HSHQDC-15-R-00089_-_Attachment_J3_-_TER_-_IDIQ_Contract_Deliverables_Mgmt_-_2_0.docx

Areas marked with yellow highlighting must be completed by the Offeror.

HSOAC Technical Execution Requirements (TER) Plan IDIQ Contract Deliverable Management U.S. Department of Homeland Security Science and Technology Directorate

Federally Funded Research and Development Center Program Management Office

DHS User Contracting Officer

(TBD)

Contracting Officer Office of Procurement Operations, STAD

(TBD)

(TBD)@hq.dhs.gov DHS User Program Manager

(TBD)

Director, FFRDC PMO

S&T/FBD/FFRDC PMO

(TBD)

(TBD)@hq.dhs.gov DHS User Contracting Officer’s Representative (COR)

(TBD)

(TBD)

S&T/FBD/FFRDC PMO

(TBD)

(TBD)@hq.dhs.gov DHS User Suitability/Fitness Point of Contact

(TBD)

(TBD)

S&T/FBD/FFRDC PMO

(TBD)

(TBD)@hq.dhs.gov User Badging/Access Point of Contact

(TBD)

(TBD)

S&T/FBD/FFRDC PMO

(TBD)

(TBD)@hq.dhs.gov

HSOAC Task Lead (Completed by Offeror) Insert name Insert title Insert organization Insert phone number Insert email address Terms and Conditions The work in this plan shall be executed under the terms and conditions of contract HSHQDC-##-D-#####.

Task Description The DHS Indefinite-Delivery, Indefinite-Quantity (IDIQ) Contract for the operation of the Homeland Security Operational Analysis Center (HSOAC) Federally Funded Research and Development Center (FFRDC) requires the Contractor (also “the HSOAC Operator”) to develop, deliver, update, and maintain various reports and deliverables unique to the IDIQ and the operation of the FFRDC.

Purpose and Objectives of Task This task order identifies the requirements for the development, delivery, updating, and maintenance of Contract deliverables required for the operation of the HSOAC FFRDC. Issuance of this Technical Execution Requirements Plan is pursuant to the indefinite delivery, indefinite quantity (IDIQ) contract between the Department of Homeland Security (DHS) and the HSOAC Operator.

Expect Outcomes Completion of this work will result in the delivery of high-quality products that will be utilized by the Government and the Contractor for the effective and efficient management, administration, and operation of the FFRDC. As a result of the Contractor’s production of these deliverables:

· The HSOAC operator will have developed and established effective processes and procedures acceptable to DHS for management and execution of quality control, staffing, compensation, and administration of FFRDC research opportunities.

· DHS S&T will be able to anticipate and successfully address challenges and risks to the ongoing execution of FFRDC task orders.

· DHS S&T will receive high-quality documents appropriate for dissemination to internal and external third parties to: 1) provide general information on the FFRDC’s capabilities, and 2) facilitate the award and administration of FFRDC task orders.

Scope HSOAC shall perform the following tasks.

0. Management Plan [Offeror to Complete STE: x.xx] The Contractor shall update and maintain the Management Plan required by the IDIQ Contract that describes how it intends to operate the HSOAC FFRDC as a trusted agent on behalf of DHS.

Revisions and updates to the Management Plan and its constituent sections, i.e. the Staffing Plan, Compensation Plan, and Quality Control Plan, etc., are due annually throughout the performance of the Contract in coordination with the PMO. Revisions may be directed and/or initiated by the PMO at any time during the performance of the Contract, but shall occur no less frequently than annually to ensure consistency with the DHS’s mission and philosophy. Final approval of the Management Plan is at the sole discretion of the PMO and the S&T Contracting Officer (CO).

As part of its management of the FFRDC, the Contractor shall develop and deliver a set of materials designed to inform various parties (e.g., DHS components, members of the homeland security enterprise, and other government entities) of the FFRDC’s capabilities and areas of expertise. These materials shall be informational in nature and shall not suggest DHS’s endorsement of the Contractor’s services, or those of the Parent Institution. The FFRDC PMO will review these materials and request updates or revisions as necessary to accurately convey the FFRDC’s capabilities. The FFRDC PMO is the only party authorized to disseminate the materials to internal and external parties on the FFRDC’s capabilities and methods for engaging the FFRDC’s services.

0. Contract Status Report [Offeror to Complete STE: x.xx] The Contractor shall provide a Contract Status Report (CSR) that documents 1) the Contractor’s new task order awards the FFRDC has received, 2) modifications to existing task order awards the FFRDC has received, 3) task order projects that ended during the reporting period, and 4) Contract ceiling tracking metrics. The report must be delivered to the S&T CO and COR by the 15th calendar day of each month comprised of activity from the previous month.[footnoteRef:1] [1: For example: The report due February 15th is to cover the activity – new task orders awarded and new modifications received - for the period January 1st through January 31st.]

The report must include the following information for each order:

· Task Order Procurement Instrument Identifier (PIID, also “contract number”)

· Modification number (if a modification to an existing order)

· Issuing entity

· CO name

· COR name

· Total order price

· If incrementally or fully funded

· Order period of performance (inclusive of any options)

· Any order identifier information assigned within the FFRDC Operator’s organization (e.g., project identification number, portfolio number, task ID, etc.)

· Stoplight-based chart for each task order depicting status of the following items:

· Cost/Order funding remaining

· Project schedule

· Technical Execution If there is no activity during the reporting period, “no activity” shall be annotated in the monthly report and submitted. The CSR shall be provided in Microsoft Excel format, as specified in Section J. in accordance with the instructions and example provided within the spreadsheet. A finalized version of the report template will be provided with instructions upon award.

The CSR shall include a listing of any and all documents being circulated for public release to include 1) intended use upon public release, 2) task order number that generated the product under public release consideration/review, and 3) status of public release clearance/review.

0. Intellectual Property Report [Offeror to Complete STE: x.xx] The FFRDC Operator shall provide an Intellectual Property Report (IPR) detailing any and all intellectual property[footnoteRef:2] it has generated as a result of its work as DHS’s FFRDC. This report must be delivered quarterly to the S&T CO and COR by the 15th calendar day of the third month of the quarter. The IPR will be comprehensive in that it will be continually added to and will include old and new information upon each delivery. At the end of the COP, the Contractor shall provide a final IPR that details all intellectual property generated throughout the COP. [2: Intellectual property (IP) refers to creations of the mind, such as inventions; literary and artistic works; designs; and symbols, names and images used in commerce.]

0. Tactical Project Reporting [Offeror to Complete STE: x.xx] The PMO, in consultation with the S&T CO, may periodically select projects (including Component-issued tasks orders) being performed by the HSOAC FFRDC operator for review and further consideration to assess various aspects of the operator’s performance and the project’s value. A list of projects selected for review will be provided to the HSOAC FFRDC operator by the PMO not less than quarterly. If a Component-issued task order is selected, the Component may be included as part of PMO review team. Tactical Project Reviews may consist of one or more of the following, and will be based on an initial status report provided by the Contractor for tactical projects identified by the Government:

The results of Project Reviews will be further documented in the Government’s Annual Reports and the FFRDC Comprehensive Review and may also be provided to the FFRDC Advisory Group and the HSOAC FFRDC operator.

Commencing with the first physical completion of a tactical project task order (TO), the Contractor must prepare and submit a Task Order Closeout Report on a quarterly basis. The report shall provide an update of closeout status of all TOs that are physically complete including if final indirect rates have been received, if and when a final payment voucher has been submitted, and the date final closeout of a TO was completed. The report shall be submitted via e-mail to the DHS S&T CO and COR and shall be updated on a quarterly basis.

0. Kick-off Meeting [Offeror to Complete STE: x.xx] Per Section C.1.9.3. of the IDIQ Contract, the FFRDC Operator is required to prepare a project kickoff briefing for any awarded project. For this project, the Kick-off Meeting will encompass this Task Order, and the overall IDIQ Contract. The briefing shall be conducted by the FFRDC operator’s staff responsible for the technical execution of this project and the IDIQ Contract, with the COR and Contracting Officer in attendance. The briefing shall be held within the first thirty (30) days of contract performance at a time and place mutually agreeable to the parties.

Anticipated Resource Requirements None.

1. Travel Travel on the order 0 CONUS and OCONUS trips for all travelers over a combined total of 0 workdays may be necessary to meet and coordinate interagency exchanges of information on this task. HSOAC shall provide trip reports, if requested, to the Task Order COR for all non-local travel within 30 days of completion of travel.

Table 1. Long Distance Travel

N/A

The DHS Task User must approve all foreign travel. Advance notice for all foreign travel must be provided in accordance with the user’s policies and regulations. HSOAC must notify the DHS Task Order COR before arrival of visitors from foreign countries.

Travel, including local non-commuting travel, shall be reimbursed in accordance with the Federal Travel Regulation. Daily commuting costs shall not be reimbursed. Long-distance travel not specified in the plan must be pre-approved by the Task Order COR.

Place of Performance HSOAC will generally perform the work at HSOAC facilities. HSOAC may also perform work at a federal government facility designated by DHS. The location of the federal government facility where work will be performed is 1120 Vermont Ave. NW, Washington DC, 20005. The location of the contractor facility where work will be performed is TBD.

DHS Furnished Information

a) DHS will provide unique information, materials, and forms to the Contractor as specified under this task order. Such DHS provided information, materials, and forms shall remain the property of DHS, unless otherwise indicated in writing by DHS, and may not be distributed beyond the FFRDC's project performers without DHS's prior written permission.

b) The DHS COR identified in this task order will be the point of contact (POC) for identifying required information to be supplied by DHS.

c) DHS will provide guidelines to the FFRDC to use in preparing any documentation (e.g., report deliverables or Task Order Status Reports).

d) The following government furnished information (GFI) will be supplied by the task user:

a. N/A Total Estimated Costs The Government’s total estimated STE amount for this effort is: 1.13 Deliverables (Initially Completed by User. Final items may be modified by Offeror pursuant to their proposed Technical approach) HSOAC will prepare the following deliverables (predicated in calendar days) according to the table below, and the most current Project Management Plan (PMP), as approved by the DHS Contracting Officer or COR.

Table 2: Deliverables

Contractor

HSOAC shall provide all formal deliverables to the DHS FFRDC Program Management Office (PMO), COR, and CO.

Unless specifically noted in Table 1, all final versions of deliverables listed in Table 1 are approved for distribution in accordance with the following selection:

Period of Performance The period of performance is twelve (12) months from date of task order award.

Rejection of Deliverables The DHS Contracting Officer or authorized representative (e.g., COR) shall evaluate each deliverable and determine acceptability of services performed and products delivered (e.g., reports, briefings, software). The Contracting Officer or authorized representative requires a period not to exceed thirty (30) calendar days after receipt of final deliverable items for inspection and acceptance or rejection unless otherwise specified. In the event that no comments are provided by the Contracting Officer or authorized representative within 30 calendar days, the final document will be considered accepted unless otherwise specified in a written notification from the CO.

Change in Technical Direction Technical direction regarding this effort may only be provided to the FFRDC by the DHS Contracting Officer or authorized representative (e.g., COR) acting within the scope of their authority.

Monthly Program Status Report.

The Task Order COR shall approve payments and report any discrepancies to the HSOAC task lead within five calendar days of receipt of the Monthly Program Status Report. Failure to do so may result in penalties under the Prompt Payment Act that will be charged against the task.

Security Requirements.

All work performed under this TER is Sensitive but Unclassified unless otherwise specified by DHS. This task order will require access to the following information (check all applicable boxes):

Classified material will not be generated by HSOAC as a result of the ensuing task order.

Classification Guide: N/A

1. All unclassified “For Official Use Only” (FOUO) work is expected to occur at the “medium” level per the National Institute of Standards and Technology (NIST) 800-60 (Federal Information Processing Standard (FIPS) Security Categorization) and the Federal Information Security Management Act (FISMA). Any work at the “high” FOUO level per the FISMA, or any work at the classified level, shall be performed on a stand-alone computer system accredited in accordance with the FISMA and applicable DHS policies.

The HSOAC shall comply with all requirements of the Protected Critical Infrastructure Information (PCII) Program set out in the PCII Act, in the implementing regulations published in the Interim Rule, and in the PCII Procedures Manual as they may be amended from time to time, and shall safeguard PCII in accordance with the procedures contained therein.

The HSOAC shall ensure that each of its employees, consultants, and subcontractors who work on the PCII Program have executed non-disclosure agreements (NDAs) in a form prescribed by the PCII Program Manager. The HSOAC shall ensure that each of its employees, consultants and subcontractors has executed a NDA and agrees that none of its employees, consultants or sub-contractors shall be given access to PCII without having previously executed a NDA.

If classified work is required under this Task Order, the Task Order COR shall provide specific guidance to HSOAC as to which work will be conducted in a classified manner and at which classification level. If such DHS-guidance conflicts with other applicable guidelines (e.g., DOE, DOD, etc.), HSOAC shall adhere to the more stringent guidelines as determined by the Task Order COR and DHS FFRDC PMO Director. HSOAC shall also adhere to other applicable government orders, guides, and directives pertaining to classified or confidential work.

a. No safeguarding/storage needed at HSOAC.

b. Classified work will be performed at the following federal government location(s):

Table 1. Federal Classified Work Locations N/A

Technical Approach/Analytic Methodology (Completed by Offeror.)

The Focus Areas tie to the QHSR Mission Areas with associated STE allocations are outlined in Table 4.

Table 4. Focus Areas to the QHSR Mission Areas Relationship Matrix

QHSR Missions

At the intersection of the appropriate HSOAC Focus Area row and QHSR Mission Area column, enter a numeric value for the level of effort in terms of STEs

Mission 1: Prevent Terrorism and Enhance Security Mission 2: Secure and Manage Our Borders Mission 3: Enforce and Administer Our Immigration Laws Mission 4: Safeguard and Secure Cyberspace Mission 5: Strengthen National Preparedness and Resilience Maturing and Strengthening Homeland Security

HSOAC Focus Areas

This section describes HSOAC’s independent technical approach and methodology or solution to address the task requirements stated in section 5. [Offeror to complete the following sections.]

Deliverables HSOAC will complete a Report Documentation Form (SF 298) for each deliverable.

Constraints/Assumptions (Completed by Offeror) List all constraints and assumptions relevant to the successful performance of this task.

Other Contract Details

1. FFRDC Personnel.

Personnel provided by HSOAC will have the skills and technical background necessary to successfully complete the tasks described in this plan. HSOAC will implement and manage the technical approach, organizational resources, management, and quality controls to be employed to meet the cost, performance and schedule requirements throughout task order execution.

1. Food and Drink.

HSOAC will not charge any expense for food, snacks, or drink as part of holding task related meetings, conferences, or gatherings; however, this prohibition does not prevent the contractor from charging meals and incidental expenses as part of authorized travel expenses.

1. Meetings and Workshops.

All necessary conference approvals should take place prior to HSOAC's attendance at any conference in support of the sponsoring component. The component user should follow the conference approval process per the guidance set-forth under DHS Financial Management Policy Manual (FMPM Section 7.10) and any component-specific policies and procedures and provide a copy approval(s) to HSOAC.

HSOAC may interview and conduct workshops of recognized subject-matter experts, including non-federal experts, to gather the expert’s individual knowledge and experience regarding the current state of the art of the technical issues relating to this task, and to foster the building of a long-term collaboration between the individual subject matter experts and HSOAC on the issues relating to the experts’ areas of expertise. The workshops or other interaction with non-Federal experts will be for the purpose of collecting the views of the individual experts, not to result in a consensus of those experts. HSOAC will produce an objective assessment on the technical merits of the data and/or experts’ views espoused in these meetings; and include an evaluation of the strengths and weaknesses of the various discussion points provided by individuals.

HSOAC may organize meetings/workshops related to the task with federal officials on behalf of the user; however, federal government personnel will approve the agenda and will chair any federal intra-agency/inter-agency meetings. HSOAC will produce an objective assessment on the technical merits of individual and any consensus findings and recommendations discussed in these meetings; and include an evaluation of their strengths and weaknesses of the various discussion points.

1. Inherently Governmental Functions.

In accordance with Federal Acquisition Regulation (FAR) 7.503(c)(20) and Homeland Security Acquisition Manual 3037.103(e), HSOAC will not be utilized to draft Congressional testimony, responses to Congressional correspondence, or agency responses to audit reports from the Inspector General, the Government Accountability Office, or other Federal audit entity. Furthermore, in accordance with FAR 7.503(c)(12)(ii), HSOAC employees, subcontractors, and/or consultants will not be voting members on any DHS source selections. When applicable, FAR clause 52.203-16, “Preventing Personal Conflicts of Interest,” as included in the IDIQ contract, will apply to this task order.

1. Out of Scope Work. The following types of work are out of scope for HSOAC to perform:

· Performance of any services and functions as defined under FAR Subpart 7.5 -“Inherently Governmental Functions,” specifically subparts 7.503 (a), (b) and (c).

· Performance of any SETA type work, particularly where such work is directly for staff augmentation and of a general support nature where the specific type and quantity of deliverables are undefined.

· Performance of any budgetary and/or financial analysis to include preparation of any Independent Government Cost Estimates (IGCEs).

· Participation in any Source Selection Evaluation or any other membership body where voting and/or ranking of proposals will lead to a subsequent monetary or contract award. HSOAC may provide independent technical evaluation of proposals in support to a Source Selection Evaluation body but may not provide any ranking, voting or other assigned ordering or selection criteria other than commenting on the technical merit of a particular proposal or proposal section(s). Use of HSOAC in evaluating an offeror’s proposal MUST BE DISCLOSED IN THE SOLICITATION OF PROPOSALS and the offeror(s) given the opportunity to affect non-disclosure agreements and/or withdraw their offer(s), otherwise HSOAC may not participate.

· Development of any training curriculum, training materials, online training systems, conducting training or facilitating training sessions. Initial training associated with transfer of skills for operation and maintenance of a prototype or other HSOAC developmental first article or unit for testing is acceptable as long as such training is non-recurring (i.e. train the trainer) and is not intended to be part of a formal established training program.

· Software and/or hardware development or other manufacturing unless such development is associated with a prototype demonstration or other proof of concept system and not intended to be a permanent solution or in response to formal requirements.

1. Publications and Communications Concerning Work Performed Under This Plan.

HSOAC will mark all technical data or computer software pursuant to the terms of the base contract. This will include, for copyrighted works, an appropriate notice acknowledging DHS’s sponsorship of the work (see below) and license rights and the appropriate copyright notice.

1. Acknowledgement.

HSOAC will include the following acknowledgement in any technical document that is produced from DHS funding: “The U.S. Department of Homeland Security (DHS) is acknowledged as the sponsor of this work.”

HSOAC may be called upon to review its own or the work of an affiliated entity. When HSOAC has knowledge such a case exists, HSOAC will notify the government Program Manager and Contracting Officer and provide a mitigation plan or other action directed by the Contracting Officer.

When meeting with non-federal experts and representatives, HSOAC in its role as the contracted manager and operator of the HSOAC will not represent or speak for DHS.

DHS Furnished Facilities, Supplies and Services If work at DHS S&T is necessary for the services being performed under this TEP, such facilities will be provided at offices in the Washington, D.C metropolitan-area. Parking facilities are not provided. Basic facilities such as work space and associated operating requirements (e.g., phones, desks, utilities, desktop computers, and consumable and general purpose office supplies) will be provided to HSOAC personnel.

DHS Furnished Property

a) Additional DHS property will not be provided to the HSOAC unless otherwise agreed. All DHS furnished property must be incorporated into each task order, if applicable. In such cases, the HSOAC shall maintain property records and a disposition of the property must be completed at the end of the associated task order.

b) Before purchasing any individual item equal to or exceeding $5,000 that is required to support technical tasks performed pursuant to this task order, that has not already been accepted by the Government with the issuance of the task order, the HSOAC shall obtain the DHS Contracting Officer’s, or DHS COR’s, prior written consent. HSOAC shall maintain any such items according to the contract property accountability procedures.

c) All DHS/GFP (IT equipment, building passes etc.) must be returned at the conclusion of the task order in accordance with component’s procedures.

d) If any GFP is not returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, and the last known location of property. Contractors who lose a badge will be required to fill out an additional lost badge form.

Federal Acquisition Regulation 52.204-2 Security Requirements (AUG 1996)

(a) This clause applies to the extent that this contract involves access to information classified “Confidential,” “Secret,” or “Top Secret.”

(b) The Contractor will comply with—

(1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); and

(2) Any revisions to that manual, notice of which has been furnished to the Contractor.

(c) If, subsequent to the date of this contract, the security classification or security requirements under this contract are changed by the Government and if the changes cause an increase or decrease in security costs or otherwise affect any other term or condition of this contract, the contract will be subject to an equitable adjustment as if the changes were directed under the Changes clause of this contract.

(d) The Contractor agrees to insert terms that conform substantially to the language of this clause, including this paragraph (d) but excluding any reference to the Changes clause of this contract, in all subcontracts under this contract that involve access to classified information.

(End of Clause)

Distribution is authorized to U.S. government agencies only. Contains information that may be exempt from public release under the Freedom of Information Act. Before this TER is released to the public, approval is required by the Department of Homeland Security Directorate of Science and Technology.

TER Template v.1.2 Updated: 24 July 2015