RFP_ECON-18-0080-1_Schedule_B_Search_Engine.docx

RFP# ECON-18-0080-1

Schedule B Search Engine

1.0 BACKGROUND

The Economic Indicators Division (EID) is responsible for the publication and revision of the Statistical Classification of Domestic and Foreign Commodities Exported from the United States (Schedule B). There are over 9,000 10-digit Schedule B codes for export commodity classification. When physical goods are exported from the United States, exporters are required to report their respective Schedule B numbers to U.S. Customs and Border Protection as part of the Electronic Export Information.

EID publishes U.S. export statistics by Schedule B number. For example, if a data user wanted to know the value and/or quantity of U.S. exports of fresh, organic green peas, they would look at data under Schedule B number 0708.10.1000. Trade associations, universities, government agencies, and other data users rely on accurate trade statistics to monitor exports, conduct market research, and develop economic and monetary policy. It is imperative that export filers correctly classify their shipments in order to ensure statistical accuracy.

As a service to our customers, EID links to a Schedule B search engine from our website http://www.census.gov/foreign-trade/schedules/b/#search. The purpose of the search engine is to assist export filers in finding the appropriate Schedule B number.

2.0 PURPOSE

To maintain the quality of export reporting for statistical purposes, the Economic Indicators Division seeks to continue providing an online Schedule B Search Engine that is dynamic, intelligent, and user friendly.

3.0 CONTRACT TYPE/PERIOD OF PERFORMANCE

This will be a fixed-price software license agreement. The period of performance is from September 14, 2018 through September 13, 2019 (base year) with four (4) option years.

4.0 PLACE OF PERFORMANCE

The services will be performed at the Contractor’s place of business. Census Bureau employees and international trade data stakeholders, including but not limited to export filers, other government agencies, and data users, will access the Schedule B Search Engine over the internet through the Census Bureau website https://www.census.gov/foreign-trade/schedules/b/index.html.

5.0 SCOPE OF WORK

The Economic Indicators Division (EID) requires the Schedule B Search Engine to be offered at no cost to visitors who access through the Census Bureau website https://www.census.gov/foreign-trade/schedules/b/index.html. The search engine shall not require users to log in for access. The search engine shall accommodate a minimum of five (5) million transactions per contract year.

The Schedule B Search Engine shall be simple to use and provide consistent, correct Schedule B classification. The search engine shall take into account the Harmonized System's hierarchical structure and integrate the World Customs Organization’s General Rules of Interpretation and Explanatory Notes, as well as U.S. Customs and Border Protection’s binding classification rulings. The search engine shall automatically apply definitive rules, legal notes, and statistical notes.

The Schedule B Search Engine shall recognize common language and industry-familiar terms and shall utilize natural language processing. The search engine shall be capable of classifying commodities even when given underspecified and/or ambiguous product information. The search engine shall interact with users to resolve missing information through semantic query analysis. The search engine shall use artificial intelligence/smart search capabilities to learn from past searches and continuously improve and automate the processes of Harmonized System (HS) commodity classification and HS code validation.

The Schedule B Search Engine shall properly classify composite goods such as mixtures and mixed materials, and complex articles such as sets, kits, and parts of a whole. In addition to keyword searches, the search engine shall support full and partial code searches leading to the same display results detailed in the next paragraph.

Schedule B Search results shall point to a single, specific Schedule B code or narrows down to the most detailed Schedule B subheading and subsequent codes. Results shall display the Schedule B code(s), description(s), and required unit(s) of quantity plus the respective Schedule B heading, subheading, and descriptions. Results shall include the texts of relevant Schedule B Section and Chapter Notes.

The Schedule B Search Engine shall provide ongoing service seven (7) days per week, 24 hours per day, 365 days per year.

5.1 USAGE Reports

Reports on search tool usage shall be provided to the Task Manager on a monthly basis. Reported statistics shall include:

· The number of “no hits” compared to the total number of searches

· Completed classification queries compared to the total number of searches

· The number of “no hits” compared to completed classification queries

5.2 Content Updates

The Schedule B Search Engine shall reflect updates to search content and/or results within one (1) week of receiving revisions or requests from EID.

