PWS ITD Support Services Contract -.pdf

MRP ITD Support Services

For Official Use Only

FOR THE U.S. DEPARTMENT OF AGRICULTURE (USDA) MARKERTING AND

REGULATORY PROGRAMS (MRP) INFORMATION TECHNOLOGY (IT) - ANIMAL

PLANT HEALTH AND INSPECTION SERVICE (APHIS) AND AGRICULTURE

MARKETING SERVICE (AMS)

MRP IT Support

Marketing & Regulatory Programs - Information Technology (MRP- IT)

September 16, 2024

SECTION 1.0

Performance Work Statement – MRP ITD Support Services

1.0 General Information

The Animal and Plant Health Inspection Service (APHIS) is responsible for protecting and promoting U.S. agricultural health, administering the Animal Welfare Act and Horse Protection Act, and carrying out wildlife damage management activities. The APHIS mission is an integral part of the U.S. Department of Agriculture (USDA) efforts to provide the Nation with a safe and affordable food supply. APHIS guards against the introduction, reemergence and spread of animal and plant pests and diseases that could limit production and/or damage export markets. Without this protection, threats to our food supply and our nation's economy would be enormous.

As part of our protection focus, APHIS monitors for and responds to emergencies of varying types and scopes. APHIS is classified as an Emergency Response Agency. The Agency also responds to conflicts between humans and wildlife, addresses trade barriers related to animal and plant health, promotes the humane treatment of animals covered by the Animal Welfare Act and Horse Protection Act, and ensures that biotechnology-derived agricultural products are safe.

1.1 Background

MRP IT Division (ITD) provides services for MRP organizational technological platforms, services, and support. ITD provides technological architecture, financial and business support for APHIS and AMS.

There are approximately 8,500 APHIS employees working within various program and administrative offices to achieve the APHIS mission. APHIS has over 1,000 locations spread across the United States and internationally.

1.2 Description of Services

The scope of this contract is to provide the following services: Financial Portfolio Strategist Services, Workforce Development Operations Services, Written and Visual Communication Services, and Records Management Services. Other requirements involve developing specific standardized operational procedures covering aspects of the support services provided supporting the Government’s management of MRP IT environments. The contractor shall provide support services to satisfy the overall operational objectives of the organization to meet project and program support requirements.

MRP-IT program supports functions are paramount to the overall development and implementation of the mission areas IT Strategic Plan and supports leadership at all levels with tactical and strategic decision-making affecting critical mission area wide programs and services.

1.3 Period of Performance

The estimated overall contract period of performance is anticipated to be for a base year plus three

(3) option year periods. The overall contract period is TBD – 09/29/2028.

1.4 Type of Contract

The government intends to award a firm fixed price. Preference will be given to single award based upon the vendor’s capability to provide services outlined in this Performance Work Statement. The contract work shall include providing labor, supervision, materials and supplies, equipment, quality control, environmental protection, meeting safety requirements, transportation, and for performing all work required as specified at the order level. Compensation for all work shown, specified, or essential to completion of the services. All costs associated with incidental work shall be included in the Pricing Schedule item with which that incidental work is most closely associated. The payment provided for in the contract includes compensation for all risk, loss, damage, and expense arising out of the contract work or its prosecution, subject to terms and conditions of the contract.

1.5 Place of Performance

Services shall be performed at the contractor’s facility or USDA Riverdale facility 4700 River Road, Riverdale, MD 20737. The contractor may allow its personnel to telecommute unless otherwise specified.

1.6 Other Information

1.6.1 Quality Control

The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with contract requirements. The contractor shall perform quality assurance on all aspects of contract performance, including any subcontractor that the contractor has arranged to perform work under this contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The contractor shall be responsible for maintaining satisfactory standards of employee competence, conduct, appearance, integrity, and for taking such disciplinary action with respect to employees as may be necessary. All work under this contract shall be performed in a skillful and workmanlike manner.

A comprehensive written QCP shall be submitted to the cognizant Contracting Officer (CO) and Contracting Officer’s Representative (COR) within 14 calendar days of contract award and within 7 calendar days when changes are made thereafter. The QCP shall include, as a minimum, the following items:

a) Names, qualifications, duties, responsibilities, and authorities of each person assigned a contractor quality control function, including an organizational chart showing lines of authority

b) Procedures for scheduling, reviewing, and managing submittals, including those of subcontractors.

c) Procedures for tracking deficiencies from identification through corrective action.

