2 1. Does the Combined Synopsis/Solicitation under solicitation number contain requirements similar to a current contract? Not relevant to this procurement. 2. Is this a new requirement? If possible, please provide the current contract number. Not relevant to this procurement. 3. Is the RFP full and Open or restricted to small Businesses? Full and Open. Procurements by the House are not governed by the FAR unless otherwise stated. 4. What is the level of security clearance required? Secret, top secret, etc.? See Section H.5 on Page 17 of the solicitation. 5. Is it mandatory for a vendor to have experience in PeopleSoft skills? No. Any references to PeopleSoft in the solicitation are in error and should be replaced with. See attached revised solicitation. 6. What is the total number of resumes required to be submitted with the response? The total number of resumes submitted is at the discretion of the offeror. The proposal should clearly reference the labor category for which the resume is submitted. 7. Is the vendor required to submit a minimum of 6 resumes for ACTUAL RESUMES IMMEDIATE REQUIREMENT portion and a minimum of 3 resumes for REPRESENTATIVE RESUMES - SURGE POSITIONS (SEPT FEB) portion? No. The vendor is required to submit a minimum of 3 actual resumes (2 for Web Design and Drupal Theming Support, 1 for Web Production, HelpDesk and General Web Support) for the immediate requirement and 1 representative resume for the surge Web Production, HelpDesk, and General Web Support labor category. 8. As for representative resumes, does the house require signed statement from the vendor for actual resumes as well? Yes. 9. Is there an error in the reference to PeopleSoft when you re asking for Drupal developers but PeopleSoft Past Performance? It would seem to me that after reading section C.2.1 and C.2.2 the requirement is for Drupal support not PeopleSoft. Yes. Any references to PeopleSoft are in error. See attached revised solicitation.
3 10. What is the incumbents' current contract number? Not relevant to this procurement. 11. What is the incumbents' contract value and period of performance? Not relevant to this procurement. 12. Why was this procurement not set aside for service disabled veteran owned businesses (SDVOSB) or even simply small businesses? The House does not participate in set-asides, as procurements by the House are not governed by the FAR unless otherwise stated. 13. Will past performance references with commercial organizations count as heavily as past performance references with Government Agencies? In other words, everything else being equal, are commercial organization references equal to Government Agency references? The closer the referenced business (either private or public) is to the House organization, the more relevant the comparison. 14. Do cover and table of contents count towards the maximum page count? No. 15. What is the anticipated contract award date? What is the anticipated work start date? Anticipated award date is 9/26/14. Anticipated work start date is 9/29/14. 16. Do you really "plan" on making multiple awards for this contract or is that simply an "option?" The House contemplates multiple awards. 17. Considering you want a full-blown proposal, please modify the RFP to allow only one winner. Splitting up the work between multiple awardees would mean we spend more money writing the proposal than we would get back from just 1 or 2 FTEs. Often efforts this small simply require resumes and price. That is not the intent of this RFP. Initial award(s) will be made based on the immediate positions, but future awards for Web Staff augmentation requirements will be based on competitive quotes from those contractors that are awarded master contracts. 18. Why is this contract a full and open competition? There are many, many small businesses that could perform these services.
4 The House does not participate in set-asides, as procurements by the House are not governed by the FAR unless otherwise stated. 19. When do you expect the work to actually begin? We would need to know in order to provide the accurate resumes /staff. Work will begin upon contract award for the immediate requirement (estimated award date if 9/26/14 with a start date of 9/29/14). 20. Is this contract covered by the Service Contract Act (SCA)? Was the past incumbent contract covered by the SCA? The House is not subject to the SCA, as procurements by the House are not governed by the FAR unless otherwise stated. 21. The FBO opportunity page has a different quantity of projected staffing listed from the solicitation: Web Design and Drupal Theming Support (2 full time positions), Web Production, HelpDesk and General Web Support (1 full time position with 2 additional surge positions to be added September - February). What is correct? The FBO page and the solicitation both appear to agree. 2 Full time positions for Web Design and Drupal Theming Support, and 1 full time position (with 2 additional surge positions to be added September-February) for Web Production, HelpDesk and General Web Support. 22. How many candidates can be submitted from one vendor for each open position? There is no specific limit for the immediate positions beyond the proposal page limit, but vendors are encouraged to focus on submitting their most qualified candidates. Only one representative resume for the surge positions should be submitted. 23. Do we submit a separate bid proposal for each position or can all open positions be on one proposal? The House is looking for a single proposal from offerors. 24. What is the procedure if more than one vendor submits the same candidate? The House will look to make a determination of best value for the candidate's services. 25. Should we submit candidates as we have them or should we wait until we have a candidate for each open position? Offerors are required to submit resumes for positions that will be filled immediately upon award as well as representative resumes for future requirements which will be competed among contractors awarded master contracts.
5 26. The solicitation states 2 additional surge positions to be added September - February. Does the proposal need to include these positions or will there be another solicitation filed for those positions? Surge positions will be competed among contractors awarded master contracts. 27. Who is the incumbent? Not relevant to this procurement. 28. What is the current contract value and contract no? Not relevant to this procurement. 29. Are there incumbent employees? Not relevant to this procurement. 30. For evaluation factor 3, what if we have no past performance with PEOPLESOFT support contracts? Will that disqualify our company? No. Any references to PeopleSoft are in error and should be replaced with Web Staff Augmentation. See attached revised solicitation. 31. For Section E.2.3, is there a source or list for subcontractors that are unacceptable? There is not a list of debarred subcontractors. 32. In Section H.4, background checks are performed in what time frame after the award? Background checks must be completed before an on-site contract employee can be badged. 33. Please let us know the expected start date of this contract. September 29, 2014 for immediate requirements. 34. We understand that the proposed contractor personnel will undergo background check process. Please let us know how long the background check process will take place. The background check process takes 3-4 days. 35. Is this a new or follow on requirement? If it is a follow on, please let us know the current contract number and contract value? Not relevant to this procurement. 36. Who is the incumbent? Is it still eligible to bid as a prime for this contract?
6 Not relevant to this procurement. 37. Is this a new contract or is there an incumbent? If so, who is the incumbent and what is the contract number? Not relevant to this procurement. 38. On page 29, it states, "Offerors shall submit a Past Performance Project List identifying all projects for PeopleSoft support." Can the government clarify if this should read for Drupal support? Confirmed. Any references to PeopleSoft are in error. See attached revised solicitation. 39. Section C.4 states, " The Contractor must notify the COR of changes to the key personnel 14 calendar days prior to removal...". However, in section G.4 it states, "The contractor must notify the CO of changes to key personnel 30 calendar days prior to removal". Can the government clarify how many days prior to a change in key personnel, the CO needs to be notified? The correct notification period is 14 calendar days prior to removal. 40. May a subcontractor's past performance be included in the project list of past experience? No. 41. Can the government state which positions are considered key personnel? All contractor personnel selected to work are considered key personnel. 42. In section L.1.5.2. subsection (c), it states, "the Offeror shall provide one representative resume for Web Prod, HelpDesk and Gen Web Support." Does the government also want one resume for the Web Design and Drupal Theming Support category? No. Actual resumes should be provided for each of the 3 immediate positions. The only representative resume should be for surge requirement in the Web Prod, HelpDesk and Gen Web Support category. 43. Will the work be done at the government site or the contractor's site? Work will be performed at the House. 44. In Section C.1.2 Background, there are no instructions in Section L as to where the 3 full time position resumes should be provided in the proposal. Is it acceptable to place them in an appendix? Yes.
7 45. In Section C.1.2 Background, are representative resumes acceptable or does all candidates submitted must be immediately available to work. imply that representative resumes are not acceptable for the 3 full-time positions? That is correct. The three full-time immediate positions require actual resumes. 46. In Section H.1.1, Offeror does not see any reference to Representative Resumes under Section B.1 of the solicitation. Would the Government please clarify this requirement? The House intends to make initial award(s) for the 3 immediate positions. Awards for future Web Staff requirements will be made based on competitive quotes from those contractors awarded master contracts. 47. In Section L.1.5.2(e)(2)(C)(i), is this resume in addition to the 3 full time position resumes required in RFP section C.1.2? Yes. This is a representative resume that will not be part of the initial awarded positions. 48. Please confirm that the references to PeopleSoft are incorrect in the RFP and should be replaced with "Web Staffing Services." Confirmed. Any references to PeopleSoft are in error. See attached revised solicitation. 49. In Section G.7(b)(2), would the House please clarify what information will be captured/reported in the tickets? Is the "tickets" system the Remedy application provided by the House? Access to the Remedy ticketing system is provided by the House and is the means by which we capture and track the customer s contact info and the nature of their request. The tickets then get updated with a status Assigned, In Progress, Pending, Resolved, Complete a summary of the work completed, and then are closed when completed. All people working on customer requests in our group are expected to enter this information into the system as they receive, work on, and complete the requests they are responding to. For a request that might take a couple of hours of work, entering the info into the ticket would likely take as little as 5 and no more than 15 minutes. Any person working with our group would receive on-the-job training on how to use the Remedy system, perhaps an hour or 2 in their first day or 2 should be enough to get them up to speed using it. 50. In Section G.7(b)(3), would the House please clarify what system is to be reported on? Is the "system" provided/operated by the House or by the Offeror? Contractors may need to provide update statuses on the work they are doing in whatever reporting, tracking and collaboration mechanism we are using for a given project whether that is as simple as a spreadsheet or a dedicated project collaboration software licensed to us or a bug-tracking or ticketing system (like Remedy). These means of reporting would be provided by the House for the contractor to use.
1. Type of Solicitation: Sealed Bid (IFB) SOLICITATION, OFFER AND AWARD Negotiated (RFP) Page 1 of 2. Solicitation Number 3. Solicitation Title 4. Date Issued 5a. Issued By For Information, Contact: 5b. Name 5c. Phone 5d. Email SOLICITATION 6. Offers must be received ON OR BEFORE EASTERN TIME at: 7. Delivery Arrangement FOB Destination FOB Origin the office address in Block 5a with copies another location (see Section L) 8. Table of Contents Sec. Description Page(s) Sec. Description Page(s) Part I The Schedule Part II Contract Clauses A Solicitation, Offer and Award Form I Contract Clauses B Supplies or Services and Prices/Costs Part III List of Documents, Exhibits and Other Attachments C Description/Specifications/Work Statement J List of Attachments D Packaging and Marking Part IV Representations and Instructions E Inspection and Acceptance K Representations, Certifications, and F Deliveries and Performance Other Statements of Offerors G Contract Administration Data L Instructions, Conditions, and Notices to Offerors H Special Contract Requirements M Evaluation Factors for Award OFFER (must be fully completed by offeror) 9. The undersigned agrees to perform in compliance with the terms and conditions in the following pages if this offer is accepted within 120 calendar days from the date for receipt of offers specified in Block 6. 10. Acknowledgement of Amendments (the offeror acknowledges receipt of amendments to the Solicitation for offerors and related documents numbered and dated): 11. Prompt Payment Discount (Calendar Days) No. of Days % Amendment No. Date Amendment No. Date Amendment No. Date Amendment No. Date Amendment No. Date 12. Authorized Signature 13. Date Signed 14. Name and Address of Offeror 15. Signer Information (type or print): a. Name b. Phone c. Title d. Email AWARD (to be completed by Government) 16. Contract No. (Solicitation No. + Suffix if applicable) 17a. Name of Contracting Officer The signature of the Contracting Officer in Block 17 constitutes acceptance of the Offeror s proposal dated and consummates the contract, which consists of this Solicitation, Offer and Award Form and the referenced proposal. 17b. U.S. House of Representatives Signature 17c. Date Signed Solicitation, Offer and Award Form (11-4-2013 Revision)
Page 2 TABLE OF CONTENTS SECTION B -- Supplies or Services and Prices 4 B.1 Pricing 4 B.2 Incidental Services, Travel, and Expenses 4 SECTION C -- Descriptions and Specifications 5 C.1 Statement of Work 5 C.2 Requirements 5 C.3 Experience/Qualifications Required 5 C.4 Composition of Contractor Team 5 C.5 Overtime 5 SECTION D -- Packaging and Marking 6 D.1 Payment of Postage and Fees 6 SECTION E -- Inspection and Acceptance 7 E.1 Inspection of Services 7 E.2 Inspection and Acceptance 7 E.3 Failure to Perform 7 SECTION F -- Deliveries or Performance 8 F.1 Period of Performance 8 F.2 Option to Extend the Term of the Contract 8 F.3 Notice to the House of Delays 8 F.4 Suspension and Debarment 8 F.5 Payment for Non-Performance 9 F.6 Place of Performance 9 F.7 Liquidated Damages 9 SECTION G -- Contract Administration Data 10 G.1 Contract Administration Plan (CAP) 10 G.2 Authorized House Representatives 10 G.3 Authorized Contractor Representative 11 G.4 Key Personnel 11 G.5 Work Performed in Excess of 40 Hours Per Week 11 G.6 Contract Status & Review Meeting 12 G.7 Reports/Plans/Schedules 12 G.8 Progressive Steps to Ensure Satisfactory Contract Performance 12 G.9 Invoices 14 G.10 Subcontracting 13 G.11 Modifications 13 SECTION H -- Special Contract Requirements 14 H.1 14 H.2 Insurance 14 H.3 Identification Badges 14 H.4 Prospective Employee Background Check 14 H.5 Information Security 14 H.6 Benefits to Members of Congress 14 H.7 News Releases 15 H.8 Compliance with Emergency Procedures 15 H.9 Affirmation of Non-Disclosure 15 SECTION I -- Contract Clauses 16 I.1 Authorized Changes Only by the Contracting Officer 16 I.2 Observance of Laws 16 I.3 Disputes 16 I.4 Availability of Funds 19 I.5 Compliance with All Laws 19 I.6 Order of Precedence 17 I.7 Tax Exemption 20 I.8 Liability of the House 20 I.9 Liability of the Contractor 20 I.10 Termination 17 I.11 Gratuities 17
Page 3 I.12 House Rules 20 I.13 Assignment 20 I.14 Employment Eligibility Verification 18 I.15 Examination of Records 18 I.16 Release of Claims 18 SECTION J - Attachments 19 J.1 Affirmation of Non-Disclosure SECTION K Representations, Certifications and Other Statements of Offerors 20 K.1 System for Award Management 20 K.2 Eligibility for Award 20 K.3 Period for Acceptance of Proposal 21 K.4 General Services Administration Schedule or Government-Wide Acquisition Contract 21 Certification K.5 Signature 22 SECTION L -- Instructions, Conditions and Notices to Bidders 23 L.1 Format and Content of Proposals 23 L.2 Submissions 26 L.3 Acknowledgement of Amendments to Solicitation 28 L.4 Restriction on Disclosure and Use of Information 28 L.5 Late Submissions and Revisions of Proposals 29 L.6 Information Distribution and Contacts 29 SECTION M -- Evaluation Factors for Award 29 M.1 Evaluation of Quotes 29 M.2 Basis for Award 29 M.3 Contract Award 29
Page 4 SECTION B -- SUPPLIES OR SERVICES AND PRICES B.1 PRICING Provide a fully burdened labor rate for each period of contract performance (Base and Option Years). PRICING SCHEDULE (A) (B) (C) (D) (E) (F) (G) Scope of Services Section Labor Category Hourly Rate- Base Year One Hourly Rate- Base Year Two Hourly Rate- Option Year One Hourly Rate- Option Year Two ACTUAL RESUMES IMMEDIATE REQUIREMENT C.2.1 Web Design and Drupal Theming Support, Level 1 $ $ $ $ $ C.2.1 Web Design and Drupal Theming Support, Level 2 $ $ $ $ $ C.2.1 Web Design and Drupal Theming Support, Level 3 $ $ $ $ $ C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 1 $ $ $ $ $ C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 2 $ $ $ $ $ C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 3 $ $ $ $ $ REPRESENTATIVE RESUMES - SURGE POSITIONS (SEPT FEB) C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 1 $ $ $ $ $ C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 2 $ $ $ $ $ C.2.2 Web Prod, HelpDesk and Gen Web Support, Level 3 $ $ $ $ $ Hourly Rate- Option Year Three B.2 HC.8.024 INCIDENTAL SERVICES, TRAVEL, AND EXPENSES JUNE 2002 The House does not anticipate travel during the performance of this contract. If occasional travel is necessary, travel and other approved expenses incurred incident to performance of work will be reimbursed only with prior written approval by the Contracting Officer's Representative. End of Section B.
Page 5 SECTION C -- DESCRIPTIONS AND SPECIFICATIONS C.1 STATEMENT OF WORK C.1.1. INTRODUCTION The United States House of Representatives (House), Office of the Chief Administrative Officer (CAO), is issuing this solicitation pursuant to Section III (C) of the Guidelines for Procurement of Goods and Services for the U.S. House of Representatives (Procurement Guidelines). The Procurement Guidelines are available on the House website, www.house.gov, Doing Business with the House, under Additional Resources. Procurements by the House are not governed by the Federal Acquisition Regulation (FAR) or other procurement statutes, regulations and policies applicable to the federal executive branch, except where specifically stated in this solicitation or applicable law. The U.S. House of Representatives is comprised of 435 elected Members of Congress (including 900 district offices located throughout the U.S. and its territories), five elected Delegates, one elected Resident Commissioner, 21 Committees (with over 100 subcommittees), four Joint Committees with the U.S. Senate, nine Leadership offices, and numerous support offices, including the Office of the Chief Administrative Officer (CAO). For further information about the general organization of the House, see the House website, www.house.gov. For purposes of this solicitation, references to Members also include the Member s District Office, Delegates and the Resident Commissioner. C.1.2. BACKGROUND The CAO Web Systems Team of the House provides web hosting, design, development and consultation services to House Members, Committees and Leadership. Web Systems has a requirement to supplement its staff with contract resources to provide support and consultation for House offices. This solicitation is requesting staff augmentation in support of the Web Systems team in the following areas: 1. Web Design and Drupal Theming Support (2 full time positions) 2. Web Production, HelpDesk and General Web Support (1 full time position, with 2 additional surge positions to be added September February) The contractor personnel will be required to work 40 hours per week. The normal work hours are 9 am to 5:30 pm, Monday through Friday, with a half hour for lunch. When evaluating corporate capabilities, the following elements will be considered: client references, project descriptions and a general company description contained in the vendor proposal. The Offeror's proposal should be based on a synergistic capability to support the requirement with or without sub-contractor assistance. The proposal may contain references to sub-contractors that they propose to supply. The vendor will be rated for each of the tasks outlined in the Statement of Work based on qualifications, experience and past experience of proposed candidates. Resumes of proposed personnel must be submitted with any proposal. Proposals submitted without resumes will be disqualified from further consideration. More than one resume may be submitted for consideration; however, all candidates submitted must be immediately available to work. Interviews may be conducted of the most qualified proposed personnel. Interviews will be in-person or via telephone at the discretion of the House. Responses to this Request for Proposals (RFP) will be evaluated based on the experience of the proposed candidate s resume, the interview and cost as expressed as a fully burdened labor rate. The Contractor shall invoice for only the time of the personnel whose services are applied directly to the work called for in individual task orders and accepted by the Contracting Officer s Representative (COR). The Contractor shall maintain time and labor distribution records for all employees who work under the contract. These records must document time worked and work performed by each individual on all task orders. The rates proposed by the Contractor should be fully loaded and cover all direct labor expenses, indirect expenses and profit. Proposals are due by 2:00 p.m. EST Friday, August 15, 2014. Offerors shall submit one electronic version in MS Word or PDF format of the quote by the due date and time to Kyle Griggs at Kyle.Griggs@mail.house.gov.
Page 6 C.2 REQUIREMENTS The following tasks define the scope of the required services in support of CAO Web Systems. C.2.1 Web Design and Drupal Theming Support The resource shall support the House's Web Design and Drupal platform with theming and graphic design projects for House websites. This contract resource will receive technical direction and guidance from the House Web Systems Manager for Design and User Experience. Typical associated tasks include, but are not limited to: C.2.2. Provide piece-meal graphic support for 500+ Congressional websites deployed on the House Drupal platform as well as a variety of legacy systems. Collaborate with colleagues as part of Project Team for customer delivery, and as part of the Design Team for various deliverables. Conduct client requirements gathering meetings in person and interact with customers via email and phone. Guide customers through design process and aesthetic decision making. Successfully interpret client requirements and turn them into implementable graphic products. Compose and deliver well thought-out wireframes and impressive design composites to customers. Create and deliver superior custom Website Designs, Drupal Themes and Subthemes to House Developers and Programmers. Employ industry and House-specific best practices. Web Production, HelpDesk and General Web Support The contractor shall provide a full-time Web Systems Help Desk and Web Development support specialist working onsite to support the House Web Systems branch. This contract resource will receive technical direction and guidance from the House Web Systems manager for Web Assistance. Typical associated tasks include, but are not limited to: C.2.3. Monitoring and answering phone and email requests to a government web support helpdesk 9am - 5:30pm weekdays. Providing technical support for 100 Congressional websites on a Drupal based platform, and upwards of 400 other Congressional websites deployed on a variety of residual systems, platforms and softwares proprietary to the House and supporting vendors. Responding to requests covering a broad range of support from assisting customers in the simple entry of content in webbased content management systems, to troubleshooting customer access difficulties, to correction of difficult coding issues. Sometimes answering or appropriately redirecting questions relating to the House of Representatives, the web or computer systems in general. Conducting trainings and/or participating in meetings on technical systems - in person, conference or via remote access. Real-time self-completion of requests, or redirection of requests to appropriate personnel as necessary. Logging of all requests into a customer tracking system (Remedy). Updating and maintenance of other forms of work reporting and tracking as necessary. Experience/Qualifications Required All candidates submitted for consideration in response to task orders are expected to be available for work when the task order is issued. Unless otherwise specified, junior level resources would have 1-3 years of defined experience; intermediate level, 4-6 years; and senior level 6+ years. The contractor shall provide resources that possess the following skills and experience for task orders related to the Web Design and Drupal Theming Support tasks: Strong web design and visual presentation abilities as demonstrated through a Portfolio of work.
Page 7 Demonstrated ability to code and troubleshoot HTML and CSS without reliance on WYSIWYG editors. Expertise in web graphic design tools and software such as Adobe Photoshop, Adobe Fireworks, Adobe Illustrator. Solid knowledge of web technologies, web development tools, social media integration and use. Experience creating Drupal Themes a significant plus. General knowledge and experience with web content management systems and project tracking software. Flexible and adaptable to new technologies, changing priorities and processes. Ability to multitask, work as part of a development team, and work independently on projects without extensive direction. Excellent customer communication skills - written and verbal. Ability to interact professionally with Congressional staff. The contractor shall provide resources that possess the following skills and experience for task orders related to Web Production, HelpDesk and General Web Support tasks: Demonstrated ability to code and troubleshoot HTML and CSS. Well-rounded knowledge of web technologies, web development tools, usage of social media, content management systems and computer systems. Additional expertise in Drupal, PHP, javascript, AJAX a plus. Capable of quickly learning and troubleshooting proprietary, government platforms and systems. Excellent problem solving and troubleshooting skills. Ability to discover, understand and communicate technical solutions and instructions with customers of varying levels of experience and understanding of technical issues. Poise and professionalism in all customer communications. Adaptation to multiple tasks and shifting work objectives. Reliable attendance and timely completion of work tasks and objectives. C.2.4. Composition of the Contractor Team Contractors may team with other companies as needed for services necessary to complement their organizational skills. These teaming arrangements are subject to prior approval of the House. The contractor will provide two weeks notice prior to replacing members of the team. The House reserves the right to replace team members at will. The Contractor shall represent that the individual(s) are key personnel who will provide the services to the House in connection with an award. The Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment or requested by the Contracting Officer. Contractor personnel assigned as Key Personnel are subject to approval of the COR. The Contractor must notify the COR of changes to the key personnel 14 calendar days prior to removal from the task order. Replacement personnel must be accepted in writing by the COR. The COR may require substitution of key personnel from Contractor, and may require additional personnel to be added to the project. Proposed substitutes to key personnel must have qualifications equal to or better than those approved at the pre-award stage and be accepted, in writing, by the COR. The COR will notify the Contractor after receipt of all required information (including resumes of substitutes) of the decision on substitutions within 10 business days. C.2.5. Overtime Overtime will only be paid if pre-approved by the Contracting Officer's Representative (COR). The individual is not expected to work and will not be paid for Federal holidays that are observed - New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. End of Section C.
Page 8 SECTION D -- PACKAGING AND MARKING D.1 HC.4.002 PAYMENT OF POSTAGE AND FEES MAY 2001 All postage and fees related to submitting information, including forms, reports, etc., to the House of Representatives shall be paid by the contractor. End of Section D.
Page 9 SECTION E -- INSPECTION AND ACCEPTANCE E.1 HC.5.003 INSPECTION OF SERVICES JUNE 2002 E.1.1 E.1.2 E.1.3 Services as used in this clause, also includes workmanship, and material furnished or utilized in the performance of services. The contractor shall provide and maintain a quality assurance system acceptable to the House covering the services under this contract. Complete records of all quality assurance work performed by the contractor shall be maintained and made available to the Contracting Officer (CO) and the Contracting Officer s Representative (COR) or their designated representative, during contract performance and for one year after the expiration of the contract s period of performance. Th e COR has the right to inspect and test all services called for by the contract at all times and places during the term of the contract. The COR shall perform quality assurance reviews and tests in a manner that shall not unduly delay or impede the contractor's work. E.2 HC.5.005 INSPECTION AND ACCEPTANCE AUGUST 2002 E.2.1 E.2.2 E.2.3 E.2.4 E.2.5 Inspection and acceptance of services to be furnished hereunder shall be performed at place of performance or destination, by the COR, in accordance with provisions specified in this contract and applicable task orders. The COR reserves the right to conduct any quality assurance reviews and tests it deems necessary to assure that the services provided conform in all respects to the contract specifications. Services which upon quality assurance reviews are found not to be in conformance with contractual specifications shall be promptly rejected and notice of such rejection, together with appropriate instructions, including resolution time, shall be provided to the contractor by the COR. Deficiencies thus reported shall be corrected by the contractor in a timely period as specified by such quality assurance reviews or, with written request for an extension, mutually agreed to by the parties. Written notification of negative quality assurance review results shall be furnished within thirty days after completion of quality assurance reviews. All subcontracts awarded by the contractor shall be subject to the CO's prior written approval and the provisions specified above, as noted at the time of approval. All facilities utilized by the contractor in performance of work under this contract shall be subject to inspection by officials of the House. The contractor shall respond to all quality assurance reports within the time frame specified in each quality assurance review, annotating what actions have been taken. E.3 HC.5.004 FAILURE TO PERFORM AUGUST 2002 If the product fails to perform as specified in the requirements, or if the contractor fails to take the necessary action to ensure future performance in compliance with performance requirements, the CO may, in addition to any other remedies specified elsewhere herein or available under applicable law, withhold payment for that portion that does not conform to performance requirements. The CO may also require that the contractor compensate the House for any costs incurred by the House in ensuring that the work is performed, either by requiring the contractor to supply a replacement at no cost to the House, or by acquiring such services from another contractor and charging the difference in cost to the contractor who was unable to perform as required. End of Section E.
Page 10 SECTION F -- DELIVERIES OR PERFORMANCE F.1 HC.6.001 PERIOD OF PERFORMANCE MAY 2001 Contract period of performance shall extend from date of award through two (2) years. The House may extend the term of this contract up to three (3) times for a period of one (1) year each. F.2 HC.6.003 OPTION TO EXTEND THE TERM OF THE CONTRACT MAY 2001 The House may extend the term of this contract up to three (3) times for a period of one year each time (total 36 months). Preliminary written notice to the Contractor of the House's intention to exercise these options will be at least 30 days before the contract expires. The preliminary notice does not commit the House to an extension. F.3 HC.6.005 NOTICE TO THE HOUSE OF DELAYS MAY 2001 In the event the contractor encounters difficulty in meeting performance requirements, or when he anticipates difficulty in complying with the contract, or whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the contractor shall immediately notify the customer and the COR by telephone and follow-up in writing to the COR, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the House of any delivery schedule or date, or any rights or remedies provided under this contract. F.4 HC.6.007 SUSPENSION AND DEBARMENT MAY 2001 a. Suspension of a contractor temporarily disqualifies that contractor from contracting with the House as a prime and/or Houseapproved subcontractor, in full or in part. The contracting officer initiates suspensions. (1) When the contractor and any specifically named affiliates are suspended, the contracting officer shall advise the firm immediately by certified mail, return receipt requested: (a) That the firm has been suspended and that the suspension is based on an indictment or other adequate evidence that the contractor has committed irregularities (i) of a serious nature in business dealings with the House or (ii) seriously reflecting on the propriety of further House dealings with the contractor. Any such irregularities shall be described in terms sufficient to place the contractor on notice without disclosing the House's evidence; (b) That the suspension is for a temporary period pending the completion of an investigation and such legal proceedings as may ensue; (c) Of the cause(s) relied upon for imposing suspension; (d) Of the extent and effect of the suspension; and (e) That, within 30 days after receipt of the notice of suspension, the contractor or its representative may submit, in writing or in person, information and argument in opposition to the suspension, including any additional specific information that raises a genuine dispute over the material facts. (2) Suspension shall be for a temporary period pending the completion of investigation and any ensuing legal proceedings, unless sooner terminated by the suspending official or as provided in this subsection. (3) If the investigation is not concluded or legal proceedings are not initiated within 12 months after the date of the suspension notice, the suspension shall be terminated. b. Debarment refers to action by the CAO to exclude a contractor from future House awards and House-approved subcontracting, in full or in part, for a reasonable, specified period. (1) Upon conclusion of the investigation resulting from a suspension, if the contracting officer should determine that debarment is in order, he or she shall prepare a report on the investigation along with such recommendations regarding debarment, for submission to the CAO. (2) A notice of proposed debarment shall be issued by the contracting officer advising the contractor and any specifically named affiliates, by certified mail, return receipt requested:
Page 11 (a) That debarment is being considered; (b) Of the reasons for the proposed debarment in terms sufficient to put the contractor on notice of the conduct or transaction(s) upon which it is based; (c) Of the cause(s) relied upon for proposing debarment; (d) Within 30 days after receipt of the notice, the contractor or its representative may submit to the CAO, in writing through the contracting officer or in person, information and argument in opposition to the proposed debarment, including any additional specific information that raises a genuine dispute over the material facts; (e) Of the effect of the issuance of the notice of proposed debarment; and (f) Of the potential effect of an actual debarment. c. In the event that the CAO makes a determination to impose debarment, the contracting officer shall give the contractor and any affiliates involved prompt notice by certified mail, return receipt requested: (1) Referring to the notice of proposed debarment; (2) Specifying the reasons for debarment; (3) Stating the period of debarment, including effective dates; and (4) Advising that the debarment is effective throughout the House, unless the CAO determines that limited business dealings between the House and the contractor are justified. d. The decision of the CAO on the merits of a debarment shall be final. A decision may be appealed by the contractor, in writing, within 10 days of receipt of notification of the decision, to the Committee on House Administration, only in the event that the CAO failed to follow the procedures established herein. F.5 HC.6.009 PAYMENT FOR NON-PERFORMANCE SEPTEMBER 2001 In the event that the contractor fails to perform as stipulated in the statement of work, and such failure is not for a reason beyond the control of the contractor, the House may charge 1% of the total contract cost per day and may obtain performance from another source and charge and collect all costs plus a 15% administrative fee from the contractor. F.6 HC.6.010 PLACE OF PERFORMANCE JUNE 2002 Work will be performed at facilities in the Metro Washington DC area, unless an exception is pre-approved by the House. All material created, documented or reviewed for the House of Representatives will remain on-site in Washington DC. F.7 HC.6.008 LIQUIDATED DAMAGES MAY 2001 If the contractor fails to perform the services specified in this contract, or any extension, the House may terminate this contract under the Termination clause of the contract. The contractor shall be liable for fixed, agreed and liquidated damages as provided for in Section F "Payment for Non-performance", accruing until the time the House may reasonably obtain delivery or performance of similar services. The contractor shall not be charged with liquidated damages when the delay in delivery or performance arises out of causes beyond the control and without fault or negligence of the contractor. End of Section F.
Page 12 SECTION G -- CONTRACT ADMINISTRATION DATA G.1 HC.7.023 CONTRACT ADMINISTRATION PLAN (CAP) FEBRUARY 2005 a. Section G contains the content required in a Contract Administration Plan (CAP). This CAP outlines the framework for monitoring performance and administering this contract, with the specific responsibilities of Authorized House Representatives listed below. Contract performance will be gauged against effectively meeting the requirements of the statement of work, monitoring customer satisfaction (e.g., vendor performance evaluations), and the performance measures contained in the Quality Assurance or Performance-Based Surveillance Plan, if applicable. b. It shall be the responsibility of the Contracting Officer's (CO's) authorized representative to periodically review this CAP for purposes of updating and/or recommending any necessary revisions. If a change to the CAP is required, the CO will execute the appropriate bilateral or unilateral modification. G.2 HC.7.007 AUTHORIZED HOUSE REPRESENTATIVES FEBRUARY 2005 a. The Contracting Officer for this contract may be contacted as follows: Contracting Officer U.S. House of Representatives Office of the Chief Administrative Officer Office of Acquisitions Management 358 Ford House Office Building Washington, D.C. 20515 (202) 225-2921 1. Except as specified in paragraph (3) herein, no order, statement or conduct of House personnel who visit the contractor's facilities, or in any other manner communicate with contractor personnel during the performance of this contract, shall constitute a change (in scope, terms, conditions, requirements, pricing, and/or delivery schedules) under this contract. 2. The contractor shall not comply with any order, direction or request of House Personnel which would constitute a change under this contract, unless issued in writing and signed by the CO, or made pursuant to specific authority otherwise included in this contract. 3. The CO is the only person authorized to approve changes under this contract and, notwithstanding provisions contained elsewhere in the contract, said authority remains solely with the CO. In the event the contractor effects any change at the direction of any person other than the CO, that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof. The CO may delegate certain responsibilities to authorized representatives. b. Contracting Officer's Representative (COR): The House shall appoint a COR upon award. 1. The COR, appointed by the CO, is designated to assist in the discharge of the contracting officer's responsibilities. The responsibilities of the COR include, but are not limited to: determining the adequacy of performance and/or the timeliness of delivery by the Contractor in accordance with the terms and conditions of this contract; acting as the contracting officer in charge of work at the site; ensuring compliance with the contract requirements insofar as the work is concerned; advising the contracting officer and contract administrator of any factors which may cause delays in delivery and/or performance of the work; and conducting or witnessing the conduct of any inspections and/or tests that may be required by the contract. The COR does not have the authority to make any changes to the terms, conditions, requirements, pricing, and/or delivery schedules of the contract or direct the contractor to perform services outside of the scope of the contract. 2. Additional responsibilities of the COR are as follows: - Monitor and evaluate contract performance, including preparing Vendor Performance Evaluations. - Review, approve, and process contractor invoices.
Page 13 - Submit periodic report(s) to the Contracts Specialist (CS). - Provide the CS with notification of intent to exercise options or renewals 90 days prior to expiration date. c. Contracts Specialist: Kyle Griggs Email: Kyle.Griggs@mail.house.gov Phone: 202-226-0366 The Contracts Specialist for this contract shall be appointed upon award of a contract. The CS prepares all modifications to the contract, maintains the official contract file with all reports and other contractual documentation, and responds to contractual inquiries or concerns from the COR or contractor on behalf of the CO. G.3 HC.7.008 AUTHORIZED CONTRACTOR REPRESENTATIVE FEBRUARY 2005 a. The contractor shall identify the authorized contractor representative (ACR), and provide the information listed below: Name, Title, Address, Phone, Fax, E-mail c. The ACR shall furnish notice of any delay or potential situation that may cause delay in their capability to meet the delivery and/or performance schedule set forth in this contract. Such notice may be provided verbally to the COR and contracting officer, then followed-up in writing within two business days after the verbal notice. The notification shall fully describe the cause for delay, the expected date of delivery and/or performance, and any remedies the contractor proposes to mitigate the delay. This notification does not relieve the contractor of its obligation to meet the delivery and/or performance requirements nor should this notification be construed as a waiver by the House of any delivery schedule or date, performance requirements, or any rights or remedies provided. G.4 HC.7.009 KEY PERSONNEL FEBRUARY 2005 a. The contractor shall assign key personnel by name and title. b. For each person, provide the following information: individual's name, title, telephone number, and e-mail address. c. Except as provided herein, the contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment or requested by the CO. Contractor personnel assigned to this contract as key personnel are subject to approval of the CO. The contractor must notify the CO of changes to key personnel 30 calendar days prior to removal from the contract. Replacement personnel must be accepted in writing by the CO. The CO may require substitution of key personnel from contractor, and may require additional personnel to be added to the project. Proposed substitutes to key personnel must have qualifications equal to or better than those approved at the award stage. The CO will notify the contractor, after receipt of all required information (including resumes of substitutes), of the decision on substitutions within 10 business days. G.5 WORK PERFORMED IN EXCESS OF 40 HOURS PER WEEK Work performed in excess of 40 hours per week shall be approved in advance, in writing, by the COR. The House shall not make payment for any services provided in excess of 40 hours per week unless the contractor obtained prior, written approval from the COR. The House observes the following Federal holidays, as defined in 5 U.S.C. 6103 (see www.opm.gov/fedhol): New Year's Day, Birthday of Martin Luther King, Jr., Inauguration Day (every fourth year), Washington's Birthday (a.k.a. President's Day), Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. Unless otherwise indicated, House offices shall be closed on these days and contractor personnel shall not be expected to work nor shall be compensated for work performed on those days. When a holiday falls on a Saturday or Sunday, the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). G.6 HC.7.006 CONTRACT STATUS AND REVIEW MEETING FEBRUARY 2005 The COR, CS, and authorized contractor representative(s) shall meet at least quarterly or more frequently as determined by the COR. The purpose of the meeting is to review the status reports, performance results, current/outstanding issues, and provide to the contractor any House-related informational materials. The goal is to keep track of performance, head-off any potential problems, resolve issues, and maintain a smoothly operating contract. G.7 HC.7.024 REPORTS/PLANS/SCHEDULES FEBRUARY 2005 All reports, plans, schedules and other submittals provided by the Contractor are subject to approval by the CO or COR.
Page 14 a. The Contractor is required to perform in accordance with the Government's existing plans and schedules or as directed by the CO or COR until the Contractor's "Deliverables" (submittals) are approved. b. The Contractor is required to submit deliverables and reports to the CO or COR at specified times throughout the life of this contract which are considered critical to the successful completion of all contractual requirements. The reports and deliverables include: 1. Monthly status report (Previous month's activities) by the 10 th of the month. Monthly status report shall include, Contract information, Key performance status, Financial Status, Tickets issued (status, cost), tasks completed, task planned, issues, summary. 2. Tickets (opened, closed, or status change). 3. System Status reports as required (Format and system to be determined). G.8 HC.7.011 PROGRESSIVE STEPS TO ENSURE SATISFACTORY CONTRACT PERFORMANCE FEBRUARY 2005 a. The Contractor shall bring all performance issues to the immediate attention of the COR. Likewise, the COR shall bring all real or apparent performance issues to the immediate attention of the Contractor. These issues will be documented and quickly resolved to the mutual satisfaction of both parties, provided such resolution is within the authority of the COR and in accordance with the terms and conditions of the contract. b. If an issue cannot be resolved between the Contractor and the COR, or resolution would require a modification to the contract, the COR will immediately notify the CA and the CO by e-mail. The CA in conjunction with the COR, Contractor, and as may be required other subject matter experts, will attempt to resolve performance issues to the mutual satisfaction of both parties. If a modification to the contract is required the CA will make a recommendation to the CO and if approved prepare the modification and obtain all necessary approvals and signatures. c. Issues that cannot be resolved by the CA will be brought to the attention of the CO who may pursue any of the remedies provided for under this contract up to and including termination. G.9 HC.7.003 INVOICES FEBRUARY 2005 a. The Debt Collection Improvement Act of 1996 requires that federal agencies pay recipients by electronic funds transfer (EFT). EFT is an improved, convenient, and secure method of payment. To enable the U.S. House of Representatives to send payments electronically to your financial institution, you must first complete an EFT enrollment form to provide your signature and certain information regarding your financial institution. Please visit the U.S. House of Representatives' Office of Finance and Procurement website at www.house.gov/finance for appropriate forms or call the EFT Help Line at 202-226-2277. b. A proper invoice shall minimally include: Contractor Name, Address, and Phone Number Name of Contractor Point of Contact House Contract or Purchase Order Number, Invoice Number, Invoice Date Invoice Page Number (each page of Invoice shall contain contractor Firm name, invoice number and date) 1. Work orders shall be identified as "tickets." Tickets issued under this contract will be identified by Ticket Number, Description, Manufacturer Part Number (Mfg Part #), Manufacturer (Mfg), Quantity (QTY), Unit of Measure (UM), Loaded Cost (Unit COST), Total Cost. If required, the COR may request additional data to support the purchase, in addition to the invoice. d. The House does not pay federal, state or local taxes unless mandated by law. e. All follow-up invoices shall be marked "Duplicate of Original" on all pages. Contractor questions regarding payment information or check identification should be directed to the COR for follow-up with appropriate financial personnel. G.10 SUBCONTRACTING