RFP_HSTS04-14-R-CT2043.pdf

Transportation Security Administration

Boarding Pass Scanners (BPS)

Request for Proposal Solicitation No. HSTS04-14-R-CT2043

August 25, 2014

Transportation Security Administration Office of Acquisition

Passenger Screening Program

Table of Contents

Section A – Standard Form 1449 Section B – Supplies or Services and Prices/Costs

1.0 Type of Contract

2.0 Indefinite Quantity Contract – Minimum and Maximum Amount

3.0 Contract Line Item Numbers (CLINs)

3.1 Fixed Unit Price CLINs (CLINs 0001 through 0004)

3.2 Fixed Unit Price Extended Warranty CLIN (CLIN 0005)

3.3 Time and Material (T&M)/Firm-Fixed Price (FFP) CLINs (CLINs 0006 and 0007)

3.4 Shipping

4.0 Ordering Period

5.0 Place of Performance

Section C – Statement of Work

1.0 Overview

1.1 Background

1.2 Order of Precedence

1.3 Contract Requirements

2.0 BPS Hardware Requirements

2.1 Boarding Pass Scanner Units (CLIN 0001)

2.2 Additional Batteries (CLIN 0002)

2.3 Additional Battery Chargers (CLIN 0003)

2.4 Additional Stanchion Mounting Brackets (CLIN 0004)

2.5 Safety Standards and Code Requirements

3.0 BPS Maintenance and Support Requirements

3.1 Extended Warranty (CLIN 0005)

3.2 Excepted Maintenance (CLIN 0006)

3.3 Mean Time Between Critical Failures (MTBCF)

3.4 Engineering Support Services (CLIN 0007)

3.5 Operators Manual

4.0 Shipping

4.1 Quick Look Report (QLR)

4.2 Configuration Status Accounting Report (CSAR)

5.0 Contract Deliverables

Section D – Packaging and Marking

1.0 Packaging Requirements

2.0 Storage Requirements

3.0 Equipment and Parts Shipping Requirements

4.0 Property Control

5.0 Deliverables and Other Reports

5.1 Marking of Deliverables

5.2 Marking of Reports

Section E – Inspection and Acceptance

1.0 Inspection and Acceptance of Deliverables

1.1 Points of Inspection and Acceptance

2.0 Deviations and Waivers

3.0 Permits and Responsibilities

Section F – Delivery or Performance

1.0 Period of Performance and Delivery

2.0 Labor Rates – Applicable to T&M Orders under CLINs 0006 and 0007

3.0 Supplies and Equipment

4.0 Notice of Delay

Solicitation HSTS04-14-R-CT2043

5.0 Original Equipment Manufacturer (OEM) Management Requirements

6.0 Delivery and Reporting Requirements

Section G – Contract Administration Data

1.0 Contracting Officer (CO) (Aug 2013)

2.0 Contracting Officer’s Representative (COR) and Technical Monitors (Aug 2013)

3.0 Submission of Invoices (Aug 2013)

4.0 Accounting and Appropriation Data

Section H – Special Contract Requirements

1.0 Travel and Per Diem (Applicable to T&M Type Orders Only) (Aug 2013)

2.0 Disclosure of Information (Aug 2013)

3.0 Publicity and Dissemination of Contract Information (Aug 2013)

4.0 Observance of Legal Holidays, Other absences, and Necessary Contract Performance Offsite (Nov 2013) . 20

5.0 Advertising of Award (Aug 2013)

6.0 Major Breach of Safety or Security (Aug 2013)

7.0 Controlled Unclassified Information Data Privacy and Protection (Aug 2013)

8.0 Required Contractor Property Delivery Reporting (Aug 2013)

9.0 Security of Systems Handling PII and Privacy Incident Response (Aug 2013)

10.0 Task and Delivery Order Ombudsman (Feb 2014)

11.0 Availability of Internal Appeal Process per FAR 33.103 (May 2014)

12.0 Ordering Procedures

Section I – Contract Clauses

1.0 FAR Clauses

2.0 HSAR Clauses

Section J – List of Attachments Section K – Representations, Certifications and Other Statements of Offerors