Establish verification procedures that identified deficiencies have been corrected.

d) Reporting procedures, including proposed reporting formats and tracking spreadsheets

(training. SOP development, etc.)

e) Procedures for controlling PIV cards, key cards, access badges, lock combinations, Access Codes.

f) Quality assurance records and information shall be provided to the Government upon request.

1.6.2 Quality Assurance

The government will perform ongoing surveillance of the contractor’s performance and their QCP and quality control actions to ensure contract standards are met.

1.6.3 Recognized Holidays

The contractor shall not perform services on federal holidays.

• New Year’s Day

• Labor Day

• Martin Luther King Jr.’s Birthday

• Columbus Day

• Washington’s Birthday

• Veteran’s Day

• Memorial Day

• Thanksgiving Day

• Independence Day

• Christmas Day

• Juneteenth

1.6.4 Hours of Operation

Standard business hours of operation are Monday through Friday from 6:00 a.m. to 6:00 p.m.

Eastern Time unless otherwise specified and/or coordinated. Work shall be scheduled within the standard business hours for an eight (8) hour productive workday.

1.6.5 Security Requirements

1.6.5.1 Physical Security

The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each workday government facilities, equipment, and materials shall be secured.

1.6.5.2 Key Control, Personal Identity Verification (PIV) Cards and Access Badges The Contractor shall establish and implement methods of making sure all PIV cards/key cards/access badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. (See clause 52.204-9, Personal Identity Verification of Contractor Personnel.) No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards/access badges to the Contracting Officer.

a) In the event keys or access badges are lost or duplicated, the Government may replace the affected locks or badge(s) or perform re-keying. When the replacement of locks, badges or re-keying is performed by the Government, the total cost of re-keying or the replacement shall be deducted from the monthly payment due the Contractor.

b) The Contractor shall prohibit the use of Government issued keys, key cards, access badges, and PIV cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

c) In the event of a lost or stolen PIV card, the contractor shall notify the Contract Manager within 1 hour, who will then notify the CO within 3 hours who will deactivate the PIV card.

1.6.5.3 Lock Combinations/Access Codes

The Contractor shall establish and implement methods of ensuring that all lock combinations and access codes are not revealed to unauthorized persons. The Contractor shall ensure that combinations or codes are changed when personnel having access to the combinations no longer require access. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.5.4 Suitability Clearances

Key Personnel shall acquire and maintain suitability clearances as specified in Technical Exhibit 3, Key Personnel.

1.6.5.5 Federal Information Security Management Act (FISMA) Requirements The following FISMA requirements are applicable to this contract

• 36 CFR 1194.21 - Software Applications and Operation Systems;

• 36 CFR 1194.22- Web-based Intranet and Internet information and Applications;

• 36 CFR 1194.31 - Functional Performance Criteria;

• 36 CFR 1194.41 - Information Documentation and Support;

• 36 CFR I I 94.2(b) - COTS/GOTS products; and

• 36 CFR 1194.3 (b) - Incidental to Contract.

1.6.5.6 Confidentiality/Records

Contractor personnel may be working with systems and documents containing sensitive confidential information that must remain confidential. Contractor personnel shall not divulge, publish or reveal (orally, in writing, by conduct, or by any other means), such information or knowledge, except as necessary in the performance of official duties related to this contract.

Contractor personnel must adhere to data privacy (Privacy Act of 1974), information security requirements, and must handle information in accordance with relevant laws, regulations, and USDA directives. The following standard items relate to records generated in executing the contract. The list below identifies the minimum requirements:

• Citations to pertained laws, codes and regulations such as 44 U.S.C. chapters 21, 29, 31 and 33; FOIA (5 U.S.C. 552); Privacy Act of 1974 (95 U.S.C. 552a); 36 CFR Part 1222 and 1228.

• Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

• Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

• Contractor shall not retain, use, sell, or disseminate copies of any deliverables that contains information covered by the Privacy Act of 1974 or that which is generally protected by FOIA.

• The Government Agency owns the rights to all data/records produced as part of this contract.

• The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.), and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

• Contractor agrees to comply with Federal and Agency records management policies, including those associated with safeguarding of records covered by the Privacy Act of 1974.

• These policies include the preservation of all records created or received regardless of format (paper, electronic, etc.), mode of transmission (e-mail, fax, IM, text messaging, etc.) or state of completion (draft, final, etc.).

• No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by Concealment, Removal, or Mutilation Generally.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records disposition schedules.

• Contractor is required to obtain the CO’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

1.6.5.7 Security Review

The Government may elect to conduct periodic reviews to ensure that the security requirements contained in this contract are being implemented and enforced. The Contractor shall afford USDA, including the organization of the USDA Office of the Chief Information Officer, the Office of the Inspector General, authorized Contracting Officer's Representative (COR), and other government oversight organizations, access to the Contractor's facilities, installations, operations, documentation, databases and personnel used in the performance of this contract. The Contractor will contact the USDA Chief Information Security Officer to coordinate and participate in the review and inspection activity of government oversight organizations external to the USDA. Access shall be provided to the extent necessary for the government to carry out a program of inspection, investigation, and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of USDA data or the function of computer systems operated on behalf of USDA, and to preserve evidence of computer crime.

1.6.5.8 General Security Requirements

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to or development of any USDA IT system. Foreign nationals or LPRs may only be approved to work on this contract by the Contracting Officer’s advanced approval. Any foreign nationals proposed to be used in support of this contract may be subject to background investigations and suitability clearances at the Contracting Officer’s discretion.

1.6.5.9 Contractor Pre-Screening

Contractors requiring recurring access to Government facilities or access to sensitive but unclassified information and/or logical access to Information Technology (IT) resources shall verify minimal fitness requirements for all persons/candidates designated for employment under any USDA contract by pre-screening the person/candidate prior to submitting their name for consideration to work on the contract. Pre-screening the candidate ensures that minimum fitness requirements are considered and mitigates the burden of USDA having to conduct background investigations on objectionable candidates. The Contractor shall submit only those candidates that have not had a felony conviction within the past 36 months, illegal drug use within the past 12 months, or misconduct such as criminal activity on the job relating to fraud or theft within the past 12 months from the date of submission of their name as a candidate to perform work under this contract. Contractors are required to flow this requirement down to subcontractors. Prescreening involves contractors and subcontractors reviewing- Felony convictions within the past 36 months. An acceptable means of obtaining information on felony convictions is from public records, free of charge, or from the National Crime Information Center (NCIC). Illegal drug use within the past 12 months. An acceptable means of obtaining information related to drug use is through employee self-certification, by public records check; or if the contractor or subcontractor already has drug testing in place. There is no requirement for contractors and/or subcontractors to initiate a drug testing program if they do not have one already in place. Misconduct such as criminal activity on the job relating to fraud or theft within the past 12 months. An acceptable means of obtaining information related to misconduct is through employee self-certification, by public records check, or other reference checks conducted in the normal course of business. Pre-screening shall be conducted within 15 business days after contract award. This requirement shall be placed in all subcontracts if the subcontractor requires routine physical access, access to sensitive but unclassified information, and/or logical access to IT resources. Failure to comply with the pre-screening requirement will result in the Contracting Officer taking the appropriate remedy.

1.6.5.9 Removal of Contractor's Employees

The Contracting Officer may require the Contractor to immediately remove from the work site any employee who endangers persons or property, or whose physical or mental condition would impair the employee's ability to satisfactorily perform the required work. Notification to the Contractor will be verbal and in writing if time and circumstances permit. Otherwise, notification shall be verbal or by telephone, and shall be in writing as soon as possible. No such removal, however, shall reduce the Contractor’s obligation to perform all work required under this contract, and immediate replacement shall be made as required. This requirement shall not be the basis of any claim for compensation or damages against the Government.

1.6.6 Training Requirements

The contractor is responsible for ensuring personnel possess and maintain specific required training, as specified, during the execution of this contract. The contractor shall submit an Employee Training Roster that lists training and date completed per employee performing prior to working and monthly. Training includes the following initial and annual refresher training courses provided by USDA. Contractor personnel who can provide evidence of completed training requirements under a previous USDA contract are not required to retake training.

