inquiries** must be submitted to the contract officer via electronic mail (e-mail) not later than 5:00 PM EST on September 16, 2019.

**NOTE: The agency is attempting to award this expeditiously. So, please be sure to read the requirement thoroughly before submitting questions and inquiries. There will be NO questions considered after 5:00PM EST on September 16, 2019.

All inquiries shall be submitted via e-mail to Jameka Anderson at janderson@fec.gov. NO PHONE CALLS WILL BE ACCEPTED. Submit offers to the attention of Jameka Anderson at janderson@fec.gov, including the solicitation number (9531BP19R0010) in the subject line.

Offerors who fail to complete and submit the requirements above may be considered non-responsive.

mailto:janderson@fec.gov mailto:janderson@fec.gov

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATE . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

9531BP19R0010 SEP 13, 2019

Jameka Anderson Janderson@fec.gov 202-694-1218

9:00 AM ET

CFO1

FEDERAL ELECTION COMMISSION

ATTN: OFFICE OF THE CFO

WASHINGTON DC 20002

See Schedule see continuation page for line item details.

See Schedule

SEP 19, 2019

Please

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

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

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

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

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

Attachment Page

PAGE 3 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

STANDARD FORM (SF18/ SF1449/OF347)

1.0 Supplies/ Services and Prices

The Contractor shall provide all personnel necessary to perform the work described in

Section 2 for (COOP Program Design and Implementation)

ITEM

NO.

SUPPLIES/SERVICES QUANTITY UNIT UNIT

PRICE

TOTAL

PRICE

0001 Consulting services to conduct a comprehensive Business Impact Analysis (BIA) to include onsite workshops

1001 COOP sustainable planner software (10 user license)

2001 Complete COOP Plan 1

2.0 Description/Specification/Statement of Work

2.1 Background

Continuity of Operations Planning is a federal initiative (NSPD-51/HSPED-20) that encourages people and departments to address emergencies from an all-hazards approach. It establishes policy and guidance to maintain critical business functions ensuring primary mission essential functions (PMEFs) can continue and resources (people/equipment) are relocated to an alternative duty station in the event of an emergency. Creating this plan is a guided process and team effort. With the assistance from members of the COOP Team, the FEC must outline the planning and guidance for implementing FEC’s COOP ensuring the Commission is capable of conduction its PMEFs under all threats and conditions.

The Agency intends to award a firm-fixed price contract with a base period of six (6) months for consulting services and two (2) one year option periods for software support and renewal.

2.2 Objectives

FEC is looking for a vendor to conduct a comprehensive Business Impact Analysis (BIA) to meet the needs of the Commission. The information obtained from this BIA should be used to conduct a comprehensive COOP Program Design and subsequent implementation which includes the development of COOP plans for up to 16 divisions. COOP Plans will be created within a COOP Planning software platform to be provided by the vendor. The Commission

PAGE 4 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services has an existing, although outdated, COOP Plan and wishes for any information that resides in the Plan to be utilized where possible saving time and resources. The program’s design will identify all key stakeholders, areas of the Business Continuity Maturity Modeling (BCMM) that need to be addressed, and the tools necessary to complete and maintain the COOP using the seven (7) BCMM corporate competencies and four (4) program disciplines.

2.3 Scope

CLIN 0001 – Business Impact Analysis

Description: Conduct comprehensive analysis to predict the consequences of disruption of a business function and process and gather information needed to develop recovery strategies.

BIA will identify and evaluate the impact of various disasters on the business. Analysis will include, but not limited to, onsite workshops, surveys/questionnaires, user interviews.

