RFP 15JPSS25R00000004 IDIQ.pdf

UNCLASSIFIED // FOR OFFICIAL USE ONLY

U.S. Department of Justice

Financial & Performance Management System (FPMS)

Software as a Service (SaaS) Subscriptions and Support Services

15JPSS25R00000004

December 5, 2024

RFP No.15JPSS25R00000004 1

TABLE OF CONTENTS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C – DESCRIPTION/ SPECIFICATIONS/STATEMENT OF WORK

SECTION D – PACKAGING AND MARKING

SECTION E – INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

SECTION G – CONTRACT ADMINISTRATION

SECTION H – SPECIAL CONTRACT REQUIREMENTS

SECTION I – CONTRACT CLAUSES

SECTION J – LIST OF ATTACHMENTS

SECTION K – REPRESENATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

SECTION M – EVALUATION FACTORS FOR AWARD

RFP No.15JPSS25R00000004 2

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

1. General

a. The Department requires a FedRAMP Moderate or higher – certified Commercial-off-the-Shelf (COTS) Financial, Performance, Controls & Compliance Software-as-a-Service

(SaaS) total solution on a single platform to serve as the Department’s Financial &

Performance Management System (FPMS) of record for the following activities.

1. A-123 audits;

2. Component financial statement audits;

3. Departmentwide financial statement audits;

4. Agency financial reporting;

5. Component and Department-wide data calls;

6. Policy reviews;

7. Congressional Budget Justifications;

8. Sarbanes-Oxley internal controls review (Federal Prison Industries only);

9. Component and enterprise risk management;

10. Enterprise performance management;

11. Operational and Program Audits

b. All requirements will be commercial items, fulfilled on an indefinite-delivery, indefinite-quantity (IDIQ) task order basis.

c. The contract will include a one (1) year base period, and four (4) option periods as described in the table below. See Section F.1 for complete contract terms and option information.

Table 1: Contract Term

Term From To

Base Year 04/01/2025 03/31/2026

Option Year No. 1 04/01/2026 03/31/2027

Option Year No. 2 04/01/2027 03/31/2028

Option Year No. 3 04/01/2028 03/31/2029

Option Year No. 4 04/01/2029 03/31/2030

d. The performance of all work under this contract shall be initiated by the issuance of task orders by the Contracting Officer as discussed in Section H(3). Task orders will be issued on a firm-fixed price basis.

2. Minimum and Maximum Amounts

a. The Government will order a minimum amount of $250,000.00 under this contract. The

Government will have the entire term of the contract (to include all options) to fulfill the contract minimum. The specific contract line item numbers (CLINs) and quantities will be identified in the task order(s) issued under this contract. The exercise of the renewal options (see Section F(1)) does not re-establish the contract minimum. During the life of

RFP No.15JPSS25R00000004 3 this contract, the Government may order items in any quantity up to the maximum amount specified in paragraph (b) below. If the minimum amount has not been ordered, the Government will exercise the option for the next year.

b. There are no maximum quantities or amounts for each individual CLIN, task order, or contract period. The maximum aggregate amount of all task orders issued under the contract shall not exceed $36,000,000.00 for the entire term of this contract, including all options which may be exercised. This maximum ordering limitation represents the

Department’s best estimate of contract support which may be required under the program as described in Section C(3) “Statement of Work”. During the life of this contract, the

Department may order items in any quantity up to the maximum amount identified in this paragraph. In the event the maximum amount is met prior to exercising all options under this IDIQ, all subsequent options will not be exercised,

3. Pricing

a. The Department contemplates multi-award Indefinite-Delivery/Indefinite-Quantity

(IDIQ) contract for the acquisition of software subscriptions and services described herein. All requirements shall be fulfilled via the issuance of individual task orders placed under the contract on a firm-fixed price basis.

1. Support shall be acquired via the issuance of individual task orders as identified above. All prices shown within Attachment 1 – “Pricing Table,” are fixed unit prices that shall be based on commercial rates and shall include all overhead and other expenses or charges necessary to provide the services specified in the contract/individual task orders.

2. The Department reserves the right to unilaterally increase or purchase additional quantities for any Contract Line Item Number (CLIN) ordered at any time during the term of the task order. All increases must be for work within the general scope of this contract (see Section C(3) “Statement of Work”).

3. The Contractor shall furnish all personnel and supervision required to provide support to the Department and Components agency‐wide for the support services described herewith.

4. Contract line-number (CLIN) Unique number associated with each separately priced item in the contract. The CLIN structure is composed of a prefix and a core number. The prefix corresponds to the contract period as follows: “0” for the base period, “1” for the first option period, “2” for the second option period, etc.

b. Unit Pricing. Pricing proposed shall be considered the maximum price, which can be billed under this IDIQ. Additional discounts may be offered per task order, but under no circumstances shall the quoted pricing be increased without prior written approval by the

Contracting Officer (CO).

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c. Travel. There shall be no travel reimbursement to the Contractor for local travel. Local travel is defined as travel within 50 miles of the Contractor’s primary duty station.

