Attachment #1 Chiller Maintenance SOW final .docx

Inspection and Maintenance Service Contract for Central Plant Centrifugal Chillers At the CJIS Division

Statement of Work

02/06/2020

1. Introduction

1.1 Background/Introduction:

1.1.1 The Federal Bureau of Investigation, CJIS Complex in Clarksburg, WV is a secure facility that provides identification service to law enforcement and national defense agencies worldwide. These chillers are part of the FBI infrastructure providing chilled water to Data Center to cool critical computer system and provide cooling to employee’s space. It is critical to the mission that these required services not be interrupted or interfered with in any way.

1.1.2 The Federal Bureau of Investigation, CJIS Facilities Management Unit requires non-personnel services under a contract to provide maintenance and repairs services on six (6) Trane Centrifugal Chillers located at Central Plant. The Chillers are used to keep the FBI Data Center and CJIS main building cool. The old Model # (CVHF 1060) the new model after all chillers were rebuilt (CVHF1060A0). These chillers have been de-rated to 900 tons.

1.1.3 The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Objectives/Scope of Work:

1.2.1 The FBI requires an all-inclusive service (parts and labor) contract to maintain the six chillers. The chillers must be in full working order at all times. All reasonable and prudent measures shall be exercised by the contractor during testing, maintenance and repair procedures to prevent damage to equipment. All maintenance, inspection and repair services shall be provided: Monthly, annually and during an emergency.

1.2.2 The contractor shall provide all supervision, labor, transportation, testing equipment, material and replacement parts, tools and equipment to perform and complete all required inspection, testing and maintenance/repair to maintain the six chillers in normal operation under this contract.

1.2.3 The final authority defining the preferred method of repair or replacement shall rest with the Contracting Officer (CO) and Contracting Officer Representative (COR).

1.2.4 Trane Chillers:

The following is a list of the chillers to be inspected, repaired and maintained under this contract (including old and new serial numbers):

OLD NEW

Trane CVHF Centrifugal Chiller #201 – Serial # L93L12030 L10L5917 Trane CVHF Centrifugal Chiller #202 – Serial # L93M12266 L10L5919

Trane CVHF Centrifugal Chiller #203 – Serial # L93L12031 L10L5918

Trane CVHF Centrifugal Chiller #204 – Serial # L93L12028 L10D01822

Trane CVHF Centrifugal Chiller #205 – Serial # L93L12029 L10M06495

Trane CVHF Centrifugal Chiller #206 – Serial # L93L11847 L10D1823 NOTE: These chillers were rebuilt 10 years ago by Casto Technical Services and have been under a Limited Warranty for the last ten years. The chillers are no longer under limited warranty, because the warranty completed its life cycle.

1.3 Period of Performance:

The period of performance for this contract will be as follows:

1.4 Place of Performance:

The primary place of performance will be at the FBI CJIS Division Campus located at 1000 Custer Hollow Road, Clarksburg, WV 26306.

2.0 SPECIFIC REQUIREMENTS/TASKS:

2.1 Task Descriptions:

2.1.1 Task One (CLIN 0001 - 4001) - Monthly and Annual Maintenance, Emergency Repairs and Inspections:

The contractor shall be responsible for the full inspection, maintenance and repair of of the six chillers under this CLIN. The contractor is responsible for all materials, parts and consumables to perform the monthly, annual and emergency maintenance and repairs except for the high-dollar value parts identified under 3.0.

The annual maintenance procedures performed under this contract shall be performed during periods of low cooling demand (typically November through February) to minimize the maintenance procedure impact on system reliability and redundancy.

Annual and monthly maintenance inspection shall include (but not limited to) the following specifications/procedures:

General Assembly:

· Check and record refrigerant level of each unit.

· Inspect for leaks and report leak results.

Performance of Annual Inspections Calculate:

· Repair minor leaks as required ( valve packing, flare nuts e.g.)

· Check Chiller inlet vanes for free and smooth operation.

· Check mechanical linkage for wear.

Purge System

· Check purge unit controls for proper operation.

· Clean strainers and replace filters as required.

· Check and repair purge compressor assembly for leaks as required.

· Check purge unit for proper operation.

