HSHQDC-14-R-00032_RFP.pdf

BASIC HANDHELD RADIOISOTOPE

IDENTIFICATION DEVICE

REQUEST FOR PROPOSAL (RFP)

HSHQDC-14-R-00032

DHS Office of Procurement Operations

Domestic Nuclear Detection Office Acquisition Division

March 27, 2014

Table of Contents

CHAPTER A – SF 1449

CHAPTER B – CONTINUATION OF SF 1449

SECTION 1 – EXECUTIVE SUMMARY

1.1 Type of Contract

1.2 Contract Term

1.3 Contract Coverage

SECTION 2 – SUPPLIES OR SERVICES AND PRICE/COST

2.1 General Description

2.2 Contract Minimum/Maximum

2.3 Contract Pricing

SECTION 3 – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

3.1 Background

3.2 Mission and Objectives

3.3 Mission Need

3.4 Definitions

3.5 Contract Line Item Descriptions

SECTION 4 – PACKAGING AND MARKING

4.1 Packaging, Packing, and Marking

4.2 Environmental Considerations

4.3 Branding/Marking

SECTION 5 – INSPECTION AND ACCEPTANCE

5.1 Clauses Incorporated by Reference FAR 52.252-2 (FEB 1998)

5.2 Inspection and Acceptance Official

SECTION 6 – DELIVERABLES OR PERFORMANCE

6.1 Order Term

6.2 Period of Performance

6.3 Clauses Incorporated by Reference FAR 52.252-2 (FEB 1998)

SECTION 7 – CONTRACT ADMINISTRATION DATA

7.1 Authorized Users

7.2 Contracting and Administrative Authority

7.2.1 Contracting Officer (IDIQ Level)

7.2.2 Contracting Officer’s Representative (IDIQ-level)

7.2.3 Task (or Delivery) Order Contracting Officer (TDO CO)

7.2.4 Task (or Delivery) Order Contracting Officer Representative (TDO COR)

7.3 IDIQ Level CO and COR Contact Information

7.4 Organizational Conflicts of Interest

7.5 Electronic Funds Transfer (EFT) Payment Requirements

7.6 Invoices

SECTION 8 – SPECIAL CONTRACT REQUIREMENTS

8.1 Reporting Requirements

8.2 Ordering Procedures

8.3 Orders

8.4 Unauthorized Work

8.5 Unilateral Orders

8.6 Equipment Modifications/Substitution under Issued Orders

8.7 Energy Star (E-Star) Compliance Certification

8.8 Section 508 Compliance

8.9 Information Security Requirements

8.10 Enterprise Architecture Requirements

8.11 Advertisements, Publicizing Awards and News Releases

8.12 Post-Award Conference

8.13 Incorporation of Relevant Sections of Contractor’s Proposal

SECTION 9 – CONTRACT CLAUSES

9.1 General

9.2 Clauses Incorporated By Reference

SECTION 10 – LIST OF ATTACHMENTS

SECTION 11 – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR RESPONDENTS

SECTION 12 – INSTRUCTIONS, CONDITIONS, & NOTICES TO OFFERORS

12.1 Part I - FAR 52.212-1 Instructions to Offerors – Commercial Items

12.2 Provisions Incorporated in Full Text

12.3 Solicitation Provisions Incorporated By Reference

12.4 Proposal Submission

12.5 Interested Offeror’s Questions

12.6 Proposal Format and Submission

12.7 Notification to Offerors of Contractor Support Services in Support of the Selection

Process

SECTION 13 - VOLUME CONTENT

Volume 1: Technical

Tab A: Proposal Cover / Transmittal Letter

Tab B: Product Description

Tab C: Statement of Requirements

Tab D: Test Reports and Other Substantiating Evidence

Tab E: Algorithm Replay Tool

Tab F: Maintenance / Service Plan

Tab G: Training Plan

Tab H: Past Performance

Volume 2: Price

Tab A: Completed SF1449 and Acknowledgement of all RFP Amendments

Tab B: IDIQ Pricing List

Tab C: Data Other than Certified Cost and Price Data

Tab D: Life Cycle Costs Estimate

Tab E: Representations, Certifications, and Other Information

Tab F: Small Business Subcontracting Plan

SECTION 14 –GOVERNMENT TESTING INSTRUCTIONS

14.1 Government Testing

SECTION 15 – EVALUATION OF OFFERS

15.1 FAR 52.212-2 Evaluation—Commercial Items (Jan 1999)

15.2 Description of Evaluation Factors

15.2.1 Factor 1: Product Technical Capability

15.2.2 Factor 2: Product Operational Suitability

15.2.3 Factor 3: Maintenance / Service and Training Plans

15.2.4 Factor 4: Past Performance

15.2.5 Factor 5: Price

15.3 Evaluation Methodology

15.3.1 Step 1 – Technical Acceptability Review (Pass/Fail)

15.3.2 Step 2 – Initial Evaluation

15.3.3 Step 3 – Final Evaluation

15.4 Potential Award Outcomes

15.5 Basis for Award

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE 1 OF 39

Offeror to complete blocks 12, 17, 23, 24, & 30 Including Attachments

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

HSHQDC-14-R-00032 March 27, 2014

7. FOR SOLICITATION

A. NAME B. TELEPHONE (No Collect Calls)

E-MAIL:

8. OFFER DUE DATE/

LOCAL TIME (EST)

INFORMATION CALL

Lori Lawson Lori.Lawson@hq.dhs.gov

202-254-7168

May 1, 2014

1200 PM EST

9. ISSUED BY CODE DHS 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB

DESTINATION UNLESS

12. DISCOUNT TERMS

DEPARTMENT OF HOMELAND SECURITY BLOCK IS MARKED

x SEE SCHEDULE

OFFICE OF PROCUREMENT OPERATIONS SET-ASIDE: 100% FOR 13a. THIS CONTRACT IS A RATED ORDER

DOMESTIC NUCLEAR DETECTION OFFICE SMALL BUSINESS UNDER DPAS (15 CFR 700)

245 MURRAY DRIVE, SW, BLDG 410 SMALL DISADV. BUSINSESS 13b. RATING

WASHINGTON, DC 20526 8(A)

NAICS: 334519 14. METHOD OF SOLICITATION

SIZE STANDARD: 500 RFQ IFB RFP

15. DELIVER TO: CODE 16. ADMINSTERED BY CODE DHS

DEPARTMENT OF HOMELAND SECURITY

TO BE SPECIFIED ON INDIVIDUAL ORDERS OFFICE OF PROCUREMENT OPERATIONS

DOMESTIC NUCLEAR DETECTION PROCUREMNT OFFICE

245 MURRAY DRIVE, SW, BLDG 410

WASHINGTON, DC 20526

17a. CONTRACTOR/OFFEROR CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE

TO BE SPECIFIED ON INDIVIDUAL ORDERS

TELEPHONE: 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED:

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

19.

ITEM NO,

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

SEE ATTACHED CONTINUATION SHEETS

(Attach Continuation Sheet as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATIONS INCORPORATE IN FULL TEXT, FAR 52.212-1 & 52.212-3, WHICH ARE ATTACHED (SEE CHAPTER B). ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACTS/PURCHASE ORDERS INCORPORATE FAR 52.212-4 (BY REFERENCE) & 52.212-5 (IN FULL TEXT) (SEE CHAPTER B) ARE ARE NOT ATTACHED.

28.

CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 3 COPIES TO ISSUING

OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED HEREIN.

29.

AWARD OF CONTRACT: REFERENCE OFFER DATED .

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER 31c. DATE SIGNED

Lori A. Lawson

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (Rev 4/2002) PREVIOUS EDITION NOT USABLE Prescribed by GSA – FAR 53.212 mailto:Lori.Lawson@hq.dhs.gov

Basic Handheld RIID Request For Proposal Section 1 – Executive Summary

RFP No. HSHQDC-14-R-00032

CHAPTER B – CONTINUATION OF SF 1449

SECTION 1 – EXECUTIVE SUMMARY

(CONTINUATION OF SF 1449, BLOCK 10)

1.1 Type of Contract

The Department of Homeland Security (DHS) intends to award one or more than one single award Indefinite-Delivery, Indefinite-Quantity (IDIQ) contracts from this Solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12, “Acquisition of

Commercial Items.” The contract(s) resulting from this Solicitation will be available for use throughout the entire Department and its Operational Components.

1.2 Contract Term

The term of the contract(s) will be a one-year base ordering period, with four one-year option ordering periods for a total term, if all options are exercised, of five years. For the option periods, the contract shall be renewable as provided in FAR Clause 52.217-9, "Option to Extend the Term of the Contract," incorporated by reference in Chapter C, Part (1). The period of performance of any Task or Delivery Order issued under the contract(s) shall not exceed twelve (12) months following the expiration of the last option period of the contract in accordance with FAR Clause 52.216-22, “Indefinite Quantity,” incorporated by reference in

Chapter C, Part 1.

1.3 Contract Coverage

The purpose of the Basic Handheld Radioisotope Identification Device (RIID) contract(s) is to provide DHS with the ability to purchase Basic Handheld RIID commodity products and associated services as described in Section 3. The associated services include, but are not limited to, those listed below:

Associated Services:

• Training

• Product technical support

• Product maintenance

• End-user support

(End of Chapter B, Section 1)

Basic Handheld RIID Request For Proposal Section 2 – Supplies or Services and Price/Cost

SECTION 2 – SUPPLIES OR SERVICES AND PRICE/COST

2.1 General Description

The contractor shall supply devices and services as described in Section 3.

2.2 Contract Minimum/Maximum

(a) The minimum guaranteed amount for this entire IDIQ contract is one (1) Basic Handheld

RIID unit. The minimum guarantee will be obligated on the base IDIQ contract at the time of award. Orders beyond the guaranteed minimum will be determined by user needs. The exercise of an option does not re-establish the contract minimum for the IDIQ contracts.

(b) The specific products and quantities will be identified on each Order. The Government has no contractual obligation to issue Orders beyond the guaranteed minimum specified in paragraph (a) above.

(c) The total value of all Orders awarded under all contracts issued under this Solicitation, including orders issued in option periods and minimum contract amounts shall not exceed

$143,000,000. If more than one IDIQ contract is awarded as a result of this Solicitation the

Government shall establish the maximum amount specific to each IDIQ contract based on the projected need for devices (general purpose or maritime), however the cumulative value of all awarded contracts will not exceed $143,000,000.

2.3 Contract Pricing

Firm Fixed Price (FFP) Orders will be placed under the resulting contract(s). The fixed unit prices on which orders will be based are contained in Attachment 4, IDIQ Pricing List.

(End of Chapter B, Section 2)

Basic Handheld RIID Request For Proposal Section 3 – Description/Specifications/Work Statement

SECTION 3 – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

INTRODUCTION

3.1 Background

The Domestic Nuclear Detection Office (DNDO) was established within DHS on April 15, 2005, with National Security Presidential Directive-43/Homeland Security Presidential Directive-14

(NSPD-43/HSPD-14). It directed the DHS Secretary, in coordination with the Secretaries of

State, Defense, Energy, and the Attorney General, to establish the national level DNDO.

DNDO’s mission is to protect the United States, its people, territory, and its interests against the unauthorized importation, possession, storage, transportation, development, or use of an unauthorized nuclear explosive device, fissile material, or radiological material, and protect against attacks using such devices or material.

3.2 Mission and Objectives

DNDO is responsible for procuring radiological/nuclear detection systems for DHS components.

Under the authority of the SAFE Port Act of 2006, DNDO is mandated to “serve as the primary entity of the United States Government to further develop, acquire, and support the deployment of an enhanced domestic system to detect and report on attempts to import, possess, store, transport, develop, or use an unauthorized nuclear explosive device, fissile material, or radiological material in the United States.”

3.3 Mission Need

DHS has a requirement for Basic Handheld RIIDs. The basic handheld RIIDs that are the subject of this procurement are part of the overall joint acquisition strategy to recapitalize the current inventory of basic handheld RIIDs with next-generation basic handheld RIIDs.

A basic handheld RIID, as defined in the American National Standards Institute (ANSI) N42.34, is an instrument “used for the detection and identification of radionuclides, for gamma-ray exposure rate measurement, and for indication of neutron radiation. They typically acquire the gamma-ray spectrum and identify the radionuclide through comparison with an internal radionuclide library. These instruments are hand-held and battery-powered.” Based on this definition, DNDO will not accept any other device, such as personal radiation detectors (PRDs), Spectroscopic PRDs (SPRDs), or dosimeters, as responsive to the requirements of this

Solicitation.

Furthermore, this requirement is NOT for basic handheld RIID systems still under development.

This requirement is for a “nondevelopmental item,” “commercial item” or a “commercially available off-the shelf (COTS)” item, as defined in the Federal Acquisition Regulation (FAR)

Part 2. Attachment 1 (Basic Handheld RIID System Requirements), contains a list of the

Government’s “requirements.” The word “requirements”, as it relates to Attachment 1, means

“desired capabilities.” A subset of these requirements is considered High Priority. High Priority requirements are equivalent to key performance parameters (KPPs) and, as such, are those requirements deemed more essential or critical to the Government. DNDO is interested in selecting from among a wide range of offerings, trading combinations of performance against price.

In all cases, DNDO will seek strong confirmation that each Offeror’s system is truly nondevelopmental or commercially available. Offerors must provide evidence that the proposed system is now ready, deployable, and will not require additional engineering development effort or testing. This includes an explanation of the manufacturer’s production capability and delivery lead time.

3.4 Definitions

• Administrative Contracting Officer (ACO): The Government representative with overall responsibility for ensuring the successful performance and completion of the contact (See Section G.1); also referred to in this document simply as the Contracting

Officer.

• Contracting Officer’s Representative (COR): The individual, including a

Contracting Officer’s Technical Representative (COTR), designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

• Procuring Contracting Officer (PCO): The Government representative with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings (See Section G.1). The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer; also referred to in this document simply as the

Contracting Officer.

• Subcontract: Subcontract includes a transfer of commercial items between divisions, subsidiaries, or affiliates of the Contractor or subcontractor at any tier.

• Task Order: An order issued by DNDO to the Contractor in accordance with the terms of the contract requesting Task services.

• Delivery Order: An order issued by DNDO to the Contractor in accordance with the terms of the contract requesting supplies/commodities or the delivery of the product at an agreed to place and time.

3.5 Contract Line Item Descriptions

DHS Components have certain distinct requirements that may necessitate the award of more than one contract in order to satisfy both maritime and general purpose environments. For example, some end-users may require a device that can function in a maritime environment while others may be able to use a general purpose device to meet their needs. It is possible that one device may be capable of meeting both distinct requirements of DHS at the time of award. If that is not the case, and different devices are required for different mission areas, each contract resulting from this Solicitation will be considered a single award, and awardees will not compete for subsequent task or delivery orders. The Government does not anticipate making award of more than two single-award contracts from this Solicitation. In the event that more than one award is made each contract will carry the same series of Contract Line Item Numbers (CLINs) as described below.

0001 Basic Handheld RIID: The contractor shall provide nondevelopmental or commercially available basic handheld RIIDs and ancillary support equipment (to include, but not limited to, power cable, sync cable, user manuals).

NOTE: One Year Included Warranty Under this CLIN the Contractor shall provide supplies, spares, technical manuals, special tools and services required to sustain basic handheld RIIDs under this acquisition for the first year of use. This support is required at CONUS and OCONUS locations and includes, at a minimum, warranty transitions, preventive maintenance, corrective maintenance, and system administration services. In addition, other requested services shall include engineering parts provisioning, retrofits disposal, maintenance training, and on-demand services on a case-by-case basis.

The warranty period starts upon acceptance by the end-user of the device, i.e., when the Material Inspection and Receiving Report (Form 700-21) is signed.

Acceptance will be formally provided to the vendor by the Government.

0002 - Maintenance: The Contractor shall provide supplies, spares, technical manuals, special tools and services required to sustain basic handheld RIIDs under this acquisition in one year increments beyond the Basic Handheld RIID's first year of use. This support is required at CONUS and OCONUS locations and includes, at a minimum, warranty transitions, preventive maintenance, corrective maintenance, and system administration services. In addition, other services encompassed within this CLIN shall include the services contained in the contractor's proposed / accepted maintenance plan such as engineering parts provisioning, retrofits disposal, maintenance training, and on-demand services, as required. As an annual deliverable under this CLIN the contractor shall provide Reliability, Availability, and Maintainability (RAM) data to demonstrate its operational availability (Ao).

NOTE: Under this CLIN the contractor shall also provide the detailed corrective actions reports to include parts replaced and labor performed for all maintenance actions.

0003- Supply Support: The contractor shall provide repair parts, modules, and consumables as requested.

NOTE: Under this CLIN the contractor shall also provide a listing of the primary components for both spares and repairs, electronic circuit boards, and ancillary items needed to return the equipment to full functionality.

0004- Training: The contractor shall provide the training instruction and material suitable to support the deployment, operation, and maintenance of Basic Handheld RIID equipment identified in CLIN 0001. Training shall include instructor-led Operator/User training, Train-the-Trainer training, and Technical Maintenance training in order for

Operational components to conduct their own training and to conduct organic corrective repair and preventive maintenance. Technical Maintenance training may be completed on location at the repair facility and/or at the Vendor repair / training facility.

Training materials shall be included as part of the training courses and may consist of:

handbooks and/or downloads, reference guides, user manuals, and quick start guides for operation of the system and required software components.

0004A – Operator/User Training

0004B – Train-the-Trainer Training

0004C – Technical Maintenance Training

0005 – Data Item Descriptions (DiD): The contractor shall provide technical data which consists of at a minimum: technical manuals, drawings, and parts lists.

0005A – Maintenance Manuals

0005B – Parts Manuals

0005C – Schematic Drawings

0005D – Configuration Items List

0005E – Algorithm Replay Tool

0006 – Periodic Technology Refresh: Technological changes/advances over time and

Post Implementation Reviews (PIRs) may result in the need to update the DNDO Basic

Handheld RIID commodity contract items provided the fundamental commodity remains unchanged. This unpriced CLIN will be used to perform nonrecurring engineering efforts to incorporate periodic technology refresh changes within the overall scope of the contract, if needed. To ensure that these changes are properly documented and managed, the contractor may be required to submit a Configuration Management Plan for

Government approval as a deliverable under the resulting contract. As part of this Plan, the contractor may be required, or elect to, submit the Engineering Change Proposals

(ECPs) for technology refresh with respect to replacement or updating of existing commodity products or technology insertion for new hardware or software deemed within the general scope of the contract by the CO.

Method of Shipment

The Contractor shall use industry best commercial practices.

Place of Task or Delivery

All goods ordered under this contract shall be shipped F.O.B. Destination within Consignees

Premises, unless otherwise specified on individual Orders.

Partial Task or Delivery and Acceptance

Partial deliveries will be allowed solely at the discretion of the Government. In the event the

Government determines that partial deliveries are allowable, the Order must specifically state that they are allowable. If the Contractor is granted partial shipment authorization, the original packing slip shall clearly identify those items not shipped. The balance of the order shall also be accompanied by packing slip(s) and shall clearly indicate that the shipment(s) constitutes the balance of the original order.

(End of Chapter B, Section 3)

Basic Handheld RIID Request For Proposal Section 4 – Packaging and Marking

SECTION 4 – PACKAGING AND MARKING

4.1 Packaging, Packing, and Marking

Products shall be packaged, packed, and marked in accordance with the Contractor’s standard commercial practices. The Contractor is fully liable for all damage, deterioration, or losses incurred during shipment and handling, unless the damage, deterioration, or losses are due to the fault of the Government. The Contractor shall provide a packing slip which shall accompany each carton with information identifying the contract number, the order number, a description of the goods enclosed (manufacturer name, model number, serial number), and the customer point of contact. Individual Orders will identify specific shipping instructions, task or delivery locations, and other necessary information.

4.2 Environmental Considerations

The Contractor shall use (where possible) packing materials that have the least impact on the environment when manufactured or discarded, including, brown cardboard in lieu of cardboard which has been bleached white and/or dyed, and materials that both decompose and are recyclable in lieu of recycle-only products such as plastic or Styrofoam.

4.3 Branding/Marking

The contractor shall comply with the requirements of any DHS Branding and Marking policies.

As a matter of law, Federal criminal statutes prohibit unauthorized uses of the DHS Seal. In addition, DHS policy prohibits granting authorization for certain commercial uses of the Seal. It is permissible to reference DHS in materials if the reference is limited to true, factual statements.

The words DHS and/or Homeland Security should appear in the same color, font, and size as the rest of the text in the document. Moreover, such references shall not imply in any way an endorsement of a product, company, or technology.

Requests to use the DHS seal shall be submitted using DHS Official Seal Usage Approval, available from the Contracting Officer’s Representative (COR). The Comments section should be used to describe why use of the seal is being requested, and how it will be used. Completed forms should be sent via e-mail to the DHS Director of New Media & Web Communications, and to the Contracting Officer (CO), with a copy to the COR.

All information submitted to the CO or COR by the Contractor shall clearly indicate the:

1) Name and business address of the Contractor

2) Contract Number

3) Order Number for which the information is being submitted.

(End of Chapter B, Section 4)

Basic Handheld RIID Request For Proposal Section 5 – Inspection and Acceptance

SECTION 5 – INSPECTION AND ACCEPTANCE

5.1 Clauses Incorporated by Reference FAR 52.252-2 (FEB 1998)

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

www.acquisition.gov/far.

FAR Clause Number Clause Title and Date

52.246-2 Inspection of Supplies – Fixed Price (Aug 1996)

52.246-4 Inspection of Services – Fixed Price (Aug 1996)

52.246-16 Responsibility for Supplies (Apr 1984)

5.2 Inspection and Acceptance Official

Inspection and acceptance of all work performed under this contract shall be by the Contracting

Officer or a duly authorized representative.

(End of Chapter B, Section 5) http://www.acquisition.gov/far

Basic Handheld RIID Request For Proposal Section 6 – Deliverables or Performance

SECTION 6 – DELIVERABLES OR PERFORMANCE

6.1 Order Term

Orders issued under this contract are not coterminous; that is, they do not all have common start and end dates, but may be issued at various times as needed throughout the contract term.

6.2 Period of Performance

The IDIQ shall consist of a five (5) year ordering period as shown below.

IDIQ Period Ordering Period

Base Ordering Period 12 months

Option 1 – Ordering Period Two 12 months

Option 2 – Ordering Period Three 12 months

Option 3 – Ordering Period Four 12 months

Option 4 – Ordering Period Five 12 months

Task Orders may be placed during the Base and Option Ordering Periods (provided each applicable option period is exercised). Under no circumstances may an order be placed under the basic contract if the basic contract has expired or has been terminated or cancelled by the

Government.

The period of performance shall be specified in the Order and may include option periods which extend the Order up to twelve (12) months beyond the expiration of the basic contract. Order options, if included at initial issuance of the order, may be exercised after the expiration date of the basic contract.

6.3 Clauses Incorporated by Reference FAR 52.252-2 (FEB 1998)

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

www.acquisition.gov/far.

FAR Clause Number Clause Title and Date

52.242-15 Stop-Work Order (Aug 1989)

52.242-17 Government Delay of Work (Apr 1984)

52.247-34 F.O.B. Destination (Nov 1991)

52.247-35 F.O.B. Destination Within Consignee’s Premises (Apr 1984)

(End of Chapter B, Section 6) http://www.acquisition.gov/far

Basic Handheld RIID Request For Proposal Section 7 – Contract Administration Data

SECTION 7 – CONTRACT ADMINISTRATION DATA

7.1 Authorized Users

All DHS Operating Components, as a Strategic Sourcing Initiative, are authorized to place

Orders under this contract. In addition, DHS reserves the right to place orders under this contract for the benefit of other Federal agencies as a servicing agency under an interagency agreement, or for other agencies and institutions as permitted by law.

7.2 Contracting and Administrative Authority

The following subsections describe the roles and responsibility of individuals who will be the primary points of contact for the Government on matters regarding contract administration. The

Government reserves the right to unilaterally change any of these individual assignments at any time.

7.2.1 Contracting Officer (IDIQ Level)

The IDIQ Level Contracting Officer is the only person authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the

Contractor effects any change at the direction of any person other than the Contracting Officer, including any change beyond the scope of authority given to the duly authorized Contracting

Officer’s Representative identified in the contract, the change will be considered to have been made without authority and no adjustment will be made in the contract cost to cover any increase in charges incurred as a result thereof. The Contracting Officer has the authority to perform any and all post-award functions in administering and enforcing this contract in accordance with its terms and conditions.

7.2.2 Contracting Officer’s Representative (IDIQ-level)

The IDIQ Contracting Officer’s Representative (COR) is responsible for administering the performance of work under this contract. IN NO EVENT, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms and conditions of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed in writing by the Contracting Officer prior to completion of the contract.

The COR may give technical direction to the Contractor that fills in details, requires pursuit of certain lines of inquiry, or otherwise serves to facilitate the Contractor’s compliance with the contract. To be valid, technical direction by the COR:

• Must be consistent with the general scope of work set forth in this contract;

• May not constitute new assignment of work nor change the expressed terms, conditions, or specifications of this contract; and

• Shall not constitute a basis for any increase in the contract’s estimated cost, or extension to the contract Task or Delivery schedule or period of performance.

In the event any Government technical direction is interpreted by the Contractor to fall within the clause of this Contract entitled “CHANGES,” the Contractor shall not implement such direction but shall notify the Contracting Officer in writing of such interpretation within ten (10) working days after the Contractor’s receipt of such direction. Such notice shall:

Include the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “CHANGES” clause; and include the Contractor’s best estimate as to the revision of the current cost, fee, performance time, Task or Delivery schedules or any other contractual provision that would result from implementing the COR’s technical direction.

If, after reviewing the information presented by the Contractor, the Contracting Officer is of the opinion that such direction is within the purview of the “CHANGES” clause and considers such change desirable, a unilateral direction will be issued to the Contractor to proceed pursuant to the authority granted in that clause. If a determination is made that such direction is technical direction authorized by this schedule clause, the Contractor will be directed to proceed with the implementation of such technical direction.

In the event a determination is made that it is necessary to avoid a delay in performance of the

Contract, the Contracting Officer may direct the Contractor to proceed with the implementation of the technical direction pending receipt of the information to be submitted by the Contractor.

Should the Contracting Officer later determine that Change direction is appropriate; the written direction issued hereunder shall constitute the required Change direction.

Failure of the Contractor and the Contracting Officer to agree on whether Government direction is technical direction or a Change within the purview of the “CHANGES” clause of this contract shall be a dispute concerning a question of fact within the meaning of the Section I Clause entitled “DISPUTES.”

7.2.3 Task (or Delivery) Order Contracting Officer (TDO CO)

The TDO CO resides within the ordering activity and will be identified on an individual order.

The TDO CO is authorized to:

(1) Issue Orders.

(2) Complete any and all administrative contractual actions with the Contractor concerning those Orders issued by their office.

(3) Terminate Orders, issued by their office, for convenience and cause and cancel

Orders with no additional cost to the Government.

7.2.4 Task (or Delivery) Order Contracting Officer Representative (TDO COR)

TDO Cos may designate CORs for individual Orders that will be responsible for the day-to-day coordination of the Order. The TDO COR will represent the TDO CO in the administration of technical details within the scope of the Order. The TDO COR is also responsible for the final inspection and acceptance of all Order deliverables and reports, and such other responsibilities as may be specified in the order. The TDO COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the TDO CO or the Government. The

TDO COR does not have authority to alter the Contractor’s obligations or to change the order specifications, price, terms or conditions. If as a result of technical discussions it is desirable to modify order obligations or specifications changes will be issued in writing and signed by the

TDO CO.

7.3 IDIQ Level CO and COR Contact Information

The IDIQ Level Contracting Officer is:

Name: Lori A. Lawson

Address: MGMT/OPO/DNDO/Mailstop 0115

Department of Homeland Security

Office of Procurement Operations

Domestic Nuclear Detection Office

245 Murray Lane, Bldg. 410, SW

Washington, DC 20528-0115

Telephone: (202) 254-7168

Facsimile: (202) 254-7752

Email: Lori.Lawson@hq.dhs.gov

The IDIQ Level COR is:

Name: (To be completed at award)

Address: MGMT/OPO/DNDO/Mailstop 0115

Department of Homeland Security

245 Murray Lane, SW

Washington, DC 20528-0115

Telephone:

Facsimile:

Email:

7.4 Organizational Conflicts of Interest

The Contractor attests that, to the best of his knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest, as defined in mailto:Lori.Lawson@hq.dhs.gov

Federal Acquisition Regulation 9.5, or that the Offeror has disclosed all such relevant information.

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

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

7.5 Electronic Funds Transfer (EFT) Payment Requirements

FAR 52.232-33, PAYMENTS BY ELECTRONIC FUNDS TRANSFER—CENTRAL

CONTRACTOR REGISTRATION, is included in this solicitation/contract. All Contractor payments will be made by EFT unless accepted or otherwise determined by the paying office designated in the contract.

The Contractor must initiate enrollment in EFT by contacting the paying office designated in the contract and requesting form SF 3881, Automated Clearing House (ACH) Vendor/Miscellaneous

Payment Enrollment Plan. This form must be completed by the Contractor and their financial institution and returned to the paying office. The paying office will complete the process and notify the Contractor that EFT enrollment is complete. All payments under this contract will be held until the Contractor provides the required EFT enrollment information.

7.6 Invoices

For orders issued by the Domestic Nuclear Detection Office (DNDO) the Contractor shall submit an original invoice or send via facsimile or email to the following address:

Invoicing PPB

Coast Guard Finance Center

DNDO Invoices

P.O. Box 4141

Chesapeake, VA 23327

Email address:

FIN-SMB-DNDOInvoices@uscg.mil mailto:FIN-SMB-DNDOInvoices@uscg.mil

The invoice shall include the following:

Contract/Modification Number

Contractor Name

Date of Invoice

Invoice/Voucher Number

Contract Line Item Number (CLIN)

Invoice Amount

The Contractor can obtain status of each invoice by calling or emailing to:

USCG FINCEN Customer Service

Call: 1-800-564-5507 or 757-523-6940

Website: http://www.fincen/uscg.mil/vendorinfor.htm

For orders issued by ordering components other than DNDO the contractor shall submit invoices in accordance with the instructions contained in the order award.

(End of Chapter B, Section 7) http://www.fincen/uscg.mil/vendorinfor.htm

Basic Handheld RIID Request For Proposal Section 8 – Special Contract Requirements

SECTION 8 – SPECIAL CONTRACT REQUIREMENTS

8.1 Reporting Requirements

DHS requires reporting and data at the IDIQ contract level as detailed below. Unless otherwise prescribed the Contractor shall provide all IDIQ contract level reports to the IDIQ Level CO via email.

The contractor shall provide current and accurate data regarding the description of purchases, the amounts awarded and the components making the awards. The report shall be submitted on a quarterly basis using the template provided in (Attachment 8 – Quarterly Report Template) and transmitted electronically.

Starting from the date of contract award the report is due on a quarterly basis (i.e., every three months) 15 calendar days after the conclusion of the reporting period. For example, if the contract is awarded August 15, 2014 then the first quarter for which reporting is required would conclude November 15, 2014 and the first report would be due 15 calendar days thereafter on

November 30, 2014. If the 15 th calendar day falls on a weekend or holiday the report is due the following business day. If there is no activity during the reporting period a “no activity” report shall be submitted. A copy of the Orders and Order modifications awarded during the reporting period shall be submitted with the report. The report and attached Order / modification copies shall be submitted via email to the IDIQ Level CO. The subject line of the email shall be annotated with “Quarterly Spend Management Report (Reporting Period) (Contract No.).

8.2 Ordering Procedures

(a) Task or Delivery Orders (TDO) will be issued on a FFP basis. Since the contract award(s) resulting from this Solicitation will be single award IDIQ vehicles fair opportunity procedures will not be applicable (ref: FAR 16.5).

(b) The proposal shall indicate either compliance with, or exception to, the requirements, risks, and assumptions. Written technical proposals shall address, as appropriate:

1. Proposed goods;

2. Other proposal elements (shipping, etc.);

3. Task or Delivery terms;

4. Other pertinent data, (e.g., potential conflict of interest issues);

5. Any standards identified in the base contract, and/or any standards identified in the

Order;

(c) The proposal shall include detailed pricing. The Contractor is permitted to propose Order pricing that is lower than originally proposed and established in the ID/IQ contract.

(d) Other related information shall always be in writing and shall address relevant information as required by the contract or requested by the TDO RFP. Proposal costs are unallowable as direct costs; they are allowable as indirect (overhead) costs to the extent permitted by FAR 31.205-18..

8.3 Orders

Orders issued under this contract will contain the following information:

(a) Date of order;

(b) Contract number and Order number;

(c) Description, quantity ordered and contract price;

(d) Required Task or Delivery date;

(e) Place of Task or Delivery;

(f) Accounting and appropriation data;

(g) Any other pertinent information such as name and address of Contractor;

(h) Specific billing address for each destination especially for multiple destination orders;

(i) Items for which partial deliveries are acceptable.

8.4 Unauthorized Work

The Contractor is not authorized at any time to commence TDO performance prior to the issuance of a signed TDO or other written approval provided by the TDO CO to begin work.

8.5 Unilateral Orders

TDOs under this contract will ordinarily be issued on a unilateral basis by an authorized TDO

CO using an Optional Form (OF) 347, once both parties agree on all terms.

8.6 Equipment Modifications/Substitution under Issued Orders

For Orders issued under the base contract, the Contractor shall not substitute equipment or make any modifications to equipment ordered under issued Orders which would result in any change to the Contractor model number, part number, or series on deliverable equipment unless authorized in writing by the TDO CO.

8.7 Energy Star (E-Star) Compliance Certification

The Contractor shall provide evidence of meeting the Environmental Protection Agency (EPA) requirements for energy efficiency. Certifications shall be available for the delivered configurations of all products for which Energy Star requirements apply.

8.8 Section 508 Compliance

In accordance with FAR 39.203(c), the Program Office has documented in writing the non-availability of basic handheld RIIDs being procured under this Solicitation with full Section 508 compliance, including a description of market research performed and which standards cannot be met, and provided documentation to the contracting officer for inclusion in the contract file.

Nonetheless, Offerors should strive to meet as many of the Section 508 requirements as may be applicable to these units in an applicable operating environment.

8.9 Information Security Requirements

The Contractor shall comply with Government program security requirements for safeguarding

DHS sensitive information and operational data. Relevant guidance is provided in DHS

Management Directive (MD) 11042.1, Safeguarding Sensitive But Unclassified (For Official

Use Only) Information, and applicable Government program documentation.

Contractor products and services must comply with applicable information security policies and security controls of DHS and DHS components to which the Contractor products and services are provided/fielded. When DHS and DHS component information security policies and security controls differ, the Contractor shall comply with the most restrictive of applicable information security policies and security controls. Applicable information security policies and security controls are determined by results of DHS component information security categorization.

Depending on the nature and implementation of Contract provided products and services, applicable controls might include identification and authentication, access control, cryptography, systems engineering life cycle, and configuration management.

The Contractor shall provide documentation and technical assistance as required to support validation of product and service compliance with DHS and DHS component information security policies and security controls.

DHS and DHS component information security programs are directed to follow guidelines and policies as outlined DHS MD 140-01, Information Technology Systems Security, and associated

IT Security Program Publications. For sensitive systems, DHS requirements are detailed in DHS

Sensitive Systems Policy Directive 4300A and DHS 4300A Sensitive Systems Handbook. DHS

Information security categorization is performed with Federal Information Processing Standards

(FIPS) Publication 199, Standards for Security Categorization of Federal Information and

Information Systems, DHS Information Security Categorization Guide, and DHS FIPS 199

Security Categorization Template.

The Government will coordinate the details of DHS and DHS component information security reviews, validations, and authorizations and will determine requirements for supporting

Contractor documentation and technical assistance.

The Contractor shall comply with the latest official versions. Currently (although subject to updating) those are: DHS Sensitive Systems Policy Directive 4300A, Version 10.0, May 20, 2013; DHS 4300A Sensitive Systems Handbook, Version 9.1; DHS Management Directive

11042.1 dated 1/6/2005; FIPS 199 dated February 2004.

8.10 Enterprise Architecture Requirements

The Contractor shall ensure that products and services, conform to the applicable enterprise architecture—including DHS and DHS component business reference model (BRM), technical reference model (TRM), data reference model (DRM), service reference model (SRM)—of DHS and any DHS component to which the Contractor products and services are provided/fielded.

The Contractor shall provide documentation and technical assistance to support validation of product and service alignment and compliance with the enterprise architectures of DHS and any

DHS component to which the Contractor products and services are provided/fielded. The

Contractor shall also provide documentation and technical assistance, as required to support insertion of Contractor provided products and services, as directed by DHS and DHS component architecture governance bodies.

The Government will coordinate the details of DHS and DHS component enterprise architecture governance reviews and insertions and will determine requirements for supporting Contractor documentation and technical assistance. Modifications to equipment to ensure TRM compliance is not permitted unless authorized in writing by the IDIQ CO.

8.11 Advertisements, Publicizing Awards and News Releases

Under no circumstances shall the Contractor, or anyone acting on behalf of the Contractor, refer to the supplies, services, or equipment furnished pursuant to the provisions of this contract in any publicity/ news release or commercial advertising without first obtaining explicit written consent to do so from the Contracting Officer. This restriction does not apply to marketing materials developed for presentation to potential Government customers of this contract vehicle.

8.12 Post-Award Conference

The Contractor shall participate in a post-award conference. The Contractor will be notified of the exact time and location of the conference not later than seven calendar days prior to the scheduled date of the conference.

The purpose of the post-award conference is to aid both the Contractor and the Government in achieving a clear and mutual understanding of all contract requirements and identify and resolve potential problems (See FAR Subpart 42.5).

The IDIQ COR is responsible for establishing the time and place of the conference and will notify the appropriate Government representatives and the Contractor. The IDIQ CO will designate or act as the chairperson at the conference. The conference may be conducted at a location within the Washington, D.C. commuting area or via teleconference at the Government’s discretion. The post-award conference will establish work level points of contact, determine the administration strategy, roles, and responsibilities, and other information pertinent to the successful administration of this IDIQ contract.

8.13 Incorporation of Relevant Sections of Contractor’s Proposal

Relevant sections of the price proposal, submitted in response to this solicitation, as revised and accepted by DHS, may be incorporated by reference as if it were incorporated in full text as a special addendum to the contract award. Conflicts or inconsistencies between the contractor’s proposal and other portions of the awarded contract will be resolved by giving precedence to the other portions of the contract. Reference FAR 52.212-5 Contract Terms and Conditions –

Commercial Items (Jan 2014). Commitments undertaken and representations made in the contractor’s incorporated proposal as to performance or other characteristics of the contractor’s offered equipment or services that exceed requirements elsewhere specified in the contract become requirements of the contract, which the contractor is obligated to provide or perform under the terms of the contract.

(End of Chapter B, Section 8)

Basic Handheld RIID Request For Proposal Section 9 – Contract Clauses

SECTION 9 – CONTRACT CLAUSES

9.1 General

The ordering activity may include additional contract clauses in orders, other than those enumerated herein such as (1) option FAR clauses, (2) activity clauses, (3) unreferenced FAR alternate clauses, or (4) order specific clauses as long as they do not conflict with base contract clauses.

9.2 Clauses Incorporated By Reference

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

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

www.acquisition.gov/far.

FAR Clause Number Clause Title and Date

52.212-4 Contract Terms and Conditions – Commercial Items (Sept 2013)

52.225-25

Prohibition on Contracting with Entities Engaging in Certain

Activities and Transactions Relating to Iran—Representation and

Certification (Dec 2012)

52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)

52.232-40 Providing Accelerated Payments to Small Business Subcontractor

(Dec 2013)

52.227-14 Rights in Data – General (Dec 2007) Alt II and Alt V

52.227-16 Additional Data Requirements (June 1987)

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or

Executive Orders -- Commercial Items (Jan 2014)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or

Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)).

____ Alternate I (AUG 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78).

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