Combined Synopsis Solicitation - RFP - 70CMSW23R00000020.pdf

COMBINED SYNOPSIS SOLICITATION

REQUEST FOR PROPOSAL (RFP) # 70CMSW23R00000020

Training Support Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with FAR 15.403-3 Pricing. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. This Solicitation is hereby issued as a Request for Proposal (RFP). The RFP incorporates provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04, June 02, 2023.

BACKGROUND

The Department of Homeland Security (DHS)/Immigration Customs Enforcement (ICE) is the largest federal law enforcement agency whose missions include preventing terrorism and enhancing security, managing our borders, administering immigration and customs laws, and securing cyberspace.

The Strategic Development Unit (SDU) in Fort Moore, (formerly known as Fort Benning) GA.

provides a multitude of services to ICE to include acquisition, receiving, issue, storage, and shipping of field equipment, armory services to include inspection, repair, building, maintenance, and disposal of agency owned firearms. The unit also conducts technical testing and evaluation of firearms and law enforcement equipment to ensure that all products issued to the field are the best available. The Strategic Development Unit located at Fort Benning supports the Homeland Security Investigations Strategic Operations & Development Division (SODD), and the Enforcement and Removal Operations Strategic Operations & Analysis Division (SOAD).

REQUIREMENT

ICE SDU has a requirement for developing and delivering post-basic, advanced, specialized, and use of force related training on-site at Fort Benning or the field. The units also provide subject matter expertise in use of force related queries. The training provided by these units certifies instructors for firearms, defensive tactics, special response team leaders, and members, and field.

NAICS/PSC

611430 (Professional and Management Development Training)/ R420 Support- Professional:

Certifications And Accreditations (Other Than Educ Or Info Tech C&A).

SB SET-ASIDE

This acquisition is a 100% total small business set-aside so the Government will only evaluate quotes from small businesses under the above NAICS.

PROPOSAL SUBMISSION INSTRUCTIONS

1. General

Offerors are requested to demonstrate their expertise through written submissions.

2. Procurement and Volume Submission Instructions

Proposals shall be separated into three (3) volumes:

VOLUME CONTENT PAGE LIMITS

Volume 1 Factor 1- Corporate Experience

Factor 2 - Technical Approach

Factor 3 - Staffing Plan

Corporate Experience: Limit of 3 pages per corporate experience example, for a total of 9 pages

Technical Approach: Limit to 6 pages

Staffing Plan: Limit of 6 pages

Volume 2 Factor 4 - Past Performance Limit of 2 pages for each past performance reference (not to exceed 3 references)

Volume 3 Factor 5 - Price Proposal Attachment 2 – Pricing Template & Limit of 3 pages for Pricing Narrative

• Pricing data shall not be included in Volume 1 or Volume 2.

All volumes shall be submitted in softcopy format only via email to Mona.Mehta@ice.dhs.gov and Micheal.Weaver@ice.dhs.gov. Emails shall not exceed 20 MB (Megabytes) each.

All email submissions must be clearly marked: “70CMSW23R00000020 Volume (#) Proposal” in the subject line of the email(s).

The submissions should be in MS Word, MS Excel, PDF, or some combination thereof. Text shall not be font size smaller than 12-point. Font size smaller than 12-point may be used for graphics and tables but should not be smaller than 10-point font size. However, illegible fonts will not be evaluated.

Failure to fully adhere to the prescribed format may result in the contractor’s disqualification from the competition. Additionally, any pages submitted which exceed the prescribed page limit for the respective section will not be evaluated.

mailto:Monali.Parikh@ice.dhs.gov

For Attachment 2 –Pricing Template, Offerors may submit a separate 3-page maximum pricing narrative in MS Word format to provide a pricing narrative.

Proposals that fail to provide information in the format requested may be found unacceptable and may be rejected without further consideration if the Contracting Officer determines that a significant revision or addendum to the offeror’s proposal would be required to permit further evaluation.

It is the sole responsibility of the offeror to ensure that the electronic media submitted is virus free and can be opened and read by the government. If the electronic media cannot be opened and read by the government, the offer may be considered non-responsive and that may render the offerors’ ineligible for any award. The deadline for submission of the electronic copy of the proposal is firm. The electronic copy of the proposal in the recipient’s e-mail box will constitute the official copy for timely receipt.

3. Submission Deadline

Questions or inquiries regarding this requirement must be submitted email to Mona.Mehta@ice.dhs.gov and Micheal.Weaver@ice.dhs.gov Thursday, July 6, 2023, 2:00pm Eastern Time.

The Government will answer questions (can elect not to respond to questions that are deemed inappropriate) in writing as an amendment to the solicitation that will be provided via email.

