RFI 15PBJA23N00000004.pdf

Beta.SAM Presolicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Presolicitation Notice Rev. March 2010

D

Denial of Federal Benefits

20531

15PBJA23N00000004

05-26-2023

N

Y

541519

US Department of Justice DOJ, Office of Justice Programs Acquisition Management Division 810 7th Street, NW Washington DC 20531

Debashis Nag, Contract Specialist USDOJ Office of Justice Programs 810 7th Street, NW Room 3610 Washington, DC 20531 (202)616-1705 Direct | (202)354-4154 Fax debashis.nag@usdoj.gov

US Department of Justice Office of Justice Programs Office for Victims of Crime 810 7th Street, NW Washington, DC

20531

USA

http://ojp.gov

US Department of Justice, Office of Justice Programs debashis.nag@usdoj.gov

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

BUREAU OF JUSTICE ASSISTANCE (BJA)

DENIAL OF FEDERAL BENEFITS (DFB)

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR) Part 10 Market Research. The information collected through the process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This is NOT a Request for Proposals (RFP), and nothing shall be construed herein or through the Sources Sought process to commit or obligate the Government to further action. In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Department of Justice (DOJ), the Office of Justice Programs (OJP) is issuing this RFI to identify qualified and responsible small business vendors (e.g., 8(a); Service-Disabled Veteran Owned Small Business; Historically Underutilized Business Zone (HUBZone) Small Business; Small Disadvantaged Business; Veteran-Owned Small Business, Women-Owned Small Business and Economically Disadvantaged Women-Owned Small Business) having an interest in and possessing the resources and expertise to provide support for the Bureau of Justice Assistance (BJA) Denial of Federal Benefits (DFB) Program.

The applicable North American Industry Classification System (NAICS) code assigned to these proposed services is 541519. The anticipated contract type is Time & Material. The anticipated period of performance is a base year plus four

(4) option years commencing September 1, 2023. The anticipated place of performance is off-site, or at the Contractor’s facility, which shall be in or near the Washington, DC Metropolitan Area (Please see section 3 below). Some travel may be required. Meetings to discuss review and progress shall take place at both the Contractor’s facilities and BJA, located at 810 Seventh Street, NW, Washington, DC 20531.

The current incumbent for this task is REI Systems under GSA Schedule GS-35F-0623N Task Order 15PBJA18F00000500 with a current total contract ceiling of $1,033,218.21 and an ultimate completion date of 8/31/2023.

1. INTRODUCTION

The United States Department of Justice, Office of Justice Programs, Bureau of Justice Assistance is seeking support services for the operation of two (2) statutory debarment programs known as the Denial of Federal Benefits Program and the Defense Procurement Fraud Debarment (DPFD) Clearinghouse Program functions. These support services include the maintenance of hardcopy and electronic database files and performance of helpdesk functions.

Under federal law, federal and state courts sentencing individuals convicted of drug trafficking or drug possession have the option of including as part of the sentence that such individuals shall be denied from receiving certain federal benefits.

Under separate federal law, individuals who are convicted of fraud or any other felony arising out of a contract with the Department of Defense (DOD) are barred from certain positions with defense contractors or involvement with a defense contract.

1.1. BACKGROUND

Under 21 U.S.C. Section 862, the Attorney General delegated the administration of the DFB program to the Office of Justice Programs (OJP). Later, as directed under 10 U.S.C. 2408, the Attorney General became the Single Point of Contact for a defense contractor or subcontractor to promptly obtain information regarding whether a person that the contractor or subcontractor proposes to employ has been convicted of defense- contract related felonies and/or related criminal penalties imposed on defense contractors. The establishment of this repository, known as the DPFD program was also assigned to OJP. Today, the Office of Justice Programs’ Bureau of Justice Assistance (BJA) maintains the two (2), legally distinct, clearinghouses as a single point of contact, which follow a single set of policies and procedures to receive, maintain and provide information for both types of qualifying debarment cases.

Specifically, debarment under the DFB program precludes an individual convicted of trafficking in or possession of drugs from receiving all or selected federal benefits. 21 U.S.C. Section 862 (d) (1) defines “federal benefit” as “…the issuance of any grant, contract, loan, professional license, or commercial license provided by an agency of the United States or by appropriated funds of the United States.” And, 21 U.S.C. Section 862 (d) (2) states that the definition “…does not include any retirement, welfare, social security, health, disability, veterans benefits, public housing, or other similar benefit, or any other benefit for which payments or services are required for eligibility.”