5.3 Hardware and Software

1. The selected Schedule B Search Engine will not require installation of external software or hardware on Census Bureau’s premises.

2. The Contractor shall provide the technical specifications for the Schedule B Search Engine including hardware requirements, operating systems, firewall rules, network configurations, security protocols, and any staging and production environment requirements.

3. The Contractor shall describe the volume of data that the system can efficiently process and how many users can be accommodated. The Contractor shall provide examples or actual use cases on its technical specifications.

4. The Contractor shall describe the access control and user authentication mechanisms used in the Schedule B Search Engine, including what type of authentication is required to update the file, record, and/or field levels of the search records.

5. The Contractor shall describe the storage practices and technical specifications for the data used in the Schedule B Search Engine, including if the data are stored in a cloud environment or on the Contractor’s physical servers. If the data are stored in a cloud environment, the Contractor shall describe how their cloud environment meets FedRAMP compliance.

5.4 Technical Support

The Contractor shall provide technical support during the operating hours of EID’s Call Center, Monday through Friday from 8 am to 5:30 pm Eastern Time.

The Contractor shall acknowledge receipt of the communicated technical inquiry and/or issue within one (1) business day. The Contractor shall identify a resolution or workaround within a period agreed to by the Contractor and Task Manager.

5.5 Training MATERIALS

The Contractor shall provide a detailed instruction guide with examples and images, as well as access to any public, online company tools such as frequently asked questions and answers, knowledge bases, user groups, tutorials, and/or blogs in an effort for Census Bureau employees and trade data stakeholders to stay current with any new tools, techniques, or technology.

5.6 LICENSING AGREEMENTS

The Census Bureau recognizes and accepts that the Contractor may wish to enter into a licensing agreement with the Government to indicate the terms and conditions for use of their software and hardware infrastructure. However, considerations must be given to the following terms and conditions due to the nature of Federal Contracting. The Contractor accepts these limitations as part of entering into this contract:

a) “Automatic Renewal” – The Government will not agree to this condition – due to the Anti-Deficiency Act (31 U.S.C. §1341(a)).

b) “Choice of Law” – The agreement between the Contractor and the Government shall be governed and construed with applicable federal law and regulations.

c) “Indemnification” of vendor by Government – The Government will not agree to this condition – due to the Anti-Deficiency Act (31 U.S.C. §1341(a)).

d) Vendor’s assertion of right to control litigation in defense of claim of patent infringement – The following language is acceptable: “In the event of a claim or suit brought against LICENSOR or LICENSEE [or similarly defined party designations] for any patent or copyright infringement relating to this license in which the United States is named as a party, the LICENSEE shall be represented by the U.S. Department of Justice which shall control the litigation or any settlement agreement; however, the LICENSOR shall be allowed reasonable participation in the defense or settlement of such claim or suit.”

e) Payment terms and late fees/penalties – These terms must be in compliance with FAR 52.232-25 – Prompt Payment (October 2008).

f) Requirement for Binding Arbitration of Disputes – The Government will not agree to this condition; disputes will be settled in accordance with FAR processes and guidelines.

g) Audit terms that require vendor access to Government information, documentation, or systems – This requirement must be conditioned as follows: “. . . to the maximum extent permissible under federal law and regulation.”

6.0 DELIVERABLES

6.1 Deliverables Acceptance Criteria

All Contractor-produced documents and documentation (“work products”) shall meet the following general acceptance criteria. Final inspection and acceptance of all work performed, reports, and other deliverables will be performed at the place of delivery by the Census Bureau’s Contracting Officer’s Representative (COR).

· Accuracy – Work products are communicated clearly and with accurate information.

· Technical Content – Work products shall provide expert comments on the software, technical support, and training.

· Clarity – Work products shall be unambiguous and relevant. Any diagrams or workflows shall be easy to understand and be relevant to the supporting narrative.

· Consistency to Requirements – All work products must satisfy the requirements in this Statement of Work.

· Completeness – Work products shall be comprehensive and entirely developed as described through government-provided standards.

7.0 PERFORMANCE REQUIREMENTS SUMMARY

The Contractor’s services shall be considered successful if the following performance requirements provide the expected outcomes within the performance standards:

The success or failure of the Contractor to meet the above performance standards will be reflected in a performance evaluation of the services. The U.S. Census Bureau and other agencies may consider the results of the evaluation when reviewing the Contractor’s past performance during the selection process for future contracts with the Government. The failure of the Contractor to meet the above performance standards may also be the basis for termination of the contract for non-performance.

