A10 RFI Privacy Analyst Support.pdf

Beta.SAM Presolicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

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(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION See Attachment

AGENCY'S URL

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AGENCY CONTACT'S EMAIL

ADDRESS

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POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Presolicitation Notice Rev. March 2010

R

OGC Privacy Analyst Support Services

20531

15PGCD24N00000001

11-14-2024

N

Y

541611

US Department of Justice DOJ, Office of Justice Programs Acquisition Management Division 810 7th Street, N.W.

Washington DC 20531

Jessica Williams, Contract Specialist

USDOJ Office of Justice Programs 810 7th Street, NW Room 3610 Washington, DC 20531

US Department of Justice Office of Justice Programs Office Of General Counsel 810 7th Street, NW Washington, DC

20531

USA

http://ojp.gov

US Department of Justice, Office of Justice Programs

Jessica.Williams6@usdoj.gov mailto:Jessica.Williams6@usdoj.gov

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OFFICE OF THE GENERAL COUNSEL (OGC)

PRIVACY ANALYST SUPPORT SERVICES

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR) Part 10 Market Research. The information collected through the process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This is NOT a Request for Proposals (RFP), or Request for Quotations (RFQ), and nothing shall be construed herein or through the Sources Sought process to commit or obligate the Government to further action. In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Department of Justice (DOJ), the Office of Justice Programs (OJP) is issuing this RFI to identify qualified and responsible small business vendors (e.g., 8(a); Service-Disabled Veteran Owned Small Business; Historically Underutilized Business Zone (HUBZone) Small Business; Small Disadvantaged Business; Veteran-Owned Small Business, Women-Owned Small Business and Economically Disadvantaged Women-Owned Small Business) having an interest in and possessing the resources and expertise to provide privacy analyst support for the Office of the General Counsel (OGC).

The applicable North American Industry Classification System (NAICS) code assigned to these proposed services is 541611. This is a short-term project with an anticipated period of performance of a base year not-to-exceed 9-months commencing within fiscal year 2024. The anticipated place of performance is off-site, or at the Contractor’s facility.

C.1 INTRODUCTION

The United States Department of Justice (DOJ) provides innovative leadership resources, and solutions in developing the Nation’s capacity to prevent and reduce crime, enhance public safety, strengthen law enforcement, improve officer safety, expand services for victims of crime, and enforce victims’ rights. The Office of Justice Programs (OJP) works in partnership with the justice community to identify the most pressing crime-related challenges confronting the justice system. OJP and its offices advance proven programs backed by scientific research and evaluation, as well as innovative approaches that are evidence-informed and promise demonstrable results in our communities. OJP works to address public safety needs by supporting law enforcement, prosecution and courts, corrections, and crime reduction programs in state, local, and tribal jurisdictions; assisting victims of crime; providing training and technical assistance to justice practitioners and professionals; and advancing ground-breaking research.

The Office of the General Counsel (OGC) provides legal assistance and advice to the Office of Justice Programs (OJP) bureaus and offices on all legal issues, to include compliance with the Privacy Act of 1974, Section 208 of the E- Government Act of 2002, and the Federal Information Security Modernization Act of 2014, as well as administration policy directives issued in furtherance of those acts. A necessary component for compliance with these statutes is the timely completion of privacy documentation that thoroughly and accurately identifies all privacy risks associated with systems that contain DOJ information.

OJP’s Office of the Chief Information Officer (OCIO) initiates the privacy compliance process by producing to OGC for review a draft Initial Privacy Assessment (IPA). Where indicated, OCIO will also produce a draft Privacy Impact Assessment (PIA) to OGC for review. OGC reviews these drafts to ensure that the responses are clear, thorough, and accurate, before submission to DOJ’s Office of Privacy and Civil Liberties (OPCL) for review. OGC is also responsible for developing any System of Records Notices (SORNs) for publishing in the Federal Register for all systems of records being operated by OJP.

Due to an unexpected increase in the privacy compliance workload at OJP, OGC is requesting a contractor to support its administration of the privacy program and goals.

C.1.1 Objectives

The contractor shall provide programmatic support and operational services to OGC in furtherance of OJP’s privacy program.

C.1.2 Scope

The contractor shall provide experienced administrative and legal support to the Office of the General Counsel to assist with the privacy compliance program. The contractor shall provide adequate staff to meet demands of the office. The contractor shall provide a non-billable Program Manager as key personnel, to develop a project management or oversight plan to monitor the work of contractor staff and ensure that contract staff are performing the tasks required under the contract.

C.2 GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations.

C.2.1 Non-Personal Services

The services and performance required under this contract are determined to be not inherently governmental. The Contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DOJ policy. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. All Contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom DOJ has business dealings. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately.

C.2.2 Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements specified herein. The Contractor shall manage the timeliness, completeness, and quality of the contract deliverables. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of all Contractor personnel (including subcontractors). The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

C.2.3 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to this requirement. The Contractor must maintain continuity between the support operations at OJP Headquarters and the Contractor's corporate offices.

C.2.4 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer this contract. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on this contract.

C.2.5 Personnel Administration

The Contractor shall provide the following management and support as required. The Contractor shall provide for employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the SOW requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

C.2.6 Subcontractor Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement.

The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. The Contractor may add subcontractors to their team after notification to the Contracting Officer or the Contracting Officer Representative (COR).

