RFP75D30124R72948 - Combined Synopsis Solicitation.pdf

75D30124R72948

SUBJECT: Centers for Disease Control & Prevention (CDC) Shuttle Operations Support Services

SOLICITATION NUMBER: 75D30124R72948

QUESTIONS DUE DATE/TIME: March 28, 2024; no later than 4:30pm Eastern Standard Time (EST)

PROPOSAL DUE DATE/TIME: April 22, 2024 / no later than 10:00am Eastern Standard Time (EST)

SECTION A – DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This solicitation is a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03.

The associated North American Industrial Classification System (NAICS) code for this procurement is 485410 (School and Employee Bus Transportation) with a Standard Size of $30 Million dollars. THIS IS AN UNRESTRICTED FULL and OPEN OPPORTUNITY.

This is a RFP for the operation of agency’s shuttle service and execution of clerical/administrative tasks associated with shuttle management. The Government intends to award a Firm Fixed-Price contract as a result of this solicitation that will include the terms and conditions that are set forth herein.

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. DESCRIPTION OF SUPPLIES & SERVICES

B.1.1. The CDC’s Logistics Property Management Services Office (LPMSO) has a requirement for shuttle support services and execution of clerical/administrative tasks associated with shuttle management.

B.1.2. Contract Type is Firm-Fixed Price.

B.1.3. Pricing Terms - “CLIN defined by 0001 etc.” means contract line item that corresponds to each year. “UNIT PRICE” represents the amount to be paid to the contractor monthly.

Base Year (Transition In) Item:

ITEM SUPPLIES / SERVICES QTY / UNIT UNIT PRICE EXTENDED PRICE

0001 CDC Shuttle Operations Spt Services

PoP: 6/1/2024 thru 6/15/2024

This is a Firm Fixed Price Line Item This is a Severable Services Line Item

15 Days

Base Year Items:

0002 CDC Shuttle Operations Spt Services Roybal Campus/Lindbergh Marta

PoP: 6/16/2024 thru 5/31/2025

12 Months

0003 CDC Shuttle Operations Spt Services Chamblee Campus/Chamblee Marta

PoP: 6/16/2024 thru 5/31/2025

Option Year 1 Items:

1001 CDC Shuttle Operations Spt Services Roybal Campus/Lindbergh Marta

PoP: 6/1/2025 thru 5/31/2026

1002 CDC Shuttle Operations Spt Services Chamblee Campus/Chamblee Marta

PoP: 6/1/2025 thru 5/31/2026

Option Year 2 Items:

2001 CDC Shuttle Operations Spt Services Roybal Campus/Lindbergh Marta

PoP: 6/1/2026 thru 5/31/2027

2002 CDC Shuttle Operations Spt Services Chamblee Campus/Chamblee Marta

PoP: 6/1/2026 thru 5/31/2027

Option Year 3 Items:

3001 CDC Shuttle Operations Spt Services Roybal Campus/Lindbergh Marta

PoP: 6/1/2027 thru 5/31/2028

3002 CDC Shuttle Operations Spt Services Chamblee Campus/Chamblee Marta

PoP: 6/1/2027 thru 5/31/2028

Option Year 4 Items:

4001 CDC Shuttle Operations Spt Services Roybal Campus/Lindbergh Marta

PoP: 6/1/2028 thru 3/31/2029

10 Months

4002 CDC Shuttle Operations Spt Services Chamblee Campus/Chamblee Marta

PoP: 6/1/2028 thru 3/31/2029

10 Months

Option Year 4 (Transition Out) Item:

4003 CDC Shuttle Operations Spt Services

PoP: 4/1/2028 thru 5/31/2029

2 Months

Section B Price Summary Table

Total Base Year $_______________________

Total Option Year 1 $_______________________

Total Option Year 2 $_______________________

Total Option Year 3 $_______________________

Total Option Year 4 $_______________________

Total Contract Price (Base Plus All Options) $_______________________

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. BACKGROUND AND NEED

The Centers for Disease Control and Prevention (CDC), Office of Safety, Security, and Asset Management (OSSAM), Logistics Property Management Services Office (LPMSO) requires support in the operation of the agency’s shuttle service and execution of clerical/administrative tasks associated with shuttle management. The Logistics Property Management Services Office (LPMSO) supports CDC mission by providing exceptional customer service in shuttle services.

