RFI ITS PWS 05292024.docx

U.S. Immigration and Customs Enforcement (ICE) ICE Training System (TMS) Performance Work Statement For ICE Office of Leadership and Career Development (OLCD) May 29, 2024

Table of Contents

Background The U.S. Immigration and Customs Enforcement (ICE) is the single largest investigative branch of the Department of Homeland Security (DHS). ICE’s mission is to protect America and uphold public safety by identifying criminal activities and eliminating vulnerabilities that pose a threat to our nation’s borders, as well as enforcing economic, transportation, and infrastructure security. ICE works closely with every level of law enforcement and the development of a well-trained workforce is essential to the agency’s success as a federal law enforcement agency. ICE’s Office of Leadership and Career Development (OLCD) directs and manages the design, administration, and evaluation of all ICE training and professional development curricula and programs. OLCD is responsible for distributed learning, instructional management, accreditation, and policy. OLCD supports the full range of training activities at ICE, including the ICE Academies, a training management system, learning technology initiatives, training support, and the development and implementation of career development programs. OLCD works to identify appropriate information technology systems that provide administration, management, and records repository of self-paced eLearning, in-person, instructor-led, and blended training for 28,000+ ICE employees and contractors, increasing the effectiveness of the ICE workforce while minimizing risks inherent to law enforcement operations.

Scope ICE is seeking a learning management system/training management system. This system would provide a comprehensive solution to support ICE’s enterprise training, career development, and law enforcement supporting academies. The cloud-based software solution shall be a Federal Risk and Authorization Management Program (FedRAMP) moderate authorized and 508 compliant, commercial off-the-shelf (COTS), software-as-a-service (SaaS) system for the management of all aspects of learning, including instructor-led, in-person, online, and blended training. The system shall include compliance processes that span all aspects of law enforcement training (basic through advanced, field, and in-service), facilitate, and support professional development of the ICE workforce, support ICE’s mission readiness, and support DHS mandatory training compliance. The software solution shall consist of a single unified architecture that is developed, provided, and maintained by a sole Contractor and designed specifically for supporting law enforcement. Records shall have audit tracing and shall be tracked in a legally defensible manner.

The management and accurate record keeping of training is crucial to ICE as a law enforcement agency for tracking qualifications and certifications to ensure officers, agents, specialists, and other professional personnel are in compliance and qualified to perform their duties. Law enforcement training includes numerous complex assessment types with varying custom grading scales including unique attributes for physical fitness, firearms, defensive tactics, and other complex skills-based assessments. The successful completion of courses, exams, and assessments are major components that are evaluated for ICE employees to graduate and have complex weighting factors that must be calculated in the system and automatically rolled into graduation scores across the entire curriculum model. It is critical to support the various assessment types and grading scales as well as maintain complete detailed hire-to-retire training records.

The software system shall support and automate critical training operations across the following key areas expanded on in Appendix A – System Functionality Deliverables:

· System administration and integration

· Personnel management

· Training

· Registration

· Testing

· Surveys

· Resource management and scheduling

· Housing management

· Reporting

· Compliance

The software system shall meet the following security requirements:

· FedRAMP authorized at a Moderate Impact Level [as defined in Federal Information Processing Standards (FIPS) 199];

· National Institutes of Standards and Technology (NIST) 800 53.v4 conformant;

· Implemented and conformant with the best-practices security required by the Federal Information Security Management Act (FISMA) legislation;

· All data stored in the continental United States; and,

· Client data hosted within a secure FedRAMP Government cloud environment.

Reference Documents and Authorities The Contractor shall comply with the following documents (which provide more details on requirements and implementation processes) and the latest versions of all technology standards and architecture policies, processes, and procedures applicable to the overall ITS program. These publications include, but are not limited to, the following:

· Computer Security Act of 1987 (40 U.S.C. 1441 et seq.)

