SOW_for_SEM_Database_Services.pdf

STATEMENT OF WORK

For

Site Exposure Matrices (SEM) Database Services

Department of Labor (DOL) Office of Workers’ Compensation Programs (OWCP)

Division of Energy Employees Occupational Illness Compensation (DEEOIC)

As of: 03/24/2015

1.0 BACKGROUND:

Public Law 106-398, the Energy Employees Occupational Illness Compensation Program Act

(EEOICPA) of 2000, as amended (the Act), established a program to compensate nuclear weapons program workers suffering adverse health effects from exposure to beryllium, ionizing radiation, and silica encountered in the course of nuclear weapons-related work for the United

States. The Fiscal Year 2005 National Defense Authorization Act, signed by President Bush on

October 28, 2004, amended the EEOICPA by creating a new system of federal compensation called Part E. Part E is administered by the Department of Labor (DOL) and affords coverage for Department of Energy (DOE) Contractors and Subcontractors and certain individuals potentially covered by the Radiation Exposure Compensation Act (RECA) for exposures to an array of toxic substances and chemicals.

1.1 OBJECTIVES

The primary objective of this procurement is to procure Contractor services for the maintenance and updating of a comprehensive relational database containing information regarding toxic substances at all major Department of Energy (DOE) facilities and uranium sites covered under the Energy Employees Occupational Illness Compensation Program Act (EEOICPA).

This database, called the Site Exposure Matrices (SEM) Database, is used by DEEOIC Claims

Examiners as a tool to assist in evaluating exposure to toxic substances and causation for claims filed under Part E of the EEOICPA. The database also provides information to the public on the toxic substances found at covered DOE facilities.

The DEEOIC has responsibilities under Part E of the EEOICPA to issue decisions concerning whether certain employees of DOE Contractors or Subcontractors or uranium workers contracted illnesses as a result of exposure to toxic substances or chemicals in their work environment. It is essential that DEEOIC have accurate, timely, and useful information regarding toxic substances used at DOE sites throughout the United States.

As a result of the responsibilities of implementing Part E of the EEOICPA, DEEOIC has gathered and evaluated exposure information at all covered major DOE facilities and covered uranium sites. DEEOIC requires Contractor services to evaluate and organize this information into the Site Exposure Matrices (SEM), as well as to augment this information with site-specific data gathering.

All data currently maintained in the SEM Database and additional data identified for inclusion into the database by the Contractor are used by Claims Examiners as a tool to evaluate causation for claims filed under Part E of the EEOICPA. This information is used to validate information obtained from DOE or the claimants and to assist in the expedited adjudication of Part E claims.

1.2 SCOPE OF WORK

The Contractor shall maintain the current SEM database for the existing DOE sites and the uranium mines, mills, and ore transporters. The Contractor shall utilize new sources of information as they are identified to enhance existing SEM data such as labor categories at covered DOE sites; building / area numbers (and site-specific aliases) where particular work processes were conducted; and the toxic substances present at such sites relative to processes and labor categories. The Contractor shall also work with DEEOIC and DOE to collect additional information needed to fill in known gaps in SEM and maintain sufficient “Q” cleared staff to analyze and maintain this information.

The links between toxic substances and occupational illness shown in SEM are based upon the

National Library of Medicine (NLM) Haz-Map Database, which is regularly updated with additional links and other information as the body of scientific knowledge in this area improves.

The SEM database shall be updated in a timely manner to include the new information and ensure the information contained in the SEM database remains consistent with the NLM Haz-

Map Database.

The Contractor shall maintain the software and hardware necessary to support the web-based, publicly accessible SEM site. In addition, the Contractor shall evaluate evidence of a probative nature submitted via the public SEM database site and respond to such submissions in a timely fashion and include verified evidence of exposure into the database whenever such evidence is identified.

1.3 PLACE OF PERFORMANCE

Work to be performed under this contract shall be completed off-site at the Contractor’s facility.

1.4 TRAVEL AND PER DIEM

Contract related travel costs, e.g., relocation and temporary duty (TDY) to include travel, lodging and meals, are reimbursable in accordance with Federal Acquisition Regulation (FAR) 31.205-

46 and Federal Travel Regulations. No Contractor travel shall be conducted to support Contract requirements without advance written approval from Contracting Officer’s Representative

(COR).