8.0 TRAVEL

No travel is required.

9.0 APPLICABLE CAR CLAUSES

9.1 CONTRACTING OFFICER’S TASK MANAGER (CAR 1352.201-70, February 2005)

TBD is hereby designated as the Contracting Officer’s Task Manager (TM) for this task order. The TM may be changed at any time by the Government without prior notice to the Contractor by a unilateral modification to the task order. The TM is located at:

Email Address

9.2 CONTRACTING OFFICER’S REPRESENTATIVE (48 CFR 1301.670-70, APRIL 2010)

a) TBD is hereby designated as the Contracting Officer’s Representative (COR). The COR may be changed at any time by the Government without prior notice to the Contractor by a unilateral modification to the contract. The COR is located at:

Email Address

b) The responsibilities and limitations of the COR are as follows:

1. The COR is responsible for the technical aspects of the contract and serves as technical liaison with the Contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and other such responsibilities as may be specified in the contract.

2. The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms, or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contracting Officer. The Contracting Officer may designate assistant or alternate COR(s) to act for the COR by naming such assistant/alternate(s) in writing and transmitting a copy of such designation to the Contractor.

9.3 Contracting Officer’s Authority (48 CFR 1352.201-70, March 2010)

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

9.4 COMPLIANCE WITH THE LAWS (CAR 1352.209-73)

The Contractor shall comply with all applicable laws, rules and regulations which deal with or relate to performance in accord with the terms of the contract.

9.5 ORGANIZATIONAL CONFLICT OF INTEREST (CAR 1352.209-71, March 2000)

a) The Contractor warrants that, to the best of the Contractor’s knowledge and belief, there are no relevant facts or circumstances which would give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5, or that the Contractor has disclosed all such relevant information.

b) The Contractor agrees that if an actual or potential organizational conflict of interest is discovered after award, the Contractor will make a full disclosure in writing to the Contracting Officer. This disclosure shall include a description of actions which the Contractor has taken or proposes to take, after consultation with the Contracting Officer, to avoid, mitigate, or neutralize the actual or potential conflict.

c) Remedies – The Contracting Officer may terminate this contract for convenience, in whole or in part, if it deems such termination necessary to avoid an organizational conflict of interest. If the Contractor was aware of a potential organizational conflict of interest prior to award or discovered an actual or potential conflict after award and did not disclose or did misrepresent relevant information to the Contracting Officer, the Government may terminate the contract for default, debar the Contractor from Government contracting, or pursue such other remedies as may be permitted by law or this task order.

d) The Contractor further agrees to insert provisions which shall conform substantially to the language of this clause, in any subcontract of consultant agreement hereunder.

9.6 HARMLESS FROM LIABILITY (CAR 1352.233-70, March 2000)

The Contractor shall hold and save the Government, its officers, agents, and employees harmless from liability of any nature or kind, including costs and expenses to which they may be subject, for or on account of any or all suits or damages of any character whatsoever resulting from injuries or damages sustained by any person or persons or property by virtue of performance of this task order, arising or resulting in whole or in part from the fault, negligence, wrongful act, or wrongful omission of the Contractor, or any subcontractor, their employees, or agents.

9.7 INSPECTION AND ACCEPTANCE (CAR 1352.246-70, March 2000)

The Contracting Office or the duly-authorized representative will perform inspection and acceptance of the supplies and services to be provided under this task order. Inspection and acceptance will be performed at:

Headquarters, U.S. Census Bureau 4600 Silver Hill Road Suitland, Maryland 20746

9.8 OPTION TO EXTEND SERVICES (FAR 52.217-8, November 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

9.9 OPTION TO EXTEND THE TERM OF THE CONTRACT (FAR 52.217-9, March 2000)

a) The Government may extend the term of this contract by written notice to the Contractor within 30 days, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

10.0 INVOICING PROCEDURES

The Federal Register, Page 52591, Volume 64, No. 188, dated September 29, 1999, requires that submitted invoices must include specific information in order for the Government to make payment. Additionally, the U.S. Census Bureau has supplemented these requirements. Contractors may use “Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal” (48 CFR 53.301-1034) or they may submit a company-generated voucher. However, no matter what type of voucher is submitted, it must contain the proper invoice/voucher information described below.

10.1 Proper Voucher/Invoice Information

· Name and Address of Contractor

· Contact Name, Title, and Telephone Number

· Government Contract Number or Other Authorization for Delivery of Goods or Services

· Government Task Order Number is required if services are being provided through a task order to the basis contract

· Date of the Invoice

· Invoice Number, Account Number, and/or any other identifying number agreed to by the contract (At a minimum, there must be an invoice number.)

· Include the Actual Date when services were performed or goods delivered

· Include the Period of Performance on all invoices

· Description – including, for example, Contract Line Number, Price, and Quantity of goods and services rendered

· Include Discount Terms

· Shipping and Payment Terms (required unless mutually agreed that this information is only required in the contract – Contact the Contracting Officer or Contract Specialist for clarification.)

· Taxpayer Identifying Number (TIN) (required unless agency procedures provide otherwise)

· Address for Mailing Payment

· Banking Information such as Name and Address of Bank, Routing and Account Numbers (required unless agency procedures provide otherwise, or except in situations where the EFT requirements are waived under 31 CFR, 208.4) (This information is seldom required – check with the Contracting Officer or Contract Specialist to determine if information is needed.)

· Other Substantiating Documentation of Information Required by the Contract

There will also be two (2) statements and signature lines included in the invoice. The wordings for these statements are:

I hereby certify, to the best of my knowledge and belief, that the services set forth herein were performed during the period stated above and are current, accurate, and complete.

The above statement will be signed by a representative of the Contractor.

AND

I certify, to the best of my knowledge and belief, that the services/supplies shown on the invoice have been performed/furnished and are accepted, and pursuant to the authority vested in me, I certify that the voucher is correct and proper for payment.

The above statement will be signed by a government representative, usually the Contracting Officer’s Representative (COR) or a Task Manager with authority to certify and approve the invoice.

10.2 Submission of Invoices

An original plus one copy of the voucher/invoice will be submitted to the Finance Division at the address below or at FIN.Finance.Invoice.Claim.Submission@census.gov.

MAILING ADDRESS

U.S. Census Bureau Finance Division (Vouchers) 4600 Silver Hill Road Room #2K416 Washington, D.C. 20233

DELIVERY VIA UPS, FEDERAL EXPRESS, ETC.

U.S. Census Bureau Finance Division (Vouchers) 4600 Silver Hill Road Room #2K416 Suitland, MD 20746

SPECIAL NOTICE

THE CONTRACTOR IS NOTIFIED THAT IT IS THEIR RESPONSIBILITY TO ENSURE THE VOUCHERS/INVOICES ARE DELIVERED TO THE FINANCE DIVISION, AND NEITHER THE COR NOR THE TASK MANAGER ARE RESPONSIBLE FOR ENSURING THAT ANY ADVANCED COPIES OF VOUCHERS/INVOICES ARE PROVIDED TO THE FINANCE DIVISION.

FINAL INVOICE

THE CONTRACTOR SHALL INDICATE ON THEIR FINAL INVOICE THAT THE INVOICE IS THE “FINAL INVOICE”. THIS INDICATOR WILL AID THE GOVERNMENT IN ITS CLOSEOUT PROCESS IN DETERMINING THAT ALL DELIVERABLES HAVE BEEN SUBMITTED TO THE GOVERNMENT AND ALL PAYMENTS HAVE BEEN MADE FOR THE SERVICES.

11.0 INSTRUCTIONS TO OFFERORS

11. 1 Overview of Process

Questions pertaining to any aspect of this Request for Proposal (RFP) shall be sent via email to Lisa Safewright, Contract Specialist, at Lisa.R.Safewright@census.gov no later than 3 p.m. Eastern Time on Friday, August 17, 2018. The subject line for these emails shall be: “[Company Name] – Questions – RFP # ECON-18-0080-1”

Proposals shall be delivered via email to Lisa Safewright, Contract Specialist, at Lisa.R.Safewright@census.gov no later than 3 p.m. Eastern Time on Tuesday, August 28, 2018. Offerors shall submit a copy of their written proposals using electronic media in the appropriate MS Word, Excel, or PowerPoint formats. The subject line for these emails shall be: “[Company Name] – Proposal Submission – RFP # ECON-18-0080-1”. These documents may be submitted in PDF format if desired.