1.6.6.1 Cybersecurity: This training shall be completed prior to gaining access to USDA network. The contractor and any sub-contractor shall complete cybersecurity computer-based training for access to USDA network is required. This training takes one (1) hour to complete the initial training course and one (1) hour to complete the annual refresher training. The initial and refresher virtual interactive training requires a passing score of 80%. The contractor shall provide evidence of training before the employee is given access to work on any government network system.

1.6.6.2 Other Training: All contract professionals working on this contract shall complete other training identified, as required for their position. This training shall be included on the Employee Training Roster deliverable.

1.6.6.3 Deliverables

Employee Training Roster

1.6.8 Contractor Key Personnel

The personnel specified below are considered Key Personnel and shall not be removed or replaced without prior Contracting Officer approval. The contractor shall certify, in writing, that all Government approved key personnel shall begin performance on the date of contract award. See Clause 452.237-74, Exhibit 1:Key Personnel Qualifications and Deliverables.

• (TBD), Contract Manager

• (TBD), Operations Specialist

• (TBD), Financial Portfolio Strategist

• (TBD), Financial Portfolio Strategist

• (TBD), Visual Communication Specialist

• (TBD), Communication Specialist

• (TBD), Communication Specialist

• (TBD), Records Management Specialist

• (TBD), Records Management Specialist

1.6.9 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.10 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.11 Meetings/Briefings

Occasional informational meetings between the contractor and ITD designated personnel will be conducted either: on-site, by teleconference, or virtual conferencing platform, such as Microsoft Teams. Informational meetings will include a 7-day advanced notification of time and date, as well as information to be covered, and may include ITD personnel, customers, and other gov’t stakeholders concerning services performed on behalf of ITD.

1.6.12 Technical Direction

Technical direction given by designated government personnel to contractors employees performing services under this contract must be within the scope of work. It is the contractor’s responsibility to contact the Contracting Officer immediately in writing if there is even the appearance of any technical direction that is or may be outside the scope of the contract. Upon receiving the notification from the contractor, the Contracting Officer will promptly advise the contractor that (1) technical direction is within the scope of the contract and does not constitute a change; (2) the Government will issue a written modification; or (3) advise the contractor not to proceed with the instruction or direction by the COR.

A failure of the contractor and Contracting Officer either to agree that the technical direction is within the scope of the contract or to agree upon the contract action to be taken with respect to the technical direction will be subject to the provisions of clause 52.212-4 (d), Contract Terms and Conditions – Commercial Items.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The post award conference will be scheduled by the Contracting Officer within 10 days of award and shall be conducted telephonically.

1.7 Government Representatives

• Contracting Officer: Terry Tabron

USDA Office of Contracting and Procurement (OCP) 202-401-3379, terry.tabron@usda.gov

• Contracting Officer’s Representative (COR): Kenneth Hill MRBPB-ITD Service Delivery Manager 301-851-2539, kenneth.l.hill@usda.gov

2.0 Definitions and Acronyms

2.1. Definitions

2.1.1 Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer’s Representative (COR). A COR will be designated by the contracting officer to perform specific technical and administrative functions. The contractor will receive a copy of the written designation. It will specify the extent of the COR’s authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments of changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

2.1.4 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 Deliverable. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6 Physical Security. Actions that prevent the loss or damage of Government property.

2.1.7 Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8 Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

mailto:terry.tabron@usda.gov mailto:kenneth.l.hill@usda.gov

2.1.9 Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. Standard Operating Procedure (SOP). As denoted in 5.3, for the purpose of this contract SOP refers to standardized documents, policies, work instructions, workflows and Standard Operating Procedures.

2.1.11. Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. Work Week. Monday through Friday, unless specified otherwise.

