DHS TSL CAAFE Draft SOW 70RSAT25RFI000007 (20250923).pdf

PIID: 70RSAT25RFI000007

Draft Statement of Work – Version 3

UNITED STATES DEPARTMENT OF HOMELAND SECURITY

SCIENCE AND TECHNOLOGY DIRECTORATE

OFFICE OF NATIONAL LABORATORIES

TRANSPORTATION SECURITY LABORATORY

CONTRACT, AGREEMENT, ACQUISITION, AND

FINANCIAL EXECUTION SERVICES

DRAFT STATEMENT OF WORK

1.0 BACKGROUND

This Statement of Work (SOW) defines the requirements for Contract, Agreement, Acquisition, and Financial Execution Services (CAAFE) at the United States Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Office of National Laboratories (ONL) Transportation Security Laboratory (TSL) located at the Federal Aviation Administration (FAA) William J Hughes Technical Center in Atlantic City, New Jersey. The mission of S&T is to enable effective, efficient, and secure operations across all homeland security missions by applying scientific, engineering, analytic and innovative approaches to deliver timely solutions and support departmental acquisitions. The TSL enhances homeland security by performing detection science, and test and evaluation (T&E) of technologies to detect and mitigate the threat of improvised explosive devices (IEDs), weapons, and other threats to transportation and commerce. The TSL’s vision is to continuously improve its T&E services and remain the preeminent organization for assisting the Homeland Security Enterprise (HSE) by identifying, developing, validating, and deploying threat detection technologies.

To complete its mission the TSL must perform administrative functions related to the resourcing, establishment, maintenance, and monitoring of contracts, agreements, and related vehicles. This in turn provides the TSL with specialized technical services that enable more cost-effective solutions than can be provided by TSL Federal staff.

1.1 SCOPE

The scope of work includes routine, well-defined tasks that might be assigned to accounting/auditing professionals, executive assistants, and technical writers. In general, this work requires clerical skills, knowledge of the FAR, and experience within Government agencies. Support shall include labor, supplies, equipment, and materials necessary to provide CORs and technical staff with administrative support that would otherwise interfere with their productivity on more technical work; These functions include

• Procurement Planning and Execution

• Contract Administration and Auditing

• Cooperative Partnership Establishment Support And Maintenance

• Office and Technical Support

• Technical Editing and Technical Writing

• Office Coordination

• Travel Planning and Administration

• Records Management

1.2 OBJECTIVE

The objective of this acquisition is to provide the TSL with essential support services that are not inherently Governmental and may require a level of effort that is not sufficiently consistent to warrant additional staffing with Federal employees. This procurement will provide an opportunity to improve TSL’s overall operations and permit TSL to improve upon existing organizational strengths by ensuring that TSL technical staff are not unnecessarily burdened with administrative activities that would interfere with their primary functional responsibilities and tasks for which they are not well trained or suited.

1.3 Compliance Documents

The Contractor shall comply with requirements of the following documents, updated as required, to meet the requirements of this contract:

• National Industrial Security Procedures Operation Manual (NISPOM)

• 49 CFR 1520 Protection of Sensitive Security Information

• DHS Instruction 121-01-011 Administrative Security Program

• HSAR Class Deviation 15-01 Safeguarding of Sensitive Information

• TSL Management Instructions:

• MI21-23 Cooperative Research and Development Agreements (CRADAs)

• MI22-16 Structure and Content Guidelines for TSL Documents

• MI22-05 Sensitivity Review Process for the Release of Unclassified TSL Work Products

• MI 21-14 Creating and Submitting Procurement Requests (PR) Above the Micro

Purchase Threshold

• MI22-07 TSL Purchase Card Program

• MI25-01 TSL Records and Information Management

1.3.1 Reference Documents

The following documents will be provided upon award or post-award:

• DD Form 254

• DHS S&T Explosives Research and Development Program Security Classification Guide

• DHS SCG S&T006.4 Feb 2025

• DHS/S&T/TSL Document Format Templates

2.0 SPECIFIC REQUIREMENTS

For clarity, references in this section to the “Contractor” refer to the organization or its staff providing administrative services to TSL identified in this statement of work. Companies and organizations providing technical services to TSL separate from this contract are referred to as “service providers” or “contracted service providers.”

Subsections below include a TSL-estimated level of effort associated with each task expressed as a Full Time Equivalent (FTE). Note that a one FTE is equal to 1,880 hours.

The Contractor shall be responsible for deliverables associated with all Laboratory Operations Work Products as specified in Table 1.

