PERFORMANCE WORK STATEMENT (PWS)
Client Order ID (COI) ID09160058
For the Department of Labor, Wage and Hour Division, Section 14(c) System
June 30, 2016
The Department of Labor (DOL), Wage and Hour Division (WHD) will further improve the accomplishment of its mission by refining internal and external standards to unify policy, certification, enforcement and certificate holder operations under Section 14(c) of the Fair Labor Standards Act of 1938 (Section 14(c)). WHD will issue and enforce Section 14(c) certificates to ensure they are only held by employers who comply with all program standards and will work to ensure individuals are knowledgeable of their Section 14(c) rights, as well as competitive integrated employment options.
The 14(c) system will become a modern, digital-first service. Applicants will be provided an intuitive online experience, guiding them through the information needed to complete their application correctly. Applicants will have the ability to save their progress along the way, submit it to the system and see their application status. The application data will be made available to WHD users to inform certification and enforcement decisions. Applicants will have access to previous applications in order to apply for renewal. The product will support policy and process evolution over time, and will support data transparency wherever and however possible.
These user needs shall be met in order to fulfill the objectives for performance of this task order, and may be refined by later sprints to continuously meet user needs. User needs are prioritized based on need here in a [Trello board] (https://trello.com/b/74MUGMpP).
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As an Employer, I would like to have my existing certifications associated with my account so that I can view them or renew them.
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As an Applicant, I want to submit my application via a web form so that the submission process is quicker and I no longer have to mail my application. Acceptance Criteria (AC): Data will end up in a database. AC: The applicant must be logged in.
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As an Applicant, I want conditional logic to ensure I only have to complete relevant sections so that I am not confused about what sections to complete and the time it takes to complete the application is reduced.
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As an Applicant, I want current links to compliance assistance materials (resources, suggestions, worksheets, data, etc.), so that I can complete the application correctly.
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As an Applicant, I want the ability to log-in, so that the system knows who I am and my information is secure.
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As an Applicant, I want the ability to save and retrieve my application in progress so I can work on the form in more than one session.
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As an Applicant, I want certain form fields to be pre-populated with previously used information when I begin a renewal application so that it takes less time to complete the application.
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As an Applicant, I want to receive receipt confirmation and status updates via email notifications, so that I know where my application is in the process.
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As an Applicant I want to be able to upload required documents (time studies) so that I can submit a complete application.
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As a Certification Team Member and as an Applicant, I want a system that performs preliminary data validation checks on fields that have predetermined or controlled answers (i.e. dates, rates, etc.), so that proper information is submitted and the certification team member spends more time analyzing the more substantive part of the application.
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As a Certification Team Manager and a Policy Team Member, I want access to all submitted application data, so that I can continuously evaluate and improve current policy and procedures. AC: Data should be sortable, searchable and able to produce reports. AC: It should take no longer than 1 minute to pull reports.
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As a Certification Team Member and a Certification Team Manager, I need a system that will only allow submission of a complete application (i.e. all applicable fields answered and documents attached), so that I can more effectively use time reviewing applications.
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As a Certification Team Member, I need a system that allows me to easily navigate within it (logical tabbing, multiple screen use, etc.) so that I can work in a more efficient manner.
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As a Certification Team Member and a Certification Team Manager, I want to be able to document issues/potential violations in an internal diary sheet (saved in historical record) so that systemic problems can be identified and analyzed. Diary sheets have the functionality to be reviewed and have access to certificate team in addition to investigators and other WHD users.
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As a Certification Team Manager and a Policy Team Member, I want the system to produce trend data, so that I can make effective strategic enforcement decisions.
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As a Certification Team Manager and a Policy Team Member, I want to be able to access and search all diary sheets so that I can review potential systemic violations.
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As a Certification Team Manager, I want the system to assign applications to a certification team member based on set criteria, so that the application review process is more streamlined.
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As a Certification Team Manager I want to be able to assign/reassign work so that the workload is balanced.
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As a Certification Team Manager, Policy Team Member, Certification Team Member, and Non-WHD Interested Party, I want to be able to get descriptive data about the inventory of active and pending certificates so that I understand the current 14(c) universe.
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As a Policy Team Member, I need certificate information (only what can be made public) to be pulled and posted to the WHD website so that we are transparent with section 14(c) certificate data. AC: ability to post quarterly; AC: data can be searched, sorted and filtered.
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As a Certification Team Manager and a Policy Team Member, I need a system that has user-friendly reporting functions so that I can provide information upon request (FOIA, etc.).
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As a Certification Team Manager and a Policy Team Member, I want to track inventory so that I can provide reports/status updates to interested WHD parties.
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As a Certification Team Member, a Certification Team Manager and a Policy Team Member, I want access to employer application/certificate history within the system, so that I can review the employer's 14(c) history.
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As a Certification Team Member, a Certification Team Manager and a Policy Team Member, I would like to be able to access the applicant's enforcement history from Wage and Hour Investigative Support and Reporting Database (WHISARD) within the system, so that the data can be used to inform the certification decision and so that staff spends less time researching and entering information.
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As a Certification Team Member and a Certification Team Manager, I want the system to communicate with Certificates Processing System (CPS) and WHISARD to perform a validity check on the Employee Identification Number provided by the employer on the submitted application.
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As a Certification Team Manager, a Certification Team Member and a Policy Team Member, I want the system to flag all previously denied or revoked applicants, so that additional review may be conducted and appropriate certificate action taken.
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As a Certification Team Member, I need a system that allows me to create reports of my workload, organize calendar events and report time spent on activities (WH-40), so that I can manage my work.
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As a Certification Team Manager I want the system to track specialist time and transfer information to the WH-40 so that time is appropriately charged against a case.
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As a Certification Team Manager, I want productivity data (number of applications processed, length of time from receipt to decision, etc.) of each specialist so that I can evaluate performance, restructure processes and make other improvements.
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As a Policy Team member, Certification Team Manager and Applicant, I want the system to provide the online calculators as an option, so that standard and accurate information is submitted.
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As a Certification Team Manager and a Policy Team Member, I want data that shows where applicants struggle to complete the application, so that we understand where additional compliance assistance or modification to the process is needed and to inform enforcement.
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As a Wage and Hour Investigator, I need a system that easily tells me the status of an application and allows me to retrieve application data and internal diary records so that I can effectively perform the investigation.
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As a WHD Field Manager, I want to be able to check certificate and application status so that I take correct enforcement action.
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The system will include the following statuses for certification: pending, issued, withdrawn, amending, denied, revoked, expired.
- As a Parent, I want to know if my child's employer holds a certificate so that I know the employer has the right to pay less than the minimum wage.
The scope of this task order is for the Contractor to deliver the 14(c) system. The following four sections of the PWS describe the technical and administrative components of the requirement:
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Tasks the vendor must perform (Section 4).
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Task requirements that describe to the vendor specifics about how the vendor performs the tasks (Section 5).
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Generalized administrative requirements that are contract-oriented such as type of contract, period of performance, etc. as opposed to functional requirements of performance (Section 6).
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Invoicing Instructions (Section 7).
The Contractor shall provide the following services:
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Vendor shall select a technology stack such that the stated needs can be accomplished and deployed within the DOL network. Technology stack options that are already approved within DOL are listed below in declining order of preference:
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Ruby on Rails
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.NET or PHP
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All users shall be authenticated and authorized so that only authorized users have access.
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Personal Identity Information (PII) shall be secure and kept from exposure to unauthorized users from uploaded documents.
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System should advise users to redact Social Security Number (SSN) before uploading sensitive documents or the system will redact upon uploading.
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CPS database shall be expanded to capture all information so that WHD will get all fields.
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Work with DOL's Office of Chief Information Officer in order for the System to receive Authority to Operate.
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Must interface with PostgreSQL and allow create, retrieve, update, and delete as appropriate for the user's permissions. Must allow for migration to DB2.
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Provide an import function for existing data in CSV or similar format.
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Provide a startup script for bootstrapping the system in a fresh environment.
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Contractor shall use US Web Design Standards.