CLIN 1001 – COOP Sustainable Planning Software

Description: As we move through the process of conducting the business process analysis, COOP planning data collection, and conduct final review, we want to use a sustainable planner software toolset that will become the central repository for all COOP documentation for better sustainability in the future. The software will help to:

Analyze the Commission’s exposure Enhance preparedness Perform business impact analysis (BIA) Control communications Mitigate disaster recovery Optimize resilience planning Command business continuity programs (BCP) Help respond to auditor findings and requests

CLIN 2001 – COOP Plan

Description: By the end of the contract, there will be a final plan which will be the collection of resources, actions, procedures, and information that has been developed and tested that will assist in the readiness for use in the event of a major disruption of operations. The COOP plan will incorporate as much of FEC’s existing COOP documentation as possible.

3.0 Requirements

This consulting engagement will include:

Program design – also includes on-site workshops(s);

Implementation support – includes program development and COOP planning for up to 16 divisions Software – sustainable planner express license for 10 users along with admin support

PAGE 5 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

The COOP Plan will be created within a COOP Planning software platform which is to be provided by the vendor. Analysis will include business continuity and disaster recovery. The vendor will have certified staff for the BCMM standard.

4.0 Operational Requirements

Contractor will provide a detailed approach and methodology which will be used during the Program Design workshops. The detailed approach should describe the launch of the COOP Program and the approach FEC will use to sustain the program after termination of the contract.

COOP Planning software must meet the following requirements:

Features and Capabilities

Ease of use o Requires little or no end user training o Product should be intuitive and easy to navigate o Product should make the most common tasks easy to understand and complete o Ability to customize pop-up help o Ability to customize entire content of workflow pages with variety of field types including:

Data table search (pulling data in from external data sources) Text & numeric fields Calendar field Document attachments fields Radio button check box and drop lists o Call Tree creation/manipulation/update/printing/exporting o Creation of checklists and task lists o Plan version maintenance o Ability to incorporate clients existing terminology o Store common or shared documents one time and allow access across multiple plans and users o Ability for users to utilize different views of a survey o Simple access to standard reports and ability to easily incorporate custom reports including standard and custom data fields o Integrated COOP planning templates o Automatic email notification and automated workflow for plan review and approval.

PAGE 6 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

Security Id/password access – ability to have strong passwords; automated email p/wd change requests when users forget their id/password LDAP/Single Sign On capability Field / screen access control (add, delete, view, update) Edit permission at user and document level Role-based security allowing easy assignment of specific functionality by user; e.g. ability to toggle administrator, editor and normal user functionality.

How secure is the solution and what encryption methods are used?

Plan Maintenance Version control o Check-out/ Check-in function to allow single user edits at a time o Automatic version numbering

Ability for Plan Builders to produce multiple views of their plan for different audiences Ability for Plan Owner / Experts to review/approve current version of the plan using an intuitive interface Software tool steps the Plan Builder through the update process Automatic generation of Table of Contents and pagination Dynamic table of contents with ability to toggle whether or not entry appears based on end user providing or not providing a requested document upload.

Plan Structures Must support physical location, organization, and application structural considerations.

Tool can house system recovery plans, application recovery plans, business recovery plans, and incident response plans, each with different kinds of content.

Tool includes templates for IT Recovery, Business Continuity, Emergency Management, Event / Exercise Dashboarding, Site Hazard Vulnerability Assessment, and Business Continuity Maturity Model (BCMM) assessment based on industry standards or best practices o Allow easy access to data in any template for sharing with data from any other template (data integration across planning templates).

Plans can be organized by department, location, process or any custom classification system at client’s discretion.

Tool should allow for plans to be rolled up based on department, location, process or any custom classification system at client’s discretion.

Data Interfaces Import from:

o HR Systems

PAGE 7 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services o Application Inventory o Asset Management o Any external ODBC-compliant data source

Export to:

o Automated Call Systems / Emergency Notification Systems o Call Tree o Teams o Incident Management

Support for import, storage and printing of multiple document types including:

o MS WORD o MS EXCEL o MS PowerPoint o MS Visio o MS Project o JPG Files (and other Picture formats)

Environment Web accessible Is this an “in-house” product or hosted solution? Do you have an option to do either?