Table 1

Laboratory Operations Work

Products Action Due

1 BPA Process Handbook Review and update when needed, make recommendations for process improvements to increase efficiency and/or provide cost savings

Review and update when needed; 30 days after the start of each POP

2 Sophie Report Update/Maintain records for accuracy

Weekly

3 TSL PR Tracking Site Add new records, update existing records

Weekly

4 Invoice Tracking Sheet - Per Contract/Task Order

Review and update when invoices are received

Monthly

5 Meeting Action Items - Per Contract/Task Order

Collect action items for COR;

and follow-up on those actions

1 BDA meeting

6 PR Working Files Shared Drive Folders - Update/Maintain

Create, update, and maintain PR folders and files

Daily as needed - Full review every 90 days

7 Contracts Shared Drive Folders - Update/Maintain

Create, update, and maintain contract folders and files

Daily as needed - Full review every 90 days

8 Lab Ops SharePoint - Contracts and Agreements

Create, update, and maintain contract folders and files

Daily as needed - Full review every 90 days

9 TSL Software Licenses Review, update, and maintain current list of licenses, keep track of expiration dates;

prompt follow-up action

Daily as needed - Full review every 90 days

10 TSL Service and Maintenance Agreements

Review, update, and maintain current list of agreements, keep track of expiration dates;

prompt follow-up action

Daily as needed - Full review every 90 days

11 BPA Meetings Prepare and present updates on current workload for all BPAs

Weekly

12 Management Instructions Review and update when needed; prepare and edit according to MI guidance

Every 90 days

13 TSL Annual Report Contribute to content; content review and editing; structure;

format; publication.

Annually, according to project plan and milestone schedule

14 TSL Strategic Plan Contribute to content; content review and editing; structure;

format; publication.

Every two years, according to project plan and milestone schedule

15 TSL Deliverables Mailbox Monitor for new messages and file attachments. Take appropriate action

Daily as new messages/documents are received

2.1 Procurement Planning and Execution (1.5 FTE)

1. The Contractor shall assist the COR with preparation of procurement packages:

a. Review of the SOW for completeness

b. Review of the ICGE for adherence to standard pricing

c. Preparation of supporting documentation including but not limited to Homeland Security

Acquisition Manual Appendix G, Treasury Forms 7600A and 7600B, Sole Source and Limited Source Justifications, COR Nomination letters, Change Request Forms, Determinations and Findings, and others as required.

2. The Contractor shall solicit from the Office of Procurement Operations (OPO) a Procurement

Acquisition Lead Time (PALT) for each major acquisition (i.e. any procurement > $100,000). In the absence of an OPO-generated PALT the Contractor shall work with the COR or technical team to produce an estimated PALT.

3. The Contractor shall develop, improve, or maintain a PR status document with up-to-date information about the status of all documents, artifacts, and processing steps leading to contract award.

a. The PR status document will include the names of all people/offices assigned to functions or process steps

b. The PR status document will identify when people/offices received tasking or requests for action.

c. The PR status document will identify when people/offices completed tasking or requests for action.

4. The Contractor shall maintain a file (e-mail folder) of all correspondence related to PR requests.

5. The Contractor shall keep the COR and technical team informed of major changes in the status of any acquisition or any anticipated problems that may prevent a timely award.

6. The Contractor shall assist with the planning and execution of any industry days and similar events whose purpose is to provide information to industry in anticipation of future contracting activities.

7. As instructed by the COR the Contractor shall solicit from TSL staff requests for funding to support contracted services or the provision of goods and supplies.

8. The Contractor shall assist TSL staff with estimating costs by reviewing similar requests and performing market research as necessary.

9. The Contractor shall utilize existing Procurement Request (PR) resources in order to ensure accurate PR submissions. These include internal SharePoint sites, Science and Technology Analytical Tracking System (STATS), Science and Technology PR Tracker, PRISM Acquisition Lifecycle Management, Federal Funds Management System (FFMS), and others as required.

2.2 Contract Administration and Auditing (0.75 FTE)

1. The Contractor shall attend meetings with the technical team(s) that they support at the TSL, as requested by the COR.

a. The Contractor shall summarize the meetings and provide a list of all commitments made by either Federal staff or the service provider.

b. The Contractor shall track all commitments through completion or repeal.

2. The Contractor shall review the service provider’s monthly status report (MSR)

a. The Contractor shall compare MSR identified progress with contract requirements and alert the COR to completed and delinquent milestones and deliverables.

b. The Contractor shall track expenditures and alert the COR to any over- or under-spending with respect to MSR-reported progress

2.3 Cooperative Partnership Establishment and Maintenance (0.75 FTE)

1. The Contractor shall assist with the execution of key agreement and amendments ensuring all documentation, progress, and approvals are completed.

a. The Contractor shall support multiple pending amendments as well as new agreements to include drafting and modifying agreements, obtaining and documenting approvals from Principal Investigators (PI) and collaborators and preparing documents for DHS agreement and legal review.

b. The Contractor shall support agreement compliance with DHS policies and legal requirements, revisions of agreements for clarity and completeness, and the preparation of necessary forms and correspondence to initiate the agreement Suitability process.

