SOW.Consolidated_APC_Supportv5.pdf

STATEMENT OF WORK

U.S. MARSHALS SERVICE

FINANCIAL SERVICES DIVISION

Consolidated APC Support Services

April 1, 2016

1. BACKGROUND

The United States Marshals Service (USMS) is a separately organized bureau within the Department of Justice (DOJ) under a Director, appointed by the President of the United States and confirmed by the Senate. USMS occupies a uniquely central position in the federal justice system. It is the enforcement arm of the federal courts, and as such, it is involved in virtually every federal law enforcement initiative.

Presidentially appointed, U.S. Marshals direct the activities of 94 districts — one for each federal judicial district, plus the District of Columbia Superior Court. More than 3,843 Deputy U.S. Marshals form the backbone of the bureau. Among their many duties, they apprehend fugitives, protect the federal judiciary, operate the Witness Security Program, transport federal prisoners and seize property acquired by criminals through illegal activities.

Within the USMS headquarters, the Financial Services Division (FSD) handles all financial matters for the agency, including budget formulation, budget execution, procurement and financial management. The Austin Processing Center (APC), a subordinate section of the FSD, was created and fielded to provide financial processing support to the 94 District Offices, many of whom lack financial managers in their offices. From a pilot program, supporting ten Districts, the APC has grown to now support all 94 District offices in eight critical functions. These functions currently are:

1) Court Security

2) Fact Witness Payment

3) Prisoner Housing Fixed Price Contracts-Timely Invoices

4) Prisoner Housing Fixed Price Contracts-Non-Timely Invoices

5) Prisoner Housing IGA-Timely Invoices

6) Prisoner Housing IGA-Non-Timely Invoices

7) Prisoner Transport Private Guards

8) Prisoner Transport IGA Guards

2. SCOPE

The United States Marshals Service (USMS) is seeking to contractor support for the Austin Processing Center (APC), located in Austin, Texas. The primary goal of the Consolidated APC Contract is to obtain contractor support in the financial areas in which the APC operates, and ensuring that this support meets socio-economic goals and regulatory compliance, while capturing valuable expenditure data.

Specifically, the goals of this requirement include:

• Establishing a streamlined contracting vehicle that can be used to obtain critical support for the

APC;

• Supporting socio-economic goals;

• Gathering and utilizing detailed transactional level data to better support decision making and performance management;

• Achieving total cost savings, while maintaining or improving current service capability levels.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform this requirement as defined in this Statement of Work (SOW). The contractor shall perform to the standards in this contract.

3. ROLES & RESPONSIBILITIES OF GOVERNMENT PERSONNEL

A. Contracting Officer (CO): The Contracting Officer has the overall and primary responsibility for the administration of this contract. Only the Contracting Officer has authority to enter into, administer, or terminate this contract on behalf of the Government. This includes modifying and deviating from the contract terms, conditions, requirements, specifications, and delivery schedules; making final decisions involving such matters as invoice payments or other consideration due to the Government for nonperformance or unsatisfactory performance, interpreting the contract, and resolving disputes; and, terminating the contract for default or convenience. The Contracting Officer also has authority to delegate certain responsibilities to an authorized Government representative.

B. Contracting Officer’s Representative (COR): The Contracting Officer will appoint individuals to act as authorized representatives in the monitoring and administration of this contract. This individual is designated in writing as a COR, with a copy to the Contractor. An individual designated as a COR is authorized to perform the following functions and those functions in accordance with the COR appointment letter:

i. Coordinate the technical aspects of this contract and inspect all required services.

ii. Certify, accept and reject invoices deemed improper for payment for the services and/or supplies rendered and allowed under the terms and conditions of this contract.

iii. Evaluates performance

4. CONTRACT TYPE

The Government anticipates a Labor Hour contract type.

5. PERFORMANCE PERIOD

Period of Performance: The period of performance shall be for one (1) Base Period of 12 months and four (4) 12-month Option Periods. The Period of Performance reads as follows:

Base Year October 1, 2016 – September 30, 2017 Option Year I October 1, 2017 – September 30, 2018 Option Year II October 1, 2018 – September 30, 2019 Option Year III October 1, 2019 – September 30, 2020 Option Year IV October 1, 2020 – September 30, 2021

The Government reserves the right to extend the term of this contract at the prices set forth in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contact”.