C.2. PROJECT OBJECTIVE

Primary objective is to support LPMSO in the operation of the agency’s shuttle service and execution of clerical/administrative tasks associated with shuttle management.

C.3. SCOPE OF WORK

Provide reliable, cost effective, fuel efficient and quality passenger service. As an independent organization, and not as an agent of the government, the Contractor shall provide all necessary transportation services including but not limited to all labor personnel, materials, equipment, supplies, management, supervision, and administration necessary to perform the duties required to successfully complete the tasks contained within this statement of work. The scope of this contract will provide a complete range of services necessary to provide CDC with efficient transportation services as part of shuttle bus operations for commuter personnel and visitor transportation.

C.4. TECHNICAL REQUIREMENTS – TASKS TO BE PERFORMED

The Contractor shall transport properly badged CDC personnel and authorized visitors within service area defined below. Service area includes CDC's Roybal and Chamblee campuses. Drivers’ shifts will overlap and consider pre- and post-vehicle inspections.

The Contractor shall furnish the vehicles, maintain all required licenses, insurance, permits and vehicle registrations to operate in performance of this contract. The Contractor bears the sole burden for ensuring that all required licenses and permits are obtained and renewed as specified by the regulating agency. The Contractor shall furnish and maintain all necessary services, qualified personnel, equipment, and supplies, to manage and operate shuttle services.

The Contractor shall provide personnel with skills and training to fulfill range of duties including, but not limited to, vehicle operation, route scheduling, report preparation, maintaining records, and safety training. The Contractor shall staff key personnel to assure the performance of the tasks are in accordance with sound and efficient management practices.

Task 1: FIXED ROUTE SCHEDULE

1. Roybal Campus (between MARTA Lindberg Station)

a. Monday through Friday from 6:30 am to 11:00 am and 3:00 pm – 6:00 pm

i. (First outbound from Lindbergh MARTA 6:30 am)

ii. (Last departure from CDC Roybal 5:30 pm)

b. Average 30-minute trip intervals

c. Minimum of 2 shuttles

2. Chamblee – Warehouse Campus (between MARTA Chamblee Station)

a. Monday through Friday from 6:30 am to 11:00 am and 3:00 pm – 6:00 pm

i. (First outbound from Chamblee MARTA 6:30 am)

ii. (Last departure from CDC Chamblee 5:45 pm)

b. Average 15-minute trip intervals

c. Minimum of 2 shuttles

I. VEHICLE REQUREMENTS

a. Any vehicle used in performance of these services shall not be older than five (5) years during the contract period.

b. Vehicles shall be equipped for accessibility to persons with disabilities.

c. Vehicles shall have fully functional seasonal climate control (air conditioning, heating, etc.).

d. Vehicle shall be a minimum 12-15 passenger capacity to perform daily route-based trips up to maximum sized 24 passenger shuttle.

e. If a vehicle is not fully operational, it shall be removed from the route until such time that repairs can be made. The Contractor shall continue to supply the appropriate number and size of vehicles to continue the route.

f. Appropriate equipment shall be available for all passengers to board the shuttle properly.

Vehicles operating on fixed route(s) to transit stations must be wheelchair accessible and able to accommodate bicycle(s). Visitor shuttle operating internal to campus shall be wheelchair accessible.

g. Vehicles shall provide signage on shuttles indicating designated route(s) but may not use CDC or HHS Logo.

II. SHUTTLE SERVICE OPERATIONS

a. Contractor shall be responsible to ensure sufficient staff is on duty to support any non-cancelled operations during inclement weather, even if the Government has announced Official Closure.

b. The Contractor shall be required to staff their positions up to 3 hours after any official closure by the Federal Government but not to exceed the operational hours of each route.

c. Shuttle vehicles used for transit fixed routes must be equipped with electronic arrival and departure technologies (such as NextBus or similar device).

d. Driver shall stop at the designated location(s) and return passengers to the location as scheduled by route; as directed by dispatcher; or at the required intervals for route scheduled.

Schedule and pick up locations may be adjusted based on demand, service level requirements, inclement weather, or emergent conditions.

e. Drivers shall verify that all passengers are authorized to board. (COR will provide guidance on accepted verification).

f. The Contractor shall maintain equipment in each shuttle to allow immediate communication between the driver and the dispatcher and contract project manager.

g. Driver shall check in at thirty (30) minute intervals with the dispatch officer or designated representative in the security office as directed to maintain service levels based on route.

h. Driver shall respond to handheld radio calls within ten (10) minutes of call for shuttle service.