Primary duty stations shall be identified in individual task orders.

All non-local travel shall be approved in advance by the Contracting Officer’s

Representative (COR). Reimbursement for actual (approved) travel costs incurred during the performance of support services shall be in accordance with part 31 of the Federal

Acquisition Regulations and the Federal Travel Regulations (FTR). Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the Contractor must submit (to the COR) a request for advance approval to utilize higher class travel. All travel should be scheduled sufficiently in advance to be able to take advantage of offered discount rates. Individual ‘travel authorization letters’ may be provided to the contractor (for all

Contractor personnel who are required to travel) which may allow Contractor personnel to receive government rates when on long distance travel. The federal travel regulations and per diem rates can be accessed at: www.gsa.gov and type “FTR” in the search box.

No travel reimbursement shall be authorized unless there is advance approval from the

COR and the Contractor provides sufficient written evidence of actual travel costs incurred to include, but not limited to receipts, ticket stubs, registers, and/or other documentation, as required by the Government.

http://www.gsa.gov/

RFP No.15JPSS25R00000004 5

SECTION C – DESCRIPTION/ SPECIFICATIONS/STATEMENT OF WORK

1. Background

The Department of Justice (DOJ or Department) performs a variety of audit, performance management, and policy/procedure activities listed in Section B(1)(a) of this document.

These activities ensure the Department’s compliance with the following standards:

1. Committee of Sponsoring Organizations (COSO)

2. Federal Accounting Standards Board (FASB)

3. Federal Information Technology Acquisition Reform Act (FITARA)

4. Government Accounting Standards (Yellow Book)

5. Government Performance Results Modernization Act (GPRA2010)

6. Governmental Accounting Standards Board (GASB)

7. Information Systems Audit & Control Association (ISACA) Control Objectives for

Information & Related Technology (COBIT)

8. International Organizations for Standardization (ISO)

9. Office of Management and Budget (OMB) Circular A-123 (Risk Management)

10. OMB Circular A-134 (Financial Accounting Principles & Standards)

11. OMB Circular A-136 (Financial Reporting Requirements)

12. DOJ Order 904 Cybersecurity Program https://www.justice.gov/jmd/page/file/964941/dl?inline, including controls described in

NIST SP 800-53, Security and Privacy Controls/or Information Systems and

Organizations; DOJ-specific security controls for unclassified information and information systems in the Unclassified Security Control Matrixes for Revisions 4 and

Revision 5.

The FPMS will be used by the following DOJ Components:

1. Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF)

2. Bureau of Federal Prisons (BOP)

3. Drug Enforcement Administration (DEA)

4. Federal Bureau of Investigation (FBI)

5. Federal Prison Industries (FPI)

6. Offices, Boards, and Divisions (OBD), including the Justice Management Division

(JMD)

7. Office of Justice Programs (OJP)

8. US Marshals Service (USMS)

2. Program Management Support

2.1 General

a. The Contractor shall assign a Project Manager (PM) to this IDIQ to oversee all services performed. Throughout the life of this IDIG, the Contractor shall provide all management, administration, staffing, planning, scheduling, etc., for all items and services required under this IDIQ and Task Orders. The Project Manager is solely responsible for managing all of the work performed under this IDIQ, supervising all of its https://www.justice.gov/jmd/page/file/964941/dl?inline

RFP No.15JPSS25R00000004 6 personnel, and taking appropriate corrective measures for all performance related problems in the course of performing assigned duties. The Project Manager shall coordinate all work performed, whether performed by the Contractor or any subcontractors, and shall act as the central point of contact with the Department and shall have the full authority to act for the Contractor. The Project Manager has direct accountability for the technical correctness, timeliness, and quality of all services performed and items delivered.

b. The Contractor is solely responsible for supervising all of its employees and the duties described below:

1. Providing Quality Assurance.

2. Recruiting, hiring, training, and professional development of personnel.

3. Providing effective supervision of all contractor employees.

4. Monitoring service problems and keeping the COR and designated Government officials informed of project status and problem resolution.

5. Providing monthly and ad hoc or other periodic reports (when requested by the

Government) status and financial reports to the Government in an agreed upon format.

6. Ensuring that deliverables are supplied to the Government, as defined in Sections

C(2.3), (2.4) and (2.5).

7. Ensuring that all personnel comply with the security requirements outlined in this contract.

2.2 Staffing

a. The Contractor shall provide trained, experienced staff to perform the work specified under individual orders issued against this contract. The Contractor shall continuously monitor, manage, and control the work to ensure it is successfully accomplished. The

Contractor shall make its best effort to retain staff members who have gained experience on this contract, and to minimize staff turnover. The Contractor shall ensure that all personnel who perform under this contract meet the security requirements clause DOJ-03

Personnel Security Requirements For Contractor Employees (NOV 2021).

b. The Government reserves the right to review the qualifications of all staff (to include subcontractor staff) selected to work on any given task order before assignment. During the period of performance associated with any task order under this contract, the

Contractor shall submit resumes for any individuals being added to the contract staff (not including subcontractor staff) or replacing a member of the contract staff (not including subcontractor staff). These individuals must be fully qualified for the relevant position.

