ATTACHMENT 2 - Fire Tape Media Offsite Storage.pdf

12760425Q0011

U.S. Department of Agriculture

Natural Resources and Environment, Forest Service

Chief Information Office, Fire-Cloud Enterprise Support Services, Tape-Media Transportation and Storage

Services

Statement of Work

ATTACHMENT 2 SOW

Contents

1. Introduction

2. Business Requirements

2.1. Pickup / Delivery

2.1.1. Monthly: All standard pick-ups should be Monday through Friday (excluding weekends and holidays). Pick up no later than the 5th day of every month (excluding weekends and holidays). If standard pick-up would fall on a holiday or weekend then the next business day would be appropriate

3. Loading/Unloading Specifications:

4. Technical Requirements

4.1. Secure Pickup Service Frequency and Scheduling

4.2. Secure Container

9. Transition In

10. Transition Out

11. Period of Performance

12. Equipment

13. Government Points of Contact

14. Security Language

15. Section 508 – Accessibility of Information and Communications Technology Section 508 Compliance

1. Introduction Established in 1905, the Forest Service (FS) is a federal agency that manages public lands in national forests and grasslands under a founding principle, "To provide the greatest amount of good for the greatest amount of people in the long run". The agency’s mission is to “sustain the health, diversity, and productivity of the Nation’s forests and grasslands to meet the needs of present and future generations”. The FS has the responsibility for stewardship of more than 193 million acres of the nation’s forests and grasslands; for developing and communicating scientific knowledge through research and development that leads to informed natural resource decision-making; for delivering technical assistance through state and private forestry programs; and for sharing knowledge and experience with others in the global community through international forestry. Performing this mission requires a strong and effective network of operational and administrative support.

The United States Department of Agriculture (USDA), Natural Resources and Environment (NRE), Forest Service (FS) Chief Information Office (CIO) requests to establish a service based contract for Tape-Media Transportation and Storage Services.

All physical media generated by the Forest Service Fire NESS infrastructure group, stored at the Vender facility is the property of the United States Department of Agriculture, Natural Resources and Environment, Forest Service.

2. Business Requirements

Offsite data storage is a common practice with regards to high value government data. The data stored on the Linear Tape-Open (LTO) magnetic tape data storage technology is the encrypted, compressed, static media of choice used to retain Fire Activity related data indefinitely. The government requires the pick-up, consolidation, and storage of said media in a secure facility with limited and controlled access. No one other than those designated on the Vender account or identified herein shall have access to recall the storage media.

The Contractor shall provide for scheduled delivery services no later than the 5th day of each month. If the 5th day is a weekend or a holiday the next business day will be considered that no later than date of that month for pickup and delivery of media/containers. 4-5 tapes per month is the average pickup/delivery load. Times are in local time (Central Time). Individual Tape size:

5 in., X 4in., X 0.8 in.

Contractor facilities shall have 24/7 availability.

Contractor will have the responsibility of retrieving previous tapes from incumbents’ storage facility (ref. Base Year line item 0007 from Attachment 1 BOM). The transition plan must ensure that Forest Service storage media and the content contained on the media is fully protected according to security guidelines provided, is transitioned to the new service provider in a timely manner preventing excessive delay in access to the media and services by the Forest Service, and that all media is completely accounted for when transition is complete.

2.1. Fire suppression Requirements

2.2. Fire Prevention Standards: The vender shall maintain a storage facility equipped with fire-prevention measures designed to mitigate the risk of fire hazards. These measures shall include, at a minimum:

2.2.1. Compliance with all applicable federal, state, and local fire codes.

2.2.2. Regular facility inspections and adherence to preventive maintenance schedules for electrical, heating, and storage equipment to minimize fire risks.

2.2.3. Prohibition of flammable materials in storage areas unless required for operational purposes and stored in accordance with regulatory standards.

