PRESOL | R | Personal Assistant Services

FBO DAILY ISSUE OF JULY 09, 2011 FBO #3514
SOLICITATION NOTICE

R -- Personal Assistant Services

Notice Date: 7/7/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 541611 — Administrative Management and General Management Consulting Services
Contracting Office: Department of Justice, Federal Bureau of Investigation, Information Technology Contracts Unit/PPMS, 1000 Custer Hollow Road, Module B-3, Clarksburg, West Virginia, 26306
ZIP Code: 26306
Solicitation Number: 298677
Archive Date: 7/30/2011
Point of Contact: Christina Nortey, Phone: 703-872-5021, Luwanna K. Clark, Phone: 7038725031
E-Mail Address: christina.nortey@ic.fbi.gov, luwanna.clark@ic.fbi.gov
(christina.nortey@ic.fbi.gov, luwanna.clark@ic.fbi.gov)
Small Business Set-Aside: Total Small Business
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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. The solicitation number is RFQ 298677. This RFQ incorporates provisions and clauses are those in effect through Federal Acquisition Circular 2005-53. This requirement is 100% small business set aside. The NAICS code is 541611 and the small business size standard is $7 million. The offeror shall propose a firm fixed price full-time (1920 hours/year) price proposal for a base year period with four one-year option periods for the services described below. These services are needed Monday through Friday, excluding holidays, during the hours of 8:00am - 4:30pm. Some travel maybe required and will be paid on an at cost basis. The place of performance will be at 935 Pennsylvania Avenue, NW, Washington, District of Columbia 20535. The contractor shall also propose an alternate in the event the main contractor is unavailable during the period of performance. The Federal Bureau of Investigation (FBI) is requesting services of one individual with an active top secret clearance to assist a physically challenged individual male employee with extremely limited mobility. The employee has some mobility in his left arm and is only able to effectively use the index finger on his left hand. He uses a computer device, called a Pathfinder, for communication. Office assistance services are to consist of: 1. Assist in gathering information from a variety of sources and present the information to the employee in a form suitable for the employee's use; 2. Prepare reading materials and office equipment as required by employee; 3. Provide all necessary clerical support to the employee, including, but not limited to, faxing, filing, typing, note taking and answering phone calls; and 4. Physically assist employee with the carrying of work-related material while the employee is at work or is acting in an official capacity at a conference, meeting, or other function in Washington, DC. The FBI also seeks to obtain personal care services for the physically challenged employee such as the following: 1. Maintain a clean and safe environment for employee's work space; 2 Assist employee with adaptive appliances; 3. Assist employee while traveling between duty stations via public transportation for local travel using proper equipment and technique; 4. Assist with nutritional needs; 5. Assist with elimination needs; 6. Assist in necessary basic adjustments of the employee's electronic wheelchair; 7. Call for medical assistance when required; and 8. Develop an awareness of the employee's various disabilities and special needs, and relate those needs to medical and emergency personnel when required. Additional qualification requirements for the personal assistant such as the following are requested: 1. Personal assistant (PA) should be experienced with word processing software packages, skilled in general office automation, and have a minimum typing speed of 40 wpm; 2. PA must have effective verbal communication skills; 3. PA must be patient and sensitive in performing his/her duties; 4. PA must be physically capable of properly and safely manipulating employee's body as necessary for required personal care; 5. PA must understand the basic operational mechanics and functions of an electronic wheelchair; 6. PA must know and use correct hand washing techniques; 7. PA must know and follow proper infection control techniques; 8. PA must follow emergency procedures for fire and other disasters; 9. PA must know and use correct body mechanics when manipulating employee's body or wheelchair; and 10. PA should possess a valid, current CPR certification. A monthly deliverable will be required by the 10th of each month for the preceding month that describes the activities performed during the month; identify problems/issues that arose and how they were mitigated; recommendations; travel activities; meetings attended, documentation prepared and reviewed, and any other pertinent information. The following provisions at 52.212-1, Instructions to Offerors-Commercial; 52.212-2, Evaluation-Commercial Items; and 52.212-3, Offeror Representations and Certifications-Commercial Items are applicable to this requirement. The evaluation criteria for this requirement are as follows: Technical, Past Performance, Security, and Price. The factors are listed in order of importance. Technical and Past Performance, when combined, are significantly, more important than price. Security is more important than price. This requirement will be awarded on a best value (technical trade off) basis. Technical factor will rate the offerors ability to provide individuals with the ability to obtain a security clearance or who already have a security clearance with the necessary qualifications, experience, and educational and certifications necessary for performance of these services. The past performance factor will rate the offeror's ability to perform the contract successfully based upon prior performance for similar/same services; the currency and relevancy of the information, source of information, context of the data, and general trends in performance shall be considered. If the offeror has no past performance, they shall indicate so and will be rated neutral (the offeror will not be rated favorably or unfavorably). The security factor will rate: a) The contractor's security processes for personnel security, including management of clearances; b) The contractor's practices for access to, control of, and storage of classified material; c) How these processes and procedures will be applied to the requirements of this proposal; d) The contractor's willingness to participate in the Contractor Polygraph Program; e) Description of the assumptions on which the contractor based the security proposal; and f) The individual being proposed must be capable of passing a background investigation. The price proposal will be evaluated for price reasonableness by examining and evaluating the prices (without evaluating the separate cost elements) as compared to other offeror's prices for same/similar services; comparison against published catalog and market prices and independent government cost estimates. Clause 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition and a statement regarding any addenda to the clause. Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. The following clauses are provided as addenda to 52.212-4: Contractor Suitability Requirement - Access to FBI facilities and information is subject to specific security and suitability requirements. The FBI reserves the right and prerogative to deny and/or restrict facility and information access of any contractor employee determined by the FBI, at any time during performance, to be unsuitable for access and/or present a risk of compromising sensitive government information to which he or she would have access to under this contract. Contractors will be allotted a reasonable amount of time, determined by the government, to replace the employee found not suitable for continued contract performance. Failure to replace the employee may result in a no cost termination for cause by the government; Consent for Warrantless Searches of Department of Justice Workplaces - All cleared personnel accessing information within FBI controlled space are required to execute an FBI Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces as a condition of working at FBI facilities. The FBI's Director implemented the Attorney General's policy subjecting employees to warrantless physical searches of their offices or immediate workplaces within DOJ premises when authorized by the Attorney General (AG) or the Deputy Attorney General (DAG) based upon a determination that information the Department deems credible indicates that the employee: 1) is, or may be, disclosing classified information in an unauthorized manner; 2) has incurred excessive indebtedness or has acquired a level of affluence that cannot be reasonably explained by other information; 3) had the capability and opportunity to disclose classified information that is believed to have been lost or compromised to a foreign power or an agent of a foreign power; or 4) has repeatedly or significantly mishandled or improperly stored classified information. The search may extend to the entire office or workplace and anything within it that might hold classified information, including locked containers (such as briefcases) and electronic storage media (such as computer disk and handheld computers), whether owned by the government, by the employee, or by a third party. The search may be conducted by appropriate FBI personnel and/or law enforcement officers, on an announced or unannounced basis, during the workday or after hours. If discovered during a search, evidence of misconduct - whether related to storage or classified information, storage of sensitive but unclassified information, or a crime - will be collected and reported to appropriate authorities. Contractor personnel who will meet the above criteria will be required to sign Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces (attached) upon award and forward the executed form(s) to the assigned Contracting Officer's Technical Representative designated in Section G of the solicitation if this is a formal solicitation or listed below. All forms will be retained by the FBI during the period the individual is providing services and two years after that individual's departure before final disposition is taken; Department of Justice (DOJ) Procurement Guidance for Security of Systems and Data, Including Personally Identifiable Information Security of Systems and Data, Including Personally Identifiable Data Systems Security - The work to be performed under this contract requires the handling of data that originated within the Department of Justice, data that the contractor manages or acquires for the Department, and/or data that is acquired in order to perform the contract and concerns Department programs or personnel. For all systems handling such data, the contractor shall comply with all security requirements applicable to Department of Justice systems, including but not limited to all Executive Branch system security requirements (e.g. requirements imposed by OMB and NIST), DOJ IT Security Standards, and DOJ Order 2640.2E. The contractor shall provide DOJ access to and information regarding the contractor's systems when requested by the Department in connection with its efforts to ensure compliance with all such security requirements, and shall otherwise cooperate with the Department in such efforts. DOJ access shall include independent validation testing of controls, system penetration testing by DOJ, FISMA data reviews and access by the DOJ Office of the Inspector General for its reviews. The use of contractor-owned laptops or other media storage devices to process or store data covered by this clause is prohibited until the contractor provides a letter to the Contracting Officer (CO) certifying the following requirements: 1. Laptops must employ encryption using a NIST Federal Information Processing Standard (FIPS) 140-2 approved product; 2. The contractor must develop and implement a process to ensure that security and other applications software is kept up-to-date; 3. Mobile computing devices will utilize anti-viral software and a host-based firewall mechanism; 4. The contractor shall log all computer-readable data extracts from databases holding sensitive information and verify each extract including sensitive data has been erased within 90 days or its use is still required. All DOJ information is sensitive information unless designated as non-sensitive by the Department; 5. Contractor-owned removable media, such as removable hard drives, flash drives, CDs, and floppy disks, containing DOJ data, shall not be removed from DOJ facilities unless encrypted using a NIST FIPS 140-2 approved product; 6. When no longer needed, all removable media and laptop hard drives shall be processed (sanitized, degaussed or destroyed) in accordance with security requirements applicable to DOJ; 7. Contracting firms shall keep an accurate inventory of devices used on DOJ contracts; 8. Rules of behavior must be signed by users. These rules shall address at a minimum: authorized and official use; prohibition against unauthorized users; and protection of sensitive data and personally identifiable information; 9. All DOJ data will be removed from contractor-owned laptops upon termination of contractor work. This removal must be accomplished in accordance with DOJ IT Security Standard requirements. Certification of data removal will be performed by the contractor's project management and a letter confirming certification will be delivered to the CO within 15 days of termination of contractor work; Data Security - By acceptance of, or performance on, this contract, the contractor agrees that with respect to the data identified in paragraph a, in the event of an actual or suspected breach of such data (i.e., loss of control, compromise, unauthorized disclosure, access for an unauthorized purpose, or other unauthorized access, whether physical or electronic), the contractor will immediately (and in no event later than within one hour or discovery) report the breach to the CO and the Contracting Officer's Technical Representative (COTR). If the data breach occurs outside of regular business hours and/or neither the CO nor the COTR can be reached, the contractor shall call the DOJ Computer Emergency Readiness Team (DOJCERT) at 1-866-US4-CERT (1-866-874-2378) within one hour of discovery of the breach. The contractor shall also notify the CO as soon as possible during regular business hours. Personally Identifiable Information Notification Requirement - The contractor further certifies that it has a security policy in place that contains procedures to promptly notify any individual whose personally identification information (as defined by OMB) was, or is reasonably believed to have been, breached. Any notification shall be coordinated with the Department, and shall not proceed until the Department has made a determination that notification would not impede a law enforcement investigation or jeopardize national security. The method and content of any notification by the contract shall be coordinated with, and be subject to the approval of, the Department. The contractor assumes full responsibility for taking corrective action consistent with the Department's Data Breach Notification Procedures, which may include offering credit monitoring when appropriate. Pass-through of Security Requirements to Subcontractors - The requirements set forth in Paragraphs a through c above, apply to all subcontractors who perform work in connection with this contract. For each subcontractor, the contractor must certify that it has required the subcontractor to adhere to all such requirements. Any breach by a subcontractor of any of the provisions set forth in this clause will be attributed to the contractor. Information Resellers or Data Brokers - Under this contract, the Department obtains personally identifiable information about individuals from the contractor. The contractor hereby certified that it has a security policy in place which contains procedures to promptly notify any individual whose personally identifiable information (as defined by OMB) was, or is reasonably believed to have been, lost or acquired by an unauthorized person while the data is under the control of the contractor. In any case in which the data that was lost or improperly acquired reflects or consists of data that originated with the Department, or reflects sensitive law enforcement or national security interest in the data, the contractor shall notify the Department Contracting Officer so that the Department my determine whether notification would impede a law enforcement investigation or jeopardize national security. In such cases, the contractor shall notify the individuals until it receives further instruction from the Department; Personnel Security Requirements - The administrative control and maintenance of accurate records of contractors has been identified by both the Intelligence Community and FBI Executive Management as a matter of concern. With the continuous dependency on contractors to support the FBI, to include access to FBI facilities and information, if a procurement is expected to result in the acquisition of services involving the assignment of contractor personnel to FBI locations the Program Management Officer/Contracting Officer's Technical Representative (COTR), in coordination with the assigned Chief Security Officer, are required to identify during procurement planning stages, whether an acquisition will require assignment of contractor personnel to FBI locations, and therefore require the anticipated contract to include the Special Security Clauses; Access to Federal Bureau of Investigation (FBI) Locations - Performance under this contract may require access to FBI locations to provide some service, product, or perform some other official function of interest to the FBI. Requirements, as identified below, to include approval by the FBI's Security Division, must be satisfied prior to access. Contractors who will require escorted access, to include short-term, intermittent, or infrequent access, to an FBI facility must complete an "Access of Non-FBI Personnel to FBI Facilities, Background Data Information Form," (FD 816), a "Privacy Act of 1974 Acknowledgment Form" (FD 484) and two Fingerprint Cards (FD 258). Completed forms should be provided to the assigned Contracting Officer's Technical Representative (COTR) at least 10 days prior to required access. Individuals requiring unescorted access to an FBI facility must complete the Standard Form 86 (SF-86), Questionnaire for National Security Positions, using the Office of Personnel Management's Electronic Questionnaires for Investigations Processing (e-QIP) and provide two Fingerprint Cards (FD 258). E-QIP is a secure website that can be accessed from any computer system which has an Internet connection. Only the signed release forms and FD 258 will need to be mailed to the identified Chief Security Officer, the SF-86 itself will be transmitted to the FBI electronically. To complete the SF-86 using e-QIP, the individual requiring unescorted access to the FBI facility must contact (insert Chief Security Officer, Division, and telephone number) in order to be initiated into e-QIP. Once this action has been accomplished, the individual should be able to access e-QIP at the following link in order to initiate and complete the electronic process: http://www.opm.gov/e-qip/browser-check.asp. Thoroughly read and follow the instructions for completing the SF-86. NOTE: To fully address suitability/security issues, the FBI requires individuals to provide responses to questions on the SF-86 for the last ten years. Failure to complete the application as instructed may lead to significant delays in processing the required investigation and approval for unescorted access. Upon logging onto e-QIP, there will be a prompt to answer three "Golden" security questions to establish the user account. After completing the electronic SF-86, please print and sign the (1) Certification Form (CER) - Certify Completeness and Accuracy of your Investigation Request; (2) Medical Release Form (MEL) - Authorization for Release of Medical Information; and (3) Release Form (REL) - Authorization for Release of Information. In addition to these SF 86 release forms, the completion of a Non-Personnel Consent to Release Information (FD-979a), the United States Department of Justice Disclosure and Authorization Pertaining to Consumer Reports (DOJ 555) are required. Annotation of the assigned e-QIP Investigation Request Number on the upper right corner of each document transmitted to the identified Chief Security Officer is required for coordination with the electronic transmission and to facilitate the investigative process. The e-QIP Investigation Request Number, automatically generated by e-QIP, is located on both the header and footer of the signature forms. These release forms (five total) and FD 258 should be mailed via Federal Express or UPS Express mail directly to the following address: (insert name and address of Chief Security Officer). The use of regular U.S. mail channels may cause significant delays in processing the unescorted access request. Upon completion of processing the facility access request, the individual will be required to execute a non-disclosure agreement suitable for their approved access; Clauses for Contracts Involving Access to Classified Information - The Government intends to secure services or equipment from firms which are not deemed to be an acquisition risk. The Government reserves the right to contract with such Offerors under appropriate arrangements, when it determines that such contract will be in the best interest of the Government. Accordingly, all Offerors responding to this quote or initiating performance of a contract are required to answer the acquisition risk questions located in Section 17. All answers are to be reflective of the parent and subsidiary levels of an organization. Offerors are also required to request, collect, and forward to the Government answers to these acquisition risk questions from all subcontractors undertaking classified work under the Offeror direction and control. Offerors are responsible for the thoroughness and completeness of each subcontractor's submission. Responses should specify, where necessary, the identity, nature, degree, and impact of any Foreign Ownership, Control, or Influence (FOCI) on their organization or activities, or the organization or activities of a subcontractor. Additionally, a Key Management Personnel Listing (KMPL) must be submitted for each entity for which acquisition risk information is required. The KMPL must identify senior management by full legal name, position, social security number, date/place of birth, and citizenship status. The Offeror shall, in any case in which it believes that foreign influence exists or is being sought over its affairs, or the affairs of any subcontractor, promptly notify the CO's Security Representative of all pertinent facts. The Selected Offeror shall promptly disclose to the CO's Security Representative any information pertaining to any interest of a FOCI nature in the Selected Offeror or subcontractor that has developed at any time during the Selected Offeror's duration or has subsequently come to the Selected Offeror's attention. Written notification to the CO is required of the Selected Offeror or any subcontractor whenever there is a change in response to any of the acquisition risk questions. The Offeror is responsible for initiating the submission of the required risk acquisition information and KMPL for all subcontractors undertaking classified work during the entire period of performance of the contract. Failure to comply shall be cause for default under the Default Clause of this contract. In Section 17, Offerors shall complete the Acquisition Risk Questions and (KMPL) for the prime Contractor and all proposed subcontractors. Provision of false information shall be cause for default under the Default Clause of this contract. The Government reserves the right to prohibit individuals who are not U.S. citizens from all or certain aspects of the work to be performed under this Contract. Foreign Ownership, Control, or Influence (FOCI) - For purposes of this clause, a U.S. company is considered under FOCI whenever a foreign interest has the power, direct or indirect, and whether or not exercisable through the ownership of the U.S. Company's securities, by contractual arrangements or other means, to direct or decide matters affecting the management or operations of that company. Changed conditions, such as change in ownership, indebtedness, or the foreign intelligence threat, may justify certain adjustments to the security terms under which a company is operating, or, alternatively, that different acquisition risk mitigation measures be employed. If a changed condition is of sufficient significance, it might also result in a determination that a company is no longer considered to be an acquisition risk. There is a continuing obligation of the Selected Offeror to advise the Government of such changed conditions. Failure to abide by this obligation shall be cause for default under the Default Clause of this contract. Factors: The following factors will be used as the basis for making an acquisition risk determination. If the Offeror, or its proposed subcontractors, meet any of the following factors, they must identify themselves as a potential FOCI company and submit themselves for a Government acquisition risk evaluation and assessment: a) Ownership or beneficial ownership, direct or indirect, of five percent or more of the Offeror's company's voting securities by a foreign person; b) Ownership or beneficial ownership, direct or indirect, of twenty five percent or more of any class of the Offeror's company's non- voting securities by a foreign person; c) Management positions, such as directors, officers, or executive personnel of the Offeror's company held by non-U.S. citizens; d) Foreign person power, direct or indirect, to control the election, appointment, or tenure of directors, officers, or executive personnel of the Offeror's company or other decisions or activities of the Offeror's company; e) Contracts, agreements, understandings, or arrangements between the Offeror's company and a foreign person; f) Loan arrangements between the Offeror's company and a foreign person if the Offeror's company's (the borrower) overall debt to equity ratio is 40:60 or greater; or financial obligations that are subject to the ability of a foreign person to demand repayment; g) Annual total revenues or net income in excess of five percent from a single foreign person or in excess of 30 percent from foreign persons in the aggregate; h) Ten percent or more of any class of the Offeror's voting securities held in "nominee shares", in "street names", or in some other method that does not disclose the beneficial ownership of equitable title; i) Interlocking directors with foreign persons and any officer or management official of the Offeror's company who is also employed by a foreign person; j) Any other factor that indicates or demonstrates a capability on the part of foreign persons to control or influence the operations or management of the Offeror's company; k) Ownership of ten percent or more of any foreign interest. Every effort must be made to ensure that supplies are provided and integrated and services are performed using sound security components, practices, and procedures. Acquisition of supplies or services from concerns under (FOCI) or of supplies developed, manufactured, maintained, or modified by concerns under FOCI (any or all of which shall be referred to herein as "Use of FOCI source") is of serious concern and must be approved prior to contract award and evaluated during contract performance. Approval decisions will be made on a case by case basis after the source or technology has been identified by the Offeror and subjected to a risk assessment. Any Offeror responding to this (RFQ) acknowledges the Government's requirements to secure services or equipment from firms which are not an acquisition risk; are not under (FOCI); or where any FOCI, in the opinion of the Government, adversely impacts on National Security or security requirements. The Offeror understands and agrees that the Government retains the right to reject any response to this RFQ made by the Offeror, without any further recourse by or explanation to the Offeror, if the acquisition risk for that Offeror is determined by the Government to be an unacceptable security risk. The risk assessment process will vary depending on the acquisition type and proposed use of a FOCI source, available risk mitigation measures, and the information/justification provided by the Offeror. Risk assessments will be on a case by case basis and will be used to determine whether the use of a FOCI source poses an unacceptable security risk. If an unacceptable security risk is determined, the Government retains the right to reject the use of a FOCI source or to require that certain risk mitigation measures be taken by the Contractor. Similarly, the Government retains the unilateral right to approve the use of a FOCI source when the risk assessment indicates that such use would be in the Governments' best interests. If the use of a FOCI source is not approved, no classified information will be disclosed to the Offeror as part of the Government's rationale for non approval. The Offeror (prime and subs) may not seek reimbursement from the Government for any Prices associated with responding to this RFQ as a result of a FOCI non approval decision. Contracting Officer Security Representative (COSR) Clause - COSR is the designated security representatives of the CO and derives their authorities directly from the CO. They are responsible for certifying the Contractor's capability for handling classified material and ensuring that customer security policies and procedures are met. The COSR is the focal point for the Contractor, CO, and CO'TR regarding security issues. The COSR cannot initiate any course of action that may alterthe terms or price/price of the contract. The COSR for this contract is Joann Saunders and can be reached on (202) 220 9230. The Office of General Counsel and Finance Division have reviewed and approved the following special security requirements for inclusion in all acquisitions/procurements requiring access to FBI facilities awarded on or after 09/01/2007. Any interested parties shall submit a response via email to Christina.nortey@ic.fbi.gov by 2:00pm EST on 7/15/2011. Questions about this requirement can also be sent to the same email address. Your response shall contain your company name, address, business size, security clearance information, and contact information along with past performance references for similar type services that you have provided; and resumes that describe the individual's experience, qualifications, certifications and educational background, and insurance documentation along with your price proposal. It is requested that responses be limited to no more than 25 pages (exclusive of representations and certifications). Offerors should include a completed copy of provision 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/FBI/PPMS4/298677/listing.html)
Place of Performance: Address: 935 Pennsylvania Avenue, NW, Washington, District of Columbia, 20535, United States; Zip Code: 20535
Record: SN02491377-W 20110709/110707234543-6ba7c6312f37962a7bba294237fee28f (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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