Source Sought

SOURCES SOUGHT/REQUEST FOR INFORMATION (RFI) This is a Sources Sought/Request for Information (RFI) Notice. This is NOT a solicitation for proposals, proposal abstracts or quotations. This RFI for market research purposes only, and will be used to assist in determining capable contractors who could perform the requirement and prior to finalizing any future acquisition strategy. Responses to this request will not be returned. Respondents are solely responsible for all expenses associated with responding to this Sources Sought/RFI Notice. The Government will not reimburse vendors for any costs associated with any Sources Sought/RFI responses received. Based on the responses to this Sources Sought/RFI, this requirement may be set-aside for small businesses or procured through full and open competition. The Department of Defense, Washington Headquarters Services/Acquisition Directorate (WHS/AD) is issuing this request to determine if an adequate number of qualified, interested small businesses across various economic categories exist with the capability to provide support services for the Defense Privacy, Civil Liberties, and Transparency (DPCLTD) as noted in the attached draft Performance Work Statement. RESPONSE INSTRUCTIONS Respondents should complete Attachment 1 "Contractor Capability Survey" and provide any detailed information that describes your company's capability to satisfy the requirements set forth in the attached draft Performance Work Statement (Attachment 2- Performance Work Statement). Your capabilities statement shall not reiterate or duplicate the language set forth in this attachment, but rather, your capabilities statement shall demonstrate your company's ability to perform these critical tasks. In addition, your capabilities statement should specify any subcontractor roles. Do not submit pricing information in response to this sources sought notice. Respondents are also encouraged to comment to the Performance Work Statement on a separate sheet entitled "Comments to Performance Work Statement". The response to this Sources Sought/RFI notice is limited to ten (10) single sided pages including the "Contractor Capability Survey" (Attachment 1) noted below. Page limit includes any attachments, charts, etc. All responses shall be single spaced, 11 point font minimum, excluding charts and graphics). Any questions pertaining to this Sources Sought/Request for Information should be emailed to the Contracts Specialist, dimitria.h.antonopoulos.civ@mail.mil . RESPONSE DUE DATE/TIME All responses to this Sources Sought Notice must be submitted electronically with an identifier in the subject line "SOURCES SOUGHT/RFI: HQ003417DPCLTD" (via e-mail) to Dimitria Antonopoulos, Contracts Specialist, at dimitria.h.antonopoulos.civ@mail.mil; and Steven Slagle, Contracting Officer, at steven.m.slagle.civ@mail.mil. Facsimile responses will not be accepted. Responses to the information above are due no later than 5:00 PM (Eastern Time) on Wednesday, March 15, 2017. Responses received after this date and time may not be considered ATTACHMENT 1 CONTRACTOR CAPABILITY SURVEY Part I. Business Information Please provide the following business information for your company/institution and for any teaming or joint venture partners: Company/Institute Name: Address: Point of Contact: CAGE Code: Phone Number: E-Mail Address: Web Page URL: Size business pursuant to North American Industry Classification System (NAICS) Based on the above NAICS Code, state whether your company is: Small Business (Yes/No) Woman Owned Small Business (Yes/No) Small Disadvantaged Business (Yes/No) 8(a) Certified (Yes/No) HUBZone Certified (Yes/No) Veteran Owned Small Business (Yes/No) Service Disabled Veteran Small Business (Yes/No) Central Contractor Registration (CCR) (Yes/No) A statement as to whether your company is domestically or foreign owned (if foreign, please indicate the country ownership). List of any applicable Federal Supply Schedules and expiration dates: Please provide e-mail responses to Dimitria Antonopoulos and Steve Slagle directly to: dimitria.h.antonopoulos.civ@mail.mil and steven.m.slagle.civ@mail.mil. ? ATTACHMENT 2 PERFORMANCE WORK STATEMENT (PWS) Directorate for Oversight and Compliance Defense Privacy, Civil Liberties, and Transparency Division 1.0. GENERAL: This is a non-personal services contract to provide support services to the Defense Privacy, Civil Liberties, and Transparency (DPCLTD). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. 1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform support services for the DPCLTD as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract. 1.1.1. Subcontract Management: The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. 