2.3. Fire-Suppression System Requirements: The storage facility shall be equipped with a certified fire-suppression system capable of protecting sensitive media, such as LTO-8 tape media, without causing damage. The system shall include:

2.3.1. Non-Water-Based Suppression: A suppression system utilizing clean agents (e.g., FM-200, Novec 1230, or equivalent) to avoid water damage to electronic media and ensure compliance with National Fire Protection Association (NFPA) standards.

2.3.2. Automatic detection and activation capabilities triggered by heat, smoke, or other fire indicators.

2.4. Monitoring and Alarm Systems: The Vender shall ensure that the facility is equipped with:

2.4.1. A 24/7 fire detection and monitoring system integrated with a central alarm system to notify local fire services immediately in the event of an incident.

2.4.2. Redundant notification systems to ensure prompt response in the case of primary system failure.

2.5. Regular Testing and Certification: The fire-suppression and detection systems must be inspected, tested, and certified by a licensed professional on at least an annual basis. Records of inspection and certification shall be provided to the Government upon request.

2.6. Response Protocols: The Vender shall maintain documented emergency response protocols, including evacuation plans, fire-containment procedures, and measures for the immediate protection of stored LTO-8 tape media.

2.7. Insurance Requirements: The Vender shall maintain adequate insurance coverage for damages resulting from fire or fire-suppression system failures, sufficient to cover the replacement value of stored media and associated data recovery costs.

2.8. All secure tape media shall be stored at the contractor site, contractor shall provide delivery and pick up services that shall be performed at the following Government sites:

DISC Facility Address DISC Facility Hours & Staffing Digital Infrastructure Service Center 8930 Ward Parkway Kansas City, MO 64114-3302

24 hours a day, 7 days a week, 365/6 days a year.

Primary Production Data Center of the DISC

2.9. Pickup / Delivery

2.9.1. Monthly: All standard pick-ups should be Monday through Friday (excluding weekends and holidays). Pick up no later than the 5th day of every month (excluding weekends and holidays). If standard pick-up would fall on a holiday or weekend then the next business day would be appropriate.

2.9.2 One time: Retrieve approximately 2,460 tapes from incumbent located in Kansas

City, MO.

In the event of a declared emergency media recall an unscheduled pick up will be requested.

Any unscheduled pick up/deliveries requested by Fire IT in addition to the regular scheduled pickup, weekends or holidays will be considered on Unscheduled Additional Delivery Services.

Contractor will provide inside delivery to ensure chain of custody is transferred.

3. Loading/Unloading Specifications:

There is no absolute time limitation for loading and unloading of media, documents, and containers at DISC; however, vehicle(s) must be of sufficient size and personnel of sufficient number to meet the capacity requirements estimated for scheduled monthly service in a single trip. The Contractor personnel responsible for pickup and delivery should not leave DISC’s materials unattended at any time during the process of moving items to or from the vehicle or facilities. Loads must be secured to prevent cabinets from tipping or rolling. The Contractor shall be responsible for the chain of custody of the Government items while in their control.

Containers must be secured to prevent sliding or tumbling.

Change in Schedule:

The time of the scheduled pickup and delivery service may be modified by mutual agreement between the DISC COR or appointed Government official and the Contractor.

Stop Delivery:

In the event it should be necessary to cancel a scheduled service, the COR or appointed Government official shall give the Contractor advance notice.

Pick Up and Delivery Location:

Kansas City, MO (KC): All media and documents for the DISC shall be picked up and delivered at one location. The DISC pick up/delivery room location is at the loading docks, adjacent to the Guard Station in the Federal Building, 8930 Ward Parkway, Kansas City, MO 64114. To gain entry into the facility, the Contractor will pull up to the lift gates at the Ward Parkway east entrance and press the call button to request access from the guards. The Contractor shall check in at the South Door Guard Station. The guards will contact data center personnel for the exchange of media between DISC and the offsite courier.

