DHS Data Repository - SOW for RFI.pdf

70RSAT25RFI000001

REQUEST FOR INFORMATION 70RSAT25RFI000001

STATEMENT OF WORK (SOW)

DHS PUBLIC ACCESS DATA REPOSITORY FOR DHS PEER-REVIEWED JOURNAL

SCIENTIFIC DATA

1 BACKGROUND

The U.S. Department of Homeland Security (DHS) is committed to using cutting-edge technologies and scientific talent in its quest to make America safer. The DHS Directorate of Science and Technology (S&T) is tasked with researching and organizing the scientific, engineering, and technological resources of the United States and leveraging these existing resources into technological tools to help protect the homeland. A February 2013 Office of Science and Technology Policy (OSTP) Memorandum, "Increasing Access to the Results of Federally Funded Scientific Research,"1directed all Departments in the Executive Branch with greater than $100 million in research and development (R&D) expenditures each year to prepare a plan for improving the public's access to the results of federally funded research, with an emphasis on peer-reviewed scholarly publications and digital data. In August 2022, an additional OSTP Memorandum, "Ensuring Free, Immediate, and Equitable Access to Federally Funded Research" 2, updated the 2013 memorandum to emphasize the importance of a public access policy. In response to the 2022 memorandum, DHS is revising the DHS Public Access Plan3, and intends to expand access sharable digitally formatted scientific data that are the results of DHS R&D funding in an effort to promote the development of a Homeland Security-related industrial base and to increase the credibility of associated program managers, subject matter experts, researchers, contracted developers, sponsors.

and stakeholders in the scientific community. Public access will make available the releasable results of government funded research to the general public and to enable DHS Operational Components and directorates to better share information and to encourage public-private collaboration.

DHS recognizes that increased access to research data and information can encourage research collaboration and help successfully address the nation's constantly evolving homeland security challenges. Increased access to releasable results of DHS research promotes development of a Homeland Security-related industrial base, increases the credibility of associated program managers, subject matter experts, researchers, contracted developers, sponsors, and stakeholders in the scientific community. Data sharing provides opportunities for other researchers to review, confirm, or challenge study findings and is an important aspect of the scientific process. In addition, data sharing can enhance scientific inquiry through a variety of other analytic activities, including the use of shared data to test alternative theories or hypotheses; explore different sets of research questions than those targeted by the original researchers; combine data from multiple sources to provide potential new insights and areas of inquiry; and/or conduct methodological studies to advance education research methods and statistical analyses. Consistent with the OSTP memo, DHS intends to make available to the public peer-reviewed scholarly publications and digitally formatted scientific data that are the results of DHS R&D funding.

The DHS S&T Knowledge Management Office (KMO) is charged to coordinate the implementation of the DHS Public Access Plan on behalf of the Under Secretary for S&T and is responsible for developing DHS-wide implementation strategies and policies to implement the Plan. KMO is currently leading the DHS Public Access Advisory Group (PAAG) consisting of DHS Components who perform or acquire scientific research (i.e., S&T, Domestic Nuclear Detection Office (DNDO), Federal Emergency Management Agency (FEMA), U.S. Coast Guard (USCG), U.S. Secret Service (USSS), Customs and Border Patrol (CBP), U.S. Immigration and Customs Enforcement (ICE), and Office of Procurement Operations (OPO)) and subsequently release the results as peer-reviewed articles in scholarly journals and other similar publications. The group currently includes 7 Components, but this could potentially include support for up to 10 Components with additional funding required if it goes beyond 5TB of data storage or additional components require significant increases in support and configuration services.