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All software code delivered under this order shall comply with the 18F open source policy in effect as of the date of award.
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All software code delivered under this order shall comply with the 18F accessibility guidelines in effect as of the date of award.
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As part of this being purchased off of the Agile Blanket Purchase Agreement (aBPA), work will be conducted in two-week sprints and reviewed at the end of each sprint for acceptability before moving on.
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Integration testing for quality assurance purposes should be conducted in a staged environment at DOL.
Vendor will not be required to handle any of the following tasks:
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Provide or configure hosting of the data or the site
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Provide form functionality for data-entry
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Directly create, update, or delete the data
The Contractor shall provide a Project Manager as the primary point of contact for the government’s program office to enable timely problem resolution, reporting in accordance with Program Management methodologies, and properly aligning staffing requirements. Sprint plans will be developed collaboratively with the Product Owner and 18F.
Per agile development principles, the Contracting Officer’s Representative (COR) and Contractor will be expected to work with the Product Owner (as determined by 18F), and an 18F Product Manager. Refer to Attachment 2, for Government Roles and Responsibilities.
The Contractor shall be responsible for providing written timely notification (within 24 hours of any anticipated or known impact) to the COR, 18F Product Manager, and Product Owner when activities or issues outside of the Contractor’s control may directly impact the Contractor’s performance.
In lieu of a typical status report, Contractor's progress shall be documented for each sprint's period of performance as follows:
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Links to the GitHub branch
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Screenshots of any available visualization (as appropriate)
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Screenshots, links, or other documentation from the contractor’s project management system reflecting completed features, including number and percentage of completed sprint tasks (e.g. percentage of tasks completed)
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Access to the contractor’s project management tool to view development status
Contractor’s Project Manager shall be responsible for daily operations, and coordinating to and communicating such to the 18F Product Manager. Daily operations may include:
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Daily standup via video
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Chat operations via Slack
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Manage and update user stories + workflow tasks in shared project management platform
The Contractor shall:
a) Ensure and agree that all deliverables, products, licenses, designs, data, documentation, tests, user research notes, source code, configuration settings and files, and materials developed throughout this task order will be the property of the U.S. Government and in the public domain.
b) Two weeks prior to task order conclusion, provide a brief Transition Plan for all deliverables, products, and materials in coordination with the COR, 18F Product Manager and Product Owner from GSA.
c) Coordinate with the COR and potentially another vendor, and implement the Transition Plan according to the COR’s direction.
d) Provide assistance to the COR, 18F Product Manager, and potentially other Government staff to stand-up the application.
During the transition to the Government, or a new contractor, the Contractor shall perform all necessary transition activities. Expected transition activities may include, but not be limited to, continuation of full services to 18F and other customers; participation in meetings with the Government or new contractor to effect a smooth transition and provide detailed information on the operation of all deliverables, at COR's discretion; training of new personnel, either Government or new contractor, during transition period; and appropriate close-out of any outstanding technical and related performance elements for this task.
Final report shall include list of sprint tasks completed, documentation, and link to code repository developed for 18F. Should the Contractor be terminated prior to the end of the period of performance, the Contractor shall transfer all project materials to the COR within 14 calendar days of the COR’s request.
REQUIRED DELIVERABLES / REPORTS DUE DATES DESCRIPTION OF DELIVERABLE CONTENT
Status Reports 1 calendar day after each sprint A report of progress throughout each sprint Code Repository of Product End of task order Version-controlled Open Source repository of code that comprises the DOL WHD 14(c) system Development Prototype End of second sprint, and every sprint thereafter In-progress development prototype, accessible on the web via staging server / development server DOL WHD 14(c) system End of task order See Section 2.0 of the PWS Transition plan 5 calendar days after the conclusion of the second-to-last sprint See Section 5.5.1 of the PWS
Code deliverables shall be submitted via the GitHub repository. A copy of any document deliverables shall be submitted to the COR, Product Owner, and 18F Product Manager, and uploaded to the AASBS (Assisted Acquisition Services Business System) web portal. Refer to Section 6.11 for additional information on the AASBS web portal.