3. Technical Requirements

3.1. Secure Pickup Service Frequency and Scheduling

3.1.1. Monthly scheduled pickups to be coordinated with the DISC data center staff.

3.1.2. Ability to accommodate ad-hoc pickup requests within a specified lead time (48-72 hours).

3.1.3. Retrieve approximately 2,460 tapes from incumbent located in Kansas

City, MO

3.2. Secure Container

Use of tamper-evident, lockable containers for transporting LTO-8 tapes

3.3. Containers must be durable and resistant to environmental factors such as moisture and dust

3.3.1. Each container should have a unique identifier for tracking purposes.

3.4. Transportation Security

3.4.1. Vehicles used for transportation must be equipped with GPS tracking and real-time monitoring.

3.5. Drivers must undergo background checks and security training.

- Chain-of-custody documentation must be maintained and signed at each transfer point. Storage Services

4. Security Features

4.1. Facility must have 24/7 surveillance with CCTV cameras covering all entry and exit points.

4.2. Access control systems in place, allowing only authorized personnel to enter storage areas.

4.3. Regular security audits and vulnerability assessments.

5. Environmental Controls

5.1. Climate-controlled storage environment maintaining a constant temperature range of 16-24°C (60-75°F) and humidity between 20-50%.

5.2. Redundant HVAC systems to ensure environmental stability.

5.3. Regular monitoring and logging of environmental conditions.

6. Cataloging and Inventory Management

6.1. Implementation of a barcode or RFID system for accurate tracking and management of tapes.

6.1.1. Detailed inventory management system that includes tape IDs, pickup dates, storage locations, and retrieval history.

6.1.2. System must support custom naming conventions and allow for easy searching and indexing of tapes. The Fire-Cloud group will, when necessary, request the return of tapes. Those requests will reference this naming convention.

7. Capacity and Expansion

7.1. Initial capacity to store the current inventory of 2500 tapes with scalable options to accommodate future growth.

7.2. Adequate shelving and storage solutions to prevent physical damage to tapes.

7.2.1. Retrieval Services

7.2.1.1. Request Processing

7.2.1.1.1. Online portal or dedicated customer service for submitting retrieval requests.

7.2.1.1.2. Automated confirmation and tracking of retrieval requests.

7.3. Turnaround Time

7.3.1. Standard retrieval turnaround time of 24-48 hours.

7.3.2. Option for expedited retrieval services within 4-6 hours for urgent needs.

7.4. Tracking and Delivery

7.4.1. Real-time tracking of retrieval requests and delivery status.

7.4.2. Secure delivery of retrieved tapes using the same secure containers and transportation methods.

8. Deliverables

Deliverable Due date

Monthly report – Number count of tapes/boxes picked up for the month

Due No later than the 5th business day of the month

9. Transition In

9.1. Vendor shall pick up existing tape inventory, transport and store at the new facility.

10. Transition Out

10.1. Current vendor shall prepare all existing inventory of tapes to be picked up for transport to the new facility.

11. Period of Performance

Base Year: Month 1-12

6 Month Option (FAR 52.217-8): Month 13-18

13. Equipment There is no government equipment furnished for this effort.

14. Government Points of Contact

The following are the Government’s Primary Points of Contact Government Facility Contacts:

Facility Name and email Phone KC Ed Howard ed.howard@usda.gov 816-645-1267

Government Delivery Contacts:

Emergency Government contacts:

(P) Richard Sheresh

Richard.Sheresh@usda.gov 910-709-

(A) Jason Stahl Jason.Stahl@usda.gov 986-200-

Program Manager (PM)

Primary: Richard Sheresh Phone: 910-109-8213 Email: Richard.Sheresh@usda.gov

First Alternate: Jason Stahl Phone: 986-200-3745

Facility Name / Unit Phone KC South Door Guard Station 816-926-7061 mailto:Richard.Sheresh@usda.gov mailto:Jason.Stahl@usda.gov mailto:Richard.Sheresh@usda.gov

Email: Jason.Stahl@usda.gov

Contracting Officer's Representative (COR)

Primary: Stephanie Stone Phone: 970-502-8996 Email stephanie.stone@usda.gov

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements to the Contracting Officer, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract or order.