The Government reserves the right not to respond to any questions received concerning this solicitation after the date above. The Contractor is advised to carefully review all solicitation requirements and submit questions to the Government before the prescribed dateline.

The submission deadline for Request for Proposal (RFP) for Volume 1, Volume 2, and Volume 3 is on Tuesday, July 18, 2023, 2:00pm Eastern Time. Offerors’ complete submissions must be received by Mona.Mehta@ice.dhs.gov and Micheal.Weaver@ice.dhs.gov by the closing date and time stated above in order to be considered. Receipt of offers by ICE at the specified email address by the specified closing date and time is the sole responsibility of the offeror. ICE shall not be responsible for late or non-delivery of offerors’ proposals due to IT problems, server, or other technical issues. It is strongly recommended that offerors request confirmation of receipt on any proposal submissions to ensure timely receipt by ICE. In order to ensure timely receipt of proposals, offerors should NOT wait until the last moment to electronically submit proposals.

Proposals submitted by any other means not described in this solicitation shall not be accepted.

4. Receipt of Proposals and Late Submissions mailto:Monali.Parikh@ice.dhs.gov mailto:Monali.Parikh@ice.dhs.gov

Receipt of the complete proposal package will be governed by FAR 15.208. All required volumes must be received by the submission deadline. To be considered timely, proposals must be received at the specified time to the correct email addresses. Proposals, including modifications, received at the issuing office after the closing date and time specified in this solicitation will be considered as late submissions and will be eliminated from further consideration.

Offerors who require an email notification of receipt of the proposal shall provide this request prior to closing time to ensure the CS/CO is able to receive the proposal timely and provide the response.

5. Proposal Preparation Instructions

The following instructions are provided to assist the contractor in understanding the information needed to make an objective selection of the contractor for this proposed procurement. Since this information constitutes the major basis for formal judgment, it will be advantageous to the contractor to present a proposal in a clear, concise manner and in terms understandable to those who may be unfamiliar with the contractor’s detailed intentions and reasoning process. Responses should follow the PWS to the extent practicable.

All elements of the offeror’s submitted proposal that are accepted in response to this solicitation will be incorporated directly into the final contract.

• General Information

The proposal must be sufficiently detailed and complete to demonstrate an understanding of an ability to comply with the requirements of the PWS. The proposal shall demonstrate such understanding and ability in a concise, logical manner, and should not contain superfluous material that is not related directly to this acquisition. General statements that the contractor “can comply” or “will comply” with the requirements, that “standard procedures will be used,” “well known techniques will be used,” or that paraphrase the PWS in whole or part WILL NOT constitute compliance with the requirements.

Contractors must demonstrate capability of performing the required tasks, and providing contract deliverables, outlined in this solicitation, including the PWS and all attachments.

Each proposal shall: (1) be specific and complete in every detail; (2) conform to all solicitation provisions, clauses, or other requirements; (3) be logically assembled, practical, legible, clear, concise, coherent; and indexed (cross-indexed, where appropriate); and (4) contain appropriately numbered pages of each volume or part.

• Separation of Volumes

Each volume shall be written on a stand-alone basis. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

Information required for each proposal evaluation factor, which is not found in its designated volume, will be assumed to have been omitted from the proposal.

6. Proposal Contents

Volume I:

FACTOR 1: Corporate Experience

Offerors shall describe their corporate experience by describing the following for up to three (3) efforts similar to the PWS requirements. The efforts must have been completed within the last five (5) years of the RFP release date or are still in progress. Each Corporate Experience example shall include:

a. Customer name, address, telephone number, and email;

b. Contract number (if applicable);

c. Contract type (if applicable);

d. Contract/Project value (in dollars);

e. Point of Contact information;

f. Place and period of performance;

g. Description of work performed, including scope of work (including FTE, labor categories, annual cost, etc.), responsibilities, and whether sub or prime contractor;

h. Explanation of how the effort is similar to the government’s requirement, to include experience developing and maintaining a network of age appropriate and culturally sensitive community resources and information technology;

i. Description of challenges and how the challenges were mitigated; and;

j. Best practices/lessons learned that could be leveraged for this contract.

FACTOR 2: Technical Approach

Offerors shall submit their technical approach addressing, at a minimum, the following key elements:

a. Proposed management and oversight, including how the offeror plans to implement the program; how the program will be staffed and managed; and capabilities to ensure adequate recruitment, onboarding, and training.

FACTOR 3: Staffing Plan

The offeror shall provide a written staffing plan that includes an organizational chart that identifies the proposed staffing levels at each site, proposed level of effort per site (hours and number of FTEs), titles, and a brief description of functional responsibilities.

Volume II:

FACTOR 4: Past Performance

The offeror shall provide past performance references for the same projects listed and provided in its Phase I, Volume I Corporate Experience submission. Offerors shall send Attachment - 4 Past Performance Questionnaire to a point of contact for each reference.

The references shall then submit completed questionnaire to Mona.Mehta@ice.dhs.gov and Micheal.Weaver@ice.dhs.gov by submission date of proposals.

Volume III:

FACTOR 5: Price Proposal

a. Legal Offer: Identification and Cover Letter

b. Signed SF 1449 and SF 30s (if applicable)

c. Section K

d. Attachment 2 –Pricing Summary

e. Pricing Narrative

EVALUATION FACTORS FOR AWARD

1. Far Provisions Incorporated in Full Text

52.217-5 Evaluation of Options (Jul 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement.

Evaluation of options will not obligate the Government to exercise the option(s).

(End of Clause)

2. General Evaluation – Commercial Products and Commercial Services

52.212-2 Evaluation—Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

There are five (5) evaluation factors in total for this procurement. These factors are as follows:

• Factor 1 – Corporate Experience

• Factor 2 – Technical Approach

• Factor 3 – Staffing Plan

• Factor 4 – Past Performance

• Factor 5 – Price

All evaluation factors will be used in the tradeoff selection decision. Factors 1 is more important than 2, 3 and 4. Factors 2, 3, and 4 are of equal importance. In accordance with FAR 15.304, all non-price factors separately or combined are significantly more important when compared to Factor 5 Price.

After receipt of proposals, the government will conduct an evaluation. At any time prior to selection, including upon receipt of proposal, the government may exclude a proposal from further consideration for any material failure to follow instructions, including the omission of required information.

Caution. Offerors are reminded of the penalties for making false statements prescribed by 18 U.S.C. 1001.

• Factor 1: Corporate Experience - Volume 1

The government will evaluate the offeror’s prior recent (within the last 5- years) and relevant (similar size, scope, and complexity) experience as presented to determine the extent to which the offeror describes:

i. Actual experience that is similar to the government’s requirements in the PWS for training services within the last five years or still in progress;

ii. Actual experience developing and maintaining a network of age appropriate and culturally sensitive community resources;

iii. Challenges faced and how they were resolved.

iv. Best Practices/lessons learned that could be leveraged for this program.

• Factor 2: Technical Approach – Volume 1

The government will evaluate the offeror’s demonstrated understanding of all elements of the technical requirements described in the RFP, the soundness of the proposed technical approach, and the validity of the proposed methodology to meet the requirements of the solicitation.

The government will evaluate the offeror’s program implementation approach for soundness, feasibility, and efficiency.

• Factor 3: Staffing Plan – Volume 1

The government will evaluate the offeror’s proposed staffing plan and how they demonstrate the offeror’s understanding of the program requirements. The government will evaluate the administrative chain of command and Organizational Chart that illustrate a sound organizational structure and ensure adequate staffing coverage to meet the requirements of the solicitation and ensure successful contract performance.

• Factor 4: Past Performance Volume 2

The government is seeking to determine whether the offeror has consistently demonstrated a commitment to customer satisfaction and timely delivery of goods and services. The government will consider the scope of the performance, source of the performance information, information gathered from submitted Past Performance Questionnaires. The past performance references will be the same projects listed under Corporate Experience (Factor 1).

The government may also rely upon information obtained through the Contractor Performance Assessment Reporting System (CPARS), similar systems of other Government departments and agencies, interviews, and through any other sources known to the government. While the government may elect to consider data obtained from other sources, the burden of providing current, accurate, and complete prior relevant experience information rests with the offeror.

Factors 1 through Factor 3 shall be evaluated using the following confidence ratings defined below.

Ratings Definitions

High Confidence

The government has high confidence that the offeror understands the requirement, proposes a sound approach and will be successful in performing under the Contract.

Some Confidence

The government has some confidence that the offeror understands the requirement, proposes a sound approach and will be successful in performing under the Contract.

Low Confidence

The government has low confidence that the offeror understands the requirement, proposes a sound approach and will be successful in performing under the Contract.

Factor 4 shall be evaluated using the following confidence ratings define below.

Ratings Definitions

High Confidence The government has high confidence that the offeror’s experience will aid in successfully performing under the Contract.

Some Confidence The government has some confidence that the offeror’s experience will aid in successfully performing under the Contract.

Low Confidence The government has low confidence that the offeror’s experience will aid in successfully performing under the Contract.

Unknown Confidence/Neutral

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

In the case of an offeror without a record of relevant past performance or for whom information is not available or so sparse that no meaningful rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably (see FAR 15.305(a)(2)(iv)). Therefore, the offeror shall be determined to have “Unknown Confidence” rating or neutral past performance.

• Factor 5: Price - Volume 3

The government will review total price for all CLINs for all Option Periods and all CLINs for the Base Period (inclusive of transition). See Attachment 2.

