TIB-2018-RFP-0014.pdf

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INFORMATION CALL:

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

TIB-2018-RFP-0014 09-26-2018

10-31-2018

FRTIB

77 K Street NE, Suite 1000 Washington DC 20002

524210

Net 30

X

N/A

X

77 K Street, NE Suite 1000

202-942-1600

See CONTINUATION Page

See CONTINUATION Page

X X

Margaret R. Gaudreau mgaudreau Typewritten Text mgaudreau Typewritten Text Margaret R. Gaudreau mgaudreau Typewritten Text (202)864-8866

TIB-2018-RFP-0014

Commercial Insurance Coverage GAP Analysis Services

Federal Retirement Thrift Investment Board (FRTIB)

Section B: Supplies or Services and Prices

B.1: Background

The Federal Retirement Thrift Investment Board (FRTIB or Agency) is an independent Federal Agency in the Executive branch created by the Federal Employees’ Retirement System Act of 1986 (FERSA), Pub. L. No. 99-335, 100 Stat. 514 (codified as amended largely at 5 U.S.C. § 8351 and §§ 8401-79) to administer the Thrift Savings Plan (TSP). The TSP is a daily-valued, participant-directed retirement savings and investment plan for Federal civilian employees and members of the uniformed services. It offers its participants the same type of saving and tax benefits that many private corporations offer their employees under 401(k) plans. The TSP is the largest defined contribution plan in the world covering millions of participants and managing multi-billion dollar assets. The Agency has a permanent staff headquartered in Washington, D.C., supplemented by contract personnel, which assists the Executive Director in fulfilling the Agency’s mission to act solely in the interests of the Thrift Savings Plan participants and beneficiaries and to carry out the policies set by the Board members for investment, administration, and management of the TSP.

The Office of Enterprise Risk Management (OERM) is responsible for enhancing enterprise governance by embedding risk management into key Agency operations and strategic decision making within the agency. FRTIB has a need for Commercial Insurance Coverage Gap Analysis services. FRTIB needs a Contractor to provide these services on an (as-needed, daily, monthly) basis across the entire agency at the direction of the Office of Enterprise Risk Management, Risk Management Team.

B2: Supplies or Services

The FRTIB intends to award a single award Labor-Hour contract for these services. The FRTIB has a requirement to acquire Commercial Insurance Coverage Gap Analysis services. The services include: identifying Agency exposures, uncovering Insurance Coverage Gap in commercial lines policies, planning and benchmarking key components of Agency insurance program in terms of coverage, pricing against similar businesses and mapping the actual and potential exposures to coverage or other risk mitigation techniques. The work shall be performed in accordance with all sections of this Request for Proposal (RFP).

Notes: Release of this RFP does not guarantee issuance of an award.

B.3: Contract Line Item Number (CLIN) Structure The anticipated Period of Performance shall consist of one (1), 3 month Base Period from the time of contract award until thirty (30) days after completion of final task as indicated in the Deliverables table. The Government is obligated only to the extent of authorized purchases actually made under the contract.

B.3.1 Base Period

CLIN Labor Categories Est.

Hours Labor Rate

Price

0001 Senior Commercial Insurance Consultant

882 $ $

0001 Commercial Insurance Consultant 855 $ $ CLIN 0001 Subtotal 1,737 $ 0002 Travel/Materials and ODCs (Cost-

Reimbursement)

$ NTE 5,000.00

TOTAL

Section C: Statement of Work Description and Specifications

C.1 Objective

NOTE: FRTIB does not intend to award a personal services contract by virtue of the terms of the contract or in the manner of its administration during performance. FRTIB does not intend to exercise any type of relatively continuous supervision and control over Contractor personnel performing the contract.

FRTIB requires the Contractor to examine and evaluate the underlying unit levels of Agency exposures: assets, cash, employees, and transactions, participants, etc. With regard to Cyber Liability, Contractor shall look at tort liability and the cost of notification and credit monitoring at various record loss levels. Contractor shall benchmark limits of liability for what other similar insured would carry which would provide a basic peer comparison.

Throughout the performance of this effort, the Contractor shall provide experienced personnel for each line of coverage, who can compare Agency coverages to ideal coverage specifications.

Contractor shall provide dedicated product specialist to review each potential line of coverage.

Lines of coverages include, but are not limited to:

• Casualty, including general liability, workers’ compensation, and umbrella excess

• Employee benefits errors & omission

• Fidelity bonds required by the 29 U.S.C. section 1112 and 29 CFR Part 2582

• Fiduciary liability

• Cyber liability

• Employment practices liability

• Bond liability

• Commercial liability

C.2 Tasks and Deliverables - The Contractor shall perform the following tasks and provide any and all associated deliverables.

C.2.1 Project Kick-Off The Project Kick-Off meeting is intended to serve as an introduction between the Contractor, the Contractor’s personnel that shall provide the services set forth herein, and the FRTIB personnel who will be involved with the Commercial Insurance Coverage GAP Analysis. The Project Kick-Off meeting will be held at FRTIB Headquarters, ten (10) business days after the contract award date.

The meeting shall provide the forum to discuss the Commercial Insurance Gap Analysis, technical or business requirements, roles and responsibilities of the respective parties, and any project communications and/or questions raised by meeting attendees. Attendees of this meeting shall include the Contractor’s key personnel which are to include the Project Manager, Team Leader(s), and any other individuals identified as key personnel in the accepted proposal, the FRTIB’s Contracting Officer Representative (COR) and any other attendees designated by the Agency. The Contractor shall participate in the scheduling and coordination of the Project Kick-Off meeting.

The Contractor shall prepare the draft Project Kick-Off meeting Agenda and submit via email to the COR, seven (7) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The COR may include additional items on the agenda as it deems necessary. Within two

(2) business days, the COR will send these additional items to the Contractor to incorporate into the Final draft Project Kick-Off agenda and submit via email to the COR, five (5) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

The Contractor shall document the Project Kick-Off meeting notes and submit via email to the COR, two (2) business days after the meeting. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

Standard:

• At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013

Deliverables:

• Project Kick-Off meeting Agenda

• Project Kick-Off meeting

• Project Kick-Off meeting Notes

C.2.2 Commercial Insurance Coverage Gap Analysis and Evaluation Documentation

The Contractor shall examine and evaluate current schedule of Agency insurances in place and all current insurances policies.

Contractor shall examine, evaluate and document Commercial Insurance Coverage Gap Analysis and shall determine, examine, evaluate and document efficacy of Agency insurances purchased, and identify, examine, evaluate and document coverages not currently purchased, or changes to existing policies, that could be an effective risk mitigation solution. For each of line of coverage, Contractor shall examine, evaluate, determine and document peer benchmarking of coverage, price, and terms.

Contractor shall also shall examine, evaluate, determine, document and benchmark contractual provisions that require Agency contractors to maintain employee benefits errors & omission, casualty, including general liability, workers’ compensation, and umbrella excess, fidelity bonds required by the 29 U.S.C. section 1112 and 29 CFR Part 2582, fiduciary liability, employment practices liability, bond liability, commercial liability, and cyber liability.

The Contractor shall submit via email Commercial Insurance Coverage Gap Analysis and Evaluation Documentation to the COR, ninety (90) business days after contract award via email. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

Standard:

• Commercial Insurance Coverage Gap Analysis and Evaluation Documentation

C.2.3 Commercial Insurance Coverage Gap Analysis Status Reports/Meetings

The Contractor shall provide the Agency with a weekly (every Wednesday) formal onsite status meeting. The formal onsite status meeting shall take place every Wednesday. During the status meeting the Contractor shall discuss findings, recommendations and exposures with FRTIB’s Contract Officer Representative (COR) and any other attendees designated by the FRTIB. Additionally, the Contractor shall brief the COR and program office management on the results of site visits (if any) upon the Contractor return.

Attendees of this meeting shall include the Contractor’s key personnel which are to include the Project Manager, Team Leader(s), and any other individuals identified as key personnel in the accepted proposal, the FRTIB’s Contract Officer Representative (COR) and any other attendees designated by the FRTIB. The Contractor shall participate in the scheduling and coordination of the status meeting.

The Contractor shall prepare the draft meeting Agenda and submit via email to the COR, seven (7) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The COR may include additional items on the agenda as it deems necessary. Within two (2) business days, the COR will send these additional items to the Contractor to incorporate into the Final draft agenda and the Contractor shall resubmit via email to the COR, five (5) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013 and include the following:

• Meeting time, date and location

• Contact information for Contractor staff currently on site

• Status of action items from prior meeting, including corrective action taken (if any)

• Results of Commercial Insurance Coverage Gap Analysis work performance since prior meeting

• Outstanding documentation potential delays

• List of current findings, recommendations and exposures to date

• Upcoming deadlines, milestones, and/or deliverables

• Time, date and meeting location for next meeting

Other potential areas of discussion will include access to records and documents, significant accomplishments, and any other areas where the Contractor and COR may need clarification or assistance.

The Contractor shall document the Meeting Notes and submit via email to the COR, two (2) business days after the meeting. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

Standard:

• Commercial Insurance Coverage Gap Analysis Status Meeting Agenda

• Commercial Insurance Coverage Gap Analysis Status Meeting Notes

C.2.4 Commercial Insurance Coverage Gap Analysis Evaluation Report (Draft and Final)

The Contractor shall develop written Indexed Draft Commercial Insurance Coverage Gap Analysis Evaluation Report and Indexed Final Commercial Insurance Coverage Gap Analysis Evaluation Report that include findings, recommendations, exposures, available insurance solutions and estimate for purchase where desired.

The Contractor shall participate in the scheduling and coordination of the formal exit meeting with the COR and management to discuss the Indexed Draft report that shall include all findings, recommendations, exposures, available insurance solutions and estimate for purchase where desired. The Exit meeting shall will be held at FRTIB Headquarters, sixty (60) business days after the contract award date.

The Contractor shall prepare the draft meeting Agenda and submit via email to the COR, seven (7) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The COR may include additional items on the agenda as it deems necessary. Within two (2) business days, the COR will send these additional items to the Contractor to incorporate into the Final draft agenda and the Contractor shall resubmit via email to the COR, five (5) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

The Contractor shall document the Meeting Notes and submit via email to the COR, two (2) business days after the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

The Contractor shall submit via email the Indexed Draft report to the COR, sixty (60) business days after contract award via email. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

The COR will provide comments via email and in format compatible with Microsoft Office 2013 to Contractor within thirty (30) business days of receipt. Upon receipt of the COR’s comments, the Contractor shall submit via email the Indexed Draft evaluation report to Agency for written comments. The Agency will provide written comments via email and in format compatible with Microsoft Office 2013 to Contractor within thirty (30) business days of receipt.

The Contractor shall submit via email the Indexed Final Commercial Insurance Coverage Gap Analysis Evaluation Report to the COR, eighty (80) business days after contract award.

The Contractor shall prepare and submit via email, the Final draft Commercial Insurance Coverage Gap Analysis presentation slides to the COR, two (2) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The COR may include additional items on the presentation slides as it deems necessary. Within two (2) business days, the COR will send these additional items to the Contractor to incorporate into the Final Commercial Insurance Coverage Gap Analysis presentation slides and the Contractor shall resubmit via email to the COR, five (5) business days prior to the meeting, at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013.

The Contractor shall provide a Final Commercial Insurance Coverage Gap Analysis oral and written presentation accompanied with presentation slides to FRTIB management, eighty (80) business days after contract award. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The Final Commercial Insurance Coverage Gap Analysis oral and written presentation to FRTIB management will be held at FRTIB Headquarters.

The Contractor shall provide a Final Commercial Insurance Coverage Gap Analysis oral and written presentation accompanied with presentation slides to the Board, ninety

(90) business days after contract award. At a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013. The Final Commercial Insurance Coverage Gap Analysis oral and written presentation to the Board will be held at FRTIB Headquarters.

Standard:

• Commercial Insurance Coverage Gap Analysis Exit Meeting Agenda

• Commercial Insurance Coverage Gap Analysis Exit meeting

• Commercial Insurance Coverage Gap Analysis Exit Meeting Notes

• Indexed Draft Commercial Insurance Coverage Gap Analysis Evaluation Report

• Indexed Final Commercial Insurance Coverage Gap Analysis Evaluation Report

• Final Commercial Insurance Coverage Gap Analysis oral and written presentation to FRTIB management accompanied with presentation slides

• Final Commercial Insurance Coverage Gap Analysis oral and written presentation to the Board accompanied with presentation slides

C.3. Contractor Qualifications

C3.1 Labor Categories

The Contractor shall provide key personnel in the following labor categories that meet the specified qualifications for this project. Key personnel for this project are required to hold senior level positions or above within their respective organization in order to be assigned to the contract. FRTIB considers the below staff descriptions and qualifications detailed below to be necessary to perform the work throughout this requirement. Below is the minimum list of key staff titles and qualifications FRTIB considers necessary to accomplish requirement:

Required LCAT Min Experience (Years)

Min Education Level

Required Skills and Experience

Senior Insurance Consultant

6 or more Graduate Degree

Industry specialization/knowledge of FRTIB business (e.g. defined contribution plan), experience with Federal Agencies, Government-sponsored Enterprise Securities, Investment Managers, Financial Institutions and Government Contractors. Must have deep financial Modeling and benchmarking capabilities and expertise. A strong experience with Fiduciary Liability and Crime Bonds (i.e.

Financial Institution Bonds), Cyber Liability exposure analysis and brokerage capability.

Must have strong experience with Fiduciary Liability insurance and Employee Retirement Income Security Act (ERISA) laws and regulations, ERISA fidelity bonds, employment practice liability insurance and Cyber Liability insurance. This individual shall have a minimum of a Bachelor’s Degree, however, a Master’s degree is preferred, with professional insurance industry accreditation (Registered Professional Liability Underwriter, Associate In Risk Management or Chartered Property Casualty Underwriter).

Insurance Consultant

3 or more Bachelor Degree

3 years or more of insurance business and servicing Fiduciary Liability insurance experience. Have industry specialization/knowledge of FRTIB business (e.g. defined plan), experience with Federal Agencies, Government-sponsored Enterprise Securities, Investment Managers, Financial Institutions and Government Contractors.

Must have deep financial Modeling and benchmarking capabilities and expertise.

Must have strong experience with Fiduciary Liability and Crime Bonds (i.e.

Financial Institution Bonds), Cyber Liability exposure analysis and brokerage capability.

Provide strong experience with Fiduciary Liability insurance and Employee Retirement Income Security Act (ERISA) laws and regulations, ERISA fidelity bonds, employment practice liability insurance and Cyber Liability insurance.

Bachelor’s Degree with professional insurance industry accreditation (Registered Professional Liability Underwriter, Associate In Risk Management or Chartered Property Casualty Underwriter).

Should a Contractor staff member identified as a key personnel resign, are reassigned, or are terminated; the Contractor shall replace them in as soon as possible and no later than ten (10) business days after loss of employee. The replacement staff member shall possess experience and qualifications that are equal to or greater than the person to be replaced. Any subsequent changes in key personnel from those submitted in the technical proposal shall be approved, in writing, in advance by the COR. Any changes shall be identified in writing and forwarded via email to the COR at least two (2) business days in advance.

The Contractor shall submit via email a list of names and resumes, including Regulatory Exam Pass certificate, Continuing Professional Education (CPE) credits for the past two years, for individuals scheduled to work on the Commercial Insurance Coverage Gap Analysis, within thirty

(30) business days to the COR via email and at a minimum, the deliverable must be provided in a format compatible with Microsoft Office 2013 or Adobe Acrobat XI Pro. In addition, the security clearance of each individual should be disclosed. Due to the timing of this task order and the date requirements for deliverables, FRTIB will not be able to process or otherwise onboard Contractor staff who do not already hold a favorably adjudicated security clearance.

C.4 Personnel Supervision

This RFP was not formed as nor is it to be administered or performed as a personal services task order. Accordingly, the Contractor must designate appropriate and sufficient supervisory personnel to meet task outcomes. Contractor supervisors will provide day-to-day supervision of all contract personnel including, but not limited to, work assignments and performance monitoring, payroll records, leave approval and monitoring, etc. At no time, will the Contractor personnel be supervised by FRTIB managers or other FRTIB personnel. The FRTIB will provide, as needed by the Contractor and its employees, limited assistance in the form of technical and policy guidance through the assigned COR.

C.5 Access to Agency Information Systems

(a) Definitions—

A “federal information system” is an information system used or operated by an executive agency, by a contractor of an executive agency, or by another organization on behalf of an executive agency.

An ”information system” is a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information.

“Security controls” means the management, operational, and technical controls (i.e., safeguards or countermeasures) prescribed for an information system to protect the confidentiality, integrity, and availability of the system and its information.

(a) Contractors shall follow the Agency’s Risk Management framework, policies, and procedures outlined in the IT Security Management Policy and Baseline Security Requirements (BLSR) document to ensure the appropriate security controls are in place. These security requirements shall apply all FRTIB Information system components include, for example, mainframes, workstations, servers (e.g., database, electronic mail, authentication, web, proxy, file, domain name), input/output devices (e.g., scanners, copiers, printers), network components (e.g., firewalls, routers, gateways, voice and data switches, process controllers, wireless access points, network appliances, sensors), operating systems, virtual machines, middleware, and applications that process, store, or transmit federal (FRTIB) information, and meet the requirements of FIPS Publication 200, Minimum Security Requirements for Federal Information and Information Systems.

C.6 Personnel Security

(a) Definitions. As used in this clause—

“Cyber incident” means actions taken through the use of computer networks that result in an actual or potentially adverse effect on an information system and/or the information residing therein. “Forensic analysis” means the practice of gathering, retaining, and analyzing computer-related data for investigative purposes in a manner that maintains the integrity of the data.

“Incident” means an occurrence that actually or imminently jeopardizes, without lawful authority, the confidentiality, integrity, or availability of FRTIB’s information or an FRTIB information system; or constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies with respect to FRTIB’s information or an FRTIB information system.

(b) All Contractor staff assigned to work under this Contract shall be citizens or legal permanent residents of the United States.

(c) Contractor shall not allow any of its employees to access Agency information and systems except to the extent that an employee needs access to facilitate work under this contract.

Contractor shall coordinate with FRTIB to ensure that all such individuals are screened according to relevant FRTIB policies and procedures and standards prior to being provided access to Agency information and systems. The Contractor shall follow FRTIB’s “Contractor Fitness Requirements” as defined by the Office of Resource Management. The level of screening required shall be dependent upon a risk designation assigned to this Contract and the individual’s responsibilities and access required to perform services. Contractor shall ensure that all individuals on the Contract are re-screened according to the policies and standards in FRTIB Personnel Security program and relevant FRTIB policies and procedures. Failure to coordinate these rescreening activities could result in individuals being denied access.

(d) Contractor shall notify the COR, Contracting Officer, and designated FRTIB security administration functions of the termination of any individual assigned to work on this Contract not more than 24 hours after termination. If the contract employee’s termination involves an incident or cyber incident, the Contractor shall include details of the incident or cyber incident in its notification to FRTIB. Contractor shall retrieve any and all credentials, property, documentation, etc. from the terminated employee immediately (within 60 minutes). Contractor shall ensure that at all times it retains complete control of Contractor- and Agency-owned information systems and information.

(e) Contractor shall notify the COR, Contracting Officer, and designated FRTIB security administration functions of the transfer of any individual permanently assigned to work on this Contract between major services functions not more than 1 business day after the effective date of the transfer.

(f) With the exception of those specifically negotiated for purposes of this requirement, Contractor shall ensure that all individuals assigned to perform services on the contract sign Non- Disclosure Agreements, Rules of Behavior, and applicable Ethics Agreements prior to beginning work on this contract. Section 2635.703 of Title 5, Code of Federal Regulations, and the Privacy

Act of 1974, as amended (5 U.S.C. § 552a) expressly prohibits the unauthorized disclosure and improper use of PII, confidential, or non-public information and documents. The Contractor, and its employees and agents who will have access to PII, confidential, or non-public information and documents in the performance of the contract, agree to be bound by Section 2635.703 of Title 5, Code of Federal Regulations, and the Privacy Act of 1974, as amended (5 U.S.C. 552a) and the terms set forth in the attached Non-Disclosure Agreements. The Contractor and all personnel assigned to the contract agree not to divulge any PII, unauthorized non-public, or confidential information obtained from the FRTIB in performance of their duties under the contract. Violation of this clause by the Contractor, its employees, or agents may result in termination of the contract and/or civil suits and/or criminal prosecution.

(g) Contractor shall immediately (within 60 minutes) notify the COR, Contracting Officer, and designated FRTIB security administration functions of a need to revoke all system access rights.

Contractor shall restrict security (e.g., access badges) of its personnel who are no longer employed on this contract. Contractor shall provide documentation of its compliance with this requirement upon Agency request.

(h) For Agency review, Contractor shall maintain a system of sanctions against individuals who perform services under this Contract for failure to comply with any Contractor or Agency security requirements.

(i) Flowdown of requirements to subcontractors

(1) The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract vehicle, and require written subcontractor acknowledgment of same.

(2) Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

C.7 Information System Security

(a) The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with FRTIB policies and standard operating procedures, conditions, laws, and regulations.

Any security violations or attempted violations shall be reported to the COR, Contracting Officer, and to the designated ISSO within 5 days of the contractor learning of the violation or attempted violation.

(b) Flowdown of requirements to subcontractors

(1) The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract vehicle, and require written subcontractor acknowledgment of same.

Section D: Packaging and Marking The Contractor’s packaging, handling, and transportation procedures may be used, in whole or in part, subject to the written approval of the Contracting Officer (CO), provided the Contractor’s procedures do not conflict with any requirements of the award and the requirements of this award take precedence in the event of any conflict with the Contractor’s procedures. All shipments under the agreement, except as specified in FAR 13.303-3(a)(5), shall be accompanied by delivery tickets or sales slips that contain the minimum information specified in FAR 13.303- 3(a)(5).

Section E: Inspection and Acceptance

The basis for acceptance shall be in compliance with the requirements set forth in the award of this contract. The Contracting Officer Representative (COR) will have the right to reject or require correction of any deficiencies found in deliverables. In the event of rejection of any deliverable, the Contractor will be notified in writing by the COR of the specific reasons the deliverable was rejected. If no comments from the COR are provided within ten (10) business days of receipt, the deliverable will be deemed to have been accepted by the Agency. Documents not approved by the FRTIB must be resubmitted with changes within 10 business days and the FRTIB will have another 10 business-day review period. If after the third submission the deliverable is unacceptable to FRTIB, the Program Manager, COR, and CO will meet to discuss corrective actions.

Section F: Performance/Deliverables

F1. Period of Performance/Place of Performance

The Period of Performance (PoP) on this contract consists of a 3-month base period. The total PoP on this contract shall not exceed 3 months. All work will be primarily performed at 77 K Street NE, Washington, D.C., FRTIB Headquarters. However, occasional travel to contractor sites may be required and will be identified in the issuance of a task order.

F2. Place of Performance and Hours of Operation

Work will be performed at the FRTIB Headquarters, located at 77K Street NE, Washington, DC.

Access to the FRTIB Headquarters will be based on mutually agreed upon times between the contractor and the FRTIB. If extended hours are required, the contractor must make this request to the FRTIB a minimum of two (2) business days before the expected extension. Work will be performed Monday through Friday, except for Federal Holidays during an eight-hour principle period of maintenance (PPM) between 7:00AM until 5:00PM which is consistent with FRTIB standard office hours.

F3. Government Furnished Property and Services

The FRTIB will provide reasonable accommodations at its FRTIB Headquarters, located at 77K Street NE, Washington, DC, to support Contractor staff. Reasonable accommodations will consist of an office space with a telephone, and appropriate physical and cyber access privileges. The FRTIB will also provide access to existing system documentation, configuration diagrams, operational procedures, installation guides and practices and other technical documentation or information in whatever existing form as soon as the contractor has been approved by FRTIB

Personnel Security to receive such information. The Government will also provide reasonable access to managers and users sufficient in number to provide representative information. The Government will provide physical access to the systems and sites in question to perform inspections and testing required by the FRTIB.

F4. Deliverables and Performance Management

F.4.1 Deliverables

All deliverables must be submitted to the Contracting Officer’s Representative (COR) and the CO. At a minimum, the deliverable must be provided in a secure (encrypted) format compatible with Microsoft Office 2013 or Adobe Acrobat XI Pro. The required deliverables are as follow in the chart below.

Item

Task / Deliverable Delivery Date

1. Project Kick-Off meeting Agenda

5 business days after contract award

2. Project Kick-Off meeting Notes

7 business days after contract award

3. Project Kick-Off meeting 10 business days after contract award

4. Commercial Insurance

Coverage Gap Analysis Status Reports/Meetings

Weekly during the duration of the project

5. Commercial Insurance Coverage Gap Analysis Exit meeting

60 business days after contract award

6. Indexed Draft Commercial Insurance Coverage Gap Analysis Evaluation Report

60 business days after contract award

7. Indexed Final Commercial Insurance Coverage Gap Analysis Evaluation Report

80 business days after contract award

8. Commercial Insurance Coverage Gap Analysis oral and written presentation to FRTIB management

80 business days after contract award

9. Commercial Insurance Coverage Gap Analysis oral and written presentation to the Board

90 business days after contract award

10. Commercial Insurance Coverage Gap Analysis and Evaluation Documentation

90 business days after contract award

F.4.2 Delay of Deliverables

The Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor. Examples of causes beyond the control of the Contractor include acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, or strikes. If the Contractor believes there is an FRTIB caused potential or actual delay in completing the tasks and deliverables stated herein, the CO and COR are to be notified immediately verbally and in writing (via e-mail). All delays that the Contractor believes are caused by the FRTIB shall be sufficiently documented so as to provide adequate proof of the cause of delay (e.g., dates, subjects).

F.4.3 Notice Regarding Late Delivery –

As soon as the Contractor knows that a deliverable won’t be submitted on time, but always in three weeks advance of a deadline, the Contractor shall notify the CO in writing and request a revision to the schedule. This notification shall include:

a. Rationale for late delivery

b. Proposed date for the delivery

c. Project impact of the late delivery

d. Impact on related tasks and the overall project.

A request for a revised schedule must be reviewed and approved by the CO four weeks before placed in effect. Contract terms and conditions may dictate penalties, costs and other consideration based on the facts related to the request for a revised schedule. The CO will review the new schedule and provide guidance to the Contractor. Such notification in no way limits any Government contractual rights or remedies, including but not limited to termination.

Note: Any request to modify the award’s terms and conditions, (including the schedule) must not be discussed with the COR, but instead submitted to the CO in writing.

F.4.4 Delivery Address All deliverables shall be submitted electronically to the designated COR after contract award to be identified in Section G.1.2.

F.4.5 Method of Delivery

Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format), unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

F.4.6 Quality Control Plan

The Contractor shall ensure services are provided in accordance with commonly accepted commercial practices and that quality service is maintained throughout the life of the task order.

The Contractor’s Quality Control Plan (QCP) is to cover all potential task areas to be performed under the task order and shall be used to ensure the stated requirements are achieved.

Section G: Contract Administration Data

G.1 Contracting Officer (CO)

Responsibility for contracting activities rests solely with the Agency’s Contracting Officer. No conversation, recommendations, or direction, whether given directly by, or implied by Agency personnel, that will affect the scope, schedule, or price of the program, shall be acted upon by the Contractor unless specifically approved by the Agency Contracting Officer. In the event that the Contractor implements changes to the contract at the direction of any person other than the CO, the Contractor will not receive reimbursement for the work performed pursuant to those unauthorized changes. Contractual interpretation and assistance may be obtained by contacting the CO.

G.1.1 Contracting Officer Point of Contact

Name: Margaret(Renee)Gaudreau Phone: (202)864-8866 Email: Margaret.gaudreau@tsp.gov

G.1.2 Contracting Officer Representative (COR)

The CO shall designate a COR, who is responsible for administering the performance under the contract by:

1. Monitoring the Contractor’s performance

2. Assessing performance

3. Recommending changes to the CO

4. Interpreting the scope of work

5. Performing inspection and acceptance

Contracting Officer Representative Point of Contact

Name: TBD Phone:

Email:

G.2 Invoicing

Invoicing and payment for services rendered through this contract shall be made electronically.

Invoices shall be submitted monthly by the fifth business day of the following month to invoice@tsp.gov, the Contracting Officer and the Contracting Officer Representative.

The Contractor shall submit the final invoice within 90 calendar days after the expiration of the task order unless the Contractor requests and is granted an extension by the CO in the writing.

For billing purposes, the invoice shall contain the following:

1. Contract/Task Order Number

2. CLIN Task Number (if applicable)

3. A unique identifying Contractor invoice number

4. Contractor Bank Account Number

5. Contractor Bank Routing Number

6. Contractor EIN

7. Contractor DUNS numbers

8. Time period the invoice covers

G.3 Replacement of Key Personnel

Individuals provided as key personnel are essential for the successful completion of all work assigned under this contract. In the event any individual on the list of key personnel is to be removed or diverted from this contract, the Contractor must notify the CO, supply written justification as to why the individual is being removed or diverted, and provide documentation of the qualifications of the substitute or replacement, including evidence of satisfaction or certification of the qualifications in Section C for each new person.G.3.2 Substitutes or replacements for key personnel must have the same or higher qualifications and experience as the person replaced.

G.4: Work Day and Legal Holidays

G.4.1 Work Day

The Contractor may have access to FRTIB offices during normal business hours on ALL Government business days during the period of performance. Normal business hours are 7:30 AM to 4:30 PM Eastern Standard Time, Monday through Friday, excluding Federal holidays and official Federal Government closures in the Metropolitan DC area.

G.4.2 Legal Holidays

The following Federal holidays are observed by the FRTIB:Table G-01 Legal Holidays

Holiday Date New Year's Day January 1 Martin Luther King's Birthday Third Monday in January mailto:invoice@tsp.gov

G.5 Travel

In the event that travels occurs all travel costs associated with the performance of the contract resulting from this RFP will be reimbursed in accordance with the Federal Travel Regulations (FTR). Costs incurred for transportation and per diem (lodging, meals and incidental expenses) will be billed in accordance with the regulatory implementation of Public Law 99-234, FAR 31.205-46 Travel Costs, and the Contractor’s cost accounting system. These costs are directly reimbursable by the ordering agency if specifically authorized in the contract resulting from this RFP. Local travel is not reimbursable.

The Contractor shall notify the CO of the requirement for reimbursement of transportation and per diem expenses, prior to traveling. As such, the CONTRACT shall include a “not to exceed” limit on these proposed costs.

Contractors shall be reimbursed only for work that the CO authorized and approved incurred travel costs at or below the “not to exceed” amount specified on the contract resulting from this RFP, prior to travel.

Section H: Special Contract Requirements

H.1 Safeguarding Controlled Unclassified Information and Cyber Incident Reporting Reserved

H.2 Compliance with Controls for Safeguarding Controlled Unclassified Information Reserved

H.3 Representation of Use of Cloud Computing Reserved

H.4 Cloud Computing Services Reserved

H.5 Limitations on the Use of Disclosure of Third-Party Contractor Reported Cyber Incident Information Reserved

President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4, as observed Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day November 11, as observed Thanksgiving Day Fourth Thursday in November Christmas Day December 25

H.6 Records Management Obligations “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

(1) includes Agency records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their Agency contract.

(4) may include deliverables and documentation associated with deliverables.

C. Requirements

(1) Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

(2) In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

(3) In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

(4) FRTIB and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of FRTIB or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to FRTIB. The agency must report promptly to NARA in accordance with 36 CFR 1230.

(5) The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract vehicle.

The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to FRTIB control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract vehicle. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

(6) The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and FRTIB guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

(7) The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with FRTIB policy.

(8) The Contractor shall not create or maintain any records containing any non-public Agency information that are not specifically tied to or authorized by the contract.

(9) The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

(10) The FRTIB owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which FRTIB shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

(11) Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take FRTIB provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records…