Contracting Officer (CO):

Primary: Derick Yara Email: Derick.Yara@usda.gov

15. Security Language Section 11.1 By accepting this contract/agreement, the Contractor and other external organizations (hereafter called Contractor) providing Information Technology (IT) resources or services to the United States Forest Service (FS) agrees to comply with the applicable IT security policy as outlined in this document. The Contractor and other external organizations will be responsible for IT security for all systems connected to the FS network or operated by the Contractor and other external organizations for the FS, regardless of location. This clause is applicable to all or any part of the contract that includes IT resources or services in which the Contractor and other external organizations must have physical or logical access to FS information that directly support the mission of the FS. The term “information technology,” as used in this clause, means any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major applications and general support systems as defined by Office of Management and Budget (OMB) Circular A-130.

mailto:Jason.Stahl@usda.gov mailto:stephanie.stone@usda.gov mailto:Derick.Yara@usda.gov

1.2 The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of work under this task. The Contractor shall also protect all unclassified Government data, equipment, etc., by treating information as sensitive business, confidential information, controlling and limiting access to the information, and ensuring the data and equipment are secured within their facility.

1.3 The Contractor or other external organization will not publish or disclose in any manner, without the FS Contracting Officer’s written consent, the details of any programs, documentation, data, or safeguards either designed or developed by the Contractor or other external organization under this Contract or otherwise provided by the Government. The Contractor may be required to sign non-disclosure or other appropriate security agreements. A written agreement between the FS and any contractors and other external organizations will be entered into before FS data and information otherwise exempt from public disclosure may be disclosed to the contractors and other external organizations. The Contractor and other external organizations will agree to establish and follow security precautions considered by the FS to be necessary to ensure proper handling of data and information.

1.3.1 Data Rights. As may be identified elsewhere in this contract, the Contractor agrees that:

1.3.1.1 The draft and final deliverables and all associated working papers and other materials deemed relevant by the Contracting Officer’s Representative (COR) that have been generated by the Contractor in the performance of this contract are the property of the United States Government and must be submitted to the COR at the conclusion of the tasks.

1.3.1.2 All documents produced for this project are the property of the United States Government and cannot be reproduced or retained by the Contractor.

1.3.1.3 FS will retain unrestricted rights to all federally owned and/or federally managed data and/or metadata that FS either owns or manages that is handled under this contract. Specifically, FS retains ownership of any user created/loaded data and applications collected, maintained, used, or operated on behalf of FS and hosted on contractor’s infrastructure, as well as maintains the right to request full copies of these at any time. If requested, data shall be available to FS within one

(1) business day from request date or within the timeframe specified and provided using an encryption standard that meets FS requirements. In addition, the data shall be provided at no additional cost to FS. The contractor shall maintain all information in accordance with Executive Order 13556 – Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and FS policies and shall not dispose of any records unless authorized by FS. All contractors shall complete the applicable USDA/FS records management training at least annually during the life of this contract.

1.3.1.4 The contractor shall be accountable and document all activities associated with the transport of government information, devices, and media transported outside controlled areas and/or facilities. These include information stored on digital media (e.g., CD- ROM, tapes, etc.), non-digital media (e.g., paper), and mobile/portable devices (e.g., USB flash drives, external hard drives, and SD cards).

1.3.1.5 All information, devices and media shall be encrypted with FS-approved encryption mechanisms to protect the confidentiality, integrity, and availability of all government information transported outside of controlled facilities.

1.3.1.6 The contractor shall ensure all electronic and paper records are appropriately disposed of, and all devices and media are sanitized, in accordance with NIST SP 800-88 Rev 1, Guidelines for Media Sanitization.

