Asset Tracking Draft PWS for RFI .pdf

PERFORMANCE WORK STATEMENT

For

Logistics Supply Chain Management System

Asset Tracking Management (ATM) Maintenance & Services

This document contains source selection information related to the conduct of a Federal agency procurement, the disclosure of which is restricted by Section 27 of the Office of

Federal Procurement Policy Act (41 U.S.C. 423). The unauthorized disclosure of such information may subject both the discloser and recipient of the information to contractual, civil, and/or criminal penalties as provided by law.

For Official Use Only

1 PURPOSE

Obtain maintenance and services for the Federal Emergency Management Agency’s (FEMA)

Logistics Supply Chain Management System (LSCMS) Asset Tracking Management (ATM).

2 SCOPE

2.1 Overall Objectives

2.1.1 The purpose of this PWS is to outline objectives, goals and outcomes of maintenance and services in support of the FEMA LSCMS Program Management

Office ATM to include innovative and creative technical approaches to deliver asset tracking services, maintenance and service, provision of tracking equipment, and facilitate in-transit visibility in accordance with the service provider’s standard commercial practice.

3 BACKGROUND

3.1 FEMA is part of the U.S. Department of Homeland Security (DHS) and is the nation’s preeminent emergency management agency. FEMA’s primary mission is to reduce the loss of life and property and protect the Nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters, by leading and supporting the Nation in a risk-based, comprehensive emergency management system of preparedness, protection, response, recovery, and mitigation.

FEMA operates under several statutory authorities including the Robert T. Stafford Disaster

Relief and Emergency Assistance Act, PL 100-707, the Homeland Security Act of 2002, PL

107–296, and the Homeland Security Appropriations Act of 2007, PL 109-295.

FEMA prepares the nation for all hazards and manages Federal response and recovery efforts following any national incident. FEMA works in partnership with other organizations that are part of the nation's emergency management system. These partners include state and local emergency management agencies, 27 federal agencies and the

American Red Cross. FEMA established the National Response Framework to provide the guiding principles for enabling all response partners to prepare for and provide a unified national response to disasters and emergencies - from the smallest incident to the largest catastrophe

3.2 Logistics Management Directorate (LMD)

FEMA is organized into several operational directorates to accomplish its emergency management mission. The Logistics Management Directorate (LMD), a major program office within FEMA, is responsible for policy, guidance, standards, execution and governance for logistics support, services and operations. The LMD functional mission is to effectively plan, manage and sustain the national logistics response and recovery operations, in support of domestic emergencies and special events – to serve as the National

Logistics Coordinator.

As the Whole Community Logistics Coordinator, the LMD serves as the single integrator for strategic logistics support, facilitates development of an approved and documented national supply chain strategy, collaborates with national disaster response partners, synchronizes preplanning activities, and leverages vendor network and full capacity across all partners. LMD administers a qualified logistics workforce and information technology solution to accomplish its mission and functions as the National Logistics Coordinator for

Stafford and non-Stafford act disasters or events of national significance.

3.3 Program Background

The LSCMS solution supports FEMA Logistics’ mission with operational and support capabilities for managing the entire disaster supply chain including FEMA-owned assets and resources as well as those provided by partners in other federal agencies (OFAs), non-governmental organizations (NGOs), as well as state, local, and tribal governments, and the private sector. This includes both operational support and providing disaster supply chain visibility to all stakeholders, from managers of distribution points to all levels of the federal, state, local, and tribal governments.

The LSCMS solution was implemented in 2005 and is partially fielded for operations at

FEMA Headquarters (HQ), Distribution Centers (DCs), Manufactured Housing Unit sites

(MHU), Regional Response Coordination Centers (RRCCs), Incident Support Bases (ISBs), forward MHU sites, and Partner/vendor sites to support disaster supply chain management down to State Staging Areas (SSAs) and Points of Distribution (PODs).

The LSCMS application was upgraded to the 2011 Manhattan Associates Commercial-Off-

The-Shelf (COTS) version, adding system capabilities to take advantage of supply chain commercial best practices and to replace the un-integrated eTasker request system and the

FEMA-IRRIS in-transit visibility system, and were migrated to the DHS Data Center in

January 2013.