The Contractor shall travel as necessary within the Contractor’s local area (50 mile radius) at no cost to the Government.

It is the responsibility of the Contractor to authorize only such per diem allowances as justified by the circumstances affecting the travel. Care should be exercised to prevent fixing per diem rates in excess of those required to meet the necessary authorized subsistence expenses.

To this end, consideration should be given to factors which reduce the expenses of the employee such as: known arrangements at temporary duty locations where lodging and meals may be obtained without cost or at prices advantageous to the traveler; established cost experience in the localities where lodging and meals are required; situations where special rates for accommodations have been made available for a particular meeting or conference; the extent to which the traveler is familiar with establishments providing lodging and meals at a lower cost in certain localities, particularly, where repeated travel is involved; and the use of methods travel where sleeping accommodations are provided as part of the transportation expenses.

1.5 QUALITY CONTROL

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractor’s quality control program is the means by which the Contractor assures him / herself that work complies with the requirement of the contract. A draft Quality Control Plan shall be delivered with the Contractors’ proposal. The final Quality Control Plan shall be submitted within thirty (30) days after contract award.

1.6 RECOGNIZED HOLIDAYS

The Contractor shall establish a standard Holiday schedule that coincides with the Government’s schedule, as applicable. Holidays and other non-work days peculiar to or dynamically declared by the Government shall be considered as Holidays for Contractor personnel and are not billable unless work is actually requested by the Government and performed on these days. The following is a list of Federal Holidays:

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.1 TYPE OF CONTRACT

The Government plans to a Labor Hour (LH) Contract. The contract shall contain LH Contract

Line Item Numbers (CLINs) and Cost Reimbursable CLINs for: 1) Other Direct Cost – Travel;

and 2) Other Direct Cost – Material.

1.6.2 CONTRACTING OFFICER’S REPRESENTATIVE

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and

Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.3 KEY PERSONNEL

N/A

2.0 ACRONYMS

ACOR Alternate Contracting Officer's Representative

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

CLIN Contracting Line Item Number

CO Contracting Officer

COOP Continuity of Operations Planning

COR Contracting Officer Representative

COTS Commercial Off the Shelf

DEEOIC Division of Energy Employees’ Occupational Illness Compensation

DOE Department of Energy

EEOICPA Energy Employees Occupational Illness Compensation Program Act

FAR Federal Acquisition Regulation

FFP Firm Fixed Price

LH Labor Hour

NIOSH National Institute for Occupational Safety and Health

NLM National Library of Medicine

OCI Organizational Conflict of Interest

ODC Other Direct Costs

OWCP Office of Workers’ Compensation Programs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

PM Program Manager

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

RECA Radiation Exposure Compensation Act

SEM Site Exposure Matrix

SOW Statement of Work

TE Technical Exhibit

WHD Wage and Hour Division

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

N/A.

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. General. The Contractor shall furnish all items and services required to perform this SOW.

4.2. Q Clearance. The Contractor shall possess or be eligible to receive and maintain a “Q

Clearance” from the Department of Energy (DOE). The Contractor’s employees performing work in support of this contract shall have been granted a Q Clearance from the Department of

Energy.

5.0 SUMMARY OF TASKS and SERVICES

5.1 Tasks.

The Contractor shall provide the following services:

A. SEM Database Maintenance – The Contractor shall maintain Government-funded, Contractor acquired hardware and software used to provide DEEOIC claims personnel with access to the SEM database for the purposes of developing claims. The Contractor shall also maintain a SEM database that is available to members of the public in compliance with the requirements established by DOE. The Contractor shall also be responsible for processing unique user names and passwords to DEEOIC personnel for

SEM database access and for maintaining a current list of users and account activity. The

Contractor shall also recommend improvements to the SEM database and/or the SEM websites. The Contractor shall assess the functionality of the SEM databases at least annually, and maintain written procedures for the processes involved in SEM database maintenance.

B. SEM Database Security - The Contractor shall ensure that the SEM database accessed by

DEEOIC personnel is password protected. The Contractor shall ensure that the users are prompted to change their passwords at least every 180 days and that there is an account lockout feature to limit the number of login attempts. The Contractor shall ensure that user transactions are saved for at least 30 days for possible review if needed. The

Contractor shall ensure that the system features self-diagnostics and that the databases are backed up automatically. The system must have adequate back up storage to hold a minimum of six months’ worth of data. The Contractor shall be able to securely perform maintenance and diagnostics remotely as needed. The Contractor shall implement security features, such as a firewall, to ensure that the SEM database and website systems are accessed only by authorized users defined by the Government and the Contractor.

The Contractor shall identify what specific measures will be implemented.

The Contractor shall implement measures to ensure that no information is included in the

SEM database or websites that is classified, of a sensitive nature, or contains personally identifiable information. The Contractor must retain a qualified independent cyber-security consultant to conduct an annual security assessment in order to evaluate the function of the security measures described in this section.

C. SEM Database Updates – The Contractor shall perform updates and modifications to the

SEM database when new and probative information becomes available. Information may become available from various sources including public submittals, information from

Government agencies, archives and other research efforts, roundtable meetings, alignments with the NLM Haz-Map Database, and DEEOIC adjudication decisions. Data sources may include industrial hygiene records, occupational medicine records, epidemiology data, personnel records, union records, training documents, etc. The

Contractor shall perform the necessary research, data analysis, and field work in order to evaluate, validate and verify this new information for the purposes of inclusion in the

SEM database. The Contractor shall also work with DOE, current and former workers at

DOE sites, the Advisory Board on Toxic Substances and Worker Health, and others to identify and fill in gaps in the SEM database. The Contractor shall maintain written procedures for the processes involved in the updating of the SEM databases and websites as well as for the collection and archiving of documents and data collected.

The Contractor shall ensure that updates to the SEM database used by DEEOIC claims personnel are documented to ensure that claims personnel can identify when changes impact on cases that are in progress or closed (adjudication-related changes).

D. The Contractor shall retain “Q” cleared staff with the capability to research, analyze and put into spreadsheet form DOE documentation pertaining to the nuclear weapons production complex.

E. Data Quality – The Contractor shall implement and maintain a program for ensuring the quality of the data collected and uploaded to the SEM database.

F. Research Support – The Contractor shall provide research support to DEEOIC for SEM-related matters, as follows:

Researching information required to respond to Governmental and public inquiries.

Drafting responses to inquiries for Government approval. Transmit approved responses as required by the Government.

Coordinating, scheduling, attending, and participating in meetings and on conference calls, such as roundtable meetings with current and former workers at DOE sites, NIOSH meetings, Haz-Map meetings, and meetings with National Office staff.

Reviewing medical and scientific literature for changes that may have an impact on the SEM database, such as changes in relationships between chemicals and occupational diseases.

Maintaining staff trained in Industrial Hygiene (IH) review of toxic substance exposure as it relates to employment at covered DOE facilities, such as identification of occupations at covered DOE sites, buildings/areas (and site-specific aliases) where particular work processes were performed and the toxic substances present at such sites relative to processes and labor categories.

G. SEM Training – The Contractor shall conduct training on the use of the SEM database for DEEOIC claims personnel at six locations: the four District Offices, the National

Office FAB, and other DEEOIC staff at the National Office. The Government anticipates a mix of classroom and/or hands-on training to accomplish this task to be performed on an as-needed basis, as requested by DEEOIC.

H. Library – The Contractor shall collect, maintain, and secure a library of the source documents collected for the SEM database. The Contractor shall assign a unique DOL reference number to all library documents and maintain a readily available list of library holdings, cross referenced by both DOL reference number and document title. The library contains a small number of classified documents that shall be maintained in accordance with appropriate security measures for the assigned level of classification.

The DOL shall retain control over records or other material maintained for the SEM library. The Contractor shall provide authorized DOL personnel access to records, material, or other information related to the SEM library. Upon request, the Contractor shall transfer or transmit records or other material maintained for the SEM library to a location designated by DOL.

I. Contractor Acquired, Government Funded Equipment – The Contractor shall comply with applicable Federal rules for the acquisition and disposition of Contractor acquired, Government-funded equipment.

5.2 Performance Requirements

Performance Objective 1 - Database Maintenance

The Contractor shall maintain the current data for the existing DOE sites and the uranium mines, mills, and ore transporter data. The Contractor shall maintain software and hardware necessary to support the SEM website accessed by the DEEOIC claims personnel as well as the publicly accessed SEM website.

Performance Measures for Performance Objective 1

1. No more than 5 validated complaints per month relating to lack of access to the websites that make SEM information available to DEEOIC claims personnel and to the public.

2. Annual report to include suggestions and changes implemented to improve the SEM database and/or the SEM websites that may make the information more accessible and user-friendly.

Performance Objective 2 – Database Security

The Contractor shall ensure that appropriate measures are implemented to ensure that the SEM database and website systems are accessed only by authorized users defined by the Government and the Contractor, that adequate backup storage is available and that user transactions are saved for at least 30 days for possible review if needed. Specific requirements are found in Task B.

Performance Measures for Performance Objective 2

1. User names and passwords for DEEOIC personnel to access the SEM database assigned/modified/terminated within three business days of notification that a change is required.

2. Current list of users and account activity is maintained and available to the Government at any time.

3. User transactions are saved for at least 30 days for possible review.

4. Backup storage for minimum 6 months’ worth of data.

5. Corrective actions required as a result of Government data security assessments of the

SEM databases and websites shall be addressed within 60 days of receipt of report unless

Government agrees to extend the period of abatement.

Performance Objective 3 – Database Updates

The Contractor shall evaluate and verify data elements submitted by the public or other interested stakeholders through the public SEM website data submission process, roundtable meetings, or other process for possible inclusion into SEM. The Contractor shall establish and maintain a data capture and validation process and a Quality Control Plan to ensure data accuracy and integrity.

The Contractor shall identify gaps in the data for the existing sites and shall evaluate data elements for possible inclusion into SEM. The Contractor shall ensure that changes to the Haz-

Map Database are updated to the SEM database and maintained.

The Contractor shall evaluate and verify data elements submitted by the public or other interested stakeholders through the public SEM website data submission process, roundtable meetings, or other process for possible inclusion into SEM.

Performance Measures for Performance Objective 3

1. All data provided to the Contractor is accurately uploaded and accessible within the SEM database, within 15 business days of receipt of Government approval.

2. All public website submittals are reviewed within one month of submittal.

3. The Contractor shall be able to demonstrate the validity of the data submitted for inclusion into the SEM database.

4. Monthly report provides comprehensive insight into data-gap identification efforts.

5. All Haz-Map updates are monitored, and resultant SEM database updates are completed within 15 business days of the data being uploaded to Haz-Map.

6. Periodic spot-checks by the Government reveal proper linkages between the Haz-Map data and the SEM database.

7. A Data Quality Control Plan is provided to, and approved by, the Government within 90 days of contract award. The Government will require two weeks each for providing feedback on discrepancies to address, and to provide final approval.

Performance Objective 4 – Research Support

The Contractor shall provide research support to DEEOIC for SEM-related matters.

Performance Measures for Performance Objective 4

Written responses to inquiries and meeting minutes or notes are compiled and provided to

DEEOIC and/or posted to SEM, as needed.

Performance Objective 5 – Training

The Contractor shall conduct a combination of classroom and hands-on training on the use of the

SEM database for DEEOIC claims personnel at six locations, as needed by DEEOIC.

Performance Measures for Performance Objective 5

1. Provide update of draft SEM Training master files (instruction manual, student manual, handouts, audio and visual materials, and table top exercises) within 30 days after notice to proceed.

2. Incorporate comments made by Government and provide softcopy of final SEM Training materials (instruction manual, student manual, handouts, audio and visual materials, and table top exercises) within 30 days after comments received from Government.

3. Provide all necessary manuals, handouts, and other materials necessary for conducting each class.

4. For each location’s training event, provide signed rosters, course/instructor evaluations, and instructors’ summary of training including general observations of student alertness and questions or issues that require resolution by DEEOIC staff. These must be transmitted to the Government within one week of the class.

Performance Objective 6 – Library and Equipment Resources

The Contractor shall collect, maintain, and secure a library of the source documents collected for the SEM database and maintain a readily available list of library holdings, cross referenced by both DOL reference number and document title. The Contractor shall maintain a current list of

Government provided equipment and the status of each item.

Performance Measures for Performance Objective 6

1. Provide an inventory of the documents available at the SEM Library with their corresponding DOL reference numbers, as requested by the Government.

2. Provide an inventory of Government provided equipment and the status of each item, as requested by the Government.

Failure to meet the performance measures outlined herein shall be considered a Deficiency. The Contractor shall be responsible for correcting any / all deficiencies at no additional cost to the Government.

TECHNICAL EXHIBIT 1

LABOR CATEGORY / COST CLIN ESTIMATES

FOR

BASE YEAR AND EACH OPTION YEAR

DESCRIPTION OF SUPPLIES / SERVICES

QUANTITY / VOLUME

Project Medical Consultant

620 Hours

Senior Safety & Health Analyst

4,082 Hours

Safety & Health Analyst

4,274 Hours

Project Manager

1,875 Hours

Administrative Assistant

1,292 Hours

Other Direct Costs (ODC) – Travel

One (1) Not to Exceed Amount

Other Direct Costs (ODC) – Material One (1) Not to Exceed Amount

The Labor Hours provided in Technical Exhibit 1 is based on historical levels and is estimated to be the same for the Base Year and the Four (4) Option Years. Offerors shall propose an amount for the two (2) ODC CLINs.

Please note that Offerors are not required to propose the same number of hours listed in

Technical Exhibit 1 above for the Base Year and each Option Year.

Offerors are encouraged to propose whatever staffing level, labor mix, and costs that they believe will enable them to perform the tasks in the most efficient and effective manner.

ATTACHMENT A: CONFIDENTIALITY/NON-DISCLOSURE AGREEMENT

U.S. DEPARTMENT OF LABOR

OFFICE OF WORKERS’ COMPENSATION PROGRAMS

DIVISION OF ENERGY EMPLOYEES OCCUPATIONAL ILLNESS COMPENSATION (DEEOIC)

CONFIDENTIALITY/NON-DISCLOSURE AGREEMENT

I, , do solemnly swear (or affirm) that I have read the provisions printed below and that I understand the high standards of trustworthiness and integrity required of me with regard to information and information systems which I may have access to or which may come to my attention in connection with Government contract while I am an employee or parties of hereinafter referred to as "Contractor."

I understand that I will be employed to participate in the internal activities of the OWCP and DEEOIC programs. These activities may require me to have access to hardware systems, networks and information systems that contain information that is the property of the U.S. Government and must be kept secure. I also understand that I may come into contact with hard copies of information that must also be kept secure.

For these reasons, high standards of trustworthiness and integrity must be met and adhered to by the Contractor with respect to the following:

Communication with members of OWCP/ DEEOIC staff, including investigators, administrative and Program-level employees.

Access to (and non-disclosure of) information and information systems that contain confidential or sensitive information, or information classified under the Privacy Act. This includes non-disclosure of technical controls used to safeguard information and systems.

I will not disclose any materials, information, or provide access to information systems except as necessary in the performance of my duties under this contract. When necessary, disclosure of information or access to information systems will be granted only to persons whom I have been given authorization by appropriate OWCP/ DEEOIC staff.

Furthermore, while employed on this contract, I will abide by the rules and regulations governing the standards of conduct of the

Department of Labor as outlined in Title 29, Subtitle A, Part O, of the Code of Federal Regulations.

I understand that all materials and information provided by the Government including any copies, notes, working papers, electronic media or systems derived or produced therefrom are the property of the Government. If required to do so, I will promptly surrender to the Government such materials and information and derived copies, notes, working papers, electronic media and/or systems which are in my custody or control. I understand that my failure to surrender such materials and/or documents and/or my use of information obtained from such materials, documents, including copies or notes, or information systems in a manner not called for by the contract (e.g., delivery of a document, a copy thereof, or notes containing information taken from a document to someone not working on this contract or not officially assigned responsibilities for the materials and/or documents by the Government) may be cause for suspension or debarment of the Contractor under Federal rules and regulations;

may be a violation of 18 U.S.C., Sec. 641 (theft of Government property); and may subject me to termination from the contract, fines and/or imprisonment.

I also agree to familiarize myself with, and adhere to, all information technology policies, procedures and practices (including security policies and procedures) of the OWCP, DEEOIC, U.S. Department of Labor, and any other Government entities.

Date Signature Witnessed by: For the Contractor