1.4 To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of Government data, the Contractor will afford the Government access to the Contractor’s or other external organization’s facilities, installations, technical capabilities, operations, documentation, records, and databases. The Contractor will cooperate with Federal agencies and their officially credentialed representatives during official inspections or investigations concerning the protection of FS information.

Cooperation may include providing relevant documentation showing proof of compliance with federal and agency requirements and rendering other assistance as deemed necessary.

1.5 If new or unanticipated threats or hazards are discovered by either the Government or the Contractor or other external organization, or if existing safeguards have ceased to function, the discoverer will immediately bring the situation to the attention of the other party. The Contractor will report real or suspected incidents or violations immediately upon discovery to the USDA Computer Incident Response and Recovery Branch (CIRRB), by e-mail, at cyber.incidents@usda.gov.

1.6 When the design, development, or operation of a system of records on individuals is required to accomplish an agency function, the Contractor will be required to design, develop, or operate a system of records on individuals subject to the Privacy Act of 1974, Public Law 93- 579, December 31,1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal penalties.

1.6.1 The Contractor agrees to –

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

1.6.1.1.1 The systems of records; and

1.6.1.1.2 The design, development, or operation work that the contractor is to perform.

mailto:cyber.incidents@usda.gov https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fuscode.house.gov%2Fbrowse.xhtml%3Bjsessionid%3D114A3287C7B3359E597506A31FC855B3&data=04%7C01%7C%7C7244ba25b77f4be12aa408d93bfaf14a%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637606771256949694%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=VbE6huKqM1L2ncIqqFcseWt5L6qsT1rL%2B1LJ50F%2B5mw%3D&reserved=0

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

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

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

1.6.3 Definitions include:

1.6.3.1 “Operation of a system of records,” as used in this clause, means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records.

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

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

1.6.3.4 “Personally Identifiable Information", as used in this clause, means information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual. (See Office of Management and Budget (OMB) Circular A- 130, Managing Federal Information as a Strategic Resource).

1.6.4 The FS will provide initial privacy training, and annual privacy training thereafter, to Contractor employees for the duration of this contract.

1.6.5 Completion of a FS-developed or FS-conducted training course shall be deemed to satisfy these elements.

1.6.6 The Contractor shall maintain and, upon request, provide documentation of completion of privacy training to the Contracting Officer.

1.6.7 The Contractor shall not allow any employee access to a system of records, or permit any employee to create, collect, use, process, store, maintain, disseminate, disclose, dispose, or otherwise handle personally identifiable information, or to design, develop, maintain, or operate a system of records unless the employee has completed privacy training, as required by this clause.

1.6.8 The substance of this clause, including this paragraph, shall be included in all subcontracts under this contract, when subcontractor employees will:

1.6.8.1 Have access to a system of records;

1.6.8.2 Create, collect, use, process, store, maintain, disseminate, disclose, dispose, or otherwise handle personally identifiable information; or

1.6.8.3 Design, develop, maintain, or operate a system of records.

1.6.9 The contractors and other external organizations will ensure that the following banner is displayed on all FS systems that contain Privacy Act information operated by the contractors and other external organizations prior to allowing anyone access to the system:

“This system contains information protected under the provisions of the Privacy Act of 1974 (Public Law 93-579). Any privacy information displayed on the screen or printed must be protected from unauthorized disclosure. Employees who violate privacy safeguards may be subject to disciplinary actions, a fine of up to $5,000, or both.”

1. CONTRACTORS/COOPERATORS REQUIRE BUILDING ACCESS AND/OR INFORMATION

SYSTEM ACCESS

The Contractor shall insert these clauses in all subcontracts when the subcontractor is required to have routine physical access to a federally controlled facility and/or routine access to a federally controlled system. Failure to comply with said requirements will constitute cause for termination.