In 2017 the LSCMS application upgraded to the 2016 Manhattan Associates COTS version which included:

• Integrate with the new DHS/FEMA single sign-on solution

• Rollout LSCMS Warehouse Management (WM) system to the Disaster

Information System Clearinghouse (DISC)

• Enable Partner system integration via Electronic Data Interchange (EDI) capability

• Provide data interfaces and/or system integration to additional FEMA systems such as the Crisis Management System (CMS) and the DHS Sunflower Asset

Management System (SAMS)

• Implement additional carrier location feeds

3.4 Current Situation

The Asset Tracking Management (ATM) service maintains the GPS transponder inventory, commercial GPS return kits, and servicing and activation of GPS transponders which are identified by electronic serial numbers (ESN) recorded by the warehouse management (WM) application within LSCMS. As transponders are distributed and affixed to FEMA trailers or affixed to FEMA assets, the LSCMS application can have in-transit visibility of the movement of the commodity or the asset. This in-transit visibility is relayed by GPS feeds relayed via satellite communications.

Within the FEMA distribution centers, the WM application is accessed over wireless handheld scanning devices. Extended Enterprise Management (EEM) is accessed through the Intranet using Microsoft Internet Explorer thin client and/or using virtual private network (VPN) technology using Cisco VPN client for firewall protection. Some commercial entities and Federal agencies are given access to EEM through the Internet after being granted access by FEMA. Others are granted intranet access to the system via broadband communication through the Internet using VPN technology. The two applications, WM and EEM, exchange data through a secure File Transfer Protocol (FTP) process using secure shell technology. The tracking data is accessed through the ATM service via the Internet using thin clients. Currently, some commercial entities and Federal agencies have access to the Vendor Portal.

The ATM service ties shipment documentation in EEM to the serial number for an individual GPS tag. LSCMS provides the ability to track all or individual GPS tags to determine geographic location and monitor and query shipping activity.

LSCMS SYSTEM/PROCESS OVERVIEW

As depicted in the System/Process Overview, requests are entered manually into the Distributed Order Management (DOM) module and are tracked from commodity manager assignment of source for the requested commodities/inventory, all the way to receipt at the ship-to location.

Request information is passed to the EEM module of the LSCMS system to create orders to fulfill the request. The EEM and WM systems track each order through the five functional components of the supply chain: request, order, fulfillment, transportation, and receipt of commodities. GPS data is collected via transponders affixed to transportation vehicles or FEMA assets to provide a web-accessible view of in-transit visibility of commodities in route to disaster sites.

FEMA currently owns Numerex/Sierra Wireless SX1 transponders, and Globalstar’s SmartOne

B and SmartOne Solar transponders, which are fully self-contained, small outline global satellite-based tracking devices capable of determining location using GPS and reporting that location over Globalstar’s low earth orbit (LEO) satellite network. The units are programmed to ping once a day, and every 30 minutes while in motion. The GPS transponders are affixed to

FEMA vehicles, trailers and assets by FEMA personnel at FEMA distribution centers, in the field at ISBs, and at the operating site for FEMA fixed-location assets. FEMA maintains a ready stock of GPS transponders to accommodate planned shipping needs and provide for limited disaster surge capacity.

OrbiTRAX –

Tracking

ESF/OFAs

Private

Vendors

ISB

FEMA DCs

PODs

LMC/Supply Chain

Managers

States

Regions &

Field Offices

ESF ederal

Pr tor

F Q

FE ons

Sta ocal

Key te and L MA Regi

EMA H

ivate Sec s/Other F

EEM – Shipments

DOM Module –

Requests

Action Request

Forms (ARF)

SCI – Current and

Historical Information

EEM –

Receipts

DOM – Requests/ Orders

TP&E Module –

Transport

EEM –

Shipments

WM –

Warehouse

Management

EEM – ISB

Management

EEM –

Orders

FieldVision–

In-Transit Visibility &

Situational Awareness

The Contractor staffs the Operational Support Technicians (OST) located at the FEMA distribution centers in Atlanta, GA and Fort Worth, TX as well as matrix support for the additional distribution centers to ensure total theater coverage. They provide a weekly report of current status and readiness of all asset trackers that are in inventory or assigned to a FEMA asset. A list of failed devices is compiled and reviewed each quarter for recovery if applicable.

An OST is sent to the last known location to recover and fix or replace the failed device.

