06_Solicitation - RFQ - 16PBGC24Q0011.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

RQ-33-23-000054

16PBGC24Q0011

FEB 20, 2024

Monique Anthony anthony.monique@pbgc.gov 7466

5:00 PM ET

PD

PENSION BENEFIT GUARANTY CORP

PROCUREMENT DEPARTMENT

445 12th St. SW

WASHINGTON DC 20024-2101

523991

WSD

PENSION BENEFIT GUARANTY CORPORATION

WORKPLACE SOLUTIONS DEPARTMENT

445 12th St. SW

WASHINGTON DC 20024-2101

see continuation page for line item details.

See Schedule

MAR 12, 2024

Please

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

16PBGC24Q0011

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

This is a Request for Quote for the Pension Benefit Guaranty Corporation (PBGC) Office of General Counsel (OGC) Communications Center Support Services.

The Contractor shall provide services to PBGC in support of the OGC Communications Center.

0001 The anticipated period of performance is:

Base Year 1 Year from Award Date Option Year 1 1 Year from Base Year end Option Year 2 1 Year from Option Year 1 end Option Year 3 1 Year from Option Year 2 end Option Year 4 1 Year from Option Year 3 end

PR NUMBER: RQ-33-23-000054

1.00 EA

PAGE 3 OF 80 16PBGC24Q0011

Table of Contents

Request for Quote

52.212-4CONTRACT TERMS AND CONDITIONS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

37.604 {37.604} Quality assurance surveillance plans

52.204-27PROHIBITION ON A BYTEDANCE COVERED APPLICATION (JUNE 2023)

52.247-34 F.O.B. DESTINATION (NOV 1991)

52.204-29FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS--REPRESENTATION AND DISCLOSURES (DEC

2023)

52.212-3OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2023)

52.212-5CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

52.219-6NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2020)

52.219-8UTILIZATION OF SMALL BUSINESS CONCERNS (SEP 2023)

52.222-17{52.222-17} [Reserved]

52.232-40PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (MAR 2023)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

PBGC 52.201-7000 CONTRACTING OFFICER'S REPRESENTATIVE (JAN 2012)

PBGC 52.204-7000 RECORDS MANAGEMENT (SEP 2017)

PBGC 52.209-7001 ORGANIZATIONAL CONFLICTS OF INTEREST (AUG 2017)

PBGC 52.209-7002 HANDLING PBGC DATA (MAY 2017)

PBGC 52.215-7003 EXPENSES RELATED TO PROPOSAL SUBMISSION (OCT 2004)

PBGC 52.232-7009PBGC 52.232-7009 SUBMISSION OF ELECTRONIC INVOICING USING INVOICE PROCESSING PLATFORM

(IPP) FOR TIME AND MATERIAL, LABOR-HOURS, AND FIXED PRICE (FEB 2023)

PBGC 52.237-7000 KEY PERSONNEL (APR 2018)

PBGC 52.237-7002 FITNESS DETERMINATION (JAN 2023)

PBGC 52.237-7007PHYSICAL SECURITY (NOV 2023)

PBGC 52.237-7008 OBSERVANCE OF LEGAL HOLIDAYS (OCT 2018)

PBGC 52.242-7000 POSTAWARD CONFERENCE (JAN 2023)

PBGC 52.246-7000 INSPECTION AND ACCEPTANCE OF DELIVERABLES (JAN 2012)

PBGC 52.237-7006 PROFESSIONAL ATTIRE (OCT 2018)

52.237-3 CONTINUITY OF SERVICES (JAN 1991)

52.212-1INSTRUCTIONS TO OFFERORS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

PAGE 4 OF 80 16PBGC24Q0011

CLAUSES

Request for Quote

PAGE 5 OF 80 16PBGC24Q0011

REQUEST FOR QUOTE (RFQ)

Pension Benefit Guaranty Corporation (PBGC)

RFQ #16PBGC24Q0011

Office of General Counsel (OGC) Communications Center Support Services

Issued to:

All Contractors on SAM.gov Contract Opportunities

NAICS: 523991

Conducted under Federal Acquisition Regulation (FAR) Part 12 in conjunction with Part 13.5

Issued by:

Pension Benefit Guaranty Corporation 445 12th Street, SW

Washington, D.C. 20024

PAGE 6 OF 80 16PBGC24Q0011

SECTION 1 – SUPPLIES OR SERVICES AND PRICES

1.0 SUPPLIES OR SERVICES AND PRICE

1.1 CONTRACT TYPE

This is a Firm-Fixed-Price (FFP) contract.