2.2 IT Security Training: The Contractor and other external organizations will ensure that its employees performing under this contract fulfill all Forest Service requirements for mandatory security and privacy awareness and role-based advanced security training in accordance with OMB Circular A-130, FISMA, and NIST requirements, and sign all applicable FS statements of responsibilities.

2.3 Rules of Behavior: The contractor shall ensure that all employees performing on the contract sign and comply with the applicable USDA/FS Rules of Behavior (ROB) and any specific rules provided by the Program Office.

2.4 Background Investigations: All non-government employees with unescorted access to FS facilities, computer systems and/or FS information must have background investigations commensurate with the level of risk and magnitude of loss or harm. The FS will determine the level of background investigation and position classification needed.2.5 Personal Identity Verification of Contractor Personnel: The Contractor shall be responsible for ensuring compliance by its employees with all applicable federal regulations, to include those of GSA, NIST, USDA, FS and HSPD-12. Contractors and their employees are subject to all Federal laws applicable to Government installations and are under the jurisdiction of the Federal Protective Service (FPS). The Contracting Officer Representatives (CORs; also known as Contracting Officer Technical Representatives), or other designated program/project officers, in conjunction with the FS HCM HSPD-12 staff, will assist the Contractor in processing the required Security Background Investigations/Clearances.

2.5.1 The Contractor shall comply with the personal identity verification (PIV) policies and procedures established by U.S. Department of Agriculture (USDA) Directives 3800 series.

2.5.2 Should the results of the PIV process require the exclusion of a Contractor’s employee; the Contracting Officer will notify the Contractor in writing.

2.5.3 The Contractor must appoint a representative to manage this activity and to maintain a list of employees eligible for a USDA PIV ID Badge required for performance of the work.

2.5.4 The responsibility of maintaining a sufficient workforce remains with the Contractor. Employees may be barred by the Government from performance of the work should they be found ineligible or to have lost eligibility for a USDA PIV ID Badge.

Failure to maintain a sufficient workforce of employees eligible for a USDA PIV ID Badge may be grounds for termination of the contract.

2.5.5 The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have access to a federally controlled facility or system.

2.5.6 The PIV Sponsor for this contract is the Contracting Officer Representative, Program Manager, or delegated sponsor, unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information from 0800 EST Monday through 1600 EST at office address to be determined based on location for registration. The Government shall notify the Contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration.

2.5.7 At this time, the Government will pay for and process all required security investigations/clearances, except as identified differently within this clause.

2.5.8 The Contractor should be aware of any of its employees possibly having had a background investigation through another government agency. The investigation that was conducted, if verifiable by the FS HSPD-12 staff, and if it was completed within the last 5 years, can be accepted by the Government in lieu of a background check.

2.5.9 The Contractor shall comply with any facility badging requirements for the issuance of building access, badges, etc.:

2.5.9.1 Ensure that each of the Contractor’s employees has been issued either a temporary or permanent badge from the Government. A permanent badge will not be issued until the security questionnaire has been completed and favorably reviewed. Temporary or visitor badges will be provided for persons who are identified as having an infrequent or temporary legitimate business need for access to the site. As noted above, periods that exceed 180 days will require a permanent badge. The badge must be worn at all times while in the facility. It must be displayed above the waist. The individual will retain possession of the badge as long as continued admittance to the site is needed.

2.5.9.2 Ensure the safekeeping, wearing, and visibility of Government-furnished badges.

2.5.9.3 Immediately return all badges and permits to the Government when such need ceases to exist.

2.5.10 The Contractor shall comply with any facility security requirements for access to the facility.

2.5.11 The Contractor shall comply with all applicable rules governing parking at USDA locations.

2.6 Hiring of Foreign Nationals. The Contractor acknowledges that personnel must be either U.S. citizens or Lawful Permanent Residents, also known as “green card” holders, in order to access:

2.6.1 USDA Mission Areas, Agencies and Staff Offices or controlled facilities; or

2.6.2 Information Technology (IT) systems or security items or products.

2.6.3 This includes contractors, subcontractors, experts, consultants, and paid/unpaid interns hired for work within the United States or its territories.