2.2. Acronyms

AGAR Agriculture Acquisition Regulation APHIS Animal Plant and Health Inspection Services AMS Agricultural Marketing Service CFR Code of Federal Regulations CLIN Contract Line Item Number CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf GFE Government Furnished Equipment FAR Federal Acquisition Regulation FSAP Federal Select Agent Program IT Information Technology ITD Information Technology Division LCAT Labor Category MRP Marketing and Regulatory Programs OCI Organizational Conflict of Interest OCP Office of Contracting and Procurement ODC Other Direct Costs PIV Personal Identity Verification POC Point of Contact PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Risk Assessment SOP Standard Operating Procedure TE Technical Exhibit USDA U.S. Department of Agriculture

3.0 Government Services, Property and Equipment

3.1 Facilities: The government will provide access to physical space for designated contractor personnel support services to be performed at USDA Riverdale facility.

3.2 Utilities: The Government will provide electricity, gas, water, internet, refrigeration, and food storage facilities for personal items within contractor designated work sites at USDA Riverdale facility. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities. When the contractor works from authorized alternative locations, utilities are not government provided in those locations.

3.3 Equipment: The Government will provide laptops and access to desks and desk phones to designated contractor personnel at the USDA Riverdale Facility, whom shall exercise appropriate care and due diligence in caring for all property to maximize operability and useful life. The Contractor shall appoint a Property Manager, whom shall be responsible to maintain records of all Government Furnished Equipment (GFE). The contractor shall return any Government owned equipment to the COR at the end of the performance period.

3.4 Materials: The Government will provide access badges, PIV cards and general office supplies to authorized contractor personnel.

4.0 Contractor Furnished Services, Property, and Equipment.

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract with exception of items listed under Part 3, Government Furnished Services, Property, and Equipment.

6.7.c Deliverables Monthly Employee Training Roster (include in the monthly report).

5.0 Specific Tasks

The Government shall not exercise any supervision over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Designated Government employees may shift tasks performed under this contract as long as the work being performed is within the scope of work.

5.1 Basic Services. The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer prior to commencing work. The Contract Manager or alternate shall be responsive to the COR or CO within 24 hours of request. For this contract, it is intended that this position shall be an administrative position whose responsibility is to ensure compliance with contract specifications. The contractor shall provide personnel IAW PWS 1.6.8. Key Personnel shall perform the services described herein. Contract management shall be paid on a monthly basis.

5.2.1 Monthly Status Reports: Contractor shall submit a monthly report to the COR or designee summarizing the accomplishments from the prior month, the deliverables submitted, milestones achieved, upcoming activities and key risks/concerns. This report shall explicitly address the status of all active contract deliverables with monthly reporting requirements.

5.2.2 Travel

Not authorized under this contract.

5.2.3 Deliverables. See Technical Exhibit 2, Contract Manager Deliverables

5.2 Financial Portfolio Strategic Services. Financial Strategic Services to develop Information Technologies Division financial plans, budgets, and forecasts that align with the organization's financial goals. Required to analyze financial data, trends, risks, and opportunities to recommend changes to optimize financial performance. May be required to use different methods to access financial forecasting, such as sentiment analysis, technical analysis, or fundamentals analysis. Build, process, and coordinate activities for a financial portfolio that serves as a profile of the financial posture of the organization. The portfolio includes funding allocations for awards, travel, training, supplies and materials, services, equipment, salaries, benefits and others operational expenses specific to the section. Volume of work consists of monthly financial portfolio reports for seven (7) directorates, two (2) divisions, and the office of the ACIO. The government anticipates that the contractor will best be able to accomplish Financial Portfolio Strategic Services with two (2) contractors averaging continuous support to monthly.

5.3 Workforce Development Operations Services. Workforce Development Operations Services for the Information Technology Division. These services shall include providing technical and administrative support for the day-to-day operation of ITD’s workforce development efforts. This can include developing and maintaining a schedule for ongoing ITD workforce trainings for upskilling/reskilling; coordinating with ITD leadership, the Center for Training & Organization Development, and other entities to identify needs and available courses; establishing/improving processes and procedures for integrating training/upskilling/reskilling into standard individual development plans; and enabling the smooth running of workforce development activities. The operations specialist shall facilitate the ongoing running of ITD intern program activities and coordinate logistics for hosted workforce development trainings. The operations specialist also shall analyze available feedback and data gathered from current/past participants to identify trends and suggest improvements. The government anticipates the contractor will best be able to accomplish Workforce Development Operations Services with one (1) Operations Specialist.

5.3 Written and Visual Communication Services. Written and Visual Communication Services for the Information Technology Division. Written communication services shall include the development and implementation of outreach/communication activities. Develop and compile results/feedback from surveys, focus groups, and other engagements. Create, edit, track, publish, and standardize organizational documents to include policies, procedures, and other authoritative documents such as memorandums. Maintain in print and electronic media. Required to develop and maintain multimedia communication platforms ensuring information and visual designs are in compliance with USDA Web Standards and Style Guide in addition to adhering to Section 508. Deploy and maintain staff and customer web portal critical to the communication program. Volume of services includes an average of 65 written communications and ten (10) multimedia visual communication designs. The government anticipates that contractor will best be able to accomplish Written and Visual Communication Services with two (2) Communications Specialist and one (1) Visual Communications Specialist contract.

5.3 Records Management Services. Records Management Services for (Directorate) to deploy and update records schedules, prepare transition to electronic records, and provide close out services as defined by the National Archives and Records Administration (NARA). Perform records management program activities like: responding to inquiries, ensuring program offices meet federal compliance requirements, analyzing inventories, and performing risk assessments. Provide guidance on and coordination of records creation, organization, maintenance, use, evaluation, preservation, and disposition throughout their lifecycle. Liaise with multiple program offices on records management topics. Provide feedback and analysis on internal and external records management governance documents, including policies and procedures. Assist with the development of inventories and file plans, draft and process new and updated retention schedules. Develop and deliver records management curricula and topics, either routine or ad hoc. Volume of records management services on an average of seven (7) work products, based upon complexity of the assignment. If unable to meet the timeline the TPOC shall be notified prior to the deadline. Shall respond to general records management inquiries within 4 business days of assignment. Review file plans within 8 business days of assignment. Review of other documents (SOPs, SORNS, etc.) within 8 business days of assignment. Review records destruction requests within 4 business days of assignment. Review records inventories within 8 business days of assignment. Review transfer requests within 8 business days of assignment. Review scheduling requests within 8 business days of assignment. Meet timeframes established on Project Plan Form. The government anticipate that contractor provided services for Records Management service will best be accomplished with three (3) contractors.

6 Section 508 – Accessibility of Information and Communications Technology

This contract is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 749d) as amended by the Workforce Investment Act of 1998 (P.L. 105-220). The Revised Section 508 Standards, which consist of 508 Chapters 1 and 2 (Appendix A), along with Chapters 3 through 7 (Appendix C), contain scoping and technical requirements for information and communication technology (ICT) to ensure accessibility and usability by individuals with disabilities. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Each ICT product or service furnished under this contract will comply with the Revised Section 508 ICT Accessibility Standards at a minimum, as specified in the contract. If any furnished product or service is determined to be noncompliant, the Contracting Officer notify the Contractor in writing. The Contractor will, without charge to the Government, remediate or replace the noncompliant products or services within a specified timeframe as determined by the Government in writing. If such remediation or replacement is not completed within the time specified, the Government will have the following recourses:

1. Cancellation of the contract, delivery, call order, purchase, or line item without termination liabilities; or

2. In the case of custom ICT being developed by a contractor for the Government, the Government will have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant ICT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

The contractor must ensure all noncompliant ICT products and services are provided pursuant to extensive market research and exhibit the highest level of compliance while satisfying the contract requirements.

For every ICT product or service accepted under this contract by the Government that does not comply with the Revised Section 508 Accessibility Standards, the contractor will, at the discretion of the Government, remediate or upgrade the item with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date, whichever will occur first.

A.1. Section 508 Compliance

Vendors, contractors, and their respective ICT products and services will comply with the following standards, policies, and procedures. In the event of conflicts between the referenced documents and this contract vehicle, the contract vehicle will take precedence.

1. Revised Section 508 ICT Accessibility Standards

2. Section 508 of the Rehabilitation Act as amended (29 U.S.C. 794d)

3. Federal Acquisition Regulation (FAR) Subpart 39.2

4. USDA Section 508 Departmental Regulation

Additionally, all contract deliverables are subject to these standards.

