SOURCES SOUGHT
R -- Freedom of Information Act and Privacy Act Support Services for the Office of the Chief of Staff
- Notice Date
- 2/17/2009
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Other Defense Agencies, Defense Threat Reduction Agency, Defense Threat Reduction Agency (Headquarters), DTRA Annex, 8725 John J. Kingman Road, MSC 6201, Fort Belvoir, Virginia, 22060-6201
- ZIP Code
- 22060-6201
- Solicitation Number
- COS080011535(FOIAPA)
- Archive Date
- 4/1/2009
- Point of Contact
- Anne Behne,,
- E-Mail Address
-
anne.behne@dtra.mil
- Small Business Set-Aside
- N/A
- Description
- Sources Sought announcements are issued to assist the Defense Threat Reduction Agency (DTRA) in performing market research to determine industry interest and capability to obtain company demographics, benchmarking information and industry ideas for an acquisition approach. This Sources Sought announcement is not a Request For Proposal (RFP) and at this time, no solicitation exists. INTRODUCTION: The Agency’s mission is to safeguard the United States and its allies from Weapons of Mass Destruction (WMD) by providing capabilities to reduce, eliminate and counter the threat and its effects. This mission dictates a diverse set of customers and unique mission requirements. The Agency’s Enterprises requirements are equally diverse and unique. BACKGROUND: The DTRA intends to award a firm fixed price contract for Freedom of Information Act and Privacy Act Support Services for the Office of the Chief of Staff. The Freedom of Information Act (FOIA) generally provides that any person has a right, enforceable in court, to obtain access to federal agency records, except to the extent that such records (or portions of them) are protected from public disclosure by one of nine exemptions or by one of three special law enforcement exclusions. Taking effect on July 4, 1967, the FOIA firmly establishes an effective statutory right of public access to executive branch information in the federal government. The purpose of the Privacy Act of 1974 is to balance the government’s need to maintain information about individuals with the rights of individuals to be protected against unwarranted invasions of their privacy stemming from federal agencies’ collection, maintenance, use, and disclosure of information about them. The Act focuses on four basic policy objectives: (1)To restrict disclosure of personally identifiable records maintained by agencies. (2)To grant individuals increased rights of access to agency records maintained on themselves. (3)To grant individuals the right to seek amendment of agency records maintained on themselves upon showing that the records are not accurate, relevant, timely, or complete. (4)To establish a code of “fair information practices” which requires agencies to comply with statutory norms for collection, maintenance, and dissemination of records? The Department of Defense has directed through DoD Directives 5400.7-R (“DoD Freedom of Information Act Program”) and 5400.11-R (Department of Defense Privacy Program”) policies and procedures for each Program. Each Defense Agency is responsible for the processing of FOIA and Privacy Act requests for information which is under their purview. REQUIREMENTS: DTRA intends to procure Freedom of Information Act and Privacy Act Support Services. DTRA intends to issues a Request for Proposals (RFP) for Freedom of Information Act and Privacy Act Support Services at the headquarters in Fort Belvoir, VA. The contractor shall provide the personnel necessary to perform these services. The North American Industry Classification System (NAICS) code is 541990. All interested contractors are asked to submit their capabilities statement to meet the requirements of this action with all skill categories. All capabilities statement must be submitted to Ms. Anne Behne no later than 11:00 AM, March 17, 2009 at anne.behne@dtra.mil. All future information about this acquisition, including solicitation and amendments, will be distributed through the FEDBIZOPS web site. Interested parties are responsible for monitoring the web site to ensure that they have the most up-to-date information about this acquisition. The following provides a list of the support required: DESCRIPTION OF WORK: The Contractor shall assist the FOIA/Privacy Office in the day-to-day operations of the Freedom of Information Act and Privacy Act programs, to include the FOIAXpress case tracking and redacting software. TASKS: The contractor shall process all incoming inquiries from the public under both Acts. The contractor shall provide analytical reviews, compliant with the FOIA/PA, of documents under the control DTRA as directed by the DTRA FOIA/PA Officer, to include any special projects. The contractor shall assist in formulating and recommending plans and procedures to organize and operate the existing FOIAXpress system and assist in maintenance of the DTRA FOIA web site and reading room to ensure compliance with the FOIA Statute. Additionally, under the Privacy Act, the contractor shall conduct reviews of DTRA’s Systems of Records and updates as necessary, IAW OMB Circular A-130, to ensure compliance with the statutory requirements under the Privacy Act. 1. The contractor shall perform specific task assignments. These task assignments shall specify the required work, to include reports, documents, correspondence, and other deliverables with specific timelines delineated by the program manager. The contractor shall receive and/or initiate telephone calls, letters, or e-mail pertaining to FOIA/PA cases to determine status or resolve issues regarding the requests. The required effort shall focus on the processes, procedures, management controls in place, and information systems to enable the programs to operate more effectively and efficiently. 2. The contractor shall examine and evaluate all requests to determine whether requesters have complied with the FOIA/PA rules, provided an adequate description of the records sought, supplied third party authorization when necessary, or other statutory and regulatory requirements as applicable. Contractor personnel shall be required to make determinations as to the appropriate DTRA program area or Points-of Contact Manager coordination required in seeking technical searches and/or subject matter expert reviews. 3. The contractor shall identify classified, Restricted or Formerly Restricted data, military critical technology, unclassified controlled nuclear information and any other information exempt under the FOIA. After completing the review of the materials, the contractor shall provide recommendations on whether disclosure of the information is appropriate under either the FOIA or PA, or if the information, or portions thereof, meets the exemption criteria of either Act. The contractor shall identify information under the purview of another government agency or foreign government. The contractor shall bracket information to be withheld and apply the appropriate FOIA/PA exemption for each bracketed segment of the document. The contractor shall use the appropriate method to redact information being withheld. 4. The contractor shall coordinate FOIA/PA request actions among relevant DTRA technical Enterprises, the Security and Counter Intelligence Directorate, the Office of General Counsel, and Department of Defense (DoD) and other relevant government offices to resolve issues and problems raised during the review and processing procedures. The contractor shall obtain recommendations, guidance, and consolidate information provided to complete the review of requested documents. The contractor shall be required to consult with appropriate DTRA personnel to resolve classification, policy, or technical issues. Final determinations shall be made by the DTRA FOIA/Privacy Officer. The contractor shall prepare appropriate draft correspondence to request government coordination and review of documents; interim; and final letters to FOIA and PA requesters; and complete final processing and prepare responses, coordinating with other offices as needed. 5. The contractor shall provide the management FOIAXpress database, to include the quality control of information input and training of users throughout the DTRA directorates. The contractor shall ensure the database remains in total compliance with all DTRA and statutory requirements. The contractor individual assigned to this task shall have appropriate database administrator knowledge to be available to monitor the needs of this system as well as knowledge of FOIA/PA processes and work in that capacity when the database is not in need of monitoring. 6. The contractor shall assist in conducting reviews of the Agency’s current Privacy Act Systems of Records and their routine uses. Reviews shall include agency collection and disclosure practices, ensuring system notices are current and up-to-date; that only relevant and necessary information is being maintained; that appropriate safeguards have been adopted; disclosures are appropriate; current accountability tracking systems are viable; and that system notices are not duplicated. 7. To ensure the DTRA Reading Room (RR) is in compliance and current the contractor shall digitize and catalog final documents to enable DTRA to upload the documents to the RR. The contractor shall recommend and develop enhancements in the design and implementation of the DTRA electronic reading room. 8. The contractor shall provide detailed, monthly FOIA/PA (CDRL 0001) reports; and assist in the compilation of reports as required by DoD, OMB and Congress, to include, the annual FOIA report (CDRL 0002); annual FISMA (Federal Information Security Management Act of 2002) report and quarterly Privacy reports (CDRL 0003); and a FOIAXpress Standard Operating Procedure (SOP) (CDRL 0004) that addresses user requirements and FOIAXpress workflow as it pertains to DTRA. 9. The contractor shall provide assistance in the preparation and implementation of Agency training programs and Continuity Books, as they relate to FOIA and Privacy Act. The contractor personnel shall take any training which is considered mandatory for DTRA employees, as identified by the FOIA/PA Contracting Officer’s Representative (COR), unless a cost is involved. If training that incurs a cost is deemed pertinent, the COR and/or the FOIA/PA Officer will approve contractor attendance, in advance, in writing (e-mail is acceptable), and DTRA shall incur the cost. 10. The contractor must submit resumes to the Contracting Officer or COR, to include labor categories, for all individuals considered for the positions under this Statement of Work prior to such individuals working on this. MANDATORY REQUIREMENTS: Contractor personnel performing this effort shall have the following knowledge, skills and experience: •Thorough knowledge of both the FOIA and Privacy Act •Ability to effectively plan, organize, implement and execute assignments •Ability to complete tasks in a timely manner with minimal supervision •The Contractor shall assign a Team Leader and alternate Team Leader. •The Contractor Team Leader shall have good management and supervisory skills. CONTRACTOR RESPONSIBILITIES: The Contractor shall be the employer for the personnel furnished under this contract and shall provide all required recruiting, training, insurance, bonding, security clearances, transportation to and from the job (unless provided by the Contractor employee) and any other items directly related to the employment. The Contractor shall be responsible for all withholdings, health and other benefits, overhead and all payroll costs and contributions. DTRA OFFICE HOURS: Work shall be accomplished at DTRA. The contractor shall work 8 hours Monday through Friday (between the hours of 7:30 AM and 6:30 PM), excluding government holidays, which are as follows: New Year’s DayLabor Day Fourth of JulyMartin Luther King’s Birthday Columbus DayChristmas Day President’s DayVeterans’ Day Memorial DayThanksgiving Day LANGUAGE REQUIREMENTS: All employees shall be fluent in speaking, reading and writing, the English language. They shall have good communication skills (verbal, written, and computer). GOVERNMENT FURNISHED INFORMATION AND EQUIPMENT: It is anticipated that all duties will be performed at the DTRA office space desk on-site at the Defense Threat Reduction Center (DTRC) at Fort Belvoir, VA. Access to copier, FAX, printers and all office supplies will be provided. DTRA facilities are designated as non-smoking areas. TRAVEL: Long distance travel is not anticipated. If the contract allows for travel and has adequate funds obligated for travel and travel is required to perform the requirements of the Statement of Work, the contractor can seek authorization for travel from the COR. The Contractor shall provide a detailed estimate of any desired travel in advance to the Project Manager/COR, in writing via memorandum or e-mail. All travel shall be in accordance with the Joint Travel Regulation (JTR) and all travel shall be approved by the Project Manager/COR in writing via memorandum or e-mail Prior to the contractor incurring any travel expenses and prior to any departure. Local travel may be allowed as approved by the FOIA/PA COR in writing (e-mail is acceptable) in advance. SECURITY REQUIREMENTS: The Contractor’s employees, performing work under this contract, shall be U.S. citizens and have a TOP SECRET level clearance in accordance with the DD 254; deliverables shall be classified as appropriate. Before any Contractor employee performs work at DTRA, the Contractor shall verify and submit written proof of security clearance information (Visit Authorization Letter) to the DTRA Security Office (ATTN: Visitor Control). Visit Authorization Letters (VALs) shall contain the information specified in paragraph 6-103 of the NISPOM. VALs may be telexed to the DTRA Security Office. Contact (703)767-7956 for more information on VAL submission. PRIVACY REQUIREMENTS: The Contractor will be required to design, develop, or operate a system of records on individuals, to accomplish an agency function subject to the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal penalties. The definitions and procedures contained in the clause, at FAR 24.1, Protection of Individual Privacy and 24.104 Contract Clauses, included in this solicitation, are hereby incorporated by reference in section 3.0 of this Statement of Work. All other applicable Federal Acquisition Regulation (FAR) Parts, FAR 24.1, Protection of Individual Privacy, and 24.104 Contract Clauses, are incorporated by reference. DIRECTIVES: 1.Title 5 U.S.C. § 552, The Freedom of Information Act 2.Title 5 U.S.C. § 552a, The Privacy Act 3.DOD 5400.7-R, DoD Freedom of Information Act Program (http://www.dod.mil/pubs/foi/) 4.DOD 5400.11-R, DoD Privacy Act Program (http://www.dod.mil/privacy/) 5.OMB Circular A-130, Management of Federal Information Resources 6.FAR 24.1. Protection of Individual Privacy Act (http://www.arnet.gov/far/) 7.FAR 24.104, Contract Clauses 8.National Industrial Security Program Operating Manual (NISPOM) 522.22-M http://www.dtic.mil/whs/directives/corres/html/522022m.htm CAPABILITIES: Potential sources must have experience and expertise that demonstrates an in-depth knowledge and background in providing Freedom of Information Act and Privacy Act Support Services in a performance-based Department of Defense environment. Sources must demonstrate experience and ability to provide an adequate number of cleared personnel, at the Top Secret level. RESPONSES: Offerors having the required capabilities necessary to perform the stated requirements are invited to provide information to contribute to this sources sought. Interested offerors should provide within their electronic responses the following: 1. Company name, address, point of contact, telephone number, email address, business size and small business status such as disadvantaged, 8(a), HUBZone, Woman Owned, Minority Owned, and/or Service Disabled Veteran Owned Small business. 2. Ideas/Recommendations for an acquisition strategy to satisfy the stated requirements (e.g. single contract, single award IDIQ, multiple award IDIQ, SEAPORT, GSA Federal Supply Schedules, etc) Responses shall not exceed five (5) pages in total. Please submit responses to Anne Behne at anne.behne@dtra.mil, no later than March 17, 2009 at 1100 hours Eastern Time. DTRA will provide additional information and release draft documents as they become available. DTRA will not entertain ‘one on one’ meetings at this time.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=0aebed1738b2be4d6bfd7a7e62118bbc&tab=core&_cview=1)
- Place of Performance
- Address: 8725 John. J. Kingman Road, Fort Belvoir, Virginia, 22060-6201, United States
- Zip Code: 22060-6201
- Zip Code: 22060-6201
- Record
- SN01751897-W 20090219/090217220634-0aebed1738b2be4d6bfd7a7e62118bbc (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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