Attach 2 NIH Events Management PWS.DOCX

Performance Work Statement

For

NIH Events Management and Related Technical Services

National Institutes of Health 9000 Rockville Pike Attachment # 2 Bethesda, Maryland 20892

SECTION C

DESCRIPTION/SPECIFICATION

PERFORMANCE WORK STATEMENT

FOR SERVICES TO SUPPORT

NATIONAL INSTITUTES OF HEALTH (NIH)

General Intention: This contract is for NIH Events Management services to support the National Institutes of Health (NIH). Also “How to” procedures have been removed, to the greatest extent practicable.

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TABLE OF CONTENTS

Section C-1 1 General Information This Performance Work Statement (PWS) is organized in sections that define both the work to be performed and the relationship between the Government and the contractor. The following describes the PWS contents:

SECTION C-1

Provides general information about NIH and its specific rules and regulations to be followed and an introduction to operating conditions

SECTION C-2

Provides definitions and acronyms used throughout this document and in the performance of this work

SECTION C-3

Provides information as to Government-furnished property (GFP)

SECTION C-4

Provides information on items that will be contractor furnished

SECTION C-5

Presents the Performance-based PWS Section C-6 Provides a list of directives, publications, instructions, and forms to be used by the Contractor during the contract period

1.1 SCOPE OF WORK

1.1.1 Contractor personnel

The Contractor shall provide all management, supervision, administration, and labor to support the NIH Events Management services identified in this Performance-based Work Statement (PWS) for the National Institutes of Health. This includes all direct and indirect resources, except as specified in SECTION C-3 as GFP and services.

1.1.2 Conduct of employees

The Contractor shall be responsible for controlling the employees’ conduct and insure that clients, contacts, attendees, etc. are treated with discretion, respect and courtesy at all times. The Government reserves the right to request the removal of any of the Contractor’s employees assigned to the on-site performance of this contract for reasonable cause (i.e. disorderly conduct). The Contracting Officer’s Technical Representative (COTR) will make such a request only to the Contractor’s Project Manager and/or designated representative.

1.1.3 Required key personnel

The Contractor shall provide, the following Key Personnel:

· One full time Project Manager (PM). The PM shall act as the on-site point of contact for all services at all locations.

· One full time Assistant Project Manager (APM).

· One full time Chief AV Engineer (CAE)

· One full time Assistant Audio Visual Engineer (ACAE)

· One full time Broadcast Engineer, Sr. (BE)

· One full time Editor, Sr.

The team of Key Personnel shall consist of professionals with a combination of education, experience and skills in their subject matter, customer service, business and personnel management. Following are outlines of minimum qualification requirements:

1.1.3.1 Project Manager

The candidate shall have relevant program management experience in the private or public sector in senior management position for a minimum of ten (10) years. He/she shall have a proven record in providing professional coordination and leadership in the execution of a multi service contracts with cross functional teams. Specifically, the candidate shall have strong communication skills (written and verbal); ability to develop and maintain strong client and stakeholder relationships, effective and sound decision making skills; fluency in MS Office, MS Project, and resource management systems; independence and creativity to resolve problems within and across functional areas.

A relevant bachelor’s degree may substitute for up to four years experience, and a relevant master’s degree for up to six years experience, in management positions.

1.1.3.2 Chief AV Engineer

The AV chief engineer shall have a minimum of fifteen (15) years experience in AV systems design, installation, operation and maintenance with supervisory responsibilities, in the position of an AV project leader or equivalent. This shall include a thorough understanding of audio and video technology and systems design, operating and maintaining computerized AV control systems, including a background in presentation technology and production. This key technical person shall have the following competencies:

· Demonstrated ability and skill to train AV specialists in all aspects of AV systems and equipment operation and maintenance.

· Ability to communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of the Natcher AV systems.

· Extensive experience managing installation of complex AV communication systems similar to the size of the Natcher Conference Center systems.

· Ability to read and design blue prints and specifications for AV communication facilities.

· A proven record of ongoing manufacturers’ training by the major AV equipment manufacturers.

· Must be familiar with computer networks, including but not limited to setting up and communicating computer network on LAN.

