Revised_Solicitation_for_VO_HQ_09262014.docx

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. PERFORMANCE BASED SERVICES CONTRACT

This is a performance-based requirement in accordance with FAR Subpart 37.6. The performance standards are prescribed in SECTION F- Deliveries or Performance.

B.2. CONTRACT TYPE

The Government anticipates awarding a single hybrid-type contract with Contract Line Item Numbers (CLINs) for support under Fixed-Price fully loaded hourly labor rates and Cost-Reimbursable (CR) CLINs for Government-approved travel and other direct costs (ODCs) such as materials and/or supplies. Task Orders may be issued as needed. All products and services necessary to provide a comprehensive solution at the order level that are within scope are available to procure under this contract.

B.3. MINIMUM AND MAXIMUM CONTRACT QUANTITIES - INDEFINITE QUANTITY CONTRACT (05/95)

a) The FAR 52.216-22 "Indefinite Quantity," the minimum for this indefinite quantity contract shall be as set forth below.

If this contract contains options, the minimum for each option shall apply separately and independent to that option.

Dollars

(b) The maximum for this indefinite quantity-contract (including options) shall be any quantity or combination of services and/or supplies (reports) equal to the maximum for the Visa Headquarters Office in Washington, D.C. and other locations as specified as stated in this RFP.

B.4. COST/PRICE SCHEDULE

Offerors shall complete the not to exceed (NTE) total per contract period. Omitting the prices to be established (TBE) after contract award, the total estimated ceiling costs per CLIN are as follows:

SAQMMA14R0370- AMENDMENT001 (Changes Highlighted in the Color Yellow)

BASE YEAR

CLIN TOTAL___

CLIN 0001 – Labor Support

CLIN 0001 Total:

161,520

CLIN 0002 – Other Direct Costs $5,000

CLIN 0003 – Travel $50,000

CLIN 0004 – Additional Operational Support $_TBE______

CLIN 0005 – Overtime Support

CLIN 0005 Total:

3,953

CLIN 0006 – Interruption of Services $10,000

OPTION YEAR ONE

CLIN TOTAL___

CLIN 1001 – Labor Support

CLIN 1001 Total:

161,520

CLIN 1002 – Other Direct Costs $5,000

CLIN 1003 – Travel $50,000

CLIN 1004 – Additional Operational Support $_TBE______

CLIN 1005 – Overtime Support

CLIN 1005 Total:

CLIN 1006 – Interruption of Services $10,000

OPTION YEAR TWO

CLIN TOTAL___

CLIN 2001 – Labor Support

CLIN 2001 Total:

157,760

CLIN 2002 – Other Direct Costs $5,000

CLIN 2003 – Travel $50,000

CLIN 2004 – Additional Operational Support $_TBE______

CLIN 2005 – Overtime Support

CLIN 2005 Total:

CLIN 2006 – Interruption of Services $10,000____

OPTION YEAR THREE

CLIN TOTAL___

CLIN 3001 – Labor Support

CLIN 3001 Total:

CLIN 3002 – Other Direct Costs $5,000

CLIN 3003 – Travel $50,000

CLIN 3004 – Additional Operational Support $_TBE______

CLIN 3005 – Overtime Support

CLIN 3005 Total:

CLIN 3006 – Interruption of Services $10,000

OPTION YEAR FOUR

CLIN TOTAL___

CLIN 4001 – Labor Support

CLIN 4001 Total:

CLIN 4002 – Other Direct Costs $5,000

CLIN 4003 – Travel $50,000

CLIN 4004 – Additional Operational Support $_TBE______

CLIN 4005 – Overtime Support

CLIN 4005 Total:

CLIN 4006 – Interruption of Services $10,000____

B.4.1 Cost/Price Ceiling Per CLIN

Omitting the prices TBE after contract award, the total estimated ceiling costs per CLIN are as follows:

CLIN TOTAL CEILING PER CLIN

CLIN 0001 through 4001 – Labor Support $___________

CLIN 0002 through 4002 – Other Direct Costs $25,000

CLIN 0003 through 4003 – Travel $250,000

CLIN 0004 through 4004 – Additional Operational Support $_TBE______

CLIN 0005 through 4005 – Overtime Support $___________

CLIN 0006 through 4006 – Interruption of Services $50,000

B.4.2 Cost/Price Per Contract Period

Omitting the prices TBE after contract award, the total estimated ceiling costs per contract period are as follows:

CONTRACT PERIOD TOTAL CEILING PER CONTRACT PERIOD

Base Year $_____________

Option Year One $_____________

Option Year Two $_____________

Option Year Three $_____________

Option Year Four $_____________

B.4.3 Contract Cost/Price

Omitting the prices TBE after contract award, the total estimated contract cost/price is as follows:

CONTRACT CEILING $_____________

B.5. TRAVEL COSTS (TIME-AND-MATERIALS/LABOR-HOUR)

a. Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized by the Director of the facility location and approved by the Contracting Officer's Representative (COR) for this contract. In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

b. Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the Contractor's usual accounting practices consistent with FAR Subpart 31.2. In no event shall travel costs be burdened with fee/profit.

c. The Contractor shall include a breakout of all authorized travel expenses as an attachment to invoices. Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor.

d. Should any Contractor personnel be requested to perform in any area which has been determined by the Department of State to be a hazardous duty area, hazardous duty premium pay will be payable at the same rate as would be given to Department of State direct hire employees pursuant to Chapter 650 of the U.S. Department of State Standardized Regulations (Government Civilians, Foreign Areas). Each employee will be notified upon arrival at any hazardous duty area of the applicable rates, terms and conditions at the time of performance. Hazardous duty premium pay shall not be burdened with any indirect costs (e.g., overhead, G&A) or fee/profit.

e. When local travel between the Contractor employee's regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50-mile radius of the Contractor employee's regular place of performance and does not include daily commuting or associated costs.

f. For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for five Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is obtained.

B.6. TRAVEL COSTS

a) Travel under this contract is defined as Contractor air and ground transportation, lodging, meals and incidental expenses, and passport/visa costs.

b) Travel costs shall be allocated to CLIN 0003 through 4003.

c) Except as otherwise provided herein, the Contractor shall be paid its allowable travel costs in accordance with FAR 31.205-46 (Travel Costs).

d) Travel costs are authorized only for travel beyond a 50-mile radius of the Contractor employee’s local place of performance (official duty station) whenever work is required to be accomplished at a remote work site.

e) No travel costs (or associated labor time during travel) shall be allowable for work performed at a Contractor’s local office or any other work site within a 50-mile radius of the Contractor employee’s local place of performance (official duty station).

f) No travel costs (or associated labor time during travel) shall be allowable for telecommuting beyond (or within) a 50-mile radius of the Contractor’s local place of performance (official duty station).

g) Costs when using a privately owned vehicle (POV) for official travel are allowable provided that such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train). Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

h) When traveling in a POV for official travel, the Contractor shall be paid mileage costs at a rate that does not exceed the POV mileage rate established by the Internal Revenue Service.

i) Costs for car rentals for official travel are allowable pursuant to the following:

1. Such rentals are consistent with good business practice;

2. Such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train); and

3. Such costs do not exceed the actual cost of renting a compact automobile (maximum of one automobile for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and Contracting Officer approval is obtained.

4. Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

j) The Government will reimburse the Contractor, under the applicable Travel CLIN, for each Contractor employee’s travel time to or from authorized work locations as long as the following are met:

1. Payment of travel time described herein is in accordance with the Contractor’s established travel policy.

2. For travel to/from the United States' outlying areas and outside the United States, travel time begins no earlier than three (3) hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance.

3. United States' outlying areas are American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, and Virgin Islands of the United States.

4. “United States” means the 50 States plus the District of Columbia.

5. For travel inside the United States, travel time begins no earlier than two (2) hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance.

6. The Government will not pay for a Contractor employee's time spent in layovers that are for the convenience of the Contractor employee or Contractor.

7. The Government will not pay more than eight (8) hours per day per Contractor employee for travel time when the employee is traveling inside the United States.

8. The Government will not pay more than 12 hours per day per Contractor employee for travel time when the employee is traveling to/from the United States’ outlying areas and outside the United States.

9. The Government will not pay for a Contractor employee's travel time that is outside the employee’s regular working hours during the employee's normal workweek.

10. The Government will not pay for a Contractor employee more than the number of hours in the employee's normal workweek. “Number of hours” includes productive time hours, travel time hours, and paid time off hours (e.g., sick, vacation, holiday).

11. “Productive time hours” consist of hours that, other than travel time hours, directly benefit the contract.

12. Exceptions must be authorized in advance and in writing by the Contracting Officer.

k) After task order award under a cost-reimbursement arrangement or the materials portion of a time-and-materials arrangement, travel must be authorized in advance by the Contracting Officer’s Representative (COR) or Government Technical Monitor.

l) The following items concern passports and visas:

1. The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have a current and valid U.S. passport.

2. The Contractor shall be responsible for obtaining any visas required for travel to foreign countries under this contract.

3. The Contractor’s costs for obtaining and maintaining passports and/or visas will be generally allowable, but the Contractor shall pro-rate equitably such costs if they will benefit cost objectives (e.g., contracts) other than this cost objective.

4. The Government will not reimburse the Contractor for travel expenses when travel is cancelled or modified as a result of the Contractor’s failure to obtain a visa.

5. The Government will not reimburse the Contractor for the use of private visa procurement services provided by a third party.

6. The Contractor shall submit requests for issuance of official U.S. passports to the COR. The COR shall authorize, when necessary, under limited circumstances a request for an official U.S. passport.

m) Costs for travel that has been modified or cancelled are not allowable unless such modification or cancellation was caused by the Government or otherwise exceeded the control of the Contractor.

n) If work under this contract will be performed at the Government site at the Department of State main building, 21st and Virginia Avenue, NW, Washington, DC 20520, or other State Annexes in the metropolitan Washington, DC area, daily commuting time and expenses between the Department of State site and some other location, such as a home office, shall not be allowable under this contract.

o) Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor shall use a U.S.-flag air carrier service unless specific conditions exist. If such conditions exist under a fixed-price arrangement (i.e., task order or line item in a task order), the Contractor shall submit with its task order proposal a memorandum explaining why it does not intend to use a U.S.-flag air carrier service. Inclusion of such costs in the awarded fixed-price is contingent upon Government acceptance of such explanation.

If such conditions exist under arrangements when payment is made based on actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the Contractor shall submit with its voucher a memorandum explaining why it did not use a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of charges.

(End of SECTION B)

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

C.1. SCOPE OF SERVICES

The Department of State (DOS), Bureau of Consular Affairs (CA), Visa Services Directorate (VO), seeks a highly qualified Service Disabled Veteran Owned Small Business (SDVOSB) to provide comprehensive activities associated with support of general visa processing as well as other support activities as outlined below at CA/VO Headquarters (HQ) in Washington, D.C. The Contractor shall not be required to perform automated system development or technical (programming) maintenance activities.

A facility clearance at the minimum of TOP SECRET level is required to perform work on this contract. The Contractor shall conform to Government requirements to vigilantly safeguard Personally Identifiable Information (PII) and prevent fraudulent activities in the production of a visa and in all other phases of the operations performed under this contract. The Contractor shall strictly adhere to Privacy Act regulations and VO Internal Controls Guidelines during the performance of this contract.

C.1.1. Background

The Directorate of Visa Services (VO) has two fundamental missions: protecting national security by helping secure U.S. borders against threats, while at the same time facilitating legitimate travel and international exchange. VO provides policy and procedural guidance as well as adjudication support services to over 220 overseas posts. In carrying out its mission, VO interacts regularly with the White House National Security Council (NSC), National Economic Council, Domestic Policy Council, the Office of the U.S. Trade Representative, the intelligence and law enforcement communities, the Departments of Homeland Security (DHS), Commerce, Labor, Interior, Defense, and Agriculture, and many other agencies, domestic and foreign. Within the Department of State, VO works with all regional and many functional bureaus on visa and international travel issues. VO also conducts significant outreach efforts to ensure that stakeholder groups and the general public are kept informed about the visa process.

The many duties of the VO in Washington, D.C. include: establishing visa policy in coordination with DHS; adjudicating and issuing official non-immigrant visas (NIVs) to diplomats, foreign government officials, and employees of diplomatic missions and international organizations in the United States; providing legal and procedural advice to consular officers; processing waivers for certain holders of “J”-type NIVs; managing the quality and content of databases containing information about visa applicants; oversees quotas for certain immigrant visa (IV) categories; managing two domestic visa-processing centers covered under a different support contract; responding to a variety of congressional, attorney, and public inquiries of a case-specific and general nature; and maintaining visa information on the official public-facing travel.state.gov website and internal websites.

C.1.2. Objective

The objective of this procurement is to engage a highly qualified Contractor to provide high-quality visa operations support and limited visa processing activities as required in Washington, D.C. and in a few remote locations. The Government is seeking a Contractor with substantial experience and proven management practices in providing employees for complex analytical work similar to the scope, size, and scale of this contract. The Contractor must be able to handle changing priorities and workload while meeting schedules for routine work, and to identify and introduce process innovations and best practices. All of the work must be performed in accordance with the highest quality standards and to the satisfaction of VO management and customers.

C.1.3. Organization Chart

The Contractor is required to supply on-site personnel at the VO primary location in SA-17, but may also be required to supply personnel to other DOS facilities or locations of our government partners. The total labor hours in CLIN X001 is 796,320 hours, the breakout is reflected in the chart below:

Labor Category descriptions are provided in RFP Attachment D- Labor Categories.

The positions required by this contract are organized to augment the Government staff and require increasingly advanced education, experience, and qualifications. The exact numbers of positions required for VO will vary by branch, but the seniority and structure of the positions as they relate to each other does not vary. The Contractor shall move its personnel to support other VO branches with advanced notice from the Contracting Officer’s Representative (COR), as mission needs fluctuate. The Government also reserves the right to reduce contract staff for any reason, to include converting contractor positions to Government positions. Hours and Labor Categories may also be added to this contract under the Additional Operational Support CLIN X004. The number of hours needed in the “Scanning Technician” labor category are unknown at this time and therefore to be determined (TBD) in the future.

If the need arises, the Government will work with the Contractor to adjust the labor hours required by this contract. However, the Government also reserves the right to handle any additional operational requirements through the use of other existing or new contract(s).

The VO is currently organized as shown in Figure 1 (as of May 2014, subject to revision) below.

Figure 1- VO Organization Chart

C.1.4. Applicable Documents

The Contractor shall adhere to and implement the CA standards set forth in the publications and manuals listed in this section. The following publications contain CA policy and procedures:

1. Foreign Affairs Manual (FAM) (as applicable)

2. Foreign Affairs Handbook (FAH) (as applicable)

3. Department of State Standards of Conduct by the Office of Inspector General

4. All Standard Operating Procedures (SOPs) approved by DOS

5. Consular Management Controls chapter of the Consular Management Handbook, 7 FAH 1 H-600

6. Immigration and Nationality Act (INA)

7. Code of Federal Regulations

8. Instructional or explanatory telegrams sent to all diplomatic and consular posts (known as “ALDAC cables”)

9. Information and resources on the travel.state.gov website

10. Information and resources on the CA Intranet site

11. Freedom of Information Act and the Privacy Act

12. Department of State Notices

The Contractor will adhere to all current information on the CA Intranet Site, following the most current information for policies, procedures, and processes as available. Finally, the Contractor shall document, implement, and monitor compliance with its own internal standards and policies (Reference RFP Section F.7.4 Internal Control Policy and Reporting).

C.1.5. Inherently Governmental Functions

The Contractor is responsible for all functions of visa processing support except those duties designated by DOS as inherently Governmental, such as adjudicating visas and making policy decisions, which must be performed by Government employees. The Contractor is notified that it shall not perform inherently governmental functions during the performance of this contract. The Office of Federal Procurement Policy (“OFPP”) published Policy Letter 11-01 regarding the “Performance of Inherently Governmental and Critical Functions.” The Contractor shall develop internal policy and provide regular guidance reflecting OFPP’s direction to its staff (reference RFP Section F.7.9).

C.2. LABOR SERVICES (LABOR CLIN X001)

The work described in this section shall be billed as part of Labor CLIN X001.

C.2.1. Program Management

The Contractor shall provide management support to ensure full oversight and management control over all contract staff. The Contractor shall take measures to address the management challenges of meeting performance requirements. The Contractor shall take measures to ensure quality control over work products and processes within the scope of this contract.

The Contractor management shall provide staff to augment the operations of the Visa Office (VO) at all levels. The Contractor shall hire and manage a technically proficient and capable staff throughout the life of the contract, plan appropriately for personnel turnover and ensure that replacements are identified, proposed and replaced in a timely manner (within 14 calendar days).

The Contractor shall resolve problems with minimal disruption to the activities being performed under the contract and ensure that regular feedback on performance can be provided to the Government on all areas of contract performance (reference Section F.7.4.3 Monthly Status Reports). The Contractor management shall submit timely and accurate reports specified in RFP SECTION F.

The Contractor management shall ensure its employees provide timely, polite, and courteous customer service throughout VO. Any position on this contract may communicate with customers outside DOS and the management shall ensure its employees never represent themselves as State Department employees. VO customers include, but are not limited to: the public, visa applicants, Congress, other directorates of CA, other DOS bureaus, overseas U.S. embassies, diplomatic embassies and missions in the United States, and other Government agencies.

The Contractor management shall implement and document, as appropriate, internal controls to facilitate the detection of fraud and prevention of fraud and malfeasance (external and internal). The Contractor shall comply with Government procedures for monitoring and preventing the unauthorized use of visa case information and the unauthorized performance of tasks outside of established procedures. All Contractor staff shall comply with the requirements of the Privacy Act of 1974 and with Section 222(f) of the Immigration and Nationality Act (see Section H). In addition, all personnel working under this Contract, whether permanent or temporary, contractor employee or sub-contractor employee, shall read, sign, and adhere to the "Requirements for the Protection of NCIC Criminal History Information (III) as Law Enforcement Sensitive (LES)" (reference RFP Attachment E).

The Contractor management shall ensure a safe and productive work environment for the contract staff, taking reasonable precautions to prevent injuries, and shall report injuries immediately. The Contractor management shall ensure adequate access control work locations and appropriate security requirements are met on this contract.

In coordination with the Contractor, the Government will exercise active oversight and monitoring of the work products and work assignments, providing technical direction whenever necessary. In addition, the Contractor shall be held accountable for the integrity of its staff. The Contractor shall bring to the COR’s immediate attention any indication that there may be a breach in internal controls procedures.

C.2.1.1. Transition Management

The Contractor shall seamlessly transition this support contract in no less than 30 days after award, beginning from the contract kick-off meeting (reference RFP Section F.7.5). Whether phasing-in from an incumbent contractor or phasing-out to a follow-on contractor, the Contractor shall do so without interruption or compromise in service productivity, timeliness, or quality. The Contractor will provide an inbound Contractor the list of incumbent personnel names, labor category, location/office, training records, and employment anniversary no less than 5 days after contract award.

C.2.2. THE VISA OFFICE

The Directorate of Visa Services (VO) in Washington administers laws and formulates and recommends legislation, regulations, policy, and procedures relating to visa issuance and refusal. VO supports and advises overseas posts on visa matters and liaises with DHS and other government agencies on issues relating to visas, humanitarian parole, asylum, and other aspects of U.S. immigration law. VO is also responsible for considering waivers of the 2-year foreign residency requirement for certain J-1 exchange visitors. VO is headed by the Deputy Assistant Secretary of State for Visa Services, has a Managing Director, and is comprised of the following five offices:

· Domestic Operations (VO/DO)

· Office of Field Operations (VO/F)

· Office of Information Management and Liaison (VO/I)

· Office of Legal Affairs (VO/L)

· Office of Public and Diplomatic Liaison (VO/P)

As stated in Section C.1.1, the DHS plays an important role in visa policy formulation and operations both domestically and overseas. DHS may have an impact on activities performed under this contract with regards to a fluctuation in hours that are required and an increase in special projects.

As the Contractor shall support VO in all areas where functions are not congressionally mandated to be performed by consular officers, a description of VO and its subordinate branches is provided in this section.

C.2.2.1. Domestic Operations (VO/DO) Domestic Operations (VO/DO) supports the Managing Director in planning and support for a range of VO-wide concerns. VO/DO’s areas of responsibility include: program planning (e.g. Bureau Strategic Plan), contracting, training, human resources, and budget. VO/DO is the central point for monitoring and oversight over this contract, as such, the contract’s Program Manager shall be assigned to this office. VO/DO also oversees the Contractor’s Training Coordinator and its training program, described in detail in Section C.2.3.

Contractor staff may be assigned to VO/DO and allocated to support other offices within CA and CA/VO to perform professional consulting tasks.

C.2.2.1.1. VO/DO Support Designated to the Office of the Executive Director

The Office of the Executive Director (CA/EX) prepares and presents resource information on the consular function overseas and provides management support to consular personnel abroad. As part of the fulfillment of this mission, VO/DO allocates one Economic Analyst to the Post Analysis and Support Division (CA/EX/PAS) to provide analysis for visa-related data and information. CA/EX/PAS serves as the Bureau's primary liaison with consular sections overseas on workload and resource issues, management controls, and staffing.

The Contractor shall provide various analyses that affect allocation of resources at consular sections around the world. The Contractor shall compile and comprehend a vast amount of visa metrics and provide specialist advice based on the application of economic theory and knowledge. The Economic Analyst shall study data and statistics and use their understanding of economic relationships to uncover trends. The Contractor shall analyze all the data amassed to assess feasibility, produce forecasts of visa trends, overseas staffing needs, and determine the implications of their findings through formal reports.

The work required of this position is used to advise CA, VO, and other government agencies. DOS shares the information and reports produced from the Economic Analyst position with senior-level Government executives and may make subsequent operational and policy decisions based on its findings.

The allocation of resources involves repetitive types of analyses that can be cumbersome in reviewing disparate ad hoc data in lists. Currently, this position applies an advanced use of Microsoft (MS) Excel, including macros, advanced formulas, charting, and lists. At this time CA/EX has no capability to create maps and sophisticated charts to depict information by consular section.

The Contractor is encouraged to propose the use of specialized software (such as Tableau software and/or Qlik) and advanced methods in statistical analysis to assemble, sift and present information to EX. CA will benefit from the enhanced analytical and communication tools available for making decisions about staffing and resource allocation. By using advanced software, future analyses can include sophisticated, valuable visual displays of data for improved decision-making about allocation of resources. The operational analyses is presented regularly to CA’s Assistant Secretary and other CA offices, and the standard of the analyses would be superior with tools such as Tableau and Qlik.

C.2.2.1.2. Support for Renewals

If requested, the Contractor shall staff an office to renew certain nonimmigrant visas. This unit shall process visa revalidation applications and report directly to a local Government monitor, under the direction of the Director of Domestic Operations in Washington D.C. This unit will also liaise with U.S. Citizenship and Immigration Services (USCIS). The Contractor shall accept visa renewals electronically or by mail, open, and organize accompanying documents. The Contractor shall organize documents, which may include a passport, photo, application or confirmation page, and other supporting documents. The Contractor shall consult all applicable visa/petition information systems to collect all necessary information about the visa applicant and case. The Contractor shall then perform data entry and submit these documents to government visa adjudicators, who perform steps to decide if visas can be issued. The Government visa adjudicators have the sole responsibility and authorization in the adjudication decision to issue, suspend, and/or deny visa applications.

When adjudicators approve visa reissuance, the passport and any supporting documents are passed to the Contractor. The Contractor shall use VO-supplied equipment to print the visa and affix the visa to the passport. The Contractor shall inspect each visa to ensure the visa category, personal data, and photo match information in the NIV computer system and applicant’s passport. The Contractor shall then take actions, as directed, to return the visa to the applicant (actions may include a Reception Desk, pre-paid mail, or courier services). When adjudicators deny visa issuance, the adjudicator will complete a form letter with information about the denial, and pass all documentation to the Contractor. The Contractor shall then take actions, as directed, to return the documents to the applicant.

Visas that have been printed, but not returned or mailed out, shall be locked up at the close of each business day. The Contractor may also assist in collecting fees, and if necessary, Contractors that collect fees shall be bonded. In addition, the Contractor, either under the guidance of the adjudicating officer, or when providing responses to inquiries, may be asked to operate a “help desk” service by providing or collecting information from VO customers through the use of DOS-provided systems and telephones. The Contractor shall also respond to written inquiries, either by letter or email, or to any special case, if so requested by a Government visa adjudicator.

C.2.2.2. Office of Field Operations (VO/F)

In the Visa Office, the Office of Field Operations (VO/F) is the point of contact for guidance on visa policy and procedures. It has two divisions—the Post Operations Division (VO/F/P) and the Immigrant Visa Control and Reporting Division (VO/F/I).

VO/F/P liaison officers for each geographic region provide operational and procedural guidance to overseas posts on immigrant and NIV matters. They liaise with other agencies, including National Security Council, most elements of the Department of Homeland Security, the Center for Disease Control, and most Executive Branch departments, including but not limited to the Departments of Commerce, Labor, Justice, and Transportation. VO/F/P plays a major role in administering the Visa Waiver Program, the Diversity Visa program, the Special Immigrant Visa program, and in the interagency coordination of parole issues. It coordinates with other CA directorates and other Department of State bureaus on the implementation of visa policy. CA/VO/F/P also handles visa-related adoption matters, coordinates visa reciprocity, develops visa forms, and briefs officers, other agencies, Congress, and other interested parties on visa matters. It prepares written briefing materials on visa operations at overseas posts, as well as visa policy and procedures for Department Principals. VO/F/P has responsibility for oversight of the Mexico Border Crossing Card program. VO/F/P is responsible for managing VO’s participation in CA’s unified outreach efforts. VO/F/P provides Congressional and public visa outreach presentations as well as visa-related outreach materials tailored to our audiences.

VO/F/I directs the Immigrant Visa Control System, which allocates immigrant visa numbers to applicants who qualify in numerically controlled visa categories. VO/F/I ensures that posts are informed of qualifying and current cut-off dates and allocates numbers for visa issuance at overseas posts and adjustment of status cases at USCIS Offices. It also receives and processes visa workload reports sent from posts, forecasts trends of future IV availability, provides analysis of immigration reform proposals, and provides statistical data in response to inquiries from a variety of governmental offices and the general public. It publishes the monthly Visa Bulletin, which provides information on visa availability for the coming month and other visa-related topics, as well as the Annual Report of the Visa Office, a yearly compilation of statistical data on visas issued at consular offices around the world.

C.2.2.3. Information Management and Liaison (VO/I)

The Office of Information Management and Liaison (VO/I) coordinates VO policy and proposes innovative solutions for automated consular systems and connects with key interagency partners on data exchange. The Office establishes policies regarding the content of the Consular Lookout and Support System (CLASS) and classified consular website, coordinates with Consular Systems and Technology (CA/CST) on the technical development and maintenance of consular systems, and serves as the responsible office for redress queries from other agencies and the public regarding specific cases and data quality. VO/I also coordinates access to the CCD and data exchange with other member agencies in the Interagency Border Inspection System (IBIS) and represents the Department of State in the DHS/State Datashare Program, which involves the exchange of data on IV and NIV cases. VO/I, jointly with CA/PPT, represents CA at DHS forums on US-VISIT.

VO/I is also responsible for file and record management and includes the VO file room (VO/I/CR). VO/I maintains the file room and all correspondence for the Office of Visa Services. VO/I manages visa office files and records, including cables, manually and/or electronically. VO/I monitor various visa and refugee name check programs and sends replies to posts abroad. VO/I manages correspondence, both incoming and outgoing, to include any cables provided in hard copy. Correspondence management includes receiving, sorting, delivering, filing, transmitting and researching materials under the control of the file room, including visa records archived at the National Archives and Records Administration (NARA).

Occasionally, VO/I is required to lead short-term, high-volume, record retirement and archiving projects for the Office of Visa Services. These projects involve converting archival materials and records to digital format using high-resolution scanners. VO may order additional operational support under CLIN X004 for special projects.

C.2.2.4. Office of Legal Affairs (VO/L)

The Office of Legal Affairs (VO/L) is divided into four divisions—the Legislation and Regulations Division (VO/L/R), the Advisory Opinions Division (VO/L/A), the Coordination and Screening Division (VO/L/C), and the Waiver Division (VO/L/W).

C.2.2.4.1. VO/L/R reviews and prepares for publication all visa regulations and general instructions, including revisions to Volume 9 of the Foreign Affairs Manual (FAM), which interpret provisions of the immigration law relating to issuance and refusal of visas. It is the Division responsible for recommending or commenting on amendments to existing immigration laws. VO/L/R also prepares reciprocity schedule provisions for posting online and updating forms related to visa applications. It supports VO/I’s work on the Interagency Datashare Initiative.

The Contractor shall provide technical support for editing and managing VO procedures, guidance, and reference materials in support of VO/L/R.

The Contractor shall assist VO/L/R review and prepare for publication all visa regulations, general instructions and forms. This assistance shall include revisions to the FAM, which interpret those provisions of the immigration law relating to issuance and refusal of visas. In addition, the Contractor shall provide technical editing support to other VO-produced guidance and reference materials, as needed. Such support shall include helping to ensure consistency with changes in statutory mandates, business practices, electronic commerce, and the Administrative Procedure Act and providing support in designing implementation strategies, outreach and guidance materials, and training programs.

C.2.2.4.2. VO/L/A renders advisory opinions to posts abroad on questions involving proper visa classification, specific grounds of visa ineligibility under 212(a) (other than security grounds), and other legal issues concerning visa applications, including diplomatic, international organization and NATO visas (other than issues relating to procedures and fees). VO/L/A also ensures that visa records are managed in compliance with the Freedom of Information Act and the Privacy Act relating to visa records. The division responds to inquiries involving legal issues arising out of consular decisions on individual visa cases at the request of third parties, including Congress and private attorneys. In this capacity, VO/L/A will occasionally send an inquiry to post requesting details of a specific case, but its role is limited to reviewing questions of law, rather than questions of fact. VO/L/A will also provide assistance, in coordination with the Office of the Legal Adviser, on litigation cases involving visas, including requests for witnesses. The division exercises Departmental authority in recommending to DHS that it grant waivers of ineligibility to certain aliens to permit their temporary admission to the United States.

Attorney inquiries are generally received via a dedicated e-mail box (LegalNet), or less often, via written correspondence. The Contractor shall assist VO/L/A in answering attorney’s inquiries, including those inquiries submitted through LegalNet.

C.2.2.4.3. VO/L/C responds to all Security Advisory Opinion (SAO) requests, coordinating with law enforcement and intelligence agencies, Department bureaus, and other U.S. government partners on visa matters involving national security. The division takes action on all Visas Bear, Donkey, Mantis, and Merlin SAO requests, including DEA and INTERPOL hits. This division renders opinions on the visa eligibility of aliens falling within the purview of 212(A)(3) [other than organized crime under 212(a)(3)(a)(ii)] and 212(f) of the INA. VO/L/C also prudentially revokes visas as necessary, coordinates the Visas Viper program, obtains waivers for security-related ineligibilities, and provides guidance to the field on security issues as they concern visa issuance and denial. VO/L/C exercises Departmental authority in recommending to the Attorney General that waivers of security-related ineligibilities be granted to aliens to permit their temporary admission to the United States. In addition, the Contractor may provide personnel to assist with unclassified administrative processing of congressionally mandated Special Immigrant Visas, including government partners at other locations.

The Contractor shall respond to post inquiries on security and foreign policy issues in support of VO/L/C. The Contractor shall perform initial case review of the security advisory requests submitted by posts to VO/L/C. This may include:

· Reviewing incoming clearance requests; determining source of derogatory information that prompted request;

· Sending clearance authorization to posts for cases in which no visa ineligibility is indicated;

· Monitoring and completing action on timed response clearances;

· Processing to conclusion all repeat waiver cases;

· Conducting initial liaison with other government agencies that have entered lookouts, including Drug Enforcement Administration and Interpol;

· Referring all cases of possible ineligibility under any part of INA section 212(a)(3) to the appropriate VO/L/C officer.

C.2.2.4.4. VO/L/W responds to inquiries and advisory opinion requests concerning J-1 exchange visitors and the 2-year foreign residence requirement of INA Section 212(e). VO/L/W also makes recommendations on applications from J-1 exchange visitors who seek a waiver of their 2-year foreign residence requirement. A J-1 exchange visitor subject to the 2-year requirement may not be granted a H, K, or L NIV, immigrant visa, or lawful permanent resident status until the foreign residence requirement is met or s/he obtains a waiver of that requirement. Although DHS is the final waiver authority, DHS cannot grant a waiver unless VO/L/W makes a favorable recommendation on a waiver application based on policy, program, or foreign policy considerations in the case. Thus, if VO/L/W recommends against a waiver, DHS may not grant a waiver of the 2-year foreign residence requirement. However, if VO/L/W makes a favorable recommendation on the waiver, DHS may, at its discretion, approve or deny the waiver. VO/L/W handles all public inquiries regarding J-1 exchange visitor waivers whether by telephone, fax, email or written correspondence. Because VO/L/W receives funding from different sources than the funding used for the other services under this Statement of Work, services in support of VO/L/W and J-1 visa waiver inquiries and activities must be invoiced as a separate billing (reference Section G.6. Special Invoicing Instructions).

J-visa waiver inquiries usually are generated by holders of (or interested parties in) J exchange visitor visas who are subject to a 2-year residency in their home country before they can work or live in the United States. Under certain circumstances, holders of J visas can benefit from a waiver of the foreign residency requirement from the DHS, with a favorable recommendation from VO.