· Log and record purge times and if excessive purge time leak test chiller.

Controls & Safeties:

· Verify all electronic control panels for cleanliness, clean as needed.

· Inspect control wiring and connections for tightness and indications of overheating and discoloration.

· Verify the working condition of all indicator/ alarm light and LED/LCD displays.

· Verify the operation of vane control system.

· Verify the operation of the oil sump temperature control device.

· Test high condenser pressure safety device. Calibrate and record setting.

· Test low oil pressure safety device. Calibrate and record setting.

· Test high motor temperature safety device. Calibrate and record.

· Test low evaporator temperature safety device. Calibrate and record.

Lubrication System:

· Pull oil sample for spectroscopic analysis.

· Check oil for acid content and discoloration. Provide recommendations to FBI USRO Shop Foreman and COR as to corrective action needed (if any) based on results of analysis.

· Measure and record oil pump voltage and amperage draw.

· Verify operation of oil heater. Measure amps and compare reading with the wattage rating of the heater.

· Change the oil filter.

· Verify the oil level, add as needed.

Motor & Starter:

· Clean the starter and motor starter cabinet both internally and externally.

· Inspect control wiring and connections for tightness and indications of overheating and discoloration.

· Check condition of contacts for wear and or pitting.

· Check contactor operation and linkage for proper, free, and smooth operation.

· Check mechanical linkage for wear, security and clearances. Adjust as necessary.

· Check tightness of motor terminal connections. Re-torque to recommended specifications as necessary.

· Megger motor and record reading.

· Verify operation of electrical interlocks.

Variable Frequency Drive (VFD) and Cooling Pump:

· Check all VFD indicator lights and readout panels for proper operation.

· Check for proper operation and linear control response of VFD.

· Check all power and control wiring terminations for proper torque.

· Review and clear all fault codes.

· Check for proper operation of VFD coolant pump.

2.1.2 Task Two (CLIN 0002) Base Period (Only) One-Time Repairs The Government requires one time repair/replace of the following items under this CLIN:

2.1.2.1 The contractor shall replace two starter contactors, auxiliary contactors, and mechanical interlocks on chillers 202, and 206. The contactors, auxiliary contactors and mechanical interlocks on these chillers are obsolete and unavailable at this time. Three (3) chillers did not have the contactors, auxiliary contactors and mechanical interlocks replace at time of rebuild. Since then one chiller has had the old system replaced with (ABB). (Site visit may be needed to check mechanical interlock to determine the system to be installed).

2.1.2.2. The contractor shall do a Eddy Current test on Condenser tubes on all chillers by the end of first year of contract. The last test was completed about ten (10) years ago (2010).

2.1.2.3 The following two (2) chillers will need to be rebuild or re-gasketed due to excessive purge times:

Chiller Trane CVHF Centrifugal Chiller #201 Trane CVHF Centrifugal Chiller #202

3.0 GOVERNMENT REIMBURSEMENT OF HIGH-VALUE PARTS:

3.1 The contractor is responsible for all materials, parts and consumables to perform the monthly, annual and emergency maintenance and repairs except for the following high-dollar value parts:

3.1.1 Motor or VFD Drive Replacements: Upon catastrophic failure of a Motor or VFD Drive and upon approval of the Contracting Officer, the cost of these high-value parts (only) shall be reimbursed by the Government. The contractor shall submit to the CO a minimum of three quotes for the high-value part and the associated shipping costs. The contractor shall be be responsible for all labor costs to dismantle and reassemble as well as any miscellaneies parts to complete the repairs. These costs shall be covered under the maintenance and inspection CLIN monthly price. The contractor shall not proceed with any replacement of these parts until approval by the CO.

3.1.2 Chiller Tubes: The FBI will cover the cost of tubes in any chillers that have a loss of 10% of its tubes on any chiller or are no longer in useable condition. The contractor shall submit to the CO a minimum of three quotes for the high-value part and the associated shipping costs. The contractor shall be be responsible for all labor costs to dismantle and reassemble and any miscellaneies parts to complete repairs. These costs shall be covered under the maintenance and inspection CLIN monthly price. The contractor shall not proceed with any replacement of these parts until approval by the CO.

(Note: No chillers have any tubes plugged at this time.)