· DHS MD 4010.2, Section 508 Program Management Office & Electronic and Information Technology Accessibility, Issued 10/26/2005

· DHS 4300 Security Guidelines and Policies - Available upon request

· DHS Sensitive System Policy Publication, 4300A (Version 2.1, July 26, 2004) or any replacement publication

· FedRAMP documents and templates are available at How to Become FedRAMP Authorized | FedRAMP.gov

· FedRAMP Security Assessment Framework FedRAMP-Security-Assessment-Framework-v2-1.pdf

· Final FAR Rule for Implementing Section 508 of the Rehab Act Electronic and Information Technology Accessibility for Persons with Disabilities, Home | Section508.gov

· FISMA of 2002; and with Federal policies and procedures that include, but are not limited to, OMB Circular A-130

· Government Information Security Reform Act of 2000

· ICE SLM Handbook – Available upon request

· ICE-Management-Instruction-001 for Agile Development – Available upon request

· ICE-Management-Instruction-001 Appendix – Available upon request

· ICE AgileDevOps Handbook ICE OCIO Quarterly Kanban Self-Assessment Template – Available upon request

· ICE OCIO Quarterly Scrum Self-Assessment Template – Available upon request

· NIST FIPS 201-2 ― Personal Identity Verification (PIV) of Federal Employees and Contractors (August 2013), NIST.FIPS.201-3.pdf

· NIST SP 800-53, Revision 4 Security and Privacy Controls for Federal Information Systems and Organizations

· NIST SP 800-63-2: Electronic Authentication Guideline (August 2013), http://dx.doi.org/10.6028/NIST.SP.800-63-2

· Privacy Act of 1974, Office of Privacy and Civil Liberties | Privacy Act of 1974 (justice.gov)

· Federal Information Processing Standard (FIPS) 199, fips-pub-199-final.pdf (nist.gov)

· Federal Information Security Management Act (FISMA), November 22, 2002,CSRC Topics - Federal Information Security Modernization Act | CSRC (nist.gov) Solution Configuration The Contractor shall work with the OLCD PM/ITPM and/or COR and provide all requested information to facilitate receiving the necessary security authorizations required by the Department of Homeland Security (DHS) and ICE. The Contractor shall ensure the solution is ready to achieve an ICE-issued Authority to Operate (ATO). The solution shall support all ICE employees and contractor personnel nationwide. All solutions shall meet Section 508 compliance requirements.

The software shall support the following key areas expanded on in Appendix A – System Functionality Deliverables:

· System administration and integration

· Personnel management

· Training

· Registration

· Testing

· Surveys

· Resource management and scheduling

· Housing management

· Reporting

· Compliance

The Contractor shall provide the following services for the life of the contract:

· Software procurement implementation, data migration, establishing data interchanges, and licensing;

· Modifications/customizations as ordered through Custom Development contract line-item (CLINs);

· Consulting support, including training and documentation required to support implementation and management of the system;

· Maintenance of user data and ability to import external files of various file formats within security controls such as comma-separated values (.csv), Excel (.xls), portable document format (.pdf), etc.;

· Cloud hosting in a FedRAMP High authorized environment;

· Software must be FedRAMP authorized at a moderate level;

· Software must follow the full stack engineering, which is FedRAMP authorized and listed on FedRMP.gov marketplace;

· Support 24/7/365 access to the system for ICE personnel, outside periods of scheduled maintenance;

· Dedicated full-time functional and technical program support to ICE;

· Systems analysis, programming, quality assurance testing, and training to implement enhancements to support evolving and emerging training requirements;

· Modifications/customizations of business-specific reports to support enhancements made for evolving and emerging training requirements;

· Assistance in completing privacy compliance documentation required by the Government as necessary. Required Contractor support completing the requisite documents shall be limited to system-specific information and the handling of information within the system; and,

· Single Sign-On (SSO) access to all system components.

The Contractor Information System Security Officer (ISSO) shall coordinate all security activities with the Federal ISSO and the OLCD PM/ITPM.

Authentication, Authorization, and Security

· Fully FedRAMP authorized at a Moderate Impact Level as defined in (FIPS) 199;

· Software must follow the full stack engineering, which is FedRAMP authorized and listed on FedRMP.gov;

· NIST 800 53.v4 conformant;

· Implemented and conformant with the best-practices security required by the FISMA legislation;

· All data stored in the continental United States;

· Client data hosted within a secure FedRAMP Government cloud environment;

· Use Active Directory (AD) based Single Sign-On (SSO) services for authentication;

· Allow Personal Identity Verification (PIV) card access;

· Allow authorized persons to create usernames and passwords for users who do not have the ability to use SSO;

· Provide customizable role-based permission levels for the different roles identified by ICE;

· Have internal capability to control access to content based on attributes provided by ICE;

· Be fully Public Key Infrastructure (PKI) enabled and transmit all data over Secure Sockets Layer (SSL) encrypted channels;

· Incorporate e-signatures;

· Have the ability to data partition access to content based on academy or program that is delivering the content; and,

· Afford a high level of password security features, for instance:

· Allows the administrator to require users to use strong passwords;

· Limits the use of old passwords;

· Defines parameters for strong passwords for users;

· Requires users to change the password on first login;

· Locks users out after a certain number of failed login attempts;

· Requires users to change passwords regularly (using notifications);

· Sets limits on periods of inactivity;

· Only users can change passwords

· Encrypts stored passwords Enterprise Architecture Compliance All solutions and services shall meet ICE Enterprise Architecture policies, standards, and procedures. Specifically, the Contractor shall comply with the following Homeland Security Enterprise Architecture (HLS EA) requirements:

· All developed solutions and requirements shall be compliant with the HLS EA;

· All IT hardware or software shall be compliant with the HLS EA Technical Reference Model (TRM) Standards and Products Profile;

· Description information for all data assets, information exchanges and data standards whether adopted or developed shall be submitted to the government for review and insertion into the DHS Data Reference Model and Enterprise Architecture Information Repository;

· In compliance with Office of Management and Budget (OMB) mandates, all network hardware shall be IPv6 compatible without modification, upgrade, or replacement;

· All Information Technology assets being developed, procured, or acquired shall be IPv6 capable;

· Development of data assets, information exchanges and data standards will comply with the DHS Data Management Policy MD 103-01 and all data-related artifacts will be developed and validated according to DHS data management architectural guidelines; and,

· Applicability of Internet Protocol Version 6 (IPv6) to DHS-related components (networks, infrastructure, and applications) specific to individual acquisitions shall be in accordance with the DHS Enterprise Architecture (per OMB Memorandum M-05-22, August 2, 2005) regardless of whether the acquisition is for modification, upgrade, or replacement. All EA-related component acquisitions shall be IPv6 compliant as defined in the U.S. Government Version 6 (USGv6) Profile National Institute of Standards and Technology (NIST).

Interchanges The Contractor shall create interchanges between the software system and the DHS Human Capital (HC) Enterprise Information Environment (EIE) to transmit and retrieve training and user data to and from the software solution.

Interchange for all Training Data The Contractor shall create an interchange to transmit training data from the software solution to the DHS HC EIE. ICE estimates 25-30 data elements will need to be transmitted, specific elements to be provided upon award, or as identified during contract performance.

Interchange for the Creation and Maintenance of User Accounts The Contractor shall create an interchange with the DHS HC EIE system to import personnel/HR information. The Contractor shall not store or require Social Security Numbers (SSN) in their solution. The Contractor shall receive a unique identifier for each user from DHS/ICE during the creation process.

Upon award, the Contractor shall provide ICE with the Application Programming Interface (API) documentation for their solutions.

Transition The Contractor shall develop transition plans that encompass both phasing in (start-up) and transitioning out at the time of contract completion.

Transition-In Period The transition-in plan, not to exceed one (1) year, shall be based on the completed version of the one submitted with the Contractor’s successful proposal, as negotiated, and approved after delivery per the Deliverable Schedule, and shall provide the following:

· Plans and activities for training and orienting personnel who serve in key iterations or who shall perform tasks of a technical nature;

· The schedule and process for accounting for transferring custody of expendable supplies and parts that were acquired under the terms and conditions of the contract; and

· The schedule, formal inventory, and accounting records for transferring custody of Government-furnished capitalized and non-capitalized equipment.

Transition-Out Period The Contractor shall develop and submit a comprehensive transition-out plan 60 days prior to completion of this contract. The Contractor’s transition-out plan shall not disrupt or adversely impact the day-to-day conduct of Government business and shall achieve a smooth and orderly transfer of responsibility to a successor. The transition-out plan shall fully describe how the Contractor shall approach the following issues:

· Employee notification;

· Retention of personnel;

· Turnover of work in progress, inventories, and Government property;

· Removal of Contractor-owned property;

· Data and information transfer;

· Other actions required ensuring continuity of operations; and,

· Security debriefings for incumbent personnel holding security clearances

The transition-out plan shall require an inventory by the outgoing Contractor and the Government before a joint inventory can be conducted between the outgoing Contractor and the successor. The inventory shall include, if applicable:

· Reconciliation of all property accounts, requisitions, and work in progress;

· Turn in of excess property;

· Cleanup of the Contractor’s work areas;

· Provision for training of the successor’s personnel on web-based tracking systems used in performance of this PWS, specialized equipment, utilities systems, and ongoing work that the successor would be required to complete.

