DRAFT PWS_ PLAnet Admin Support Services.pdf

ATTACHMENT 3: PWS

PERFORMANCE WORK STATEMENT

Department of Homeland Security, U.S. Immigration and Customs Enforcement Office of the Principal Legal Advisor

PLAnet Administrative Support Services for the Principal Legal Advisor’s Network (PLAnet)

March 11, 2022

CHANGE CONTROL LOG

VERSION DATE CHANGE

Table of Contents Part 1 - Overview and Contract Requirements

Part 2 – Deliverables

Part 3 – Personal Security Requirements

Part 4 - Privacy Requirements

Part 5 – Cybersecurity Contract Language

Performance Work Statement

PLAnet Administrative Support Services

Part 1 - Overview and Contract Requirements

1.0. INTRODUCTION

This Performance Work Statement (PWS) outlines the requirement to provide Document Management Support Services to the Office of Principal Legal Advisor (OPLA).

1.1. BACKGROUND

OPLA has a requirement for case management support and administrative services for the execution of their broad and diverse mission of providing a full range of legal counsel and services to all Immigration and Customs Enforcement (ICE) offices and programs. OPLA’s responsibilities includes, representing the Department of Homeland Security (DHS) in proceedings before the Immigration Courts, representing DHS in appellate proceedings before the Board of Immigration Appeals, and providing support and direction to the Department of Justice, Office of Immigration Litigation as well as to the U.S. Attorney’s Offices nationwide.

The primary intent is to provide services to augment workload requirements and to perform the work delineated herein.

This PWS describes a performance-based work environment in terms of “what” the required service outputs are rather than “how” to perform the work. The service provider is encouraged to strive for constant improvement and innovation in the performance of this contract as long as the performance objectives are being achieved at the desired levels of performance. The Contractor is required to manage the quality of the services delivered using their internal management structure. This PWS attempts to create a government-service provider relationship that promotes achievement of mutually beneficial goals and promotes a partnership environment. The success of this contract is dependent upon free and open communication between the Government and the Contractor. The goal of this PWS is for the service provider to establish a quality customer-focused multifunctional team meeting the needs of OPLA.

1.2. SCOPE

The scope of this requirement is to provide non-personal services for case management support, i.e., support in mail, records, file management, E-Service, and clerical support to the OPLA. The location of services to be performed will be nationwide at OPLA’s on-site field locations.

PLAnet (Principal Legal Advisor Network) is OPLA’s nationwide software and file repository where all noncitizen files are stored electronically.

1.3. TYPE OF CONTRACT

The government intends to issue a Hybrid Task Order (Time and Materials with a fixed price CLIN for Project Management).

1.4. REQUIREMENTS

The Contractor shall provide all management, staffing, planning, and scheduling services required by the contract. This shall include, but is not limited to:

a) Screening and processing prospective contract staff to ensure all contractor employees used under this contract meet personnel hiring and employment security approval requirements.

b) Ensuring invoiced travel costs are itemized in accordance with the Government travel guidelines in effect at the time of travel.

c) Assembling billing data and billing back-up materials.

d) Adequate care and safekeeping of all government furnished materials and property.

Damaged property may be charged to the Contractor at the cost of repair or replacement.

e) All activities associated with managing subcontractors, such as identifying and qualifying them, negotiating subcontracts, obtaining government approval for their use, reviewing invoices, ensuring compliance with the security and other requirements of this contract.

f) All activities associated with the Contractor’s quality assurance programs.

g) Overall contract management.

1.5. STAFFING AND TRAINING

a) The Contractor shall be responsible for providing experienced staff for performing the work prescribed under this contract and continuously monitoring the work. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract and to minimize staff turnover. All staff assigned to perform work under this contract shall be United States citizens.

b) When workload necessitates, additional contractor personnel may be required to meet increased operational requirements or needs of the government. A separate Surge CLIN is established for this purpose. The government reserves the right to increase or decrease contractor personnel from the dedicated and specified Surge CLIN.

c) The Contractor shall ensure all personnel hired to perform on this contract have experience in performing tasks of the same or similar nature.

d) The government will be responsible for providing training on the primary OPLA computer-assisted legal research systems.

e) The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this performance work statement. The Contractor shall keep in mind that the stability and continuity of the work force are essential.

f) The Contractor may utilize part-time or temporary staff with the approval of the Contracting Officer Representative (COR) if it does not increase the overall cost of the contract.

g) The Contractor shall ensure that all contract employees are fully vaccinated for COVID- 19 prior to reporting to any of the OPLA Field Offices or duty locations to commence performance of work.

1.6. TASKS

PLAnet Contractor support encompasses a wide range of professional products and services, along with a variety of current technologies, that help attorneys or other professional staff members acquire, organize, analyze, and present evidence in conducting a trial or investigation.

The Contractor shall provide qualified personnel who meet the security requirements discussed in Appendix B to support all aspects of the OPLA mission, including the following:

1.6.1. Mail Management

May include sensitive documents, electronic correspondence, and packages. Tasks in this section shall be completed the same day they are received.

a) Receive, open, date stamp, sort, and distribute in-bound mail.

b) Handle out-bound mail.

c) Reroute misdirected mail.

d) File correspondence in case files.

e) Create mailing labels using appropriate commercial accounts (e.g., FedEx or

Stamps.com).