4.0 SITE ACCESS REPORTING:For all services performed under this contract the certified technicians shall be required to check in and out with the Central Plant Control Room Operator immediately upon entering or existing the CJIS Division Central Plant.

5.0 POSITION QUALIFICATIONS:

The contractor is responsible for ensuring that the technicians performing work under this contract possess and maintain current, the following qualifications:

· All technicians shall have a West Virginia HV/AC license, West Virginia Electrical License, and West Virginia Contractor License.

· All technicians must be Universal Refrigeration Certified Technical, with a minimum of 5 years of applicable experience work on Trane or other chillers.

· All Technicians shall be designated as Key Personnel

6.0 DELIVERABLES, DOCUMENTATION AND REPORTING REQUIREMENTS:

6.1 The contractor shall be required to provide Maintenance, Inspection and Repairs service reports. After completing the maintenance and /or operational inspection the Certified Technician shall record and report all services performance as well as any and all abnormal conditions, measurements and any other observed conditions that could have an operational impact on the unit.

6.2 The contractor shall document all service performed during the performance of each annual inspection service and each monthly operational check. The documented report shall be generated and submitted to the FBI COR for each visit to the FBI/ CJIS Division. The documentation shall include after each visit:

· Date and time of service was performed.

· Any problem encountered.

· Corrective measures taken to solve the problem.

· Cause of the problem.

· Any and all abnormal conditions, measurements and any other observed conditions.

· Preventive measures that the FBI can take to alleviate the problem from reoccurring.

· All reports shall be sent by email to the COR.

6.3 The contractor shall provide the Government with similar documentation of the one-time repair performed under paragraph 2.1.2 (CLIN 0002).

6.4 Quality Control Plan: Within 30 days after contract award, the contractor shall submit their final quality control plan for review and approval. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

8.0 SAFETY AND ENVIRONMENTAL REGULATIONS/ REQUIREMENTS:

8.1 The Contractor is responsible for following all federal Occupational Safety and Health Administration (OSHA), state and local regulations, and FBI policies as they pertain to safety and health. The Contractor shall provide any information on their safety programs as requested by the CO or COR. The Contractor shall provide protection for CJIS employees who may be working or walking in the areas where work is performed. This may be through barricades, signs, or other means to inform or redirect employees from the hazards. OSHA procedures for equipment shut down (such as Lock-Out Tag-Out of energized devices) must be followed while on the CJIS Campus. The Contractor is responsible for any Personal Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI CJIS property. The Contractor is open for inspection, at any time, by the FBI Safety Staff while on site at the CJIS Division.

8.2 The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection Agency and West Virginia Department of Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on CJIS property and determine the need for and provide any personal protective items required for the safe performance of work.

9.0 HOURS OF OPERATION:

The Contractor’s normal workday shall typically be between the hours of 7:00 AM and 3:30 PM. Core work hours are 8:00 AM through 3:00 PM. Flexibility within the normal work day shall be coordinated with the COR. Repairs and testing shall not be conducted on Federal Holidays. The ten observed annual federal holidays are as follows; New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day. In the event the President of the United States or agency management declares an additional holiday or administrative leave, the contractor shall cease testing or repair and exit the complex and return on the next scheduled business day.

10.0 QUALITY CONTROL/INSPECTION AND ACCEPTANCE:

10.1.1 The COR or their authorized representative will inspect the work and each instance of unsatisfactory maintenance or repairs shall be called to the attention to the contractor. Any deficiencies shall be promptly corrected. Deficiencies and failure to satisfactorily correct and deficiencies will be be turned over to the Contracting Officer to resolve.

10.1.2 Quality Control Plan: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that their work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

11.0 GOVERNMENT REPRESENTATIVES:

11.1 Contracting Officer: The functions inherent to this contract shall be performed by the designated Contracting Officer. The COR shall ensure all actions pertaining to this contract are requested via the Contracting Officer.

The Contracting Officer for this contract will be Ms. Jennifer Robinson. She can be reached at 304-625-5293 and email at JLROBINSON2@fbi.gov.

11.1 Contracting Officer Representative: The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the CO shall issues such changes.