2. The Contractor shall update and maintain the agreement tracking spreadsheet and related

Share Point records.

2.4 Office and Technical Support

Primary responsibilities are to provide technical writing, technical editing, administrative and travel, and records management support services to the TSL. These tasks involve coordination with management, TSL Federal staff, and subject matter experts to develop and maintain comprehensive technical documents, provide operational support, and implement records management systems in compliance with Federal regulations.

2.4.1 Technical Editing and Technical Writing (1.0 FTE)

The Contractor shall apply writing skills and knowledge of the basic principles and specialized vocabulary of appropriate subject-matter fields to enable accurate communication of scientific and technological developments to expert and other interested audiences. The Contractor shall provide support to the Government on the following tasks:

1. Apply writing skills and an understanding of the appropriate equipment and systems to the development of specifications showing the characteristics and capabilities or the design and test requirements of equipment and systems; to include the development of training, operating, or maintenance manuals associated with equipment and systems.

2. Ensure materials are consistent with agency policy and with other information presented by the agency, meet the style requirements of the department and the publication, and are written at an appropriate level for the intended audience.

3. Assist with management of individual or serial publications from initial conception and content determination through distribution and coordinate the activities of other publishing personnel.

4. Review final proposed publications for style, design, layout, and editorial aspects before release.

5. Develop, write, review, and edit technical documents including but not limited to final reports, test plans, technical notes, quick look reports, technical briefs, and presentations, ensuring compliance with DHS documentation standards and style guides.

6. Collaborate with subject matter experts (SMEs) to gather information and ensure the accuracy of the content.

7. Manage document version control and maintain a repository of all technical documents.

8. Provide support for document formatting and layout as needed.

9. Possess a strong understanding of technical concepts and the ability to translate them into clear, concise documentation.

10. Be proficient in using documentation tools such as Microsoft Word, Adobe Acrobat, and other relevant software.

11. Support process improvements regarding TSL document publication process.

12. Possess knowledge of and support the document sensitivity and review and release process according to DHS guidelines.

2.4.2 Office Coordination (0.5 FTE)

1. The Contractor shall coordinate daily office operations, including but not limited to completing administrative tasks, employee communications, scheduling meetings, managing calendars, and handling correspondence.

2. The Contractor shall support staff schedule management.

3. The Contractor shall receive and process taskers from ONL and other S&T organizations as requested

a. With the concurrence of the TSL Director or his designee, the Contractor shall assign appropriate individuals’ responsibility for completing routine taskers.

b. The Contractor shall coordinate with the TSL Director or his designee, to ensure that assigned personnel are provided with information and resources necessary to complete the tasker.

c. The Contractor shall monitor progress towards completion of the tasker.

d. The Contractor shall assist with formalizing the tasker response.

4. The Contractor shall assist with the administration of Federal employee time and attendance to include learning and accessing the GovTA platform and serving in the timekeeper role for TSL personnel.

2.4.3 Travel Planning and Administration (0.1 FTE)

1. The Contractor shall provide travel planning and administrative support services for TSL

Federal personnel utilizing approved travel resources including Concur and internal S&T Travel platforms.

2. The Contractor shall provide support with the preparation, submission and tracking of travel reports.

2.4.4 Records Management (0.4 FTE)

1. The Contractor shall maintain and organize office files and records.

2. The Contractor shall implement records management systems to ensure proper documentation, storage, and retrieval of records.

3. The Contractor shall ensure compliance with DHS records management policies and Federal regulations.

4. The Contractor shall assist in the development and implementation of records retention schedules, and the agency file plan.

5. The Contractor shall provide prompt responses to HQ records management data calls and taskers.

6. The Contractor shall remain up to date, monitor and report guidance changes from the

National Archives Records Administration (NARA).

2.5 Project Management: (0.2 FTE)

The Project Manager (PM) shall be a single point of contact for the CO and the COR. The name of the PM, and the name of any alternate who shall act for the Contractor in the absence of the PM, shall be provided to the Government as part of the Contractor's proposal.

During any absence of the PM, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The PM and the designated alternate shall be able to read, write, speak, and understand English and be able to obtain a Secret level clearance and DHS suitability.