· Ability to configure various computers (PC and Apple) and models to interface with the projection equipment, television production equipment and LAN.

· Experienced in troubleshooting and finding solutions with presenters’ computer projections on the spur of the moment and in collaboration with the NIH Desktop support.

· Ability to understand and communicate current and cutting edge video production standards and broadcast standards.

· Hold certification from the Society of Broadcast Engineers as a senior television or radio broadcast engineer and . InfoComm's Certified Technology Specialist (CTS) certification.

A bachelor’s degree in a related technical field may substitute for up to four (4) years of experience.

1.1.3.3 Assistant Project Manager

The assistant project manager will have a minimum of five (5) years experience of conference facility management in various services and supervisory positions. This person will have a thorough understanding of space utilization and space arrangements to suit the events’ purposes, scheduling of support staff, computer and network application skills (scheduler systems, word processing, Email, and spreadsheet applications), training of employees in conference services related hospitality, administrative and AUDIO VISUAL equipment operation, and coordination of catered functions.

A relevant bachelor’s degree may substitute up to three (3) years of experience in managerial positions.

1.1.3.4 Assistant Chief AV Engineer

The assistant AV chief engineer shall have a minimum of 10 years’ of experience in AV installation, operation and maintenance with supervisory responsibilities. This shall include a thorough understanding of computerized audio and video system installation, operation and maintenance, including a background in presentation technology and production. This key technical person shall have the following competencies:

· Demonstrated ability and skill to train AV specialists in all aspects of AV systems and equipment operation and maintenance.

· Ability to communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of the Natcher AV systems.

· Ability to read blue prints and specifications for AV communication facilities.

· A proven record of ongoing manufacturers’ training by the major AV equipment manufacturers.

· Ability to configure various computers (PC and Apple) and models to interface with the projection equipment, television production equipment and LAN.

· Experienced in troubleshooting and finding solutions with presenters’ computer projections on the spur of the moment and in collaboration with the NIH Desktop support.

· Ability to understand and communicate current and cutting edge video production standards and broadcast standards.

· Certification as a broadcast engineer television or radio from the Society of Broadcast Engineers.

· Hold InfoComm's Certified Technology Specialist (CTS) Certification

A bachelor’s degree in a related technical field may substitute for up to two (2) years of experience.

1.1.3.5 Broadcast Engineer Sr.

The broadcast engineer shall have a minimum of 10 years experience in live transmission preferably television and engineering and maintenance of broadcast equipment and systems. This key technical person shall have the following competencies:

· Maintain, align, modify and update electronic equipment

· Devise solutions for production needs by means of technical innovation and development.

· Work closely with production staff and other resource areas to ensure that operational and other production needs are effectively and efficiently met.

· Advise operational and production staff on the technical capabilities of Broadcast Engineering systems and equipment to assist them in achieving particular results.

· Carry out acceptance testing on new and refurbished equipment and ensure that the performance of such equipment meets broadcast standards.

· Possess thorough understanding of industry broadcast standards and ensures compliance with them in all NIH broadcast activities.

· Certification as a senior broadcast engineer television or radio from the Society of Broadcast Engineers.

A bachelor’s degree in a related technical field may substitute for up to four (4) years of experience.

1.1.3.6 Video Editor

The editor shall have a minimum of 10 years experience in all aspects of editing and its systems and equipment from analog to digital technology. This key technical person shall have the following competencies:

· Proven record to manage and execute all post production aspects of various video tapped material.

· Ability to integrate computer animation into film and power point presentations

· Ability to advise NIH clients (scientific and administrative) in the creative use of instructional material.

· Maintain and upgrade the NIH editing equipment.

A bachelor’s degree in a related technical field may substitute for up to four (4) years of experience.

1.1.3.7 Competencies of Supervisory and Front Line Staff

The Contractor shall identify the competency and scope of authority and responsibility of all proposed staff for the performance of the services of this contract in a world-class scientific biomedical environment.

The Contractor shall assume total responsibility for all requirements stated herein on the start date of the performance period.

1.1.4 Services Provided

The NIH Events Management functions consist of a broad range of logistics, engineering, technical, and production services as listed in the table below. These services are in support of the mission and objectives of the twenty-seven NIH Institutes and Centers (IC) that represent the premier agents of world class bio-medical research funded by the US Government.