The COR for this contract is Mr. Mark Victor, if assigned. He can be reached at 304.625.2472 and email at mlvictor@fbi.gov.

12.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/ INFORMATION:

12.1 Manlift: The FBI will provide the contractor access to a man-lift in order to reach inaccessible locations. The FBI Central Plant employees have priority use over the man lift. The contractor shall submit a request to use the man lift at least 2 hours prior. It is the responsibility of the contractor to insure that the technicians are trained in the safe and proper operation, of the man lift. The contractor shall provide all personal protective equipment (PPE) required for operating the lift. The contractor shall be responsible for repair or replacement of any damaged Government Property.

12.2 Storage Cabinet: The Government will provide the contractor with a wooden storage cabinet (approximately 3’x 5’) to stock parts/supplies. The cabinet can be locked by the contractor, however, a key must be provided to the COR. The Government will notify the contractor if a part or item was used for a repair by the Government.

13.0 INVOICING PROCEDURES:

13.1 All commercial invoices shall be submitted via the following process:

· The invoice should be attached to an email, and sent to the following address: central_invoices@ic.fbi.gov

· It is imperative that the invoice contains current and accurate contract information (contract/order number), otherwise the invoice risks being rejected.

· Upon receipt of the invoice, a confirmation email will be sent back to the sending email address. At this point the invoice will be considered received, and will begin processing through the FBI’s internal payment systems.

· Please note, invoices received before 5pm EST (Monday-Friday) will be considered “received” that business day. Any invoice received after 5 pm EST will be considered “received” and will be entered into the invoice system on the following business day.

13.2 A proper invoice shall include the following information:

Name and address of the Contractor Invoice date and invoice number. Invoice numbering should begin at 01 and be consecutively numbered thereafter. (The Contractor should date invoices as close as possible to the date of mailing or transmission.)

Contract number, Task Order number, contract line item number and, if applicable, an order number Description, quantity, unit of measure, unit price and extended price of the items delivered Shipping number and date of shipment including the bill of lading number and weight of shipment if shipped Government bill of lading Terms of any discount for prompt payment offered Name and address of official to whom payment is to be sent Name, title, and phone number of person to notify in event of defective invoice Electronic Funds Transfer (ETF) banking information Contractor’s First/Last Name, Number of Hours, Labor Category, Total number of hours (items can be in any order), Cumulative Number of Hours to date Taxpayer Identification Number (TIN). (The Contractor shall include its TIN on the invoice only if required elsewhere in this Contract)

13.3 The Contractor shall include this information on each and every invoice when invoicing for full or partial supplies/services delivered/performed. If an invoice does not contain the above information, the Bureau reserves the right to reject the invoice(s). Resubmission of a PROPER invoice(s) will be required. Payment will be made by the FBI’s Commercial Payment Unit in accordance with the Prompt Payment Act, FAR clause 52.232-25 (OCT 2003) upon the COR’s (or designee) certification of receipt of services and the CO final authorization for payment.

14.0 SECURITY REQUIREMENTS:

14.1 Clearance Requirement for Personnel Access: The contractor providing services under this contract will not require access to classified information, nor will they access any FBI information systems.

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures.

The FBI's CJIS Division requires that access approval and/or security clearance be granted by the FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have access to: National Security Information; Sensitive but Unclassified (SBU) information; FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top Secret or Secret) and access level (escorted or unescorted) required are made by the FBI's SPM. The scope of the FBI security clearance background investigation to be conducted is determined by the level of clearance sought.

Contractors should be advised that:

· Decisions concerning granting of access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual or any costs incurred by the contractor as a result of such denial.

· The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

· Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

· Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

· Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences or other matter of concern to the FBI in deciding whether to grant access to its information, facilities, or property. Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns. Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

· The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictates that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

· When authorized for site access, contractors shall report the following information to the CJIS Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status; change in status of room/house mates; employment outside of the contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations (more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

· Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an FBI escort, knowledgeable in the tasking area, in situations where contracted services may affect the integrity of existing protection measures (i.e., IT system maintenance activities).

· The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities. The contractor agrees to immediately remove that individual from the FBI facility in such circumstances.

· Access to national security information will be granted only to employees who are United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

· A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security. In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security. This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives. Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of the national security.