Recognized Holidays: The Contractor is not required to perform services on the following Federal Holidays:

New Year's Day Martin Luther King Jr's Birthday

President's Day Memorial Day

Independence Day Labor Day

Columbus Day Veteran's Day

Thanksgiving Day Christmas Day

6. PLACE OF PERFORMANCE

The place of performance will be the Austin Processing Center (APC), located in Austin, Texas. Work will be performed 40 hours per week during normal business hours, excluding Government holidays or closures, unless arranged with the COR otherwise.

7. HOURS OF OPERATION

Contractors will work eight (8) hr days between the hours of 7:00 am – 5:30 pm, Monday through Friday, except Federal holidays or when the Federal Government has directed that the facility will be closed. Contractor employees will not work on Federal Holidays.

Government Closure

Contractor personnel shall not perform services during periods of Government of facility closure. This includes closures due to any reason, but not limited to, severe weather, security threat, evacuation, or early release of federal employees.

In the instance where personnel assigned to the contract require leave, the Government shall be notified in a timely manner of the date and duration. To ensure adequate coverage, the contractor must provide a substitute for key personnel who are not available to work for more than 10 consecutive business days. Substitutes must be of a comparable skill and ability level of the person they are replacing and are subject to approval by the COR.

8. KEY PERSONNEL

The contractor shall appoint a dedicated Program Manager that will be responsible for successful execution and ongoing management of this contract, who will be available for technical and administrative performance of services required herein. The contractor shall provide the name and contact information (including phone, pager, and e-mail address) for the Program Manager as well as an alternative Point of Contact (POC) that may be used in the event the Program Manager is unavailable.

The Program Manager shall be the single point of contact which all communications, work, and technical direction shall flow. The Program Manager is designated as key personnel and shall receive and execute, on behalf of the contractor, such technical direction as the COR may provide within the terms and conditions of the contract. The Program Manager will provide management, administrative and technical interface with the COR as required. The Program Manager shall be located where he/she can best manage the contract assets provided by the company.

The three Financial Analyst Level III positions are designated as key personnel, and will be located on site at APC. Additional key personnel shall be designated as key personnel upon order of services and approval of the position by the Contracting Officer. Replacement of key personnel must be approved by the Contracting Officer. The list of key personnel set forth may be modified from time to time during the course of the contract to either add or delete personnel, as appropriate.

All key personnel are subject to the following:

Replacement is subject to the prior written approval of the Contracting Officer.

Requests for replacement shall include a detailed resume containing a description of position duties and qualifications, information about the qualifications of the individual(s) proposed, and any additional information requested by the Contracting Officer in sufficient detail to permit the Contracting Officer to evaluate the impact on the work the Contractor is obligated to perform hereunder.

Contractor proposals to move any key personnel off the contract shall be submitted in writing at least 15 days in advance of proposed moves, and are subject to the approval of the Contracting Officer, including approval of proposed replacements. No diversion shall be made by the Contractor without the written consent of the Contracting Officer.

The USMS reserves the right to review the qualifications of all staff selected to work on this contract before assignment, including the individuals proposed (in the Contractor's proposal) and any replacements for these individuals, and to reject individuals whom it determines are not suitable for the program.

9. PERSONNEL REQUIREMENTS

The contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as subcontractor efforts used in the performance of this contract. Further, the contractor will be responsible for the actions of all individuals provided to work under this contract. In the event that damages arise from work performed by contractor personnel, the contractor will be responsible for all resources necessary to remedy the incident.

Personnel assigned by the contractor in performance of this contract shall be acceptable to the USMS in terms of personal/professional conduct, experience, and technical knowledge. Each personnel shall have a minimum of ten years of service in their respective areas of expertise which is documented and verified as having been performed at least at the fully satisfactory level.

Should any person, assigned by the contractor, be deemed to conflict with the interests of the USMS, or in the event performance is deemed to be unsatisfactory at any time during the life of this contract, the Contracting Officer may notify the contractor and request the person be immediately removed from the assignment. The reason for removal will be documented and a request to receive personnel replacement within three (3) business days of the notification will be made. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules. Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, USMS security, and/or confidentiality requirements. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees by wearing a Security Identification Badge at all times while on Government premises.

When contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties they must identify themselves as such to avoid creating the impression that they are Government employees. The Contractor shall be responsible for providing fully qualified, trained, and experienced staff for performing the work ordered under this contract, and for continuously monitoring, managing and controlling their work. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract, and to minimize staff turnover.

The Contractor shall train its own staff so as to ensure that all personnel are compliant with the qualifications and requirements of their labor category and perform their duties satisfactorily. Upon request, the Contractor shall furnish the COR with formal documentation of the training provided to Contractor staff. The Contractor is responsible for ensuring individual employees have achieved required competence levels. Except where specifically approved by the COR, training of Contractor staff to be fully qualified under their applicable labor category is not separately billable. Specialized training that is requested by the COR is billable.

The contractor shall be responsible for all Government property in its custody. Any incidents of damage or loss shall be reported to the COR immediately and shall be followed up in writing within one working day. The Government may receive benefits of any insurance the contractor may carry which provides for the indemnification of any loss or destruction of, or damage to property in the custody and care of the Contractor, where such loss, destruction or damage is to Government property. The contractor shall do nothing to prejudice the Government's right to recover against third parties for any loss, destruction of, or damage to Government property, and upon request of the Contracting Officer shall, at the Government's expense, furnish to the Government all reasonable assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

10. TASKS

The scope of this effort is to provide the APC with financial management support, to include, but not limited to, the following:

Financial support to include reviewing and reconciling bills, fact witness payments, and travel vouchers; analyzing accounting data; preparing reports, processing fact witness vouchers, travel vouchers, and other invoices.

Budget analysis to include compiling, consolidating and summarizing budgetary data and tracking expenditures.

General office support to include filing, copying, processing routine paperwork and data entry.

11. CONTRACTOR QUALIFICATIONS

The Contractor shall provide a sufficient number of qualified personnel who have sufficient experience, education, training and skills to satisfactorily perform the requirements of this SOW.

The Contractor’s staff must collectively possess professional proficiency, experience, knowledge, and skills to perform the required Tasks outline in more detail in Section 10. Requirement. The Contractor shall ensure that its staff maintains any generally required professional certification, accreditation, and proficiency relative to their area of expertise. The Contractor shall retain documentation of such records.

The Government may require sufficient experience levels within the federal environment. Contractor service needs will be in the following personnel function Labor Categories. The Labor Category functions listed are typical and are not intended to be all-inclusive, as no one labor category or job title may be an exact match, and would be the closest equivalent based on a provided description, with a mix of skill sets, and experiences needed to support this Statement of Work.

The contractor shall provide the following labor categories and quantities to support this contract:

Three (3) Financial Analyst Level III Six (6) Financial Analyst Level II Eighteen (18) Financial Analyst Level I

12. REQUIREMENT

The labor category descriptions and position information can be seen below.

Financial Analyst Level III – (Moderate Risk Public Trust Position) – three (3) Positions A Financial Analyst III performs, but is not limited to the following duties:

o Processes financial documents and transactions from designated Districts using the Unified Financial Management System (UFMS) o Performs Accounting, Data Analyst, Records Examiner/Analyst, Financial Analyst tasks.

o Performs certain liaison functions with client with respect to budget execution.

o Monitors and analyzes the financial condition of assigned programs to determine whether current or proposed actions are fiscally sound.

o Directs and supervises the work of contractor staff; monitors work and reports on progress.

o Ensures that work meets contract and Government requirements and is delivered on time.

o Formulates administrative and technical procedures for accomplishing the tasks.

o Performs complex technical and factual research.

A Financial Analyst III must meet the following qualifications:

o Three years of related experience.

o Supervisory experience.

o Experience in Government accounting systems and proficiency in using spreadsheet and word processing software.

o Experience with using the FTR when analyzing traveler claims for reimbursement.

o Ability to consistently deliver highest quality work under extreme pressure.

o Four year undergraduate degree in accounting, finance or business administration, and a CPA certification is desirable.