The Contractor shall perform the effort required by this contract on a Firm-Fixed-Price (FFP) basis for:

a. Contract Line-Item Numbers (CLINs) 0001, 1001, 2001, 3001, and 4001.

b. CLIN 5001 – Option to Extend Services, FAR 52.217-8 as needed by the Government

1.2 SERVICES AND PRICES

The following abbreviations are used in this document:

CLIN

CO

COR

FAR

FFP

GFE

GFI

IT

NTE

NLT

ODC

OGC

PBGC

QASP

QCP

QTY

SOP

PS

PWS

Contract Line-Item Number Contracting Officer Contracting Officer’s Representative Federal Acquisition Regulation Firm-Fixed-Price Government Furnished Equipment Government Furnished Information Information Technology Not-to-Exceed No Later Than Other Direct Cost Office of the General Counsel Pension Benefit Guaranty Corporation Quality Assurance Surveillance Plan Quality Control Plan Quantity Statement of Procedures Project Start Performance Work Statement

PAGE 7 OF 80 16PBGC24Q0011

SECTION 2 – PERFORMANCE WORK STATEMENT

1.2.1 PRICE SCHEDULE

Firm Fixed Price (FFP) CLINS CLIN Description QTY Unit Total FFP

Base Year: 1 Year from date of award

The Contractor shall provide qualified, experienced, and highly competent support services to operate and manage the PBGC Communications Center in accordance with the Performance Work Statement (PWS).

12 Month $

Option Year 1: 1 Year following Base Year

The Contractor shall provide qualified, experienced, and highly competent support services to operate and manage the PBGC Communications Center in accordance with the Performance Work Statement (PWS).

12 Month $

Option Year 2: 1 Year following Option Year 1

The Contractor shall provide qualified, experienced, and highly competent support services to operate and manage the PBGC Communications Center in accordance with the Performance Work Statement (PWS).

12 Month $

Option Year 3: 1 Year following Option Year 2

The Contractor shall provide qualified, experienced, and highly competent support services to operate and manage the PBGC Communications Center in accordance with the Performance Work Statement (PWS).

12 Month $

Option Year 4: 1 Year following Option Year 3

The Contractor shall provide qualified, experienced, and highly competent support services to operate and manage the PBGC Communications Center in accordance with the Performance Work Statement (PWS).

12 Month $

TOTAL ALL CLINs: $

Note: The government reserves the right to exercise the 6-month extension period in accordance with FAR 52.217-8.

PAGE 8 OF 80 16PBGC24Q0011

2.0 DESCRIPTION/SPECIFICATIONS/ PERFORMANCE WORK STATEMENT

2.1 PROJECT TITLE

Office of the General Counsel (“OGC”) Communication Center Support Services

2.2 BACKGROUND

The Pension Benefit Guaranty Corporation (“PBGC”), a wholly-owned United States government corporation, administers the insurance program and termination process for most defined benefit pension plans that are tax-qualified under the Internal Revenue Code. OGC is responsible for providing legal services in connection with PBGC's programs and activities.

PBGC’s General Counsel provides legal advice and counsel to the Director and PBGC on general law and pension law matters. The General Counsel decides financial reporting and corporate law issues and matters arising in the areas of government contracts, EEO, labor relations and employee relations programs. The General Counsel also administers appeals of benefit coverage issues arising under the Employee Retirement Income Security Act (“ERISA”) as well as the disclosure and other requirements of the Freedom of Information and Privacy Act. The General Counsel advises PBGC’s Chief of Negotiations & Restructuring on concerns with protecting the interests of PBGC and pension plan participants and beneficiaries pursuant to ERISA. OGC relies on business processes in the Communications Center (“Center”) for their written and electronic communications within the agency and with all interested parties external to the agency.

Because PBGC has independent litigating authority, its attorneys regularly appear in courts nationwide on behalf of itself. Paper and electronic communications with those courts, adversaries, and other parties are an integral part of PBGC's legal business processes. The Communications Center utilizes a generic scanning solution to capture all incoming and outgoing documents as TIF images and readable PDF files before being coded into a case management system. Documents are distributed to legal staff and other corporate personnel through e-mails generated automatically by an intranet server. As a result, most paper legal records in the Communications Center are now electronic in nature, and management and control of incoming electronic records are critical concerns of PBGC.

Communications Center Operations – Current Information Technology (IT) Environment

The Center includes a centralized mail and filing operation and certain case tracking and docketing functions for the control of all legal documents and other correspondence, received from and sent to federal and state courts, other federal agencies, parties to PBGC litigation and other legal actions, and other PBGC departments. The Center is currently located at 445 12th Street NW, PAGE 9 OF 80 16PBGC24Q0011

Washington, DC 20024-2101, and is accessible to the legal staff and other agency personnel. At the present time, the Center has 5 computer/printer workstations, two duplex scanners attached; and one high-speed printer/copier.

The computer workstations feature software applications appropriate to the business process in the Center, including Microsoft Office; Internet Explorer; Legal Edge for Windows; two case management systems; Quick View Plus; and Adobe. The scanners presently are run by Kofax software.

The Center currently houses original copies of all settlements, trusteeship documents, mortgage loans, security documents, confidentiality items, asset purchase and letter agreements. Additional boxes of closed files are archived monthly at a facility off-site and remain accessible to staff on an as-needed basis.

2.3 SCOPE

The Contractor shall provide personnel who have the technical skills and expertise necessary and sufficient to meet the demands of records management and document controls in a highly computerized environment; to provide the services required to support an effectively paperless environment; to support other related PBGC initiatives such as knowledge management using similar processes and systems to manage and support discovery and other litigation-related activities; and to assist in additional projects related to similar corporate and legal activities and administrative processes.

2.4 TASKS

The following sections identify more specifically the tasks that the Contractor shall perform to operate and maintain the Center and the documents that come through the Center.

2.4.1 TASK 1 – Managing and Controlling Legal Documents

The Contractor shall manage and control all legal documents, including hard copy litigation documents that serve as PBGC's primary source of information supporting PBGC's litigation in federal and state courts; documents supporting requests for advice and opinions under Title IV of ERISA; documents from other PBGC departments and federal entities requesting action, assistance, and/or advice; and all other documents in electronic or paper format.

a. Maintain Files:

In connection with maintaining files, Contractor personnel shall:

i. Process all documents in accordance with established business processes, utilizing case management systems customized for such purposes. The Center's business processes

PAGE 10 OF 80 16PBGC24Q0011

include the processing of incoming documents to maintain in an exacting and accurate manner a comprehensive docketing system in the case management systems;

ii. Perform administrative safeguarding activities to prevent disclosure of data as required by the provisions of federal law, the Internal Revenue Code, PBGC directives, policies, procedures, and confidentiality agreements in instances where documents require safeguarding;

iii. Prepare and maintain files for all active and closed legal cases;

iv. Maintain document-related logs of daily activities in the Center;

v. Retrieve hard copy documents from files or archives when requested by PBGC personnel; and

vi. Track and aggregate files for archiving in an off-site facility.

b. Execute Special Projects:

The Contractor shall execute special projects to improve PBGC's record management program.

The Contractor shall inform the technical liaison from OGC of all special projects and the Contractor’s proposed handling and prioritizing of such special projects assigned by OGC staff.

Such projects may include:

i. Activities in support of an inventory of existing records;

ii. Aggregating and reporting data from daily, computerized document-related reports;

iii. Assisting in documenting procedures and processes in the Center; and

iv. Periodically reviewing and retiring legal hard copy files in accordance with established retention schedules and guidelines issued by the National Archives and Record Administration.

c. Draft and Provide Statement of Procedures (SOP) and Train Staff on SOP

The Contractor shall:

i. Draft a comprehensive Statement of Procedures (SOP) for its processing of documents in accordance with the requirements of this section and provide to the COR within 15 days of award. The SOP shall include a high-level processing guide that summarizes the procedures.

ii. Cross-train its personnel so that each Contactor employee is familiar with the procedures and can perform all required functions.

PAGE 11 OF 80 16PBGC24Q0011

2.4.2 TASK 2 - Services Related to Mail in Hard Copy, Electronic, and Other Formats

Measured monthly, the Center must be prepared to handle receipt of at least approximately 4,000 documents. 90% of the incoming documents are in electronic format.

a. Provide Hard Copy Document Processing Support Services

For each paper document received, Contractor personnel shall:

i. Open and date-stamp the document;

ii. Associate the document with an existing matter in the case management systems;

iii. Code the document by completing a document entry screen; and

iv. Scan each page of the document into multipage PDF files.

v. The imaged document is delivered through PBGC's e-mail system to the staff members assigned to the matter at issue.

vi. The Contractor shall complete uploading and indexing of hard copy documents within six hours of receipt.

b. Process Cover Sheets

i. For documents which are delivered to OGC staff, data from the document entry screen combines with data from the particular matter to create a cover sheet for each document.

ii. That cover sheet is printed for each hard copy, incoming document and is attached to the incoming document for filing in the appropriate hard copy matter file.

iii. Cover sheets are not generated for certain electronic documents, such as incoming bankruptcy- related documents.

iv. For documents which are delivered to OGC staff, on the same day that hard copy documents are received, the Contractor shall deliver to all OGC staff who receive the electronic image of the document a hard copy of the printed cover sheet; this second copy of the cover sheet serves as notice of the e-mail message. For bankruptcy-related documents, no cover sheet is necessary.

c. Other Responsibilities

i. All documents regardless of format shall be processed and delivered by electronic means to the appropriate staff on the day the documents are received.

ii. Envelopes are not distributed to attorneys nor included with documents in the files.

