A14_MR_RFI_Sources_Sought_Notice_2024_FINAL.pdf

UNITED STATES DEPARTMENT OF THE INTERIOR

INTERIOR BUSINESS CENTER

Request for Information/Sources Sought Notice

Unemployment Compensation and Employment Verification Services For U.S. Department of the Interior

140D0424R0037

DATE: January 25, 2024

Request for Information/Sources Sought (SS) Notice No. 140D0424R0037

U. S. Department of the Interior, Interior Business Center

I. General Information This Request for Information/Sources Sought notice is issued solely for information and planning purposes - it does not constitute an invitation for bid, request for quotation, request for proposal, or an obligation on behalf of the Government or a promise to issue a solicitation in the future. The Government is not seeking proposals and will not accept unsolicited proposals at this time. Vendors responding to this notice are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this Sources Sought notice; all costs associated with responding to this notice will be solely at the interested party's expense.

Not responding to this notice does not preclude participation in any future solicitation, if issued.

Interested parties are responsible for CLEARLY MARKING proprietary or competition sensitive information contained in their response. No classified, confidential, or sensitive information should be included in your response. Please be advised that all submissions become Government property and will not be returned. Marketing brochures and/or generic company literature will not be considered and shall not be sent in response to this notice.

II. Background/IBC as a Shared Service Provider The Department of the Interior (DOI), Interior Business Center (IBC) is a certified federal Shared Services Provider for human resources, payroll operations, and financial management services and an Interior-authorized Shared Services Provider for assisted acquisition services.

IBC provides services on a full cost recovery, revolving fund, fee-for-service basis through the DOI Working Capital Fund and the Interior Franchise Fund. The IBC operates in a fiscally responsible manner through appropriate financial management processes and sound internal controls.

We retain a workforce of dedicated professionals with extensive knowledge of federal business practices and have unmatched organizational experience leveraging government and commercial best practices to provide business solutions that meet our customers’ needs. Our commitment to service is highlighted by the steady generation of efficiencies, economies, and cost savings for our customers and partners over the past 30+ years.

III. Purpose The purpose of this Sources Sought/Request for Information (RFI) notice is to determine the capability of the commercial marketplace and gain valuable feedback to inform our requirement for the Interior Business Center (IBC) and its customers, the most effective and efficient system of handling Employment Verification (EV) and Unemployment Compensation (UC) claims. The ultimate goal is to minimize cost, streamline the verification and claims process, and provide government wide metrics on claims and verifications to improve overall management of government agencies serviced by the IBC.

IV. Unemployment Compensation and Employment Verification Services Since January 1, 1955, Federal civilian employees have had unemployment insurance protection under US Code Title 5, Chapter 85. The Omnibus Reconciliation Act of 1980 (P.L. 96-499, December 5, 1980) amended the Unemployment Compensation for Federal Employees (UCFE) law by establishing the requirement for each Federal Agency to contribute to State unemployment benefits for former Federal employees, effective January 1, 1981. 20 CFR, Part 609 sets forth the Secretary of the Department of Labor (DOL) regulations to implement the UCFE program.

States pay Unemployment Compensation (UC) to former Federal employees in the same amount and under the same laws, terms and conditions that apply to unemployed claimants from the private sector.

Benefits are provided to unemployed Federal civilian workers in the same amount, on the same terms, and subject to the same conditions as the compensation that would be payable under the UC law of the State if their Federal service and Federal wages had been included as employment and wages under that State law. All State laws require that an individual have qualifying earnings during a past period specified by the law; file a claim and report regularly as directed; and be able and available for work.

State UC laws and policies are not uniform and vary significantly with regards to eligibility requirements, payment amounts and period of eligibility. This makes it difficult for Government agency personnel who are not familiar with detailed State requirements to track unemployment benefit payments, ensure payments have been properly applied, and verify, review and appeal claims within prescribed time limits. Therefore, the Interior Business Center (IBC), Human Resources Directorate (HRD) and its customers require support of administrative functions of Government agency Civilian Personnel and Payroll Offices (CPO) and Human Resources Offices (HRO) responding to State Employment Security Agency requests for employee data.

A copy of the draft Statement of Work (SOW) is provided as an attachment to this notice.

V. Technical Capabilities and Experience All interested firms are invited to submit a capability statement. The capability statement should demonstrate the interested firm’s understanding, capability, qualification, and experience in meeting the requirements identified herein. It is highly recommended that interested firms not solely submit pre-prepared marketing materials without carefully reviewing the need for the information requested below.

Please note that a small business firm may submit a capability statement that includes the expertise of large business partner companies under a teaming arrangement.