Financial Analyst Level II – (Limited Risk Public Trust Position) – six (6) Positions A Financial Analyst II performs, but is not limited to the following duties:

o Processes financial documents and transactions from designated Districts using the Unified Financial Management System (UFMS) o Provides general financial management and budgetary support.

o Monitors and reviews accounting reports.

o Reviews invoices and receipts.

o Performs certain liaison functions with clients with respect to budget execution.

o Reviews reprogramming requests of clients.

o Provides program specific analysis to support budget formulation, budget execution, and financial reporting processes.

o Requires experience with Government accounting system.

o Demonstrates a working knowledge of the Federal Travel Regulations (FTR) when reviewing and processing travel vouchers from District employees; processes travel documents in the USMS’ E2 travel system.

o Proficiency in using spreadsheet and word processing software.

o Ability to consistently deliver the highest quality of work under extreme pressure.

A Financial Analyst II must meet the following qualifications:

o Four year undergraduate degree in accounting, finance, or business administration.

Financial Analyst Level I – (Low Risk Public Trust Position) – Eighteen (18) Positions A Financial Analyst I performs, but is not limited to, the following duties:

o Processes financial documents and transactions from designated Districts using the Unified Financial Management System (UFMS).

o Reviews accounting practices to ensure compliance with other Federal laws and regulations (e.g., Single Audit Act), generally accepted Government accounting practices, and relevant Office Management and Budget (OMB) circulars.

o Identifies corrective actions for improper or illegal expenditures and accounting funds.

o Reviews and analyzes annual financial statements to ensure compliance with laws, regulations, program policies and procedures.

o Demonstrates proficiency in using spreadsheet and word processing software and general knowledge of financial statements.

o Demonstrates a working knowledge of the Federal Travel Regulations (FTR) when reviewing and processing travel vouchers from District employees; processes travel documents in the USMS’ E2 travel system.

A Financial Analyst I must meet the following qualifications:

o Four year undergraduate degree in business administration or a related field.

13. PRODUCTIVE HOURS

Productive hours are defined as those hours ordered and to be paid by the Government to the Contractor for an equivalent number of actual labor hours received, except when a condition described below applies. This contract does not prohibit the Contractor from paying its employees' or subcontractors from paying their employees' salaries for non-billable hours from overhead or other accounts.

Productive hours do not include:

Leave time (holiday, sick, vacation, administrative).

The time required for "qualification" training of new or substandard contractor employees or "upgrade" training which is provided by the Contractor.

The times when, prior to the start of the workday, the operations of the Federal agency have been shut-down or curtailed due to unusually severe weather, other Acts of God, budgetary reasons, or other unforeseeable circumstances. The Contractor's Management Plan shall address how the contract employees will be compensated during these periods of time when the Government will not usually be ordering service.

Productive hours do include:

The time required to attend training specifically ordered by the Government, including reasonable travel time as determined by the COR.

The intermittent time or times, when Government operations are closed for the balance of a work day that has already commenced. The closing of operations during these periods is usually related to concerns regarding the safety of employees.

Special Holiday Time provided by Executive Order from the President of the United States

14. MANAGEMENT AND SUPERVISION

The Contractor shall provide supervision of its personnel and consistent and timely management of the support services to be provided under this contract. The labor categories listed below have been specifically designed to provide the required levels of management and supervision by the Contractor:

Program Manager - Responsible for total contract management.

The Program Manager shall serve as the Contractor's Authorized Representative for technical and administrative performance of all services required hereunder. This Authorized Representative shall provide the single point of contact through which all Contractor/Government communications, work, and technical direction shall flow. The Authorized Representative shall receive and execute, on behalf of the Contractor, all orders for work and technical direction as the COR may issue within the terms and conditions of the contract. All administrative support of Contractor technical personnel required to fulfill the tasks assigned under this contract shall be the responsibility of the Contractor.

15. RECRUITMENT AND RETENTION

Recruitment The Contractor shall implement and maintain a recruitment plan to provide for quality and timely services in accordance with this contract. Proper recruitment provides personnel quicker to respond to Government performance requirements. The recruitment services shall specifically include the following:

(a) The Contractor shall be solely responsible for advertising for personnel. The advertisement should include security requirements and specify the requirement for a background investigation. Advertisements should describe the specific position being recruited -- not a generic labor category description.

(b) The Contractor shall be solely responsible for the recruiting of candidates. The

Contractor shall utilize established procedures for recruitment, including personal interviews, checking references, and matching candidates to offices. Recruitment shall be managed to provide quick identification of recommended personnel for COR or ACOR review, along with security review.

(c) The Contractor shall not perform any recruitment activities at Government locations, nor shall the Contractor utilize any Government resources/equipment for any recruitment activities.

Retention The Contractor shall implement and maintain the retention program included in its proposal to encourage continued employment of qualified personnel. The objectives of the retention program shall be to:

(a) Minimize turnover of existing Contractor staff. The Contractor shall formally provide to the Contracting Officer’s representative (COR) attrition information at the end of each quarter.

16. TRAINING

Attendance at Government Requested Training Courses The Contractor shall ensure that the proper personnel attend all required training.

The Government will specifically authorize reduction of delivery of direct performance to attend requested and/or authorized training. This will require coordination of training and performance requirements with the ACOR. This training is generally focused on matters and information specific to the USMS. The following are examples of courses that may be required.

(1) Initial training in the USMS policies and procedures

(2) Specific training in USMS databases and financial management systems

(3) Recurring training required for USMS requirements

(4) Specific component requirements

(5) New systems or processes

(6) New laws or procedures

The financial responsibility for the types of specific training identified above resides with the Government. However, the Contractor shall provide employees that fully meet the qualifications required under each labor category initially, and shall ensure that the employee training remains current with industry standards so that they remain fully qualified. The Contractor shall bear the costs of ensuring that its employees meet the requirements under each labor category of this contract. The Government will not reimburse the Contractor for the basic qualifying training of its employees.

17. PERFORMANCE

The Contractor shall be rated on their performance under this contract on an annual basis, and will be provided an opportunity to respond to the rating. All comments, rebuttals, or additional information shall be attached to the Contractor Performance Report (CPR) and submitted to the Contracting Officer for further consideration. The information shall be used to provide information to other DOD, Federal or State agencies regarding the Contractor’s current or past performance. The CPR will also be used by the USMS in determining the award of any follow on contracts.

The Contracting Officer will review the Contract at least annually to assess the Contractor’s performance and to determine whether the schedule contract is still in effect and the contract still represents the best value to the government (see FAR Subpart 8.404(d)

18. PERFORMANCE EVALUATION MEETING

(a) At a minimum, performance evaluation meetings shall be held quarterly during the contract performance period, or as agreed to by the COR and the Contractor.

(b) Performance meetings will be required on a weekly basis during the transition period and initial implementation.

(c) The Contractor shall be prepared to discuss contract performance at these meetings.

These meetings shall be conducted as specified by the COR. Meetings will be held during hours that are mutually agreeable between the COR and the Contractor.

(d) At a minimum, these meetings shall include the Contractor's Program Manager and the COR. A mutual effort will be made to resolve any problems which arise during the performance of the contract. Written minutes of these meetings shall be prepared by the Contractor for the COR’s approval.

(e) COR approved performance meetings may also occur between the Contractor and a specific district office. The contractor shall brief the COR regarding the results of any such district office specific performance evaluation meetings.

19. TRAVEL

All travel will be invoiced and reimbursed based on actual costs in accordance with the Federal Acquisition Regulation (FAR) 31.205-46 and the terms of the basic contract. Local travel is defined as travel within 50 miles of an employee’s main office location. Long-distance travel will be performed on an as-needed basis with prior approval by and coordination with the Contracting Officer’s Representative (COR). Travel requests must be submitted at least five (5) business days in advance, except in emergency situations which must be approved by the COR on a case-by-case basis. Premium class travel is not authorized.

20. DELIVERABLES

Reports The Contractor shall deliver monthly, quarterly, and semi-annual management reports to the COR and the various CORs. The requirements for these reports are presented in this section. These reports are required by the Government to effectively manage this contract and subsequent task orders, and may be modified by the Government for new or additional information.

The Contractor shall submit a complete set of all required reports to the COR by the 15th of each month following the applicable reporting period. The Contractor shall submit agency specific extracts of the reports to the CORs at the same time.

The Contractor shall deliver all required reports to the COR via either electronic messaging or CD-ROM.

The Contractor shall furnish the required application program for all reports except the Performance Issues Report. The contractor shall design all required reports; however, the reports must be coherent and directly related to the Contractor's approved invoice system and human resource management system. The Government will approve the Contractor's proposed reporting format(s).