1.2 Statement of Objectives

This statement of objectives outlines the intent and spirit of the PWS. It provides a baseline for an executive understanding of the NIH requirements.

NIH is soliciting for a contractor to provide complete NIH Events Management and related technical services for the NIH community in Bethesda, MD.

The Contractor shall assume the role of Project Manager for providing NIH Events Management and related technical services to NIH. The Contractor shall perform quality control and achieve all PWS requirements within the specified workload and standards. The Contractor shall standardize best practices across all locations to the extent practicable to provide for consistency in performance. The government will perform quality assurance and inherently governmental activities. References to government interactions are primarily for legal and “contract” management requirements and exceptions to the general terms of the contract. The primary role of the government will be in exercising inspection and acceptance.

The PWS includes many micro and macro standards. Performance improvement that results in unit cost reduction, but that also maintains or improves service performance is expected. Global objectives that will also be measured include:

· Requesters from NIH are satisfied with contractor provided services

· Actual costs of contractor provided services reflect approved budgets

· Minimal disruption to activities during normal business hours

· Flexibility with changing requirements of customers

· Support changing security level requirements The nature of the PWS also creates risk for the government. The Contractor shall minimize risks associated with:

· Interruption or destruction of critical NIH activities and research

· “Padding” work and reimbursable charges

· “Loopholes” in the RFP

· Poor performance in general

· Customer dissatisfaction

· Identification of accountable parties

· Over expenditure NIH needs a Project Management Team that demonstrates daily understanding of the technical requirements, the fiscal constraints, the specific needs of customers, and the long term impact of current operations. NIH needs the Project Management Team to become a partner in supporting its medical research and patient care missions.

The NIH is engaged in a quest to reduce operating costs, while reliably providing service at the specified quality and timeliness standards to our customers. This is a performance-based contract that describes the required outputs and outcomes. Offerors are responsible for determining the level of effort required to accomplish the outputs/outcomes and are encouraged to propose business process improvements that will help NIH achieve the above stated objectives.

1.3 NIH MISSION

NIH is the steward of medical and behavioral research for the Nation. Its mission is science in pursuit of fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to extend healthy life and reduce the burdens of illness and disability. The goals of the agency are as follows:

· Foster fundamental creative discoveries, innovative research strategies, and their applications as a basis to advance significantly the Nation's capacity to protect and improve health;

· Develop, maintain, and renew scientific human and physical resources that will assure the Nation's capability to prevent disease;

· Expand the knowledge base in medical and associated sciences in order to enhance the Nation's economic well-being and ensure a continued high return on the public investment in research; and

· Exemplify and promote the highest level of scientific integrity, public accountability, and social responsibility in the conduct of science.

In realizing these goals, the NIH provides leadership and direction to programs designed to improve the health of the Nation by conducting and supporting research: in the causes, diagnosis, prevention, and cure of human diseases; in the processes of human growth and development; in the biological effects of environmental contaminants; in the understanding of mental, addictive and physical disorders; in directing programs for the collection, dissemination, and exchange of information in medicine and health, including the development and support of medical libraries and the training of medical librarians and other health information specialists NIH is one of the agencies of the U.S. Department of Health and Human Services (DHHS) and is comprised of 27 separate components, mainly Institutes and Centers (IC). It is important to the mission of the NIH that the NIH Events Management and related technical services are available to achieve its research goals today and into the future.

A brief summary of the NIH campuses in which the Contractor shall perform the required services follows:

1.3.1 Bethesda, Maryland Campus

The NIH Bethesda Campus in the Maryland suburbs of Washington, DC, is the largest of the six campuses with over 70 buildings, 8 million gross square feet of building space on an over 300 acre site. The Office of the NIH Director and offices of the twenty-seven IC directors are located on the Bethesda Campus.

The Bethesda Campus is also home to the Hatfield Center, a 1,050,000 gross square feet facility that houses the research hospital's 250 beds for inpatient and outpatient care, outpatient facilities, and research laboratories.