2.5.1 Project Manager (PM) Responsibilities

The Project Manager responsibilities shall include, but are not limited to, the following:

1. Overall contract management;

2. Assigning work, managing personnel, finances, operations, and technical programs;

3. Ensuring that projects are fully controlled, and that set goals and objectives are met;

4. Assigning program responsibility;

5. Documenting financial status;

6. Documenting technical results; and

7. Ensuring the successful performance of the requirements in the contract.

The PM shall provide all the necessary technical, business, and administrative planning;

organizing; managing; coordinating; tracking; and project management in accordance with Project Management Institute (PMI) standards and applicable DHS Management Directives and standards as listed below, including:

1. Prime and sub-contract management

2. Cost/schedule/performance measurement

3. Periodic and event-driven status reporting

4. Resource management

5. Procurement management

6. project risk management

7. property tracking

The PM shall be available to the CO and COR via telephone or email or other electronic media between the hours of 8:00am and 5:00pm EST, Monday through Friday, and shall acknowledge requests for discussion or resolution of technical problems within 2 working hours of notification.

The PM shall ensure that Contractor employees understand and abide by all DHS and local TSL established rules, regulations, policies, and ISO practices, concerning safety and security, as well as all terms and conditions of this SOW.

3.0 CONTRACTOR PERSONNEL

The contract requires a total of 5.2 FTEs distributed among four (4) labor categories for a total of six (6) Contractor employees. The Governments intended distribution is listed below:

1. Project Manager – Offsite - 0.2 FTE

a. Primarily responsible for tasking in sections 2.5 and 2.5.1

b. Role can be filled at the Journeyman or Senior labor category level

2. Administrative Service Manager – 1.0 FTE

a. Primarily responsible for tasking in sections 2.4.2, 2.4.3, and 2.4.4.

b. Role can be filled at the Journeyman labor category level only

3. Business Operations Specialist – 3.0 FTE

a. Primarily responsible for tasking in sections 2.1, 2.2 and for personnel that primarily support CRADA tasking, section 2.3

b. Role can be filled at the Journeyman or Senior labor category level.

4. Technical Writer – 1.0 FTE

a. Primarily responsible for tasking in section 2.4.1

b. Role can be filled at the Senior labor category level only.

3.1 QUALIFIED PERSONNEL

1. The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

2. Contractors shall possess sufficient technical knowledge to successfully assist TSL with all requirements in this SOW. The Contractor shall have the capability to take creative direction, and work independently and collaboratively in a fast-paced team environment.

3. TSL uses the Microsoft suite of products. The Contractor shall independently demonstrate proficiency in the use of Microsoft Office Applications e.g. Outlook, Excel, Word, PowerPoint, SharePoint and TEAMS as well as Adobe Acrobat and other public use programs. Qualified personnel shall additionally possess the ability to learn and adapt to the use of various Government owned systems and various databases.

4. The Contractor’s appearance and presentation shall be professional at all times.

Contractors must demonstrate excellent written and oral communication skills at all times and must be able to interface with technical and non-technical people during the performance of duties.

5. Contractor personnel that are assigned responsibility for acquisitions related support shall have prior demonstrated experience with Federal Government contracting processes and working knowledge of the Federal Acquisition Regulations (FAR).

6. Contractor personnel that are assigned responsibility for technical writing and editing shall possess demonstrated prior experience creating, editing, and maintaining technical documents (as outlined in section 2) to ensure they are clear, accurate, and consistent.

7. Contractor personnel that are assigned responsibility for office coordination functions shall possess demonstrated prior experience supporting mission, operational, administrative, and records management requirements. The Contractor shall also coordinate office activities and manage records to ensure compliance with DHS regulations.

3.2 KEY PERSONNEL

There are no key personnel designated for this contract.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 Contractor employees working on-site at Government facilities shall visibly wear a

Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government always issued badge in plain view above the waist.

3.3.2 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor’s name, the employee’s photo, name, clearance-level, and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.4 Employee Conduct

The Contractor is responsible for training and ensuring that its employees comply with all Federal, FAA Technical Center, DHS S&T and TSL policies and procedures when visiting or working at Government facilities. Though contract employees may be permitted to attend special Federal training on-site or online (such as safety, security and PII protection), this courtesy service does not replace or supersede the Contractor’s obligation for training and ensuring competency and/or compliance. Contractors shall follow the driving and parking guidance and policies of FAA while on the FAA campus.

3.4.1 Conduct and Appearance

1. The Contractor shall ensure that their employees conduct themselves with the highest degree of integrity and honesty and present a professional appearance at all times.