1. Are you capable of meeting the experience and qualifications outlined in Sections 2.0 Requirements from 2.1 through 2.10 of the attached draft Statement of Work? If so, provide brief descriptions of those capabilities and experience.

Additionally, your capability statement must demonstrate each of the following areas:

• The capability statement demonstrates the ability to meet IBC security standards and requirements and shall be compliant with NIST 800-53 rev 4, FIPS 140-2, and FISMA upon contract award.

• The capability statement demonstrates the ability to systematically pull/receive employment records on a bi-weekly basis. Approximately 300,000.00/annually

• The capability statement demonstrates the ability to process 400,000.00/annually Employment Verifications from 50+ client agencies across the United States, District of Columbia, and U.S. Territories

• The capability statement demonstrates the ability to receive and process 286,000.00 Unemployment Claims/annually from 50+ client agencies across the United States, District of Columbia, and U.S. Territories

2. If you do have the capability to provide the requested Unemployment Compensation and Employment Verification Services, can you provide it under a Government-Wide Acquisition Contracts (GWACs), General Services Administration (GSA) Federal Supply Schedule(s) (FSS), or NASA Solution for Enterprise-Wide Procurement (SEWP) GWAC that you currently hold that would support this requirement? If so, provide each overarching GWAC/GSA FSS / NASA SEWP contract number.

3. If you have this capability but not under any federal contracting program, please identify the arrangements and the ability that you have to meet the requirements stated herein.

4. Which business size categories do you fall under? Please select all that apply.

Category Applicable?

Large Business Small Business (SB) Small Disadvantaged Business (SDB) Section 8(a) Business Woman-Owned Small Business (WOSB) Economically Disadvantaged Woman-Owned Small Business (EDWOSB) Historically Underutilized Business Zone (HUBZone) Small Business Veteran-Owned Small Business Service-Disabled Veteran-Owned Small Business

(SDVOSB)

Indian Small Business Economic Enterprise (ISBEE)

5. Contractor Point of Contact:

1. Business Name

2. Point of Contact Name

3. Title

4. Phone Number

5. Email Address

6. Other Information:

i. DUNS Number

ii. Unique Entity ID (UEI)

iii. Identify, if any, what Government-Wide Acquisition Contracts (GWACs) or General Services Administration (GSA) Multiple Award Schedule(s) (MAS) currently held that would support this requirement?

iv. If applicable, provide each overarching GWAC/GSA FSS contract number and expiration date that would support this requirement.

VI. Submission Instructions:

In response to this source sought notice, please use the following guidelines in preparing your capabilities statement:

• Please use 8½ x 11-inch paper only.

• A page is defined as one side of an 8½ by 11-inch paper. Therefore, a piece of paper with printing on both sides is considered two pages.

• Arial size 12 font or similar.

• The recommended page limit for the capability statement is no more than 15 pages.

• Please submit your response as Adobe (.pdf) files.

• The subject line of your email and all correspondence must include the sources sought number found on the cover page above.

VII. Response Submission Instructions Companies interested in responding to this notice may reply on or before 5:00 pm Eastern Time February 8, 2024. All aforementioned items included in this notice shall be addressed.

Please provide your response via email to Joseph Fusari, Contracting Officer, at Joseph_Fusari@ibc.doi.gov and Pamela Dodd, Contract Specialist, at Pamela_Dodd@ibc.doi.gov.

Interested parties should avoid including any classified, business confidential, and/or proprietary information in its response. However, if an interested firm must submit such information, that information must be clearly marked. The Government will review the information and safeguard it appropriately.

Submission transmitted via facsimile (fax) will not be accepted.

Should any submissions be received after the date and time stated above, the Government reserves the right not to review the response.

VIII. Disclaimer This notice does not constitute a solicitation and is not a commitment by the Government. In accordance with FAR 15.201, the responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Government will not provide a response to the feedback or questions directly, but may consider industry feedback/questions in possible mailto:Joseph_Fusari@ibc.doi.gov mailto:Pamela_Dodd@ibc.doi.gov revisions to the SOW. No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests.

The Government reserves the right to use any and all information submitted by, or obtained from, a responding firm in any manner the Government determines is appropriate, including, but not limited to, the creation of a competitive solicitation.

The Government further reserves the right to contact, or not contact, any party responding to this notice to obtain further information for market research purposes. The government will not notify respondents of the results of the information received and will not return submittals to the sender.

Notices to Offerors of Non-Governmental Support You are hereby notified that the DOI intends to use outside Contractors to provide support to this requirement. The Contractors will have access to all information submitted and will be subject to appropriate conflict of interest, standards of conduct, and confidentiality restrictions.