To account for the option periods possible under FAR 52.217-8, Options to Extend Services, the government will evaluate the option to extend services by adding six months of the offeror’s final option period price to the offeror’s total price. Offerors shall not separately price any proposed extension under FAR 52.217-8. The summation of the total base amount and option periods, to include FAR 52.217-8, will be the total evaluated price (TEP). The TEP will be evaluated for reasonableness. Adequate price competition is expected to support the determination of reasonableness. Price analysis techniques may be utilized to further validate price reasonableness.

The government may choose to exercise the Option to Extend Services at the end of any performance period (base or option periods). Prices for the base and option periods, including the six (6) month option available under FAR 52.217-8, will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the solicitation and as proposed. The price for the effort associated with FAR 52.217-8 will not be included in the total awarded value at contract award. If, at the end of the contract’s period of performance (the end of the base period or any option period) and within the time period established in the clause, the government chooses to exercise this option, the pricing will be pursuant to the rates specified in the contract for the preceding performance period.

Proposals will be evaluated for price completeness, balance, reasonableness:

• Completeness: All information/data required by the RFP has been submitted, correlates to the requirement, and supports the offer.

• Balance: Pricing that is not determined to be unbalanced pricing in accordance with FAR 15.404-1(g).

• Reasonableness: Prices are considered fair and reasonable under current market conditions and reasonable to the Government.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

Award Selection – Best Value

The government will evaluate proposals in accordance with the requirements of FAR Subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services.” Offerors must recognize that the initial evaluation of proposals and the determination of the competitive range, if any, will be made upon a review of the proposals only, plus some independent investigations that may be made with regard to Past Performance. If written or oral discussions are conducted, the government may seek revised proposals from offerors within the competitive range, if any is established.

1. Basis of Award

As the technical merits of competing proposals become comparable, price may become the determining factor in a tradeoff decision.

In the event that two or more offerors are determined not to have any substantial technical differences (i.e., are technically equivalent), price becomes the determining factor and award may be made to the lower priced quotation. In the event that proposals are not technically equal, award may be made to other than the vendor with the lowest priced proposal, if the Government determines that a price premium is warranted due to technical merit. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted.

2. Responsible Prospective Contractors

In addition to the evaluation methodology outlined in this RFP, an offeror must also be found responsible by the CO prior to the award of any resultant contract. The government may request information from prospective contractors which may include items such as financial statements, Dun and Bradstreet reports, and/or similar items. If requested, it is the contractor’s responsibility to provide these documents. The government reserves the right to use any and all information at its disposal (which may not be listed herein) to make an affirmative responsibility determination.

LIST OF ATTACHMENTS

• Attachment 1 – Performance Work Statement

• Attachment 2 – Pricing Template

• Attachment 3 – Past Performance Questionnaire

• Attachment 4 - Quality Assurance Surveillance Plan

• Attachment 5 – RFP Questions Template

CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2) (FEB 1998)

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text can be accessed electronically at this internet address:

http://acquisition.gov/far/index.html.

Clause Number Clause Title Date 52.246-4 Inspection of Services – Fixed Price Aug 1996

INSPECTION REQUIREMENTS

Review of Deliverables ---

a. For purposes of delivery, all deliverables shall be made by close of business (COB) 4:30 P.M. Eastern Standard Time, at destination, Monday through Friday, unless stated.

b. The contractor shall provide all deliverables to the COR in Microsoft Excel, PowerPoint or Word format. The format and content of all deliverables are subject to government approval. All deliverables submitted in electronic format shall be free of any known computer virus or defects. If a virus or defect is found, the initial deliverable will not be accepted. The replacement file shall be provided within two (2) business days after notification of the presence of a virus.

c. Each deliverable shall be from a company representative in company letterhead. Multiple deliverables may be delivered with a single email describing the contents of the complete package.

d. In the event the contractor anticipates difficulty in complying with any delivery schedule, the contractor shall immediately provide written notice to the CO and COR. Each notification shall give pertinent details, including the date by which the contractor expects to make delivery; provided that this data shall be informational only in character and that receipt thereof shall not be construed as a waiver by the government of any contract delivery schedule, or any rights or remedies provided by law or under this contract.

e. The CO or Contracting Officer’s Representative (COR) will provide written acceptance, comments and/or change requests, if any, within thirty (30) business days from receipt by the government of the initial deliverable.

f. Upon receipt of the government comments, the contractor shall have fifteen (15) calendar days to incorporate the government's comments and/or change requests and to resubmit the deliverable in its final form.

g. If written acceptance, comments and/or change requests are not issued by the government within thirty (30) calendar days of submission, the draft deliverable shall be deemed acceptable as written, and the contractor may proceed with the submission of the final deliverable product.

http://acquisition.gov/far/index.html

h. If a contractor is non-compliant in submission of deliverables, the government will document the non-compliance in any requested contractor’s past performance report and may draft a Contractor Deficiency Report (CDR).