Version Maintenance – Must be automated and clients must be notified in advance of version changes Software upgrades from vendor must not adversely impact client’s deployment of the software no matter if client has customized or otherwise configured the application.

Reporting and Business Intelligence Run summary reports with various plan data, across multiple plans.

Administrators can create new reports or modify existing reports without vendor involvement.

Identify interdependencies between processes and applications and between departments Program evaluation reporting based on Business Continuity Maturity Model® or other standard Administration

Ability to customize the platform to fit their specific functional and operational requirements Administrators of the tool should be able to exactly (or near exactly) create a new plan template based on client’s existing plan.

Ability to customize screens, add/change/delete fields.

PAGE 8 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

Ability for administrator to see status of each plan – when last updated, etc.

Ability to have electronic approval / sign-off Training and help desk support included at no cost.

System Performance Multi-user – allows for at least 10 concurrent and named users Microsoft Windows 10 compatibility

4.1 Deliveries or Performance

Detailed documentation of system requirements

Detailed approach for program design workshop Project plan COOP planning software Complete and updated COOP

Table 1 – List of Deliverables

Required Deliverable Due Date Description of Deliverable Content

1. Contract Kick-off Meeting

9/1/2019 Contractor representatives, COR, and CO discuss contract terms and conditions.

2. Detail approach for Program Design Workshop

TBD Document that outlines the approach used to conduct the workshops describing the launch of the COOP Program and approach FEC is to follow to sustain the Program at the end of the contract

3. Project Plan TBD Outline the COOP Program Implementation detailing the process for timely completion of the program

4.1.1 Delivery Instructions

One copy of each report will be submitted to the COR. The contractor shall deliver each report in a mutually agreed upon format. Deliverables are to be transmitted with a cover letter describing the contents.

An appropriate letter of transmittal will accompany all submissions from the Contractor to the Government. The contactor will submit deliverables in accordance with the timeframes identified

PAGE 9 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services in each Task Order. If a due date falls on a weekend or Federal holiday, the Contractor shall submit the deliverable on the last business day prior to the due date, unless otherwise agreed to by the COR. The Contractor shall make an attempt to contact the COR to discuss the deliverables

4.1.2 Delay of Deliverables

In events such as an FEC shutdown due to severe weather, security issues, or other unforeseen circumstances, the Contractor is expected to complete and send deliverables on time. If the Contractor believes the FEC caused the potential or actual delay in completing the tasks and deliverables stated herein, the CO and COR are to be notified immediately verbally and in writing (via e-mail). All delays that the Contractor believes are caused by the FEC shall be sufficiently documented so as to provide adequate proof of the cause of delay (e.g., dates, subjects). See section F Deliverables/Period of Performance.

4.1.3 Notice Regarding Late Delivery

As soon as the Contractor knows that a deliverable won't be submitted on time, but always in advance of a deadline, the Contractor shall notify the CO in writing and request a revision to the schedule. This notification shall include:

• Rationale for late delivery.

• Proposed date for the delivery.

• Projected impact of the late delivery on related tasks and the overall project.

A request for a revised schedule must be reviewed and approved by the CO before placed in effect. Contract terms and conditions may dictate penalties, costs and other consideration based on the facts related to the request for a revised schedule. The CO will review the new schedule and provide guidance to the Contractor. Such notification in no way limits any Government contractual rights or remedies, including but not limited, to termination.

Note: Any request to modify the award’s terms and conditions (including the schedule) must not be discussed with the COR, but instead submitted to the CO in writing.

4.1.4 Government Review Periods

The Government will have a maximum of 5 business days to review all final deliverables and submissions, and provide comments to the Contractor for incorporation into the next deliverable or submission. Once the Government has reviewed and approved the deliverable, and the plan has been implemented, the deliverable is considered "Accepted." If no comments are provided within 5 calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Agency. If the Government provides comments about the plan or finds deficiencies in implementation that subsequently show additional information or work is required on the deliverable, the Contractor is required to update the deliverable per the comments, correct deficiencies, and resubmit it to the Government for acceptance within 3 calendar days.