The current prime support Contractor for this requirement is:

• IMsolutions, LLC.

STATEMENT OF WORK

UNEMPLOYMENT COMPENSATION AND EMPLOYMENT VERIFICATION

SERVICES FOR HUMAN RESOURCES DIRECTORATE CUSTOMERS

January 2024

DEPARTMENT OF THE INTERIOR

INTERIOR BUSINESS CENTER

7301 WEST MANSFIELD AVENUE

DENVER, COLORADO 80235-2230

Table of Contents

1.0 SCOPE 4

1.1 Purpose/Objective 4

1.2 Background 4

1.3 Government Liability 4

1.4 Scope of Work 4

2.0 Requirements 5

2.1 Storing of Payroll/Separation Data 5

2.2 Claims Processing 6

2.3 Appeals Administration/Consultation 7

2.4 State Detail Processing 8

2.5 Reconciliation of State Benefits Paid Date to DOL Billings 8

2.6 Training 9

2.7 Management Reports 9

2.8 Lender/Verifier/Agency Services 10

2.9 Social Services Verification 11

2.10 Roles and Responsibilities 11

2.11 Period of Performance 12

2.12 Transition of Services 12

3.0 Personnel Qualifications 12

4.0 Personnel Security requirements (Contractors – IF Applicable) 13

4.0.1 Personnel Security and Suitability Requirements 13

4.0.2 Legal liability for loss of Personally Identifiable Information (PII) 13

4.0.3 Only appropriately cleared Contractors will be utilized in the performance of this Contract 14

4.0.4 Non-Disclosure Requirements 14

5.0 Quality Assurance 14

6.0 Contract Status Review 14

7.0 Procedures for Payment 15

8.0 Contract Administration Data 15

8.0.1 Contracting Officer 15

9.0 Disclosure of information 16

10.0 Publicity and dissemination of contract information 16

11.0 Advertising of award 16

12.0 Publicity and dissemination of contract information 16

13.0 Standards of conduct and restrictions 17

14.0 Controlled unclassified information data privacy and protections 17

15.0 Security of systems handling personally identifiable information and privacy incident response 18

15.0.1 Definitions 18

15.0.2 Systems Access 19

15.0.3 Systems Security 19

15.0.4 Data Security 20

15.0.5 Breach Response 20

15.0.6 Security Requirements to Subcontractors 21

ATTACHMENT A 1

STATE APPEALS DEADLINES 1

STATE HEARING DEADLINES 2

1.0 SCOPE

1.1 Purpose/Objective

To make available to the Interior Business Center (IBC) and its customers the most effective and efficient system of handling Employment Verification (EV) and Unemployment Compensation (UC) claims. The ultimate goal is to minimize cost, streamline the verification and claims process, and provide government wide metrics on claims and verifications to improve overall management of government agencies serviced by IBC.

1.2 Background

Since January 1, 1955, Federal civilian employees have had unemployment insurance protection under US Code Title 5, Chapter 85. The Omnibus Reconciliation Act of 1980 (P.L.

96-499, December 5, 1980) amended the Unemployment Compensation for Federal Employees (UCFE) law by establishing the requirement for each Federal Agency to contribute to State unemployment benefits for former Federal employees, effective January 1, 1981. 20 CFR, Part 609 sets forth the Secretary of the Department of Labor (DOL) regulations to implement the UCFE program.

States pay UC to former Federal employees in the same amount and under the same laws, terms and conditions that apply to unemployed claimants from the private sector.

Benefits are provided to unemployed Federal civilian workers in the same amount, on the same terms, and subject to the same conditions as the compensation that would be payable under the UC law of the State if their Federal service and Federal wages had been included as employment and wages under that State law. All State laws require that an individual have qualifying earnings during a past period specified by the law; file a claim and report regularly as directed; and be able and available for work.

State UC laws and policies are not uniform and vary significantly with regards to eligibility requirements, payment amounts and period of eligibility. This makes it difficult for Government agency personnel who are not familiar with detailed State requirements to track unemployment benefit payments, ensure payments have been properly applied, and verify, review and appeal claims within prescribed time limits. Therefore, a contractor is required to support administrative functions of Government agency Civilian Personnel and Payroll Offices (CPO) and Human Resources Offices (HRO) UCFE requirements in responding to State Employment Security Agency requests for employee data.

1.3 Government Liability

The Government shall be obligated under the awarded contract only to the extent of requests by IBC customers utilizing this contract vehicle.