2 SCOPE

In support of DHS's Policy, the contractor shall maintain, curate, and build a data repository with a customized DHS Storefront to allow DHS to post releasable scientific digital data from peer-reviewed publications resulting from DHS-funded research. Peer-reviewed publications and associated scientific digital data shall have been reviewed and cleared for public release prior to being publicly available. The contractor shall not handle, or compile classified or sensitive data nor personally identifiable information (PII). The contractor shall utilize their existing data publishing platform and storage capabilities (e.g., software development is not expected) to allow DHS to store, share, and manage their research outputs, and also create a service that gives DHS programmatic access (i.e., an open-source application programming interface (API)) to individual data sets. The data repository will allow DHS users (and publishers acting on behalf of these users) to deposit data sets into the repository which, after the necessary processing and the expiration of any applicable embargoes, will be made publicly available. The data repository shall conform to DHS policy on the dissemination and sharing of research data and shall address information from DHS-funded researcher's data management plans (DMPs) such as the following:

• Types of data to be produced and collected during the course of the research;

• Standards to be used for data and metadata format and content;

o Standards may vary by research community; ensure the collected data can be recorded in metadata formats for easy retrieval and analysis

• Planned approaches for long-tern preservation of and access to data generated by the research, taking into consideration privacy and security, intellectual property rights (IPR) and other legitimate proprietary rights, and the relative costs and benefits of long-term preservation and access;

• Policies and provisions for re-use, re-distribution, and the production of derivatives; and

• Appropriate protections privacy, confidentiality, security, intellectual property and other applicable rights or established requirements.

This SOW does not cover any services to monitor compliance with the DHS Policy.

3 OBJECTIVE

The objective of this SOW is to obtain a data repository with a customized DHS Storefront to allow DHS to post releasable scientific digital data supporting peer-reviewed publications resulting from DHS-funded research. The SOW will focus on the critical functions to support the rapid development and delivery of a DHS data repository with the ability of the data publishing platform:

• To publish research results in all formats and cite published content, following the established embargo policy of no less than 12 months;

• To support large file sizes up to 5 terabytes (TB);

• To provide data visualization for various file formats in the internet browser as both thumbnails and as full-size previews;

• To allow for ease of discoverability by all users;

• To assign and maintain metadata and digital object identifiers (DOI) with versioning capabilities;

• To utilize various analytics to obtain usage reporting capability and research impact metrics;

• To allow for data storage and archiving capabilities; and

• To ensure public access policy compliance (e.g., compliance to Findable, Accessible, Interoperable, Reusable (FAIR) principles, standards, and requirements).

The contractor shall perform the following tasks:

TASK ONE. Data Repository Uptake and Piloting: The contractor shall provide the staffing needed to support submissions by DHS users, including a "help desk" function for matters related to the mechanics of submission. Staffing shall include an assigned implementation team and ongoing Technical Account Manager support. The contractor will not be required to answer users' questions that concern an interpretation of the DHS Policy and compliance with the Policy. DHS S&T, on behalf of DHS, will be responsible for answering questions pertaining to DHS Policy.

3.1.0 The contractor shall assist DHS S&T in the implementation and piloting of the DHS Data

Repository. Following an initial implementation, the contractor shall assist DHS S&T with a complete roll-out to all DHS Components.

3.1.1 The contractor shall provide up to 1OTB of AWS cloud storage. data storage capacity as needed and allow access across the participating DHS Components.

3.1.2 The contractor shall securely store all data sets with the option to feed into larger archiving and preservation workflows. Physical and network security controls, cloud security, application security, development security, and auditing shall prevent and monitor any unauthorized access to data. Discrepancies identified in security compliance issues shall immediately be brought to the attention of the government POC.

TASK TWO. Data Repository Operation and Maintenance/Curation Services: The contractor shall provide an annual subscription, training, and support, and assist in managing the operation and maintenance of the data repository and consistently comply with the requirements established by DHS and any quick-changing policy requirements (e.g., metadata or embargo policies) that may occur. Any updates or upgrades to the data repository shall not cause any prolonged disruption to the service.

3.1.3 The contractor shall continue to provide an annual subscription to their services to include the use of the hosted solution, custom domain, custom branded portal, private collaboration area, a statistics dashboard, training, support, and custom resources shall be provided as part of the annual subscription.

3.1.4 The contractor shall provide a monthly report of usage or an automated method to create monthly reports to report on metrics such as the number of data sets submitted per month, the number of data sets publicly available for download per month, as well as other advanced analytics for the individual data sets (i.e., how often a data set is being viewed, where the data is being viewed, number of downloads, number of citations, and how it is being utilized). Custom metrics reports are available to be created although depending on the complexity, this may incur a one-time cost to set up.