DELIVERABLES CHART

Note: The Contracting Officer’s Representative (COR) will provide the contractor direction on deliverable addressees following award.

# Deliverable Due Date(s) 1 Program management plan and program launch schedule Within 15 calendar days of contract award

2 Quality Control Plan (Attachment 4) Within 15 calendar days of contract award

3 Updated Organizational Chart Within 15 calendar days of contract award

4 Satisfy Program Staffing Requirements Within 15 calendar days of contract award

5 Notification of employee termination, transfer, suspension, personnel action relating to disqualifying information or incidents of wrongdoing (criminal or policy violation)

Immediately (immediate verbal report, with written follow-up) upon identification

6 Report of any contract employee misconduct Immediately (immediate verbal report, with written follow-up) upon identification

7 IT Security Plan See 3052.204-70 under General Cybersecurity Contract Requirements of PWS

8 Furnish Resumes of Key Personnel Provide with Proposal and Prior to Entry on Duty (EOD) of any new staff

9 e-QIP Security Process

Weekly report to COR listing employee name, date submitted, date approved/removed from process each Friday

10 Training Plan Within 15 calendar days of contract award

11 Transition Out Plan 60 calendar days prior to the end of the contract

* The word “immediately” or “immediate,” as used above in the Deliverables Chart is defined as “as soon as reasonably possible”. The contractor should use prudent and reasonable judgement to determine the timeframe necessary to notify the government as defined above based on the situation, but it should not exceed a reasonable timeframe to notify the government. In the case of a conflict between the Program Office and the contractor on a reasonable timeframe, the CO will determine the appropriate reasonable timeframe.

ACCEPTANCE CRITERIA

The government will provide written notification of acceptance or rejection of all final deliverables within thirty (30) calendar days. Absent written notification, final deliverables may be construed as accepted. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Services will be evaluated in accordance with the metrics outlined in the QASP (see Attachment 4).

CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2) (FEB 1998)

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text. Upon request, the CO will make their full text available. Also, the full text can be accessed electronically at this internet address:

Clause Number Clause Title Date 52.247-34 F.O.B. Destination Nov

PERIOD OF PERFORMANCE

The contract’s anticipated period of performance, when awarded will include a base period of one (1) year and four (4) one-year options in accordance with FAR 17.2. Included in the base period will be a three (3)-month transition period and nine (9)-month operational period. The option to extend services for up to six (6) months, in accordance with FAR 52.217-8, is being evaluated but will not be listed as a separate CLIN. The associated cost will not be included in the overall price of the contract.

The anticipated period of performance is as follows:

Note: Actual dates will be incorporated in the specific CLIN once the award date is finalized.

Until then general periods are included for planning purposes.

Period of Performance Dates Base Plus Transition (1 -months) 1 August 2023 – 31 July 2024

Option 1 1 August 2024 – 31 July 2025 Option 2 1 August 2025 – 31 July 2026 Option 3 1 August 2026 – 31 July 2027 http://acquisition.gov/far/index.html

Option 4 1 August 2027 – 31 July 2028

PLACE OF PERFORMANCE

The primary place of performance will be the Government facilities assigned to the Department of Homeland Security, Immigration and Customs Enforcement, Tactical Operations Unit at U.S.

Army Garrison, Fort Moore (formerly known as Ft. Benning), Georgia. Primarily, work will be conducted on Fiske Range Complex at Sightseeing Road in Fort Benning, Georgia. However, there will be required visits at the ICE Campus, specifically the administration building #234, at 6760 Upton Avenue, Fort Moore, Georgia.

NOTICE OF DELAYS

In the event the contractor encounters difficulty in meeting performance requirements, or when it anticipates difficulty in complying with the contract delivery schedule, or as soon as the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the contractor shall immediately notify the CO and the COR in writing. This notification shall give pertinent details and this data shall be informational only in character; this provision shall not be construed as a waiver by the government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

CONTRACTOR EVALUATING PROCEDURES

The government will issue contractor performance ratings for each awarded requirement from this solicitation via the Contractor Performance Assessment Reporting System (CPARS) in accordance with FAR 42.1502. The CPARS website is located: http://www.cpars.gov.

CONTRACT 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 Immigration and Customs Enforcement (ICE) and the contractor.

The following will describe the roles and responsibilities of individuals and/or authorized users who will be the primary Points of Contact (POC) for the government on matters regarding contract administration as well as other administrative information. The Government reserves the right to unilaterally change any of these individual assignments at any time.

