TIRMS17R00022.rtf

OMB Control No. 1505-0081

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

X

THIS RFQ IS IS NOT A SMALL BUSINESS PURCHASE SET-ASIDE.

PAGE

OF

PAGES

1. REQUEST NO.

TIRMS-17-Q-00022

2. DATE ISSUED

08/23/2017

3. REQUISITION/PURCHASE REQUEST NO.

X-7-X0-0D-BB-J27 000

4. CERT. FOR NAT. DEF. UNDER BDSA REG. 2 AND/OR DMS REG. 1

RATING

5a. ISSUED BY

6. DELIVER BY (Date)

IRS, Midstates Procurement, OS:A:P:B:M 4050 Alpha Rd, 1045NDAL, 9th Flr, Rm 930 Dallas , TX 75244-4203 12155

5b. FOR INFORMATION CALL: (No collect calls)

7. DELIVERY

TELEPHONE NUMBER

X

FOB DESTINATION

OTHER (See Schedule)

NAME

CHRISTOPHER E BARTELS

AREA CODE

NUMBER

801 - 0782

9. DESTINATION

a. NAME OF CONSIGNEE

8. TO:All Offerors

INTERNAL REVENUE SERVICE

a. NAME

b. COMPANY

b. STREET ADDRESS

4050 ALPHA ROAD

SUE WALLACE-6220 MSFO

c. STREET ADDRESS

c. CITY

DALLAS

d. CITY

e. STATE

f. ZIP CODE

d. STATE

TX

e. ZIP CODE 75244

10. PLEASE FURNISH QUOTATIONS TO THE ISSUING OFFICE IN BLOCK 5A ON OR BEFORE CLOSE OF BUSINESS (Date) 08/30/2017 IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

See Attached Schedule(s)

12. DISCOUNT FOR PROMPT PAYMENT

A. 10 Calendar Days

B. 20 Calendar Days

C. 30 Calendar Days

d. Calendar Days

Number

Percentage

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER

14. SIGNATURE OF PERSON AUTHORIZED TO SIGN QUOTATION

15. DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS

16. SIGNER

a. NAME (Type or Print)

b. TELEPHONE

c. COUNTY

AREA CODE

d. CITY

e. STATE

f. ZIP CODE

c. TITLE (Type or Print)

NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

Standard Form 18 (Rev. 6-95) Prescribed by GSA – FAR (48 CFR) 53.125-1 (a)

TIRMS-17-Q-00022

Page B - Section B

SUPPLIES OR SERVICES AND PRICES/COSTS

Line Item No.

Description of Supplies/Services Qty U/I Unit Price Total

Typing, letter-sized pages, single spaced 0.00

PG

Period of Performance:

Start 09/30/2017 - End 09/29/2018

Delivery To:

25231

IRS-TAS

BJ BURLEIGH

1999 BROADWAY-MS1005DEN

DENVER , CO 80202

FOB:

Destination

Typing, letter-sized pages, double-spaced

Page formatting from client electronic material, single spaced

Page formatting from client electronic material, double-spaced

OCR scanning: letter sized, scan only, single spaced

OCR scanning: letter sized, scan only, double spaced

Scan and verify, single spaced

Scan and verify, double spaced

Conversion to Spanish language

Conversion to large print (price is page of original document)

Additional copies of CD/diskette beyond the three (3) copies required for each project

EA

Graphics development, creations, or scanning

HR

Revisions (text or graphics)

Travel (to be determined as needed on each delivery order)

LO

Typing, letter sized pages, single spaced

Start 09/30/2018 - End 09/29/2019

Typing, letter-sized pages, double spaced

Page formatting from client electronic material, double spaced

OCR scanning, letters sized, scan only, single spaced

OCR scanning, letter sized, scan only, double spaced

Typing: letter sized pages, single spaced

Start 09/30/2019 - End 09/29/2020

Typing: letter sized pages, double spaced

Page formatting from client electronic material; single spaced

OCR scanning: letter size, scan only, double spaced

Graphics development, creations or scanning

Start 09/30/2020 - End 09/29/2021

Start 09/30/2021 - End 09/29/2022

TIRMS-17-Q-00022

Page -

STATEMENT OF WORK

C.1 Introduction

The Internal Revenue Service (IRS), Taxpayer Advocate Service (TAS), Employee Support & Development (ESD), Learning & Education (L&E) department is responsible for the design and development of training materials for TAS. TAS L&E Project Managers are located in Atlanta, Austin, and Memphis posts of duty. It is essential to establish a contract for Word Processing Services to support the course development needs for the TAS L&E organization.

