Full RFP 70RDAD22R00000006 - Medical Doctor SME.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

N/A CODE 16. ADMINISTERED BYCODE

X

X

X

621111

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OR70RDAD

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

07/15/2022 1600 ES

06/30/2022

202-447-5527Nolan Brown (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

70RDAD22R00000006

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 51 ROCR-22-00006OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

N/A

15. DELIVER TO

Washington DC 20528 245 Murray Lane SW, Mailstop 0115 Dept. Operations Acquisition Div.

Office of Procurement Operations U.S. Dept. of Homeland Security

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$12.00

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

DEPT OPS ACQ DIV(70RDAD)

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This is a Time and Materials contract for a Medical Doctor subject matter expert support services for the Department of Homeland Security (DHS), Office of Civil Rights and Civil Liberties.

Delivery: 90 Days After Award Period of Performance: 09/30/2022 to 09/29/2027

0001 Medical Doctor Expert Services 470 HR

Period of Performance: 09/30/2022 to 09/29/2023 Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

Ronald Jean-Baptiste

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

0002 Travel ($25,000)

Period of Performance: 09/30/2022 to 09/29/2023

0003 SURGE Medical Doctor Expert Services (optional 160 HR line item)

(Option Line Item)

Period of Performance: 09/30/2022 to 09/29/2023

0004 SURGE Travel (optional line item)

NTE $25,000.00

(Option Line Item)

Period of Performance: 09/30/2022 to 09/29/2023

1001 Medical Doctor Expert Services 440 HR

(Option Line Item)

Period of Performance: 09/30/2023 to 09/29/2024

1002 Travel ($25,000)

(Option Line Item)

Period of Performance: 09/30/2023 to 09/29/2024

1003 SURGE Medical Doctor Expert Services (optional 160 HR line item)

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

51 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 51

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70RDAD22R00000006

(Option Line Item)

Period of Performance: 09/30/2023 to 09/29/2024

1004 SURGE Travel (optional line item)

NTE $25,000.00

(Option Line Item)

Period of Performance: 09/30/2023 to 09/29/2024

2001 Medical Doctor Expert Services 440 HR

(Option Line Item)

Period of Performance: 09/30/2024 to 09/29/2025

2002 Travel ($25,000)

(Option Line Item)

Period of Performance: 09/30/2024 to 09/29/2025

2003 SURGE Medical Doctor Expert Services (optional 160 HR line item)

(Option Line Item)

Period of Performance: 09/30/2024 to 09/29/2025

2004 SURGE Travel (optional line item)

NTE $25,000.00

(Option Line Item)

Period of Performance: 09/30/2024 to 09/29/2025

3001 Medical Doctor Expert Services 440 HR

(Option Line Item)

Period of Performance: 09/30/2025 to 09/29/2026

3002 Travel ($25,000)

(Option Line Item)

Period of Performance: 09/30/2025 to 09/29/2026

3003 SURGE Medical Doctor Expert Services (optional 160 HR line item)

(Option Line Item)

Period of Performance: 09/30/2025 to 09/29/2026

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

4 51

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

70RDAD22R00000006

3004 SURGE Travel (optional line item)

NTE $25,000.00

(Option Line Item)

Period of Performance: 09/30/2025 to 09/29/2026

4001 Medical Doctor Expert Services 440 HR

(Option Line Item)

Period of Performance: 09/30/2026 to 09/29/2027

4002 Travel ($25,000)

(Option Line Item)

Period of Performance: 09/30/2026 to 09/29/2027

4003 SURGE Medical Doctor Expert Services (optional 160 HR line item)

(Option Line Item)

Period of Performance: 09/30/2026 to 09/29/2027

4004 SURGE Travel (optional line item)

NTE $25,000.00

(Option Line Item)

Period of Performance: 09/30/2026 to 09/29/2027

The Contracting Officer for this contract is Mr.

Ronald Jean-Baptiste. Mr.Jean-Baptiste may be reached via email at

Ronald.Jean-Baptiste@hq.dhs.gov.

The Contract Specialist for this contract is

Mr.Nolan Brown. Mr. Brown may be reached via email at Nolan.Brown@hq.dhs.gov.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Combined Synopsis/Solicitation No. 70RDAD22R00000006

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being requested and a written solicitation will not be issued.

(ii) The Request for Proposal (RFP) or Reference Number is: 70RDAD22R00000006

(iii) This RFP and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2020-05.

(iv) This acquisition is set aside for 100% Total Small Businesses. The associated North American Industry Classification System (NAICS) code for this acquisition is 621111

- Offices of Physicians (except Mental Health Specialists).

(v) The Contract Line-Item Numbers (CLINS), Description, Quantities, and Units of

Measure are:

See Schedule B Attachment (Schedule of CLINS.

(vi) The Contract shall provide for Conditions of Detention Subject Matter Experts for the Department of Homeland Security (DHS) Office for Civil Rights and Civil Liberties (CRCL). See SECTION II – STATEMENT OF WORK

(vii) The period of performance for this requirement is a base period of twelve months, and four, twelve-month option periods. The primary place of performance shall be the contractor’s office or place of residence. The Contractor shall also perform work onsite at locations to be determined by CRCL.

(viii) The provision at Federal Acquisition Regulation (FAR) 52.212-1, Instructions to

Offerors – Commercial applies to this acquisition. The following Addendum has been attached to this provision: See SECTION IX – INSTRUCTIONS

NOTICES.

(ix) The provision at 52.212-2, Evaluation-Commercial Items applies to this acquisition.

The following factors shall be used to evaluate offers: See SECTION X –

EVALUATION CRITERIA FOR AWARD

(x) FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

(FEB 2021). The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov.

(xi) The clause at 52.212-4, Contract Terms and Conditions—Commercial Items (OCT 2018) applies to this acquisition. The following addenda have been attached to this clause: See Section VII below. T http://www.acquisition.gov/

(xii) The provision at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (JUL 2021), applies to this acquisition. Additional FAR clauses applicable to this requirement are: See

SECTION VII – CONTRACT CLAUSES.

The following additional clauses are cited: See SECTION VII – CONTRACT

CLAUSES.

(xiii) The following additional clauses are cited: FAR 52.202-1 Definitions, 52.203-3 Gratuities, 52.203-5 Covenant Against Contingent Fees, 52.203-7 Anti-Kickback Procedures, 52.203- 17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights, 52.204-7 System for Award Management, 52.204-19 Incorporation by Reference of Representations and Certifications, 52.222-17 Non-Displacement of Qualified Workers, 52.222-50 Combat Trafficking in Persons, 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, 52.233-1 Disputes, 52.233-3 Protest after Award, 52.233-4 Applicable Law for Breach of Contract Claim, 52.243-3.

(xiv) Rating under the Defense Priorities and Allocations System (DPAS) – N/A.

(xv) Questions concerning this RFP must be received via email to the point of contact noted under in paragraph “xv”. SECTION IX – INSTRUCTIONS, CONDITIONS AND NOTICES for additional info. A separate solicitation document is not available.

(xvi) For more information regarding this RFP please contact Ronald Jean-Baptiste, Contracting Officer, (202) 796-0285 / Ronald.Jean-Baptiste@hq.dhs.gov, and Nolan Brown, Contract Specialist, 202-964-6537/ Nolan.Brown@hq.dhs.gov .

mailto:Ronald.Jean-Baptiste@hq.dhs.gov, mailto:,%20202-964-6537/%20Nolan.Brown@hq.dhs.gov

Schedule B Attachment PRICING TABLE

Ceiling price. The Government will not be obligated to pay the Contractor any amount in excess of the ceiling price in the Schedule, and the Contractor shall not be obligated to continue performance if to do so would exceed the ceiling price set forth in the Schedule, unless and until the Contracting Officer notifies the Contractor in writing that the ceiling price has been increased and specifies in the notice a revised ceiling that shall constitute the ceiling price for performance under this contract.

CLIN Period of Performance Description Estimated

Quantity Unit Unit Price Cost

0001 9/2022-9/2023 Medical Doctor Expert Services 470 Hours

0002 9/2022-9/2023 Travel 5 Trips $25,000

0003 9/2022-9/2023 SURGE Medical Doctor Expert Services (optional line item) 160 Hours

0004 9/2022-9/2023 SURGE Travel (optional line item) 5 Trips $25,000

Total Base Period

1001 9/2023-9/2024 Medical Doctor Expert Services 440 Hours

1002 9/2023-9/2024 Travel 5 Trips $25,000

1003 9/2023-9/2024 SURGE Medical Doctor Expert Services (optional line item) 160 Hours

1004 9/2023-9/2024 SURGE Travel (optional line item) 5 Trips $25,000

Total Option Period 1

2001 9/2024-9/2025 Medical Doctor Expert Services 440 Hours

2002 9/2024-9/2025 Travel 5 Trips $25,000

2003 9/2024-9/2025 SURGE Medical Doctor Expert Services (optional line item) 160 Hours

2004 9/2024-9/2025 SURGE Travel (optional line item) 5 Trips $25,000

Total Option Period 2

CLIN Period of Performance Description Estimated

Quantity Unit Unit Price Cost

3001 9/2025-9/2026 Medical Doctor Expert Services 440 Hours

3002 9/2025-9/2026 Travel 5 Trips $25,000

3003 9/2025-9/2026 SURGE Medical Doctor Expert Services (optional line item) 160 Hours

3004 9/2025-9/2026 SURGE Travel (optional line item) 5 Trips $25,000

Total Option Period 3

4001 9/2026-9/2027 Medical Doctor Expert Services 440 Hours

4002 9/2026-9/2027 Travel 5 Trips $25,000

4003 9/2026-9/2027 SURGE Medical Doctor Expert Services (optional line item) 160 Hours

4004 9/2026-9/2027 SURGE Travel (optional line item) 5 Trips $25,000

Total Option Period 4

GRAND TOTAL

Period Price

Base Period

Option Period 1

Option Period 2

Option Period 3

Option Period 4

Grand Total

SECTION I – SUPPLIES OR SERVICE/PRICES

TASK ORDER TYPE

The Government anticipates awarding a single, Time and Materials (T&M) type contract to provide Medical Doctor Subject Matter Expert (SME) Services to the U.S. Department of Homeland Security (DHS), Office for Civil Rights and Civil Liberties (CRCL).

PRICING

See Schedule B Attachment above.

SECTION II – STATEMENT OF WORK

1 BACKGROUND

The U.S. Department of Homeland Security (DHS), Office for Civil Rights and Civil Liberties (CRCL), is responsible for investigating complaints filed pursuant to 6 U.S.C. § 345 and 42 U.S.C. § 2000-ee-1, alleging abuses of civil rights, civil liberties, and racial and ethnic profiling by DHS employees and officials, as well as contractors used by DHS Components. CRCL’s Compliance Branch is responsible for investigating these complaints. CRCL is also charged with overseeing compliance with constitutional, statutory, regulatory, policy, and other requirements relating to the civil rights and civil liberties of individuals affected by DHS programs and activities.

2 SCOPE

2.1 The purpose of this contract is to obtain Medical Doctor Subject Matter Expert (SME) Services to assist CRCL in performing its investigatory and oversight functions. The selected subject matter expert shall primarily assist CRCL in conducting investigations involving medical issues in immigration detention facilities used by U.S. Immigration and Customs Enforcement (ICE) and U.S.

Customs and Border Protection (CBP), which shall include preparing reports related to the investigations. CRCL cannot accurately predict the locations nor the number of facilities that may require onsite reviews because it depends on the complaints received. The expert may also be asked to assist CRCL with other CRCL matters related to medical care, including reviews initiated by DHS leadership, consulting with substantive work groups, providing training, and other activities as requested.

2.2 Medical Doctor SME services are required to evaluate complaints received pursuant to 6 U.S.C. §

345 and 42 U.S.C. § 2000-ee-1 and also to oversee compliance with constitutional, statutory, regulatory, policy, and other requirements related to civil rights and civil liberties. In addition to evaluating complaints, the contractor shall provide assistance related to activities that arise within CRCL’s authority, including, but not limited to research, analysis, and/or development of system-wide standards, policies, procedures, and training. Services include, but are not limited to, conducting reviews of DHS facilities, providing training related to their areas of expertise, and other activities and projects related to medical care concerns, as tasked by CRCL, such as participating in work groups, developing or presenting briefings, and preparation of documents. In particular, the experts shall also be required to prepare detailed reports regarding their observations and findings, as well as to provide recommendations based upon applicable correctional standards. CRCL cannot accurately predict the extent of the related activities required because it depends on the complaints received.

3 REQUIREMENTS/TASKS

3.1 The Contractor shall review, evaluate and report on medical issues and advise CRCL on how

Department policies and practices impact various issues involving immigration detention facilities.

3.2 The Contractor personnel shall document their findings and recommendations in well written, comprehensive reports for each investigation or assignment. The Contractor personnel shall collaborate with CRCL as necessary to make edits to the written reports in order to fulfill CRCL’s needs, goals, and requirements.

3.3 The Contractor personnel shall provide CRCL with guidance on various violations of civil rights or civil liberties related to medical practices upon request, whether related to a CRCL investigation, or related to a broader CRCL issue or area of work. The Contractor personnel shall provide such guidance, whether planned or ad hoc, by telephone, email, formal report, or in person, as requested by CRCL. The guidance shall include, but not be limited to, discussions and assessments of individual cases, findings from onsite investigations, discussion of policies and practices, and any other relevant information that may arise during the course of an investigation or other aspects of CRCL’s oversight work.

4 CONTRACTOR PERSONNEL.

4.1 QUALIFIED PERSONNEL.

The Contractor shall provide qualified medical consultants to perform the requirements specified in this Statement of Work.

4.2 MINIMUM REQUIREMENTS FOR A MEDICAL DOCTOR CONSULTANT

4.2.1 The Contractor shall maintain an active medical license in at least one state and be board certified in family medicine or internal medicine.

4.2.2 The Contractor shall have at least 10 years of experience providing medical care in an adult detention setting.

4.2.3 The Contractor has certifications or special training related to providing medical care in a correctional setting, such as Certified Correctional Health Professional.

4.2.4 The Contractor shall have experience investigating, auditing, or otherwise evaluating detention facilities for adherence to applicable standards related to health care programs and systems.

4.2.5 The Contractor shall have experience objectively critiquing the treatment provided by other medical practitioners in a detention setting.

4.2.6 The Contractor shall have experience serving as a subject matter expert providing advice, guidance, or testimony on the operation of medical care programs or systems in a detention setting.

4.2.7 The Contractor shall have experience formulating recommendations or other steps to address issues, violations, or concerns identified as part of an investigation or other type of inquiry.

4.2.8 The Contractor shall have experience applying the American Correctional Association (ACA) Standards, National Commission on Correctional Health Care (NCCHC) Standards, and other standards related to medical care in a detention setting.

4.2.9 The Contractor shall have knowledge and experience with the history, policies, and protocols of medical care in a detention setting and will be apprised of recent trends and developments in providing these services.

4.2.10 The Contractor shall have experience producing written reports that evaluate detention standards, systems, and actions present in detention facilities. This will include analysis of and application of standards and policy.

4.2.11 The Contractor shall demonstrate the ability to produce comprehensive reports that are well-written, clear, and cite relevant resources.

4.2.12 The Contractor shall demonstrate the ability to review large amounts of documentary evidence in short timeframes and provide oral briefings, written reports, and training under tight timelines.

4.2.13 The Contractor personnel must be able to travel to various locations nationwide to perform onsite investigations for several consecutive days, and work efficiently and cooperatively under the direction of CRCL personnel.

4.3 Other Contractor features, but not required.

The following are contractor features above the minimum requirements of qualified personnel but are not required for SECTION II performance:

4.3.1 The Contractor has more than the minimum requirement of 10 years of experience providing medical care in an adult detention setting.

4.3.2 The Contractor has experience managing a health care program in a detention or other setting.

4.3.3 The Contractor has demonstrated experience in a variety of types of detention settings and with a variety of populations. The variety could include working with adults and children, working in prisons, jails, or another type of facility, or working with other special populations.

4.3.4 The Contractor has provided medical care in an immigration detention facilities.

4.3.5 The Contractor has conducted and published research and analysis regarding system-wide issues related to medical health care in a detention setting.

4.3.6 The Contractor has worked directly with the ICE National Detention Standards (NDS), Performance Based National Detention Standards (PBNDS), or other related policies governing medical care in immigration detention.

4.3.7 The Contractor has reviewed and evaluated medical health services provided in an immigration detention facility.

SECTION III – DELIVERIES AND PERFORMANCE

PERIOD OF PERFORMANCE

The period of performance for work performed under this contract consists of a one-year base period of performance, and four (4) one-year optional periods of performance.

Base Period - 9/30/22 – 9/29/23 Option Period 1 - 9/30/23 – 9/29/24 Option Period 2 - 9/30/24 – 9/29/25 Option Period 3 - 9/30/25 – 9/29/26 Option Period 4 - 9/30/26 – 9/29/27

PLACE OF PERFORMANCE

The place of performance shall be the contractor’s office or place of residence. The Contractor shall also perform work onsite at locations to be determined by CRCL.

3 Hours of Operation Services will generally not be required on the following Federal holidays (or any other holidays declared by the Government); however, the Contractor may be required to provide services on these days in support of mission critical situations.

• New Year’s Day

• Martin Luther King’s Birthday

• Inauguration Day (Metropolitan DC only)

• President’s Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veteran’s Day

• Thanksgiving Day

• Christmas Day

No work shall be performed by Contractor personnel on Government facilities on Federal holidays or other non-work says without prior written approval of the COR.

4 DELIVERABLES AND DELIVERY SCHEDULE

The Government will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with government policies, regulations, laws and directives. Written documents shall be concise and clearly written.

Final documentation deliverables shall be provided in hard and soft copy using MS Office applications. Daily, weekly and interim information deliverables and working-copy products may be provided by email or disk, as arranged with the COR.

The government will have ten (10) business days to accept or reject contract deliverables. If a deliverable is rejected and returned to the Contractor for revision, the Contractor shall provide the corrected deliverable within five (5) business days of notification of the request for revision.

All deliverables shall be submitted to the COR and assigned CRCL POC identified in this contract. A copy of the Monthly Performance Report shall be submitted to the COR and the Contracting Officer. The Contractor’s deliverables shall not contain any identifiable corporate markings.

ITEM DELIVERABLE / EVENT DUE BY

1 Post Award Meeting 5 business days of date of award.

2 Progress Reports 3 business days following request.

Draft Investigative Reports

COR CHECKPOINT Within 10 business days of receipt of assignment or completion of investigative work: Contractor shall submit draft to COR and assigned CRCL POC for review. The Contractor and CRCL will discuss the draft report to ensure its accuracy. CRCL will furnish comments and edits to Contractor who shall be responsible for making changes to the draft.

The COR must be copied on all assignment correspondence.

4 Oral Briefings and Ad Hoc Reports or Project-related work

COR CHECKPOINT Due date to be determined by COR and/or assigned CRCL POC and Contractor.

5 Edits to Reports and Documents 5 business days after receipt of government comments.

6 Post Award Meeting 5 business days of date of award.

4.1.1 Government Acceptance Period

The COR and assigned CRCL POC will review deliverables prior to acceptance and provide the contractor with an e-mail that conveys acceptance or documented reasons for non-acceptance. The COR or assigned CRCL POC will have ten (10) business days to review deliverables and provide notification of acceptance or rejection.

4.1.2 Post Award Meeting

The Contractor shall participate in a Post Award Meeting with the Contracting Officer and the COR no later than five (5) business days after the date of award. The purpose of the Post Award Meeting is to discuss the contracting objectives of this contract. The Post Award Meeting will be held at the Government’s facility or via teleconference or conference call.

4.1.3 Kick-Off Meeting

The Contractor shall attend a Kick-Off meeting with the COR and members of the Program Office no later than 5 business days after the date of award. The purpose of the Kick-Off meeting, which will be chaired by the COR, is to discuss the technical objectives of this contract. The Kick-Off meeting will be held at the Government’s facility, located in Washington, DC or by conference call. The specifics of the meeting will be provided upon contract award.

4.1.4 Progress Reports

The Project Manager (Contractor) shall provide progress reports as needed to the COR via electronic mail. This report shall include a summary of all Contractor work performed, including an assessment of technical progress, written and analytical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

SECTION IV – CONTRACT ADMINISTRATION DATA

POST-AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the CO and COR no later than 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the CO, is to discuss contracting objectives of this task order. The Post Award Conference will be held at the Government’s facility, located in Washington, DC or by conference call. The specifics of the meeting will be provided upon task order award.

TASK ORDER KICK-OFF MEETING

The Contractor shall attend a Task Order Kick-Off meeting with the COR and members of the Program Office no later than 5 business days after the date of award. The purpose of the Task Order Kick-Off meeting, which will be chaired by the COR, is to discuss the technical objectives of this task order. The Task Order Kick-Off meeting will be held at the Government’s facility, located in Washington, DC or by conference call. The specifics of the meeting will be provided upon task order award.

CONTRACTING OFFICER

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds and authorize revisions of the terms and conditions of this task order.

The Contracting Officer shall authorize any such revision in writing.

The Contracting Officer is: Mr. Ronald Jean-Baptiste Department of Homeland Security Office of Procurement Operations Telephone: 202-796-0285 E-Mail: Ronald.Jean-Baptiste@hq.dhs.gov

The Contract Specialist is: Mr. Nolan Brown Department of Homeland Security Office of Procurement Operations Phone: 202-964-6537 E-mail: Nolan.Brown@hq.dhs.gov

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR for this task order is: TBD

Note: The COR’s contact information will be provided at task order award.

mailto:Ronald.Jean-Baptiste@hq.dhs.gov mailto:Nolan.Brown@hq.dhs.gov

SECTION V - INVOICE AND PAYMENT PROVISIONS

INVOICES

Invoices shall be prepared in accordance with FAR Clauses 52.212-4 Contract Terms and Conditions – Commercial Items.

The Contractor shall submit one invoice by the 5th day of each month.

The Contractor shall indicate the associated CLIN, dollar amount invoiced, and service completed. All invoices shall include the current amount billed along with a cumulative amount billed and remaining balance.

The Contractor shall submit the invoice electronically to the address below:

E-mail: Nolan.Brown@hq.dhs.gov and

MGTInvoice.Consolidation@ice.dhs.gov

The Contractor shall simultaneously provide an electronic copy of the invoice to the following individuals at the addresses below:

a) ATTN: Office of Procurement Operations/Nolan Brown (Contract Specialist)

E-mail: Nolan Brown@hq.dhs.gov

b) ATTN: Office of Procurement Operations/Ronald Jean-Baptiste (Contracting Officer)

E-mail: Ronald.Jean-Baptiste@hq.dhs.gov

c) ATTN: Office for Civil Rights and Civil Liberties /TBD

(COR) E-mail: TBD mailto:Nolan.Brown@hq.dhs.gov mailto:MGTInvoice.Consolidation@ice.dhs.gov mailto:Nolan%20Brown@hq.dhs.gov mailto:Ronald.Jean-Baptiste@hq.dhs.gov mailto:Tanya.Hill@hq.dhs.gov

SECTION VI – SPECIAL CONTRACT REQUIREMENTS

1 CONTRACTOR PERSONNEL SECURITY CLEARANCE REQUIREMENT

All contractor and subcontractor personnel are required to complete a suitability/background investigation with the DHS Office of Security, Personnel Security Division.

The procedures outlined below shall be followed for the DHS Office of Security, Personnel Security Division (PSD) to process suitability/background investigations and suitability determinations, as required, in a timely and efficient manner.

Carefully read the security clauses in the contract. Compliance with the security clauses in the contract is not optional.

Contractor employees (to include applicants, temporaries, part-time and replacement employees) under the contract, requiring access to sensitive information, shall undergo a position-sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate suitability/background investigation to be conducted. All suitability/background investigations will be processed through the DHS Office of Security Office/PSD.

Prospective Contractor employees shall submit the following completed forms to the DHS Office of Security Office/PSD. The Standard Form (SF) 85P will be completed electronically, through the Office of Personnel Management’s e-QIP SYSTEM. The completed forms must be given to the DHS Office of Security Office/PSD no less than thirty (30) days before the start date of the contract or thirty (30) days prior to entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor:

a) Standard Form (SF) 85-P ― Questionnaire for Public Trust Positions

b) SF-85P Certification

c) SF-85P Authorization for Release of Information

d) FD Form 258 ― Fingerprint Card (2 copies)

e) DHS Form 11000-6 ― Conditional Access to Sensitive but Unclassified Information Non-

Disclosure Agreement

f) DHS Form 11000-9 ― Disclosure and Authorization Pertaining to Consumer Reports pursuant to the Fair Credit Reporting Act

Only complete packages will be accepted by the DHS Office of Security/PSD. Specific instructions on submission of packages will be provided upon award of the contract.

The DHS OCSO/PSD may, as it deems appropriate, authorize and grant a favorable Entry on Duty (EOD) decision based on preliminary checks. A favorable EOD decision allows a contractor employee to commence work temporarily prior to the completion of the full background investigation. The granting of a favorable EOD decision shall not be considered as assurance that a favorable fitness determination will follow. In addition, a favorable EOD or fitness determination shall in no way prevent, preclude, or bar DHS from withdrawing or terminating access to government facilities or information, at any time during the term of the contract. No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD or fitness determination by the DHS OCSO/PSD. Limited access to Government buildings is allowable without an EOD decision if the Contractor is escorted by a Government employee and the purpose of the visit is to attend a limited number of required briefings or nonrecurring meetings in order to facilitate the transition of a contract The intent of this statement is to allow a minimum amount of meetings/transition attendances to prepare for a new contract.

The DHS OCSO/PSD shall be notified of all terminations/resignations within five (5) days of occurrence. The Contractor shall return to the Contracting Officer’s Representative (COR) all DHS issued identification cards and building passes that have either expired or have been collected from terminated employees. If an identification card or building pass is not available to be returned, a report shall be submitted to the COR, referencing the pass or card number, name of individual to whom it was issued and the last known location and disposition of the pass or card.

When sensitive Government information is processed on Department telecommunications and automated information systems, the Contractor shall provide for the administrative control of sensitive data being processed. Contractor personnel must have a favorable Entry on Duty or fitness determination by the DHS Office of the Chief Security Officer (OCSO), Personnel Security Division (PSD), to access this information.

Contractors who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, whether or not the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

2 SECURITY OFFICE CONTACT

Office of Security/PSD Customer Service Support Washington, DC 20528 Telephone: (202) 447-5010 E-mailbox: officeofsecurity@hq.dhs.gov

3 DISCLOSURE OF INFORMATION

Information furnished under this contract may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business, or contain trade secrets, proprietary, or personnel information must be clearly marked. Marking of items will not necessarily preclude disclosure when DHS or the Government determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents will be deemed to be releasable.

Any information made available to the Contractor by the Government must be used only for the purpose of carrying out the provisions of this contract and must not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

mailto:officeofsecurity@hq.dhs.gov

In performance of this contract, the Contractor assumes responsibility for protection of the confidentiality of Government records and must ensure that all work performed by its subcontractors shall be under the supervision of the Contractor or the Contractor’s responsible employees.

Each officer or employee of the Contractor or any of its subcontractors to whom any Government record may be made available or disclosed must be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions imposed by 18 USC 641.

Notification of consulting teaching, speaking, and writing activities: Contractor employees shall notify the Contracting Officer’s Representative before engaging in consulting, teaching, speaking, or writing activities if:

• The information conveyed through the activity draws substantially on knowledge or official data that are nonpublic information as defined in 5 C.F.R. § 2635.703(b);

• The subject of the activity deals in significant part with work performed under the contract;

or

• The subject of the activity deals in significant part with any ongoing or announced policy, program, or operation of the agency.

Notice shall be provided at least seven days prior to engaging in the activity. The scope of the notification is not intended to include work in the expert’s area of expertise that does not derive from work done for DHS.

Disclosures of Information in Litigation: Contractor employees shall comply with 6 C.F.R. Part 5, Subpart C, including 6 C.F.R. §§ 5.44 and 5.49. Those regulations generally prohibit contractor employees from testifying in connection with litigation based upon information acquired in the scope and performance of their official Department duties, except as authorized by the Department.

Notice Regarding Appearance of Conflict The nature of the work under this contract includes circumstances where Contractor personnel will likely investigate allegations and/or complaints pertaining to medical care issues within DHS Components.

Contractor personnel either currently providing work for a DHS Component that is the same or similar in scope to the requirement under this contract, or who have provided the same or similar work for a DHS Component in the three years prior to the start of this contract, are not eligible to perform services on this contract in order to prevent the existence or appearance of conflicting roles that might affect a contractor’s judgement.

The Contractor shall not employ any person under this contract who is an employee of the United States Government if that employment would, or would appear to, cause a conflict of interest. The Contractor shall notify the Contracting Officer and Contracting Officer's Representative by telephone and in writing within 72 hours when a conflict of interest arises during the course of carrying out the duties of this contract.

4 NON-PERSONAL SERVICES

The services required under the contract constitute professional support services, which are essential to the mission but not otherwise available within. The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage their employees and to guard against any actions that have the nature of personal services or give the perception of personal services. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s further responsibility to notify the Contracting Officer immediately.

These services shall not be used to perform work of a policy/decision making or management nature. All decisions relative to programs supported by the Contractor will be the sole responsibility of the Government. Support services will not be ordered to circumvent personnel ceilings, pay limitations, or competitive employment procedures.

5 OTHER APPLICABLE CONDITIONS

5.1 Security

See INFORMATION TECHNOLOGY SECURITY AND PRIVACY TRAINING (MAR 2015)

See HSAR 3052.204-71 CONTRACTOR EMPLOYEE ACCESS – ALTERNATIVE I.

5.1.1 Personal Identification Verification (PIV) Credential Compliance

Authorities:

• HSPD-12 “Policies for a Common Identification Standard for Federal Employees and Contractors”

• OMB M-11-11 "Continued Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors"

• OMB M-06-16 “Acquisition of Products and Services for Implementation of HSPD-12”

• NIST FIPS 201 “Personal Identity Verification (PIV) of Federal Employees and Contractors”

• NIST SP 800-63 “Electronic Authentication Guideline”

• OMB M-10-15 “FY 2010 Reporting Instructions for the Federal Information Security

Management Act and Agency Privacy Management”

Procurements for products, systems, services, hardware, or software involving controlled facility or information system shall be PIV-enabled by accepting HSPD-12 PIV credentials as a method of identity verification and authentication.

INFORMATION TECHNOLOGY SECURITY AND PRIVACY TRAINING (MAR 2015)

(a) Applicability. This clause applies to the Contractor, its subcontractors, and Contractor employees (hereafter referred to collectively as “Contractor”). The Contractor shall insert the substance of this clause in all subcontracts.

(b) Security Training Requirements.

(1) All users of Federal information systems are required by Title 5, Code of Federal Regulations, Part 930.301, Subpart C, as amended, to be exposed to security awareness materials annually or whenever system security changes occur, or when the user’s responsibilities change. The Department of Homeland Security (DHS) requires that Contractor employees take an annual Information Technology Security Awareness Training course before accessing sensitive information under the contract. Unless otherwise specified, the training shall be completed within thirty (30) days of contract award and be completed on an annual basis thereafter not later than October 31st of each year. Any new Contractor employees assigned to the contract shall complete the training before accessing sensitive information under the contract. The training is accessible at http://www.dhs.gov/dhs-security-and-training-requirements-contractors. The Contractor shall maintain copies of training certificates for all Contractor and subcontractor employees as a record of compliance. Unless otherwise specified, initial training http://www.dhs.gov/dhs-security-and-training-requirements-contractors certificates for each Contractor and subcontractor employee shall be provided to the Contracting Officer’s Representative (COR) not later than thirty (30) days after contract award. Subsequent training certificates to satisfy the annual training requirement shall be submitted to the COR via e-mail notification not later than October 31st of each year. The e-mail notification shall state the required training has been completed for all Contractor and subcontractor employees.

(2) The DHS Rules of Behavior apply to every DHS employee, Contractor and subcontractor that will have access to DHS systems and sensitive information. The DHS Rules of Behavior shall be signed before accessing DHS systems and sensitive information. The DHS Rules of Behavior is a document that informs users of their responsibilities when accessing DHS systems and holds users accountable for actions taken while accessing DHS systems and using DHS Information Technology resources capable of inputting, storing, processing, outputting, and/or transmitting sensitive information. The DHS Rules of Behavior is accessible at http://www.dhs.gov/dhs-security-and-training-requirements-contractors.

Unless otherwise specified, the DHS Rules of Behavior shall be signed within thirty (30) days of contract award. Any new Contractor employees assigned to the contract shall also sign the DHS Rules of Behavior before accessing DHS systems and sensitive information. The Contractor shall maintain signed copies of the DHS Rules of Behavior for all Contractor and subcontractor employees as a record of compliance. Unless otherwise specified, the Contractor shall e-mail copies of the signed DHS Rules of Behavior to the COR not later than thirty (30) days after contract award for each employee. The DHS Rules of Behavior will be reviewed annually and the COR will provide notification when a review is required.

(c) Privacy Training Requirements. All Contractor and subcontractor employees that will have access to Personally Identifiable Information (PII) and/or Sensitive PII (SPII) are required to take Privacy at DHS: Protecting Personal Information before accessing PII and/or SPII. The training is accessible at http://www.dhs.gov/dhs-security-and-training-requirements-contractors. Training shall be completed within thirty (30) days of contract award and be completed on an annual basis thereafter not later than October 31st of each year. Any new Contractor employees assigned to the contract shall also complete the training before accessing PII and/or SPII. The Contractor shall maintain copies of training certificates for all Contractor and subcontractor employees as a record of compliance. Initial training certificates for each Contractor and subcontractor employee shall be provided to the COR not later than thirty (30) days after contract award. Subsequent training certificates to satisfy the annual training requirement shall be submitted to the COR via e-mail notification not later than October 31st of each year. The e-mail notification shall state the required training has been completed for all Contractor and subcontractor employees.

SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015)

(a) Applicability. This clause applies to the Contractor, its subcontractors, and Contractor employees (hereafter referred to collectively as “Contractor”). The Contractor shall insert the substance of this clause in all subcontracts.

(b) Definitions. As used in this clause—

“Personally Identifiable Information (PII)” means information that can be used to distinguish or trace an individual's identity, such as name, social security number, or biometric records, either alone, or when combined with other personal or identifying information that is linked or linkable to a specific individual, such as date and place of birth, or mother’s maiden name. The definition of PII is not anchored to any single category of information or technology. Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. In performing this assessment, it is important for an agency to recognize that non-personally identifiable information can become personally identifiable information whenever additional information is made publicly available—in any medium and from any source—that, combined with other available information, could be used to identify an individual.

PII is a subset of sensitive information. Examples of PII include, but are not limited to: name, date of birth, mailing address, telephone number, Social Security number (SSN), email address, zip code, account numbers, certificate/license numbers, vehicle identifiers including license plates, uniform resource locators (URLs), static Internet protocol addresses, biometric identifiers such as fingerprint, voiceprint, iris scan, photographic facial images, or any other unique identifying number or characteristic, and any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive Information” is defined in HSAR clause 3052.204-71, Contractor Employee Access, as any information, which if lost, misused, disclosed, or, without authorization is accessed, or modified, could adversely affect the national or homeland security interest, the conduct of Federal programs, or the privacy to which individuals are entitled under section 552a of Title 5, United States Code (the Privacy Act), but which has not been specifically authorized under criteria established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense, homeland security or foreign policy. This definition includes the following categories of information:

(1) Protected Critical Infrastructure Information (PCII) as set out in the Critical Infrastructure Information Act of 2002 (Title II, Subtitle B, of the Homeland Security Act, Public Law 107-296, 196 Stat. 2135), as amended, the implementing regulations thereto (Title 6, Code of Federal Regulations, Part 29) as amended, the applicable PCII Procedures Manual, as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the PCII Program Manager or his/her designee);

(2) Sensitive Security Information (SSI), as defined in Title 49, Code of Federal Regulations, Part 1520, as amended, “Policies and Procedures of Safeguarding and Control of SSI,” as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the Assistant Secretary for the Transportation Security Administration or his/her designee);

(3) Information designated as “For Official Use Only,” which is unclassified information of a sensitive nature and the unauthorized disclosure of which could adversely impact a person’s privacy or welfare, the conduct of Federal programs, or other programs or operations essential to the national or homeland security interest; and

(4) Any information that is designated “sensitive” or subject to other controls, safeguards or protections in accordance with subsequently adopted homeland security information handling procedures.

“Sensitive Information Incident” is an incident that includes the known, potential, or suspected exposure, loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access or attempted access of any Government system, Contractor system, or sensitive information.

“Sensitive Personally Identifiable Information (SPII)” is a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. Some forms of PII are sensitive as stand-alone elements.