Contracting Officer’s Representative (COR) The COR within the Strategic Development Unit (SDU), Strategic Operations Development Division, Office of Firearms and Tactical Programs, is responsible for the receipt and acceptance of the contract-level deliverables and reports and past performance reporting. The COR supports the CO in the general management of the acquisition. The COR is:

Name: Michael S. Lavergne http://www.cpars.gov/

Email: michael.s.lavergne@ice.dhs.gov Telephone Number: (762) 685-6802

The COR for this contract will be identified by the CO through a written designation. A copy of the letter of designation with specific duties and responsibilities will be provided to the contractor.

The COR will represent the CO in the administration of technical details within the scope of the contract. The COR is also responsible for the final inspection and acceptance of all deliverables and reports. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the CO or the government. The COR does not have authority to alter the contractor’s obligations or to change the contract specifications, price, terms or conditions. If, as a result of technical discussions, it is desirable to modify contract obligations or the specification, changes will be issued in writing and signed by the CO.

Contracting Officer (CO) The ICE Office of Acquisition Management has the overall responsibility for administration of the Strategic Development Unit (SDU) Training Support Services contract. The CO, without right of delegation, is the only authorized individual to take actions on behalf of the government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. The CO for this contract is:

Name: Mona Mehta Email: Mona.Mehta@ice.dhs.gov Telephone Number: 202-923-0076

MINIMUM CONTRACTOR KEY PERSONNEL

The minimum contractor key personnel are described in Attachment 1 - PWS.

INVOICE REQUIREMENTS

1. The contractor shall be active in the System for Award Management (www.SAM.gov) for invoice processing. Besides the information identified below, a proper invoice shall also include; contractor’s Dunn and Bradstreet (D&B) DUNS number; the ICE Program Office; and state whether the invoice is “INTERIM” or “FINAL”.

2. In accordance with Contract Clauses, FAR 52.212-4 (g) (1), Contract Terms and

Conditions - Commercial Items, or FAR 52.232-25 (a) (3), Prompt Payment, as applicable, the information required with each invoice submission is as follows:

An invoice must include-

i. Name and address of the contractor. The name, address and Unique Entity ID (UEI) number on the invoice MUST match the information in both the Contract/Agreement and the information in SAM;

ii. Invoice date and number;

mailto:michael.s.lavergne@ice.dhs.gov mailto:Mona.Mehta@ice.dhs.gov

Contract number, line items and, if applicable, the order number;

iii. Description, quantity, unit of measure, unit price and extended price of the items delivered;

iv. Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on government bill of lading;

v. Terms of any discount for prompt payment offered;

vi. Remit to Address;

vii. Name, title, and phone number of persons to notify in event of defective invoice;

viii. ICE Program Office designated on the order/contract/agreement; and

ix. Whether the invoice is “Interim” or “Final”

3. Invoice submission: shall be submitted via one of the following two methods. Improper invoices or those submitted by means other than these two methods will be returned.

Email is the preferred method.

(i) Primary method of submission is email. The contractor shall submit one (1) invoice in PDF format per e-mail and the subject line of the e-mail will reference the invoice number of the attached invoice to: Invoice.Consolidation@ice.dhs.gov

Attn: ICE-ERO/DRO-FHQ-DMD Invoice

(ii) Mail:

DHS, ICE

Financial Service Center Burlington

Attn: ICE-OFTP Invoice P.O. Box 1620 Williston, VT 05495-1620

(iii)Electronic Funds Transfer (EFT) banking information in accordance with 52.232- 33 Payment by Electronic Funds Transfer – System for Award Management or 52-232-34, Payment by Electronic Funds Transfer – Other than System for Award Management.

4. Invoice Supporting Documentation. To ensure payment, the vendor must submit supporting documentation which provides substantiation for the invoiced costs to the Contracting Officer Representative (COR) or Point of Contact (POC) identified in the contract. Invoice charges must align with the contract CLINs.

5. Safeguarding Information: As a contractor or vendor conducting business with Immigration and Customs Enforcement (ICE), you are required to comply with DHS Policy regarding the safeguarding of Sensitive Personally Identifiable Information (PII).

Sensitive PII is information that identifies an individual, including an alien, and could result in harm, embarrassment, inconvenience or unfairness. Examples of Sensitive PII include information such as: Social Security Numbers, Alien Registration Numbers (A- Numbers), or combinations of information such as the individuals name or other unique identifier and full date of birth, citizenship, or immigration status.

The offeror shall:

(i) Email supporting documents containing Sensitive PII in an encrypted attachment with password sent separately to the Contracting Officer Representative assigned to the contract.

(ii) Never leave paper documents containing Sensitive PII unattended and unsecure.