The Contractor shall collect the envelopes in bulk, box them by date, and prepare these boxes for archiving at the off-site facility.

PAGE 12 OF 80 16PBGC24Q0011

iii. In connection with the receipt of paper documents, Contractor personnel shall have an array of other, associated responsibilities. When documents arrive that initiate new OGC matters, Contractor personnel shall prepare the necessary documentation to create a new master and associated matters before processing the incoming document. Contractor personnel shall coordinate the opening of new masters and new matters with appropriate OGC personnel.

d. Provide Facsimile (Fax) to Email Processing Support Services

i. All incoming fax transmissions are automatically routed to an e-mail address specifically assigned for this purpose. These transmissions are processed using the same methodology as other e-mail messages, described below.

e. Provide Package Processing Support Services

Packages are received in the Center from the Workplace Solutions Department (WSD) or directly from messengers dispatched locally. Contractor personnel shall:

i. Sign for each package received and record on a log the date and tracking number of all packages;

ii. The Contractor shall notify the appropriate staff member(s) immediately by e-mail that a package has arrived; and

iii. The Contractor shall upload and index all documents in delivered packages within two hours of receipt.

f. Provide Electronic Document Processing Support Services (Distribution/Scanning/Indexing/Archiving)

Since October 2001, the federal and bankruptcy courts, including the District of Delaware and the Southern District of New York where PBGC is involved in a large number of matters, have established case management/electronic case filing systems requiring parties to file and be served pleadings electronically. Therefore, in addition to the hard copy documents, the Center must be prepared to receive the bulk of the documents in electronic format from the federal courts.

PAGE 13 OF 80 16PBGC24Q0011

The processing of electronic court documents requires different skills than the processing of hard copy documents. All Contractor personnel shall be capable of processing electronic documents linked to e-mail messages. Today, e-mail messages received in the Center generally have a number of linked electronic documents; occasionally an e-mail can have over 20 or more linked documents. As the number of linked documents increases, processing each document becomes increasingly more difficult. The Contractor shall provide the following electronic document support services:

i. An e-mail with an electronic document attached is forwarded from the computer where all electronic mail is received to a workstation where the document can be processed.

ii. Each electronic document linked to an e-mail shall be opened; saved to a local drive in PDF format; associated with an existing matter in the case management systems;

coded into a document entry window; and linked to an image in the case management systems. Some of this process is automated.

iii. The Center personnel shall re-assemble older, hard copy files into chronological order, code and scan those documents, associate the documents with a matter in the case management system, and process those matter files for archiving at the off-site facility.

iv. The Contractor shall continue this work until it is completed or until instructed otherwise. Presently, the Center codes and scans an estimated 1,000 pages of old or orphaned documents a month.

v. The Contractor’s SOP shall include procedures to have paper files shipped off -site within 10 days

OGC has implemented a new, PBGC-customized and built case management system as of this year. The processing format for incoming electronic mail remains the same.

g. Process and Deliver Financial Instruments

OGC often receives financial instruments such as checks and letters of credit. The Contractor shall:

i. Process these documents, including maintaining custody of them for a time, prior to delivering them to OGC staff or PBGC’s Financial Operations Department.

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2.4.3 TASK 3 - Administrative Duties

Contractor personnel shall respond promptly to miscellaneous inquires in matters relating to the documents housed in the Center. The new case management system that went live this year requires Contractor personnel to interact with additional divisions within PBGC seeking assistance or access to documents. Such inquiries can be received by telephone, e-mail, or in person. Contractor personnel shall:

a. Ensure that the equipment housed in the Center operates in satisfactory manner and that minor maintenance chores such as loading paper, toner, or similar supplies are completed successfully;

b. When routine or emergency repair calls are required for the equipment, the Contractor shall initiate those calls and ensure that the equipment receives the attention and requisite repairs required; and

c. Contractor personnel shall assist other PBGC personnel in working on budget or planning items related to functions and activities in the Center and shall engage in periodic reviews of and provide periodic advice concerning business processes in the Center.