The Government may create a punch list of deficiencies or unmet contractual requirements at or near the time of completion of the contract. The Government may employ the services of another Contractor or third party in the development of such punch list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item.

At any time up to 60 calendar days prior to the completion of this contract, a successor Contractor or Government observation period may occur, at which time, personnel of the incoming workforce may observe operations and performance methods of the outgoing Contractor. This shall allow for orderly turnover of facilities, equipment, and records and shall help to ensure continuity of service. The outgoing Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor. The outgoing Contractor shall fully cooperate with the successor Contractor and the Government so as to not interfere with their work or duties.

Data Migration The Contractor shall migrate data from the existing training and resource management system to the solution. This data may include, but is not limited to, employee/user data, training data, course content data, tests, surveys, content metadata, external training request, workflows, training activity, progress data, and instructional content and eLearning. Data migration includes activities such as:

· Identifying and mapping data;

· Identifying any necessary data conversions;

· Validating the data mapping;

· Validating data conversions;

· Executing the migration and conversions;

· Testing the migration and conversions;

· Correcting data migration and conversion issues; and,

· Validating the migrated and/or converted data

Training The Contractor shall provide detailed instruction on how to configure and set up the solution prior to the official launch. The Contractor shall provide a proposed training schedule including the duration and number of sessions required to cover all training topics. Training should include the following areas:

· Creating user accounts;

· Managing user roles and permissions;

· Defining organizational hierarchies within the system;

· Partitioning data;

· Uploading and organizing different types of content;

· Using system modules/functionalities;

· Troubleshooting common issues; and,

· Ensuring overall stability and performance of the system

The training should be delivered by experienced trainers who are knowledgeable about the solution. The training can be conducted through a combination of on-site sessions, virtual instructor-led training, or self-paced online modules. The training should include hands-on experience and opportunities for participants to ask questions and seek clarification.

The Contractor shall provide comprehensive training materials, including user manuals, reference guides, and any necessary documentation to supplement the training sessions in an editable format. These training materials should be made available to the system administrators both during and after the training for future reference.

Updated training materials/release notes shall be provided with each software release. Contractor supplied training shall include present and upcoming new functionality release tutorials during regular scheduled meetings as needed. Training shall be provided throughout the life of the contract.

Subscription Services The Contractor shall provide the following subscription services for the solution:

Maintenance The Contractor shall provide cloud maintenance services (if applicable), to include technical services to ensure that the system remains fully operational as outlined in the below service level objectives. The Contractor shall interface with ICE’s Office of Chief Information Officer (OCIO) to support access to the system as necessary. Support services shall include system upgrades and reprogramming to address upgrades/refreshment.

Service-Level Objectives The Contractor shall provide system support services meeting the service-level objectives. The resulting service-level agreements (SLA) at a minimum shall address and meet the Government’s service-level objectives requirements. SLAs include procurement, installation, initial training, system upgrades, site maintenance, software support, routine scheduling, monitoring system applications for abnormal operation, and help desk to support problem resolution.

System Availability The service availability requirement shall have the system available 99.9% of the time, excluding scheduled maintenance.

Scheduled Maintenance Scheduled maintenance includes any maintenance of the system and network elements to which ICE wide area network (WAN) is connected (a) of which the Government is notified 48 hours in advance, and (b) that is performed during the agreed upon maintenance schedule determined by ICE. Notice of scheduled maintenance shall be provided to the ICE System Administrators by the Contractor via email.

New Releases/Updates The Contractor shall notify ICE of upcoming changes that may impact how users interact with the solution and provide a schedule of upcoming releases and updates. The system shall be updated to the new releases offered to industry on a periodic basis (minimum 4 times a year) with the ability for the Government to determine what and when updates will be released. The Contractor shall provide ICE with time to test and validate the release/update.

The Contractor shall provide updated training materials and documentation in editable formats for any new releases and updates within ten (10) business days of deployment.

Delivery Instructions The Contractor shall maintain a ‘Staging’ environment that mirrors ICE’s production environment for the purpose of training and user acceptance testing (UAT). The Contractor shall emulate the configurations that exist in the ICE production environment to include the current customizations. When code is ready to be submitted to ICE, ICE shall access this environment and conduct acceptance testing to validate the defined requirements and system design have been met before the code can be implemented at ICE.