1.0 FAR Provisions

2.0 HSAR Provisions

Section L – Instructions, Conditions, and Notices to Offerors

1.0 Evaluation – Commercial Items

2.0 Question Due Date and Time

3.1 Written Proposal

3.2 BPS Bailment unit

3.3 Airline Public Keys

3.4 Offeror Deadlines

4.0 General Proposal Requirements

4.1 Volume I: Technical Proposal

4.2 Volume II: Past Performance and Socio-Economic Considerations

4.3 Volume III- Price and Other Proposal Information

Section M – Evaluation Factors for Award

1.0 Basis for Contract Award – Best Value

1.1 Bailment Unit Requirements

1.2 First Delivery Order Award

1.3 Adjectival Ratings and Other Defined Terms

1.4 Evaluation Factors

2.0 Description of Factors for Award

2.1 Factor 1 – Technical Approach (Volume I)

2.2 Factor 2 – Deployment Approach (Volume I)

2.3 Factor 3 – Past Performance (Volume II)

2.4 Factor 4 – Socio-Economic Considerations (Volume II)

2.5 Factor 5 – Price (Volume III)

2.6 Other Proposal Information

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

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

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. 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

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

HSTS04-14-R-CT2043

See Schedule See Block 9

TSA Commercial Invoices P.O. Box 4111 Chesapeake, VA 23327-4111

0001 2,100 EA

0002 500 EA

0003 100 EA

0004 100 EA

0005 2,100 EA

0006 NTE JB $150,000.00

Boarding Pass Scanner Units Additional Batteries Additional Battery Chargers Additional Stanchion Mounting Brackets Extended Warranty (Per Year) Excepted Maintenance Engineering Support Services NTE JB $150,000.00

08/25/2014

09/22/2014

9:00AM

Transportation Security Administration Security Technology 701 South 12th Street Arlington, VA 20598

TSA1

$150,000.00 $150,000.00

Section B – Supplies or Services and Prices/Costs

1.0 Type of Contract

The Transportation Security Administration (“TSA” or “Government”) contemplates the award of a single or multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contract(s) with firm fixed price (FFP) and time and materials (T&M) Contract Line Item Numbers (CLINs) for BPS. Also, the Government, at its sole discretion, will issue either firm fixed price (FFP), time and materials (T&M) or hybrid (i.e., FFP and T&M) delivery orders (DOs). The order type shall be determined at the time of order.

2.0 Indefinite Quantity Contract – Minimum and Maximum Amount

During the period of performance of this contract (as specified in Section F.2), the Government may issue one or more orders. The maximum contract value for all orders shall not exceed $7,500,000 (inclusive of all equipment and service CLINs), unless the contract is modified by the Contracting Officer. The Government is not obligated to order more than the minimum stated amount under this contract.

The minimum guarantee for the IDIQ contract shall be one (1) BPS unit (CLIN 0001). The minimum guarantee will be awarded as a separate delivery order upon contract award.

The maximum quantities that may be ordered under each CLIN are detailed in paragraph 3.0 of this section.

3.0 Contract Line Item Numbers (CLINs)

CLIN Description Type Unit QTY Unit Price Extended Price 0001 Boarding Pass Scanner Units FFP EA 2100

0002 Additional Batteries FFP EA 500

0003 Additional Battery Chargers FFP EA 100

0004 Additional Stanchion Mounting Brackets

FFP EA 100

0005 Extended Warranty (Per Year) FFP EA 2100

0006 Excepted Maintenance T&M

/FFP

JB NTE $150,000.00 $150,000.00

0007 Engineering Support Services T&M

/FFP

JB NTE $150,000.00 $150,000.00

3.1 Fixed Unit Price CLINs (CLINs 0001 through 0004)

The Government intends to establish Firm-Fixed Pricing (FFP) for CLINs 0001, 0002, 0003, 0004, and 0005. The Contractor shall provide the labor, shipping, materials, and equipment to provide these items in accordance with the requirements set forth in Section C, Statement of Work (SOW).

3.2 Fixed Unit Price Extended Warranty CLIN (CLIN 0005)

The Contractor shall provide fixed unit prices for the Extended Warranty CLIN 0005. The quantity of the Extended Warranty CLIN ordered will be equal to the number of BPS units per Delivery Order, with optional CLINs for up to 3 years total of extended warranty coverage per unit. The warranty price specified in paragraph 3.0 above is for one (1) year of warranty. The Contractor shall provide maintenance services for the BPS units while under extended warranty in accordance with the requirements set forth in Section C, Statement of Work (SOW).