2.4.4 TASK 4 - Project Management

The Center shall be managed using the following knowledge, capabilities, and skills: a working knowledge of general legal processes and documentation sufficient to recognize time-sensitive matters and understand their context in legal proceedings to associate documents with particular matters and masters; expertise in handling sensitive information, confidential documents and privileged communications so that such information is handled and processed in accordance with all applicable agency and federal statutes, rules and regulations; the managerial and supervisory skills and capabilities necessary to instruct and supervise a staff required to handle and process legal or other documents appropriately and engage in related support activities; understanding all PBGC requirements associated with the receipt, docketing, distribution, archiving and other disposition of hard copy and electronic communications and providing associated services; on- site supervision sufficient to ensure that contract tasks are executed effectively and efficiently on a daily basis; that Contractor personnel conduct themselves in accordance with PBGC regulations and respectable work place behavior; and that interactions with all PBGC personnel are conducted courteously and respectfully; the necessary guidelines which preclude Contractor personnel from using any information gathered on-site in any manner which is contrary to federal rules or regulations or which could be used to promote personal gain for the employee, other persons inside or outside PBGC, or any company or other organization, and skills sufficient to construct and implement a series of reasonable measures to quantify workload and personnel productivity on a daily, weekly and/or monthly basis and to report such measurements to management as required.

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a. The Contractor shall provide monthly status reports to the COR, providing data on documents processed, technical issues, and other relevant matters. The Contractor shall manage its activities in accordance with its Quality Control Plan.

Refer to RFQ Attachment 3 - Monthly Status Report Template

2.4.5 TASK 5 - Continuing Operations (COOP) Responsibilities

Under certain emergency or other circumstances which could preclude the use of PBGC office space at 445 12th Street NW, Washington, DC 20024-2101, the Contractor shall provide a team of people to work remotely from their residences.

The Contractor's Project Manager, or if absent, the Contractor's Communications Center Supervisor, will be contacted and advised of the need to make personnel available for remote work.

At the end of the emergency or when office space is available at one the 445 12th St NW offices, the Contractor's Project Manager will be notified of the responsibility to have personnel report to the designated onsite office.

2.4.6 TASK 6 – General Miscellaneous

The Contractor shall perform any other related tasks or activities which may be necessary or required for maintaining the uninterrupted operation, management and long-term efficiency and effectiveness of the Communications Center and of any associated activities assigned or required by the Contracting Officer.

2.4.6.1 Coordinate a Contract Kick Off Meeting

The Contractor shall schedule and coordinate a Project Kick-Off Meeting at the location approved by the Government. The meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the Contract. The meeting shall provide the opportunity to discuss technical, management, and security issues; and travel authorization and reporting procedures. At a minimum, the attendees shall include the Contractor’s Key Personnel, the Technical Point of Contact (TPOC), other relevant Government personnel, the PBGC CO, and the PBGC COR.

At least three days prior to the Project Kick-Off Meeting, the Contractor shall provide a Project Kick-Off Meeting Agenda for review and approval by the PBGC COR and the TPOC prior to finalizing. The agenda shall include, at a minimum, the following topics/deliverables:

a. Points of Contact (POCs) for all parties.

PAGE 16 OF 80 16PBGC24Q0011

b. Personnel discussion (i.e., roles and responsibilities and lines of communication between Contractor and Government).

c. Transition-In/Out Plan. (Deliverable)

The Contractor shall provide a Transition-In Plan. The Contractor shall ensure that there will be minimum service disruption to vital Government business and no service degradation during and after transition. The Contractor shall implement its Transition-In Plan immediately after award, and all transition activities shall be completed no later than 15 business days after award.

The Transition-In Plan is a written narrative that shall address the Contractor’s approach to receiving information required by items i. – x. of the Transition-Out Plan below.

The Contractor shall provide transition-out support when required by the Government. The Transition-Out Plan shall facilitate the accomplishment of a seamless transition from the incumbent to incoming Contractor/Government personnel at the expiration of the Contract.