11.2 PROPOSAL INSTRUCTIONS

The proposal shall conform to solicitation provisions and be prepared in accordance with this section.

BUSINESS-RELATED INFORMATION

Cover letter shall include full company name, address, and the name, email address, and telephone number of the person who will be authorized to negotiate the contract.

Ensure your business holds an active registration in the System for Award Management (SAM.gov) and provide business size, NAICS Code, DUNS Number and Cage Code.

SECTION 1 – TECHNICAL PROPOSAL

Technical capabilities shall be specific and fully detail the Offeror’s capabilities in performing the activities as outlined in the Scope of Work Section 5.0, as well as the following specific activities:

· Offering a Schedule B Search Engine that:

1. Allows user access without login requirement;

2. Accommodates a minimum of five (5) million transactions per contract year;

3. Is simple to use;

4. Provides consistent, correct Schedule B classification;

5. Recognizes common language and industry-familiar terms;

6. Utilizes natural language processing;

7. Classifies commodities even when given underspecified and/or ambiguous product information;

8. Interacts with users to resolve missing information through semantic query analysis; and

9. Uses artificial intelligence/smart search capabilities to learn from past searches and continuously improve and automate the processes of Harmonized System classification and HS code validation;

· Keeping the Schedule B Search Engine operational, reliable, and accessible 24/7 – available at least 99.9% of the time – from a desktop, laptop, or a mobile device with internet connectivity

· Providing monthly usage reports as described in Section 5.1

· Ensuring the Schedule B Search Engine reflects the latest updates to search content and/or results as described in Section 5.2

· Adhering to hardware and software requirements as described in Section 5.3

· Offering technical support Monday through Friday from 8 am to 5:30 pm Eastern Time as described in Section 5.4

SECTION 2 – DEMONSTRATION INFORMATION

A virtual demonstration shall be offered via online meeting or webinar software and/or conference call. Contact the Contract Specialist to schedule a date and time.

Demonstration shall include:

· Functional Schedule B Search tool capable of producing accurate classification results for multiple searches. An accurate classification result is one that:

1. Points to a single, specific Schedule B code or narrows down to the most detailed Schedule B subheading and subsequent codes;

2. Displays the Schedule B code(s), description(s), and required unit(s) of quantity plus the respective Schedule B heading, subheading, and descriptions;

3. Includes the texts of relevant Schedule B Section and Chapter Notes;

4. Takes into account the Harmonized System's hierarchical structure;

5. Integrates the World Customs Organization’s General Rules of Interpretation and Explanatory Notes, as well as U.S. Customs and Border Protection’s binding classification rulings;

6. Automatically applies definitive rules, legal notes, and statistical notes;

7. Properly classifies composite goods such as mixtures and mixed materials, and complex articles such as sets, kits, and parts of a whole;

8. Supports full and partial code searches; and

9. Matches the results of the current Schedule B Search tool available at http://www.census.gov/foreign-trade/schedules/b/#search

· Training materials for users, including a detailed instruction guide with examples, images, and/or video

· Explanation of decision logic applied to classification process

SECTION 3 – PRICE PROPOSAL

The Price Proposal shall:

Provide a fixed price quote to include the base year and all option years. The Offeror shall clearly state the pricing for all requirements in the Request for Proposal (RFP). The pricing shall be clear on the number of licenses, storage, packages, discounts offered.

SECTION 4 – LICENSING AGREEMENT

The Offeror shall provide Proposed Terms and Conditions for Licensing Agreement (See Section 5.6 for Government requirements).

11.3 Evaluation

Proposals will be evaluated based on Offerors technical proposal and demonstration information that show they can successfully provide the search engine as described in the SOW.

11.4 AWARD INFORMATION

The Government intends to make an award using the lowest price technically acceptable source selection process. An award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors.

Schedule B Search Engine Statement of Work 08/07/18 Page 2 of 16