Draft Statement of Work .doc

Department of Homeland Security

U.S. Customs and Border Protection

DRAFT STATEMENT OF WORK

Employee Pre-Tax Parking Reimbursement Service Provider 1.0 Authority The requested service to provide pre-tax parking financial reimbursement to CBP employees is to be performed in accordance with IRS Tax Code, Section 132.

2.0 Background U.S. Customs and Border Protection (CBP), is seeking a pre-tax parking program for its employees. CBP has employees who commute to work using several mass-transit services available in most metropolitan areas in the United States. Accordingly, the potential contractor must provide the equivalent of a transportation savings account to reimburse employees for parking expenses incurred when taking mass-transit services to/from work. In order to provide this service, CBP requires the contractor to maintain accounts funded by payroll deductions for qualified CBP employees, which will allow employees to file claims for reimbursement.

Under IRS Tax Code Section 132, employers may provide qualified pre-tax parking benefits to employees who choose to commute to work using mass transit (including carpools), and park at a facility near the location where the mass transit is available. Currently, CBP provides its employees transportation subsidies to pay for their mass-transit commuting expenses, up to $270.00 per month; however, CBP expanded the benefit to commuters by offering a qualified pre-tax parking program that meets the intent of the IRS tax code.

3.0 Scope This pre-tax service will be available to all qualified (per IRS Code, Section 132) CBP employees. CBP’s estimate is that 500 - 2000 employees nationally would qualify for this program.

4.0 Detailed Requirement The contractor must provide a service which is in compliance with IRS Code Section 132. The service must be national in scope, and must be provided to all qualified CBP employees.

The contractor must provide individual accounts to all qualified employees, which can be maintained by employee self-service with options to enroll electronically online. These accounts will be funded via payroll deduction through CBP’s payroll service provider. No additional software must be required by the employees or agency administrators. Real time account balance and history must be available to the employees and agency administrators.

The contractor must provide for both web-based and manual submission of claims parking expenses by employees. Payment of these claims must include options to pay parking garages directly, reimbursement to employees via EFT, check, and value added cards. Reimbursement claims must be processed (approved/denied) within two business days, with disbursements issued within one business day of approval.

The contractor must be able to implement operational system within one month of award. This implementation must include a data interchange with CBP’s payroll provider.

All services must be performed solely from the United States. The contractor must provide help desk support through both on-line access and via telephone. Online web help must be available 24 hours a day, 7 days a week. Telephone support must be available at least on weekdays from 7 am to 7 pm Eastern Time.

The contractor must provide a transition and communication plan to support new users (CBP employees) to easily follow step-by-step instructions to establish and activate their account, if transferring from the current provider when a new contract is awarded.

The contractor must provide access to statements employees may reference or review their usage of the program.

The contractor will clearly bill the agency for the services provided each month and will not invoice the agency for the amounts disbursed for commuter funding.

5.0 Period of Performance The term of the contract will be a one (1) year base period with the option for (4) additional years as follows:

Base Year 09/18/2020 – 09/17/2021 Option Year 1 09/18/2021 - 09/17/2022 Option Year 2 09/18/2022 - 09/17/2023 Option Year 3 09/18/2023 - 09/17/2024 Option Year 4 09/18/2024 - 09/17/2025 6.0 Delivery No later than seven (7) calendar days after award, the contractor must provide an implementation plan to CBP.

No later than fourteen (14) calendar days after award, the contractor must provide user guides and online instructions with forms (if any) for CBP employees.

No later than twenty-one (21) calendar days after award, the contractor must provide a web based system for CBP administrator access to begin populating with employee data.

No later than thirty (30) calendar days after award, the contractor must provide employee access to an account/claims processing system and must have implemented an interface with the CBP Payroll provider.

7.0 Government-Furnished Property, Material, Equipment, or Information (GFM, GFE, or GFI) Government-furnished information is limited to a roster of employees and certain Personally Identifiable Information (PII) to authenticate the legitimacy of the individual claiming the benefit. However, the contractor must abide by CBP and DHS policies related to PII and must provide CBP with a plan to protect PII associated with CBP employees (DHS Handbook for Safeguarding Sensitive PII). Due to the sensitive and complex nature of CBP’s mission, the selected contractor must manage all processing, to include call centers in the continental US, with no third-party involvement. No Government-Furnished Property, Material, and Equipment will be provided. There will be no contract resources on site.

8.0 Security Information regarding pre-tax parking is subject to the Privacy Act, 5 USC Section 552a Public Law 93-579, as amended. The contractor is responsible for safeguarding Personally Identifiable Information (PII) of all CBP employees. Under no circumstances shall any information pertaining to CBP employees be released to third parties. Additionally, any release of information to another Government entity outside of CBP may be made only after obtaining written approval from the Contracting Officer (CO) or the Contracting Officer Representative (COR).

9.0 Travel No travel is required for this effort.

10.0 Place of Performance The place of performance will be performed by the contractor at their facility. Off-shoring of the services is not permitted.

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STATEMENT OF WORK

FINANCIAL OPERATIONS