Solicitation 9594CS25Q0078.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

FAC250110 36

9594CS25Q0078

Cathy Collins (202) 220-5354

Net 30

See Section F See Block 9

Electronic Transfer of Funds

Court Services and Offender Supervision Agency Office of Financial Management 800 North Capitol St., NW Washington, DC 20002-4260

See Continuation Sheet

511210

$41.5M

08/20/2025

See Section L

Court Services and Offender Supervision Agency Office of Procurement 800 North Capitol St., NW Washington, DC 20002-4260 Cathy Collins;(202) 220-5354;catherine.collins@csosa.gov

9594CS25Q0078

Continuation of SF1449

ITEM DESCRIPTION QTY UNIT UNIT PRICE TOTAL AMOUNT

0001 Base Period: Labor NTE $TBD at award 0002 Base Period: Surge Labor (option) NTE $TBD at award

Total Base Period Not-To-Exceed Amount (NTE) $TBD at award

1001 Option Period 1: Labor NTE $TBD at award 1002 Option Period 1: Surge Labor (option) NTE $TBD at award

Total Option Period 1 NTE Amount $TBD at award

2001 Option Period 2: Labor NTE $TBD at award 2002 Option Period 2: Surge Labor (option) NTE $TBD at award

Total Option Period 2 NTE Amount $TBD at award

3001 Option Period 3: Labor NTE $TBD at award 3002 Option Period 3: Surge Labor (option) NTE $TBD at award

Total Option Period 3 NTE Amount $TBD at award

4001 Option Period 4: Labor NTE $TBD at award 4002 Option Period 4: Surge Labor (option) NTE $TBD at award

Total Option Period 4 NTE Amount $TBD at award

Total NTE Amount (Base and All Option Periods) $TBD at award

SF1449, Block 25, Accounting and Appropriation Data To be completed at award

Section B - Supplies or Services and Prices/Costs

B.1 Services. The Contractor shall provide all services identified in the contract line items (CLINs) included in this purchase order in accordance with the Statement of Work (SOW) in Section C.

B.2 Type of Contract. This is a Labor hour (LH) purchase order.

B.3 North American Industry Classification System (NAICS) and Small Business Size Standard.

The NAICS Code for this purchase order is 541519, Other Computer Related Services, and the small business size standard is $34M.

B.4 Purchase Order Ceiling Amount. As prescribed in FAR 12.207(b)(1)(ii)(B) and FAR 16.601(d)(2), this purchase order sets a ceiling price. The ceiling represents the total dollar amount that may be incurred and expended for all efforts on this purchase order, including the base and all option periods.

The ceiling price is the “Total Not-to-Exceed Amount (Base Period and All Option Periods)” identified below. Notwithstanding the purchase order’s stated ceiling price, the Government's liability to the Contractor is limited the total obligated (funded) amount on the purchase order. The Contractor shall not perform work under this purchase order that will cause it to exceed the total obligated amount on the purchase order.

B.5 Contract Line Item Breakdown. Table1 below is the breakdown of the pricing that comprises the total price for each contract line item (CLIN) for each period of performance (base period and each option period) identified on page 2 above. Table 1 provides the labor categories awarded under this purchase order and for each CLIN, the quantity of hours, the corresponding burdened hourly labor rate, and the total CLIN not-to-exceed (NTE) amount. Technical qualifications and professional requirements for each labor category listed below are provided in Section C, Statement of Work.

Table 1: Contract Line Item Breakdown for Each Period of Performance

1001 Option Period 1: Labor Project Manager TBD at award 48 TBD at award FM:Systems Consultant TBD at award 192 TBD at award

Total CLIN 1001 NTE Amount TBD at award

1002 Option Period 1: Optional Surge Labor Project Manager TBD at award 10 TBD at award FM:Systems Consultant TBD at award 70 TBD at award

Total CLIN 1002 NTE Amount TBD at award

Total Option Period 1 (CLIN 1001 and CLIN 1002) NTE Amount TBD at award

2001 Option Period 2: Labor

Total CLIN 2001 NTE Amount TBD at award

2002 Option Period 2: Optional Surge Labor

Total CLIN 2002 NTE Amount TBD at award

Total Option Period 2 (CLIN 2001 and CLIN 2002) NTE Amount TBD at award

CLIN Description Burdened Hourly Labor Rate Hours

Total Not-to-Exceed (NTE) Amount

0001 Base Period: Labor

Total CLIN 0001 NTE Amount TBD at award

0002 Base Period: Optional Surge Labor

Total CLIN 0002 NTE Amount TBD at award

Total Base Period (CLIN 0001 and CLIN 0002) NTE Amount TBD at award

CLIN Description Burdened Hourly Labor Rate Hours

Total Not-to-Exceed Amount

3001 Option Period 3: Labor

Total CLIN 3001 NTE Amount TBD at award

3002 Option Period 3: Optional Surge Labor

Total CLIN 3002 NTE Amount TBD at award

Total Option Period 3 (CLIN 3001 and CLIN 3002) NTE Amount TBD at award

4001 Option Period 4: Labor

Total CLIN 4001 NTE Amount TBD at award

4002 Option Period 4: Optional Surge Labor

Total CLIN 4002 NTE Amount TBD at award

Total Option Period 4 (CLIN 4001 and CLIN 4002) NTE Amount TBD at award

Grand Total Base Period and All Option Periods NTE Amount TBD at award

B.6 Re-allocation of Hours.

B.6.1 The Contractor may re-allocate hours between the above identified labor categories, i.e., Project Manager and FM:Systems Consultant, within each CLIN, within each period of performance, as long as:

B.6.1.1 The Contractor obtains approval from the Contracting Officer’s Representative (COR) for any re-allocation of hours between labor categories within a CLIN within a period of performance; and

B.6.1.2 The total obligated not-to-exceed amount of each CLIN in each period of performance is not exceeded.

B.6.2 Under no circumstances can hours be reallocated between CLINs.

Section C – Description/Specifications/Work Statement

C.1 Overview. The Court Services and Offender Supervision Agency (CSOSA) for the District of Columbia is an independent agency in the Executive Branch of the federal government. CSOSA is responsible for supervising adult offenders who are on probation, parole or supervised release in the District of Columbia. CSOSA is responsible for creating and maintaining a coherent and effective program that increases public safety, prevents crime, reduces recidivism, and supports the fair administration of justice.

C.2 Background. CSOSA Office of Administration/Office of Facilities (OF) is tasked with maintaining six facilities throughout the District of Columbia. The OF maintains a database with electronic formatted drawing files of each facility. The OF uses AutoCAD and AutoCAD Architecture drawing files and integrates these with FM:Systems software. The OF uses FM:Systems software to conduct all of its computer aided facilities management (CAFM) daily operations such as Move Management, Strategic Planning, Real Estate/portfolio tracking, hoteling and conference room reservations, asset management, and space management.

C.3 Objectives. The objectives of this purchase order are: (1) to obtain on-site consultation and technical support for FM:Systems software and its integration with Autodesk software (AutoCAD), AutoCAD Architecture, and Revit), (2) to obtain over the shoulder training; and (3) to integrate software upgrades with current hardware and network configurations.

C.4 Description of Services.

C.4.1 Onsite FM:Systems Software Consultation, Operation and Technical Support. The Contractor shall:

C.4.1.1 Provide on-site consultation and technical support for FM:Systems software and its integration with Autodesk software (AutoCAD, AutoCAD Architecture, and Revit).

C.4.1.2 Assist the OF staff with the maintenance of FM:Systems software database, CAFM, and the maintenance of the files, and associated data in existing FM:Systems software database.

C.4.1.3 Create custom reports which allow OF to track and report on facilities management data in the CSOSA databases.

C.4.1.4 Develop FM:Systems solutions to meet the on-going OF needs associated with OF CAFM modules: Move Management, Strategic Planning, Real Estate/Portfolio Tracking, Hoteling and Conference Room Reservations, Asset Management, and Space Management.

C.4.1.5 Assist OF with the integration of Building Information Modeling (BIM) technology with FM:Systems software.

C.4.2 On-site Over-the-Shoulder Training Support. The Contractor shall:

C.4.2.1 Provide customized ad-hoc and “Over-the-Shoulder” training on FM:Systems software as the result of new software releases, software updates, or new OF staff.

C.4.2.2 Provide assistance in ensuring that critical files necessary for space planning in FM:Systems software, AutoCAD, AutoCAD Architecture, and Revit are backed up and accessible by the OF.

C.4.3 Integrate Software Upgrades. The Contractor shall provide assistance to OF and Office of Information Technology to integrate software upgrades with current hardware and network configurations.

C.4.4 Project Manager. The Project Manager is responsible for the oversight and successful performance of all on-site consultations, technical support, and training to the CSOSA Office of Facilities, in addition to fulfilling the reporting and meeting requirements identified in Sections C.6 and C.7.

C.5 Work Schedule.

C.5.1 Labor Contract Line Item Numbers (CLINs) 0001, 1001, 2001, 3001, and 4001.

C.5.1.1 Regularly Scheduled Work Hours.

C.5.1.1.1 FM:Systems Consultant. On-site consultation, technical support, and training to the CSOSA Office of Facilities provided by the FM:Systems Consultant shall be performed at a minimum of one eight hour business day (Monday through Friday, excluding holidays) once a month (total of 96 hours per year (8hrs * 12 months). The remaining 96 hours in each period of performance shall be performed as outlined in Section C.5.1.2 below. Specific on-site hours to be worked are to be coordinated with the Contracting Officer’s Representative (COR) identified in Section G.1. Refer to Section F.3 for additional terms and conditions regarding the work schedule.

C.5. 1.1.2 Project Manager. The Project Manager shall work no more than four hours per month for a total of 48 hours per period of performance.

C.5.1.2 Additional Hours beyond the Above Identified Regularly Scheduled Work Hours.

C.5.1.2.1 As stated above, CLINs 0001, 1001, 2001, 3001, and 4001 includes 192 hours allocated to the labor category FM:Systems Consultant. Of the 192 hours, 96 hours in each period of performance shall be expended per Section C.5.1.1 above. For the remaining 96 hours:

• The Contractor may expend these hours only upon written request from the COR;

• The Contractor shall perform these hours on-site at CSOSA unless otherwise agreed to by the COR; and

• The hours will be incurred no less than an 8-hour day.

C.5.1.2.2 There are no additional hours above the regularly scheduled work hours included in CLINs 0001, 1001, 2001, 3001, and 4001 for the Project Manager. The Project Manager labor category cannot exceed the 48 hours identified in Section B.4.1, Table 1, which is to be performed as four hours per month.

C.5.2 Optional Surge Labor.

C.5.2.1 FM:Systems Consultant. The CLIN for Optional Surge Labor for each period of performance (i.e., CLINs 0002, 1002, 2002, 3002, and 4002), allocates 70 hours to the labor category FM:Systems Consultant above the hours included in the “Labor” CLINs (i.e, CLIN 0001, 1001, 2001, 3001, and 4001).

Once the additional 96 hours in the “Labor” CLINs, allocated to the labor category FM:Systems Consultant (discussed in Section C.5.1.2.1 above), are expended, the Contractor can only perform the hours in the Optional Surge Labor CLINs if these hours are exercised, i.e., a modification funding the additional hours is signed by the Contracting Officer. Under no circumstances can any hours identified in any Optional Surge Labor CLIN, i.e., CLINs 0002, 1002, 2002, 3002, and 4002, be expended unless a fully executed funded modification is issued by the Contracting Officer.

Section H of the purchase order provides the procedures for exercising the Optional Surge Labor CLINs.

C.5.2.2 Project Manager. The CLIN for Optional Surge Labor for each period of performance (i.e., CLINs 0002, 1002, 2002, 3002, 4002), allocates 10 hours to the labor category Project Manager. The Contractor can only perform the hours in the Optional Surge Labor CLINs if these hours are exercised, i.e., a modification funding the additional hours is signed by the Contracting Officer. Under no circumstances can any hours identified in any Optional Surge Labor CLIN, i.e., CLINs 0002, 1002, 2002, 3002, and 4002, be expended unless a fully executed funded modification is issued by the Contracting Officer.

Section H of the purchase order provides the procedures for exercising the Optional Surge Labor CLINs.

C.6 Reporting Requirements.

C.6.1 The Contractor shall provide a written report once a month of the services provided. The monthly report shall be due no later than close of business the 5th of the month immediately following the reporting period and shall include, at a minimum, the following information for the period being reported:

• Tasks completed.

• Status of each ongoing task.

• Government actions needed, if any.

• Events or circumstances that may impact the Contractor's ability to meet contractual obligations (including those outstanding from the prior reporting period);

• Any issues or concerns; and

• Other information the Contractor believes is relevant to supporting or improving the

• objectives and goals of the project.

C.6.2 After receipt of the monthly report, the COR shall meet with the Project Manager to discuss the services provided during the reporting period and any issues or concerns either party may have.

C.7 Ad Hoc Meeting Requirements. Either party may request a meeting with the other party on an ‘ad hoc’ basis to discuss urgent or compelling issues.

C.8 Key Personnel. The Contractor personnel performing in the labor categories Project Manager and FM:Systems Consultant are considered key personnel and are subject to the terms and conditions identified in Section H of the purchase order.

C.9 Key Personnel Qualifications.

C.9.1 Project Manager. The Project Manager shall have a minimum of five years of demonstrated experience managing projects in which FM:Systems software, AutoCAD, and Revit Products were used.

C.9.2 FM:Systems Consultant. The FM: Systems Consultant shall have the following qualifications:

C.9.2.1 A minimum of three years of demonstrated experience integrating FM:Systems software with AutoCAD.

C.9.2.2 A minimum of two years using Revit;

C.9.2.4 Demonstrated work experience using Structured Query Language (SQL).

C.10 Post-Award Meeting. The COR will schedule a post-award meeting between the Contractor and CSOSA within 10 business days following purchase order award. The purpose of this meeting will be to review the performance requirements of the purchase order, the roles and responsibilities of CSOSA and the Contractor under the purchase order, and any other issues either party may want to discuss. The Contractor shall prepare a meeting report that details who attended the meeting, what discussions took place, and what agreements were reached. A copy of the report shall be provided to the COR by email within 3 business days following the meeting.

Section D – Packaging and Marking

The Contractor shall provide all written deliverables in electronic format with read/write capability using Microsoft WORD 2010 format, or other than text files any other application compatible with software included Microsoft Office Suite applications. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g. avoid use of columns) and avoid using any design/layout elements.

Section E – Inspection and Acceptance

E.1 Inspection will be in accordance with FAR 52.212-4(a) and the terms and conditions in this Section E.

E.2 Inspection and Acceptance. The COR shall be responsible for performing the inspection and acceptance of all services rendered under this purchase order. Any deficiencies or lack of compliance with any purchase order term and condition shall be identified by the COR and must be immediately corrected by the Contractor.

Section F – Deliveries and Performance

F.1 Period of Performance. The period of performance of this purchase order is as follows:

Base Period 12 months from effective date of award Option Period 1 12 months from effective date of option period, if exercised Option Period 2 12 months from effective date of option period, if exercised Option Period 3 12 months from effective date of option period, if exercised Option Period 4 12 months from effective date of option period, if exercised

F.2 Place of Performance. The Contractor will primarily perform the work under this purchase order at the CSOSA facility located at 800 North Capitol Street, NW, Washington, DC, 20002-4260. However, the Contractor may be required to perform work at other CSOSA facilities located within Washington, DC.

F.3 CSOSA Hours of Operation.

F.3.1 CSOSA normal hours of operation are 7:00 a.m. to 6:00 p.m., Monday through Friday, except federal holidays. Work to be performed at government facilities must be accomplished within the CSOSA hours of operation identified above. Any work at the government’s facilities outside the above identified hours of operation is not authorized unless approved by the COR.

F.3.2 The Contractor shall coordinate work hours at government facilities with the Contracting Officer’s Representative (COR). The Contractor shall not perform work at government facilities on federal holidays or other non-business days without prior approval of the COR. Refer to Section F.4 below for identification of Legal Holidays.

F.3.3 Contractors shall not work longer than the standard 8 hour workday unless approved by the COR.

At the Government's request, the Contractor shall provide support to respond to short notice requirements and work non-standard hours when necessary. Approved hours worked beyond 8 hours per day shall be billed at the standard hourly rate.

F.4 Observance of Legal Holidays. CSOSA personnel observe the following days as holidays:

(1) New Year's Day (7) Labor Day

(2) Martin Luther King's Birthday (8) Columbus Day

(3) President’s Day (9) Veterans' Day

(4) Memorial Day (10) Thanksgiving Day

(5) Juneteenth Day (11) Christmas Day

(6) Independence Day

F.4.1 If a holiday falls on Sunday, the following Monday will be observed as the legal holiday.

F.4.2 When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

F.4.3 In addition to the days designated as holidays, the Government observes the following days:

(1) Any other day designated by Federal Statute

(2) Any other day designated by Executive Order

(3) Any other day designated by the President’s Proclamation

F.4.4 It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the purchase order.

F.5 Notice of Delays. In the event the Contractor encounters, or anticipates encountering, difficulty in meeting performance requirements, or in complying with the purchase order delivery schedule or completion date, or whether the Contractor has knowledge that any actual or potential situation is delaying, or threatens to delay, the timely performance of this purchase order, the Contractor shall immediately, within one (1) business day, notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this notification shall be informational only in character, and that this provision shall not be construed as a waiver by CSOSA of any delivery schedule or date, or any rights or remedies provided by law or under this purchase order.

F.6 Travel. No travel reimbursement is allowed under this purchase order.

F.7 Telework. Telework is only authorized if approved by the COR.

F.8 Deliverables.

F.8.1 The Contractor shall provide all deliverables as outlined in Section C, Statement of Work. All written deliverables shall be submitted to the Contracting Officer’s Representative (COR) identified in Section G. of this purchase order in accordance with the format specified in Section D. Inspection and acceptance of all deliverables shall be in accordance with the procedures outlined Section E of this purchase order.

F.8.2 In the event the Contractor anticipates difficulty in complying with any delivery schedule, the Contractor shall immediately provide written notice to the Contracting Officer and the COR. Each notification shall give pertinent details, including the date by which the Contractor expects to make delivery; provided that this data shall be informational only in character and that receipt thereof shall not be construed as a waiver by the Government of the purchase order delivery schedule, or any rights or remedies provided by law or under this contract.

Section G – Contract Administration Data

G.1 Contracting Officer’s Representative

G.1.1 The Contracting Officer’s Representative (COR) for this purchase order is:

TBD at award CSOSA – Office of Facilities 800 North Capitol Street, NW Washington, DC 20002-4260 Telephone Number: TBD at award Email Address: TBD at award

G.1.2 The COR is responsible for the technical aspects of the purchase order and serves as the liaison with the Contractor. The COR is responsible for the final inspection and acceptance of all work performed and such other responsibilities as may be specified in this purchase order.

G.1.3 The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the purchase order price, terms or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contacting Officer.

G.2 Contracting Officer

G.2.1 The Contracting Officer is the only person authorized to approve changes to any of the terms and conditions of this purchase order. In the event the Contractor effects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the purchase order price to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the purchase order, or to modify any term or condition of this purchase order. The Contracting Officer is the only individual who can legally obligate government funds. No cost chargeable to the proposed purchase order can be incurred before receipt of a fully executed purchase order, which includes any subsequent purchase order modifications or other specific written authorization from the Contracting Officer.

G.2.2 The Contractor shall not comply with any order, direction or request of government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as a part of this purchase order. No order, statement, or conduct of government personnel, other than the Contracting Officer, who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this purchase order shall constitute a change under the terms for changes included in FAR 52.212-4 of this purchase order.

G.2.3 The procuring and administering Contracting Officer for this purchase order is:

Elijah Anderson Office of Procurement Court Services and Offender Supervision Agency (CSOSA) 800 N. Capitol Street, NW, 6th Floor Washington, DC 20002-4260 Phone: 202.220.5795 Email Address: Elijah.Anderson@csosa.gov.

mailto:Elijah.Anderson@csosa.gov

G.3 Electronic Invoicing and Payment Requirements – Invoice Processing Platform

G.3.1 Payment requests must be submitted electronically through the U.S. Department of Treasury’s Invoice Processing Platform (IPP) system using the “Bill to Agency” of Interior Business Center – FMD.

G.3.2 Definitions.

G.3.2.1 “Contract” as used throughout this clause means the type of contract identified in Section B.2 above.

G.3.2.2 “Payment request” means any request for contract financing payment or invoice payment by the Contractor.

G.3.3 To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract or the clause FAR 52.212-4, Contract Terms and Conditions – Commercial Items, included in commercial item contracts.

G.3.4 IPP Registration. The IPP website address is: https://www.ipp.gov. The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve normally within 3-5 business days of the contract award date. Assistance with enrollment may be obtained by contacting the IPP Production Helpdesk via email at IPPCustomerSupport@fiscal.treasury.gov or by phone at (866) 973-3131.

G.3.5 Payment Request/Invoice Submission.

G.3.5.1 Invoices shall be submitted in IPP with a unique invoice number and no more than once a month, unless otherwise authorized under this contract.

G.3.5.2 The payment request/invoice submission must identify the specific Contract Line Item Numbers (CLINs) for which the Contractor is seeking payment under the contract.

G.3.5.3 In addition to providing the information required by IPP, the Contractor shall include in IPP as an attachment(s) to the specific payment request/invoice amount the following information:

• Contractor’s Contact Information;

• CSOSA’s Billing Information, i.e.:

CSOSA, Office of Financial Management 800 North Capitol Street, NW, 6th Floor Washington, DC 20002-4260

• Unique Invoice Number;

• Total Invoice Amount;

• Contract Line-Item Number (CLIN) invoiced and CLIN description as it appears in this award;

• A description of services performed, e.g., labor category, hours worked by date, hourly rate, and amount billed by labor category, and total invoice amount; and

• As authorized by FAR 52.212-4, Section (i) Payments, the Contractor shall substantiate each payment request/invoice submitted by including individual daily job timecards for each person (on-site and off-site) performing any work under this contract.

https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

G.3.6 CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse contractors on the 30th calendar day after a proper and valid invoice is officially received by the Agency.

G.3.6.1 Invoices submitted in IPP to incorrect CLINs and/or without required or valid attachment information are not considered proper.

G.3.6.2 Improper or invalid IPP invoices shall be disputed / rejected by CSOSA in their entirety. If the invoice is disputed / rejected by CSOSA, the Contracting Officer or COR appointed to the contract will notify the Contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the received date stamped on the invoice by OFM). CSOSA’s written dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the government’s dispute and a request for an immediate explanation and / or corrected invoice. In addition, the invoice will be rejected by CSOSA in IPP. The Contractor shall re-submit corrected invoices in IPP, with required attachments, using a new, unique invoice number.

G.3.6.3 Properly disputed invoice amounts are not subject to late payment interest computations during the period of dispute. Per FAR Part 32 the Contracting Officer has the final authority to approve payment of an invoice.

G.3.7 The Contractor should review IPP to determine the current status of a submitted invoice.

Contractor inquiries concerning an invoice payment may be made to the CSOSA Office of Financial Management (OFM) thirty (30) calendar days after a proper invoice has been submitted. The Contractor may make payment inquires to by calling OFM, Ms. Rolanda White, at 202-220-5464 or emailing OFM at rolanda.white@csosa.gov.

Section H – Special Contract Requirements

H.1 Security Requirements.

H.1.1 Security Clearances.

H.1.1.1 The scope of work and data collection requires the Contractor to have on-site access and may require the Contractor to collect information that is Procurement Sensitive and For Official Use Only or Agency Sensitive. Therefore, personnel supporting this purchase order must have an approved CSOSA clearance, if they do not already have one.

H.1.1.2 The Contractor shall comply with the CSOSA administrative, physical and technical security controls to ensure that the government’s security requirements are met. During the course of these tasks, the Contractor shall not use, disclose or reproduce data that bears a restrictive legend, other than as required in the performance of this purchase order, and will be required to sign non-disclosure agreements. Additionally, the Contractor shall comply with the CSOSA personnel security requirements listed below.

H.1.2 Personnel Security. The Contractor agrees to adhere to all regulations prescribed by the Government in regard to the safety and security of staff and Clients. All Contractor personnel (employees and approved subcontractors) utilized under this purchase order shall submit to a CSOSA background check, and if necessary, a background investigation prior to performing. The intent and purpose of the background check/ investigation is to preclude the assignment of any individual who poses a threat to the Government, or successful work completion, due to past unlawful or inappropriate behavior. Contractor personnel must be U.S. citizens, or be lawfully permitted to reside in the United States and possess a valid work permit. The Contractor shall ensure that an individual does not begin work under this purchase order until the background checks are conducted and approved by the CSOSA Office of Security.

mailto:rolanda.white@csosa.gov

H.1.3 CSOSA Background Checks.

H.1.3.1 Once the purchase order has been awarded, the Contractor will provide the COR with completed and signed security forms for Contractor and subcontractor personnel. The forms to be completed are:

• CSOSA Security Form for Temporary Contractors (Form # CSOSA-SEC-0010) (Attachment J-1)

• CSOSA Credit Release (Attachment J-2)

• PIV Form (to be completed by COR if an access card is needed. If an access card is not needed, this form is not required) (Attachment J-3)

H.1.3.2 The COR will provide the completed security forms to the Contracting Officer who will provide the completed forms to the CSOSA Office of Security to conduct background checks. Once background checks are conducted and approved, the Office of Security will issue security approval to/through the CO/COR, who in turn will notify the Contractor. Only at that time may the Contractor notify an individual to begin work under this purchase order.

H.1.3.3 Once an individual has been granted security approval, they can begin work. The Contractor must allow up to 30 days for the Office of Security to process the CSOSA background checks.

H.1.3.4 Derogatory information, falsification of any forms, or refusal to supply information and/or forms may be considered justification for immediate security denial/removal of the individual. CSOSA has the right to request any additional information necessary to complete the background check. If Contractor personnel fail to provide any of the above information, or cooperate with the CSOSA Office of Security, the individual will be disapproved and removed immediately.

H.1.4 Defense Counterintelligence Security Agency (DCSA) Background Investigation. Awards with a period of performance of 180 days or more must undergo a background investigation by DCSA in addition to the CSOSA background check. The CSOSA Office of Security will provide the additional security forms required for initiation of the DCSA background investigation. The Contractor will ensure that each individual assigned to this purchase order provides the following forms to the CSOSA Office of Security:

1. SF-85P, Questionnaire for Public Trust Positions (web-accessible form) - The Office of

Security will provide the link for individuals to complete this form electronically.

2. OF 306, Declaration for Federal Employment

3. FD 258, Fingerprint Cards

H.1.5 If an individual is terminated, resigns, or for any other reason is no longer working on the purchase order, the Contractor shall ensure that all previously issued CSOSA equipment and material (including CSOSA identification card, if one has been issued) is retrieved from that individual and returned to the COR within one business day of the termination. The Contractor must notify the COR immediately when an individual is no longer working on the purchase order. The COR must immediately notify the CSOSA Office of Security and Information Technology in writing so all electronic access can be promptly terminated. In addition, the Contractor shall coordinate with the Contracting Officer or COR to identify a replacement if necessary. Replacements cannot start work until the CSOSA Office of Security provides approval.

H.1.6 Any individual who has been removed from performance under the purchase order may be required to undergo another CSOSA background check before resuming work.

H.1.7 Both the Contracting Officer and the COR shall ensure that all Contractor and approved subcontractor employees who provide services under this purchase order have been approved by the CSOSA Office of Security.

H.1.8 Contractor personnel shall wear or display CSOSA issued identification at all times when performing work at a CSOSA facility. Contractor personnel shall not share or loan any CSOSA identification. All individuals assigned to this purchase order must report the loss or misplacement of agency identification immediately to the CSOSA Office of Security.

H.1.9 By responding to the CSOSA solicitation, Contractor and approved subcontractor personnel agree to provide the requested information and cooperate with the above listed procedures. Any Contractor or approved subcontractor employee who does not obtain a favorable adjudication for the CSOSA background check, or DCSA background investigation, will be unable to perform services under this purchase order. The final adjudicative determination will be made at the sole discretion of CSOSA.

H.1.10 Security and Privacy - Personally Identifiable Information (PII), Personal Health Information (PHI), or Sensitive Information Storage and Handling. The Contractor is responsible for meeting information security and privacy requirements, and for the proper handling of Personally Identifiable Information (PII), Personal Health Information (PHI), or Sensitive Information Marked as Controlled Unclassified Information (CUI) as defined by Executive Order 13556 (or similar markings – For Official Use Only (FOUO), Sensitive Security Information (SSI), Sensitive But Unclassified (SBU), or any other forms of non-public information). Such information’s security and privacy requirements include the Federal Information Security Modernization Act of 2014, E-Government Act of 2002, Privacy Act of 1974, and other applicable laws, Executive Orders, directives, policies, standards, instructions, regulations, or procedures, and agency directives, policies, instructions, regulations, or procedures. The Contractor must store, process, or transmit all PII, PHI, or Sensitive Information only within CSOSA-controlled IT resources. Any exceptions must be formally approved in writing by the CSOSA Director, CIO, Chief Privacy Officer, CISO, Records Management Officer, and formally distributed to the Contractor in writing via the authorized CSOSA Contracting Officer. If exceptions are granted, specific information security and privacy requirements will be determined and formally provided to the Contractor.

H.1.11 Information Security and Privacy Training.

H.1.11.1 Contractor personnel are responsible for completing initial Information Security and Privacy Training in accordance with federal regulations and agency requirements, and completing annual training thereafter.

H.1.11.2 Computer Security Incident and Privacy Breach Notification. The Contractor agrees that in the event of any actual or suspected computer security incident or breach of PII, PHI, or Sensitive Information Marked as CUI as defined by Executive Order 13556 (or similar markings – FOUO, SSI, SBU, or any other forms of Non-Public Information), the Contractor will notify within one hour, the CSOSA CIO, Chief Privacy Officer, CISO, and the COR or Contracting Officer.

H.1.11.3 All Contractor personnel (to include subcontractor personnel, teaming partner personnel, and independent consultants) who will be personally and substantially involved in the performance of this purchase order which requires the Contractor to act on behalf of, or provide advice with respect to any phase of an agency procurement, shall execute and submit a “Non-Disclosure Agreement” Form. All Contractor personnel must submit a Non-Disclosure Agreement prior to the commencement of any work on this purchase order. Furthermore, Contractor personnel must submit a Non-Disclosure agreement whenever replacement personnel are proposed. Any information provided by the Contractor (and any subcontractors if applicable) in the performance of this purchase order or obtained by the Government is only to be used in the performance any work under this purchase order.

H.2 Government Facilities/Property.

H.2.1 Once cleared by CSOSA's Office of Security, Contractor personnel will receive the following Government facilities/property:

• Access to workspace, office equipment, including but not limited to phones, printers, copiers, and fax machines, as well as all appropriate office supplies;

• CSOSA personal identity verification (PIV) card;

• PIV card reader; and

• Computer.

H.2.2 Parking facilities are not provided.

H.2.3 The use of Contractor owned equipment, such as a computer or tablet, is allowed in CSOSA facilities, but no Contractor owned equipment will be connected to CSOSA’s Local Area Network.

H.2.4 The Contractor shall maintain and disposition all Government facilities/property in accordance with FAR 52.245-1, Government Property.

H.2.5 All Government facilities, when vacated by the Contractor, shall be in substantially the same condition as when it was first provided to the Contractor. In addition, Government property shall be returned to the Government within two business days after the end of the purchase order period of performance in substantially the same condition as when it was first provided to the Contractor. If any individual performing work under the purchase order is terminated or resigns, all assigned Government property must be returned to the Government within two business days of the date performance ended.

H.3 Use and Charges. As authorized by FAR 52.245-9 Use and Charges, the Contractor is authorized to use any Government facilities/property provided in the performance of any work awarded under this award without charge.

H.4 Government Information.

H.4.1 Contractor personnel will have access to CSOSA IT systems. All information included in these systems shall remain the property of CSOSA. Access to these systems will no longer be available to Contractor personnel at the end of the performance period or sooner as may be requested by the COR.

H.4.2 Government information may not be distributed beyond the Contractor’s project performers without CSOSA's prior written permission by the COR.

H.4.3 The COR identified in this purchase order will be the point of contact for identification of any required information to be supplied by CSOSA.

H.5 Key Personnel.

H.5.1 All Contractor personnel performing any work under the labor categories identified in Section B.4, Table 1, are considered essential and, therefore, are considered key personnel.

H.5.2 The Contractor shall ensure that its staff maintains any required professional certifications, accreditations, and proficiencies relative to their areas of expertise. CSOSA is not responsible for paying any expenses incurred by the Contractor or by individual Contractor personnel to meet professional certification requirements.

H.5.3 Key personnel may, with the consent of the contracting parties, be changed from time to time during the course of the performance of this purchase order by adding or deleting personnel, as appropriate, in order to provide sufficient personnel possessing the education, training and experience necessary to perform the services required by this purchase order.

H.5.4 If one or more of the key personnel, for any reason, becomes, or is expected to become, unavailable for work under this purchase order for a continuous period exceeding thirty (30) work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the Contractor will promptly notify the Contracting Officer and the COR and will, subject to the concurrence of the Contracting Officer or his authorized representative, promptly replace such personnel with personnel of at least substantially equal ability and qualifications. All Contractor personnel will be required to receive approval from the COR through resume submission. CSOSA reserves the right to accept or reject any or all of the candidates.

H.5.5 Before removing or replacing any of the specified individuals or facilities, the Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this purchase order. The Contractor shall not remove or replace personnel until the Contractor provides the Contracting Officer with advance notice of the proposed change and the Contracting Officer determines there is no negative impact by the proposed change.

H.6 Confidentiality and Non-Disclosure Agreement. All Contractor personnel (including subcontractor personnel, teaming partner personnel, and independent consultants) who will be personally and substantially involved in the performance of this purchase order which requires the Contractor to act on behalf of, or provide advice with respect to any phase of an agency procurement, shall execute and submit Attachment J-4, Confidentiality and Non-Disclosure Agreement. All Contractor personnel must submit a completed Attachment J-4, Confidentiality and Non-Disclosure Agreement prior to the commencement of any work on this purchase order. Furthermore, Contractor personnel must submit a completed Attachment J-4, Confidentiality and Non-Disclosure Agreement whenever replacement personnel are proposed. Any information provided by the Contractor (and any subcontractors if applicable) in the performance of this purchase order or obtained by the government is only to be used in the performance any work under this purchase order.

H.7 Contractor Personnel Conduct

H.7.1 Contractor’s employees shall comply with all applicable government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at government facilities.

H.7.2 Contractor personnel shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, as described and shall take such disciplinary action against its employee as may be necessary. All Contractors are expected to adhere to standards of conduct that reflect credit on themselves, their employee, CSOSA, and the Government.

H.7.3 The Contractor shall ensure Contractor employees understand and abide by CSOSA established rules, regulations and policies concerning safety and security.

H.7.4 Contractor personnel working on-site at Government facilities shall wear a Government issued identification badge. All Contractor personnel shall identify themselves as contractors when their status is not readily apparent.

H.7.5 Contractor personnel performing work on-site at any CSOSA location shall not consume any controlled substances as defined in schedules I through V of section 202 of the Controlled Substances Act, 21, U.S.C. 812. If on medication, the Contractor personnel shall be fully capable of performing the requirements of the statement of work.

H.7.6 The Government may, at its sole discretion, direct the contractor to remove any contractor personnel from CSOSA facilities for poor performance, misconduct, or security reasons.

H.8 Unforeseen Closures, Work Stoppage and Government Closures. Uncontrollable or unforeseeable circumstances such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, inclement weather or special Federal or ceremonial events, may cause the Government to close. Under such circumstances, the Government will not pay for unworked hours.

H.9 Confidentiality of Reports and Other Data. Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, nor personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this purchase order without the prior written approval of the Contracting Officer.

H.10 Review of Announcements or Publishing. Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, nor personnel thereof, shall make public releases of information or any matter pertaining to this purchase order, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the Contracting Officer.

The provisions of this clause shall survive the expiration of this purchase order.

H.11 Data Safeguard and Disposal.

H.11.1 The Contractor shall safely store and protect from unauthorized disclosure and destruction, either direct or as a result of negligence, data collected during the duration of the purchase order. Within five days after completion of the purchase order period of performance, the Contractor shall purge all PII or sensitive data provided to the Contractor, including any backed-up data and any other PII or sensitive data held by the Contractor pursuant to this purchase order. The Contractor shall certify in writing the date information was deleted and method used for deletion. All PII or sensitive will be maintained, handled, disclosed, and disposed of in accordance with the Privacy Act of 1974, 5 U.S.C. 552a and Public Law 107-347 titled E-Government Act of 2002.

H.11.2 The Contractor will guarantee strict confidentiality of the information/data that is provided by the government during the performance of this purchase order. The government has determined that the information/data that the Contractor will be provided during the performance of this effort is of a sensitive nature and cannot be disclosed in any manner.

H.11.3 The Contractor, in whole or in part, can only make disclosure of the information/data, after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain with regard to the proper handling of information/data under this effort, the Contractor will obtain a written determination from the Contracting Officer.