PAGE 10 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

4.1.5 Inspection and Acceptance

All periodic reports and task deliverables shall be inspected, tested (where applicable), reviewed, and accepted by the Government within a reasonable period of time IAW FAR 52.246-4, Inspection of Services – Firm Fixed Price.

Acceptance criteria are as follows:

Project plan outlining the COOP Program Implementation detailing the process for timely completion of the program Operability and required functionality of COOP planning software Detailed program design that outlines the approach used to conduct the workshops describing the launch of the COOP Program and approach FEC is to follow to sustain the program Complete COOP Plan

The FFP contract COR, as a duly authorized representative of the CO, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor, and performing inspection and acceptance of all deliverables. In the event of rejection of any deliverable, the Contractor will be notified in writing by the COR of the specific reasons why the deliverable was rejected. The contractor will be allowed 10 days to make the deliverable acceptable. If no comments are provided within 5 calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Agency

Only the Contracting Officer Representative COR or Contracting Officer (CO) has the authority to inspect, accept, or reject all deliverables. Final acceptance of all deliverables will be provided in writing, or in electronic format, to the PM or CO within 30 days from the end of the task order.

Performance by the Contractor to correct defects found by the Government as a result of quality assurance surveillance and by the Contractor as a result of quality control, shall be IAW FAR 52.246-4, Inspection of Services – Firm Fixed Price.

4.2 Quality Control

The contractor shall establish and maintain a complete Quality Control Plan to ensure the services are performed in accordance with PWS and commonly accepted commercial practices.

The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The government reserves the right to perform inspections on services provided to the extent deemed necessary to protect the government’s interests. The contractor must control the quality of the services and deliverables provided in support of this task and maintain substantiating evidence that services conform to contract quality requirements and furnish such information to the government if requested.

The QCP shall include a quality control matrix (QCM), such as the sample QCM shown in Table

2. The QCM shall reflect the quality approach (using the headings shown in Table 2.

PAGE 11 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

NOTE: This QC matrix is a sample format for the vendor only. The vendor will include a Quality Control Matrix (using the headings shown in the sample) in the quote that reflects the key areas of support identified and the QC plan proposed by the vendor IAW the PWS. Including the above sample table in the quote may result in the quote being determined unacceptable under the TA evaluation factor.

This requirement is for commercial services. The contractor shall develop and maintain a quality process to ensure services are performed in accordance with commonly accepted commercial practices and existing quality control systems. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. However, the government reserves the right to perform inspections on services provided to the extent deemed necessary to protect the government’s interests. The contractor must control the quality of the services and deliverables provided in support of this task; the contractor must maintain substantiating evidence that services conform to contract quality requirements and furnish such information to the government if requested.

4.3 Desired Skills and Knowledge

Contractor must have certified staff for the BCMM standard and knowledge of the following, but not limited to:

COOP Plans Business Impact Analysis

PAGE 12 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

Business continuity programs COOP sustainability software Conduct onsite workshops

4.4 Travel

All travel costs associated with the performance of this Agreement will be reimbursed in accordance with the Federal Travel Regulations (FTR). Costs incurred for transportation and per diem (lodging, meals and incidental expenses) will be billed in accordance with the regulatory implementation of Public Law 99-234, FAR 31.205-46 Travel Costs, and the Contractor’s cost accounting system. These costs are directly reimbursable by the ordering agency if specifically authorized in the BPA.

The Contractor shall notify the CO of the requirement for reimbursement of transportation and per diem expenses, prior to traveling. As such, the Call Order shall include a “not to exceed” limit on these quoted costs. The Agency shall NOT be charged G&A fees for any travel, unless other procedures are specified in the underlying GSA contract.

Contractors shall be reimbursed only for work that the CO authorized and approved incurred travel costs at or below the “not to exceed” amount specified on the Call Order.

Note: Contractors will not be reimbursed for local travel

No travel is anticipated for this requirement.

