Attachment B - Statement of Objectives.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

Personal Effects Management

Blanket Purchase Agreement

Statement of Objectives

Date Version Change Summary

4/26/2023 1.0 Initial Version

Table of Contents

Section Title Page #

1.0 General Information 3

1.1 Background 3

1.2 Scope 3

1.3 Contract Type 4

1.4 Period of Performance 4

1.5 Place of Performance 4

1.6 Travel 4

2.0 Objectives 5

2.1 Problem Statement 5

2.2 Overall Objectives 5

2.3 Technical Objectives 6

2.4 Program Objectives 6

2.5 Quality Control Objectives 7

2.6 Final Outcomes 7

3.0 Specific Requirements 7

4.0 Deliverables 8

4.1 BPA Monthly Status Report (MSR) 8

4.2 Call Order (MSR) 8

4.3 Annual Training Report (ATR) 8

5.0 Administration 9

5.1 Contracting Officer 9

5.2 Contracting Officer’s Representative 9

5.3 Contract Specialist 9

5.4 Invoicing Instructions 9

6.0 Ordering Procedures 11

1.0 General Information

1.1 Background

The mission of the Federal Bureau of Investigation (FBI or Government), Victim Services Division (VSD), is to inform, support, and assist victims in navigating the aftermath of a crime and the criminal justice process with dignity and resilience. Recovering Personal Effects (PE) of victims is a critical and meaningful act for victims and/or their next of kin (NOK). Some examples of PE include articles of clothing, cell phones, wallets, purses, keys, and jewelry.

Historically, FBI Victim Specialists (VS) or members of the Victim Services Response Team (VSRT) have collected, cleaned, advertised, and returned PE. In limited cases, the FBI has utilized a contract vendor, typically awarded on a sole-source basis, in the immediate aftermath of large-scale incidents such as the Boston Marathon Bombing and the Las Vegas music festival shooting, for the cleaning, cataloging and storage of PE.

1.2 Scope

The scope of this Blanket Purchase Agreement (BPA) is to provide PE management services. PE are items which are attributable and/or valuable, or items that are likely to contain Personally Identifying Information (PII). PE are categorized as either associated or unassociated and may or may not be retained as evidence. This BPA will only cover PE that are non-evidentiary or have been cleared from the evidentiary process.

The management of PE begins when PE is collected from a crime scene and covers the entire span of time until they are returned, or until it is decided that they will not be returned and is subsequently destroyed. PE management must be conducted in a manner that is consistent with industry standards and FBI policy. Contractor personnel will be required to coordinate with FBI personnel regarding access to the scene and collection of PE.

VSD is seeking a scalable services contract vehicle tailored to address the broad scope of incident size/type for the handling of PE. Requested services could include, but may not be limited to, collection (in conjunction with FBI PE Teams), rendering safe (i.e., decontaminating), cataloguing, and photographing PE as well as storing and providing for secure publication of PE (i.e., password protected site for victims/NOK to view photographs of unassociated PE, which the Contractor would create and maintain).

Unassociated PE are items that are not linked to a victim at the time of recovery. All PE would be professionally decontaminated to a “safe for return” standard by a professional contract vendor. Once “safe for return,” vendor would return PE to the FBI for delivery to the victim or NOK. The goal of VSD is to establish a standardized enterprise approach to PE, wherein all PE is handled and processed in the same manner by a qualified service provider.

The length of time for the vendor to return the items varies (e.g., for cultural reasons, the Government may need an item back within 24-hours). The condition of the PE will vary and may include exposure to bodily fluids or other biohazardous materials.

1.3 Contract Type

This is a multiple-award BPA in accordance with Federal Acquisition Regulation (FAR)

13.303. All call orders issued under this BPA will be Firm Fixed Price (FFP), Labor Hour (LH), or Time and Materials (TM). Fully defined and detailed Other Direct Costs (ODCs) to support the execution of the services are permitted at the call order level on a case-by-case basis with Contracting Officer (CO) approval.

The North American Industry Classification System (NAICS) code for this BPA is 624230, Emergency and Other Relief Services.

1.4 Period of Performance

The Government anticipates a one-year base period of performance (PoP) with four (4) one-year option periods, starting the day following the date of BPA award. All options may be exercised by the Government unilaterally, in accordance with FAR 52.217-9, and are contingent on the continuation of need and satisfactory performance. Each call order awarded under this BPA will have its own period of performance, not to exceed five (5) years. Call orders may be awarded off this BPA up to and including the last day of the last option period.

1.5 Place of Performance

The primary place of performance for this BPA will be at the contractor’s facility(s). The BPA will provide coverage to PE received by the contractor from both within the Continental United States (CONUS) and outside the continental United States (OCONUS). This BPA will provide coverage to only the CONUS for responding to mass casualty events.

Each call order under this BPA will have a designated place(s) of performance.

1.6 Travel

Contractor personnel may be required to travel to support work performed under individual call orders. All approvals shall be gained, in advance, from the call order COR and/or CO in writing. Any requests not approved in writing are conducted at the contractor’s own risk. Unless otherwise allowed by the Government, the contractor shall conduct all travel required in accordance with General Service Administration’s (GSA) Federal Travel Regulation (FTR). Travel details and receipts shall accompany the invoice in which travel is concluded.

Contractor personnel who travel in support of a call order under this BPA will be held to the same standard and requirements as Government personnel are required to adhere

to. Examples include, but are not limited to renting economy cars, staying at hotels only at the Government per diem rate (if the Government per diem rate is not offered, a cost comparison needs to be completed and approved by the CO and/or COR in advance of the travel occurring), utilizing the cheapest form of parking at airport locations (i.e., long term or extended parking), and purchasing airline tickets at the lowest possible rate (if the lowest rate is not selected, reasons for a higher rate will need to be documented and approved prior to travel occurring).

2.0 Purpose & Objectives

The aim of this BPA is to help VSD improve and support the process of managing PE.

This BPA will provide qualified vendor(s) who are capable of decontaminating PE to an industry accepted / safe to return level for the return to victims / NOK.

2.1 Problem Statement

VSD supports the FBI enterprise and other Law Enforcement (LE) partners with the management of PE. The support provided by VSD includes the collection, rendering safe, cataloguing, photographing, and returning of PE in the aftermath of a crime or mass casualty event. To fulfill this support, VSD seeks to partner with qualified vendor(s) to decontaminate PE to a “safe to return” standard that is consistent with industry standards.

2.2 Overall Objectives

The overall objective of this BPA is to receive professional support in the management of PE with a particular emphasis in the proper industry standard decontamination of PE for the safe and timely return to victims / NOK. The overall objectives of this support include:

• Personnel – Provide personnel with the experience, skills, training, and certifications necessary to handle PE and biohazardous materials. All personnel are expected to be professional in appearance (i.e., in accordance with Section

3.0 of this SOO) and behavior. Discretion is of the utmost importance to protect the integrity of the investigation.

• Facilities – Provide a secure workplace and climate-controlled facility for storage of PE.

• Materials – Provide all necessary materials / equipment (e.g., personal protective equipment (PPE), supplies, tools, test equipment, etc.) to handle, process, decontaminate, and ship PE.

• Shipping –Provide shipment / delivery of decontaminated PE to the FBI for the subsequent return to the victim / NOK. The vendor shall not return any items directly to the victim/NOK; all items must be returned to the FBI.

• Packaging – Provide clean, unbranded, gift box or gift bag style packaging for PE, for the return to the victim / NOK; navy blue, white, or gold packaging is preferred.

• Organizational Process – Provide internal controls, management oversight, and supply support for PE management for both a small (e.g., PE received from an FBI case) and/or large-scale event (e.g., PE received from a mass casualty event).

• Certification – Provide certification of medical grade disposal.

2.3 Technical Objectives

The technical objective of this BPA is to provide the FBI with a scalable, performance-based, solution to address the broad scope of incident size / type for which the FBI plays a role when it comes to PE. The services must be scalable to address the variable incident scope and will be determined at the time a call order is issued. The types of services are described in Section 2.2 above. The technical solution shall address the following four (4) scenarios and meet all other objectives within this Statement of Objectives (SOO).

• Potential Scenario 1 – PE is sent to the vendor by the FBI to be decontaminated to an industry acceptable / safe to return level1, packaged, and returned to the FBI.

• Potential Scenario 2 – PE is collected by the vendor or by the FBI from a mass casualty incident, decontaminated to an industry acceptable / safe to return level, packaged, and turned over to the FBI at the scene.

• Potential Scenario 3 – PE is collected by the vendor or by the FBI from a mass casualty incident, shipped / transported to the vendor’s facility to be decontaminated to an industry acceptable / safe to return level, packaged, and returned to the FBI.

• Potential Scenario 4 – Unassociated PE is collected from a mass casualty incident, shipped / transported to the vendor’s facility to be decontaminated to an industry acceptable / safe to return level, and publicized in coordination with the FBI on a secure website created by and maintained by the vendor. The vendor will store the decontaminated PE until association, at which time the vendor will package and return the PE to the FBI.

2.4 Program Objectives

The programmatic objective of this BPA is to provide the FBI with a streamlined, scalable, and repeatable PE management process, through the assistance of qualified vendor(s), to be applied universally across the FBI. The programmatic objectives include:

• Provide highly reliable, effective, and consistent process for the management of

PE.

• Provide a transparent process for each of the scenarios listed in Section 2.3 that will be easily repeatable on a large scale (i.e., each FBI FO will follow the same steps for submitting PE).

• Provide standardized timeframes for decontaminating PE to an industry acceptable / safe to return level.

• Provide a standardized response time from initial notification by the FBI to deployment in response to a mass casualty incident.

• Provide / include an electronic means of communication to pass data related to the inventory and tracking of PE items between the FBI and the contractor, to always ensure accountability of PE.

1 The industry accepted / safe to return level should take into consideration government guidelines from OSHA, CDC, etc.

2.5 Quality Control Objectives

The quality control objective of this BPA is to provide the FBI with a Quality Assurance Surveillance Plan (QASP) that will allow sufficient insight to the process and assurance that the FBI will receive the highest quality service possible, which in-turn will provide excellent customer service to the victims / NOK impacted by this BPA. The quality control objectives include:

• Provide a detailed QASP that includes adherence to industry best practices, personnel codes of conduct, and defined health and safety measures. Due to the performance being at the contractor’s facility, the QASP shall limit Government oversight where possible.

• Provide / utilize quality management system that is in line with ISO 9001:2015, Quality Management Systems.

• Provide a code of conduct for PE management team members.

• Provide Health and Safety measures for infectious / biohazardous materials.

• Provide safety information for any chemical materials used.

2.6 Final Outcome

The Government’s expected outcome is a smooth and consistent process for the decontamination of PE to an industry acceptable / safe to return level for the timely return of PE to victims / NOK.

3.0 Specific Requirements

The following requirements are unique to the Government’s requirement and shall be incorporated in the contractor provided Performance Work Statement (PWS). These requirements are applicable to subcontractors if subcontractors are utilized.

• All contractor staff with access to PE or associated with the Government’s requirement shall sign a non-disclosure agreement.

• All contractor staff with access to PE or associated with the Government’s requirement shall exercise discretion and demonstrate an understanding of the sensitivity of PE associated with an FBI investigation.

• All contractor staff deployed to a scene shall be in khaki pants and a polo that is free of company logos, pictures, or any other identifiable characteristics.

• All contractor staff deploying to a scene shall have been vetted through a criminal indices background check.

• All contractor staff shall receive Occupational Safety and Health Administration (OSHA) certified training related to the recovery and processing of PE and this training must be provided by, at a minimum, a person deemed competent by the OSHA standard. If a contractor employee fails to maintain training compliance, that individual shall be prohibited from working on the Government’s requirement.

• Access to the contractor developed and maintained catalog of unassociated PE shall be provided to Government personnel.

4.0 Deliverables

The contractor shall submit all deliverables to the Contracting Officer’s Representative (COR) and coordinate with the CO and Contract Specialist (CS). The COR will provide written notification of acceptance or rejection of all deliverables within fifteen (15) business days of the scheduled delivery date or the actual delivery date, whichever is later. In the event of absence of written notification of the Government’s acceptance or rejection within fifteen (15) calendar days, it is the responsibility of the contractor to confirm receipt and acceptance of the deliverable(s). All rejection notifications will include an enumeration and explanation of the specific deficiencies causing the rejection. If requested by either the contractor or the Government, a meeting will occur to discuss the deliverable in detail. Additional deliverables may be required at the call order level.

4.1 BPA Monthly Status Report (MSR)

The contractor shall provide one (1) electronic copy of the BPA MSR no later than the 15th of each month. The BPA MSR shall be a Microsoft Word document until Government acceptance, after such the contractor shall submit the final version as an Adobe PDF.

The BPA MSR shall include, at a minimum, the following information:

• Number of active call orders, including their call order number

• Total value and funded amount of each call order

• Number of full-time equivalents (FTEs) assigned to each call order, if applicable

• Number of PE collected / received per call order

• Number of PE rendered safe per call order

• Number of PE returned to the FBI per call order

• Number of PE pending processing (rendering safe) per call order

• Number of PE being stored at vendor facility.

4.2 Call Order MSR

The contractor shall provide one (1) electronic copy of the call order MSR no later than the 15th of each month for each open call order. The call order MSR shall be a Microsoft Word document until Government acceptance, after such the contractor shall submit the final version as an Adobe PDF. The call order MSR shall summarize the state of the call order performance over the previous month and shall include, at a minimum, the following information:

• Invoicing history and status, to include charges pending invoice

• Anticipated remaining hours to complete the call order

• Any issues identified during performance

4.3 Annual Training Report (ATR)

The contractor shall provide one (1) electronic copy of the ATR no later than fifteen (15) business days after completion of a contract year (e.g., the base year ATR is due ten calendar days into option year one). The ATR shall be a Microsoft Word document until Government acceptance, after such the contractor shall submit the final version as an

Adobe PDF. The ATR shall indicate which employees have received or failed to maintain all specific requirements outlined in Section 3.0.

5.0 Administration

The contractor shall only receive instruction and guidance from the CO and COR, specific to their positions, as described below. Contractors who rely on instruction from personnel other than the CO or COR do so at their own risk and expense. Such actions do not bind the Government contractually. All contractual questions shall be directed to the CO.

5.1 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction modifying the scope, schedule, terms and conditions, funding, or any other action modifying the BPA as originally entered with the Government must be given only by the BPA CO. Each call order will have a specific Administrative Contracting Officer (ACO) assigned. Contact information for the BPA CO is provided below.

Steve McMan, Contracting Officer Professional Services Acquisition Unit (PASU) Redstone Arsenal, AL Email: SMcMan@fbi.gov

5.2 Contracting Officer’s Representative

The CO has appointed a COR to help provide administration and management support of the work to be performed under the BPA. The contractor shall coordinate the award of new call orders and the delivery of BPA deliverables with the COR. Contact information for the BPA COR will be provided after BPA award.

The COR is not authorized to change any of the terms and conditions of the BPA or call orders. The contractor is advised only the CO can change or modify the BPA terms or take any other action which obligates the Government. Then, such action must be set forth in a formal modification to the BPA or individual call order. The authority of the COR is strictly limited to him/her, without re-delegation, for the specific duties set forth in their letter of appointment.

5.3 Contract Specialist

The CS will assist the CO with the administration of this BPA. Contact information for the CS will be provided at the time of award.

5.4 Invoicing Instructions

The FBI has transitioned its invoice payment processing operations to the Invoice Processing Platform (IPP). This was executed as part of a broader effort to meet compliance with the Office of Management and Budget’s 2018 electronic invoicing mandate.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of Treasury’s Bureau of the Fiscal Service 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.

To prepare for this transition, please review the following timeline and actions:

Upon receipt of this notification

• Request an IPP user account from your company’s IPP administrator if your company is registered in IPP but you do not already have an account.

• Send the name of the POC who will act as your company’s IPP administrator to the FBI if your company is not registered in IPP.

• Review IPP training and help materials.

Obtaining Access to IPP (Registered Contractors) If your company is already registered in IPP, you will not be required to re-register. Please contact your organization’s IPP account administrator so he/she may add you as an additional user to your company’s vendor profile.

Obtaining Access to IPP (Unregistered Contractors) If your company is not already registered in IPP, you are required to provide the FBI with a point of contact to serve as your IPP administrator. This individual will be responsible for initial account registration as well as creating and managing your company’s IPP users and permissions. Once the requested point of contact’s information has been received, the FBI will submit a request to being the enrollment process.

The POC will receive two emails from IPP Customer Support:

• 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.

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

Until further notice, point of contact information pertaining to who will serve as your company’s IPP administrator should be forwarded to Keenan Robinson (krobinson2@fbi.gov) and Jimmy Riffle (jdriffle@fbi.gov). Please include the following contact information:

• Full name

• Email address

• Phone number

• Title

Training Contractor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged into the IPP application, you will have access to user guides providing step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basics of the system. Individuals within your company responsible for submitted invoices should review these materials upon receipt of this notification.

Additional Support Phone support for IPP is available Monday through Friday from 8:00 am to 6:00 pm ET:

(866) 973-3131. The IPP Customer Support team is available during this time to provide user assistance and to answer any questions related to the IPP application. Questions about the IPP application can also be sent to IPPCustomerSupport@fiscal.treasury.gov.

• For answer to frequently asked questions, visit the Vendor FAQ page on the IPP.gov website.

• For contract-specific questions, please contact your CO at the number provided in your contract.

6.0 Ordering Procedures

The Government will rotate between the awarded contractors for work to be performed.

All work to be performed (i.e., any of the four situations spelled out in Section 2.3 of this SOO) will awarded on the rotational basis, regardless of size, complexity, or location.

Pursuant to FAR Part 13.303-3(a)(4), after the BPA(s) have been bilaterally signed, the CO will provide to the vendor(s) a list of individuals authorized to purchase orders under the BPA.