REQUEST FOR QUOTE
TURNKEY IMPLEMENTATION OF AN AVAYA
VOICE OVER THE INTERNET PROTOCOL
SOLUTION FOR EPA OFFICES IN REGIONS 2, 3, 4
TABLE OF CONTENTS
I. CONFLICT OF INTEREST....................................................................................... 5
II. VOIP ENTERPRISE SOLUTION STATEMENT OF WORK .............................. 7
1. Background ................................................................................................................ 7
2. Objective .................................................................................................................... 7
3. Project Management .................................................................................................. 8
4. Requirements ............................................................................................................. 9
A. General Requirements ............................................................................................ 9
B. Pre-Install ............................................................................................................. 11
C. Installation Process .............................................................................................. 12
D. Post-Install ........................................................................................................... 13
E. Support, Problem Resolution, Reporting and Monitoring ................................... 14
F. Reporting.............................................................................................................. 15
G. VoIP System Upgrades ........................................................................................ 16
H. Monitoring ........................................................................................................... 16
I. Hardware Support ................................................................................................ 16
J. Training ................................................................................................................ 16
K. Configuration Management ................................................................................. 17
L. Quality Assurance ................................................................................................ 18
M. Verification ...................................................................................................... 19
N. System Documentation ........................................................................................ 19
O. Security ................................................................................................................ 19
P. Service Level Agreements (SLAs) ...................................................................... 21
Q. Monitoring of SLAs ............................................................................................. 21
R. Chart of Deliverables ........................................................................................... 22
S. Technical Assumptions ........................................................................................ 23
III. TASK ORDER SPECIAL TERMS AND CONDITIONS ..................................... 26
1. Invoicing .................................................................................................................... 26
2. Display Of Epa Office Of Inspector General Hotline Poster (EPAAR 1552.203-71)
(AUG 2000) ..................................................................................................................... 26
3. Printing (EPAAR 1552.208-70) (DEC 2005) ......................................................... 26
4. Contractor Performance Evaluations (EPAAR 1552.209-76) (OCT 2002) ............ 29
5. Compliance With EPA Policies For Information Resources Management (EPAAR
1552.211-79) (APR 2006) Deviation ............................................................................... 32
6. Option To Extend The Term Of The Contract-- Fixed Price (EPAAR 1552.217-77)
(OCT 2000) ...................................................................................................................... 34
7. Social Security Numbers Of Consultants And Certain Sole Proprietors And Privacy
Act StatemenT (EPAAR 1552.224-70) (APR 1984) ....................................................... 34
8. Project Employee Confidentiality Agreement (EPAAR 1552.227-76) (MAY 1994)
ALTERNATE I (JUN 1994) DEVIATION ..................................................................... 34
9. Notice Of Filing Requirements For Agency Protests (EPAAR 1552.233-70) (JUL
1999) ................................................................................................................................ 35
10. Screening Business Information For Claims Of Confidentiality (EPAAR
1552.235-70) (APR 1984) ............................................................................................... 36
11. Treatment Of Confidential Business Information (EPAAR 1552.235-71) (AUG
1993) DEVIATION ......................................................................................................... 37
12. Release Of Contractor Confidential Business Information (EPAAR 1552.235-79)
(MAR 2001) DEVIATION .............................................................................................. 38
13. Access To Confidential Business Information (EPAAR 1552.235-80) (OCT
14. Key Personnel (EPAAR 1552.237-72) (FEB 1995) DEVIATION .................... 40
15. Government - Contractor Relations (JUN 99) (EPAAR 1552.237-76 ................ 41
16. Payment Schedule ................................................................................................ 42
17. Contract Administration Representatives ............................................................ 43
18. Government Property (EPAAR 1552.245-70)..................................................... 44
IV. INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS ................ 50
1. Type of Task Order .................................................................................................. 50
2. Task Order Start Date: ............................................................................................. 50
3. Technical Questions ................................................................................................. 50
4. Site Survey ............................................................................................................... 50
5. Submission Requirements ........................................................................................ 51
6. Technical Plan Instructions ....................................................................................... 55
(A) General Requirements ...................................................................................... 55
(B) Technical Factors ............................................................................................. 56
(1) Technical Capability and Approach............................................................. 56
(2) Corporate Experience................................................................................... 57
(3) Past Performance ......................................................................................... 57
(4) Staffing Plan................................................................................................. 57
(C) Cost/Price Quote .............................................................................................. 58
V. EVALUATION CRITERIA ....................................................................................... 60
1. Technical Capability and Approach......................................................................... 60
2. Corporate Experience............................................................................................... 61
3. Past Performance ..................................................................................................... 61
4. Staffing Plan............................................................................................................. 62
5. Cost/Price Submission ............................................................................................. 62
LIST OF ATTACHMENTS
Attachment A, Site Requirements
Attachment B, Avaya Communication Manager, Release 5.0,
Standard and Optional Features
Attachment C, Local Site ACOTRs Contract List
Attachment D, Pricing Sheet
Attachment E, Site Visit Schedule
Attachment F, Site Survey Questionnaire.
I. CONFLICT OF INTEREST
Any contractor (or member of its team (and/or subcontractor)) having a conflict of
interest as defined under FAR Part 9.5 must identify the conflict as soon as it is
known and provide a recommended mitigation plan. Mitigation plans are required
whenever a competing contractor has had unequal access to non-public
information regarding the EPA requirement and/or competition, or has assisted the
Government in defining the EPA requirements or evaluation criteria. All offerors
shall identify all contracts that they had during the past five years or are currently
performing for EPA (including all offices). Explain whether the continuing
performance of those contracts along with this contract will or will not present
either an apparent or actual organizational conflict of interest (OCI). Further, if a
conflict is identified, offerors must outline a proposed mitigation plan to resolve any
actual or apparent OCI and identify in their quote all their EPA contract employees
and explain how any Organizational Conflict of Interest does not apply or how it will
As a regulatory Agency, US EPA is sensitive to Conflict of Interest and Potential
Conflict of Interest (Refer to Section L); please certify your response accordingly.
CONFLICT OF INTEREST CERTIFICATION
Except as noted elsewhere in the company’s response to this RFQ, the SOW of
this order does not involve any conflict of interests relating to the Contractor’s on-
going or past performance of related activities. Such contractor activities will not
affect the contractor’s judgment and objectivity in performing the contract .
(Signature of Person Authorized to Sign the Submission) DATE
(Printed or Typed Name of Above Person)
Company Tax Identification Number
II. VOIP ENTERPRISE SOLUTION STATEMENT OF
The current voice services environment for the Environmental Protection
Agency has worked well for decades and continues to do so, but its use in
government and industry is being replaced by effective and economical
packet-switched Voice over Internet Protocol (VoIP) methods. The following
illustrates the current state of the EPA’s voice services:
Regions 2, 4, and 5 currently use GSA Centrex technology for voice
services which is no longer viable for contemporary telecommunications,
and cannot be easily integrated with EPA’s IT infrastructure. It is provided
locally by leasing services through GSA with Verizon or other local
Region 3 currently uses legacy PBXs technology which shares most of the
technical limitations outlined above but differ in ownership, control and user
attributes from the telephone company offerings. In either case, EPA's
legacy telephony deployments are a landscape of distributed "islands" of
disparate capability, management and support. Moreover, they do not
provide key capabilities for: (a) comprehensive enhanced voice applications;
(b) applications that integrate voice with data, messaging, video, Web
services and other media/information; and (c) applications utilizing voice
that are consistent/uniform and managed agency-wide and independent of
EPA location. Additionally, the current system does not support an agency-
wide single-numbering plan for dialing.
The purpose of this acquisition is to provide Regions 2, 3, 4, and 5 with a
cost-effective, reliable, and efficient approach to voice communications.
The VoIP managed solution will provide a state-of-the-art voice
communications system that also provides for redundancy and resiliency
that does not exist within the environment today.
The objective of this Statement of Work (SOW) is to provide EPA’s Regions
2, 3, 4 and 5 a VoIP managed service solution with a ―fixed unit price‖ with
Service Level Agreements (SLAs) in place to protect and guarantee the
Agency's critical voice communications.
3. Project Management
The contractor shall provide project management during the
installation/deployment phase only. Project management shall include:
Adhering to the Project Management Plan, submitted as part of the
quote that led to award of this task order, reflecting the tasks and
timeframes for the installation for each location;
defining and confirming with the Agency the project goals and
objectives; identifying how goals will be achieved and quantifying the
resources needed to achieve goals; and
managing the implementation of the technical plan along with
operating and/or implementing 'controls' to ensure that there is
accurate and objective information on 'performance' relative to the
The Program Manager shall have Project Management Professional
certification or 8 – 10 years of equivalent experience. The PM shall
be the task order’s authorized representative for the technical and
administrative performance of all services required under this
solicitation. The PM shall be the first Point of Contact (POC) for
administrative questions and difficulties that arise related to the task
order. The PM shall be the primary contact through which
communications flow between the Government and the Service
Provider (SP). The PM shall be available 9 am to 5 pm local time to
plan, direct, and control the overall management and operational
functions specified herein. The PM shall provide the necessary level
of contract management and administrative oversight to achieve the
requirements of the statement of work. The PM or designated
alternate shall be available during 9 am to 5 pm local time to meet
with the COTR/ACOTR in person or as otherwise agreed upon by the
COTR/ACOTR, to discuss problem areas. After 5pm local time, the
PM or designated alternate shall be available within one hour after
notification to coordinate any necessary actions.
The contractor shall maintain its VoIP business processes to assure the
asset management system (vendor provided) information remains current.
Those processes include:
The contractor shall establish procedures to assure that information about
new and modified equipment/software is reflected in the asset management
system. The contractor shall prepare reports on asset status to validate the
continued use and operation of equipment at each location. The contractor
shall use automated reports to track required maintenance agreement
A. General Requirements
The contractor shall provide the following:
necessary equipment, support for the equipment, ongoing
maintenance of equipment, and monitoring of VoIP and Voice
a solution that utilizes the Agency standard Avaya
architecture capable of full user voice and voice mail
functionality, fail-over between call servers, fail-over/recovery
of any call server or gateway interface, and full featured
redundant Local Survivable Processors (LSP);
architecture in compliance with telecommunications and
industry-approved standards that provides the highest degree
of interoperability and flexibility in an open-system
technician support services as necessary to install the
hardware on-site at all locations. The Contractor technicians
assigned to this project shall be Avaya certified on the
equipment proposed for installation at all locations;
transportation/shipping, delivery, installation, configuration,
set-up, implementation/testing and cut-over of all necessary
servers, gateways, interface cards, and/or other ancillary
hardware as required by the manufacturer and/or the EPA for
the system to function properly per Avaya specifications;
the necessary fields wiring cross connecting of any and all
analog, ISDN, DSL, T-1, BRI, and PRI circuits identified as
part of the functioning system;
the connection and cross connect of all Public Switched
Telephone Network (PSTN) circuits;
the technical support services required to assist the EPA on-
site contractor staff with configuration and support of the EPA
owned video conferencing equipment/connectivity through the
VoIP switch. Upon award, the successful offeror will be
provided with the inventory of EPA owned video-
the set-up and placement of the phone sets (Avaya VoIP
stations) and training documentation in the proper locations
as identified by Regional site(s);
the Avaya Communication Manager telephony application’s
standard and options features found in Attachment (B), Avaya
Communication Manager, Release 5.0 Standard and Optional
Features or the current software level available from Avaya.
(For example, by the time of award the version may be 5.2 or
installed systems that have the capability to have music on
hold (EPA will provide the source);
installed systems with the capability for each site to perform
SIP trunking functions to the PSTN.
Additionally the Contractor shall:
ensure all VoIP systems installed are Section 508
perform engineering and design functions for deployment
of the VoIP solution;
be responsible for the design, architecture,
implementation, and ongoing support of an enterprise-
wide VoIP telecommunications platform for the identified
regions in this SOW; and
provide a call accounting system so that any location shall
have access to call detail information that can be used to
generate reports which are readable and can be imported
to electronic format such as EXCEL.