1.3.2 NIH Events Management and Related Technical Services Locations The majority of the services is primarily performed in the ORS managed conference facilities, the television operation center, an editing suite and a small studio. A small number of events take place off site at other Government Facilities, hotels conference centers located in Maryland, Virginia, the District of Columbia and Pennsylvania. For details of the locations, see NIH Events Management Conference Facilities Listing at the NIH Events Management website: http://dems.ors.od.nih.gov/ Some NIH and HHS clients request technical services and video production services that require performance in non-NIH off-site locations.

1.4 Quality Control Program

The Contractor shall develop a proactive Quality Control Program for measuring and attaining quality of performance under this contract. The contractor’s Quality Control Program shall explain the manner in which the Contractor shall ensure all requirements are being accomplished in accordance with the specifications of this contract and industry standards. The Quality Control Program shall not include collection and analysis of customer survey data since this process has been established by the Government in conjunction with customer survey data gathering and analysis that are not included in this contract. A sustaining focus throughout the Quality Control Program shall be the attainment of continuous quality improvement. The program shall emphasize deficiency prevention over deficiency detection. The contractor’s Quality Control Program and any services performed will be accepted by the COTR only when in full compliance with clause FAR 52.246-4, “Inspection of Services Fixed Price.” The Contractor shall demonstrate a concerted effort in improving its Quality Control Program to prevent unsatisfactory performance from consistently recurring in any area and to ensure unsatisfactory performance is addressed and rectified in a timely manner.

1.4.1 Quality Control Plan

The Contractor shall maintain a Quality Control Plan (QCP) describing the Quality Control Program. The Contractor shall submit an initial QCP with the Technical Proposal for evaluation. The Contractor shall submit the final Quality Control Plan to the COTR for approval on or before 30 days after contract award and 10 days after the start of each new option year. The Contractor shall submit any changes in the Quality Control Plan and Quality Control Program to the COTR for approval five workdays prior to implementation.

1.4.2 Quality Assurance

The NIH COTR and NIH Quality Assurance Evaluator(s) (QAE) will inspect, compile and analyze collected data for compliance with Contract terms throughout the Contract period. Evaluation will be based on the contractor’s compliance with the requirements set forth in C-5. The QAE will monitor the contractor’s performance under this contract by performing checks as contained in the Quality Assurance Surveillance Plan (QASP) and as outlined in FAR 52.246-4. Typical procedures include random sampling, planned sampling, scheduled inspections, incident inspections, customer surveys and validated customer complaints.

1.4.2.1 Outline of QASP

The Government COTR and designated representatives will continuously measure, monitor, and evaluate the quality of the services described herein by using statistical quality control techniques which include random inspections, actual work inspections, and customer surveys.

1.4.2.1.1 Surveillance Methods

The Contractor will be provided with quarterly performance reports indicating the quality levels of services, which will include, but not be limited to:

Customers’ (clients’ requesting and using the services provided under this contract) satisfaction with staff, services, equipment and appearance of the conference facilities obtained through quarterly customer surveys.

Quarterly random cleanliness inspections will be conducted by a third-party inspection company. Upon each random inspection cycle, the Contractor will be provided immediately with the results. A contractor representative will always be invited to accompany the inspectors.

Government evaluators will collect data via field inspection, review of scheduler resource management system data, and review of video products (webcasts, video tapes, specific editing jobs, etc. to assess compliance with quality standards and timeliness standards defined in Section C-5.

1.4.2.1.2 Performance Evaluation Meetings

The COTR will meet with the Key Staff weekly or more often if necessary during the first three months of the contract. Thereafter, a meeting will be held as often as necessary at the discretion of the COTR, but not less than once a month. The CO will be present along with the relevant corporate representatives at the monthly meeting. The main objectives of the meetings consist of resolving operational and technical issues and tracking of corrective action plans developed and implemented by the contractor.

1.4.2.1.3 Consequences of Contractor’s Failure to Perform Required Services The Contractor shall be held accountable for full performance of all services. The Government Quality Assurance reports, customer complaints, and COTR and Government quality assurance evaluators’ surveillances will be the base for determining deficiency rates and nonconforming services.