All ICT products and services, regardless of format, must conform to the applicable Section 508 standards to allow Federal employees and members of the public with disabilities equivalent access to and use of information and data provided to those without disabilities.

All contractors, sub-contractors, and consultants are responsible for preparing or posting content must comply with the applicable Section 508 accessibility standards and, where applicable, those set forth in the referenced policy or standards document. Remediation of any noncompliant ICT or materials as set forth in this contract vehicle will be the responsibility of the contractor, sub-contractor, or consultant.

According to the Access Board’s Section 508 Scoping Requirements The following Section 508 provisions apply to the products and/or services identified in this contract vehicle:

● C202 Functional Performance Criteria: Where the requirements in Chapters 4 and 5 do not address one or more functions of telecommunications or customer premises equipment, the functions not addressed will conform to the Functional Performance Criteria specified in Chapter 3.

● C203 Electronic Content: Electronic content that is integral to the use of telecommunications or customer premises equipment will conform to the most current Web Content Accessibility Guidelines (WCAG) Level A and Level AA Success Criteria and Conformance Requirements.

● C204 Hardware: Where components of telecommunications equipment and customer premises equipment are hardware, and transmit information or have a user interface, those components will conform to applicable requirements in Chapter 4.

● C205 Software: Where software is integral to the use of telecommunications functions of telecommunications equipment or customer premises equipment and has a user interface, such software will conform to C205 and the applicable requirements in Chapter 5.

WCAG Conformance: User interface components, as well as the content of platforms and applications will conform to the most current WCAG Level A and Level AA Success Criteria and Conformance Requirements.

● C206 Support Documentation and Services: Where support documentation and services and provided for telecommunications equipment and customer premises equipment, manufacturers will ensure that such documentation and services conform to Chapter 6 and are made available upon request at no additional charge.

In addition, vendors and contractors will comply with the standards, policies, and procedures below for all ICT pursuant to this contract:

● For Custom ICT Development Services, the vendor or contractor will ensure the ICT fully conforms to the applicable Revised Section 508 standards prior to delivery and before final acceptance.

● For Installation, Configuration, and Integration Services, the vendor or contractor will not install, configure, or integrate the equipment and software in a way that reduces the level of conformance with the applicable Revised Section 508 standards.

● For Maintenance, Upgrades, and Replacements, the vendor or contractor will ensure maintenance upgrades, substitutions, and replacements do not reduce the original level of conformance with the applicable Revised Section 508 standards at the time of the contract award.

● Service Personnel are ensured by the vendor or contractor to possess the knowledge, skills, and ability necessary to address the applicable Revised Section 508 standards and will provide supporting documentation upon request.

● When providing Hosting Services, the vendor or contractor will not reduce the existing level of conformance of the electronic content with the applicable Revised Section 508 standards.

● When purchasing ICT where 1) Section 508 validation is not possible prior to award, 2) the ICT be changed after the award, or 3) ICT will be hosted in a third-party environment, the vendor or contractor will test and validate the ICT solution for conformance to the Revised Section 508 standards, in accordance with the required testing methods as defined by the agency.

● The vendor or contractor will document and maintain information regarding the measures taken to ensure compliance with the applicable requirements. This documentation includes but is not limited to testing records, product demonstrations, and reported defects by end users and testers.

● Prior to acceptance, the vendor or contractor will provide an Accessibility Conformance Report (ACR) for each ICT item that is developed, updated, and/or configured for the agency, and when product substitutions are offered. The ACR should be based on the latest version of the Voluntary Product Accessibility Template (VPAT) provided by the Information Technology Industry Council (ITI). To be considered for award, an ACR must be submitted for each ICT item, and must be completed according to the instructions provided by the ITI.

Note: A supplemental ACR may be required if the agency has additional or stricter accessibility requirements than what is outlined in the VPAT.

● Prior to acceptance, the agency reserves the right to require a full working demonstration of the completed ICT item to demonstrate conformance to the agency’s accessibility requirements in addition to independent testing to validate.

● In the case of non-compliance where the vendor or contractor claims its products and/or services satisfy the applicable Revised Section 508 standards specified in the contract vehicle, the contracting officer promptly inform the vendor or contractor in writing of the non-compliance. The vendor or contractor will, at no cost to the agency, repair or replace the non-compliant products or services within the period specified by the contracting officer.

All Information and Communications Technology (ICT) subject to the Revised Section 508 standards be evaluated for Section 508 conformance and usability. The test must be administered by a Federal Section 508 Testing Center. All maintenance for ICT that requires upgrades, modifications, installations, repairs, and purchases will adhere to the Revised Section 508 standards.

Exhibit 1: Key Personnel Qualifications and Deliverables Labor Category

(LCAT)

Experience Required Deliverables

Contract Manager • Bachelor’s degree in a management related field or equivalent combination of education and/or experience.

• Minimum of 5 years of direct supervision of technical personnel involved in projects delivering products and services to a customer.

Demonstrated successful experience in leading projects that involve the management of teams composed of financial, written and visual communication and records management professionals who have been involved in analyzing, designing, developing, integrating, implementing, and maintaining processes and procedures.

• Has demonstrated the ability to organize, direct, and coordinate the planning and production of all contract support activities.

Monthly Status Report: Due by the 5th of the month. Must include by position the projects/tasks staff are working on, tasks completed, and Employee Training Roster with status of training. Email report to COR in word format.

Status Report Meetings: As coordinated with the COR – No more than 8 times annually. Include a summary of services provided/completed and goals/forecast for next 2 months. Email to the COR and meeting invitees 3 business days prior to meeting being held. Presentation shall be in PowerPoint format.

Financial Portfolio Strategic Specialist

• Bachelor’s degree in finance, accounting, economics, or a related field (preferred) or equivalent combination of education and/or experience.

• Minimum of 5 years of experience in financial management or accounting, preferably within the public sector.

• Excellent verbal and written communication skills

• Strong analytical and problem-solving skills

• Experience with government budgeting, financial reporting, and compliance.

• Familiarity with federal, state, and local government financial regulations.

• Advanced skills in Microsoft Excel and other data analysis tools.

• Strong analytical and problem-solving skills.

• Ability to perform complex financial analyses and forecasting.

• Ability to present financial information clearly and concisely.

• Strong interpersonal skills for effective collaboration with government officials and staff.

• Strong organizational skills and the ability to handle multiple tasks and deadlines.

• Ability to maintain confidentiality and handle sensitive information.

• Knowledge of IT principles (preferred)

• Strong business acumen required

Monthly, Quarterly, Annual Financial Reports:

• Prepare detailed allocation and expenditure reports by the 5th business day of each month and quarter (email).

• Variance analysis reports comparing actuals to budget by the 5th business day of each month and quarter (email).

• Reconcile financial expenses in financial systems reports by the 5th business day of each month, quarter, and as needed (in financial systems).

• Audit preparation and support documentation by the 5th business day of each month and quarter (email).

• Discuss financial status with the directorates by the 5th business day of each month and quarter (orally in meetings with supporting documentation).

Budget Preparation and Management:

• Development of annual budget proposals in the 3rd and 4th quarter of the current fiscal year.

• Ongoing budget monitoring and adjustment recommendations (continuous).

• Mid-year budget reviews and updates (quarterly review, first week of each quarter).

Financial Analysis and Forecasting:

• Long-term financial planning and analysis in the 3rd and fourth quarter of the current fiscal year and continuous for analysis (monthly, at minimum).

• Economic impact assessments for IT systems (quarterly, at minimum).

• Financial risk assessments (quarterly, at a minimum and presented via email).

• Implementation and monitoring of internal controls. (quarterly, at a minimum and presented via email/orally).

• Regular updates to ensure compliance with guidance.

• All deliverables under this LCAT need to be submitted in the Microsoft Office format requested and email to the COR and/or TPOC.

Operations Specialist

• Bachelor’s degree in business administration, operations management, project management, or a related field (preferred) or equivalent combination of education and/or experience.

• A minimum of 2 years experience in an operations role

• Proficient in Microsoft Office

• Able to manage tasks and time effectively

• Strong organizational skills and good attention to detail

• Strong verbal and written communication skills

• Ability to coordinate with communications team to share information with a wider audience

• Experience interacting with senior level personnel in order to identify, plan…