B.3.1 - SOW_F - v20210824.pdf

STATEMENT OF WORK (SOW)

Anonymous-TIP Solution

DJA-21-AOSI-PR-0735, Page 1 of 8

1.0 BACKGROUND

The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) is a federal, law-enforcement agency and component of the United States’ (U.S.’) Department of Justice (DOJ). ATF protects communities from: violent criminals, criminal organizations, illegal diversion of alcohol and tobacco products, illegal use and trafficking of firearms, illegal use and storage of explosives, acts of arson and bombings, and acts of terrorism. ATF partners with communities, industries, law-enforcement, and public-safety agencies to safeguard the public it serves through information sharing, training, research, and technology.

2.0 OVERVIEW

While this contract effort will affect all Directorates of ATF, the primary customer focus will be the Joint Operations Support Center (JSOC) within the Office of Strategic Intelligence and Information (OSII), and all ATF personnel associated with collecting and disseminating intelligence, information, enforcement operations, critical incident response and management, as well as those who directly support ATF’s law-enforcement mission.

3.0 OBJECTIVE

The purpose of this requirement is to obtain a secure, web-based, solution that allows citizens to send anonymous TIPS directly to ATF, the JSOC, and all of ATF’s 25 Field Divisions via email, text messages and customized-interactive applications, using mobile devices, with various-operating systems (i.e., Android and iOS). Additionally, ATF requires support services for said solution, which shall be device agnostic.

4.0 SCOPE AND TASKS

4.1 Contractor shall provide:

a) all technology necessary for complete command, control, and coordination of the solution.

b) support and technical expertise for its information-technology (IT) solution.

c) an instructor, who is a Subject Matter Expert (SME) of the Tip solution and a Computer and Application Specialist/Technician/Administrator, to provide six- (6) training sessions, two (2) during the base year and one (1) during each option year (8-hours maximum per session). Said training should be for JSOC administrators and end-users, to include online manuals, compact discs (CDs) and hands-on (in-person/virtual) instruction.

Training should consist of “How to”:

i. view incoming tips.

ii. search for tips.

iii. re-assign tips to another tip-administrative person.

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iv. interact with tipsters.

v. query and download reports of one’s tip data within the system.

d) assistance with marketing and promotion of the tip solution to the public (i.e., work with ATF’s Public & Governmental Affairs Division initially and then annually to provide solutions on ‘how to launch and continuously promote the solution to the public’ via the media and social media (Facebook/Twitter/Instagram, etc.).

e) revisions, upgrades, support, and maintenance to the system throughout the term of the contract.

f) software warranty and support for the tip-management database, where all tips are stored for the term of the contract, to include 24-hours/day (7 days/week, 365 days/year) support to ATF (not the public) for the product for the term of the contract.

g) 24/7/365-telephone support for ATF for the term of the contract.

h) patch management for the term of the contact.

i) unlimited storage of the unlimited tips with 24/7/365 accessibility (monthly number of tips unknown).

j) provide access, during and after the term of the contract, to ALL tips along with associated audio files, photographs and/or videos received, for future ATF use.

k) create a back-up solution that is suitable to ATF, to capture all data along with audio files, photographs, and videos and provide access or make transferable to ATF and/or a successor contractor, if applicable. This back-up should be conducted annually, via the cloud platform or another source approved by ATF.

l) an onsite/virtual briefing for JSOC-Command staff.

m) 26 accounts for ATF’s JSOC and its 25 Crime Gun Intelligence Centers (CGIC) groups.

n) system modifications upon ATF’s request, at no-additional cost to the Government, if such is within scope and could have been reasonably anticipated in this environment.

o) details on whether and how it will maintain, use, or share personally-identifiable information (PII) that becomes available through the use of the 3rd-party’s website and/or application.

p) timely resolutions to seen and unforeseen issues that may arise.

q) demonstration of how the text tip function works, to include how users can text to a specific field office.

r) modifications to mapping as changes arise and pinpoint location(s) on the map in the application from where tip was reported.

s) A dedicated text code and other texting capabilities so tipsters/the public can send a text to ATF’s JSOC and 25 CGIC groups via the tip solution/application.

t) signage displaying ATF’s seal (i.e., emblem or banner), to be determined and approved by ATF, on its website and the ATF tip-solution platform when tipsters provide a tip during the life of this task order, indicating it’s official-agency presence.

4.2 Said solution should:

a) generate incident data, associated audio files, photos, and videos, if applicable.

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b) send immediate notification of new tips via text and/or email to individual-field offices and the JSOC simultaneously, based on geo-boundaries that define its jurisdiction.

c) allow live, anonymous “chats” with users.

d) allow a photo(s) or video(s) with the tip submission.

e) allows tips to be created in all common languages within the Application.

f) allow ATF to search tips by name(s), alias(es) and address(es) across all tips.

g) compile production metrics for the received tips, to include the amount, location, regional breakdown of tips, total number of tips received, incident, date, field division and state).

h) provide weekly and monthly metrics to designated administrators via email.

i) be flexible to system modifications (within scope) upon request.

j) protect PII.

k) be compliant with the Criminal Justice Information Services (CJIS).

l) advise the tipster to call 911 for emergency situations.

m) Explain the process of geo-locate from the location of tipster and how they are forwarded to one of the respective ATF CGIC groups from the inception of the tip to the end.

n) include ATF-Division maps to geo-locate from where tips generated and forward to the appropriate ATF-CJIS group(s).

o) pinpoint location(s) on the map from where tip was reported

p) display clearly via the website and/or application that such is not a government platform, rather controlled/operated by a 3rd party; thus, the agency’s Privacy Policy does not apply to the 3rd party.

q) explain that by using the website or application to communicate with the agency, individuals may be providing 3rd parties (nongovernment) access to PII.

r) direct individuals to the agency’s official website and the agency’s Privacy Policy.

5.0 DELIVERABLE SCHEDULE

Item Due on/Frequency 4.1a-b Anonymous-Tip solution with technical-expertise support

Date the award is received

4.1c Onsite/Virtual Training for JSOC administrators and end users

Approximately 10-business days after the TO is received

4.1d Assistance with marketing, promotion and social-media integration of tip links.

Approximately 30 days after the contract is received and Annually thereafter

4.1l Onsite/Virtual Briefing for JSOC- Command staff

Approximately 5 days after the contract is received

4.1m Set up of 26 ATF accounts for JSOC and CGIC groups

Date the contract award is received

4.1s A dedicated text code and other texting capabilities so tipsters/the public can send a

Approximately 10 days after the contract is received

DJA-21-AOSI-PR-0735, Page 4 of 8 text to ATF’s JSOC and 25 CGIC groups via the tip solution/application.

4.1t – Signage Approximately 10 days after ATF provides the seal to be used 4.2h Provide weekly and monthly metrics to designated administrators via email.

Weekly – Due every Monday by 9:00am (Eastern Standard Time (E.S.T.))

Monthly – Due the 1st Monday by 9:00am

6.0 PERIOD OF PERFORMANCE

The period of performance will be five (5) years from the date of award, consisting of a base year and four- (4-) option years.

7.0 PLACE OF PERFORMANCE

The primary place of work shall be online.

8.0 CONTRACT TYPE

The results of this contract will be firm-fixed price.

9.0 ATF POLICIES, PROCEDURES AND STANDARDS

The contractor shall conform to the following ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract. ATF reserves the right to amend/upgrade these standards and internal guidelines, processes and procedures based on technological advances.

a. Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

b. National Institute of Standards and Technology (NIST) Special Publication 800-53

c. ATF Minimum-Security Requirements for Contractor, Off-Site Labs

d. ATF Publication, 7500.1, Rules of Behavior and Customer Agreement for

ATF Workstation Users

e. Section 508 of the Rehabilitation Act (29 U.S.C. 794d), (36 Code of Federal

Regulations Part 1194) Subpart B – Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement

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10.0 QUALITY CONTROL

The contractor shall develop, implement, and maintain a quality-control program. The program shall include inspection, validation, evaluation, corrective action, and procedures necessary to affect quality control of all performance and products provided under the contract. The program shall allow inspection and evaluation by the Government and shall be applicable to all subcontractors and members of the contractor’s team, as appropriate.

11.0 QUALITY ASSURANCE

In accordance with FAR 46.401(a), Government-contract quality assurance shall be performed at such times (including any stage of manufacture or performance of services) and places (including subcontractors’ plants) as may be necessary to determine the supplies or services conform to contract requirements.

1. The COR, along with the ISSO and JSOC team will virtually conduct surveillance, initially and then periodically inspect the solution (monthly), to ensure the system is performing as expected throughout the period of performance.

a. JSOC will perform routine checks of the solution to ensure: the integrity of the system has not been compromised due to vendor/system malfunction and the tipsters remain anonymous.

i. A JSOC-team member will “act” as a tipster, submitting a tip, and then follow the tip through to the appropriate CGIG group and response back to the JSOC to ensure the solution is meeting this SOW/ATF’s needs.

b. JSOC will work along with the vendor to update the geo-location feature of the TIPS for validity of that said functionality, to ensure the TIPS are being routed to the respective ATF divisions.

2. JSOC, along with the contractor, will virtually perform quality assurance of the solution every quarter during the period of performance. (The system does not require access to ATF systems or data.)

a. JSOC administrators will contact the vendor to address any issues with the metrics that needs remedying.

3. The Government will document its quality inspections on an Inspection/Receiving report since this requirement does not involve shipping of materials/supplies.

12.0 CONTRACT MANAGEMENT/ADMINISTRATION

Notwithstanding the contractor’s responsibility for total-management responsibility during the performance of this contract, the administration of the contract will require maximum coordination between the Contracting Officer (CO), the Contracting Officer’s Representative

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(COR), and the contractor. The CO and COR shall be the Government’s points of contact (POCs) during performance of this contract:

The CO is responsible for the contract administration. The CO is the only person authorized to approve changes in the terms, conditions, delivery schedules, technical requirements, or price, as set forth in the contract. Any changes not made expressly by the CO will be considered to have been without authority. In such cases, the Contractor is operating at its own risk because no adjustment will be made in the contract, price or otherwise to cover any increase in charges incurred as a result thereof. During any absence of the CO identified for this contract, other warranted COs from ATF may authorize work under the contract.

The CO will designate the COR in writing to represent him/her in monitoring all technical aspects and assist in administering the contract. The types of actions within the purview of the COR's authority are:

a) assuring the Contractor performs the technical requirements of the contract;

b) performing, or causing to be performed, inspections necessary in connection with performance of the contract;

c) maintaining both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview;

d) monitoring the Contractor's performance under the contract and notifying the

Contractor and CO of any deficiencies observed;

e) receiving and approving/rejecting deliverables, invoices and certain-other requests as mentioned in a previous Section(s);

f) coordinating availability of Government-furnished property; and

g) providing site entry of Contractor personnel, if required.

The COR will forward a copy of his/her COR-Appointment Memo to the contractor. Said memo will include the responsibilities and limitations of the COR and clarify to all parties the responsibilities that would result in a modification to: the scope of work; changes in cost or price totals or estimates; changes in delivery dates; and/or changes in any other mutually-agreed upon term or provision of the contract.

14.0 OTHER DIRECT COSTS (ODCs) & TRAVEL

The government does not anticipate any ODCs or Travel for this requirement.

15.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE) & GOVERNMENT-FURNISHED PROPERTY

(GFP)

The government does not anticipate any GFE or GFP for this requirement.

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16.0 TRANSITION

Contractor shall:

• Conduct a “disruption-free” transition without disruption or degradation of current performance by cooperatively working with the necessary parties (Government and/or other personnel, even a follow-on provider), using effective communication.

• Provide and manage a detailed Transition-In Plan (TIP), Transition-Quality Plan (TQP) and Transition-Out Plan (TOP) to ensure the new contract replaces the existing one in a thorough and orderly manner within 15-calendar days of the new award.

• Assign an experienced Transition Project Manager(s) to manage all aspects of the TIP and TQP, to transfer knowledge, tools, documentation, equipment, processes, and methodology from the current contractor(s) to the new contractor, its team and/or the Government.

• Describe the transition methods, budget management, issues, resolutions, and communication plans.

Below is what’s needed for the three (3) plans.

1. The TIP shall include:

a. A detailed work-breakdown structure with major milestones.

b. A list of all major milestones and deliverables.

c. A list of costs associated with each major milestone.

d. Processes and standards used to ensure meeting the objective of the SOW during the transition.

e. A list of all required items from ATF.

f. Testing of contractor’s operational processes for verification of full-operational capability.

g. Method clearly defining the migration process for all of the TIPS data (i.e. audio files, photographs and videos), to include how and where ATF (and/or a newly-selected contractor due to a re-compete) can fully access, view, and use said data, if applicable.

h. Governance methods, to include regular reporting to ATF (weekly).

2. The TQP shall include:

a. A quality-control program.

b. Quality-monitoring tools and techniques.

c. A performance-management system and processes.

d. Customer-feedback collection and monitoring methods, tools and techniques.

e. Quality-reporting plans and processes.

f. Corrective-action process, if necessary.

3. The TOP shall identify, track and coordinate resolution of transition-related issues;

the contractor shall also adjust it to align with the follow-on provider’s TIP

DJA-21-AOSI-PR-0735, Page 8 of 8 solution. This process shall not exceed 15-calendar days in length. The TOP shall include:

a. A detailed work-breakdown structure.

b. Deliverables and description of deliverables.

c. Status of the staffing plan and the Contractor’s staffing requirements by skill set, and related hours/days, as applicable. (Note: Contractor will finalize the staffing plan and TOP after the follow-on contractor’s TIP has been developed/implemented.)

d. Identification of Contractor-required, transition tools and equipment.

e. Identification of required items and resources from ATF.

f. Best practices and/or recommendations for transferring said TIPS data from its current location (i.e., cloud or another platform/database) to either the government’s assigned location or another contractor’s location, if applicable, to include recommended locations/platforms where ATF would have full access to view/read and use past and current TIPS data as described above.

g. All transition-related Contractor personnel as needed to meet the milestones of the Transition Plan.

h. A weekly status report to ATF on the progress of the TOP, highlighting:

1) Milestones Completed,

2) Milestones Missed or Forecasted to be missed,

3) Latest forecast-completion date of TOP, and

4) Escalated issues and up-to-the-minute status.

The Transition Plan shall also be reviewed by the Government and require Government acceptance before implementing.

17.0 CONTRACT CLOSEOUT

The contractor shall submit a final invoice within 45-calendar days after the end of the performance period. Within 15-calendar days of receiving the final payment, the contractor shall furnish a completed and signed Release of Claims to the CO.