The DPFD program maintains a database of those with a fraud or felony conviction(s) arising out of a contract with the Department of Defense (DOD). Such conviction prohibits an individual from being involved with a defense contract or first-tier subcontract of a defense contract. Federal Acquisition Regulation Subpart 22.801 defines a first-tier subcontractor as a subcontractor holding a subcontract awarded directly by a Federal government prime contractor.

The two (2) clearinghouse programs are commonly referred to as the “Denial of Federal Benefits” program.

BJA is responsible for and is seeking support for receiving, maintaining, and responding to inquiries from Federal agencies, contractors, or subcontractors regarding debarments pursuant to the aforementioned legislatively mandated laws. Qualifying drug cases are submitted by federal and state courts. Qualifying DOD- related cases are submitted by DOJ litigating divisions. Information contained within the clearinghouse databases must also be transmitted into the System for Award Management (SAM), a General Services Administration system that consolidates eight Federal Procurement Systems, including the system known as the

Excluded Parties Listing System (EPLS). Debarment actions are communicated to all government agencies through SAM.

SAM may be accessed at https:///www.sam.gov. The DFB clearinghouse database records regarding exclusions pursuant to DFB must also be provided directly to the Department of Education and the Federal Communications Commission. All federal agencies are required to consult the General Services Administration’ (GSA) publication “Lists of Parties Excluded from Federal Procurement or No procurement Programs,” more commonly known as the “Debarment List,” to ensure statutory compliance when awarding federal funds.

1.2. APPLICABLE DOCUMENTS

Standard Operation Procedures (SOP) Section 5301 of the Anti-Drug Abuse Act of 1988 21 U.S.C. §862 Section 831 of the National Defense Authorization Act of 1989 Title 10, U.S.C. §2408

1.3. SCOPE

BJA is seeking contractor support for receiving, verifying, and responding to inquiries for the case information about debarments under both the DFB and DPFD Programs. Information received in connection with the DFB Program comes from federal and state courts. Online reporting is available and is to be encouraged, but some of the information is received via fax (or other means) and needs to be entered manually into the debarment database. Information received in connection with the DPFD Program comes from DOJ litigating divisions and needs to be entered manually into the debarment database.

Because the DFB Program serves as an information clearinghouse, in addition to serving as a central repository, its information regarding individuals for whom benefits are denied needs to be forwarded electronically to the General Services Administration (GSA) for inclusion in the publication "Lists of Parties Excluded from Federal Procurement or Non-procurement Programs," more commonly known as the "Debarment List," so that it is available to be consulted by federal agencies before making awards or grants of federal funds consistent with law.

The DPFD Program also serves as an information clearinghouse, in addition to serving as a central repository. Its information regarding individuals who are debarred needs to be forwarded to GSA for inclusion on the Debarment List.

Each federal agency consults the Debarment List to ensure ongoing statutory compliance.

Although information for both DFB and DPFD Programs is forwarded to GSA for inclusion on the Debarment List, verification requests sometimes need to be handled directly by the contractor. For example, mortgage companies or prospective employers may seek verification as to a particular individual. In addition, as individuals satisfy their sentences, or for other reasons require removal from the debarment database, the contractor is expected to handle those.

On average, 40 cases are added to the debarment database per month. Of the 40 cases, 30 are entered directly by the courts, and approximately 10 DFB cases are received in a hard copy format which is entered manually into the system.

On average, 1 DPFD hard copy case is received per month and entered manually into the system.

Approximately 7 emails come to the Clearinghouse and out of 70, about 20 are for verification requests. The current database contains approximately 20,700 case records, with approximately 2,500 active cases.

2. PERFORMANCE REQUIREMENTS

Task Description

Task 1 Program and Project Management

Task 2 Clearinghouse/Tier 3 Support

Task 3 Security

To fulfill the outlined responsibilities, the Contractor shall provide all personnel, facilities, equipment, tools, materials, supervision and other items and services necessary to perform the following tasks.

2.1 Task 1: Program and Project Management

This task includes the activities necessary for the contractor to manage their personnel and coordinate contract activities with the government. The contractor shall provide personnel necessary to manage and oversee support of the DFB- DPFB Programs, as described above, and Tier 3 subject matter level support, to include the following:

Conduct oversight and management of the daily workflow, to include case submission/entry and verification of information.

Coordinate with BJA and OJP’s Office of the Chief Information Officer (OCIO) to verify information that is submitted for verification and validation.

Generate data transmissions for submission to other federal agencies, such as GSA, Education, FCC.

Conduct quality control of responses to data information requests.

Provide monthly technical financial reports.

Document and update programmatic policies or procedures manual as necessary.