1.4 Scope of Work

A single contractor will be retained to fulfill the Interior Business Center’s responsibility for UC management. The contractor shall be able to provide various administrative services utilizing the detailed information provided for unemployment purposes indicated below to include storing of payroll/separation data. The contractor shall perform all administrative functions in managing UC claims and have a mastery of UC statutes and regulations in all fifty US states, territories and protectorates and the District of Columbia. However, Government officials will retain responsibility for reviewing all claims that the contractor deems protestable and determine which claims will be challenged. IBC customers using this contract will provide confirmation to IBC of their intent to continue use of the services provided by the contractor on an annual basis.

At present, over 40 DOI and Federal agencies would be serviced. Please see the Exhibit B “Price Quote Submittal” for annual transactions.

The contractor shall provide the following services:

• Separation document processing (Includes transfers, resignations, retirements, terminations, etc.).

• Claims processing.

• Appeals determination consultation and representation.

• State detail processing including DOL reconciliation.

• Training (See Section 2.6 for details)

• Management Reports.

• Lender / Employee Verification.

• Social Services Verification.

2.0 REQUIREMENTS

2.1 Storing of Payroll/Separation Data

Maintain a secure electronic interface for receipt, input and confirmation of the payroll/separation data transmitted from the DOI IBC and by various payroll and personnel locations including the capacity for expansion of the standard pay plan fields when additional payroll/separation data is required. Electronic interface shall be compliant with National Institute of Standards and Technology(NIST) 800-53 release 5.1.1, FIPS 140-2, and Federal Information Security Management Act(FISMA).

Maintain the payroll/separation data that will be submitted from various payroll and personnel locations, and will be transmitted in multiple formats.

Provide for receipt and input of the payroll/separation data in the format submitted by IBC customers. This includes the incorporation of the required Government location identifiers - Agency Identification Code – (AIC) into the contractor's system. These location identifiers range from 2 to 15 characters. (www.gsa.gov/graphics/pbs/eRETA_Agency_Bureau_Codes.xls).

Provide for receipt, input and storage of expanded comments/remarks for certain Agencies when additional separation information is available.

Have the ability to create/modify a database that does not require a Social Security Number (SSN) to access (e.g., name, airport, etc.).

Provide a feature to attach documents to each individual case file as designated by AIC identifier.

Provide a secure data storage feature that is capable of receiving up to two years of historical payroll/separation data and storing and maintaining a historical database of all separation data collected. See Section 16.0 - Controlled Unclassified Information Data Privacy and Protection.

Notes:

IBC customers will provide up to two years of historical payroll/separation data at contract initiation.

IBC will provide pay schedules to the Contractor at beginning of each Fiscal Year and as required for any mid-year modifications to their pay schedules.

IBC will provide payroll/separation information to the Contractor on a bi-weekly basis concurrent with scheduled agency payroll.

2.2 Claims Processing

The contractor shall be designated as the addressee of record for the receipt of Request for Wage and Separation Information – UCFE (Form ES•931) and other related inquiries as appropriate.

Note: ES-931 forms must be returned to the state UC office no later than the 12th calendar day from the “date of request” or the state is authorized by DOL regulation to pay benefits to the ex-federal civilian employee based on their affidavit.

Using the payroll data the contractor shall:

• Determine whether the claimant is a former employee of the respective Government agency

• Identify the sub-unit within the agency, which employed the claimant at the time of separation.

Note: IBC will provide current and updated sub-unit listings, which contain multiple layers of detail throughout the period of performance.

Contractor shall review employee separation documents to ensure that needed employment information is provided.

Contractor shall review claimants' circumstances of separation, availability for work, and allocation or severance or other special payments.

Contractor shall review all claims and refer questionable State determinations to the appropriate Government agency officials.

Contractor shall be able to interface with the Federal Interstate Connection Network(ICON) System to electronically receive inquiries from the various state unemployment offices and respond electronically. The contractor must have the hardware / software necessary and agrees to work with the ICON administrator regarding procedural matters.

The Contractor shall have the ability to coordinate all procedural matters with the ICON administrator.

When processing a claim, the Contractor shall ensure that the employee’s Form SF-50 provides a decision or resignation cause, and (if it includes a decision), attach:

• A copy of all witnesses' statements supporting the decision

• Guidance on conduct or performance

• Any other documents that supported the action

Upon receipt of a claim or appeal, the Contractor shall within 24 hours contact the appropriate agency point-of- contact (POC) to convey the information contained therein.

Contractor shall ensure that the notice of a claim or appeal has been received by the appropriate agency POC not later than five business days before any hearing or appeal is scheduled.

Contractor shall establish and maintain a methodology for electronic tracking of all claims-related correspondence to ensure that timely responses are made to all claims or appeals.

