Attachment A - Statement of Work.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF WORK GUIDE AND TEMPLATE

CJIS Campus Fire Extinguisher Inspection/Maintenance- Testing/Repair Services

For the

CJIS Division

Statement of Work

April 28, 2025

1 Scope This is a contract to provide Inspection/Maintenance-Testing/Repair Services for the Fire Extinguishers at the Federal Bureau of Investigation (FBI) Criminal Justice Information Services (CJIS) Division located in Clarksburg, West Virginia. This is a non-personal services contract. 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.

1.1 Description of Services/Introduction

CJIS Facilities Management Unit (FMU) is requesting a five (5) Year (Base + 4) firm fixed price contract because these services must be conducted on a recurring annual basis. Due to the inspection/maintenance-testing/repair services being conducted annually, it is recommended that the same service provider (to maintain continuity of services) be awarded this contract, therefore warranting the need for a five-year contract.

1.2 Background

CJIS FMU conducts routine operational and maintenance inspections of the approximate 500 fire extinguishers on the CJIS Campus. These fire extinguishers need annual inspections, six (6) year maintenance, 12-year Hydrostatic Testing, five (5) year Hydrostatic Testing and possible repairs required by the Occupational Safety and Health Administration (OSHA) 1910.157 Portable Fire Extinguishers, and National Fire Protection Administration (NFPA) 10 Standard for Portable Fire Extinguishers.

AT NO TIME shall the FBI CJIS Division be left without sufficient portable fire protection, as required and in accordance with OSHA 1910.157 Portable Fire Extinguishers, NFPA 10 Standard for Portable Fire Extinguishers, and any additional applicable OSHA and NFPA codes or regulations.

2 Applicable Documents None

3 Requirements Inspection/Maintenance-Testing/Repair services for approximately 500 fire extinguishers located at the CJIS Clarksburg WV Campus shall be included within this five (5) year contract are listed below.

Annual Inspection Services:

1. Annual Inspections (ABC Dry Chemical, Type Clean Agent (CleanGuard), and Type K (K- Guard).

Maintenance-Testing Services:

1. Six (6) Year Maintenance Services for 10-lb ABC Dry Chemical

2. Six (6) Year Maintenance Services for 20-lb Type ABC Dry Chemical

3. Six (6) Year Maintenance Services for 13-lb Type Clean Agent (CleanGuard)

4. 12 Year Hydrostatic Testing for 10-lb Type ABC Dry Chemical

5. 12 Year Hydrostatic Testing for 20-lb Type ABC Dry Chemical

6. 12 Year Hydrostatic Testing for 13-lb Type Clean Agent (CleanGuard)

7. Five (5) Year Hydrostatic Testing for 23-lb Type K (K Guard)

Repair Services:

1. Any repair identified during the FBI conducted monthly maintenance inspections for ABC Dry Chemical, Type Clean Agent (CleanGuard), and Type K (K-Guard) type fire extinguishers.

OSHA 1910.157and NFPA 10 compliant Inspection/Maintenance-Testing/Repair services shall also include:

1. Completed inspection tags for each completed year inspection on each fire extinguisher.

2. Disposal of any replaced fire extinguishers.

3. Placement of all new, tested, or repaired fire extinguishers in operational/compliant condition(s) to the exact existing locations.

4. Unforeseen minor repairs to include replacement of locking pins, tamper seals, hoses and/or nozzles, pressure gauges, labels, and gaskets or any other minor repairs to make the extinguisher compliant and functional.

5. Prepare and provide to the Government, a detailed report in Excel Format that identifies each serviced fire extinguisher, the service(s) that were performed on each fire extinguisher, note any minor repairs (within the scope of work) that were conducted (for each extinguisher), and a notation of any other needed extended repair services (that are the responsibility of the Government [fire extinguisher cabinets, brackets, signage, or similar repairs] that were identified during the inspection of the fire extinguishers). The Contractor shall provide in this report, forecasting of services that will be required for the next fiscal year (option year). This report shall be provided to the Government’s COR, 30 days after the contracted services have been completed.

AT NO TIME shall the FBI CJIS Division be left without sufficient portable fire protection, as required and in accordance with OSHA 1910.157 Portable Fire Extinguishers, NFPA 10 Standard for Portable Fire Extinguishers, and any additional applicable OSHA and NFPA codes or regulations.