C.2 Scope of Work

The contractor shall provide Word Processing and Document Formatting Services meeting 508 compliance standards on an as-needed basis for IRS course development project managers who lead teams of IRS course developers or Subject Matter Experts (SMEs) working in the Taxpayer Advocate Service. These developers work in Atlanta, Austin, and Memphis.

C.3 Tasks

The TAS L&E department is charged with the responsibility for producing courses involving multiple documents. Document Formatting services are required for courses and ad hoc word processing projects that are a mixture of new and revised materials. Some materials will be electronic files, on disks, or paper documents. The content of the course materials will be technical in nature or course materials supporting skillsets necessary to advocate for taxpayers.

Document Formatting Services will include file creation from typed or handwritten drafts, electronic files, existing disks that have been created in various software formats, or edited materials.

The contractor shall be an advanced user of Adobe Acrobat functions and have use of some type of document formatting software.e.

Files shall be updated and revised according to instructions contained in the individual work order (IWO) issued at time service is requested.

The contractor will own and use SNAGIT, a screen capturing program by TechSmith.

Upon completion of each IRS project, files shall be provided as follows: One (1) PDF file to IRS Publishing and Two (2) PDF and Word files to the IRS project manager identified on the work order.

One copy of all written deliverables shall be prepared in or converted to the version of Microsoft Word and Adobe Acrobat currently used by the IRS Common Operating Environment (COE). At the time of this contract award, IRS is currently using MS Word 2016 and Adobe Acrobat X1 Pro, but reserves the right to update to other versions in accordance with the IRS COE. All course materials shall be saved in Microsoft Word 2010 or higher. All course materials shall be saved on MS Word 2010 or higher and in PDF format and submitted to the Government (IRS Publishing and Project Manager) on CD or electronically. As the IRS updates said systems, so shall the contractor.

The contractor shall maintain an electronic library of all IRS materials a minimum of three years for future reference and/or revisions. The library shall be housed by the vendor, however all materials will remain the property of IRS/TAS and shall be provided to the government electronically upon request.

The contractor shall provide all necessary labor, materials, equipment and supplies to perform the following services. Tasks include, but are not limited to:

Initial keying in of manuscript developed by IRS personnel

Updating files previously keyed by vendor Updating files previously keyed by previous vendors Converting files to Spanish Creating e-Books Converting files to large print Printing one edit (or more) copy Printing one camera ready copy Electronically folioing all files Providing files to project manager and IRS Publishing upon completion of the project in the versions of MS Word and Adobe Acrobat used by the IRS COE.

Maintaining an electronic library of materials produced by the vendor or supplied by the previous vendor Producing documents in accordance with Section 508 of the Americans with Disabilities Act, including forms, tables and graphics, documents, PowerPoints, Excel spreadsheets, and PDF files (for example, PDF files must pass a full accessibility check in Adobe Acrobat with no errors) Creating and importing typed portions of forms (Exhibits) Creating and importing tables and graphics from other sources Correcting typed portions of forms (Exhibits) Producing and/or importing documents in Advanced Microsoft Word, PowerPoint, Excel, and Adobe Acrobat Being available to discuss projects and clarify issues with the project manager Understanding and using concepts and requirements contained in IRS Document 13165, W&I Standards and Guidelines for Writing Training Materials and IRS Document 12714, Spanish Writing Style Guide, the Taxpayer Advocate Service Writing and Style Guide, and the Gregg Reference Manual.

C.3-1 Proofreading Guidelines

The contractor shall be responsible for the accuracy of the files created. If a file is provided to IRS with contractor generated errors, it will be rejected. If the file is rejected, within 24 hours, the contractor will make necessary correction, update the file, and provide a corrected file at no additional cost.

All draft copies should conform to style standards. The contractor must observe the specific standards for IRS training materials, including all document formatting conventions.

All documents must be compliant with Section 508 of the Americans with Disabilities Act.

Reference/Documentation

IRS Document 13165, W&I Standards and Guidelines for Writing Training Materials IRS Document 12714, Spanish Writing Style Guide

Taxpayer Advocate Service Writing and Style Guide.

Gregg Reference Manual

C.4 Contractor Responsibilities

The contractor shall:

(a) Submit electronic copies and/or other ship copies of all deliverables such as paper or disks to IRS Publishing and Project Manager, and prepay shipping charges on all contract deliverables submitted to IRS.

(b) Utilize, in the performance of the contract work, those key personnel proposed and accepted by the Government prior to award of contract. Substitutions of key personnel shall not be made by the contractor without advance written notice and approval received from the Contracting Officer.

(c) Utilize available material, data, information, etc., to complete the tasks required under this contract. In the event required information is not available, the contractor shall obtain missing information or develop and qualify assumptions regarding all materials, data, information, etc., required, but not available or furnished by the Government.

(d) Be able to accept work immediately and meet turnaround times in hours, with accuracy being paramount. The time for a learning curve is minimal.

(e) Have sufficient staff to do high volume, high quality, document formatting and ability to work simultaneously on multiple IRS projects under this contract.

(f) Have sufficient robust systems to accommodate and transmit large files or volumes of files (such as graphics or documents files) via secure delivery mechanisms. Files may exceed the size allowed from outside sources as established by IRS firewall limits (5 MG). This may include an Internet-based ftp site furnished and maintained by the vendor if allowed by IRS.

(g) Attend meetings

C.5 Government Responsibilities

The Government will:

(a) Review all material submitted within five (5) working days or less of receipt.

(b) Furnish current IRS documentation, data, etc., and related information.

(c) Advise the contractor of all meetings, presentations, etc., that the contractor is scheduled to attend.

C.6 Secure Data Transfer (SDT) Requirements

C.6-1 The IRS has established a Secure Data Transfer (SDT) program to provide encrypted electronic transmission of Sensitive But Unclassified (SBU) information (which may or may not include Federal Tax Information (FTI)) between the IRS and routine trading partners. SDT allows trading partners (contractors, states, and reporting agents) to send and/or receive such information through this secure environment. IRS has established this method of SBU data exchange to ensure adequate security and protection of sensitive information in compliance with OMB Memorandums M-16-06 and M-07-16, and the Federal Information Security Management Act (FISMA). This method of sending and receiving SBU information replaces previous means and methods of sensitive data exchange in unsecured manner between the IRS and its trading partners.

C.6-2 SDT Requirements Applicability

SDT is required for every contract involving sending and/or receiving Sensitive but Unclassified (SBU) data as part of the contract performance. The contractor agrees that it shall establish and maintain full SDT compliance throughout the term of this contract.

C.6-3 SDT Services

Information the IRS provides to the contractor under this contract is SBU information which may include but is not limited to information such as Personally Identifiable Information (PII), Federal Tax Information (FTI), and/or sensitive agency information. Examples of such data are: Social Security Number, First and Last Name, Address, agency infrastructure diagrams, IP addresses, security audit results, etc. This includes data transfers being sent to or from the IRS.

C.6-4 Contractor SDT Responsibilities

Any contractor receiving SBU information from the IRS shall meet the requirements set forth below in paragraphs 1 through 13:

All federal, state, and local agencies or entities shall comply with IRS Publication 1075, Tax Information Security Guidelines for Federal, State and Local Agencies and Entities (as revised) and FISMA Compliant Data Protection, if transmitted data contains FTI. All data that originates from the IRS shall be protected to ensure compliance with FISMA, including the technical security, personnel security, and record retention requirements.

All other contractors shall comply with moderate risk controls of NIST SP 800-53, Recommended Security Controls for Federal Information Systems.

Authorized Data Recipients. Only authorized individuals may receive SBU information from the IRS. Individual identification and authentication will be accomplished through use of a third-party digital certificate issued by name to authorized individuals. Authorized contractor employees shall apply, authenticate and retrieve a digital certificate.

Data Tracking and Accounting. Contractors receiving SBU information are responsible for ensuring the security of SBU information within the firm and shall establish procedures to track and account for data from receipt to disposition. If contracted entity is a federal, state, or local agency and transmitted data contains FTI, these procedures shall meet the requirements of Publication 1075. All contractors shall ensure that the individual responsible for accounting for receipt of SBU information is provided with the “control file” that accompanies the extract file on SDT. The contractor is not required to provide IRS with a separate acknowledgement of receipt of SBU information.

Data Transmission Log File. Contractors receiving SBU information must maintain a log file that records complete and incomplete data transmissions. For complete transmissions, the log file must identify the sender of the information, the file name, the date/time stamp, and the record count. For incomplete transmissions, the log file must identify as much of the above information as is possible.

Confirmation of Successful Transmission and Record Count. When a contractor receives a file from the IRS via SDT, the contractor shall check the file to see that it is intact and usable; the contractor shall also validate the record count provided on the “control file”. In the event of an incomplete or unsuccessful transmission, including a file where record counts cannot be validated, the contractor shall notify the IRS Help Desk at 866-743-5748 within five (5) business days and request that the file be retransmitted. Requests for retransmission shall include the following information: Name, phone number and email address of the person making the request; Name, phone number and email address of an alternate contractor contact; file name, job run file ID number, and complete contractor name.

Sensitive but Unclassified (SBS) Information Breach / Misrouted File. An SBU information breach includes any incident where SBU data is lost, misused, or compromised. This includes but is not limited to situations involving a misrouted file (a file meant for one entity or contractor is received by another entity or contractor) containing SBU data. In the case of an SBU breach, the contractor shall contact the Computer Security Incident Response Center (CSIRC) through CSIRC Incident Hotline at 202-283-4809 or 866-216-4809 or through e-mail (csirc@csirc.irs.gov) as soon as the incident is discovered but not later than 24 hours after discovery. IRS will take appropriate action and advise the contractor of further action, if any, required by the contractor and/or consequences resulting from the SBU Breach.

Access Controls and Audit Logs. The contractor shall ensure that any information system (server, workstation, laptop, etc.) storing SBU information maintains access controls that control access to the information and audit logs that document any access to the information in accordance with NIST SP 800-53. For all federal, state, and local agencies or entities, if data transmitted through the SDT and stored on the agency’s system contains FTI, access to the information shall be recorded and reviewed, as identified for access controls and auditing within Publication 1075.

Validation of Authorized Users. All logical access to IRS information shall be controlled by US government approved authentication methods to validate the authorized users.

Web Accessible File Sharing Support. There shall be no dialup or broadband support for web accessible file sharing. Remote administration of the web accessible file sharing systems is permitted only via FIPS 140-2 compliant products.

Safeguard Disclosure of FTI Data Transmitted Through The SDT. If SDT is used by the contractor to receive FTI data from the IRS, a revised Safeguard Procedures Report (SPR) is not required to participate in SDT. The contractor’s next annual Safeguard Activity Report (SAR) submission shall document all protection mechanisms used to secure and store all data received in performing this contract. This shall include identifying the protection procedures, as well as the destruction procedures for data files received via SDT.

Other Responsibilities. In performance of this contract, the contractor agrees to comply with and assume responsibility for compliance by his/her employees with the following requirements:

All work shall be performed under the supervision of the contractor or the contractor's responsible employees.

Any return or return information made available in any format shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such material shall be treated as confidential and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. Inspection by or disclosure to anyone other than an officer or employee of the contractor shall require prior written approval of the Internal Revenue Service. Requests to make such inspections or disclosures should be addressed to the IRS Contracting Officer.

The contractor certifies that the data processed during the performance of this contract shall be completely purged from all data storage components of his/her computer facility and no output will be retained by the contractor at the time the IRS work is completed. If immediate purging of all data storage components is not possible, the contractor certifies that any IRS data remaining in any storage component will be safeguarded to prevent unauthorized inspection or disclosure.

Any spoilage or any intermediate hard copy printout which may result during the processing of IRS data shall be given to the IRS Contracting Officer or his/her designee. When this is not possible, the contractor will be responsible for the destruction of the spoilage or any intermediate hard copy printouts and shall provide the IRS Contracting Officer or his/her designee with a statement containing the date of destruction, description of material destroyed, and the method used.

No work involving information furnished under this contract will be subcontracted without the specific approval of the IRS Contracting Officer.

Should a person (contractor or subcontractor) or one of his/her employees make any unauthorized inspection(s) or disclosure(s) of confidential tax information, the terms of the Default clause (FAR 52.249-8), incorporated herein by reference, may be invoked, and the person (contractor or subcontractor) will be considered to be in breach of this contract.

Each officer or employee of any person (contractor or subcontractor) to whom returns or return information is or may be disclosed shall be notified in writing by such person that any return or return information made available in any format shall be used only for the purpose of carrying out the provisions of this contract and that inspection of any such returns or return information for a purpose or to an extent not authorized herein constitutes a criminal misdemeanor punishable upon conviction by a fine of as much as $1,000.00 or imprisonment for as long as 1 year, or both, together with the costs of prosecution. Such person (contractor or subcontractor) shall also notify each such officer and employee that any such unauthorized inspection of returns or return information may also result in an award of civil damages against the officer or employee in an amount equal to the sum of the greater of $1,000.00 for each act of unauthorized inspection with respect to which such defendant is found liable or the sum of the actual damages sustained by the plaintiff as a result of such unauthorized inspection plus in the case of a willful inspection or an inspection which is the result of gross negligence, punitive damages, plus the costs of the action. The penalties are prescribed by IRC Sections 7213A and 7431.

Additionally, it is incumbent upon the contractor to inform its officers and employees of the penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a(i)(1), which is made applicable to contractors by 5 U.S.C. 552a(m)(1), provides that any officer or employee of a contractor, who by virtue of his/her employment or official position, has possession of or access to agency records which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act or regulations established thereunder, and who knowing that disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.

Disclosure of Information-Inspection. The Internal Revenue Service shall have the right to send its officers and employees into the offices and plants of the contractor for inspection of the facilities and operations provided for the performance of any work under this contract. On the basis of such inspection, the Contracting Officer may require specific measures in cases where the contractor is found to be noncompliant with contract safeguards.

C.6-5 IRS SDT Roles and Responsibilities

The Director, Office of Safeguards will ensure that policies identified by the Office sufficiently provide for the security of SBU information provided to external contractors.

IRS Cybersecurity will ensure that all IRS required security policies and procedures are provided to the contractor in support of this SDT requirement.

The IRS must ensure that the contractor understands IRS’ disclosure and security related responsibilities.

IRS responsibilities include the following:

The IRS will provide the contractor with instructions regarding SDT systems capacity requirements and/or restrictions.

IRS will accomplish SDT identification and authentication of contractor personnel authorized to exchange (send and receive) data with the IRS by means of a digital certificate.

The IRS will provide the contractor with instructions on how to obtain digital certificates used for the purpose of SDT identification and authorization.

The IRS SDT host and/or any encryption product used within SDT shall be FIPS 140-2, Security Requirements for Cryptographic Modules, compliant.

IRS will utilize Secure Hyper Text Transfer Protocol (HTTPS) or other secure, FIPS 140-2 compliant transmission protocol for external data transfers.

For Outbound data transfers, the IRS will provide the contractor with the metadata of the transmitted file. The metadata shall include: date/time stamps, number of records transmitted, file name, and other relevant information. The contractor shall comply with the specific steps identified in program Office of Safeguards procedural documents.

C.6-7 IRS SDT Points of Contact

IRS Information Technology (IT) CSIRC operates and monitors the security infrastructure related to SDT requirement. The IT CIRSC points of contact are:

Name Title E-mail Phone Time

CSIRC

Computer Security Incident Response Center