A002.WRAPS_II_RFP_Document.TC.pdf

U.S. Department of State RPC + WRAPS II

Bureau of Population, Refugees, and Migration RFP #: SAQMMA-17-R-0175

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

The Department of State (DOS), Bureau of Population, Refugees, and Migration (PRM) requires a qualified Contractor to provide full support for the management and operations of the Refugee

Processing Center (RPC) and the development, enhancement, and maintenance of the Worldwide

Refugee Admissions Processing System (WRAPS).

B.2 PRICING STRUCTURE

a) This is a stand-alone, hybrid contract for non-commercial supplies and services. Contract types are assigned by major function/description.

b) The following CLIN (contract line item number) will be funded for this contract:

CLIN X001: RPC + WRAPS Support Services

‘X’ in CLIN identifier = Option Year (e.g., 0 = Base Period; 1 = Option Year 1)

CLIN X001 RPC + WRAPS Support Services is made up of the following Sub-CLINs:

Sub-CLIN Description and PWS Reference Contract Type

X001A

Program Management (Section C.4.1) and Reporting Requirements (Section

C.4.2)

Firm-fixed-price

X001B RPC Operations (Sections C.4.3.1 through C.4.3.5)

Time portion of time-and-materials

X001C Develop and Deliver Training (Section

C.4.3.6)

Time portion of time-and-materials

X001D

WRAPS Software Development, System Operation and Maintenance

(Section C.4.4, except C.4.4.1)

Time portion of time-and-materials

X001E Maintain RPC Site (Section C.4.5) Firm-fixed-price

X001F Other Services (e.g., Section C.4.6 -

Emergency)

Time portion of time-and-materials

X001G Other Direct Costs

Materials portion of time-and-materials

X001H Transition Periods (Section C.4.7) Firm-fixed-price

Sub-CLIN Description and PWS Reference Contract Type

X001I Discovery SprintTask

(Section

C.4.4.1) Firm-Fixed-Price

c) Firm-fixed-price (see FAR 16.202) = Payment at negotiated firm-fixed-price. Negotiated firm-fixed-price includes direct labor costs, direct non-labor costs, applicable indirect costs, and profit.

d) Time portion of time-and-materials (see FAR 16.601) = Payment at negotiated fixed fully-loaded hourly labor rates multiplied by the number of allowable actual incurred hours.

Negotiated fixed fully-loaded hourly labor rates includes unloaded hourly labor rates, fringe benefits (if not included in applicable indirect costs), bonus cost (if not included in applicable indirect costs), applicable indirect costs, and profit.

e) Materials portion of time-and-materials (see FAR 16.601) = Payment at allowable actual incurred materials/other direct costs and applicable indirect costs. Payment of fee or profit is prohibited. Applicable indirect costs are calculated by multiplying negotiated applicable provisional billing indirect cost rates (or established revised billing rates or final indirect cost rates, subject to negotiated ceiling indirect cost rates – see subsections B.3 and B.4) by actual incurred materials/other direct costs.

f) The following are the negotiated firm-fixed-prices for Sub-CLIN X001A (Program

Management and Reporting Requirements). The negotiated firm-fixed-prices are payable at monthly intervals by dividing the firm-fixed-price for a given year by 12 months (or 6 months for the Option to Extend as granted by FAR 52.217-8). Each year’s firm-fixed-price represents the cumulative requirements for the Sub-CLIN.

Base Year: To be completed at time of award

Option Year 1:

Option Year 2:

Award Term 1:

Option Year 3:

Award Term 2:

Option Year 4:

Award Term 3:

6-Month Option:

The Contractor is required to have all Key Personnel positions filled at all times during contract performance. If a Key Personnel position is left vacant for more than 15 business days, on the 16 th business day, the Government will pay the negotiated firm-fixed-price, *The Discovery SprintTask / 6-month assessment and roadmap will utilize a firm-fixed-price contract type.

Payment of the FFP will be done based on a partial delivery payment schedule outlined in Section B and Section C and negotiated during source selection. The FFP will include all costs associated with the deliverables outlined in

Section C.4.4.1.

minus $500 per day attributable for the lapse in service experienced by the Government. This will continue until the Key Personnel position is filled by a qualified candidate that meets all criteria outlined in Section H.7 [reference FAR 52.246-4 (Inspection of Services – Fixed-

Price)].

g) The following are the negotiated firm-fixed-prices for Sub-CLIN X001E (Maintain RPC

Site). The negotiated firm-fixed-prices are payable at monthly intervals by dividing the firm-fixed-price for a given year by 12 months (or 6 months for the Option to Extend as granted by FAR 52.217-8). Each year’s firm-fixed-price represents the cumulative requirements for the Sub-CLIN.

Option Year 2:

Award Term 1:

Option Year 3:

Award Term 2:

Option Year 4:

h) The following are the negotiated firm-fixed-prices for Sub-CLIN X001H (Transition Period).

The negotiated firm-fixed-prices are payable at the successful completion of Transition-In and Transition-Out. The firm-fixed-price represents the cumulative requirements for the Sub-

CLIN.

Base Year:

Option Year 4

i) The firm-fixed-price for Sub-CLIN 0001I (Discovery SprintTask) is below and payable at the partial delivery payment schedule below. The firm-fixed-price includes all costs associated with meeting the requirements of the Discovery SprintTask and Roadmap as outlined in

Section C.4.4.1 (Discovery SprintTask).

Partial Delivery Payment 1 $ 10%

Partial Delivery Payment 2 $ 20%

Partial Delivery Payment 3 $ 20%

Partial Delivery Payment 4 $ 50%

j) The ceiling price for this contract, cumulative for the eight-year period of performance, is [to be determined]. For purposes of this contract, the ceiling price will also serve as: the amount

“set forth in the Schedule,” as described in FAR 52.232-7 (Payments under Time-and-

Materials and Labor-Hour Contracts); the amount “specified in the Schedule,” as described in FAR 52.232-22 (Limitation of Funds); and the “total price in Section B,” as described in

DOSAR 652.232-72(a) (Limitation of Funds).

The Firm-Fixed-Price for the Transition-Out will be paid during the final contract year period of performance.

For purposes of FAR 52.232-22 and DOSAR 652.232-72, the Contractor shall notify the

Contracting Officer in writing whenever it has reason to believe that the costs or prices the

Contractor expects to incur under the contract (cumulative of all CLINs) in the next 90 days, when added to all costs and prices previously incurred (cumulative of all CLINs), will exceed

75% of the total amount so far allotted/obligated to this contract (cumulative of all CLINs).

The Contractor shall also notify the Contracting Officer in writing whenever it has reason to believe that the costs or prices the Contractor expects to incur under the contract (cumulative of all CLINs) in the next 60 days, when added to all costs and prices previously incurred

(cumulative of all CLINs), will exceed 85% of the ceiling price.

B.3 PROVISIONAL BILLING INDIRECT COST RATES

a) This section applies to the materials portion of time-and-materials arrangements.

b) The following table displays the negotiated provisional billing indirect cost rates:

Indirect Cost Rate

Description

Negotiated

Provisional

Billing

Indirect Cost

Rate

Allocation Base

Contractor Fiscal

Year Period

To be inserted at contract award

c) The Contractor may recover, if consistent with FAR subpart 31.2 and the Contractor’s established (or disclosed, if contract is Cost Accounting Standards-covered) cost accounting practices, allowable indirect costs.

d) Only the Contractor's indirect cost rates are identified above.

e) The Contractor shall be reimbursed:

1. only the indirect cost rate descriptions identified in the table unless prior written approval was obtained by the Contractor’s cognizant Federal agency official (CFAO);

and

2. at the negotiated provisional billing indirect cost rates until revised billing indirect cost rates or final indirect cost rates have been established by the Contractor’s CFAO.

f) After any additional (other than just a name change) indirect cost rate description has been approved in writing by the Contractor’s CFAO, negotiation of provisional billing indirect cost rates and ceiling indirect cost rates associated with such description will occur after the

CFAO has issued his prior written approval of such description.

g) If any revised billing indirect cost rate or final indirect cost rate(s) established by the

Contractor’s CFAO exceeds this contract’s respective ceiling indirect cost rate (see Section

B.4), the Contractor shall be reimbursed at the contract’s ceiling indirect cost rate.

h) The Contractor shall make no change to its established (or disclosed, if contract is Cost

Accounting Standards-covered) method of classifying or allocating indirect costs without the prior written approval of the Contractor’s CFAO.

i) The Contractor’s fiscal year period is the period used by the Contractor for cost accounting purposes.

B.4 CEILING INDIRECT COST RATES

a) This section applies to the materials portion of time-and-materials arrangement.

b) The following table displays the negotiated ceiling indirect cost rates:

Description

Negotiated Ceiling

Allocation Base

Contractor Fiscal

Year Period

To be inserted at contract award

c) The negotiated ceiling indirect cost rates will be compared to the respective established final indirect cost rates, and the Government shall pay the lesser of the negotiated ceiling indirect cost rates and the respective established final indirect cost rates. See Section B.3(g) for the other usage of the negotiated ceiling indirect cost rates.

d) If the Government uses the quick-closeout procedure provided in FAR 52.216-7 (Allowable

Cost and Payment), the Government will not pay indirect cost rates that exceed the respective negotiated ceiling indirect cost rates.

B.5 TRAVEL COSTS

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

b) Travel costs shall be allocated to Sub-CLIN X001G (Other Direct Costs).

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 must be directly related to and be required for performance of the contract.

e) 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. 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). 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).

f) 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. The Contractor shall submit, as an attachment to its invoice, evidence to support the reasonableness of POV costs.

g) 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.

h) Costs for car rentals for official travel are allowable provided that: such rentals are consistent with good business practice; such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train); and 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 or Contracting Officer’s Representative approval is obtained. Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

i) The Government will pay the Contractor for each Contractor employee’s travel time to or from authorized work locations as long as such travel time is during the Contractor employee’s regular working hours during its normal 40-hour workweek (for performance inside the United

States) or 60-hour workweek (for performance within the United States’ outlying areas and outside the United States), and such payment is in accordance with the Contractor’s established travel policy. For travel outside the United States, including its outlying areas (i.e., American

Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, and Virgin Islands of the United States), travel time begins no earlier than three hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. For travel inside the United States, travel time begins no earlier than two hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance.

The Contractor shall not be paid for time spent in layovers that are for the convenience of the

Contractor. The Government will not pay more than eight hours per day per Contractor employee for Contractor employees’ travel time when traveling inside the United States, and will not pay more than 10 hours per day per Contractor employee for Contractor employees’ travel time when traveling within the United States’ outlying areas and outside the United

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

j) Travel must be authorized in advance by the Contracting Officer’s Representative or

Government Technical Monitor.

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

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

l) 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. However, commuting time and expenses between the

Department of State site and some other location, such as a home office, shall be allowable when performing occasional official business (e.g., to attend a meeting at the Department of

State site).

m) Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor is required to use a

U.S.-flag air carrier service unless specific conditions exist. If such conditions exist, 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 such explanation.

n) Foreign transaction fees for ATMs (automated teller machines) and credit cards while

Contractor employees work overseas are allowable as long as such fees are in accordance with each of the following:

1. All of the “allowability” requirements identified in FAR 31.201-2;

2. Contractor’s established cost accounting practices; and

3. Contractor’s established travel plan, policy, and/or procedures.

The Contractor shall show on each applicable voucher the details of the actual incurred foreign transaction fees for ATMs and credit cards while working overseas, including the rate of conversion and any commission charges.

B.6 FIXED FULLY-LOADED HOURLY LABOR RATES

a) This subsection applies to Sub-CLINs that utilize the time portion of the time-and-materials arrangement.

b) This subsection will be used when the Government requires current and future in-scope services. The Key Personnel positions listed will only be utilized if the Government requires an additional support position outside of what is required by Sub-CLIN X001A.

c) The following table displays the negotiated fixed fully-loaded hourly labor rates:

Labor Category Base

Year

Option

Year 1

Option

Year 2

Award

Term 1

Option

Year 3

Award

Term 2

Option

Year 4

Award

Term 3

6-Month

Option to

Extend

Application Engineer I

Application Engineer II

Application Programmer I

Application Programmer II

Application Programmer III

Computer Security Specialist I

Computer Security Specialist II

Computer Security Specialist III

Computer Systemsecurity Analyst I

Computer Systemsecurity Analyst II

Computer Systemsecurity Analyst

III

Data Entry Clerk

Data Security Specialist

Data Standardization Specialist

Database Management Specialist I

Database Management Specialist II

Database Management Specialist III

Functional Analyst I

Year

Option

Year 1

Option

Year 2

Award

Term 1

Option

Year 3

Award

Term 2

Option

Year 4

Award

Term 3

6-Month

Option to

Extend

Functional Analyst II

Help Desk Manager

Help Desk Specialist

Local Area Network Administrator

Operations Manager

Program Administrative Specialist

Project Control Specialist

Quality Assurance Analyst

Quality Assurance Manager

System Architect I

System Architect II

Technical Writer/Editor I

Technical Writer/Editor II

Technical Writer/Editor III

Training Specialist I

Training Specialist II

Project Manager

Deputy Project Manager

DevOps Manager

Year

Option

Year 1

Option

Year 2

Award

Term 1

Option

Year 3

Award

Term 2

Option

Year 4

Award

Term 3

6-Month

Option to

Extend

Refugee Operations Manager

Production Support Manager

Software Development Manager

Information Systems Security

Manager

Senior Systems Interface Engineer

d) The negotiated fixed fully-loaded hourly labor rates are in United States currency.

e) The Government will not pay fully-loaded hourly labor rates that differ from the contract’s negotiated fixed fully-loaded hourly labor rates.

f) The Government will pay the negotiated fixed fully-loaded hourly labor rates for only performed labor that meets the labor qualifications specified in the contract.

g) Labor hours for each labor category will be paid at the same negotiated fixed fully-loaded hourly labor rate regardless of whether the individual performing the labor works (either as an employee or consultant) for the prime contractor or a subcontractor.

h) The contract’s negotiated fixed fully-loaded hourly labor rates apply to a normal workweek of 40 hours. The Government defines a normal workweek, pursuant to FAR 22.103-1, as: 1) generally, 40 hours; or 2) if longer than 40 hours and outside the United States and its outlying areas, it does not exceed the norm for the area, as determined by local custom, tradition, or law, and the hours worked in excess of 40 in the workweek are not compensated at a premium rate of pay. The Government anticipates most contract requirements being performed in an area(s) where a 40-hour workweek is considered normal.

i) Each negotiated fixed fully-loaded hourly labor rate consists of an unloaded hourly labor rate, fringe benefits (if not included in applicable indirect costs), bonus cost (if not included in applicable indirect costs), applicable indirect costs, and profit amount. It does not consist of any other costs.

j) Any cost elements included in the negotiated fixed fully-loaded hourly labor rates shall not be charged elsewhere in this contract.

j)k) For labor-hour arrangements and the time portion of time-and-materials arrangements, the

Government will not pay for work performed to replace or correct services or materials that at time of delivery failed to meet contract requirements.

B.7 POST HARDSHIP DIFFERENTIAL PAY AND DANGER PAY

Post Hardship Differential Pay and Danger Pay, which are forms of incentive compensation, will be generally allowable and will be allocated to Sub-CLIN X001G (Other Direct Costs).

Government payment of such costs is contingent on the Contractor meeting all of the following requirements:

a) Paying Post Hardship Differential Pay and Danger Pay is part of the Contractor’s established incentive compensation plan or policy, or employer/employee agreement entered into in good faith before the services are rendered, pursuant to FAR 31.205-6(f)(1)(i) (Bonuses and Incentive

Compensation).

b) When paying Post Hardship Differential Pay and Danger Pay is part of the Contractor’s established incentive compensation plan or policy, such plan or policy is followed consistently as to imply, in effect, an agreement to make such payment pursuant to FAR 31.205-6(f)(1)(i)

(Bonuses and Incentive Compensation).

c) The Contractor's basis for paying Post Hardship Differential Pay and Danger Pay is supported, pursuant to FAR 31.205-6(f)(1)(ii) (Bonuses and Incentive Compensation).

d) Payment of such costs is otherwise consistent with FAR subpart 31.2.

e) Payment will be made only for areas identified as Post Hardship Differential Pay areas and/or

Danger Pay areas in Section 920 of the Department of State Standardized Regulations (DSSR).

f) Payment will be made only for eligible employees. Eligible employees are employees:

1. whose country of citizenship is not in the contract place of performance; and

2. whose primary residence is in an area not identified in Section 920 of the DSSR, or an area identified in Section 920 of the DSSR with an applicable DSSR percentage that is less than the respective applicable DSSR percentage for the contract place of performance.

g) Payment for a given workweek for an eligible employee will not exceed the dollar amount resulting from multiplying the applicable DSSR percentage by the employee’s basic compensation for the given workweek.

h) The applicable DSSR percentage will be the DSSR percentage effective at the time of contract performance for 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).

i) An eligible employee’s basic compensation for a given workweek is the dollar amount attributable to the employee as a result of the employee’s productive hours and paid time off

(e.g., sick, vacation, holiday) hours for the given workweek. It is the employee’s base salary/unloaded compensation for the given workweek. However, such compensation must:

1. benefit the contract; and/or

2. be an equitable amount that is necessary to support the overall operation of the business, although a direct relationship to any particular cost objective (e.g., contract) cannot be shown.

j) The number of hours included in an eligible employee’s basic compensation for a given workweek cannot exceed the number of hours for the contract’s normal workweek.

k) Basic compensation included in the fixed-price under fixed-price arrangements will consist of each eligible employee’s negotiated base salary/unloaded compensation for the contract period of performance.

l) Basic compensation will consist of actual incurred base salary/unloaded compensation for 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).

m) An eligible employee may receive Post Hardship Differential Pay and Danger Pay during paid time off only when the employee takes paid time off in the contract place of performance or in another Post Hardship Differential Pay and Danger Pay area, respectively.

n) When an eligible employee takes paid time off in another Post Hardship Differential Pay and/or Danger Pay area, payment will be based on the applicable DSSR percentage(s) for the contract place of performance.

o) Payment of Post Hardship Differential Pay for an eligible employee will not commence until the eligible employee has served 42 calendar days in the contract place of performance. Payment will commence on the first productive or non-productive day after day 42, and will not be retroactive to days previously served unless paragraph “q” immediately below applies. The 42 calendar days are not required to be consecutive, and “served” consists of productive time, paid time off, and time otherwise spent in the contract place of performance.

p) Once an eligible employee has served 42 calendar days in the contract place of performance, payment of Post Hardship Differential Pay will be retroactive to day 1 served in the contract place of performance if the contract place of performance is in an area identified in Footnote N in the Post Classification and Payment Tables in Section 920 of the DSSR. Currently, Afghanistan and Iraq are the only such areas.

q) Payment of Post Hardship Differential Pay for an eligible employee will conclude when the eligible employee departs the contract place of performance, unless such departure is to another

Post Hardship Differential Pay area during paid time off.

r) For Post Hardship Differential Pay, when an eligible employee has not yet served 42 calendar days and returns to the contract place of performance after an absence from the contract place of performance, the number of days served resumes on the day of return. For example, if an eligible employee served 30 calendar days in the contract place of performance and departed the contract place of performance for 14 days, the day of return (day 44) will be considered day 31 of days served.

s) Payment of Danger Pay for an eligible employee will commence on the day of arrival in the contract place of performance and conclude on the day of departure from the contract place of performance, unless such departure is to another Danger Pay area during paid time off.

B.8 DEFENSE BASE ACT (DBA) INSURANCE

a) DBA Insurance costs are unallowable for performance in the United States.

b) DBA Insurance costs are generally allowable for performance outside the United States, but only for covered Contractor and subcontractor employees. The following are covered

Contractor and subcontractor employees:

1. United States citizens or residents;

2. Individuals hired in the United States or its possessions, regardless of citizenship; and

3. Local nationals and third country nationals where contract performance takes place in a country where there are no local worker’s compensation laws.

c) In addition, DBA Insurance costs are generally allowable for performance outside the United

States, but only when such costs accord with the terms of the Contractor’s DBA Insurance policy, law, and regulation.

d) The Contractor’s DBA Insurance policy shall be with a carrier approved by the United States

Department of Labor to provide DBA Insurance, or the Contractor shall be a self-insured employer authorized by the United States Department of Labor to provide DBA Insurance.

B.9 CEILING PROFIT PERCENTAGES

a) This section applies when profit is an applicable element (e.g., under fixed-price, labor-hour, and time portion of time-and-materials arrangements) and when:

1. proposing and negotiating new cost elements (e.g., new labor categories and other direct costs) in the contract; and/or

2. changes (i.e., additions and/or deletions) in negotiated contract pricing occur.

b) Examples of this section’s applicability are when proposing and negotiating:

1. fully-loaded hourly labor rates for labor categories not already identified in the contract;

2. fixed-price CLINs;

3. equitable adjustments under fixed-price CLINs.

c) The following are the negotiated ceiling profit percentage(s):

Option Year 2:

Award Term 1:

Option Year 3:

Award Term 2:

Option Year 4:

B.10 OVERTIME

a) The Contractor agrees to perform this contract, so far as practicable, without using overtime, particularly as a regular employment practice, except when lower overall costs to the

Government will result or when it is necessary to meet urgent program needs [reference FAR

22.103-2 (Overtime – Policy)].

b) Overtime is defined as time worked in excess of the number of hours in a normal workweek.

c) “Number of hours” includes productive time hours, travel time hours, and paid time off hours

(e.g., sick, vacation, holiday).

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

e) “Travel time hours” consist of hours spent by the employee traveling to or from authorized work locations. See Section B.5 for further information.

f) A normal workweek is defined in Section B.6(h).

g) For fixed-price arrangements, the Government will not pay for overtime.

h) The following applies to the materials portion of time-and-materials arrangements:

1. Government payment for overtime must be authorized in advance of any Contractor employee’s performance of overtime and in writing by the Contracting Officer when the Contractor requests an overtime premium cost that exceeds $0.00. Such request shall be submitted in writing to the Contracting Officer and shall address each item under FAR 52.222-2(b) (Payment for Overtime Premiums).

2. Evidence showing the Contracting Officer’s approval shall be sent with each invoice on which overtime containing a premium cost that exceeds $0.00 is being billed.

3. Advance authorization from the COR for any Contractor employee’s performance of overtime is required regardless of if the overtime premium cost does or does not exceed $0.00.

4. Unless advance authorization has been granted, any Government payment for

Contractor employee overtime will be made at the actual incurred straight-time hourly labor rate that the Contractor pays the Contractor employee and determined allowable by the Contracting Officer, pursuant to FAR 31.201-2 (Determining

Allowability).

5. Government payment for overtime must not conflict with any Contractor uncompensated overtime policy or practice. If the Contractor has such a policy or practice, the Government will not compensate the Contractor for overtime costs in accordance with such policy or practice.

i) The following applies to labor-hour arrangements and the time portion of time-and-materials arrangements:

1. Government payment for overtime will be made at the negotiated fixed fully-loaded hourly labor rates.

2. Advance authorization from the COR for any Contractor employee’s performance of overtime is required.

3. As it relates to FAR 52.232-7(a)(8) (Payments under Time-and-Materials and Labor-

Hour Contracts), no premium is included in the negotiated fixed fully-loaded hourly labor rates.

4. Government payment of overtime will be made only if the Contractor compensates the Contractor employee for the employee’s overtime performance. Contractor payment for each overtime hour shall be, at a minimum, at the regular hourly labor rate that the employee actually receives for normal workweek performance, and, if applicable, at the overtime premium that the employee actually receives for overtime performance.

B.11 PERIOD OF PERFORMANCE

This contract is comprised of a one-year base period, four, one-year option periods, and three, one-year award terms (plus any six-month option to extend).

Option Year 2:

Award Term 1:

Option Year 3:

Award Term 2:

Option Year 4:

Award Term 3:

Six-Month Option to Extend (see FAR 52.217-8):

SECTION C – PERFORMANCE WORK STATEMENT (PWS)

C.1 INTRODUCTION

The U.S. Department of State (“DOS”, “State”, or “the Department”), Bureau of Population, Refugees, and Migration (PRM) is seeking a Contractor to provide the complete range of support for the management and operations of the Refugee Processing Center (RPC). This includes components of overseas and domestic refugee processing, IT infrastructure and network support, and the maintenance and enhancement of the Worldwide Refugee Admissions Processing

Systems (WRAPS) application, including WRAPS 2 development, delivery, and deployment in accordance with Department of State policy and guidelines.

C.2 VISION AND OBJECTIVES

The purpose of this contract is to partner with a highly qualified Contractor with the capability to:

a) Accomplish all activities listed herein while employing industry best practices in project management, rapid software and application development and deployment, and system security, including risk mitigation. The goal is to ensure on-time delivery, within budget, while using innovative techniques to optimize costs and provide best value to all stakeholders. Furthermore, the Contractor is encouraged to develop, prepare, and submit value engineering change proposals in accordance with FAR Clause 52.248-1 (Value

Engineering).

b) Complete a Discovery SprintTask to develop a WRAPS 2 roadmap and implement the development of WRAPS 2 into a modern Web system while, in parallel, supporting and maintaining the existing WRAPS operational system so there is minimal to no disruption in the timely processing of refugees. At the same time, the Contractor is required to quickly develop new WRAPS functionality or auxiliary applications in response to stakeholder mandated policies and field-driven changes.

c) Maintain and improve the ability to respond and adapt to rapidly evolving worldwide refugee and security situations. This includes new requirements for refugee processing activities, as well as new software and application requirements. The Contractor must demonstrate proven experience, flexibility and agility in responding to changing business requirements with cost effective innovative solutions.

d) In addition to operations and maintenance activities, provide and maintain secure, reliable system computing environments to support production, development, testing and deployment of WRAPS, as well as back-up and disaster recovery in accordance with

DOS policy and guidelines.

e) Be adaptable and flexible to quickly respond to changing network and infrastructure requirements necessary to meet Department standards in security and to remediate all existing Plan of Action and Milestones (POAMs).

f) Recruit and retain subject matter experts who can provide detailed insight and guidance on overseas and domestic refugee processing to operational and technical staff. The

Contractor must also demonstrate innovative ideas for ensuring strong collaboration between operational and technical staff to ensure a strong feedback loop between users and developers.

g) Develop WRAPS 2 in such a way to maximize efficient and high-quality refugee processing.

C.3 BACKGROUND AND OPERATING ENVIRONMENT

PRM provides aid and sustainable solutions for refugees, victims of conflict and stateless people around the world through repatriation, local integration and resettlement in the U.S. PRM also promotes the United States’ population and migration policies. Its work supports the U.S. foreign policy objectives of promoting peace, maintaining regional stability, promoting sustainable development and relieving human suffering.

An integral component of U.S. refugee policy is the PRM-administered U.S. Refugee

Admissions Program (USRAP). The USRAP reflects the United States’ highest values and aspirations to compassion, generosity and leadership. Since 1975, Americans have welcomed over 3 million refugees from all over the world. Refugees have built new lives, homes and communities in towns and cities in all 50 states. On an annual basis, the President in consultation with the U.S. Congress determines an annual limit for admitting the total number of refugees into the U.S.

Resettlement is considered for refugees in urgent need of protection, for refugees for whom the other durable solutions (repatriation and local integration in the country of asylum) are not feasible, and for refugees able to join close family members in the U.S. Refugee applicants can enter the program in a number of different ways including referrals, direct application, or affidavits filed by relatives in the U.S. Once accepted into the program as an applicant, the

Department of Homeland Security (DHS) must interview the refugee. If approved, the refugee must complete a range of security clearances, a medical clearance and a sponsorship assurance from a resettlement agency in the U.S. before being scheduled for travel.

Tracking the status of refugees at the different stages prior to arrival in the U.S. is very important in the management of the overall program. The WRAPS application is the tool used to track this status.

While the Department of State manages the overall USRAP, multiple federal government agencies are involved in the refugee admissions and resettlement process, including the

Department of Homeland Security (DHS), specifically U.S. Citizenship and Immigration

Services (USCIS); and the Department of Health and Human Services (HHS), through the Office of Refugee Resettlement (ORR). USCIS officers review all the information that the RSC has collected and conduct an in-person interview with each refugee applicant before deciding whether to approve him or her for resettlement in the United States. ORR provides funding and program support to States to provide additional refugee services.

PRM also works with a number of other U.S. Governmental, non-governmental and international organizations to implement the USRAP. Major partners include:

a) The United Nations High Commissioner for Refugees (UNHCR): Identifies and refers refugees in need of resettlement to the U.S. program;

b) Resettlement Support Centers (RSCs): Collect biographic and other information from the applicants to prepare for the adjudication interview and for security screening. Once cases are approved by DHS, prepares case for medical exam, additional security checks and any additional steps requirements prior to travel. Enhanced security screening is a joint responsibility of the Department of State and the Department of Homeland Security and includes the participation of multiple U.S. Government security agencies;

c) Security Vetting Agencies: Federal Law Enforcement and Intelligence agencies work with DHS and the Department of State to rigorously screen all refugee applicants prior to the refugee receiving approval to travel to the United States;

d) The International Organization for Migration (IOM): Arranges transportation for refugees to the U.S. and conducts medical exams in many locations worldwide;

e) Non-governmental Resettlement Agencies in the U.S. (RAs) and their affiliates: Provide basic services to refugees upon their arrival in the U.S.;

C.3.1 REFUGEE PROCESSING CENTER AND WRAPS

PRM’s RPC is chartered with the mission to provide technical, data and refugee processing support to assist PRM in achieving its annual USRAP objectives. The RPC devises and delivers both technical and functional digital service solutions that contribute to secure, effective and efficient refugee processing implemented by PRM, RSCs, DHS, RAs, and other PRM partners.

The RPC has developed and deployed a standardized web-based refugee resettlement case management application: WRAPS. The WRAPS application links worldwide PRM partners with a modernized data communications network that facilitates the refugee resettlement process.

RSC instances of WRAPS are connected via a Virtual Private Network to a central data processing facility housed at the RPC in Arlington, VA. Refugee case data is transferred using secure electronic communications from the RSCs to the RPC, which serves as the central repository for all case data. This central repository provides PRM direct access to global data needed for timely analysis, decision-making, and program management. The figure below provides a high-level system overview of data transfer throughout refugee processing from application to resettlement in the U.S.

USCIS

RAs

DoS

PRM

CDC

HHS/

ORR

General

Inquiries

Reception and

Placement

Program

Monitoring

Internet/

VPN

Intranet

Secure Internet

USG Security Agencies

Secure

Internet

Interviews Visa 93

AORs

RRF

Med Screen

Travel

Secure

Internet

IOM

UNHCR

RAs

RSCs

DoS CA

Refugee Data

Allocations, Assurances

IOM

Secure Internet

Refugee Processing

WRAPS

WRAPS’ primary capabilities include:

a) Refugee case preparation and management (to include field based operations in refugee camps as needed, e.g. Circuit Rides)

b) Initiation of a wide range of security checks, including the Consular Lookout and Support

System (CLASS) name checks, Security Advisory Opinion (SAO) name checks, and

Interagency re-current vetting

c) Electronic data transfer between RSCs and the RPC

d) Electronic transfer of refugee medical results

e) Data transfer between the RPC and the RAs

f) Facilitation of refugee travel to the United States

g) Statistical analysis, reporting and data analytics

WRAPS provides a seamless and secure environment for PRM and its partners to facilitate movement of refugees to the U.S. for resettlement. Timely access to global data allows PRM to be proactive rather than reactive. A standardized WRAPS sub-system at the RSCs improves overall efficiency and quality of case preparation. Electronic transfer of data between WRAPS and partners’ headquarters reduces errors associated with manual data entry.

WRAPS is used by the following groups of users:

a) RSC Staff – Enter refugee data and perform day-to-day refugee processing both in static and field environments. Interface with the RPC for centralized services, such as CLASS name checks and interagency recurrent security checks. Record results of USCIS interview and scan all associated documents. Initiate requests for medical exams, cultural orientation and travel.

b) PRM Program Officers and Management – Access global pipeline information for analysis of the refugee program and access to case specific information for processing follow-up.

c) RPC Staff –Perform name check functions. Process certain types of cases including

Special Immigrant Visa holders. Generate Allocations reports and coordinate weekly

Allocations meeting. Validate Affidavit of Relationship (AOR) applications and assurances prior to release to the RSCs. Provide help desk, system and functional support to the USRAP. Provide reports --standard and unique. Support new site deployment and emergency response teams established by PRM. Respond to inquiries.

d) RA Staff – Submit AORs, assurances, interests, etc. Receive refugee biographical data and travel information. Access detailed refugee data as required following assurance.

e) Other U.S. Government Agencies – Access WRAPS data for vetting refugee background information, status information and electronic data exchange.

C.3.1.1 Operational Environment and Functional Capabilities

The following graphic depicts a general view of system users, along with the primary functional capabilities of WRAPS subsystems and the communications structure.

The operational environment chart above provides a current list of the organizations that are currently involved with the USRAP, and as such, may at times identify requirements that

PRM/RPC would take under consideration for implementation. RPC and RSC staff, in close coordination with other staff at PRM, play the key role in reviewing designs and participating in testing and training.

WRAPS consists of two functional subsystems: the RPC subsystem in Arlington, VA and a RSC subsystem deployed at eleven overseas sites. A “virtualized multi-server” environment combined with a robust and secure communications network allows the RSCs to address the needs of PRM and its program partners. A common infrastructure to facilitate the flow of information and communication throughout the refugee processing community is a critical component of

WRAPS. The infrastructure is based on secure Internet technologies. An IPSec VPN Intranet securely connects eleven overseas RSCs to the RPC for exchanging initial case data, followed by subsequent updates as the case moves through the various stages of processing, starting with case

“acceptance to the program” and ending with the arrival of the refugee(s) in the United States.

Case data updates are synchronized using a two-way data replication between the RPC and the

RSCs. For security purposes, the data exchange between the RPC and RSCs is encrypted. The

RSC servers are capable of operating in a dis-connected mode, referred to as “RSC Circuit

Rides”, such that the changes are queued for later communication when the network connectivity has been restored. This functionality is used most frequently when RSCs conduct case processing in remote locations, such as refugee camps, to allow case processing to continue while maintaining data integrity and supporting the secure infrastructure.

In order to meet DOS security requirements, the RPC is in the midst of planning the migration of

WRAPS instances at the RSC to the RPC or taking control of the WRAPS related infrastructure at the RSCs, while retaining access to WRAPS and reporting functionality for the RSC case workers. In the interim there may be a hybrid solution with the ultimate goal of centralizing

WRAPS at DOS or through cloud services at such time that this service is authorized by DOS.

PRM and its partners have secure access to the WRAPS instance at the RPC using a Web interface. The RPC exchanges data with the program partners using a secure communication over the Internet. Each RSC has instituted its own data backup and disaster recovery processes.

Once all the WRAPS instances are under RPC control, data back-up will be accomplished by the

RPC. In case of catastrophic events that result in an RSC losing its onsite as well as offsite data stores, the RPC can function as a “last-resort” back-up for the RSC. Messaging is conducted over the Internet in a secure manner utilizing standard E-mail technology such as Simple Mail

Transfer Protocol (SMTP) and Post Office Protocol (POP) version 3.

WRAPS was originally developed in early 2000 based on a technical architecture and technology of its time. The RPC is in the process of rebuilding the WRAPS application into a new system designated as WRAPS 2. This effort is focused on transforming the first version of the system based on an extensive business process re-engineering effort of pertinent refugee processing workflow and on the over 10 years of experience gained in implementing and using an automated information system to manage the refugee admissions process.

WRAPS 2 is envisioned to provide a seamless and secure environment for PRM and its partners to facilitate refugee movement to the U.S. for resettlement through a more modern, secure and stable code platform. At its core, WRAPS 2 must continue to be a web-based case management system that delivers workflow and reporting capabilities to a wide range of users. WRAPS is a case management system used to process refugee information from initial application through travel and post-arrival monitoring. In between, WRAPS manages a wide variety of activity, from security and medical processing, to cultural orientation and travel. WRAPS 2 will include additional business rules and validations built into the system allowing the system to enforce quality control of data and standardization, which will improve overall efficiency and the quality of refugee case preparation. In addition to the core functionality within WRAPS, additional requirements exist that are required to support USRAP processing at the RSCs. Currently the

RPC has been conducting discovery sprints to identify native IT solutions put in place by the

RSCs to assess feasibility of either taking over responsibility, or developing auxiliary applications.

WRAPS 2 will also support electronic transfer of data to and from partners’ systems, reducing errors associated with manual data entry. The Attachment titled “Technical and Business Info on

WRAPS and RPC” provides technical and business statistic highlights for WRAPS and the RPC.

C.3.2 LEGISLATION

Legislation or Executive Orders instituting changes for the USRAP may be enacted during the period of this contract. The Contractor shall respond to requirements to provide support to these changes, similar in nature to the support provided in this contract.

C.3.3 STANDARDS, GUIDELINES, AND REFERENCES

The Contractor shall adhere to the following Standards, Guidelines, and References, as applicable, over the course of the contract:

a) J-STD-016-1995 (IEEE/EIA Standard for Information Technology, Software Life Cycle

Processes, Software Development)

b) 12207.0-1996 IEEE/EIA Standard: Industry Implementation of International Standard

ISO/IEC 12207:1995 Standard for Information Technology--Software Life Cycle

Processes

c) 12277.1-1997 IEEE/EIA Standard: Industry Implementation of International Standard

ISO/IEC 12207:1995 Standard for Information Technology-- Software Life Cycle

Processes--Life cycle data

d) 12207.2-1997 IEEE/EIA Standard: Industry Implementation of International Standard

ISO/IEC 12207:1995 Standard for Information Technology-- Software Life Cycle

Processes--Implementation considerations

e) EIA-649-1998 (National Consensus Standard for Configuration Management)

f) CMMI Institute, CMMI Level 3 for DEVCMM Institute,

g) CMMI Level 3 for SVC or Information Technology Information Library ITIL v3 2011 or certified through AXELOS

h) Worldwide Refugee Admissions Processing System Program Management Plan

i) Worldwide Refugee Admissions Processing System Operational Concept Description

j) Worldwide Refugee Admissions Processing System Technical Architecture

k) WRAPS Deployment Plan

l) WRAPS Software Development Plan

m) WRAPS Quality Assurance Plan

n) WRAPS Software Maintenance Plan

o) WRAPS Information System Security Plan

p) Disaster Recovery Plan

q) WRAPS…