RFI_email_managment_8-13-19.pdf

DRAFT

Digital Engagement RFI

UNITED STATES DEPARTMENT OF AGRICULTURE

Request for Information

U.S. Forest Service Chief Information Office

IT Services Acquisition

CUSTOMER RELATIONSHIP MANAGEMENT

SOFTWARE LICENSES AND HOSTING

SOFTWARE, MAINTENANCE, AND SUPPORT

Version 1

August 13, 2019 http://www.usda.gov/

TABLE OF CONTENTS

1.0 Introduction

2.0 Background

3.0 Objectives

4.0 Scope

4.1 Please Describe How Your Solution Can Address Some or All of The Following

4.2 Examples of Operational Solutions

4.3 Examples of Advanced Cloud Module

4.4 Examples of Additional SMS/Text Messages

4.5 Examples of Digital Engagement Services

4.6 Examples of Connect

4.7 Examples of Targeted Messaging

4.8 FedRAMP Security Package

4.9 Examples of Interactive Text Messaging

5.0 Cost

6.0 Performance and Deliverables Schedule

6.1 Place of Performance

6.2 Performance Reporting

6.3 Examples of Document Deliverables Schedule

6.4 Delivery Instructions / Delivery Address

6.5 Method of Delivery

6.6 Government Acceptance Period

7.0 Inspection and Acceptance Criteria

8.0 Quality Assurance

9.0 Quality Level

10.0 Evaluation Methods

11.0 Government-Furnished Equipment (GFE)/Services

12.0 Contractor Furnished Equipment/Services

13.0 Travel

14.0 Special Terms and Conditons

14.1 Privacy Act

14.2 Security Language for All Contracts/Agreements

14.3 IT Security Training

14.4 Background Investigations

14.5 Personal Identity Verification of Contractor Personnel

15.0 Government Rights In Data…………………………………………….…………...…….....…….14

15.1 Limited Use of Data and Information……………………………………………………...…...14

16.0 Copyright Management and Responsibility

17.0 Compliance……………………...…………………………………………………….………………15

17.1 Section 508 – Accessibility of Electronic and Information Technology….…………………15

17.2 Section 508 Compliance for

Communications………………………………………………..Error! Bookmark not defined.

17.3 WCAG 2.0 Compliance………………………………………………………………………….18

17.4 Non-Compliance…………………………………………………………………….……………20

17.5 IPv6 Requirements Language……………………………………………………..………….20

18.0 Requested Information………………………………………………………….……………..……21

18A Company Information…………………………………………………………………………...21

Performance Work Statement

1.0 INTRODUCTION

This RFI is for information purposes only and shall not be construed as a commitment or a promise of a contract by the Government. This is not a request for quotations, although information related to costs and pricing is welcome. This notice does not constitute a Request for Bid, Request for Quote, or Request for Proposal, nor does it restrict the Government as to the ultimate acquisition approach.

The United States Department of Agriculture (USDA) Forest Service (FS) intends to acquire a broad range of software, assistance services that can provide services as described in scope of this document.

Through this Request for Information vendors are encourage to submit responses on their current capabilities to address the needs described in this RFI

2.0 BACKGROUND

Established in 1905, the FS has the responsibility for stewardship of more than 193 million acres of the nation’s forests and grasslands; for developing and communicating scientific knowledge through research and development that leads to informed natural resource decision-making; for delivering technical assistance through state and private forestry programs; and for sharing knowledge and experience with others in the global community through international forestry. Performing this mission requires effective collection, organization, analysis, and delivery of many different types of information. The Forest Service currently has a workforce whose size varies by season with a maximum of approximately 42,000 end users distributed among:

a. Nine National Forest System (NFS) Regions (“Regions”);

b. Five Research and Development Stations (“Stations”) and the Forest Products Lab;

c. The Northeastern Area State and Private Forestry;

d. The International Institute of Tropical Forestry; and

e. National Headquarters in Washington, D.C. (the Washington Office (WO).

3.0 OBJECTIVES

The USDA-Forest Service is looking for companies that can provide solutions to communicate effectively to many diverse external and internal audiences. The current solution enables each of these agencies to connect with more people by utilizing different outreach mediums, including email, SMS/text messages, RSS feeds, and social media integration to connect with its target audiences.

4.0 SCOPE

The scope of this project will provide services to those agencies utilizing this enterprise agreement with a complete digital outreach solution leveraging email, SMS/text message, RSS and social media to reach external and internal stakeholders.