· At the discretion of the FBI COTR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

· The FBI will maintain a listing of contract employees who have been authorized access/clearance. The contractor must provide personnel from this list to perform the requested services.

Access to national security information:

· Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non-FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the Contracting Officer's Technical Representative (COTR) the following properly executed forms. Forms shall be submitted sixty (60) days prior to beginning the stated contract tasks. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

· One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no returning site visits and requiring no system access:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form" If possible, this paperwork should be provided to the CJIS Security Access Office by 12:00 p.m. on the day prior to the site visit.

· Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

· More than ninety (90) days access, unescorted access and/or system access:

(1) CJIS Security Access Office Interoffice Memorandum "Cover Sheet/Preliminary Check for Access" or FD-316 "Building Access Form"

· Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer Security Awareness and Policy Briefing, and must execute the following:

(1) FD-868 "Nondisclosure Agreement" and/or an SF-312 "Classified Information Nondisclosure Agreement"

(2) FD-889 "Notice of Responsibility and Computer Security Awareness Certification"

· The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

· The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

· Test software used on any FBI IT system shall not be removed from FBI control. Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

· Under no circumstances will personally-owned or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

· The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to, or have processed data on an FBI IT system. The FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a Offeror/contractor.

· Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

· To the extent possible, information shall be stored on FBI-owned storage media. Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

· Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

· FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel. Exceptions can only be negotiated with, and granted by, the FBI Security Division, and are to be obtained in consultation with the CJIS Contract Administration Office (CAO), Information Technology Security Program (ITSP).

· All connections to non-FBI networks will be approved on a case-by-case basis by the FBI Security Division and is to be obtained in consultation with the CJIS, CAO, ITSP. As part of this approval process, supporting documentation must be acquired.

· The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be also be approved on a case-by-case basis by the FBI Security Division in consultation with the CJIS, CAO, ITSP.

· All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

· For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

· All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

· All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to: all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc. All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

· Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer Fraud and Abuse Act, National Security Act, or appropriate espionage statutes).

· Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

· All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE) The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the Offeror for any reason.

The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements. The frequency, scope, duration, and method for the audits shall be determined by the FBI.

The contractor will provide the FBI with original copies of all delivery documents (i.e., Offeror packing slips) for GFE, including software, delivered directly from the Offeror to a contractor site.

The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

· The contractor will provide written notification, at least twenty four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

Access to Federal Bureau of Investigation (FBI) Locations

Performance under this contract may require access to FBI locations to provide some service, product, or perform some other official function of interest to the FBI. Requirements, as identified below, to include approval by the FBI's Security Division, must be satisfied prior to access.

Contractors who will require escorted access, to include short-term, intermittent, or infrequent access, to an FBI facility must complete an "Access of Non-FBI Personnel to FBI Facilities, Background Data Information Form," (FD 816), a "Privacy Act of 1974 Acknowledgment Form" (FD 484) and two Fingerprint Cards (FD 258). Completed forms should be provided to the assigned Contracting Officer's Technical Representative (COTR) at least 10 days prior to required access.

Individuals requiring unescorted access to an FBI facility must complete the Standard Form 86 (SF-86), Questionnaire for National Security Positions, using the Office of Personnel Management’s Electronic Questionnaires for Investigations Processing (e-QIP) and provide two Fingerprint Cards (FD 258). e-QIP is a secure website that can be accessed from any computer system which has an Internet connection. Only the signed release forms and FD 258 will need to be mailed to the identified Chief Security Officer, the SF-86 itself will be transmitted to the FBI electronically.

To complete the SF-86 using e-QIP, the individual requiring unescorted access to the FBI facility must contact (insert Chief Security Officer, Division, and telephone number) in order to be initiated into e-QIP. Once this action has been accomplished, the individual should be able to access e-QIP at the following link in order to initiate and complete the electronic process: http://www.opm.gov/e-qip/browser-check.asp. Thoroughly read and follow the instructions for completing the SF-86. NOTE: To fully address suitability/security issues, the FBI requires individuals to provide responses to questions on the SF-86 for the last ten years. Failure to complete the application as instructed may lead to significant delays in processing the required investigation and approval for unescorted access.