1.4.2.1.4 Government Incentive Plan

The incentive plan will be effective upon start of Option One; however, the Government will provide the Contractor the results of the described performance and timeliness standards from the first quarter of the base year performance. The total incentive for Option One to Four shall not exceed the amount of $120,000 per option year and the deduction shall not exceed $120,000 per option year.

1.4.2.1.5 Individual Event incentives/deductions

The data collection for individual events will be conducted by the COTR and Government quality assurance evaluators, see form TE-10 QA Data Collection. The acceptable quality level (AQL) for all non-VIP events shall be < 5% and for VIP events 0%.

If the contractor’s actual performance is at the stated AQL, an incentive of $500 per meeting will be applied. Maximum incentive per quarter will not exceed $20,000.

If the contractor’s actual performance is above the stated AQL, > 5%, a deduction of $500 per meeting will be applied. Maximum deduction per quarter will not exceed $20,000.

1.4.2.1.6 Customer Perception of services and Cleanliness Surveillance The customer perception of services will be based on the quarterly data collection of customer surveys. The Government Incentive Plan for the acceptable performance and timeliness standards is depicted in Table 1. The “+/- Incentive Level” column is defined as a plus (+) for incentive and a minus (-) for a deduction.

If the percentage level of actual performance is at or above the stated percentage, an incentive of 1 percent will be applied.

If the percentage level of the actual performance is at or below the stated percentage a deduction of 1 percent will be applied.

If the contractor’s actual performance is at or above the stated incentive level, a maximum of $10,000 per quarter will be applied.

If the contractor’s actual performance is at or below the stated deduction level, a maximum of minus $10,000 per quarter will be applied.

The calculation of the positive/negative incentive will be based on the actual amounts applied to the applicable CLIN on the monthly invoices. The Contractor shall submit the net amount of the positive/negative incentive for the three months of the completed quarter with the first monthly invoice of the following quarter.

The Government reserves the right to change the incentive plan by bilateral modification to the contract.

Table 1

$- 1%if <88%

$- 1% if <88%

$- 1% if <88%

$- 1% if <88%

1.5 NIH Bethesda Campus Access

Due to changing traffic requirements brought on by construction, changing missions and security concerns within NIH Campus’s, access to the installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions exist.

The main campus of the National Institutes of Health (NIH) is located in Bethesda, Maryland.

Information about how to get to NIH is located at http://www.nih.gov/about/#visitor. Maps of campus and of the local area are located at http://www.nih.gov/about/maps.html.

1.5.1 Visitors and Security

The National Institutes of Health, like all Federal Government facilities, has recently instituted new security measures to ensure the safety of NIH employees, patients, and visitors.

In response to an announcement of a heightened state of security throughout the Federal Government, the following security procedures are in effect at the National Institutes of Health.

1.5.2 Meetings and Special Events

Mission related activities are allowed during normal business hours but require special permission for groups of 50 or more. Mission related activities during evenings and weekends for all groups require special permission.

1.5.3 Perimeter Security

U.S. Department of Homeland Security Threat Advisory Yellow:

To enter the campus, all visitors must present one (1) government-issued photo ID (i.e. Federal employee badge, driver's license, passport, green card, etc.). Visitor vehicles will be inspected at the campus perimeter.

To enter the campus, all employees (including contractor) must present one (1) government-issued photo ID (i.e. Federal employee badge, driver's license, passport, green card, etc.).

U.S. Department of Homeland Security Threat Advisory Orange: To enter the campus, all visitors/employees (including contractor employees) must present one (1) government-issued photo ID (i.e. Federal employee badge, driver's license, passport, green card, etc.). Visitor/employees (including contractor employees) vehicles will be inspected at the campus perimeter.

U.S. Department of Homeland Security Threat Advisory Red: During Threat Advisory Red the access to NIH campuses is extremely limited to minimum employees to support campus infrastructure. Upon award the government will coordinate employee access with the Contractor for minimum authorized/essential employees during condition Red.

1.5.3 Campus Security

The NIH has implemented security measures to help ensure the safety of our patients, employees, guests and facilities. All visitors must enter through the NIH Gateway Center at Metro or the West Gateway Visitor Center. You will be asked to submit to a vehicle or personal inspection. Visitors over 15 years of age must provide a form of government-issued ID such as a driver's license or passport. Visitors under 16 years of age must be accompanied by an adult.

