Combined_Synopsis-Solicitation_HSHQDC-17-Q-00457_Package.pdf

Combined Synopsis/Solicitation Request for Quotation (RFQ) HSHQDC-17-Q-00457

DEPARTMENT OF HOMELAND SECURITY (DHS)

OFFICE OF HEALTH AFFAIRS (OHA)

Mindfulness Training Program

This is a Combined Synopsis/Request for Quotation (RFQ) to acquire Mindfulness Training Services for the Department of Homeland Security (DHS) Office of Health Affairs (OHA) in accordance to the attached Performance Work Statement (PWS).

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

The Government intends to award a Firm Fixed Priced (FFP) Purchase Order.

(ii) This solicitation, HSHQDC-17-Q-00457, is being issued as a Request for Quotation (RFQ).

(iii) Provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-95 are incorporated into this RFQ.

(iv) This solicitation is unrestricted. The associated North American Industry Classification System (NAICS) code is 611430, Professional and Management Development Training.

(v) The Contract Line Item Numbers, Items, Quantities, and Units of Measure (including options) are listed in Attachment 4 – Price Schedule.

(vi) The Purchase Order shall provide for Mindfulness Training Services in accordance with Attachment 1 – Performance Work Statement (PWS).

(vii) The period of performance will be 12 months from date of award with one 12-month option period

(viii) The place of performance may include DHS facilities including training academies, retreat centers, and/or the Contractor’s facilities.

Response Due Dates:

Questions in response to this combined synopsis/solicitation are due at 4:00 pm Eastern Time on September 13, 2017.

Quotations in response to this combined synopsis/solicitation are due at 4:00 pm Eastern Time on September 20, 2017.

Attachments:

Attachment 1 - Performance Work Statement Attachment 2 – Quotation Submission Instructions Attachment 3 – Clauses Attachment 4 – Price Schedule Attachment 5 - Past Performance Questionnaire Attachment 6 – Question and Comment Template

Attachment 1 - Performance Work Statement (PWS) Request for Quotation (RFQ): HSHQDC-17-Q-00457

DEPARTMENT OF HOMELAND SECURITY (DHS)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Mindfulness Training

1.0 Authorities

⁻ Title 5 United States Code, § 7901, Health Service Programs.

⁻ B. Executive Order 13266, "Activities to Promote Personal Fitness,” June 20, 2002.

⁻ C. U.S. Office of Personnel Management Health Services Handbook, Chapter 2, "Providing Physical Fitness Programs.”

⁻ D. DHS Directive 254-07, "Workforce Health and Wellness Program," August 22, 2016.

⁻ E. DHS Instruction 254-07-001, "Workforce Health and Wellness Program," August 24, 2016.

⁻ DHS Headquarters Workplace Health and Wellness Guidelines (April 2017, including mind-body activities).

⁻ Department of Homeland Security FY 2014-2018 Strategic Plan Goal Five to “Ensure

Readiness of Front Line Operators and First Responders.”

1.1 BACKGROUND

The U.S. Department of Homeland Security (DHS) secures the nation’s borders, provides protection to internal and external threats, maintains infrastructure resilience, and responds to natural and intentional disasters. Ensuring the psychological health and resilience of DHS employees is a critical part of the Department’s mission. The women and men who comprise the workforce routinely encounter physical and psychological threats that can negatively impact their health and cause decrements in performance. The ability to withstand, recover and potentially grow in the face of acute and chronic stressors is considered the hallmark of the term “resilience.” Research suggests that workplace based interventions designed to enhance skills related to resilience and performance leads to a healthier and mission ready workforce.

A rapidly growing body of research substantiates evidence for inclusion of mindfulness based approaches as a means to increase resilience, health and performance. The term mindfulness was defined by renowned professor of medicine Jon Kabat-Zinn of the University of Massachusetts Medical School as paying attention, on purpose, in the present moment, nonjudgmentally.

Mindfulness is further considered both a process and a skill in which one develops the capacity to bring the “wandering mind” to the present experience without judgement and reactivity. Skills development associated with mindfulness training include the ability to respond versus react, ‘letting go’ of past negative events, and increased attention and focus in one’s present experience with self and others.

Two decades of empirically based research in both healthy and clinical populations, including military, special operations, professional sports, schools, businesses, and law enforcement, have demonstrated the efficacy of mindfulness in reducing psychological stress, symptoms associated with clinical mental health conditions, and shown efficacy to increase work and sport performance, prepare military service members for deployment, enhance psychological well-being, positive coping skills, hope, empathy, self-compassion, sleep, and emotional and physiological regulation.