2.6.4 The Contractor must identify in their proposals the names and citizenship of all non-U.S. citizens proposed to work under the contract. Any additions or deletions of non- U.S. citizens after contract award must be reported to the Contracting Officer (CO) or Contracting Officer's Representative (COR).

16. Section 508 – Accessibility of Information and Communications Technology This contract vehicle is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C.

749d) as amended by the Workforce Investment Act of 1998 (P.L.

105-220). The Revised Section 508 Standards, which consist of 508 Chapters 1 and 2 (Appendix A), along with Chapters 3 through 7 (Appendix C), contain scoping and technical requirements for information and communication technology (ICT) to ensure accessibility and usability by individuals with disabilities. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Each ICT product or service furnished under this contract shall comply with the Revised Section 508 ICT Accessibility Standards at a minimum, as specified in the contract. If any furnished product or service is determined to be noncompliant, the Contracting Officer will notify the Contractor in writing. The Contractor shall, without charge to the Government, remediate or replace the noncompliant products or services within a specified timeframe as determined by the Government in writing. If such remediation or replacement is not completed within the time specified, the Government shall have the following recourses:

1) Cancellation of the contract, delivery, task order, purchase, or line item without termination liabilities; or

2) In the case of custom ICT being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant ICT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

The contractor must ensure all noncompliant ICT products and services are provided pursuant to extensive market research and exhibit the highest level of compliance while satisfying the contract requirements.

For every ICT product or service accepted under this contract by the Government that does not comply with the Revised Section 508 Accessibility Standards, the contractor shall, at the discretion of the Government, remediate or upgrade the item with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date, whichever shall occur first.

Section 508 Compliance Vendors, contractors, and their respective ICT products and services shall comply with the following standards, policies, and procedures. In the event of conflicts between the referenced documents and this contract vehicle, the contract vehicle shall take precedence.

1) Revised Section 508 ICT Accessibility Standards

2) Section 508 of the Rehabilitation Act as amended (29 U.S.C. 794d)

3) Federal Acquisition Regulation (FAR) Subpart 39.2

4) USDA Section 508 Departmental Regulation

Additionally, all contract deliverables are subject to these standards.

All ICT products and services, regardless of format, must conform to the applicable Section 508 standards to allow Federal employees and members of the public with disabilities equivalent access to and use of information and data provided to those without disabilities.

All contractors, sub-contractors, and consultants are responsible for preparing or posting content must comply with the applicable Section 508 accessibility standards and, where https://www.access-board.gov/ict/#about-the-ict-accessibility-standards https://www.access-board.gov/law/ra.html#text-of-section-508-of-the-rehabilitation-act-of-1973-as-amended-29-usc-794d https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2039_2.html http://www.ocio.usda.gov/document/departmental-regulation-4030-001 applicable, those set forth in the referenced policy or standards document. Remediation of any noncompliant ICT or materials as set forth in this contract vehicle shall be the responsibility of the contractor, sub- contractor, or consultant.

According to the Access Board’s Section 508 Scoping Requirements The following Section 508 provisions apply to the products and/or services identified in this contract vehicle:

• C202 Functional Performance Criteria: Where the requirements in Chapters 4 and 5 do not address one or more functions of telecommunications or customer premises equipment, the functions not addressed shall conform to the Functional Performance Criteria specified in Chapter 3.

• C203 Electronic Content: Electronic content that is integral to the use of telecommunications or customer premises equipment shall conform to

• C204 Hardware: Where components of telecommunications equipment and customer premises equipment are hardware, and transmit information or have a user interface, those components shall conform to applicable requirements in Chapter 4.