3.1.5 The contractor shall participate in semi-annual meetings for data repository configuration management. Updates may include function optimization or updates to user or OSTP requirements. The contractor may provide recommendations for system upgrades and incremental improvements to the data repository and provide a write-up summary for each system upgrade and/or improvements that are made.

PHASE-OUT STRATEGY: The contractor shall transfer all stored and archived/preserved data files back to the Government digitally or by some other deliverable format (e.g., DVD, electronic media, etc.).

4 KEY MILESTONES AND DELIVERABLES

Task/Subtask Number and Name

Milestones/Deliverables Due Date or Completion Date

Task 1. Data Repository Uptake and Piloting

Data Set Submissions Within 90 days of executed award.

Annual Meetings for Repository Configuration Management

Every 6 months after Data Repository Implementation

Task 2. Data Repository Operation and Maintenance/Curation Services

Written Summary System

Upgrades and Improvements

Annually

Phase-Out Strategy Transfer of All Stored/Archived/ Preserved Data Files in a Deliverable Format

2 weeks prior to Contract Close-Out

5 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year with an additional one-year option period.

6 PLACE OF PERFORMANCE

All work will be conducted on the contractor's site.

7 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than seven (7) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government's facility, located at the DHS Science and Technology Directorate, 1120 Vermont Ave, Washington DC 20005 or via teleconference.

8 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR and PM not later than seven (7) business days after award.

9 PROGRESS REPORTS

The Platform team will provide progress reports for DHS on a monthly basis, or at another interval (e.g., quarterly) by mutual agreement with the Contracting Officer, COR, and PM.

10 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Windows and Microsoft Office Applications).

11 DELIVERABLES

ITEM SOW

REFERENCE

DELIVERABLE /

EVENT

DUE BY DISTRIBUTION

1 C.9 Monthly Progress Reports

Monthly or other interval as agreed (e.g., quarterly)

COR, PM,

Contracting

Officer

2 3.1.4 Quick Reference Guide, User Manual, and training materials

Day 1 after the award m COR, PM, Contracting

Officer

3 3.1.4 Semi-Annual Updates to the Quick Reference Guide, User Manual, and training materials

COR, PM,

Contracting

Officer

4 3.1.5 Data Set Submissions Begin

Day 1 after the award COR, PM, Contracting

Officer

5 3.1.9 Monthly Report of Usage or an Automated Method to Create Monthly Reports

Monthly after Data Repository Implementation

COR, PM,

Contracting

Officer

6 3.1.10 Annual Meetings for Repository Configuration Management

Every 6 months after Data Repository Implementation

COR, PM,

Contracting

Officer

7 3.1.10 Written Summary System Upgrades and Improvements

Annually COR, PM, Contracting

Officer

8 C.3 Transfer of All Stored/Archived/ Preserved Data Files in a Deliverable Format

2 weeks prior to Contract Close-Out

COR, PM,

Contracting

Officer

12 SECTION 508 ACCESSIBILITY

1.0 Section 508 Requirements

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L.

105-220) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to and use of information and data that is comparable to Federal employees and members of the public without disabilities.

1. Products, platforms, and services delivered as part of this work statement that are by definition as ICT or contain ICT shall conform to the Revised 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-partl 194.pdf

Item that contains Information and Communications Technology:

repository/website

Applicable Exception: N/A

Authorization #: NIA

Applicable Functional Performance Criteria: All functional performance criteria apply to when using an alternative design or technology that results to achieve substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4 and 5 of the Revised 508 Standards, or when Chapters 4 or 5 do not address one or more functions of ICT.

Applicable requirements for electronic content features and components: All Level AA Success Criteria Apply http://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-

Applicable requirements for software features and components: All WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application, 504 Authoring Tools

Applicable requirements for hardware features and components: Does not apply.

Applicable support services and documentation: All requirements apply.

2. When providing and managing hosting services for ICT Items, the contractor shall ensure the hosting service does not reduce the item's original level of Section 508 conformance prior to providing the hosting service.

3. When providing installation, configuration or integration services for ICT Items, the contractor shall not reduce the original ICT item's level of Section 508 conformance prior to the services being performed.