21. BACKGROUND INVESTIGATION

The contractor shall ensure that the person(s) to be utilized in the performance of this contract shall have submitted to the federal government completed security/suitability background investigation required in this clause. The intent and purpose of the investigation is to preclude the assignment of any individual who poses a threat or unacceptable risk to the United States Marshals Service (USMS) due to past unlawful/ inappropriate behavior or any issues which negatively affect his/her suitability for work on a USMS contract. The contractor shall assure that each prospective contract or sub-contract employee furnishes all required data in the form and format determined by the USMS Office of Security Programs (OSP) or the Security Programs Manager.

The government reserves the right to reject any personnel proposed to work on this contract if any derogatory information is discovered during or after the background investigation. The government also reserves the right to reinvestigate any individual working on this contract, as deemed necessary.

After completion of the background investigation, the government will review the results and determine if the individual is suitable to perform under the contract. The Contracting Officer Representative (COR) or Assistant Contracting Officer Representative (ACOR) will be informed of the suitability determination for each person in writing. The contractor is prohibited from allowing or directing any individual to perform under this contract prior to the authorization of OSP.

22. ACCEPTABILITY OF PREVIOUS INVESTIGATION/CLEARANCES

Whenever a contractor employee has been the subject of a prior background investigation that was conducted by an investigative unit of another federal government agency and the investigation meets the standards prescribed in the following paragraphs, an approval may be granted provided that: there has been no continuous (not cumulative) break in federal contract/service employment of more than two (2) years, and the required investigation was conducted no more than 60 months prior to the date of the award and a favorable adjudicative decision was made. If the prior investigation does not meet such standards, a supplemental or additional investigation shall be conducted. Even though a previous investigation is accepted as meeting the standard, a current FBI National Crime Information Center (NCIC) check must be completed. An OF-306, Declaration for Federal Employment and a Department of Justice (DOJ) form 555 may also be required. Acceptance of a prior investigation does not in and of itself convey approval for access to USMS facilities or information systems. The OSP will be the final authority on the suitability of the previous investigation.

23. PROVISIONS REQUIRED BY HOMELAND SECURITY PRESIDENTIAL DIRECTIVE 12 (HSPD-12)

The positions identified in this contract are to be considered low or moderate public trust positions.

Work under this contract is SENSITIVE BUT UNCLASSIFIED (SBU). Applicants selected, and subsequently approved by the USMS, shall have limited unescorted access to USMS space while in the performance of their duties and during normal business hours.

All personnel employed by the contractor under this Statement of Work (SOW) are subject to meeting personnel security requirements as set forth by the USMS and other applicable rules and regulations.

Contractor personnel, who require access to a USMS facility for six months or longer and/or who require “unescorted access” to USMS space and/or access to USMS IT systems, will be subject to identity proofing and other provisions of HSPD-12. A USM-394 is designed for this purpose. Contractor applicants must appear in person before the COR, ACOR or other government employee and present two original forms of proper identification, one of which is a valid federal, state or county government issued picture identification. Please refrain from using a Social Security card or a copy of a birth certificate. (Photo ID’s are usually the best). The USMS representative must then authenticate the identity of each person and complete sections II of the USM-394 and sign on line 25. The contractor must supply an e-mail address for each applicant and should be included on the USM-394. If no e-mail address is available, an e-mail address for the contractor or other point of contact (POC) shall be provided. The COR or ACOR will then be responsible for forwarding this information to the OSP utilizing the following e-mail address: OSP-contractor@usdoj.gov. The OSP team will then create an on line account in the Office of Personnel Management (OPM) system known as the Electronic Questionnaire Investigative Processing (e-QIP) and transmit instructions via e-mail to the applicant or point of contact if a new background is needed. The contractor applicant must comply with the instructions as failure to do so could adversely affect their ability to commence work. The OSP will advise the COR or ACOR of the results of the background investigation by issuing either an approval or disapproval notice.

The contractor is responsible for pre-screening prospective employees for suitability to work on this contract and for assuring that all prospective employees have a government performed background investigation completed prior to assignment to the contract. The contractor shall ensure that the person(s) to be utilized in the performance of this contract have been approved by the USMS OSP as a result of the government performed background investigation required by this section.