In the Transition-Out Plan, the Contractor shall identify how it will coordinate with the incoming Contractor and/or Government personnel to transfer knowledge regarding the following:

i. Project management processes;

ii. Points of contact;

iii. Location of technical and project management documentation;

iv. Status of ongoing technical initiatives;

v. Appropriate Contractor to Contractor coordination to ensure a seamless transition;

vi. Transition of Key Personnel roles and responsibilities;

vii. Schedules and milestones;

viii. Actions required of the Government;

ix. Security discussion and requirements (i.e., building access, badges, access cards.

x. The Contractor shall also establish and maintain effective communication with the incoming Contractor/Government personnel for the period of the transition via weekly status meetings or as often as necessary to ensure a seamless transition-out.

d. Quality Control Plan (Deliverable)

The Contractor shall submit a Quality Control Plan (“QCP”) that identifies an acceptable method of implementing effective quality control for all the Tasks listed in the PWS. The QCP shall address methods to ensure the Acceptable Quality Levels (“AQL”) noted in the Quality

PAGE 17 OF 80 16PBGC24Q0011

Assurance Surveillance Plan (“QASP”) - Solicitation Attachment 1, are met.

The QCP shall identify the organization or individuals responsible for quality control and the specific procedures used to ensure delivery of a quality product/services. The QCP shall detail quality assurance measures, the method of accountability, and required documentation.

The Government will provide the Contractor with the number of Government participants for the Project Kick-Off Meeting, and the Contractor shall provide copies of the presentation for all present.

The Contractor shall draft and provide a Project Kick-Off Meeting Minutes Report documenting the Project Kick-Off Meeting discussion and capturing any action items.

2.5 PERFORMANCE STANDARDS

The Contractor must adhere to the following performance standards:

• Accuracy - Deliverables must be accurate in presentation, technical content, free of spelling and grammatical errors.

• Clarity - Deliverables must be clear and concise. All charts and tables provided by the Contractor be clearly labeled, easy to understand and relevant to the supporting narrative.

• Consistency to Requirements - All Deliverables must satisfy the Performance Requirements of the PWS.

• Format - The Contractor must assure all final Deliverables are compliant with task format requirements.

• Timeliness – Performance of time-sensitive tasks must meet the performance standards identified per task in the PWS. Deliverables must be submitted on or before the due date specified per the PWS.

2.6 PERFORMANCE INCENTIVE

The Contractor is encouraged to meet or exceed performance standards. PBGC will monitor performance under this Contract in support of preparing a performance assessment in the Contractor Performance Assessment Reporting System (CPARS). Agencies are instructed to use the CPARS to create and measure the quality and timely reporting of performance information conforming to requirements and to standards of good workmanship; forecasting and controlling costs; adherence to schedules, including the administrative aspects of performance; reasonable and cooperative behavior and commitment to customer satisfaction; integrity and business ethics;

and business-like concern for the interest of the customer.

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Adherence to Performance Standards under this contract will be used in support of the past assessment and may range from Exceptional (Positive) to Unsatisfactory (Negative) in accordance with FAR 42.1503.

2.7 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

This QASP specifically corresponds to the PWS Task Performance Requirement. Performance Requirements for each Task of the PWS discusses what work is to be performed and to what outputs or outcomes the Government expects and to what specification. The QASP provides a surveillance plan sufficient to ensure acceptable performance. The objective of the Surveillance Plan is to evaluate how the services are being performed by the Contractor.

The QASP is attached to this document. (Attachment 1)

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SECTION 3 – PACKAGING AND MARKING

3.0 PACKAGING AND MARKING -

Refer to the clauses section of the RFQ for section-related clause.

[RESERVED]

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SECTION 4 – INSPECTION AND ACCEPTANCE

4.0 INSPECTION AND ACCEPTANCE

[RESERVED]

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SECTION 5 – DELIVERIES OR PERFORMANCE

5.0 DELIVERIES OR PERFORMANCE

5.1 PERIOD OF PERFORMANCE

The anticipated period of performance is a one-year base year and four, one-year option years.

Base Year 1 year from date of Award Option Year 1 1 year from Base Year end Option Year 2 1 year from Option Year 1 end Option Year 3 1 year from Option Year 2 end Option Year 4 1 year from Option Year 3 end

A 6-Month extension may be exercised as required by the Government in accordance with FAR 52.217-8.

5.2 PLACE OF PERFORMANCE

Services shall be performed at PBGC Headquarters located at:

445 12th Street SW, Washington, DC 20024-2101.

Services shall be performed remotely upon approval of the COR.

Note: Travel is not reimbursed under this contract.

5.3 HOURS OF OPERATION

The PBGC Communication Center will be operated during normal business hours, 8:00 am to 5:30 pm, eastern standard time, five days a week, excluding federal holidays.

5.4 PANDEMIC

In the event of a pandemic influenza or other pandemic illness, the Contractor shall conform its personnel and workplace policies and procedures to PBGC's policies and procedures designed for such an eventuality unless otherwise instructed by PBGC.

