A04_SOW.pdf

Bureau of Indian Affairs Office of Indian Economic Development

Division of Economic Development

Statement of Work (SOW)

GENERAL

The Office of Indian Economic Development, Division of Economic Development offers five grant programs aimed at supporting Economic Development across Indian Country. The objective of the proposed Technical Assistance pilot is to develop a Technical Assistance program for Tribes, Tribal Organizations and Native Hawaiian Organizations to more efficiently apply for the Office of Indian Economic Development grant programs and build capacity for successful pursuit of tourism and related Economic Development projects. This technical assistance effort is the first of its kind in the Office of Indian Economic Development. The contract will provide preapplication training, Business plan development/grant writing and sustainability workshops/trainings to all interested applicants, with special emphasis on supporting tribes, tribal organizations, and Native Hawaiian Organizations to successfully pursue OIED tourism grant applications, in support of the Native Act. In addition, the contract will convene our Tourism grantees for an annual grantee conference assuring current tourism grantees have adequate support and guidance as they pursue their funded Tourism feasibility studies.

Scope of Work

In support of OIED activities, the Contractor will provide full life-cycle technical support services that include, but are not limited to, the following:

Pre-application trainings provided across Indian County specializing in zone specific areas (Northwest, Southwest, Eastern and Alaska/Hawaii) for all four OIED grant programs.

Develop and provide Business plan development/grant writing training across Indian Country specializing in zone specific areas (Northwest, Southwest, Eastern and Alaska/Hawaii).

Develop and provide Sustainability training for all current grantees and interested tribes, tribal organizations, and Native Hawaiian Organizations.

Maintain contact/connections with OIED through bi-weekly/monthly meetings to coordinate efforts.

Coordinate and host a Tourism grantee meeting annually with options for in-person and virtual participation.

Administrative Services and Records Management: To provide those administrative services that are not deemed inherently governmental functions, including filing and records management. Administrative duties are defined, approved, and assigned from OIED leadership staff.

IT Systems Administration. IT systems administrative duties are defined, approved, and assigned from OIED management staff. Analyzes customer needs and determines equipment and software requirements for solutions to problems by means of IT systems. Perform backup or recovery of data and systems as prescribed by DOI IT standards, and maintain systems based on government standards.

Place of Performance

Performance shall take place at the DOI, OIED at 1849 C Street NW, Suite 200, Washington

DC, 20245.

The ability to work remotely, referred to as telecommute, is authorized for the Contractor. Exceptions to this may include, but are not limited to:

Remote work does not comply with Federal regulations or guidance and DOI IT Security Control Standards, privacy policies and other related guidance.

Remote work does not comply with Federal and DOI regulations and guidance regarding the properly handling and protection of Sensitive Information.

Support of work activities which do not have the supporting technologies or capabilities for remote accessibility.

Remote Site Work Performance

At the COR’s discretion and upon COR authorization, the Contractor may be allowed to provide services from a remote location. The number of hours, labor categories or positions, and the location will be mutually agreed upon between the COR and the Contractor in advance of the specified services. The following applies to Remote Site Work Performance:

Hourly rates will be at the rates set forth in the IDIQ contract.

Work at the remote location will be subject to all relevant DOI and AS-IA security requirements and is contingent on the Government’s approval of the remote site (including, but not necessarily limited to, telecommunications, computer equipment, etc. to be used for the Remote Work).

The frequency of and dates of on-site work is at the sole discretion of the Government. The Government will provide the Contractor 5 business days’ notice when other than previously agreed to on-site work is required.

Remote Site Work will be the same as described in this SOW.

Remote Site Work will be clearly described in the required status reports submitted by the Contractor to help ensure the accuracy of billings to the Government.

Any and all costs associated with Remote Site Work are the responsibility of the Contractor; the Government will not pay or approve of any cost associated with Remote Site Work except as required by DOI or AS-IA policy.

The Government will not provide any software, equipment, furnishings, telecommunications, phones, or any other materials necessary to perform the remote work except as required by DOI or AS-IA policy.

