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FBO DAILY ISSUE OF SEPTEMBER 04, 2004 FBO #1013
SOLICITATION NOTICE

U -- Privacy Act Training and Materials

Notice Date

9/2/2004
 

Notice Type

Solicitation Notice
 

NAICS

611710 — Educational Support Services
 

Contracting Office

Securities and Exchange Commission, Procurement and Contracts Branch, Operations Center, 6432 General Green Way, MS 0-20, Alexandria, VA, 22312-2413
 

ZIP Code

22312-2413
 

Solicitation Number

SECHQ1-04-Q-0112
 

Response Due

9/13/2004
 

Archive Date

9/27/2004
 

Point of Contact

Amy Alvarey, Contract Specialist, Phone (202) 942-4099, Fax (703) 914-9226 , - K Davis, Chief, Procurement and Contracting, Phone (202) 942-4990, Fax (703) 914-9226,
 

E-Mail Address

alvareya@sec.gov, daviskh@sec.gov
 

Description

This synopsis/solicitation is for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement requests quotations and constitutes the only solicitation; a paper solicitation will not be issued. Request for Quotation number SECHQ1-04-Q-0112 shall be referenced on any quotation. This solicitation is being issued under the Simplified Acquisition Procedures (SAP), FAC-22 and 23 for full and open competition and is unrestricted. All future information about this acquisition including solicitation amendments will also be distributed solely through this site. Interested parties are responsible for monitoring this site to ensure that they have the most up-to-date information about this acquisition. This contract action will result in a Firm Fixed Price Purchase Order. The Government's requirement is for the following commercially available services: A. PRODUCTS/SERVICES: CLIN 0001 - Privacy Act Training & Materials, 1 year OPTION CLIN 0002 - Privacy Act Training & Materials, 1 year OPTION CLIN 0003 - Privacy Act Training & Materials, 1 year OPTION CLIN 0004 - Privacy Act Training & Materials, 1 year OPTION CLIN 0005 - Privacy Act Training & Materials, 1 year B. STATEMENT OF WORK: B.1.0 SCOPE. The U.S. Securities and Exchange Commission (SEC) requires 3 web-based end-user Privacy training courses that are based on a commercial off-the-shelf (COTS) solution, and design and printing of agency specific Privacy Brochures and Posters. The Contractor shall customize the agency specific courses, brochures and posters to address privacy policies and issues, administer the courses to all SEC employees through the Contractor?s Internet website, and monitor course completion. The three courses are as follows: General Privacy Awareness Training, Overview of Privacy Impact Assessments (PIA)/System of Record (SOR) Notices and Privacy Training for Executives and Top Level Managers. B.1.1 BACKGROUND. As required by the Privacy Act of 1974, the SEC will provide general privacy awareness training to its approximately 4,200 current employees and contractors. More specialized training is required on Privacy Impact Assessments and System of Record Notices (approximately 250 employees) (Section 208 of the E-Government Act of 2002 refers), and Privacy Training for Executives and Top Level Managers (approximately 100 employees). In addition, the Contractor shall provide the courses as required to all SEC new hires for a period of 1 year from the date of contract award. B.2.0 APPLICABLE DOCUMENTS B.2.1 Government Standards NIST Special Publication 800-16 http://csrc.nist.gov/publications/nistpubs/index.html OMB Circular A-130, Appendix III: Security of Federal Automated Information Resources P.L. 100-235 Computer Security Act of 1987 B.2.2 Government Directives, Rules & Regulations 1) The Privacy Act of 1974 2) The Freedom of Information Act 3) The Paperwork Reduction Act of 1995 4) The Computer Matching and Privacy Protection Act of 1988 5) The Electronic Communications Privacy Act 6) Section 208 of the E-Government Act B.2.3 SEC Regulations 1) Information Technology Security Program, SECR 24-2, 12/08/1998. 2) IT Security Program Technical Bulletin: Identification, Authentication and Passwords, SECR 24-2.1, 04/04/2001. 3) Safeguarding Non-Public Information, SECR 23-2A, 01/01/2000. 4) Use of SEC Office Equipment SECR 24-4.3 03/08/2002 Located at http://security.sec.gov/policy/ 5) Use of Personal Digital Assistant (PDA) Devices SECR 24-5.2 11/02/2002 6) Enterprise Architecture SECR 24-1.6 11/02/2002, 7) Certification and Accreditation SECR 24-2.4 07/18/2002 8) Network Security SECR 24-2-7 09/11/2002 9) Electronic Mail SECR 5-10 05/20/1996 10) Enterprise Backup of Electronic Data SECR 24-2.6 11) Virus and Malicious Software Detection and Prevention SECR 24-2.2 Located at http://wapps.sec.gov/oit/oitPOLICY.htm herein-after referred to as Group B. The Contractor shall refer to the applicable documents and websites listed and use any documents and standards that supercede the above-cited documents during the course of this task. B.3.0 REQUIREMENTS B.3.1 Section 508. The Contractor?s website shall comply with all applicable provisions of the standards issued by the Architectural and Transportation Barriers Compliance Board (Access Board) (http://www.access-board.gov/sec508/guide/) to ensure the accessible use of Federal electronic and information technology (Section508Policy.doc). B.3.2 Government Standards. The course shall comply with the Federal standards issued by the National Institute of Standards and Technology (NIST) Special Publication 800-16 http://csrc.nist.gov/publications/nistpubs/index.html B.3.3 Host Internet Website. B.3.3.1 The Contractor shall host the course on an Internet site capable of supporting at least 1000 students simultaneously and available to SEC personnel 24x7. B.3.3.2 The Contractor shall inform the SEC Project Manager (PM) of the web address and the ID/password for the Contractor?s Internet site. B.3.4 Course Delivery. The Contractor shall develop beta versions of the 3 courses and deliver them to the PM for review and comment. The Contractor shall make the necessary changes and deliver the final deployable version of the courses to the PM for review and approval. B.3.5 Course Content. B.3.5.1 The Contractor shall consult with the PM regarding the course topics and any SEC-specific information to be included. Content may be added or deleted at the discretion of the PM. Royalty free images may be utilized. B.3.5.2 The General Privacy Awareness course shall consist of a series of modules that at a minimum address the following topics: 1) Introduction a. Rationale for training b. Definition of Privacy and discuss its importance c. Applicable policy and laws 2) Overview of the Privacy Act of 1974 a. Purpose b. Government requirements regarding the Privacy Act 3) Specific issues of Privacy that are of concern to SEC a. Financial documents b. E-mail c. Personnel Records d. Internet e. Working Documents 4) List of some circumstances that lead to breaches of Privacy a. Definitions, types, and how they work b. Recent (within last 2 years) example(s) 5) Releasability of Records a. Types of Releasable Privacy Information b. Type of Non-Releasable Privacy Information 6) Privacy Act Statements a. When required b. Content of the Privacy Act statement 7) Employee Role & Responsibilities to ensure privacy a. Ethics (public service is a public trust) b. Examples of misuse/inappropriate use of private information c. Criminal and Civil Penalties associated with wrongfully disclosing private information d. Authorized uses and disclosures of private information e. Reporting Incidents 1. Examples of incidents 2. How (to whom) to report incidents 3. Information to report 8) Glossary of Key Terms B.3.5.3 The Privacy Impact Assessment/System of Record notices course shall consist of a series of modules that at a minimum address the following topics: 1) Introduction a. Rationale for training b. Applicable policy, laws, rules and regulations c. Requirements for PIA?s and SOR notices d. Employee Role and Responsibilities 2) Privacy and Systems Developments a. Discussion of privacy in regards to systems development 3) Overview of the PIA Process a. What is a PIA and its importance b. When is a PIA done c. Who completes the PIA d. What systems have to complete a PIA e. What is required in a PIA/Steps for Completing the PIA f. Review of the PIA g. Approval of the PIA h. Posting of the PIA (if required) 4) System of Record (SOR) Notices a. Definition of a SOR notice b. Types of SOR notices c. When is a SOR notice done d. Steps for completing the SOR notice e. Review of the SOR notice f. Approval of the SOR notice g. Posting of the SOR notice 5) Glossary of Key Terms B.3.5.4 The Privacy Training for Executives and Top Level Managers course shall consist of a series of modules that at a minimum address the following topics: 1) Introduction a. Rationale for training b. Applicable policy, laws, rules and regulations c. Requirements for PIA?s and SOR?s d. Employee Role and Responsibilities 2) Definition of Privacy and Information Systems Security/Discussion of how privacy and security are linked 3) Applicable Federal laws and policies 4) Roles and Responsibilities of people within the organization 5) Rules of Behavior 6) Identification of risks, potential impact and strategies to mitigate B.3.6 Course Design. B.3.6.1 The Contractor shall ensure that the courses are viewable within Microsoft Internet Explorer v 5.5 or higher. B.3.6.2 In order to utilize frames technology or Macromedia Flash, approval is required from the Office of Security. If the Contractor chooses to utilize such technology, the Contractor is required to submit documentation for approval/disapproval which outlines how and what technology will be utilized in the development of the courses. B.3.6.3 The Contractor shall ensure that a student working on a PC that uses standard Office 2000 Professional and Adobe software has full access to a course without installing any additional software. B.3.6.4 The Contractor shall structure the course so that the information is presented ?PowerPoint-style? with no scrolling required by the student. B.3.6.5 The Contractor shall use scenarios and quizzes to reinforce key learning points. Quiz questions shall allow for multiple attempts and the student must select the correct answer before moving ahead in the course. B.3.6.6 The courses shall allow the student to ?bookmark? his or her session, log back into the course, and start again at the point at which he/she stopped. B.3.6.7 The Contractor shall supply an electronic certificate of completion to the student when he/she has completed a course. The Contractor shall ensure that quiz/exam completion is a criterion for receiving a certificate. However, exam/quiz scores shall not be recorded or tracked and shall not impact the granting of a course completion certificate. B.3.6.8 The Contractor shall incorporate an electronic feedback form in all three courses to capture feedback concerning course material and knowledge level before and after course was taken. The information captured from the forms shall be delivered weekly to the PM. B.3.7 Course Length. The Contractor shall design each individual course so that can be completed within one hour, with the exception of the Privacy Training for Executives and Top Level Managers, which should be completed within 30 minutes. B.3.8 Database Maintenance B.3.8.1 The Contractor shall load its database with the initial student information received in spreadsheet format via email from the SEC before the class is deployed for student use. B.3.8.2 The Contractor shall update its database weekly within 48 hours of receiving revised student information in spreadsheet format via email from the SEC. These spreadsheets will contain information about new students and students to be deleted. B.3.8.3 The Contractor shall automatically update its database to reflect that a student has successfully completed the course. B.3.9 Reporting. The Contractor shall deliver a weekly Course Completion Report that states the total number of Government employees and the total number of Contractor employees who have completed the course and lists the Government and Contractor employees, by office, who have not completed the course by the required completion date. B.3.10. Privacy Brochures. The contractor shall design, print and deliver 2500 copies of full color, litho coated, front and back, brochures (8-1/2 x 11), on 80# gloss text?tri-folded. The Contractor shall incorporate the SEC logo and consult with the SEC representative during the design phase regarding the brochure topics and any SEC-specific information to be included before printing. Brochure shall be additionally provided on CD for recyclable purposes. Royalty free images may be utilized. B.3.11. Privacy Posters ? The contractor shall design; print and deliver 100 copies (50-(8x10), 35-(11x17) and 15-(18x24)) posters on 100# full color, gloss, coated, paper stock. The posters shall be refreshed and delivered quarterly with new privacy awareness related information. The Contractor shall incorporate the SEC logo and consult with the SEC representative during the design phase regarding the poster topics and any SEC-specific information to be included before printing. Poster image shall be additionally provided on CD for future recyclable purposes. Royalty free images may be utilized. B.3.12 Project Plan. The Contractor shall submit a project plan for the completion of work described in this SOW. The project plan shall include a Microsoft Project schedule detailing tasks, milestones, and deliverables dates and will include a narrative of the approach and tasks necessary to accomplish the work. The PM will review and provide comments. The Contractor will incorporate PM comments for approval. B.3.13 Weekly Project Meetings. The Contractor shall conduct weekly meetings with SEC representatives to discuss and resolve questions and issues that may arise. The Contractor shall prepare minutes of these meetings and deliver to PM. B.3.14 Weekly Progress Reports. The Contractor shall submit weekly progress reports that outline Contractor activities and accomplishments; SEC required actions and will outline problems and issues encountered by the Contractor in the completion of scheduled tasks. C. Period of performance for CLIN 0001 shall be from DACA through one year. Period of performance for Option CLIN 0002 shall be from date of option exercise through one year. Period of performance for Option CLIN 0003 shall be from date of option exercise through one year. Period of performance for Option CLIN 0004 shall be from date of option exercise through one year. Period of performance for Option CLIN 0005 shall be from date of option exercise through one year. D. SCHEDULE OF DELIVERABLES D.1.0 The Contractor shall provide the deliverables in paper copies (2) and in electronic format to the PM unless noted otherwise as in the case of brochures and posters. Contractor format is acceptable upon the approval of the PM. The PM will review all deliverables and provide the Contractor with deficiencies and/or changes within five (5) business days of receipt. The Contractor shall correct deficiencies and/or changes within a mutually agreeable timeframe and provide final versions of deliverables to PM. If the contractor does not receive feedback within 15 days of delivery, the contractor may consider the deliverable accepted. D.2.0 DELIVERABLES: Sec. B.3.5 - Beta version of the courses - 30 Days After Contract Award (DACA) Sec. B.3.5 - Final version of the courses - 10 business days after receiving feedback on the beta version Sec. B.3.7.8 - Feedback Form report - weekly Sec. B.3.10 - Course completion report - weekly Sec. B.3.11 - Privacy Brochures - 45 DACA#, QTY 2500 Sec. B.3.12 - Privacy Posters - Quarterly (first poster delivered 20 DACA#), QTY 100 Sec. B.3.13 - Project Plan - 5 DACA Sec. B.3.14 - Minutes of Post Award Meeting - 2 business days after meeting Sec. B.3.15 - Weekly Meeting Minutes - weekly Sec. B.3.16 - Weekly Progress Reports - weekly #Deliverable in required paper format and CD for recyclable purposes E.1.0 The Government intends to issue a contract for the above items to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes: (1) Technical capability: The offeror shall describe in complete detail its plan for meeting the requirements of this Solicitation, including, but not limited to, its ability to do the following: develop customized on-line privacy training; host and administer on-line training for the indicated student population; incorporate SEC-specific standards, regulations, and policies into the online training materials (screens), student resource areas, brochures and posters; make high quality deliveries on schedule; meet the required security/technical provisions; and design customized brochures and posters; (2) Past performance for requirements that are similar to the SEC?s RFQ: To demonstrate its ability to perform successfully, the offeror shall submit the following information for three (3) current and past (federal or commercial) contracts for similar services performed within the past five (5) years: type of client (federal or commercial); total dollar amount by year; a description of the contract work; type of contract (for example, cost reimbursement, incentive fee, time and materials, fixed price); number of contract and date of contract start and expiration; name of contracting organization, telephone and fax numbers; Contracting Officer and telephone number; Contracting Officer?s Technical Representative, program manager, or similar official and telephone number; a list of all disputes associated with the contract; and a list of the contract options that were not exercised and the reason(s) why they were not exercised. Offerors shall provide complete client contact information so that reference checks may be conducted); and (3) Price: The SEC will evaluate quotes based on the following price factors, which are in descending order of importance: the reasonableness and fairness of the Quoter?s proposed Section B prices; and the Quoter?s financial ability to fulfill the requirements of the contract. E.2.0 All factors are of equal importance. This evaluation will be based on information provided by the vendor. The offeror shall provide a complete list of contracts that were terminated before the contract expired. The Government is not responsible for locating or securing any information, which is not identified in the quotation, but may do so at its discretion. Only authorized representatives shall submit quotes. Please carefully review the commercial item clauses for information about requirements and instructions for submitting a quotation. Quotations that do not include prices for all items will not be considered. F. EVALUATION FACTORS FOR AWARD: F.1.0 The SEC reserves the right to award the contract based upon initial offers received, without discussions or negotiations of such offers. Therefore, it is critical that each offer be fully responsive to the RFQ, without exception to any provision. Award will be made to the offeror whose proposal is technically acceptable and considered the most advantageous offer to the Government, cost and other cost related factors considered. Among proposals that are substantially equal in technical merit, price may become the determinative factor for award; thus, the proposals offering the Commission the best value, technical and price factors considered, shall be considered for award. The Contracting Officer may consider award to other than the lowest price offeror or other that the highest technically rated offeror when in the best interest of the government. F.2.0 Technical Evaluation Factors: F.2.1 Technical Proposal: The degree to which the offeror?s overall proposal demonstrates an understanding of and meets the technical requirements of this solicitation. Vendor must have a clear understanding of, and expertise in, the delivery of on-line end-user privacy awareness and related training to a government agency containing an educationally diverse population. The Vendor?s product must be designed using standard instructional design and Adult Learning Theory principles. F.2.2 Experience and Past Performance: Offeror?s prior experience and past performance. Offeror must have delivered, within the last year, a course similar to that being proposed. G. The following provisions and clauses apply to this procurement: Federal Acquisition Regulation (FAR) provision 52.212.1, Instructions to Offeror- Commercial Items (JAN 2004); FAR provision 52.212-2, Evaluation-Commercial Items (JAN 1999) - Award will be made to the responsible offeror whose offer is considered to be most advantageous to the Government, considering delivery time, technical acceptability, and price. The Government reserves the right to award without discussions; FAR provision 52-212-3, Offeror Representations and Certification-Commercial Items (MAY 2004) - all Offerors shall include a completed copy of this provision with their quote; FAR clause 52.217-5, Evaluation of Options (Jul 1990); FAR clause 52-212-4, Contract Terms and Conditions- Commercial Items (OCT 2003); FAR clause 52.217-5 Evaluation of Options (Jul 1990), FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (MAY 2004 - in paragraph (b) the following clauses apply; 52.203-6 Alternate I, 52.222-3, 52.222-19,52.222.21, 52.222-26, 52.222-35, 52.222-36, 52.222-37,52.232-33,52.232-36, 52.239-1, 52.222-41,52.222-43, 52.222-44. Clauses incorporated by reference may be accessed in full text at www.arnet.gov. H. All questions concerning this RFQ shall be submitted in writing to Amy Alvarey no later than September 7, 2004, 2:00 PM EST. Questions will not be answered orally. E-mail usage is preferred. I. All quotes from responsible sources will be considered. All quotes shall be submitted to Amy Alvarey at AlvareyA@sec.gov and Kim Davis at DavisKH@sec.gov no later than 2:00 PM EST September 13, 2004, quote clearly marked RFQ no. SECHQ1-04-Q-0112. No other method of submission will be accepted.
 

Place of Performance

Address: Contractor's location, and the SEC facilities in Washington, DC and Alexandria, VA.

Country: USA
 

Record

SN00664777-W 20040904/040902213319 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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