The contractor shall collaborate with those agencies in setting up digital subscription options, identifying administrators of the digital subscription options, placing HTML links to digital subscription management features per agency a portion of the website and providing hosting and management services in support of user profiles and subscriptions at vendor’s facilities.

The contractor will work with each agency to identify content administrators and project sponsors to promote and distribute using email, SMS text messaging, and RSS feeds. Agencies have control of all subscription features and can add, remove, or change subscription options at any time. The contractor will recommend placement of HTML links within the websites that will enable users to move seamlessly from the websites to email and/or RSS feed subscription features.

4.1 Please describe how your solution can address some or all of the following:

• Unlimited email sends with industry-leading delivery and management of all bounces

• Ability to send mass notifications to multiple devices

• 24/7 system monitoring, email and phone support during business hours, auto-response to inbound messages from end users, and emergency support

• Text-to-subscribe functionality

• Web-hosted training sessions

• Access to a complete archive of all data created by USDA for 18 months (rolling)

• Templates, custom reporting and integration development.

• SMS/text messages per year from a shared short code within the United States

• Share this Email Feature/Email FAQs

• Social Media Information Sharing Capabilities

4.2 EXAMPLES OF OPERATIONAL SOLUTIONS:

Emergency Notification:

• Send mass notifications to multiple devices

• Load pre-scripted notifications

• Schedule notifications for future delivery

• Create organizational groups or custom lists

• Secure any personally identifiable information (PII) in the system

• Track the results of notifications

• Access the system from any location with internet access

• Group personnel by organizational identifiers and geographical location

• Alert and notify personnel of threats that affect any agency missions, personnel, and facilities simultaneously

• Conduct geographical alerts based on local conditions and hazards to a region

• Automate messages for “all hazards situations” such as regional weather phenomena administration support to the FS EAD that is not inherently governmental in nature

4.3 Examples of Advanced Cloud Module:

The Advanced Cloud Module gives government communicators better insight into the needs of citizens and improves their ability to enhance online transactions, promote behavior change through public awareness, and improve citizen engagement. The Advanced Cloud Module adds streamlined marketing capabilities that incorporate greater degrees of audience segmentation, personalization, message testing, and mobile engagement. Dynamic segmentation around bulletins, engagement, and question (e.g. zip code)

• Canned campaigns for re-engagement and new subscriber onboarding

• Testing: Simple (A/B, 10/10/80)

• Note: A subscription for the Advanced Cloud Module is dependent on an active license for Granicus’

GovDelivery Communications Cloud.

4.4 Examples of Additional SMS/Text Messages:

The client can deliver messages directly to the public and provide an enhanced direct communications channel for priority alerts by purchasing additional SMS/text messages.

Access to the selected volume of additional SMS/text messages per year from a shared short code within the United States. Note: International numbers are not supported. SMS/text messages not used in the period of performance will not carry over to the following year.

• Use of responsively designed sign-up pages that allow the public to subscribe to communication updates from various devices

• Use Case: Farm Service Agency (FSA) utilizes SMS/text messages to communicate directly with farmers, ranchers, and other producers while in the field, on the farm. SMS/text messages do not rely on internet connectivity, which is sometimes not available in remote locations. SMS/text messages offer an enhanced communication service that allows farm producers to opt-in to the service for specific SMS/text message updates and alerts.

SMS/text messaging volumes are based on estimated annual usage. Additional volumes can be purchased for an additional fee, in order to meet specific USDA needs.

4.5 Examples of Digital Engagement Services:

Digital Engagement Services are designed to assist in optimizing the effectiveness of communication strategies and outreach campaigns in order to continue to enhance communications with USDA stakeholders across America. Granicus’ Digital Engagement Services team is comprised of Digital Engagement Strategists that can deliver more impactful results in a shorter amount of time in a cost-effective and responsive manner. Their campaign capabilities are especially powerful when applied to new policy or program initiatives that deserve enhanced public awareness over a short timeframe or via a long-term “evergreen” campaign. Digital Engagement Services may incorporate Audience Acceleration Campaigns to grow USDA’s audience faster and more effectively. Managed Services that can be used to augment the professionals at USDA on an ongoing or ad hoc basis.

A summary of various Digital Engagement Services examples are outlined below:

• Audience Acceleration:

• Engagement Management:

• Engagement Strategy:

• Communicator Capacity Building: .

4.6 Examples of Connect:

Connect creates a seamless, automated sync between the Cloud and a Microsoft Dynamics or Salesforce customer relationship management (CRM) system. Connect allows organizations to migrate their existing subscriber or customer data to the Cloud, enabling further segmented communication lists based on citizen interactions with the organization.