Resumes shall be pre-screened through the Contractor prior to submission for

Government review. Each resume shall include past employment positions and a brief description of the experiences, dates, and names of one or more references, including addresses and telephone numbers where available.

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c. The Government reserves the right to request the Contractor to reassign contractor and/or subcontractor personnel whose services are no longer required by the Government for such reasons as quality of performance, changes in project requirements, etc. An official request for such a reassignment will be provided to the Contractor in writing by the

Administrative Contracting Officer (ACO).

2.3 Deliverables

All deliverables and performance schedules will be mutually agreed upon by the Government and the Contractor and will be specified on individual Task Orders to be issued under this IDIQ.

If no agreement can be reached, the Government reserves the right to unilaterally establish such schedules.

2.4 IDIQ Quarterly Progress Report

The Contractor shall submit a quarterly program management progress report to the COR. The first quarterly progress report shall be delivered electronically to the COR by the 15th calendar day of the fifth month of contract performance with all subsequent progress reports to be provided in three-month increments. The quarterly reports shall discuss at a minimum:

1. Summary of all task orders that were awarded during the previous quarter to include, but not be limited to, a description of the effort (for labor hour support) and cost.

2.5 Other Deliverables

Other deliverables will be specified in individual task orders.

3. Statement of Work

The Contractor shall provide a cloud-based, comprehensive FedRAMP Moderate or higher-certified Commercial-off-the-Shelf (COTS) Financial, Performance, Controls & Compliance

Software-as-a-Service (SaaS) total solution, on a single platform, to support all FPMS activities identified in Section C(3)(A)(1)(1) for the Department of Justice.

A. Description/Specifications of the Software as a Service Solution

1. Functional Requirements

The Contractor shall provide a multi-tenant FedRAMP Moderate or higher certified cloud-based software as a service (SaaS), in one secure and centralized system with the following attributes:

1) Provide pre-existing (out-of-box, ready to use) templates (e.g., documents, reports, and workflow) to record and process data needed to perform various

Department and Component FPMS activities, including but not limited to:

a. A-123 audits;

b. Component financial statement audits;

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c. Departmentwide financial statement audits;

d. Agency financial reporting;

e. Component and Department-wide data calls;

f. Policy reviews;

g. Congressional Budget Justifications;

h. Sarbanes-Oxley internal controls review (Federal Prison Industries only);

i. Component and enterprise risk management;

j. Enterprise performance management;

k. Operational and Program Audits.

2) Provide templates that are configurable by the government for specific use without the need for custom development.

3) Automatically update templates as a result of Legislative changes at no additional charge to Department.

4) Does not require the use of third-party systems and tools such Service Now;

Microsoft Power Platform; SharePoint; and Salesforce, etc.

5) Ability to partition the system at the component level to restrict component access, including providing the government with the ability for shared access to component partitions, as required and approved by the government.

6) Manage and store all activities and documents that reside inside the system.

7) Provide an audit trail of activities, changes/edits, updates, and deletions that capture user actions performed in real-time. The audit trail shall include name, date, and time of action.

8) Provide users the ability to conduct controlled collaboration, add comments, and initiate tasks with automated event/deadline notifications. Notifications of collaborations shall be sent via alerts or emails to internal and external users of the application.

9) Provide role-specific, editable dashboards that can be configured by the government as needed.

10) Provide the capability to link data automatically from source documents, dashboards, narratives, and other information. Reports and dashboards shall have the ability to automatically update, based on updated source data.

11) Provide the ability to attach and edit documents within the system without the need of additional software tools.

12) Provide the ability to import, generate, and export data, reports, and documents to a corresponding Microsoft Office (e.g., Microsoft Excel, PowerPoint, Word) and/or Adobe (PDF) file.

13) Designate documents as active/archived and complete/incomplete, with the ability to lock documents to prevent additional modifications after completion.

Archived documents must be able to be retained or disposed of as required per retention and disposal guidelines issued by the DOJ, Components, and NARA.

14) Ability to track and provide the status of activities (e.g., reviews, audits, inspections, reports, documents, findings, and recommendations).

15) Create, modify, and generate reports that can be published for distribution by direct email from the system.

16) Create, modify, and generate dashboards that can be published for distribution.

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17) Compliance with 508 requirements, with minimal to no intervention.

18) Provide document routing, review and approval capability that also tracks the status of the document within this process.

19) Provide role-based security with the capability to grant or deny access, based on roles.

20) Provide a user-friendly, intuitive, accessible graphical user interface.

21) Provide the ability to load and/or enter data from external systems to support

FPMS activities, as listed above in this Section 3(A)(1)).

22) Provide automated processes that incorporate workflow, due dates and other relevant dates that support Department and Component status reporting via templates.