Vehicle Inspections – All vehicles and their contents will be inspected upon entering the campus. Additionally, all vehicles entering certain parking areas will be inspected, regardless of any prior inspection. Drivers will be required to present their driver’s license and may be asked to open the trunk and hood. If you are physically unable to perform this function, please inform the inspector and they will assist you. Vehicle inspection may consist of any combination of the following: Detection Dogs Teams (K-9), Electronic Detection Devices and Manual Inspection.

After inspection, you will be issued a vehicle inspection pass. It must be displayed on your vehicle’s dashboard while you are on campus. The inspection pass is not a "parking permit." It only grants your vehicle access to enter the campus. You can only park in designated parking areas. (See campus map) Personal Inspections – All visitors should be prepared to submit to a personal inspection prior to entering the campus. These inspections may be conducted with a handheld monitoring device, a metal detector and by visible inspection. Additionally, your personal belongings may be inspected and passed through an x-ray machine. Visitors/employees must show one (1) government-issued photo ID (i.e. Federal employee badge, driver's license, passport, green card, etc.). Visitors/employees must show two (2) ID’s during Homeland Security condition orange. All employees and Visitors should be prepared to have their personal belongings inspected and go through a metal detection inspection (magnetometer, wand, etc).

Firearms, explosives, archery equipment, dangerous weapons, knives with blades over 2 1/2 inches, alcoholic beverages and open containers of alcohol are examples of prohibited items on the NIH campus.

1.5.4 Getting on and off campus

Main Entrance:

NIH Gateway Drive Rockville Pike & NIH Gateway Drive

NIH Gateway Center

Vehicle Inspection:

5am - 10pm, Monday-Friday After 10pm on weekdays, all day weekends and holidays, all visitor (patients, commercial, non-commercial) vehicles, motorcycles and bicycles must enter campus at the Commercial Vehicle Inspection Facility (CVIF) Pedestrians:

24 hours, 7 days a week West Gateway Center (Pedestrians Only) Near Old Georgetown Rd & South Dr 6am - 12pm, Monday - Friday Patient and Patient Visitor Entrance Cedar Lane & West Drive Valet Parking at Clinical Center Main Entrance Weekdays:

Inbound Traffic Only: 7am - 7pm Weekends & Holidays: Closed Commercial Vehicle Inspection Facility (CVIF) Building 67: Commercial Vehicles Only Rockville Pike - between North Dr. and Wilson Dr.

Open 24 hours a day, 7 days a week On weekends and holidays, all visitor vehicles must use the CVIF to enter campus To learn more about visitor and security issues at the NIH, visit: http://www.nih.gov/about/visitor/index.htm.

For questions about campus access, please contact the ORS Information Line at orsinfo@mail.nih.gov or 301-594-6677, TTY - 301-435-1908.

Please note: visitor parking is limited at NIH. Visitors are encouraged to use public transportation such as the Metrorail subway system which has a convenient stop (Medical Center) on the NIH campus.

1.5.5 Parking and Transportation

Visitors at NIH Campus Bethesda must park in the NIH Gateway Center parking garage. Patients may park 24 hours a day, 7 days a week in the Clinical Center garage, P-3 level. Vehicles will be inspected prior to parking in any underground or multi-level garage.

Public buses are no longer allowed to circulate on campus. Visitors arriving by bus will be dropped off at the NIH/Medical Center Metro stop at Rockville Pike and South Drive. Patients and visitors on official business can then ride the Campus Shuttle to the Clinical Center and other designated shuttle stops on the campus.

1.5.6 Access to NIH Buildings during business hours

All visitors should be prepared to show a photo ID, log in and out at building entrances, wear a visitor’s pass or have an employee to escort them through the building. Visitors may be required to pass through a metal detector and have bags, backpacks or purses inspected or x-rayed as they enter buildings.

Security staff will be looking for and confiscating any suspicious or potentially dangerous materials. U.S. Code prohibits bringing any dangerous weapons onto Federal property, including anything with a blade longer than 2 ½ inches. Meeting participants may want to leave extra bags or personal materials at their hotel to minimize the time needed for inspection.

Visitors may need to call for an employee to escort them through the building.

Vendors and contractors with frequent official business at NIH can be issued special temporary IDs. You must provide an original letter on company letter head or a memo from your NIH COTR justifying your need for a temporary ID. The letter/memo must contain your full name and date of birth and must be presented in person with a valid photo ID at the NIH Parking Office in Building 31C, B3 level, Monday through Friday, 7:30 a.m. - 4:30 p.m.

1.5.7 Access to NIH Buildings after hours

Access to most buildings on the NIH enclave is controlled by the use of an NIH ID card access control system. The Security Section, CPB, DPS is responsible for the issuance of the ID cards used with this system and programming parameters to lock/unlock controlled doors automatically at predetermined times.

All contractor employees requiring building access during security hours (normally 6 p.m. to 6 a.m.) should contact the COTR.

ID Cards are individually assigned and are authorized for use by the cardholder only.

For individual ID cards that fail to work, contact the COTR.

Lost/stolen ID card shall be reported to the COTR as soon as possible so they can be programmed out of the system, thus preventing use by an unauthorized person.

ID cards issued to contractor employees who have transferred or separated from the contract, or who no longer have a need for them, must be returned to the COTR. ID Cards are not transferable and until returned are the responsibility of the person to whom issued.

1.5.8 Federal Holidays

Federal Holidays observed include:

Christmas Day Columbus Day Independence Day Labor Day Martin Luther King Day Memorial Day New Year’s Day President’s Day Thanksgiving Day Veteran’s Day Inauguration Day (Washington DC area only: once every 4 years)

1.5.9 Other Closures

U.S. Department of Homeland Security Threat Advisory RED For inclement weather closings at NIH Campus Bethesda the Contractor shall follow Office of Personnel Management guidance at the following. http://www.opm.gov/status/. Essential contractor personnel in support of the NIH Events Management to NIH will be identified after award. Some VIP events may take place during an inclement weather closing or Security Threat Advisory RED. Full event support for such events shall be provided.

1.6 Homeland SECURITY HSPD-12

The Contractor shall report any security violations to the COTR or designee immediately. The Contractor shall ensure compliance with the following regulatory guidance:

Abstract: There are wide variations in the quality and security of identification used to gain access to secure facilities where there is potential for terrorist attacks. In order to eliminate these variations, U.S. policy is to enhance security, increase Government efficiency, reduce identity fraud, and protect personal privacy by establishing a mandatory, Government-wide standard for secure and reliable forms of identification issued by the Federal Government to its employees and contractors (including contractor employees). This directive mandates a federal standard for secure and reliable forms of identification.

Background: HSPD-12 and OMB’s implementing memorandum (M-05-24) direct a consistent and systematic approach to investigations, identification, and admittance of contractors to Government facilities, Information Technology (IT) systems, and sensitive data.

1.6.1 Position Sensitivity

To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems. The Government has determined the position sensitivity under this effort to be moderate.

To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures contained in:

HHS Information Security Program Policy http://www.hhs.gov/read/irmpolicy/121504.html HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005 (http://www.knownet.hhs.gov/acquisition/pssh.pdf).

The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person’s background during the past five years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities. More restricted positions, above non-sensitive, require more extensive documentation and investigation.

Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable.

Typically, the Government investigates personnel at no cost to the contractor, but the expense of multiple investigations for the same position is difficult to justify. Consequently, multiple investigations for the same position or an annual employee turnover in excess of 10%, may justify reduction(s) in the contract price of no more than the cost of the extra investigation(s).

Language similar to this Security section shall be included in any subcontracts which require subcontractor personnel to have access to an information system, access to sensitive data, regular or prolonged access to an HHS-controlled facility, or any combination of these three.

Inquiries, including requests for forms and assistance, should be directed to the Contracting Officer or his designee, listed in Section G of the contract.

Within seven (7) calendar days after final acceptance of the work specified herein, the contractor shall return all identification badges to the Contracting Officer or his designee

1.6.2 NIH Security – Solicitation Provision

Information Security is applicable to this solicitation and the following information is provided to assist in proposal preparation.

IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled, "INFORMATION SECURITY."