• Share email addresses from Microsoft Dynamics or Salesforce to the Cloud

• Include relevant topics associated with the contacts in Microsoft Dynamics or Salesforce

• Receive GovDelivery subscriber engagement data to Microsoft Dynamics or Salesforce (i.e., opens, clicks, bounces, unsubscribes)

4.7 Examples of Targeted Messaging:

Targeted Messaging is a unique, automated solution that makes critical, large-scale email and SMS/text message communication between government organizations and the public more personal, effective, and reliable. Targeted Messaging helps deliver and track emails and SMS messages for Web applications via secure APIs. This allows the USDA’s Web application to focus on core business logic and operational needs, such as enrollment, licensing, or renewals. Features include:

• Access to the selected volume of Targeted Messages per year

• Text or HTML formatting capabilities

• Robust, secure, and scalable infrastructure

• Certified delivery of email and SMS/text message confirmations and reminders

• Real-time resolution services (blocked emails)

4.8 FedRAMP Security Package:

The FedRAMP Package provides a standardized approach to security assessment, authorization, and continuous monitoring, as well as a framework that saves time and staff required to conduct redundant agency security assessments. The solution provider will help support the USDA as it takes the necessary steps to become FedRAMP compliant as an additional part of the Cloud.

4.9 Examples of Interactive Text Messaging:

Access to Interactive Text Messaging provides an enhanced direct communications channel for priority alerts and reminders via two-way, Interactive Text Messaging. Features include:

• Up to one (1) Interactive Text Messaging account

• Two-way Interactive Text Message management and delivery

• Up to 500,000 Interactive Text Message SMS messages per year from a shared short code within the

U.S. (international numbers not supported)

• Interactive Text Messaging dashboard with automated, real-time reporting, and webhook access

• Unlimited Interactive Text Messaging campaigns

• Advanced skip logic, photo messaging, and voicemail

• Up to one (1) hour of Web-hosted training for USDA staff to use and administer Interactive Text

Messaging

5.0 Cost.

Please provide an example of how your solution is billed. For example: (1) Tier pricing based on users,

(2) Enterprise pricing based on contacts, (3) Yearly price, (4) Monthly price, and (5) Etc.

6.0 PERFORMANCE AND DELIVERABLES SCHEDULE

6.1 Place of Performance

TBD

6.2 Examples of Performance Reporting

The contractor shall document their progress in the completion of assigned tasks in detailed weekly status reports and present the information at weekly status meetings (dashboard) with the EAD. The status reports shall include, but not limited to the following: a) progress toward the accomplishment of the milestones and deliverables during the period of performance including the implementation schedule; b) activities planned for the next reporting period as well as the status of deliverables, including planned delivery date(s) and actual and/or anticipated delivery date(s); c) problems encountered: identification of any problems, issues or delays and recommendations as to their resolution, and any corrective action that was taken to correct identified problems.

6.3 Examples of Document Deliverables Schedule

The project will require the following deliverables as a minimum requirement. Additional documents and deliverables can be suggested by the contractor if relevant to their application development process or system development lifecycle. Document format shall be in accordance with commercial standards or as updated.

# Deliverable Name

Frequency/Format Distro Due Date (Draft Deliverable)

1-02-01 Monthly Meeting Minutes

MS Office product as applicable

COR & FS Program Manager

Monthly, no later than the 2nd business day after the meeting

1-02-02 Monthly Contract Status

Electronic reports of the following data (Current Month and Contract to-date):

1. Key accomplishments and problems encountered

2. SLA Attainment

3. Staffing (Plan versus Actual)

4. Costs (Plan versus Actual)

5. Key Issues Requiring FS Management Attention

6. Productivity Recommendations MS Office compatible product as applicable

COR & EAD Program Representative

Monthly, No more than five (5) business days after the end of the month and/or with the monthly invoice via IPP

6.4 Delivery Instructions / Delivery Address

The Contractor shall make use of commercial best practices in the delivery of items, unless otherwise stated in this PWS. All deliverables shall be submitted to the CO, COTR, or designated program leads electronically and uploaded to the Forest Service provided document sharing portal.

6.5 Method of Delivery

Electronic copies of reports shall be delivered using Microsoft Office suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format), unless otherwise specified by the EAD program representative, or FS CO or COR. Electronic submission shall be made via email, unless otherwise agreed to by the EAD program representative, or FS COR.