23) Support emerging technologies, including, but not limited to artificial intelligence and robotic processing automation.

2. Technical Requirements

1) Provide documentation supporting an approved, certified FedRAMP Moderate or higher total solution, on a single platform, that is used by Cabinet-level agencies that allows the Department to leverage the Cabinet-level agency’s authority to operate (ATO). The documentation must include updated status regarding outstanding POAMs and be accessible to the Department and Component IT security resources.

2) Provide appropriate SOC 1 and 2 audits artifacts are available to the Department, as required.

3) Provide measures that ensure that no data resides outside of the U.S. and remains secure in accordance with FedRAMP and DOJ guidelines.

4) Provide access to all FedRAMP documentation, as requested by the Department.

5) Provide backup and recovery services as part of the FedRAMP hosting services.

6) Integration with DOJ Unified Financial Management System (UFMS) that is based on CGI Federal’s Momentum Financials application suite (currently version 7.9. on-premises); Justice Enterprise Data Integration Business Intelligence Portal – Next

Generation (JEDI-NG), which is based on SAP’s cloud-based Business Objects and

Business Planning & Consolidation tools; Federal Prison Industries SAP enterprise resource planning (ERP, on-premises); and other DOJ Oracle/SQL Server-based systems that house data via Application Programming Interfaces (APIs). NOTE:

The Department is currently upgrading UFMS to version 8.1.4 by the end of the calendar year. The solution will be hosted on an AWS GovCloud platform.

7) Support integration with UiPath robotic processing automation (RPA); ServiceNow;

and Microsoft Power Platform and Power BI.

8) Ensure compatibility with the following Internet browsers: Microsoft Edge, Mozilla

Firefox, and Google Chrome with little to no browser configuration changes.

9) Support application access via single sign-on using PIV and approved DOJ authentication methods (OKTA) that do not require custom development by the

Contractor or the Government.

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10) Support access from Government-furnished mobile devices and tablets, if allowable by the Government, that use either iOS or Android operating systems in a secured manner used within the Federal Government.

11) Support either centralized or decentralized management of Department and

Component user accounts that comply with varying account management policies.

12) Provide the ability to archive data at the end of the system life, according to NARA

General Records Schedules, in a format that is usable by the Government, including but not limited to: Microsoft Office (e.g., Word, Excel, Access, PowerPoint) and

Adobe PDF.

13) Allow access to Department and Component IT security resources to support testing activities related to the use of Government systems.

14) Provide a testing platform to support the testing of future system changes and upgrades.

15) Provide current service level agreement information to the Government, as required.

16) Provide online access regarding all service disruptions to the Government.

17) Provide advanced notice of planned service disruptions to the Government.

18) Provide performance statistics, including uptime statistics, by quarter for the last twelve quarters, on a quarterly basis, to the Government.

3. Security Requirements

1) Ensure compliance with existing DOJ security policies that exceeds FedRAMP standards that are noted in the DOJ Order 904 Cybersecurity Program https://www.justice.gov/jmd/page/file/964941/dl?inline, including controls described in NIST SP 800-53, Security and Privacy Controls/or Information

Systems and Organizations; DOJ-specific security controls for unclassified information and information systems in the Unclassified Security Control Matrixes for Revisions 4 and Revision 5.

2) Provide the necessary Cybersecurity and Infrastructure Security Agency (CISA) software attestation information. Proposal submissions may be considered noncompliant in accordance with the solicitation when the CISA attestation form, Attachment 2, is not completed and either 1) submitted directly to the CISA

Repository for Software Attestations and Artifacts or 2) submitted to supplychain@usdoj.gov and the Contracting Officer if unable to submit the form online. In addition, the vendor must confirm which submission method was used for completing and submitting the attestation form within the proposal response.

3) Compliance with DOJ Controls with FedRAMP security control requirements.

https://www.justice.gov/jmd/page/file/964941/dl?inline https://softwaresecurity.cisa.gov/login?callbackUrl=https%3A%2F%2Fsoftwaresecurity.cisa.gov%2Fsoftware https://softwaresecurity.cisa.gov/login?callbackUrl=https%3A%2F%2Fsoftwaresecurity.cisa.gov%2Fsoftware mailto:supplychain@usdoj.gov

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4. Licensing Requirements

The Contractor shall include Licensing as part of the total SaaS solution.

1) The Contractor shall provide ability to purchase licenses for use cases listed in Table

2. Licenses shall be available on a component or enterprise basis for one or more

FPMS Activity Use Cases.

Table 2: FPMS Activity Use Cases

CLIN FPMS Activity License Subscriptions

000XA A-123 audits

000XB Component financial statement audits

000XC Department-wide financial statement audits

000XD Agency financial reporting

000XE Component and Department-wide data calls

000XF Policy reviews

000XG Congressional Budget Justifications

000XH Sarbanes-Oxley internal controls review (Federal Prison Industries only)

000XI Component and enterprise risk management

000XJ Enterprise performance management

000XK Operational and program audits

2) Licensing that is named-user or activity-based.

a. The contractor shall clearly define the requirements for named-user licensing vs subscription-based activity user licensing using the information provided below:

i. The Government assumes a named-user licensing structure limits access to the SaaS application by the number of active, named users for a given use case.

ii. The Government assumes a subscription-based activity user licensing structure provides unlimited user access to the SaaS application for a given use case.

b. The Contractor shall assume that component licenses are limited to the number of employees/contractors of the specific organization using a given use case.

Enterprise-based licensing includes all employees/contractors within the entire

Department of Justice and its components using a given use case.

3) Hosting, storage, backup & recovery costs are included with licensing costs.

a. The Contractor shall identify storage limits that are included with licensing price and cost for additional storage.

RFP No.15JPSS25R00000004 12

b. The Contractor must comply with FedRAMP and DOJ requirements for backup and recovery.

5. Implementation Requirements

The Contractor shall include Implementation as part of the total SaaS solution. The

Contractor shall have the ability to provide implementation in a single task order for any of the following scenarios:

1) Implement a single FPMS activity for a single organization

2) Implement a single FPMS activity for multiple organizations

3) Implement a single FPMS activity for the DOJ enterprise

4) Implement multiple FPMS activities for a single organization

5) Implement multiple FPMS activities for multiple organizations

6) Implement multiple FPMS activities for the DOJ enterprise

7) Provide professional services, including consulting, implementation and integration, to support the FPMS implementation activities. The professional service must include business processes; full data conversion from existing DOJ and other governmental systems; configuration; testing; training; cutover and

ATO-approval activities.

6. Operations & Maintenance Requirements

The Contractor shall include Operations and Maintenance (O&M) support as part of the total SaaS solution.

1) O&M support includes a functional / technical application help desk support that is available 24 hours a day, 7 days a week, and 365 days a year. The costs of the application helpdesk shall be included as part of the licensing costs.

2) Functional help desk support includes, but is not limited to addressing functional questions and issues (e.g. account management; configuration management; business process) related to SaaS solution.

3) Technical help desk support includes but is not limited to addressing technical questions and issues (e.g., integration issues with DOJ systems; ATO support needed to maintain the Department’s FPMS ATO; and security support required to address audit questions and annual contingency planning activities) related to the SaaS solution.

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4) The Offeror shall document their expected response time for addressing functional/technical help desk support requests. Expedited support requests will be required during peak periods (e.g., quarter-end, year-end, audit close) as required by the Government.

5) The Offeror shall make available reference and self-help documentation, including videos, on-line as part of its O&M strategy.

7. Training Requirements

The Contractor shall include Training as part of the total SaaS solution.

1) A training platform to support end-user and administrative personnel training.

2) Instructor-led, online, or computer-based training that covers the various roles and features of the system for end users and administrative personnel.

3) Training materials that are updated and accessible by the government as application changes occur.

4) Assist with the development of Department-specific and Component-specific training materials.

5) Contractor shall provide functional and technical certification training opportunities that result in an individual becoming a certified SaaS application user.

8. Documentation Requirements

The Contractor shall provide all documentation as part of the total SaaS solution. The

Government reserves the right to make additional copies of the provided documentation.

1) Documentation shall include functional and technical specifications, installation instructions, maintenance manuals, systems administration manuals, user manuals, release notes, and items to use and maintain the system functionality.

2) The documentation must be readily accessible by the Government in a format usable by the Government.

3) The documentation must be updated as the SaaS application changes through software releases and application upgrades. The Government reserves the right to make additional copies.

9. Post-Implementation Support Requirements

The Contractor shall provide post-implementation support, including consulting, training, and integration, that are not covered at part of its total SaaS offering.

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B. Quality Control

The Contractor the contractor is responsible for quality control and Quality Control Plan (QCP) originally submitted in its pre-award proposal. The Contractor’s Quality Control Plan shall provide a detailed description of the quality control measures employed to meet all of the requirements of this contract. The Contractor shall maintain and update its QCP as necessary;

however, any changes to the plan must be approved by the COR before being implemented.

C. Phase Out

At the conclusion of the contract, the functions performed under the contract and any task order issued against it may be awarded through another contractual instrument. In either case, the

Contractor may be required to assist in the phase-out of this contract. The price and terms of the assistance required will be negotiated separately.

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SECTION D – PACKAGING AND MARKING

1. Payment of Postage and Fees

All postage and fees related to submitting information to the Contracting Officer or the

Contracting Officer’s Representative (COR) shall be paid by the Contractor.

2. Preservation, Packaging, and Marking

a. All information submitted to the Contracting Officer, or the COR shall include the contract number.

b. Unless otherwise specified, all materials shall be preserved, packaged, and packed in accordance with normal commercial practices to ensure acceptance by common carrier and safe arrival at destination.

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SECTION E – INSPECTION AND ACCEPTANCE

a. Inspection and acceptance of supplies and services to be furnished under individual task orders will be performed at the place of performance or destination, by the COR or her/his designated representative, in accordance with FAR 52.246-2 Inspection of

Supplies-Fixed-Price or 52.246-4 Inspection of Services-Fixed-Price, as applicable.

Inspection will consist of an examination of the deliverable(s) and/or services for (1) compliance with the statement of work and/or other task order specific requirements, (2) thoroughness with respect to scope or content, and (3) quality with respect to the standards set forth in Section C or the individual task order.

b. The Government shall have 30 calendar days from receipt of each invoice to inspect and accept items delivered/work performed under the task order. Rejected work and/or comments on all deliverables will be provided to the Contractor by the COR.

c. The Contractor shall be responsible for replacement or corrections to the work or deliverables as necessary to meet the standards of acceptance identified in the contract and the task order. The cost to replace or correct nonconforming work or deliverables shall be borne as specified in the table below or as specified in the task order.

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SECTION F – DELIVERIES OR PERFORMANCE

1. Term of the Contract

The period of performance of the contract shall commence on January 1, 2025, and end on

December 31, 2025. Four (4) additional option periods of twelve (12) months may be exercised at the discretion of the Government.

Periods of Performance

Term From To

Base Year January 1, 2025 December 31, 2025

Option Year No. 1 January 1, 2026 December 31, 2026

Option Year No. 2 January 1, 2027 December 31, 2027

Option Year No. 3 January 1, 2028 December 31, 2028

Option Year No. 4 January 1, 2029 December 31, 2029

2. Place of Performance

The primary duty location for this contract is the Contractor’s site and Two Constitution Square, 145 N St. NE, Washington DC. Work may be performed at other locations is indicated on the individual task orders.

3. Notice to the Government of Delays

In the event the Contractor encounters difficulty in meeting performance requirements or anticipates difficulty in complying with the work order schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the

Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

4. Observance of Legal Holidays/Federal Non-Workdays

a. The Contractor must establish a standard holiday schedule that exactly coincides with the

Government's schedule for employees working on Government site. Holidays observed are listed below. Holidays and other non-workdays are not billable unless work is requested by the Government and performed on these days. The following is a list of

Government holidays:

1. New Year's Day;

2. Martin Luther King Jr. Day;

3. Presidents’ Day;

4. Memorial Day;

5. Juneteenth;

6. Independence Day;

7. Labor Day;

8. Columbus Day;

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9. Veterans Day;

10. Thanksgiving Day;

11. Christmas Day; and

12. Inauguration Day (every fourth year) in Washington DC metro area

b. No work shall be performed by Contractor personnel on Government facilities on

Federal holidays or other non-workdays without prior written approval of the

Contracting Officer. Work performed on holidays, weekends or other non-workdays shall be billable at the “normal” unit prices in the pricing tables.

c. There are certain types of irregularly occurring circumstances that prompt the

Government to close its offices where Contractor personnel are working, either on a national or local basis (i.e., bomb threats, inclement weather, environmental conditions, death of a national figure or funding lapses). In general, the Contractor will follow the same guidelines as Federal employees in the Washington, D.C. area regarding closure of the Government. See OPM’s website, http://www/opm.gov, and Operating Status, which will show the daily status if Federal Government Washington, D.C. offices are open/closed, or if opening on a late arrival basis. When a Government closure is announced prior to the start of any workday, the Government is not obligated to pay the

Contractor for that particular day. When a Government closure is announced after the start of the workday, the Contractor will be paid for a full eight hours for all labor category positions filled at the start of the day, after the COR’s coordination with the

ACO. If a "late arrival" notice is announced, the Contractor will be paid minus the time designated in the late arrival notification. For instance, if the late arrival notification states a two-hour delay, then two hours would be deducted from a full eight hours.

d. During a Government closure, some Contractor employees may be designated as essential and will be required to work. The determination as to which employees (or positions) are considered essential will be made by the COR in consultation with the

Program Manager.

http://www/opm.gov

RFP No.15JPSS25R00000004 19

SECTION G – CONTRACT ADMINISTRATION

1. Contracting Officer (CO)

a. The Contracting Officer has the overall responsibility for the administration of this contract. The Contracting Officer alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details, and/or delivery schedules. However, the

Contracting Officer may delegate certain other responsibilities to their authorized representative.

b. The Contracting Officer for this contract is:

a. Cindy L Gold

U.S. Department of Justice

Procurement Services Staff

145 N Street, NE

Washington D.C. 20530

Phone: 202-598-0002

Email: Cindy.L.Gold2@usdoj.gov

c. Written communications shall refer to the contract number and shall be mailed to the above address.

2. Contracting Officer’s Representative (COR)

a. Upon award, a Contracting Officer's Representative (COR) will be designated to coordinate the technical aspects of this contract and inspect items/services furnished hereunder; however, the COR shall not be authorized to change any terms and conditions of the contract, including price.

b. The performance of work required herein shall be subject to the technical direction of the cognizant COR or their designee with respect to technical matters pertaining hereto. As used herein, "Technical Direction" is direction to the Contractor that fills in details, suggests possible lines of inquiry, or otherwise supplements the scope of work.

"Technical Direction" must be confined to the general scope of work set forth herein and shall not constitute a new assignment, nor supersede or modify any other Clause of this contract. To be valid, technical direction:

1) must be issued in writing, consistent with the general scope of work set forth in the contract

2) shall not change the expressed terms, conditions, or specifications incorporated into this contract; and

3) shall not constitute a basis for extension to the contract delivery schedule or contract price.

mailto:Cindy.L.Gold2@usdoj.gov

RFP No.15JPSS25R00000004 20

c. The COR is authorized to:

1) Act as liaison and coordinate contractor/government activities;

2) Arrange for and coordinate the use of government resources (personnel, space, documents, etc.);

3) Provide technical guidance in the performance of the contract; and

4) Receive, review, and approve (but not reject or deny) progress reports, selected invoices and final reports or other functions of a technical nature.

e. The COR has the responsibility to inspect all deliverables and authorization to certify

(but not reject or deny) invoices for payment in accordance with Section G.5. The authority to reject or deny performance and associated invoice payment is expressly reserved for the Contracting Officer.

f. The COR does not have the authority to alter the Contractor's obligations under the contract; direct changes that fall within the purview of the clause entitled "Changes" and/or modify any of the expressed terms, conditions, specifications, or price of the contract. If, as a result of technical discussions, it is desirable to alter/change contractual obligations or the Specification/Work Statement, the Contracting Officer shall issue such changes in writing and signed.

g. The COR assigned cognizance of this contract is:

[To be designated at time of award]

h. A copy of certain written communications shall be concurrently mailed or otherwise furnished to the Contracting Officer at the address set forth in Clause G.1.

3. Security Programs Manager

a. Upon contract award, a Security Programs Manager (SPM) will be designated to coordinate those aspects of this contract which pertain to obtaining and maintaining security clearances at the appropriate levels for contractor personnel performing hereunder.

b. During the pre-award phase of this contract, the SPM is responsible for performing the following duties:

1) Provide the Contracting Officer with the appropriate contractor personnel security screening requirements (including waiver requirements, if appropriate) and background investigation (BI) requirements for obtaining services of non-Federal employees under the resultant contract and orders.

RFP No.15JPSS25R00000004 21

2) Determine the risk level for each contractor position. The risk level must be based on an overall assessment of the damage that an untrustworthy contractor could cause to the efficiency or the integrity of Departmental operations. The SPM shall provide this information to the Contracting Officer for inclusion in the resultant contract.

3) Certify that the personnel security requirements of the contract are adequate to ensure the security of Departmental operations, information, and personnel. The SPM shall provide this written certification to the Contracting Officer prior to the release of the

Request for Proposals.

c. The SPM for this contract is:

[To be designated at time of award]

d. The personnel security requirements of this contract are set forth in Section H.4 of the

e. Following the award of this contract, the SPM shall ensure that the personnel security requirements set forth herein are followed. In addition, the SPM shall comply with the supplemental guidelines provided by the Contracting Officer.

4. Contractor Representative

a. The Contractor’s Representative to be contacted for all contract administration matters

[To be inserted after award]

b. The Contractor's Representative shall be responsible for all contract administration issues and shall act as the central point of contact with the Government for all such issues. The representative shall have full authority to act for the contractor in all contractual matters.

5. Invoice and Payments

a. The Contractor shall render invoices not more frequently than monthly, in an original only (i.e., one copy only) to the COR at the address listed in Section G.1.2 or as otherwise instructed in the individual task orders. To constitute a proper invoice, the following information and/or attached documentation shall be included with the invoice

(as applicable):

1) Name and address of the Contractor

2) Invoice date

3) Contract number

4) Task order number

5) Period covered by the invoice

6) CLIN number and description, quantity, unit price and extended total for the period covered (see also paragraph (b) below)

7) Cumulative amounts billed by CLIN to date

8) Shipping and payment terms

RFP No.15JPSS25R00000004 22

9) Name and address of Contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

10) Taxpayer Identification Number

11) UEI Number

b. In addition to the invoice requirements listed in paragraph (a) above, each invoice shall include (as applicable):

1) For task orders with labor hour costs, actual direct labor hours expended by each individual (fractional parts of an hour shall be rounded to the nearest one-half (1/2) hour or lesser fraction in computing the amount payable) multiplied by the appropriate unit price (hourly rate) from the applicable CLIN.

2) Itemization of all actual ODCs being claimed must include supporting documentation as requested by the COR.

3) Total cost for each CLIN category shall be shown as a whole dollar/cent value.

Computations that equal a fractional value of a cent shall be rounded up or down accordingly to the nearest whole cent (.005 or less round down).

c. The COR will certify the hours worked, ODC items (if any), and satisfactory completion of all work and services billed. Negative inspection results will be reported immediately to the Contractor and Contracting Officer.

d. Each program Statement of Work may include additional invoice requirements.

e. Payment will be made on a monthly basis in accordance with the clause 52.232-1

Payments. Please note that the Contractor must submit all invoices to the address identified in each individual task order.

6. Interest on Overdue Payments

The FAR clause entitled "Prompt Payment" (see Section I.2, Clause 52.232-25) is applicable to payment under this contract and requires interest on overdue payment and improperly taken discounts. Determinations of interest due will be made in accordance with the provisions of the prompt payment clause.

RFP No.15JPSS25R00000004 23

SECTION H – SPECIAL CONTRACT REQUIREMENTS

1. Contract Type

This is a fixed unit price, indefinite-delivery, indefinite-quantity contract. Individual orders will be issued on a firm-fixed price basis.

2. Funding

a. Funds shall be obligated on a firm fixed price basis for individual task orders.

b. The Government reserves the right to schedule the award and/or issuance of the individual orders based upon availability of funds.

3. Ordering

a. Orders shall be issued by the Administrative Contracting Officer (ACO) on behalf of

DOJ entities. Supplies and Services to be furnished under this contract shall be ordered by issuance of task orders issued by the U.S. Department of Justice, Procurement

Services Staff, 145 N Street, NE, Washington, DC 20530.

b. Task orders may be issued anytime during the term of this contract.

c. All task orders are subject to the terms and conditions of this contract. In the event of conflict between a task order and this contract, the contract shall control.

d. Each task order issued hereunder shall contain a dollar ceiling which the contractor shall not exceed except at its own risk.

4. Order Content

Each order issued under this contract will include the following information as applicable:

1) Contract number and order number

2) Date of the order

3) Program name and title/description

4) Description of the work to be performed

5) Work schedule, period of performance or required completion date

6) Place of delivery or performance

7) Reporting requirements and deliverables, as applicable

8) CLIN number and description, quantity, unit price and extended total

9) Firm fixed price to complete the requirements

10) Security requirements; and

11) Accounting and appropriation data.

RFP No.15JPSS25R00000004 24

5. Prohibition against Soliciting and Performing Personal Services

a. The performance of personal services under this contract is strictly prohibited.

b. Personal service contracting is described in Section 37.104 of the Federal Acquisition

Regulations (FAR). There are a number of factors, when taken individually or collectively, which may constitute personal services. Each contract arrangement must be judged in light of its own facts and circumstances, but the question relative to personal services is: Will the Government exercise relatively continuous supervision and control over the contractor personnel performing this contract?

c. The Government and the Contractor understand and agree that the support services to be delivered under this contract are non-personal services in nature; that is, no employer-employee relationships exist or will exist under the contract between the Government and the Contractor or between the Government and the Contractor’s employees.

d. Contractor personnel under this contract shall not:

1) Be placed in a position where they are appointed or employed by a Federal employee, or are under the supervision, direction, or evaluation of a Federal employee.

2) Be placed in a Federal staff or policy making position.

3) Be placed in a position of supervision, direction, or evaluation over DOJ personnel, or personnel of other contractors, or become a part of a government organization.

e. Employee Relationship

1) The services to be performed under this contract do not require the contractor or its employees to exercise personal judgment and discretion on behalf of the Government.

2) Rules, regulations, direction, and requirements which are issued by DOJ management under their responsibility for good order, administration, and security are applicable to all personnel who enter a Government installation. This is not to be construed or interpreted to establish any degree of Government control which is inconsistent with a non-personal services contract.

3) The Contractor shall immediately advise the Contracting Officer if the Contractor or its employees are directed by any Government employee to perform work that the

Contractor believes constitutes personal services.

d. The Contractor shall appoint a Quality Assurance (QA) Manager who will be the contractor’s authorized representative for technical and administrative performance of all services required hereunder. The QA Manager shall provide the single point of contact through which all contractor/government communications, work, and technical direction shall flow. The QA Manager shall receive and execute, on behalf of the Contractor, such technical direction as the COR may issue within the terms and conditions of the contract.

RFP No.15JPSS25R00000004 25

All administrative support of contractor technical personnel required to fulfill the tasks assigned under this contract shall be the responsibility of the contractor.

6. Proprietary Rights

a. Government Furnished Data and Materials. The DOJ shall retain all rights and privileges, including those of patent and copyright, to all Government furnished data. The Contractor shall neither retain nor reproduce for private or commercial use any data or other materials furnished under this contract other than as is necessary to perform its obligations under the contract. The Contractor agrees not to assert any rights at common law or in equity or establish any claim to statutory copyright in such data. These rights are not exclusive and are in addition to any other rights and remedies to which the

Government is otherwise entitled in the contract.

b. Contractor Produced Software, Data and Materials. The government shall have unlimited rights, as delineated in FAR Clause 52.227-14 - Rights in Data-General, which is incorporated by reference herein, in all computer software, documentation, and other data developed by the Contractor under this IDIQ. This includes, but is not limited to all property rights, including publication rights, in the information and materials produced by the Contractor in connection with this IDIQ.