4.5 Additional Considerations

N/A

4.6 Performance

4.6.1 Period of Performance (POP)

The POP for this task will be a six (6) month contract.

4.6.2 Place of Performance

Work can be performed at the contractor’s facility, FEC headquarters, or a combination of both.

When working at Government facilities, work will be accomplished during normal duty hours (8AM-5:30PM) unless approved by site personnel.

Contractor personnel will not report to Government facilities to work nor remain at the work locations any time the Government is unexpectedly required to close their offices. The contractor will not be compensated for these Government closures. The contractor is responsible for all notification of their contractor staff during times of closure.

PAGE 13 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

5.0 Contract Administration Data

5.1 Contracting Officer (CO)

1. Responsibility for contracting activities rests solely with the Agency’s CO. No conversation, recommendations, or direction, whether given directly by, or implied by Agency personnel, that will affect the scope, schedule, or price of the program, shall be acted upon by the Contractor unless specifically approved by the Agency CO. In the event that the Contractor implements changes to the contract at the direction of any person other than the CO, the Contractor will not receive reimbursement for the work performed pursuant to those unauthorized changes. Contractual interpretation and assistance may be obtained by contacting the CO.

2. Contracting Officer

Name: Pamela Jones Phone: 202-694-1225 Email: pjones@fec.gov

5.2 Contracting Officer Representative (COR)

1. The CO shall designate a COR, who is responsible for administering the performance under the contract by:

a. Monitoring the Contractor’s performance

b. Assessing performance

c. Recommending changes to the CO

d. Interpreting the scope of work

e. Performing inspection and acceptance

2. Contracting Officer Representative

Name: Kim Humphries Phone: 202-694-1254 Email: khumphries@fec.gov

The CO is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the task orders can be incurred before receipt of a fully-executed task order or specific authorization from the CO.

5.3 Invoices

1) Invoicing and payment for services rendered through this contract shall be made electronically in accordance with FAR 52.232-33. Invoices shall be submitted monthly

PAGE 14 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services by the fifth business day of the following month to fecinvoices@fec.gov, the CO and the COR identified above in this section.

2) The Contractor shall submit the final invoice within ninety calendar days after the expiration of the contract unless the Contractor requests and is granted an extension by the CO in writing.

3) For billing purposes, the invoice shall contain the following:

a. Contract Number/Purchase Order (PO)

b. CLIN Task Number (if applicable) as shown on the actual FEC Order/Price

Schedule

c. A unique identifying Contractor invoice number

d. Contractor Bank Account Number

e. Contractor Bank Routing Number

f. Contractor EIN

g. Contractor DUNS numbers

h. Time period the invoice covers

i. Any information or documentation required by provision of the contact/order

For each firm fixed price Task Order, the government shall pay the Contractor the firm fixed price specified in the Task Order. Payment shall be made upon review and written acceptance of the deliverables(s) by the government.

Invoices for final payment must be so identified and submitted within 60 days from task completion and no further charges are to be billed. A copy of the written acceptance of task completion must be attached to final invoices. The contractor shall request from [AGENCY] an extension for final invoices that may exceed the 60-day time frame.

The Government reserves the right to require certification by a COR before payment is processed, if necessary.

5.4 Work Day and Legal Holidays

5.4.1 Work Day

The Contractor may have access to FEC offices during normal business hours on ALL Government business days during the period of performance. Normal business hours are 8:00 AM to 5:30 PM Eastern Standard Time, Monday through Friday, excluding Federal holidays and official Federal Government closures in the Metropolitan DC area.

No overtime and after normal working hours activities are anticipated for this contract. If required, the COR must provide prior approval. The Contractor must notify the COR, in writing, at least 48 hours in advance of performing the activity.

5.4.2. Legal Holidays

Holiday Table

PAGE 15 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

Holiday Date New Year's Day January 1, as observed Martin Luther King's Birthday Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4, as observed Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day November 11, as observed Thanksgiving Day Fourth Thursday in November Christmas Day December 25, as observed

6.0 Government Furnished Property

Government issued laptop and HSPD-12 badge will be provided. Laptop and HSPD-12 badge will be returned last day of the contract.

