2017_SEVP_RIM_Support_Services_PWS_WOSB.docx

June 1, 2017 Performance Work Statement Student Exchange Visitor Program Student and Exchange Visitor Program Electronic Records and Information Management (RIM) Support Services Procurement Sensitive

Table of Contents

Student & Exchange Visitor Program RIM Support Services PWS

Performance Work Statement

1. Project Title Student Exchange Visitor Program (SEVP) electronic Records and Information Management (RIM) Support Services

2. Background U.S. Immigration and Customs Enforcement (ICE), the largest investigative arm in the Department of Homeland Security (DHS), is responsible for identifying and alleviating vulnerabilities in the nation’s border, economic, transportation and infrastructure security.

SEVP is a part of the Homeland Security Investigations Division of ICE and acts as a bridge for government organizations that have an interest in information on nonimmigrants whose primary reason for coming to the United States is to be students. Students and exchange visitors come to the United States in three different classes of admission: F for academic and language students, M for vocational students, and J for exchange visitors. SEVP is required to support and collect information relating to foreign students and exchange visitors participants during the course of their stay in the United States. SEVP requires the students and exchange visitors acquiring an F, M and J visa register with a certified school or a designated exchange visitor program.

Currently SEVP uses a web-based technology, Student Exchange Visitor Information System (SEVIS) to track and monitor schools and programs, students, exchange visitors and their dependents throughout the duration of approved participation within the U.S. education system or exchange visitor program.

SEVP is made up of units and sections specific tasks teams that work in partnership to collect, maintain, analyze and provide information so only legitimate foreign students gain entry to the United States. The SEVP units and sections teams include:

· Executive Office

· SEVP Certification Unit (SCU)

· SEVP Analysis Operation Center (SAOC)

· SEVP Policy and Response Center Unit (PRU)

· Systems Management Unit (SMU)

· Fee Management Section (FMS)

· Field Representative Unit (FRU)

· Appeals Team

· Training Team

· Strategic Communications Team (SCT)

While SEVP is responsible for the oversight of SEVIS and the regulations governing the F and M class of admission, the Department of State (DoS), Bureau of Educational and Cultural Affairs, Private Sector Exchange also utilizes SEVIS to carry out its mission in administering the Exchange Visitor Program. Exchange visitor program sponsors are designated by the Private Sector Exchange to issue Forms DS-2019 to J nonimmigrants to participate in work and study-based programs varying from research scholar to summer work travel. Private Sector Exchange is made up of four offices:

· Office of Exchange Coordination and Compliance

· Office of Designation

· Office of Program Administration

· Office of Policy and Program Support

SEVP Automated Management System (SEVPAMS) is an application based on Microsoft Dynamics Customer Relationship Management (CRM) 2015 and SharePoint 2013 and Gimmal, a SharePoint plug-in, which provides SEVP with automated business workflows and electronic records management system. SEVPAMS runs on Microsoft CRM 2015 and SharePoint 2013 platform with the Gimmal records management software suite of tools for Records Management. SEVPAMS allows for the automatic reporting of organization wide metrics, and creates a virtual workspace for SEVP personnel to conduct their business and stores and manages official SEVP records. The tools available within SharePoint allow SEVP to transition from a paper-based office to one with electronic records management capabilities, greatly enhancing the sharing of information across the organization and ensuring compliance with relevant regulations.

SEVP RIM is responsible for assuring SEVP records are preserved in accordance to the following Authority:

· 44 U.S.C. Chapters 21, 29, 31, 33 and 35.

· 18 U.S.C. Chapter 101, and

· Regulations established by the National Archives and Records Administration (NARA) for managing Federal records as stated in 36 C.F.R parts 1220, 1222, 1224, 1226, 1228, 1230, 1232, 1234, and 1236.

SEVP has current Standard Operating Procedures (SOP) that provides guidance and procedures for managing records effectively and efficiently throughout their life cycle within SEVPAMS. These procedures help SEVP successfully accomplish its mission of digitizing all of its records, preserve official records in accordance with applicable status and regulatory requirements, and allow appropriate access to information by SEVP staff and the public.

SEVP also has a draft File Plan for SEVP records, but this draft is awaiting assessment by the ICE Records Management office, DHS Records Management office, and final approval from NARA.

3. Applicable Publications The Contractor shall abide by all applicable Federal, DHS, and ICE laws, regulations, policies, standards, publications, manuals and procedures. Note that not all laws and regulations are listed below; the guidance listed provides ICE and/or DHS implementation policies and/or procedures for higher level guidance. Please note that if newer versions of these documents are officially released, the Contractor shall comply with the updated versions within the timeframe established by the Government.

· ICE Technical Architecture Guidebook

· ICE SEVP Continuation of Operations Plan (COOP)

· ICE Technical Reference Model (TRM) (Standards Profile)

· ICE Enterprise Systems Assurance Plan

· DHS Management Directive (MD) 4300.1, Information Technology Systems Security

· DHS 4300A Sensitive Systems Policy, Version 9.1, July 17, 2012

· DHS 4300B National Security Systems Policy, Version 8.0, December 27, 2010

· DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information, January 6, 2005

· ICE MD 4003.1, Safeguarding Law Enforcement Sensitive Information, March 23, 2007

· ICE MD 4001.1, Electronic and Information Technology and Accessibility, March 12 2009

· DHS Directive 047-01, Privacy Policy and Compliance, July 7, 2011

4. Procurement Background SEVP has several business objectives for processing of documents and records material and information, such as,

· Standardize records management processes;

· Promoting transparency and accountability by better documenting Agency actions and decisions;

· Gradually move to a 100% electronic environment for new submissions;

· Implementing and promoting operational efficiencies

· Implementing and promoting cost efficiencies

· Implementing full search capabilities for all artifacts

· Apply proper metadata to all artifacts for appropriate records disposal as per the file plan

There are two executive memorandums driving this effort:

1) Presidential Memorandum – Managing Government Records: This lays out a broad strategy to reform government record keeping, in part by using electronic record keeping enhancing efficiency, accountability, transparency, etc. The memorandum can be viewed via the following link:

http://www.whitehouse.gov/the-press-office/2011/11/28/presidential-memorandum-managing-government-records

2) Office of Management and Budget (OMB)/NARA Memorandum – Managing Government Records Directive: This provides the 12/31/2019 deadline for management of all permanent records in an electronic format. This memorandum can be viewed via the following link:

http://www.whitehouse.gov/sites/default/files/omb/memoranda/2012/m-12-18.pdf

SEVP RIM has been initiated within the units and sections and teams at SEVP. Gimmal provides the technical foundation supporting RIM. SEVPAMS is the technical application for the SEVP Records Center, for management and retention of SEVP records. SEVP also uses Colligo Email manager to support email management. Close coordination between the SEVPAMS Teams and the RIM Team is critical for continued success of this project. Clear understanding of managing Government records, MS SharePoint, Dynamics CRM, Gimmal and Colligo and how these tools integrate is critical.

Currently, approximately 40% of SEVP records have been identified, workflows designed, metadata identified, and architecture in place to include the Record Center, File Plan Builder, and SharePoint Term Store.

5. Scope and Qualifications The scope of work is RIM support services across all of SEVP for data, document and records control and electronic submissions handling with SEVPAMS, as well as administrative and configuration support for Gimmal software and SharePoint workflows. To do this effectively, it is required to work closely with the SEVPAMS support teams. The scope also includes working with SEVP Training Section to support SEVP end user and unit POCs transition to an automated capture and retention of SEVP records, using Gimmal and/or other available tools such as Colligo Email Manager. Work also includes using/applying Optical Character Recognition conversion software to make selected artifacts within SEVPAMS fully searchable and to ensure appropriate metadata applied to each artifact for record retention and disposition.

6. TASKS

6.1 Complete Identification Process for SEVP Electronic Records Management (To be completed in Base Period) The period of performance to complete the tasks in section 6.1 is seven (7) months from the date of award. The contractor shall provide the necessary Project Management, Professional Records Management Consultation and Technical Gimmal and SharePoint (SEVPAMS) and Colligo support.

The contractor shall perform record identification, configuration to enable user tagging of records, integration and configuration supporting software such as Gimmal, Colligo and SEVPAMS. The contractor shall provide system, training, and governance draft documentation to the training team for finalization such as Standard Operating Procedures (SOP).

The above tasks shall be performed for the following SEVP Units, Sections and Teams, which constitute 40% of the identified SEVP records:

· Executive Office – FOIA Request, Congressional Inquiry, Taskers, Bulk Email, Configuration and setup of the system to enable users the move of their personalized inboxes

· Policy & Response Unit - Student Policy Guidance, Regulations, Legacy Remedy Data retention, disposition and guidance, Ticketing System, Bulk Email, , Configuration and setup of the system to enable users the move of their personalized inboxes

· Fee Management Section – Service Contracts, Supplies Contracts, Intergovernmental Service Agreements, Interagency Agreements, Service Purchase Orders, Delivery Order Contracts, Task Order Contracts, Bulk Email, Configuration and setup of the system to enable users the move of their personalized inboxes

· Appeals Section – School Records, Bulk Email

· Strategic Communications Section – SEVP Terminology Site, Bulk Email, Configuration and setup of the system to enable users the move of their personalized inboxes

· Training Section –Training artifacts, Instructor Led Courses, Job Aids, Training workflows, Quick Guides, Manuals, Bulk Email, Configuration and setup of the system to enable users the move of their personalized inboxes

· SAOC – I-515 artifacts, School Records, Bulk Email

· School Certification Unit – School Records

· System Management Unit – Privacy records, System Security records

· Field Representative Unit – email record management implementation

· PICs Bulk disposition

· G-872 Disposition

· I-515 Bulk Disposition

6.2 Tier 2 and Tier 3 Support (To be performed in the Base Period, Option Period 1, Option Period 2, and Option Period 3) The contractor shall provide Tier 2 and Tier 3 support for Gimmal, Colligo and SharePoint as related to records management and assist the SEVPAMS support team with Gimmal and Colligo features. Task shall include break fix and support of existing technical integration, configuration workflows and development correction, as well as tier 2 and tier 3 user support. The contractor shall provide Tier 2 and Tier 3 support for the base period and each option period.

6.3 RIM Operations and Maintenance Support (O&M) (To be performed in Option Period 2, and Option Period 3) Beginning in Option Period 1, the contractor shall provide Operations and Maintenance (O&M) support for SEVP RIM to include maintaining the Gimmal, SEVPAMS, (as it pertains to RIM), and Colligo software. RIM will be considered in the O&M state in Option Period 1. The following Tasks are required to maintain the technical and business support of the records identified above in section 6.1.

6.3.1 – Provide necessary technical support for the Gimmal, SEVPAMS and Colligo software:

· Technical configuration of existing functionality

· Break fix support

· Gimmal and Colligo Architecture support of existing functionality

· Break fix and support of existing workflow design and configuration

· Working with SEVPAMS Teams to ensure Gimmal and Colligo integration

· Tier 2 and Tier 3 support for Gimmal, Colligo and SEVPAMS as related to records management

6.3.2 – Provide necessary Project Management to support:

· Contract management

· Personnel management

6.3.3 – Provide necessary RIM Professional consultation:

· Maintain interaction with system users to ensure records integrity

· Maintain/Manage the SEVPAMS Term store (metadata management)

· Maintain Governance Documentation

· Provide weekly, monthly and quarterly RIM status reports

· Provide records compliance checks throughout SEVP

· Provide expert RIM collaboration

6.4 Optional Tasks

6.4.1 – Optional Task 1 Continuation of Development, Modernization and Enhancement (DME) for SEVP Records and Information Management:

For pricing purposes, the government assumes that this task would be exercised at the beginning of Option Period 2 for a 12-month period, and Option Period 3 for a 12 month period. However, this Optional Task may be exercised at any time during the contract period of performance and may be re-negotiated depending when it is exercised. At the discretion of the Government, additional support may be required for SEVP RIM to move from an O&M state to a Development, Modernization and Enhancement (DME) state in order to capture and manage the remaining 60% (estimated) of SEVP records and information. If this Optional Task is exercised, the contractor shall provide adequate staffing support for Tasks identified in Task 6.1 and Task 6.2 and Optional Task 6.4 above to complete electronic records management throughout SEVP.

6.4.2 – Optional Task 2 (Option Period 1, Option Period 2, and Option Period 3) Optical Character Recognition (OCR) and Quality Assurance Support:

SEVP RIM requires unstructured data and electronic files (MS Word, Excel, PowerPoint…etc.) that requires OCR application, proper metadata attached, uploaded to proper SEVPAMS site and verified for quality assurance. This would also include the capture of records from personnel leaving workforce (off-boarding) at SEVP. This task requires but is not limited to:

· Applying appropriate metadata to unstructured records/files that are in electronic format

· Upload electronic records/files to the appropriate SEVPAMS site

· Apply OCR technology to selected/identified records/files as determined by the record/file owner

· Conduct off-boarding interviews with exiting SEVP staff

7. Deliverables The Contractor shall provide the deliverables identified in Table 1 below throughout the task order period of performance.

Table 1: List of Deliverables

Distribution Desired Format

Project Management Plan (See Section C.8.2)

Updated Staffing plan (See Section C.8.3)

Monthly Progress Reports (See Section C.8.4)

Updated System Lifecycle Management (SLM) Documents (See Section C.8.5)

Updated SOPs, user manuals, or training materials -Drafts (See Section C.8.6)

Ad-Hoc reports (See Section C.8.7)

Phase In/ ( See Section C. 8.8)

Phase Out ( See Section C.8.9)

Quality Control Plan (See section C.9)

7.1 Post Award Kick-Off Meeting

The Government will conduct a Post Award Kick-off meeting within fifteen (15) calendar days after contract award. The purpose of the Kick-off meeting is to aid both Government and Contractor personnel to:

The Contractor shall develop a Project Management Plan, outlining resources, activities, and milestones necessary to accomplish work specified in the PWS. Technical activities in the schedule shall be at a level of detail sufficient for the Contractor to manage the task. The Contractor shall develop a new Project Management Plan schedule whenever a modification to the contract occurs. The Contractor shall provide the initial plan within five (5) calendar days of contract award.

7.3 Staffing Plan

The Contractor shall provide a written Staffing Plan with their proposal. An update to this plan, if required, shall be submitted to the COR/Contracting Officer fifteen (15) calendar days after contract award. The plan shall address hiring, obtaining security clearances, training, retention, organizational structure, lines of authority, prime/subcontractor relationship, and any cross-utilization approach. Additionally, each person employed by the Contractor on this contract shall complete an Agreement of Nondisclosure and submit it to the COR/CO fifteen (15) calendar days after contract award. The Contractor shall provide a completed non-disclosure form for each employee hired and placed into employment on the contract with the Government fifteen (15) calendar days after placement.

7.4 Monthly Status Reports

The Contractor shall prepare a monthly status report for the CO and the COR. The initial report is due thirty (30) calendar days after task order award and monthly thereafter (within five (5) calendar days following the last working day of the month) throughout the task order period of performance. The final report shall be provided ten (10) calendar days before the end date of the period of performance. It shall summarize performance under the task order and provide the status of any transition activities. Generally, these reports should include accomplishments, any deviations from planned activities, field related issues, other issues, and planned activities for the next period. The reports are to be delivered via electronic (e-mail). Additionally, the CO and/or the COR may request impromptu meetings to discuss status or issues.

Progress meetings will be held periodically between the Contractor’s Project Manager and the COR to apprise the Contractor of how the government views the Contractor’s performance and for the Contractor to apprise the Government of any issues or obstacles.

7.6 Updated SOP, training manuals, user guides

The Contractor shall update any SOPs, training manuals or user guides utilized by Tier 2 or 3 personnel. The artifacts shall be routinely reviewed and maintained to reflect the current procedures for providing Tier 2 and Tier 3 support. All documents shall be submitted to the ITPM for review and approval of Draft documents.

7.7 Ad Hoc Reports

The government may request a variety of ad hoc reports. The Contractor shall create and run routine and non-routine ad hoc reports, as requested.

7.8 Phase –In Plan

The Contractor shall provide a draft transition plan with in fifteen (15) calendar days of the contract award. The Phase –In plan in shall describe the operations plan to ensure uninterrupted support and services. The Phase-In plan shall begin at the date specified by the Contracting Officer Representative (COR). The Contractor shall provide a plan to include, but not limited to:

7.9 Phase -Out Plan

The Contractor shall provide a final Phase-Out Plan as well as the support necessary to coordinate the transfer of all activities during the forty-five (45) calendar day transition out period. The final Phase-Out Plan will be provided sixty (60) calendar days (or the first business day should this fall on a weekend) prior to the end of the period of performance.

The Transition-Out Plan shall include and/or address the following elements:

7.10 Quality Control Plan (QCP)

The Contractor is responsible for management and quality control actions of this requirement. The Government has developed and attached a Quality Assurance Surveillance Plan (QASP) (Attachment B) which is a comprehensive program of inspections and monitoring actions, and performance standards that the Contractor is required to meet. The QASP outlines procedures to identify, prevent, and ensure non-recurrence of defective services. The QASP is the inspection plan used by the Government to maintain an effective quality control program to ensure services are performed in accordance with the task.

The Contractor shall establish and maintain a Quality Control Plan to ensure the requirements of this contract are provided as specified. The Contractor shall provide a Quality Control Plan describing the inspection system for the requested services listed in the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The written Quality Control Plan shall be required when proposals are submitted. The CO will notify the Contractor of acceptance or required modifications to the Plan. The Contractor shall make appropriate modifications (at no additional cost to the government) and obtain acceptance of the Plan by the CO before the start of the performance period. The Plan shall be updated as changes occur and shall be submitted for review and acceptance by the government.

The personnel specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel, as appropriate.

If any replacement of a Key Personnel position becomes necessary, the Contractor shall immediately notify the CO and COR in writing, accompanied by the qualifications of the proposed individual. In the case of a replacement, the proposed individual shall be of at least substantially equal ability and qualifications as the individual being replaced.

All requests for approval of changes hereunder must be in writing, via email, and provide a detailed explanation of circumstances necessitating the proposed change and to enable the CO to evaluate the potential impact of the change on this contract. The Contractor shall not remove or replace personnel until the CO approves the change. Requests for changes to key personnel shall be made as soon as, but no later than three (3) business days after the Contractor first knows of the need for such change.

The Government has determined that the following positions are key personnel position for this requirement: Records Management Specialist and Configuration Specialist. The personnel on this task shall possess the required education, experience, and security clearances to perform the duties of this task. The Contractor shall provide personnel in accordance with the labor categories as follows:

8.1.1 Records Management (RM) Subject Matter Expert (SME) (key personnel) Experience: Minimum of ten (10) years of experience that equipped the candidate with the skills needed to perform job duties. In addition, at least two (2) years developing and/or managing records programs that provide support to the Government and has experience with file plans in accordance with NARA. Other examples of specialized experience include editing, drafting, and writing file plans, performing a wide variety of analytical studies and projects related to records management improvement, records management productivity improvement, records management controls, and long-range records planning including developing guidance on techniques for records management and records methods improvement, analyzing and advising on proposed reorganizations or realignment of functions in the context of handling records, and developing manuals and directives covering varying aspects of records operations.

Additional Required Knowledge and Skills:

8.1.2 MS SharePoint/Gimmal Configuration Specialist/Administrator (key personnel)

Experience: Minimum of ten (10) year experience as a developer and/or administrator of MS SharePoint and providing Records Management support. In addition, the Gimmal Administrator shall have not less than two (2) years’ experience administering and configuring Records Management applications and providing electronic RM support

Additional Required Knowledge and Skills:

8.2 Period of Performance

The Total Period of Performance for this contract is 43 months:

8.3 Place of Performance

Contractor employees shall primarily be working at the Government’s facilities. The Government’s operating facility is currently in Arlington VA. Travel to sites outside of the Washington, DC area will not be required. The Contractor shall also have the flexibility for employees to telework from alternate work locations such as the Contractor’s facility, home, or local work center.

8.4 Hours of Operations

Contractor employees are expected to be available during core hours (8:00 a.m. to 5:00 p.m. Monday thru Friday local time) except on Federal holidays or when the government facility is closed (http://www.opm.gov/fedhol/index.asp). Work may occasionally occur before or after business hours to accommodate planned maintenance outages required during off-hours and/or to support outages or incident resolution activities.

8.5 Non-Personal Services

The Government shall neither supervise Contractor employees, nor control the method by which the Contractor performs the 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 its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the CO or COR immediately.

8.6 Business Relations

The Contractor shall successfully integrate and coordinate all activities needed to execute the tasks. The Contractor shall manage the timeliness, completeness, and quality of identified issues. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

8.7 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned. The Contractor must maintain continuity between the support operations and the Contractor’s corporate offices.

8.8 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The prime Contractor shall manage work distribution to ensure there is no Organizational Conflicts of Interest (OCI), but will promptly notify the Government when such a situation occurs, and provide the CO with the associated mitigation plan. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall assign work effort and maintain proper and accurate time-keeping records of personnel assigned to work under this task.

8.9 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed under this task and shall be responsible and accountable for subcontractor performance. Upon approval from the CO and COR, Contractors may add subcontractors to their team.

8.10 Progress Meetings & Monthly Reports

Progress meetings will be held periodically between the Contractor’s Project Manager and the COR to apprise the Contractor of how the government views the Contractor’s performance and for the Contractor to apprise the Government of any issues or obstacles.

The Contractor shall prepare a monthly progress report. The initial report is due thirty (30) calendar days after task order award and monthly thereafter (within five (5) business days following the last working day of the month) throughout the task order period of performance. The final report shall be provided ten (10) calendar days before the end date of the period of performance. It shall summarize performance under the task order and provide the status of any transition activities.

8.11 Travel

No travel shall be required.

8.12 GFE / GFP

The Government will provide the Contractor with basic equipment and property (e.g., laptops, desktops, VPN tokens, aircards, thumb drives and mobile smart phones). The Government shall provide access to ICE mandated tools such as SharePoint, Gimmal, JIRA, Remedy, and other applications as needed for this effort. ICE reserves the right to add, delete, or modify at its discretion any hardware or software at any time during contract performance, based upon what in ICE’s judgment is necessary to most effectively and efficiently perform the mission.

All GFE/GFP provided to the Contractor to perform work under this task order shall be returned to the Government at the end of the period of performance. The Contractor shall keep an inventory of GFE/GFP, which shall be made available to the COR or CO upon request. All GFE/GFP shall be entered into ICE’s Property Inventory System (Sunflower) within 48 hours of receipt. The Contractor shall ensure that all GFE/GFP provided for their use shall be secured. The Contractor shall manage, maintain, and control all GFE/GFP in support of this contract and subsequent task orders in accordance with the clause at FAR 52.245-1.

8.13 Government Furnished Information (GFI)

The Government may provide GFI (e.g., technical data, applicable documents, plans, regulations, specifications, etc.) in support of this task. ICE expressly reserves the right to add, delete, or modify at its exclusive discretion any access rights at any time during contract performance, based upon what in ICE’s judgment is necessary to most effectively and efficiently perform the missions.

The Government will provide the Contractor with access to all computer and network hardware and software necessary to fulfill the requirements of this task, including ancillary environments, such as the ICE Help Desk trouble ticketing environment. The Contractor shall ensure that all GFI provided for their use shall be secured. All training materials, policies, procedures, timelines, electronic work products and/or other documentation, created in support of this task and/or provided by the Government are the property of the Government.

8.14 DHS Enterprise Architecture Compliance

All solutions and services shall meet DHS Enterprise Architecture policies, standards, and procedures. Specifically, the Contractor shall comply with the following HLS EA requirements:

9.2 Preliminary Determination

ICE will exercise full control over granting; denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. ICE may, as it deems appropriate, authorize and make a favorable expedited pre-employment determination based on preliminary security checks. The expedited pre-employment determination will allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable pre-employment determination shall not be considered as assurance that a favorable full employment determination will follow as a result thereof. The granting of a favorable pre-employment determination or a full employment determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by ICE, at any time during the term of the contract. No employee of the Contractor shall be allowed to enter on duty and/or access sensitive information or systems without a favorable preliminary fitness determination or final fitness determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable pre-employment determination or full employment determination by the OPR-PSU. Contract employees are processed under the ICE Management Directive 6-8.0. The contractor shall comply with the pre-screening requirements specified in the DHS Special Security Requirement – Contractor Pre-Screening paragraph located in this contract, if HSAR clauses 3052.204-70, Security Requirements for Unclassified Information Technology (IT) Resources; and/or 3052.204-71, Contractor Employee Access are included in the Clause section of this contract.

9.3 Background Investigations

Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing 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 background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit. Prospective Contractor employees, whether a replacement, addition, subcontractor employee, or vendor employee, shall submit the following security vetting documentation to OPR-PSU, in coordination with the Contracting Officer Representative (COR), within 10 days of notification by OPR-PSU of nomination by the COR and initiation of an Electronic Questionnaire for Investigation Processing (e-QIP) in the Office of Personnel Management (OPM) automated on-line system.

1. Standard Form 85P (Standard Form 85PS (With supplement to 85P required for armed positions)), “Questionnaire for Public Trust Positions” Form completed on-line and archived by applicant in their OPM e-QIP account.

2. Signature Release Forms (Three total) generated by OPM e-QIP upon completion of Questionnaire (e-signature recommended/acceptable – instructions provided to applicant by OPR-PSU). Completed on-line and archived by applicant in their OPM e-QIP account.

3. Two (2) SF 87 (Rev. March 2013) Fingerprint Cards. (Two Original Cards sent via COR to OPR-PSU)

4. Foreign National Relatives or Associates Statement. (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

5. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

6. Optional Form 306 Declaration for Federal Employment (This document sent as an attachment in an e-mail to applicant from OPR-PSU – must be signed and archived into applicant’s OPM e-QIP account prior to electronic “Release” of data via on-line account)

7. Two additional documents may be applicable if applicant was born abroad and/or if work is in a Detention Environment. If applicable, additional form(s) and instructions will be provided to applicant.

Prospective Contractor employees who currently have an adequate, current investigation and security clearance issued by the Department of Defense Central Adjudications Facility (DoD CAF) or by another Federal Agency may not be required to submit a complete security packet. Information on record will be reviewed and considered for use under Contractor Fitness Reciprocity if applicable.

An adequate and current investigation is one where the investigation is not more than five years old, meets the contract risk level requirement, and applicant has not had a break in service of more than two years.

Required information for submission of security packet will be provided by OPR-PSU at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU as notified via the COR.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS /ICE IT systems and the information contained therein, to include, the development and / or maintenance of DHS/ICE IT systems; or access to information contained in and / or derived from any DHS/ICE IT system.

9.4 TRANSFERS FROM OTHER DHS CONTRACTS:

Personnel may transfer from other DHS Contracts provided they have an adequate and current investigation (see above). If the prospective employee does not have an adequate and current investigation an eQip Worksheet will be submitted to the Intake Team to initiate a new investigation.

Transfers will be submitted on the COR Transfer Form which will be provided by OPR-PSU along with other forms and instructions.

9.5 CONTINUED ELIGIBILITY

If a prospective employee is found to be ineligible for access to Government facilities or information, the COR will advise the Contractor that the employee shall not continue to work or to be assigned to work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/or when the contractor independently identifies, circumstances where probable cause exists.

The OPR-PSU will conduct reinvestigations every 5 years, or when derogatory information is received, to evaluate continued eligibility.

ICE reserves the right and prerogative to deny and/or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR 2635, or whom ICE determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

9.6 REQUIRED REPORTS:

The Contractor will notify OPR-PSU, via the COR, of terminations/resignations of contract employees under the contract within five days of occurrence. The Contractor will return any ICE issued identification cards and building passes, of terminated/ resigned employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes to the responsible ID Unit.

The Contractor will report any adverse information coming to their attention concerning contract employees under the contract to the OPR-PSU, via the COR, as soon as possible. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The Contractor will provide, via the COR, a Quarterly Report containing the names of personnel who are active, pending hire, have departed within the quarter or have had a legal name change (Submitted with documentation) . The list shall include the Name, Position and SSN (Last Four) and should be derived from system(s) used for contractor payroll/voucher processing to ensure accuracy.

CORs will submit reports to psu-industrial-security@ice.dhs.gov

9.7 EMPLOYMENT ELIGIBILITY

The contractor will agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization.

The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility verification Program, is an Internet-based system operated by DHS USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify represents the best means currently available for employers to verify the work authorization of their employees.

The Contractor must agree that each employee working on this contract will have a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of his own employees and for any Subcontractor(s) and their employees.

Subject to existing law, regulations and/ or other provisions of this contract, illegal or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this contract.

9.8 SECURITY MANAGEMENT

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COR determine that the Contractor is not complying with the security requirements of this contract, the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken in order to effect compliance with such requirements.

The following computer security requirements apply to both Department of Homeland Security (DHS) U.S. Immigration and Customs Enforcement (ICE) operations and to the former Immigration and Naturalization Service operations (FINS). These entities are hereafter referred to as the Department.

9.9 INFORMATION TECHNOLOGY

When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS IT Security Program Publication DHS MD 4300.Pub. or its replacement. Contractor personnel must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

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).

9.10 INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

In accordance with Chief Information Office requirements and provisions, all contractor employees accessing Department IT systems or processing DHS sensitive data via an IT system will require an ICE issued/provisioned Personal Identity Verification (PIV) card. Additionally, Information Assurance Awareness Training (IAAT) will be required upon initial access and annually thereafter. IAAT training will be provided by the appropriate component agency of DHS.

Contractors, who are involved with management,…