Attachment 4 - Statement of Work.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF WORK

RFP # 15F06725R0000235 Version 1.0 Page 1

DEPARTMENT OF JUSTICE

FBI Police Uniforms

Attachment 4 – STATEMENT OF WORK (SOW) September 2025

FINANCE AND FACILITIES DIVISION | PROCUREMENT

SECTION

RFP # 15F06725R0000235 Version 1.0 Page 2

1.0 SCOPE

This is a contract to provide for the routine and standard acquisition of police uniforms for the Federal Bureau of Investigation (FBI) Security Division (SecD). In conjunction with the Indefinite Delivery Indefinite Quantity (IDIQ) contract for the uniforms and accessories, the awardee (hereafter referred to as “contractor”) shall provide a secure online ordering system (hereafter referred to as the “website”), which allows the end-user to make purchases, track orders, and view order history, among other requirements as described in this document. The contractor is also required to provide tailoring services for all newly hired police officers’ uniforms and annual allotment uniform purchases, as necessary. This IDIQ will include non-personal services. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Annual uniform allotment purchases will be made through the website and have an ordering window of 30 days each year. New hire ordering is continuous throughout the year based upon when an applicant is approved for hire, after which the contractor will be required to provide tailoring services and furnish the tailored uniform for pick-up.

1.1 DESCRIPTION OF SERVICES/INTRODUCTION

The objective of this Statement of Work (SOW) is to obtain tailoring services and police uniforms to outfit the FBI Police, enabling them to maintain a professional appearance while remaining easily identifiable to the public. The products include shirts, pants, accessories, hats, patches, and outerwear; a full product list may be found in Attachment 3 – Pricing Matrix. Tailoring services will apply to new hires and current officers of the FBI Police, who are required to be outfitted with tailored uniforms. Tailoring services may also be utilized for annual allotment orders.

In addition, a website that offers FBI Police the ability to order items from Attachment 3 – Pricing Matrix is required. The website will afford the ability to track all purchases throughout the year, identify purchasing trends, and provide purchasing data for further decision-making purposes.

The period of performance shall be one (1) Base Year, followed by four (4) Option Years beginning at time of award.

1.2 BACKGROUND

The priorities of the FBI are to protect the United States from terrorist attacks, against foreign intelligence operations and espionage, cyber-based attacks and high-technology crimes, combat public corruption, protect civil rights, combat transnational and national criminal organizations and enterprises, combat crime, and support federal, state, local, and international partners to successfully perform the FBI’s mission.

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FBI Police Officers play a key role in keeping FBI personnel and surrounding areas secure. They provide service to those in their duty stations and travel, if necessary, to aid in times of crisis. FBI Police Officers are responsible for providing public safety by responding to emergencies, protecting people and property, enforcing laws, and promoting good community relations. The importance of uniformity and professional appearance is well established in law enforcement. A clean appearance conveys professionalism and allows officers to be easily recognizable should a person need to quickly seek aid.

It is standard for police departments to provide officers with multiple uniforms to wear, most commonly a dress uniform (Class A) and a standard or tactical uniform (Class B). Uniforms may be altered by adding patches to create a variety of specialized uniforms such as Bike Patrol and K9 Handler. To meet the needs of FBI Police, multiple clothing articles will be available to the officers. To ensure the safety of these officers, their uniforms must be without tears and replaced as needed.

2.0 APPLICABLE DOCUMENTS

Attachment 1 – Request for Proposal (RFP) Attachment 2 – Brand Name Justification Attachment 3 – Pricing Matrix Attachment 4 – Statement of Work (SOW) Attachment 5 – Patches and Tailoring Requirements

3.0 REQUIREMENTS

The FBI Police has two methods of attaining uniforms: (3.1) New Hires, with in-person uniform fitting, and (3.2) Uniform Allotment, via secure online ordering system. Both methods are necessary to ensure officers maintain an easily identifiable and professional appearance.

3.1 NEW HIRE UNIFORM PURCHASING

This task shall require the contractor to provide a tailor whose physical address is within a (50) fifty-mile radius of FBI HQ, 935 Pennsylvania Avenue, N.W., Washington, DC 20535. The FBI Police will transport between one (1) and thirty (30) officers to the tailor’s location for the tailoring process of new uniforms. FBI key personnel and the Authorizing Official, which will be designated at time of award, will contact the contractor to schedule the fitting at least 14 days in advance, at which the contractor shall provide a tailor. The tailor will measure all new officers for a full uniform to be ordered and picked up within 45 days of the fitting. To facilitate the tailoring process, the contractor shall provide a full set of Class A and New Hire items, identified by an “X” in Column D and Column G of Attachment 3 – Pricing Matrix, for the officer to try on at the fitting.

The contractor shall provide an enclosed and private fitting/changing room onsite.

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3.2 UNIFORM ALLOTMENT PURCHASING

Website: Home Page and Product Pages

This contract will require a secure online custom ordering system that is capable of the following features:

• General Requirements:

o Shall have allotment management and update balances as items are added to the cart and ordered o Shall have bulk order management and capability o Shall have online ordering and approval process o Shall store order history and tracking for the life of the contract, both at the individual level and the contract level o Shall have select administrators who can add, update, and remove users, edit profiles, and update allotments. These administrators will be designated at time of award o Shall utilize a username and password to only allow authorized FBI personnel access o Shall have the capability to notify select approving officials via email of pending order approvals

• User Accounts:

o Two user account types shall be created - a standard user and an administrative user Standard user accounts shall have the ability to browse, place orders, track orders, and add, edit, and delete items from a shopping cart Administrative user accounts shall, in addition to having all standard user account abilities, have the ability to review all purchase activity across the website, to include generating reports, and monitoring account activity across all accounts

• Home Page:

o Shall only display contracted items in the Attachment 3 – Pricing Matrix o Shall have the ability to sort, filter, and display products by category (footwear, undergarments, shirts, pants, headwear, pins, patches, outerwear, accessories) o Website shall display clear and accurate pictures of each item

• Product Pages:

o Upon selecting an individual product, user shall be brought to a new page where the product’s following details are provided Image of product on a model, with view from front and back Manufacturer Model/Part Number Available Color(s) Availability/Back-order Status

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Approximate Delivery Lead Time Price Product Specifications Product Description Add to Cart Functionality, to include selection of the quantity o Prior to adding an item to the cart, user shall have the ability to specify the following details: color, as indicated in Column D of Attachment 3 – Pricing Matrix, and sizing measurements, as indicated in Column F of Attachment 3 – Pricing Matrix.

The website shall be accessible twenty-four (24) hours per day, seven (7) days per week, via the internet. The contractor is allowed periodic website closures for maintenance and development purposes. Such closures shall be communicated to the Contracting Officer (CO) and the Contracting Officer Representative (COR) forty-eight (48) hours prior to the closure, unless such closure is necessitated by emergency circumstance, which shall be communicated immediately to the CO and COR.

The website shall be similar in form and function to commercial consumer online retail ordering websites. In this manner, there shall be tabbed product categories, a “shopping cart” experience, ability to search for products, account maintenance, and order status page.

Uniform allotment orders shall be ready for pickup within 90 days after ordering. If orders are not fulfilled within 90 days of ordering, the delayed schedule will be addressed in the CPARS evaluation.

3.3 TAILORING

The contractor shall provide a tailor to alter the clothing items as ordered by the FBI. Such tailoring abilities are to include adjusting pant inseams, waist, shoulders, and neck circumference, and the lengths of sleeves and shirts, as well as adding embellishments and patches. In addition, the contractor shall have the ability to produce an exact match of all patches. Attachment 5 – Patches and Tailoring Requirements has been provided for contractors to replicate and submit a physical sample of each patch. After award, a physical sample of the patches will be provided by the FBI to the contractor to be replicated within 30 days of award. FBI Police shoulder patches, chevrons, and cloth badge patches are to be sewn, and the Flex badges are to be screen-printed on the identified shirts and coats as listed on Attachment 5 – Patches and Tailoring Requirements.

Tailoring services will be performed on all new hire uniforms, as well as on uniform allotment orders, as needed. It is the contractor’s responsibility to meet these requirements.

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3.4 UNIFORM PICK-UP

New Hire uniforms shall be tailored and ready for pick up within 45 days after the tailoring appointment. Uniform allotment orders shall be ready for pickup within 90 days after they are ordered. If allotment orders are tailored, they shall be ready for pick up 45 days after their tailoring appointment.

The contractor shall prepare orders for pick up by separating each officer’s order by the officer’s name and name of duty station to which they are assigned.

Each pick up shall contain a packing slip with the following information:

•Delivery order (DO) number •Invoice Number and Invoice Date •Pick up date and total items in pick-up •Officer’s name and duty station •Unit price of each item, item number, description, and quantity of each item •Total cost for each item •Contractor name, address, phone number •Ordering Official point of contact to include name, telephone number, and email address

3.5 RETURNS AND EXCHANGES

If the wrong product was provided at fault of the FBI, the FBI will incur cost of return shipping, and an exchange for the correct product shall be shipped to the FBI at the cost of the FBI.

If the wrong product was provided at fault of the contractor, the contractor will incur cost of return shipping, and an exchange for the correct product shall be shipped to the FBI at the cost of the contractor.

No-cost size exchanges shall be allowed within 45 days after products have been picked up from the tailor, with products being unused and in new condition.

3.6 OTHER REQUIREMENTS

The contractor is responsible to provide pricing for the sizes indicated in Attachment 3 – Pricing Matrix. The contractor may not submit a different item than what is listed, if it is one of the specified brand-name products. For the brand name or equal products, if a product is submitted that is not the specified brand name, the equal product’s brand and part number must be notated on Attachment 3 – Pricing Matrix.

The contractor shall obtain FBI written approval prior to implementing any changes in item materials. This requirement applies to design, manufacturing, and timing.

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If issues arise that may jeopardize program timing, quality, cost, or receipt of goods, it is the responsibility of the contractor to notify the CO and COR in writing immediately.

The contractor shall communicate with the FBI about, and obtain pre-approval from the CO for, any changes in listed items in the Attachment 3 – Pricing Matrix. All issues regarding changes shall be directed to the FBI CO and COR as soon as they arise.

The contractor shall be responsible for meeting all timing requirements and shall be responsible for adhering to the timelines for each order.

3.7 PERIOD OF PERFORMANCE

This award will have a one (1) year base period of performance with four (4), one (1) year option periods.

All Option Years are exercised at the discretion of the Government and must be awarded by an official modification.

The government reserves the right to invoke FAR 52.217-8 Option to Extend Services, and FAR 52.217-9 Option to Extend the Term of the Contract.

4.0 KEY PERSONNEL

FBI administrative personnel will pick up the uniforms.

FBIHQ / QUANTICO / NEW YORK FIELD OFFICE / CJIS

FBI Police Officers Maya Stennet and Terrell Woods 935 Pennsylvania Avenue N.W.

Washington, DC 20535

5.0 PLACE OF PERFORMANCE

The primary place of performance shall be at the tailor’s physical address, which will be within a fifty (50) mile radius of FBI HQ, 935 Pennsylvania Avenue, N.W., Washington, DC 20535.

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6.0 DELIVERABLES

The Contractor shall provide monthly status reports to the Contracting Officer (CO) and the Contracting Office Representative (COR). The report will be an unclassified PDF attachment via email. The contents of this report shall contain the following, at a minimum:

• Funding and spending summary

• Inventory reports

• If applicable, items that were ordered and have not yet been picked up, and who the order was for

• Signification issues o Backorders and their anticipated available date o Discontinued items and their replacement o Outstanding invoices

The contractor shall also have the ability to provide a report that can be filtered and sorted by item, date of order and delivery, name of officer, duty station, cost, backordered items, and status of order (open / closed). This report shall be accessible digitally to the FBI to run at their discretion.

The Contractor shall be responsible for providing the following deliverables:

Deliverable Title Deliverable Date SOW Reference Monthly Status Reports 2nd Monday of Every Month 6.0

7.0 ELECTRONIC INVOICING REQUIREMENTS

The Federal Bureau of Investigation (FBI) requires contractors to submit monthly invoices and supporting documentation electronically through the Invoice Processing Platform (IPP). IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service (Treasury) in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial contractor or independent contractor doing business with a participating government agency. To learn more about IPP, please visit IPP.gov.

All invoices are required to have a unique identifying, non-duplicable number, and reflect the contract number, delivery order number, list of supplies, order date, delivery date, and Contractor point of contact information (name, email address, phone number).

Invoices shall be submitted to IPP on a monthly basis, to include all products that were picked up that month, totaling to 12 total invoices per year. No additional invoices may be submitted without prior approval from the CO or COR. It shall be the Contractor’s responsibility to include the information required by this RFP on each invoice. If an invoice does not contain the above

RFP # 15F06725R0000235 Version 1.0 Page 9 information, the Government reserves the right to reject the invoice as IMPROPER and notify the contractor within seven (7) days after receipt of the invoice. Resubmission of a PROPER invoice will be required.

Any requirement for resubmission for payment or Contractor questions regarding payment should be directed to the COR or Agency Point of Contact under the contract. All follow-up invoices (i.e., revised, resubmitted) shall be marked "REVISED".

Invoice Submission Contractors are required to create and submit electronic invoices using the IPP system. Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award. For contract-specific questions, please contact the designated contracting officer for your contract.

Obtaining IPP Access

If your company has already enrolled in IPP:

You will not be required to re-register. Please contact your company's IPP account administrator so that he/she may add you as an additional user to your company’s IPP Collector account.

If your company has NOT enrolled in IPP:

Your company will be auto-enrolled for IPP using information from your SAM.gov account. Your company's Primary Electronic Business Point of Contact (POC) will be designated as an IPP administrator. This POC will be contacted by email to register when the FBI initiates the enrollment process through IPP. To prevent enrollment delays, please ensure your designated Electronic Business POC in SAM.gov is up to date.

Your company’s IPP administrator will be responsible for initial account registration as well as creating and managing your company’s IPP users and permissions. Please note that due to U.S.

Department of the Treasury guidelines, IPP cannot set up User IDs using a shared email address.

How to register for IPP:

1. Once FBI initiates the enrollment process, your company’s designated Electronic Business

POC in SAM.gov will receive two emails from IPP Customer Support (ipp.noreply@mail.eroc.twai.gov):

• The first email contains the initial administrative IPP User ID

• The second email, sent within 24 hours of receipt of the first email, contains a temporary password

• You must log in with the temporary password within 30 days

2. Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided and accepts the IPP rules of behavior. Additional user accounts, including administrators, can be created after initial login.

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Training

Contractor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications.

Additional Support IPP Customer Support Team is available Monday through Friday from 8:00 am to 6:00 pm EST

•Phone: (866) 973-3131 or Email: IPPCustomerSupport@fiscal.treasury.gov •For answers to frequently asked questions, visit the Contractor FAQ page on the IPP.gov web site.

8.0 GOVERNMENT FURNISHED EQUIPMENT OR INFORMATION

NA

9.0 PERSONNEL AVAILABILITY

For tailoring appointments, which will be arranged at a minimum of 14 days in advance, the Contractor’s normal workday will typically be within the hours of 8:00 a.m. and 5:00 p.m. Core work hours are 9:00 a.m. through 3:00 p.m. Flexibility within the normal workday shall be coordinated with the COR.

The contractor shall be responsive within 48 hours to the FBI’s requests in order to allow the FBI to meet company and customer objectives.

10.0 SECURITY REQUIREMENTS

NA

11.0 GOVERNMENT REPRESENTATIVES

The functions inherent to this contract shall be performed by the designated Contracting Officer.

The duly assigned COR shall ensure all actions pertaining to this contract are requested via the Contracting Officer.

11.1 CONTRACTING OFFICER REPRESENTATIVE

The COR will be identified via letter of COR delegation authority for this contract at time of award.

The COR is responsible, as applicable, for coordinating with officers regarding the receipt of orders; providing direction to the Contractor which clarifies the contract effort, fills in details or

RFP # 15F06725R0000235 Version 1.0 Page 11 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 issue such changes.

11.2 CONTRACTING OFFICER

This contract will be administered by: Jenny Knight Contract Specialist: Victoria McDaniels

12.0 TRAVEL AND OTHER DIRECT COSTS

Other Direct Costs (ODCs) are not authorized.

12.0 TRAVEL AND OTHER DIRECT COSTS