1.2. Background: Within the Department of Defense, the Deputy Chief Management Officer (DCMO) is the DoD Privacy and Civil Liberties Officer (PCLO) and the DoD Chief Freedom of Information Act (FOIA) Officer. The Directorate for Oversight and Compliance (DO&C) oversees the DoD privacy, civil liberties, FOIA, and OPEN government and transparency programs and reports directly to the DCMO about related issues that may require action by the DCMO and/or senior Department leaders. The Director of Oversight and Compliance was also designated by the DCMO as the DoD Senior Agency Official for Privacy (SAOP). The DPCLTD, located within the DO&C, performs many privacy, civil liberties, FOIA, and OPEN Government functions on behalf of the DCMO and DO&C in their respective roles as PCLO and SAOP. Details of DPCLTD activities and DoD's privacy and civil liberties program are available online at http://defense.gov/privacy while information about the DoD OPEN Government activities can be viewed at http://open.defense.gov/. Similar to the DoD privacy and civil liberties programs, the DoD FOIA program is decentralized. Additional information is available on the FOIA websites for each Military Service and for DoD Components of the Office of the Secretary of Defense, Combatant Commands, and Defense Agencies. 1.3. Objectives: The objective of this action is to obtain contractor support for the DPCLTD for services to include: a) Project management; b) Policy research, analysis and development; c) Training development and delivery; d) Program compliance and audit activities; e) Reports, and f) Website management. This shall be accomplished using mature capabilities and industry best practices to improve efficacy and reduce complexity. In the performance of this support, the Contractor will build customer trust through exceptional customer service and effective IT solutions that are elegant, flexible, and complete. 1.4. Scope: The Contractor shall provide personnel to independently provide support services to satisfy the overall operational objectives of the DPCLTD and respective program compliance requirements leading to the development of training resources and consultative work products. The Contractor shall provide all labor, supervision and quality control necessary to provide comprehensive privacy, civil liberties, FOIA, and OPEN Government program management services including, but not limited to: - Policy research, analysis and development - Training development and delivery - Program compliance and audit activities - Reports - Website management Cited deliverables and activities are based on existing DoD policy and programs and subject to change upon mutual agreement. 1.5 Tasks The Contractor shall independently provide support services to satisfy the overall operational objectives of the DPCLTD and its respective program requirements. During the performance of this support, the Contractor must properly maintain and file all work products. 1.5.1. Program Support (Policy): The Contractor shall assist the DPCLTD manage DoD and Federal agency policies and guidance: 1.5.1.1. Research, analyze, draft, and coordinate new and existing DoD privacy, civil liberties, FOIA, and OPEN Government policies (e.g., DoD Directive 5400.11; DoD 5400.11-Regulation), memoranda, procedures, and guidance. 1.5.1.2. Research and analyze DoD Issuances, proposed Federal legislation, and Federal agency guidance (e.g., OMB memoranda) to ensure appropriate consideration of privacy, civil liberties, FOIA, and OPEN Government. 1.5.1.3. Prepare written reports and informative presentations from analytical projects and small group discussions. 1.5.2. Program Support (Oversight and Compliance): The Contractor shall support DPCLTD oversight of DoD privacy, civil liberties, FOIA, and OPEN Government programs to ensure compliance with DoD policy and Federal laws and guidance: 1.5.2.1. Research, analyze, process, and coordinate Privacy Act System of Records Notices (SORNs), Social Security Number (SSN) Justification memoranda, and Computer Matching Agreements. 1.5.3. Training and Guidance: The Contractor shall support the DPCLTD's development of training courses, guidance, and awareness material: 1.5.3.1. Maintain existing and develop new FOIA, privacy, and civil liberties training to be administered live, via DVD, and online (i.e., learning management systems (LMS)). 1.5.3.2. Maintain existing and develop new user training guides suggesting updates as needed 1.5.4. Website Management: The Contractor shall support the ongoing development of DPCLTD's web-based tools to maximize awareness of DoD's privacy, civil liberties, FOIA, and OPEN Government activities: 1.5.4.1. Maintain and update existing DPCLTD websites, SharePoint sites, and social networking sites. 1.5.4.2. Design, develop, and deliver graphical user interfaces, illustrations, animations, and other graphics in support of project-specific requirements. 1.5.5. Reports: The Contractor shall assist the Government draft, edit, and coordinate program level reports required by Federal statute or other authorities and internal DPCLTD reports: 1.5.5.1. Assist with the development and coordination of each statutory and regulatory reporting requirement under the DPCLTD's cognizance. 1.6 Period of Performance: The Period of Performance reads as follows: Base Year 1 Aug 17 - 31 Jul 18 Option Year I 1 Aug 18 - 31 Jul 19 Option Year II 1 Aug 19 - 31 Jul 20 1.6. General Information 1.6.1. Quality Control: The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which the Contractor can assure compliance with the requirements of the contract. The QCP shall address the areas identified in the PWS. The Contractor shall submit three (3) copies of the comprehensive written QCP to the Contracting Officer (KO) and Contracting Officer's Representative (COR) within five (5) calendar days of contract award and when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the KO's acceptance in writing of any proposed change to the QCP. The Contractor shall support the DPCLTD and the DO&C. The Contractor shall staff professional, certified, skilled, and efficient personnel. In all activities, the Contractor must demonstrate a familiarity with, and ability to be effective in, the DoD working environment, diligently mastering and managing priorities, consistent with the preferences and philosophies of the various directorates and clients. These requirements necessitate the ability to interact with people at various levels within and outside the organization and to obtain information. All contractor personnel shall have strong interpersonal, organizational, analytical, and planning skills. An integral part of successful performance under this contract is not only the provision of quality products and services as specified herein, but the responsiveness of contractor personnel in the day to day business. The end product, deliverable, client interaction and responsiveness are vital to successful performance. 1.6.2. Quality Assurance: The Government shall evaluate the Contractor's performance under the contract in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP is primarily focused on what the Government must do to ensure that the Contractor performs in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum Acceptable Quality Level (AQL). 1.6.3. Recognized Holidays: The Contractor is not required to provide support on official Federal holidays, including the following: - New Year's Day - Martin Luther King Jr.'s Birthday - President's Day - Memorial Day - Independence Day - Labor Day - Columbus Day - Veteran's Day - Thanksgiving Day - Christmas Day - Any other day designated by Federal Statute, Executive Order or a Presidential proclamation. 1.6.4. Hours of Operation: The Government hours of operation are 0800 to 1700 Monday through Friday except Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. However, core hours of operation are 0900 to 1500 and contract personnel must be available during core hours. The need for these services requires eighty (80) hours per two-week period. Overtime for contract support personnel during the two-week period is not anticipated. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.6.5. Place of Performance: The work to be performed under this contract will be performed at the government facility located at 4800 Mark Center Drive, Suite 08E08, Alexandria, VA 22350 or another location as determined by the Government. 1.6.6. Type of Contract: The Government anticipates awarding a firm fixed price contract. 1.6.7. Security Requirements: The DPCLTD supports workstations that reside on the NIPRNet and the overarching requirement of this contract is a minimum SECRET level security clearance in accordance with Department of Defense (DoD) form, DD 254. The DD 254 is provided as an Attachment to this PWS and will be completed immediately upon contract award. The Contractor must have a SECRET facility clearance at time of proposal submission. All contract personnel must have a SECRET clearance at time of contract award. All contractor personnel must maintain the level of security required for the life of the contract. The Contractor shall comply with all security policies and procedures that apply to the DOD. Security procedures shall be made available to contractor personnel at the place of performance. The Contractor shall ensure that, prior to access to DOD information systems, contractor personnel have obtained current information assurance certification as required by the DOD 8570.01-M. Additionally, all contractor personnel should be familiar with the DoD Information Security Requirements and Guidance, to include DoD Manual (Dom) 5200.01, Volume 3, DoM 5200.01, Volume 4, DoD 5400.11-R, CNSS Policy No. 18, and CNSSI No. 1001. 1.6.7.1. Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.6.8. Public Release/Non-Disclosure Agreement (NDA): The release of all information and material related to this contract is not authorized without the review and approval of the Government. All contractor personnel are required to sign a NDA - see attached NDA form. The NDA will be due to the KO with a courtesy copy to the COR at time of post award conference and immediately upon replacement of any personnel under this contract. 1.6.9. Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the KO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. 1.6.10. Contracting Officer (KO): The KO will be identified by separate letter. All questions pertaining to this PWS and task shall be addressed to the KO. 1.6.11. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.6.12. Contract/Project Manager: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the KO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0800 and 1700 Monday through Friday except Federal holidays or when the government facility is closed. 