Contractor shall scan documents received in hard copy and send them to agency POCs via email. Data containing Personally Identifiable Information (PII) must be encrypted prior to transmission. Passwords for opening encrypted documents may be passed telephonically or via separate email. (Faxing of these documents is not permissible.)

Contractor shall verify that documents sent to the respective agency are legible.

Contractor shall provide and maintain the necessary hardware/software required for processing unemployment claims in accordance with the requirements of this SOW.

Contractor shall audit its incoming correspondence – both written and electronic – and the means of delivery to ensure that it is receiving all notices of claims and appeals in a timely manner, and if necessary take the appropriate steps to resolve any problems with such delivery.

Contractor shall notify the appropriate agency POCs for the case in writing within five days of the State’s Unemployment Compensation Case determination in order to send out all decision notices.

Contractor shall update the agency POCs in writing for the case and within five days of the State’s Unemployment Compensation Case decision Contractor shall provide the following:

• Employee Name.

• Social Security number (SSN).

• Government location identifiers (Agency Identification Code – AIC).

Note – This may require additional detailed information (e.g., location, airport, etc.).

• Issue being decided.

• State or Territory decision as either “Qualified” or “Not Qualified.”

Contractor shall ensure that each notice of a claim or appeal is given to each agency POC to ensure the message is conveyed to the primary or alternate POC.

Contractor shall be required to provide a secured interface capability with agencies for needed employment and wage information on a pay period or quarterly basis.

2.3 Appeals Administration/Consultation

Government agency officials shall determine whether to appeal or accept State/Territory determinations within 24 hours of receipt of the determination of claim. Contractor must ensure that the Federal official or Agency POC having first-hand knowledge of the situation/claimant must attend any hearing to give testimony and present evidence, otherwise, any testimony given would be considered hearsay, if objected to by the claimant. In support of the Federal official, the Contractor shall:

Represent the Government agency and attend all hearings to provide responses to procedural questions and issues unless directed otherwise by the agency.

Ensure that all claim documentation is complete, accurate and complies with the specific states' guidelines and laws when filing an appeals case.

Ensure that all appeals and any supporting documents are filed prior to the filing deadline.

Provide quality assurance checks on all appeals and claim filings to ensure the filings are complete and any additional Government agency data is promptly provided.

When an appeal is filed, the Contractor shall obtain the appropriate documentation and provide the necessary review, witness preparation and consultation throughout the appeal process as set-forth by the respective State laws. The contractor shall proactively track and abide by individual state Appeals/Hearings deadlines.

2.4 State Detail Processing

The contractor shall be the addressee of record for receipt of the paid data from the 50 states, Puerto Rico, District of Columbia, and US Territories and protectorates. Data are submitted on a quarterly basis in various formats, which may be manual or automated.

The contractor must monitor receipt and review the benefit paid data to determine whether:

Any claimant is a former employee of the respective Government agency.

The Government agency’s share of the charges for multiple-employer claimants is correct.

Any discrepancies, which cannot be solved informally, must be reported to the appropriate Government official so that an appeal can be filed with the State/Territory unemployment office.

Contractor shall report to the agency POC when and how the discrepancies have been adjudicated by the State/Territory.

When an appeal is filed, the contractor shall represent the Government and follow-up with the State to ensure that credits are received and properly accounted for.

2.5 Reconciliation of State Benefits Paid Date to DOL Billings The contractor shall reconcile State benefit paid data with the amounts DOL bills to participating agencies. This includes follow up with the State unemployment offices for any missing benefit paid data or benefit paid in error.

Reconciliation shall occur within 30 days following receipt of each state unemployment benefit charge statement.

DOL bills Government agencies each quarter. The bill may include supplemental charges for previous quarters.

Contractor will conduct audits of all UC payments to claimants to evaluate the validity of payments and determine the possibility of fraudulent activity.

2.6 Training

The Contractor shall meet with Government agency CPO or HRO personnel at locations designated by the agencies to train claims processors and managers on procedures for day-to-day UC management. The Contractor will conduct workshops geared to the responsibilities of Government supervisory personnel and provide follow-up sessions on an “as needed” basis at no additional cost (except for travel) in the areas of:

• Hearings and Appeals Training

• Procedures for day-to-day Unemployment Compensation management

• Cost of unemployment claims

• Hiring practices

• Part-time employment

• Use of probationary periods

• Separation terminology

• Proper documentation

• UC Law and process of unemployment claims

• Employee eligibility

The contractor shall provide at a minimum semi-annual training to supervisors and human resource staff for new hires at the Government agency headquarters location. Training shall include: information on the UC laws of the specific area/region; how to process unemployment claims; how to determine employee eligibility; the hearing and appeal process; reference handouts; test for understanding; and, assess level of competency at a minimum with other topics deemed necessary to the unemployment compensation process.