6.6 Government Acceptance Period

The COTR will have five (5) workdays to review draft deliverables and make comments. The Contractor will have two (2) workdays to make corrections. Upon receipt of the final deliverables, the COTR will have two (2) workdays for final review prior to acceptance or providing documented reasons for non-acceptance. When the Government fails to complete the review within the review period the draft deliverable will become acceptable by default.

The COTR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COTR of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

7.0 INSPECTION AND ACCEPTANCE CRITERIA

Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the referenced contract, this order, and all amendments.

8.0 QUALITY ASSURANCE

The Government will review monthly performance and progress reports and will attend progress review meetings with the Contractor to survey the quality of products and services according to the following plan.

The purpose of this plan is to provide a quality surveillance plan for EAD Technical Support. This plan provides a basis for the CO/COR to evaluate the quality of the Contractor’s performance. The oversight provided in this plan would ensure that service levels attain and maintain the required levels throughout the contract term. Further, this plan provides the CO/COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments.

9.0 QUALITY LEVEL

By monitoring the Contractor, the CO/COR will determine whether the performance levels set forth in the order have been attained. The performance incentive is a positive performance rating and the exercise of options.

10.0 EVALUATION METHODS

The COR will conduct performance evaluations based on the required standards set for in the Requirements matrix above. The following techniques will be used to perform surveillance:

On the spot document inspections. The COR may perform random checks of the work products, files, and information databases.

Weekly Meetings. The PM, along with the COR, may meet with the Contractor on a weekly basis to assess performance.

11.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE)/SERVICES

TBD

12.0 CONTRACTOR FURNISHED EQUIPMENT/SERVICES

Except for those items specifically stated to be government furnished in paragraph 11.0, the contractor shall furnish everything required to perform work outlined in this PWS.

13.0 TRAVEL

Prior approval of all travel is required, as well as any rental car size and cost by the EAD program representative then the CO. Travel requests must include all estimated expenses and be approved by the FS Program Representative and CO a minimum of one week before requested travel dates.

Requests will be submitted electronically by email and include: the location(s) for travel; dates of travel;

traveler(s) (including anyone traveling with the contractor but not at the Government’s expense); lodging costs; per diem for meals; requested rental car and all associated expenses; and any other estimated necessary expenses. Any anticipated leave before, during, or after travel is to be included in this request.

Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. Travel costs shall be incurred and billed in accordance with FAR Part

31. Costs for expenses and all receipts will be reviewed and certified by the FS COR (who will forward the invoice and all receipts to the FS Program Representative prior to payment) and approved by the CO.

All travel and transportation shall utilize commercial sources and carriers provided the method used for the appropriate geographical area results in reasonable charges to the government. The Government will not pay for business class or first-class travel.

The Government will not pay for rental car collision damage waivers or refueling options. Lodging and meals shall be reimbursed in accordance with the standard GSA per diem rates and the Federal Travel Regulations. Anyone accompanying the approved contractor on travel must obtain prior approval and be included in the written travel estimate. Any expenses incurred and not previously approved by the EAD program representative and CO shall become the burden of the contractor. Local travel is not to be reimbursed under this contract.

14.0 SPECIAL TERMS AND CONDITIONS

14.1 PRIVACY ACT

Work on this project may require that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

14.2 SECURITY LANGUAGE FOR ALL CONTRACTS/AGREEMENTS

By accepting this contract/agreement, the Contractor/Cooperator, and other external organizations (hereafter called Contractor) providing Information Technology (IT) services to the US Forest Service (FS) agrees to comply with the applicable IT security policy as outlined in this document. The Contractor and other external organizations will be responsible for IT security for all systems connected to the FS network or operated by the Contractor and other external organizations for the FS, regardless of location.

This clause is applicable to all or any part of the contract that includes IT resources or services in which the Contractor and other external organizations must have physical or electronic access to FS sensitive information that directly support the mission of the FS. The term “information technology,” as used in this clause, means any equipment or interconnected system or subsystem of equipment, that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major applications and general support systems as defined by OMB Circular A-130.

The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of work under this task. The Contractor shall also protect all unclassified Government data, equipment, etc., by treating information as sensitive business, confidential information, controlling and limiting access to the information, and ensuring the data and equipment are secured within their facility.

The Contractor or other external organization will not publish or disclose in any manner, without the FS Contracting Officer’s written consent, the details of any programs, documentation, data, or safeguards either designed or developed by the Contractor or other external organization under this Contract or otherwise provided by the Government. Contractor may be required to sign non-disclosure or other appropriate security agreements. A written agreement between the FS and any contractors and other external organizations will be entered into before FS data and information otherwise exempt from public disclosure may be disclosed to the contractors and other external organizations. The contractor and other external organizations will agree to establish and follow security precautions considered by the FS to be necessary to ensure proper handling of data and information.