2.0 HUMAN RESOURCE MANAGEMENT 2.1. Key Personnel: The Contractor shall provide qualified personnel for key positions under this contract. The personnel below are considered key personnel by the Government. Before removing, replacing, or diverting any of the listed or specified personnel, the Contractor shall: (1) notify the KO in advance and (2) submit justification (including proposed substitution) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the KO's written consent; provided the KO may ratify in writing the proposed change, and that the ratification shall constitute the KO's consent required by this clause. - Senior Analyst and Program Manager Education/Experience: Master's degree or higher. Minimum of fifteen (15) years' work experience with demonstrated skills, reputation, and experience to provide executive level project and program support required under the functional description for the position. Functional Description: o At least five (5) years of work experience working within the DoD or other Federal agency, or as contract support to such agency, working with the Federal Privacy Act, and/or Freedom of Information Act (FOIA) program(s); o Documented working knowledge of DoD's privacy, civil liberties, and transparency activities, with a minimum of two (2) years performing with the Federal privacy and civil liberties legislative requirements and safeguards, including the Privacy Act of 1974, Office of Management and Budget (OMB) Circular A-130, other applicable OMB memoranda, and 42 U.S.C. - 2000ee, et seq; o Expert ability, gained with a minimum of two (2) years documented experience performing within the DoD or another Federal agency, to: Determine scope and required mitigation actions related to complex privacy, FOIA and OPEN Government policy issues; assess applicability of DoD policy; assist in the development of plans and recommendations for corrective actions, and analyze and present complex information using concise and accurate oral communications and written presentations, briefings, issue papers, policy and memoranda; o Demonstrated experience working on relevant complex projects involving multiple policy program analyses requiring the ability to multitask and appropriately prioritize projects. - Management Analyst Education/Experience: Bachelor's Degree or higher. Minimum of five (5) years' work experience with demonstrated skills and experience to provide mid-level project and program support required under the functional description for the position. Work experience with DoD or another Federal agency based upon qualifications indicated below may substitute for under-graduate and graduate level education. Functional Description: o At least two (2) years' experience working within the DoD or other Federal agency, or as contract support to such agency, working with the Federal Privacy Act and/or FOIA Program(s); o Working knowledge of DoD's privacy, civil liberties, FOIA, and OPEN Government activities, with at least one (1) year experience reviewing System of Records Notices, Social Security Number Justification memoranda, Privacy Impact Assessments, or related Federal privacy and civil liberties documentation required by legislative requirements and safeguards, including the Privacy Act of 1974, OMB Circular A-130 and other applicable OMB memoranda, and 42 U.S.C. - 2000ee, et seq; o Demonstrated ability to create and deliver training and outreach materials for Federal agencies. - Website Manager Education/Experience: Bachelor's degree or higher. At least one (1) year of experience managing a Federal agency website. Work experience with DoD or another Federal agency based upon qualifications indicated below with DoD or another Federal agency may substitute for under- graduate and graduate level education. Functional Description o Ability to create, update, and maintain Federal agency websites, social networking accounts, and SharePoint sites in accordance with agency regulations and Federal law (e.g., OMB A-130). o Assist DPCLTD in the aggregation of data and preparation of reports. - Instructional Systems Designer/Communications Developer Education/Experience: Bachelor of Computer Science or higher. Work experience with DoD or another Federal agency based upon qualifications indicated below with DoD or another Federal agency may substitute for under-graduate and graduate level education. Functional Description: Demonstrated understanding and competency in addressing the needs of adult learners through multiple educational delivery platforms. 2.2. Personnel Maintenance: The Contractor must maintain minimal personnel turnover throughout the life of the contract. Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal. Once a Contractor knows that an employee is leaving and will no longer support a task, the Contractor shall provide written documentation to the KO and the COR within three (3) business days of the employee advising the Contractor of his/her intent to leave. This written notification shall include the date and time the position will be vacant, the reason the employee will no longer work on the task, anticipated replacement date, and what management corrective action will be taken to ensure task mission completion. Position vacancies shall not exceed fourteen (14) calendar days unless approved in writing or otherwise directed in advance by the KO for grace period associated with new awards and PWS modifications increasing the number of personnel. 2.2.1. Replacement/Substitution: Prior to replacing/substituting key personnel performing under the contract, the Contractor shall provide a sufficiently detailed qualification summary/resume of proposed key personnel for Government coordination. The resumes shall demonstrate, to the satisfaction of the KO, that the qualifications of the proposed substitute personnel are equal to or better than the qualifications of the personnel originally identified for the position. The Government may also request coordination of qualification summaries/resumes on proposed personnel replacing or substituting for non-key positions. This paragraph shall also apply when, at or prior to the start of contract performance, the Contractor provides any personnel for work who were not part of or who replace any personnel submitted and evaluated as part of a contract proposal. During the first ninety (90) calendar days of performance, the Contractor shall make no substitutions of key personnel, unless illness, death, or termination of employment necessitates the substitution. The Contractor shall notify the KO immediately after the occurrence of any of these events and provide the information required. After the initial ninety (90) calendar day period, the Contractor may propose a substitution. The Contractor shall provide notification in writing of any proposed substitution at least thirty (30) calendar days in advance of the proposed substitution. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the KO. The Contractor shall, prior to making any substitution permanent, demonstrate to the satisfaction of the KO, that the qualifications of the proposed substitute personnel are equal to or better than the qualifications of the personnel originally identified for the position. The KO will notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decision on proposed substitutions. Only the KO can approve substitutions. 2.2.2. Removal of Personnel at Government Request: The Government may request removal (permanent or temporary) of contractor personnel on a call order for security, safety or health reasons, upon discovery of fraudulent resume documentation, or when contractor personnel behave in an unprofessional manner considered unacceptable by a reasonable person. The Contractor shall provide the KO or COR a sufficiently detailed qualification summary/resume of proposed personnel for Government coordination prior to replacing/substituting personnel under these circumstances. 2.3. Identification of Contractor Personnel: All contract personnel attending meetings, answering Government telephones, and working where their contractor status is not obvious to third parties must identify themselves to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractors will be required to obtain, use and display common access cards (CACs) necessary to gain access to government facilities and to enable use of government computer equipment/systems in the performance of their services. 2.4. Travel: The Contractor may be required to travel within the National Capital Region (NCR) during the performance of this contract. All travel within fifty (50) miles of the NCR is included in the price of the contract. The Contractor is not authorized to bill the Government for any travel or travel related expenses within the NCR under this contract. Travel outside the NCR is not anticipated. 2.5. Data and Privacy Information: The Contractor will have access to data and information proprietary to the Government which fall under strict organizational conflict of interest (OCI) requirements. The Contractor shall not divulge or release data or information developed or obtained in performance of this contract except as authorized by Government personnel or upon written approval of the KO. 2.5.1. Data Use: The Contractor shall not use, disclose, or reproduce proprietary data, other than as required in the performance of contract. The limitations above do not apply to data or information made public by the Government. Further, this provision does not preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner, which provides for greater rights to the Contractor. 2.5.2. Data Rights: All materials and intellectual property developed via the contract shall be available royalty-free and license-free to the Government. The Contractor, however, retains the right to use results from its own research and development. 2.5.2.1. In accordance with FAR Clause 52.227-14, Rights in Data-General (May 2014), the Government shall have unlimited rights to any technical data produced as a result of this contract, regardless of form or the media on which it may be recorded, for the Government to use, disclose, reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, in any manner and for any purpose, and to have or permit others to do so. 2.5.3. Copyrights: All DPCLTD training materials and content shall include a fully paid-up, lifetime license for use by the U.S. Government (USG) at no additional cost. No external copyright material shall be included in course materials/content unless a paid-up, lifetime copyright license is presented to the Government. 2.5.4. Public Disclosure: The Contractor shall not disclose or provide to the public information about DPCLTD training events and attendees/students of DPCLTD trainings. The Contractor shall use its own company identity for any training site or posting of the event(s). At no time during the performance on the contract will any information be released or posted to the public that identifies the DoD or any of the attendees by name and or their position(s); all of this information will be confidential. 2.6. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware tha...