A40 Att 6 Ordering Guide (OG).pdf

UNCLASSIFIED

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Welcome to the DCSA Credit Reports Ordering Guide

PRIMARY POINTS OF CONTACT

Primary Contracting Officer Executive Program Manager

JESSIE L. HIGHT JANEEN M. BEATTY

jessie.l.hight.civ@mail.mil janeen.m.beatty.civ@mail.mil

Version 1, 03 Feb 2023

Notice: This guide is not intended to take precedence over any aspects of the contracts. In the event of any conflict between the information in this guide and the terms and conditions of the contract, the contract is the binding document.

mailto:jessie.l.hight.civ@mail.mil mailto:janeen.m.beatty.civ@mail.mil

UNCLASSIFIED

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The Personnel Security mission of the Defense Counterintelligence and Security Agency (DCSA) is to deliver efficient and effective background investigations, continuous vetting, and adjudications to safeguard the integrity and trustworthiness of the federal and contractor workforce. This is accomplished through vetting, industry engagement, education, and counterintelligence and insider threat support, securing the trustworthiness of the United States Government's workforce, the integrity of its cleared contractor support, and the uncompromised nature of its technologies, services, and supply chains. A segment of DCSA’s mission is to obtain data source records for inclusion in the

Personnel Security program. This acquisition will allow DCSA to complete its mission by obtaining employment credit reports throughout the DCSA personnel security mission.

These are non-personal services Indefinite Delivery Indefinite Quantity (IDIQ) multiple award contracts. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. The contractor shall manage its employees and guard against any actions that are of the nature of personal services, or give the perception of personal services.

These IDIQs will be centralized and only appropriately warranted Government Contracting Officers

(KOs) within DCSA are authorized to place orders under these IDIQs. All IDIQ holders eligible for competition will only be those with already established connections to specific systems. The contracting ordering activity may send the Contractor a request for quote (RFQ) that will include the requirement, inclusive of any formatting requirements and system requirements, and evaluation criteria to the IDIQ holders, unless a separate determination is made in accordance with FAR 16.505.

The Government will evaluate the responses received and the KO will place the order with the IDIQ holder, in accordance with the evaluation criteria provided with the RFQ package. Contractors may be required to respond to an order in as little as one day (within 24 hours). Depending on the needs of the

Government, individual orders may include option quantities. The number of options and the evaluation methodology will be established within the RFQ. Contracting ordering activity shall require the IDIQ awardee to identify potential conflicts of interest and address and resolve any concerns prior to placing an order.

1. Introduction

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The Contractor shall accomplish the following services:

- Provide single credit bureau reports o Provide the reports using a Department of Defense (DoD) format (defined at the Task Order (TO) level / adjustments to the example formats at TO level)

- Provide tri-merge Report – data from all 3 credit bureaus merged into one report o Provide the reports using a DoD format (defined at the TO level / adjustments to the example formats at TO level)

- Provide a system to system connection for Legacy, Current, and Future DCSA systems to request and receive credit reports o Personnel Investigations Processing System (PIPS) (Legacy/Current)

Connection for tri-merge credit reports o Mirador (Legacy/Current)

Connection to two Credit Bureaus: TransUnion, Experian o National Background Investigation Services (NBIS) (Current/Future)

Connection for tri-merge credit reports Connection to each of the three Credit Bureaus: TransUnion, Experian, and

Equifax OR ability to provide single credit bureau reports based on specific bureau requested by DCSA.

- Provide access to an on-demand web portal or graphical user interface (GUI) for DCSA to request and receive single and tri-merge credit bureau reports.

Contractors are required to establish connections to DCSA systems, current and future.

Connections are expected to take between 1 and 10 months.

PIPS (Legacy/Current) – Up to 10 months Mirador (Legacy/Current) – Up to 3 months NBIS (Current/Future) – Up to 10 months Any future systems – Up to 10 months The Contractor shall perform to the standards of the contract.

Contract Terms The Multiple Award IDIQ uses the following terms and provisions:

Contract Terms Credit Reporting

Contract Ceiling

The aggregate total of all orders placed against each awarded IDIQ. No awarded TO will exceed $100M per FAR 16.504(D)(1).

IDIQ Ordering Period Five (5) year ordering period, including 5 one-year options.

2. Scope

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TO PoPs

• TO period of performance (PoP) may be for up to 12 months base periods to include options and ordered at any time through the life of the IDIQ(s).

**No options will be placed on TOs if ordered during last year of IDIQ.**

• Several TOs, satisfying various customer needs, will be in effect at one time.