When not in use, these documents will be locked in drawers, cabinets, desks, etc.

so the information is not accessible to those without a need to know.

(iii) Use shredders when discarding paper documents containing Sensitive PII.

(iv) Refer to the DHS Handbook for Safeguarding Sensitive Personally Identifiable

Information (March 2012) found at http://www.dhs.gov/xlibrary/assets/privacy/dhs-privacy-safeguardingsensitivepiihandbook-march2012.pdf for more information on and/or examples of Sensitive PII.

6. Payment Inquiries: Questions regarding invoice submission or payment, please contact

Financial Service Center Burlington at 1-877-491-6521, Option # 3 or by e-mail at OCFO.CustomerService@ice.dhs.gov

Invoices without the above information may be returned for resubmission.

SPECIAL CONTRACT REQUIREMENTS

1. CONTRACTOR’S INSURANCE

52.228-5 Insurance-Work on a Government Installation (Jan 1997).

2. SECURITY REQUIREMENTS - REQUIRED SECURITY LANGUAGE FOR

SENSITIVE /BUT UNCLASSIFIED (SBU)

2.1. GENERAL

The United States Immigration and Customs Enforcement (ICE) has determined that performance of the tasks as described in contract agreement (#) TBD requires that the contractor, subcontractor(s), vendor(s), etc. (herein known as contractor) have access to sensitive DHS information and ICE Detainees, and that the contractor will adhere to the following:

2.2. PRELIMINARY FITNESS DETERMINATION

ICE will exercise full control over granting, denying, withholding or terminating unescorted government facility and/or sensitive government information access for contractor employees, based upon the results of a Fitness screening process. ICE may, as it deems appropriate, authorize and make a favorable expedited preliminary Fitness determination based on preliminary security checks. The preliminary Fitness determination will allow the http://www.dhs.gov/xlibrary/assets/privacy/dhs-privacy-safeguardingsensitivepiihandbook-march2012.pdf http://www.dhs.gov/xlibrary/assets/privacy/dhs-privacy-safeguardingsensitivepiihandbook-march2012.pdf mailto:OCFO.CustomerService@ice.dhs.gov contractor employee to commence work temporarily prior to the completion of a Full Field Background Investigation. The granting of a favorable preliminary Fitness shall not be considered as assurance that a favorable final Fitness determination will follow as a result thereof. The granting of preliminary Fitness or final Fitness shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by ICE, at any time during the term of the contract. No employee of the contractor shall be allowed to enter on duty and/or access sensitive information or systems without a favorable preliminary Fitness determination or final Fitness determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the contractor shall be allowed unescorted access to a Government facility without a favorable preliminary Fitness determination or final Fitness determination by OPR-PSU. Contract employees are processed under DHS Instruction 121-01-007-001 (Personnel Security, Suitability and Fitness Program), or successor thereto; those having direct contact with Detainees will also have 6 CFR § 115.117 considerations made as part of the Fitness screening process.

2.3. BACKGROUND INVESTIGATIONS

Contractor employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing access to sensitive information and/or ICE Detainees, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit. Contractor employees nominated by a Contracting Officer Representative for consideration to support this contract shall submit the following security vetting documentation to OPR-PSU, through the Contracting Officer Representative (COR), within 10 days of notification by OPR-PSU of nomination by the COR and initiation of an Electronic Questionnaire for Investigation Processing (e-QIP) in the Office of Personnel Management (OPM) automated on-line system.

1. Standard Form 85P (Standard Form 85PS (With supplement to 85P required for armed positions)), “Questionnaire for Public Trust Positions” Form completed on-line and archived by the contractor employee in their OPM e-QIP account.

2. Signature Release Forms (Three total) generated by OPM e-QIP upon completion of Questionnaire (e-signature recommended/acceptable – instructions provided to applicant by OPR-PSU). Completed on-line and archived by the contractor employee in their OPM e-QIP account.

3. Two (2) SF 87 (Rev. December 2017) Fingerprint Cards. (Two Original Cards sent via COR to OPR-PSU)

4. Foreign National Relatives or Associates Statement. (This document sent as an attachment in an e-mail to contractor employee from OPR-PSU – must be signed and archived into contractor employee’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

5. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” (This document sent as an attachment in an e-mail to contractor employee from OPR-PSU – must be signed and archived into contractor employee’s OPM e-QIP account prior to electronic

6. Optional Form 306 Declaration for Federal Employment (This document sent as an attachment in an e-mail to contractor employee from OPR-PSU – must be signed and archived into contractor employee’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

7. Questionnaire regarding conduct defined under 6 CFR § 115.117 (Sexual Abuse and Assault Prevention Standards) (This document sent as an attachment in an e-mail to contractor employee from OPR-PSU – must be signed and archived into contractor employee’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

8. One additional document may be applicable if contractor employee was born abroad. If applicable, additional form and instructions will be provided to contractor employee. (If applicable, the document will be sent as an attachment in an e-mail to contractor employee from OPR-PSU – must be signed and archived into contractor employee’s OPM e-QIP account prior to electronic

Contractor employees who have an adequate, current investigation by another Federal Agency may not be required to submit complete security packages; the investigation may be accepted under reciprocity. The questionnaire related to 6 CFR § 115.117 listed above in item 7 will be required for positions designated under PREA.

An adequate and current investigation is one where the investigation is not more than five years old, meets the contract risk level requirement, and applicant has not had a break in service of more than two years. (Executive Order 13488 amended under Executive Order 13764/DHS Instruction 121-01-007-01)

Required information for submission of security packet will be provided by OPR-PSU at the time of award of the contract. Only complete packages will be accepted by the OPR- PSU as notified by the COR.

To ensure adequate background investigative coverage, contractor employees must currently reside in the United States or its Territories. Additionally, contractor employees are required to have resided within the Unites States or its Territories for three or more years out of the last five (ICE retains the right to deem a contractor employee ineligible due to insufficient background coverage). This timeline is assessed based on the signature date of the standard form questionnaire submitted for the applied position.

Contractor employees falling under the following situations may be exempt from the residency requirement: 1) work or worked for the U.S. government in foreign countries in federal civilian or military capacities; 2) were or are dependents accompanying a federal civilian or a military employee serving in foreign countries so long as they were or are authorized by the U.S. government to accompany their federal civilian or military sponsor in the foreign location; 3) worked as a contractor employee, volunteer, consultant or intern on behalf of the federal government overseas, where stateside coverage can be obtained to complete the background investigation; 4) studied abroad at a U.S. affiliated college or university; or 5) have a current and adequate background investigation (commensurate with the position risk/sensitivity levels) completed for a federal or contractor employee position, barring any break in federal employment or federal sponsorship.

Only U.S. Citizens and Legal Permanent Residents are eligible for employment on contracts requiring access to DHS sensitive information unless an exception is granted as outlined under DHS Instruction 121-01-007-001. Per DHS Sensitive Systems Policy Directive 4300A, only U.S. citizens are eligible for positions requiring access to DHS Information Technology (IT) systems or positions that are involved in the development, operation, management, or maintenance of DHS IT systems, unless an exception is granted as outlined under DHS Instruction 121-01-007-001.

2.4. TRANSFERS FROM OTHER DHS CONTRACTS:

Contractor employees may be eligible for transfer from other DHS Component contracts provided they have an adequate and current investigation meeting the new assignment requirement. If the contractor employee does not meet the new assignment requirement a DHS 11000-25 with ICE supplemental page will be submitted to OPR-PSU to initiate a new investigation.

Transfers will be accomplished by submitting a DHS 11000-25 with ICE supplemental page indicating “Contract Change.” The questionnaire related to 6 CFR § 115.117 listed above in item 7 will be required for positions designated under PREA.

2.5. CONTINUED ELIGIBILITY

ICE reserves the right and prerogative to deny and/or restrict facility and information access of any contractor employee whose actions conflict with Fitness standards contained in DHS Instruction 121-01-007-01, Chapter 3, paragraph 6.B or who violate standards of conduct under 6 CFR § 115.117. The Contracting Officer or their representative can determine if a risk of compromising sensitive government information exists or if the efficiency of service is at risk and may direct immediate removal of a contractor employee from contract support.

The OPR-PSU will conduct periodic reinvestigations every 5 years, or when derogatory information is received, to evaluate continued Fitness of contractor employees.

2.6. REQUIRED REPORTS

The contractor will notify OPR-PSU, via the COR, of all terminations/resignations of contractor employees under the contract within five days of occurrence. The contractor will return any expired ICE issued identification cards and building passes of terminated/ resigned employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card.

The COR will return the identification cards and building passes to the responsible ID Unit.

The contractor will report any adverse information coming to their attention concerning contractor employees under the contract to the OPR-PSU, via the COR, as soon as possible.

Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the contractor employees’ name and social security number, along with the adverse information being reported.

The contractor will provide, through the COR a Quarterly Report containing the names of contractor employees who are active, pending hire, have departed within the quarter or have had a legal name change (Submitted with documentation). The list shall include the Name, Position and SSN (Last Four) and should be derived from system(s) used for contractor payroll/voucher processing to ensure accuracy.

CORs will submit reports to psu-industrial-security@ice.dhs.gov

Contractors, who are involved with management and/or use of information/data deemed “sensitive” to include ‘law enforcement sensitive” are required to complete the DHS Form 11000-6-Sensitive but Unclassified Information NDA for contractor…