The Government reserves the right to make exceptions at its discretion and/or to comply with changes in the Government’s policies.

Hours of Performance

OIED normal business hours are from 6:00 a.m. to 6:00 p.m. Mountain Time, Monday through Friday, except for Federal holidays identified in section 1.8.1.1. The Contractor shall provide services during normal business hours except as provided for elsewhere in this SOW or as agreed to in writing between the Contracting Officer (CO)/COR and the Contractor’s Project Manager.

Due to the nature of the services, deliverables will generally be identified on a daily or weekly basis. As a result, when Contractor employees are going to be absent from the work site, the Contractor is required to apprise the Government (COR and/or Work Assignment Manager) at the earliest opportunity. This will facilitate the ability of both parties to make alternate arrangements for work which must be completed.

The Government will typically order hours sufficient to cover each period of performance for each position in each labor category, assuming an 8-hour workday five days per week, with adjustments for positions with on-call duties or part-time positions. Contractor personnel will generally be expected to work an 8-hour day during normal business hours, with a varying workload, except for part-time positions where hours will be by mutual agreement.

Exceptions will be directed and mutually agreed to in writing by the OCO or COR.

List of Federal Holidays:

New Year’s Day MLK Birthday President’s Day

Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Veterans’ Day

Thanksgiving Christmas Day

If the holiday falls on Sunday, it is observed on the following Monday.

If the holiday falls on Saturday, it is observed on the preceding Friday.

Unplanned Closures, Delayed, and Continued Performance

OIED offices may be closed for various reasons, including local or national emergencies. In the event of a closure, only mission-critical personnel are allowed on-site. The COR will notify the Contractor in writing who, if anyone, of the Contractor’s personnel are mission critical. This designation will persist until further notice from the COR or OCO. The COR, or work assignment manager, may identify Contractor personnel as mission-critical on a case-by-case basis depending on circumstances. Mission-critical personnel will make a reasonable effort to perform needed activities during emergencies whether on-site or from an alternate location. The Contractor will notify the COR or work assignment manager if mission-critical personnel cannot perform as required or requested.

During adverse weather or other emergency situations, the Contractor shall be responsible for verifying whether OIED offices are operating under normal conditions, there is delayed reporting, or the offices are closed. The government will provide established policies or other guidance on how to address OIED office operations. When required to continue operations, the Contractor may be required to continue performance at locations other than the primary government facility.

The Contractor shall have a plan in place to handle short-term disruptions. This plan must include information dissemination, key personnel responsibilities, work priorities and other elements enabling employees to be safe, informed, and productive. The Contractor shall notify the CO and/or COR as soon as possible in writing when the plan is activated during an emergency event. In cases of moderate-term disruptions (weeks in duration), the Contractor and OIED will work collaboratively to determine how critical operations can continue via alternate work locations or telework.

Privacy Act and Contractor Liability for Personally Identifiable Information (PII)

FPPS is a System of Records as defined under the Privacy Act (Privacy Act of 1974, 5 U.S.C. § 552a (2000)). 48 CFR 1452.224.1 outlines the prescription for FAR 52.224-1:

Privacy Act Notification. The Contractor’s liability for loss of PII is described in FAR 52.224-02 Privacy Act which will be incorporated into this IDIQ contract. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

Security

The Contractor shall comply with all Federal, Office of Management and Budget (OMB), DOI and AS-IA policies, directives, and procedures related to information security. All Contractor personnel will be subject to AS-IA security policies and procedures for access to facilities and parking. All Contractor personnel requiring access to the Internet from AS-IA facilities will comply with AS-IA security policies and procedures.

All Contractor personnel will sign a non-disclosure agreement. OIED considers information obtained and used in providing these services to generally be Controlled Unclassified Information and sensitive. The Contractor will take all reasonable precautions not to divulge sensitive information about OIED or its clients or to use this information for the Contractor’s gain and will not divulge any such information to any organization outside OIED without OIED written permission. The risk/sensitivity level designation of the activities performed under this IDIQ contract is moderate risk.

Contractor Personnel Security and Suitability Requirements

Performance of this IDIQ contract requires contractor personnel to have a Federal government-issued personal identification card before being allowed unsupervised access to a DOI facility and/or information system. The COR will be the sponsoring official, and will make the arrangements for personal identity verification and card issuance.

Background investigations will be performed by the OPM unless otherwise specified by OPM. The Government will bear the cost of the background investigations.

Before starting work under this IDIQ contract, a National Agency Check (NAC) will be conducted to verify the identity of the individual applying for clearance. Upon successful completion of the NAC process, an identification card will be issued and access granted.

Simultaneously, a NAC with Inquiries (NACI) will be initiated to determine the individual’s suitability for the position. If the NACI adjudication is favorable, nothing more needs to be done. If the adjudication is unfavorable, the credentials will be revoked. In the event of a disagreement between the Contractor and the Government concerning the suitability of an individual to perform work under this IDIQ contract, DOI will have the right of final determination.

At least two weeks before the start of IDIQ contract performance, the Contractor will identify all contractor and subcontractor personnel who will require physical and/or logical access for performance of work under this IDIQ contract. The Contractor must make their personnel available at the place and time specified by the COR in order to initiate screening and background investigations. The following forms, or their equivalent, may be used to initiate the credentialing process:

Copies of two (2) forms of the Contractor’s legal identification (See http://www/fedidcard.gov/credget.aspx for acceptable forms of ID) e-QIP (Electronic Questionnaire for Investigations Processing)

I-9 Employment Eligibility Verification document from vendor, completed and signed

Release to Obtain Credit Information

Optional Form 306 (OF-306) - Declaration for Federal Employment

Fingerprints – acceptable location will be identified by the Government

Personal Identity Verification (PIV) card application (web-based)

OPM Standard Form (SF)-85, Questionnaire for Non-Sensitive Positions

Contractor employees are required to give, and to authorize others to give, full, frank, and truthful answers to relevant and material questions needed to reach a suitability determination. Refusal or failure to furnish or authorize provision of information may constitute grounds for denial or revocation of credentials. Government personnel may contact the contractor personnel being screened or investigated in person, by telephone or in writing, and the Contractor agrees to make them available for such contact.

Alternatively, if an individual has already been credentialed by another agency through OPM, and that credential has not yet expired, further investigation may not be necessary.

However, AS-IA HR Security will still require a full background investigation application package to confirm the individual’s clearance.

During performance of the IDIQ contract, the Contractor will keep the COR apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes. Cards that have been lost, damaged, or stolen must be reported to the COR and Issuing Office within 24 hours. Replacement will be at the contractor’s expense. If reissuance of expired credentials is needed, it will be coordinated through the COR.

At the end of IDIQ contract performance, or when a contractor employee is no longer working under this IDIQ contract, the Contractor will ensure that all identification cards are returned to the COR.

This requirement must be incorporated into any subcontracts that require subcontractor personnel to have routine and regular unsupervised access to a Federally controlled facility for more than 180 calendar days or unsupervised access to a federally controlled Level 3 or 4 information systems.

Personal Identity Verification of Contractor Personnel

The Contractor will comply with agency PIV procedures that implement HSPD-12, Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor will insert this clause (FAR 52.204-9 PIV of Contractor Personnel) in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a Federal information system.

Background clearances – Additional Information

Contractor staff with the ability to view DEMD-held data will be required to complete a Moderate Background Investigation which is also referred to as a NACI. Staff will be able to work with DEMD data once the NAC initial check is completed; usually in two weeks or less. As noted above, the full background check (NACI) can then take months longer.

Background Clearances Not Billable to the Government: Hours spent by any individual, Contractor employee or otherwise, to complete the forms and any other paperwork required by the Government to process background clearances, or for the purpose of obtaining required fingerprints, are not billable to the Government. Time spent by any individual to participate in interviews conducted by OPM, or its designees, for the purpose of completing background investigations is not billable to the Government. The Government considers these costs to be overhead and estimates that between 3 and 10 hours may be required on the part of an individual to complete background clearance processing.

Data Integrity and Data Rights

Data pertaining to other contracts/services may reside on information systems used by the Contractor. The Contractor shall not divulge this information or use this information for gain or for personal reasons. All documents, records, and data generated, and all applications created/utilized in performance of this IDIQ contract are Government owned and are the property of the Government and may not be used for any other purpose.

Contractor Personnel Capabilities

Qualified Personnel:

The Contractor shall provide qualified personnel with the appropriate skills and experience to perform the work described herein. All labor category descriptions and accompanying supplemental qualifications/responsibilities for each labor category under this IDIQ contract are provided in Appendix A. The Government will confirm staffing requirements at Task Order level.

Conflict of Interest

The Contractor shall not employ any person who is an employee of the United States Government if that employment would, or could appear to, cause a conflict of interest.

Changes in Personnel

The Contractor shall notify the COR prior to any personnel changes at least 10 calendar days in advance of the anticipated change. The contractor will provide a resume to the COR upon request, for any new contractor employee proposed to provide services under this agreement.

The COR will only use the resume information to assist the Contractor in matching skills to Government requirements and to ensure replacement qualifications for key personnel are met.

Project Manager

The Contractor shall provide a Project Manager who shall be responsible for the performance of the work and has authority to act on behalf of the Contractor on matters related to daily operations of the IDIQ contract.

On-Site Lead(s)

In addition to the Project Manager, the Contractor shall identify a minimum of a primary and an alternate as “On-site Lead(s)”. This person(s) will be responsible for managing the distribution of specific task assignments to contractor employees. The on-site lead will also provide specific technical direction to contractor employees. The Government expects the on-site lead function can be accommodated within existing labor categories and hours.

In addition to the COR, the Government will assign Work Assignment Managers for the Contractor On-site Leads. Work Assignment Managers will be assigned in each respective IBC work area to manage day to day operational requirements and work activities.

Identification of Contractor Personnel

While on the Government work site, Contractor personnel shall be required to visibly display their access credentials at all times.

Contractor Training

Contractor personnel are expected to possess the described and required knowledge, skills, and expertise to fulfill the requirements of this IDIQ contract. Training of contractor staff to maintain current knowledge, skills, and expertise will be at the Contractor’s expense, except as follows:

When the COR recommends to the OCO for authorization and approval for training to meet special requirements not foreseen in the IDIQ contract.

When the COR recommends training that is only available to Federal Employees or Contractors i.e. trainings made available through Defense Acquisition University (DAU), DOI Talent, or other Federal Training Facilities.

When the OCO/COR authorizes the training of Contractor employees where software and/or hardware described in the IDIQ contract is changed during the course of the IDIQ contract and it is determined to be in the best interest of the Government. “Changes” is not meant to include version upgrades to existing software/hardware and similar foreseeable changes.

The Contractor is not authorized to attend, during billable working hours, seminars, symposiums, and the like unless pre-approved by the COR and where attendance is necessary for the performance of IDIQ contract requirements.

When the OCO/COR authorizes training under (a), (b), (c) or (d) above, the Government will reimburse the Contractor for tuition, travel and per diem (in accordance with Section R, Travel), and labor hours at the rate specified in the IDIQ contract for that labor category.

Health and Safety

The Government desires to maintain a healthy and safe working environment for all personnel. Therefore, for contractor employees working at a government facility, the Government reserves the right to refuse a contractor employee access to the government facility if the individual is displaying symptoms of a contagious illness, such as the flu. If such a situation arises, the COR will communicate the Government’s decision regarding the employee to the Contractor's Project Manager.

Post-Award Kick-off Meeting

The Government intends to hold a post-award orientation meeting with the Contractor after award of the IDIQ contract and prior to the initiation of performance. The purpose of the meeting is to ensure a clear and mutual understanding of all IDIQ contract requirements, identify the roles and responsibilities of Government and Contractor staff, procedures, and points of contact.

