HSHQDC-10-Q-00492 Package AMEND.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

DHS/OPO/S&T/MSSNSPRT

Washington DC 20528

245 Murray Lane, SW S&T Acquisition Division Office of Procurement Operations U.S. Dept. of Homeland Security

DHS S&T CODE 16. ADMINISTERED BYCODE

X

X

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR

DHS/OPO/S&T/MSSNSPRT

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

09/20/2010 1200 ES

09/03/2010

202-254-5880William Mallison (No collect calls)

INFORMATION CALL:

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

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

HSHQDC-10-Q-00492

5. SOLICITATION NUMBER

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

1 20RSUS-10-00105OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

Building 410

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20528 Building 410 245 Murray Lane, SW Attn: William Mallison DHS Science & Technology

15. DELIVER TO

Washington DC 20528 Building 410 245 Murray Lane, SW S&T Acquisition Division Office of Procurement Operations

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

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 SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

EMERGING SMALL

BUSINESS

8(A)

U.S. Dept. of Homeland Security

Sole Source

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Solicitation/Request for Quotes for professional real property support services.

See Statement of Work.

DO/DPAS Rating: NONE Delivery: 365 Days After Award

0001 Funding for Engineering Support

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

HEREIN, IS ACCEPTED AS TO ITEMS:

X

DATED

Cherita Thomas

. 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 HEREIN.

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. 3/2005)

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. 3/2005) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

202 of

Solicitation/Request for Quotes Task Order Request for Proposal HSHQDC-10-Q-00492

Section B.

B.1.

B.1.1.

B.1.2.

Supplies or Services

Items and Price

Contractor shall provide services, and incidental supplies, in accordance with the Statement of Work (SOW, Section C).

This solicitation/Request for Quotes (RFQ) Task Order Request for Proposal (TORFP) contemplates a Time and Materials, Labor Hour (as described in FAR 16.602) task order under the U.S. Coast Guard Indefinite Delivery Indefinite Quantity (IDIQ) contracts for architect/engineering services. The IDIQs are numbered HSCH83-08-D-

3WF068, HSCG83-08-D-3WF069, HSCG83-08-D-3WF070, HSCG83-07-D-3WF170,

HSCG83-07-D-3WF171, and HSCG83-07-D-3WF172.

B.1.3.

B.2.

B.2.1.

This requirement is being solicited among the Coast Guard architect/engineering (A/E) IDIQ awardees.

CLIN Price Schedule

As the government contemplates a Time and Materials type delivery order, the offeror shall quote labor rates for the following categories. The offeror shall provide a complete quote, to include base, unburdened labor rates along with burden/overhead/G&A, profit or fee, any necessary other direct costs, and any applicable subcontracts. The government requests that offerors provide competitive rates, potentially incorporating discounts beyond those included in the Coast Guard IDIQ labor rates:

The following is the government’s estimate of the level of effort and labor categories necessary to fulfill the Statement of Work:

Base Option

Year 1 Option Year 2

Option Year 3

Labor Category Hrs Hrs Hrs Hrs Senior Project Manager 375 375 375 375 Senior Civil Engineer 600 600 600 600 Planner 300 300 300 300 Civil/Mechanical/Electrical Engineer 880 880 880 880 Fire Protection Engineer 50 50 50 50 Sr. Industrial Hygienist 50 50 50 50 Industrial Hygienist 100 100 100 100 Sr. Environmental Scientist 220 220 220 220 Environmental Scientist 450 450 450 450 Junior Architect 650 650 650 650 Architect 300 300 300 300 Clerical 150 150 150 150 Graphics 200 200 200 200

Section C. Statement of Work

The Statement of Work is imbedded in the following pages. It is also attached as the document ‘Solicitation RFQ HSHQDC-10-Q-00492 SOW.’

Solicitation/RFQ HSHQDC-10-Q-00492

DEPARTMENT OF HOMELAND SECURITY

SCIENCE & TECHNOLOGY DIRECTORATE

STATEMENT OF WORK

PROFESSIONAL REAL PROPERTY SUPPORT SERVICES

1 GENERAL

1.1 OBJECTIVE

The Department of Homeland Security (DHS), Directorate of Science & Technology (S&T), Office of the Chief Administrative Officer (OCAO), Asset Management–Real Property Subdivision requires contractor “reach back” support services on an “as-needed” basis to assist with a spectrum of real property portfolio-related activities, including areas of environmental, energy, civil engineering, space planning/design, and architectural expertise.

1.2 BACKGROUND

1.2.1 Authorities

In accordance with the President’s Management Agenda (PMA) - Federal Real Property Initiative, Executive Order 13327 Federal Real Property Asset Management, best business practices established by DHS’s Real Property Management Committee (RPMC), S&T must be able to effectively manage its portfolio of real property assets. S&T is relatively small Component of DHS, and has a relatively small federal staff, requiring many services to be contracted out.

DHS HQ Asset Management Plan further requires that each Component address the planning, acquisition, management, and disposition of real property assets in the overall context of the DHS mission and budget limitations.

1.2.2 S&T Portfolio

In the context of DHS, S&T’s real property portfolio is small. S&T does not have direct lease authority.

There are two major facilities (installations) that are direct-owned:

- (Plum Island Animal Disease Center [PIADC]); and

- National Biodefense Analyses & Countermeasures Center [NBACC] (new as of 2010).

There is one direct-owned facility under construction:

- (National Bio- & Agro-Defense Facility [NBAF]).

S&T has several assets (laboratory, office, warehouse, etc.) used under other written instruments such as government lease/occupancy agreements (e.g. GSA), Memorandums of Agreement/ Understanding (MOAs/MOUs), and Interagency Agreements (IAA’s). S&T has one international office in London.

Changes in the portfolio:

- The NBAF initiative will be under development and construction until FY17. The new facility will replace the Plum Island Infectious Disease Center (PIADC) just off the cost of New York’s Long Island at the completion and certification of NBAF.

- DHS HQ has an initiative to move S&T HQ located at Vermont Avenue, NW, Washington, DC to a shared space co-located with other DHS Components in the DC Metro area. This move will occur between FY13 and FY 16.

- Rehab of second generation office space in NYC (GSA owned) is being performed for

S&T.

1.2.3 IT Systems for RP

DHS Headquarters (HQ) Management (MGMT) is in the process of certifying and accrediting a central repository for real property portfolio information called the DHS Real Property Information System (RPIS). S&T has some other contractor support that assists in capturing real property portfolio information in a routine and systematic manner. This solution is considered a short term solution, while HQ/MGMT researches and selects an integrated asset management IT architecture that incorporates related real property RPIS data (e.g., facility management, energy, sustainability, lease management, etc.) with financial reporting. At some point, S&T will be required to adopt and/or be compatible with MGMT’s new system.

For financial reporting (such as depreciation of built assets, construction-in-progress (CIP) and capital improvement program plans (CIPP)), the DHS Component, U.S. Immigration and Customs Enforcement (ICE), office of the Chief Financial Officer is the financial service provider to S&T. ICE has a financial management system, and this system does not integrate or associate with any of the real property asset management systems S&T or DHS HQ are presently using. Additionally, S&T uses other contracting officer service providers, such as the United States Coast Guard (USCG) and the Federal Law Enforcement Training Center (FLETC) for construction initiatives at S&T locations.

Each of these entities uses a non-shared FMS platform requiring that each entity cooperate in exchange of information in a usable platform.

S&T has performed some Facility Condition Assessments on its real property assets, and this information provides guidance toward current replacement valuations and deferred maintenance. Such information will require re-valuation/assessment over time, and that information translated into data elements that are reported.

1.2.4 Responsibilities

The responsibilities for the overall S&T real property portfolio management lie within the Business Operations, Services, and Human Capital Division (BOD), Office of the Chief Administrative Officer (OCAO). OCAO provides guidance to, supports, and interfaces with the Office of the National Laboratories (ONL), which manages program funds to sustain the bulk of the real property portfolio.

BOD/OCAO is responsible to develop standard operating procedures and internal controls for asset management throughout S&T. Guidance is also provided in other forms such as policy memoranda, daily communication (email and phone), and technical (engineering/architectural/environmental) review reports. BOD/OCAO is responsible for answering Congressional/Government Accountability Office (GAO) inquiries and meeting reporting obligations for President’s Management Agenda scorecard activities. The President’s Management Agenda concerns assets and for the yearly upload of the real property inventory into the DHS RPIS in compliance with DHS and Federal Real Property Council guidance.

ICE OCFO has the responsibility to consolidate financial data on real property assets from multiple sources (as noted above) necessary for accurate preparation and support of S&T’s financial statements.

S&T’s OCFO has responsibility for oversight of funding obligations and ICE OCFO operations to include ensuring that DHS’s Financial Management Policies (FMP) are followed.

1.2.5 Need Identified

As noted in the above, S&T uses contract support, and there are ever-increasing needs to:

- ensure appropriate information is identified, captured, and reported;

- respond to data calls in different formats/reports, based on both S&T internal and HQ guidance/requirements, as well as external entities such as GAO/OMB, and GSA;

- review technical information as it pertains to the real property portfolio, individual facilities, and facility management at all levels (strategic, tactical, and operational);

- assist S&T staff with space/facility needs; and

- develop or refine policies.

2.0 SCOPE

2.1 Work That May Be Tasked

DHS S&T seeks a prime contractor to assist government personnel and work with other contracted resources in accomplishing the below tasks. These tasks are projections based on current knowledge of ongoing and expected needs. In each task there may be overlapping, related activities, and the government expects the contractor to work efficiently to accomplish them concurrently when possible.

Other, related tasks may become necessary as performance of this requirement proceeds.

As the government contemplates a Time and Materials type contract, the government’s approach is to contract for a certain mix of labor categories and magnitude of hours whose expertise is sufficient to perform the anticipated tasks:

1. Provide quality control and review of real property documents. Examples of such documents are HQ and S&T real property manuals, performance standards, data analysis reports, environmental assessments, energy audits, and space layout or A/E design drawings.

2. Attend project or other meetings and provide support, ranging from taking technical meeting minutes, to actively following up on action items, to providing engineering or architectural recommendations, analyses, or reports as necessary.

3. Review A/E drawings, specifications, submittals, requests for information, project related operations and maintenance manuals, or project related reports for facilities. Provide recommendations on their acceptability, deficiency, and constructability.

4. Perform value engineering and life cycle cost analyses.

5. Perform, assist or review facility energy audits to include recommendations such as payback periods for energy saving opportunities.

6. Ad hoc data analysis reports using RPIS or other databases.

7. Work with the financial offices to develop reports relating financial obligations/expenditures to real property activities. This includes activities that may overlap with personal property in the realm of property, plant, and equipment.

8. Work on digital drawing files (AutoCAD) for space planning, verification, or alterations.

9. Develop graphical tools such as color boards, perspectives, illustrative floor plans and site plans for presentation.

10. In conjunction with the development of facilities designs and construction, create estimates and specifications using professionally recognized formats (e.g., Uniformat, AIA).

11. Have the ability to develop engineering reports (all disciplines) as required in analysis of facilities or site related problems or requirements.

12. Assist in gathering program requirements for space use and develop office space stacking designs. Generate architectural/engineering drawings and specifications.

13. Research and develop reports for engineering or architectural-related studies that pertain to

S&T’s assets.

14. By personal visit, telephone and email, interface with personnel involved with property, plant and equipment; real property portfolio management; and financial accounting of the S&T real property inventory to gather information, existing policy or procedures, and other reference materials.

15. Work with RPIS data for analysis, identifying issues, data validation/quality/accuracy and assist to make improvements therein.

16. Work with assigned COTR to discuss, review, reconcile and finalize documents.

17. Assist with real property data uploads and validation into DHS RPIS.

18. Assist with the current real property President’s Management Agenda scorecard reporting as directed by the COTR.

19. Communicate with outside federal agencies (such as GSA, ICE, and FLETC) on S&T’s behalf to obtain information required for research and analysis.

20. Provide support on real property portfolio-related activities as they relate to Continuation of Operations Planning (COOP), energy, sustainment/environmental and historic preservation.

Provide support on real property portfolio-related activities as they relate to the Federal Real Property Council, property, plant, and equipment, financial accounting, or the PMA Scorecard.

21. Perform other real property portfolio management-related duties as assigned, such as space planning and design, move management, and furniture design. Full access to AutoCad will likely be required for the development of typical engineering and architectural drawings.

NOTES:

-This contract is NOT for the procurement of any software or IT platforms.

-This is not a personal services contract. Contractor will be responsible for work products and supervision of contractor’s staff. See 2.6 below.

2.2 Contractor Personnel/Staffing

The contractor shall provide support services for the variety of assignments listed in Section 2.1. This contractor shall provide qualified personnel with the requisite skills and proven talent to perform the work described in this SOW.

The anticipated mix of required on-site personnel will vary by task, ad-hoc support needs, and available funding. All personnel shall have the ability to work independently as well as in groups, in a sometimes stressful environment to meet critical deadlines for deliverables, regardless of obstacles, and using creative methods and means. Across the spectrum of personnel supporting this task, the following general skills and abilities are required:

- develop or refine policies;

- developing scopes of work;

- developing project schedules in MS Project;

- ability to work with digital files in various formats (e.g. .doc, .xml, .pdf, .dwg, .xls, .ppt, .jpg, .wmv, .tif, .zip);

- ability to generate coherent, concise, quality reports;

- ability to communicate verbally in an effective manner;

- ability to develop and provide instruction in an interesting and engaging manner to a varied audience;

- ability to attend meetings and prepare technically-oriented meeting minutes including action items;

- ability to use MS Office Suite products: Excel; Word; PowerPoint;

- ability to use Access or other databases.

2.3 Labor Categories

The labor category mix will include a combination of the following. All labor categories listed below may not be utilized. The labor categories closely match those listed on the Coast Guard A/E IDIQ contracts, but may not match exactly in all cases. The qualifications are those that DHS S&T believes necessary to accomplish the tasks outlined. Please see the attached file ‘HSHQDC-10-Q-00492 Labor Hours Required AMEND’ for the labor categories and hours solicited.

As with the tasks outlined in 2.1, the requisite skill levels, skill mix, and necessary hours may need to be adjusted as requirements change. The government values flexibility in this area. The offeror may propose personnel exceeding the qualifications outlined below. The offeror may propose personnel with qualifications that it believes are equivalent to those outlined below; in this case it must provide thorough explanation:

a. Senior Project Manager: Senior Project Manager (PM) with 15 years of experience in managing complex, simultaneous, technical projects (e.g., engineering, science, and architecture). A PM coordinates all contractor work performed under a contract. A PM serves as a single point of contact (POC) for the Contracting Officer (CO) and the Contracting Officer’s Technical Representative (COTR). A PM should be available to the COTR via telephone between the typical hours of operation (noted below) and respond to requests for discussion and/or resolution of technical problems within 24 hours of notification, or as mutually agreed between the parties depending upon the complexity/nature of the issue.

b. Senior Civil Engineer: Registered professional engineer with 10 years of experience in civil engineering including commercial/federal real property development and analysis.

Tasks may include, but are not limited to, providing site, building, and space design services, construction and project management, cost estimation, and other general engineering services, including real property portfolio management. Ability to conduct and oversee field investigations for data gathering and verification/validation in an efficient manner. Expected to oversee junior technical experts in the labor category mix, including quality control and technical accuracy. Proficient in making senior level presentations.

c. Civil/Mechanical/or Electrical Engineer: Engineer with bachelor’s degree and 5+ years of specialized experience in civil, mechanical, or electrical engineering projects, including design, surveying, cost estimating, technical analyses, inspections (e.g. compliance, facility condition and/or building evaluation), report generation using multi-media, HVAC systems (including HEPA), high/low voltage circuitry, emergency power supplies, and other technical areas relating to real property. Experience in laboratory design and construction is beneficial.

d. Planner: This position may be covered by other labor categories provided these skills/experience are included: a four-year college degree in business; accounting;

engineering; architecture; urban planning; or relevant real property, asset management, or A/E-related experience considered in place of such a degree. A minimum of four years experience in commercial or federal real property portfolio management, analyses, or similar project management. Experience interfacing with GSA (the Public Building Service), A&E firms, building suppliers, and construction trades. Ability to analyze real property metrics and draw conclusions or observe trends from related or disparate pieces of information. Understanding of federal real property asset management methodology.

e. Architect: Five year degree from an accredited college or university and 5+ years of experience in architect/engineering practice. Professional registration is not required. Must have experience planning and designing institutional, leisure, federal/commercial, or industrial buildings and structures by applying knowledge of design, construction procedures, zoning regulations, building codes, whole building design, and building materials. Must have knowledge and experience in the use of LEED or equivalent sustainability rating system. Must have knowledge of interior design, space stacking, program of requirements development, reviewing plans and specifications for compliance.

Must have knowledge and experience in planning, designing, and administering projects in office or laboratory interior spaces to meet the physical and aesthetic needs of people using them, taking into consideration building codes, health and safety regulations, traffic patterns and floor planning, mechanical and electrical needs, and interior fittings and furniture.

Expected to oversee junior technical experts in the labor category mix, including quality control and technical accuracy. Proficient in making senior level presentations.

f. Junior Architect: Five year degree from an accredited college or university. Planning and designing institutional, leisure, federal/commercial, or industrial buildings and structures by applying knowledge of design, construction procedures, zoning regulations, building codes, whole building design, and building materials. Ability to make inspections of construction with engineer counterparts.

g. Clerical: Filing, collating, mailings, general administrative support.

h. Fire/Life Safety Engineer: Certified Fire Protection Specialist or equivalent with 5+ years of experience. Tasks may include, but are not limited to, inspecting real property assets according to NFPA standards and local codes as applicable and recommending improvements in facility design for fire and life safety considerations.

i. Senior Industrial Hygienist: Certified Industrial Hygienist with 12+ years of experience.

Tasks may include, but are not limited to, conducting surveys, studies, or risk analyses of workspaces or activities for hazards to workers, conducting air monitoring for indoor air quality concerns, providing consultation for occupational health and exposure prevention programs, conducting compliance audits, conducting radiation safety evaluations and surveys, and providing recommendations.

j. Industrial Hygienist: Industrial Hygienist with a bachelor’s degree in the physical or life sciences or engineering and 5+ years of experience. Tasks may include, but are not limited to, conducting surveys, studies, or risk analyses of workspaces or activities for hazards to workers, conducting air monitoring for indoor air quality concerns, providing consultation for occupational health and exposure prevention programs, conducting compliance audits, conducting radiation safety evaluations and surveys, and providing recommendations.

k. Senior Environmental Scientist: Environmental scientist with 12+ years of experience with a bachelor’s degree and professional certification (CHMM, QEP) or advanced degree (M.S.) or higher in the physical or life sciences or environmental management. Tasks may include, but are not limited to, conducting environmental impact analysis of major federal actions in compliance with the National Environmental Policy Act (NEPA), conducting site investigations for environmental compliance or potential environmental liabilities, developing environmental sampling, decontamination, and/or remediation plans, auditing environmental management systems, and managing efforts to complete any combination of these activities.

l. Environmental Scientist: Environmental scientist with 5+ years of experience with a bachelor’s degree or higher in the physical or life sciences, or environmental management.

Tasks may include, but are not limited to, conducting environmental impact analysis of major federal actions in compliance with the National Environmental Policy Act (NEPA), conducting site investigations for environmental compliance or potential environmental liabilities, developing environmental sampling, decontamination, or remediation plans, and auditing environmental management systems.

m. Graphic Artist: Works with team members to enhance presentation packages in various physical and electronic mediums.

2.4 Key Personnel

All contractor personnel assigned to this effort, with the exception of Clerical/Administrative/Graphics Support personnel, shall be designated as key personnel. Before replacing any key personnel the contractor shall notify the CO no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute. All proposed substitutes shall possess qualifications equal to or superior to those of the key personnel being replaced. The contractor shall not replace key personnel without CO consent.

2.5 Supervision and Conflict of Interest Disclaimer

The services required under this SOW are non-personal in nature. Accordingly, the government and the contractor understand and agree that no employer-employee relationship between the government and the contractor personnel exists or will exist under this effort.

Working in a team environment will require that the government provide work direction to contractor personnel directly. Work direction means a communication to contractor personnel that directs or approves approaches, documents, presentations, or refinements to work; fills in details or otherwise completes the general description of work or documentation items; shifts emphasis among work areas or tasks; or furnishes similar instructions to contractor personnel. S&T OCAO will act as liaison with other entities (e.g. ICE, FLETC, GSA) to ensure a positive working relationship is developed with the contractor’s staff so there is a transparent federal-contractor working relationship. Work direction includes requiring analyses, development, research, and review of other products or documents within the scope of work for the task orders. A COTR will be assigned for the overall technical administration of the contract and will act as a point of contact for all work direction. The ability to have fluid two-way communication is critical and must be available as mutually arranged per task; this may include daily engagement, status reporting, and hours outside of the normal work day.

S&T OCAO responds to politically-sensitive, high level support requests/requirements with extremely short suspense actions; the contractor may be asked to assist, using the real property and financial accounting data. To function effectively and efficiently as a team member in this environment, the contractor must ensure that the personnel provided possess a high degree of subject matter knowledge, skills, and abilities to perform the tasks relating to the objective. The contractor’s management needs to establish and maintain work procedures that facilitate high quality control and the ability of front-line staff to communicate with diplomacy and professionalism. The contractor’s supervision of its personnel must also reflect the need to sustain a high-performing, highly motivated, and responsive team that support the mission of the Department of Homeland Security.

2.6 Continuity of Support and Level of Effort

The contractor shall ensure that all contract support personnel are present or available (e.g. via communication devices) as needed during a typical workday. The contractor will be required to coordinate staff vacation, leave, appointments, and other absences with the COTR in order to meet task deliverable schedules. Otherwise, the contractor shall provide a fully qualified replacement.

3.0 CONTRACTOR FURNISHED RESOURCES

The contractor shall provide all personnel, equipment, materials, supervision, other items, and services necessary to perform real property support activities at contractor facilities (excluding Government Furnished Property and Other Resources as noted herein). This shall include, but is not limited to:

- contractor’s own licensed software products compatible with DHS activities and target architecture as needed (e.g., Microsoft Office Suite, RPIS, AutoCad or compatible alternates);

- computer equipment (laptops, desktops, printers, CD/DVD R/W devices);

- transportation;

- staff training;

- local server/hosting web-based environment to run software applications;

- communication devices such as cell phones, blackberries, as may be required;

- document reproduction services;

- meeting space as may be required for video-teleconferencing and meetings.

4.0 GOVERNMENT FURNISHED PROPERTY AND OTHER RESOURCES

The government will provide data, base-files, and related resource documents as required in the performance of tasks. This may include RPIS information, facility assessment reports, financial accounting spreadsheets, and other data as needed. S&T will assist the contactor in obtaining DHS accounts to access DHS online services, subject to suitability requirements noted herein. The government will provide meeting and conference room space as required for meetings at government facilities.

5.0 PLACE OF PERFORMANCE

Contractor personnel will primarily perform work from their offices. Meetings may be held at S&T’s main office that is presently located at 1120 Vermont Avenue NW, Washington, DC. When interacting with other resourced agencies the contractor may have to travel (see section 8.0 Travel) to their sites.

6.0 HOURS OF OPERATION

Contractor will work hours as required to perform tasks and meet established deadlines. Government personnel with whom the contractor will interface typically work between 0700hrs and 1800hrs Eastern, Monday through Friday, except federal holidays.

7.0 PERIOD OF PERFORMANCE

The period of performance shall be a base period of 12 months from the date of award, along with three 12 month option periods. Option periods may or may not be exercised, subject to the government’s need, judgment as to cost reasonability, and the availability of funds.

8.0 TRAVEL

The contractor may need to travel in support of this requirement within the Washington-DC Greater Metropolitan Area (DC-GMA) or elsewhere in the continental United States. Local travel expenses within the DC-GMA will not be reimbursed. If travel is required outside the DC-GMA, reimbursement will be based on the Federal Travel Regulations (FTR).

9.0 SECURITY

9.1 Classification

This contract is UNCLASSIFIED and involves access to Sensitive But Unclassified, For Official Use Only (FOUO) information. Performance of this contract requires that contractor personnel who will be receiving or generating FOUO information meet the minimum suitability security clearance or investigation requirements of the Department of Homeland Security.

If the suitability clearance action reveals derogatory information, the individual may be unacceptable for work under this contract. The government reserves the right to determine if such personnel shall continue to work on a given task order. Upon official notification by the government, the contractor shall remove the individual(s) immediately and provide a qualified replacement in the time period specified by the government. Removal of personnel does not relieve the contractor of the responsibility to continue providing the services required under any task order awarded. The CO will provide the contractor with a written explanation to support any request to remove an employee.

9.2 Performance at Government Sites

If there is any effort required by this task order to be performed at specified government facilities, the contractor shall abide by the Department of Homeland Security Directive 11000–Security and other federal security requirements.

9.3 Non-Disclosure Agreement and DHS Identification Badges

The contractor shall ensure that all personnel assigned to the task order sign permanent non-disclosure agreements and procurement integrity certifications as required by the CO. All assigned personnel shall immediately notify the CO in writing of any potential conflicts of interest that may be perceived through their performance on the contract. The CO will determine if the particular individual or group of individuals will be excluded from a project or the overall effort. In the event such a determination is made, the CO will provide immediate oral notification (followed by written notification within five work days thereafter) of the individuals and the situation that precludes their performance under the resulting task order. The contractor shall immediately (within five work days after receipt of oral notification) remove the individual(s) from the contract and identify their replacement. Potential organizational conflicts of interest issues shall be carefully scrutinized and dealt with in accordance with FAR 9.5 Organizational and Consultant conflicts of Interest.

Contractor personnel shall not begin working until signing a standard DHS non-disclosure form, and shall not be issued a DHS identification badge until all security forms have been properly completed, submitted, and approved via DHS’s eQIP process. All contractor personnel shall be required to wear identification badges when working in government facilities.

9.4 Deliverables/Work Products

As tasks are assigned the COTR will provide guidance on whether a deliverable/work product of the contractor shall be categorized as “For Official Use Only (FOUO).”

9.5 Intellectual Property & Disclosures

The federal government shall be the sole owner and have all rights to use, copy, and distribute all deliverables, and the research, working papers, and data behind the deliverables, developed under this project, except for Commercial Off-the-Shelf (COTS) materials. The contractor has no rights in these deliverables, data and research, and may not disseminate them to any other party except the CO and COTR. The release of any portion must be authorized in writing by the CO.

All processes, files, and tools (if any) developed for this contract shall become the property of DHS.

All documentation, photography and electronic data and information collected by the contractor and entered into or generated shall be considered government property, and shall be returned to the government at the end of the performance period.

The contractor will be working with unclassified information, the compilation of which may be Sensitive, For Official Use Only (FOUO). Contractor shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS Management Directive 11042.1, Safeguarding Sensitive But Unclassified Information. Sensitive But Unclassified (SBU) information, data and equipment will only be disclosed to authorized personnel on a need-to-know basis. The holder shall ensure that appropriate administrative, technical, and physical safeguards are established to maintain the security and confidentiality of this information. When no longer required, this information, data, and equipment shall be returned to government control, destroyed or held as otherwise directed by the CO and DHS guidance on SBU information.

10.0 SECTION 508 COMPLIANCE

In accordance with FAR 39.203(b)(3) and (c)(2) for Electronic and Information Technology Compliance with Section 508 of the Rehabilitation Act of 1973, and its 1988 Amendments, Section 508 requires that when federal agencies develop, procure, maintain, or use electronic and information technology, federal employees with disabilities and members of the public with disabilities seeking information or services from a federal agency, have comparable access to and use of information as employees and members of the public who have no disabilities, unless an undue burden would be imposed on the agency. Any recommendations made by the contractor during the course of this contract must be in compliance with Section 508 of the Rehabilitation Act and DHS Management Directive 4010.2 Section 508 Program Management Office & Electronic and Information Technology Accessibility. By submitting an offer, the contractor makes an affirmative statement that the product or services to be provided are in compliance with these requirements and Electronic and Information Technology Accessibility Standards (36 CFR 1194). If the contractor requires special accommodations at federal facilities, the requirements must be provided to the CO identified prior to the Kick-Off Meeting.

11.0 FREQUENTLY USED ABBREVIATIONS

A/E = Architect/Engineer AM = Asset Management CAO = Chief Administrative Officer CIO = Chief Information Officer CLIN = Contract Line Item Number CO = Contracting Officer COTR = Contracting Officer’s Technical Representative COTS/GOTS = Commercial/Government Off-The-Shelf CS = Contract Specialist DC-GMA = Washington-DC Greater Metropolitan Area

FOUO = For Official Use Only FRPC = Federal Real Property Council GAO = Government Accountability Office GSA = General Service Administrative HQ = Headquarters MAP = Mission Action Plan MGMT = DHS HQ Office of the Undersecretary for Management OMB = Office of Management & Budget PMA = President’s Management Agenda POC = Point of Contact PP&E = Property, Plant and Equipment RP = Real Property RPIS = Real Property Information System owned by DHS RPMC = Real Property Management Committee of DHS SBU = Sensitive But Unclassified (information)

12.0 DELIVERABLES

12.1 Deliverable/Event Table

Unless specified differently, all written/graphic deliverables will be submitted via a transmittal form in the following quantities in approved DHS formats:

- electronic copy sent by email to the COTR;

- electronic copies on CD/DVD;

- color prints in 3-ring binders or other binding; size based on whether it is a report, graphic, or plan.

Typical approved DHS formats for deliverables are: MS Office Suite (MS Word, Excel, PowerPoint, Paint, Access); AutoCad 2009 or newer; Adobe Professional/Graphics. File extensions are: .dwg, .pdf, .xml, .doc, .dgn, .doc, .xls, and others as needed. Contractor may be asked to submit electronic copies in multiple extensions and use compression, such as WinZip.

As the government contemplates a Time and Materials type contract, tasks shall be completed on an as needed basis subject to government need, time constraints, and government-contractor coordination.

Individual tasks will not be delineated as formal deliverables, as under a firm fixed price services contract. The following events and documents will be required deliverables:

ITEM DELIVERABLE / EVENT DUE BY

1 Kick-Off Meeting Post-award, as scheduled by the government

2 Draft Contractor Project Plan At Kick-Off Meeting

All staff DHS Suitability/Security Paperwork submitted in accordance with the Project Plan

Kick-Off Meeting; Preferably DHS Suitability is in place before award

ITEM DELIVERABLE / EVENT DUE BY

4 Progress Reports/Progress Meetings Monthly (first business day of the month) or as mutually agreed with the COTR

5 Engineering/Architectural Reviews As scheduled by COTR

6 Technical Project Meetings As scheduled by COTR

7 Data gathering/Inspections As scheduled by COTR

12.2 Kick Off Meeting

The contractor shall attend a Kick-Off Meeting with the CO and the COTR. The Kick-Off Meeting will be chaired by the CO. The purpose is to discuss technical and contracting objectives, review the contractor's project plan, and provide initial guidance to the contractor. At a minimum, the contractor shall be represented by the designated POC/Program Manager, the Real Estate Specialist, and the Financial Analyst. The Kick-Off Meeting will be held at S&T’s facilities.

12.3 Project Plan

The contractor shall provide a draft Project Plan at the Kick-Off Meeting for government review, comment, and approval. This plan shall include the finalized staffing arrangement, noting any proposed changes that may have developed between the time of proposal and the time of award, for approval by the CO. The final Project Plan will be developed after specific tasks are identified and resolution of any proposed changes.

12.4 Progress Reports/Meetings

The contractor’s POC/PM shall provide a monthly progress report to the COTR via electronic mail (email) and due on the first business day of each month. In conjunction, the contractor may be required to attend a monthly progress meeting. This monthly progress report shall include a summary of all contractor work performed, an assessment of technical progress, schedule status, and any contractor concerns or recommendations for the previous 30-day period. Progress meetings, if required, will be conducted either at the contractor’s place of business, S&T facilities, or via teleconference/video teleconference.

During certain critical deliverable time periods additional status reporting may be required by email or phone. As noted above, fluid two-way communication is vital.

13.0 POINTS OF CONTACT

To be designated post award.

14.0 INVOICES

The contractor shall invoice on the first business day of each month for labor hours expended during the previous month. Invoices shall be submitted to the mail box ST.invoicing@dhs.gov and to the COTR, CO, and contract specialist.

mailto:ST.invoicing@dhs.gov

Section D.

D.1.

Section E.

E.1.

Section F.

F.1.

F.1.1.

F.1.2.

F.2.

F.2.1.

Section G.

G.1.

G.1.1.

G.1.2.

Packaging and Marking

See Statement of Work.

Inspection and Acceptance

See Statement of Work. Contractor work product will be periodically inspected by government personnel.

Deliveries or Performance

Period of Performance

The government contemplates a period of performance to include a 12 month base period and three 12 month option periods.

Option periods may or may not be exercised, subject to the government’s need, judgment as to cost reasonability, and the availability of funds.

Deliverables

Deliverables will primarily be work product generated by contractor personnel staffed under the various labor categories. However, the kick off meeting, project plan, monthly reports, engineering/architectural reviews, and progress meetings (as necessary) will be treated as formal deliverables. See Statement of Work.

Contract Administration

The Contracting Officer’s Technical Representative (COTR)

The COTR is the technical point of contact and primary technical coordinator for contractor-supported efforts. The COTR has the primary role in providing surveillance of contractor efforts and ensuring efficient use of time and resources.

The COTR will be designated upon award.

The government contemplates the COTR to be:

Bob Baer Engineer/Real Property Manager U.S. Department of Homeland Security Science and Technology Directorate 245 Murray Lane, SW Bldg. 410 Washington, DC 20528 202-254-2225 robert.baer@hq.dhs.gov

G.2.

G.2.1.

G.2.2.

The Contracting Officer (CO)

The CO is the point of contact for clarifying contract issues or changes. The CO alone will award and modify the task order.

The CO for this contract will be:

Cherita Thomas U.S. Department of Homeland Security Office of Procurement Operations

Science and Technology Acquisition Division

Section H.

H.1.

H.1.1.

Special Contract Requirements

Invoicing

The contractor shall invoice on the first business day of each month for labor hours expended and efforts performed during the previous month.

Invoices shall be submitted to the mail box ST.invoicing@dhs.gov and to the COTR, CO, and contract specialist.

H.2.

H.2.1.

H.2.2.

Section I.

I.1.

I.2.

I.2.1.

I.2.2.

Ceiling for Time and Materials, Labor Hour Contracts

As prescribed in FAR 12.207 Contract Type, a task order awarded based on this solicitation will include a ceiling amount.

A task order awarded based on this solicitation will require the contractor to track costs on a monthly and aggregate basis and report to the government.

Contract Provisions/Clauses

All clauses, except for those that specifically pertain to firm fixed price task orders, present in the Coast Guard A/E IDIQs will “flow down” to any task order awarded based on this solicitation.

A task order awarded based on this solicitation will include Time and Materials, Labor Hour mandatory clauses. This will include, but not be limited to the following:

52.243-3 Changes-Time and Materials and Labor Hour

52.246-6 Inspection-Time and Materials and Labor Hour

I.3. The following provision is incorporated in full text:

52.216-31 Time-and-Materials/Labor-Hour Proposal Requirements—Commercial Item Acquisition.

As prescribed in 16.601(e)(3), insert the following provision:

TIME-AND-MATERIALS/LABOR-HOUR PROPOSAL REQUIREMENTS—COMMERCIAL ITEM

ACQUISITION(FEB 2007)

(a) The Government contemplates award of a Time-and-Materials or Labor-Hour type of contract resulting from this solicitation.

(b) The offeror must specify fixed hourly rates in its offer that include wages, overhead, general and administrative expenses, and profit. The offeror must specify whether the fixed hourly rate for each labor category applies to labor performed by—

(1) The offeror;

(2) Subcontractors; and/or

(3) Divisions, subsidiaries, or affiliates of the offeror under a common control.

mailto:ST.invoicing@dhs.gov

Section J.

J.1.

List of Attachments

‘HSHQDC-10-Q-00492 Labor Hours Required AMEND.xls’

J.2.

Section K.

K.1.

Section L.

L.1.

‘Solicitation RFQ HSHQDC-10-Q-00492 SOW.pdf’

Representations, Certifications, and Other Statements

In accordance with the Coast Guard A/E IDIQs, representations and certifications will be already submitted and stored on the ORCA portal.

Instructions, Conditions, and Notifications to Offerors

The offeror shall submit separate technical and price volumes. The offeror shall submit a technical volume.

L.1.1. The technical volume shall be in Word or PDF format. It shall not exceed 15 25 pages, not including resumes. It should include information about the contractor’s organization, relevant past performance with references, and descriptions of the proposed personnel and their qualifications.

L.1.2. The price volume shall be in Excel format. The offeror shall provide a complete quote, to include base, unburdened labor rates along with burden/overhead/G&A, profit or fee, any necessary other direct costs, and any applicable subcontracts.

L.1.3. The technical and price volumes together shall constitute a quote. The technical volume shall constitute a quote. The quote shall be submitted via email to william.mallison@dhs.gov by 12pm Eastern on Monday, September 20.

Section M.

M.1.

M.2.

M.3.

Evaluation Factors for Award

Offerors’ quotes must contain all of the elements outline in Section L to be evaluated.

The government intends to make award without discussion but reserves the right to hold discussions.

Award will be made based on a judgment as to which offeror provides to Overall Best Value to the government. This Best Value judgment will consider Technical Solution and Past Performance with equal weight, with Price being less highly weighted.

M.4.

M.4.1.

M.4.1.1.

Evaluation Factors

I. Technical Solution

This evaluation factor is a measure of how well the offeror’s technical proposal demonstrates an ability to meet the needs of the Statement of Work. Technical Solution will consider the offeror’s ability to staff the positions listed in Section B and described in the SOW, with respect to formal education and professional certifications and skills and experience. Evaluation of the offeror’s ability to meet the needs of the SOW will consider information implicitly demonstrated in the proposal as well as the evaluators’ inferred judgments about the offeror’s overall capacity to integrate efforts, solve unanticipated problems, and accomplish new tasks.

mailto:william.mallison@dhs.gov

M.4.2.

M.4.2.1.

M.4.3.

II. Past Performance

This evaluation factor is a measure of how well the offeror’s technical proposal demonstrates a past history of completing relevant, comparable projects and contracts.

Past performance…