SOW 15BNAS22Q00000001.docx

U.S. Department of Justice Bureau of Prison Statement of Work - Staff Credentials

I. Introduction and Background

The Federal Bureau of Prisons (BOP) is an agency of the Department of Justice (DOJ). It consists of 122 institutions throughout the United States, including Hawaii and Puerto Rico, 6 regional offices, a Central Office (headquarters), 2 staff training centers, and 26 Residential Reentry Management offices. The BOP is responsible for the custody and care of approximately 151,000 adult Federal offenders. Approximately 81 percent of these inmates are confined in BOP-operated facilities, while the balance is confined in secure privately managed or community-based facilities and local jails.

The BOP has approximately 37,600 employees, most of whom work at BOP institutions. While the vast majority of the BOP’s staff are correctional officers, the number and types of job positions within BOP are extremely varied and range from correctional officers to medical and legal professionals, human resources staff, chaplains, and plumbers, to name a few. All BOP staff receive employee credentials upon entry into service and are entitled to receive retirement credentials at the end of their career. As well, staff who separate from the BOP with at least ten years of service may receive credentials.

All BOP staff who work in a BOP institution are considered primary law enforcement officers (LEOs). Staff who have worked for at least three years at an institution and are now working at another BOP office location (e.g. a regional office) are considered to be secondary LEOs.

II. Purpose and Scope

The BOP is seeking to procure an identification/credentialing solution to deliver identification cards for BOP staff, retirees, and separating staff (with at least 10 years of service). The new identification cards are expected to uniquely identify BOP personnel while ensuring modern security features to prevent fraudulent duplication, tampering, or theft. The contractor is expected to be able to logistically support the BOP’s staffing complement nationally without undue delay or disruption. The BOP is seeking an ID printing service to include software, supplies, and photo-capturing equipment that enable the vendor to print and ship employee identification cards to approximately 120 Human Resource Offices throughout the BOP.

III. Solution Requirements

A. Software:

The contractor shall provide software which will allow multiple BOP users to input employee information and capture/upload employee photos in order to print and process five different types of identification cards (See below “C. Card Design”).

· The contractor system proposed must be a cloud-based system certified under FedRAMP (JABS or Agency) and the contractor must provide a copy of the current System Security Plan (SSP) and Security Assessment Report (SAR) upon request. Comment by Brown, Robert (BOP): BOP is Cloud-First and this will insure the selected system is FedRAMP certified.

· The software must be Windows 10 compatible.

· Security fixes related to Common Vulnerabilities and Exposure (CVE; https://cve.mitre.org/index.html) must be patched or mitigated within thirty days of identification by BOP, however, high priority vulnerabilities as identified by DOJ require patching within seven days. The software must be capable of being used by approximately 120 Human Resource Offices throughout the BOP.

· The software must be capable of generating a unique card ID number to facilitate audit trail/ tracking of every printed ID card.

· The software must include records management features to enable HRM staff to flag active, inactive records and delete such records in accordance with required records schedules.

· The software must include the capability to capture a hand signature

· The software must include the capability to capture a picture.

· The software must support authentication and management of access through Microsoft Active Directory.

· The software must be able to support SAML authentication to BOP’s IDP.

B. Supplies and Logistics.

The contractor will be required to provide five types of identification designs for credentialing purposes:

· Law Enforcement

· Non-Law Enforcement

· Retired (Law Enforcement)

· Retired (non- Law Enforcement)

· Separated

Replacement of approximately 37,600 cards will occur over a span of one year. Requests for these cards should be processed and shipped to each location within 30 days from the date of the request.

New credential orders to include ID holder, must be processed and shipped 5 working days from the date of the request. New credential orders will begin immediately upon the contract being awarded. The contractor must identify camera specifications (manufacturer/make/model) and/or photo format specifications (resolution, file format) necessary for use in the ID card software. Comment by Bradley, Patricia V.: Changed to 5 Comment by Bland, Robert (BOP): Do we need cameras?

Requests for cards (replacement and new) from all locations will begin once the testing has been completed for the locations identified in VII.

All cards shall be shipped via trackable delivery.

