Attachment 1 Proposal Instructions Workers Compensation Claims Investigator.pdf

Proposal Instructions

Offerors shall submit a complete proposal consisting of three separate volumes:

• Volume I – Technical Proposal

• Volume II – Past Performance

• Volume III – Price Proposal

Each volume shall be clearly identified and submitted separately. The Technical Proposal shall not contain price information.

Failure to submit all required information may result in the proposal being determined technically unacceptable. The Government reserves the right to reject proposals that fail to provide sufficient information to permit a complete evaluation.

The Offeror's proposal shall demonstrate its ability to provide lawful, unbiased, comprehensive, and professionally managed administrative investigative services in support of active workers’ compensation claims. The Offeror shall demonstrate an understanding that its responsibility is to gather, document, preserve, and report factual evidence. Medical, legal, workers’ compensation entitlement, or other administrative determinations remain the responsibility of the Government.

VOLUME I – TECHNICAL PROPOSAL

The Technical Proposal shall clearly demonstrate the Offeror's capability to successfully meet all requirements contained in the Statement of Work (SOW). The Technical Proposal shall address each technical factor below in the order presented.

Factor 1 – Technical Approach and Understanding

The Offeror shall describe its overall technical approach for conducting lawful administrative investigations involving active workers’ compensation claims. The approach shall demonstrate a sound, unbiased, repeatable, legally compliant, and efficient methodology for accomplishing the requirements of the SOW.

The proposal shall include, at a minimum:

A. Case Intake and Investigation Planning

• Method for reviewing Government-provided case information, including documented medical restrictions, investigative objectives, authorized scope, known identifiers, aliases, locations, and investigative leads.

• Procedures for developing a case-specific investigation plan.

• Approach for establishing monitoring parameters, surveillance windows, staffing assignments, equipment requirements, safety considerations, and escalation criteria.

• Procedures for determining appropriate investigative methods based upon the circumstances of each case.

• Controls for ensuring that investigators remain within the authorized scope of the assignment.

• Procedures for obtaining Government approval before making material changes to the scope or methodology of an investigation.

B. Public-Source Research, Social Media Monitoring, and OSINT

The Offeror shall describe its methodology for conducting lawful Open-Source Intelligence (OSINT) and social media research.

The proposal shall include:

• Methods for identifying and validating publicly accessible social media accounts, aliases, platforms, posts, photographs, videos, tags, check-ins, public groups, and other relevant publicly available information.

• Procedures for establishing and documenting search terms, keywords, hashtags, date ranges, locations, filters, and other search parameters.

• Procedures for verifying the identity of the subject and the context, date, location, authenticity, and relevance of information before including the information in an investigative report.

• Methods for capturing and preserving source links, screenshots, photographs, videos, metadata, and other electronic evidence.

• Procedures for maintaining an audit trail of OSINT and social media investigative activities.

• Procedures for ensuring that investigators do not circumvent privacy settings, misrepresent themselves to obtain access, or otherwise use unauthorized means to obtain information.

• Procedures for maintaining secure investigative logs and databases.

• Procedures for providing interim reports or updates regarding monitoring activities and significant findings.

C. Lawful Surveillance and Observation

The Offeror shall describe its methodology for conducting lawful surveillance, observation, and activity monitoring.

The proposal shall include:

• Approach for identifying lawful public observation locations and productive dates and times for surveillance.

• Procedures for planning and conducting surveillance assignments.

• Methods for assigning investigators and defining personnel roles during surveillance activities.

• Procedures for documenting observed activities, including dates, start and end times, locations, estimated duration, individuals involved, and objective descriptions of activities.

• Procedures for lawful photographic and video documentation.

• Methods for documenting timestamps, device identification, observer identification, and storage locations for investigative media.

• Procedures prohibiting trespass, unauthorized entry onto private property, hidden recordings in private spaces, harassment, entrapment, or other unlawful investigative practices.

• Procedures for addressing weather conditions, equipment failure, safety concerns, loss of visual contact, or other circumstances affecting surveillance.

• Procedures for immediately notifying the Government of significant events, legal concerns, safety issues, or circumstances requiring Government direction.

D. Evidence Handling and Chain of Custody

The Offeror shall describe its procedures for preserving the integrity and admissibility of evidence collected during investigations.

The proposal shall include:

• End-to-end procedures for evidence collection, identification, labeling, preservation, storage, access, transfer, retention, and authorized destruction.

• Procedures for documenting who collected each item of evidence, when and where it was collected, and how it was created or obtained.

• Procedures for documenting subsequent access to or transfer of investigative evidence.

• Methods for preserving original electronic files and associated metadata.

• Procedures for maintaining chain-of-custody documentation.

• Security controls for limiting access to investigative evidence.

• Procedures for securely transmitting investigative evidence and reports to authorized Government personnel.

E. Quality Control, Timeliness, and Communication

The Offeror shall describe its quality control procedures for ensuring accurate, complete, timely, objective, and legally compliant investigative work.

The proposal shall include:

• Independent quality-review procedures.

• Procedures for reviewing investigative work for factual accuracy, completeness, neutrality, legal compliance, and consistency with Government objectives.