Provide the following SME Reports as requested by government:

DFB and DPFB cases entered since last transmission (two (2) times per month) All active DFB and DPFD cases (monthly) Data reconciliation report (in conjunction with OCIO)

2.2 Task 2: Clearinghouse/Tier 3 Support

This task includes the needed clearinghouse and subject matter expert functions. The contractor shall:

Conduct quarterly outreach to Courts and United States Attorney Offices (USAO) to encourage use of the electronic automated system and to keep points of contact updated

Review information submitted online by the Courts, USAOs and agencies for eligibility, accuracy, and completeness within fifteen (15) days of submission to BJA.

Draft and send out letters to courts. Generate, and disseminate correspondence to DFB-DPFB contacts and courts.

Be responsible for data entry/submission, case approval and case verification/validation.

Provide helpdesk support to new registrants, system users, and program participants Review and approve registration requests Enter verification requests for one-time/infrequent submitters Enter all hardcopy data as submitted

Prepare bi-monthly data transmissions to General Services Administration (GSA), and monthly transmissions to the Federal Communications Commission (FCC) and Department of Education

Support pulling as needed data and report requests for information as per government requests. Data reconciliation with the System for Award Management (SAM).

Document and update procedures manual as necessary Remain current on electronic database entry, processing and storage (cloud) Other duties related to the program as assigned

The contractor may use the BJA seal and stationery for all official DFB Program correspondence, subject to BJA’s reasonable limitations, and an authorized electronic signature of the assigned DOJ/OJP program manager or bureau director for the purpose of confirmation of defendants’ names as submitted.

The DFB Clearinghouse system will be hosted by OJP OCIO at the Office of Justice Programs, 810 7th Street, Washington DC 20531.

Task 3: Security

The Contractor is responsible for assisting with the operational security of the DFB system.

Communicate corrective actions, and status to the OJP OCIO through the CO and COR when initiated and periodically as directed;

Participate in System Owners Quarterly Meetings and provide necessary deliverables as directed by the OJP OCIO;

Keep abreast of and implement the necessary future security changes as so ordered/amended by DOJ and NIST.

3. PERSONNEL

The contractor shall designate a Program Manager and Management Consultant (SME) to act as the points of contact. The offeror shall appoint a Program Manager with the overall responsibility for the contracted effort. This individual will interact with the Government for all matters concerning technical program and problems, program performance, schedule, cost, resources and other program related matters. All key personnel must have experience in successful management of the operations according to the scope of this SOW.

The following are the key personnel for this contract/task order:

Key Personnel

Labor Category Site Labor Category Description Minimum Qualifications

Program Manager

CTR The Program Manager manages the Subject Matter Expert (SME). Provides direction and guidance to the SME on the completion of project-specific tasks within the estimated timeframes and budget constraints, reviews the work products for quality, completeness and adherence to applicable regulations, security, and customer requirements.

Meet with the Contract Officer (CO) and/or Contract Officer Representative (COR) on an as needed basis to discuss issues pertaining to the management of the contract.

This position ensures the project team's conformance with work standards and coordinates the work effort with involved parties to ensure problem resolution and client satisfaction.

There are no substitutions for any of the following qualifications:

(10) years of progressively responsible experience in leading projects, demonstrated ability to manage a project and provide guidance and direction for specific projects or sub-tasks.

The qualified candidate shall possess at least one (1) of the following two (2) qualifications:

Advanced degree Master’s (MA, MS) in Project Management.

Project Management Professional (PMP) certification

Management Consultant

GOVT The SME will be working to efficiently and effectively assist BJA in supporting the Denial of Federal

There are no substitutions for any of the following qualifications:

(SME) Benefit\Defense Procurement Fraud Debarment (DFB-DPFD) Program. The goal of the SME will be to provide prompt customer service through, telephone, email, or the United States Postal Service by responding to incoming correspondence and communication regarding the debarment process.

The SME will be responsible for correctly entering new cases into the system, maintaining current cases, and retiring old cases. The SME would be responsible for verifying information and establishing new accounts, provide programmatic knowledge of criminal court programs and its processes. The SME will be asked to attend meetings on an as needed basis. The SME will coordinate with the Office of the Chief Information Officer (OCIO), BJA and other government agencies and the general public to provide service to all consumers of the DFB-DPFD system.

High School Diploma At least ten (10) years of experience in data entry or an equivalent field.

The following are preferred qualifications:

Experience with court systems

During the first 90 calendar days of performance, the Contractor shall make no substitutions of key personnel without the approval of the Contracting Officer, unless illness, death, or termination of employment necessitates the substitution. The Contractor shall notify the Contracting Officer as soon as possible after the occurrence of any of these events and provide the information required below.

After the initial 90 calendar day period, the Contractor may propose a substitution. The Contractor shall notify the Contracting Officer in writing of any proposed substitution at least thirty (30) days in advance of the proposed substitution.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. The Contractor shall, prior to making any substitution permanent, demonstrate to the satisfaction of the Contracting Officer that the qualifications of the proposed substitute personnel are equal to or better than the qualifications of the personnel originally identified for the position. The Contracting Officer will notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decision on proposed substitutions.

4. PLACE OF PERFORMANCE

The place of performance shall be at the Office of Justice Programs, 810 7th Street, NW, Washington, DC 20531 and the contractor site. While all services provided by this Contractor shall be on-site, remote work may be allowable in certain circumstances. Contract staff may be allowed to work from home on a case by case, or project-based, instance with the written approval of the COR and CO. The contractor is responsible for ensuring that the contract staff has the appropriate equipment to perform the work remotely (i.e. computer and phone). All remote IT equipment must be compliant with all OJP Information Technology requirements in order to obtain remote access to the OJP network and information systems.

5. GOVERNMENT FURNISHED EQUIPMENT

Onsite personnel will be furnished with a desk, computer, telephone, fax machine and workspace.

6. PERSONNEL SECURITY

No less than an MBI (Moderate Risk Background Investigation) for contractor staff will be required due to the handling of the personally identifiable information and sensitivity of issues disclosed. Network access and access to required computer applications will be provided pending the successful completion of the OJP security background checks and the applicant is cleared to begin work with OJP. Please be advised that clearances may take between 4-6 weeks. Contractor billing will begin once the government believes all necessary contractors are fully vetted and able to begin supporting the Programs.

The contractor shall submit a detailed roster, by name, position, and responsibility, of all staff (including subcontractor staff) working under the contract/task order that will support and have the ability to access, and/or maintain a Federal information system(s) with personally identifiable information (PII). The roster shall be submitted to the Contracting Officer Representative, with a copy to the Contracting Officer, within fourteen

(14) calendar days of the effective date of the contract award. Any revisions to the roster as a result of staffing changes shall be submitted within fifteen (15) calendar days of the change and are subject to approval by the Contracting Officer.

The Contracting Officer shall notify the contractor of the appropriate level of suitability investigations to be performed.

Contractor/subcontractor employees who have met investigative requirements within the past five (5) years may only require an updated or upgraded investigation. This is at the discretion of DOJ.

Contractor/subcontractor employees shall comply with the DOJ criteria for the assigned position sensitivity designations prior to performing any work under this contract/task order. DOJ policy requires contractors/subcontractors to receive on going security training commensurate with their responsibilities for performing work under the terms and conditions of their contractual agreements. Training will include, DOJ Corporate Security Awareness/Safety training and employees will be required to review and acknowledgment of the DOJ Corporate Security Policy.

The contractor shall maintain a current listing by name and title of each contractor/subcontractor employee.

Any additional security training completed by contractor/subcontractor staff shall be included on this listing. The listing of completed training shall be included in the first technical progress report. Any revisions to this listing because of staffing changes shall be submitted with the next required technical progress report.

7. PERSONNEL SECURITY RESPONSIBILITIES

New employees: Provide the name, position title, e-mail address, and phone number of the new employee. Provide the name, position title and suitability level held by the former incumbent. If the employee is filling a new position, provide a description of the position and the Government will determine the appropriate security level.

Departing or re-assigned employees: Provide the name, position title, and security clearance level held by or pending for the individual.

Perform and document the necessary actions within seventy-two (72) hours when a Contractor /Subcontractor, employee is terminated or is no longer assigned work under this contract. All documentation shall be made available to the COR and/or Contracting Officer upon request.

Respondents to this RFI shall provide the following information:

a) Vendor background summary including, contractor name, address, DUNS, point of contact information, email, phone, website address, small business designation, and any currently active GSA schedule number or other available Federal Supply Schedule.

b) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

c) Past Performance - Provide a list of previous contracts where similar services were provided. Provide customer/Government Agency contact information where these services were provided including: contact name and organization, telephone number, and email address.

The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope with what is described in this notice and otherwise anticipated.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information.

Submission Instructions: Interested small business vendors who consider themselves qualified to perform the above-listed services are invited to submit a response to this RFI Notice by Friday, May 26, 2023 at 1:00PM Eastern Time.

All responses under this RFI Notice must be emailed to debashis.nag@usdoj.gov.

Respondents to this RFI shall provide the following information: