FILE | D | Internet Based Database Applications Support - Non-Disclosure Form - Shipping Instructions

FBO DAILY ISSUE OF SEPTEMBER 18, 2008 FBO #2488
DOCUMENT

D -- Internet Based Database Applications Support - Non-Disclosure Form - Shipping Instructions

Notice Date: 9/16/2008
Notice Type: Shipping Instructions
NAICS: 541512 — Computer Systems Design Services
Contracting Office: Executive Office of the President, Office of Procurement, Office of Procurement, 725 17th Street, NW, Room 5002, Washington, District of Columbia, 20503
ZIP Code: 20503
Solicitation Number: OMB-S-08-0009
Response Due: 9/23/2008 12:00:00 PM
Archive Date: 10/8/2008
Point of Contact: Althea A Kireilis,, Phone: (202)395-3314
E-Mail Address: akireilis@oa.eop.gov
Small Business Set-Aside: Total HUB-Zone
Description: (i) This is a combined synopsis/solicitation 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 constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) Solicitation Number OMB-S-08-0009 is issued as a Request for Proposal (RFP). (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26, effective on June 12, 2008. (iv) This solicitation is a Historically Underutilized Business Zone (HUBzone) Set Aside. The NAICS code is 541512. The corresponding size standard is $25 million. This procurement is not covered by the Small Business Competitiveness Demonstration Program. (v) Contract Line Items: To be proposed by Offereor PART I - THE SCHEDULE SECTION B SERVICES PRICE ITEM NO.SUPPLIES/SERVICES QTY UNIT OF UNIT AMOUNT ISSUANCE PRICE 0001Base Year Services, FFP 0002Services, FFP OptionYear 1 0003Services, FFP Option Year 2 (vi.) Description of Requirement. 1.0 BACKGROUND The Office of Management and Budget (OMB) requires a contract for support services to operate and enhance two internet-based database applications that were developed in 2007 to collect certain information regarding the federal workforce and the implementation of certain management improvement efforts involving the performance of commercial services by a blended workforce. In addition to maintaining and enhancing the database applications, the selected contractor will be required to provide certain data analyses. 1.1 The Workforce Inventories Tracking System. The Workforce Inventories Tracking System (WITS) is used to collect various types of workforce data in accordance with the Federal Activities Inventory Reform (FAIR) Act, P.L. 105-270, 31 U.S.C. § 501 note and OMB Circular A-76, Performance of Commercial Activities. The FAIR Act requires executive agencies to prepare annual inventories of functions performed by their employees that, in the judgment of the agency, are not inherently governmental functions. Circular A-76 further requires agencies to identify functions that are inherently governmental (i.e., functions that are so intimately related to the public interest as to mandate performance by federal government employees) and functions that are commercial activities. Inventories must include: (1) the specific functions performed by federal employees, (2) the manpower, stated as full-time equivalent employees (FTEs), required to perform the function in each location the work is performed, (3) the place of performance, (4) the organizational unit performing the work, and (5) a point of contact. Commercial inventories must also assign a reason code to each function identifying whether the function is suitable for competition. Circular A-76 identifies six “reason codes”: (A) the function is not appropriate for private sector performance, (B) the function is suitable for competition, (C) the function is the subject of an in-progress competition, (D) the function is performed by government personnel as the result of a competition completed within the past 5 years, (E) the function is pending an agency approved restructuring decision, and (F) the function is performed by government personnel due to a statutory prohibition against private sector performance. Workforce data is collected from approximately 75 Federal departments and agencies covering commercial and inherently governmental work performed by approximately 1.8 million civilian FTEs. In addition, agencies with fewer than 100 FTEs as of the first day of the fiscal year are exempt from submitting inventories. OMB receives more than 90 percent of these data, which all use an identical format, during the months of July and August. Additional data are received in early September through November. Pursuant to section 2 of the FAIR Act, OMB reviews agency inventories. A support contractor provides technical assistance to OMB by: (1) working with agencies to ensure inventory data submissions are accurate and complete (e.g., data fields have been properly entered; the number of FTEs reported in each agency’s inventory are consistent with the estimated FTE funding levels reported in the President’s Budget) and (2) preparing summary reports on each agency’s inventory. Until 2007, agencies submitted inventories to OMB using Excel spreadsheets and transferring inventory data to an MS-Access database, which was housed in DB2-AIX (7.2). In FY 2005, OMB awarded a contract for the development of an internet-based database to track inventory data. This contract resulted in the development of WTS, which went online in 2007. To use WITS, agencies are generally expected to convert their inventory from its original format (e.g., Excel, Access, Oracle, etc.) into the XML format (schema) provided at http://www.whitehouse.gov/omb/procurement/fair/index_csts.html and then upload the data into WITS. For additional information, see the WITS Handbook, available at http://www.whitehouse.gov/omb/procurement/fair/wits_handbook.pdf. The WITS database application is intended to minimize agency burden and improve the agency inventory submission process for agencies and make it easier for OMB to perform basic analyses of the data and produce reports with contractor technical support. To achieve these goals, the selected contractor will be required to perform data management, systems administration, and develop design enhancements and security enhancements. For additional information on WITS and the requirements it supports, go to http://www.whitehouse.gov/omb/procurement/fair-index.html. 1.2 The Commercial Services Tracking System (CSTS) The Commercial Services Tracking System (CSTS), formerly called the Competitive Sourcing Tracking System, is used to collect information related to the use of public-private competition (known as competitive sourcing). The system was developed as part of the same contract used for the development of WITS. Beginning in the Fall of 2008, CSTS will also be used to track other internal business process reengineering (BPR) efforts under the “Commercial Services Management” (CSM) initiative that agencies pursue in lieu of competition to close performance gaps in commercial support services where public-private competition and the potential conversion of work to the private sector would not be suitable. The database elements for competitive sourcing are generally built on those required by section 647 of Division F of P.L. 108-199 and the guidance OMB has developed (see, e.g., OMB Memorandum M-08-02, Report to Congress on FY 2007 Competitive Sourcing Efforts) to achieve consistent and clear reporting of data, including information on savings and/or performance improvements after a competition has been completed. For a copy of the M-08-02, see http://www.whitehouse.gov/omb/memoranda/fy2008/m08-02.pdf. The CSTS database application is intended to minimize agency burden and improve the process for submitting information on competitions and BPRs to OMB and to make it easier for OMB to perform basic analyses of the data and produce reports with contractor technical support. To achieve these goals, the selected contractor will be required to perform data management, systems administration, and develop design enhancements and security enhancements. The contractor may also be asked to assist in preparing basic reports, similar to those in OMB’s FY 2007 report to Congress on Competitive Sourcing efforts, especially those in the appendices. For information on the number of public-private competitions conducted since FY 2003 and types of analyses that have been produced on competitive sourcing, see Report on Competitive Sourcing Results, Fiscal Year 2007 (May 2008). The report is available at http://www.whitehouse.gov/omb/procurement/reports/comp_sourc_fy2007.pdf For information on the CSM initiative, see Memorandum for the President’s Management Council, Plans for Commercial Services Management (July 11, 2008), available at http://www.whitehouse.gov/omb/procurement/comp_src/plans_commercial_services_mgmt_071108.pdf. Note: To date, OMB has not issued formal guidance on the data to be tracked for BPRs but anticipates data collection on cost savings and performance that is generally similar to that which is collected for public-private competition. 2.0SCOPE OF WORK The contractor shall furnish all labor, equipment and materials necessary to provide data management and analysis, systems administration, design and security enhancements, and technical support to federal agencies for WITS and CSTS. The contractor’s work product will be used to support OMB analyses and reporting on agency workforce inventories, competitive sourcing efforts, BPRs, and associated issues related to the government’s use of a “blended workforce” of federal and contractor manpower. The contractor will be provided with access to agency data in WITS and CSTS to the extent necessary to complete tasks within the scope of work. The contractor shall sign a nondisclosure agreement and submit an Organizational Conflict of Interest Mitigation Plan to ensure the data contained in the database is not used by any contractor with access to the data to obtain procurement sensitive information. Further this document shall stipulate the contractor may not take said data and repackage it for resale to another contractor so that any private sector entity would be provided an unfair advantage in a public-private competition. All source code documentation will be delivered to the Government, who will retain the ability to release it for purposes of maintenance if the Government elects to do so. Demonstrated knowledge of statutory and policy requirements associated with the development of workforce inventories and the conduct of public-private competition and/or BPRs, as described in paragraph 1 above., and experience in assisting federal agencies in the development of workforce inventories using the WITS system, is especially desirable. Knowledge and understanding of OMB’s MAX Budget Information System or another similar system is desirable. The MAX System is used to collect, validate, analyze, model, and publish budget information. 3.0CONTRACTOR TASKS 3.1. Data Management, Analysis, Technical Support, and Maintenance The contractor shall provide support to OMB required for managing data in WITS and CSTS. The contractor shall work with agencies, at OMB’s direction, to identify and correct data anomalies in agency data submissions and ensure inventory data submissions and submissions on competitions and BPRs are accurate and complete. For example, the contractor must ensure data fields have been properly entered (e.g., use of recognized function codes, status codes, reason codes, country, state and city codes). The contractor will also be required to address existing anomalies, such as errors in tables used to identify cities. In addition, the contractor will identify if the number of FTEs reported in each agency’s inventory are consistent with the estimated FTE funding levels reported in the President’s Budget. The contractor will work with OMB and the developer of WITS to consolidate and centralize inventory data, some of which currently resides in Excel and local Access/SQL Server databases. The contractor shall prepare a summary report for each of the agencies that are required to prepare and submit an inventory to Congress. There are approximately 75 such agencies. (See http://www.whitehouse.gov/omb/procurement/fair/fair_releases_index2007.html for the Federal Register notices listing the agencies that prepared inventories in the most recent reporting cycle.) The report shall break down each agency’s inventory submission by FTE, differentiating the FTEs that perform inherently governmental activities from the FTEs that perform commercial activities, and making differentiations among commercial activities based on the six “reason codes” described in paragraph 1.1., above. Data shall be aggregated at the agency levels. For cabinet agencies, data shall be further broken down by major component (e.g., bureau level). OMB’s goal is for reports to be prepared in the Fall and Winter but analyses may also be performed in the Spring. The information prepared by the support contractor will be used, in part, to help OMB identify significant changes in the agency’s inventory, such as in the classification of activities as commercial or inherently governmental, both at the agency and government-wide level. After consulting with OMB, agencies are responsible for reporting their inventories to Congress and for posting their inventory on their agency’s public website. OMB will publish a notice of availability in the Federal Register and furnish aggregate data, prepared with the support of the contractor, on the number of commercial and inherently governmental activities. The contractor will provide reports on each agency’s inventory and associated aggregated data, as described in the above paragraph, for a firm-fixed-price. During the most recent reporting cycle, approximately 400 hours of contractor effort were required to (1) ensure workforce inventories were accurate and complete and (2) prepare summary reports. The contractor shall support OMB in reviewing agency data and in preparing tables that identify costs, savings, and other basic information about ongoing and completed competitions and BPRs. See, for example, the appendices, in Report on Competitive Sourcing Results, Fiscal Year 2007 At OMB’s direction, the contractor shall provide technical support and assistance to agencies using WITS and CSTS. On occasion, OMB has experienced situations where agency data cannot be processed by the systems. For example, inventory data may be incomplete or corrupted. OMB may ask the contractor to provide consultant services or perform data analysis to identify the problem and resolve the data anomaly. The contractor shall keep a log of the nature of the problem and/or request and how it was resolved. The log shall be available in both hard copy and soft copy. Finally, the contractor shall provide routine operation, maintenance, system availability (back up), and disaster recovery. 3.2 Systems Administration The contractor shall provide systems administration support, at the direction of OMB, to coordinate user identification and user access to agency and bureau data. No usernames or passwords shall be assigned without the consent of the OMB POC. The CSTS/WITS internal system (CWI) is designed to serve as the administrative system to allow update of reference data to the publicly available CSTS/WITS External system (CWE). While security enhancements are addressed, the contractor may be required to provide manual systems administration by writing SQL script to be run on the CWE. 3.3 Enhancements 3.3.1. Design Enhancements The contractor shall work with OMB to enhance reporting capabilities associated with the WITS and CSTS database applications to produce reports of the analyses described in paragraph 3.1 above. The contractor shall enhance the system to (a) permit agencies to run summary reports on their data in order to validate their data in CWE after its submission to OMB, (b) prevent duplicate data from being loaded into WITS and CSTS, (c) provide quick searches, (d) allow certain organizations within an agency, such as the agency’s Office of Inspector General, to report separately from the agency, when directed by OMB, and (e) perform such additional functional enhancements within the scope of work as OMB may specify. 3.3.2. Security Maintenance and Enhancement The contractor shall maintain and enhance the WITS/CSTS design and coding structure, as necessary to comply with the Executive Office of the President (EOP) Information Assurance Policy/Standard. This includes ensuring adequate security and access control to prevent unauthorized access to information and systems. The contractor shall work in consultation with the developer of WITS/CSTS and with the EOP / Office of Administration (OA) / Office of the Chief Information Officer (OCIO) / Information Assurance Office. 3.4 Coordination with Developer of WITS/CSTS The contractor shall work with the legacy system contractor to transfer system knowledge required to perform the tasks identified in the statement of work. 3.5 Training At OMB’s direction, the contractor shall provide training on WITS /CSTS enhancements and other changes and update the WITS Handbook. See paragraph 1.1 for the website address. The contractor shall also provide training to government staff, showing them aspects of how the system works. For example, government staff may ask the contractor how to produce various reports. 3.6. Documentation The contractor shall provide documentation of enhancements and other changes to the database applications and associated processes as a result of data management and other activities performed under this contract. 3.7. Study on Contractor Inventory Pilot Section 748 of Division D of the FY 2008 Consolidated Appropriations Act, P.L. 110-161, requires OMB to establish a pilot program for the creation of an inventory to track the cost and size (in contractor manpower equivalents) of service contracts. Section 748 states that particular attention is to be given to contracts that have been performed poorly by a contractor because of excessive costs or inferior quality, involve inherently governmental functions, or were undertaken without competition. The pilot will involve three departments with differing amounts of service contracting activity in FY 2005 -- one with at least $10B in service contracting, one between $5-9B in service contracting, and one under $5B. At OMB’s direction, the contractor shall prepare a report evaluating the merits and drawbacks of expanding WITS to provide for the type of inventory required by Section 748. The report shall compare this option to other feasible alternatives and make appropriate recommendations. 3.8 System Availability All operating components of the WITS system must be 100% available, aside from necessary and scheduled downtime for maintenance, during the period of peak activity, when the agencies are submitting reports. The peak period is annually, from May 20th through July 15th. Any peak period downtime resulting from scheduled maintenance and data backup should not occur during regular government business hours (7:30AM – 7:30 PM, Eastern), and shall be coordinated with OMB at least five working days in advance of the proposed service outage 4.0CONTRACTOR WORK HOURS 4.1 Contractor personnel are expected to conform to normal operating hours. The core duty hours for EOP are from 7:00 a.m. to 7:00 p.m., Monday through Friday, with the exception of Federal Government holidays, with an allowance for a one-hour lunch period each day. The COTR and the contractor must mutually agree upon all deviations to this schedule not mentioned herein. Work conducted outside these hours may be negotiated by the CO. 4.1.1 GOVERNMENT HOLIDAYS The following Government holidays are normally observed by Government personnel: New Years Day, Martin Luther King’s Birthday, Presidential Inauguration Day (metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation, or any other kind of administrative leave such as acts of God (i.e. hurricanes, snow storms, tornadoes, etc) Presidential funerals or any other unexpected Government closures. 5.0TRAVEL No travel is anticipated for this project and the Government does not pay for any commuting travel. 6.0CONTRACTOR PERSONNEL 6.1 Personnel Qualifications The crucial factors of timeliness and accuracy dictate that only the best qualified and experienced personnel are be assigned to satisfy the demanding requirements of this contract. All personnel assigned to this contract are required to pass a security clearance prior to placement on the contract. 6.1.1Key Personnel The Government desires a balanced team of key personnel to ensure that both operational and technical aspects of the contract are successful. The contractor shall propose appropriate personnel who shall be designated as “key” personnel. Key personnel are those personnel considered essential to successful contractor performance. Personnel designated key shall begin work immediately after being cleared by EOP security after contract award and shall remain in the position for the life of the contract from the effective contract reporting date. During this period, no replacement shall be permitted unless necessitated by an individual's extreme illness, death, termination of employment, or if determined to be in the best interest of the Government. In any of these events, the contractor shall promptly notify the Contracting Officer and COTR or the designee and replace the key personnel with a person of equal or superior qualifications within ten calendar days of notification. The Government shall authorize approval of initial and replacement contractor key personnel. Key personnel on this contract shall not be replaced or reassigned to another contract without prior approval of the Government. When the contractor becomes aware that a contract employee will be or is unavailable to work under this contract for a continuous period exceeding ten working days, the contractor shall immediately notify the Contracting Officer and COTR, and replace such personnel with employees of equal or superior qualifications within ten calendar days of notification. 6.1.2Replacement Personnel (a)Security investigations are very costly to the Government. The contractor shall make every effort to preclude incurrence of costs by the Government for security investigations for replacement of employees, and in so doing shall assure that otherwise satisfactory and physically able employees assigned hereunder remain in contract performance for the life of the contract. The contractor shall take all necessary steps to assure that contractor personnel selected for assignment are professionally qualified, personally reliable, of reputable background and sound character, and meet all other requirements stipulated herein. (b)The fact that the Government performs security investigations shall not in any manner relieve the contractor of its responsibility to assure that personnel furnished are reliable and of reputable background and sound character. If a security investigation conducted by the Government renders ineligible a contractor furnished employee, the Contracting Officer will investigate the cause and determine whether the contractor has abdicated its responsibilities to make every effort to select reliable employees of reputable background and sound character. If there is a need to replace a contractor employee due to non-performance, the Contracting Officer will investigate whether the contractor has abdicated its responsibilities to select trained and experienced employees. (c)If the Contracting Officer determines that the contractor has failed to comply with the terms of Section 6.1.2(a), the Contractor may be held monetarily responsible, at a minimum, for all reasonable and necessary costs incurred by the Government to (a) provide coverage (performance) through assignment of individuals employed by the Government or third parties in those cases where absence of Contractor personnel would cause either a security threat or program disruption and (b) conduct security investigations in excess of those which would otherwise be required. (d)Nothing in this clause shall require the contractor to bear costs involved in the conduct of security investigations for replacement of an employee who becomes deceased or severely ill for a long period of time. (e)Acceptance by the Government of consideration to which the Government may be entitled pursuant to 6.1.2(c) shall not be construed to establish a course of conduct which will serve to limit the rights and remedies otherwise available to the Government. Under no circumstances shall the contractor fail to comply with the terms and conditions set forth herein without assuming liability for such failure as may be established pursuant to the clause. The rights and remedies conferred upon the Government by this clause are in addition to all other rights and remedies specified elsewhere in the Contract or established by law. (f) Substitutions for key personnel may be made under the following conditions: The contractor shall notify the Contracting Officer and the COTR, at least ten working days before making changes in contractor personnel. The contractor shall provide personnel with equal or superior qualifications. Replacement personnel must be approved by the Contracting Officer/COTR prior to assignment of the replacement and prior to transfer of the individual. Any request for personnel substitution shall contain the resume of proposed personnel for review and assessment. 6.1.3 Personnel Conduct Personnel assigned by the contractor to work on this contract must be acceptable to the Government in terms of personal and professional conduct. Contractor management shall provide sufficient oversight and supervision to ensure employees are fulfilling their technical responsibilities and doing so in the best interest of the Government. It is understood that any personnel assigned by the contractor for the performance of the work hereunder, if in conflict with the best interests of the Government, shall be immediately removed from the assigned position. The Contracting Officer may elect to direct the retention of an individual on the contract until a replacement has been cleared by security or reported to duty or until a transition has occurred. Employment and staffing difficulties shall not be justification for failure to meet established schedules and, if such difficulties impair performance, the contractor may be subject to default. 6.1.4 Utilization of Contractor's Proposed Personnel In order to ensure a smooth and orderly start up of the contract, it is essential that the key personnel specified in the Contractor's proposal for the contract be available on the effective date of the contract. If these personnel are not made available at that time, the Contractor shall provide justification to the Contracting Officer. 6.1.5 Unsatisfactory Performance by Contractor Personnel In the event that the performance of assigned Contractor personnel or any substitute(s) is determined by the Government to be unsatisfactory at any time during the life of the contract, the Government reserves the right to request and receive satisfactory personnel replacement within ten (10) calendar days of receipt by the Contractor of written notification. Notification will include the reason for requesting replacement personnel. Replacement personnel must have equal or superior qualifications. 7.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT 7.1 The Government will provide office space, one networked computer, and printer., 7.2 Working space, while limited, shall be provided. Additionally, a minimum of one telephone line will be provided. 8. 0 DELIVERABLES/MONTHLY REPORTING Delivery Schedule and Milestone Dates NOTE: The reference to "Days" in this section refers to regular Federal workdays. It excludes Federal Holidays and weekend days. Milestone DeliverableResponsibilityPlanned Completion Date Project start/kick-off (PS) meetingEOP/OA ContractorSeptember 29, 2008 Quality Assurance Surveillance Plan that includes performance metrics for the task outlined in this SOWContractorSubmit with the proposal 3.1 Status report on data consolidationContractorDecember 15, 2008.3.1 Summary reports on agency inventoriesContractorJanuary 15, 2009.3.1. Summary tables on completed competitions and BPRsContractorDecember 15, 2008 3.2SQL scriptsContractorOngoing, as needed 3.3.1 Design enhancements and documentationContractorOngoing, as needed 3.3.2 System codes and documentationContractorWithin 15 days after completion of system code request 3.4Status on support to agenciesContractorQuarterly 3.5.Status on transfer of system knowledge from legacy contractorContractorWithin 20 days after contract award 15.2.2.3 Drug Test ReportContractorSemi-annually 9.1 Criteria for Acceptance of Deliverables The contractor will be responsible for the overall technical quality of all deliverables. Specific deliverables will be reviewed by the government for acceptance within 30 days of receipt. Overall, work efforts will be reviewed monthly. 9.2 Other Deliverables Prior to the conclusion of the project, the contractor shall provide the government with two soft copies of the program modules (i.e., the revised source code in the MS-Access application). 9.3 Monthly Status/Financial Report The contractor shall also submit brief monthly status reports to report the progress made, the hours expended in various labor categories, description of activities of the past month (summary of work accomplished during the reporting period and percent complete); and outstanding issues. The contractor shall inform the Government of any problems encountered, and possible project delays. 10.0INSPECTION AND ACCEPTANCE 10.1 Inspection and acceptance of services rendered under this contract shall be made by the Contracting Officer’s Technical Representative (COTR). The COTR will be designated in writing at contract award. 11.0AUTHORITIES OF PERSONNEL 11.1 Not withstanding the contractor’s responsibility for total management during the performance of this contact, the administration of the contract will require maximum coordination between the Government and the contractor. The following individuals will be the Government’s points of contact duringthe performance of the contract: 11.1.1Contracting Officer All contract administration will be handled by the Contracting Officer. All communications pertaining to contractual and/or administrative matters under the contract should be addressed to: Office of Administration, Chief Procurement and Contract Management Office GSD/RDS (Attn: Kireilis) OAS-S-08-0021 Anacostia Naval Annex 250 Murray Lane, SW, Bldg. 410, Door 123 Washington, DC 20509 Tel: 202-395-5250 Email: akireilis@oa.eop.gov 11.1.2Contracting Officer’s Technical Representative (COTR) Office of Federal Procurement Policy GSD/RDS (Attn: Wise) OAS-S-08-0021 Anacostia Naval Annex 250 Murray Lane, SW, Bldg. 410, Door 123 Washington, DC 20509 Tel: 202-395-5250 Fax: 202 395-5105 Email: jwise@omb.eop.gov The COTR in consultation with the Program Manager, Mathew Blum, will monitor all technical aspects of the contract. The types of action within the purview of the COTR’s authority are to assure that the contractor performs the technical requirements of the contract, and to notify both the contractor and the Contracting Officer of any deficiencies observed. A letter of designation will be issued to both the COTR and the contractor at the time of contract award setting forth the responsibilities and limitations of the COTR. It is important to note that while the COTR will be responsible for administering the performance of work under this contract, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless proper, formal contractual documents are executed by the Contracting Officer. 12.0CONTRACTOR’S INVOICES 12.1 The Contractor shall submit invoices no more than once monthly for work completed to the following: Invoices shall be faxed to the attention of: Financial Management Division Office of Administration 202/395-6236 Address questions to 202/395-7259. 12.2.Invoice Requirements 12.2.1 Invoices shall be submitted to the Government office designated in the contract to receive invoices. To constitute a proper invoice, the invoice must include the following information and/or documentation: •Name of business concern and invoice date. •Contract Number. •Description, price, and quantity of goods/services actually delivered or rendered for each item billed. •Payment terms. •Name (where practicable, title, phone number, and complete mailing address of responsible official to whom payment is to be sent). The "remit to" address must correspond to the remittance address in the contract. •Employee name (current and past employees). •Employee labor category. •Current monthly total and cumulative amount billed per employee. •Monthly and total cumulative hours worked •CLIN and total cumulative amounts invoiced and funds remaining on the contract for each CLIN total. •Other substantiating documentation or information as required by the contract. 13.0EOP SPECIAL CONTRACT REQUIREMENTS 13.1.Personnel Security Requirements 13.1.1 Contractors may need physical and logical access to the Executive Office of the President (EOP) Complex. This access requires approval by the EOP Security and Emergency Preparedness Office (OSEP). Approval is granted after suitability is determined by considering the results from a name check performed by the Federal Bureau of Investigation (FBI). Contractors may be granted access only after the approval. All Contractor personnel must be at least18 years of age and U.S. citizens. 13.1.2 Contractors are responsible for providing personnel who meet EOP personnel security requirements. In this regard, Contractors are expected to perform initial background checks of potential employees. Failure to do so results in an unnecessary delay of beginning of contract performance; results in a waste of Government resources to do background checks on individuals who Contractors should have pre-screened; may result in unfavorable past performance evaluations for the Contractor because of a failure to meet contract requirements; and may be a factor for evaluation of any award fees, if applicable. 13.1.3 Contractors shall be required to provide the following information of the Contractor staff that will need approval to gain access to the EOP Complex for performance of this order: -Full Name -Date of Birth -Social Security Number -Mailing Address -Phone Number -Place of Birth -Country of Citizenship 13.1.4 Contractors may be required to provide other information necessary to be granted access to the EOP Complex. 13.1.5 The Contractor shall provide this information to the designated COTR or the Contracting Officer immediately after contract award. 13.1.6 Contractor personnel who require access to the complex for longer than 90 days will also be required to undergo a full-field FBI investigation, and other background investigations as deemed appropriate. Contractors must provide information to complete the full field background investigation on their start date at the EOP Complex or within two weeks of being notified that their work will extend for longer than a 90 day period. Permanent access (beyond 90 days) is granted only after EOP OSEP review and approval of the results of the investigations. 14.1Drug Testing 14.2.1 Pre-employment Testing. All Contractor employees may be required to pass a drug test prior to beginning work on the contract. If required, the Contractor must provide proof that employees passed a pre-employment drug test. 14.2.2 Random Testing. 14.2.2.1 Consistent with FAR 52.223-6, Drug-Free Workplace, the Contractor shall randomly drug test personnel working on this contract in a manner equivalent to that covered in the EOP Drug-Free Workplace Plan. If the Contractor does not have an existing random drug testing program, the Contractor must establish a program. The EOP plan may be reviewed by arrangement with the Contracting Officer. 14.2.2.2 At a minimum, the Contractor’s plan for random drug testing shall follow the procedures described in the Department of Health and Human Services (HHS) Mandatory Guidelines for Federal Workplace Drug Testing, effective September 1, 1994, as described in the Substance Abuse and Mental Health Services Administration Mandatory Guidelines for Federal Workplace Drug Testing Programs. These programs are available on the Internet at http://www.workplace.samhsa.gov/DrugTesting/NatlLabCertPgm/Guidelines.htm. 14.2.2.3 If the Contractor already has an existing random drug-testing program, the Contractor must submit a report on the number of employees tested on a random basis and the results of random testing. The report should also include those instances where employees were removed from the performance of this contract for testing positive for drug use. This report must be submitted to the OA HRM via the OA COTR semi-annually. 14.2.2.4 In the event that a Contractor’s employee tests positive for any illegal substance and the test is verified by the Contractor as un-attributable to an excusable source, for example, a properly prescribed medication, the Contractor must immediately notify the COTR. 15.1Restriction Against Disclosure 15.2.1 The Contractor agrees, in the performance of this task order, to keep the information contained in the source documents furnished by the EOP or otherwise obtained in the course of its employment in the strictest confidence, said information being the sole property of the EOP. The Contractor also agrees not to publish, reproduce or otherwise divulge such information, in whole or in part, in any manner or form, nor authorize or permit others to do so, taking reasonable measures as are necessary to restrict access to the information, while in his or her possession, to those employees who must have the information to perform the work provided herein on a “need-to-know” basis, and agrees to immediately notify the Contracting Officer in writing in the event the Contractor determines, or has reason to suspect, a breach of this requirement. The Contractor is responsible for ensuring all employees involved in the performance of this task order sign a “Non-Disclosure Agreement” (See Attachment 1). The Contractor shall provide an original copy of each signed statement to the Contracting Officer prior to each employee beginning work. 16.1Prohibition of Advertising of Award 16.1.1 The Contractor shall not refer to this award in commercial advertising, or similar promotions in such a manner as to state or to imply that the product or services provided is endorsed, preferred, or is considered superior to other products or services by the Executive Office of the President (EOP), the Office of Administration, OMB,or the White House. This includes advertising, or similar promotions, in all forms or electronic, broadcast, and print media. 16.1.2 In addition, the Contractor is restricted from reproducing the image(s) of the EOP or the White House in any form of commercial advertising, or similar promotion. This includes images of official seals and buildings. The reproduction of official seals and the images of buildings are a matter controlled by regulation and Executive Order. Any proposed usage of such symbols must be brought to the attention of the Contracting Officer (CO). 17.1Standards of Conduct and Restrictions The Contractor shall conform to standards of conduct as follows: (a) Contractor employees shall dress appropriately for a professional office environment. (b) No Contractor employees shall solicit new business while performing work under this contract on Government premises. (c) The Contractor and his/her employees shall refrain from discussion with unauthorized persons any information obtained in the performance of work under this contract. (d) The Contractor and his/her employees shall conduct only such business as covered by this contract during periods paid by the Government. Business not directly related to this contract shall not be conducted on Government premises. (e) Use of Government furnished equipment or records for company or personal use is strictly prohibited. Use of Government telephones to make personal, long distance phone calls at the Government’s expense is prohibited. (f) While the Contractor’s employees are at the Government facility, the Contractor is responsible for compliance with all laws, rules, and regulations governing conduct with respect to health, safety, and use of Government property. This relates not only to the health and safety of Contractor employees and agents, but also that of Government personnel and other individuals. While on Government premises or at home and in the possession of Government property, the Contractor is responsible for such property and damages thereto. (g) Contractor employees are expected to adhere to the high professional ethical standards to which Government personnel in a comparable position would be expected to adhere. In addition, Contractor employees must comply with the pertinent provisions of the Office of Federal Procurement Policy Act Amendments of 1987, 41 U.S.C. 423. 18.1 Potential Conflicts of Interest (See FAR 9.5) 18.2.1 The Contractor shall inform the Contracting Officer whether or not, to the best of its knowledge and belief, it has or does not have any organizational or personal conflicts of interest as defined below: “Organizational conflict of interest” means a situation in which the Contractor has interests, either due to its other activities or its relationships with other organizations, which place it in a position that may be unsatisfactory or unfavorable (1) from the Government’s standpoint in being able to secure impartial, technically sound, objective assistance and advice from the Contractor, or (2) from industry’s standpoint in that unfair competitive advantages may accrue to the Contractor in question. 18.2.2 If the Contractor discovers an organizational conflict of interest with respect to a project and/or contract, the Contractor shall be excused by the Government and another Contractor shall be used instead. Personal conflicts of interest will be dealt on a case-by-case basis. Depending on the severity of the conflict, alternative staff can be appointed to work on the case. If that solution does not remove the conflict or even the appearance of conflict of interest, the Contractor shall be excused by the Government and another Contractor shall be used instead. 18.2.3 The Contractor agrees that, if after award he discovers or creates an organizational or personal conflict of interest with respect to the project and/or contract, it shall make an immediate and full disclosure in writing to the Contracting Officer and COTR which shall include a description of the action which the Contractor has taken or proposes to take to avoid, eliminate or neutralize the conflict. The Government may, however, terminate the contract for the Convenience of the Government if it would be in the best interest of the Government. 18.2.4 In the event that the Contractor was aware of an organizational or personal conflict of interest prior to the award of the task order and intentionally did not disclose the conflict to the Contracting Officer, the Government may terminate the task order at no cost to the Government and demand payment of any out-of-pocket costs including reissuance of the contract. 18.2.5 The Contractor shall also inform the COTR of any business or other relationships which create a potential conflict of interest, or which might present an appearance of a conflict of interest on the part of the Contractor or the Contractor’s employees, including all instances in which a former or existing client of the Contractor’s is or is likely to become the subject of a lawsuit. In addition, the Contractor must agree that any information provided to the Contractor by the Government or learned while in the course of the project is confidential and cannot be used for financial gain. 19.0Computer Security 19.1. All Contractors accessing EOP systems shall be required to comply with all computer security policies and practices of the EOP. In addition, Contractor personnel who are granted special access privileges to perform system administrator functions will be required to sign a Special Access Privileges Agreement. This Contractor ensures that privileges will only be used for required functional purposes. 19.2 Contractors will also: Ensure that the design, development, maintenance and operation of any system they are tasked to support is conducted in compliance with regulatory and EOP procedural requirements. For system development projects, a system specific security plan must be prepared and presented to the Contracting Officer (CO) and the EOP Security Office for approval prior to implementation. 19.3 Unless approved by the CO and the EOP Security Office, the Contractor will not: - Load commercial off-the-shelf (COTS) products, custom-developed software, shareware, freeware, or other software onto any EOP workstation or server. Modifications to the standard software configurations must be approved by the IS&T Change Management Committee prior to implementation. -Load or implement any network monitoring or scanning tools. -Make any modification to EOP Perimeter Controls (firewalls, routers, ACE Servers, modems, etc). 19.4 Through the CO, the Contractor should consult with the EOP Security Office when there is any question concerning EOP computer security policies and procedures. 20. Personnel Security Requirements: All personnel proposed shall have a current (within the last two years) U.S. Government Secret clearance. This will reduce the time required to clear those personnel for access to the EOP and its information technology. 21.Privacy or Security Safeguard. The activities required by this task order shall necessitate the contractor’s access to government information systems that contain highly sensitive data. The contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of this SOW. The contractor shall implement procedures that ensure that appropriate administrative, technical, and physical safeguards are established to ensure the security and confidentiality of sensitive Government information, data, and/or equipment. The Contractor agrees to comply with the Information Technology system security and/or privacy specifications set forth in the SOW; the Computer Security Act of 1987; and OMB Circular A-130, Appendix III, “Security of Federal Automated Information Systems.” The contractor further agrees to include this provision in any subcontract awarded pursuant to this task order. (END OF DESCRIPTION OF REQUIREMENTS) (vii) Date of Delivery The Base Period of Performance is at contract award estimated at September 28, 2008 with two (2) -12 month option periods. Place of Performance and acceptance of services: Office of Federal Procurement Policy, 725 17th Street, NW, Room 9013, Washington, DC 20503 (viii) FAR 52.212-1 Instructions to Offerors-Commercial Items (June 2008) applies to this acquisition. (ix) FAR 52.212-2 Evaluation—Commercial Items (JAN 1999). (a) The Government will award a contract resulting from this solicitation to the responsible contractor whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government intends to award a Firm Fixed Price Contract. The following factors shall be used to evaluate offers: (1) Management Plan, (2) Technical Approach (3) Past Performance and (4) Price will be evaluated separately. The technical evaluation factors (1), (2) and (3), are listed below in descending order of importance with the Management Plan being more important than, Technical Approach Plan more important that Past Performance. The technical factors when combined are more important than Price. The contractor shall be evaluated on the following criteria: Factor 1: Management Plan – this document should discuss the contractor proposed staff as resumes will be evaluated for depth, breadth and quality of experience in the specific areas of expertise that the individual will be working on for this project. The management plan shall describe the management practices for: oAn approach to ensure success in Program Management, process management and control, organizational structure, project status, and cost reporting. oPlanning, organizing, and managing of internal resources to include line of authority. oCoordinating tasking in a large scale environment. oTracking and reporting progress and costs, resolving problems and integrating the requirement. oIdentifying and resolving issues and problems. Factor 2: Technical Approach Plan- the contractor shall describe the methodology, and analytical techniques to be used in fulfilling the technical requirements identified in the SOW. The following must be demonstrated: oThe offeror’s technical and functional understanding of OMB’s requirements and the environment in which the work shall be performed. oThe offeror demonstrates a thorough understanding of the CSTS and WITS requirements, including how the modules interrelate and interoperate. oThe proposed method and approach for working on both the CSTS and WITS modules demonstrate appropriate coordination and sharing of information. oThe proposed method for maintaining a web-based database with two major, interoperable components and a graphical user interface (GUI) interface. oThe offeror’s technical approach allows for new technology insertion with minimal service disruptions,, and demonstrates the ability to support the addition of new data fields. oThe offeror’s approach clearly indicates how the required response times and system uptimes shall be met over the life of the contract. oThe offeror demonstrates a thorough understanding of the deliverables milestones (work schedule) by task and a clear understanding of the SOW including a timetable for deliverables. oOfferor’s on-site and/or remote support strategy. oOfferor’s awareness of potential technical problem areas and approaches for handling them to include risk management, from a technical perspective and the planned actions to mitigate or eliminate the risks. oThe Offeror’s Quality Assurance Surveillance Plan (QASP) displays a solid understanding of the requirements, desired outcomes, and performance standards. Factor 3: Past Performance - The offerors shall provide at least three (3) contract references that shall evidence recent corporate experience (i.e., within the past three years) providing services related to the: Size (dollar value), scope, contract type, and complexity as it relates to the SOW. This includes comparable subject matter and complexity. Each reference contract shall include the name of the customer, contract number, dollar amount, period of performance, names and current telephone numbers of the Project Officer and Contracting Officer, and a detailed description of the services provided including all key personnel involved and the extent of their involvement. Factor 4, Price The contractor shall provide a completed and signed SF 1449 that constitutes the contractor’s acceptance of the terms and conditions of the RFP and proposed contract. Therefore, the SF1449 must be executed by representatives of the Contractor authorized to commit the Offeror to contractual obligations. Price Schedule. The Contractor shall provide labor rates and labor categories for each year of the contract. Price Supporting Documentation. The information requested in the proposal is required to enable the Government to perform a price analysis. Therefore, the contractor shall provide the labor category descriptions being proposed. Assumptions. Contractor must submit assumptions, if any, upon which the Price Proposal is based. Evaluation for Award: The Government anticipates awarding a Firm Fixed Price contract as a result of this RFP. Unless all Offerors are rejected, the Government will award a contract resulting from this RFP to the responsible Contractor whose offer conforming to the RFP/Solicitation is determined to be the best overall value based on the following factors listed in the order of importance of Factor 1, Management Plan, Factor 2, Technical Approach Plan; Factor 3, Past Performance; and Factor 4, Price. The technical factors when combined are more important than Price. The Government intends to evaluate proposals and award the contract without discussions with contractors; however, the Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. Therefore, the contractor’s initial proposal should contain the best terms from a price and technical standpoint. The Government may reject any or all Offerors if such action is in the public interest; accept other than the lowest offer; and waive informalities or minor irregularities in offers received. The Government may select for award the Contractor whose price is not necessarily the lowest, but whose technical quote represents the best value to the Government thus warranting the additional cost. The Government reserves the right to reject any offer that includes any assumption or condition that is contrary to or takes exception to the Government’s requirements. Price: The Contractor’s written price proposal (to be submitted in a separate volume from technical) will be evaluated to determine if the level of effort, skill mix of labor, and or/ price is considered fair and reasonable. Prices that are excessively high or low (without sufficient justification) may be considered unrealistic and unreasonable and may receive no further consideration. The Government reserves the right to reject any proposal that includes any assumption or condition that impacts or affects the Government’s requirements. The Government does not expect an increase in price for each contract year. Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (x) Offerors are required to provide a completed copy of the provisions of 52.212-3, Offeror Representations and Certifications—Commercial Items with their proposal; if not registered in ORCA (https://orca.bpn.gov/). (xi) FAR 52.212-4 Commercial Terms and Conditions—Commercial Items (Feb 2007) applies to this acquisition.. (xii) FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (June 2008). Applicable Clauses: FAR 52.203-6, 52.219-3, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52-222-35, 52-222-36, 52.222-37, 52.222-39, 52-223.9, 52.232-33, and 52.239-1. (xiii) Addendum: FAR 52.217-8 and 52.217-9 Attachment 1Non-Disclosure Agreement Attachment 2RDS Delivery Instructions (xiv) There is no DPAS rating assigned to this procurement. (xv) Questions are due by September 19, 2008. Proposals are due: September 23, 2008; Time: 12:00 noon via email (solicitations@oa.eop.gov). There is a 20 MB inbound limit on attachments. (xvi) Point of Contact: Althea Kireilis, Contracting Officer, 202-395-3314 (solicitations@oa.eop.gov).
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Place of Performance: Address: Office of Federal Procurement Policy, 725 17th Street, NW, Room 9013, Washington, District of Columbia, 20503, United States; Zip Code: 20503
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