Pricing Structure Firm-Fixed-Price (FFP)

Performance-Based Contracting Yes Fair Opportunity to be Considered Subject to FAR 16.505 and DFARS 216.505-70

2.1. Requirements

Section C of the IDIQ contracts contains a description of the services that are within the scope of work for a TO. Customers should clearly identify the task areas that are applicable to the work defined in their requirement documents.

A summary of major services and support considered within the scope of the IDIQ contract consists of the two major task areas identified below:

• single credit reports

• tri-merge credit reports

2.2. Pricing Structure

The IDIQ awardees will complete a pricing workbook, as the Government’s RFQ, to compete on subsequently awarded TOs. The pricing workbook will simply be a calculation of quantities needed (as provided by DCSA) multiplied by proposed unit (per) price (as proposed by IDIQ awardee) and any additional discounts received in quote. All pricing will be FFP and within the description of each contract line item number (CLIN) it will state that the quantity of reports paid will be for actual reports processed and delivered.

2.3. Performance Based Service Acquisitions (PBSA)

PBSA involves acquisition strategies, methods, and techniques that describe and communicate measurable outcomes rather than direct performance processes. PBSAs are structured around defining a service requirement in terms of performance objectives and providing contractors the latitude to determine how to meet those objectives. This is a method for acquiring what is required and placing the responsibility for how it is accomplished on contractors. FFP contracts are preferred for PBSAs and will be the structure used within subsequently awarded TOs.

2.4. CLINs

IDIQ contracts will not have priced CLINs, however the awarded TOs will include up to three (3) CLINs.

• CLIN #### – Single Credit Reports QTY= ## UoM= EA UP Total

• CLIN #### – Tri-merge Credit Reports QTY= ## UoM= EA UP Total

• CLIN #### – Data NSP

(QTY = quantity / UoM = Unit of Measure / EA = Each / UP = Unit Price / NSP = Not Separately Priced)

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TO awardees will be eligible to invoice for only the report services ordered and delivered against each CLIN. Please see section 2.2 for instructions on information for this.

3.1. Contractor versus Government Performance

Office of Management and Budget (OMB) Circular A-76 has been considered and the IDIQs are compliant. The IDIQ shall not be used to replace Government employees.

3.2. Inherently Governmental Functions

Consideration was given to the subpart FAR 7.503(c) conditions, and contractors will not be performing inherently governmental duties. Each TO will be materially the same.

3.3. Trade-Offs

There are no trade-offs considered for this effort as the requirement is clearly outlined with no room for interpretation or changes. All will use Lowest Price Technically Acceptable (LPTA) as the Source Selection process.

3.4. Product or Service Descriptions

The most applicable product service code (PSC) as R611, Support – Administrative: Credit Reporting. Additionally, the applicable North American Industry Classification System (NAICS) code is 561450 Credit Bureaus. This NAICS code is applicable to establishments primarily engaged in compiling information, such as credit and employment histories on individuals and credit histories or businesses, and providing the information to those who need to evaluate the credit worthiness of the SOI.

3.5. Security Considerations

Contractor personnel who are directly involved in the performance of work under the IDIQs and subsequent orders must have a U.S. Citizenship Verification completed by the DCSA. A DD254 is not required for the subject contract as contractor presence is not expected at any DCSA facility.

4.1. Contracting Officer (KO)

The Investigation Support Contracting Office (INSCO) Branch Chiefs serve as the primary KOs. The KO has overall contractual responsibility for the IDIQ contracts and subsequently awarded TOs. The KO’s responsibilities include:

• Performing all administrative functions associated with the contracts, including issuance of modifications, final decisions, explanations of terms and conditions and contract interpretation.

• Managing all protests, claims and contract litigation associated with the original IDIQ contracts (not individual TOs).

• Ensuring program and procedural compliance with the FAR, DFARS, and other governing regulations, policies, laws, and statutes.

• Providing contractual guidance to customer entities.

• Receiving TO package from requesting organization,

3. Compliance with Acquisition Plan

4. Team

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• Reviewing the performance work statement (PWS),

• Ensuring funding documentation is accurate,

• Requesting proposals from contractors (all, some or one as appropriate),

• Receiving proposals and leading source selection, LPTA, proceedings,

• Awarding the TO,

• Administering the TO,

• Resolving TO disputes, claims and protests,

• Ensuring past performance is completed in accordance with agency procedures for each

TO,

• Conducting close-out procedures,

• Ensuring all orders issued are subject to the terms and conditions of the IDIQ contract,

• Ensuring the IDIQ contract takes precedence in the event of conflict with any TO,

• Appointing a contracting officer’s represenative (COR) and alternate contracting officer’s representative (ACOR) and specifying their duties/responsibilities under each TOs, and

• Reporting fraudulent activities or investigations regarding IDIQ contractors to the appropriate offices.

4.2. Program Management Office (PMO)

The PMO Team Lead in Federal Investigative Records Enterprise (FIRE) designates a Portfolio Manager to each TO who provides cradle to grave acquisition support for each TO. The Portfolio Managers provide timely and accurate support to financial offices, KOs, Awardees and CORs in the coordination, preparation, and execution of all requirements. PMO is responsible for program management and technical oversight of the Multiple Award IDIQ contracts. The PMO is responsible for providing guidance to the DCSA program managers in developing the TO requirements package (TORP) including Service Requirement Review Board (SRRB) approval, DCSA Form 231, PWS, Market Research Report (MRR), Independent Government Cost Estimates (IGCE), Quality Assurance Surveillance Plans (QASP), Customer Memorandum for Record, and Certified Purchase Request (PR).

The PMO responsibilities for DCSA include:

• Arranging/facilitating pre-solicitation conferences.

• Managing the allocation of contract ceiling on behalf of the KO.

• Conducting Program Management Reviews including Quarterly Program Reviews

(QPRs).

4.3. DCSA Customer (End-User) Responsibilities

The requiring organization is responsible for the following:

• Identifying the requirement,

• Ensuring funds are available by date of TO award,

• Preparing the PWS,

• Receive SRRB Approval,

• Obtain DCSA Form 231 to include all required signatures,

• Preparing other documentation to ensure the TORP is complete and in accordance with

Procurement Acquisition Lead Time (PALT),

• Reviewing contractor’s proposal for technical acceptance,

• Providing written and signed technical acceptance,

• Coordinating assignment and nomination of a COR and ACOR prior to TO award, and

• Ensuring COR duties are being accomplished.

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4.4. COR/ACOR Responsibilities

The KO will designate a COR and, if necessary ACORs for the IDIQs by letter of appointment through Joint Appointment Module (JAM). KOs are responsible for designating the COR and ACORs for the TOs after the Customer has nominated them in JAM.

The COR:

• Obtains Service/Agency required training for CORs,

• Serves as focal point for all task activities and acts as primary point of contact for contractors, including submission and management of contractor security requirements,

• Assists the Government Program Manager with technical oversight of the TO and ensures adherence to the terms and conditions of the TO and IDIQ contract,

• Is not authorized to make commitments or changes that may affect price, quality, quantity, delivery or other terms and conditions of the IDIQ contracts and the TO and may be held personally liable for unauthorized acts,

• Conducts final inspection and acceptance of TO services and deliverables,

• Accepts TO services, receives and reviews deliverables, and performs contractor surveillance in accordance with the QASP,

• Maintains a complete record of required COR folders in a secure location and

JAM/Surveillance and Performance Monitoring (SPM) sites, and

• Ensures accuracy of invoices and approves invoices in Wide Area Workflow (WAWF).

All TO Requirements need to meet the following PALT or as updated:

5.1 Types of Requirement Documents

TORP includes SRRB approval, DCSA Form 231, PWS, MRR, IGCE, QASP, Customer Memorandum for Record, and Certified Purchase Request (PR).

5.2 Acquisition Plan

An acquisition plan will not be required due to the fact the original acquisition plan was approved for an estimated value of $332,576,706.29 at the combined Multiple Award IDIQ level. All TOs that fall under the estimated value of the combined Multiple Award IDIQ level

5. Initiating a TO

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5.3 Market Research

A Market Research Report (MRR) is required by FAR 10.002. The market research performed for the Multiple Award IDIQs is valid for the first 18 months of the IDIQ in accordance with FAR 10.002 (b)(1). After this initial 18 month period is over, market research should be conducted for TOs exceeding the Simplified Acquisition Threshold (SAT) ($250,000).

Market research is required when at least one of these conditions apply:

1. To restrict competition in accordance with FAR 16.505(b)(2), Exceptions to the Fair Opportunity Process.

2. There are at least 2 qualified small business concerns among the contract holders to justify limiting competition exclusively to small business concerns or socio-economic categories.

3. Small business set-aside criteria imposed by FAR 19.502-2(b) cannot be met.

The format for this report is defined and accomplished in accordance with DCSA guidelines.

5.4 Order Duration

TOs may be awarded at any time during the ordering period of the IDIQ contract. The IDIQ ordering period is for a base period of five years with 5 one-year options.

Period: Begin Date 2023/MM/DD – End Date 2028/MM/DD Opt #1: Begin Date 2028/MM/DD – End Date 2029/MM/DD Opt #2: Begin Date 2029/MM/DD – End Date 2030/MM/DD Opt #3: Begin Date 2030/MM/DD – End Date 2031/MM/DD Opt #4: Begin Date 2031/MM/DD – End Date 2032/MM/DD Opt #5: Begin Date 2032/MM/DD – End Date 2033/MM/DD

TO issuance is not authorized after the day prior to the last day of the IDIQ base period unless next option has been exercised, this will be considered the IDIQ period once exercised. If option has been exercised TO issuance is not authorized after the day prior to the last day of the option period.

The TO PoP end-date is not dependent upon the current IDIQ ordering period end date. However, the TO PoP start date must fall within the current ordering period. Ensure that the TO term is consistent with the Agency’s policy, regulatory/statutory restrictions, and appropriation limitations on TO duration and funding. Ordering activities may consider the use of options in TOs, that when exercised, extend the TO’s PoP. All TOs may contain option periods unless issued within the last year of the IDIQ period. In accordance with FAR 17.204, TOs are limited to a maximum performance period of 60-months unless approved by higher authority for a longer duration. Contact the KO for additional guidance.

5.5 Request for Quote

The ordering activity shall provide the RFQ to all IDIQ contract awardees. The RFQ will be a TO price workbook and TO PWS.

5.6 Evaluation

Award of competitive TOs will be made to the contractor whose quote is the most advantageous to the Government based on LPTA.

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5.7 Award

Once technical acceptance is completed for the lowest priced quote, the KO will create the TO for award.

Technical acceptance is the written agreement of the Contractor to meet all terms and conditions of the

PWS.

FAR 16.505(b)(5) Ordering, states that the KO shall document in the TO file the rationale for placement and price of each TO, including the basis for award. The contract file shall also identify the basis for using an exception to the fair opportunity process. The document supporting the award should be sufficiently detailed to clearly explain why the Contractor was selected for award. This will be done as a simple Memorandum for Record in the Contract Pre-Award File.

5.8 Contents of TOs

Each TO will contain:

• Date of order,

• Contract number and order number,

• CLIN and description, quantity, and price,

• Delivery/Performance schedule,

• Place of performance,

• Identification of contract option periods,

• Accounting and appropriation data,

• Work Specifications (PWS),

• Service Deliverable Summaries, as applicable (CDRL),

• Contractor Proposal as applicable, and

• Contract Clauses as applicable.

TOs will be issued in writing on a Standard Form 1449.

Agency Specific Clauses and Additional FAR Clauses: Provisions and clauses that supplement the FAR, which are prescribed and included in authorized agency acquisition regulations and issued within an agency to satisfy the specific needs of the agency, will be added at the TO level (i.e., 52.217-9, 252.232-7006, 252.232-7007, etc.).

5.9 Organizational Conflicts of Interest (OCI)

The Government requires that there be no conflict of interest which would preclude the awardee from performing any portion of the PWS.

If any Offeror has an OCI, or if any Offeror has taken or proposes to take any steps to avoid, neutralize, or mitigate an OCI and the Offeror believes the conflict is adequately addressed, the Offeror must notify the Government and must submit an OCI Mitigation Plan with its proposal.

Failure by an Offeror that has identified an actual or potential OCI to submit an OCI Mitigation Plan with its proposal shall be considered grounds for disqualification.

6. Post Award/Administration of TOs

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The TO KO will perform all required contractual administrative functions, including closeout procedures on their respective orders.

6.1 Reporting Contractor Performance Evaluations

As required, the requesting organization COR or Program Manager shall be responsible for Contractor Performance Assessment Reporting System (CPARS) for each TO awarded.

6.2 TO Closeout

Each TO will be required to be closed out. The Customer will be required to do a completion of the contract statement via email that includes verification of all invoices paid and processed. The Contractor will be required to submit their last invoice marked as final. If funds are remaining on the TO, a release of claims will be processed and a de-obligation mod will be administered. Formal closeout procedures will be done by INSCO.

Attachment A. TO PWS Template and Instructions Attachment B. Quality Assurance Surveillance Plan (QASP) Instructions Attachment C. TO Price Workbook

7. List of Attachments