• Procedures for providing interim updates and post-surveillance observation logs.

• Procedures for communicating urgent findings or problems to the Contracting Officer's Representative (COR).

• Approach for resolving technical or performance problems.

• Ability to provide services during normal and nonstandard working hours, including weekends and holidays when required.

• Procedures for meeting established reporting and delivery schedules.

Factor 2 – Relevant Corporate Experience

The Offeror shall demonstrate recent and relevant corporate experience successfully performing requirements similar in scope, size, complexity, and geographic reach to the requirements of this solicitation.

The proposal shall describe the Offeror's experience with:

• Workers’ compensation investigations.

• Administrative investigations.

• Disability, fraud, integrity, or employee-misconduct investigations.

• Investigations comparing observed or publicly reported activities with documented functional or medical restrictions.

• Lawful physical surveillance.

• Social media investigations.

• Open-Source Intelligence (OSINT) research.

• Evidence collection, preservation, and chain-of-custody procedures.

• Investigative reporting is suitable for administrative or legal review.

• Investigative services performed for federal, state, tribal, local, or other public-sector organizations.

• Requirements involving Privacy Act information, Personally Identifiable Information (PII), records management, information security, and evidentiary requirements.

For each relevant effort identified, the Offeror should describe, as applicable:

• Customer or agency.

• Contract or project description.

• Period of performance.

• Scope and complexity of services.

• Geographic coverage.

• Volume of investigative assignments.

• Turnaround requirements.

• Role performed by the Offeror.

• Investigative methodologies utilized.

• Quality-control procedures.

• Significant performance challenges and how they were addressed.

• Results or outcomes achieved.

Factor 3 – Nationwide Capability and Responsiveness

The Offeror shall demonstrate its ability to provide consistent, timely, and legally compliant investigative services throughout the anticipated geographic scope of the requirement.

The proposal shall include:

• Description of the Offeror's nationwide investigative coverage model.

• Identification of company offices, employees, investigators, approved subcontractors, affiliate networks, or other resources used to provide geographic coverage.

• Geographic locations currently supported by the Offeror.

• Procedures for confirming that investigators possess all applicable state and local licenses, registrations, insurance, and other authorizations before assignment.

• Mobilization timelines for routine and urgent investigative assignments.

• Approach for supporting investigations in rural, remote, or high-travel-cost locations.

• Ability to provide services outside normal business hours, including weekends and holidays.

• Surge capacity and backup coverage.

• Business continuity approach for maintaining investigative services during emergencies or operational disruptions.

• Quality-assurance procedures for maintaining consistent investigative methods and reporting standards across different investigators and jurisdictions.

• Procedures for planning and controlling travel.

• Procedures for obtaining required Government approval for reimbursable travel.

• Communication procedures with the COR regarding travel, scheduling, mobilization, and investigative assignments.

Factor 4 – Legal, Ethical, Privacy, and Security Compliance

The Offeror shall demonstrate its ability to conduct investigations in accordance with applicable legal, ethical, privacy, evidentiary, and information-security requirements.

The proposal shall include:

• Description of the Offeror's approach to complying with applicable federal, state, territorial, tribal, and local laws governing private investigations, surveillance, recording, privacy, workers’ compensation investigations, licensing, and evidence collection.

• Procedures for identifying jurisdiction-specific legal requirements before beginning an investigation.

• Procedures for obtaining legal or compliance review when applicable jurisdictional requirements are unclear or an investigative technique presents heightened privacy or evidentiary risk.

• Policies addressing conflicts of interest, impartiality, professional conduct, misrepresentation, and prohibited investigative activities.

• Procedures for protecting Privacy Act information and Personally Identifiable Information (PII).

• Procedures for protecting Government-furnished information and investigative media.

• Role-based access controls.

• Encryption and secure transmission procedures.

• Information-security incident reporting and breach-response procedures.

• Records retention and authorized destruction procedures.

• Procedures to ensure that investigative evidence is collected and maintained in a manner suitable for administrative use.

• Approach to meet applicable Section 508 accessibility requirements for electronic reports and deliverables.

The Offeror shall specifically explain how its policies and procedures prevent unauthorized investigative practices, including trespassing, unauthorized access to private information, hidden recording in private spaces, harassment, entrapment, or circumvention of privacy settings.

Factor 5 – Management, Staffing, and Investigator Qualifications

The Offeror shall demonstrate that its proposed management structure and personnel provide sufficient qualifications, capacity, supervision, geographic coverage, and continuity to successfully meet the requirements.

The proposal shall include:

A. Project Management

• Organizational chart identifying the management structure proposed for this requirement.

• Identification of the proposed Project Manager.

• Identification of the proposed alternate Project Manager.

• Résumé for the proposed Project Manager and alternate.

• Description of the Project Manager's relevant investigative and management experience.

• Description of the Project Manager's authority to act on behalf of the Contractor.

• Procedures for maintaining communication with the Contracting Officer and COR.

• Procedures for responding to Government requests and resolving technical issues.

B. Investigator Qualifications

The Offeror shall describe the qualifications of personnel proposed to perform or support investigations, including, as applicable:

• Investigators.