Transition of Services

OIED has an ongoing need for the required services. The Contractor shall develop a transition plan to accomplish a smooth transition of services as follows:

Phase-in (if required)

Should the incumbent not be awarded the IDIQ contract, an orderly and efficient transition from the incumbent contractor to a new contractor is required. Any transition will be accomplished in such a way that adverse impact to the continuity of OIED operations is minimized to the maximum extent possible.

In the event a transition is required, within 10 working days after IDIQ contract award, a phase-in plan shall be provided by the incoming Contractor providing detailed information on all phase-in tasks and time frames. The plan shall be approved by the COR before the Contractor begins phase-in activities. The incoming Contractor shall accomplish phase-in tasks in an orderly manner in full cooperation with the outgoing Contractor, prior to expiration of the prior IDIQ contract, in accordance with the approved phase-in plan.

The Government will pay for transition effort only in the Project Manager labor category.

Phase out (if required)

At the end of this IDIQ contract, should the Contractor not be awarded the follow-on requirement, a phase-out plan shall be provided by the Contractor, providing detailed information on all phase-out activities. The plan shall be approved by the COR before the Contractor begins phase-out activities. The outgoing Contractor shall accomplish phase-out tasks in an orderly manner in full cooperation with the incoming Contractor. Phase out tasks shall be completed prior to the expiration of the prior IDIQ contract and in accordance with the approved phase-out plan.

Meetings

The Government will have meetings which require attendance by the Contractor. Meetings may include, but not limited to:

The Government will conduct a meeting with the Contractor prior to the start of performance to discuss the function of the On-site Lead position and its interaction with the Government Work Assignment Manager(s). The Government and the

Contractor may evaluate the effectiveness of the On-site Lead function during the Period of Performance and may make changes as necessary and agreed to.

The Government and the Contractor Program Manager may hold a standing monthly meeting to discuss the contract status, upcoming activities, and potential improvement opportunities.

APPLICABLE DOCUMENTS

Documents applicable to this requirement such as policies, procedures, and technical manuals will be provided by the Government to the Contractor, as needed.

GOVERNMENT FURNISHED PROPERTY / INFORMATION

The Government will provide access to the facilities and furnished working space for contractor personnel at OIED and any remote offices. The Government will also provide adequate telephones for official use, tables, file cabinets, containers suitable for storage and other normal computer and office supplies. All government furnished equipment is subject to Federal, DOI, and AS-IA restrictions on personal use.

Computer access will be provided by the Government as required. Access to computer hardware and applicable software will also be provided by the Government as required. Program and system documentation required for specific change requests and/or problem reports will be provided by the Government at the time the requests are issued.

Contractor access to AS-IA systems and applications must only be made using Government Furnished Equipment. The Government will provide any equipment needed for such access, including cell phones, tablets, laptops, etc.

CONTRACTOR FURNISHED PROPERTY

The Contractor shall supply all items required to perform this IDIQ contract except for the Government Furnished Property provided under Section 3.0 of this SOW.

REQUIREMENTS

The Contractor shall manage and organize resources and personnel needed to efficiently and effectively meet task objectives in a timely manner. Contractor shall perform work in support of or related to OIED technical programs. Performance shall be in compliance with all Federal government, DOI, and Indian Affairs trust relationship requirements.

The Contractor will provide the necessary staff to perform the work described herein. The Government will confirm staffing requirements at IDIQ contract award.

Task Areas

The Contractor shall provide technical and support services which includes, but is not limited to, the following functional areas:

Administrative Services: The Contractor shall perform those administrative services that are not deemed inherently governmental functions. Administrative duties are defined, approved, and assigned from OIED administrative staff. Administrative services include, but are not limited to, the following:

Performs administrative tasks in functional areas including Finance, Human

Resources, Purchasing and Records.