5.5 DELIVERABLES AND DELIVERABLES SCHEDULE

Deliverables are due the next Government workday if the due date falls on a holiday or weekend. The Contractor shall deliver the deliverables listed in the following table as specified:

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SECTION 5 – DELIVERIES OR PERFORMANCE

DELIVERABLES SCHEDULE

Deliverable Due Date Deliverable Format/ Recipient

Party Responsible

Deliver To:

1. Statement of Procedures (SOP) (Task 2.4.1.c.i)

Within fifteen (15) business days of award

Submitted via email in a PDF document

Contractor COR

2. High-level processing guide to SOP (Task 2.4.1.c.i)

Within fifteen (15) business days of award

Submitted via email in a PDF document

Contractor COR

3. Monthly Status Reports (Task 2.4.4.a)

Within five (5) business days after the completion of each month

Submitted via email Contractor COR

4. Provide a Transition-In/Out Plan. (Deliverable) (Task 2.4.6.1.c)

Provide at Contract Kickoff Meeting

Submitted via email in a PDF document

Contractor COR

5. Quality Control Plan (Task 2.4.6.1.d)

Provide at Contract Kickoff Meeting

Submitted via email in a PDF document

Contractor COR

5.6 NOTICE REGARDING LATE DELIVERY

The Contractor shall notify the PBGC COR via email as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The Contractor shall include in the notification:

a) The rationale for late delivery,

b) The expected date for the delivery, and

c) The project impact of the late delivery.

The PBGC COR will review the new schedule and provide guidance to the Contractor. Such notification in no way limits any Government contractual rights or remedies including, but not limited to, termination.

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SECTION 6 – CONTRACT ADMINISTRATION DATA

6.0 CONTRACT ADMINISTRATION DATA

6.1 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

On behalf of the Government the PBGC COR will receive all work called for by the Contract and will represent the PBGC CO in the technical phases of the work. The PBGC COR will provide no supervisory or instructional assistance to Contractor personnel.

The PBGC COR is not authorized to change any of the terms and conditions, scope, schedule, and price of the contract. Changes in the scope of work will be made only by the PBGC CO by properly executed modifications to the contract.

6.2 PBGC TECHNICAL POINTS OF CONTACT

PBGC Contracting Officer’s Representative: TBD -

Provided at award.

PBGC Technical Point of Contact: TBD -

Provided at award.

6.3 INVOICE SUBMISSION

The Contractor shall submit requests for payment in accordance with the format contained in the PPGC Clause: (See Clauses Section for full text)

52.232-7009 SUBMISSION OF ELECTRONIC INVOICING USING INVOICE PROCESSING

PLATFORM (IPP) FOR TIME AND MATERIAL, LABOR-HOURS, AND FIXED PRICE (FEB

2023).

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SECTION 7 – SPECIAL CONTRACT REQUIREMENTS

7.0 SPECIAL CONTRACT REQUIREMENTS

7.1 KEY PERSONNEL

PBGC has identified key Contractor positions responsible for performance of the services described in the Statement of Work for the duration of the resulting contract. These key Contractor positions are identified below. Upon selection of the successful Contractor and preparation of the contract, the Contractor personnel proposed for these key Contractor positions will be added to the contract’s “Key Personnel” clause for inclusion into the award:

1. Project Manager - TBD

2. Supervisor – TBD

Key personnel must meet the following minimum experience qualifications:

Project Manager

6 years of experience managing a legal document file room and have significant experience in managing court pleadings in bankruptcy or complicated multi-party litigation.

Supervisor

3 years of experience supervising a legal document file room and have significant experience in managing court documents.

7.2 GOVERNMENT-FURNISHED EQUIPMENT (GFE) & INFORMATION (GFI)

PBGC will furnish an initial briefing to appropriate Contractor personnel to provide background on PBGC policies and procedures. The briefing will be conducted by qualified PBGC staff members who will also be available to the Contractor on an ongoing basis for consultation and guidance as needed. The initial briefing will be held at 445 12th Street SW, Washington, DC 20024-2101. The briefing will be conducted within 30 days following the contract award.

At the COR’s direction and to the extent available, PBGC will furnish, copies of regulations, procedures, policies, other materials, administrative support, and/or equipment necessary for the Contractor to perform the work required by this contract.