Within approximately 5 calendar days of each sprint's conclusion, the Government will inspect, test, review and accept all periodic reports and task deliverables, as applicable.
Only the COR, and their designated alternate, has the authority to accept or reject all deliverables. The COR will provide written final acceptance of all deliverables to the Contractor within 30 calendar days from the end of the task order, via electronic means.
Any Contractor performance to correct defects found by the Government as a result of quality assurance surveillance and by the Contractor as a result of quality control, shall be in accordance with FAR 52.246-4, Inspection – Firm Fixed Price. The COR will monitor compliance and report to the Procurement Project Manager.
The Contractor shall consult with the COR to determine what is appropriate, effective, and essential for system documentation. The Government requires, at a minimum, that the Contractor will generate comprehensive and complete documentation, both within the code itself, within the source code version control system (e.g., through proper use of descriptive commit messages, issue tracking, pull requests, etc.), and as appropriate, in separate documentation, provide artifacts, and create new user stories based on each sprint.
The Government will use the attached Quality Assurance Surveillance Plan (QASP) to monitor the Contractor’s performance. The QASP will provide oversight help to ensure that service levels reach and maintain the required levels for performance of this task. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP is a living document and may be updated by the Government as necessary. Any updates to the QASP will be provided to the Contractor.
The Contractor shall provide qualified personnel commensurate with this task's performance work statement, in terms of necessary skills at the requisite level of knowledge and experience.
Contractor personnel shall have a strong technical background in the following:
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Technology stack as delineated in Section 4.0.
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Using a front-end JavaScript framework to build the front-end of a website.
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Incorporating data in JSON or CSV format from a publicly-available Application Program Interface (API) into a website via a client-side request.
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Ability to utilize existing design and user experience assets from US Web Design Standards.
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Programming fluency in JavaScript, Hypertext Text Markdown Language (HTML), Cascading Style Sheets (CSS) or HTML and/or JavaScript templating language.
To ensure successful performance of this task, Contractor shall satisfy the following minimum requirements:
a) At a minimum, a Project Manager and a Technical Lead must be identified and designated as Key Personnel.
b) The Contractor shall assign personnel whose résumés are submitted with its quotation and who are identified in the Contractor’s quotation as Key Personnel to perform this task order.
c) If any individual proposed as Key Personnel becomes unavailable during the course of the solicitation and evaluation process, the Contractor shall notify the Contracting Officer immediately and provide a substitute person with résumé. Any Key Personnel proposed who are not currently employed by the Contractor shall be identified as such and an additional letters of intent signed by the proposed Key Personnel shall be provided that indicates that person's intent to be employed by the Contractor if awarded this task order.
d) The Contractor agrees that during the duration of the task order performance, no Key Personnel substitutions shall be made unless necessitated by an individual’s sudden illness, death, or termination of employment for cause. In any of such event, the Contractor shall promptly notify the COR and provide the information required by paragraph (e) below on the proposed replacement for Government approval. No substitutions of Key Personnel shall be made except in accordance with this provision.
e) All requests for substitutions/additions of Key Personnel must include a detailed explanation of the circumstances necessitating the proposed substitution or addition, a complete résumé for the proposed substitute or addition including skills, experience, education, training, and security level. As determined by the Contracting Officer, all proposed substitutes/additions must have qualifications that meet or exceed the qualifications of the person to be replaced.
f) The Contracting Officer, or duly designated COR, will evaluate the request(s) for substitutions/additions of Key Personnel and the Contracting Officer will notify the Contractor, in writing, of approval or disapproval. Disapproval of the proposed individual(s) shall not provide grounds for non-performance by the Contractor or form the basis of any claim for monies, delivery schedule extension, or any other equitable adjustment.
The Project Manager will be a direct liaison to the COR, 18F’s Project Manager, and the Section 14(c) System Product Owner. The Project Manager is responsible for the supervision and management of the Contractor’s personnel, technical assistance, and interface. Desired skills and experience for the Project Manager include:
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Experience in technical leadership.
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Ability to rapidly prioritize competing requirements.
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Ability to understand and simplify customer requirements.
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Ability to communicate end user feedback to technical and design leads.
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Strong communication skills.
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Proven knowledge of industry standards.
The Technical Lead must have a full understanding of the technical approach discussed in the Oral Presentations and delivered by the Contractor after award. NOTE - the labor category proposed for this Technical Lead is at the Offeror's discretion.
The Government estimates this project will require no more than 4-5 personnel --- though not all will be needed on a full time basis. Contractors are encouraged to use their own estimating methodology to determine the skill mix and level of effort necessary to successfully perform this task order.
No travel is anticipated or will be required as part of this task order.
Offerors shall provide a signed Organizational Conflict of Interest statement with their quotation submission, if applicable, which describes concisely all relevant facts concerning any past, present, or planned interest (financial, contractual, organizational, or otherwise) relating to the work to be performed under the proposed task order and bearing on whether the Offeror has a possible organizational or personnel conflict of interest with respect to:
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Being able to render impartial, technically sound, and objective assistance or advice, or
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Being given an unfair competitive advantage.
The Offeror may also provide relevant facts that show how its organizational structure and/or management systems limit its knowledge of possible organizational conflicts of interest relating to other divisions or sections of the organization and how that structure or system would avoid or mitigate such organizational conflict.
No task order award shall be made until any potential conflict of interest has been neutralized or mitigated to the satisfaction of the Contracting Officer. The contractor shall notify the Contracting Officer in writing as soon as any conflict of interest is identified and will propose steps for mitigating the conflict.
Refusal to provide the requested information or the willful misrepresentation of any relevant information by an Offeror shall disqualify the Offeror from further consideration for award of a task order under this solicitation.
If the Contracting Officer determines that a potential conflict can be avoided, effectively mitigated, or otherwise resolved through the inclusion of a special contract clause, the terms of the clause will be subject to negotiation.
This is a Firm Fixed Price order using the Agile BPA terms and conditions.
The period performance for this task order is delivery of the final product 60 calendar days after the Post Award Conference. The Period of Performance begins on the date of the Post Award Conference and ends 60 calendar days after the Post Award Conference.
The primary place of performance will be at the contractor’s facility. Work may be performed at GSA Headquarters at 1800 F St. NW, Washington, DC, or two DOL locations: Frances Perkins Building 200 Constitution Ave NW, Washington, DC 20210 or Patriot Plaza 375 E St SW, Washington, DC 20024, and other Alternate Sites. 18F is a distributed team.
Business core hours shall be 0900 to 1800 local time, Monday – Friday on Government scheduled work days. The contractor may set its own work hours except that the contractor shall be available for technical contact by the Government between the hours of 0900 and 1800 local time on Government work days.
The contractor shall support the Government in its conformance with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794d) (Section 508) throughout the development and implementation of the work to be performed.
Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who do not have disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.
The following standard is applicable for compliance:
1194.22 Web-based Intranet and Internet Information and Applications.
The contractor should review the following websites for additional 508 information: http://www.section508.gov/ http://www.access-board.gov/508.htm
http://www.w3.org/WAI/Resources
The Government's team, Contracting Officer, and COR shall hold a Kick-Off Meeting/Post-Award Conference. Ideally, this will be physically located in Washington, DC, but may be done virtually with Contractor’s team and other relevant Government staff to review and clarify the project’s objectives, expectations from the Government, and address any questions the Contractor may have. Discussion topics shall include, but not be limited to: - Introduction of the Contractor and Government Staff; - Understanding of the workflow; - Project management expectations; - Agreement on communication methods; and - Discussion of any other relevant specific concerns.
The Kick-Off Meeting/Post-Award Conference will take place within 10 calendar days from award.
This task order is not being used to procure personal services prohibited by FAR 37.104, Personal services contract.
To counter the circumstances that infer personal services and to preserve the non-personal nature of the contract, the contractor shall adhere to the following guidelines in the performance of the task:
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Contractor provides for direct supervision of all contract employees assigned to the task.
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Refrain from discussing the issues such as skill levels and hours, salaries, cost and funding data, or administrative and personnel matters affecting contractor employees with the client.
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Ensure close communication/coordination with the Procurement Project Manager, reporting problems to the Procurement Project Manager as they occur (not waiting for a monthly meeting).
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Do not permit government officials to interview potential contractor employees, discuss individual performance, approve leave or work scheduling of contractor employees, terminate contractor employees, assist contractor employees in doing their jobs or obtain assistance from the contractor in doing Government job.
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Do not assign contractor personnel to work under direct government supervision.
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Maintain a professional distance from government employees.
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Provide contractor employees with badges, if appropriate, identifying them as contractors.
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Ensure proper communications with the government (technical discussion and government surveillance is okay, but the Government cannot tell the contractor how to do the job).
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Assign a task leader to the task order. The task leader or alternate should be the only one who accepts tasking from the assigned Government point of contact or alternative.
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The government has the right to reject the finished product or result and this does not constitute personal services.
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When travel is required for the performance on a task, the contractor personnel are only to travel as directed by their contract management.
Work on this project may require that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.
The Government will furnish the data and scripts needed at time of award. No other hardware or software will be provided by the Government.
Vendors are advised that 18F will publish on a publicly available website documents associated with this requirement, including any Requests for Quotation (including amendments), Question and Answer exchanges with vendors (source-identifying information removed), and other relevant information that is not confidential/proprietary in nature or source selection sensitive information that would otherwise implicate procurement integrity concerns. Upon award, 18F will publish the total price of the selected proposal and certain non-source-identifying data (e.g., the number of bids, the mean price, median, and standard deviation of price). During the performance of this task order, 18F will similarly publish source code, data related to project management (e.g., user stories, milestones, and performance metrics), and top-line spending data.
6.10 Data Rights and Ownership of Deliverables
It is 18F's intent that any data or deliverable created as a result of the work performed under the task order be committed to the public domain.
It is the intention of 18F to commit the following, but not limited to, items to the public domain: all data, documents, graphics and code created under this task order including but not limited to, plans, reports, schedules, schemas, metadata, architecture designs, and the like; new open source software created by the contractor and forks or branches of current open source software where the contractor has made a modification; new tooling, scripting configuration management, infrastructure as code, or any other final changes or edits to successfully deploy or operate the software.
The contractor shall use open source technologies wherever possible, in support of the 18F Source Code Policy. All licenses must be expressly listed in the deliverable. Regardless of license(s) used (e.g., MIT, GPL, Creative Commons 0) the license(s) shall be clearly listed in the documentation.
If the contractor needs to use work that does not have an open source license, the contractor is required to request permission from 18F, in writing, before utilizing that work in any way in connection with the order. If approved, all licenses shall be clearly set forth in a conspicuous place when work is delivered to 18F.
If an open source license provides implementation guidance, the contractor shall ensure compliance with that guidance. If implementation guidance is not available, the contractor shall attach or include the license within the work itself. Examples of this include code comments at the beginning of a file or contained in a license file within a software repository.
To accomplish this goal, except where expressly provided otherwise in the contract, FAR Rights in Data – Special Works (48 C.F.R. 52.227-17) shall govern data and deliverables produced under the contract.
DOL retains sole ownership of all data for which it provides Contractor access or that the Government places, stores, or generates on applications and/or infrastructure utilized by Contractor in performance of the contract (“DOL-furnished Data”). Contractor shall ensure that, during the term of the contract and for any period of time beyond the contract term that Contractor maintains possession or control of any DOL-furnished Data, DOL retains on demand access and download capability of all data for any purpose, including but not limited to research, investigation, transfer, or migration to other systems.
Contractor shall not use, copy, modify, or distribute to others any DOL-furnished Data, except as required for the performance of the contract, or unless written permission to do so is provided by the Contracting Officer. Contractor shall provide the Contracting Officer notice immediately of any third-party request for DOL-furnished Data and such a request shall not be fulfilled without the Contracting Officer’s prior written approval.
Contractor shall establish appropriate administrative and physical safeguards to ensure the security and confidentiality of DOL-furnished Data and to protect against any anticipated threats or hazards to their security or integrity, which could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. Contractor will report immediately any actual or suspected theft or loss of PII to the COR. In the event the COR is not available, Contractor will report the theft or loss to the DOL Computer Incident Response Capability (CSIRC) team at [email protected].
The GSA AASBS (Assisted Acquisition Services Business Systems also known as IT Solutions Shop (ITSS)) web portal will be accessible to the contractor during the performance of the task order and be used in the administration of the task order. This web-based system at https://portal.fas.gsa.gov/web/guest shall be used by the contractor to upload status reports, deliverables, invoices, and to respond to inquiries. The contractor shall maintain a current account on this system.
The following Points of Contact (POC) are applicable to this order:
Contracting Officer Representative (COR): Esther Kim, GSA, Technology Transformation Service, 18F [email protected] (202) 826-7232
Alternate COR: Michelle McNellis, GSA, Technology Transformation Service, 18F
[email protected] (202) 604-6633
18F Product Manager: Rebecca Refoy-Sidibe, GSA, Technology Transformation Service, 18F [email protected] (202) 809-4519
Client Product Owner: Elizabeth Striegel, DOL, Wage and Hour Division [email protected] (202) 693-0088
GSA Procurement Project Manager: Mr. Kit Lee, Assisted Acquisition Services (AAS), [email protected], (415) 436-8730.
GSA Contracting Officer: Lynda Luo, Acquisition Operations Division, lynda.luo@gsa.gov 415-522-4633
GSA Contract Specialist: Joshua Blickman, Acquisition Operations Division, [email protected] (619) 341-1618
The period of performance for each invoice shall be for one calendar month. The Contractor shall submit only one invoice per month per order/contract.
The Government reserves the right to audit, thus; the Contractor shall keep on file all backup support documentation for travels as applicable.
The Contractor’s invoice will be submitted monthly for work performed the prior month. The contractor may invoice only for the hours, travel and unique services used in direct support of the task order. The invoice shall be submitted on official letterhead and shall include the following information at a minimum.
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Client Order ID Number
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ACT Number
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Prompt Payment Discount
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Remittance Address
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Period of Performance for Billing Period
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Point of Contact and Phone Number
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Invoice Amount
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Skill Level Name and Associated Skill Level Number (for T&M or Labor Hour)
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Actual Hours Worked During the Billing Period (for T&M or Labor Hour)
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Clearly indicate both the current invoice’s monthly “burn rate” and the total average monthly “burn rate” (for T&M or Labor Hour)
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Travel Itemized by Individual and Trip (if applicable)
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Supporting documentation for travel including travel approval and receipts (if applicable)
All invoicing shall be done electronically. Password and electronic invoice access may be obtained through the AASBS web portal.
The Invoice and the Status Reports for the applicable billing period shall be entered into the AASBS portal within 5 to 10 calendar days after the end of the month. The Contractor shall submit invoices electronically by logging into the AASBS portal (https://portal.fas.gsa.gov), navigating to the appropriate order, and creating the invoice for that order and attach a copy of invoice, status reports with all required back-up documentation as applicable.
The Contractor shall NOT submit any invoices directly to the GSA Finance Center (neither by mail nor via electronic submission). If the invoices are acceptable, then the Procurement Project Manager and COR will approve them for payment and complete the information in the AASBS portal.
Invoices for final payment must be so identified and submitted within 60 calendar days from task completion and no further charges are to be billed. A copy of the written acceptance of task completion must be attached to final invoices. The contractor shall request for an extension from the COR for final invoices that may exceed the 60-day time frame.
The Government reserves the right to require certification by a COR before payment is processed, if necessary.
The Contractor shall submit a final invoice within 60 calendar days after the end of the performance period. After the final invoice has been paid the Contractor shall furnish a completed and signed Release of Claims (GSA Form 1142) to the Contracting Officer. This release of claims is due within 15 calendar days of final payment.
Upon successful performance, the Contractor and Government may engage in celebratory dance.
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QASP
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Government Roles and Responsibilities