HSTS01-11-R-REV004.pdf

Transportation Security Administration Page 1 of 53 March 16, 2011

Transportation Security Administration

Request for Proposal

Coast Guard Core Accounting System (CAS) Subject Matter Expert

RFP No. HSTS01-11-R-REV004

03/16/2011

Office of Acquisition 601 South 12th Street

Arlington, VA 20598-6025

Transportation Security Administration Page 2 of 53 March 16, 2011

Table of Contents

SECTION I. – STANDARD FORM 1449 - CONTINUATION OF SF 1449

SECTION II - SCHEDULE

II. 1. Contract Line Items and Descriptions

SECTION III – STATEMENT OF WORK

III. 1. Requirement Information III. 2. Purpose III. 3. Background III. 4. Technical Requirements/Tasks/Outcomes III. 5. Applicable Documents III. 6. Requirements for Handling Sensitive, Classified, and/or Proprietary Information III. 7. Government Furnished Resources and Information

SECTION IV – PACKING, PACKAGING, AND MARKING

IV. 1. Packaging, Packing, and Marking

SECTION V - INSPECTION AND ACCEPTANCE

V. 1. Clauses Incorporated by Reference

SECTION VI - DELIVERY

VI. 1. Clauses Incorporated by Reference VI. 2. Period of Performance VI. 3. Delivery VI. 4. Place of Performance VI. 5. Notice to the Government of Delays VI. 6. Deliverables VI. 7. Shipping Address

SECTION VII - CONTRACT ADMINISTRATION DATA

VII. 1. Contracting Officer VII. 2. Contracting Officer’s Technical Representative and Technical Monitors VII. 3. Submission of Invoices - Commercial

SECTION VIII – SPECIAL CONTRACT REQUIREMENTS

VIII. 1. Disclosure of Information VIII. 2. Contractor’s Responsibility for Assigned Space, Equipment, and Supplies VIII. 3. Publicity and Dissemination of Contract Information VIII. 4. Interrelationship of Associate Contractors VIII. 5. Non-Personal Services VIII. 6. Contractor Responsibilities VIII. 7. Qualifications of Employees VIII. 8. Non-Disclosure Agreements VIII. 9. Observance of Legal Holidays and Other Absences VIII. 10. Advertising of Award VIII. 11. Major Breach of Safety or Security VIII. 12. Contractor Staff Training VIII. 13. Employee Termination VIII. 14. Standards of Conduct and Restrictions VIII. 15. Special Contract Security Requirements

VIII. 16. ELECTRONIC AND INFORMATION TECHNOLOGY TO ACCOMMODATE USERS

WITH DISABILITIES (SECTION 508 OF THE REHABILITATION ACT)

VIII. 17. SBU Data Privacy and Protection

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VIII. 18. Contractor Employee Access to Sensitive Security Information (SSI) VIII. 19. Travel & Per Diem

VIII. 20. PERSONNEL ACCESS

VIII. 21. SUITABILITY DETERMINATION FOR CONTRACTOR EMPLOYEES

SECTION IX – CONTRACT CLAUSES, TERMS, AND CONDITIONS

IX. 1. FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) IX. 2. Homeland Security Acquisition Regulation (HSAR) Clauses Incorporated by Reference IX. 3. Applicable FAR Clauses Included in Full Text IX. 4. Applicable HSAR Clauses Included in Full Text

SECTION X – CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

X. 1. Contract Documents X. 2. Other Applicable Information

SECTION XI – REPRESENTATIONS, CERTIFICATIONS, and OTHER STATEMENTS of OFFERORS or

RESPONDENTS

XI. 1. FAR 52.212-3-- Offeror Representations and Certifications – Commercial Items (AUG 2009) XI. 2. HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006)

SECTION XII - PROPOSAL PREPARATION INSTRUCTIONS

XII. 1. FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) XII. 2. Applicable FAR Provisions Included in Full Text XII. 3. Proposal Preparation Instructions XII. 4. Request for Clarification XII. 5. Proposal Submission Requirements XII. 6. Submission of Proposals

SECTION XIII – EVALUATION METHODOLOGY

XIII. 1. 52.212-2 Evaluation—Commercial Items (JAN 1999)

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STANDARD FORM 1449

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

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

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

HSTS01-11-R-REV004 3/16/2011

7. FOR SOLICITATION

A. NAME B. TELEPHONE (No Collect Calls) 8. OFFER DUE DATE/

LOCAL TIME (EST)

INFORMATION CALL Brandon Prindle Brandon.Prindle@dhs.gov 4/04/2011 9:00am EST

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

FOB

DESTINATION UNLESS

12. DISCOUNT TERMS

DEPARTMENT OF HOMELAND SECURITY

UNRESTRICTED BLOCK IS MARKED

SEE SCHEDULE

TRANSPORTATION SECURITY ADMINISTRATION SET-ASIDE: 100% FOR 13a. THIS CONTRACT IS A RATED ORDER

OFFICE OF ACQUISITION SMALL BUSINESS UNDER DPAS (15 CFR 700)