Training may be via conference call, video-teleconference or in-person.

The contractor shall participate in quarterly Program Management Review (PMR) meetings to provide status on current activities, review performance metrics, submit problems and make recommendations. The quarterly PMR meetings will be scheduled by agencies and occur via conference call, video-teleconference or in-person.

2.7 Management Reports

The contractor shall provide participating IBC customers, when required, with Unemployment Compensation Management Reports (i.e., Executive Summary Report) on a monthly basis, with cumulative quarterly and annual reports, and the most recent four (4) quarters as of the end of the third quarter (June 30). Reports shall be available in either hard or soft copy.

Using the location identifiers referred to in this Statement of Work, the contractor shall present the required information nested to the 4th organizational level of each participating agency. The contractor must also have the capability to roll up the data and present summary information at the first, second and third organizational levels.

The management reports must include both summary and detailed information for:

A summary report with the number, type, classification, individual percentage and potential cost liability associated with received claims. This report should include protest/appeals with associated win/loss ratios; Hearings scheduled and win/loss ratios; Hearing Run Off factor;

Disputed Claims Percentage; and any Compliance related issues with related cost liability; and overall financial impact.

Note: Compliance issues – Ex.:

• Failure of Agency witness to appear

• Claims received too late (ES-931)

All inquiries, claims, and appeals that were initiated during the reporting period, with status of each.

A summary of the disposition of claims determinations and appeal decisions shown as pending on previous reports.

Charges and credits to each agency during the current quarter resulting from claims filed in a previous report.

Notification of any Benefit Integrity Violations.

A detailed report on the reconciliation of the State benefits paid data to the DOL billings.

(Separate reports will be provided for payments made for each prior quarter.)

A supplemental report covering charges and credits from the previous quarters.

Contractor shall reconcile the State benefits paid data with the amounts that the Department of Labor (DOL) bills to the Government agency.

Contractor shall follow up with the State/Territorial unemployment offices for any missing benefit paid data. The Contractor shall notify the Government agency POCs when there is missing benefit paid data and when and how the issue is resolved.

Contractor shall note that DOL bills Government agencies each quarter. The bill may include supplemental charges from previous quarters.

2.8 Lender/Verifier/Agency Services

The contractor shall respond to requests for employment and wage information on any individuals employed by a department/agency that may be generated by mortgage, lending or credit institutions (hereinafter referred to as “Lenders"), verifiers of employment, (hereinafter referred to as "Verifiers"), and, family service government agencies (hereinafter referred to as ''Agencies").

IBC will securely transmit employment and income data to the contractor on a regular cycle so the information remains current.

When an employee applies for credit or other services where proof of employment or income is required, the employee provides consent to the credit grantor to verify that information when signing the application.

The verifier – who has been carefully screened and credentialed before gaining access to the system – uses the assigned employer code and the employee Social Security Number to look up the record on the database.

The verifier must provide a valid reason or permissible purpose for requesting the information, as defined by the Fair Credit Reporting Act (FCRA). The verifier must also have the consumer consent before requesting income or salary information.

With the above conditions met, the verifier can validate employment or income in seconds.

The Lender / Verifier Service should provide three different levels of information to authorized users:

Basic Employment verification including:

• Employee Name

• Employee SSN

• Employer Name

• Initial Hire Date

• Most recent Hire Date (if applicable)

• Current employment status (active or inactive)

• Total employment time with employer in years or months

• Position/Title

Basic employment verification with salary information including:

• All basic information shown above

• Current rate-of-pay and most recent period earnings

Basic employment verification, salary information and salary history including:

• All basic information shown above

• Rate of pay

• Year to date gross wages

• Two previous years’ total gross wages (when available)

Note: If an employee desires, they shall be able to block or unblock access to their wages via online access or a toll-free number.

2.9 Social Services Verification

Contractor shall be able to provide verification for issuance of benefits related to social programs (e.g., Supplemental Nutrition Assistance Program [SNAP], Temporary Assistance for Needy Families [TANF], etc.).

2.10 Roles and Responsibilities

IBC will provide the contractor with a contractual agreement for service and invoicing procedures for payment for services each Fiscal Year or subsequent Option Year.

Participating agencies shall provide Contractor with required employment and wage information on a pay period or quarterly basis. This information will be stored on the Contractor's system to be made available to lenders on an as needed basis. The departments/agencies should also distribute or make known to their employees the proper instructions for using the service. The Contractor can provide employees instructions for use, such as brochures and posters.

Contractor shall provide invoices on a quarterly basis to participating agencies.

THE CONTRACTOR SHALL FURNISH THE NECESSARY PERSONNEL, MATERIAL,

EQUIPMENT, SERVICES, AND FACILITIES (EXCEPT AS OTHERWISE SPECIFIED) AS

REQUIRED BY THE STATEMENT OF WORK (SOW).

2.11 Period of Performance

The period of performance for contracts requiring employee background checks is from with provisions for individual, subsequent option years to be executed only at the convenience of the Government. Contract encompasses calendar years.

2.12 Transition of Services

IBC 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 Purchase Order, 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 IBC HRD operations is prevented or minimized to the maximum extent possible.

In the event a transition is required, within 10 working days after Purchase Order 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 Purchase Order, in accordance with the approved phase-in plan.

Phase out (if required). At the end of this 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 contract and in accordance with the approved phase-out plan.

3.0 PERSONNEL QUALIFICATIONS

Contractor personnel must be fully qualified to conduct any activities as required in support of this agreement.

Security Requirements

The data managed through this contract contains highly sensitive information that could act as a guide for hostile entities to cause harm to Government agencies and personnel. Any such information made available in any format shall be used only for the purpose of carrying out the provisions of this agreement. Such information shall not be divulged or made known in any manner to any person other than as specified in this agreement. The Contractor shall immediately notify the CO/COR upon discovery of any inadvertent disclosures of information, specifically, upon discovering a breach involving PII in electronic or physical form.

The Contractor shall be responsible for requiring its employees and/or support personnel to keep sensitive information under this Contract confidential. The Contractor shall not disclose sensitive or proprietary information of, or in the possession of, the Government agencies supported by this agreement to unauthorized persons. The Contractor shall be subject to any and all penalties imposed by law for unlawful disclosure of Government agencies information.

4.0 PERSONNEL SECURITY REQUIREMENTS (CONTRACTORS – IF APPLICABLE)

4.0.1 Personnel Security and Suitability Requirements

The work performed under this contract will only be accomplished by individuals (in the employment of the Contractor or any Subcontractors) whose conduct is consistent with a Federal employee with like security levels, the requirements of this contract, and is acceptable to the Contracting Officer (CO).

The risk/sensitivity level designation of the activities performed under this contract is Moderate Risk. Background investigations will be required for all employees who work with IBC data.

Investigation will be performed by the Contractor. Staff will be authorized to work with IBC data once the background check is completed.

4.0.2 Legal liability for loss of 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 contract.

This section of the SOW emphasizes that to the extent applicable by law, the Contractor will agree to:

Comply with the Privacy Act of 1974 (the Act) to the extent applicable by law and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

• The systems of records; and

• The design, development, or operation work that to the extent applicable by law, the contractor is to perform

Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records that is subject to the Act; and

Include this clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records.

In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency.

(c)(1) "Operation of a system of records," as used in this clause, means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records. [Emphasis added]

(c)(2) "Record," as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph.

(c)(3) "System of records on individuals," as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

4.0.3 Only appropriately cleared Contractors will be utilized in the performance of this Contract The Physical Security Team (PST) will identify these Contractors and submit all investigative and clearance data. Should any of these employees be removed for Security or Suitability reasons, it is incumbent upon the Company to provide a replacement that meets or exceeds all PSI and/or Clearance requirements. Any failure of the Contractor to comply with the Personnel Security requirements may result in the termination of the Contractor and/or Contract for default/cause.

4.0.4 Non-Disclosure Requirements

All Contractor personnel who may have access to IBC data will sign a non-disclosure agreement. The IBC considers information obtained and used as part of these services to generally be Controlled Unclassified Information. The Contractor will take all reasonable precautions not to divulge sensitive information about IBC or its clients or to use this information for the Contractor’s gain and will not divulge any such information to any other organization (outside the IBC) without written permission from the IBC.

5.0 QUALITY ASSURANCE

The Contractor shall ensure that all supplies, services and documentation meet the minimum acceptable standards of performance and quality as identified in the Terms and Conditions. The CO/COR will review contractor’s performance, quality of service, and, timeliness and accuracy of required reports. Performance shall be documented in the Contractor Performance Assessment Reporting System (CPARS) reports.

6.0 CONTRACT STATUS REVIEW

Prompt, accurate data gathering, analysis and reporting enables both the Contractor and the Government to make sound decisions relating to performance under the contract. While the Contractor is solely responsible for performance, the Government wishes to be informed on all actions under the contract that affect compliance with contract cost, performance or schedule compliance. Quarterly Project Review Team (PRT) meetings will be conducted to fulfill this requirement.