All requirements and design documentation shall have a status of final before coding begins. Screen mockups are required when requested for functions. Operation manuals/release notes shall be provided in Word or PDF documents that can include images of screen shots or architectural models as needed. Project schedules shall be maintained in Microsoft Excel or Microsoft Word and submitted to the OLCD PM/ITPM within five (5) business days of an update or modification.

Inspection and Acceptance ICE staff will conduct an acceptance test on the Contractor’s ‘Staging’ environment before enhancements/modifications are implemented and accepted by ICE.

Acceptance Criteria: The general quality measures, as set forth below, shall be applied to each deliverable received from the Contractor under this contract.

Accuracy: The work performed shall meet ICE requirements and the OLCD PM/ITPM’s prior written approval for providing software support.

Documentation of work shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity: Work products shall be clear and concise; engineering terms shall be used, as appropriate. All diagrams shall be easy to understand and relevant to the supporting narrative.

File Editing: All text and diagrammatic files shall be editable by the Government.

Timeliness: Work products shall be submitted on or before due dates specified in project schedules.

UAT: The Contractor shall perform the system programming and development testing on their premises. The Contractor shall support UAT conducted by ICE personnel but shall not be required to be at an ICE location. UAT shall be conducted by OLCD personnel and shall be performed in the ‘Staging’ environment.

The OLCD PM/ITPM will notify the Contractor of acceptance or rejection of the deliverable within ten (10) business days of the Government’s receipt of the deliverable. If rejected, the Contractor shall have to put forth a plan to mediate within ten (10) business days.

Custom Features The Contractor shall, upon government’s request, perform and document system design for submission to OLCD PM/ITPM for approval, programming, testing, and implementation. Requested design documentation may include screen mockups for screen changes or implementation of new screens and report mockups for new or enhanced reports. Design documentation shall also include the system path to access new or changed functions.

The Contractor is responsible for code development and quality assurance testing of the software before being delivered and implemented on the system. The Contractor shall maintain regular communications with the OLCD PM/ITPM to ensure that all requirements are understood, documented, and delivered as documented.

System design and development (or ICE customizations) shall be implemented in small iterative deliverables to ensure the system grows and evolves with future trends and technologies. All custom development shall be submitted to the OLCD PM/ITPM with screen mockups and cost estimates for review and approval prior to beginning development. All proposals and invoices for custom development shall define how the price was derived in order to be accepted.

Data Retention Requirements Student information shall be retained on the Contractor’s cloud for the term of the contract, as to remain retrievable throughout the active career of ICE personnel. Student records and training schedules shall be retained to validate the type, duration, and extent of training provided. This information provides a mechanism to validate training and experience for purposes of qualifying for jobs, obtaining training credit with colleges and universities, and establishing a student’s knowledge base for a given situation in the work environment. At the time of decommission of the Contractor’s system, the records shall be transferred to the replacement system or back to ICE, as directed by the Government at the time of decommissioning.

ITS Support The Contractor shall provide functional program support to ICE with enough dedicated full-time systems analysts to meet the requirements.

The system analysts shall support ICE personnel in the implementation, functional integration, and operation of the ICE Training System (ITS) including, but not limited to:

· Serving as System Administrator;

· Providing expert guidance on system usage;

· Creating specific training materials when requested;

· Conducting ad-hoc training when requested;

· Creating, loading, and testing training content;

· Setting up courses for scheduling and registration;

· Running and reviewing daily reports;

· Generating training histories;

· Importing attendance rosters

· Collaborating on maintaining data quality

· Developing solutions to functional issues that may arise;

· Collaborating on user training plans;

· Collaborating on identification of new functional requirements;

· Providing Tiers I & II support;

· Reporting the status of service tickets using the ICE approved tracking tool;

· Referring to the Software Maintenance Tier III Support provided by the Contractor, service tickets not resolved by Software Maintenance Tier II Support or performance of the required tasks; and,

· Providing program support from 8 a.m. to 5 p.m. Monday to Friday Eastern Time (ET)

The Contractor, including full-time system analysts, may be required to travel to other sites to provide program or training support when requested by the OLCD PM/ITPM and approved by the COR.

The Contractor shall be available to support ICE staff in the identification and resolution of all problem reports and help desk tickets:

· In the event of a system failure or critical incident, the Contractor shall notify the OLCD PM/ITPM within 15 minutes of acknowledgement and begin work to resolve the failure or incident. Critical incidents are categorized as follows: (1) entire site is down, (2) users cannot login, or (3) system data is not accessible.

· Operational System Down occurs when the system is failing in an operational environment resulting in a complete loss of capability. This type of problem severely impacts ICE objectives and requires timely response and corrective action. Acknowledgement is required 15 minutes after notification. Initial response is required 30 minutes following notification. Corrective action is required to begin on the same day or no later than one (1) day after issued diagnosis is complete.

· System is Not Functioning as Specified occurs when a function of the system is not behaving as specified. Operational work can continue but the system is not performing to specification (degraded) and corrective action is required. Examples are data latency or intermittent operation. Acknowledgement is required one (1) hour after notification. Initial response is required three (3) hours following notification. Corrective action is required to begin on the same day or no later than one (1) day after issued diagnosis is complete.

Project Management The Contractor shall provide project management support required to carry out the tasks and comply with this Performance Work Statement (PWS).

Primary Point of Contact (POC) The Contractor shall designate the Project Manager as the Primary Point of Contact (POC) for the duration of this contract. The Primary POC shall serve as the main liaison between the Contractor and the Government and shall be responsible for coordinating all communication and interactions related to the implementation and maintenance of the solution.

The Primary POC is required to possess a comprehensive understanding of the solution and its functionalities, as well as the technical and operational aspects of the system. This knowledge is crucial to ensure effective communication, troubleshooting, and timely resolution of any issues that may arise during the course of the contract.

The Contractor shall provide the Government with the contact information of the designated Primary POC, including name, title, email address, and direct phone number. The Primary POC shall be readily accessible and responsive during regular business hours.

Kickoff Meeting The Contractor shall meet with the COR, OLCD PM/ITPM, and other ICE representatives for a kickoff meeting in Washington, DC within five (5) business days of the effective date of the contract. Two days prior to the kickoff meeting, the Contractor shall provide an agenda for the meeting. The objectives of the kickoff meeting are to:

· Initiate the communication process between ICE and the Contractor by introducing key project participants and identifying their roles;

· Ensure the Contractor understands the expectations of key stakeholders regarding the scope of work and the effort described herein, including task requirements and objectives;

· Discuss a Project Schedule;

· Discuss critical aspects of the Project Management Plan (PMP) and deliverables;

· Review communication ground rules; and,

· Define a roadmap to a successful project Meetings and Reporting Requirements Contractor progress against tasks shall be assessed in informal status discussions, via phone or video conversations and/or email exchange, between the Contractor and the OLCD PM/ITPM, and other stakeholders as necessary.

The Contractor shall conduct bi-weekly video conference meetings with the OLCD PM/ITPM, COR, and other stakeholders to discuss project updates and any critical issues to be resolved. The Contractor shall develop and distribute meeting minutes and action items for all meetings and notify the OLCD PM/ITPM within one (1) business day if issues arise that prevent the Contractor from attending a meeting.

The Contractor shall notify the COR and the OLCD PM/ITPM within three (3) business days of any event which will create a delay in the schedule and/or result in additional cost to ICE. All notifications shall be submitted electronically in writing and shall document the reason for the delay, the impact on the project, and the action the Contractor is taking to bring the project back on schedule.

The Contractor shall participate in, or facilitate, technical meetings, conference calls, and/or workgroups with OLCD staff and other stakeholders. Within three (3) business days of a meeting, the Contractor shall develop minutes that identify the attendees, summarize the meeting, and document all action items. The Contractor shall provide the minutes via email to the OLCD PM/ITPM, COR, and attendees.

Monthly Status Report

The Contractor shall submit written monthly status reports electronically to the COR and the OLCD PM/ITPM by the tenth (10th) calendar day of each month. The monthly status report shall address the functional accomplishments, issues, unresolved problems, and a plan of action for resolving any problems identified by ICE. This report shall be prepared in a narrative format suitable for reproduction. The report shall contain the following:

· The Contractor’s name and address, the contract number, the date of the report, and the period covered by the report;

· Significant changes to the Contractor’s organization or method of operation;

· Description of significant events occurring during the reporting period;

· Status of pending deliverables with expected delivery dates;

· Problems affecting technical, schedule, or cost elements of the contract;

· Status of previously identified problem areas with results, conclusions, and recommendations;

· Trip reports and significant results;

· Planned accomplishments for the next reporting period; and,

· For each task area, the statuses and expected timeframes for completing the associated tasks.

Risk Management Plan and Risk Register The Contractor shall develop, maintain, and update a Risk Management Plan and Risk Register by identifying, analyzing, and prioritizing risks associated with this project. The Contractor shall support the development of management strategies to handle those risks and monitor the health of the ITS throughout its lifecycle.

Contractor Personnel Qualified Personnel The Contractor shall provide qualified personnel that are able to efficiently and accurately perform all requirements specified in the PWS.

Continuity of Support The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times.

The Contractor shall provide prior email notification to the COR and OLCD PM/ITPM if the required level of Contractor support is not maintained for any reason, and replacement personnel will not be provided.

Key Personnel There are three (3) key personnel roles required to be provided by the Contractor under this task order: Project Manager, Senior System Analyst/Application Expert, and System Analyst. Key personnel shall possess the skills, experience, and technical competencies that are critical to the successful performance of this task order. Key personnel shall meet all Knowledge/Skill Description specified below. The identified key personnel are critical to the performance under this order. The Contractor shall obtain written approval from the Contracting Officer (CO) and COR prior to replacement of the key personnel.

No changes in key personnel shall be made unless the Contractor can demonstrate that the qualifications of the prospective replacement meet the qualifications specified below. The CO and COR shall be notified in writing of any proposed substitution at least thirty (30) calendar days (or sixty (60) calendar days if a security clearance is required) in advance of the proposed substitution. Such notification shall include:

1. An explanation of the circumstances necessitating the replacement;

2. A complete resume of the proposed substitute; and,

3. As requested by the CO or COR, any other information which will enable them to judge whether or not the candidate meets the required qualifications for the respective position.

The CO and COR will evaluate key personnel substitution proposals at the task order level, and the CO will promptly notify the Contractor of his or her approval or rejection in writing. All rejections will require re-submission of another substitution to fill key positions within 15 calendar days from the date the Contractor was notified.

Project Manager The Project Manager (PM) shall provide organizational oversight, budgeting, project schedule adherence monitoring, project delivery, and production support. The PM shall interface with client management, functional, and technical staff to ensure responsive communications are effectively managed. The PM shall have full authority to act for the Contractor on all matters relating to daily operations under this task order. The PM shall serve as the single point of contact between the Government and Contractor personnel assigned to support the work effort.

Education:

B.A. or B.S. degree

Experience:

5+ years project management experience, including at least 5 years of IT project management experience.

Senior System Analyst/Application Expert The Senior System Analyst/Application Expert (SSA/AE) shall have extensive experience formulating/defining system scope and objectives based on user defined needs. The SSA/AE shall have a basic understanding of the system’s data structure. The SSA/AE shall devise or modify procedures to solve problems considering application capacity and limitations, operating time, and form of desired results. The SSA/AE shall have full technical knowledge of all phases of applications systems analysis.

Education:

B.A. or B.S. degree, or 5 years of equivalent experience in a related field

Experience:

5 years of computer experience in at least two of the following disciplines: system analysis, system programming, application programming, and equipment analysis.

Specialized Experience:

At least 5+ years of experience in the functional area of law enforcement training, with an understanding of processes, workflow, tracking, and reporting on training activities.

System Analyst The System Analyst (SA) shall have experience formulating/defining system scope and objectives based on user defined needs. The SSA/AE shall have a basic understanding of the system’s data structure. The SA shall devise or modify procedures to solve problems considering application capacity and limitations, operating time, and form of desired results. The SA shall have technical knowledge of all phases of applications systems analysis.

Education:

B.A. or B.S. degree, or 5 years of equivalent experience in a related field

Experience:

5 years of computer experience in at least two of the following disciplines: system analysis, system programming, application programming, and equipment analysis.

Contractor Personnel Conduct The Contractor shall immediately replace any individual provided under this PWS who fails to perform his or her duties adequately, is chronically absent or late, or conducts himself or herself in a manner that is inconsistent with the listed requirements, government employment policies and practices, or engages in practices that are disruptive to the working environment.

Deliverables The Contractor shall deliver draft versions of required documentation and/or artifacts to the OLCD PM/ITPM for review. The final versions shall be submitted to the COR and OLCD PM/ITPM. The COR shall have up to ten (10) calendar days after receipt of a deliverable to accept or reject any product. If the COR rejects a deliverable, the Contractor will be provided specific written comments detailing the basis for rejection and recommended corrective action. The Contractor shall have up to ten (10) calendar days to address each specific written comment by either incorporating the requested change or providing an explanation of why the change is not being incorporated. The COR will have an additional five (5) calendar days to review and provide a final decision regarding acceptance or rejection of the deliverable. The Contractor shall provide deliverables in the format agreed to by the Government and Contractor.

Deliverables Table The Contractor shall provide the following deliverables to ICE as noted below. All deliverables shall comply with the System Lifecycle Management (SLM) documentation templates. A link to these documents is available from ICE and will be provided upon request.

In-Person in Washington, DC

Data Retention Plan

IT Security Plan

Risk Management Plan

Project Management Plan

Project Schedule – in the ITAR Clauses Appendix

10 days after award

PDF and electronic

Proof IT security accreditation to include:

- Final IT Security Plan

- Risk Assessment Plan

- Security Test & Evaluation

- Disaster Recovery Plan

- Continuity of Operations (COOP) Plan

end of each month

Program Status meeting and meeting minutes

after contract award; bi- weekly thereafter

approved schedule

OLCD PM/ITPM, Attendees

Transition-In Plan

Transition-Out Plan

Extract Data

Sanitize Equipment and media

Attest and Evidence of Sanitization

Government-Furnished Equipment and Information The Government will provide the Contractor with government-furnished equipment (GFE) / government furnished property (GFP) or will provide access to ICE systems through Workplace-as-a-Service (WaaS), if required. The Contractor shall return to the COR all GFE/GFP provided to perform work under this task order at the end of the period of performance. The Contractor shall keep an inventory of GFE/GFP, which shall be made available to the COR or CO upon request. The contractor shall provide the COR with a G-570 Property Receipt for all GFE/GFP within 48 hours of receipt. The Contractor shall ensure that all GFE/GFP provided shall be secured. The Contractor shall manage, maintain, and control all GFE/GFP in support of this contract and subsequent task orders in accordance with the clause at FAR 52.245-1.

Data Rights Notwithstanding any other clause concerning data, all data produced, recorded, transferred, or manipulated under this contract, including all trainings, shall remain the exclusive property of the Government. The Government shall retain exclusive right and domain over any by-product, document, or data produced under this contract, or any other use of the data produced under this contract. These documents and data shall be confidential and shall not be disclosed to any third party without prior written permission of ICE.

Travel The contractor shall provide on-site and/or off-site training, when requested by ICE. The contractor shall arrange travel associated with any on-site training and provide travel request costs to the COR for approval prior to finalizing travel. Costs for transportation, lodging, meals, and incidental expenses incurred by Contractor personnel on official company business are allowable subject to FAR 31.205-46, Travel Costs. These costs will be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulations (FTR). The Contractor will not be reimbursed for travel and per diem within a 50-mile radius of the worksite where a Contractor has an office. A worksite is the same as a Contractor’s place of performance location. Local travel expenses will not be reimbursed (this includes parking). All travel outside the local area must be approved by the COR in advance. No travel will be reimbursed without prior approval from the COR. The Contractor shall provide the COR with a completed Request for Travel Authorization at least five (5) calendar days prior to the requested travel date

Other Direct Costs (ODCs) No ODCs are anticipated under this contract.

Place of Performance The work for this contact shall be performed primarily at the Contractor’s facility, though some work, subject to concurrence of the COR and the OLCD PM/ITPM, can occur elsewhere within the Continental United States. The Contractor shall attend meetings via teleconference, unless otherwise stated. The Contractor shall be required to travel to meetings when requested by ICE. The Contractor shall have personnel available Monday through Friday during normal Eastern Time (ET) business hours.

Period of Performance The Period of Performance (PoP) for this task order is:

Base Period & Transition-In Period: 12-month period of performance Option Period 1: 12-month period of performance Option Period 2: 12-month period of performance Option Period 3: 12-month period of performance Option Period 4: 12-month period of performance Transition-Out Period: 3-month period of performance

The anticipated start date of this requirement is November 1, 2024.

Section 508 Requirements Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) (codified at 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

1. All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT or that contain ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards.

Item that contains Information and Communications Technology (ICT):

Web based SaaS Application Software

Applicable Exception: N/A Authorization #: N/A

Applicable…