The Federal Information Security Management Act of 2002 (P.L. 107-347) (FISMA) requires each agency to develop, document, and implement an agency-wide information security program to safeguard information and information systems that support the operations and assets of the agency, including those provided or managed by another agency, contractor (including subcontractor), or other source. The National Institute of Standards and Technology (NIST) has issued a number of publications that provide guidance in the establishment of minimum security controls for management, operational and technical safeguards needed to protect the confidentiality, integrity and availability of a Federal information system and its information.

The PWS requires the successful offeror to perform one, or any combination, of the following:

· Develop, have the ability to access or host and/or maintain a Federal information system(s).

· Access to or use of Personally Identifiable Information (PII), including instances involving remote access to or physical removal of such information beyond agency premises or control.

Pursuant to Federal and HHS Information Security Program Policies the following requirements apply to this solicitation:

Federal Information Security Management Act of 2002 (FISMA), Title III, E-Government Act of 2002, Pub. L. No. 107-347 (Dec. 17, 2002); http://csrc.nist.gov/drivers/documents/FISMA-final.pdf

1.6.3 NIH Physical Access Security – Solicitation Provision

Physical Access Security is applicable to this solicitation and the following information is provided to assist in proposal preparation.

IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled, "PHYSICAL ACCESS SECURITY."

In accordance with OMB Memorandum M-05-24, background investigations must be completed for all contractor/subcontractor personnel who have (1) access to sensitive information, (2) access to Federal information systems, (3) regular or prolonged physical access to Federally-controlled facilities, or (4) any combination thereof. [Reference: Definition of “Federally-controlled facilities” at Federal Acquisition Regulation (FAR) Subpart 2.1, Definitions] The PWS requires the successful offeror to have regular or prolonged physical access to a Federally-controlled facility, thereby requiring compliance with the following regulations/policies:

HHS Information Security Program Policy:

http://intranet.hhs.gov/infosec/docs/policies_guides/ISPP/Information_Security_Program_Policy.pdf Homeland Security Presidential Directive/HSPD-12, Policy for a Common Identification Standard for Federal Employees and Contractors (08-27-04):

http://www.whitehouse.gov/news/releases/2004/08/print/2004082 -8.html OMB Memorandum M-05-24, Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors (08-05-05): http://www.whitehouse.gov/omb/memoranda/fy2005/m05-24.pdf

Federal Information Processing Standards Publication (FIPS PUB) 201-1 (Updated June 26, 2006): http://csrc.nist.gov/publications/fips/fips201-1/FIPS-201-1-chng1.pdf HHS Interim Policy: Contractual Implementation of Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors [Draft] HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook (02-01-05):

http://www.knownet.hhs.gov/acquisition/pssh.pdf

Prior to award, the Government will determine the position sensitivity designation for each contractor (including subcontractor) employee that the successful offeror proposes for work under the acquisition. For proposal preparation purposes, the following designations apply:

Upon award, the contractor will be required to submit a roster by name, position, e-mail address, phone number and responsibility, of all staff (including subcontractor staff) working under the acquisition who will develop, have the ability to access, or host and/or maintain a federal information system(s). The Government will determine and notify the Contractor of the appropriate level of suitability investigation required for each staff member. An electronic template, "Roster of Employees Requiring Suitability Investigations," is available for contractor use at: http://ais.nci.nih.gov/forms/Suitability-roster.xls Upon receipt of the Government's notification of applicable Suitability Investigations required, the contractor shall complete and submit the required forms within 30 days of the notification. Additional submission instructions can be found at the "NCI Information Technology Security Policies, Background Investigation Process" website: http://ais.nci.nih.gov.

Contractor/subcontractor employees who have met investigative requirements within the past five years may only require an updated or upgraded investigation.

Contractor/subcontractor employees shall be required to comply with the HHS criteria for the assigned position sensitivity designations prior to performing any work under the acquisition. The following exceptions apply:

HHS policy requires contractors/subcontractors receive security training commensurate with their responsibilities for performing work under the terms and conditions of their contractual agreements.

The successful offeror will be responsible for assuring that each contractor/subcontractor employee has completed the NIH Computer Security Awareness Training course at: http://irtsectraining.nih.gov/ or an…