4 Key Personnel Contractors shall comply with the following mandatory requirements.

1. Technician(s) shall be certified as a West Virginia (WV) Fire Extinguisher Technician.

2. Technician(s) shall provide a copy of their valid WV State certified Fire Extinguisher

Technician license.

3. Technicians shall be certified in Cylinder Requalification.

4. Technician(s) shall provide a copy of their valid Cylinder Requalification Certification.

5. The Hydrostatic Testing shall be performed by personnel certified by an organization with a Certification Program acceptable to the Authority Having Jurisdiction.

6. Contractor and Contractor’s Technician(s) shall demonstrate the knowledge, skills, and abilities to perform all aspects of this contract, in accordance with OSHA 1910.157, NFPA 10, and any additional applicable OSHA and NFPA codes or regulations.

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

6 Deliverables Contractor shall prepare and provide to the Government’s COR, a detailed report in Excel Format that identifies each serviced fire extinguisher, the service(s) that were performed on each fire extinguisher, note any minor repairs (within the scope of work) that were conducted (for each extinguisher), and a notation of any other needed extended repairs (that are the responsibility of the Government [fire extinguisher cabinets, brackets, signage, or similar repairs] that were identified during the inspection of the fire extinguishers). The Contractor shall provide in this report, forecasting of services that will be required for the next fiscal year (option year). This report shall be provided to the Government’s COR, 30 days after the contracted services have been completed.

Deliverable Title Deliverable Date

Annual fire extinguisher report 30 days after annual inspection

7 Electronic Invoicing Requirements The Federal Bureau of Investigation (FBI) requires vendors to submit 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 vendor or independent contractor doing business with a participating government agency. To learn more about IPP, please visit IPP.gov.

Invoice Submission

Vendors 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.

Training

Vendor 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 Vendor FAQ page on the IPP.gov web site.

8 Government Furnished Equipment or Information The Government shall provide contractor personnel assigned to this contract a list of fire extinguishers including locations.

9 Personnel Availability The Contractor’s normal workday will typically be within the hours of 6:00 a.m. and 6:00 p.m.

Eastern Time, weekdays (Monday through Friday), except for recognized Federal Holidays.

Work is to be performed during these hours unless approved by the Government. Flexibility within the normal working hours shall be coordinated with the Contracting Officer’s Representative (COR) and Contracting Officer (CO). The work shall be performed in such a manner that there are little to no interruption with operations.

No work under this contract will be permitted on Saturdays, Sundays, or Holidays, except as requested and approved by the Government and CO.

The following days are considered Federal holidays:

January 1 New Year’s Day 3rd Monday in January Martin Luther King, Jr., Day 3rd Monday in February Presidents Day Last Monday in May Memorial Day June 19th Juneteenth July 4th Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day November 11 Veterans Day 4th Thursday in November Thanksgiving Day December 25th Christmas Day

If any of the above holidays falls on a Saturday, then the preceding Friday is the holiday.

If any of the above holidays falls on a Sunday, then the following Monday is the holiday.

In addition to the Federal holidays designated above, the Government observes the following as non-working days:

Any other day designated by Federal Statute Any day designated by Executive Order Any other day designated by the President’s Proclamation

10 Security Requirements

10.1 Safety and Environmental Regulations:

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.

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.

10.2 Clearance Requirement for Personnel Access:

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 (eced 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 COR, 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 COR 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) CJIS Division Visit Access Request 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) CJIS Security Access Office Interoffice Memorandum “Limited Escorted Access Request Coversheet”

(2) SF-85 “Questionnaire for Non-Sensitive Positions”

(3) FD-857a “Sensitive Information Non-Disclosure Agreement”

(4) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

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"

(2) SF-86 “Questionnaire for Sensitive Positions” (Note: An FD-857a is not used in conjunction with an SF-86)

(3) Two (2) FD-258 “Applicant Fingerprint Cards” (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

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 vendor/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, and 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 approved on a case-by-case basis by the FBI Security Division in consultation with the CJIS, CAO, and 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:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor 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., vendor packing slips) for GFE, including software, delivered directly from the vendor 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:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

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:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

11 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. 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 issue such changes.

11.2 Contracting Officer

This contract will be administered by:

Ms. McKenzie Bucher mpbucher@fbi.gov

12 Travel and Other Direct Costs When required and authorized by the Contracting Officer, travel must be conducted in accordance with Federal Travel Regulations.

Other Direct Costs (ODCs) are not authorized. Prior to purchasing any ODCs, approval must be obtained by Contracting Officer