7. 0 Key Personnel

Certain skilled experienced professional personnel are essential for accomplishing the work to be performed. The individuals named below are defined as "Key Personnel" and are those persons whose resumes are submitted and marked by the contractor as "Key Personnel." No substitutions shall be made of accepted Key Personnel except for sudden illness or death, or termination of employment.

To Be Completed at Time of Award

Name Position

7.1 Substitution of Key Personnel

The Contractor agrees to assign those persons identified above and who are necessary to fulfill the requirements of the contract as key personnel. No substitutions shall be made except in accordance with this clause. Prior to removing, replacing or diverting any of the specified individuals, the Contractor shall promptly notify the CO.

PAGE 16 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

All proposed substitutions shall be submitted to the CO for approval at least 15 calendar days in advance of the proposed effective date (unless substitution is necessitated by sudden illness, death, or termination of employment in which case notice shall be within five (5) calendar days of the effective date), and must provide the information as stated herein.

All requests for substitutions shall be in writing unless otherwise agreed to by the CO and shall include a complete resume for the proposed substitute and any other information required by the CO to permit effective evaluation of the proposed substitution’s qualifications.

Requests for substitution of the key personnel named above must also provide a detailed explanation of the circumstances necessitating it and sufficient information for the CO to evaluate the impact of the substitution on contract performance

8.0 Accountability and Physical Security

8.1 Accountability

Safeguarding Information Requirements

The Contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except in the necessary performance of their duties or upon written authorization of the CO. All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of FEC.

Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the CO.

These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

8.2 Physical Security

The Contractor shall be responsible for safeguarding all Government property and information housed at all of its facilities in connection with this contract. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to Government property and information must comply with its published procedures to protect the privacy and confidentiality of such information, and physical security of property, as required by FEC. Contractor shall provide security procedures to FEC upon request.

When property and information is housed on site at the Government’s facilities, the contactor shall abide by FEC security policies and procedures.

9.0 Personnel Security Requirements and Privacy

PAGE 17 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

9.1 Background Investigations

All Contractor staff assigned to work under the contract resulting from this RFP must be legally eligible to work in the U.S.

Contractors must complete the Optional Form-306, Declaration for Federal Employment* which is used to assess fitness for federal contract employment.

https://www.opm.gov/forms/pdf_fill/OF0306.pdf

Contractors must meet the standards of Homeland Security Presidential Directive 12 (HSPD 12), Policy for a Common Identification Standard for Federal Employees and Contractors and the U.S. Office of Personnel Management (OPM), National Background Investigations Bureau formerly known as the Federal Investigative Services Division (FISD) requirements for electronic fingerprint submission of employees and contractors for background investigations.

The Office of Human Resources will ensure that Personnel Security (Badging, Background Investigations, and Fingerprinting) functions are conducted within OPM, DHS, and FEC policies; guidelines; and timeframes.

If contract personnel requires unescorted physical access to FEC information systems or FEC facilities, then a U.S. Government background investigation will be required. The background investigation may be the equivalent of an Office of Personnel Management National Agency Check Inquiry (NACI).

9.2 Security Requirements

The contractor and its employees must exercise the utmost discretion in regard to all matters relating to their duties and functions. They must not communicate to any person any information known to them by reason of their performance services under this contract which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer. All code, documents, and records (including photographs), generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of FEC. Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor must include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

The Contractor shall follow the following guidelines while performing under this contract:

Federal Information Security Modernization Act of 2014 (FISMA) as applicable;

Federal Election Commission Information System Security Program Policy 58A as applicable;

PAGE 18 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

National Institute of Standards and Technology (NIST) SP 800-14, Generally Accepted Principles and Practices for Securing Information Technology Systems

National Institute of Standards and Technology (NIST) SP 800-53, Rev 4, Security and Privacy Controls for Federal Information Systems and Organizations as applicable;

OMB Circular A-130, Directive on Information Resources Management, Appendix III, Security of Federal Automated Information Resources;

All applicable Federal Election Commission (FEC) OCIO security policies;

All applicable Federal Election Commission (FEC) Physical Security policies.

9.3 Privacy Act

Work on this project may require that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

10. 0 Compliance with Section 508 of the Rehabilitation Act of 1973

Contractor must provide a comprehensive list of all offered specific electronic and information technology (EIT) products that fully comply with Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards at 36 CFR Part 1194.

Any task or delivery order issued for noncompliant items must meet an applicable exception as indicated in FAR Part 39.204, Exceptions.

For every EIT product accepted under this contract by the Government that does not comply with 36 CFR Part 1194, the Contractor shall at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product, if commercially available and cost neutral, on either the planned refresh cycle of the product or service, or on the contract.

11.0 FAR Clauses by Reference 52.252-2 (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the CO will make the full text of the clauses available.

The full text of the clause may be accessed electronically at www.acquisition.gov

PAGE 19 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

The following FAR clauses are included in this solicitation for added emphasis of their applicability:

52.202-1 DEFINITIONS NOV 2013

52.203-5 Covenant Against Contingent Fees MAY 2014

52.203-6 Restrictions on Subcontractor Sales to the Government Sept 2006

52.203-7 Anti-Kickback Procedures MAY 2014

52.204-19 Incorporation by Reference of Representations and

Certifications

DEC2014

52.212-3 Offeror Representation and Certifications—

Commercial Items

JAN 2017

52.212-4 52.212-4 Contract Terms and Conditions-Commercial Items

OCT 2018

52.232-1 Payments APR 1984

52.232-23 Assignment of Claims MAY 2014

52.233-1 Disputes MAY 2014

52.233-2 Service of Protest SEPT 2006

52.233-3 Protest after Award AUG 1996

52.233-4 Applicable Law for Breach of Contract Claim OCT 2004

52.237-3 Continuity of Services JAN 1991

52.217-8 Option to Extend Services (NOV 1999):

As prescribed in 17.208(f), insert a clause substantially the same as the following: (f), insert a clause substantially the same as the following:

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days.

(End of clause)

PAGE 20 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

52.217-9 Option to Extend the Term of the Contract.

As prescribed in 17.208(g), insert a clause substantially the same as the following:

Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

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

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

(End of clause)

The Contractor shall fully comply with city, state and federal laws, regulations and/or ordinances pertinent to performance of the contractual services required under this contract.

The Contractor and his employees shall observe all rules and regulations issued by the Commission for fire, safety, sanitation, severe weather, and the conduct of operations.

All rules which are or may be imposed upon the Contractor by federal, State or municipal code and the applicable installation regulations shall be effectively carried out in the performance of the service contemplated herein. The Contractor shall take proper safety and health precautions to protect the work, the employees, the public and the property of others. In performing any part of this contract on premises which are under the direct control of the Government, the Contractor, agents, servants or employees shall:

(1) Comply with and cooperate in all corrective and preventative measures or controls prescribed by the State or the federal government for protection of life and health of persons as required by OSHA, or for the prevention of damage to property and material.

(2) Participate fully in any safety or accident prevention program of any Government installation which the Contractor, or his agents, servants or employees, may be required to enter during the life of this contract.

Safety

The Contractor shall provide safety controls and protection for the life and health of personnel and other persons and for the prevention of damage to property, materials, supplies, and equipment.

The Contractor shall comply with all applicable federal, state, and local requirements for protecting the safety of the Contractor’s personnel, building occupants, facilities and the environment. In particular, all applicable standards of the Occupational Safety and Health

PAGE 21 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

Administration (OSHA) shall be followed when working in accordance with this Statement of Work.

No processes or materials shall be employed in such a manner that they will introduce additional hazards into occupied spaces.

12.0 List of Attachments

Title

Non-Disclosure Agreement (NDA)

13.0 Representations Certification and Other Statements of Offeror

13.1 Electronic Representations and Certifications

By submission of this proposal the Contractor acknowledges that it has on file, completed electronic annual representations and certifications contained at the System for Award Management (SAM) website (SAM website accessed through http://www.acquisition.gov).

13.2 Electronic Representations and Certifications Updates

The Contractor acknowledges that any updates to these Representations and Certifications in the last 12 months (from date of proposal submission), are current, accurate, complete, and may be applicable to this solicitation.

14.0 Instructions, Conditions and Notice of Offeror

14.1 General Information

Proposals that fail to address and to meet all of the requirements will be considered non-responsive to this solicitation and will not be considered for selection. If the Offeror fails to respond to any portion of the RFP, the FEC may interpret this as the Offeror’s inability to meet specific requirements.

Proposals must be prepared in accordance with and comply with the requirements contained in Section 3.

14.2 Submission of Offer

PAGE 22 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

In order for proposals to receive full consideration for award, Offeror shall provide its submissions in accordance the instructions found herein and within the solicitation provision 52.212-1, Instructions to Offerors-Commercial Items.

14.3 Basis of Award

Award of the resulting contract will be made based on the review of the technical proposal to ensure the Offeror is proposing to the full needs and requirements of the Government as defined in the RFP Section 3.

14.4 RFP Questions

From the RFP issue date and thereafter communications between Offeror and the FEC shall be in writing by e-mail to the Contracting Officer. All questions regarding this RFP shall reference the RFP page number and section number in question. Questions should be concisely stated and be numbered in sequential order. All questions shall be received by the Contracting Officer, Jameka Anderson (janderson@fec.gov) no later than 5:00PM EST on September 16, 2019.

Response will be provided via an amendment to the RFP.

14.5 Proposal Electronic Submission and Deadline

The Offer shall electronically submit to Jameka Anderson (janderson@fec.gov) no later than 5:00PM EST on Thursday September 19, 2019. The Offeror’s submission should include two separate volumes: 1) Technical and 2) Price in accordance with Section 2, Supplies / Services and Prices/Costs, and Section 3, Requirements. Technical proposal must be submitted in Microsoft Word or searchable PDF format. Cost/Price proposal must be submitted in Microsoft Word or Excel format. The firewall utilized by the FEC contracting office does not authorize or accept zip files. All submissions shall not exceed 25 pages.

14.5 Technical Proposal

The technical proposal shall demonstrate the Offeror’s comprehension and understanding of the services required, and provide sufficient detail to enable the Government to thoroughly evaluate the Offeror’s ability to satisfy the requirements specified in the Statement of Work (SOW). The Offeror’s proposal shall be reasonable, responsive, and address all aspects of the technical requirements. Simple statements of compliance (i.e. “understood”, “will comply”) without a detailed description of how compliance will be achieved will not be considered sufficient evidence that the proposed services can technically meet the requirements. Accordingly, the Government may consider the proposal to be unacceptable if material information requested is not furnished or if indirect or incomplete answers or information is provided. The technical proposal is limited to 15 pages excluding Key Personnel Information.

It is the Government‘s intention to award the contract without discussions. The Offeror is encouraged to present its best technical proposal and prices in its initial proposal submission.

However, in accordance with FAR Part 15.306, the Government reserves the right to hold discussions if it becomes necessary.

14.6 Technical Approach (Shall address Section 3)

PAGE 23 OF 32 9531BP19R0010

9531BP19R0010

COOP Consulting Services

The Offeror shall submit a written technical approach which effectively demonstrates the Offeror’s clear understanding of all the tasks and how the approach is likely to yield the required results. The response shall demonstrate the Offeror understanding of the tasks to be performed, as well as the technical approach and methodology and flexibility that will be utilized in accomplishing any resultant award.

14.7 Past Performance

The Offeror shall submit three (3) references of…