• C205 Software: Where software is integral to the use of telecommunications functions of telecommunications equipment or customer premises equipment and has a user interface, such software shall conform to C205 and the applicable requirements in Chapter 5. WCAG Conformance: User interface components, as well as the content of platforms and applications shall conform to the

• C206 Support Documentation and Services: Where support documentation and services and provided for telecommunications equipment and customer premises equipment, manufacturers shall ensure that such documentation and services conform to Chapter 6 and are made available upon request at no additional charge.

In addition, vendors and contractors shall comply with the standards, policies, and procedures below for all ICT pursuant to this contract:

• For Custom ICT Development Services, the vendor or contractor shall ensure the ICT fully conforms to the applicable Revised Section 508 standards prior to delivery and before final acceptance.

• For Installation, Configuration, and Integration Services, the vendor or contractor shall not install, configure, or integrate the equipment and software in a way that reduces the level of conformance with the applicable Revised Section 508 standards.

• For Maintenance, Upgrades, and Replacements, the vendor or contractor shall the most current WCAG Level A and Level AA Success Criteria and

A and Level AA Success Criteria and Conformance Requirements most current WCAG Level

Conformance Requirements https://www.access-board.gov/ict/#508-chapter-2-scoping-requirements https://www.access-board.gov/ict/#C202-functional-performance-criteria https://www.access-board.gov/ict/#C203-electronic-content https://www.access-board.gov/ict/#C204-hardware https://www.access-board.gov/ict/#C205-software https://www.access-board.gov/ict/#C206-documentation-services ensure maintenance upgrades, substitutions, and replacements do not reduce the original level of conformance with the applicable Revised Section 508 standards at the time of the contract award.

• Service Personnel are ensured by the vendor or contractor to possess the knowledge, skills, and ability necessary to address the applicable Revised Section 508 standards and shall provide supporting documentation upon request.

• When providing Hosting Services, the vendor or contractor shall not reduce the existing level of conformance of the electronic content with the applicable Revised Section 508 standards.

• When purchasing ICT where 1) Section 508 validation is not possible prior to award, 2) the ICT will be changed after the award, or 3) ICT will be hosted in a third-party environment, the vendor or contractor shall test and validate the ICT solution for conformance to the Revised Section 508 standards, in accordance with the required testing methods as defined by the agency.

• The vendor or contractor shall document and maintain information regarding the measures taken to ensure compliance with the applicable requirements. This documentation includes but is not limited to testing records, product demonstrations, and reported defects by end users and testers.

• Prior to acceptance, the vendor or contractor shall provide an Accessibility Conformance Report (ACR) for each ICT item that is developed, updated, and/or configured for the agency, and when product substitutions are offered. The ACR should be based on the latest version of the Voluntary Product Accessibility Template (VPAT) provided by the Information Technology Industry Council (ITI). To be considered for award, an ACR must be submitted for each ICT item, and must be completed according to the instructions provided by the ITI.

Note: A supplemental ACR may be required if the agency has additional or stricter accessibility requirements than what is outlined in the VPAT.

• Prior to acceptance, the agency reserves the right to require a full working demonstration of the completed ICT item to demonstrate conformance to the agency’s accessibility requirements in addition to independent testing to validate.

• In the case of non-compliance where the vendor or contractor claims its products and/or services satisfy the applicable Revised Section 508 standards specified in the contract vehicle, the contracting officer will promptly inform the vendor or contractor in writing of the non- compliance. The vendor or contractor shall, at no cost to the agency, repair or replace the non-compliant products or services within the period specified by the contracting officer.

All Information and Communications Technology (ICT) subject to the Revised Section 508 standards will be evaluated for Section 508 conformance and usability. The test must be administered by a Federal Section 508 Testing Center. All maintenance for ICT that requires https://www.section508.gov/sell/vpat https://www.section508.gov/sell/vpat http://www.itic.org/policy/accessibility upgrades, modifications, installations, repairs, and purchases shall adhere to the Revised Section 508 standards.