601 SOUTH 12TH STREET SMALL DISADV. BUSINSESS 13b. RATING

ARLINGTON, VA 20598-6025 8(A)

NAICS: 541219 14. METHOD OF SOLICITATION

SIZE STANDARD: $8.5 M RFQ IFB RFP

15. DELIVER TO: CODE 16. ADMINSTERED BY CODE

DEPARTMENT OF HOMELAND SECURITY OFFICE OF ACQUISITION

TRANSPORTATION SECURITY ADMINISTRATION (TSA) HUMAN CAPITAL & FINANCE DIVISION

OFFICE OF FINANCE & ADMINISTRATION, TSA-14 601 SOUTH 12TH STREET

601 SOUTH 12TH STREET ARLINGTON, VA 20598-6025

ARLINGTON, VA 20598-6014

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

COMMANDING OFFICER

USCG FINANCE CENTER

PO BOX 4111

CHESAPEAKE, VA 23327

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

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

19.

ITEM NO,

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

See Schedule

(Attach Continuation Sheet as Necessary)

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

TBD

27a. SOLICITATIONS INCORPORATE BY REFERENCE FAR 52.212-1(Jun 2008), 52.212-4 (Mar 2009). FAR 52.212-3 (Aug 2009) AND 52.212-5 (Sep 2009) ARE ATTACHED.

ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACTS/PURCHASE ORDERS INCORPORATE BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

28.

CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 COPY TO ISSUING OFFICE.

CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE

IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED HEREIN.

29.

AWARD OF CONTRACT: REFERENCE OFFER DATED .

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

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

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

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

Brandon Prindle AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (Rev 4/2002) PREVIOUS EDITION NOT USABLE Prescribed by GSA – FAR 53.212

RFP No. HSTS01-11-R-FIN024 Section II - Schedule

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SECTION II. – SCHEDULE

II. 1. CONTRACT LINE ITEMS AND DESCRIPTIONS

The contractor shall furnish all resources, management, and services (except for Government furnished items) necessary to perform and provide the work in accordance with the contract and Statement of Work.

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

00001 Base Year

The Contractor shall provide Revenue reporting services for the Transportation Security Administration (TSA), Office of Revenue (OR).

Firm Fixed Price (FFP) in accordance with the Statement of Work.

1 JOB

00002 NTE Travel and ODC Reimbursable 1 LOT NTE $5,000 NTE $5,000

NET AMT

10001 Option Year 1

The Contractor shall provide Revenue reporting services for the Transportation Security Administration (TSA), Office of Revenue (OR).

Firm Fixed Price (FFP) in accordance with the Statement of Work.

1 JOB

10002 NTE Travel and ODC Reimbursable 1 LOT NTE $5,000 NTE $5,000

20001 Option Year 2

The Contractor shall provide Revenue reporting services for the Transportation Security Administration (TSA), Office of Revenue (OR).

Firm Fixed Price (FFP) in accordance with the Statement of Work.

1 JOB

20002 NTE Travel and ODC Reimbursable 1 LOT NTE $5,000 NTE $5,000

30001 Option Year 3

The Contractor shall provide Revenue reporting services for the Transportation Security Administration (TSA), Office of Revenue (OR).

Firm Fixed Price (FFP) in accordance with the Statement of Work.

1 JOB

30002 NTE Travel and ODC Reimbursable 1 LOT NTE $5,000 NTE $5,000

RFP No. HSTS01-11-R-FIN024 Section II - Schedule

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40001 Option Year 4

The Contractor shall provide Revenue reporting services for the Transportation Security Administration (TSA), Office of Revenue (OR).

Firm Fixed Price (FFP) in accordance with the Statement of Work.

1 JOB

40002 NTE Travel and ODC Reimbursable 1 LOT NTE $5,000 NTE $5,000

(End of Section II.)

RFP No. HSTS01-11-R-FIN024 Section III – Statement of Work

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SECTION III. – STATEMENT OF WORK

SECTION I: Requirement Information

Name of Requisitioning Office: Office of Revenue

SECTION I: Purpose

Product, Service or Outcome Needed for Coast Guard Core Accounting System (CAS) Subject Matter Expert:

• Development, documentation and maintenance of all system queries and reports that are necessary to accomplish daily, weekly, monthly, quarterly and annual revenue reconciliation between Treasury receipts of revenue and detailed revenue postings in the Transportation Security Administration (TSA) Core Accounting System (CAS).

• Perform daily, weekly, monthly, quarterly, and annual revenue reconciliation between Treasury receipts of revenue and detailed revenue postings in TSA CAS.

• Perform daily, weekly, monthly, and quarterly reports between Revenue Daily Deposit Reports and CAS program reports, and other fees as necessary. Identify, document, and submit revenue reconciliation anomalies to the attention of COTR for correction in CAS.

• Development, documentation, testing, and maintenance of customer-level reports in the CAS Accounts Receivable module.

• Development, documentation, testing, and maintenance of fee-level reports in the CAS Accounts Receivable module.

• Development and testing of financial reporting platform related to system configuration changes for the Office of Revenue.

• Development, documentation, and maintenance of ad hoc reports that are necessary in support of Office of Revenue collections compliance efforts

• Produce and submit other TSA internal fee reports on a monthly basis; i.e., TSA Headquarters Parking, Field Parking, and Headquarter Fitness Center, and other fees as necessary.

• Develop and maintain reporting performance metrics and internal audit controls that include, but not limited to transaction process time and number of postings in error.

• Assist the TSA Office of Revenue in developing and providing data required to satisfy internal audit requests on financial reporting.

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Scope of the Product, Service, or Outcome:

Implementation of Proper Reporting of Collection of Revenue.

The contractor will assist TSA staff in the establishment of revenue reporting platforms and processes required for the proper recording and reporting of all TSA fee revenue. Additionally, the contractor will provide overall team management for each task identified in this effort. The Subject Matter Expert shall have a minimum of 3 years experience in Oracle Financials with the U.S. Coast Guard Financial System design.

SECTION III: Background

The Transportation Security Administration (TSA) was established in 2001 to protect the nation’s transportation system and ensure the safety and security of the traveling public. TSA’s Office of Revenue (OR) is under the direction of the Chief Financial Officer. OR is responsible for performing revenue administration services for numerous fees established by TSA that are used to fund TSA operations.

Revenue administration services include:

• Fee development activities including coordination of numerous Federal Rulemaking activities, development of program cost and regulated population estimates, development of program cost and regulated population estimates, development of payment system requirements and final determination of fee rates.

• Fee Implementation activities including external communication of security fee regulations, the establishment of appropriate payment platforms policy and processes; the proper collection, accounting, and reporting of fee revenue; customer service and security fee analysis. Due to the increased attention and oversight of the Federal financial reporting process, the proper accounting and reporting of transportation security fee revenue is critical for the accuracy of financial statements.

• Fee regulation and compliance activities necessary to ensure the accurate and timely collection of security fee liabilities, and ensuring the equitable imposition of security fees across transportation sectors

SECTION IV: Technical Requirements/Tasks/Outcomes

• Implementation of Revenue Collections Platform. The contractor shall support TSA staff in requirements development, documentation, testing, implementation, and transition to the TSA general ledger accounting system (Coast Guard Core Accounting System (CAS) platform) that will be used to collect, account, and report on security fees administered by TSA. Contractor must have a clear understanding of the day-to-day operations of TSA in relation to the collection of security fees. Because of the nature of the business operations, the contractor shall have experience with highly customized Oracle financials as designed in the U.S. Coast Guard Financial System.

• Revenue Procedures. The contractor shall develop and document revenue reconciliation procedures and flow diagrams that will be used to process all security fee remittances. Procedures

Transportation Security Administration Page 9 of 53 March 16, 2011 must adhere to Government standards and be fully integrated with current business operations.

The contractor shall provide configuration management necessary to support all OR fee requirements and procedures. Contractor reconciliation reports will be used for quarterly rescission process unique to TSA. In addition to technical experience with Oracle Financials, contractor should demonstrate accounting experience and understanding for the Accounts Receivable module in CAS using Discoverer Report Tool.

• Account Maintenance. The contractor shall provide operational support necessary to establish and maintain customer accounts that will be utilized for security fee processing, invoicing and reporting.

Activities focus on establishment of customers in CAS, setup of receivables schedules, and process validation. The contractor shall have experience using Discoverer Report Tool within the Oracle financials within the design of the U.S. Coast Guard Financial System. Must be able to use and create highly customized views and tables within the Discoverer Report Tool and have a clear understanding of the Accounting Process.

• Task Management. In addition to the operational support identified in this task, this task shall provide overall project management for all the tasks identified in this OR contract. The contractor will provide team management including; schedule coordination, education of TSA policies and procedures, deliverable compliance and assurance of continuance of support.

• Revenue Analysis. Perform various ad-hoc analysis of security fee collections, trends, activities, and processes as directed by OR.

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Deliverables: The following deliverables are required for this task

Unless otherwise specified, the TSA requires delivery of one (1) electronic copy and one (1) hard copy of each deliverable specified in Section 5. Electronic copies shall be delivered via email attachment or other media by mutual agreement of the parties. The electronic copy shall be in the appropriate Microsoft Office application or later version as mutually agreed to by the parties. The contractor shall deliver products in accordance with the requirements of each task in this SOW.

NOTE: Each deliverable schedule assumes 5 business days for Government review and comment. The contractor shall deliver the final version of the deliverable 5 days after receipt of Government comments.

TSA reserves the right to review the Contractor’s work, performance, and progress at any time.

# Deliverable Due Date

Deliverable Recipient (include contact information) Deliverable

Format 1 Reconciliation

Procedures Guide for established fees

90 calendar days following effective date of award

COTR Word or other applicable software

2 Reconciliation Procedures Guide for new fees

90 calendar days following effective date of award or new fee implementation

COTR Word or other applicable software

3 Reporting Procedures

90 calendar days following effective date of award

COTR Word or other applicable software

4 Accounts Receivable Platform Maintenance

As required COTR Pivot Table/Excel

5 Revenue analysis for internal audit and management controls.

As required COTR

Excel

6 Reporting Deliverables

As required;

weekly, monthly, quarterly

COTR

Excel

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Travel Requirements:

Travel may be required to support the needs of TSA as requested. Contractor should have the flexibility to travel once a quarter for 1-5 days to review accounting system and data analysis with Coast Guard and TSA personnel to Chesapeake, Virginia at the U.S. Coast Guard Finance Center (The TSA accounting service provider). Travel cost will not be reimbursed for travel within the Washington, D.C. Metro area.

Travel within 50 miles of the TSA headquarters in Arlington, Virginia will be considered local travel. Travel beyond 50 miles of TSA Headquarters will require approval in advance of its occurrence by the COTR. The contractor will not be reimbursed for any unauthorized travel. Reimbursement for travel outside the Washington, D.C. metro area will be based on actual costs incurred in accordance with the Federal Travel Regulation.

Prior to undertaking any travel other than local, the contractor shall submit a Travel Pre-Approval request for specific approval by the COTR which lists the purpose for travel, destination(s), dates, and estimated costs of the trip. All travel will be approved by the COTR in advance of traveling.

Reimbursement will be made in accordance with Federal Travel Regulations (FTR) effective on the date(s) of travel. For invoicing purposes, the Government requests the contractor submit back-up documentation with the invoice, in support of the costs being billed. This should eliminate the back and forth questions regarding travel costs and provide quicker approval times.

Special Requirements:

The Contract shall possess Accounting experience both in private and Federal Government sectors and Oracle Financials experience with custom-designed functionality similar to U.S. Coast Guard’s Core Accounting System. Contractor will work a minimum of 24 hours a week and no more than 40 hours a week without the authorization of overtime. The level of effort needed will vary over time depending on the deliverables and emergent requirements.

Contractor should have a Continuity of Operations (COOP) plan developed in case of building closure due to weather or emergency situation. Contractor may also work offsite should space limitations occur. If contractor is working offsite, there will be a requirement for calling in to COTR or Project Manager on status of work or to come in to the office 1-day a week for a meeting with office personnel.

Post-Award Conference

The Contractor shall attend a contract post-award conference with the Contracting Officer, COTR, and members of the TSA Program Office at TSA Headquarters in Arlington, Virginia. The contract post award conference will cover the terms and conditions of the contract, the partnering and working relationship, contract administration, and other administrative concerns. The contract Post-Award Conference is to-be-

Transportation Security Administration Page 12 of 53 March 16, 2011 determined, but not later than three (3) weeks after date of contract award. The Contractor will be contacted by the Contract Specialist to coordinate the post-award conference.

SECTION V: Government Furnished Resources and Information

Government furnished equipment and information will be provided to the Contractor. The contractor shall exercise proper care of all property at the Government site regardless of whether title or such vests with the Government or not. The facilities to which contractor personnel shall have access will remain in the Government’s custody and shall not be considered as property or facilities furnished to the contractor.

TSA will provide the following:

• Access to all financial systems to develop reports

• Workstations for contractor personnel at TSA Headquarters, including telephones, and computers with access to the TSA local area network and internet.

• Necessary access to the TSA intranet (internal web site) and related software tools.

The Government shall provide the contractor with applicable regulations, policies, and procedures if any.

The contractor may not connect its privately owned portable computers to the TSA local area network, nor may it use TSA Voice over internet protocol telephone system to connect its portable computers to its home office.

(End of Section III)

RFP No. HSTS01-11-R-REV004 Section IV - Packing, Packaging, and Marking

Transportation Security Administration Page 13 of 53 March 16, 2011

SECTION IV. – PACKING, PACKAGING, AND MARKING

IV. 1. PACKAGING, PACKING, and MARKING

Unless otherwise specified, all items to be delivered under this contract shall be preserved, packaged, and packed in accordance with normal commercial practices to meet the packing requirements of the carrier and ensure safe delivery at destination. Preservation, packaging and packing shall provide adequate protection against physical damage during shipment for all deliverable items

All initial packing, marking and storage incidental to shipping of equipment to be provided under this contract shall be at the Contractor’s expense. The Contractor shall supervise the packing of all acquired equipment furnished by the Contractor and shall supervise the unpacking of equipment to be installed.

(End of Section IV)

RFP No. HSTS01-11-R-FIN024 Section V - Inspection and Acceptance

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SECTION V. - INSPECTION AND ACCEPTANCE

V. 1. Clauses Incorporated by Reference

(FAR 52.252-2) (Feb 1998)

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text can be accessed electronically at this internet address: http://acquisition.gov/far/index.html.

FAR Clause No. Title and Date

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

(End of Section V)

RFP No. HSTS01-11-R-FIN024 Section VI - Delivery

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SECTION VI. - DELIVERY

VI. 1. Clauses Incorporated by Reference

(FAR 52.252-2) (Feb 1998)

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text can be accessed electronically at this internet address: http://farsite.hill.af.mil/

52.242-15

Stop-Work Order (AUG 1989)

52.242.17 Government Delay of Work (APR 1984)

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

VI. 2. Period of Performance

The term of this contract is a one-year base period and four one-year option periods.

VI. 3. Delivery

The items required under the contract shall be delivered and received at destination within the timeframe specific in Section III.

VI. 4. Place of Performance

Services are to be performed on-site at TSA Headquarters. Contract performance will be supported and monitored by the TSA Contracting Officer’s Technical Representative (COTR) and Task Managers. TSA Headquarters is located at the following address:

U.S. Department of Homeland Security

Office of Revenue, TSA-14 601 South 12th Street

West Tower, 12th Floor North Arlington, VA 20598

VI. 5. Notice to the Government of Delays

In the event the Contractor encounters difficulty in meeting performance requirements, or when he anticipates difficulty in complying with the contract delivery schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer and http://farsite.hill.af.mil/�

RFP No. HSTS01-11-R-FIN024 Section VI - Delivery

Transportation Security Administration Page 16 of 53 March 16, 2011 the COTR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

VI. 6. Deliverables

(a) All applicable deliverables, their required delivery dates, and destination of delivery are specified in Section C of this contract.

(b) All deliverables submitted in electronic format shall be free of any known computer virus or defects. If a virus or defect is found, the deliverable will not be accepted. The replacement file shall be provided within two (2) business days after notification of the presence of a virus.

(c) Each contract deliverable shall be accompanied by a cover letter from the Contractor on Company letterhead and shall be in accordance with the instructions in Section V as applicable. Multiple deliverables may be delivered with a single cover letter describing the contents of the complete package.

VI. 7. Shipping Address

All hard copy deliverables and reports under this contract and task orders shall be delivered F.O.B.

Destination, under transmittal letter, to the Contracting Officer’s Technical Representative at the following address:

Transportation Security Administration Office of Revenue, TSA-14 Attn: (COTR Name) 601 South 12th Street Arlington, VA 20598-6014

(End of Section VI)

RFP No. HSTS01-10-R-FIN034 Section VII - Contract Administration Data

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SECTION VII. - CONTRACT ADMINISTRATION DATA

VII. 1. CONTRACTING OFFICER (CO)

The Contracting Officer is the only person authorized to make any changes, approve any changes in the requirements of this contract, issue orders, obligate funds and authorize the expenditure of funds, and notwithstanding any term contained elsewhere in this contract, such authority remains vested solely in the Contracting Officer. The Contracting Officer is a federal government employee who is specifically authorized and appointed in writing under specified agency procedures and granted the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. In the event, the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

The following Primary Contracting Officer is assigned to this contract. Alternate Contracting Officers may be assigned:

TSA Contracting Officer:

NAME: Brandon Prindle

PHONE NUMBER: 571-227-3002

EMAIL: Brandon.Prindle@dhs.gov

VII. 2. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR) AND

TECHNICAL MONITORS

VII.2.1 The principle role of the COTR is to support the Contracting Officer in managing the contract.

This is done through furnishing technical direction within the confines of the contract, monitoring performance, ensuring requirements are met within the terms of the contract, and maintaining a strong relationship with the Contracting Officer. As a team, the Contracting Officer and COTR must ensure that program requirements are clearly communicated and that the agreement is performed to meet them.

VII.2.2 The Contracting Officer hereby designates the individual(s) named below as the Contracting Officer's Technical Representative. Such designations(s) shall specify the scope and limitations of the authority so delegated.

TSA COTRs:

NAME: TBD

PHONE NUMBER:

EMAIL:

VII.2.3 The COTR may be changed at any time by the Government without prior notice to the Contractor, but notification of the change, including the name and phone number of the successor COTR, will be promptly provided to the Contractor by the Contracting Officer in writing.

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VII.2.4 The responsibilities and limitations of the COTR are as follows:

• The COTR is responsible for the technical aspects of the project and technical liaison with the

Contractor. The COTR is also responsible for the final inspection and acceptance of all reports and such other responsibilities as may be specified in the contract.

• The COTR may designate assistant COTR(s) to act for him/her by naming such assistant in writing and transmitting a copy of such designation through the Contracting Officer to the Contractor.

• The COTR will maintain communications with the Contractor and the Contracting Officer. The COTR must report any observed fraud, waste, or opportunities to improve performance of cost efficiency to the Contracting Officer.

• The COTR will immediately alert the Contracting Officer to any possible Contractor deficiencies or questionable practices so that corrections can be made before the problems become significant.

• The COTR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract’s price, terms or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COTR. No such changes shall be made without the expressed prior authorization of the Contracting Officer.

• The COTR is not authorized to direct the Contractor on how to perform the work.

• The COTR is not authorized to issue stop-work orders. The COTR may recommend the authorization by the Contracting Officer to issue a stop work order, but the Contracting Officer is the only official authorized to issue such order.

• The COTR is not authorized to discuss new proposed efforts or encourage the Contractor to perform additional efforts on an existing contract or order.

VII.2.5 The responsibilities and limitations of the TM are as follows:

• Coordinating with the COTR on all work orders, task, deliverables and actions that require immediate attention relating to the approved scope and obligated funding of the contract action.

• Monitoring the Contractor’s performance in relation to the technical requirements of the assigned functional area of the contract to ensure that the Contractor’s performance is strictly within the contract’s scope and obligated funding.

• Ensuring that all recommended changes in any work under the contract are coordinated and submitted in writing to the COTR for consideration.

• Informing the COTR if the Contractor is not meeting performance, cost, schedule milestones.

• Performing technical reviews of the Contractor’s proposals as directed by the COTR.

• Performing acceptance of the Contractor’s deliverables as directed by the COTR.

• Reporting any threats to the health and safety of persons or potential for damage to

Government property or critical national infrastructure which may result from the Contractor’s performance or failure to perform the contract’s requirements.

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VII. 3. SUBMISSION OF INVOICES - Commercial

(a) Background: The Transportation Security Administration (TSA) partners with the United States

Coast Guard Finance Center for financial services in support of TSA operations, including the payment of contractor invoices. Therefore, all contractor invoices must be submitted to, and will be paid by, the U.S. Coast Guard Finance Center (FinCen).

(b) Invoice Submission Method: Invoices may be submitted via facsimile, U.S. Mail, or email.

Contractors shall utilize ONLY ONE method per invoice submission. The submission information for each of the methods is as follows in order of preference:

1) Facsimile number is: 757-413-7314

The facsimile number listed above shall be used by contractors for ORIGINAL invoice submission only. If facsimile submission is utilized, contractors shall not submit hard copies of invoices via the U.S. mail. It is the responsibility of the contractor to verify that invoices are received, regardless of the method of submission used. Contractors may inquire regarding the receipt of invoices by contacting the U.S. Coast Guard Finance Center via the methods listed in subparagraph (e) of this clause.

2) U.S. Mail:

United States Coast Guard Finance Center TSA Commercial Invoices P.O. Box 4111 Chesapeake, VA 23327-4111

3) Email Invoices:

FIN-SMB-TSAInvoices@uscg.mil or www.fincen.uscg.mil

(c) Invoice Process: Upon receipt of contractor invoices, FinCen will electronically route invoices to the appropriate TSA Contracting Officer’s Technical Representative and/or Contracting Officer for review and approval. Upon approval, the TSA will electronically route the invoices back to FinCen. Upon receipt of certified invoices from a Authorized Certifying Official, FinCen will initiate payment of the invoices.

Note for discounts offered:

Discounts on invoices. If desired, the Contractor should offer discounts directly upon the invoice submitted, clearly specifying the terms of the discount. Contractors can structure discounted amounts for payment for any time period less than the usual thirty day payment period specified under Prompt Payment requirements; however the Contractor should not structure terms for payment of net amounts invoiced any sooner than the standard period required under FAR Subpart 32.9 regarding prompt payments for the specified deliverables under contract.

Discounts offered after invoice submission. If the Contractor should wish to offer a discount on a specific invoice after its submission for payment, the Contractor should submit a letter to the Finance Center identifying the specific invoice for which a discount is offered and specify the exact terms of the discount offered and what time period the Government should make payment by in order to receive the discount. The Contractor should clearly indicate the contract number, mailto:FIN-SMB-TSAInvoices@uscg.mil�

Transportation Security Administration Page 20 of 53 March 16, 2011 invoice number and date, and the specific terms of the discount offered. Contractors should not structure terms for net amount payments any sooner than the standard period required under FAR Subpart 32.9 regarding prompt payments for the specified deliverables under contract.

(d) Payment Status: Contractors may inquire on the payment status of an invoice by any of the following means:

(1) Via the internet: https://www.fincen.uscg.mil Contacting the FinCen Customer Service Section via telephone at 1-800-564-5504 or

(757) 523-6940 (Voice Option #1). The hours of operation for the Customer Service line are 8:00 AM to 5:00 PM Eastern Time, Monday through Friday. However, the Customer Service line has a voice-mail feature that is available 24 hours per day, 7 days per week.

(2) Via the Payment Inquiry Form: https://www.fincen.uscg.mil/secure/payment.htm

(e) Invoice Elements: Invoices will automatically rejected if the information required in subparagraph (a)(2) of the Prompt Payment Clause, contained in this Section of the Contract, including EFT banking information, Taxpayer Identification Number (TIN), and DUNS number are not included in the invoice. All invoices must be clearly correlate invoiced amounts to the corresponding contract line item number and funding citation. The Contractor shall work with the Government to mutually refine the format, content and method of delivery for all invoice submissions during the performance of the Contract.

(f) Supplemental Invoice Documentation: Contractors shall submit all supplemental invoice documentation (e.g. copies of subcontractor invoices, travel vouchers, etc) necessary to approve an invoice along with the original invoice. The Contractor invoice must contain the information stated in the Prompt Payment Clause in order to be received and processed by FinCen.

Supplemental invoice documentation required for review and approval of invoices may, at the written direction of the Contracting Officer, be submitted directly to either the Contracting Officer, or the Contracting Officer’s Technical Representative. Note for “time-and-material” type contracts: The Contractor must submit the following statement with each invoice for labor hours invoiced under a “time-and-materials” type contract, order, or contract line item: “The Contractor hereby certifies in accordance with paragraph (c) of FAR 52.232-7, that each labor hour has been performed by an employee (prime or subcontractor) who meets the contract’s specified requirements for the labor category invoiced.”

(g) Additional Invoice Preparation Instructions for Software Development and/or Hardware.

The Contractor shall clearly include a separate breakdown (by CLIN) for any software development activities (labor costs, subcontractor costs, etc) in accordance with Federal Accounting Standards Advisory Board Statement of Federal Financial Accounting Standards Number 10 (Preliminary design costs, Development costs and post implementation costs) and cite payment terms. The contractor shall provide make and model descriptions as well as serial numbers for purchases of hardware and software (where applicable.)

(End of Section VII) https://www.fincen.uscg.mil/secure/payment.htm�

RFP No. HSTS01-11-R-FIN024 Section IX – Contract Terms and Conditions

Transportation Security Administration Page 21 of 53 March 16, 2011

SECTION VIII. – SPECIAL CONTRACT REQUIREMENTS

VIII. 1. DISCLOSURE OF INFORMATION

Information furnished by the Contractor under this contract may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business, or contain trade secrets, proprietary, or personally-identifiable information must be clearly marked.

Any information made available to the Contractor by the Government must be used only for the purpose of carrying out the requirements of this contract and must not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

In performance of this contract, the Contractor assumes responsibility for protection of the confidentiality of Government records and information and must ensure that all work performed by its Subcontractor(s) shall be under the supervision of the Contractor or the Contractor’s employees.

VIII. 2. CONTRACTOR’S RESPONSIBILITY FOR ASSIGNED SPACE, EQUIPMENT, AND

SUPPLIES

If, due to the fault or neglect of the Contractor, his agents, or employees, damages are caused to any Government property, equipment, stock or supplies, during the performance of this contract, the Contractor shall be responsible for such loss or damage and the Government, at its option, may either require the Contractor to replace all property or to reimburse the Government for the full value of the lost or damaged property. The Contractor is responsible for maintaining all assigned space(s) in a clean and orderly fashion during the course of this contract. All telephones are for conducting official Government business only.

VIII. 3. PUBLICITY AND DISSEMINATION OF CONTRACT INFORMATION

Publicity releases or commercial advertising in connection with or referring to this contract or effort shall not be made by the Contractor unless prior written approval has been received from the Contracting Officer.

The Contractor shall not publish, permit to be published, or distribute for public consumption, any information, oral or written, concerning the results or conclusions made pursuant to the performance of this contract, without the prior written consent of the Contracting Officer. Two copies of any material proposed to be published or distributed shall be submitted to the Contracting Officer.

A minimum of five full business days’ notice is required for requests made in accordance with this provision.

VIII. 4. INTERRELATIONSHIP OF ASSOCIATE CONTRACTORS

The TSA may enter into contractual agreements with other Contractors (i.e., “Associate Contractors”) in order to fulfill requirements separate from the work to be performed under this contract, yet having a relationship to performance under this contract. It is expected that contractors working under TSA contracts will have to work together under certain conditions in order to achieve a common solution for TSA. The Contractor may be required to coordinate with other such Contractor(s) through the cognizant Contracting Officer (CO) and/or designated representative in providing suitable, non-conflicting technical and/or management interface and in avoidance of duplication of effort. Information on deliverables

Transportation Security Administration Page 22 of 53 March 16, 2011 provided under separate contracts may, at the discretion of the TSA and/or other Government agencies, be provided to such other Contractor(s) for the purpose of such work.

Where the Contractor and an associate Contractor fail to agree upon action to be taken in connection with their respective responsibilities, each Contractor shall promptly bring the matters to the attention of the cognizant CO and furnish the Contractor’s recommendations for a solution. The Contractor shall not be relieved of its obligations to make timely deliveries or be entitled to any other adjustment because of failure of the Contractor and its associate to promptly refer matters to the CO or because of failure to implement CO directions.

Where the Contractor and Associate Contractors are required to collaborate to deliver a service; the Government will designate, in writing and prior to the definition of the task, to both Contractors, a “lead Contractor” for the project. In these cases the Associate Contractors shall also be contractually required to coordinate and collaborate with the Contractor. TSA will facilitate the mutual execution of Non- Disclosure Agreements.

Compliance with this Special Contract Requirement is included in the contract price and shall not be a basis for equitable adjustment.

VIII. 5. NON-PERSONAL SERVICES

“Personal services” are those in which contractor personnel would appear to be, in effect, Government employees via the direct supervision and oversight by Government employees. No personal services shall be performed under this contract. No Contractor employee will be directly supervised by a Government employee. All individual Contractor employee assignments, and daily work direction, shall be given by the applicable employee supervisor of the Contractor. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

The Contractor shall not perform any inherently Governmental actions as defined by FAR 7.500. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government Contractors in connection with this contract, the Contractor employee shall state that they have no authority to in any way change any contract and that if the other Contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

The Contractor shall ensure that all of its employees working on this contract are informed of the substance of this clause. Nothing in this special contract requirement shall limit the Government’s rights in any way under any other term of the contract, including those related to the Government’s right to inspect and accept the services to be performed under this contract. The substance of this special contract requirement shall be included in all subcontracts at any tier.

Transportation Security Administration Page 23 of 53 March 16, 2011

VIII. 6. CONTRACTOR RESPONSIBILITIES

The Contractor shall provide all management, administrative, clerical, and supervisory functions required for the effective and efficient performance of this contract.

The Government shall not be liable for any injury to the Contractor’s personnel or damage to the Contractor’s property unless such injury or damage is due to negligence on the part of the Government and is recoverable under the Federal Torts Claims Act, or pursuant to another Federal statutory authority.

A smooth and orderly transition between the Contractor and a predecessor or successor Contractor is necessary to ensure minimum disruption to vital Government business. The Contractor shall cooperate fully in the transition.

The Contractor shall adhere to the same professional and ethical standards of conduct required of Government personnel. The Contractor shall not:

• Discuss with unauthorized persons any information obtained in the performance of work under this contract.

• Conduct business not directly related to this contract on Government premises.

• Use computer systems and/or other Government facilities for company or personal business other than work related; or

• Recruit on Government premises or otherwise act to disrupt official Government business.

VIII. 7. QUALIFICATIONS OF EMPLOYEES

The Contracting Officer may require dismissal from work under this contract and/or removal of access to government facilities, property, information and/or information systems of those employees which the Contracting Officer deems contrary to the public interest or inconsistent with the best interest of national security.

VIII. 8. NON-DISCLOSURE AGREEMENTS

Non-Disclosure Agreements are required to be signed by all Contractor personnel when their role requires them to come into contact with Sensitive But Unclassified, Government procurement sensitive information, and/or other sensitive information, or proprietary business information from other Contractors (e.g., cost data, plans, and strategies). The recipient certifies in writing that they will take the necessary steps to prevent the unauthorized disclosure and use of information. The Contracting Officer will provide the prescribed non-disclosure forms as necessary to the Contractor when circumstances warrant.

Transportation Security Administration Page 24 of 53 March 16, 2011

VIII. 9. OBSERVANCE OF LEGAL HOLIDAYS AND OTHER ABSENCES

The Government observes the following holidays:

New Year’s Day Martin Luther King Birthday President’s Day Memorial Day

Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Inauguration Day (Washington, DC metropolitan area)

In addition to the days designated as holidays, the Government observes also the following days:

• Any other day designated by Federal Statute, and

• Any other day designated by Executive Order, and

• Any other day designated by President’s Proclamation, such as extreme weather conditions.

When the Government grants excused absence to its employees in a specific location, assigned Contractor personnel at that same location may also be dismissed. The Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer or the Contracting Officer’s Technical Representative.

Observance of such holidays by Government personnel shall not be a reason for the Contractor to request an extension of the period of performance, or entitlement of compensation except as set forth within the contract.

In the event the Contractor’s personnel work during the holiday or other excused absences, they may be compensated by the Contractor, however, no form of holiday or other premium compensation will be considered either as a direct or indirect cost, other than their normal compensation for the time worked.

For cost reimbursable and time and material (T&M) contracts, the government will only consider as direct and/or indirect costs those efforts actually performed during the holiday or excused absences in the event contractor personnel are not dismissed. This provision does not preclude reimbursement for authorized overtime work if applicable to this contract.

VIII. 10. ADVERTISING OF AWARD

The contractor shall not refer to contract awards in commercial advertising in such a manner as to state or imply that the product or service provided is endorsed or preferred by the Federal Government or is considered by the Government to be superior to other products or services.

VIII. 11. MAJOR BREACH OF SAFETY OR SECURITY

(a) Safety is the freedom from those conditions that can cause death, injury, occupational illness, damage to or loss of equipment or property, or damage to the environment. Safety is essential to TSA and compliance with safety standards and practices is a material part of this contract. A major breach of safety may constitute a breach of contract that entitles the Government to exercise any of its rights and remedies

Transportation Security Administration Page 25 of 53 March 16, 2011 applicable to material parts of this agreement, including termination for default. A major breach of safety must be related directly to the work on the agreement.