The Contractor will be required to supply identification card holders (wallet style) that when opened would display the top and bottom cards as described below. The leather card holders will be black with the Department of Justice/Bureau of Prisons Starburst emblem embroidered, in color. Comment by Bradley, Patricia V.: Added “embroidered”

The card holder should be approximately 5 1/8 inches wide by 3 ½ inches tall. When the card holder is opened, the dimensions are 5 1/8 wide by 7 inches tall. When opened, the identification cards should allow for the top and bottom card to be placed behind clear plastic.

The contractor understands that the specifications below may change slightly. If changes are necessary, the BOP will work with the contractor to develop the updated product

C. Card Design

The contractor, in conjunction with BOP officials, will develop the layout of the following five identifications cards:

· Law Enforcement

· Non-Law Enforcement

· Retired (Law Enforcement)

· Retired (non-Law Enforcement)

· Separated (departing staff with 10 years of Law Enforcement)

Each identification will consist of two cards, 2 13/16 inches from top to bottom (height) and 4 9/16 inches from left to right (width) and must:

· Include space (1 ¼ inches from top to bottom (height) and 1 inch from left to right (width)) to provide a headshot of the employee/retiree or separated staff member.

· Be laminated for security as well as durability.

· Have security features to prevent duplication, such as micro-printing on background, foil seals, and other watermarking features. The contractor should identify what security features are included in their solution.

· Top Cards: A large blue watermark seal (top half only) of the Department of Justice, Federal Bureau of Prisons will cover the entire card. (BOP will provide file with seals.)

· Bottom Cards: A large blue watermark seal (bottom half only) of the Department of Justice, Federal Bureau of Prisons will cover the entire card. (BOP will provide file with seals.)

· Back of all cards: In black print, the words “WARNING. THIS CARD IS THE PROPERTY OF THE DEPARTMENT OF JUSTICE. USE OR POSSESSION BY ANY OTHER INDIVIDUAL WILL MAKE THE OFFENDER LIABLE TO PENALTY UNDER TITLE 18 U.S.C. 499, 506, and 701. IF FOUND, CONTACT: DEPARTMENT OF JUSTICE, FEDERAL BUREAU OF PRISONS, HUMAN RESOURCE MANAGEMENT DIVISION, 320 FIRST STREET NW, SUITE 754, WASHINGTON, DC, 20534). Comment by Bland, Robert (BOP): Do all need to state COHR, or should it be their institution?

1. Employee Identification Cards The solution will provide for two types of cards for employees: Law Enforcement and Non-Law Enforcement. The employee cards will include the following information:

On Card Face (top card):

· The words “THE UNITED STATES DEPARTMENT OF JUSTICE” centered on two lines.

· The words “FEDERAL BUREAU OF PRISONS” centered on one line.

· The words “THIS IS TO CERTIFY THAT” centered on one line

· Space to insert/input the employee’s name (ex: JOHN C. SMITH) centered on one line

· The words “WHOSE SIGNATURE AND PHOTOGRAPH APPEAR BELOW” centered on one line

· The words “IS DULY APPOINTED AS A” centered on one line

· For Law Enforcement Officers, the words “LAW ENFORCEMENT OFFICER OF THE UNITED STATES” centered on one line

· Indication of Law Enforcement (LE) or non- Law Enforcement (non-LE) with a sequential control number for the card i.e. 0001, 0002, etc.

· Vertically centered on the left side, the Department of Justice emblem (must be embossed in gold foil). (BOP will provide file with emblem).

On Card Face (bottom card):

· The words “AND IS AUTHORIZED BY THE ATTORNEY GENERAL TO PERFORM SUCH DUTIES” centered on one line

· The words “AS ARE PROVIDED BY LAWS AND DEPARTMENTAL REGULATIONS” centered on one line.

· Vertically centered on the left side, the Department of Justice, Federal Bureau of Prisons shield (must be embossed in gold foilin color). (BOP will provide file with seal.)

· Vertically centered on the right side, the same sequential control number for the card, with a picture of the employee directly beneath.

· At the bottom of the card, a signature line for the holder of the identification and a signature line for the approving/issuing officer.

2. Retirement Cards The solution will provide for two types of cards for retired employees: Law Enforcement and Non-Law Enforcement. The employee cards will include the following information:

On Card Face (top card):

· The words “THE UNITED STATES DEPARTMENT OF JUSTICE” centered on two lines.

· The words “FEDERAL BUREAU OF PRISONS” centered on one line.

· The words “THIS IS TO CERTIFY THAT” centered on one line

· Space to insert/input the employee’s name (ex: JOHN C. SMITH) centered on one line.

· The words “WHOSE SIGNATURE AND PHOTOGRAPH APPEAR BELOW IS A RETIRED EMPLOYEE HAVING COMPLETED (HRM staff must be able to insert a number here) YEARS OF SATISFACTORY SERVICE on (HRM staff must be able to insert a date here)”

· For Law Enforcement Officers, the words “LAW ENFORCEMENT OFFICER OF THE UNITED STATES” centered on one line

· Indication of Law Enforcement (LE) or non- Law Enforcement (non-LE) with a sequential control number for the card i.e. 0001, 0002, etc.

· Vertically centered on the left side, the Department of Justice emblem (must be embossed in gold foil). (BOP will provide file with emblem).

On Card Face (bottom card):

· The words “LAW ENFORCEMENT OFFICER” centered on one line.

· The word “RETIRED” will be centered on one line.

· The words “POSITION AT THE TIME OF RETIREMENT” will be centered along with space underneath to insert the employee’s title and location.

· Vertically centered on the left side, the Department of Justice, Federal Bureau of Prisons shield (must be embossed in foilin color). (BOP will provide file with seal.)

· Vertically centered on the right side, indication of Law Enforcement (LE) or non-Law Enforcement (non-LE) with the matching sequential number for the card as used in the top card (see above), with a picture of the employee directly beneath.

· At the bottom of the card, a signature line for the holder of the identification and a signature line for the approving/issuing officer.

3. Separated Cards Identification cards for employee separating from the BOP with at least ten years of service will be provided as follows.

On Card Face (top card):

· The words “THE UNITED STATES DEPARTMENT OF JUSTICE” centered on one line.

· The words “FEDERAL BUREAU OF PRISONS” centered on one line.

· The words “THIS IS TO CERTIFY THAT” centered on one line

· Space to type the employee’s name on the card.

· The words “WHOSE SIGNATURE AND PHOTOGRAPH APPEAR BELOW IS A FORMER LAW ENFORCEMENT EMPLOYEE HAVING COMPLETED (HRM staff must be able to insert a number here) YEARS OF SATISFACTORY SERVICE on (HRM staff must be able to insert a date here)”

· Vertically centered on the left side, the Department of Justice, Federal Bureau of Prisons shield (must be embossed in gold foilin color). (BOP will provide file with seal.)

· Vertically centered on the right side, sequential number for the card (i.e. SEP 00001) with a picture of the employee directly beneath.

· A signature line for the holder of the identification and the approving/issuing officer.

D. Delivery Order Information

Each local Human Resource Management offices will place orders for new credentials as needed. Vendors shall ship all credentials no later than 5 days after the request is submitted. Delivery orders will be placed by an ordering official for the BOP with an appropriate certificate or a delegation of authority for credit card purchases. Comment by Bradley, Patricia V.: 2 days seems unreasonable.

Orders for credentials will be delivered via a secured tracking method to various Human Resource departments throughout the BOP. Comment by Bland, Robert (BOP): Need a drop ship list of all institutions

E. Training

The contractor shall provide training to designated BOP staff and BOP contractors to explain how to install and use the software. The BOP will determine the mode of delivery for training by the contractor, to include but not limited to, in-person, remote webinar, train-the-trainer, and/or recorded live training.

The contractor will provide user guides and instructional manuals which may be delivered electronically to BOP staff administrators.

IV. Program Management Services

The contractor shall provide the planning, direction, coordination and control necessary to accomplish the entire project. The contractor will designate a Project Manager (PM; key personnel) who is responsible for the cost, schedule, and technical performance of the contract and who will serve as the Contracting Officer’s central point of contact with the government.

A. Kick-Off Meeting

The contractor shall attend a kick-off meeting between BOP designated staff and the contractor team to discuss approach, policies, and procedure. The contractor shall provide a briefing on their technical approach for accomplishing results that meet the objectives of this task order to the Project Stakeholders.

B. Project Schedules

The contractor PM shall provide a Project Plan and Project Schedule for all tasks assigned under this contract. The contractor PM shall ensure that the Project Schedule is developed and presented to the BOP Project Lead/Contracting Officer Representative (COR) as part of the Project Plan. The Project Schedule shall identify all tasks, resources, and schedule. The Project Schedule shall become the schedule for the task and shall be maintained and updated weekly by the contractor for the duration of the contract/task to show progress completed and will be based on a rolling wave approach. This contract task should be completed using Microsoft Project.

C. Progress Reports

The contractor shall provide written progress reports on a monthly basis for the duration of the project. These reports will be emailed to the COR. The Monthly Progress Report shall be a summary of the prior 30 days’ work and the subsequent 30 days’ work to be accomplished. These reports shall identify any problems occurred, a statement explaining how the problem was resolved and any on-going issues that need to be resolved.

V. Deliverables

The COR and (if applicable) the Project Lead will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The contractor shall ensure the accuracy and completeness of all deliverables.

Payments will be made to the contractor for work completed as each deliverable is accepted by the government (See Section 5.0).

The list of deliverables is indicated below:

Initial (draft) Project Plan and Schedule

Initial Card Design for each card type

Final Project Plan and Schedule

Final Card Design for each card type

Delivery of prototype cards for each card type

Training of identified users

Installation support for IT staff

Delivery of required supplies (e.g. photo-capturing, if applicable)

Delivery of ID cards and holders

VI. Period of Performance

The period of performance shall be for one (1) Base Year for the system and technical support and four option years, each option year being a 12-month period.

Upon the award of contract, the Contracting Officer will host a kick-off meeting for initial introductions for involved parties. Depending on the nature of the current pandemic, this meeting may be held by video conference or teleconference.

VII. Place of Performance

The work will be performed at the contractor’s site(s) with meetings and collaboration with BOP leadership and staff throughout. Collaboration may be in-person or via web conferencing.

The system shall be initially tested at BOP headquarters (Washington D.C.) with further testing of the system at select BOP locations. Testing of the solution, at both headquarters and BOP field locations, will be completed within 30 to 60 days from development. If additional testing time is needed, the contractor will submit a request to COR. Comment by Bradley, Patricia V.: Reduced testing time.

VIII. Project Management and Coordination

The BOP will appoint a Contracting Officer’s Representative (COR) for this project. The COR is responsible for: receiving all deliverables; inspecting and accepting the services provided for this requirement in accordance with the terms and conditions of this contract; providing direction to the contractor which clarifies the contract effort; fills in details or otherwise serves to accomplish the contractual scope of work; evaluates performance; and certifies all invoices/vouchers for acceptance of the services furnished for payment prior to forwarding the original invoice to the payment office and a copy to the contracting officer.

The COR does not have the authority to alter the contractor's obligations under the contract action, direct changes that fall within the change clause, and/or modify any of the expressed terms, conditions, specifications, or costs of this agreement. If, as a result of technical discussions, it is desirable to alter/change the contractual obligations or requirements, the Contracting Officer shall issue such changes in writing under signature.

The contractor shall provide a Project Manager. The Project Manager shall lead the overall execution of the activities in this SOW, including providing oversight of any tasks required by the SOW. The Project Manager shall serve as the primary liaison between the Government and the contractor. Additionally, the Project Manager shall ensure that:

· All contractor staff understands and work toward SOW requirements

· Tasks are staffed by appropriate, highly qualified personnel

· All project management issues are communicated to and coordinated with the COR

· Arrange for the attendance, either in person or by conference call, of appropriate contractor personnel to address project issues

· Record minutes including, but not limited to, action items and responsible parties

· Provide meeting minutes within three (3) working days of the conclusion of the meeting