The Contractor is responsible for keeping GPS tracking devices tested, inventoried and kitted in

Surge Kits at multiple Distribution Centers (See Table 1) for deployment readiness to staging areas at a moment’s notice. The Contractor supports readiness planning, training and exercise support to enable FEMA staff to perform device management functions during disaster events.

The contractor executes recovery procedures to minimize lost or stolen GPS devices during disaster operations and provides input on after-action surge lessons learned and recommendations to ensure a continuous improvement cycle for the LSCMS Program.

Active devices are monitored via their profiled messaging and display by ESN and asset name:

location, date/time of message, battery life remaining, address of location (if known), message cause, and motion state. Inventoried devices are stored at distribution facilities. A portion of inventoried devices are tested on a rotational basis each month to monitor device status and battery life.

Authorized FEMA personnel have direct access to GPS tracking device account administration and advanced reporting capabilities including service usage on all active GPS tracking devices through the Numerex/Sierra Wireless FELIX system. Secure GPS messaging to support normal day-to-day operations is provided in a bulk message pool exercisable at the beginning of each contract period and additional GPS messaging can be provided on an ad hoc surge basis to support disaster operations.

The ATM service provides a 24x7 Network Operations Center (NOC) and Helpdesk to ensure continual and qualified technical support to FEMA GPS devices and services.

LSCMS systems and components adhere to DHS\FEMA Information Technology (IT) requirements for Cyber Security Enterprise Architecture and follow industry best practices for secure information exchange including open geospatial consortium guidelines and International

Organization for Standards (ISO) standards.

4 KEY PERSONNEL

Labor Category Description

Logistics Program Manager (LPM)

Primary POC for contracting staff with FEMA personnel.

Keeps FEMA COR informed of current status and readiness of all FEMA-owned transponders. Provides reports indicated in Sections 7.3.14 and 7.3.15 of the PWS.

Coordinates maintenance activities and maintains records of all device failures. Coordinates replacements/repairs of failed devices that are activated in the field. Coordinates

FEMA-requested shipments of inventoried devices and supplies. Assists with training FEMA personnel on transponder performance and functions, and services all

Distribution Centers (see Table 1 for locations) and other

FEMA sites as needed.

Transponder Depot Manager

Coordinates the activities of the Operational Support

Technicians in Fort Worth and Atlanta and is the primary point of contact for FEMA field staff during surge events and the Help Desk. Assists LPM with servicing

Distribution Centers and other FEMA sites as needed.

Operational Support Technicians (OST) (Ft Worth, TX & Atlanta, GA)

Activates and configures transponders with test profile for complete Over-The-Air (OTA) testing. Removes failed transponders from inventory that do not pass testing and replaces with onsite spares. Repairs transponders as needed.

Reconfigures transponders that pass testing with their operational profile and returns to inventory. Maintains and updates transponder inventory, and coordinates with local

FEMA POC. Ships and receives transponders and related supplies. Assists LPM with servicing Distribution Centers and other FEMA sites as needed.

Field Engineer

Provides technical assistance to the team. Helps diagnose and repair non-transmitting transponders and maintains, monitors and supports the FELIX transponder management applications and data feeds to FEMA systems. Assists LPM with servicing Distribution Centers and other FEMA sites as needed.

Depot Support Ft Worth

Assists the Transponder Depot staff with day-to-day tasks caring for the transponders; which includes transponder inspection and cleaning, transponder testing, inventory control and assistance with Depot operations.

5 PERFORMANCE OBJECTIVES, GOALS AND OUTCOMES

5.1 Operational Objectives

5.1.1 The contractor shall maintain the GPS device inventory, to include monitoring of battery health, replacement of batteries, stock replenishment, reports, dashboards, frequency and return rate.

5.1.2 The contractor shall operate the Transponder Depot at the Fort Worth, TX Distribution

Center and provide a resource at the Atlanta Distribution Center (See Table 1 for DC locations).

5.1.3 The contractor shall ensure GPS tracking devices are tested and inventoried at multiple Distribution Centers (See Table 1) and other FEMA sites as needed for deployment readiness.

5.1.4 The contractor shall affix and remove GPS devices to/from FEMA property as required.

5.1.5 The contractor shall provide repair and maintenance of GPS hardware and report on repair/resolution activity.

5.1.6 Any active transponder found to be unresponsive will be deemed “failed”. A list of all failed transponders will be reviewed once each quarter with the COR for recovery or disposal/recycling by the OST if applicable.

5.1.7 The contractor shall maintain surge kits and provide fully functional devices for a disaster event.

5.1.8 The contractor shall build and maintain an inventory of commercial trailer return kits

(CRKs) for ready use.

5.1.9 The contractor shall provide Help Desk, technical support and problem ticket resolution, to include 24/7 support during disaster events.

5.1.10 The contractor shall be available to answer questions and provide data related to the GPS devices.

5.1.11 During surge(s), the contractor shall provide visibility and location of the number of transponders identified by ESN assigned to the specific mission(s).

5.1.12 The contractor shall alert the Program Office COR within one week of any transponder activity outside of the United States and United States territories.

5.1.13 The contractor shall transition and support existing GPS devices that FEMA currently is using as it pertains to the previous requirements.

5.1.14 The contractor shall support any and all GPS devices the PMO purchases, which may include

GPS devices not sourced through said contractor.

5.1.15 The contractor shall coordinate GPS device shipments to and from the Transponder

Depot from any location.

5.1.16 The contractor will track the return of transponders deployed during surge events. This approach will include contacting FEMA staff or suppliers at last known locations for assistance as well as inventorying and inspecting FEMA transponder storage facilities during regular transponder testing schedules.

5.1.17 The contractor will classify as “Lost” any transponders deployed during surges that cannot be located after the passage of 180 days from the day of shipment from the depot.

Replacements may then be purchased by FEMA if required and/or approved by the PMO.

5.1.18 The contractor shall maintain records of transponders loaned to FEMA government partners (e.g. DLA and U.S. Army Corps of Engineers), to include, transponder ESNs, locations and POC information. This information should be made available to the COR and PMO upon request.

5.1.19 The contractor shall properly dispose of/recycle GPS Transponder Batteries if/when/where applicable, with approval by the COR.

5.2 Technical Objectives

5.2.1 The contractor shall provide access to the Globalstar satellite network for FEMA’s GPS devices (transponders).

5.2.2 The contractor shall manage and monitor GPS positioning data.

5.2.3 The contractor shall provide Geographic Information System (GIS) mapping capability, as well as backend for configuring and managing data feeds to other platforms and applications. The contractor shall provide Logistics Systems Division government staff access to contractor’s tracking system and benefits (i.e. GPS tracking device account administration, advanced reporting capabilities, visibility into the usage, active and de-active states of the GPS devices).

5.2.4 The contractor shall manage data feeds to and from external systems including carriers.

The contractor shall support Extensible Markup Language (XML) data interfaces and services to a variety of third-party software solutions.

5.2.5 The contractor shall provide an on-boarding methodology that is compliant with FEMA’s

Software Development Life Cycle (SDLC) methodology as well as applicable security controls for additional partner/system interfaces.

5.2.6 The contractor shall provide a bulk message pool exercisable at the beginning of each contract period and additional GPS messaging on an ad hoc surge basis to support disaster operations.

5.3 Program Objectives

5.3.1 The contractor shall be responsible for providing Asset Tracking Maintenance and

Services facilitating in- transit visibility within FEMA’s LSCMS including provisioning and stock replenishment of all asset tracking devices and supplemental equipment, providing GPS messaging services to locate tagged-assets or shipments, ensuring secure data sharing of data feeds and messaging, delivering technical support for on-going operations and maintenance including continued integration with the DHS\FEMA technical architecture, maintaining detailed account balances, and supporting surge capabilities for disaster operations.

5.3.2 The contractor shall provide a transponder refresh plan to the Program Office. FEMA desires to maintain the fleet at a steady state level so that FEMA may adequately respond to disaster requirements using the GPS transponders.

5.3.3 The contractor will provide introduction of innovative and technological advancements to improve FEMA’s approach to asset tracking and mission objectives.

5.3.4 The contractor shall provide a strategy for orderly transition of work from the current incumbent contractor to the new service provider, if relevant, as well as transition to a follow-on service provider at contract closure without delays or disruptions to the daily operations of the LSCMS Program.

5.3.5 The contractor shall work with Government personnel in a teaming relationship to accomplish the work under this task order and work with contract staff who are involved throughout other components of FEMA.

5.3.6 The contractor shall be a Maintenance and Service Provider with the capability to supply asset tracking and monitoring services as well as provisioning of asset tracking devices https://acc.dau.mil/adl/en-US/245894/file/53585/Appendix_B_Systems_Engineering_Life_Cycle__SELC__VER_2_0_Release_9-21-10.pdf for monitoring FEMA assets.

5.3.7 The contractor shall possess and demonstrate excellent technical management and program integration skills.

5.3.8 The contractor shall focus on highly reliable mission success and customer satisfaction.

5.3.9 The contractor shall provide a staffing plan. The proposed resumes must show a detailed description of specific government requirements. The staffing plan shall meet the requirements for staffing and how the resources will be managed.

5.3.10 The contractor shall provide an interoperable service or capability that facilitates the tracking of FEMA and non-FEMA shipments from agency partners (non-governmental organizations or commercial suppliers or carrier) which may or may not have GPS transponders affixed as well as GPS feeds relayed via satellite communications during a disaster. These interoperable capabilities must integrate with the existing LSCMS components and DHS\FEMA technical architecture.

5.3.11 The contractor shall accomplish work in accordance with Federal/DHS/FEMA System

Engineering Life Cycle (SELC), security guidance (MD4300A), and the FEMA and DHS enterprise architectures.

5.3.12 The contractor shall be flexible and responsive to FEMA’s current and future GPS transponder operational objectives. The transponder steady state is determined by FEMA and may increase (or decrease) due to disaster requirements or at the PMO’s discretion

(e.g. deactivations due to lost/damaged devices or PMO decision to reduce inventory).

5.3.13 The contractor shall not charge additional transponder fees, such as, but not limited to:

• Deactivation of lost/damaged beyond repair devices

• Deactivations due to reduction of inventory

• Swap-out of transponders (activating a “new” transponder that’s swapped-out for another)

• Re-activation of devices http://www.dhs.gov/xlibrary/assets/foia/mgmt_directive_4300a_policy_v8.pdf

5.3.14 The contractor shall produce and submit the following deliverables and in the frequency stated herein:

DELIVERABLE FREQUENCY Quality Measure (Acceptance Criteria)

Kick‐off Meeting

Within 5 days of contract award

IT Security Plan 30 days from contract award

Submit to COR. Delivered and accepted.

Master Tracker Status Report

Monthly

Submit to COR. Delivered, accurate, accepted.

Transponder Message Usage Report (e.g., billing data)

Monthly

Submit to COR.

Weekly Update (EOW) Report

Weekly - close of last business day

Submit to COR. Delivered and accurate.

Updates to include issues and accomplishments, transponders returned/processed/failed testing/broken, transponders returned to stock, inventory supply (e.g., batteries, magnets, tape, commercial trailer return kits, wire saws, etc.).

Transponder Inventory Shipping Log

Weekly

Submit document via email to COR

5.3.15 The contractor shall submit other reports daily, weekly, monthly, quarterly, disaster and/or as requested by the COR.

6 REPORT TYPES

6.1 Master Tracker Status Report

6.1.1 The LSCMS Master Tracker is a compilation of all transponders attached to FEMA assets. The report includes those transponders attached to FEMA-owned trailers, generators, MDRC, EHV, AC units, containers, forklifts, Landolls, light towers, ramps, fuel tankers, USAR assets, tractors, travel trailers, water tankers, other vehicles and assets. It also includes those FEMA-owned assets in possession of

FEMA Partners (e.g. USACE).Details of the report include, but will not be limited to:

• Transponder ESN

• Asset Barcode

• Vehicle Type

• Detail Description Of Asset

• Ping Location

• Battery Remaining

• Last Time Stamp

• Data Value

• Location

6.2 Transponder Message Usage Report

6.2.1 To ensure FEMA has complete visibility into the usage of transponder messaging, the contractor shall submit a Transponder Message Usage Report monthly to the COR. The

Report shall be a detailed list of all transponders identifying the number of messages used for each. The report shall include, but is not limited to the following fields:

• ESN

• Device Type

• Total Messages used for each device

6.3 Weekly Update (EOW) Report

6.3.1 The report shall be delivered to the COR Weekly, at the close of last business day. The report shall include, but is not limited to the following information related to the week’s activities:

• Significant accomplishments and/or issues

• Risk assessment (i.e. Transponder Inventory/Health)

• Total number of transponders returned to the Depot

• Total number of transponders “processed”

• Total number of transponders identified as “failed testing”

• Total number of transponders identified as “broken”

• Total number of transponders returned to stock

• Total number of transponder supplies (e.g., batteries, magnets, tape)

• Total number of commercial trailer return kits (CRKs)

6.4 Transponder Inventory Shipping Log

6.4.1 The report shall include, but is not limited to the following information:

• Transponder ESN

• Shipment Date

• Shipment Location

• Shipment POC

6.5 Daily Transponder GPS Tracking Device Location Report

6.5.1 The Felix-generated report will include all transponders’ ESNs, locations, battery status, latitude/longitude, landmarks, inventory name and status.

6.6 Site Visit Trip Reports (As Required)

6.6.1 The contractor shall submit trip reports to the COR of transponder servicing performed at those locations identified in Table 1. The report shall include, but is not limited to: Trip

Summary, Transponder ESN, Model, Status, Location, Result and Date.

6.7 Other Reports (As Required)

6.7.1 During Surge Events, the contractor shall provide daily reports of the following, but not limited to:

• Inventory list of transponders identified by ESN having shipped to disaster theater(s) or other locations supporting response efforts.

• Number of transponders identified by ESN showing movement during specific time-periods assigned to the specific mission(s).

• Location as of last message received from FEMA vehicles, trailers and assets having transponders affixed.

7 MEETINGS

7.1 Asset Tracking Management (ATM) Maintenance & Services Review with COR

7.1.1 Meetings are held weekly and/or at the discretion of the COR in person or by phone. The purpose of the Review is to discuss status of ATM maintenance and services, as well as to address any questions and/or concerns of the Program Office and/or the contractor.

8 GOVERNMENT FURNISHED INFORMATION/EQUIPMENT (GFI/GFE)

8.1 GFI and GFE provided by the LSCMS PMO is as follows:

• GPS Tracking Devices (12,000 as of 12/31/2020)

• Standard Operating Procedures (SOPs) and support documentation

• Inventory – includes GPS devices at the Defense Logistics Agency (DLA) and other

FEMA partners

• Transponder Depot Operations – office module and adjoining warehouse space

• Product warranty information

• Tools & Supplies – includes drills, pelican cases, sleds, batteries, tape

• GPS supplies – maintenance, mounting, dismounting in inventory

• Commercial trailer return kits (CRKs) and applicable supplies

• Surge Kits in inventory

• Points of Contact (POCs)

• Training and Outreach materials

• Laptops

• FEMA Network Accounts – email

• Transponder Depot Mailbox access

• UPS World Ship account access

8.2 Accountability and Management of GFE

8.2.1 The contractor is charged and shall adhere to FEMA policies (i.e. FEMA Personal

Property Manual 119-7-1) as well as the provisions of the Federal Acquisition Regulation

(FAR) and the terms of the contract in regard to government-furnished property or equipment (GFE).

8.2.2 The contractor shall be accountable and responsible for all GFE placed in their control and/or custody. The GFE will be issued by the FEMA Accountable Property Office

(APO) utilizing the 119-7-1-3 hand receipt.

8.2.3 The contractor shall use GFE as it was authorized, and for the purpose intended.

8.2.4 As outlined in the FEMA Personal Property Manual 119-7-1, the contractor is directly responsible and accountable for the following, but not limited to requirements:

• Accounting for all GFE in their possession

• Establishing and maintaining a property control system to control, protect, preserve, and maintain all GFE

• Maintaining and making available the records of all GFE until relieved of such responsibilities by the Contracting Officer

• Reporting unneeded FEMA property as soon as it becomes known

• Conducting periodic physical inventories and reporting the results to the COR no later than April 30 of each year, and at the completion of the contract

Table 1 – (FEMA Distribution Centers (DC), the Disaster Information Systems Clearinghouse

(DISC), Selma, AL MHU and Cumberland, MD locations)

Site Name Address

DC Frederick 4420 Buckeystown Pike, Frederick, MD 21704

DC Fort Worth 501 W. Felix St.

Fort Worth, TX 76115

DC Atlanta 3084 Southside Industrial Parkway

Atlanta, GA 30354

DC Tracy 1547 East Grant Line Road

Tracy, CA. 95304

DC Caribbean

San Juan Industrial Park

PR-1, KM 25.1, Quebrada Arenas Ward

Caguas, PR 00725

DISC 430 Market Street, Rutherford Building

Winchester, VA 22603

DC Hawaii 99-1269 Iwaena Street Aiea, HI 96701

DC Guam BLDG 1 Barriagada, Guam 96913

Selma MHU 661 Selfield Rd, Selma, AL 36703

Cumberland, MD 11601 PPG Road

Cumberland, MD 21501

9 GENERAL

9.1 Employment Eligibility

The contractor will ensure that each employee and potential employee provides his/her name and social security number (not card) so that the government may verify the validity of the number. If the number is not valid that employee will not be allowed to work on the contract until the problem is resolved.

Subject to existing law, regulations and/or other provisions of this contract, illegal or undocumented aliens shall not be employed by the Contractor to perform on this contract.

The Contractor shall ensure this provision is expressly incorporated into any and all subcontracts or subordinate agreements issued in support of this contract.

9.1.1 Continued Eligibility

The Department of Homeland Security (DHS) reserves the right to deny and/or restrict entrance to government facilities, prohibit employees from assigned work under the contract, deny and/or restrict handling of sensitive documents/material to any Contractor employee who DHS determines to present a risk of compromising classified and/or sensitive Government information.

The Contractor shall report to the FEMA Security Office any and all adverse information brought to their attention concerning employees performing under this contract. The report shall include the employee’s name and social security number, along with the adverse information being reported. Termination of employment of an employee does not obviate the requirement to submit this report. Reports based on rumor or innuendo shall not be submitted to the FEMA Security Office.

9.1.2 Termination

The Contractor shall notify the FEMA Security Office verbally within 24 hours of all terminations/resignations of contractor personnel on this contract and written notification within five (5) days of occurrence. The Contractor shall return to the Contracting Officer’s

Representative (COR) all DHS issued identification cards and building passes that have either expired or been collected from terminated employees. If an identification card or building pass is not available to be returned, a report shall be submitted to the COR, referencing the pass or card number, name of individual to who issued and the last known location and disposition of the pass or card.

9.1.3 Security Management

The contractor shall appoint a senior official to act as a Security Officer. The individual shall work collaboratively with the FEMA IT Security Branch through the COR on all security matters, including physical, personnel, and protection of all sensitive documents/material handled by the Contractor.

The COR and FEMA Security Office will have the right to inspect procedures, methods and facilities utilized by the Contractor to comply with the security requirements under this contract. Should the COR or FEMA Security Office determine that the Contractor is not in compliance with the security requirements of the contract, the Contracting Officer shall notify the Contractor, in writing, of the appropriate action the contractor must take to rectify any non-compliance with the contract security requirements.

9.1.4 Suitability Determination

FEMA shall exercise full control over granting, denying, withholding or terminating unescorted government facility and/or access to or handling of sensitive Government information to Contractor employees based upon the results of a background investigation.

DHS may, as it deems appropriate, authorize and grant a favorable entry on duty (EOD) decision based on preliminary suitability checks. The favorable EOD decision would allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a full employment suitability authorization will follow. A favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude or bar DHS from withdrawing or terminating access to government facilities or information, at any time during the term of the contract. No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the Security Office.

Contract employees waiting for an EOD decision may begin work on the contract provided they do not access sensitive Government information. Limited access to Government buildings is allowable prior to the EOD decision if the Contractor is escorted by a

Government employee. This limited access is to allow Contractors to attend briefings, non-recurring meetings and begin transition work.

9.1.5 Background Investigations

Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, in addition to possessing a Defense Industrial Security

Clearance Office (DISCO) granted personnel security clearance, shall undergo a position sensitivity analysis based on the duties each individual will perform under the contract.

The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted for suitability screening purposes. All background investigations will be processed through the FEMA Security Office. Prospective

Contractor employees shall submit the following completed forms to the FEMA Security

Office. The Standard Form 85P will be completed electronically, through the Office of

Personnel Management’s e-QIP System. The completed forms must be given to the FEMA

Security Office no less than thirty (30) days before the start of the contract or thirty (30) days prior to entry on duty of any employees, whether a replacement, addition, subcontractor employee or vendor:

a. Standard Form 85P, “Questionnaire for Public Trust Positions”

b. FD Form 258, “Fingerprint Card” (2 copies)

c. Conditional Access to Sensitive But Unclassified Information Non-Disclosure

Agreement

d. Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair

Credit Reporting Act

Only complete packages will be accepted by the FEMA Security Office. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the United States for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to or development of any DHS Information Technology (IT) systems. DHS will consider only

U.S. Citizens and LPRs for employment on this contract. DHS will not approve LPRs for employment on this contract in any position that requires the LPR to access or assist in the development, operation, management or maintenance of DHS IT systems. By signing this contract, the Contractor agrees to this restriction. In those instances where other non-IT requirements contained in the contract can be met by using LPRs, those requirements shall be clearly described.

10 RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States

Government or because of the informational value of data in them.

The term Federal record:

• includes FEMA records;

• does not include personal materials;

• applies to records created, received, or maintained by Contractors pursuant to their

FEMA contract; and

• may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act

(FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with

Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. FEMA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of FEMA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of

Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to FEMA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the SOW. The

Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to FEMA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the SOW.

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with

Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by

Government and FEMA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with FEMA policy.

8. The Contractor shall not create or maintain any records containing any non-public FEMA information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The FEMA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which FEMA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

D. Information Sharing

To accomplish the tasks outlined in this contractor, FEMA will provide the contractor access to the FEMA Enterprise Network (FEN). This access includes access to the Global Address

List, which contains FEMA employee and contractor PII. Data elements include: name, business email address, business phone number, job title, and supervisor name.

The information sharing in this contract is authorized by the following System of Records

Notice and Routine Use: DHS/ALL-014, DHS Personnel Contact Information. Routine Use

F.

E. Need to Know

The contractor will limit access to the PII provided by FEMA under this contract only to the contractor’s authorized personnel who need to know the information to accomplish the tasks outlined in this contract.

F. Prohibition on Computer Matching

The contractor shall ensure no computer matching, as that term is defined in 5 U.S.C. §

552a(o), will occur for the purpose of establishing or verifying eligibility or compliance as it relates to cash or in-kind assistance or payments under federal benefit programs.

G. Return or Destruction of Data when no longer needed

If at any time during the term of this contract any part of FEMA PII, in any form, that the contractor obtains from FEMA ceases to be required by the contractor for the performance of the contract, or upon termination of the contract, whichever occurs first, the contractor shall, within fourteen (14) days thereafter, promptly notify FEMA and securely return PII to

FEMA, or, at FEMA’s written request destroy, un-install and/or remove all copies of such

PII in the contractor’s possession or control, and certify in writing to FEMA that such tasks have been completed.

11 508 INFORMATION TECHNOLOGY CLAUSE

https://www.dhs.gov/compliance-test-processes

DHS 508 Tool: https://www.dhs.gov/xlibrary/oast/DART/

Note: The 508 IT clause is generated from the DHS 508 Tool on an ad hoc basis.

The 508 IT clause generated from the DHS 508 Tool is inserted into the PWS or SOO or SOW.

Accessibility Requirements (Section 508)

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998

(P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal access to and use of information and data that is comparable to that enjoyed by non-disabled

Federal employees and members of the public.

All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

Section 508 Applicable EIT Accessibility Standards

36 CFR 1194.21 Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under this work statement including but not limited to GOTS and COTS software. In addition, this standard is to be applied to Web-based applications when needed to fulfill the functional performance criteria. This standard also applies to some Web based applications as described within 36 CFR 1194.22.

36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all

Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds https://www.dhs.gov/compliance-test-processes https://www.dhs.gov/xlibrary/oast/DART/ custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous Javascript and XML (AJAX) then 1194.21

Software standards also apply to fulfill functional performance criteria.

36 CFR 1194.23 Telecommunications Products, applies to all telecommunications products including end-user interfaces such as telephones and non end-user interfaces such as switches, circuits, etc. that are procured, developed or used by the Federal Government.

36 CFR 1194.26 Desktop and Portable Computers, applies to all desktop and portable computers, including but not limited to laptops and personal data assistants (PDA) that are procured or developed under this work statement.

36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

36 CFR 1194.41 Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required

1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using

TTY.

Section 508 Applicable Exceptions

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the

COTR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply: 36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

Section 508 Compliance Requirements

36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a

Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meet some but not all of the standards, the agency must procure the product that best meets the standards. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by

FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

All tasks for testing of functional and/or technical requirements must include specific testing for

Section 508 compliance and must use DHS Office of…