1.2 SCOPE

The scope of this PWS encompasses mindfulness training services for DHS personnel and key stakeholders that support the DHS mission. The specific mindfulness programs include performance, stress reduction, leadership, EMS, law enforcement and compassion. The scope of this effort also includes training selected DHS personnel in mindfulness (train the trainer), preparing and presenting mindfulness presentations, and conducting program/training outcome evaluation to determine efficacy.

1.3 OBJECTIVE

The Office of Health Affairs Behavioral Health Branch is seeking a program to deliver mindfulness training to DHS personnel and key stakeholders that support the DHS mission. The program shall include mindfulness specific programs and training cababilities in the following distinct areas: performance, stress reduction, leadership, EMS, law enforcement and compassion and deliver the training in-person and through technology. The program shall also train and certify selected DHS personnel in mindfulness as a means to develop scalability and sustainability of this intervention. Finally, the program shall conduct program/training outcome evaluation in order to determine efficacy.

The aforementioned initative aligns with the Office of Health Affairs Behavioral Health Branch’s mission to enhance psychological health and resilience and operational framework--a prevention psychological model with an emphasis on evidence-based prevention practices and health promotion interventions to advance DHS health and well-being at individual and systemic levels. This framework incorporates elements of the Kaplan and IOM/NAS models of prevention (i.e. primary, secondary, tertiary and universal, selected, indicated) and theories for behavior change (e.g. Transtheoretical Model). Optimal psychological health and fitness is viewed as critical to DHS personnel’s resilience, performance and readiness.

Primary goals include reducing stress, enhancing psychological health, resilience, mindfulness, attention and performance. The Mindful Attention Awareness Scale (MAAS) and Five Facet Mindfulness Questionnaire (FFMQ) are measures for consideration along with general well-being and stress and performance instruments.

1.4 PERFORMANCE REQUIREMENTS SUMMARY

This Contract includes a Performance Requirements Summary (PRS) at PWS 10.0. The PRS plays an integral role in the administration of the Contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the Contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the file://hqnas/SHARED/G-A/G-ACS/CAAT%20Team/TOOLBOX/SCOPE%20PARAGRAPHS.doc

COR. The PRS constitutes a material aspect of the Contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall provide the following:

2.1 Ability to deliver 2 to 4 hour introduction to mindfulness courses, 1 to 2.5 day courses for immersion training plus weekly booster sessions (via technology) and 2 hours per week/8 week courses for traditional based mindfulness training.

2.2 Course content, delivery method and duration shall be in a format relevant to the particular DHS component population or occupational group.

2.3 Courses shall be availabile for in-person, technology based and combined methods of delivery.

2.4 There shall be at least one instructor per class; and preferably two instructors per intensive training class. Instructors shall be on time and prepared for class. Class size shall not exceed 25 participants.

2.5 Mindfulness programs shall include performance, stress reduction, leadership, EMS, law enforcement and compassion.

2.6 Ability to deliver intensive training to train DHS Personnel to deliver mindfulness training (train the trainer model). Pre-selected DHS personnel shall receive an intensive training program leading to competence and certification in mindfulness training to develop both scalability and sustainability of the program.

2.7 Conduct program/training outcome evaluation utilizing validated mindfulness, resilience and health instruments to determine the efficacy of the training, while ensuring independence and corroboration of results

2.8 Assist OHA Behavioral Health Branch in socializing the concept and benefits of mindfulness along with the branch’s model of health and performance. This shall entail both developing and presenting to DHS components on the benefits of mindfulness.

2.9 Provide training materials tailored for each course. Contractor is responsible for getting all training materials to the training locations before classes start.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Program and Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this

PWS.

• Experience providing mindfulness training to law enforcement, EMS, high performing athletes, management/leaders, and government personnel

• Experience providing mindfulness training in the following domains: performance, law enforcement, leadership, stress reduction and compassion

• Experience training and certifying individuals to provide mindfulness training within their organizations or to their clients

• Experience conducting outcome evaluation and mindfulness research

3.2 Employee Identification

Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.3 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security’s established rules, regulations and policies concerning safety and security.

3.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the Contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this PWS.

Contractor personnel performing work under this contract may be required to obtain a contractor suitability screening. DHS Form 11000.25 Contractor Suitability Screening Request will be initiated at time of award. The OHA/BHB Program Office (PMO) will coordinate with components to gain entrance into the Government facilities as required for any training that may take place at a Government facility.

4.2 PERIOD OF PERFORMANCE

The period of performance for this Contract is one year from the date of award with one 12-month option period.

4.3 PLACE OF PERFORMANCE

The place of performance may include DHS facilities including training academies, retreat centers and/or the Contractor’s facilities.

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 8am and 5pm ET, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS. Any work performed outside of normal business hours and on weekends and Federal holidays must be approved by the COR prior to any work being performed.

Federal Holidays include the following:

- New Year's Day - 1 January

- Martin Luther King's Birthday - Third Monday in January

- President's Day - Third Monday in February

- Memorial Day - Last Monday in May

- Independence Day - 4 July

- Labor Day - First Monday in September

- Columbus Day - Second Monday in October

- Veterans Day - 11 November

- Thanksgiving Day - 4th Thursday in November

- Christmas Day - 25 December

- Any day specifically declared by the President of the United States of America as a national holiday.

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies.

No work shall be performed by Contractor personnel on Government facilities on Federal holidays or other non-work days, or in the case of a pandemic or other emergency/unforeseen situation, such as an epidemic, natural disaster, early closing or delayed opening of the government, as well as a government shut down without prior written approval of the COR.

4.5 TRAVEL

Contractor travel shall be required to support this requirement. A not-to-exceed travel ceiling shall be identified under the Travel CLIN on the contract.

All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulation (FTR).

The Contractor shall be responsible for obtaining the Contracting Officer’s Representative’s (COR) approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event. The locations and durations of this travel will be determined as needed by the Government. All reimbursements for travel related expenses, including but not limited to, airfare, lodging, meals, rental cars, and incidental expenses incurred by the contractor to perform specific tasks required shall be made in accordance with the FTR and FAR Part 31.205-46. Airline travel expenses will be reimbursed for airfares booked at the lowest customary standard coach or equivalent airfares offered during normal business hours in accordance with FAR 31.205-46(d).

All travel shall be subject to the prior approval of the COR.

The Contractor shall provide a Trip Report for each trip associated with a travel approval. The Contractor shall maintain a summary of all approved travel, to include at a minimum, the name of the traveler, location of travel, duration of trip, and the total cost of the trip.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer, the COR and program office (BHB) no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and Contracting objectives of this Contract. The Post Award Conference will be held at the Government’s facility, located at 1120 Vermont Avenue, Washington DC or via teleconference.

4.7 PROGRESS REPORTS

The Project Manager shall provide a report within one-week following the conclusion of each training. This report shall include a summary of the Contractor work performed during the class and any highlights or issues identified by personnel receiving the training.

4.8 PROGRESS MEETINGS

The Trainer shall be available to meet with the COR and program manager upon request to present class curriculum and materials, exchange information, and resolve emergent issues.

These meetings shall take place telephonically.

4.9 PROGRAM REVIEWS

The contractor shall attend two Program Reviews annually, either telephonic or in the Washington, DC area. The contractor shall coordinate the schedule, agenda, and attendee list with DHS. DHS will conduct the meeting and the contractor shall record the meeting minutes and deliver them to DHS within 10 days. The contractor will present the cost, schedule, and performance of contract deliverables. The program reviews may review specific topics and issues as requested by DHS.

4.10 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.11 PROTECTION OF INFORMATION

4. 11.1 Applicable to the clauses included in the award, Contractor access to information protected under the Privacy Act is required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.11.2 Contractor access to DHS IT systems is not required under this PWS.

4.12 INTELLECTUAL PROPERTY

This solicitation will result in the award of a contract that is critical to the mission of DHS’s Office of Health Affairs and has, therefore, been designed to assure Government control over all data first produced or used in the performance of the resulting contract. The resulting contract will provide the Government with unlimited rights in all data first produced in the performance of the contract.

The model contract provisions require periodic delivery of source code, executable code, and software documentation used in conjunction with the program evaluations. It further will involve the Government in the design of any modifications or upgrades to the software systems used for evaluation purposes. The system must be maintained, archived, documented both technically and from an intellectual property standpoint in such a way that one skilled in the art of computer programming could seamlessly take over responsibility for the continued development of the system.

5.0 GOVERNMENT ACRONYMS

5.1 COR - Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

5.3 OHA – Office of Health Affairs

5.4 WHMS – Workforce Health & Medical Support

5.5 BHB – Behavioral Health Branch

6.0 GOVERNMENT FURNISHED RESOURCES

The Government reserves the right to furnish Government Equipment or Property. The Government will furnish training space when the place of performance is a Government facility.

DHS property will not be provided to the Contractor unless agreed in the contract under the PWS. In such cases, the COR shall maintain property records. Before purchasing any individual item equal to or exceeding $5,000 that is required to support technical tasks performed pursuant to this PWS, the Contractor shall obtain the CO, COR, and Program Manager’s prior written consent. The Contractor shall maintain any such items according to the contract property accountability procedures.

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish training space when the place of performance is not at a Government facility. The Contractor shall furnish all materials, equipment and services necessary to fulfill the requirements of this Contract.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the Contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have 3 business days to review deliverables and make comments. The Contractor shall have 3 business days to make corrections and redeliver.

9.0 DELIVERABLES

DELIVERABLE TITLE DUE DATE/ FREQUENCY RECEIVING PARTY(s) Draft of Training Materials Draft training materials due 15 days after award for COR review COR/Project Manager

Mindfulness Training Estimate 20-25 training classes, dates and locations to be coordinated with COR:

COR/Project Manager

a) 2-4 hour introduction courses

b) 1-2.5 day immersion courses (with weekly booster)

c) 2 hour per week/8 week long traditional courses

Mindfulness Train the Trainer

Estimate 5-7 DHS Personnel Trained (intensive training) dates and locations to be coordinated with

COR

COR/Program Manager

Presentations for Socializing Mindfulness

Estimate 5 Presentations, dates and locations to be coordinated with

COR

COR/Program Manager

Instrument scores and evaluation feedback

NLT 21 days after training conclusion

COR/Program Manager

Overall program evaluation and training efficacy

NLT 3 months after final training COR/Program Manager

10.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column.

The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output.

The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

ServicOutput Standard AQL Method of

Inspection Negative Incentive

Trainer thoroughly understands and fluent with curriculum material.

Trainer is knowledgeable and experienced in teaching mindfulness specific programs to the targeted audience.

100% 100% Inspection Unsatisfactory Past Performance

11.0 CONTRACT ADMINISTRATION

11.1 Procedures for Payment

Invoices will be submitted on a monthly basis. Invoices shall be paid in accordance with the Prompt payment Act, thirty (30) calendar days following receipt of a proper invoice.

Invoices must be submitted as directed on the face of the contract award. An electronic copy of the invoice shall be submitted to the OHA Payment Office (InvoiceOHA.Consolidation@ice.dhs.gov), the CO and the COR. If it is determined that the amount billed is incorrect, the invoice may be revised by the Government, or the Contractor may be required to submit a revised invoice.

To constitute a proper invoice, each invoice must include the following information and/or documentation:

1. Name, address, Tax ID number, and telephone of the Contractor

2. Date of invoice and invoice number

3. Order number; also modification number, if applicable; and contract number and its modification, if applicable

4. Description of the supplies/services rendered (including hours incurred and billing rate, if applicable to the Order) and the dates of performance

5. A schedule depicting the following information by order:

Amt. Invoiced Cumulative Authorized Balance This Period Amt. Invoiced Value of Order of Order

6. Name of Contracting Officer Representative (COR)

7. Travel (legible receipts)

8. Signature of authorized representative of the firm with the following invoice certification:

“The undersigned hereby certifies to the best of my knowledge and belief that the sum claimed under this contract is proper and due, and all the costs of contract performance have been paid, or to the extent allowed under the applicable payment clause, will be paid by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and amounts involved are consistent with the requirements of this contract.”

BY:

TITLE:

DATE:

11.2 Payment Schedule and Invoice Submission (Fixed Price)

(a) General. The Government shall pay the contractor as full compensation for all work required, performed and accepted under this contract, inclusive of all costs and expense, the firm fixed- price stated in the Price Schedule of this Task order.

(b) Payment Schedule. Payment of the contract price will be made upon completion and acceptance of each CLIN unless a partial payment schedule is included below:

(c) Submission of Invoices. Invoices shall be submitted as specified in the task order. To constitute a proper invoice, the invoice must include all items required by FAR clause 52.232- 25, "Prompt Payment." To assist the Government in making timely payments, the Contractor is also requested to include on each invoice the appropriation number shown on the contract award document.

(d) Contractor Remittance Information. The contractor shall provide the payment office with all information required by FAR clause 52.232-33, "Mandatory Information for Electronic Funds Transfer Payment," 52.232.34, "Optional Information for Electronic Funds Transfer Payment," or other supplemental information (contracts for commercial services) as applicable

11.3 POINTS OF CONTACTS AND RESPONSIBILITIES

The following describe the roles and responsibility of individuals who will be the primary points of contact for the government on matters regarding task order administration as well as other administrative information. The government reserves the right to unilaterally change any of these individual assignments at any time.

Contracting Officer (CO) Jennifer D’Addio DHS, Office of Procurement Operations Domestic Nuclear Detection Office and Office of Health Affairs Acquisition Division Tel: 202-254-8988 E-mail: Jennifer.daddio@hq.dhs.gov

Contract Specialist (CS) Christiane Schmidt DHS, Office of Procurement Operations Domestic Nuclear Detection Office and Office of Health Affairs Acquisition Division Tel: 202-254-8863 E-mail: Christiane.schmidt@hq.dhs.gov

Contracting Officer Representative (COR)

TBD

Program Office Tel: 202-xxx-xxxx E-mail:

The CO, within its authority, may designate in writing one or more government employees, by name and position title, to take action for the contracting officer under this task order. Each designee shall be identified as a COR.

The COR will represent the CO in the administration of technical details within the scope of the task order. The COR is also responsible for the final inspection and acceptance of all task order deliverables and reports, and such other responsibilities as may be specified in the task order.

The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the CO or the government. The COR does not have authority to alter the contractor’s obligations or to change the task order specifications, price, terms, or conditions. If, as a result of technical discussions, it is desirable to modify task order obligations or the specification, changes will be issued in writing and signed by the CO. The COR will be assigned in writing by issuing a formal appointment letter from the CO.

HSHQDC-17-Q-00457

Attachment 2 – Quotation Submission Instructions

Quotation Submission Instructions

RFQ # HSHQDC-17-Q-00457

Mindfulness Training

The Department of Homeland Security (DHS) has a requirement to obtain mindfulness training services for DHS personnel and key stakeholders that support the DHS mission. The specific mindfulness programs include performance, stress reduction, leadership, EMS, law enforcement and compassion. The scope of this effort also includes training selected DHS personnel in mindfulness (train the trainer), preparing and presenting mindfulness presentations, and conducting program/training outcome evaluation to determine efficacy.

The Government anticipates awarding a firm fixed price commercial purchase order under North American Industry Classification System (NAICS) code 611430, Professional and Management Development Training on an unrestricted basis in accordance with the Federal Acquisition Regulations (FAR) Par 12. The period of performance of this order will be one year from date of award with a one year option period.

Vendor selection for this acquisition will be made on a best value trade off basis. Vendors are strongly encouraged to submit their best quotations. The Government intends to evaluate quotations and make award on the basis of initial quotations; vendors are therefore cautioned that each initial quote should contain the vendor’s best terms from a technical and price standpoint.

The Government may, however, request revised quotations from only those vendors submitting the most highly rated quotations; and, the Government may reduce the number of quotations considered for purposes of efficiency in order to permit an efficient competition among the most highly rated quotations.

Submission Instructions

Vendors shall submit quotations in response to this RFQ in two separate volumes, detailed below. Each volume shall be within the page limitations set forth below. The pages of each volume shall have one-inch margins on all sides. The font of the body content of each volume shall be 12-point Times New Roman. Smaller font of 8-point may be used for tables, graphics, headers, footers, and captions; the vendor shall ensure the print is easily readable. Each volume shall be submitted as a password-protected zipped PDF file. The quotation submitted shall fully comply with any and all requirements in the RFQ. The quotation shall clearly demonstrate the Quoters understanding of the overall and specific technical requirements of the PWS. The Quoter shall provide the required past performance and pricing information. Failure of the Quoter to address all requirements of the RFQ in their Quotation may result in the Quotation not being considered for evaluation by the Government. If a quotation is deemed to be material incomplete, that quotation may be eliminated from further consideration for award without further review. The Government may request that Quoters clarify in order to enhance the Government’s understanding of the Quotations, to allow for a reasonable interpretation of the Quotations, and to facilitate the evaluation process. Clarity and completeness of the Quotation is of the utmost importance. The Quotation shall be written in a practical, clear and concise manner.

Technical and Price Quotations shall be separate documents and consist of the information specified for each volume below. NOTE: The technical Quotation must not contain any price information.

Vendors shall submit an electronic copy of their quotations to Christiane.Schmidt@hq.dhs.gov and Jennifer.Daddio@hq.dhs.gov using WinZip software. The zipped file shall be password protected. Quotations shall be received no later than 4:00 PM Eastern Time on September 20, 2017. Quotations received after the deadline will be late and will not be considered for award. All submissions shall include “HSHQDC-17-Q-00457 Mindfulness” in the subject line of the email. The WinZip password shall be submitted under a separate email by the aforementioned date and time. Please Note: There is not a character length or mixed case requirement imposed on your password. Future correspondence with the Government regarding this solicitation must include “HSHQDC-17-Q-00457 Mindfulness” in the subject line, and emailed responses must be submitted to the email addresses listed above. If vendor-provided information is source selection sensitive or vendor proprietary, e.g., includes price information, the email must be password protected.

Vendors shall use RFQ Attachment 6 – Question and Comment Template to submit any questions in response to this RFQ. Questions in response to this solicitation must be received by 4:00 PM Eastern on September 13, 2017. Questions shall be submitted electronically to Christiane.Schmidt@hq.dhs.gov and Jennifer.Daddio@hq.dhs.gov. The Government anticipates providing responses on or before September 15, 2017.

All quotation submissions must include the following information (preferably to be provided on the quote submission cover letter):

a) Dun & Bradstreet Number (DUNS)

b) North American Industrial Classification System (NAICS) Code

c) Certification of current System for Award Management (SAM) registration

d) Business Size

e) CAGE Code

f) Contact Name

g) Contact Email address

h) Contact telephone number

i) Complete business mailing address

Volume I - Technical Quotation

This volume shall address the vendor’s approach and capability to perform the requirements of the PWS. Volume 1 shall be limited to 20 pages, excluding the curriculum outlines, past performance, cover letter, title page, executive summary, and table of contents. Information furnished by vendors beyond the stated page limitations will not be considered. The Technical Volume shall not contain any price information. At a minimum, this volume must contain information addressing the following evaluation factors:

mailto:Christiane.Schmidt@hq.dhs.gov mailto:Jennifer.Daddio@hq.dhs.gov mailto:Christiane.Schmidt@hq.dhs.gov

1. Technical Approach and Capabilities

2. Management Approach/Staffing

3. Past Performance

The “Evaluation Criteria” identify specific information that will be used to evaluate quotations.

The technical quotation shall be submitted in a format that is organized and corresponds to the evaluation factors, including appropriate PWS and other references to facilitate the Government’s evaluation of the quotation.

Non-Price Factor 1: Technical Approach and Capabilities

The Quoter shall clearly and effectively demonstrate their approach to and demonstrated capability to successfully perform the requirements of the PWS.

The Quoter shall demonstrate their approach to and capability to deliver mindfulness specific training to law enforcement, EMS, management/leaders, high performing athletes and other relevant occupations to DHS personnel.

The Quoter shall demonstrate their approach to and capability to provide mindfulness specific training in the following domains: performance, law enforcement, leadership, stress reduction (mindfulness based stress reduction) and compassion.

The Quoter shall demonstrate their approach to and capability to conduct program/training outcome evaluation utilizing validated mindfulness, resilience and health instruments to determine the efficacy of the training, while ensuring independence and corroboration of results.

The Quoter shall demonstrate their approach to and capability to develop program scalability and sustainability by providing training institute or training certification program so that pre-selected DHS personnel can be trained in mindfulness (train the trainer).

Material / documents to be evaluated include: quotation volumes, curriculum outlines, IT capability, mindfulness topic areas, certification training and process, mindfulness specific measures/instruments used, and any research/program evaluation conducted and published.

Non-Price Factor 2: Management Approach/Staffing

The Quoter’s management approach shall demonstrate sound and reasonable business practices with respect to planning and managing the requirements in the PWS, to include how they will address continuous of class if the instructor(s) are not available.

The Quoter shall demonstrate the proposed instructors/personnel has sufficient qualifications, skills, and experience to meet the requirements of the role for which they are proposed.

Non-Price Factor 3: Past Performance

Past performance will be evaluated to determine how well a vendor has performed relevant projects.

Past performance may cite federal, state, local government, commercial sources, or not for profit sources, and should highlight the company’s key role in the past performance being documented.

This information shall consist of a one (1) page introductory matrix listing the vendor and its critical subcontractors’ past performance references. A critical subcontractor is a subcontractor who is expected to perform aspects of this effort that the vendor considers critical to overall successful performance. The vendor shall provide three (3) references for the prime contractor.

In addition, the vendor may submit up to three (3) references for the critical subcontractors. The vendor should include rationale supporting the assertion of relevance for each reference. These references should also be from different contracts. To be considered, past performance data may not be older than (3) years from the date of the quotation, and may include active contracts.

Further, vendors should include a list of all relevant DHS on-going contracts or contracts completed in the last (5) years.

Past performance references shall be as a prime contractor or first-tier subcontractor on previous or current projects/tasks that are similar in size, scope, and complexity to the work identified in the Performance Work Statement (PWS). Past performance does not necessarily have to be Government-related; but it is important to demonstrate and provide evidence of past performance for work similar in size, scope and complexity to that described in the PWS. The vendor is required to identify any performance problems/issues/challenges arising out of the contract and clearly describe management actions implemented to overcome problems and the effects of those actions, in terms of improvements achieved or problems solved. Evidence of performance-based methodologies in past performance shall be provided where available.

The vendor shall forward the Past Performance Questionnaires, Attachment 5, to their references. The vendor’s references shall forward their completed questionnaires directly to Christiane.Schmidt@hq.dhs.gov and Jennifer.Daddio@hq.dhs.gov vie email, NOT BACK TO THE VENDOR the questionnaires must be received no later than 4:00PM Eastern on September 20, 2017 and shall include “HSHQDC-17-Q-00457 Past Performance” in the subject line. It is the responsibility of the vendor to ensure its customer references return the surveys directly to the DHS on time. Surveys received late may be accepted and reviewed at the discretion of the contracting officer, if the contracting officer determines that it will not cause undue delay to the procurement process.

The Government reserves the right to use publicly available reports and data from the Past Performance Information Retrieval System (PPIRS) found on the web at http://www.ppirs.gov.

The Government may also use present and/or past performance information obtained from a variety of sources, not just those contracts identified by the vendor. Information obtained may also be used for the responsibility determination.

For each reference, provide:

a. Reference Name (Company or Entity)

b. Program Title

c. Contracting Agency/Private Company

d. Contract Number/Task Order Number (if applicable) mailto:Christiane.Schmidt@hq.dhs.gov http://www.ppirs.gov/

e. Brief description of the contract effort, including results and successes

f. Type of Contract (FFP, T&M, LH, etc.)

g. Period of Performance

h. Original contract dollar value and current or actual dollar value

i. Actual completion date

j. Contact names, addresses, telephone numbers, and e-mail addresses of current, or last (if contract completed) Program Director/Manager and/or Contract Manager.

**Reminder: Quoters shall not include any price information in the technical quote.

Volume II – Price Quotation

Factor 4 – Price

The Pricing Schedule – Attachment 4 shall be submitted electronically in Excel spreadsheet format. The pricing schedule will be used for evaluation purposes. Vendors shall complete the pricing schedule. The amount provided for travel shall not be changed. All remaining information requested as part of the price quote shall be submitted in accordance with the format detailed in the submission instructions. There is no page limitation for the price volume.

The vendor shall submit a price quote separate from the technical quotation.

The price quote shall include the following:

1. The vendor must complete Attachment 4 – Pricing Schedule and return it with the price quote submission

2. If a vendor intends to include General and Administrative (G&A) costs on travel, the price quote shall include a narrative statement which identifies the rate to be utilized and the supporting documentation included with the quotation to substantiate the rate.

3. The vendor shall include an exceptions, deviations and assumptions section in Volume II that identifies and explains in detail any exceptions, deviations, or conditional assumptions taken with the requirements of the RFQ. Any exceptions, deviations and assumptions taken must contain sufficient amplification and justification to permit evaluation. All benefits to the Government shall be fully explained for each exception taken.

Evaluation Factors/Criteria and Basis for Award

A firm fixed price commercial purchase order will be issued to the responsible vendor submitting an overall quotation that is determined to be the most advantageous to the Government, price and non-price factors considered. Award will be made to the vendor whose technical quotation and price represent the best value to the Government. The evaluation of quotations will be based on the following factors:

Factor 1. Technical Approach and Capabilities Factor 2. Management Approach/Staffing

Factor 3. Past Performance Factor 4. Price (Not Rated)

The non-price factors (factors 1 - 3) are of equal importance. When combined, the non-price factors are significantly more important than price.

Although not rated, the proposed price shall be considered a criterion in the overall evaluation of quotations. Therefore, in the event that two or more quotations are determined not to have any substantial technical differences in the non-price factors (i.e.

are technically equivalent), award may be made to the lower price quotation. Vendors should note that the Government is more concerned with obtaining exceptional technical capability than making an award at the lowest overall price to the Government.

However, the Government will not make an award at a significantly higher overall price to achieve small technical advantages. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted. Award will be made to the quoter whose quotation offers the overall best value to the Government; price and non-price factors considered.

Evaluation of Factors

Evaluation of the Technical Volume:

An adjectival rating scale will be used to evaluate the quotes with respect to non-price factors 1, 2, and 3. Price will be evaluated, but not rated.

Technical quotes submitted in response to this RFQ will be evaluated as follows:

Non-Price Factor 1: Technical Approach and Capabilities

The Government will evaluate the Quoter’s approach to and demonstrated capability to fulfilling the PWS.

The Government will evaluate the extent to which the Quoter demonstrated the capability to deliver mindfulness specific training to law enforcement, EMS, management/leaders, high performing athletes and other relevant occupations to DHS personnel.

The Government will evaluate the extent to which the Quoter demonstrated the capability to provide mindfulness specific training in the following domains: performance, law enforcement, leadership, stress reduction (mindfulness based stress reduction) and compassion.

The Government will evaluate the extent to which the Quoter demonstrated the capability to conduct program/training outcome evaluation utilizing validated mindfulness, resilience and health instruments to determine the efficacy of the training, while ensuring independence and corroboration of results.

The Government will evaluate the extent to which the Quoter demonstrated the capability to develop program scalability and sustainability by providing training institute or training certification program so that pre-selected DHS personnel can be trained in mindfulness (train the trainer).

Material / documents to be evaluated include: quotation volumes, curriculum outlines, IT capability, mindfulness topic areas, certification training and process, mindfulness specific measures/instruments used, and any research/program evaluation conducted and published.

Non-Price Factor 2: Management Approach/Staffing

The Government will evaluate the extent to which the Quoter’s management approach/plan demonstrates clear business practices with respect to planning and managing the requirements in the PWS, to include how they will address continuous of class if the instructor(s) are not available.

The Government will evaluate the extent to which the Quoter demonstrated the proposed instructors/personnel qualifications, skills, and experience are sufficient to meet the requirements in the PWS.

Non-Price Factor 3: Past Performance

The Quoter’s quotation will be evaluated to determine the extent to which their past performance demonstrates the likelihood of successful performance in providing requirements similar in size, scope and complexity of this solicitation. The evaluation will consider the relevance, recentness, and quality of past projects.

Only recent (or ongoing) and relevant past performance data regarding work will be assessed. Recent is defined as within the last three (3) years. Relevant is defined as work similar in complexity and magnitude to the work identified in the PWS.

The Government may choose to evaluate publicly available reports, and/or data from the Past Performance Information Retrieval System (PPIRS). The Government may use present and/or past performance data obtained from a variety of sources, not just those contracts identified by the Quoter.

Quoters without relevant past performance will not be rated either favorably or unfavorably under this factor. If a vendor has only one or two relevant past performance projects, the Government will evaluate past performance on the basis of these projects if, in the Government’s judgment, they indicate the extent to which past performance demonstrates the likelihood of successful performance.

The Government will review all past performance data submitted with the quotation, including the questionnaires that are submitted on a timely basis and those received late if the contracting officer determines that it will not cause undue delay to the procurement process. The

Government may contact the referenced companies/organizations and others to verify the past performance information.

Evaluation of the Price Volume:

Price will not be rated but will be evaluated with respect to completeness and reasonableness based on information submitted in the Quoter’s price quotation. The Government will determine whether the price, inclusive of all line items and all option periods is fair and reasonable.

Evaluation of option periods does not obligate the Government to exercise the option periods.

The price evaluation will consist of:

1. The price evaluation will assess the completeness and accuracy of the quotation. This process will involve verification that prices are included for all line items, information presented is complete and accurate, and prices are presented in the prescribed format.

2. For evaluation purposes, a pricing evaluation model will be used to establish the purchase order evaluated price. The Quoter is required to submit pricing data in the format indicated in Attachment 4 of the RFQ, Pricing Schedule.

3. The Quoter’s total evaluated price will be the sum of the total proposed prices (the sum of the estimated quantities (provided by the Government) multiplied by the Quoter’s unit price) for all line items for all contract periods. The quantities provided in the pricing schedule shall not be changed. The Quoter is responsible for ensuring the correctness of the worksheet formulas.

Attachment 3 - CLAUSES

FAR 52.252-2 - FAR 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.