C.2.7 Contractor Personnel, Disciplines and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each requirement issued hereunder will be the minimum necessary to accomplish the task.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

C.2.8 Training and Travel

The Contractor shall provide training, as necessary, for their own personnel to ensure that personnel are trained on the common suite of Microsoft Office tools (e.g., Word, Excel, PowerPoint) and other applicable programs. The Contractor shall also ensure that all of its employees have been properly trained and are qualified to perform assigned tasks under this SOW. The Government will provide or coordinate training on any new Government-provided equipment or Government-directed training (e.g., Information Assurance). If such training requires travel on the part of Contractor employees, local travel costs (i.e., Metro) shall be borne by the Contractor. Training will be discussed at a kick-off meeting and payment (by government or vendor) will be decided on a case-by-case basis.

C.2.9 Government Furnished Property (GFP)

The Contractor will be provided with Government-furnished property such as a desk-top computer, printer, telephone, desk, chair, and office supplies necessary to carry out the requirement of the statement of work.

C.3 PERFORMANCE REQUIREMENTS

Task Description

Task 1 Privacy Compliance Requirements

To fulfill the outlined responsibilities, the Contractor shall provide all personnel, facilities, equipment, tools, materials, supervision and other items and services necessary to perform the following tasks.

C.3.1 Task 1: Privacy Compliance Requirements

The following areas describe the broad range of functions and tasks that the Government envisions for the contractor:

1) Privacy Documentation Review.

The contractor shall review all incoming privacy documents (i.e. IPAs and PIAs), and engage with the appropriate

OJP office, as necessary, to ensure that the documents are clear, thorough, and accurate, before submission to DOJ’s Office of Privacy and Civil Liberties (OPCL) for review. The contractor shall: 1) review and evaluate draft privacy compliance documentation in a proactive and timely manner; 2) independently research relevant statutes, regulations, and precedents; and 3) be able to articulate the various privacy requirements to internal stakeholders.

The contractor shall also assess the likelihood of needing additional privacy documentation (e.g., SORN), and work with the appropriate OJP office to proactively develop any additional documentation, as necessary. Contractor shall have a strong attention to detail and must be able to communicate effectively in writing and orally regarding issues related to privacy compliance documentation.

2) Privacy Risk Management.

Assists drafting OJP privacy-related policies and procedures. Supports OGC and broader OJP personnel in handling responses to personally identifiable information (PII) incidents in accordance with applicable law, regulation and policy.

C.3.2 Applicable Documents

The relevant legal, regulatory, and policy documents are listed below:

Privacy Act of 1974, as amended (5 U.S.C. § 552a) E-Government Act of 2002 (Section 208) Federal Information Security Modernization Act of 2014 Paperwork Reduction Act of 1995 Department of Justice, Overview of the Privacy Act of 1974 (2020 ed.) (https://www.justice.gov/opcl/overview-privacy-act-1974-2020-edition) OMB Circular No. A-130, Managing Information as a Strategic Resource (July 2016) OMB Memorandum M-03-22, OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002 (Sept. 2003) OMB Circular A-108, Federal Agency Responsibilities for Review, Reporting, and Publication under the Privacy

Act (Dec. 12, 2016)

C.4 PERSONNEL

The Contractor shall provide qualified personnel for all under this contract. The Contractor shall ensure that all positions possess the skills, knowledge, training, and certification(s) required to perform all services required by the contract satisfactorily. Resumes for all key positions must be reviewed and approved by the COR and Contracting Officer prior to commencement of work.

All personnel are considered key, with the following requirements for each position:

Program Manager (1), the following is required: (a) either a BA or BS degree or higher in Project Management or a BA or BS degree in any field combined with a Project Management Professional (PMP) Certification and (b) Project Management experience and experience working within a Federal agency, or as contract support to such agency.

Experience working with the Privacy Act of 1974 is highly desired, but not required..

Privacy Analyst (6-full time positions), the following is required: either a BA or BS in degree in any field or a paralegal certification and at least four (4) years of experience working with federal privacy compliance requirements, specifically including the preparation of privacy documentation (IPAs, PIAs, and SORNs).

Required Skills for all Personnel:

Technical Expertise Ability to collaborate effectively with members of team and various program offices Critical thinking skills Ability to learn quickly and work independently Strong collaboration and communication Willingness to ask questions for clarification Attention to detail https://www.justice.gov/opcl/overview-privacy-act-1974-2020-edition https://www.justice.gov/opcl/overview-privacy-act-1974-2020-edition

Ability to navigate and learn new systems Ability to work under tight deadlines, effectively setting priorities and proactively keep tasks moving Ability to be flexible, managing multiple competing priorities and adapting to changing work requirements and priorities

Respondents to this RFI shall provide the following information:

a) Vendor background summary including, contractor name, address, DUNS, point of contact information, email, phone, website address, small business designation, and any currently active GSA schedule number or other available Federal Supply Schedule.

b) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

c) Past Performance - Provide a list of previous contracts where similar services were provided. Provide customer/Government Agency contact information where these services were provided including: contact name and organization, telephone number, and email address.

The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope with what is described in this notice and otherwise anticipated.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information.

Submission Instructions: Interested small business vendors who consider themselves qualified to perform the above-listed services are invited to submit a response to this RFI Notice by Tuesday, November 14, 2023 at 1:00PM Eastern Time. All responses under this RFI Notice must be emailed to Jessica.Williams6@usdoj.gov.

mailto:Jessica.Williams6@usdoj.gov

Respondents to this RFI shall provide the following information: