Draft_RFI_PWS_as_of_26_June_13.docx

Performance Work Statement Student Services Contract Office of Research and Development

The United States Environmental Protection Agency (U.S. EPA), Office of Research and Development (ORD), with 13 locations across the United States, has interest in outsourcing the management of the Student Services Contracting Authority (SSCA) Program to an Institution, University, or Non-Profit Organization. The contractor shall provide support through student service providers performing services to the Agency under a personal service relationship through Agency issued task orders. The contractor shall provide student contractors for administrative and research projects as outlined in the technical requirements of the task order Performance Work Statement (PWS). The required support shall take place on-site at the ORD Headquarters, Laboratories, Centers, Organizations, remote, and field locations. The contractor shall handle the personnel administration and recruitment of selected individuals based on EPA’s selected administrative, technical, or research requirements.

PART I: GENERAL INFORMATION

Background

The mission of the EPA is to protect public health and to safeguard and improve the natural environment - air, water, and land - upon which human life depends.

EPA’s purpose is to ensure that: (1) Federal environmental laws are implemented and enforced fairly and effectively, (2) Environmental protection is an integral consideration in U.S. policies concerning economic growth, energy, transportation, agriculture, industry, international trade, and natural resources, (3) National efforts to reduce environmental risk are based on the best available scientific information, (4) All parts of society – business, state and local governments, communities, citizens – have full access to information so that they can become full participants in preventing pollution and protecting human health and the environment.

The ORD provides the science needed to support the Agency’s mission. ORD conducts high quality peer-reviewed research targeted at better understanding the nation’s most serious environmental threats, and assists the Agency efforts to address them. ORD prepares health and ecological risk assessments and makes recommendations for sound risk management strategies to assure that highest risk pollution problems receive focused attention. All research is prioritized based on risk and carefully aligned to support the Agency environmental goals and strategic priorities.

The ORD is geographically dispersed with approximately 1,800 staff members located in 13 locations and encompasses a wide array of scientific and engineering disciplines. The ORD environmental laboratories, centers and offices responsible for conducting the research are currently located in the following locations:

Cincinnati, OH, Gulf Breeze, FL, Athens, GA, Las Vegas, NV, Corvallis, OR, Newport, OR, Ada, OK, Grosse Ile, MI Duluth, MN, Narragansett, RI, Edison, NJ.

Overview of SSCA

The Consolidated Appropriation Resolution for 2003 (P.L. 108-7) included the following authority for the EPA Office of Research and Development to contract for the temporary or intermittent personal services of students or recent graduates:

“Provided, that the ORD of the EPA may hereafter contract directly with individuals or indirectly with institutions or nonprofit organizations, without regard to 41 U.S.C. 5, for the temporary or intermittent personal services of students or recent graduates, who shall be considered employees for the purposes of chapters 57 and 81 of title 5, United States Code, relating to compensation for travel and work injuries, and chapter 171 of title 28, United States Code, relating to tort claims, but shall not be considered to be Federal employees for any other purposes.”

The U.S. EPA/ORD has maintained the Student Services Contracting Authority (SSCA) program in which it has contracted pre-baccalaureate students and/or recent college graduates, which may be baccalaureate, master’s degree, or doctoral degree applicants (hereafter referred to as students) to work with the ORD in various capacities within which the students are introduced and contribute to the mission, functions, and performance of the ORD.

The objective of this authority is the development and administration of a program that will provide opportunities for exceptional undergraduate, graduate, and post-graduate students to participate in environmental research, technical assistance, and administrative support at any ORD location. Students must be at least 18 years of age, enrolled in good standing in a college or university, or have graduated within the past two years. Administrative areas can include, but are not limited to, accounting, business law, business, mathematics, statistics, and human resources. Areas of research can include, but are not limited to, the following areas; engineering, toxicological, clinical, epidemiological, ecological, bio geographic, atmospheric modeling, air quality forecasting, aquatic assessment, multimedia modeling for landscape, nutrient, and chemical stressors of ecosystems, source/stressor formation, human exposure to chemical and microbial hazards, ground water and ecosystem restoration, sustainability, climate change, biofuels, nanotechnology, carbon sequestration, and water quality stressors. In addition to providing support for research and administration, this authority provides students with an opportunity to obtain hands-on work experience in their field of study. It is intended that experience be gained through a mentoring relationship with an ORD scientist or ORD administrative professional working in a fully operational federal research laboratory or office. This contract will assist in increasing both the effectiveness and pool of available scientists and administrative positions (i.e., budget, program operations, and human resources) for the future and contribute to the mission, functions, and performance of the ORD. It also provides ORD Staff an opportunity to mentor, develop, and observe the next generation of workers.

ORD's authority is to contract for the temporary or intermittent personal services of students or recent graduates, who are at least 18 years of age, for up to 60 months, or five years, of total service, including options.

The student or recent graduate may not compete again for the same requirement they have previously held, but may compete for any other student service requirement for which they are qualified and otherwise eligible. There is no maximum time limitation on the number of years that a requirement may be fulfilled under the student service authority. Likewise, there is no limitation on the number of years a particular student may perform under student service contracts; however, a student may not hold a contract for the same requirement more than 60 months.

ORD employees, their spouses, and children are not eligible to participate in this program.

Student contractors’ travel, in support of the Government, is authorized, arranged, and paid the same as federal employees. Travel must be documented with official government travel orders and approved in advance by the TOCOR. Travel orders will be prepared and paid by the Government directly to the student.

A Federal employee will serve as the student’s mentor and will provide day-to-day direction, monitor performance and provide feedback.

Project descriptions will be submitted by the CO, through an issued task order, and will identify the area of expertise requested, with a complete project description and any deliverables required for the project. The project description will include duty locations and estimated numbers of students by site and discipline.

Task orders will be written for a base period of up to 12 months with up to four additional optional periods each equaling up to 12 months. However, there is no requirement to exercise the optional terms. To change the exercised duration of the task order requires a bi-lateral amendment.

Student contractors must participate in any required location-specific health and safety training. The government shall provide any health and safety equipment needed to perform the student’s assigned tasks.

Definitions

A) Contract Level Contracting Officer’s Representative (CL-COR) - the CL-COR is the primary representative of the Contracting Officer (CO). The CL-COR will coordinate all program requests for new task orders.

B) Contracting Officer (CO) – the Contracting Officer is responsible for administering the Student Services Contract. The Contracting Officer will receive initial requests from ORD, submit these requests to the contractor, assist in the evaluation for award of the task orders, issue the task orders, obligate funds and close out the task orders.

C) Task Order Contracting Officer’s Representative (TOCOR) – the TOCOR will submit specific requests for student contractor requirements to the CL-COR. The TOCOR will be responsible for the overall monitoring of the student contractors and projects under their Task Order. The TOCOR may be either an EPA employee or, as appropriate, another Federal Agency employee, appointed by the CO, who possesses the necessary knowledge, skills, and abilities to perform pre-award and/or post-award functions. The TOCOR is responsible for technical direction and certifying that services were received and accepted. TOCORs do not have the authority to issue any technical direction which changes or modifies the scope of work, or alters the period of performance of the contract. The TOCOR may also serve as a mentor and continue to perform their pre-award and post-award Task Order functions.

D) Mentor - the mentor is a Government scientist or other professional who provides day-to-day direction, coaches, advises, counsels, and provides guidance and support to the student or recent graduate in the performance of their work. Mentors review the student’s or recent graduate’s work and provide input to the TOCOR on the quality and quantity of this work. Unless the mentor is also the TOCOR, mentors will not perform acquisition functions.

E) Recent Graduate – An individual, at least 18 years of age, who has graduated with a degree from a college or university within the last two years.

F) Student - An individual, at least 18 years of age, who is enrolled, in good standing, in a degree program (actively seeking a degree) at a recognized educational institution. A student is not required to carry a full course load, as long as the individual is a bona fide student, not merely someone who signed up for a class in order to work under these contract arrangements.

PART II: WORK REQUIREMENTS

A. Technical Requirements

Under this contract, the contractor shall be required to provide the services listed below. The contractor shall:

1. Provide professional, timely, and accurate performance in managing the administration of the SSCA Program, including the recruitment, hiring, placement, the generation of payroll, invoicing against task orders, task order budgeting, and handling of other administrative requirements.

2. Identify and recruit recent college graduates or current undergraduates, graduate or doctoral students with academic requirements and training in fields of study relevant to the requirements in the issued task orders.

3. Identify qualified students within 30 calendar days after receiving the government’s request. If no qualified student has been identified after 30 days, the contractor shall provide the government with a summary of the steps that have been taken to find one along with an estimated timeframe for completing the search.

4. Post announcements for recruitment of students within 7 working days after receipt of each new requirement from the CO.

5. Develop and execute an interview process for evaluating and selecting student hires that meets the requirement of the project description.

6. Notify student applicants of their acceptance within one work day of selection.

7. Notify the CO and CL-COR of all hiring decisions within 5 working days of student acceptance of employment. This letter shall contain student start dates.

8. Initiate a welcome telephone call between the student contractors and the TOCOR and mentors (conference call). The Contractor shall communicate with the student contractor and the TOCOR the terms of the project/tasks, the human resource policy guidelines which govern the student program, and administrative procedures.

9. Maintain an electronic (digitally imaged) database of all related employment documentation which shall be made available to authorized ORD representatives upon request for information from the CO and upon expiration of the contract:

· Employment application, resume, etc.

· Time sheets, expense disbursements, payroll disbursements

10. Comply with the Agency Security Requirements for Personnel outlined in Attachment 1.

B. Quality Assurance

Students contractors hired to work in EPA laboratories or in support of other science based activities will be governed by the EPA quality system, as described in the approved quality management plan for the organization in which they work. Approved quality management plans are in full compliance with the EPA’s quality system requirements as expressed in these two documents:

· Policy and Program Requirements for the Mandatory Agency-wide Quality System, EPA CIO 2105.0, October 2008; and

· EPA Quality Manual for Environmental Programs, EPA CIO 2105-P-01-1, October 2008.

Student contractors who are engaged in scientific research, including laboratory work must:

· Meet with the organization’s Quality Assurance Manager (QAM)

· Complete QA training prior to the initiation of research activities

· Work under an approved Quality Assurance Project Plan (QAPP)

· As appropriate, use standard operating procedures (SOPs)

· As appropriate, follow the policies and procedures provided by the EPA National Geospatial Program, including the National Geospatial Data Policy (NGDP)

The mentor is responsible for ensuring compliance with these requirements. If the student will work under an existing, approved QAPP, it will be provided to the contractor when the task order is issued. Alternatively, the mentor may ask the student to participate in development of a QAPP and/or SOP related to their work as part of their employment.

C. Personnel and EPA Policy

Identification of Personnel: Contractor personnel shall identify themselves as contractor personnel at all times, to include the wearing of ID badges, clearly indicating that the wearer is a “student contractor”. Contractor employees shall clearly identify themselves as contractor employees in correspondence, regardless of form, and while speaking on the telephone. Any question regarding EPA policy or intent shall be directed to the appropriate mentor, TOCOR, or the CL-COR. At no time by act or omission to act shall a contractor employee be held out as a Government employee.

EPA Policy: The contractor shall refer any questions relating to the interpretation of EPA policy, guidance or regulation to the CO, or the COR.

D. Environmental Management System Policy

(Reference: Strengthening the Federal Environmental, Energy, and Transportation Management. Executive Order 13423, January 26, 2007.)

The contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract and subcontracts. The contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contracting officer will notify the contractor in writing with the appropriate corrective and/or preventative actions. In the case of a noncompliance, the contractor upon written notification from the CO shall respond and take corrective action immediately. In the case of a nonconformance, the contractor, upon written notification from the CO, shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

All student contractor personnel shall complete yearly EPA-sponsored environmental training specified for the type of work conducted on-site. Upon contract award, the CL-COR will notify the facility-level Environmental Management Systems Coordinator to arrange EMS training for appropriate staff.

E. Information Technology Requirements

The US EPA will provide the appropriate software required for the student to perform his/her duties. The TOCOR and EPA IT coordinator will determine the appropriate database access and software for the student(s) to conduct the tasks as outlined in the project description. The EPA will provide all computers for the students. Student contractors are required to complete the annual EPA Information Security Management on-line training as well as any other IT required training.

F. Homeland Security Initiative

Homeland Security Presidential Directive 12 (HSPD-12), signed on August 27, 2004, requires a Government-wide, common identification standard for all Federal and contractor employees requiring physical access to Federally controlled facilities and/or logical access to Federally controlled information systems. The goals of HSPD-12 are to enhance safety and security, increase Government efficiency, reduce identity fraud, and protect personal privacy. All contractors shall be required to undergo the agency verification procedures as outlined by the initiative (Attachment 1).

Attachment 1 December 1, 2011

Attachment to Performance Work Statement Agency Security Requirements for Contractor Personnel

To safeguard the EPA workforce and comply with Homeland Security Presidential Directive 12 (HSPD-12), Executive Order (E.O.) 13467, E.O. 13488 and Office of Personnel Management (OPM) regulations, the EPA requires the following:

· For Unescorted Access for 6 Months or Less Contractor employees needing unescorted physical access to a controlled EPA facility[footnoteRef:1] for 6 months or less must be determined by the EPA to be fit before being issued a physical access badge (picture ID). A fitness determination is, per E.O. 13488, a decision by an agency that an individual has or does not have the required level of character and conduct necessary to perform work for or on behalf of a federal agency as a contractor employee. A favorable fitness determination is not a decision to contract with an individual. Contractor employees must undergo, at a minimum, an FBI fingerprint check of law enforcement and investigative indices (see Section 2). [1: A controlled facility is an area to which security controls have been applied to protect agency assets. Entry to the controlled area is restricted to personnel with a need for access.

· For Unescorted Access for More than 6 Months Contractor employees needing unescorted access to a controlled EPA facility for more than 6 months are required to have an HSPD-12 smart card, called an EPASS badge. Eligible contractor employees must have a completed or initiated background investigation at the National Agency Check and Inquiries (NACI) level or above, comply with all other investigative and HSPD-12-related requirements, and be determined by the EPA Personnel Security Branch (PSB) to be fit (see Section 3). “Initiated” means that all initial security requirements have been met (paperwork is completed, submitted, and PSB-approved; favorable fingerprint results have been received; funding has been provided to cover the cost of the investigation; and PSB has sent notification that the individual may begin work).

To ensure timely contract performance, the contractor must be prepared to immediately submit upon contract award the contractor employee information detailed in Section 1.c. This applies also to incumbent contractors’ employees for follow-on acquisitions. All contractor employees under a new contract are subject to the requirements in Sections 2 or 3; however, the time needed to meet security requirements may be shorter for personnel who already have a favorable fitness determination.

Contractor employees may begin work on the contract start date provided all applicable documentation in Sections 1, 2, and 3 has been received by the EPA and there is no derogatory information to preclude a favorable determination. Timely submission of contractor employees’ security forms and other required documentation is essential.

A favorable determination may be revoked at any time should the EPA discover derogatory information that deems a contractor employee unfit. Contractor employees deemed unfit will not be allowed to continue under the contract, and the contractor will be responsible for providing replacements acceptable to the EPA.

The EPA may make a determination of a contractor employee’s fitness at any of the following points:

· When the EPA prescreens the individual’s security forms. “Red flag” issues include:

· Having been fired from a previous job or having left under unfavorable circumstances within the past 5 years (or longer, depending on the security form questions and type of investigation);

· Failure to register with the Selective Service System (applies to male applicants born after December 31, 1959);

· Within the past 5 years (or longer, depending on the security form questions and type of investigation), any arrest, charge, or conviction that has been upheld for violent or dangerous behavior or a pattern of arrests that demonstrates disregard for the law;

· Illegal drug use within the previous year, or drug manufacture or other involvement for profit within the past 5 years (or longer, depending on the security form questions and type of investigation).

· When FBI fingerprint results are returned to the EPA;

· When OPM returns the individual’s investigative results to the EPA;

· When the EPA becomes aware that the contractor employee may not be fit to perform work for or on behalf of a federal agency. The contractor is responsible for monitoring its employees’ fitness to work and notifying the EPA immediately of any contractor employee arrests or illegal drug use.

1) Initial Contractor Requirements

This section contains the contractor’s initial security requirements, which must be met before contractor employees can perform work on-site at EPA under this contract.

a) The contractor must identify a point of contact (POC) and alternate POC to facilitate security processes.

b) The contractor must ensure that all foreign nationals who will work under this contract have a valid U.S. Immigrant Visa or nonimmigrant Work Authorization Visa. The contractor must use E-Verify to verify employment eligibility as required by the FAR.

c) The EPA requires contractor employee information for the investigative and EPASS processes. Immediately upon contract award or anytime new personnel are brought onboard, the contractor POC must log on to a secure, EPA-identified portal, create an account, and submit complete contractor employee information: Full name (as found on employment records and driver’s license), Social Security number, date of birth, place of birth (city, state, country), citizenship, employee email address, EPA Program Office or Regional Office, and EPA work city and state. Note: Incomplete names, inaccurate names, and nicknames are unacceptable and may delay contractor employees’ start date. Instructions and the portal link will be provided upon contract award.

d) EPA will provide the login information for the portal. After submission of the contractor employees’ data, the Contracting Officer’s Representative (COR) will notify the contractor POC if additional information or corrections are required. The COR’s approval of the information triggers the investigative and EPASS processes.

2) Requirements for Contractor Employees Needing Unescorted Access for 6 Months or Less

This section contains the requirements for contractor employees who are not eligible for an EPASS badge but who need unescorted physical access. The minimum security requirement is an FBI fingerprint check.

a) Before the contractor employee can begin work on-site at the EPA:

i) He/she must be fingerprinted by the EPA; arrangements will be made by the COR.

ii) The contractor employee must satisfactorily respond to all questions/information requests arising from the EPA’s review of the fingerprint results.

iii) The EPA must determine that the fingerprint results are favorable.

Once all requirements in Section 2(a) are met, the COR/PO and contractor employee will be notified that the contractor employee can start work. Contractor employees will be issued a physical access badge and may work on-site at EPA. Contractor employees must sign a receipt acknowledging responsibility to safeguard the badge and surrender it when required (see Section 4.b).

3) Requirements for Contractor Employees Needing Unescorted Access for more than 6 Months

This section contains the requirements for contractor employees who are eligible for an EPASS badge and who must have, at a minimum, a NACI background investigation completed or initiated. Contractor employees needing access to sensitive information or otherwise occupying moderate or high-risk positions must undergo an investigation above the NACI level. The EPA will assign a position risk level to each position on the contract and identify which contractor employees are EPASS-eligible.

a) EPASS-eligible contractor employees must undergo a background investigation appropriate to the risk level of the position occupied, as specified by the EPA; the minimum acceptable investigation is a NACI.

b) Employees who have previously undergone a federal background investigation at the required level and who have worked for or on behalf of the federal government without a break in service since the investigation was completed may not need a new investigation. The EPA will verify the investigative information and notify the contractor employee and COR if a new investigation is required. If an investigation is not needed, the contractor employee must still be fingerprinted by the EPA for an FBI fingerprint check and have favorable fingerprint results returned before beginning work on-site at EPA.

c) Before beginning work on-site at the EPA, contractor employees who require a new background investigation must:

i) Complete and submit the appropriate OPM security questionnaire specified by the EPA via OPM’s e-QIP system. Access to e-QIP will be provided by the EPA; the questionnaires are viewable at www.opm.gov/forms. Foreign national contractor employees must, on the security questionnaire, provide their alien registration number or the number, type, and issuance location of the visa used for entry to the United States.

ii) For a NACI only, also complete the OF 306, Declaration for Federal Employment, as required by OPM for any NACI and available at http://www.opm.gov/forms/pdf_fill/of0306.pdf. Contractor employees must answer questions 1-13 and 16, then sign the form on the “Applicant” line, 17a.

iii) Follow all instructions on the form(s), answer all questions fully, and submit signature pages as directed by the EPA.

iv) Be fingerprinted by the EPA; arrangements for fingerprinting will be made by the COR.

v) Satisfactorily respond to all questions/information requests arising from the EPA’s review of the forms or fingerprint results.

vi) Receive favorable fingerprint results.

d) Once all requirements in Section 3(c) are met, the COR/PO and contractor employee will be notified that the contractor employee can start work. Contractor employees may work on-site at EPA while OPM conducts the background investigation.

e) At a time and location specified by the EPA, contractor employees must report in person for EPASS identity (ID) proofing and show two unexpired forms of identification from the lists on Department of Homeland Security Form I-9. At least one of the documents must be a valid, unexpired state or federal government-issued photo ID; non-U.S. citizens must show at least one ID from Column A on Form I-9.

f) Before being issued an EPASS badge, contractor employees must sign a receipt acknowledging responsibility to safeguard the badge and surrender it when required (see Section 4.b). Contractor employees must meet all EPASS badge life-cycle requirements.

g) A contractor employee has the right to appeal, in writing through the contractor POC to the COR, the denial or revocation of an EPASS badge. If the COR believes the appeal is justified, he/she will forward it to the Security Management Division (SMD). SMD’s decision on behalf of the EPA will be final.

4) Ongoing Contractor Security Responsibilities

a) The contractor POC must immediately provide updated information via the secure portal when new contractor employees are added to the contract. These contractor employees must meet all initial investigative requirements before beginning work on-site at EPA. The contractor POC must also update information via the secure portal whenever a contractor employee leaves the contract.

b) The contractor POC must ensure that all EPA physical access and EPASS badges are returned to the COR as soon as any of the following occurs, unless otherwise determined by the Agency: (i) when the badge is no longer needed for contract performance; (ii) upon completion of a contractor employee’s employment; (iii) upon contract completion or termination.

c) These EPA security requirements must be incorporated into all resulting subcontracts wherein contractor personnel working under the subcontract require EPA physical access.