Prepares and processes correspondence, reports, proposals, records, and related documentation. Develops charts, tables, graphs, and diagrams to assist in analyzing problems.

Supports preparation of reports, budgets, and project schedules.

Provides logistical support for projects. Prepares and processes correspondence, reports, proposals, records, and related documentation.

Generates documentation of contractual requirements, customer specifications, design changes and project deliverables. Prepares user manuals and information to support projects.

Maintains files and processes requests for information and support meetings.

Financial Management:

Perform budgeting documentation, resource assessment, and financial reporting.

Supports preparation of reports, budgets, and project schedules. Services shall include but not be limited to the following contractor-performed tasks:

Performs complex evaluations of existing procedures, processes, techniques, and/or systems related to office management problems or contractual issues, which would require a report and recommend solutions.

Records Management:

Inventory and management of trust, general, office and personnel records based on federal records management guidelines. Services shall include but not be limited to the following contractor-performed tasks:

Perform scanning of hardcopy records, documents, illustrations, etc. to digital formats

Knowledgeable in federal records practices and procedures.

Editor / Public Relations:

Compose, in a clear and concise language, procedure manuals and related technical publications (bulletins, articles, display materials, marketing) concerned with customer goals and objectives. Publish these manuals and technical publications into both print and for the web.

Marketing:

Determine the business/marketing demand for products and services. Services shall include but not be limited to the following contractor-performed tasks:

Identify potential customers and develop strategies for marketing to these customers.

Monitor trends for commodities markets, pricing, and communicate to OIED management where new markets are emerging.

Creates initial designs and end-products for marketing and promotional material.

Provide marketing materials suitable for publishing on the OIED web site.

Systems Administration:

IT systems administrative duties are defined approved and assigned from OIED management staff. Administrative services include, but are not limited to:

Research and review all OIED’s software and hardware needs and compatibility.

Maintain up to date knowledge of federal IT system requirements and procedures.

Analyzes internal or external customer needs, and determines equipment and software requirements for solutions to problems by means of automated systems; develops customized solutions to customer/user problems

Perform backup or recovery of data and systems as prescribed by DOI IT standards.

Maintain systems based on government standards

Provide technical input for the procurement of software or hardware.

Provide support and management of network, including network attached storage devices.

Contractor Project Manager

Responsible for the performance of projects, or subsystems of major projects. Acts as primary customer contact for project activities, leading project review sessions with customer to discuss cost, schedule, and technical performance. Services shall include but not be limited to the following contractor-performed tasks:

Monitors milestones and adherence to plans and schedules.

Ensures compliance with company and customer quality requirements through all phases of the project

Conducts investigations relative to customer complaints or poor contract performance.

Travel

The Contractor will be reimbursed for travel to provide support at a Government site or other site as may be specified and approved by the CO. All travel will be pre-approved by the COR.

Travel costs reimbursed for contractor personnel on official company business must be reasonable and allowable. Costs incurred for lodging, meals, and incidental expenses will be considered to be reasonable and allowable to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulations, prescribed by the General Services Administration, for travel in the contiguous United States.

Deliverable Data Item Descriptions (what the deliverable is)

Format or Media

Delivery Date Deliver to

Whom

Annual Progress Report

Annual Progress Report for the overall contract

Electronic via Email

30 days after end of each contract year OIED Division Chief

& COR

Task Review Review of specific taskings

vs. contract taskings

Electronic via Email

30 days after end of each 6-month period OIED Division Chief

& COR

Project Reviews

Project Reviews after each contract year

Electronic via Email

30 days after end of each contract year OIED Division Chief

& COR

Final Project Reports

Final project reports associated with completion of specific tasks

Electronic via Email

As specified in each work order Task Manager &

COR

Trip Reports Trip Reports detailing travel activities and accomplishments

Electronic via Email

Immediately following each trip Task Manager &

COR

Administrative Reports

Budget, travel & staffing reports

Electronic via Email

Quarterly OIED Division Chief

& COR

Figure 1: Deliverables