Revised_SOW_-3-17-15.docx

ADMINISTRATIVE SUPPORT SERVICES FOR REGION 3

ATTACHMENT I – STATEMENT OF WORK

1.0 PROJECT TITLE:

FPS Administrative Support Services

2.0 BACKGROUND:

Department of Homeland Security (DHS) National Protection and Programs Directorate (NPPD) Federal Protective Service (FPS)

2.1. The mission of the DHS/NPPD is to protect America and uphold public safety by securing Critical Infrastructure and Key Assets. To fulfill this mission, criminal activities are identified and vulnerabilities are eliminated that pose a threat to various infrastructure. By protecting critical national infrastructure, NPPD mitigates the risks associated with terrorist acts, criminal acts, and manmade disasters. FPS is the federal law enforcement agency tasked with providing integrated security and law enforcement services to federally owned and leased buildings, facilities, properties and other assets.

2.2. The FPS mission is to render federal properties safe and secure for federal employees, officials and visitors in a professional and cost effective manner by deploying a highly trained and multi- disciplined police force. As the federal agency charged with protecting federally owned facilities, FPS employs 1,225 federal staff (including 900 law enforcement security officers, criminal investigators, police officers, and support personnel) and 15,000 contract guard staff to secure over 9,000 buildings and safeguard their occupants. The physical security program established by FPS includes the installation of alarm systems, x-rays, magnetometers and entry control systems, monitoring of those systems 24 hours a day, 7 days a week, providing uniformed police response and investigative follow-up.

2.3. This requirement is for administrative support services in various branches/districts in Region 3 which includes West Virginia, Virginia, Maryland, Delaware, Pennsylvania and parts of New Jersey. The Mission Support Branch is responsible for planning, scheduling, and coordinating operations based on organizational goals and milestones; initiating, executing and evaluating all program matters related to the financial management of FPS funds; providing comprehensive technical direction to workforce responsible for financial management, human capital, and logistical support; developing plans and recommendations that improve the administration, management and operations of substantive regional programs.

2.4 The following information is provided regarding the Incumbent Contract

2.4.1 Contractor Name

Longview-Fedconsulting, JV, LLC 11767 Rockville Pike Rockville, MD 20852-2701

2.4.2 Contract Number: HSHQE3-12-J-00018

2.4.3 Total value of the contract at award: $919,435.08

3.0 SCOPE:

3.1. In order to fulfill its mission, the FPS Region 3 Mission Support Branch has identified a need for five (5) Full Time Equivalent (FTE) and one (1) Part Time Equivalent (PTE) contractor personnel to provide administrative support personnel services at various locations throughout FPS Region 3. The administrative support services sought fall under the Department of Labor Secretary II category. An Indefinite Quantity Indefinite Delivery (IDIQ) type contract with Fixed Monthly Prices will be awarded.

3.2. The contractor personnel fulfilling this position will perform administrative and clerical duties and will be considered as key personnel. The key responsibilities include: composing routine correspondence, compiling statistical and budget information, and communicating with all levels of company personnel to gather and convey information. Under the resulting task order, the contractor will independently provide support services that help satisfy the overall objectives of FPS Mid-Atlantic Region 3 Mission Support Branch.

3.3. Contractor employees performing services under this order will be controlled directed and supervised at all times by management personnel of the contractor. The contractor’s management shall ensure that employees properly comply with the performance standards. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and perform the inspection and acceptance of the completed work.

3.4. Option Periods: - During the option periods of this contract the amount of administrative/clerical work may require additional administrative/clerical support services in the form of one or two additional FTE. In order to account for this possibility two contract line items (CLINs) have been added to each option year at 1,920 hours each. In accordance with Clause 52.219-7, Option to Extend the Term of the Contract, the contractor will be given written notice 30 days prior to the exercise of the option if the additional service is needed.

4.0 APPLICABLE DOCUMENTS:

4.1. SF 1449

4.2. Clauses

4.3. Attachments:

4.3.1. Attachment I: Statement of Work

4.3.2. Attachment II: Wage Determination No. 2005-2247 Rev 16 dated 12/22/2014 for the state of MD

4.3 3. Attachment III: Wage Determination No. 2005-2449 Rev 15 dated 12/22/2014 for PA and NJ

4.3.4. Attachment IV: Past Project Form.

4.3.5. Attachment V: Past Performance Questionnaire

4.3.6. Attachment VI: Spreadsheet for Price Calculation and Cost Breakdown

4.3.7. Attachment VII: Provisions

4.3.8. Attachment VIII: Revised Schedule of Services

5.0 SPECIFIC TASKS:

The Contractor shall provide clerical and administrative support services which may include, but may not be limited to the following tasks/services:

5.1. Routine clerical duties include:

5.1.1. Independently perform administrative and clerical support functions, rectify problems and serve as liaison to answer routine non-technical questions.

5.1.2. Review and distribute incoming and outgoing mail and correspondence.

5.1.3. Screen all telephone calls and visitor requests, answering many procedural questions with personal knowledge of program activities, and coordinate to determine the appropriate staff members for handling technical inquiries.

5.1.4. Assemble forms, label folders, organize and maintain office files, records, manuals, handbooks and other materials.

5.1.5. Attend meetings, prepare minutes, and follow up on action items with appropriate staff members.

5.1.6. Maintain automated systems of program-specific data to track items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, etc.

5.1.7. Independently complete special research requests.

5.1.8. Collect and analysis program information, enter data into a variety of electronic information systems, search for related information, and retrieve all relevant data; extract and review a considerable volume of information to arrive at an end product; and consolidate the information into standard reporting formats;

5.1.9. Conduct unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance, and/or inspection computer systems.

5.1.10. Conduct numerous automated system searches to collect information and forward data to higher-level agents or specialists.

5.1.11. Contact stakeholders to obtain additional information.

5.1.12. Perform copy reproduction services for the work unit assembling and distributing finished products.

5.1.13. Type and prepare correspondence such as memos, performance reports.

5.1.14. Other clerical and administrative duties as assigned.

5.2. Serve as a records and office supply custodian.

5.2.1. Maintain regional inventory records and prepare the bi-annual inventory report.

5.2.2. Maintains control accountability of records and records keeping systems for the region

5.2.3. Validates missing reports lists.

5.2.4. Ships reports received to designated offices.

5.2.5. Packages and prepares previous year’s paper work for shipment to long term storage

5.2.6. Monitors stock of office supplies and forms and prepares orders for government approval as necessary.

5.3. Coordination of Federal employee travel.

5.4. Payroll POC (Note: There will be web-based on-the-job training for the FPS payroll system. No accounting degree or experience is required.)

5.4.1. Receive/audit district personnel bi-weekly timecards.

5.4.2. Input required data for payroll processing.

5.4.3. Verify data entry accuracy.

5.4.4. Notify appropriate personnel that timecards are ready for approval.

5.4.5. Provide payroll reports to the appropriate personnel and regional office as needed.

5.4.6. Complete quarterly audits for approval.

5.4.7. Maintain payroll records.

5.4.8. Serve as back up for regional timekeepers.

5.4.9. Handle payroll system questions and employee requests (e.g. password reset)

5.5. Special Reports Coordinator (I.E, Workload, Prohibited Items, Duty Roster, Weekly Arrest Reporting)

5.5.1. Maintain list, enter information and distribute information as necessary.

5.6. Serves as the GSA Fleet POC

5.6.1. Notify employees of preventative maintenance requirements.

5.6.2. Review monthly mileage and update the tracking system to address any discrepancies.

5.6.3. Collect, Review, and Submit Home to Work sheets from regional employees

5.7. Serves as the POC for the district alarm accounts

5.8. Maintains databases as necessary

5.8.1. Consolidate and submit reports.

5.8.2. Track milestones and brief the area commander upon completion.

5.9. Assist FPS with Protective Security Officer (PSO) program

5.9.1. Monitors the completion of required training.

5.9.2. Monitors certifications for compliance and completion.

5.9.3. Maintains training and certification databases and files.

5.9.4. Compiles monthly meeting minutes between Contracting Officer’s Representatives (CORs) and guard companies.

5.9.5. Maintains guard company personnel folders.

5.9.6. Using the financial management system the awardee will prepare request for services.

5.9.7. Prepare and maintain contract guard post exhibits

5.9.8. Track contract expiration dates.

5.9.9. Assist COR with contract change request, tallying PSO hours using contractor sign in/out sheets, maintaining a database of reported contractor issues, and contract close-outs.

5.9.10. Develop cost estimates for additional guard service and annual contract guard service

5.9.11. Prepare funding documents for signature, processing, and closeouts.

5.9.12. Track fund availability using a declining balance method.

6.0 PERSONNEL QUALIFICATIONS:

The contractor is responsible for maintaining qualified employees in each labor category through the life of the contract. The required minimum qualifications for the Secretary II position are set forth below. The Contracting Officer (CO) and the COR must be notified in writing to approve any personnel replacement actions.

6.1. Education

6.1.1. A minimum of a high school diploma is required

6.2. Experience

6.2.1. A minimum of one (1) year experience performing secretarial and administrative duties is required.

6.2.2. Two (2) years of experience performing clerical and administrative duties is desired.

6.3. Technical Experience

6.3.1. At least one (1) year of experience gained through employment with a contractor supporting a DHS component, in particular experience gained through working with FPS, is desired.

6.3.2. Knowledge of and working experience with the FPS systems and/or procedures, is desired.

Examples of such systems are as follows:

6.3.2.1. Web TA Payroll System

6.3.2.2. Fed Traveler

6.3.2.3. DHS/NPPD/FPS Inventory Procedures and Inventory Lifecycle

6.3.2.4. FPS and GSA fleet management

6.3.2.5. FPS database systems techniques and procedures

6.3.2.6. FPS reports such as Prohibited Items, Weekly Arrest, and Duty Roster

6.3.2.7. MIST Database

6.3.2.8. FSL and Facility Security Assessment procedures/requirements

6.3.2.9. FPS security guard contractor and law enforcement requirements and certifications

6.3.2.10. FFMS (financial) database

6.3.2.11. G514 Requisition Documents

6.3.2.12. Security Work Authorization (SWA) Processing

6.3.2.13. FPS Guard Service Contracts

6.4. Skills

6.4.1. In addition to the education, knowledge and experience requirements described above, the Secretary II shall clearly possess the following knowledge and skills:

6.4.1.1. Ability to effectively communicate in English, both orally and in writing.

6.4.1.2. Must be proficient in various types of IT resources such as Microsoft Office Suite products. In addition, the contractor must be adept in the operation and utilization of contemporary office equipment/machines (i.e. copier, fax machine, scanner, etc);

6.4.1.3. Working knowledge of various Government regulations and directives is highly desired.

6.5. Conduct and dress code requirements

6.5.1. Business Casual dress as determined and enforced by the contractor is the minimum for all contract employees.

6.5.2. All contract employees will be required to act in a professional manner at all times.

7.0 DELIVERABLES AND DELIVERY SCHEDULE:

7.1. The contractor shall provide monthly reports to the COR concurrent with the submission of monthly invoices. These reports shall summarize the following:

7.1.1. Progress during the reporting period.

7.1.2. Unanticipated technical or management problems of significance.

7.1.3. Problems anticipated in future reporting periods.

7.1.4. Important meetings, briefings, trips and conferences that occurred during the reporting period and those planned for the following period.

8.0 GOVERNMENT-FURNISHED PROPERTY (GFP) AND INFORMATION:

8.1. All Government Furnished Property (GFP) i.e. equipment and materials necessary to perform the job will be provided.

8.2. HSPD-12 PIV Credentialing: Contract employees under the contract will be required to receive a HSPD-12 PIV credential within 90 days from their entrance on duty date. The PIV credential will be issued by the sponsoring government agency. The government COR will provide the contractor with applicable DHS forms which will need to be completed and returned to the COR within 15 days of receipt. The government will provide the nearest issuance site address, directions, and appointment details. The contract employee will be required to provide two forms of I-9 documentation to receive a PIV card. (Information regarding what constitutes I-9 documentation can be found on the following website: http://www.uscis.gov/i-9-central/acceptable-documents) Any travel expenses pertaining to obtaining of PIV cards will be reimbursed by the government. If an issued card becomes damaged or destroyed the contract employee is required to submit the Certification of Loss form to the COR within 30 days and obtain a new card within 90 days. Prior to departure from this contract, it is the responsibility of the Contractor to ensure that PIV cards are returned to the COR. All travel expenses incurred will be reimbursed by the government.

8.2.1 Pertinent Forms:

8.2.1.1. DHS 11000-14 ID Access Control Card Request

8.2.1.2. DHS 11000-27 (If applicable) Federal Emergency Response Official Designation Request

8.2.1.3. Certification of Loss, Theft, Damage or Compromise of Access Control Card (only applicable if card is compromised).

9.0 OTHER DIRECT COSTS:

Other direct costs include items such as travel and training that the contractor requires to accomplish the work assignment. At the direction of the CO/COTR, the contractor shall provide supplies necessary to any activity under this task. No travel or training costs shall be incurred without the written approval of the CO.

9.1. Travel

New employees may have to travel once for training. Minimal travel may be required in support of this requirement. Travel will be reimbursed in accordance with the Federal Travel Regulations (FTR). Reimbursement for local travel and commuting expenses are not authorized.

9.2. Training

Most training will be online training completed on site therefore training costs are not anticipated but may occur. At the direction of the CO/COR, the contractor employees may be required to attend Government training offsite.

9.3 Fixed Indirect Burden Rate:

The Government‘s estimated travel (inclusive of applicable indirect burden(s)) shall be used for the purpose of evaluating the price proposal. Therefore, offerors shall use these estimates in preparing their price proposals. For applicable Indirect Burden rates (i.e.G&A and Material Handling) separately identify such indirect rates for the proposed base, option years and 6 month option. Since this is a commercial contract, note that these rates are fixed throughout the life of the contract and not subject to adjustment. Additionally, please identify your accounting practices for applying the proposed indirect rates to the ODCs.

Base Year

Option I

Option II

Option III

Option IV

6 Month Option

10.0 PERIOD OF PERFORMANCE:

This Task Order will contain one (1) base and four (4) one-year option periods. An additional extension of up to 6 months may be exercised in accordance with FAR 52.217-8, Option to Extend Services.

11.0 LOCATIONS AND HOURS:

The contractor shall be prepared to fully staff the Task Order with the required personnel as follows:

6:30 AM – 6:30 PM

6:30 AM – 6:30 PM

Normal Government hours are 8:00 AM–4:30 PM. The PTE’s hours will be within 8:00 AM-4:30 PM.

11.1. For the purpose of this requirement, the Government considers a Full Time Equivalent (FTE) to be no less than 1,880 hours annually and a Part Time Equivalent (PTE) to be no less than 1,225 hours annually.

11.2. A normal tour of duty for an FTE will consist of eight (8) hours a day, five (5) days a week, Monday through Friday, excluding Federal Holidays, plus an additional 30 minutes each day for a lunch break.

11.3. The tour of duty for a PTE will occur Monday through Friday, excluding Federal Holidays.

11.4. For the purpose of this requirement the normal business hours at the FPS offices are Monday through Friday, 6:30 am to 6:30 pm. All work performed by the contractor shall be performed during normal business hours. Any deviations must be approved by the COR or CO. FPS does not anticipate the requirement for work in excess of 40 hours in any single work week.

11.5. Personnel may use vacation and sick time in accordance with the contractor’s policies, but the contractor shall schedule its employees’ vacation time to ensure that employees are not absent from the office for more than two consecutive weeks at a time.

11.6. The contractor shall provide a replacement if its personnel will be absent from the office for more than two consecutive weeks for any reason. If the contractor is unable to provide a suitable replacement by the beginning of the 3rd week of consecutive absence, the government shall seek commensurate consideration, monetary or otherwise.

11.7. The day-to-day supervision performed by on-site contractor personnel will be the sole responsibility of the contractor. The day to day work assignments will be assigned by the onsite Government Managers or COR.

11.8 All work shall be performed at the assigned Government facilities. Contract employees will not be permitted to work at an Alternate Place of Performance (Telecommute) nor will Alternate Work Schedules (AWS) be permitted.

12.0 Security

12.1 SUITABILITY DETERMINATION

DHS shall have and exercise full control over granting, denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. DHS may, as it deems appropriate, authorize and make a favorable entry on duty (EOD) decision based on preliminary security checks. The favorable EOD decision would allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a full employment suitability authorization will follow as a result thereof. The granting of a favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract. No employee of the Contractor shall be allowed to EOD and/or access sensitive information or systems without a favorable EOD decision or suitability determination by the Office of Professional Responsibility, Personnel Security Unit (-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the HQPersonnelSecurity@hq.dhs.gov. Contract employees assigned to the contract not needing access to sensitive DHS information or recurring access to DHS ’ facilities will not be subject to security suitability screening.

12.2 BACKGROUND INVESTIGATIONS

Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the HQPersonnelSecurity@hq.dhs.gov. Prospective Contractor employees with adequate security clearances issued by the Defense Industrial Security Clearance Office (DISCO) may not be required to submit complete security packages, as the clearance issued by DISCO may be accepted. Prospective Contractor employees without adequate security clearances issued by DISCO shall submit the following completed forms to the HQPersonnelSecurity@hq.dhs.gov through the COR, no less than 45 days before the starting date of the contract or 45 days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor:

· Standard Form 85P, “Questionnaire for Public Trust Positions” Form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (2 copies)

· FD Form 258, “Fingerprint Card” (2 Cards)

· Foreign National Relatives or Associates Statement

· DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

· Optional Form 306 Declaration for Federal Employment (applies to contractors as well)

· Authorization for Release of Medical Information In those instances where a Prospective Contractor employee will not require access to classified information, areas or classified systems the Vendor will add to and the COR will insure the following statement is added to the eQip Worksheet prior to submitting it to OPR PSU: “Employee will not require NSI Access to Classified Information or Classified Systems at any level”.

Required forms will be provided by DHS at the time of award of the contract. Only complete packages will be accepted by the HQPersonnelSecurity@hq.dhs.gov. Specific instructions on submission of packages will be provided upon award of the contract.

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

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to, development of, or maintenance to any DHS IT system.

12.3 CONTINUED ELIGIBILITY

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

The HQPersonnelSecurity@hq.dhs.gov may require drug screening for probable cause at any time and/ or when the contractor independently identifies, circumstances where probable cause exists.

The HQPersonnelSecurity@hq.dhs.gov may require reinvestigations when derogatory information is received and/or every 5 years.

DHS reserves the right and prerogative to deny and/ or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR 2635 and 5 CFR 3801, or whom DHS determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

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

The HQPersonnelSecurity@hq.dhs.gov must be notified of all terminations/ resignations within five days of occurrence. The Contractor will return any expired DHS issued identification cards and building passes, or those of terminated employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes to the responsible ID Unit.

12.4 EMPLOYMENT ELIGIBILITY

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

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

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

12.5 SECURITY MANAGEMENT

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

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

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

12.6 INFORMATION TECHNOLOGY SECURITY CLEARANCE

When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS MD 140-01 - Information Technology Systems Security and DHS MD 4300 Sensitive Systems Policy. Contractor personnel must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractors who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, whether or not the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

12.7 INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

All contractor employees using Department automated systems or processing Department sensitive data will be required to receive Security Awareness Training. This training will be provided by the appropriate component agency of DHS.

Contractors who are involved with management, use, or operation of any IT systems that handle sensitive information within or under the supervision of the Department, shall receive periodic training at least annually in security awareness and accepted security practices and systems rules of behavior. Department contractors, with significant security responsibilities, shall receive specialized training specific to their security responsibilities annually. The level of training shall be commensurate with the individual’s duties and responsibilities and is intended to promote a consistent understanding of the principles and concepts of telecommunications and IT systems security.

All personnel who access Department information systems will be continually evaluated while performing these duties. Supervisors should be aware of any unusual or inappropriate behavior by personnel accessing systems. Any unauthorized access, sharing of passwords, or other questionable security procedures should be reported to the local Security Office or Information System Security Officer (ISSO).

13.0 ADJUSTING PAYMENTS FOR CONTRACTOR PERFORMANCE- The following applies only to the optional additional hours. DELETED.

14.0 PROPOSAL SUBMITTAL:

Contractors shall submit three (3) hard copies of the Technical Proposal and three (3) hard copies of the Price Proposal as well as a Compact Disk (CD) containing both proposals in a searchable format.

14.1 Relevant Past Performance:

The Contractor shall demonstrate relevant past performance on contracts currently being performed or performed within the past three (3) years or affirmatively state that it possesses no relevant past performance. The Government will determine relevance by analyzing the “scope”, “magnitude” and “complexity” of the reference contracts and comparing them to the instant requirement. The Government reserves the right to evaluate submitted projects individually or in the aggregate in order to determine relevance and will do so consistently across all evaluated offers. The Government will also consider the quality of the Contractor’s relevant past performance.

Reference Contracts:

a. The Contractor shall submit information regarding up to a maximum of three (3) contracts for evaluation. The Government reserves the right to obtain information from sources other than those identified by the Contractor.

b. If a teaming arrangement is being proposed, refer to Notes #1 and #2 below for additional proposal submission requirements.

Past Project Form (Attachment IV): The contractor shall complete a Past Project Form for each reference contract submitted.

Past Performance Questionnaire (Attachment V): A Past Performance Questionnaire shall be submitted for each reference contract unless a Contract Performance Assessment Report (CPARS) for the most recently completed performance period is resident in the Past Performance Information Retrieval System (PPIRS) for the reference contract. At their discretion, offerors may supplement their PPIRS report by having a Past Performance Questionnaire completed and submitted.

b. For each contract requiring submission of a questionnaire, the Contractor shall forward the Past Performance Questionnaire to a cognizant representative of the customer organization that purchased the services from your company to provide feedback (e.g. Project Manager, Contracting Officer’s Representative). The Contractor shall instruct the customer representative to complete the questionnaire and return it, by the RFP submission due date, directly to Beth Arnold-Messick by email to beth.arnold-messick@hq.dhs.gov. In the subject line indicate “PAST PERFORMANCE QUESTIONNAIRE FOR HSHQE3-15-R-00001” Minimum Submission Requirements for Relevant Past Performance:

Offerors shall submit as a minimum the following to demonstrate the above:

· A Past Project Form (Attachment IV) for each reference contract submitted.

· A Past Performance Questionnaire (Attachment V for each reference contract unless a CPARS for the most recently completed performance period is resident in PPIRS for the reference contract. If a recent CPARS has been completed, so indicate in your proposal.

· A narrative describing the teaming arrangement or the actual Teaming Agreement (if one exists), if a teaming arrangement is being proposed. (See Notes #1 and 2 below)

Notes for Relevant Past Performance:

1. Where a teaming arrangement (as defined at FAR Subpart 9.6) is proposed, an additional maximum of up to three (3) projects for partner(s)/subcontractor(s) shall be submitted. Thus a maximum of no more than six (6) projects (3 for the prime and 3 for the subs or other partners) shall be submitted in total.

2. Where a teaming arrangement is proposed, a narrative and/or the actual Teaming Agreement if one exists, shall be submitted as part of the proposal by the managing partner of the joint venture or the prime contractor. The Government is interested in the roles, responsibilities, and distribution of effort (by type and percentage) between the parties in performance of the Government’s requirement and this narrative may enhance the Government’s understanding of your proposal. This narrative and/or Teaming Agreement will not count against the stated page size limitation.

14.2. Price Proposal

1. If it is determined by the Government that award of a successor contract cannot be made to start immediately after the end of the last optional ordering period, the Government shall have the unilateral option of extending the services of this contract for an additional six (6) months beyond the last optional ordering period in accordance with FAR 52.217-8. The price associated with the potential need to exercise the option under FAR 52.217-8 shall be evaluated. Using the Pricing Schedule, the Contractor shall submit unit prices and extended prices (i.e. Unit Price x Estimated Quantity) for the line items entitled, “Option IAW FAR 52.217-8”. The Government will determine whether the price, inclusive of all options (including the 6 month option available under FAR 52.217-8), is fair and reasonable, and whether the price of the base period and all option periods (including the option(s) represented by FAR 52.217-8, in combination with the other evaluation factors specified in the solicitation, represents the best value to the Government.

2. Using the Pricing Schedule, the Contractor must submit unit prices and extended prices for every line item listed under each potential ordering period (including the 6 month option available under FAR 52.217-8). The Contractor must also provide a Total Annual Cost and Fixed Monthly Rate for each potential ordering period (i.e. the sum of all line items within that performance period). Contractors submitting partial pricing information shall be ineligible for award. The unit price prevails if a discrepancy exists between the unit price and the extended price. Note: The CLINs for additional hours shall be computed separately and are not to be included in the fixed monthly rate. They are however to be included in the total contract cost. DELETED,

3. The minimum wage rates and fringe benefits applicable to this contract are outlined in the attached Department of Labor (DOL) prevailing wage determination(s). A minimum of ten paid 10 Federal Holidays a year shall be paid to contractor’s staff under this contract:

1) New Year’s Day

2) Martin Luther King’s Birthday

3) Washington’s Birthday

4) Memorial Day

5) Independence Day

6) Labor Day

7) Columbus Day

8) Veteran’s Day

9) Thanksgiving Day

10) Christmas Day

4. The Contractor shall also provide a detailed breakdown of its proposed unit prices for each contract line item. See Attachment VI for spreadsheet that may be used to compute unit prices and monthly fixed rates. Note: the spreadsheet is suggested but not mandatory. Contractors may use their own spreadsheet to compute prices as long as all of the information on the suggested spreadsheet appears and everything is clearly labeled. Spreadsheet shall be in Excel format.

A. At a minimum the breakdown should clearly and adequately identify:

(1) Elements in the proposed unit prices that are associated with the level of supervision, staffing, quality control, transition, etc.

(2) Price elements which may be subject to escalation under FAR 52.222-43, Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts). Examples of such elements would include, but are not limited to:

· Anticipated hourly wage rates to be paid

· Health and welfare costs

· Vacation and holiday pay

· Unemployment insurance

B. To ensure the submission of an adequate price element breakdown for purposes of this RFP, the Government suggests that the Contractor complete the attached worksheet, “Fixed Price Breakdown”. (Attachment VI) The worksheet serves as a proforma for the expected format of the price element breakdown.

C. The Government may use this breakdown to conduct a price realism evaluation for the purpose of measuring the Contractor’s understanding of the solicitation requirements and for assessing the performance risk inherent in the Contractor’s price. In addition, the proposed rates/elements subject to escalation under FAR 52.222-43 as shown in this breakdown may be used in conjunction with submitted payroll records when evaluating price adjustment requests presented by the contractor.

5. The Contractor’s fixed monthly price shall be inclusive of all the Contractor’s direct costs, indirect costs and profit and shall include all costs associated with providing the services described in the Performance Work Statement and the Contractor’s proposal.

6. Prices (for the base and option periods including the 6-month option available under FAR 52.217-8) will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the RFP and as proposed in the technical submission.

7. The Contractor is cautioned that its proposal may be rejected if it is found to be materially unbalanced in the base period or any option periods. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly overstated or understated.

8. The Government shall not be responsible for compensating the Contractor for any costs tied to solicitation requirements but not factored into the proposed prices, either by the Contractor’s intention or by mistake.

9. Prior to award the Contractor may be required to furnish the following information to establish the company’s financial responsibility in accordance with FAR 9.104-1:

A. The last three years of audited financial statements (includes balance sheet, income statement, and statement of cash flows). Unaudited financial statements may be requested if audited do not exist. The Contractor may be requested to provide written confirmation that the provided financial statements include disclosure of all off-balance sheet arrangements and related party transactions as defined as follows:

· Off-balance sheet arrangements may involve, but are not limited to, unconsolidated, non-independent, limited purpose entities, often referred to as structured finance or special purpose entities. These entities may be in the form of corporations, partnerships, limited liability companies, trusts, structured finance entities or other types of agreements, relationships or understandings. These entities may be used to provide financing, liquidity, market risk or credit support, or involve leasing, hedging, and/or research and development services.

· Related party transactions are defined in Statement of Financial Accounting Standards No. 57, Related Party Disclosures, and include, but are not limited to, transactions between any organizations, divisions, subdivisions, or affiliates under common control.

B. The last two quarters of filed payroll tax returns (Federal Tax Return Form 941) and evidence of payment. (Evidence of payment may include copies of canceled checks, receipts from the bank, receipts from electronic fund transfers, and/or similar information from an external payroll service) If unpaid payroll taxes are owed to the Internal Revenue Service (IRS), provide any agreements with IRS to make timely payments and evidence those payments are being made.

14.3 Efficient Competition:

Relevant past performance is significantly more important than price. However, offerors are advised that the Government may not evaluate the technical proposals of all offerors under this RFP. The government will first review the total evaluated price of all proposals received. The technical proposals of those offerors whose pricing is determined by the Contracting Officer to be most competitive may be reviewed prior to, or instead of, other technical proposals received. Based on the initial review of these technical proposals, the government may not evaluate the technical proposals of other offerors, whose total evaluated pricing was higher than that of one already evaluated and already assigned the highest possible technical rating. This would occur when the Contracting Officer determines that any possible technical superiority of an unevaluated (and higher priced) technical proposal, over (a lower priced) one that was already evaluated and assigned the highest possible technical rating, would not warrant any additional price premium.

14.4 Basis for Selection

The Government will select the responsible Contractor whose proposal, in conforming to this RFP, provides the overall best value to meet the Government’s requirements, price and non-price factors considered. Only apparent successful contractors determined to be responsible pursuant to FAR 9.104-1 will be issued a contract.

14.5 Notice of Award

A written notice of award or acceptance of a proposal, mailed or otherwise furnished to the successful offeror, within the time for acceptance specified in the offer, shall result in a binding agreement without further action by either party. Before the proposal’s specified expiration time, the Government may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.

15.0 CONTRACT ADMINISTRATION DATA

The following time periods are estimated periods of performance:

16.0 SUBMISSION OF INVOICES –

A. The contractor shall meet with the Contracting Officer and Contracting Officer’s Representative upon request to discuss proper invoice preparation and submission. The contractor and government shall agree on a standardized invoice format to be used for submission of all invoices under this contract that meets the requirements of FAR 52.212-4 Contract Terms and Conditions – Commercial Items, Paragraph (g) “Invoice.” Use of a standardized invoice format will facilitate timely invoice reviews and approvals. . Failure to use the agreed standardized invoice format shall result in rejection of invoices.

B. Invoices shall be submitted for payment within 30 days after completion of the prior month’s services. Invoices shall not contain any employee Personally Identifiable Information (PII). Invoices shall be submitted via one of the following three methods:

1) By mail: NPPD-FPS-Region 3

DHS, NPPD

Financial Operations-Burlington P.O. Box 1279 Williston, VT 05495-1279 Attn: FPS Region 3 Invoice

2) By facsimile (fax): # 802-288-7658. The invoice submission shall include a cover sheet with the contractor’s point of contact information and # of pages.

3) By e-mail: NPPDInvoice.Consolidation@ice.dhs.gov

The invoice number and FPS Region 3 shall be annotated in the subject line of the e-mail. Only (1) invoice shall be submitted per e-mail message. The invoice attached to the e-mail shall be in Portable Document Format (PDF).

Invoices submitted by other than these three methods will not be processed and will be returned. Contractors shall provide an informational copy of each invoice to the Contract Specialist Beth Arnold-Messick at beth.arnold-messick@hq.dhs.gov and to the Contracting Officer’s Representative (COR) Stacey Carter at Stacey.j.carter@hq.dhs.gov.

C. In addition to the information required for a proper invoice as identified in FAR 52.212-4 (g)(1), Contract Terms and Conditions – Commercial Items, (FEB 2012), the contractor shall include the following information:

1) Annotate “FPS Region 3” on the face of each invoice

2) Clearly identify the period of performance for which the services were rendered or the date the supplies were delivered to the government (invoices for periods of performance that encompass less than a full month of service must show the specific dates that services were rendered).

3) Cite the identical CLIN/SUBCLIN description on the invoice as what is cited within the CLIN/SUBCLIN description listed in the contract.

4) Where there are variances between the requirements cited in the task order(s) and the work actually performed, the Contractor shall attach a separate sheet to the invoice detailing each instance of a variance.

D. Contractors shall submit only one invoice per contract or order per month. Failure to comply with these submission requirements will result in rejection of the invoice.

E. Final invoices shall be marked “FINAL” and be accompanied by an executed “Contractor’s Release” (DHS Form 700-3 (12/07)) available at http://dhsconnect.dhs.gov/forms/documents/DHS_Form_700-3.pdf or by request to the Contracting Officer. A release discharging the Government, its officers, agents and employees of and from all liabilities, obligations, and claims arising out of or under this contract subject only to the exceptions listed at FAR 52.212-4 (ALT1), paragraph (i)(7)(i)-(iii) is a condition precedent to final payment.

17.0 PAYMENTS

A. Payment will be made on a calendar month basis in arrears upon submission of an invoice. Payment will be due on the 30th calendar day after receipt of a proper invoice or date of receipt of services, whichever is later.

B. It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of specifications and requirements of this contract. The criteria for deductions and adjustments below will be used by the Government in determining monetary deductions for nonperformance of work under this contract and for adjustments for deficiencies in the performance of work. In no event shall contractor invoice or the Government be obligated to pay for any hours in excess of the amount identified within the contract (inclusive of all modifications).

C. The Contractor is responsible for submitting accurate invoices that reflect the actual services provided each month. The Contractor shall compute the invoice price to reflect the actual amount of hours performed. (DELETED) Repeated substantiated errors in invoicing may adversely affect the performance assessments assigned during the pendency of the contract. Submission of false invoices shall be subject to contractual and legal actions.

Any inquiries regarding payment shall be directed to the Contract Specialist/COR.

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