• OSINT/social media analysts.

• Surveillance personnel.

• Quality reviewers.

• Evidence custodians.

• Supervisors and other key personnel.

The proposal shall identify applicable:

• Professional licenses.

• Certifications.

• Background investigations or checks.

• Investigative experience.

• Training.

• Continuing education.

The Offeror shall describe personnel training in areas including:

• Lawful surveillance.

• OSINT and social media research.

• Objective observation and documentation.

• Evidence collection and preservation.

• Chain of custody.

• Investigative report writing.

• Privacy requirements.

• Cybersecurity and information protection.

• Investigator safety.

• Professional conduct and ethics.

C. Staffing and Continuity

The proposal shall include:

• Proposed staffing plan.

• Labor categories and anticipated labor mix.

• Workload assumptions.

• Geographic staffing model.

• Surge capacity.

• Backup coverage.

• Procedures for managing subcontractors or affiliate investigators, when applicable.

• Procedures for maintaining continuity of support.

• Procedures for replacing key personnel with personnel possessing equal or superior qualifications.

• Procedures for obtaining required Government approval before replacing designated key personnel.

Factor 6 – Quality of Reporting and Evidentiary Documentation

The Offeror shall demonstrate its ability to produce timely, objective, accurate, complete, organized, accessible, and legally defensible investigative reports and supporting documentation.

The proposal shall include:

• Description of the Offeror's investigative reporting process.

• Proposed investigative report format or template.

• Proposed observation log format or template.

• Proposed social media/OSINT log format or template.

• Proposed chain-of-custody documentation or template.

• Procedures for distinguishing observed facts from assumptions, analysis, opinions, or unverified information.

• Procedures for linking reported information to the applicable investigative objective, restriction, date, time, location, source, observer, photograph, video, screenshot, or other supporting evidence.

• Procedures for documenting source links, screenshots, media, and metadata.

• Procedures for identifying investigative limitations, evidentiary gaps, conflicting information, and unsuccessful surveillance.

• Procedures for documenting facts that do not support suspected inconsistency.

• Quality-review and correction procedures.

• Version-control procedures.

• Secure delivery procedures.

• Procedures for providing reports and supporting documentation in Government-compatible electronic formats.

• Procedures for ensuring applicable electronic reports and deliverables meet Section 508 accessibility requirements.

When requested by the solicitation, the Offeror shall provide representative samples or templates demonstrating the quality, organization, completeness, and usability of its proposed investigative reports and evidentiary documentation.

VOLUME II – PAST PERFORMANCE

The Offeror should provide information demonstrating recent and relevant past performance on contracts or projects similar in scope, size, complexity, and geographic reach to the Workers’ Compensation Claims Investigative Services requirement.

Relevant past performance may include:

• Workers’ compensation investigations.

• Administrative investigations.

• Fraud investigations.

• Disability investigations.

• Employee misconduct or integrity investigations.

• Physical surveillance.

• Social media investigations.

• OSINT investigations.

• Federal or public-sector investigative services.

• Evidence collection and chain-of-custody services.

• Investigative reporting supporting administrative or legal proceedings.

For each past performance reference required by the solicitation, the Offeror shall provide, at a minimum:

• Contract or project number, if applicable.

• Contract type.

• Contract value.

• Period of performance.

• Customer/agency name.

• Customer point of contact.

• Telephone number.

• Email address.

• Description of services performed.

• Geographic scope.

• Description of the complexity of services.

• Relevance to the current requirement.

• Percentage of work performed by the Offeror.

• Identification of significant subcontractors, if applicable.

• Description of performance challenges and corrective actions, when applicable.

The Government reserves the right to obtain past performance information from the Contractor Performance Assessment Reporting System (CPARS), other Government databases, customer references, or other sources available to the Government.

VOLUME III – PRICE PROPOSAL

The Price Proposal shall be submitted separately from the Technical Proposal.

The Price Proposal shall include, as applicable:

• Completed solicitation Price Schedule.

• Proposed unit prices.

• Extended prices.

• Labor rates or other pricing elements required by the solicitation.

• Travel or other direct-cost information required by the solicitation.

• Total Evaluated Price.

• Identification and explanation of any assumptions affecting the proposed price.

The Offeror should ensure that its proposed pricing accounts for all costs necessary to successfully perform the requirements of the solicitation, except for costs specifically identified by the solicitation as separately reimbursable by the Government.

The SOW provides that Government-required travel outside applicable local commuting areas will be reimbursed in accordance with the Federal Travel Regulations and requires advance COR approval for reimbursable travel. Offerors shall structure their Price Proposals consistent with the solicitation's final travel and reimbursement provisions.

Submission of Proposals

Proposals and any accompanying information must be submitted via email. Proposals must be received by 9/03/2026 2:00 pm. E.S.T. or may not be accepted. If you have any questions, please do not hesitate to contact the Contracting Officer, Edwin Ingram, by e-mail at e2ingram@bop.gov. All questions regarding this RFP must be submitted via email to e2ingram@bop.gov no later than August 25, 2026.

mailto:e2ingram@bop.gov