The contractor shall provide phone sets based on the counts
indicated in Attachment A. The Table below represents the model
numbers of the phones to be provided and the proportional limits for
each Region. For example, a Region requesting 1000 phones would
be limited to 100 Model 9640s, 100 Model 9650Cs and 800 standard
Handset Quantity Limit
Executive handset model No more than 10% of order
Administrative support staff No more than 10% of order
9650C with button modules.
Standard handset model No less than 80% of order
The design of the physical infrastructure will require rack space,
power, cabling, and environmental considerations such as HVAC.
The Contractor shall integrate equipment into existing rack and floor
space and utilize existing equipment and resources whenever
possible. EPA will provide additional rack space, if necessary, at the
site. Category 5 or better horizontal cabling is currently installed or
will be installed by EPA prior to the equipment being deployed. EPA
will be responsible for providing adequate environmental conditioning
and power in the location of the core system equipment and/or any
telecommunications closets (building grounding will be provided to
each cabinet/rack and POE switches will be provided by EPA.).
Once all of the equipment has been received and documented as
received by the contractor and EPA, the contractor shall pre-
configure the equipment according to the implementation plan for
each location. All of the equipment shall have a burn-in period of a
minimum of 24 hours and be fully tested for proper functionality by
the contractor. If any failures occur as determined by the EPA
ACOTRs identified in Attachment C, the contractor shall be
responsible for correcting the problem(s).
For each site, following the pre-configuration the contractor shall:
perform a network assessment of critical elements required to
deploy IP Telephony solution on the Customer's local and
wide area networks;
work with the EPA site ACOTRs to support data
collection/gathering for the programming of the systems for
provide system configuration templates for user stations and
voice end points to the EPA sites to facilitate the information
gathering process for the programming of the VoIP systems
provide system installation check lists that will be used to
verify and confirm the installation has been completed as
work with the site ACOTR to obtain the necessary information
to properly program the new Avaya VoIP systems.;
perform programming of the systems with end user
information, line appearances, dialing plan, phone set button
configurations, and any additional features identified during
the site information gathering process;
perform configuration of voice mailboxes for end users and
any specialty voice mailboxes identified during the information
perform additional/ancillary support/services that shall be
required for the migration of existing voice mail applications
and ACD functions that currently exist on the current site
based voice mail system;
work with the ACOTR to port the existing phone numbers to
the new system;
work with and coordinate with the ACOTR to assist EPA in
performing the integration of the newly installed systems into
the EPA National Voice Mail Gateway.
C. Installation Process
The contractor shall comply with the approved implementation plan
included as part of its quote that reflects the full deployment of all
locations as identified in Attachment A within 120 days after contract
The Contractor shall provide technician support/services as required
to install the hardware on-site at all locations. The Contractor
technicians assigned to this project shall be Avaya certified on the
equipment specified herein.
The contractor shall ensure all new equipment and/or software is
being prepared for introduction into the EPA network. Appropriate
system testing and implementation procedures shall be developed by
the contractor and validated jointly by the EPA ACOTR and the
contractor at each location. This testing will assure that the new
equipment can be successfully introduced into the EPA network
without adverse impacts. The testing procedures will also be used by
the EPA and the contractor to validate the procedures to be used for
future installation/updates of equipment in EPA sites and
The contractor shall implement/provide the following:
IP addressing schema;
device naming convention;
dial plan, detailed gateway configurations;
detailed call processor configuration;
voice mail configuration;
911 emergency services; and
the details of the system monitoring and management
a copy of the user’s manual, the quick reference guide, and
the pocket guide with each phone instrument installed.
Once the equipment is configured, full operational tests shall be
completed by the contractor to assure features are operating as
The newly installed VoIP infrastructure shall be fully tested by the
contractor. This test shall include: internal and external dialing
functionality, voice quality verification, E911 emergency service
functionality, voice mail integration, remote system management
connectivity, power fail transfer, and system redundancy.
EPA will consider voice mail integration operational when users are
able to access voice mail by pressing the ―Voice Mail‖ button on their
IP phone and by calling the voice mail access number from the
During the Post Install phase, the contractor shall work in accordance
with the test and acceptance checklist that was submitted as part of
the RFQ submission and accepted by the Government. Upon
completion of the full system test, the test and acceptance checklist
shall be completed by the contractor. It shall then be presented to the
local ACOTR for acceptance within 30 days. The local ACOTR may
then verify any of the points on the checklist. When the EPA ACOTR
is satisfied that the system is fully functional, he/she will sign the
original checklist and keep the copy.
The contractor shall ensure that local EPA ACOTRs and
telecommunications technicians have access to portions of the
system that allow them to provision phones and voicemail boxes.
E. Support, Problem Resolution, Reporting and Monitoring
The contractor shall provide level two operational support (Levels 1
and 2, as described below. Level 0 is provided by the government)
from 6:30 am to 7:00 pm local time Monday through Friday. The
contractor must be able to provide next business day support for the
VoIP equipment. The contractor personnel shall also provide the
following services and support to the local ACOTR:
Assist in solving Level 1 IP telephony issues
Assist in solving Level 1 network infrastructure issues
Escalate IP telephony and network issues to level two support
Monitor quality of calls, to include gathering real-time statistics
Monitor real time voice traffic and respond to any perceived
system quality issues in a proactive manner
Monitor and measure voice traffic of local area network at
each Region and laboratory
Monitor the IP Telephony system including the system
interfaces to the PSTN, routers, and switches
Perform backups of the VoIP media servers to ensure
redundancy and reliability
Perform system software updates to ensure reliability,
security, and the highest level of service possible
The three level support structures will provide post-install technical
support which will include both the contractor and EPA technical and
ACOTR staff for the specific site. It will be a tiered approach as
Level 0 – This will consist of local EPA call center/helpdesk
technicians who answer the initial problem report phone call, gather
the customer information, open a trouble ticket, and route the ticket to
the appropriate group for resolution. This group will also call the
customer after the ticket has been resolved to verify that the problem
has been resolved.
Level 1 – This level of support is performed by the local onsite
EPA ACOTRs. These individuals will be responsible for routine tasks
including moving phones within locations, adding new phones to the
system, and making changes to existing phones. More difficult
problems will be escalated to the Level 2 Support Group. As noted
above, some support may be required at this level.
Level 2 –the contractor shall determine the resolution to any
issues that the Level 1 group was unable to resolve. They shall then
advise and monitor the implementation of the resolution by the Level
1 personnel responsible for the ticket.
Upon resolution of any ticket, the contractor shall document the ticket
and mark the ticket as resolved. The contractor shall then route the
closed ticket information back to the Level 0 group for verification
with the customer and closing of the ticket.
The contractor shall be responsible for generating the following
internal reports and documentation from their supported and
managed online system either through electronic access or in
hardcopy as requested by the EPA
Monthly system traffic and network usage reports to include
overall utilization, and peak and average usage
Status reports which include counts of software, hardware,
firmware patches and updates performed.
Monthly trouble ticket reports and resolution times including
hardware and/or software failures
Monthly IP Telephony up time and call quality reports including
performance measurement for routing and call management.
G. VoIP System Upgrades
The VoIP equipment provided by the contractor at each location shall
be scalable and have the ability to increase subscriber capacity by
adding modular components to the system allowing the flexibility to
change the location’s composition with minimal down time and
administrative configurations changes.
The contactor shall provide system upgrades as necessary based on;
traffic studies which the contractor performs that adhere to current
telecommunication industry standards, and interface with EPA
technical personnel to plan those upgrades to the VoIP network.
When equipment in whole or in part reaches its normal ―end of life‖
as prescribed and determined by current telecommunication industry
standards, it shall be replaced by the contractor at no charge.
The contractor shall remotely monitor the VoIP systems at all
locations 24 hours per day, seven (7) days per week and report any
and all issues to the COTR and the site appropriate ACOTR as soon
as any service affecting problem is identified.
I. Hardware Support
Preventive Maintenance: The contractor shall be responsible for
preventive maintenance and shall supply a test plan prior to any
upgrades that conforms to existing technical change management
policies and procedures. The test plan is due prior to the upgrade
implementation and shall include a complete fallback scenario. The
contractor shall contact the local ACOTR at least 7 days in advance
to schedule the work during non-business hours and get approval
from the ACOTR before any work is performed.
(A) End-user Training
Training shall be incorporated into the implementation of each site.
The contractor shall train end-users to use the new system as each
site is brought online. The contractor shall work with each site to
schedule classes with no more than 20 students. The total number
of students for all sites will be approximately 6,500-6,600. The
contractor shall provide class copies (to be used at each training
class) of the user’s manual, the quick reference guide, and the
pocket guide for each student to reference during the training.
The contractor shall provide training to end-users, technical support
staff and ACOTRs in space provided by EPA. The training shall be
conducted in one hour classes with on-site EPA staff but shall be
completed prior to the installation of the new system and will conduct
follow up sessions within 2 business days following the deployment
for each location. User level training topics shall include basic phone
usage and advanced phone features, user voice mail access, and
usage of the online audio conference bridge and collaboration
service. Basic features include but are not limited to; button layout,
dialing, system directory usage, and soft key functions. Advanced
features include but are not limited to; ad-hoc conferencing, voice
mail, call hold, call transfer, Call Park, phone ringer settings, volume
controls, and services options.
(B) System Administrator Training
The contractor shall also provide System Administration training to
EPA technical support staff and ACOTRs as designated by EPA for
each location that shall be responsible for on-site user support. This
training shall not exceed two days (16 hours). The ACOTRs and
technical support staff shall receive hands-on training so that day-to-
day functions like moves, adds and changes can be performed on-
site easily with a minimum impact to the user community.
K. Configuration Management
The contractor shall provide, implement, and maintain a
Configuration Management process to ensure control over the VoIP
systems at each location. The contractor shall use a change
approval process as well as maintain documentation for approved
configurations and changes at each site.
A VoIP Change Control Board (CCB) composed of EPA personnel
will be established to review and approve initial implementation plans
and any subsequent upgrades and changes. Change control plans
submitted by the contractor shall include the following:
Detailed description of the proposed installation/change,
including timing (begin, duration, etc.)
Description of the anticipated impacts on the network and
Backup plans for assuring complete recovery in the event a
problem is encountered during the installation/change process
and back out is required.
The VoIP CCB will convene to review and approve implementation
plans and any subsequent upgrades and changes on an ―as
required‖ basis, to support timely VoIP rollout and system upgrade
activities. The contractor shall coordinate approved installations and
changes with the appropriate site ACOTRs to establish priorities and
timing for making the approved changes.
The configuration management process shall be used by the
contractor to document the initial implementation for each site and all
approved changes. As equipment is installed at each location,
configuration information and drawings shall be updated and stored
by the contractor in a secure location. Subsequent software and
hardware changes or upgrades shall be documented by the
contractor and versioned to maintain strict configuration control and
L. Quality Assurance
The contractor shall use its quality assurance (QA) procedures to
assure VoIP installations and update/changes are completed
successfully. At a minimum, the QA process shall include
development and implementation of comprehensive test and
implementation plans and procedures as well as
verification/validation of the actual implementation.
The contractor shall adhere to the Government accepted Quality
Control Plan (QCP) submitted as part of its quote. The purpose of the
QCP is to provide the quality control methodology, processes,
techniques, and tools that will result in meeting or exceeding the
performance requirements in accordance with the SOW. The QCP
shall delineate a quality control program that is prevention-based and
an approach to consumer satisfaction that is positive. At a minimum,
the QCP shall address the following:
Approach and ability to ensure accomplishment of each
element in the SOW;
For each major task, including (as appropriate): use of
subcontractors, phase-in/phase-out plans, and other task
Approach and ability to ensure accomplishment of each
element in the SOW.
To verify the actual initial implementations and changes/upgrades,
the contractor shall use the installation checklists developed
previously. The contractor, working with the local EPA ACOTR, shall
also use remote testing techniques to verify implementation of
patches and software upgrades prior to finalizing the changes to
configuration management documentation.
N. System Documentation
The contractor shall be responsible for creating and maintaining
accurate system documentation. Documentation shall include
connection and port information, configuration details, and
schematics. It must detail the Local VoIP System, local connections
to the PSTN, and interfaces to the data network. The contractor shall
maintain an on-going, updated set of documentation as work
proceeds throughout the installation for each location and provide the
documentation to the site ACOTR within 30 days of the completed
installation. The contractor shall incorporate the documentation
package created for each site into a final enterprise-wide system
documentation package upon completion of all site installations. This
documentation package shall be submitted to the COTR for
acceptance. The contractor shall update this enterprise-wide
documentation package at least monthly or as changes occur and
provide it to the EPA COTR.
The contractor shall assure that the VoIP system is operated in a
secure fashion and in accordance with all EPA security requirements.
The contractor shall develop and deliver, 60 calendar days after
acceptance of the system by the EPA ACOTR for each location, a
Security Plan that describes the contractor’s strategy and detailed
approach to meeting security requirements. The Security Plan shall
be in compliance with National Institute of Standards and Technology
(NIST) Standard 800.18, other applicable NIST security standards,
and adhere to EPA’s security policy and procedures. The contractor
shall provide the following security services:
1) Incident Reporting
The contractor shall document and notify, in writing, the
COTR, and site ACOTRs of the identified security incident(s).
If there is a loss of Personally Identifiable Information (PII),
notification must be made within one (1) hour); and
2) Incident Handling
The contractor shall:
take appropriate actions to remedy or isolate the
incident in accordance with the Computer Security
Incident Response Capability (CSIRC) guidelines;
report, in writing, the resolution(s) to the local ACOTR;
make recommendations to the local ACOTR concerning
possible changes to policies and procedures to
minimize security vulnerabilities.
3) Virus Protection
The contractor shall:
ensure that supported equipment is protected by the
latest version of SAV software (or successor
application) and virus definition files; and
make recommendations to the local ACOTR concerning
possible changes to further protect EPA from viruses,
worms, Trojan Horses and other malicious attacks.
4) Patch Management
The contractor shall:
ensure that supported equipment is protected by the
latest CSIRC-approved security patches;
report the status of patch deployment to the local
make recommendations to the local ACOTR concerning
possible changes to further protect supported
ensure all systems have appropriate protections in
place such as anti-virus protection and security
log, track, document and uniquely identify all security
issues and incidents; and
review security procedures and recommend practices
to reduce and/or eliminate security vulnerabilities.
P. Service Level Agreements (SLAs)
The contractor shall maintain an established maintenance schedule
to achieve SLAs. The contractor shall work with the site ACOTRs to
establish a maintenance schedule that is flexible, minimizing the
chance of service disruptions. The contractor shall work with EPA’s
existing technical change management policies and procedures to
minimize any potential risks associated with preventive maintenance.
At a minimum, Service Level Agreements shall contain the following:
Table P.1: Service Level Agreements
SLA Notional EPA Methods of
System monitoring and
>99.995% review of monthly reports by
Random sampling survey of
Response to >90.0% response
calls received conducted by
VOIP Problems within 4 hours
Voice Messaging System monitoring and
System >99.5% review of monthly reports by
Availability EPA ACOTR
Q. Monitoring of SLAs
In addition to the surveillance methods to be performed by EPA as
set forth in the preceding section, the contractor shall monitor
performance of adherence to these SLAs on a monthly basis and
provide a report monthly or as requested by EPA to the ACOTR for
review to verify SLAs are being met. The contractor shall perform a
Root Cause Analysis for each missed SLA, report findings and
develop an action plan within two (2) business days of the failure to
eliminate or substantially minimize the probability of subsequent
R. Chart of Deliverables
Deliverable Recipient Copies Media Due Date
System COTR and One for each Hard copy 30 days after
Documentation site ACOTR site plus one completion of site
of each for installation
Completed COTR and One for each Electronic copy Within 30 days upon
Test and ACOTRs recipient with hard copy completion of full
Acceptance available upon system test
Monthly COTR and One for each Electronic copy As requested by the
System Traffic ACOTRs site ACOTR with hard copy COTR/ACOTR
and Network and the available upon
Usage Reports COTR request
Status Reports COTR and One for each Electronic copy As requested by the
ACOTRs site ACOTR with hard copy COTR/ACOTR
and the available upon
Monthly COTR and One for each Electronic copy As requested by the
Trouble Ticket ACOTRs site ACOTR with hard copy COTR/ACOTR
Reports and the available upon
Monthly IP COTR and One for each Electronic copy As requested by the
Telephony Up ACOTRs site ACOTR with hard copy COTR/ACOTR
Time and Call and the available upon
Quality COTR request
Upgrade Test COTR and One for each Electronic copy At least 7 days prior
Plan ACOTRs site ACOTR with hard copy to the request for
and the available upon upgrade.
User’s EPA End- One for each Hard Copy Upon installation of
manual, quick Users VoIP the VoIP
reference Equipment Equipment station
guide, and Station
Asset Status COTR and One for each Electronic copy On request by EPA
ACOTR SA and with hard copy
Project available upon
Configuration COTR and One for each Hard copy After equipment is
Information ACOTR ACOTR and installed initially at
and Drawings the ACOTR each location and
Change COTR and One per Electronic copy At the conclusion of
Control ACTORs person with hard copy the Installation
Plan(s) available upon Phase and within 5
request days of making
Quality COTR and One for each Electronic copy By conclusion of
Control Plan ACTORs site ACOTR with hard copy Pre-Install Phase
(QCP) and the available upon
Security Plan COTR and One for each Hard copy 60 calendar days
ACOTR for COTR and after acceptance of
each location ACOTR the system by the
EPA ACOTR and
ACOTR for each
System COTR site One for eachElectronic copy By conclusion of
Configuration ACOTRs for COTR and with hard copy Pre-Install Phase
Templates each location ACOTR available upon
System ACOTR for One for the Electronic copy By conclustion of
Installation each location COTR and with hard copy Pre-Install Phase
Checklists and the COTR each ACOTR available upon
Service Level COTR and site One for the Electronic copy On request by EPA
Agreement ACOTR COTR and with hard copy
Reports each ACOTR available upon
S. Technical Assumptions
1. EPA will provide within all facilities, infrastructure cabling in good working
condition, including a minimum of Category 5 cabling, and capable of
supporting 100 Mps to the desktop, all within EPA Wiring Guidelines.
2. EPA will provide connectivity to the local EPA network at each location.
3. EPA will provide all circuits necessary for connection of the new system to the
4. EPA will provide all Designated Agency Representative duties necessary for all
5. All EPA sites will provide appropriate access to the work areas and facilities
from the hours of 8:00 am to 4:30 pm Monday through Friday.
6. All EPA sites will provide access for deliveries to the facilities from the hours of
9:00 am to 3:00 pm Monday through Friday. If necessary, EPA site staff with
coordinate with other Federal Agencies or Building Owners as necessary to
7. EPA will ensure facility requirements are met prior to the work start date per the
contractor provided implementation schedule. This will include any necessary
infrastructure cabling, rack space, ventilation, and UPS power.
8. EPA will provide Telecommunication Ground Bus-bar (TGB) attached to
building ground in each LAN closet and the computer room.
9. EPA will make available sufficient dry and secure storage space at each facility
to allow ready access to project materials prior to installation start.
10. EPA will provide access to elevators and coordinate their use with the other
tenants or building owners for equipment movement.
11. EPA will provide trash dumpsters to remove debris from the site, as well as
have the dumpsters removed and replaced to prevent trash overflow.
12. Access to all telecom closets, computer rooms and other works areas will be
provided for the duration of any installation phase and cutovers which will
include nights and weekends.
13. EPA will provide the contractor with local and National change control
processes which must be adhered to by the contractor.
14. This SOW takes into account the current Federal Communications Commission
(FCC) regulations in existence.
15. EPA will provide the IP addressing scheme, device naming convention, dial
plan, voice mail configuration, 911 emergency service information, and end-
user specific data for the configuration of specific data.
16. EPA will be responsible for the voice mail system back ups for their respective
III. TASK ORDER SPECIAL TERMS AND CONDITIONS
The contractor shall submit its first invoice for payment after all systems for all sites
are installed and accepted by the site ACOTRs. Thereafter, the contractor shall
invoice on a monthly basis for service.
Invoices shall be submitted to:
U.S. Environmental Protection Agency
RTP-Finance Center (D143-02)
109 T.W. Alexander Drive
Durham, NC 27711
with a copy to the contracting officer, the COTR and each ACOTR. Backup
information provided with the invoices shall be sufficient to determine the amount
of invoiced dollars by region.
2. Display Of Epa Office Of Inspector General Hotline Poster (EPAAR
1552.203-71) (AUG 2000)
(a) For EPA contracts valued at $1,000,000 or more including all contract
options, the contractor shall prominently display EPA Office of Inspector General
Hotline posters in contractor facilities where the work is performed under the
(b) Office of Inspector General hotline posters may be obtained from the EPA
Office of Inspector General, ATTN: OIG Hotline (2443), 1200 Pennsylvania
Avenue, NW, Washington, DC 20460, or by calling 1-888-546-8740.
(c) The Contractor need not comply with paragraph (a) of this clause if it has
established a mechanism, such as a hotline, by which employees may report
suspected instances of improper conduct, and provided instructions that
encourage employees to make such reports.
3. Printing (EPAAR 1552.208-70) (DEC 2005)
―Printing‖ is the process of composition, plate making, presswork, binding and
microform; or the end items produced by such processes and equipment. Printing
services include newsletter production and periodicals which are prohibited under
―Composition‖ applies to the setting of type by hot-metal casting, photo
typesetting, or electronic character generating devices for the purpose of producing
camera copy, negatives, a plate or image to be used in the production of printing or
―Camera copy‖ (or ―camera-ready copy‖) is a final document
suitable for printing/duplication.
―Desktop Publishing‖ is a method of composition using computers with the final
output or generation of camera copy done by a color inkjet or color laser printer.
This is not considered ―printing.‖ However, if the output from desktop publishing is
being sent to a typesetting device (i.e., Linotronic) with camera copy being
produced in either paper or negative format, these services are considered
―Microform‖ is any product produced in a miniaturized image format, for mass or
general distribution and as a substitute for conventionally printed material.
Microform services are classified as printing services and includes microfiche and
microfilm. The contractor may make up to two sets of microform files for archival
purposes at the end of the contract period of performance.
―Duplication‖ means the making of copies on photocopy machines employing
electrostatic, thermal, or other processes without using an intermediary such as a
negative or plate.
―Requirement‖ means an individual photocopying task. (There may be multiple
requirements under a Work Assignment or Delivery Order. Each requirement
would be subject to the photocopying limitation of 5,000 copies of one page or
25,000 copies of multiple pages in the aggregate per requirement).
―Incidental‖ means a draft and/or proofed document (not a final document) that
is not prohibited from printing under EPA contracts.
(1) The contractor shall not engage in, nor subcontract for, any printing in
connection with the performance of work under this contract. Duplication of more
than 5,000 copies of one page or more than 25,000 copies of multiple pages in the
aggregate per requirement constitutes printing. The intent of the limitation is
eliminate duplication of final documents.
(2) In compliance with EPA Order 2200.4a, EPA Publication Review
Procedure, the Office of Communications, Education, and Media Relations is
responsible for the review of materials generated under a contract published or
issued by the Agency under a contract intended for release to the public.
(c) Affirmative Requirements.