The OSP may grant a temporary waiver (conditional approval) after receipt of favorable NCIC/NLETS inquiries, a review of a recently completed security questionnaire, favorable results of the FBI fingerprint check and verification of the scheduled date by OPM of the required background investigation, and if a written request was forwarded to and approved by the OSP.

During the life of the contract, the contractor, COR, or ACOR shall report to the OSP any significant incidents involving individuals previously cleared and assigned to this contract. Significant incidents include, but are not limited to: arrests, convictions, adverse civil judgments, liens, seriously delinquent financial accounts or administrative disciplinary actions or any other matter which could negatively affect the e integrity and efficiency of the USMS. Based on the information provided, the USMS OSP will make a determination as to whether an employee may continue to work on this contract. Persons convicted of felonies will be considered unsuitable for employment under this contract. If the contractor fails to report current significant incidents and the USMS subsequently uncovers such information, the matter could be referred to the USMS Office of General Counsel (OGC) and/or the Procurement Office for further review for default.

24. EMPLOYMENT OF FOREIGN NATIONALS

In compliance with Section 24, Personnel Security, of DOJ order #2640.2E, Information Technology Security, foreign nationals are not authorized to access or assist in the development, operation, management or maintenance of Department of Justice IT systems including all component systems unless a waiver is granted by the Head of the Component, with the concurrence of the Department of Justice Department Security Officer (DSO) and the Chief Information Officer (CIO).

25. GOVERNMENT FURNISHED PROPERTY AND OTHER INFORMATION

Depending on the nature of the tasks, the COR will provide system access for on-site work in accordance with established DOJ policies, standards, regulations, and rules of conduct.

The COR will provide the appropriate laws, regulations, policies, procedures, guidelines, standards, reference materials, and system/application documentation and access necessary to perform the work described herein.

The COR will provide access to the appropriate personnel (e.g., management, technical, subject matter expertise) necessary to fulfill the contract requirements.

Access and use of the USMS network shall be considered sensitive, on an as-required basis, and must be appropriately protected.

All draft and final deliverables, standard operating procedures, or other relevant working papers generated by the Contractor during the performance of this contract, whether hard copy or electronic, are the property of USMS and must be submitted to the COR at the conclusion of the effort for evaluation, classification and disposition.

Any information assets no longer needed to perform the prescribed tasks must be returned to the USMS for storage or destruction. Unless approved in writing by the COR, no sensitive or proprietary information shall be removed, copied, or otherwise replicated from the USMS’ site or domain.

Any request for information related to this contract presented to the Contractor must be forwarded to the Contracting Officer for a response.

26. INSPECTION AND ACCEPTANCE

Services Inspection, acceptance and evaluation of services to be furnished shall be performed by the COR or designee. The Government reserves the right to conduct any inspection and test it deems reasonably necessary to assure that the services provided conform in all respects to the contract specifications as outlined in the SOW. Services, which upon inspection are found not to be in conformance with contractual specifications as outlined in the SOW, shall be promptly rejected by the COR and a notice of such rejection will be provided to the Contractor by the Contracting Officer.

Reports and Data The Government will inspect monthly the Contractor’s performance in submitting reports and data as required by the contract. Inspection will be conducted by the COR or its designee. Inspection and evaluation will be performed to assess the Contractor’s: (1) compliance with the specifications as outlined in the SOW; (2) responsiveness; (3) timeliness; (4) quality with respect to generally acceptable professional standards, and (5) compliance with all elements of the SOW.

Deliverables The Contractor shall provide the deliverables (reports and other data) indicated in the SOW. Any work submitted and subsequently rejected by the Government shall be subject to rework.

27. INVOICES

Invoice Instructions

Invoices are to be billed once (1) monthly after delivery of product/services. Invoices are due by the 10th of each month and shall be submitted electronically (email) to the following:

Curtis Davis, Contracting Officer, Curtis.Davis2@usdoj.gov cc: COR: TBA

The contractor shall provide monthly invoices that are correct and contain the necessary financial information. Invoices shall provide as a minimum: (1) a breakdown of actual hours of work associated with a specific labor category; and, (2) the line(s) of accounting, if more than one.

Contractor must provide on each invoice the Name, title, and phone number of person to notify in event of defective invoice.

An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification Number (TIN);

(x) Electronic funds transfer (EFT) banking information.

mailto:Curtis.Davis2@usdoj.gov