1.6.2. File Management.

Tasks in this section shall be completed within three business days unless otherwise requested.

a) Shelve/re-shelve files as appropriate.

b) Route files as appropriate.

c) Request, obtain, and deliver files from other units, sections, and/or offices.

d) Respond to internal and external file requests.

e) Pull and sort files upon request.

f) Prepare files upon request in accordance with established office procedures.

g) * Utilize electronic file bar code readers (RAILS) to locate files and for internal and external file transfers. 0F

h) Conduct searches for files, as needed.

i) * Assist with file audits.

j) * Assist with time-sensitive Freedom of Information Act (FOIA) requests.

k) Receive, process, and return files from/to other DHS agencies.

1.6.3. Records Management.

Tasks in this section require compliance with the appropriate regulation.

a) Per local office procedures, route or file materials that concern legal or specialized

1 *Reflects a telework eligible task. See Section 1.16.5.

matters (e.g., briefs, correspondence, exhibit packets).

b) * Comply with ICE and NARA (National Archives and Records Administration)

General Records Schedule document retention standardization policy and procedures.

1.6.4. Clerical Support.

Tasks in this section shall be completed within three business days unless otherwise requested.

a) Research, identify, review, and select relevant documents and other materials – including electronic data and records; organize documents; number documents; create box or file indices; capture document images; copy documents; prepare documents for production; develop and document procedures; and perform quality control.

b) * Enter/upload data into PLAnet (OPLA’s electronic noncitizen file repository), including but not limited to the recording of receipt of motions, notices of appeal, briefing schedules, court decisions.

c) * Download information from databases upon request (e.g., docket information, case status information, etc.).

d) * Create and prepare Microsoft Excel spreadsheets, logs, and Microsoft PowerPoint presentations related to PLAnet.

e) Perform other administrative duties as assigned.

1.6.5. E-Service.

Tasks in this section shall be completed same day as received.

a) * Check E-Service daily for incoming documents.

1) * Review attachments for correct identification criteria.

2) * Save to PLAnet.

3) * Route to appropriate Deputy or other POC.

b) * File and retrieve documents from Executive Office of Immigration Review Courts & Appeals System (ECAS).

1.6.6. Document Scanning.

Tasks shall be completed within three business days.

a) Scans shall be clear, complete, accurate, and in the correct orientation.

1.7. MANAGEMENT REPORTS

a) The Contractor shall be responsible for reporting progress on tasks. The COR will require a variety of monthly progress reports and status reports.

b) All reports must be generated in a timely fashion. Report deadlines will be specified by the COR. Meetings may be required to discuss reports and project status. Fiscal reporting must conform to the government’s fiscal year.

c) All reports described in this section are considered part of overall project management.

d) The Contractor shall establish and maintain appropriate tracking systems which shall enable it to prepare and submit the management reports required. The following reports may be submitted individually or combined into one report.

1) Monthly recruiting – this report will identify each candidate and their status in the recruitment process. Key dates shall be noted on the report.

2) Monthly retention report – this report will identify all Contractors working on the contract, entry on duty date, departure date for anyone who terminated employment during the month, and any anticipated dates of long-term absences.

3) Monthly contract status report – this report will be prepared by the project manager and provide a monthly update on areas of concerns or problems in the contract, if any; personnel conflicts, replacements, accolades, etc. This report may include suggestions for improving productivity or performance.

4) Bi-weekly communications dashboard report – this report will be prepared by the project manager and provide a bi-weekly update on any significant events or changes the status report.

1.8. QUALITY ASSURANCE/ QUALITY CONTROL

1.8.1. Quality Assurance

The Government will monitor and evaluate the Contractor’s performance under this contract. When an observance indicates defective performance, the COR will notify the Contractor and document in the monthly contractor assessment report. Any action taken by the Contracting Officer (CO) because of oversight will be according to the terms of this contract. Any matter concerning a change to the scope, prices, terms, or conditions of this contract shall be referred to the CO.

The COR will assess customer feedback and perform periodic on-site inspections.

1.8.2. Quality Control

a) All work performed under this contract shall be performed in accordance with the standards given in Section 1.9 and any associated attachments to this contract. Work failing to meet these standards shall be rejected, and the Contractor shall be required to perform the work again at no additional cost to the government.

b) To ensure all deliverables conform to contract specifications, the Contractor shall implement quality control procedures for all tasks as delineated in its Quality Control Plan.

c) The Contractor shall stress to its staff the importance of quality control and quality assurance. The Contractor shall maintain quality control of all work performed, review the condition and appearance of output, check output for accuracy and consistency, ensure completion of all steps, and produce the required number of deliverables as specified in this contract.

d) Repeated failure to deliver acceptable work may result in a Contract Discrepancy Report

(CDR) and a negative performance rating or contract termination. Thus, the government views it as being in the Contractor’s best interest to have in place a thorough quality control program.

1.9. PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The detailed performance requirements can also be found in this contracts Quality Assurance Surveillance Plan (QASP).

Performance Objective

PWS

Paragraph

Performance Standard

Acceptable Quality Level

Mail Management – Tasks shall be completed timely and accurately with no errors. Para 1.6.1.

All incoming and outgoing mail shall be processed the same day it is received.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

File Management Tasks shall be completed within the specified time frame with no misfiled documents. Para 1.6.2.

Respond to file requests on same day requests are received. Shelve files within three business days. Respond to FOIA requests within the timeframe specified on the request. Documents will be filed in the correct tabs.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

Records Management Tasks shall be completed in accordance with appropriate procedures and regulations. Para 1.6.3.

Maintain file in accordance with local office procedures.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

Clerical Support Tasks shall be completed timely and accurately. It is incumbent on the contractor to analyze the task to discern appropriate action. Para 1.6.4.

Documents shall be complete and accurate with correct spelling and grammar. Downloaded and researched information/documents shall be relevant and complete. Upload documents in PLAnet no more than two days after receipt.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

Performance Objective

PWS

Paragraph

Performance Standard

Acceptable Quality Level

E-Service Tasks shall be completed the same day they are received. Para 1.6.5.

Check E-Service inbox daily. Save documents in PLAnet same day received.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

Document Scanning Para 1.6.6.

Scan documents into PLAnet. Scans shall be completed within three business days and be clear, accurate, and in the correct orientation.

90% accuracy and correctable to 100% accuracy Any deficiencies shall be corrected and resubmitted by the contractor.

Contractor Management Reporting Para 1.7.

Complete & timely submittal.

90% accuracy and correctable to 100% accuracy

1.10. GOVERNMENT FURNISHED EQUIPMENT

OPLA will provide workspaces at the designated locations to include shared access to computers, scanner, printer, fax machine, shredder, telephone and general office supplies to be used for performance of requirements related to the PWS.

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

If telework is approved, a protective bag will be provided for safeguarding Government equipment.

1.11. SYSTEMS ACCESS

To perform the tasks listed above, access to the following systems/databases may be provided:

• RAILS – Barcode reading application (Not an acronym).

• ECAS – EOIR Courts & Appeals System

• PLAnet – Principal Legal Advisor Network

• PCQS – Person-Centered Query System

• CPMS – Custom Profile Management System

• EARM – ENFORCE Alien Removal Module

• Westlaw – Legal resources application.

• E-Service – Electronic documents service.

1.12. GOVERNMENT PROVIDED TRAINING

OPLA will provide training on accessing the systems/databases listed above. The Contractor shall be required to complete mandatory on-line training provided by DHS to include, but not limited to, privacy awareness, operations security, records management, prevention of sexual harassment, and information assurance awareness.

1.13. POINTS OF CONTACT

Contracting Officer Representative (COR):

West locations Marilyn Doty 214-293-6977 marilyn.l.doty@ice.dhs.gov

Contracting Officer Representative (COR):

East locations Mark Gonzales 678-943-0270 mark.r.gonzales@ice.dhs.gov Contracting Officer (CO):

Demetress Thomas 682-308-7714 demetress.thomas@ice.dhs.gov

1.14. WORK HOURS AND HOLIDAYS

1.14.1. Office Hours

The office hours at each location are Monday through Friday, and usually between the hours of 7:00 AM and 5:00 PM. Each location may specify the limits of flexibility regarding office hours.

1.14.2. Government Holidays

The Contractor is not required to perform services on the legal holidays observed by ICE.

Any legal holiday falling on a weekend may be observed on the Friday prior or the Monday following at the Agency’s discretion. The Contractor shall provide coverage of each workstation at each location listed in Section 1.16. The total hours per week shall not exceed 40 unless approved by the COR. The Contractor will coordinate the daily schedule to coincide with the normal business hours at each location. The list of Federal Government holidays recognized by ICE is as follows.

Memorial Day Thanksgiving Day Juneteenth Day Independence Day Christmas Day New Year’s Day Labor Day Martin Luther King Day Columbus Day

Presidents Day Veteran’s Day

Some of the locations listed under the Place of Performance section may be authorized an additional holiday(s) according to their applicable Wage Determination (Stated in the mailto:marilyn.l.doty@ice.dhs.gov mailto:mark.r.gonzales@ice.dhs.gov mailto:demetress.thomas@ice.dhs.gov

Benefits section of the Wage Determination). As the Wage Determination takes precedence over the PWS, the Contractor employees located at these locations are authorized to not provide services on the additional holiday(s) identified in the Wage Determination.

1.14.3. Abnormal Duty Hours

Occasionally, the Contractor may be required to perform and/or provide services outside the normal hours of duty. These occasions will be infrequent and require services be performed after normal working hours in the evening and/or weekends (Saturday and Sunday). The COR and the Contractor will mutually agree upon any/all deviations to the schedule.

1.15. PERIOD OF PERFORMANCE

The period of performance is listed below:

Base Period 12 months 09/01/2022-08/31/2023 Option Period 1 12 months 09/01/2023-08/31/2024 Option Period 2 12 months 09/01/2024-08/31/2025 Option Period 3 12 months 09/01/2025-08/31/2026 Option Period 4 12 months 09/01/2026-08/31/2027

1.16. PLACE OF PERFORMANCE

The Contractor shall perform the services at government facilities, including Government leased facilities, located in the United States including Puerto Rico.

1.16.1 Locations and Quantity of Clerks

* - Indicates locations that are authorized a $2/hour premium over SCA Wages

Office Address Clerks Atlanta Field Office

Atlanta Main 180 Ted Turner, Atlanta, GA 30303, County: Fulton 2

* Stewart Detention 146 CCA Road, Lumpkin, GA 31815, County: Lumpkin 1

Charlotte (Sub)

5701 Executive Center Dr., Charlotte, NC 28212, County:

Mecklenburg

Baltimore Field Office

Baltimore Main

Fallon Federal Building, 31 Hopkins Plaza, Room 1600, Baltimore, Maryland 21201, County: Baltimore City

Hyattsville (Sub) 6505 Belcrest Rd., Hyattsville, MD 20782, County: Prince George 1 Boston Field Office

Boston Main

John F. Kennedy Federal Building, 15 New Sudbury St., Room 425, Boston, MA 02203, County: Suffolk

Hartford (Sub) 450 Main Street, Hartford, CT 06103, County: Hartford 1 Buffalo Field Office

Buffalo Main 250 Delaware Ave, Suite 770, Buffalo, NY 14202, County: Erie 1

* Batavia Detention 4250 Federal Dr., Batavia, NY 14020, County: Genesee 1

Chicago Field Office Chicago Main 525 W. Van Buren, Suite 701, Chicago, IL 60607, County: Cook 3 Kansas City (Sub) 2345 Grand Blvd., Kansas City, MO 64108, County: Jackson 1

Dallas Field Office

Dallas Main

125 East John Carpenter Frwy, Suite 500, Irving, TX 75062, County:

Dallas

Irving (Sub) 1100 Commerce St, Suite 749, Dallas, TX 75242, County: Dallas 1 Denver Field Office

Denver Main

Jim Bailey Building, 12445 E. Caley Avenue, 2nd Floor, Centennial, CO 80111, County: Arapahoe

* Salt Lake (Sub)

2975 Decker Lake Drive, West Valley City, UT 84119, County: Salt Lake

Detroit Field Office

Detroit Main

333 Mt. Elliott Street, 2nd Floor, Detroit, MI 48207, County: Wayne

Cleveland (Sub)

925 Keynote Circle, Room 201, Brooklyn Heights, OH 44131, County: Cuyahoga

El Paso Field Office El Paso Main 11541 Montana Ave, Suite O, El Paso, TX 79936, County: El Paso 3

* El Paso Processing 8915 Montana Ave., El Paso, TX 79925, County: El Paso 1

* Otero Processing 26 McGregor Range Road, Chaparral, NM 88081, County: Dona Ana 3

Houston Field Office

Houston Main

126 Northpoint Drive Room 2020, Houston, TX 77060, County:

Harris

* Montgomery Processing

806 Hilbig Rd., Conroe, TX 77301, County: Montgomery

Los Angeles Field Office

Los Angeles Main

606 South Olive Street, Suite 859, Los Angeles, CA 90014, County:

Los Angeles

Van Nuys (Sub) 6230 Van Nuys Blvd., Van Nuys, CA 91401, County: Los Angeles 1

Las Vegas (Sub)

501 S. Las Vegas Blvd, Suite 200, Las Vegas, NV 89101, County:

Clark

* Adelanto Detention 10250 Rancho Road, Adelanto, CA 92301, County: San Bernadino 1 Santa Ana (Sub) 1231 E. Dyer Rd., Suite 155, Santa Ana, CA 92705, County: Orange 1

Miami Field Office

Miami Main

333 South Miami Ave, Suite 200, Miami, FL 33130, County:

Miami-Dade

* San Juan (Sub)

7 Tabonuco St.., Suite 313, Guaynabo, PR 00968, Municipality: San Juan

Newark Field Office Newark Main 970 Broad St., Room 1300, Newark, NJ 07102, County: Essex 3

* Elizabeth (Sub) 625 Evans Street, Room 135, Elizabeth, NJ 07201, County: Union 1

New Orleans Field Office

New Orleans Main

1250 Poydras St., Suite 2100, New Orleans, LA 70113, Parish:

Orleans

* Jena Detention

La Salle Detention Facility, 830 Pinehill Road, Jena, LA 71342 Parish: LaSalle

* Oakdale (Sub) 1010 E. Whatley Rd, Oakdale, LA 71463, Parish: Allen 1 Memphis (Sub) 80 Monroe Ave, Suite 502, Memphis, TN 38103, County: Shelby 1

New York Field Office

New York Main

26 Federal Plaza, Room 1130, New York, NY 10278, County: New York

Broadway (Sub) 290 Broadway Ave, New York, NY 10007, County: New York 3

Varick Processing

201 Varick St., Room 1130, New York, NY 10014, County: New York

Orlando Field Office Orlando Main 3535 Lawton Road, Suite 100, Orlando, FL 32803, County: Orange 2

Philadelphia Field Office

Philadelphia Main

900 market St., Suite 346, Philadelphia, PA 19107, County:

Philadelphia

* York (Sub) 2350 Freedom Way, Suite 254, York, PA 17402, County: York 1 Phoenix Field Office

Phoenix Main

2035 N. Central Avenue, Room 266, Phoenix, AZ 85004, County:

Maricopa

* Florence Detention 3250 N. Pinal Parkway Ave, Florence, AZ 85132, County: Pinal 1

* Eloy Detention 1705 E. Hanna Rd, Eloy, AZ 85131, County: Pinal 1 Tucson (Sub) 6431 S. Country Club Road, Tucson, AZ 85706-5907, County: Pima 1

Minneapolis Field Office

Minneapolis Main

1 Federal Dr. Suite 1800, Ft. Snelling, MN 55111, County: Hennepin (St. Paul)

Omaha (Sub) 1717 Avenue H, Room 174, Omaha, NE 68110, County: Douglas 1 San Antonio Field Office

San Antonio Main

1015 Jackson-Keller Road, Suite 100, San Antonio, TX 78213, County: Bexar

Harlingen (Sub) 1717 Zoy St., Harlingen, TX 78552, County: Cameron 7

* Pearsall Detention 566 Veterans Dr., Pearsall, TX 78061, County: Frio 1

* Dilley (Sub) 300 El Rancho Way, Dilley, TX 78017, County: Frio 1

* Port Isabel Detention

27991 Buena Vista Blvd., Los Fresnos, TX 78566, County: Cameron

Laredo (Sub) 1406 Jacaman Rd., Laredo, TX 78041, County: Webb 1 San Diego Field Office

San Diego Main

880 Front Street, Room 2246, San Diego, CA 92101, County: San Diego

* Otay Mesa Detention

7488 Calzada de la Fuente, San Diego, CA 92154, County: San Diego

San Francisco Field Office

* San Francisco Main

100 Montgomery Street, Suite 200, San Francisco, CA 94104, County: San Francisco

Seattle Field Office

* Seattle Main

1000 Second Avenue, Suite 2900, Seattle, Washington 98104, County: King

* Tacoma (Sub) 1623 East J. Street, Suite 2, Tacoma, WA 98421, County: Pierce 1

* Portland (Sub)

1220 SW Third Ave, Suite 300, Portland, OR 97204, County:

Multnomah

Washington DC

Arlington

1901 S. Bell Street, 9th Floor, Arlington, VA 22202, County:

Arlington

Total Number of Clerks 123

1.16.2. Situational Telework

Situational Telework: The contracted services shall be performed at the place of performance indicated in paragraph 1.16.1. In rare instances, situational telework will be enacted when it benefits the Government. A situational telework program may be enacted at the Contracting Officer’s or COR’s discretion. Telework shall be at no additional cost to the Government.

1.16.3. Telework Eligibility Criteria:

• Portable Work: The contractor must have work that is portable and can be successfully performed in a telework environment.

• Telework Training: The contractor must complete any mandatory telework training required by ICE policy. Currently, completion of the DHS Performance and Learning Management System (PALMS) online course “Telework 101 for Employees” is required prior to the start of telework.

• Equipment: The contractor must have a government issued laptop and an ICE-issued Personal Identity Verification (PIV) card.

• Connectivity: The contractor must have reliable high-speed internet connectivity at his or her telework site, which permits the performance of work without a significant delay or frequent disconnects occurring due to slow uploading or downloading speed.

• Phone Connectivity: The contractor must have reliable and good quality telephone capability. Teleworkers must have a personal phone (landline or cell) for use while teleworking.

• Required Forms: The contractor must submit an employee signed and manager approved:

(a) ICE Telework Agreement ICE Telework Agreement, and

(b) Work at Home Program Safety Checklist Employee Certification.

• Productivity and Operational Effectiveness: Telework should be performed in a manner that is transparent to OPLA’s customers and does not cause a decrease in productivity and/or effectiveness.

• Performance and Conduct Record: Contractors who have had a performance or conduct issue during the prior one-year period are ineligible to participate in telework.

• Emergency Preparedness Plan: The contractor will affirm that he or she has a personal Emergency Preparedness Plan consistent with the DHS Employee Preparedness

Initiative.

1.16.4. Telework Ineligible:

• A contractor will become ineligible to telework if the individual no longer meets the above telework eligibility requirements

• If there is a:

(a) Decline in work quality, quantity, or timeliness

(b) Lengthy period(s) of inactivity or when employee cannot be reached

(c) Decline in service or responsiveness to customers (telework should be transparent to internal and external customers).

1.16.5 Security

• Teleworkers will observe precautions and procedures already established by ICE to ensure protection of privacy and information security.

• Computer security is already established by the Cisco AnyConnect Secure Mobility Client and PIV Card technology (in compliance with all ICE information technology policies and procedures).

• Teleworkers are not permitted to use personal computer equipment, printers, software, or peripheral devices when teleworking. Sending documents to personal E-mail to access and edit from a personal computer is prohibited.

• Teleworkers will ensure physical document security when teleworking.

• Teleworkers should not make any stops when transporting equipment to and from their worksite. Government equipment should not be left in vehicle.

• Equipment should be immediately secured upon arrival at telework site. While working, the teleworker should protect work information and materials from being accessed by unauthorized individuals.

• Teleworkers are required to have sufficient means to secure all documents when not working (e.g. in securely locked drawer(s), or within a locked closet at their home office).

• No Personally Identifiable Information (PII) may be transported out of ICE facilities.

• The PIV card should be secured separately from the laptop.

• Telework eligible tasks in Section 1.6. are identified with an asterisk.

1.16.6. Work Hours:

Contractors who telework will work the same tour of duty as when they are in the office.

Telework does not afford flexibility to work hours that are outside an individual’s normal work schedule.

1.17. DISCLOSURE AND AVOIDANCE OF INHERENTLY GOVERNMENTAL

FUNCTIONS

The Contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5. None of the services to be performed under this contract are inherently governmental functions. All Contractor personnel shall identify themselves as Contractor Support in all forms of communication during the performance of their duties under this Agreement. Contractor personnel shall never identify themselves as representing the Government, but rather shall identify themselves as being under contract to Government. The Contractor shall:

• Answer all incoming telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contracted support.

• Include a title block in all emails that states the fact that the person is contracted support.

• Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contracted support.

1.18. NON DISCLOSURE

1.18.1. Confidentiality

The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein. The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations.

1.18.2. Access

Work on this contract will involve access to sensitive, but unclassified Personally Identifiable Information (PII). PII must be protected in accordance with DHS/ICE Policy.

1.19. EMPLOYEE CONDUCT

1.19. 1. Expected Conduct for Federal Contractors

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure their employees always present a professional appearance.

Additionally, Contractor employees conduct shall not reflect discredit on the United States or the DHS. The Project Manager shall ensure Contractor employees understand and abide by DHS established rules, regulations, and policies concerning safety and security.

1.19.2. Removing Employees for Misconduct, Security Reasons, Professional/Performance

The Government may, at its sole discretion (via the CO), require the Contractor to remove any Contractor employee from DHS facilities and/or from this contract for misconduct, security reasons, and not meeting professional or performance standards. Removal 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 written explanation to support any request to remove an employee.

1.20. TRAVEL/OTHER DIRECT COST (ODC) REQUIREMENTS

The Contractor shall coordinate specific travel arrangements with the COR to obtain advance, written approval for the travel to be conducted. The Contractor’s request for travel shall be in writing and contain the names of individuals traveling, dates, destination, purpose, and estimated costs of the travel. The Government will not reimburse for local travel. Local travel is defined as travel within a 50-mile radius of the Contractor personnel’s permanent performance location.

The Contractor shall, to the maximum extent practicable, minimize overall travel costs by taking advantage of discounted airfare rates available through advance purchase. Charges associated with itinerary changes and cancellations under nonrefundable airline tickets may be reimbursable if the changes are driven by the work requirement. Travel performed for personal convenience or daily travel to and from work at the Contractor’s facility or local Government facility (i.e., designated work Site) shall not be reimbursed. Costs associated with Contractor travel shall be in accordance with FAR Part 31.205-46, Travel Costs and Federal Travel Regulations, prescribed by the General Services Administration, for travel in the contiguous United States.

1.21. INVOICES

The Contractor shall submit an invoice monthly, no later than the 10th calendar day of the month following performance. The Contractor shall submit invoices in accordance with the invoicing instructions listed on the task order.

Monthly invoices can be sent, in PDF format, to invoice.consolidation@ice.dhs.gov

When submitting invoices electronically, the Contractor can only submit one invoice per e-mail and the invoice number must be indicated on the subject line of the e-mail.

Or, the Contractor can mail a hard copy to:

DHS, ICE

Financial Operations – Burlington P.O. Box 1620 Williston, VT 05495 - 1620

Each invoice MUST contain the following information.

• Name and address of the Contractor

• Contractor DUNS number

• Invoice date and unique invoice number mailto:invoice.consolidation@ice.dhs.gov

• Contract number

• Contract line item number

• Description, quantity, unit price

• Period of performance being invoiced

• Remit to (payment) address

• Name, title, and phone number of the person (Contractor) to notify in the event of an improper invoice

1.22. QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government will inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. As part of the Government’s quality assurance program, the Government may:

• Review and, if warranted, reject any reports or other submittals required from the Contractor.

• Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may order improvements if it determines the program is insufficient or ineffective.

• Obtain customer satisfaction survey information and require improvements in service based on such information to the extent such results correlate with deficiencies in contract requirements.

• Conduct physical inspections of office files systems, to include programs and files maintained on computers and Contractor onsite offices and work areas and require correction of deficiencies noted.

• Perform inspections with Government personnel or independent third-party inspectors.

• Contractor performance will be evaluated based on the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. The use or nonuse of any quality assurance methods by the Government will not constitute a waiver of or excuse from contract requirements. The Government may implement or change quality assurance measures at any time during the term of the contract.

1.23. TRANSITION PLAN (PHASE IN/PHASE OUT).

The Transition Plan will keep the Government fully informed of status throughout the transition periods. The Contractor has until seven (7) days after the award of the contract to submit the draft Transition Plan to the COR. The Contractor will then have three (3) workdays to return the final plan back to the COR after corrections/edits. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the ICE/OPLA mission. The Contractor shall plan for the transfer of work control, transferring contractors currently employed by the incumbent, hiring new employees, and assigning tasks during the phase-in/phase-out periods

1.23. 1. Phase-In Period

The phase-in period shall begin immediately after contract award and last for 30 days.

Upon completion of the 30-day phase-in period the Contractor can request a 30-day extension. The transition period will be as described in the contractor’s Transition Plan, for a period not-to-exceed 60 days. This period shall be utilized to allow the Contractor to attain personnel security clearance and technical competence. The transition period shall be utilized to hire and train personnel. For employees that will be transferring from the old contract to the new, the Contractor has 7 calendar days to complete the application. For those employees that are in this category, the “Transfers from Other DHS Contracts” section from Part 3, Personnel Security Requirements of the PWS, shall be followed. For those employees that will be new to the contract, the Contractor has 30 days to submit the e-QIP package to the COR/Personnel Security Unit for initial vetting. All personnel shall be hired, trained, and in place by the completion of the transition period. In cases where the Contractor has hired the outgoing incumbent’s personnel, the training requirement may be waived by the CO. The Contractor shall assume full responsibility for all services in accordance with the PWS upon completion of the phase-in period

1.23.2. Transition Activities

(a) The Contractor shall coordinate its activities with the COR and the incumbent contractors to accomplish these activities in a manner that will provide an effective transition of personnel and work activities while minimizing the cost of this effort.

(b) The contractor shall utilize any government furnished facilities and equipment which are available and shall coordinate and cooperate with the existing contractors.

The Contractor may arrange for early transition of any hired existing employees to the Contractor as appropriate. The Contractor is not to interfere with the day-to-day operations of the existing contractors while the incumbent is completing the phase-out transition.

1.23.3. Phase-Out Period

If the Contractor is an unsuccessful offeror in any subsequent Government solicitation for these services or the contract is terminated for any reason, the Contractor shall, during the last two months of this contract, provide all reasonable support to the Government and the successor contractor to ensure an orderly transition and minimize any impact on the mission.

The contractor shall provide the successor Contractor access to the site and to all technical documentation and publications/forms on a not-to-interfere basis during the transition phase-out period. Additionally, the successor contractor shall also be permitted to observe the Contractor performing all services and equipment on a not-to-interfere basis during the transition phase-out period. The Contractor shall turn over to the applicable Field Office’s Mission Support Specialist all keys, identification badges and PIV cards on the last day of the period of performance of the contract, or as employees discontinue work on the contract.

The contractor shall retain full responsibility for all services in accordance with the PWS until completion of the phase-out period.

1.24. KEY PERSONNEL

The following are the key positions for the execution of the contract and is required by the Government: Project Manager(s). The Project Manager shall attend scheduled coordination meetings with the COR or their representative(s). All personnel submitted for Key Personnel positions on the contract shall be submitted for review by the COR. The COR will review each resume to ensure the individuals meet the required qualifications. The Project Manager(s) will not be designated as the Contract Manager or Quality Control Manager.

Before removing and replacing any Key Personnel, the Contractor shall notify the COR, in writing, with sufficient information to support the proposed action and the Contracting Officer must approve the change.

1.24. 1. Project Manager

The Contractor shall provide Project Manager(s) who shall be responsible for the performance of the work. The Contractor shall provide an alternate(s) who shall act for the Contractor when the Contract Manager is absent. The alternate shall be submitted in writing to the COR.

The Project Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract and shall be responsible for all aspects of the contract, act as the central point of contact with the Government for all program-wide technical issues and represents the contractor at all post-award meetings.

The Project Manager must have the ability to analyze problems to identify significant factors, gather pertinent data, and recognize solutions; can plan and organize work; and have the ability to communicate effectively orally and in writing.

The Project Manager or alternate shall be available within two (2) hours of initial contact (during normal working hours) to discuss issues with Government personnel designated by the CO. The Contractor shall provide telephone numbers of the Project Manager and alternate(s) who shall be available after normal working hours.

Strategic planning, personnel management, subcontractor interface, customer relations, security screening submissions, operational planning and management, and reporting are some of the critical requirements of the Project Manager position.

Minimum Education: Bachelor’s Degree

Minimum Experience: Experience managing programs of the same complexity, and scope of this Performance Work Statement

1.25. ADDITIONAL CONTRACTOR PERSONNEL

The positions of the Contract Manager and the Quality Control Manager are designated as additional contractor personnel. The General Clerks and Project Manager positions are the only funded positions under this contract.

The following are the responsibilities of each additional contractor personnel position.

1.25. 1. Contract Manager

The Contract Manager is considered vital under this contract and to the work being performed under the PWS. The Contract Manager shall not be considered as part of the onsite personnel; however, the Contract Manager shall communicate directly with the CO regarding the administrative aspects of the contract documents.

The Contract Manager shall have a thorough knowledge of all general requirements and deliverables stipulated in the PWS. They represent the contractor at all post-award meetings, are responsible for the overall coordination and implementation of the contract, and for all issue resolution, program management, and other administrative support including providing comprehensive support for the contract.

1.25. 2. Quality Control Manager

The Contractor shall provide a Quality Control Manager who shall be responsible for the quality of the work, and for drafting and monitoring the Quality Control Plan. The Quality Control Manager is responsible for providing the Government with compliant services and working with the Government regarding its administration of its Quality Assurance Surveillance Plan.

Part 2 – Deliverables

2.0. DELIVERABLES

The Contractor shall provide the following deliverables to the Contracting Officer Representative (COR), Government Project Manager (PM) and Contract Specialist. The COR may reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejections. For all deliverable due dates that fall on a weekend or federal holiday, the deliverable will be due the following working day. “Days” refers to calendar days unless otherwise specified. The following table specifies the deliverables for this requirement:

Deliverable Title Delivery

Time/Frequency Format

PWS

Reference Acceptable Quality

Level Non-Disclosure Agreement (NDA) The Contractor shall provide all NDAs to the COR

No later than 5 days after contract award or 5 days after entry on duty (EOD) of each new hire

PDF or hard copy 1.18 Received timely

Monthly recruiting/retention report

10th day of the following month

PDF or MS Office

Product 1.7 (d)(2) Received timely

Monthly contract status report

10th day of the following month

PDF or MS Office

Product 1.7 (d)(3) Received timely Bi-weekly Communication Dashboard Report

Every two weeks

Teams Meeting 1.7 (d)(4) Received timely

Quality Control Plan (QCP)

No later than 30 days after the contract award. Final version due within 5 calendar days of Government’s review of draft.

Draft – Word, Final -

PDF 1.8.2

Draft – received on time. Final Version - Accurate, complete, received on time.

Monthly Invoice

Due by the 10th calendar day of each Month. Electronic 1.21 Received on time

Ad Hoc Reports Due within 5 working days of request Electronic 2.1

Accurate, complete, and received on time

Post Award Conference (Kick-off Meeting) Minutes

Draft due within 7 calendar days after meeting. Final version due within 5 calendar days of Government’s review of Draft.

Draft – Word, Final -

PDF 2.2

Draft – received on time. Final Version - Accurate, complete, received on time.

Transition Plan Draft due within 7 calendar days after the Draft –

Word, 1.23.

Draft – received on time. Final Version -

Deliverable Title Delivery

Time/Frequency Format

PWS

Reference Acceptable Quality

Level award of the contract.

Final version due within 5 days after Government’s review of draft.

Final -

PDF

Accurate, complete, received on time.

Project Manager(s) Resume

Draft due 14 calendar days after contract award. Personnel change due 14 calendar days after notification.

Draft – Word, Final

- PDF 1.24. Received on time

2.0.1. Government Acceptance Period

The COR will review the deliverables prior to acceptance and provide the Contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor as notification that the deliverable has been accepted. A lack of response by the Government within 20 days can be construed as acceptance. In this event a final version, if applicable, must be submitted by the vendor within the allocated number of days

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have an opportunity to correct the rejected deliverable and return it per delivery instructions.

2.0.2. Acceptance Criteria Summary

All contract deliverables shall be delivered in accordance with instructions specified at the relevant sections of the performance work statement.

2.0.3. Acceptance Criteria for All Written Deliverables

Deliverables will be deemed acceptable if the document adequately covers all required topics; meets general quality measures; is professionally prepared in terms of format, clarity, and readability; and is delivered on time via a government approved site. General quality measures, as set forth below, will be applied to each work product received from the Contractor under this performance work statement.

• Accuracy - Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity - Work products shall be clear and concise. The wording should adhere to the simple language requirements to the extent possible. Any/all diagrams and graphics shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements - All work products must satisfy the requirements of this performance work statement.

• Editable file formats - All text and diagrammatic files shall be editable by the Government, if requested.

• Format - All work products should adhere to any format/template requirements provided by the Government.

• Medium - Work products shall be submitted on media mutually agreed upon prior to submission.

• Timeliness - Work products shall be submitted on or before the due date specified in this performance work statement or submitted in accordance with a later scheduled date determined by the Government.

2.1. AD HOC REPORTS

The government may request a variety of ad hoc reports. The Contractor shall create and run routine and non-routine ad hoc reports, as requested at no additional cost.

2.2. POST AWARD COFERENCE

The Government will conduct a post-award conference within 15 calendar days after contract award. The purpose of the post-award conference is to aid both Government and Contractor personnel to achieve a clear and mutual understanding of all contracts, management,…