7.0 PROCEDURES FOR PAYMENT

The Department of the Interior, including IBC, requires the use of the U.S. Department of the Treasury’s Internet Payment Platform (IPP) for the electronic submittal of Contractor invoices (Electronic Invoicing and Payment Requirements – Internet Payment Platform (IPP) (September 2011)). IPP enables Contractors to create invoices directly from the Purchase Order award and submit invoices electronically to the DOI. IPP also provides vendors on-line access to invoice status and payment information for all government payments. Billing will be made via Internet Payment Platform (IPP) and in accordance with the Purchase Order.

The Contractor shall enroll in the IPP at https://www.ipp.gov/. This website also contains information on the program, contact information, demonstrations, registration video and seminar schedules that you may attend. For IPP enrollment questions, please contact the IPP Helpdesk (866-973-3131) or email IPPCustomerSupport@fiscal.treasury.gov for assistance. For DOI-specific questions regarding the mandatory use of IPP, please email the DOI IPP Team at

FBMS_IPP@IOS.DOI.GOV.

The Contractor’s invoice shall be for one month for services performed in the previous month.

The Contractor may invoice only for the hours and travel ordered and actually used in direct support of the Purchase Order. Invoices submitted for payment must be accompanied by a copy of the government’s document(s) accepting the covered services. The Contractor shall have the invoice certified by the OCO. Failure to comply with the established procedures may result in payment delay.

8.0 CONTRACT ADMINISTRATION DATA

8.0.1 Contracting Officer

The Contracting Officer is the only person authorized to make any changes, approve any changes in the requirements of this contract, issue orders, obligate funds and authorize the expenditure of funds, and notwithstanding any term contained elsewhere in this contract, such authority remains vested solely in the Contracting Officer. (For further information, the Contracting Officer is a federal government employee who is specifically authorized and appointed in writing under specified agency procedures and granted the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.) In the event that the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

Contracting Officer:

Name: Joseph Fusari Email

Contract Email:

Contracting Officer Representative (COR): Kristine Claiborne, 720-738-3863 Email: kristine_l_claiborne@ibc.doi.gov

9.0 DISCLOSURE OF INFORMATION

Information furnished by the Contractor under this contract may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, the Government encourages the Contractor to mark all items that are confidential to business, or contain trade secrets, proprietary, or personally-identifiable information, accordingly, to assist the Government in determining what information submitted by the Contractor is possibly Confidential and triggers notification, objection, and nondisclosure rights and obligations pursuant to applicable laws and regulations, including, but not limited to, the FOIA and 43 C.F.R. Subtitle A, Part 2.

Any information made available to the Contractor by the Government must be used only for the purpose of carrying out the requirements of this contract and must not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

In performance of this contract, the Contractor assumes responsibility for protection of the confidentiality of Government records and information and must ensure that all work performed by its Subcontractor(s) shall be under the supervision of the Contractor or the Contractor’s employees.

10.0 PUBLICITY AND DISSEMINATION OF CONTRACT INFORMATION

Publicity releases or commercial advertising in connection with or referring to this contract or effort shall not be made by the Contractor unless prior written approval has been received from the Contracting Officer.

The Contractor shall not publish, permit to be published, or distribute for public consumption, any information, oral or written, concerning the results or conclusions made pursuant to the performance of this contract, without the prior written consent of the Contracting Officer. Two copies of any material proposed to be published or distributed shall be submitted to the Contracting Officer.

A minimum of five full business days’ notice is required for requests made in accordance with this provision.

11.0 ADVERTISING OF AWARD

The contractor shall not refer to contract awards in commercial advertising in such a manner as to state or imply that the product or service provided is endorsed or preferred by the Federal Government or is considered by the Government to be superior to other products or services.

12.0 PUBLICITY AND DISSEMINATION OF CONTRACT INFORMATION

The contractor shall provide fully trained and experienced personnel. Training of contractor personnel shall be performed by the contractor at its expense, except as directed by the Government through written authorization by the Contracting Officer to meet special requirements peculiar to the contract. Training includes attendance at seminars, symposia or user group conferences. Training will not be authorized for the purpose of keeping contractor personnel abreast of advances in the state-of-the-art or for training contractor employees on equipment, computer languages and computer operating systems that are available on the commercial market or required by a contract. This includes training to obtain or increase proficiency in word processing, spreadsheets, presentations, and electronic mail.

13.0 STANDARDS OF CONDUCT AND RESTRICTIONS

The contractor shall adhere to the same professional and ethical standards of conduct required of Government personnel. Personnel performing work under this contract shall not:

• Solicit new business while performing work under the contract;

• Conduct business other than that which is covered by this contract during periods paid by the Government;

• Conduct business not directly related to this contract on Government premises;

•…