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7.3 INFORMATION TECHNOLOGY (IT) SECURITY REQUIREMENTS

Please refer to the clauses section of the contract for PBGC-specific security-related terms and conditions in full text to include:

52.209-7002 HANDLING PBGC DATA (MAY 2017)

PBGC 52.239-7000 SECTION 508 ACCESSIBILITY STANDARDS (MAR 2020)

7.4 ORGANIZATIONAL CONFLICT OF INTEREST (“OCI”)

If a Contractor has performed, is currently performing work, or anticipates performing work that creates or represents an actual or potential OCI, the Contractor shall immediately disclose this actual or potential OCI to the PBGC CO in accordance with FAR Subpart 9.5. The nature of the OCI may involve the prime Contractor, subcontractors of any tier, or teaming partners.

7.5 SUBCONTRACTING AND SUPPORTING DOCUMENTATION

Subcontracting is permitted under this RFQ. If a prime/subcontractor arrangement is proposed, all labor and materials proposed must be contained within the prime Contractor’s contract. The distribution of services and costs shall be provided in the offeror’s Price Quote.

Subcontract/Prime Contract Allocation:

This contract is set aside for small business. In order to qualify for an award, under a prime/sub arrangement, at least 51% of the award/services and value must be allocated to small business, as demonstrated in the offeror’s Price Quote. The awardee must honor this allocation throughout the contract period of performance.

Required “Flow down” Subcontract clauses: FAR 52.244-6 (December 2023)

The clauses referenced in FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services shall be incorporated into the subcontract agreement.

Contractor Responsibility:

Both the Subcontractor and the Prime Contractor must be actively registered on SAM.gov to be considered eligible for an award.

Key Personnel:

The following Key Personnel positions must be employed by the Prime Contractor.

1. Project Manager – Must be a Prime Contractor employee.

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2. Supervisor – Must be a Prime Contractor employee.

Key personnel positions are deemed critical and responsible for performance of the services described in the Statement of Work for the duration of the resulting contract. Due to the limitations in communication and oversight associated with privity of contract, and the need for the Government to engage promptly and effectively with the Contractor when and if performance issues arise, it is most practical for the above positions to be employed by the Prime Contractor.

This will allow for the Government to communicate directly with positions assigned to oversee Contractor performance in order to resolve issues.

7.6 WAGE DETERMINATION

This contract is subject to the following provisions and to all other applicable provisions of 41 U.S.C.

chapter 67, Service Contract Labor Standards, and regulations of the Secretary of Labor (29 CFR Part 4). This clause does not apply to contracts or subcontracts administratively exempted by the Secretary of Labor or exempted by 41 U.S.C. 6702, as interpreted in Subpart C of 29 CFR Part 4.

Each service employee employed in the performance of this contract by the Contractor or any Subcontractor shall be paid not less than the minimum monetary wages and shall be furnished fringe benefits in accordance with the wages and fringe benefits determined by the Secretary of Labor, or authorized representative, as specified in any wage determination attached to this contract.

If a wage determination is attached to this contract, the Contractor shall classify any class of service employee which is not listed therein and which is to be employed under the contract (i.e., the work to be performed is not performed by any classification listed in the wage determination) so as to provide a reasonable relationship (i.e., appropriate level of skill comparison) between such unlisted classifications and the classifications listed in the wage determination. Such conformed class of employees shall be paid the monetary wages and furnished the fringe benefits as are determined pursuant to the procedures in this paragraph (c).

The Contractor shall classify any class of service employee which is not listed therein and which is to be employed under the contract.

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SECTION 8 – CONTRACT CLAUSES

8.0 CLAUSES

Clauses and provisions may be referenced at the end of this document.

This Contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the PBGC CO will make their full text available.

Also, the full text of a FAR clause may be accessed electronically at the FAR website:

http://www.acquisition.gov/far/

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SECTION 9 – LIST OF ATTACHMENTS

9.0 ATTACHMENTS

9.1 LIST OF ATTACHMENTS

The following attachments are attached, either in full text or electronically at the end of the RFQ.

ATTACHMENT TITLE

1 Quality Assurance Surveillance Plan (QASP) 2 Pricing Excel Workbook (To be removed at time of award) 3 Monthly Status Report Template

4 Corporate Experience Forms (To be removed at time of award) 5 Offeror Q&A Template (To be removed at time of award) 6 Wage Determination

PAGE 29 OF 80 16PBGC24Q0011

SECTION 10 – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR RESPONDENTS

10.0 REPRESENTATIONS & CERTIFICATIONS

10.1 REPRESENTATION PROVISIONS PROVIDED IN FULL TEXT

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications- Commercial Products or Commercial Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision—

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition.

(1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a

PAGE 30 OF 80 16PBGC24Q0011

substantial or essential component of any system, or as critical technology as part of any system.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) ( https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information

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required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that—

It □ does, □ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures.

(1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered…