RFP_for_CMC_Watch__-_Amendment_000003.pdf

DTOS5916R00023

Emergency Management Support

Amendment # 000003

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 GENERAL

B.1.1 The Contractor shall provide all management, supervision and labor to perform the services outlined in Section C, entitled, “Crisis Management Center Staffing.”

B.1.2 Support services shall be provided under a Labor-Hour Contract. The total not to exceed amount is TBD; this amount includes the base period and four option periods – if exercised.

a. The Not to Exceed of the base period is TBD.

b. The funding amount of TBD shall cover the base performance period from date of award through TBD.

c. Upon exercise of an option period, yearly funding shall be added via modification to the contract.

B.1.3 All equipment and supplies required to perform the services will be furnished by the

Contractor as outlined in Section C. However, the Government will provide a limited quantity of industrial equipment (fork lifts, hand trucks, dollies, pallet jack, and a wave lift) and specialty supplies as needed for day-to-day activities or special requirements.

B.2 PRICE SCHEDULE

B.2.1 Base Period 1: (From date of contract award through 12 months thereafter).

Total Not to Exceed Amount:

CLIN Labor Category Hours Loaded Labor Rate

Overtime Rate

0001 Senior Watch Officer (2) 4368 0002 Watch Officer (3) 8736 0003 Program Manager 250 0004 Reserve/Training/Surge Personnel 1500 0005 Surge Personnel (Catastrophic

Disaster)

TBD

0006 Information Management Specialist 2080

0007* Travel Not-To-Exceed $11,000

Payment Schedule:

1. The Contractor shall invoice the Government no more than monthly under this contract (See G.2).

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2. The Contractor’s monthly invoice shall be based on hours incurred and shall be certified by the COR.

B.2.2 Option Period 1: (From end of Base Year 1 through 12 months thereafter).

Total Not to Exceed Amount:

CLIN Labor Category Hours Loaded Labor Rate

Overtime Rate

1001 Senior Watch Officer (2) 4368 1002 Watch Officer (3) 8736 1003 Program Manager 250 1004 Reserve/Training/Surge Personnel 1500 1005 Surge Personnel(Catastrophic

Disaster)

TBD

1006 Information Management Specialist 2080 1007* Travel – Not To Exceed $11,220.00

Payment Schedule:

G.2).

2. The Contractor’s monthly invoice shall be based on hours incurred and shall be certified by the COR.

B.2.3 Option Period 2: (From end of Option Year 1 through 12 months thereafter).

CLIN Labor Category Hours Loaded Labor Rate

Overtime Rate

2001 Senior Watch Officer (2) 4368 2002 Watch Officer (3) 8736 2003 Program Manager 250 2004 Reserve/Training/Surge Personnel 1500 2005 Surge Personnel (Catastrophic

Disaster)

TBD

2006 Information Management Specialist 2080 2007* Travel – Not to Exceed $11,440.40

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2. The Contractor’s monthly invoice shall be based on the hours incurred and shall be certified by the COR.

B.2.4 Option Period 3: (From end of Option Year 2 through 12 months thereafter).

CLIN Labor Category Hours Loaded Labor Rate

Overtime Rate

3001 Senior Watch Officer (2) 4368 3002 Watch Officer (3) 8736 3003 Program Manager 250 3004 Reserve/Training/Surge Personnel 1500 3005 Surge Personnel(Catastrophic

Disaster)

TBD

3006 Information Management Specialist 2080 3007* Travel – Not to Exceed $11,673.29

G.2).

B.2.5 Option Period 4: (From end of Option Year 3 through 12 months thereafter).

CLIN Labor Category Hours Loaded Labor Rate

Overtime Rate

4001 Senior Watch Officer (2) 4368 4002 Watch Officer (3) 8736 4003 Program Manager 250 4004 Reserve/Training/Surge Personnel 1500 4005 Surge Personnel(Catastrophic

Disaster)

TBD

4006 Information Management Specialist 2080 4007* Travel – Not to Exceed $11,906.75

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B.2.6 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.2.6.1 LOADED LABOR RATES

As used in this solicitation, “Loaded Labor Rates” are composed of the hourly rates paid to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administrative (G&A), and Fee or Profit.

B.2.6.2 OVERTIME RATE

a) “Normal Workweek” means, generally, a workweek of 40 hours.

b) “Overtime” means time worked by a contractor’s employee in excess of the employee’s normal workweek.

c) “Overtime Premium” means the difference between the Contractor’s regular rate of pay to an employee for the shift involved and the higher rate paid for overtime.

d) Overtime and differential will be authorized if the contractor shifts for a given month meet requirement of overtime or differential pay.

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SECTION C - DESCRIPTION, SPECIFICATIONS, WORK STATEMENT

STATEMENT OF WORK

C.1 BACKGROUND

The Office of Security, Intelligence, and Emergency Response requires Contractor support service for the staffing of the 24-hour, 7 days a week, and three hundred and sixty-five (365) days per year DOT Crisis Management Center (CMC) in located at the US Department of Transportation Headquarters at 1200 New Jersey Avenue, SE, Washington, DC 20590.

DOT has broad responsibilities for stewardship of the Nation’s transportation infrastructure. The Department has a significant role, not only during routine operations, but also in times of crisis and during emergencies. This role includes collecting, analyzing, synthesizing, and distributing information pertaining to events as they affect the U.S. transportation infrastructure, its systems, and assets. This information is compiled and analyzed and distributed to stakeholders within the

CMC.

The CMC provides information and communications resources to assist the DOT to effectively manage day-to-day operations and support the Department of Transportation’s emergency management, response, and recovery program in steady-state and emergency situations.

Emergency situations may include: natural and technological disasters (e.g., hurricanes, earthquakes, major transportation accident, etc.), labor disputes, terrorist attacks, cyber-attacks, national security special events, security incidents, defense mobilization, and any transportation-related activity requiring that has potential to affect the nation’s transportation system. The CMC directly supports DOT in executing its responsibilities as lead of Emergency Support Function #1 (transportation) under the National Response Framework

When required because of disasters, or other incidents/events, the staff of the DOT CMC staff may be required to relocate to the Department’s alternate facility to ensure uninterrupted CMC operations. Relocating to this site will require travel beyond 50 miles from the DOT HQ. CMC staff needs to be prepared to operate at the alternate facility for extended periods of time.

C.2 SCOPE OF WORK

Under this contract, the Contractor shall be responsible for providing qualified staff to perform the tasks as identified in Section C.3. The purpose of this work is to support the CMC in monitoring the National Transportation System, and report incidents, accidents, or threats to the system’s integrity. Additionally, the Contractor’s staff shall be responsible for analyzing and assessing information related to the transportation industry. Methods of information assimilation and dissemination include, but are not limited to:

(1) Coordinating information sharing with established modal Emergency Coordinators, and Departmental Leadership;

(2) Information sharing activities, such as phone calls, e-mails and CMC daily reports, with local, state, and federal agencies;

(3) Multi-modal information sharing processes;

(4) Industry level information sharing; and

(5) Screening all local and national media sources.

Additionally, a Contractor employee shall support the CMC by managing an emergency notification system, an emergency management information system, maintaining all the CMC contact and distribution lists, and managing CMC access lists to the facility and to classified information systems.

C.3 TASKS TO BE PERFORMED

The Contractor shall be responsible for performing the following tasks:

• Providing effective 24x7x365 monitoring of the nation’s transportation system to ensure key DOT personnel have the necessary information on transportation related incidents;

• Operating secure and other vital communications links for the Department of Transportation;

• Providing immediate analysis of emergency incidents and initiate the appropriate response;

• Providing access to unclassified and classified information for the Department;

• Sending emergency notifications to DOT employees and Contractor staff;

• Managing and maintaining Information Technology (IT) systems and all contact and distribution lists for the CMC;

• Participating in exercises and drills at the CMC or at the Department’s primary relocation site;

• Providing input for After-Action Reports (AAR) after drills and exercises, and real-world incidents and events; and

• Maintaining a tightly coupled relationship with Federal, State, and local emergency operations centers to make certain that maximum situational awareness and information sharing is achieved.

The Contractor shall work as part of the CMC team on site at DOT HQ, or at the alternate site, if necessary. The Contractor shall provide CMC Watch Support with up to a maximum of five full-time watch staff members and one Information Management Support (IMS) staff for the DOT Crisis Management Center.

The watch positions at the DOT CMC shall be required to work 12 hour shifts. Shifts are days from 7:00 am to 7:00 pm and nights from 7:00 pm to 7:00 am. All CMC watch staff shall rotate from day shift to night shift approximately every 3-4 months. All CMC watch staff are required to be available to work day and night shift on a 365 days a year schedule, including weekends and holidays. Each watch position will work approximately 2184 hours in a 12-month period. During major disasters, additional hours may be required.

The IMS position will work normal business hours Monday through Friday, 40 hours per week.

Federal holidays and weekends are normally off. However, the IMS position may have to work additional hours, including weekends and holidays, during major disasters. The IMS position may telework, subject to the approval of the Contractor in coordination with the Contracting Officer’s Representative (COR).

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The Contractor shall also maintain access to a reserve pool of CMC qualified watch personnel to report within 24 hours to serve as watch officers during emergencies or absence of Government staff up to a maximum of 1,500 hours during each contract year. These reserve personnel will augment the permanent staff in the CMC and will have the same responsibilities as regular contract staff.

C.3.1 KICK-OFF MEETING

Within two (2) business days after award, the Contractor shall meet with the COR at the DOT Headquarters’ Office, 1200 New Jersey Avenue, SE, Washington, DC 20590. The purpose of this meeting is to discuss successfully meeting the outlined objectives. The Contractor shall be responsible for coordinating this meeting with the COR.

C.3.2 INCOMING TRANSITION

The Contractor shall provide a draft plan for up to 30 days incoming transition from contract to contract. The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor shall collaborate with the Government to develop and deliver an Incoming Transition Plan (Deliverable C3). The Government shall also designate a transition period for the incoming Contractor to coordinate and work with the incumbent Contractor. This transition plan shall include, but is not limited to:

• Coordination with Government representatives,

• Review, evaluation and transition of current support services,

• Government-approved training and certification process,

• Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

• Applicable company specific briefing and personnel in-processing procedures,

• Issue and account for government keys, ID/access cards, and security codes.

C.3.3 SENIOR WATCH OFFICER/WATCH OFFICER TASKS

Specific tasks to be performed by the Contractor include:

• Work with fellow watch officers as a team in monitoring the status of the National Transportation System, reporting incidents, accidents or threats to the system’s integrity and evaluate the potential impacts these events may have on the transportation infrastructure that could lead to critical events and crisis/emergency situations;

• Obtain information from a wide variety of communications equipment including e-mail, telephone, fax, secure fax, high frequency radio, and satellite phone. When sending information, the contractor shall be responsible for determining the appropriate method of communication and using the proper format, priority, and distribution means as specified in the CMC Standard Operating Procedures;

• Contribute to the efforts of the DOT by forwarding items of interest to CMC leadership for review;

• Develop and maintain close working relations with watch officers from other federal and state agencies. He/she promotes DOT as the focal and central point of exchange for products and information;

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• Continually learn better watch standing skills through review and presentation of “best practice” changes to operations and information SOPs, checklists, and other administrative processes and procedures;

• Oversee preparation and distribution of critical reports and alerts. As events occur, senior DOT staff may request briefings that summarize the significant issues posed by the events for the Secretary of Transportation, the White House, congressional leadership, or other department/agency management. Staff selected by the contractor may conduct these briefings or provide support to the CMC Manager for the briefings;

• Ensure that all Requests for Information (RFI) are rapidly and effectively acted upon and coordinated with Operating Administrations and partner Departments and Agencies for consistency and consensus. Assure all reports, presentations, and briefings for the Secretary are timely, accurate, and fully coordinated;

• Responsible for initiating and receiving video teleconferencing and secure video teleconferencing from a wide variety of equipment. When necessary, this may require troubleshooting to identify and correct system problems, re-keying encryption devices, and operating peripheral devices through a console;

• Assist with emergency message dissemination as necessary. This requires using the contact lists and specific scenarios under which DOT employees and on-site contract staff will receive emergency notification;

• Actively participate in exercises and drills, as part of the CMC team; and

• Ensure familiarity and comply with the DOT HQ Occupant Emergency Program.

C.3.4 INFORMATION MANAGEMENT SUPPORT SPECIALIST TASKS

The Contractor IMS shall be responsible for performing the following tasks:

• Assist in administrating, maintaining and training WebEOC and DOT Alerts;

• Perform periodic active directory uploads to maintain communication groups in DOT Alerts;

• Monitor DOT Alerts feedback email inbox for user assistance and feedback, track issues and assist DOT Alerts COR with resolving;

• Maintain message templates for emergency use (requires HTML knowledge);

• Prepare agenda for monthly DOT Alerts steering committee meetings;

• Set up new user accounts and monitor users for dormant accounts;

• Perform basic board building in WebEOC (requires HTML knowledge);

• Prepare agenda for monthly WebEOC steering committee meetings;

• Assist WebEOC COR in coordinating issues with WebEOC vendor;

• Maintain CMC Master access list;

• Maintain CMC Master phone/email contact list;

• Maintain CMC Master distribution list and MS Outlook groups;

• Designated trusted agent for DHS HSDN (secret network) to set up new DOT user accounts and issue account tokens; and

• Assist watch staff with operations of communications equipment and testing, scheduling of conference rooms, teleconferences and scheduling CMC tours.

C.3.5 PROGRAM MANAGEMENT TASKS

The Contractor shall designate a Program Manager. Under this task, the program management responsibilities include preparing the technical and administrative activities needed to implement the steps identified in this SOW, and establishing a simple method of tracking progress that includes detailing the previous period’s work and issue areas.

The Program Manager shall ensure that deliverables are prepared and delivered in accordance with section F.3 these tasks are included in the 250 hour allotted in the RFP under the Program Manager CLIN. The contractor shall assign a Project Manager/Working Supervisor who will perform dual roles (Project Manager/Watch Officer)

C.3.6 OPTION ITEM: OUTGOING TRANSITION

In accordance with this contract order, the Contractor shall provide a plan (Deliverable D4) for Up to 30 days outgoing transition for transitioning work from an active contract order to a follow- on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics. This transition plan shall include, but is not limited to:

• Coordination with Government representatives,

• Review, evaluation and transition of current support services,

• Government-approved training and certification process,

• Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

• Applicable company specific debriefing and personnel out-processing procedures

• Turn-in of all government keys, ID/access cards, and security codes

C.4 SUPERVISION OF CONTRACTOR EMPLOYEES

The Contractor shall provide program management to ensure this contract is performed efficiently, accurately, on time, and in compliance with the requirements of this document.

Specifically, the Contractor shall designate a Program Manager to oversee the contract and supervise staff.

C.5 STAFF QUALIFICATIONS

C.5.1 WATCH PERSONNEL QUALIFICATIONS

All watch personnel must be eligible for a TS/SCI security clearance in accordance with Section H.3 and must meet the suitability requirements to obtain access to the DOT computer network, classified networks and DOT facilities. All watch personnel shall have prior operations center experience and have experience operating classified communications equipment. Watch staff shall be required to demonstrate proficiency in CMC procedures within 3 months of beginning training by passing a certification board. In addition, all watch personnel shall demonstrate the following:

• Ability to fully operate the standard Microsoft office suite of tools to include: Outlook, Power

Point, Excel, and Word;

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• Proficiency in using digital map programs to produce incident specific maps for reporting;

• Operate classified communications equipment including classified fax machines, satellite telephones and Secured Terminal Equipment (STE);

• Ability to write grammatically correct and technically proficient reports for review by Senior

Officials

• Ability to analyze incoming information, determine its relevance and importance and route it appropriately;

• Ability to determine and research appropriate facts to be included in incident reports ;

• Ability to operate secure and non-secure video teleconferencing equipment;

• Ability to provide clear concise and factually accurate incident briefs to senior officials both in person, via phone or email;

• Ability to easily operate telephones including call transfers, conference calls, speaker phone and headsets;

• Possess proper personal control, tact and judgment required to operate in an environment high in operational tempo;

• The ability to work days, nights, weekends and holidays on a rotating basis, as needed; and

• The physical stamina to effectively work twelve hour duty shifts for several consecutive days.

C.5.2 INFORMATION MANAGEMENT SUPPORT SPECIALIST (IMS)

QUALIFICATIONS

The IMS person must be eligible for a TS/SCI security clearance in accordance with Section H.3 and must meet the suitability requirements to obtain access to the DOT computer network, classified networks and DOT facilities. The person should have experience managing IT systems, data bases and working in a fast pace operational environment. The CMC specifically uses “Send Word Now©” for an emergency notification system called “DOT Alerts” and “WebEOC© “as an information management system. The IMS person should have the following skill sets:

• Ability to fully operate the standard Microsoft office suite of tools to include: Outlook, Power

Point, Excel, and Word;

• Knowledge of working with Microsoft Active Directory;

• Knowledge and experience writing HTML;

• Knowledge of maintaining IT systems ; and

• Operate classified communications equipment including classified fax machines, satellite telephones and STEs.

C.5.3 PROGRAM MANAGER QUALIFICATIONS

The Program Manager must be eligible for a TS/SCI security clearance in accordance with Section H.3 and must meet the suitability requirements to obtain access to the DOT computer network, classified networks and DOT facilities. The person must be able to perform all watch officer duties and tasks, as well as personnel management. The person must ensure that the COR receives all deliverables and reports as outlined below and in Section F.3

A PMP certification is preferred.

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C.5.3.1 QUALITY CONTROL PLAN

The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP will initially be submitted with the offeror’s proposal and will be updated upon award (Deliverable E5). The

QCP shall document how the Contractor will meet and comply with the quality standards established in this statement of work. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation.

C.5.3.2 CONTINGENCY OPERATIONS PLAN

The DOT CMC operates on a 24x7 basis. In the event that additional contract support is required, the contractor must be reachable during emergency situations.

The Contractor shall prepare and submit a Contingency Operations Plan to the Government. The Contingency Operations Plan shall be due ten (10) calendar days after the award of the contract, and will be updated on a quarterly basis as necessary (Deliverable F6). The Contingency Operations Plan shall document Contractor plans and procedures to maintain support during an emergency. The Contingency Operations Plan shall include the following:

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

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

• How the Contract Manager will communicate with their staff, both those on shift and those not on shift; the Contracting Officer Representative (COR); and the CMC management during emergencies

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

Telephone numbers and E-mail addresses.

C.5.3.3 INVOICING AND MONTHLY PROGRESS REPORT (MPR)

The Contractor shall ensure that a MPR is submitted outlining the expenditures, billings, progress, status, and any problems/ issues encountered in the performance of this contract (Deliverable 2).

The MPR shall include the labor hours expended, by labor category, for each contract and sub-contract, and the breakdown of travel expenditures. The MPR shall document any unfilled positions, the reason for the vacancy and steps being taken to fill it/them.

C.9 PHYSICAL DEMANDS

The work is moderately sedentary, with some local travel required for operational execution or training. Infrequent long distance travel may be required for training or during an exercise or emergency. In the event of travel, it shall be reimbursed in accordance with Section G.3.

In certain emergency situations, the incumbent may be expected to relocate within hours of notification for an extended period in excess of 30 days, and operate under austere and demanding physical and emotional conditions. Under certain extreme conditions or national level exercises, out of area travel for varying durations is possible

C.10 WORK ENVIRONMENT

The work is performed in a typical office setting. The Crisis Management Center operates 24 hours a day 365 days a year. The watch staff works 12 hour shifts. During special

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C.11 APPLICABLE DOCUMENTS AND DEFINITIONS

C.11.1 Compliance Documents The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this order:

• CMC Standard Operating Procedures, Orders and Directives

• Incident Notification and Communications agreements between the Operating

Administrations and the Office of Intelligence, Security and Emergency Response

• CMC Watch Operations Overview

• CMC SCIF Operating Procedures

C.12 REFERENCE DOCUMENTS

The following documents may be helpful to the Contractor in performing the work described in this document. This list is not intended to be all inclusive:

Statutes and Regulations

• 49 U.S.C. §§ 101 (Purpose) and 301 (Leadership, consultation, and coordination).

• The Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. § 5121 et seq., as amended.

• The Post-Katrina Emergency Management Reform Act of 2006, Title VI of the Department of

Homeland Security Appropriations Act, 2007, Pub. L. 109-295.

• Office of Intelligence, Security and Emergency Response, 49 CFR § 1.44 (2015).

• Delegations to the Director of Intelligence, Security, and Emergency Response, 49 CFR § 1.45

(2015).

• Delegations to all Administrators, 49 CFR § 1.81 (2015).

Homeland Security Presidential Directives and Presidential Policy Directives

• Homeland Security Presidential Directive 5 (HSPD-5), Management of Domestic Incidents, February 28, 2003.

• Presidential Policy Directive (PPD-8) National Preparedness, March 30, 2011.

• PPD-21 Critical Infrastructure Security and Resilience, February 13, 2013.

Other Applicable Authorities and Guidance

• National Incident Management System, March 1, 2004.

• National Response Framework, June 2016.

• Federal Continuity Directive 1, October 2012, and Federal Continuity Directive 2, July 2013.

• DOT Continuity of Operations (COOP) Plans.

• DOT Pandemic Flu Plan.

• CMC Standard Operating Procedures and Watch Guidelines.

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

Preservation, packaging, and packing of all shipments or mailing of all work delivered under this Contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F.2 of this contract. Due to increase security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching its intended destination and, as part of the screening process, may be damaged. For these reasons, the US Postal Service should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

D.2 SECURITY AND PRIVACY PROTECTION

All deliverables and services rendered under this contract/agreement must comply with Federal and DOT security and privacy protection policies and requirements.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): www.acquisition.gov/far.

FAR 52.246-6 Inspection of Services – Time and Material and Labor Hour

E.2 INSPECTION AND/OR ACCEPTANCE

All deliverables will be inspected and accepted by the Contracting Officer’s Representative

(COR).

The COR as designated in this Contract shall be responsible for performing the inspection of all services rendered under this Contract and for recommending acceptance of replacement/correction of services that fail to meet the Contract requirements to the Contracting Officer.

The COR shall be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming services that fail to meet the Contract requirements.

http://www.acquisition.gov/far

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E.3 CONTRACTOR RESPONSIBILITY

The Contractor shall be responsible for the day-to-day inspection and monitoring of all Contractor work to ensure compliance with the terms of the contract as outlined in Section C.

SECTION F - DELIVERIES OR PERFORMANCES

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. Also, the full text of a solicitation provision may be accessed electronically at this/these address: www.acquisition.gov/far/.

Federal Acquisition Regulation (FAR) Clauses:

NOTE: Those clauses marked with an “X” are hereby incorporated by reference.

CLAUSE TITLE DATE

X 52.242-15 Stop Work Order AUG 1989 X 52.242-17 Government Delay of Work APR 1984 X 52.247-35 F.O.B. Destination, Within Consignee’s Premises APR 1984

F.2 PERIOD OF PERFORMANCE

All work required hereunder, including preparation, submission, review of any and all reports, shall be completed within the sixty (60) months after the effective date of the Contract award.

In addition, this contract includes a provision whereby the Government has the right to exercise up to four (4) one year option periods, making the total possible period of performance five (5) years. (See Section I, “Option to Extend the Term of the Contract.”)

F.3 MILESTONES (M) AND DELIVERABLES (D)

The following key milestones and deliverables have been identified as applicable to this Statement of Work: All written deliverables shall be submitted electronically in Microsoft Word format, via e-mail. Paper copies shall be submitted only upon request of the government.

Deliverable # Deliverable Type Deliverable-Timeframe

A 1 Non-Disclosure Agreement

Due prior to any work performance on the contract.

B 2 Monthly Progress Report NLT 15th of Each Month

C 3 Transition Plan – Incoming Transition Due with Proposal

D 4 Transition Plan – Outgoing Transition Due with Proposal

E 5 Quality Control Plan NLT 30 Days after Contract Award

F 6 Contingency Operations Plan NLT 10 Days after Contract Award http://www.acquisition.gov/far/

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F.4 QUALITY CONTROL PLAN

The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP will initially be submitted with the offeror’s proposal and will be updated upon award (Deliverable E5). The QCP shall document how the Contractor will meet and comply with the quality standards established in this statement of work. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation.

F.5 CONTINGENCY OPERATIONS PLAN

The DOT CMC operates on a 24x7 basis. In the event that additional contract support is required, the contractor must be reachable during emergency situations.

The Contractor shall prepare and submit a Contingency Operations Plan to the Government. The Contingency Operations Plan shall be due ten (10) calendar days after the award of the contract, and will be updated on a quarterly basis as necessary (Deliverable F6). The Contingency Operations Plan shall document Contractor plans and procedures to maintain support during an emergency. The Contingency Operations Plan shall include the following:

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

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

• How the Contract Manager will communicate with their staff, both those on shift and those not on shift; the Contracting Officer Representative (COR); and the CMC management during emergencies

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

Telephone numbers and E-mail addresses.

F.6 INVOICING AND MONTHLY PROGRESS REPORT (MPR)

The Contractor shall ensure that a MPR is submitted outlining the expenditures, billings, progress, status, and any problems/ issues encountered in the performance of this contract (Deliverable 2).

The MPR shall include the labor hours expended, by labor category, for each contract and sub-contract, and the breakdown of travel expenditures. The MPR shall document any unfilled positions, the reason for the vacancy and steps being taken to fill it/them.

F.7 METHOD OF DELIVERY

Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format), unless otherwise specified by the Contracting Officer’s Representative. Electronic submission shall be made via email, unless otherwise agreed to by the Contracting Officer’s Representative.

F.8 GOVERNMENT ACCEPTANCE PERIOD

The Contracting Officer’s Representative will have five (5) workdays to review draft deliverables and make comments. The Contractor shall have two (2) workdays to make corrections. Upon receipt of the final deliverables, the Contracting Officer’s Representative will have two (2) workdays for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period the deliverable will become acceptable by default.

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The Contracting Officer’s Representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the Contracting Officer’s Representative of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

F.9 PLACE OF DELIVERY

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses to the COR at: TBD at award.

F.10 STANDARD REPORTING FORMATS

Electronic files containing reports required under the resultant contract shall be provided in accordance with the following:

Report Format:

1. Font: 12 point Arial font shall be used throughout the report.

2. Page Margins: Top, Right, and Bottom shall be ½ inch. Left margin shall be 1 inch.

To insure correct formatting of the report regardless of which printer model is used (see printer specifications below), it is suggested that two blank spaces, followed by a “hard page” [CNTRL- ENTER] be used at the bottom of each page of the report.

3. Page Numbering: Upper right hand corner, using bold Arial 12 point font.

F.11 SECTION 508 COMPLIANCE

Not applicable to this requirement for labor and installation services.

Amendment # 000003

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. AVAILABILITY OF FUNDS

a. The amount presently available for payment by the Government and allotted for this Contract is $XXXX.XX. It is estimated the allotted amount will cover the period XX/XX/XXXX through XX/XX/XXX. The parties agree that the Government may allot additional funds incrementally up to the prices in Section B.2 of this Contract. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the Contract approximates but does not exceed the total amount actually allotted by the Government.

G.2. SUBMISSION OF INVOICES

G.2.1 The Contractor shall submit one (1) original Invoice to:

DOT/FAA/OST WCF Account Accounts Payable Branch, WCF Account c/o AMK-313

P.O. BOX 25730

Oklahoma City, OK 73125-0730

The email address is 9-AMC-AMZ-OSTWCF@faa.gov

To be an acceptable invoice, the contractor shall include the following information:

• Contractor Name

• Contract: TBD

• Contract Number: (as applicable)

• Invoice Date

• Invoice Number

• Number of Hours and labor costs claimed for the period covered by that invoice. The contractor shall indicate the applicable functional categories, the associated hours for the period being billed, the applicable hourly rate and the extended total.

• Other direct costs incurred during the billing period.

• Applicable indirect costs.

• Total cost for that specific invoice.

• Cumulative value of billings to date.

• Contract Specialist or Contracting Officer Name, Phone Number (optional) and Email Address (optional)

• COR Name

• Contractor DUNS Number

G.2.2 To be acceptable for payment, each invoice must contain the following certifications:

mailto:9-AMC-AMZ-OSTWCF@faa.gov

Amendment # 000003

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract and the contract.”

G.2.3 If an invoice does not comply with these requirements, the Contractor will be notified of the defect within 15 days of the receipt of the invoice.

G.3 TRAVEL

The contractor may be required to travel to other locations within the Continental United States.

Travel will be coordinated with and approved by DOT prior to travel. Travel to continuity and resiliency sites may be required with little notice in the event of an emergency. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. Travel costs shall be incurred and billed in accordance with FAR Part 31.205-46, Travel Costs. Costs for these expenses will be reviewed, certified and approved by the Contracting Officer’s Representative. All travel and transportation shall utilize commercial sources and carriers provided the method used for the appropriate geographical area results in reasonable charges to the government. The Government will not pay for business class or first-class travel. Lodging and meals shall be reimbursed in accordance with regulations defined in FAR PART 31. Known estimated travel is indicated below.

Description Quantity Not to Exceed Cost Travel as required in support of CMC requirements

As needed $57,240.44*

*NTE Amount is for Travel allotted for the life of the contract.

G.4 TRAVEL OUTSIDE OF THE U.S.

Not Applicable for this Contract

G.5 MODIFICATIONS

G.5.1 UNILATERAL MODIFICATIONS

The Contracting Officer has the right, under this Contract, to execute unilateral modifications for the following purposes:

Provide incremental federal funding;

Change the COR; and Make other administrative changes which do not affect the legal obligations of the Contractor.

G.5.2 BILATERAL MODIFICATIONS

Bilateral modifications to this Contract may be proposed by either party at any time during the period of performance of this Task and shall become effective upon approval by both parties.

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G.7 CONTRACT MANAGEMENT

Notwithstanding the Contractor’s responsibility for total management responsibility during the performance of this contract, the administration of the contract will require maximum coordination between the Department Of Transportation and the Contractor.

The following individuals will be DOT’s points of contact during the performance of the contract:

1. Contract Administration All contract administration will be performed by the Contract Specialist assigned to this requirement. The Contract Specialist assigned to administer this requirement is:

Pamala D. Millbrook-Young, Contract Specialist U. S. Department of Transportation OST/Acquisition Services Division 1200 New Jersey Ave, SE Washington, DC 20590-0001 Phone Number: 202-366-8049 Fax Number: 202-366-9848 E-mail: Pamala.Millbrook@dot.gov

Or

Robin D. Gates, Contracting Officer U.S. Department of Transportation OST/Acquisition Services Division 1200 New Jersey Ave, SE Washington, DC 20590-0001 Phone Number: 202-366-1408 Fax Number: 202-366-9848 E-mail: Robin.Gates@dot.gov

2. Contracting Officer’s Representative assigned to this project is:

Shall be determined upon contract award.

G.8 DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE

G.8.1 The Contracting Officer will designate a Contracting Officers Representative (COR) to assist in monitoring the work under this Contract. The COR is responsible for the technical administration of the Contract and technical liaison with the Contractor.

The COR IS NOT AUTHORIZED to change the scope of work or specifications as stated in this Contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Contract price, task schedule, period of performance or other terms or conditions.

The following are examples of duties the COR may perform:

Provide information and technical assistance from available Government resources as determined appropriate by the COR.

mailto:Pamala.Millbrook@dot.gov mailto:Robin.Gates@dot.gov

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Provide liaison with other Government/private agencies as appropriate Stimulate the exchange of ideas and information among recipients of related projects through periodic meetings.

G.8.2 The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this Contract shall not be construed to authorize the revision of the terms and conditions of this Contract. The Contracting Officer will authorize any such revision in writing.

The COR for this Contract is: TBD

G.9 KEY PERSONNEL

For the duration of this contract, the Contractor shall be required to provide Key Personnel.

Accordingly, the Contractor agrees to assign to this contract those personnel who have qualifications to meet the performance objectives in Section C.5 Staff Qualifications. No substitution shall be made without prior notification to, and concurrence of, the Contracting Officer. During the first ninety days of performance the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. All proposed substitutes shall meet or exceed the qualifications of the person to be replaced, as determined by the COR in consultation with the CMC Manager and CMC Deputy Manager. The Contracting Officer shall be notified in writing of any proposed substitution at least 14 working days in advance of the proposed substitution.

Such notification shall include:

(1) an explanation of the circumstances necessitating the substitution;

(2) a complete resume of the proposed substitute; and

(3) any other information requested by the Contracting Officer to enable him to judge whether or not the contractor is maintaining the same high quality of personnel that provided the partial basis for award.

G.10 CONTRACTOR PROJECT MANAGER/WORKING SUPERVISOR

G.6.1 The Contractor shall appoint a Project Manager who will be the Contractor's authorized Working Supervisor for all work performed under this Contract. The Project Manager shall provide the single point of contact between the Contractor and the COR or other duly authorized representative under this Contract.

G.6.2 The Project Manager or Working Supervisor shall receive and execute, on behalf of the

Contractor, such technical assignment directives as the COR or his duly authorized representative may issue within the terms and conditions of this Contract.

The Contractor’s Project Manager shall be TBD.

G.11 SURVEILLANCE OF SERVICES

In determining the contractor’s compliance with the terms of this contract, and to ensure that performance meets, the terms of this contract, the Government will conduct

Amendment # 000003 unscheduled spot inspections as well as rely on complaints/comments to ensure adequate contract performance.

G.12 ON-SITE CONTRACTOR PERFORMANCE

G.12.1 General Requirements: During all operations on Government premises the Contractor shall comply with the rules, regulations and procedures governing the conduct of personnel and the operation of the facility, as expressed in written or oral procedures.

G.12.2 Observance of Legal Public Holidays: The DOT Offices will be closed on all legal public holidays. *For the Information Management Specialist Only*

Contractor personnel will not be allowed in the building on those days unless specific approval is provided in writing by the Contracting Officer with coordination with the

COR.

The Government hereby provides “notice” and the Contractor hereby acknowledges “receipt” that Government personnel and all contractor employees who work on-site observes the listed days as holidays:

New Year’s Day Columbus Day MLKing Jr.’s Birthday Veteran’s Day Washington’s Birthday Thanksgiving Day Memorial Day Christmas Day Independence Day Labor Day

Any other day designated by Federal statute.

Any other day designated by Executive Order.

Any other day designated by Presidential proclamation.

Note: When any of the above days fall on a Saturday, the preceding Friday is observed; when any of the above days fall on a Sunday, the following Monday is observed.

The Contractor agrees that all contractor employees who work on-site at the will observe the legal public holidays listed in this contract. Contractor employees are not permitted holiday or other premium compensation for work during legal public holidays, and the contractor may not seek reimbursement for these charges either as direct or indirect costs to the contract. However, this subsection does not preclude reimbursement for overtime work specifically authorized by the Contracting Officer.

G.12.3 Administrative Leave: When administrative leave is granted to Government employees, Contractor personnel assigned shall be dismissed at the discretion of the COR.

G.12.4 Furloughs: In the event of shut-down due to furlough or other conditions, Contractor employees shall be similarly furloughed and shall not be reimbursed for any charges, expenses, costs, etc., during the furlough period.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SAFE WORKING ENVIRONMENT

The Government reserves the right to refuse services from any contract employee that exhibits a condition or behavior that could adversely affect the safety of themselves or others during performance of this contract. This determination is solely within the discretion of the Government. The Contracting Officer shall provide written notice to the Contractor of the Government’s intent to invoke this right.

H.2 CONTRACTOR LIABILITY

H.2.1 All incidents that result in damage to property or equipment shall be reported to the Contracting Officer. When damages or replacement costs are estimated to be over $2500, the Contractor shall notify the Government, in writing of the date of the incident, the events that occurred and the estimated amount of damage. Upon receipt of the written notification, the Contracting Officer and the Contractor shall negotiate, if necessary, to reach a resolution on the damaged equipment and determine responsibility for the estimated costs.

H.2.2 The Contractor shall be financially responsible for damage caused by their personnel to equipment if the repair/replacement costs are in excess of $2500, unless otherwise negotiated with the Government Contracting Officer.

H.3 SECURITY CLEARANCE REQUIREMENTS

All personnel permanently assigned to the CMC shall hold final TS and be eligible for an SCI. The contractor is responsible for all TS/SCI clearance costs and for transferring the clearance to DOT.

Reserve watch standers shall have final Top Secret clearance. The contractor will require access to classified information while performing this contract. The Contractor personnel must have a final Top Secret clearance, an interim will not suffice.

DOT Information Security Requirements (APR 2003)

Non-U.S. Citizens

Only United States citizens shall be granted a personnel security clearance, assigned to sensitive duties, or granted access to classified information unless approved by an authority designated in Appendix 6 of DoD 5200.2-R. Exceptions to these requirements shall be permitted only for compelling national security reasons.

Non-U.S. citizens are not being adjudicated by any government agency for a trustworthiness determination at this time. Non-U.S. Citizens are not allowed access to any DOT security systems/networks

The contractor shall ensure that data is continuously protected from unauthorized access, use, modification, or disclosure. The contractor shall comply with all previously stated requirements for HIPAA, Personnel Security, Electronic Security, and Physical Security.

H.4 ACCESS TO SENSITIVE INFORMATION

H.4.1 Work under this contract may involve access to sensitive information* which shall not be disclosed by the contractor unless authorized by the Contracting Officer. To protect sensitive information, the contractor shall provide training to any contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an…