Must maintain handheld radios are operational by testing battery and frequency.

i. Data entry and logging daily trips onto intake form (include passenger’s name, employment status (FTE, Contractor, guest) shuttle route, campus, CIO, time of pick up, and time of return.

j. Obey all state, local and federal laws while operating vehicles.

k. Complete pre- and post- vehicle inspections.

l. In the event of a vehicular accident the contractor shall contact the COR or CDC Project

Manager to provide voice and written electronic notification within 1 hour.

m. All electronic technologies shall be Rehabilitation Act of 1973 as Amended; Section 508 compliant. This option may be exercised before or after award of the contract which shall be determined by price and compliance with the Rehabilitation Act of 1973 as Amended, Section 508.

III. PERSONNEL REQUIREMENTS (QUALIFICATIONS)

a. Drivers shall possess a valid Georgia driver’s license or Commercial Driver’s License

(CDL)

b. Drivers shall have five (5) or more years documented experience operating 12 passenger or larger vehicle(s).

c. Drivers shall not have any record of suspensions, revocations, DUI/DWI on State Issued Driver’s License. Contract personnel shall have no criminal record.

d. All contract personnel shall obtain and maintain valid security clearance(s) per CDC Security Office.

e. Contract personnel shall be proficient with the use of office automated equipment (scanners, copiers, computers, fax machines, voice message systems, handheld radio, other electronic equipment).

f. Personnel shall be proficient with Microsoft Office (Word, Excel, and Outlook) and HP Service Manager

g. Ability to effectively communicate in English, both verbal and written

h. Personnel shall be proficient in typing, written communication (spelling, punctuation, grammar, and oral communication; organizing and maintaining paper as well as, electronic files to create spreadsheets and entry of records into electronic databases; able to verify reports for accuracy and completeness; handling and responding to customers’ feedback.

i. Personnel shall be customer service oriented, able to correspond written and orally, maintain good interpersonal skills, manage inquiries by phone and email.

IV. OFFEROR REQUIREMENTS (QUALIFICATIONS)

The Offeror shall have a license to operate in the state of Georgia. A copy of offeror’s license shall be submitted with the Offeror’s proposal.

C.5. REPORTING SCHEDULE

See deliverables table below in Part C.10 - Deliverables.

C.6 SPECIAL CONSIDERATIONS – N/A

C.7. GOVERNMENT FURNISHED PROPERTY

The Government shall furnish or make available to the Contractor certain Government owned or leased facilities, equipment, material, and utilities for use in connection with this Contract.

a. Government Furnished Property (GFP) includes use of building facilities, equipment, and materials in the possession of, or acquired directly by, the Government and subsequently delivered or otherwise made available to the Contractor.

b. Property or services supplied by the Government will be used for performance of work under this contract, or as authorized by the Contracting Officer or his/her designee. References in this section to inventories of GFP apply only in the event of a contract award.

C.8 PLACE OF PERFORMANCE AND CONTRACT SUPPORT HOURS

Contract personnel shall operate from CDC on-site location(s), either Chamblee (4770 Buford Hwy, Chamblee, GA 30341) or Roybal (1600 Clifton Road NE, Atlanta, GA 30329-4018) campuses. The contractor shall perform much of the work under this contract within defined service boundaries around CDC owned and leased sites as listed below.

Place of Performance:

CDC METRO ATLANTA SHUTTLE SERVICE LOCATIONS

Roybal Campus 1600 Clifton Road Atlanta, GA 30329

Chamblee 4770 Buford Highway Chamblee, GA 30341

CDC North Distribution Center (Warehouse) 3719 N. Peachtree Road

MARTA Lindbergh Station 2424 Piedmont Rd NE, Atlanta, GA 30324

MARTA Chamblee Station 5200 New Peachtree Rd, Chamblee, GA 30341

Contract Support Hours:

Operational business hours are 6:30 AM – 6:00 PM, Shuttle Services (Lindbergh MARTA to Roybal Campus) 6:30 AM – 6:00 PM and (Chamblee MARTA to Chamblee Campus & CDC Warehouse) 6:30 AM -6:00 PM Contractor support shall be required during the business hours of 6:00 AM to 6:00 PM (12 hours duty), Mondays through Fridays, excluding the federal holidays listed in clause Observance of Legal Holidays and Administrative Leave (Government Facilities Performance) (July 2021).

C.9 TRAVEL – N/A

C.10 DELIVERABLES

The contractor shall create the following items for delivery and submission to the individual(s) listed, via the method and in the quantity specified, in accordance with the schedule provided below.

TASK 1 Description Drivers meet scheduled arrival and departure times (no more than

5-minute delay). Notification of external impacts to service delivery or incidents that impact vehicle operations must be reported immediately to Dispatcher and COR.

Quantity / No.

Copies:

As prescribed: Notification transmitted Verbal, electronic (email)

Delivery Date: As prescribed travel times and route-based destinations.

Deliver To: COR

TASK 1 Description

1. Safety training manual; emergency and incident reporting.

2. Evidence that all contractor employees have successfully completed all training.

Quantity / No.

Copies:

As prescribed:

1-3. Documentation of personnel with completion dates.

Delivery Date: With 30 days of personnel on boarding and quarterly

Deliver To: COR and designated POC Fleet

TASK 1 Description Prepare and deliver an electronically editable weekly and monthly report. All reports shall include:

1. Passengers Logs;

2. Incident Reports;

3. Vehicle damage or maintenance issues

4. Customer Service Feedback

Quantity / No.

Copies:

As prescribed electronic format:

1. Collected daily on-board vehicle for each shuttle route (include trip, mileage, passenger information, utilization).

2-3. As needed reported within 30 min of occurrence.

All: Generate daily, weekly, monthly, and annual reports. Tabulation and data verification should be error free, no more than 2 instances per 30-day period.

Delivery Date: Summary of Weekly Passenger Logs for all service lines submitted No Later Than (NLT) 12:00pm each reporting Monday (submittal due follow day if a Holiday).

Deliver To: COR

Reporting Schedule:

In addition to the specific deliverable schedules in the tasks above the Contractor shall do the following:

A. Kickoff Meeting - The Contractor’s Project Manager shall attend a kick-off meeting with the CDC COR and the Program Office. The meeting location can be at a CDC facility in Atlanta, Georgia or virtually using Microsoft Teams or Zoom. This meeting will occur within 10 days after award.

B. Monthly & Quarterly Reporting

1. The contractor shall provide a written monthly/quarterly progress reports detailing the currenct status of work under the contract. This report will include at a minimum the following information:

• A summary of activity completed during the reporting period and significant events regarding the project;

• A list of deliverables produced;

• Sufficient information for confirmation of effort covered by invoices for the same period, workload planning, and evaluation of service/task performance;

• Any current or anticipated problems encountered during the reporting period and solutions proposed; and

• Thoughts, recommendations, etc., for the project based or progress to date.

The report is due to the CDC Contracting Officer’s Representative electronically no later than the last working calendar day of the month/quarter. The report format must be Microsoft Word or equivalent. Late delivery will delay invoice review and approval.

C. Final Yearly Report

The Contractor shall provide the COR a final report due no later than the last two days of the contract.

The report shall be narrative in form and shall include:

• Review of contract activities.

• Findings and Contractor recommendations.

• An Executive SummaryProperty Accountability of Government Furnished Equipment.

C.11 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / PERFORMANCE MATRIX

C.10.1. The QASP/Performance Matrix will be used to make sure the systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in this contract.

C.10.2. The contractor is responsible for management and quality control actions necessary to meet the quality standards set forth by this contract. The contractor is required to develop and submit a Quality Control Plan (QCP) for the Governments approval in compliance with this contract.

Once accepted, the Contractor will then use the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

C.10.3. The below listed Performance Standards and Surveillance Activity Checks shall be used by the COR in the technical administration of this QASP/Performance Matrix.

QASP / PERFORMANCE MATRIX

TASK 1 Work Requirement

SHUTTLE OPERATIONS SERVICES The contractor shall monitor drivers and provide continuity of service to customer and optimize shuttle service.

Acceptable Quality Level

(AQL)

The operator shall meet shuttle service schedule posted. Shall be within 5 minutes 80% of the time. A customer shall wait no more than 5 minutes. Delay due to external conditions, i.e., road conditions, mechanical failure, or accident shall report to dispatch and COR immediately.

Monitoring Method

COR Monitoring; Inspections, onboard, review/audit of reports and logs; No more than 3 valid claims incidents per 30-day period; Immediate removal or restriction to conduct services based on severity of action.

Incentives / Disincentives

CPARS Evaluation; Contractor’s Performance is documented as past performance using CPARS which is considered for future awards; Performance is considered in determining whether to exercise the option periods

TASK 1 Work Requirement

CUSTOMER SERVICE & CONDUCT Courteous, polite, and attentive to passengers/customers.

Acceptable Quality Level

(AQL)

No more than 3 valid complaints per 30-day period; regarding untimely response or delivery; unmet requirements of this contract. Shall respond and resolve customer inquiries, feedback, or complaints within 1-2 business days.

Monitoring Method

(1) Generate 3 or more complaints within 30-day period for disruptive or disturbing behavior. (2) Observed displaying unsafe driving habits (3) Fault in serious accident (4) Fraud or misuse of government owned equipment (5) Unauthorized use of Government communications equipment or other Government property. (6) No DWIs/DUIs

Incentives / Disincentives

COR may remove access to CDC and/or revoke CDC badge(s) if the above occurs CPARS Evaluation; Contractor’s Performance is documented as past performance using CPARS which is considered for future awards; Performance is considered in determining whether to exercise the option periods

OPTIONAL

ITEMS

On board vehicle tracking system which uses global positioning satellite (GPS) information to track vehicle arrival and departure. Includes a Mobile app for users to securely track arrival and departure time.

QASP/PERFORMANCE MATRIX ACTIVITY CHECK

The COR will perform a semi-annual and annual assessment of the quality and reliability of these services.

The assessment will consist of the COR contacting the end users, reviewing customer complaints, record or preventive maitnenance reports and other reports documenting the contractors level of service.

C.12 KEY PERSONNEL

The key personnel specified in this contract are essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract shall be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

Key Personnel: Shuttle Supervisor, Bus/Shuttle Drivers The contractor shall provide adequate supervision to ensure that all requested services are performed in a professional workmanship manner.

C.13 MINIMUM VENDOR QUALIFICATIONS

The contractor shall provide at their own expense:

a) Vehicles to perform tasks as outlined in deliverables

b) Mobile equipment for drivers to communicate

c) Uniforms and any safety equipment required for contract personnel.

C.14 SPECIAL REQUIREMENTS

I. POST-AWARD MEETING

A post award meeting will take place no later than 10 business days from award. The contractor shall meet with CDC personnel in the Office of Safety, Security and Asset Management (OSSAM);

the Contract Officers Representative (COR), Logistics Property Management Services Office (LPMSO) and Safety and Security Office (SSO) and other CDC personnel as required concerning shuttles operations.

II. INSURANCE

Work on this project requires the contractor be fully insured with an insurance company licensed and qualified to operate in the State of Georgia with rating of an A- or better. Contractor shall carry the following lines of coverage with the following minimum limits:

a. Liability Insurance with bodily injury of at least $200,000 per person, and $500,000 per occurrence.

b. Property Damage of $20,000 per occurrence.

c. Worker’s Compensation Insurance with limits as required by the State of Georgia.

d. Contactor agrees to indemnify and hold harmless CDC against all actions resulting from, or associated with, the shuttle vehicle operation.

III. APPEARANCE

a. The style and color of the uniform shall be subject to the Contracting Officer Representative’s approval.

b. All non-administrative personnel shall wear appropriate uniforms to consist of long trousers or skirt, shirts, or blouses with collar.

c. All non-administrative personnel shall have a nametag and distinctive uniform lettered to indicate the identity of the contractor. The nametags shall be located on the outer clothing on the front of the body between neck and waist so that it is always visible.

C.15 ADDITIONAL REQUIREMENTS

Electronic and Information Technology Accessibility Notice

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

(c) The Section 508 accessibility standards applicable to this contract are: 1194

205 WCAG 2.0 Level A & AA Success Criteria 302 Functional Performance Criteria 502 Inoperability with Assistive Technology 504 Authoring Tools 602 Support Documentation 603 Support Services

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and documentation detail - whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://hhs.gov/web/508.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

(e) Electronic content must be accessible to HHS acceptance criteria. Checklist for various formats is available at http://508.hhs.gov/, or from the Section 508 Coordinator listed at https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html. Materials that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Representative.

QUALITY OF SUPPORT

The Contractor shall ensure that all Contractor support personnel are adequately trained, possess the requisite experience, and are otherwise fully qualified to provide the high level of support required by the government prior to being assigned to the contract.

a) Contractor Personnel: The Contractor and Contractor employees shall conduct only business covered by this contract during periods paid for by the Government and shall not conduct any other business on Government premises. Federal regulations prohibit the use of any controlled substances and alcoholic beverages while Contractor employees are working on Federal property or in Federal installations. Contractor personnel shall be made aware of these requirements prior to commencing work under this contract.

Contractor personnel are expected to conduct themselves in a professional and courteous manner at all times.

Inappropriate conduct and/or substance abuse will not be tolerated. The Contractor will be responsible for taking such action as deemed appropriate.

If unusual behavior and conditions threaten the orderly conduct of business occurring during the course of an assignment, the Contractor will be responsible for taking such action as deemed appropriate.

Staff shall follow the federal plain language guidelines and will be required to take plain language training.

Those creating materials for the public shall be trained on and use CDC’s Clear Communications Index.

b) Training: The Contractor, at its own expense, shall perform training. The Government will provide orientation and CDC conducted training on specific systems, unit, site, programs or education requirements, systems, policies, and procedures peculiar to the work to be performed by the Contractor and unique to CDC operations.

Limited training of Contractor employees may be authorized (e.g., when the customer changes software systems during the performance of an ongoing task and it is determined to be in the best interest of the Government to retain a Contractor employee for corporate experience and familiarity with the project in progress.)

The Government will not authorize training for Contractor employees to attend seminars, symposiums, classroom training or user group conferences unless determined that attendance is mandatory for the performance of task requirements and such training is approved in advance by the Contracting Officer.

Training at Government expense shall not be authorized for replacement personnel for the sole purpose of keeping Contractor employees abreast of advances in the state-of-the-art technology or for training Contractor employees on equipment, computer languages, and computer operating systems for which training is available on the commercial market. The Contractor shall assume full responsibility for keeping Contractor employees abreast of advances in state-of-the-art technologies.

c) Transition and Succession: The Contractor shall have a transition and succession plan that demonstrates the capability to ensure a smooth transition with current contracts and/or successor contracts with a minimum of disruption to customer services. The offeror shall plan for phase in a 30 day transition period. The offeror should provide a Transition Plan limited to three pages. The plan shall include a technical and management transition approach that is clear and complete including the timeline and resources required for the transition.

The Transition Plan shall detail the planned transition methodology in logical sequence to ensure a smooth transition of all tasks/subtasks of the PWS without interruption or degradation of service levels. The plan shall include an approach that ensures the successful achievement while limiting impact to existing programs / projects. The plan shall also include a complete description of risks (cost, technical and performance to both the Offeror and the Government), issues and risk mitigation strategies.

Within 10 calendar days of contract award, the Contractor shall meet with the Contracting Officer's Representative (COR) to identify Contractor employees who have provided services to various customer agencies under other contracts that may be transitioned to this contract. Determinations will be made in cases where there is some question as to whether a person would be “continuing” to perform the same or substantially the same service for CDC.

At the end of the contract period, the Contractor may be required to continue performance to complete tasks (as compared to level of effort task orders) issued prior to the effective date of any successor contract, unless terminated by the CO. The Contractor shall also be expected to work with the follow-on Contractor's to ensure a smooth transition. Within 10 business days of the award of the successor contract, the Contractor will be required to meet with CDC Contracting Officer's Representative (COR) and the new Contractor to discuss and identify any outstanding transition issues. CDC will be responsible for the costs of this transition period.

CONTINUITY OF CONTRACT SUPPORT/ RECRUITMENT AND RETENTION

This is a non-personal service, Firm-Fixed Price Contract. Therefore, the Contractor shall have the responsibility for individual personnel management, to include removal and replacement. The Contracting Officer may require the removal and replacement of personnel as a result of security actions or other reasons, in accordance with FAR 52.246-4 Inspection of Services-Fixed Price. The Contractor shall ensure the contractually required support level is maintained at all times. The contract is for specified skill types/levels and labor hours, not for specific individuals.

The Contractor shall employ hiring and retention practices that ensure the Contractor is able to identify, screen, place, monitor, train, practice good management and payment practices to retain qualified candidates to fulfill service requirements under this contract. The Contractor shall maintain a database of applications for appropriate candidates, accessible by education, field of expertise, work experiences, certifications, languages and other skills.

SECURITY

a.) All contractors need a background check/National Agency Check and Inquiry (NACI), as determined by the Security Officer. The government will be responsible for the background check. Check must be initiated prior to reporting for duty b.) When non-US citizens are hired, the vendor is responsible for arrangements for the work visa and any associated documents.

c.) Contractors shall adhere to the safety and health standards as established by the CDC Office of Health and Safety.

d.) The CDC buildings – owned and leased – are secured facilities. All visitors and guests must be approved before entering the facility by the Security Officer. Contractors will be issued a Card Key, giving access to these buildings as necessary for completion of contract work.

Information Security Requirements

A. Baseline Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of “information technology” (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

2) Safeguarding Information and Information Systems. In accordance with the Federal Information Processing Standards Publication (FIPS)199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

a. Protect government information and information systems in order to ensure:

• Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

• Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

• Availability, which means ensuring timely and reliable access to and use of information.

b. Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of HHS regardless of location. In addition, if new or unanticipated threats or hazards are discovered by either the agency or contractor, or if existing safeguards have ceased to function, the discoverer shall immediately, within one (1) hour or less, bring the situation to the attention of the other party.

c. Adopt and implement the policies, procedures, controls, and standards required by the HHS Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain the HHS Information Security Program security requirements, outlined in the HHS Information Security and Privacy Policy (IS2P), by contacting the CO/COR or emailing fisma@hhs.gov .

d. Comply with the Privacy Act requirements and tailor FAR clauses as needed.

3) Information Security Categorization. In accordance with FIPS 199 and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-60, Volume II: Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories, Appendix C, and based on information provided by the ISSO, CISO, or other security representative, the risk level for each Security Objective and the Overall Risk Level, which is the highest watermark of the three factors (Confidentiality, Integrity, and Availability) of the information or information system are the following:

Confidentiality: [X] Low [ ] Moderate [ ] High Integrity: [X] Low [ ] Moderate [ ] High

Availability: [X] Low [ ] Moderate [ ] High Overall Risk Level: [X] Low [ ] Moderate [ ] High

Based on information provided by the ISSO, Privacy Office, system/data owner, or other security or privacy representative, it has been determined that this solicitation/contract involves:

[X] No PII [ ] Yes PII

Personally, Identifiable Information (PII). Per the Office of Management and Budget (OMB) Circular A-130, “PII is information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual.”

Examples of PII include, but are not limited to the following: social security number, date and place of birth, mother‘s maiden name, biometric records, etc.

PII Confidentiality Impact Level has been determined to be: [X] Low [ ] Moderate [ ] High

4) Controlled Unclassified Information (CUI). CUI is defined as “information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information.” The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term “handling” refers to “…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information.” 81 Fed. Reg. 63323. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, shall be:

a. marked appropriately;

b. disclosed to authorized personnel on a Need-To-Know basis;

c. protected in accordance with NIST SP 800-53, Security and Privacy Controls for Federal

Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system; and

d. returned to HHS control, destroyed when no longer needed, or held until otherwise directed.

Destruction of information and/or data shall be accomplished in accordance with NIST SP 800- 88, Guidelines for Media Sanitization.

5) Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140-2 validated solution.

6) Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by HHS or collected by the contractor on behalf of HHS shall be used only for the purpose of carrying out the provisions of this contract and shall not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor employee or any of its subcontractors to whom any HHS records may be made available or disclosed shall be notified in writing by the Contractor that information disclosed to such employee or subcontractor can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information shall be protected in accordance with HHS and CDC policies. Unauthorized disclosure of information will be subject to the HHS/CDC sanction policies and/or governed by the following laws and regulations:

a. 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

b. 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

7) Internet Protocol Version 6 (IPv6). All procurements using Internet Protocol shall comply with OMB Memorandum M-05-22, Transition Planning for Internet Protocol Version 6 (IPv6).

8) Government Websites. All new and existing public-facing government websites must be securely configured with Hypertext Transfer Protocol Secure (HTTPS) using the most recent version of Transport Layer Security (TLS). In addition, HTTPS shall enable HTTP Strict Transport Security

(HSTS) to instruct compliant browsers to assume HTTPS at all times to reduce the number of insecure redirects and protect against attacks that attempt to downgrade connections to plain HTTP. For internal-facing websites, the HTTPS is not required, but it is highly recommended.

9) Contract Documentation. The Contractor shall use provided templates, policies, forms and other agency documents to comply with contract deliverables as appropriate.

10) Standard for Encryption. The Contractor (and/or any subcontractor) shall:

a. Comply with the HHS Standard for Encryption of Computing Devices and Information to prevent unauthorized access to government information.

b. Encrypt all sensitive federal data and information (i.e., PII, protected health information [PHI], proprietary information, etc.) in transit (i.e., email, network connections, etc.) and at rest (i.e., servers, storage devices, mobile devices, backup media, etc.) with FIPS 140-2 validated encryption solution.

c. Secure all devices (i.e.: desktops, laptops, mobile devices, etc.) that store and process government information and ensure devices meet HHS and CDC-specific encryption standard requirements.

Maintain a complete and current inventory of all laptop computers, desktop computers, and other mobile devices and portable media that store or process sensitive government information (including PII).

d. Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation Program to confirm compliance with FIPS 140-2. The Contractor shall provide a written copy of the validation documentation to the COR and ISSO within 30 days of contract award.

e. Use the Key Management system on the HHS personal identification verification (PIV) card or establish and use a key recovery mechanism to ensure the ability for authorized personnel to encrypt/decrypt information and recover encryption keys. Encryption keys shall be provided to the COR upon request and at the conclusion of the contract.

11) Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the CDC non-disclosure agreement. A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

12) Privacy Threshold Analysis (PTA)/Privacy Impact Assessment (PIA) – The Contractor shall assist the CDC Senior Official for Privacy (SOP) or designee with conducting a PTA for the information system and/or information handled under this contract to determine whether or not a full PIA needs to be completed.

a. If the results of the PTA show that a full PIA is needed, the Contractor shall assist the CDC SOP or designee with completing a PIA for the system or information within 30 days after completion of the PTA and in accordance with HHS policy and OMB M-03-22, Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002.

b. The Contractor shall assist the CDC SOP or designee in reviewing the PIA at least every three years throughout the system development lifecycle (SDLC)/information lifecycle, or when determined by the agency that a review is required based on a major change to the system, or when new types of PII are collected that introduces new or increased privacy risks, whichever comes first.

B. Training

1) Mandatory Training for All Contractor Staff. All Contractor (and/or any subcontractor) employees assigned to work on this contract shall complete the applicable HHS/CDC Contractor Information Security Awareness, Privacy, and Records Management training (provided upon contract award) before performing any work under this contract. Thereafter, the employees shall complete CDC specific Information Security Awareness, Privacy, and Records Management training at least annually, during the life of this contract. All provided training shall be compliant with HHS training policies.

2) Role-based Training. All Contractor (and/or any subcontractor) employees with significant security responsibilities (as determined by the program manager) must complete role-based training annually commensurate with their role and responsibilities in accordance with HHS policy and the HHS Role- Based Training (RBT) of Personnel with Significant Security Responsibilities Memorandum.

3) Training Records. The Contractor (and/or any subcontractor) shall maintain training records for all its employees working under this contract in accordance with HHS policy. A copy of the training records shall be provided to the CO and/or COR within 30 days after contract award and annually thereafter or upon request.

C. Rules of Behavior

1) The Contractor (and/or any subcontractor) shall ensure that all employees performing on the contract comply with the HHS Information Technology General Rules of Behavior, and any CDC-specific rules, as applicable.

2) All Contractor employees performing on the contract must read and adhere to the Rules of Behavior before accessing Department data or other information, systems, and/or networks that store/process government information, initially at the beginning of the contract and at least annually thereafter, which may be done as part of annual CDC Information Security Awareness Training. If the training is provided by the contractor, the signed ROB must be provided as a separate deliverable to the CO and/or COR per defined timelines above.

D. Incident Response

The Contractor (and/or any subcontractor) shall respond to all alerts/Indicators of Compromise (IOCs) provided by HHS Computer Security Incident Response Center (CSIRC)/CDC CSIRT teams within 24 hours, whether the response is positive or negative.

FISMA defines an incident as “an occurrence that (1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or (2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies.. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines incidents as events involving cybersecurity and privacy threats, such as viruses, malicious user activity, loss of, unauthorized disclosure or destruction of data, and so on.

A privacy breach is a type of incident and is defined by Federal Information Security Modernization Act (FISMA) as the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses personally identifiable information or (2) an authorized user accesses or potentially accesses personally identifiable information for an other than authorized purpose. The HHS Policy for IT Security and Privacy Incident Reporting and Response further defines a breach as “a suspected or confirmed incident involving PII” .

In the event of a suspected or confirmed incident or breach, the Contractor (and/or any subcontractor) shall:

1) Protect all sensitive information, including any PII created,…