Upon logging onto e-QIP, there will be a prompt to answer three “Golden” security questions to establish the user account. After completing the electronic SF-86, please print and sign the (1) Certification Form (CER) - Certify Completeness and Accuracy of your Investigation Request; (2) Medical Release Form (MEL) - Authorization for Release of Medical Information; and (3) Release Form (REL) - Authorization for Release of Information. In addition to these SF 86 release forms, the completion of a Non-Personnel Consent to Release Information (FD-979a), the United States Department of Justice Disclosure and Authorization Pertaining to Consumer Reports (DOJ 555) are required. Annotation of the assigned e-QIP Investigation Request Number on the upper right corner of each document transmitted to the identified Chief Security Officer is required for coordination with the electronic transmission and to facilitate the investigative process. The e-QIP Investigation Request Number, automatically generated by e-QIP, is located on both the header and footer of the signature forms. These release forms (five total) and FD 258 should be mailed via Federal Express or UPS Express mail directly to the following address: (insert name and address of Chief Security Officer). The use of regular U.S. mail channels may cause significant delays in processing the unescorted access request.

Upon completion of processing the facility access request, the individual will be required to execute a non-disclosure agreement suitable for their approved access.

Consent for Warrantless Searches of Department of Justice Workplaces

All cleared personnel accessing information within FBI controlled space are required to execute an FBI Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces as a condition of working at FBI facilities. The FBI's Director implemented the Attorney General's policy subjecting employees to warrantless physical searches of their offices or immediate workplaces within DOJ premises when authorized by the Attorney General (AG) or the Deputy Attorney General (DAG) based upon a determination that information the Department deems credible indicates that the employee:

1) is, or may be, disclosing classified information in an unauthorized manner;

2) Has incurred excessive indebtedness or has acquired a level of affluence that cannot be reasonably explained by other information;

3) Had the capability and opportunity to disclose classified information that is believed to have been lost or compromised to a foreign power or an agent of a foreign power; or

4) Has repeatedly or significantly mishandled or improperly stored classified information.

The search may extend to the entire office or workplace and anything within it that might hold classified information, including locked containers (such as briefcases) and electronic storage media (such as computer disk and handheld computers), whether owned by the government, by the employee, or by a third party. The search may be conducted by appropriate FBI personnel and/or law enforcement officers, on an announced or unannounced basis, during the workday or after hours. If discovered during a search, evidence of misconduct - whether related to storage or classified information, storage of sensitive but unclassified information, or a crime - will be collected and reported to appropriate authorities.

Contractor personnel who will meet the above criteria will be required to sign Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces (attached) upon award and forward the executed form(s) to the assigned Contracting Officer's Technical Representative designated in Section G of the solicitation if this is a formal solicitation or listed below. All forms will be retained by the FBI during the period the individual is providing services and two years after that individual's departure before final disposition is taken.

Security Requirements Applicable to Contractor Personnel with Access to FBI Locations, Protected Information and/or Information Systems

Contractor personnel security reporting requirements are applicable to all individuals to be assigned to FBI locations, those who require access to protected information and/or information systems, to include those identified as "Key Personnel", if specified in the contract. The contractor shall plan for expected attrition through advanced preparation and submission of required information.