4. When providing maintenance upgrades, substitutions, and replacements to ICT Items, the contractor shall not reduce the original ICT item's level of Section 508 conformance prior to upgrade, substitution, or replacement. Prior to acceptance, the contractor shall provide an Accessibility Conformance Report (ACR). The ACR should be created using the on the Voluntary Product Accessibility Template Version 2.1 or later. The template can be located at https://www.itic.org/policy/accessibility/vpat

5. When developing or modifying ICT Items for the government, the contractor shall ensure the ICT fully conforms to the applicable Section 508 Standards. When modifying commercially available or government-owned ICT item, the contractor shall not reduce the original ICT Item's level of Section 508 conformance.

6. When developing or modifying web and software ICT Items, the contractor shall demonstrate Section 508 conformance by providing Section 508 test results based on the versions of the DHS Trusted Tester Methodology currently approved for use, as defined at https://www.dhs.gov/compliance-test-processes. The contractor shall use testers who are "DHS Certified Trusted Testers" to conduct accessibility testing.

7. When developing or modifying ICT Items that are delivered in an electronic Microsoft Office or Adobe PDF format, the contractor shall demonstrate conformance by providing 508 test results based on the Accessible Electronic Documents - Community of Practice (AED COP) Harmonized Testing Guidance at https://www.dhs.gov/compliance-test-processes.

8. When developing or modifying software that generates electronic content (example: an authoring tool that is used to create html pages, reports, surveys, charts, dashboards, etc.), the contractor shall ensure software can be used to create electronic content that conforms to the Section 508 standards.

9. Contractor personnel shall possess the knowledge, skills, and abilities necessary to address the applicable revised Section 508 Standards for each ICT item.

10. Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COTR and determination will be made in accordance with DHS MD 4010.2.

http://www.itic.org/policy/accessibility/vpat http://www.dhs.gov/compliance-test-processes http://www.dhs.gov/compliance-test-processes http://www.dhs.gov/compliance-test-processes

11. Where ICT conforming to one or more requirements in the Revised 508 Standards is not commercially available, the agency shall procure the ICT that best meets the Revised 508 Standards consistent with the agency's business needs, in accordance with 36 CFR E202.7.

Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2 and 36 CFR E202.6.

13 SECURITY REQUIREMENTS

The contractor will not have access to sensitive information. The contractor will not have access to CUI, DHS information systems, or recurring access to Government facilities.

14 PUBLIC HEALTH SECURITY AND BIOTERRORISM PREPAREDNESS RESPONSE

ACT REQUIREMENTS

All contractor personnel working under the task order shall be subject to certain sections of the Public Health Security and Bioterrorism Preparedness Response Act of 2002. Specifically, as part of the suitability check process each contractor employee must complete a Federal Bureau of Investigation background check information form (0MB No. 1110-0039). Each contractor employee will be required to complete a training covering his or her responsibilities under the Act.

15 SPECIAL SECURITY REQUIREMENTS- CONTRACTOR PRE-SCREENING

Contractors requiring recurring access to Government facilities or access to sensitive but unclassified (SBU) information and/or logical access to Information Technology (IT) resources shall verify minimal fitness requirements for all persons/candidates designated for employment under any Department of Homeland Security (DHS) contract by prescreening the person/candidate prior to submitting their name for consideration to work on the contract. Prescreening the candidate ensures that minimum fitness requirements are considered and mitigates the burden of DHS having to conduct background investigations on objectionable candidates. The Contractor shall submit only those candidates that have not had a felony conviction within the past 36 months, illegal drug use within the past 12 months, or misconduct such as criminal activity on the job relating to fraud or theft within the past 12 months from the date of submission of their name as a candidate to perform work under this contract. Contractors are required to flow this requirement down to subcontractors.

Pre-screening involves contractors and subcontractors reviewing-

• Felony convictions within the past 36 months. An acceptable means of obtaining information on felony convictions is from public records, free of charge, or from the National Crime Information Center (NCIC).

• Illegal drug use within the past 12 months. An acceptable means of obtaining information related to drug use is through employee self-certification, by public records check; or if the contractor or subcontractor already has drug testing in place. There is no requirement for contractors and/or subcontractors to initiate a drug testing program if they do not have one already in place.

• Misconduct such as criminal activity on the job relating to fraud or theft within the past 12 months. An acceptable means of obtaining information related to misconduct is through employee self-certification, by public records check, or other reference checks conducted in the normal course of business. Pre-screening shall be conducted within 15 business days.

after contract award. This requirement shall be placed in all subcontracts if the subcontractor requires routine physical access, access to sensitive but unclassified.

16 TECHNICAL DIRECTION CLAUSE

Performance of work under this contract shall be subject to the technical direction of the COR. The term "Technical Direction" is defined to include, without limitation, the following:

(a) Directions to the contractor which redirect the contract effort, shift work emphasis between work areas of tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish contractual statement of work.

(b) Provision of information to the contractor that assists in the interpretation of drawings, specifications, or technical portions of the work description.

(c) Review and, where required by the contract, approval of technical reports, drawings, specifications, and technical information to be delivered by the contractor to the Government under the contract.

Technical direction must be within the general scope of work stated in the contract.

The COR does not have authority to and may not issue any technical direction which (i) constitutes an assignment of additional work outside the general scope of the contract; (ii) constitutes a change as defined in the contract clause entitled "Changes" (FAR 52.243-1); (iii) in any manner cause an increase or decrease in the total contract cost or price, the fixed fee or the time required for contract performance; or (iv) changes any of the expressed terms, conditions, or specifications of the contract. All technical direction shall be issued in writing by the COR or shall be confirmed in writing within five (5) working days after issuance. The contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this article.

If, in the opinion of the contractor, any instruction or direction issued by the COR is within one of the categories and defined in (i) through (iv) above, the contractor shall not proceed but shall notify the CO in writing within five (5) working days after the receipt of any instruction or direction and shall request the CO to modify the contract accordingly. Upon receiving such notification from the contractor, the CO shall issue an appropriate contract modification or advise the contractor in writing that, in his/her opinion, the technical direction is within the scope of the contract. The contractor shall thereupon proceed immediately with the direction given. A failure of the parties to agree upon the nature of the instruction or direction or upon the contract action to be taken with respect hereto shall be subject to the provisions of the contract clause titled, "Disputes" (FAR 52.233-1.)

17 APPLICABLE REFERENCE DOCUMENTS

All IT systems (as defined by DHS Management Directive 0007.1) being planned, designed, developed, and maintained for the Department of Homeland Security, Science and Technology Directorate (DHS-S&T), its customers, and/or with DHS data, shall be:

17.1 Aligned with DHS and/or S&T Federal Enterprise Architecture. All solutions and services shall meet DHS Enterprise Architecture policies standards and procedures.

17.2 In compliance with appropriate Office of Management and Budget (0MB) Circulars, including but not limited to 0MB Circulars A-11 and A-130 as implemented by the S&T

CIO.

17.3 In compliance with Federal Regulations including but not limited to the E-Government Act (including Privacy Impact Assessment), Paperwork Reduction Act, Federal Information Security Management Act (FISMA), and Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Board's Electronic and Information Technology Accessibility Standards at 36 CFR 1194.

17.4 In compliance with DHS Management Directives including 0007.1, 4010.2, 1400,

4300.1 (and 4300A), 4900, and others as appropriate.

17.5 In compliance with other guidance and best practices related to the Secure Coding Initiative and secure coding verification.

18 POINTS OF CONTACT

[Provided at Award]

Contracting Officer

The Contracting Officer (CO) is the only person authorized to approve changes to any of the terms and conditions of this purchase order. In the event the contractor effects any changes at the direction of any person other than the CO, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. The CO shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, or to modify any term or condition of the contract. The CO is the only individual who can legally obligate government funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed contract, which includes any subsequent contract modifications or other specific written authorization from the CO.

The contractor shall not comply with any order, direction, or request of government personnel unless it is issued in writing and signed by the CO or is pursuant to specific authority otherwise included as a part of this purchase order. No order, statement, or conduct of government personnel, other than the CO, who visit the contractor's facilities or in any other manner communicate with contractor personnel during the performance of this contract shall constitute a change under the Changes clause of this purchase order.

The CO for this requirement is:

Aleyson Bickley Office of Procurement Operations (OPO) Science & Technology Acquisition Division (STAD) Aleyson.Bickley@hq.dhs.gov