As may be identified elsewhere in this contract, the Contractor agrees that:

• The draft and final deliverables and all associated working papers and other materials deemed relevant by the COTR that have been generated by the Contractor in the performance of this contract are the property of the U.S. Government and must be submitted to the COTR at the conclusion of the tasks.

• All documents produced for this project are the property of the U.S. Government and cannot be reproduced or retained by the Contractor.

To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of Government data, the Contractor will afford the Government access to the Contractor’s or other external organization’s facilities, installations, technical capabilities, operations, documentation, records, and databases. The Contractor will cooperate with Federal agencies and their officially credentialed representatives during official inspections or investigations concerning the protection of FS information. Cooperation may include providing relevant documentation showing proof of compliance with federal and agency requirements, and rendering other assistance as deemed necessary.

If new or unanticipated threats or hazards are discovered by either the Government or the Contractor or other external organization, or if existing safeguards have ceased to function, the discoverer will immediately bring the situation to the attention of the other party. The Contractor will report real or suspected incidents or violations to the FS Computer Incident Response Team (CIRT), by e-mail, at CIRT@fs.fed.us.

The Contractor shall insert these clauses in all subcontracts when the subcontractor is required to have routine physical access to a federally controlled facility and/or routine access to a federally controlled information system. Failure to comply with said requirements will constitute cause for termination.

The Contractor Agrees To –

(a) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies—

(i) The systems of records; and

(ii) The design, development, or operation work that the contractor is to perform;

mailto:CIRT@fs.fed.us

(b) Include the Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and

(c) Include this clause, including this paragraph (3), in all subcontracts awarded under this contract that requires the design, development, or operation of such a system of records.

In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency.

Definitions of the clause:

(a) “Operation of a system of records,” as used in this clause, means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records.

(b) “Record,” as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph.

(c) “System of records on individuals,” as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

The contractors and other external organizations will ensure that the following banner is displayed on all FS systems that contain Privacy Act information operated by the contractors and other external organizations prior to allowing anyone access to the system:

“This system contains information protected under the provisions of the Privacy Act of 1974 (Public Law 93-579). Any privacy information displayed on the screen or printed must be protected from unauthorized disclosure. Employees who violate privacy safeguards may be subject to disciplinary actions, a fine of up to $5,000, or both.”

14.3 IT SECURITY TRAINING

The Contractor and other external organizations will ensure that its employees performing under this contract fulfill all Forest Service requirements for mandatory security awareness and role-based advanced security training in accordance with OMB Circular A-130, FISMA, and NIST requirements, and sign all applicable FS statements of responsibilities.

14.4 BACKGROUND INVESTIGATIONS

All non-government employees with unescorted access to FS facilities, computer systems and/or FS information must have background investigations commensurate with the level of risk and magnitude of loss or harm. The FS will determine the level of background investigation and position classification needed.

14.5 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

The Contractor shall be responsible for ensuring compliance by its employees with all applicable federal regulations, to include those of GSA, NIST, USDA, FS and FS HRM Personnel Security. Contractors and their employees are subject to all Federal laws applicable to Government installations and are under the jurisdiction of the Federal Protective Service (FPS). The Contracting Officer Representatives (CORs;

also known as Contracting Officer Technical Representatives), or other designated program/project officers, in conjunction with the FS HRM Personnel Security staff, will assist the Contractor in processing the required Security Background Investigations/Clearances.

(1) The Contractor shall comply with the personal identity verification (PIV) policies and procedures established by Department of Agriculture (USDA) Directives 3800 series.

(2) Should the results of the PIV process require the exclusion of a Contractor’s employee, the

Contracting Officer will notify the Contractor in writing.

(3) The Contractor must appoint a representative to manage this activity and to maintain a list of employees eligible for a USDA PIV ID Badge required for performance of the work.

(4) The responsibility of maintaining a sufficient workforce remains with the Contractor. Employees may be barred by the Government from performance of the work should they be found ineligible or to have lost eligibility for a USDA PIV ID Badge. Failure to maintain a sufficient workforce of employees eligible for a USDA PIV ID Badge may be grounds for termination of the contract.

(5) The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have access to a federally controlled facility or information system.

(6) The PIV Sponsor for this contract is the Contracting Officer Representative (COR), unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information from 8:00 am to 4:00 pm on Monday through Friday at 200 WT Weaver Boulevard, Asheville, NC 28804. The Government shall notify the Contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration.

(7) At this time, the Government will pay for and process all required security investigations/clearances, except as identified differently within this clause.

(8) The Contractor should be aware of any of its employees possibly having had a background investigation through another government agency. The investigation that was conducted, if verifiable by the FS HRM Personnel Security staff, and if it was completed within the last 5 years, can be accepted by the Government in lieu of a background check.

(9) The Contractor shall comply with any facility badging requirements for the issuance of building access, badges, etc.:

• Ensure that each of the Contractor’s employees has been issued either a temporary or permanent badge from the Government. A permanent badge will not be issued until the security questionnaire has been completed and favorably reviewed. Temporary or visitor badges will be provided for persons who are identified as having an infrequent or temporary legitimate business need for access to the site. As noted above, periods that exceed 180 days will require a permanent badge. The badge must be worn at all times while in the facility.

It must be displayed above the waist. The individual will retain possession of the badge as long as continued admittance to the site is needed.

• Ensure the safekeeping, wearing, and visibility of Government-furnished badges.

• Immediately return all badges and permits to the Government when such need ceases to exist.

(10) The Contractor shall comply with any facility security requirements for access to the facility.

(11) The Contractor shall comply with all applicable rules governing parking at USDA locations.

15.0 GOVERNMENT RIGHTS IN DATA

The Government, for itself and such others (Government agencies), as it deems appropriate, shall have unlimited rights in data, computer software, analyses, and reports specifically developed or generated (i.e., designed and developed) under this contract. Unlimited rights under this contract are rights to use, duplicate, or disclose software, in whole or in part, in any manner and for any purpose whatsoever.

15.1 Limited Use of Data and Information

The presentation of any report of analytical material based on information obtained from this contract shall be subject to review by the FS before dissemination, publication, or distribution. Presentation includes, but is not limited to, papers, articles, professional publications, speeches, testimony or interviews with public print or broadcast media. The FS shall review the materials for accuracy, content, and manner of presentation with an eye toward the protection of the privacy of individuals.

Performance of this contract may require that the Contractor access and use data and information proprietary to agencies of the USDA or another Government agency or Government Contractor. Should the release of proprietary information, such as that described become necessary, the Contractor’s personnel and any subcontractor’s personnel shall execute non-disclosure statements indicating their awareness of the receipt of such proprietary information and the proper and care and handling of the same.

The Contractor shall not divulge or release data or information developed or obtained in performance of this contract without the written approval of the CO. The Contractor shall not use, disclose or reproduce proprietary data which bears a restrictive legend, other than as required in the performance of this contract. This does not preclude the use of any data independently acquired by the Contractor without such limitations or prohibit in agreement (at no cost to the FS) between the Contractor and the data owner which provides for greater rights to the Contractor.

16.0 COPYRIGHT MANAGEMENT AND RESPONSIBILITY

By delivering applications or programming code to the Federal Government, the vendor or Contractor certifies that they have the proper authority to transfer the property and will defend the government against copyright or other lawsuit resulting from the application or programming delivered.

17.0 COMPLIANCE

17.1 SECTION 508 – ACCESSIBILITY OF INFORMATION AND

(a) This PWS is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the Workforce Investment Act of 1998 (P.L. 105-220). Specifically, subsection 508(a)(1) requires that when the Federal Government procures Information and Communications Technology (ICT)1, the ICT must allow Federal employees and members of the public with disabilities comparable access to and use of information and data provided to Federal employees and members of the public without disabilities.

(b) The ICT accessibility standards as 36 CFR Part 1194 were developed by the Architectural and Transportation Barriers Compliance Board (also known as the Access Board) and apply to contracts, task orders, and indefinite quantity contracts on or after June 25, 2001.

(c) Each Information and Communications Technology (ICT) product or service furnished under this contract shall comply with the Information and Communications Technology Accessibility Standards (36 CFR 1194), as specified in the contract, at a minimum. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the Contractor in writing. The Contractor shall, without charge to the Government, repair or replace the non-compliant products or services within a period of time specified by the Government in writing. If such repair or replacement is not completed within the time specified, the Government shall have the following recourses:

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

2) In the case of custom Information and Communications Technology (ICT) being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the non-compliant ICT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

(d) The contractor must ensure that all ICT products and services that are less than fully compliant with the accessibility standards are provided pursuant to extensive market research and are the most current compliant products or services available to satisfy the contract requirements.

(e) For every ICT product or service accepted under this contract by the Government that does not comply with 36 CFR 1194, the contractor shall, at the discretion of the Government, make every effort to replace

1 Please note that the term Information and Communications Technology (ICT) is synonymous with Electronic and Information Technology (EIT), the previously used term. The term ICT will be used to meet international standards after the release of the Section 508 Refresh.

or upgrade it 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 shall occur first.

17.2 Section 508 Compliance

The vendor shall comply with the standards, policies, and procedures below. In the event of conflicts between the referenced documents and this PWS, the PWS shall take precedence.

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

3) http://www.access-board.gov/sec508/508standards.htm (Section 508 standards)

4) FAR 39.2 (Section 508)

5) http://www.ocio.usda.gov/document/departmental-regulation-4030-001 (USDA standards, policies, and procedures for Section 508) In addition, all contract deliverables are subject to these standards.

All web content or communications materials produced, regardless of format (text, audio, video, etc.), must conform to the applicable Section 508 standards to allow Federal employees and members of the public with disabilities comparable access to and use of information and data provided to Federal employees and members of the public without disabilities. All contractors (including sub-contractors) and consultants 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 above. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the PWS shall be the responsibility of the contractor or consultant.

The following Section 508 provisions apply to the products and/or services identified in this PWS:

• 36 CFR Part 1194.21 provisions a-l

• 36 CFR Part 1194.22 provisions a-p

• 36 CFR Part 1194.23 provisions a-k[4]

• 36 CFR Part 1194.24 provisions a-e

• 36 CFR Part 1194.25 provisions a-j[4]

• 36 CFR Part 1194.26 provisions a-d

• 36 CFR Part 1194.31 provisions a-f

• 36 CFR Part 1194.41 provisions a-c

The following Section 508 provisions apply for software development material identified in this PWS:

For software development, software applications, and operating systems the vendor, Tech Trend, shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended) http://www.access-board.gov/sec508/508standards.htm http://www.ocio.usda.gov/document/departmental-regulation-4030-001

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.21 provisions a-l

b. 36 CFR Part 1194.31 provisions a-f

c. 36 CFR Part 1194.41 provisions a-c

For web-based applications (intranet, internet information and applications, 16 rules), the vendor, Tech Trend, shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.21 provisions a-l

b. 36 CFR Part 1194.22 provisions a-p

c. 36 CFR Part 1194.31 provisions a-f

d. 36 CFR Part 1194.41 provisions a-c

For telecommunication products and services the vendor, Tech Trend, shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.23 provisions a-k

b. 36 CFR Part 1194.31 provisions a-f

c. 36 CFR Part 1194.41 provisions a-c

For video and multimedia applications (including training materials), the vendor shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.24 provisions a-e

b. 36 CFR Part 1194.31 provisions a-f

c. 36 CFR Part 1194.41 provisions a-c

For self-contained and closed products, the vendor shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.21 provisions a-l

b. 36 CFR Part 1194.25 provisions a-j

c. 36 CFR Part 1194.31 provisions a-f

d. 36 CFR Part 1194.41 provisions a-c

For desktop and portable computers, the vendor shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.21 provisions a-l

b. 36 CFR Part 1194.26 provisions a-d

c. 36 CFR Part 1194.31 provisions a-f

d. 36 CFR Part 1194.41 provisions a-c

For help desk and other support services, the vendor shall comply with the following standards, policies, and procedures:

Section 508 Accessibility Standards

1) 29 U.S.C. 794d (Rehabilitation Act as amended)

2) 36 CFR 1194 (Section 508 standards)

a. 36 CFR Part 1194.31 provisions a-f

b. 36 CFR Part 1194.41 provisions a-c

If the help desk or other support services include training, the vendor must also comply with the following standards, policies, and procedures in addition to 36 CFR Part 1194.31 provisions a-f and 36 CFR Part 1194.41 provisions a-c:

a. 36 CFR Part 1194.21 provisions a-l (installable and web-based training)

b. 36 CFR Part 1194.22 provisions a-p (web-based software)

All Information and Communications Technology (ICT) subject to the 36 CFR 1194 standards will have a Section 508 usability and acceptance test where Section 508 compliance will be validated. This test must be administered by a Federal Section 508 Testing Center.

All maintenance for Information and Communications Technology that requires upgrades, modifications, installations, and purchases will adhere to the Section 508 standards and 36

CFR 1194.

17.3 WCAG 2.0 COMPLIANCE

The vendor shall comply with the standards, policies, and procedures below. In the event of conflicts between the referenced documents and this PWS, the PWS shall take precedence.

Custom ICT Development Services

When the vendor provides custom ICT development services pursuant to this contract, the vendor shall ensure the ICT fully conforms to the applicable Revised 508 Standards prior to delivery and before final acceptance.

Installation, Configuration, and Integration Services

When the vendor provides installation, configuration, or integration services for equipment and software pursuant to this contract, the offeror shall not install, configure, or integrate the equipment and software in a way that reduces the level of conformance with the applicable Revised 508 standards.

Maintenance, Upgrades, and Replacements

The vendor shall ensure maintenance upgrades, substitutions, and replacements to equipment and software pursuant to this contract do not reduce the original level of conformance with the applicable Revised 508 standards at the time of the contract award.

Service Personnel

The vendor shall ensure the personnel providing the labor hours possess the knowledge, skills, and ability necessary to address the applicable Revised 508 standards defined in this contract, and shall provide supporting documentation upon request.

Hosting Services

When providing hosting services for electronic content provided by the agency, the vendor shall not implement the hosting services in a manner that reduces the existing level of conformance of the electronic content with applicable Revised 508 standards. Throughout the life of the contract, the agency reserves the right to perform testing on a vendor or contractor’s hosted solution to verify conformance with this requirement.

Validation for ICT Items

When purchasing ICT where 1) 508 validation is not possible prior to award, 2) when ICT will be changed after the award, or 3) ICT will be hosted in a third-party environment, the vendor shall test and validate the ICT solution for conformance to the Revised 508 standards, in accordance with the requirement testing methods, as defined by the agency. Throughout the life of the contract, the agency reserves the right to perform testing to verify conformance with this requirement.

Documentation

The vendor shall maintain and retain full documentation of the measures taken to ensure compliance with the applicable requirements, including records of any testing or demonstrations conducted.

Conformance Reporting

Prior to acceptance, the vendor shall provide an Accessibility Conformance Report (ACR) for each ICT item that is developed, updated, configured for the agency, and when product substitutions are offered. The ACR should be based on the latest version of the Voluntary https://www.section508.gov/sell/vpat

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 ITI.

When the contractor is required to perform testing to validate conformance to the agency’s accessibility requirements, the vendor shall provide a Supplemental Accessibility Conformance Report (SAR) that contains the following information:

• Accessibility test results based on the required test methods.

• Documentation of features provided to help achieve accessibility and usability for people with disabilities.

• Documentation of core functions that cannot be accessed by persons with disabilities.

• Documentation on how to configure and install the ICT item to support accessibility.

• When an ICT item is an authoring tool that generates content (including documents, reports, videos, multimedia productions, web content, etc.)., provide information on how the ICT item enables the creation of accessible electronic content that conforms to the Revised 508 Standards, including the range of accessible user interface elements the tool can create.

• Before final acceptance, the contractor shall provide a fully working demonstration of the completed ICT Item to demonstrate conformance to the agency's accessibility requirements. The demonstration shall expose where such conformance is and is not achieved.

Before acceptance, the agency reserves the right to perform independent testing to validate that the ICT solution provided by the contractor conforms to the applicable Revised 508 standards.

17.4 NON-COMPLIANCE

Before final acceptance of any ICT item, including updates and replacements, if the vendor claims its products or services satisfy the applicable Revised 508 standards specified in the contract vehicle, and the contracting officer determines that any furnished ICT item is not in compliance with such requirements, the contracting officer will promptly inform the vendor in writing of the non-compliance. The vendor shall, at no cost to the agency, repair or replace the non-compliant products or services within the period specified by the contracting officer.

17.5 IPV6 REQUIREMENTS LANGUAGE

1) Ensure requirements documents (Statements of Work/Performance Work Statements) for all new and possibly existing information technology acquisitions above $25,000 that use IP technology includes the compliance language below prior to submitting an AAR package:

https://www.section508.gov/sell/vpat http://www.itic.org/policy/accessibility http://www.itic.org/policy/accessibility

(a) Any system, hardware, software, firmware or networked component (voice, video or data) developed, procured or acquired in support or performance of this contract shall be capable of transmitting, receiving, processing, forwarding and storing digital information across system boundaries utilizing system packets that are formatted in accordance with commercial standards of Internet Protocol (IP) version 6 (IPv6) as set forth in the USGv6 Profile (NIST Special Publication 500-267) and corresponding declarations of conformance defined in the USGv6 Test Program.