3.3 Time and Material (T&M)/Firm-Fixed Price (FFP) CLINs (CLINs 0006 and 0007)

The Contractor shall, when so ordered by the Government under CLINs 0006 and 0007, provide the necessary management, labor, facilities, materials and supplies to perform the tasks in individual Delivery Orders. Each Delivery Order will be issued pursuant to and within the scope of the Section C, Statement of Work. The Contractor on a Time and Material/Firm-Fixed Price basis shall provide the labor hours for this Contract with Fixed Labor Rates. The Contractor will be reimbursed for all allowable and allocable costs for Materials burdened with G&A, if applicable.

Each Delivery Order will identify the task to be accomplished, period of performance, established labor hours by labor mix, and estimated material costs. No profit/fee will be paid on costs for Materials. These labor rates shall be fully-burdened to include all direct and indirect costs and profit. Descriptions for labor categories can be found in Attachment J.2 (Labor Category Descriptions and Qualifications).

Labor Category Labor Rate (Year 1)

Labor Rate (Year 2)

Labor Rate (Year 3)

Program Manager Engineer (Senior) Engineer (Junior) Computer Programmer (Senior) Computer Programmer (Junior) Maintenance/Computer Technician

3.4 Shipping

Units will be shipped F.O.B Destination in accordance with FAR 52.247-34.

Delivery Orders will stipulate shipping locations and any special shipping requirements as necessary.

4.0 Ordering Period

The total ordering period of the effort required by this contract shall be three (3) years from date of award plus any applicable warranty period.

5.0 Place of Performance

The place of performance of the effort required by this contract shall include Contractor facilities, TSA facilities, and airports nationwide.

(End of Section B)

Section C – Statement of Work

1.0 Overview

This Statement of Work (SOW) defines the requirements for the design, manufacture, and delivery of the TSA Boarding Pass Scanner (BPS) Units, hereinafter referred to as the BPS. The BPS includes all hardware, firmware, and software necessary to scan and process data from a boarding pass or other external sources, (such as a networked database) and display the results to the user.

The Contractor shall provide BPS in accordance with the Functional Requirements Document (FRD), this SOW, and the requirements specified in individual delivery orders.

1.1 Background

The Transportation Security Administration (TSA) was created to strengthen the security of the nation’s transportation systems and ensure the freedom of movement for people and commerce. TSA uses a risk-based strategy and works closely with transportation, law enforcement, and intelligence communities to set the standard for excellence in transportation security. The mission of TSA’s Office of Security Capabilities (OSC) is to protect the nation's transportation systems to ensure freedom of movement for people and commerce.

The focus of Risk Based Screening (RBS) is to screen the traveling public in a manner suited for an individual’s risk level. In order to appropriately screen for an individual’s risk level, Secure Flight provides a passengers vetting status. The BPS units will be used to retrieve this information along with other relevant passenger information that is located within the barcode on the boarding pass. Several applications exist, including but not limited to, being used as a prescreening device (informing the passengers if they are in the Pre™ lane or standard lane) and being used by the Traveler Document Checker (TDC) to retrieve a passenger’s vetting status for screening purposes.

1.2 Order of Precedence

In the event of conflict between the text in this SOW and any referenced documents, the text of this SOW takes precedence. Nothing in this SOW, however, supersedes applicable laws and regulations unless there is a specific written exemption.

1.3 Contract Requirements

The Contractor shall provide maintenance and logistics support in accordance with this SOW. In addition, the Contractor shall provide any materials required to deliver and install BPS units.

The Contractor shall perform in accordance with deliverables that pertain to this SOW and as approved by the Government. All reference to the “Government” in this SOW shall mean “by authority of the Contracting Officer or designee.”

2.0 BPS Hardware Requirements

The BPS unit shall adhere to the BPS Functional Requirements Document (FRD) version 2.0, dated July 27, 2014.

The Contractor shall provide BPS units with a one year warranty to include all ancillary equipment (chargers, batteries, stanchions) from the date of unit acceptance. The Contractor shall maintain BPS units while they are under the one year warranty. This includes shipping, parts, labor, travel, and other associated tasks with bringing the system back to an operational state. When parts are replaced through corrective or excepted maintenance, the unit shall still maintain its original warranty period, unless the original warranty period has expired.

The Contractor shall provide maintenance to BPS units under warranty regardless of when firmware upgrades occur.

The Contractor shall update the BPS software/firmware to include new keys as part of the unit cost for the duration of the warranty and, if exercised, the extended warranty option periods. The contractor is required to update their firmware to include new keys, at a minimum, on a quarterly basis. The contractor may be required to update their firmware with updated keys more frequently as needed and directed by the Government at no additional cost. Firmware update requirements stated herein are waived in the event that the cumulative number of units deployed under this contract does not exceed 100.

2.1 Boarding Pass Scanner Units (CLIN 0001)

The Contractor shall provide BPS units capable of running on rechargeable battery power and AC power.

Each unit shall come with two (2) rechargeable batteries, one (1) battery charger capable of charging the batteries separate from the BPS unit, and a stanchion mounting bracket that meets the requirements stated in section 2.4. Each BPS shall come with all items needed for the unit to function on AC and battery power (Cables, power adapters, etc.). The unit price shall include shipping costs.

Individual delivery orders will specify the required firmware version and site locations. Shipped unit shall be configured to the site specified.

2.2 Additional Batteries (CLIN 0002)

The Contractor shall provide an additional battery for BPS units that is rechargeable outside the unit. The unit price shall include shipping costs.

2.3 Additional Battery Chargers (CLIN 0003)

The Contractor shall provide additional battery chargers for BPS units that are separate from the BPS unit and separate from the mounting bracket. The unit price shall include shipping costs.

2.4 Additional Stanchion Mounting Brackets (CLIN 0004)

The Contractor shall provide stanchion mounting brackets for a single BPS unit. The unit price shall include shipping costs.

Stanchion mounting brackets should have similar if not identical size dimensions to the Lavi Stanchions model number Beltrac 3000.

2.5 Safety Standards and Code Requirements

The Contractor shall ensure that all work performed is in compliance with all applicable local, state and federal standards, codes and regulations. The Contractor shall be responsible for obtaining any required licenses, permits, approvals and/or authorizations for all work performed. This includes the handling, storage, and disposal of hazardous materials.

The Contractor shall certify that all work performed is in compliance with the Operational Safety and Health Administration (OSHA) 29 CFR 1910.1096 and 29 CFR-1910.7 to ensure safety of personnel during installation, operation, maintenance, and repair or interchanging of a complete equipment assembly or component parts.

3.0 BPS Maintenance and Support Requirements

3.1 Extended Warranty (CLIN 0005)

The purpose of this CLIN is to cover the maintenance activities that fall outside of the original 1-year warranty period. Service under this CLIN will be effective after the original warranty expires, and cover all maintenance needs including but not limited to any corrective or preventative issues. The Extended Warranty will cover all units referenced in a particular delivery order for a period of 1 year, with options to extend the warranty for up to a maximum of 3 years. Each year of Extended Warranty will begin upon expiration of the previous year, and there will be no breaks in coverage.

3.2 Excepted Maintenance (CLIN 0006)

On occasions when abnormal discrepancies occur that are outside the warranty, the Contractor shall perform repairs as authorized. If the BPS unit is broken and the repair cannot be mitigated over the phone with the contractor, the airport will ship it to the contractor facility for repairs. The contractor will coordinate and cover the costs for the shipment, and if the broken item is determined to be an out of warranty issue the contractor will provide the Contracting Officer and the Contracting Officer’s Representative (COR) the following information:

• Description of the repair

• Quote for the repair including shipping costs back to the airport using the procedures described in

Section D

Upon authorization from the CO to repair the out of warranty item the contractor will proceed with the repair. Once the repair and shipment back to the airport is complete the contractor may submit an invoice in accordance with the procedures in Section G, paragraph 3.0.

The warranty of the BPS unit shall not be affected if a unit undergoes excepted maintenance within the warranty phase.

3.3 Mean Time Between Critical Failures (MTBCF)

For determining the reliability of TSE in the operational environment, TSA uses MTBCF which considers the System Operating Time/Hours and the Number of Critical Failures. System Operating Time is the period of time a system is available to perform its required mission. Number of Critical Failures is the number of failures which prevents the TSE from performing its intended function and cannot be cleared by operator intervention alone; the fault requires a call to the maintenance service provider to restore the system to operation. Events that a TSO can correct via system resets, simple removal of obstructions, etc., are not categorized as critical failures. MTBCF is calculated as follows:

MTBCF =

System Operating Hours Number of Critical Failures

The system shall be designed to meet a minimum of 1,994 hours MTBCF in the operational environment.

3.4 Engineering Support Services (CLIN 0007)

The Contractor shall provide the services of engineers and technicians and associated materials to perform support tasks as authorized. These tasks may include, but not be limited to: firmware specifically designed for TSA use only, creating new risk statuses, and firmware logic updates. Specific requirements for customization will be provided in individual delivery orders.

3.5 Operators Manual

The Contractor shall develop and provide an Operations Manual in an electronic format, based on the current firmware. This manual shall include:

• Table of Contents

• Warnings and Safety Information

• System overview

• Step by Step instructions on how to use the system including the firmware upgrade process

• System messages and their meaning

• Cleaning and Maintenance and its frequency

The contractor shall update this document as needed after each firmware/system upgrade.

4.0 Shipping

Contractor will prepare the BPS units for shipping and follow packaging and marking instructions in accordance with Section D. Shipping locations and quantities, along with the points of contact for each location, will be provided in individual Delivery Orders.

4.1 Quick Look Report (QLR)

Along with the shipment of the BPS Scanner, the contractor shall provide, to the Authorized TSA airport POC, a Quick Look Report (QLR). This form is to be filled out by the Authorized TSA POC following completion of delivery and functionality test of BPS unit, and be delivered back to the contractor. The QLR will identify the pass/fail status of the functionality test conducted and any open items. The information contained with the QLR will include, but not be limited to serial number, model number, software version, airport location, and functionality pass/fail test. The functionality test shall instruct the tester to complete the following tasks: verifying the firmware version, and scanning a valid mobile or Pre™ boarding pass. The QLR will be used to determine the beginning of the warranty and will also be submitted with the invoice for payment processing.

4.2 Configuration Status Accounting Report (CSAR)

The Contractor shall provide a Configuration Status Accounting Report (CSAR) after each delivery order is complete. A CSAR includes the status of all TSA-owned systems by serial number. Items that should be accounted for in the CSAR include but are not limited to: serial number, acceptance history, airport location, warranty, QLR date, warranty expiration date, and firmware version.

5.0 Contract Deliverables

All deliverables shall be submitted in electronic format to the COR for review and approval. All document deliverables shall be provided in Microsoft Office 2010 format (preferred), Microsoft Office 2007 format, or Adobe Portable Document Format (PDF). Other software and tools may be used if approved by the COR.

Deliverable Name Description Due Date Frequency

Operators Manual Describes system functionality, usage, maintenance, etc.

15 Days after Contract Award

Updates as Required

Quick Look Report Includes: Serial Number, Location, date, POC’s, functionality check, potential failure description

Unit Delivery (Every equipment shipment)

As Required

Material Safety Data Sheet

Describes hazmat/bio-hazard and non-hazmat/non-biohazard, etc.

Unit Delivery (Every equipment shipment)

As Required

Configuration Status Accounting Report

Spreadsheet which shows location, serial number, warranty information, acceptance date, firmware version, etc.

15 days after completion of a delivery order

As Required

Vendor Shipping and Receiving Report (TSA Form 251/251.1)

Form includes model number, serial number, unit quantity, unit price, date of shipment, etc.

Unit Delivery (Every equipment shipment)

As Required

Requisition and Invoice/Shipping Document DD-1149

Forms needed for the movement of BPS units

All equipment movements that occur after initial delivery

As Required

(End of Section C)

Section D – Packaging and Marking

1.0 Packaging Requirements

All equipment and components shipped to the sites shall be packaged and marked in accordance with ASTM-D-3951, Standard Practice for Commercial Packaging. Contractors using reusable type container shall reuse containers from previous deliveries; Contractor must coordinate the return of containers for next delivery. Exchange and Repair (E&R) items shall be packaged in reusable type containers to facilitate round trip shipments between facilities and the repair source.

Common hardware items shall be packaged in multiple unit pack quantities as normally supplied through retail trade channels or in standard commercial unit packed quantities compatible with unit of issue (i.e., unit of issue is gross, the unit of package is gross). All common hardware items shall be packaged and marked in accordance with ASTM-D-3951.

The contractor shall ensure that packaging is sufficient to prevent damage to supplies and to ensure that shipping costs are minimized. The contractor shall be fully liable for any damage, diminution in value, or losses incurred during shipment, handling, and installation that is attributed to improper packaging. The contractor shall ensure shipping documentation contains the following information:

• TSA Contract Number

• Delivery Order Number

• Contractor’s Name and Address

• List of Contents

• Shipment Date

2.0 Storage Requirements

The Contractor shall identify any unique storage requirements for the unit(s) and related equipment. All materials shall be packaged and marked in accordance with ASTM-D-3951. In addition, each unit, intermediate, and exterior container, shall be clearly marked to identify contents.

The preservation, packaging, packing and marking of all other units shall be in accordance with ASTM- D-3951.

All deliverables shall cite the Transportation Security Administration as the contracting agency, and shall be clearly marked with the contract number.

3.0 Equipment and Parts Shipping Requirements

The Contractor shall coordinate all inbound and outbound shipments and moves of Government property with the Government.

Contractor shall ship systems F.O.B Destination for locations within the United States. Upon award of Delivery Order, the Contractor will request TSA bar codes from the Government. The Contractor shall ensure (1) TSA asset tags (white and blue, non-barcode) are placed on the systems prior to packaging; (2) the serial number is clearly identified on several sides of the crate/package; and (3) the following documents are provided:

• Material Safety Data Sheet (MSDS) in accordance with Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy, and Economic Performance," and Federal Acquisition

Regulation (FAR) 52.223-3 – Hazardous Identification and Material Safety Data; and Federal Standard No. 313, Material Safety Data, Transportation Data and Disposal Data for Hazardous Materials Furnished to Government Activities; or an official letter affirming that the shipment does not contain radioactive/hazmat materials

• Standard Configuration Report which states the name and photograph of technology. The information shall include the following:

1. Picture of the Asset

2. Manufacturer

3. Model Number

4. Description

5. Standard (TSA Barcode Number, Cost Estimate, Acquisition Costs, Peripherals, Allocated ODC, Expensed, etc.,)

6. Upgrades

7. Optional Equipment; and

8. Networking & Integration Equipment

• “Vendor Shipping and Receiving Report” (TSA Form 251/251.1) for less than 10 pieces of equipment for approval by PA before shipment to TSA(which will include itemized listing with description, make, model, serial number, full TSA barcode (if applicable) along with acquisition cost per asset). The TSA Form 251/251.1 “NOTE” portion shall be completed and submitted by the shipper once the asset(s) are ready for movement and sent to the PA for approval. The TSA Form 251/251.1 shall be sent to Eric.Bush1@tsa.dhs.gov, and Annette.Cuyler@tsa.dhs.gov)

4.0 Property Control

When applicable, the Contractor shall meet the packaging requirements of Government property (GP) and Contractor acquired property (CAP) with the guidance provided in the Standard Practice for Commercial Packaging ASTM-D-3951 as well as with the use of best commercial practices.

The Contractor shall provide dunnage material for storage and shipping as defined by the Government or as recommended by the manufacturer to prevent damage during shipment.

The Contractor shall inspect all vehicles prior to loading and shipment of GP to ensure the carrier has provided vehicles that accommodate load requirements, safety tie-downs, packing blankets and other equipment as defined in PHS&T special handling clauses contained in the Property Requirements Document. The Government can provide this document to the Contractor upon request as necessary.

The Contractor shall ensure Product Quality Standards (per ASTM-D-3951) are implemented for all CAP or material in the performance of the contract. These standards will be based upon the Contractor’s business practice and procedures.

The Contractor shall coordinate all inbound and outbound shipments and moves of Government property as instructed by the Government Property Administrator.

The Contractor shall provide the Government Property Administrator a copy of the TSA Form 251 (Vendor Shipping and Receiving Report) for each new equipment movement for approval before shipment. The Contractor shall provide the Government Property Administrator a copy of the DD-1149 (Shipping Document) for each used equipment movement for approval before shipment. Once approved by the Government’s Property Administrator, a copy will be sent to the designated site location as necessary.

mailto:Eric.Bush1@tsa.dhs.gov mailto:Annette.Cuyler@tsa.dhs.gov

5.0 Deliverables and Other Reports

The Government prefers to receive all reports electronically in standard MS Office (e.g. Word, Excel, etc.) or compatible file format either via e-mail or on a standard disk (ZIP, CD, DVD, etc.) that is readable on a PC. Hard copy reports and other documentation are to be packaged, packed and marked to ensure arrival at destination in a satisfactory condition. Containers and wrapping are to conform to best commercial practice.

5.1 Marking of Deliverables

In addition to information provided with shipping instructions, all deliverables shall be marked by the contractor on the outside of the packaging with the following:

• TSA Contract Number

• Delivery Order Number

• Contractor’s Name and Address

• List of Contents

• Date of Submittal

5.2 Marking of Reports

The contractor shall develop and maintain a spreadsheet which shows the following information regarding BPS unit shipments:

• TSA Contract Number

• Delivery Order Number

• Report Title

• Date of shipment

• Shipment Destination

• Serial number of BPS unit(s) shipped

• Shipment Tracking number

• Destination POC information

(End of Section D)

Section E – Inspection and Acceptance

1.0 Inspection and Acceptance of Deliverables

All deliverables under the Contract are subject to review and approval by the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR). Unless otherwise specifically provided in this contract, the CO and/or COR is the person authorized to make final Government acceptance of all deliverables called for and all reviews specified in Part C, Statement of Work. Final acceptance of all deliverable items will be made, in writing, by the CO and/or COR.

1.1 Points of Inspection and Acceptance

Supplies and/or services specified for delivery shall be inspected and accepted at the location(s) specified in the contract or salient Delivery Order. All deliverables shall be subject to review and inspection by the Contracting Officer’s Representative (COR) or the COR’s designee.

Inspection, review and approval of deliverables or associated services prior to acceptance shall not be construed as assurance of acceptance of the finished product.

Unless otherwise specifically provided, the COR shall be the person authorized to approve deliverables and all reviews specified in the Statement of Work (SOW). Final acceptance of all deliverable items shall be made, in writing, by the COR or designee.

2.0 Deviations and Waivers

The Government reserves the right to waive any Government inspection. If Government inspection is waived for a contract item, the Contractor shall nevertheless perform all of the required tests utilizing the Government approved test procedures and provide to the Government certified test data recorded on forms as approved by the Government.

The COR has the authority to approve minor deviations and waivers affecting a contract end item if so designated by the Contracting Officer. A minor deviation or waiver is one which does not adversely affect safety, durability, reliability, performance, interchangeability of parts or assemblies, or any technical or other requirement of the contract and does not change price or quantity, or affect delivery under the contract.

3.0 Permits and Responsibilities

The Contractor is responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work.

The Contractor is also responsible for all damages to persons or properties that occur as a result of the Contractor’s fault or negligence arising from these responsibilities. The Contractor is responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

(End of Section E)

Section F – Delivery or Performance

1.0 Period of Performance and Delivery

The contract period of performance shall begin upon contract award and consist of a three (3) year ordering period.

The specific delivery schedule dates or period of performance dates and delivery locations applicable to a given DO shall be specified therein.

Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract 12 months after expiration of the ordering period.

2.0 Labor Rates – Applicable to T&M Orders under CLINs 0006 and 0007

Any order issued during the effective period of this contract will use the labor rates applicable for the specific period of performance set in each delivery order.

3.0 Supplies and Equipment

All supplies and equipment shall be shipped F.O.B. Destination under this Contract.

4.0 Notice of Delay

If the Contractor becomes unable to complete the contract work at the time(s) specified because of technical difficulties, notwithstanding the exercise of good faith and diligent efforts in the performance of the work called for hereunder, the Contractor shall give the Contracting Officer written notice of the anticipated delay and the reasons therefore. Such notice and reasons shall be delivered promptly after the condition creating the anticipated delay becomes known to the Contractor, but in no event less than forty-five (45) days before the completion date specified in this contract, unless otherwise directed by the Contracting Officer. When notice is so required, the Contracting officer may extend the time specified in the Schedule for such period as deemed advisable.

5.0 Original Equipment Manufacturer (OEM) Management Requirements

The prime Contractors shall be responsible for the management of suppliers and subcontractors during the term of the contract. Attributes of such responsibility are expected to involve the assessment, coordination, and management of the suppliers, and subcontractors who provide the products and/or services.

6.0 Delivery and Reporting Requirements

Delivery Orders will stipulate shipping requirements as necessary. Units will be shipped F.O.B Destination for units within the United States. Upon award of the Delivery Order, the Contractor shall request TSA bar codes from the Government Property Administrator (Annette.Cuyler@tsa.dhs.gov). The Contractor shall place the TSA barcodes on the units prior to packaging. The Contractor shall ensure that mailto:Annette.Cuyler@tsa.dhs.gov the serial number is clearly identified in bold stamp/writing on several sides of the crate/package. The Contractor shall provide the TSA Form 251 (Vendor Shipping and Receiving Report) and TSA Form 251-1 (Vendor Shipping and Receiving Report Extension) for new equipment moves and a DD-1149 (Government Shipping Document) for used equipment moves. The Contractor shall ensure that all deliveries contain the following information: make, model, serial number and TSA barcode on the equipment. The Contractor shall deliver all Government paperwork to the specified Government Property Administrator for location identification. The Contractor shall keep track of equipment that has been leased or purchased by the Government by submitting to the Contracting Officer, COR and Government Property Administrator a Microsoft Excel Document that identifies the site location, make, model, serial number and TSA barcode every first day of the third month beginning on the date of contract award.

(End of Section F)

Section G – Contract Administration Data

1.0 Contracting Officer (CO) (Aug 2013)

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. (For further information, 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: Steven Santos Phone: 571-227-4661 Email: Steven.Santos@tsa.dhs.gov

2.0 Contracting Officer’s Representative (COR) and Technical Monitors (Aug 2013)

1. The principle role of the COR 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 COR must ensure that program requirements are clearly communicated and that the agreement is performed to meet them. The principle role of the Technical Monitor (TM) is to support the COR on all work orders, tasks, deliverables and actions that require immediate attention relating to the approved scope and obligated funding of the contract action.

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

TSA COR

Name: Eric Bush Phone: 571-227-5283 Email: Eric.Bush1@tsa.dhs.gov

3. The COR(s) and TM(s) 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 COR, will be promptly provided to the Contractor by the Contracting Officer in writing.

mailto:Steven.Santos@tsa.dhs.gov mailto:Eric.Bush1@tsa.dhs.gov

4. The responsibilities and limitations of the COR are as follows:

• The COR is responsible for the technical aspects of the project and technical liaison with the Contractor. The COR is also responsible for the final inspection and acceptance of all reports and such other responsibilities as may be specified in the contract.

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

• The COR 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 COR 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 COR. No such changes shall be made without the expressed prior authorization of the Contracting Officer.

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

• The COR is not authorized to issue stop-work orders. The COR 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 COR is not authorized to discuss new proposed efforts or encourage the Contractor to perform additional efforts on an existing contract or order.

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

• Coordinating with the COR 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 COR for consideration.

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

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

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

• 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.

3.0 Submission of Invoices (Aug 2013)

(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 (d) 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) 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 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 an 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, 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.

https://www.fincen.uscg.mil/

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

(e) Invoice Elements: Invoices will automatically be 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 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 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.)

4.0 Accounting and Appropriation Data

Accounting and appropriation data applicable to individual delivery orders will be provided in said orders.

(End of Section G)

Section H – Special Contract Requirements

1.0 Travel and Per Diem (Applicable to T&M Type Orders Only) (Aug 2013)

The Contractor shall be reimbursed for travel costs associated with this contract. The reimbursement for those costs shall be as follows:

• Travel subsistence reimbursements will be authorized under the rates and conditions under the Federal Travel Regulations.

• Per diem will be reimbursed, at actual costs, not to exceed, the per diem rates set forth in the Federal Travel Regulations prescribed by General…