(1) Unless otherwise directed by the contracting officer, the contractor shall
use double-sided copying to produce any progress report, draft report or final
(2) Unless otherwise directed by the contracting officer, the contractor shall
use recycled paper for reports delivered to the Agency which meet the minimum
content standards for paper and paper products as set forth in EPA's Web site for
the Comprehensive Procurement Guidelines at: http://www.epa.gov/cpg/.
(d) Permitted Contractor Activities.
(1) The prohibitions contained in paragraph (b) do not preclude writing,
editing, or preparing manuscript copy, or preparing related illustrative material to a
final document (camera-ready copy) using desktop publishing.
(2) The contractor may perform a requirement involving the duplication of less
than 5,000 copies of only one page, or less than 25,000 copies of multiple pages in
the aggregate, using one color (black), such pages shall not exceed the maximum
image size of 10 3/4 by 14 1/4 inches, or 11 by 17 paper stock. Duplication
services below these thresholds are not considered printing. If performance of the
contract will require duplication in excess of these thresholds, contractors must
immediately notify the contracting
officer in writing. The contracting officer must obtain a waiver from the
U. S. Congress Joint Committee on Printing if it is deemed appropriate to exceed
the duplication thresholds. Duplication services of ―incidentals‖ in excess of the
thresholds, are allowable.
(3) The contractor may perform a requirement involving the multi-color
duplication of no more than 100 pages in the aggregate using color copier
technology, such pages shall not exceed the maximum image size of 10 3/4 by
14 1/4 inches, or 11 by 17 paper stock. Duplication services below these
thresholds are not considered printing. If performance of the contract will require
duplication in excess of these limits, contractors must immediately notify the
contracting officer in writing. The contracting officer must obtain a waiver from the
U. S. Congress Joint Committee on Printing.
(4) The contractor may perform the duplication of no more than a total of 100
diskettes or CD-ROM's. Duplication services below these thresholds are not
considered printing. If performance of the contract will require duplication in
excess of these thresholds, contractors must immediately notify the contracting
officer in writing. The contracting officer must obtain a waiver from the U. S.
Congress Joint Committee on Printing.
The contractor may not engage in, nor subcontract for, any printing in
connection with the performance of work under the contract. The cost of any
printing services in violation of this clause will be disallowed, or not accepted by
(f) Flowdown Provision.
The contractor shall include in each subcontract which may involve a
requirement for any printing/duplicating/copying a provision substantially the same
as this clause.
for well drilling, fence erecting, plumbing, utility hookups, security guard services,
or electrical services, provisions which shall conform substantially to the language
of this clause, including this paragraph (e), unless otherwise authorized by the
4. Contractor Performance Evaluations (EPAAR 1552.209-76) (OCT 2002)
The contracting officer shall complete a Contractor Performance Report (Report)
within ninety (90) business days after the end of each 12 months of contract
performance (interim Report) or after the last 12 months (or less) of contract
performance (final Report) in accordance with EPAAR 1509.170-5. The contractor
shall be evaluated based on the following ratings:
0 = Unsatisfactory,
1 = Poor,
2 = Fair,
3 = Good,
4 = Excellent,
5 = Outstanding,
N/A = Not Applicable.
The contractor may be evaluated based on the following performance categories:
Timeliness of Performance,
Compliance with Labor Standards,
Compliance with Safety Standards, and
Meeting Small Disadvantaged Business Subcontracting Requirements.
(a) The contracting officer shall initiate the process for completing interim
Reports within five (5) business days after the end of each 12 months of contract
performance by requesting the project officer to evaluate contractor performance
for the interim Report. In addition, the contracting officer shall initiate the process
for completing final Reports within five (5) business days after the last 12 months
(or less) of contract performance by requesting the project officer to evaluate
contractor performance for the final Report. The final Report shall cover the last 12
months (or less) of contract performance. Within thirty (30) business days after the
project officer receives a request from the contracting officer to complete an
evaluation, the project officer shall:
(1) Complete a description of the contract requirements;
(2) Evaluate contractor performance and assign a rating for quality, cost
control, timeliness of performance, compliance with labor standards, and
compliance with safety standards performance categories (including a narrative for
(3) Provide any information regarding subcontracts, key personnel, and
(4) Assign a recommended rating for the business relations performance
category (including a narrative for the rating); and
(5) Provide additional information appropriate for the evaluation or future
(b) The contracting officer shall:
(1) Ensure the accuracy of the project officer's evaluation by verifying that the
information in the contract file corresponds with the designated project officer's
(2) Assign a rating for the business relations and meeting small
disadvantaged business subcontracting requirements performance categories
(including a narrative for each rating).
(3) Concur with or revise the project officer's ratings after consultation with
the project officer;
(4) Provide any additional information concerning the quality, cost control,
timeliness of performance, compliance with labor standards, and compliance with
safety standards performance categories if deemed appropriate for the evaluation
or future evaluations (if any), and provide any information regarding subcontracts,
key personnel, and customer satisfaction; and
(5) Forward the Report to the contractor within ten (10) business days after
the contracting officer receives the project officer's evaluation.
(c) The contractor shall be granted thirty (30) business days from the date of the
contractor's receipt of the Report to review and provide a response to the
contracting officer regarding the contents of the Report. The contractor shall:
(1) Review the Report;
(2) Provide a response (if any) to the contracting officer on company letter
head or electronically;
(3) Complete contractor representation information; and
(4) Forward the Report to the contracting officer within the designated thirty
(30) business days.
(d) The contractor's response to the Report may include written comments,
rebuttals (disagreements), or additional information. If the contractor does not
respond to the Report within the designated thirty (30) business days, the specified
ratings in the Report are deemed appropriate for the evaluation period. In this
instance, the contracting officer shall complete the Agency review and sign the
Report within three (3) business days after expiration of the specified 30 business
(e) If the contractor submits comments, rebuttals (disagreements), or additional
information to the contracting officer which contests the ratings, the contracting
officer, in consultation with the project officer, shall initially try to resolve the
disagreement(s) with the contractor.
(f) If the disagreement(s) is (are) not resolved between the contractor and the
contracting officer, the contracting officer shall provide a written recommendation
to one level above the contracting officer for resolution as promptly as possible, but
no later than five (5) business days after the contracting officer is made aware that
the disagreement(s) has (have) not been resolved with the contractor. The
individual who is one level above the
contracting officer shall:
(1) Review the contracting officer's written recommendation; and
(2) Provide a written determination to the contracting officer for summary
ratings (ultimate conclusion for ratings pertaining to the performance period being
evaluated) within five (5) business days after the individual one level above the
contracting officer receives the contracting officer's written recommendation.
(g) If the disagreement is resolved, the contracting officer shall complete the
Agency review and sign the Report within three (3) business days after
(h) The contracting officer shall complete the Agency review and sign the Report
within three (3) business days after the contracting officer receives a written
determination for summary ratings from one level above the contracting officer.
(i) An interim or final Report is considered completed after the contracting officer
signs the Report. The contracting officer must provide a copy of completed Reports
(interim and final) to the contractor within two (2) business days after completion.
5. Compliance With EPA Policies For Information Resources Management
(EPAAR 1552.211-79) (APR 2006) Deviation
(a) Definition. Information Resources Management (IRM) is defined as any
planning, budgeting, organizing, directing, training, promoting, controlling, and
managing activities associated with the burden, collection, creation, use and
dissemination of information. IRM includes both information itself, and the
management of information and related resources such as personnel, equipment,
funds, and technology. Examples of these services include but are not limited to
(1) The acquisition, creation, or modification of a computer program or
automated data base for delivery to EPA or use by EPA or contractors operating
(2) The analysis of requirements for, study of the feasibility of, evaluation of
alternatives for, or design and development of a computer program or automated
data base for use by EPA or contractors operating EPA programs.
(3) Services that provide EPA personnel access to or use of computer or
word processing equipment, software, or related services.
(4) Services that provide EPA personnel access to or use of: Data
communications; electronic messaging services or capabilities; electronic bulletin
boards, or other forms of electronic information dissemination; electronic record-
keeping; or any other automated information services.
(5) Services that are subject to the Brooks Act of 1965, as amended (Pub. L.
(b) General. The Contractor shall perform any IRM related work under this
contract in accordance with the IRM policies, standards and procedures set forth in
this clause and noted below. Upon receipt of a work request (i.e. delivery order or
work assignment), the Contractor shall check this listing of directives (see
paragraph (d) for electronic access). The applicable directives for performance of
the work request are those in effect on the date of issuance of the work request.
(1) IRM Policies, Standards and Procedures. The 2100 Series (2100-2199)
of the Agency's Directive System contains the majority of the Agency's IRM
policies, standards and procedures.
(2) Groundwater Program IRM Requirement. A contractor performing any
work related to collecting Groundwater data; or developing or enhancing data
bases containing Groundwater quality data shall comply with EPA Order 7500.1A -
Minimum Set of Data Elements for Groundwater.
(3) Enterprise Architecture (EA). Contractors performing IRM activities on
behalf of the Agency shall conform with EPA’s Enterprise Architecture as specified
in EPA’s EA Status Report found on EPA’s internet website -
(4) Earned Value Management (EVM). Contractors performing IRM activities
on behalf of the Agency shall conform to EPA’s Earned Value Management
Systems requirements, shall be in compliance with the ANSI/EIA Standard 748-A,
and shall conform to all EPA governing documents associated with EPA’s
Information Technology (IT) infrastructure. EPA’s EVM Procedures, dated
December 30, 2004, includes all the requirements for this paragraph and may be
found on EPA’s internet website - http://www.epa.gov/docs/irmpoli8.
(c) Printed Documents. Documents listed in (b)(1) and (b)(2) may be obtained
U.S. Environmental Protection Agency
Office of Administration
Facilities Management and Services Division
Mail Code: 3204M
Ariel Rios Building
1200 Pennsylvania Avenue, N.W.
Washington, D.C. 20460
Phone: (202) 564-9629
(d) Electronic Access.
(1) Internet. A complete listing, including full text, of documents included in
the 2100 Series of the Agency's Directive System, as well as the two other EPA
documents noted in this clause, is maintained on the EPA Public Access Server on
the Internet. Gopher Access: gopher.epa.gov is the address to access the EPA
Gopher. Select `menu keyword search' from the menu and search on the term
`IRM Policy'. Look for IRM Policy, Standards and Guidance. World Wide Web
Access: http://www.epa.gov is the address for the EPA's www homepage. From
the homepage, search on the term `IRM Policy' and look for IRM Policy, Standards
(2) Dial-Up Modem. All documents, including the listing, are available for
browsing and electronic download through a dial-up modem. Dial (919) 558-0335
for access to the menu that contains the listing for EPA policies. Set the
communication parameters to 8 data bits, no parity, 1 stop bit (8,N,1) Full Duplex,
and the emulator to VT-100. The information is the same whether accessed
through dial-up or the Internet. For technical assistance, call 1-800-334-2405.
6. Option To Extend The Term Of The Contract-- Fixed Price (EPAAR
1552.217-77) (OCT 2000)
The Government has the option to extend the term of this contract for three
additional period(s). If more than thirty (30) days remain in the contract period of
performance, the Government, without prior written notification, may exercise this
option by issuing a contract modification. To exercise this option within the last
thirty (30) days of the period of performance, the Government must provide to the
Contractor written notification prior to that last thirty (30)-day period. This
preliminary notification does not commit the Government to exercising the option.
Use of an option will result in the following contract modifications:
(a) The ―Period of Performance‖ clause will be amended as follows to cover the
Base and Option Periods:
Period Period of Performance
Option Period 1 Twelve months after expiration of the base period
Option Period 2 Twelve months after expiration of the option period 1
Option Period 3 Twelve months after expiration of the option period 2
(b) During the option period(s) the Contractor shall provide the services set forth
in the Statement of Work, except for those services which are only applicable to
the base period, such as the Pre-Install, Installation and Post-Install.
7. Social Security Numbers Of Consultants And Certain Sole Proprietors
And Privacy Act StatemenT (EPAAR 1552.224-70) (APR 1984)
(a) Section 6041 of Title 26 of the U.S. Code requires EPA to file Internal
Revenue Service (IRS) Form 1099 with respect to individuals who receive
payments from EPA under purchase orders or contracts. Section 6109 of Title 26
of the U.S. Code authorizes collection by EPA of the social security numbers of
such individuals for the purpose of filing IRS Form 1099. Social security numbers
obtained for this purpose will be used by EPA for the sole purpose of filing IRS
Form 1099 in compliance with Section 6041 of Title 26 of the U.S. Code.
(b) If the offeror or quoter is an individual, consultant, or sole proprietor and has
no Employer Identification Number, insert the offeror's or quoter's social security
number on the following line.
8. Project Employee Confidentiality Agreement (EPAAR 1552.227-76) (MAY
1994) ALTERNATE I (JUN 1994) DEVIATION
(a) The Contractor recognizes that Contractor employees in performing this
contract may have access to data, either provided by the Government or first
generated during contract performance, of a sensitive nature which should not be
released to the public without Environmental Protection Agency (EPA) approval.
Therefore, the Contractor agrees to obtain confidentiality agreements from all of its
employees working on requirements under this contract.
(b) Such agreements shall contain provisions which stipulate that each employee
agrees that the employee will not disclose, either in whole or in part, to any entity
external to EPA, the Department of Justice, or the Contractor, any information or
data (as defined in FAR Section 27.401) provided by the Government or first
generated by the Contractor under this contract, any site-specific cost information,
or any enforcement strategy without first obtaining the written permission of the
EPA Contracting Officer. If a contractor, through an employee or otherwise, is
subpoenaed to testify or produce documents, which could result in such disclosure,
the Contractor must provide immediate advance notification to the EPA so that the
EPA can authorize such disclosure or have the opportunity to take action to
prevent such disclosure. Such agreements shall be effective for the life of the
contract and for a period of five (5) years after completion of the contract.
(c) The EPA may terminate this contract for convenience, in whole or in part, if it
deems such termination necessary to prevent the unauthorized disclosure of
information to outside entities. If such a disclosure occurs without the written
permission of the EPA Contracting Officer, the Government may terminate the
contract, for default or convenience, or pursue other remedies as may be permitted
by law or this contract.
(d) The Contractor agrees to insert in any subcontract or consultant agreement
placed hereunder provisions which shall conform substantially to the language of
this clause, including this paragraph (d), unless otherwise authorized by the
9. Notice Of Filing Requirements For Agency Protests (EPAAR 1552.233-
70) (JUL 1999)
Agency protests must be filed with the Contracting Officer in accordance with
the requirements of FAR 33.103(d) and (e). Within 10 calendar days after receipt
of an adverse Contracting Officer decision, the protester may submit a written
request for an independent review by the Head of the Contracting Activity. This
independent review is available only as an appeal of a Contracting Officer decision
on a protest. Accordingly, as provided in 4 CFR 21.2(a)(3), any protest to the GAO
must be filed within 10 days of knowledge of the initial adverse Agency action.
10. Screening Business Information For Claims Of Confidentiality (EPAAR
1552.235-70) (APR 1984)
(a) Whenever collecting information under this contract, the Contractor agrees to
comply with the following requirements:
(1) If the Contractor collects information from public sources, such as books,
reports, journals, periodicals, public records, or other sources that are available to
the public without restriction, the Contractor shall submit a list of these sources to
the appropriate program office at the time the information is initially submitted to
EPA. The Contractor shall identify the information according to source.
(2) If the Contractor collects information from a State or local Government or
from a Federal agency, the Contractor shall submit a list of these sources to the
appropriate program office at the time the information is initially submitted to EPA.
The Contractor shall identify the information according to source.
(3) If the Contractor collects information directly from a business or from a
source that represents a business or businesses, such as a trade association:
(i) Before asking for the information, the Contractor shall identify itself,
explain that it is performing contractual work for the Environmental Protection
Agency, identify the information that it is seeking to collect, explain what will be
done with the information, and give the following notice:
(A) You may, if you desire, assert a business confidentiality claim covering
part or all of the information. If you do assert a claim, the information will be
disclosed by EPA only to the extent, and by means of the procedures, set forth in
40 CFR Part 2, Subpart B.
(B) If no such claim is made at the time this information is received by the
Contractor, it may be made available to the public by the Environmental Protection
Agency without further notice to you.
(C) The Contractor shall, in accordance with FAR Part 9, execute a written
agreement regarding the limitations of the use of this information and forward a
copy of the agreement to the Contracting Officer.
(ii) Upon receiving the information, the Contractor shall make a written
notation that the notice set out above was given to the source, by whom, in what
form, and on what date.
(iii) At the time the Contractor initially submits the information to the
appropriate program office, the Contractor shall submit a list of these sources,
identify the information according to source, and indicate whether the source made
any confidentiality claim and the nature and extent of the claim.
(b) The Contractor shall keep all information collected from nonpublic sources
confidential in accordance with the clause in this contract entitled "Treatment of
Confidential Business Information" as if it had been furnished to the Contractor by
(c) The Contractor agrees to obtain the written consent of the Contracting Officer,
after a written determination by the appropriate program office, prior to entering
into any subcontract that will require the subcontractor to collect information. The
Contractor agrees to include this clause, including this paragraph (c), and the
clause entitled "Treatment of Confidential Business Information" in all subcontracts
awarded pursuant to this contract that require the subcontractor to collect
11. Treatment Of Confidential Business Information (EPAAR 1552.235-71)
(AUG 1993) DEVIATION
(a) The Project Officer (PO) or his/her designee, after a written determination by
the appropriate program office, may disclose confidential business information
(CBI) to the Contractor necessary to carry out the work required under this
contract. The Contractor agrees to use the CBI only under the following
(1) The Contractor and Contractor's employees shall: (i) use the CBI only for
the purposes of carrying out the work required by the contract; (ii) not disclose the
information to anyone other than properly cleared EPA employees without the prior
written approval of the Assistant General Counsel for Contracts and Information
Law; and (iii) return the CBI to the PO or his/her designee, whenever the
information is no longer required by the Contractor for performance of the work
required by the contract, or upon completion of the contract.
(2) The Contractor shall obtain a written agreement to honor the above
limitations from each of the Contractor's employees who will have access to the
information before the employee is allowed access.
(3) The Contractor agrees that these contract conditions concerning the use
and disclosure of CBI are included for the benefit of, and shall be enforceable by,
both EPA and any affected businesses having a proprietary interest in the
(4) The Contractor shall not use any CBI supplied by EPA or obtained during
performance hereunder to compete with any business to which the CBI relates.
(b) The Contractor agrees to obtain the written consent of the CO, after a written
determination by the appropriate program office, prior to entering into any
subcontract that will involve the disclosure of CBI by the Contractor to the
subcontractor. The Contractor agrees to include this clause, including this
paragraph (b), in all subcontracts awarded pursuant to this contract that require the
furnishing of CBI to the subcontractor.
12. Release Of Contractor Confidential Business Information (EPAAR
1552.235-79) (MAR 2001) DEVIATION
(a) The Environmental Protection Agency (EPA) may find it necessary to release
information submitted by the Contractor either in response to this solicitation or
pursuant to the provisions of this contract, to individuals not employed by EPA.
Business information that is ordinarily entitled to confidential treatment under
existing Agency regulations (40 C.F.R. Part 2) may be included in the information
released to these individuals. Accordingly, by submission of this proposal or
signature on this contract or other contracts, the Contractor hereby consents to a
limited release of its confidential business information (CBI).
(b) Possible circumstances where the Agency may release the Contractor's CBI
include, but are not limited to, the following:
(1) To Agency contractors and other federal agencies and their contractors
tasked with recovery, or assisting the Agency in the recovery, of Federal funds
expended pursuant to the Comprehensive Environmental Response,
Compensation, and Liability Act, 42 U.S.C. Sec. 9607, as amended, (CERCLA or
Superfund)and/or Sec. 311(c) of the Clean Water Act (CWA), as amended by the
Oil Pollution Act of 1990 (OPA) (33 U.S.C. 1321(c));
(2) To the U.S. Department of Justice (DOJ) and contractors employed by
DOJ for use in advising and representing the Agency or other federal agencies in
procedures for the recovery of Superfund expenditures and costs and damages to
be deposited to the Oil Spill Liability Trust Fund (OSLTF);
(3) To the U.S. Department of the Treasury and contractors employed by that
department for use in collecting costs to be deposited to the Superfund or the
(4) To parties liable, or potentially liable, for costs under CERCLA Sec. 107
(42 U.S.C. Sec. 9607), OPA Sec.1002 (33 U.S.C. 2702), or CWA Sec. 311 (33
U.S.C. 1321) and their insurers or guarantors (―Potentially Responsible Parties‖)for
purposes of facilitating collection, settlement or litigation of claims against such
(5) To other Agency contractors who, for purposes of performing the work
required under their respective contracts, require access to information that the
Agency obtained under the Clean Air Act (42 U.S.C. 7401 et seq.); the CWA (33
U.S.C. 1251 et seq.); the Safe Drinking Water Act (42 U.S.C. 300f et seq.); the
Federal Insecticide, Fungicide, and Rodenticide Act (7 U.S.C. 136 et seq.); the
Resource Conservation and Recovery Act (42 U.S.C. 6901 et seq); the Toxic
Substances Control Act (15 U.S.C. 2601 et seq.); CERCLA (42 U.S.C. 9601 et
seq.); or the OPA (33 U.S.C. 2701 et seq.)
(6) To other Agency contractors tasked with assisting the Agency in handling
and processing information and documents in the administration of Agency
contracts, such as providing both preaward and post award audit support and
specialized technical support to the Agency's technical evaluation panels;
(7) To employees of grantees working at EPA under the Senior
Environmental Employment (SEE) Program;
(8) To the Speaker of the House, President of the Senate, or Chairman of a
Congressional Committee or Subcommittee;
(9) To entities such as the General Accounting Office, boards of contract
appeals, and the courts in the resolution of solicitation or contract protests and
(10) To Agency contractor employees engaged in information systems
analysis, development, operation, and maintenance, including performing data
processing and management functions, for the Agency; and
(11) Pursuant to a court order or court-supervised agreement.
(c) The Agency recognizes an obligation to protect the contractor from
competitive harm that may result from the release of such information to a
competitor. (See also the clauses in this document entitled "Screening Business
Information for Claims of Confidentiality" and "Treatment of Confidential Business
Information.") Except where otherwise provided by law, CBI shall only be released
under subparagraphs (1),(2), (3),(4),(5), (6),(7), or (10) pursuant to a confidentiality
(d) With respect to EPA contractors, EPAAR 1552.235-71 will be used as the
confidentiality agreement. With respect to contractors for other federal agencies,
EPA will expect these agencies to enter into similiar confidentiality agreements
with their contractors. With respect to Potentially Responsible Parties, such
confidentiality agreements may permit further disclosure to other entities where
necessary to further settlement or litigation of claims under CERCLA, the CWA, or
the OPA. Such entities include, but are not limited to, accounting firms and
technical experts able to analyze the information, provided that they also agree to
be bound by an appropriate confidentiality agreement.
(e) This clause does not authorize the Agency to release the Contractor's CBI to
the public pursuant to a request filed under the Freedom of Information Act.
(f) The Contractor agrees to include this clause, including this paragraph (f), in all
subcontracts at all levels awarded pursuant to this contract that require the
furnishing of confidential business information by the subcontractor.
13. Access To Confidential Business Information (EPAAR 1552.235-80)
It is not anticipated that it will be necessary for the contractor to have access to
confidential business information (CBI) during the performance of tasks required
under this contract. However, the following applies to any and all tasks under
which the contractor will or may have access to CBI:
The contractor shall not have access to CBI submitted to EPA under any
authority until the contractor obtains from the Project Officer a certification that the
EPA has followed all necessary procedures under 40 CFR part 2, subpart B (and
any other applicable procedures), including providing, where necessary, prior
notice to the submitters of disclosure to the contractor.
14. Key Personnel (EPAAR 1552.237-72) (FEB 1995) DEVIATION
(a) The Contractor shall assign to this contract the following key personnel:
*To be inserted by the government at time of task order award.
(b) During the first 180 calendar days of performance, the Contractor shall make
no substitutions of key personnel unless the substitution is necessitated by illness,
death, or termination of employment. The Contractor shall notify the Contracting
Officer within 15 calendar days after the occurrence of any of these events and
provide the information required by paragraph (c) of this clause. After the initial
180-day period, the Contractor shall submit the information required by paragraph
(c) to the Contracting Officer at least 15 days prior to making any permanent
(c) 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 Contracting Officer.
Proposed substitutes should have comparable qualifications to those of the
persons being replaced. The Contracting Officer will notify the Contractor within 15
calendar days after receipt of all required information of the decision on
substitutions. This clause will be modified to reflect any approved changes of key
15. Government - Contractor Relations (JUN 99) (EPAAR 1552.237-76
(a) The Government and the Contractor understand and agree that the services
to be delivered under this contract by the contractor to the Government are non-
personal services and the parties recognize and agree that no employer-employee
relation-ship exists or will exist under the contract between the Government and
the Contractor’s personnel. It is, therefore, in the best interest of the Government
to afford both parties a full understanding of their respective obligations.
(b) Contractor personnel under this contract shall not:
(1) Be placed in a position where they are under the supervision, direction,
or evaluation of a Government employee.
(2) Be placed in a position of command, supervision, administration or
control over Government personnel, or over personnel of other Contractors under
other EPA contracts, or become a part of the Government organization.
(3) Be used in administration or supervision of Government procurement
(C) Employee Relationship:
(1) The services to be performed under this contract do not require the
Contractor or his/her personnel to exercise personal judgment and discretion on
behalf of the Government. Rather the Contractor’s personnel will act and exercise
personal judgment and discretion on behalf of the Contractor.
(2) Rules, regulations, directives, and requirements that are issued by the
U.S. Environmental Protection Agency under its responsibility for good order,
administration, and security are applicable to all personnel who enter the
Government installation or who travel on Government transportation. This is not to
be construed or interpreted to establish any degree of Government control that is
inconsistent with a non-personal services contract.
(d) Inapplicability of Employee Benefits: This contract does not create an
employer-employee relationship. Accordingly, entitlements and benefits applicable
to such relationships do not apply.
(1) Payments by the Government under this contract are not subject to
Federal income tax withholdings.
(2) Payments by the Government under this contract are not subject to the
Federal Insurance Contributions Act.
(3) The Contractor is not entitled to unemployment compensation benefits
under the Social Security Act, as amended, by virtue of performance of this
(4) The Contractor is not entitled to workman’s compensation benefits by
virtue of this contract.
(5) The entire consideration and benefits to the Contractor for performance
of this contract is contained in the provisions for payment under this contract.
(e) Notice. It is the Contractor's, as well as, the Government's responsibility to
monitor contract activities and notify the Contracting Officer if the Contractor
believes that the intent of this clause has been or may be violated.
(1) The Contractor should notify the Contracting Officer in writing promptly,
within 30 calendar days from the date of any incident that the Contractor considers
to constitute a violation of this clause. The notice should include the date,
nature and circumstance of the conduct, the name, function and activity of each
Government employee or Contractor official or employee involved or
knowledgeable about such conduct, identify any documents or substance of any
oral communication involved in the conduct, and the estimate in time by which the
Government must respond to this notice to minimize cost, delay or disruption of
(2) The Contracting Officer will promptly, within 30 calendar days after
receipt of notice, respond to the notice in writing. In responding, the Contracting
Officer will either:
(i) confirm that the conduct is in violation and when necessary direct the
mode of further performance,
(ii) countermand any communication regarded as a violation,
(iii) deny that the conduct constitutes a violation and when necessary direct
the mode of further performance; or
(iv) in the event the notice is inadequate to make a decision, advise the
Contractor what additional information is required, and establish
the date by which it should be furnished by the Contractor and the date thereafter
by which the Government will respond.
16. Payment Schedule
NUMBER OF MONTHLY TOTAL
PERIOD PAYMENTS PAYMENTS
Base Period 12 * *
Option Period 1 12 * *
Option Period 2 12 * *
Option Period 3 12 * *
* To be inserted by the government at time of award.
Payments shall be reduced by any failure of the contractor to perform up to the
standards set forth under the Service Level Agreement section of this task order.
Reductions shall be in accordance with the quote, submitted by the contractor and
approved by the government, which led to award of this order.
17. Contract Administration Representatives
Contracting Officer: Jennifer Padgett
Project Officer: Joe Smith
Regional COTRs and Regional Technical Points of Contact (POC):
Office COTR Backup Technical POC Backup
Phone # Phone # Phone # Phone #
Region 2 Jay Griffiths Bob Messina Sal Lugo (C) Jay Griffiths
212-637-3341 212-637-3342 212-637-3393 212-637-3341
Region 3 Joe Smith Donna Sutsko Mike Bispels Bill Palen
215-814-5669 215-814-5616 215-814-5658 215-814-5712
Region 4 Alan Kamali Rickey Felton Alan Kamali Rickey Felton
404-562-8037 404-562-8003 404-562-8037 404-562-8003
Region 5 Annette Myers Diana Gountanis Valorie Smith James Gerleve
312-886-5226 312-886-7471 312-353-2065 312-886-5047
18. Government Property (EPAAR 1552.245-70)
(a) The contractor shall not fabricate or acquire, on behalf of the Government,
either directly or indirectly through a subcontract, any item of property without prior
written approval from the Contracting Officer. If the Contracting Officer authorizes
the contractor to acquire and/or fabricate equipment for use in the performance of
this contract, the equipment shall be subject to the provisions of the ―Government
Property‖ clause and listed on the contract via contract modification.
(b) If the Government provides item(s) of Government property to the contractor for
use in the performance of this contract, this property shall be used and maintained
by the contractor in accordance with the provisions of the ―Government Property‖
The ―EPA Contract Property Administration Requirements‖ provided below apply to
U.S. Environmental Protection Agency
Contract Property Administration Requirements
1. Purpose. This document sets forth the requirements for the U.S. Environmental
Protection Agency (EPA) contractors performing Government property
management responsibilities under EPA contracts. These requirements
supplement those contained in the Government Property clause(s) and Part 45
Government Property of the Federal Acquisition Regulation (FAR).
2. Contract Property Administration (CPAR)
a. EPA Delegation. EPA delegates all contract property administration to the EPA
Contract Property Coordinator (CPC). The delegations apply to all EPA contracts
issued with or that have the potential to receive, purchase or acquire Government
Property or include the Government Property clauses. In addition to administering
all contract property, the CPC provides technical expertise and assistance to the
Contracting Officer (CO) and Contracting Officer Technical Representative (COTR)
relative to Government Property.
b. DCMA Re-delegation. The CPC may request support for contract property
management oversight, including property administration and plant clearance, from
the Defense Contract Management Agency (DCMA). If DCMA agrees to provide
support, DCMA will notify the contractor of the assigned property administrator
(PA) and plant clearance officer (PLCO). The DCMA PA is available to the
contractor for assistance in all matters of property administration. Notwithstanding
the delegation, as necessary, the contractor may contact the EPA CO. In the event
of a disagreement between the contractor and the DCMA PA, the contractor
should seek resolution from the CO. Unless, otherwise directed in the contract, or
this document, all originals of written information or reports, except direct
correspondence between the contractor and the DCMA PA, relative to Government
property, should be forwarded to the administrative CO assigned to this contract
and the CPC.
c. Disagreement s. Notwithstanding the delegation(s), as necessary, the contractor
may contact the CO. In the event of a disagreement between the contractor and
the PA or the CPC the contractor should seek resolution from the CO.
3. Requests for Government Property.
In accordance with FAR 45.102, the contractor shall furnish all property required
for performing Government contracts. If a contractor believes that Government
property is required for performance of the contract, the contractor shall submit a
written request to the CO. At a minimum, the request shall contain the following
a. Contract number for which the property is required.
b. An item(s) description, quantity and estimated cost.
c. Certification that no like contractor property exists which could be utilized.
d. A detailed description of the task-related purpose of the property.
e. Explanation of negative impact if property is not provided by the Government.
f. Lease versus purchase analysis shall be furnished with the request to acquire
property on behalf of the Government, with the exception of requests for material
purchases. The contractor may not proceed with acquisition of property on behalf
of the Government until receipt of written authorization from the Contracting
4. Transfer of Government Property. The Contracting Officer initiates the transfer
of the government property via a contract modification. The transferor (EPA or
another contractor) shall provide to the transferee, the receiving contractor, the
information needed to establish and maintain the property records required of FAR
52.245–1, as well as all of the applicable data elements required by Attachment 1
of this clause. The transferee, the receiving contractor, should perform a complete
inventory of the property before signing the acceptance document for the property.
Accountability will transfer to the receiving contractor upon receipt and acceptance
of the property, in accordance with FAR 45.106.
5. Records of Government Property.
a. In accordance with FAR 52.245–1, the contractor shall create and maintain
records of all Government property, regardless of value, including property
provided to and in the possession of a subcontractor. Material provided by the
Government or acquired by the contractor and billed as a direct charge to the
contract is Government property and records must be established as such.
b. The Contractor shall identify all Superfund property and designate it as such
both on the item and on the Government property record. If it is not practicable to
tag the item, the contractor shall write the ID number on a tag, card or other entity
that may be kept with the item or in a file.
c. Support documentation used for posting entries to the property record shall
provide complete, current and auditable data. Entries shall be posted to the record
in a timely manner following an action.
d. For Government vehicles, in addition to the data elements required by EPA, the
contractor shall also comply with the General Services Administration (GSA) and
Department of Energy (DOE) record and report requirements supplied with all EPA
provided motor vehicles. If the above requirements were not provided with the
vehicle, the contractor shall notify the designated CPC and the Fleet Manager.
e. When Government property is disclosed to be in the management and/or control
of the contractor but not provided under any contract, the contractor shall record
and report the property in accordance with FAR 52.245–1.
6. Inventories of Government Property. The contractor shall conduct a complete
physical inventory of EPA property at least once per year. The contractor shall
report the results of the inventory, including any discrepancies, to the CO.
Reconciliation of discrepancies shall be completed in accordance with the
schedule negotiated with the CO. See section 10 herein, Contract Closeout, for
information on final inventories.
7. Reports of Government Property. EPA requires an annual summary report, for
each contract, by contract number, of Government property in the contractor's
possession. The annual summary is due as of September 30th of each year, and
upon contract termination or expiration.
a. For each classification listed on the EPA Property Report form, with the
exception of material, the contractor shall provide the total acquisition cost and
total quantity. If there are zero items in a classification, or if there is an ending
balance of zero, the classification must be listed with zeros in the quantity and
acquisition cost columns.
b. For material, the contractor shall provide the total acquisition cost only.
c. Property classified as Plant Equipment, Superfund and Special Test Equipment
must be reported on two separate lines. The first line shall include the total
acquisition cost and quantity of all items or systems with a unit acquisition cost of
$25,000 or more. The second line shall include the total acquisition cost and
quantity of all items with a unit acquisition cost of less than $25,000.
d. For items comprising a system, which is defined as ―a group of interacting items
functioning as a complex whole,‖ the contractor may maintain the record as a
system noting all components of the system under the main component or
maintain individual records for each item. However, for the annual report of
Government property the components must be reported as a system with one total
dollar amount for the system, if that system total is $25,000 or more.
e. The reports are to be received at EPA by the CPC by October 5th of each year.
f. Distribution shall be as follows:
Original to: CPC
One copy: CO
g. Contractors are required to comply with GSA and DOE special reporting
requirements for motor vehicles. A statement of these requirements will be
provided by the EPA Facility Management and Services Division (FMSD)
concurrent with receipt of each vehicle.
h. The contractor shall provide detailed reports on an as-needed basis, as may be
requested by the CO or the CPC.
8. Disposition of Government Property. The disposition process is composed of
three distinct phases: identification, reporting, and final disposition.
a. Identification. The disposition process begins with the contractor identifying
Government property that is no longer required for contract performance. Effective
contract property management systems provide for identification of excess as it
occurs. Once Government property has been determined to be excess to the
accountable contract, it must be screened against the contractor's other EPA
contracts for further use. If the property may be reutilized, the contractor shall
notify the CO in writing. Government property will be transferred via contract
modifications to other contracts only when the COs on both the current contract
and the receiving contract authorize the transfer.
(i) EPA. Government property shall be reported in accordance with FAR 52.245–1.
The Standard Form, SF 1428, Inventory Disposal Schedule, provides the format
for reporting excess Government property. Instructions for completing and when to
use the form may be found at FAR 52.245–1(j). Forward the completed SF 1428 to
the CPC. The SF 1428 is available at
http://www.arnet.gov/far/current/html/FormsStandard54.html . Superfund property
must contain a Superfund notification and the following language must be
displayed on the form: ―Note to CO: Reimbursement to the EPA Superfund is
(ii) DCMA. If the EPA contract has been re-delegated to DCMA, the excess items
will be entered into the Plant Clearance Automated Reutilization Screening System
(PCARSS). Access and information pertaining to this system may be addressed to
the DCMA Plant Clearance Officer (PLCO).
c. Disposition Instructions.
(i) Retention. When Government property is identified as excess, the CO may
direct the contractor in writing to retain all or part of the excess Government
Property under the current contract for possible future requirements.
(ii) Return to EPA. When Government property is identified as excess, the CO may
direct the contractor in writing to return those items to EPA inventory. The
contractor shall ship/deliver the property in accordance with the instructions
provided by the CO.
(iii) Transfer. When Government property is identified as excess, the CO may
direct the contractor in writing to transfer the property to another EPA contractor.
The contractor shall transfer the property by shipping it in accordance with the
instructions provided by the CO. To effect transfer of accountability, the contractor
shall provide the recipient of the property with the applicable data elements set
forth in Attachment 1 of this clause.
(iv) Sale. If GSA or the DCMA PLCO conducts a sale of the excess Government
property, the contractor shall allow prospective bidders access to property offered
(v) Abandonment. Abandoned property must be disposed of in a manner that does
not endanger the health and safety of the public. If the contract is delegated to
DCMA and the contractor has input EPA property into the PCARSS system, the
EPA Property Utilization Officer (PUO) shall notify the CO. The CO shall notify the
contractor in writing of those items EPA would like to retain, have returned or
transferred to another EPA contractor. The contractor shall notify the DCMA PLCO
and request withdrawal of those items from the inventory schedule. The contractor
shall update the Government property record to indicate the disposition of the item
and to close the record. The contractor shall also obtain either a signed receipt or
proof of shipment from the recipient. The contractor shall notify the CO when all
actions pertaining to disposition have been completed. The contractor shall
complete an EPA Property report with changes, to include supporting
documentation of completed disposition actions and submit it to the CPC.
9. Decontamination. In addition to the requirements of the ―Government Property‖
clause and prior to performing disposition of any EPA Government Property, the
contractor shall certify in writing that the property is free from contamination by any
hazardous or toxic substances.
10. Contract Closeout. The contractor shall complete a physical inventory of all
Government property at contract completion and the results, including any
discrepancies, shall be reported to the CO. If the contract is delegated to DCMA,
the physical inventory report will be submitted to the EPA CO and a copy
submitted to the DCMA PA. In the case of a terminated contract, the contractor
shall comply with the inventory requirements set forth in the applicable termination
clause. The results of the inventory, as well as a detailed inventory listing, must be
forwarded to the CO and if delegated, a copy to the DCMA PA. In order to expedite
the disposal process, contractors may be required to, or may elect to submit to the
CPC, an inventory schedule for disposal purposes up to six (6) months prior to
contract completion. If such an inventory schedule is prepared, the contractor must
indicate the earliest date that each item may be disposed. The contractor shall
update all property records to show disposal action. The contractor shall notify the
CO, and, if delegated, the DCMA PA, in writing, when all work has been completed
under the contract and all Government property accountable to the contract has
been disposed. The contractor shall complete a FINAL EPA Property report with all
supporting documentation to the CPC.
Required Data Element —In addition to the requirements of FAR 52.245–1(f)(vi),
Reports of Government Property, the contractor is required to maintain, and report
the following data elements for EPA Government property (all elements are not
applicable to material): Name and address of the administrative Contracting
Officer; Name of the contractor representative; Business type; Name and address
of the contract property coordinator; Superfund (Yes/No); No. of
Note: For items comprising a system which is defined as, ―a group of interacting
items functioning as a complex whole,‖ the contractor may maintain the record as a
system noting all components of the system under the main component or
maintain individual records for each item. However, for the Annual Report of
Government Property, the components must be reported as a system with one
total dollar amount for the system, if that system total is $25,000 or more.
IV. INSTRUCTIONS, CONDITIONS, AND NOTICES TO
1. Type of Task Order
Firm fixed price order.
2. Task Order Start Date:
For quote preparation purposes, offerors may assume a task order start
date of 07/12/10.
3. Technical Questions
Offerors must submit all technical questions concerning this RFQ in writing
to the Contracting Officer, Jennifer Padgett. EPA must receive the
questions no later than 14 calendar days prior to the date this RFQ closes.
EPA will answer questions which may affect offers in an amendment to the
RFQ. EPA will not reference the source of the questions.
4. Site Survey
Prior to the submission of their quote, offerors may perform a site survey for
each site. Offerors wishing to perform site surveys must contact the
Contracting Officer, Jennifer Padgett, in writing, within 10 calendar days of
the date of receipt of this RFQ stating which sites they wish to visit. Please
reference Attachment E for the full list of sites and open site visit days.
Should an offeror choose to cancel a site visit(s), prior to the date of the visit
they must immediately contact the Contracting Officer, in writing, of their
intent to cancel. Site visits must be completed in accordance with the
schedule outlined in Attachment E. Site visits will not be permitted outside
of the scheduled dates in Attachment E. Once offerors have completed all
of their site visits, they shall inform the Contracting Officer, in writing, that
their site visits are complete. Once all site visits are complete by all
interested vendors or at the end of the scheduled period for conducting site
visits as outlined in Attachment E, whichever is earlier, offerors will have 30
calendar days from that date to complete their technical and price quotes
and submit them to the Contracting Officer. Offerors will be notified in
writing by the Contracting Officer of the due date for the technical and price
5. Submission Requirements
Technical and Price Quotes shall be submitted as follows:
One (1) original and six (6) copies of both the technical and price
One (1) CD containing both the technical and price quotation
Date and Time
The complete quote (Technical and Price) must be submitted by
12:00 Noon EST on _______________.
ADDITIONAL SUBMISSION INSTRUCTIONS
a. General Instructions
These instructions are in addition to the applicable requirements
and clauses set forth in the Federal Acquisition Regulation regarding
late submissions. Please note that there are distinct addresses
designated for submission on the SF 33. Block 7 designates the
location specified for delivery of hand carried/courier/overnight
delivery service submissions while Block 8 indicates the address
specified for receipt submissions sent by U.S. Mail. Bidders/Offerors
are responsible for ensuring that their submissions (and any
amendments, modifications, withdrawals, or revisions thereto) are
submitted so as to reach the Government office designated on the
SF 33 prior to the designated date and time established for receipt.
Bidders and offerors are also responsible for allowing sufficient time
for the submission to be processed through EPA’s internal mail
distribution system described below so as to reach the designated
location for submission receipt on time. Failure to timely deliver a
submission to the EPA Bid & Proposal Room on the 6th floor of the
Ronald Reagan Building, which is the location designated for receipt
of submissions, will render the submission ―late‖ and disposition of
the submission will be handled in accordance with the following
(ii)(A) Any quote, modification, or revision received at the
Government office designated in the solicitation after the exact time
specified for receipt of offers is ―late‖ and will not be considered
unless it is received before award is made, the Contracting Officer
determines that accepting the late offer would not unduly delay the
(1) If it was transmitted through an electronic commerce method
authorized by the solicitation, it was received at the initial point of
entry to the Government infrastructure not later than 5:00 p.m.
one working day prior to the date specified for receipt of submissions;
(2) There is acceptable evidence to establish that it was received at
the Government installation designated for receipt of offers and was
under the Government’s control prior to the time set for receipt of
(3) It is the only quote received.
(B) However, a late modification of an otherwise successful quote
that makes its terms more favorable to the Government will be
considered at any time it is received and may be accepted.
(iii) Acceptable evidence to establish the time of receipt at the
Government installation includes the time/date stamp of that
installation on the quote wrapper, other documentary evidence of
receipt maintained by the installation, or oral testimony or statements
of Government personnel.
(iv) If an emergency or unanticipated event interrupts normal
Government processes so that quotes cannot be received at the
office designated for receipt of quotes by the exact time specified in
the solicitation, and urgent Government requirements preclude
amendment of the solicitation, the time specified for receipt of quotes
will be deemed to be extended to the same time of day specified in
the solicitation on the first work day on which normal Government
Bidders/Offerors are cautioned that receipt of a submission by the
Agency’s mail room or other central receiving facility does not
constitute receipt by the office designated in the solicitation/invitation
b. U.S. Mail Delivery-SF 33 Block 8
Block 8 on the SF 33 indicates that bid submissions sent by U.S.
Mail must be timely received by the Bid & Proposal Room, Mail Code
3802R. Because EPA adheres to a centralized mail delivery system,
any submission submitted via U.S. Mail to the address specified in
block 8 of the SF 33 is initially routed to EPA’s mail handling facility at
another location in S.W. Washington, DC, and then subsequently
routed to EPA’s Bid & Proposal Room (Mail Code 3802R) located on
the 6th floor of the Ronald Reagan Building. The Bid and Proposal
Room on the 6th floor of the Ronald Reagan Building is
geographically distinct and is not co-located with the mail handling
facility. Submissions sent by U.S. Mail, therefore, will not be
considered ―received‖ until such time as they are physically delivered
via EPA’s mail distribution system to the EPA Bid & Proposal Room
in the Ronald Reagan Building. Bidders/Offerors electing to utilize
the U.S. Mail for submission delivery should therefore allow sufficient
time prior to the designated time and date for submission receipt as
specified in Block 9 of the SF 33 to allow for the internal routing of
their submission to the EPA Bid & Proposal Room.
All submissions submitted other than by U.S. Mail should utilize the
Hand Carried/Courier/Overnight Delivery Service address specified in
Block 7 of the SF 33.
c. Hand Carried/Courier Delivery- SF 33 Block 7
EPA’s Bid & Proposal Room that is designated for receipt of hand
delivered submissions is located on the 6th floor of the Ronald
Reagan Building (Room 61107), 1300 Pennsylvania Ave, N.W.,
Washington, D.C. The Bid and Proposal Room hours of operation
are 8:00AM - 4:30PM weekdays, except Federal holidays. Because
this is a secure area, EPA bidders/offerors/contractors and/or their
couriers/delivery personnel must check in at the EPA visitor guard
desk, located to the left of the 13 ½ street entrance, prior to gaining
access to the Bid & Proposal Room. A properly addressed
submission, as described below, will be required for admittance to
the Bid & Proposal Room. Submissions not properly addressed will
be collected by the guard, and routed to the Bid & Proposal Room
through EPA’s internal mail distribution system, which will delay
receipt of the submission in the Bid & Proposal Room.
d. Overnight Delivery Services- SF 33 Block 7
Submission deliveries via overnight delivery services (e.g., Federal
Express, Airborne Express) must utilize the address specified in
block 7 of the SF 33. Due to the large volume of overnight packages
delivered to EPA at one time, all overnight delivery services deliver
only to EPA’s loading dock at the Ronald Reagan Building, and not
directly to the Bid & Proposal Room designated for receipt of
submissions. From the dock, packages are routed to EPA’s mail
room in the Ronald Reagan Building for internal distribution, including
distribution to the Bid & Proposal Room. It is important to recognize
that regardless of whether the Bid & Proposal Room is noted on the
address, overnight delivery service packages are NOT regularly
delivered directly to the Bid & Proposal Room. Because submissions
must be physically received at the Bid & Proposal Room to be
considered officially received, bidders/offerors should not rely upon
guaranteed delivery times from overnight delivery services as
guarantees that their submissions will be officially received on time.
Bidders/offerors remain responsible for the timely delivery of their
submissions to the Bid & Proposal Room.
e. Address Instructions:
For US MAIL:
Environmental Protection Agency
BID and PROPOSAL ROOM, Mail Code 3802R
Ariel Rios Building
1200 Pennsylvania Avenue, N.W.
Washington, D.C. 20460
Specified Date and Time for Receipt of Submissions:
Offeror’s Name and Address:
For Other Than US MAIL
U.S. Environmental Protection Agency
Office of Acquisition Management
BID and PROPOSAL ROOM, Mail Code 3802R
Ronald Reagan Building, 6th Floor, Room 61107
1300 Pennsylvania, Avenue, N.W.
Washington, D.C. 20004
Specified Date and Time for Receipt of Submissions:
Offeror’s Name and Address:
6. Technical Plan Instructions
(A) General Requirements
This procurement is being conducted in accordance pursuant to FAR 8.4 .
These instructions are provided for the development of a clear, concise, and
readable technical plan. The technical plan shall be regarded as a separate or
readily detachable part of the total quote package. All cost or pricing details must
be omitted from this part of the quote. Offerors are urged to prepare a technical
plan which is specific and sufficiently detailed to allow a complete evaluation of
your method for satisfying the requirements set forth in the Statement of Work.
Technical Plans shall be prepared in accordance with the following
(1) Length – The maximum length of the techical plan is limited to 35
typewritten pages on 8 ½‖ x 11‖ paper, using no less than 12 point font and no less
than an average of ¾‖ margins. Pages shall be double-sided with each side
counting as one page. Type size limits do not apply to Tables and Figures
provided they are clear and easily readable. The following items are excluded from
above stated page limitation: Letters of Transmittal, cover page, table-of-contents,
dividers, resumes, Corporate Experience/Past Performance information, project
management plan, and items E, F, and G under RFQ section IV,(6) Technical Plan
Instructions, (B) Technical Factors, (1) Technical Capability and Approach.
Resumes shall not exceed 3 pages each and are required for key personnel and
technical staff. The total number of pages for all resumes shall not exceed 12
pages (12 point font, double-sided.) Corporate Experience/Past Performance
Information shall not exceed 10 pages (12 point font, double-sided) The project
management plan shall not exceed 25 pages (12 point font, double sided.) Items
E, F, and G under RFQ section IV (6)(B)(1) shall not exceed 32 pages (12 point
font, double-sided.) Foldout pages are considered in the total number of 8 ½‖ x 11
pages, even if does not cover a full typed page. Offerors are strongly encouraged
to be as succinct and as clear and concise as possible in writing the technical plan
and adhering to the page limitations set forth in this RFQ. In the event an Offeror
exceeds the specified page limit for the technical plan, the Government will remove
excess pages from the back of the volume and they will not be evaluated. No cost
information shall be submitted in any other volume other than the cost volume.
(2) Organization – Offerors are advised to supply all information in the
sequence and format specified below. The Offeror’s quote and supporting
documentation must provide sufficient basis for a thorough evaluation. It is
suggested that the quote be placed in binders with dividers clearly indicating each
technical factor set forth below. Each of these sections is linked to the
corresponding evaluation criteria detailed in the Evaluation Criteria section of this
(3) Charts – Offerors are encouraged to use, whenever appropriate,
quantitative and graphical methods to portray facts, wherever possible, through the
charts, lists, matrices, diagrams, tabulations, etc. Type size limits do not apply to
charts provided they are clear and easily readable.
(B) Technical Factors
The technical factors to be addressed in the offeror’s technical plan are as
follows. Each is discussed in detail below.
Technical Capability and Approach
(1) Technical Capability and Approach
Offerors shall include:
(a) a detailed Project Management Plan for the overall project with
specific consideration to:
(i) Project timelines for each task, including (as appropriate) the
use of subcontractors, phase-in/phase-out plans, and other task
(ii) Considerations and assumptions for the project installation
(iii) End user training requirements to include number of
sessions, items covered in the training session and duration of each
(iv) Quality Control Plan as set forth in the Statement of Work
(b) a site-specific implementation plan;
(c) a test and acceptance checklist that will be used by the EPA
System Administrator(s) and technical staff to ensure the system is
fully operational and installed in the EPA-agreed to configuration;
(d) a recommended design of the VoIP system and the information
necessary for the physical infrastructure to support the installation;
(e) a logical connectivity drawing for each location that demonstrates
how it will connect to other facilities associated with this effort;
(f) rack elevation drawings for each location;
(g) a detailed list for each location of all proposed equipment
(modules, handsets, parts, etc.) that reflects their proposed design;
(2) Corporate Experience
The offeror shall identify only five (5) contracts, which it has
performed in the past two years, or is currently performing, that are
similar in size, scope, and complexity to this requirement. If the
offeror has not performed five such contracts, it shall identify as many
similar contracts as it has performed or is performing. The offeror
shall provide the following information with respect to each of these
Name of customer, contract number, contract type, and dollar value;
Date of contract award and period of performance;
Brief description of contract work, scope, and responsibilities
(3) Past Performance
For each contracts identified under the Corporate Experience
technical factor, the offeror shall provide the Name, address, and
telephone number of all applicable contract points of contact.
(4) Staffing Plan
The Offeror shall identify a Project Manager (PM), and designated
alternate(s), who shall be responsible for the overall performance of
the task order. The resumes of the Project Manager and designated
alternate(s) shall be included. The Project Manager and designated
alternate(s) shall be considered Key Personnel.
The Offeror shall provide an organizational chart showing how the
proposed team for this contract will be staffed, indicating which staff
will be assigned to the various SOW task areas. The chart should
identify the primary Offeror and any subcontractors/consultants. The
offeror shall describe the suitability of the proposed staffing
organization to perform work on this contract; the minimum
professional qualifications of personnel assigned to the project team;
and the extent to which subcontractors and consultants will be used.
Offers shall also describe relevant, specific experience and education
requirements for all proposed personnel including subcontractors and
consultants. A letter of commitment shall be provided for each
subcontractor or consultant.
The Offeror shall designate Key Personnel who will be responsible
for the tasks. Key Personnel shall be identified within the Offeror’s
quote and will be incorporated into the task order at the time of task
order award. The offeror shall include resumes for all Key Personnel
and technical staff performing work under this task order.
(C) Cost/Price Quote
Offerors must submit a written cost/price quote by the date and time
indicated in this RFQ. All pricing and terms of this purchase will be
governed by the offeror’s GSA Schedule 70. The offeror’s submission must
identify the contract number and expiration date of the GSA contract.
Offerors shall fill in the pricing template provided in Attachment D of this
RFQ as part of their cost/price quote. Additionally, the cost/price quote
format shall depict costs in following ways:
1. provide monthly costs per license/per year over all four years;
2. include yearly total for each location; and
3. for each year (base year and 3 one year option periods) include an
additional price for the purchase of the lease to purchase
equipment should the following option year not be exercised or
should the contract be terminated; only include maintenance for
years 2, 3, and 4.
Offerors are encouraged to offer price discounts. When discounts are
offered, quotes must identify both the GSA Schedule 70 contract number
and the discount price for each contract line item number (CLIN) being
As part of their cost/price submission, the offeror shall provide a sample
invoice representative of their proposed invoicing structure. At a minimum, the
invoice format shall be one consolidated invoice for all locations with each location
individually itemized and totaled.
V. EVALUATION CRITERIA
Quotes will be evaluated based upon FAR Part 8.4 and the following
evaluation criteria listed in descending order of importance(please note,
Corporate Experience and Past Performance are equal in importance):
Factor 1 - Technical Capability and Approach
Factor 2 - Corporate Experience
Factor 3 - Past Performance
Factor 4 - Staffing Plan
Factor 5 - Price
1. Technical Capability and Approach
Offerors will be evaluated on their proposed technical approach. The
evaluation will be based on how well the Project Management Plan meets the
objectives outlined in the statement of work as well as the degree to which the
offeror’s approach addresses the following criteria:
Project timelines for each task, including (as appropriate): use of
subcontractors, phase-in/out plans, timely delivery of materials, and
other task management considerations;
Considerations and assumptions made for each of the project installation
Proposed end user training, on such elements such as the number of
sessions to be offered, items to be covered, training material handouts,
and duration of each session.
Offeror’s Quality Control Plan (QCP) - evaluated elements include:
o discussion of offeror’s approach and capabilities to ensure
accomplishment of each element in the Statement of Work
o Quality control methodology, processes, techniques, and tools
that will result in the meeting of performance requirements as
outlined in the SOW;
o Extent to which the QCP is prevention-based and demonstrates
a committed approach to customer satisfaction.
2. Corporate Experience
The offeror will be evaluated on its demonstrated:
corporate experience in installing agency-level systems similar in
size, scope, and complexity to this procurement;
Ability to recruit and retain staff as demonstrated by most relevant
successful experience in modifying and developing enhancements
for Federal agency-level systems at client sites similar in size, scope,
and complexity to this procurement; and
corporate capacity in terms of professional and managerial personnel
resources with skills, expertise, and experience in installing,
administering, and managing Federal agency-level systems similar in
size, scope, and complexity to this procurement.
3. Past Performance
Past performance will be evaluated on completed questionnaires submitted
by the client references named in the offeror’s submission. Client
references will be contacted by EPA. The offeror will be evaluated on its
demonstrated ability to successfully perform contracts similar in size, scope,
and complexity to this procurement.
4. Staffing Plan
The Staffing Plan will be evaluated based on the extent to which it relates
the offeror’s proposed resources to meet the requirements of the SOW.
The Offeror will be evaluated on:
demonstrated ability to provide project management personnel that
meet the educational and/or experience requirements as outlined in
the RFQ instructions;
the appropriateness of the labor categories proposed;
the relevant experience and education of proposed personnel,
providing the level of experience and education to meet the needs of
the project - specifically the ability to perform the work, support the
technology, and respond to and resolve problems as outlined in
section 11 "Support, Problem Resolution and Reporting," of the SOW
for issues that require Level 1 and 2 support;
proposed personnel having the appropriate "Avaya-certification"
qualifications appropriate to the assigned task (e.g. Avaya-Certified
Design Specialists assigned to work on the system design);
the suitability of the proposed individuals/team to perform work on
this contract in terms of the relevant and specific experience and
educational background including subcontractors and/or consultants,
5. Cost/Price Submission
The Government will perform source selection in accordance with FAR 8.4
on a ―Best Value‖ basis. The Government will make an award to an offeror
whose offer conforms to the request for quote and is most advantageous to
the Government with cost and other factors considered. For this RFQ, all
evaluation criteria other than cost when combined are significantly more
important than cost or price. In making this comparison, the Government is
more concerned with obtaining superior technical and management
capabilities than with making an award at the lowest overall cost to the