Award of this contract is anticipated to result in assignment of contractor personnel to FBI controlled or occupied space, access to protected information and/or information systems. “Protected information” includes classified information, Foreign Intelligence Surveillance Act information, Sensitive but Unclassified information, including Law Enforcement Sensitive, personally identifiable information, business proprietary information, and any other information that is non-public and/or protected from disclosure by law or policy. Security and ethical conduct requirements, specific to the contract, to include a copy of the "Contractor & FBI Employees Ethi Ethics Standards Fact sheet" are provided. Any questions that the contractor or contractor personnel may have on the applicability of these requirements shall be addressed to the Contracting Officer's Security Representative or name of CSO, at (telephone number). As such, all contractor personnel assigned to perform on this contract must be briefed by the contractor on the provided FBI policies and procedures, as identified in the contract, regarding ethical conduct and security requirements. A list of assigned Contractor personnel and verification of their briefing, shall be provided to the cognizant contractor security officer for subsequent transmittal to the proper FBI Security Officer assigned oversight of this contract. This list must be provided no later than seven (7) days in advance of initial performance for those contractor personnel whose performance will require assignment to an FBI location. Failure to provide the required verification of briefing will result in a delay of the individual's access to the facility. Additionally, within 15 days from assignment to FBI space, the employee must attend an FBI Security Awareness Briefing, which will further address FBI policies and procedures, as identified by FBI Policy. This training is currently satisfied through the contractor employee's attendance at the Security Division's Career Services Management Unit's quarterly contractor's training offered at FBI, 935 Pennsylvania Avenue, NW, Washington, DC and other identified geographical locations. The assigned FBI CSO will contact the employee with the date and time of their scheduled briefing. Failure to attend this briefing or make arrangements to attend a subsequent briefing will result in immediate removal of the employee from FBI space. If contract performance is impacted as a result of removal of the employee, the contractor may be found in default of the contract. In the event that certain material relevant to the contract is not explicitly covered by the contract or regulations, the contractor is required to seek FBI guidance regarding its handling of such information whether classified or unclassified.

Only such persons who have been authorized by the CO and/or the CSO/COSR, shall be assigned to this work. In this regard, for identification purposes, the contractor will be required to submit the name, address, place and date of birth of all personnel who will be involved in the work hereunder. Said information will be required to be provided to the identified CSO not later than seven (7) days in advance of the scheduled date of such work. Information relating to an individual(s) identified as "Key Personnel" should be reported to the CSO after the written consent of the CO has been received.

The contractor agrees to abide by all applicable FBI security policies or procedures governing personnel, facilities, information, technical, information systems, communications and protective programs.

All contractor personnel who receive a security clearance, facility, information or information system access approval under the terms of this contract will be required to execute a FBI specified nondisclosure agreement. The contractor agrees to abide by all applicable FBI security policies and procedures governing personnel, facilities, technical, information systems, communications and protective programs. The following reporting requirements must be reported to the identified CSO as promptly as possible, but in no event later than three (3) business days of the conduct, event or activity. Reporting requirements are to be accomplished electronically, if the contractor personnel are assigned to FBI locations, through the FBI’s established Enterprise Process Automation System (EPAS), or in writing, if the contractor personnel are not performing at an FBI location.

Contractor personnel are required to report the following high-risk security concerns, if not previously reported to the FBI:

1. Unofficial contacts with foreign nationals. (FD 981 Report of Foreign Contact)

2. Unofficial contacts with individuals who are or who are suspected to be engaging in criminal or terrorist activity. (FD 1078 Personnel Self Reporting Requirements Form)

Unofficial contacts may develop in person or through interaction between parties via written or electronic communication (e.g., the Internet, letter, or telephone).

5. Failure to comply with the Standard of Ethical Conduct for Employees of the Executive Branch, etc.

4. Dual or multiple citizenship and use or possession of an active foreign passport involving foreign travel. All contractor employees with employee-type access to FBI facilities, information and information systems, who possess both citizenship with the United States and a foreign country are required to affirm that he/she has renounced his/her dual citizenship, or expressed a willingness to renounce any foreign citizenship through the execution of the Loyalty Agreement Form and surrender of their current or expired foreign passport to the FBI, Security Division, Clearance Passage and Sub-Programs Unit (CPSU), WB-450, 935 Pennsylvania Avenue, NW, Washington, DC 20535. “Employee-type” access is defined as access by a contractor which includes their assignment to an FBI location with access to FBI protected information and information systems. If the contractor employee is not located within the Washington, DC metropolitan area, the executed Loyalty Agreement Form and current or expired foreign passport should be forwarded via Federal Express. Receipt of the foreign passport will be validated through the issuance of a property receipt to the contractor employee. The contractor employee shall notify the Unit Chief, CPSU of their contract performance termination, when possible, no earlier than 30 days prior to separation and request the return of his/her foreign passport. Temporary access to foreign passports for travel may be granted on a case-by-case basis taking into consideration the risk associated with the request and whether the risk is manageable and acceptable. Requests shall be submitted in writing to the Assistant Director, Security Division, or designee, at least 30 days prior to travel.

· The exercise of any right, privilege, or obligation of…