2. Contractors must wear attire appropriate to perform these requirements in an office environment.

3. Contractor employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off-limits” areas, wearing of parts of DHS uniforms, possession of weapons/prohibited items) when visiting or working at Government facilities.

4. The Contractor shall ensure its employees understand and abide by DHS, S&T, TSL, and

FAA established rules, regulations and policies concerning safety and security.

3.4.2 Removal

The Government may unilaterally direct the Contractor to remove any Contractor employee from Federal facilities for an alleged misconduct or security reasons. Removal of a contract employee does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The CO will provide the Contractor with a follow-up written explanation to support any request to remove an employee. Removal may be assisted by the TSL armed security guard force. Once removed, individuals are not permitted to return to TSL to retrieve any personal items. This duty can be deferred to the individual’s Project Manager.

3.5 EMPLOYEE SAFETY

The Contractor is responsible for training, providing personal protective equipment/clothing and ensuring that its employees (and subcontracted employees) comply with all Federal regulations S&T, FAA Technical Center and TSL policies and procedures when visiting or working at Government facilities.

3.6 NON-DISCLOSURE AGREEMENTS

All Contractor personnel are required to sign a non-disclosure agreement (DHS Form 11000-6) upon starting work and as deemed necessary under this contract to protect proprietary and/or source selection information.

3.7 NON-PERSONAL SERVICES

The Government will not supervise Contractor personnel. Supervision of Contractor personnel in a non-personal services contract is the sole responsibility of the Contractor and establishes the employer-employee relationship it has with its personnel.

Supervision includes the continuous personnel management of recruitment, hiring, termination, compensation, benefits, career development, human resources management infrastructure, security clearance management, work location, contract assignment, and evaluations of Contractor personnel.

Government personnel are authorized to regularly assign work tasks and provide guidance on the completion of work products or services and maintain the right to reject the finished product or results.

The Contractor shall manage its personnel and guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute or are perceived to constitute personal services, or are outside the scope of this task order, the Contractor shall notify the CO and COR immediately.

3.8 INHERENTLY GOVERNMENTAL FUNCTIONS

The Contractor shall not perform any inherently Governmental functions as defined by Federal Acquisition Regulation (FAR) Subpart 7.5. All program decisions will be the sole responsibility of the Government. The Contractor shall not counsel, mentor, make judgments and/or discretionary decisions or perform any other activities related to supervision of Government personnel. If the Contractor believes that any actions constitute or are perceived to constitute inherently Governmental functions, the Contractor shall notify the CO and COR immediately.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

The Contractor will have access to DHS information systems. Contractor access to classified information may be required under this SOW. The maximum level of classification is Secret.

Secret level safeguarding/storage is not required at the Contractor site. The details will be specified in a DD Form 254.

FAR clause 52.204-2 Security Requirements Clause (prescribes requirements, restrictions, and other safeguards that are necessary to prevent unauthorized disclosure of classified information and to control authorized disclosure of information released by the U.S. Government Executive Branch Departments and Agencies to their contractors; the proscribed Federal guidance is the National Industrial Security Program Manual [NISPOM]).

4.1.1 DHS has and 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 background investigation.

DHS may, as it deems appropriate, authorize, and make a favorable entry on duty (EOD) decision based on preliminary security checks. The favorable EOD decision would allow the contactor employee to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a full employment Contractor fitness (suitability) authorization will follow as a result thereof. The granting of a favorable EOD decision or a full Contractor fitness (suitability) authorization determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract. No employee of the Contractor shall be allowed unescorted access to a Government facility, access to any Controlled Unclassified Information (CUI) or access to DHS IT Systems without a favorable EOD decision or Contractor fitness (suitability) determination by the DHS Office of Security.

4.1.2 Contract employees assigned to the contract not needing access to sensitive DHS information, DHS systems or access to DHS facilities will not be subject to security Contractor fitness (suitability) screening. Contract employees waiting an EOD decision may not begin work on the contract.

4.1.3 Contractors will require recurring access to Government facilities. Limited access to

Government buildings is allowable prior to the EOD decision if the Contractor is escorted by a Government employee. This limited access is to allow Contractors to attend briefings, nonrecurring meetings, and begin key work. Classified information is Government information that requires protection in accordance with Executive Order 13526, National Security Information (NSI) as amended and supplemental directives. If the Contractor has access to classified information at a DHS owned or leased facility, it shall comply with the security requirements of DHS and the facility. If the Contractor is required to have access to classified information at another Government Facility, it shall abide by the requirements set forth by the agency.

4.1.4 Contractor access to Controlled Unclassified Information (CUI) is required under this

SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination. The Contractor will use only DHS SharePoint and SciTech networks to collect, process, store or transmit any Controlled Unclassified Information (CUI) in connection with this SOW.

4.1.5 The Contractor shall adhere to all applicable Government laws, regulations, orders, guides, and directives pertaining to classified, Controlled Unclassified Information (CUI), or personally identifiable information. The Contractor shall safeguard Controlled Unclassified Information (CUI) information specifically in accordance with the DHS Management Directive 11042.1; and DHS Instruction 121-01-011; and in compliance with HSAR 3052.204-72 Safeguarding of Controlled Unclassified Information.

4.1.6 The Contractor will not require foreign products or services under this contract.

4.1.7 Contractor Employee Eligibility

Only U.S. citizens are authorized to perform on this contract (including subcontracts at all tiers).

The Contractor shall ensure that each employee working on this contract has a valid Social Security Card issued by the Social Security Administration.

The Contractor shall ensure that this provision is expressly incorporated into all subcontracts or subordinate agreements issued in support of this contract.

4.1.8 Contractor Employee Suitability

Contractor employees (to include applicants, temporaries, part-time and replacement employees) under the contract requiring access to sensitive information, shall undergo a position sensitivity analysis based on the duties everyone will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. All background investigations will be processed through the DHS Security Office.

Prospective Contractor employees shall submit the following completed forms to the DHS Security Office. The Standard Form 85P will be completed electronically, through the Office of Personnel Management’s e-QIP SYSTEM. The completed forms must be given to the DHS Security Office no less than thirty (30) calendar days before the start date of the contract or thirty calendar days prior to entry on duty (EOD) of any employees, whether a replacement, addition, sub-contractor employee, or vendor:

a. Standard Form 85P, “Questionnaire for Public Trust Positions;”

b. DD Form 258, “Fingerprint Card” (2 copies);

c. DHS Form 11000-6 “Conditional Access to Sensitive but Unclassified Information Non-

Disclosure Agreement;” and

d. DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act.”

Only complete packages will be accepted by the DHS Security Office. Specific instructions on submission of packages will be provided upon award of the contract.

4.1.9 Contractor Employee Continued Suitability

1. The DHS Office of Security may require the Contractor to perform drug screening for probable cause at any time, and/or when the Contractor independently identifies circumstances where probable cause exists.

2. The Government reserves the right to deny facility and information access to any Contractor employee whom the Government believes may compromise or mishandle Controlled Unclassified or classified information, or whose actions conflict with the standards of conduct.

3. The Contractor shall immediately report to the DHS Office of Security any credible information in their possession that calls into question a Contractor employee’s desire or ability to handle sensitive or classified information legally and appropriately. The termination of an employee does not obviate the requirement to submit this report. The report shall include the employee’s name and social security number, along with the adverse information being reported.

4.1.10 Security Point of Contact

The DHS Security Office shall be notified of all terminations/resignations within five (5) days of occurrence.

The Point of Contact (POC) at the Security Office is:

DHS, Office of Security Personnel Security Staff Attn: TBD 245 Murray Lane, SW #0115 Washington DC 2052 Telephone: TBD

Alternate Security Point of Contact is:

TBD

Security Specialist DHS/S&T/Transportation Security Laboratory Office: TBD

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one (1) one-year base period and two (2) one-year option periods for a total of five (3) year, if all option periods are exercised, as follows:

Base Period: 03/XX/2026 to 03/XX/2027 Option Period 1: 03/XX/2027 to 03/XX/2028 Option Period 2: 03/XX/2028 to 03/XX/2029 Option Period 3: 03/XX/2029 to 03/XX/2030 Option Period 4: 03/XX/2030 to 03/XX/2031

4.3 PLACE OF PERFORMANCE

4.3.1 The Contractor shall perform the work at the S&T TSL facilities on the campus of the

William J. Hughes Technical Center in Atlantic City, New Jersey.

4.3.2 The Contractor may be authorized to enable Contractor staff for situational telework when onsite presence is not required when the following conditions are met. Routine telework is not permitted. The Government’s expectation is that Contractor staff with onsite positions report to the TSL on a daily basis.

1. Prior approval to telework must be obtained in writing from the COR by the PM. All requests must originate from the Contractor’s PM, or the Contractor’s responsible contracts representative. Tasking must be able to be accomplished efficiently and effectively in a remote fashion and must be of sufficient quantity to fill the duration of the planned telework period for a given Contractor employee.

2. The COR must review all tasks to be completed/worked on during the telework period prior to providing written approval or disapproval of the PM’s written request.

3. Work under the contract can only be completed on a DHS issued laptop via the DHS

VPN connection or using the Virtual Desktop Interface (VDI).

4. A detailed weekly Contractor activity report for all eligible telework employees is required to be submitted by the Contractor PM to the COR no later than COB Monday following the previous week worked. A courtesy copy of the report will be provided to the COR for the contract file.

5. The PM must ensure that Contractor employees are reachable via telephone at the telework location.

6. The PM must state the hours that a given Contractor employee will be online and working, and any hours the employee will be unavailable.

7. Any Contractor employee authorized for regular Situational Telework may still be required to report to the laboratory as needed and at the discretion of the COR.

8. Telework may only take place within the Atlantic City area at one of the following locations, provided the COR has given prior written approval.

• The Contractor’s facility

• The Contractor employee’s place of residence (within 125 miles of the TSL)

9. The Contractor shall provide a breakdown in the Monthly Report the hours spent teleworking vs the employee’s standard schedule.

10. Situational Telework is not equivalent to an Alternate Work Schedule (AWS). AWS are not permitted under this contract.

11. Situational Telework shall not result in an increase in the contract price. Any situational telework hours that are worked shall be charged at the lowest available rate for that labor category.

12. Any equipment provided by the Government for Situational Telework purposes shall be treated as Government Furnished Equipment (GFE). A valid property pass must be on file for any GFE utilized for situational telework. Copies of all property passes must be provided to the COR prior to the start of telework. For LabNet computers to be removed from the TSL, the Contractor must verify that the system has a VPN installed. In addition, notification must be sent to the COR that the equipment is being taken home for Situational Telework or telework and will be returned when the

Contractor is not teleworking. The Contractor must state that they will ensure that the LabNet computer is connected to the VPN for Updates/Scans and patches.

13. Classified work shall be performed at the Government location only.

4.4 HOURS OF OPERATION

Contractor employees shall perform all work between the hours of 8:00 a.m. and 5:00 p.m.

Eastern Time at the TSL, Monday through Friday (except Federal holidays). Overtime is not authorized or anticipated.

4.5 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

Travel locations may include Washington DC/S&T headquarters; site visits with technology partners; various test locations, other Government facilities; and conference locations (all CONUS) No foreign travel is required. All proposed travel requires prior approval from the

COR.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a post award conference with the CO 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 CO, is to address and discuss contract requirements, performance, and objectives, discuss transition execution and review staffing/onboarding plan. The post award conference will be held at the TSL facility, located at the William J. Hughes Technical Center located in Atlantic City, New Jersey. The Contractor shall provide meeting notes within three

(3) business days after the post award conference to include discussion points and any action for follow-up.

4.7 BUSINESS CONTINUITY PLAN

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government within 30 business days after the date of award and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters, Government shutdowns and acts of terrorism. The BCP, at a minimum, shall include the following:

• A description of the Contractor’s emergency management procedures and policy;

• A description of how the Contractor will account for their employees during an emergency or

Government shutdown;

• How the Contractor will communicate with the Government during emergencies; and

• A list of primary and alternate Contractor points of contact, each with primary and alternate:

• Telephone numbers; and

• E-mail addresses.

Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 24 hours of activation or as directed by the Government, and shall be sustainable until the emergency is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life-threatening emergency, the COR shall immediately contact the Contractor Project Manager to ascertain the status of any Contractor personnel who were in Government controlled space affected by the emergency.

When any disruption of normal, daily operations occurs, the Contractor Project Manager and the COR shall promptly open an effective means of communication and verify:

• Key points of contact (Government and Contractor);

• Temporary work locations (alternate office spaces, telework, virtual offices, etc.);

• Means of communication available under the circumstances (e.g., e-mail, webmail, telephone, FAX, courier, etc.); and

• Essential Contractor work products expected to be continued, by priority.

The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. Contractors shall obtain approval from the CO prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.8 OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED ABSENCE

1. The Government hereby provides notification that Government personnel observe the listed days as holidays:

• New Year's Day

• Martin Luther King's Birthday

• Presidents’ Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans' Day

• Thanksgiving Day

• Christmas Day

2. In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute;

• Any other day designated by Executive Order; and

• Any other day designated by the President’s Proclamation.

3. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the contract. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor; however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

This provision does not preclude reimbursement for authorized overtime work if applicable to this contract.

4. When the Federal and Governmental entities grant excused absence to its employees, the

Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the CO or the

COR.

5. If Government personnel are furloughed, the Contractor shall contact the CO and the COR to receive direction. It is the Government’s decision as to whether the contract price/cost will be affected. Generally, the following situations apply:

a. Contractor personnel that can continue contract performance (either on-site or at a site other than their normal workstation), shall continue to work (not to exceed 80 hours per contract person) and the contract price shall not be reduced or increased; and/or

b. Contractor personnel that are not able to continue contract performance (e.g., support functions), may be asked to cease their work effort.

6. In those situations that furloughed Government personnel are reimbursed, the Contractor may not invoice for their employees working during the Government furlough, until such time as the special legislation affecting Government personnel is signed into law by the President of the United States.

7. Nothing in this clause abrogates the rights and responsibilities of the parties relating to stop work provisions as cited in other sections of this contract.

4.9 CONTRACT TRANSITION

The contract transition is the coordinated transfer of all services and equipment from the relevant incumbent contractor(s) to the successor Contractor. It includes the Contractor’s performance of all efforts, in alignment with the Government-approved Transition Management Plan (TMP), that are necessary to ensure that its subcontractors and its teaming partners are ready to successfully assume full performance of the contract upon expiration of the transition period. It is critical that the Contractor provide the Government with a realistic transition plan that addresses all factors and risks and includes contingency plans for missed milestones or other impacts to the schedule.

4.9.1 Phase-In Transition Period

The Contractor shall support and cooperate with TSL and its designated agents. During the contract transition period, the Contractor shall coordinate and support daily status meetings with TSL to ensure transition is on track for timely completion. TSL expects the low-risk, phased-in, smooth and seamless transition to occur during non-peak hours with no disruption to its operations or those of other contractors supporting TSL. The COR shall coordinate transition efforts among current service providers and the Contractor. TSL shall provide the Contractor with the information and data to effect transition to the performance expectations under the contract.

Transition shall be deemed successfully completed when the Contractor has demonstrated that it is prepared to assume full day-to-day performance of the contract. The Contractor shall successfully complete transition within 60 days after award. DHS will provide space for the Contractor’s transition team at TSL to conduct required business, including conducting interviews and hiring actions. These activities may occur during normal business hours provided they are scheduled ahead of time to minimize interruptions to day-to-day work requirements.

The Contractor shall provide the TMP with their proposal to the Government; addressing the contract transition methodology, processes, staffing, key milestones, and schedule to assure a complete, effective, and efficient transition of contract requirements from the incumbent within the 60-day period. The Contractor shall provide a final transition checklist to the COR indicating that it has successfully completed all transition.

activities and it is ready to assume full performance of the contract.

4.9.2 Phase-Out Transition Period

The Contractor shall cooperate fully and openly with any successor contractor assuming responsibility for TSL support services. Within 30 days of the Government’s request, the Contractor shall develop a Phase-Out Contract Transition Plan consisting at minimum, of the following:

• Actions, schedules and roles and responsibilities to assist in transitioning to a new contractor or entity.

• Lists of items to transition (e.g., Government-Furnished Equipment inventories, user IDs, passwords, training documentation, warranties, Government records, etc.).

• Transfer of all Government records.

• Update and transfer of all existing procedures.

• Conducting thorough turnovers (procedures, etc.) with other organizations or personnel.

• Transfer or closure of subcontracts.

• Government requested training in procedures (e.g., SOPs) to successor contractor.

• Introductions to subcontractors and mutual aid partners.

• Removal of Contractor-owned property.

4.10 PROGRESS REPORTS

4.10.1 The Contractor shall provide a monthly progress report (MPR) to the CO and COR and the TSL deliverables mailbox via electronic mail by the 10th day of each month for the previous month. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the reporting period.

4.10.2 The MPRs shall contain financial accountability of funds expended, an accounting of labor hours worked by labor category and named personnel, work performed, an analysis of funds expended versus percent work completed, travel, WBS where applicable, schedule status of work completed and future work planned, and any issues or problems encountered, recommended solutions, realized risks, and risk mitigation strategies. Funds expended and the accounting of labor hours worked shall be reported for the current reporting period, as well as a cumulative total for each task order. MPRs also shall include a description of work performed within the reporting period to account for the labor hours worked and funds expended, as well as any planned activities for the next reporting period; any action that requires COR-action.

4.10.3 Additionally, monthly reporting requirements shall identify Contractor Acquired Property (CAP), with the name of the material item acquired, model number/serial number, quantity purchased, total amount, and the name of the vendor from which the item was purchased, when such purchases are identified in a task order.

4.11 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 Office Applications).

4.12 INTELLECTUAL PROPERTY

It is recommended that discussions related to intellectual property matters are directed to CO, COR, and a DHS General Law Attorney. The General Law Attorney will involve a DHS Intellectual Property Attorney, as needed.

4.13 PROTECTION OF INFORMATION

Contractor access to information protected under the…