47PF0019R0060_Admin_Services_RFP_6.10.19.pdf

GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA

RREEQQUUEESSTT FFOORR PPRROOPPOOSSAALL

((RRFFPP))

U.S. GENERAL SERVICES

ADMINISTRATION

SOUTHERN SERVICES BRANCH

8899 East 56th Street, Column 123B

Indianapolis, IN 46249

PPRROOJJEECCTT:: ADMINISTRATIVE SUPPORT SERVICES

Location 1:

Minton-Capehart Federal Building 575 N. Pennsylvania Street Indianapolis, IN 46204

Location 2:

Birch Bayh Federal Building & US Courthouse 46 East Ohio Street Indianapolis, IN 46204

Location 3:

Peoria Federal Building & US Courthouse 100 NE Monroe St. Peoria, IL 61602

SSOOLLIICCIITTAATTIIOONN NNOO:: 47PF0019R0060

IISSSSUUEE DDAATTEE:: June 11, 2019

CCLLOOSSIINNGG DDAATTEE && TTIIMMEE:: July 12, 2019 3:00 PM (Eastern Time)

IISSSSUUEEDD BBYY::

U.S. General Services Administration Public Buildings Service Southern Services Branch Due to: Katrina.Jones@gsa.gov

GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GGSSAA GSAR 552.219-71 NOTICE TO OFFERORS OF SUBCONTRACTING PLAN REQUIREMENTS (OCT 2016) The General Services Administration (GSA) is committed to assuring that maximum practi-cable opportunity is provided to small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns to participate in the performance of this contract consistent with its efficient performance. GSA expects any subcontracting plan submitted pursuant to FAR 52.219-9, Small Business Subcontracting Plan, to reflect this commitment. The plan must demonstrate a creative and innovative program for involving small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and ser-vice-disabled veteran owned small business concerns as subcontractors in the performance of this contract.

This is a 100% HUBZone Set-Aside

ATTENTION OFFERORS: This notice has been prepared to point out some of the important sections or requirements of this solicitation or to provide you with additional information related to this proposed contract. Please note that it is not inclusive - you are cautioned to carefully read the entire solicitation in order to be fully aware of all requirements, provisions, and clauses.

SOLICITATION NO. 47PF0019R0060

GENERAL SERVICES ADMINISTRATION’S MISSION

To provide quality services required by our clients in a timely manner and to ensure the best value to the Federal Government and the public thereby enhancing our clients’ ability to accomplish their mission.

“SHALL” “WILL” and “MUST” Throughout this solicitation, the terms “shall” “will” and “must “ are used. “Shall” “will” and “must” denote the imperative. They indicate an obligation to act. In this solicitation, and any resulting contract, “shall” “will” and “must” have the same meaning.

SOLICITATION ISSUED ELECTRONICALLY

This solicitation is being issued electronically as of the solicitation “Date Issued” in block 5 of the Standard Form 33 - SOLICITATION, OFFER, AND AWARD. The offeror shall not alter the solicitation or any component thereof (i.e. drawings, etc.). The Government’s version of the solicitation and accompanying components take precedence if a discrepancy arises between the version issued by the Government and the signed documents submitted by the offeror.

INFORMATION COLLECTION REQUIREMENTS

The information collection requirements contained in this solicitation/contract are either required by regulation or approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned OMB Control No. 3090-0163.

SYSTEM FOR AWARD MANAGEMENT (SAM)

All contractors must be active in the System for Award Management (SAM), www.sam.gov, prior to sub-mission of offers to be considered for award. BE ADVISED:

If you are registering a new entity in SAM.gov or updating your entity, you must provide and mail an original, signed notarized letter (available here: https://goo.gl/DxrEBs ) stating that you are the authorized Entity Administrator. Read the FAQs (available here:

https://goo.gl/jfW8q3 )for more information on these requirements and / or contact the Federal Service Desk at www.fsd.gov for additional questions or assistance.

AFFIRMATIVE PROCUREMENT PROGRAM (APP)

GSA has implemented an Affirmative Procurement Program intended to maximize the use of recovered materials, environmentally preferable, and bio-based products.

Offerors should familiarize themselves with the requirements for using and reporting on the use of such materials in performance under any re-sultant contract.

FAR 23.7 requires consideration of environmental factors when purchasing products and services. FAR 4.303 and FAR 52.204-4 require double sided printing on recycled paper for all reports required by this contract. FAR 52.223-10 encourages vendors to practice waste reduction.

SAFEGUARDING DOCUMENTS

Associated plans, drawings, or specifications provided under this solicitation are intended for use by prospective bidders/offerors (and their subcontractors and suppliers). In support of this requirement, GSA requires bidders/offerors to exercise reasonable care when handling documents relating to building drawings/plans, security equipment, security equipment installations, and contract guard service, to include:

1) Limiting reproduction and/or dissemination of covered materials only to persons/parties related to this acquisition or otherwise authorized to receive such information;

2) Making every possible effort that is reasonable and prudent to prevent unauthorized disclosure of this information;

3) Upon award and completion of any appeals process, unsuccessful bidders/offerors making every reasonable and prudent effort to destroy or render useless all information/documentation received during the solicitation and/or appeals process; and

4) The awardee continuing the efforts required above throughout the entire term of contract and for what specific time thereafter as may be necessary, as determined by the awardee.

PERFORMANCE BASED SPECIFICATIONS

Note that the service specifications included in this solicitation are performance-based specifications. These specifications express the Government’s requirements in the form of minimum quality standards. Work schedule, frequencies, resources utilized, and methods of performance are to be determined by offerors.

A-76 REQUIREMENT

Note paragraph entitled FAR 52.207-3, Right of First Refusal of Employment in Section I.

GSAR 552.219-72 PREPARATION, SUBMISSION, AND NEGOTIATION OF SUBCONTRACTING

PLANS (OCTOBER 2016)

(a) When submitting a subcontracting plan in accordance with FAR 52.219-9, the offeror shall submit a subcontracting plan with its initial offer. The subcontracting plan will be negotiated concurrently with price and any required technical and management proposals, unless the offeror submits a previously-approved commercial plan.

(b) Maximum practicable utilization of small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns as subcontractors is a matter of national interest with both social and economic benefits. The General Services Administration (GSA) expects that an offeror’s subcontracting plan will reflect a commitment to assuring that small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns are provided the maximum practicable opportunity, consistent with efficient contract performance, to participate as subcontractors in the performance of the resulting contract. An offeror submitting a commercial plan can reflect this commitment through subcontracting opportunities it provides that relate to the offeror’s production generally; i.e., for both its commercial and Government business.

(c) GSA believes that this potential contract provides significant opportunities for the use of small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns as subcontractors.

Consequently, in addressing the eleven elements described at FAR 52.219-9(d) of the clause in this contract entitled Small Business Subcontracting Plan, the offeror shall:

(1) Demonstrate that its subcontracting plan represents a creative and innovative program for involving small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns in performing the contract.

(2) Include a description of the offeror’s subcontracting strategies used in any previous contracts, significant achievements, and how this plan will build upon those earlier achievements.

(3) Demonstrate through its plan that it understands the small business subcontracting program’s objectives and GSA’s expectations, and it is committed to taking those actions necessary to meet these goals or objectives.

(d) In determining the acceptability of any subcontracting plan, the Contracting Officer will take each of the following actions:

(1) Review the plan to verify that the offeror demonstrates an understanding of the small business subcontracting program’s objectives and GSA’s expectations with respect to the program and has included all the information, goals, and assurances required by FAR 52.219-9.

(2) Consider previous goals and achievements of contractors in the same industry.

(3) Consider information and potential sources obtained from agencies administering national and local preference programs and other advocacy groups in evaluating whether the goals stated in the plan adequately reflect the anticipated potential for subcontracting to small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns.

(4) Review the offeror’s description of its strategies, historical performance and significant achievements in placing subcontracts for the same or similar products or services with small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns. The offeror’s description can apply to commercial as well as previous Government contracts.

(e) Failure to submit an acceptable subcontracting plan and/or correct deficiencies in a plan within the time specified by the Contracting Officer shall make the offeror ineligible for award.

(End of provision)

LICENSE REQUIREMENTS

Offerors should note the requirements of paragraph entitled License Requirement that evidence of having or having made application for all appropriate permits and licenses for the state specified must be submitted with their offer.

CURRENT CONTRACTOR AND CURRENT CONTRACT PRICE

The current contractor is Prairie Quest, Inc., located in Fort Wayne, IN. The current monthly price is $12,232.26. Although this solicitation is for services basically the same as the current contract Scope of Work, it should be reviewed carefully before submitting a bid.

NOTICE CONCERNING COMPLETION OF SOLICITATIONS

Offerors are cautioned to carefully read the entire solicitation in order to be fully aware of all requirements, provisions and clauses. Fill-ins should be properly completed and verified. All copies should contain the same information. Verify calculations before signing your bid.

Offerors shall submit with their offer the following documents:

• FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

• FAR 52.209-7 Information Regarding Responsibility Matters (Included in GSA

Form 3501 and 3502 Solicitation Provisions)

• GSA Form 527 – Contractor’s Qualification and Financial Information

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Cost Proposal Worksheets

• Three (3) Past Performance References

BOND REQUIREMENTS

BID GUARANTEE AND BOND ARE NOT REQUIRED.

SITE VISIT

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable.

In no event shall failure to inspect the site constitute grounds for a claim after contract award.

CONTRACTOR DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER.

Enter your DUNS number in Block 15A on the first page of this solicitation. If you do not know or do not have a DUNS number please contact Dun and Bradstreet directly to obtain one. A DUNS number will be provided immediately by telephone at no charge to you. For information on obtaining a DUNS number, you should call Dun and Bradstreet at 1-866-705-5711. Be prepared to provide the following information: (1) Company name, (2) Company address, (3) Company telephone number, (4) Line of business, (5) Chief executive officer/key manager, (6) Date the company was started, (7) Number of people employed by the company, (8) Company affiliation.

EXERCISING OPTIONS AND MULTIPLE AWARD CONTRACTS

If this is a multiple award contract with optional performance periods, please note that the successful awardee will be required to re-certify size status prior to the option being exercised.

FAIR LABOR STANDARDS/SERVICE CONTRACT ACT PRICE ADJUSTMENT

PROVISIONS

If this is a multiyear service contract or a service contract that may exceed a year in length if options are exercised, offerors should note the price adjustment provisions in Section I of this solicitation.

FREEDOM OF INFORMATION ACT (FOIA) REQUESTS

It is not necessary to reference the FOIA when requesting procurement history, such as the name of the current contractor, contract amount, contract copies, or abstracts of bids. For this information, you may contact the point of contact shown in Block 10 on the first page of the solicitation.

SOLICITATION COPIES

Note that Block 9 on the Standard Form 33 specifies the number of copies of the offer that must be returned by offerors.

Do not include any allowance for any contingency to cover increased cost for which adjustments are provided for under the Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multi-year Contract) contained in the CONTRACT CLAUSES section of this contract.

Reimbursement for emergency call-back, overtime, and additional services will only be computed for the man hours performed at the work site.

PRICING OF OPTIONS

Offerors shall price the initial one (1) year period and the option requirements for the four (4) additional 1 year periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S.

Department of Labor for the initial 1 year period of performance and the four (4) option periods. The minimum wage rates and fringe benefits applicable to the initial 1 year period of performance are outlined on the wage rate sheet.

PROMPT PAYMENT DISCOUNT

Block 13 on the SF 33 of the solicitation and possibly the solicitation pricing page(s), is to be used to offer prompt payment discounts. Payment terms are set forth in the Prompt Payment clause in this solicitation. Offerors are cautioned against inserting any statement that indicates that payment is due sooner that the time stipulated in the Prompt Payment clause. EXAMPLE: Inserting "Net 20" may cause the offer to be rejected as unacceptable, because the entry would be contrary to the 30-day payment terms specified in the Prompt Payment clause.

OPTION TO EXTEND SERVICES

Offerors should note that Section I of this solicitation includes FAR 52.217-8, Option to Extend Services, which allows the Government the unilateral option to extend the term of any resultant contract up to six months, exclusive of any other option provisions which may be included as part of any resultant contract.

QUALITY CONTROL PLAN (QCP)

The contracting Officer (CO) must accept a completed Quality Control Plan (QCP) prior to award of a contract. The QCP will be specific to the contract specification and location(s) in accordance with the provisions and requirements of the solicitation.

NOTICE TO PROCEED (NTP)

Notice to Proceed (NTP) will NOT be issued until the COR has officially notified the CO that approved clearances for proposed employees have been received and approved.

PRE-BID/PRE-PROPOSAL CONFERENCE

A pre-bid/pre-proposal conference has not been scheduled at this time. All offerors are encouraged to visit the site during the solicitation phase to have a thorough understanding of current on-site conditions. Information regarding who to contact to set up a site visit is contained in the solicitation..

TABLE OF CONTENTS

SECTION A – STANDARD FORM 33 9

SECTION B – SUPPLIES OR SERVICES AND PRICES 11

B1. Description of Services

SECTION C – DESCRIPTION, SPECIFICATIONS AND STATEMENT OF WORK 14

C1. Scope of Work C2. Contract Effort Required C3. Employee Orientation C4. Supplies, Materials, Equipment & Utilities C5. Quality Control Plan C6. Administrative Services Quality Assurance Plan C7. Administrative Services

SECTION D – PACKAGING AND MARKING 20

D1. Payment of Postage and Fees D2. Marking

SECTION E – INSPECTION AND ACCEPTANCE 21

E1. Criteria for Evaluative Performance E2. Deduction Rate E3. Suspension of Work E4. Disputes Clause E5. FAR 52.246-4 Inspection of Services – Fixed Price (Aug 1996) E6. Additional Requirements for Inspection o Services E7. Contract Cancellation E8. Failure to Perform

SECTION F – DELIVERIES AND PERFORMANCE 24

F1. Term of Contract F2. Recognized Holidays F3. Place of Performance F4. Options

SECTION G – CONTRACT ADMINISTRATION DATA 26

G1. Payment (General) G2. Payment for Services G3. GSAR 552.232-77 Payment By Government Commercial Purchase Card (Mar 2000) G4. Evaluating Contractor Performance G5. Contracting Officer (CO) G6. Contracting Officer’s Representative (COR) G8. Designated Ordering Officials

SECTION H – SPECIAL REQUIREMENTS 28

H1. GSAR 552.237-71 Qualifications of Employees (May 1989) H2. Qualifications of Employees H3. Recording Presence H4. Suitability Determinations H5. Security Clearance Requirements (Non-classified Contract) H6. GSA Criteria for Adjudication H7. Compliance with Security Requirements H8. Identification Credential H9. Standards of Conduct H10. Working with Other Contractors H11. Safeguarding Information H12. Resumes H13. Removal from Contract Work H14. Reserved

SECTION I – CONTRACT CLAUSES 36

I1. FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Sept 2007)

SECTION J – LIST OF DOCUMENTS, EXHIBIT AND OTHER ATTACHMENTS 47

Exhibit 1 Definitions Acts of God

Additional Services Administrative Services Performance Standards Contracting Officer (CO) Contracting Officer’s Representative (COR) Contractor Defective Service Designated Ordering Official Emergency Negligence Performance Work Statement (PWS) Quality Assurance Quality Control Shall vs. Will and Shall vs. Must Sign In/Sign Out (Log) Supervisors Vandalism Warranted as Presented Exhibit 2 Reporting Requirements Exhibit 3 Reserved Exhibit 4 Administrative Services Performance Standards Reliability Timeliness Accuracy Confidentiality Conduct during working hours Exhibit 5 Administrative Services Inspection on Work Under Contract Exhibit 6 Applicable Publications General Changes

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS 85

K1. Remittance Address K2. Security Forms Quantity K3. FAR 52.204-8 Annual Representations and Certifications (Jan 2006)

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICE TO OFFERORS 92

L1. Insurance Requirement – Reserved L2. Instructions for Submitting Proposals Quality Control Plan (QCP) Past Performance Price Proposal L3. GSAR 552.237-70 Qualifications of Offerors (May 1989) L4. Inconsistencies in Specifications L5. Type of Contract L6. Offerors Checklist Attachment A Past Performance References

SECTION M – Evaluation Factors for Award 98 M1. Basis of Award M2. Past Performance M3. Total Evaluated Price M4. Special Standard(s) of Responsibility Quality Control Plan (QCP) Subcontracting Plan Joint Venture (Team Arrangements) M5. FAR 52.217-5 Evaluation of Options (July 1990)

SECTION A

SF33

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXTENSION

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. PAGE(S)DESCRIPTION

A

B

C

D

E

F

G

H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

DATEAMENDMENT NO.AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) ( )41 U.S.C. 3304(a)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

SEALED BID (IFB)

NEGOTIATED (RFP)

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

EQ5P2SS2F2-19-0026

General Services Administration

ATTN: Katrina Jones

Katrina.Jones@gsa.gov

General Services Administration - Public Buildings Service

Acquisition Management Division - Southern Services Branch

47PF0019R0060

Katrina.Jones@gsa.gov 3pm

Katrina Jones Katrina.Jones@gsa.gov

07/12/2019

317 292 8896

06/11/2019

SECTION B

SUPPLIES OR SERVICES AND PRICES

B1. DESCRIPTION OF SERVICES

The contractor shall provide the labor, and transportation necessary to provide administrative services as described herein. Work under this contract is expected to commence on or about November 1, 2019.

OFFER FOR BASIC SERVICES

B.1.0 Offer for Standard Services (Reference section C.4 Specific Requirements for General Clerk II, & III)

ITEM

# DESCRIPTION UNIT QTY

UNIT

PRICE

(Initial 12 Month Period)

OPTION 1

UNIT

PRICE

(First

Additional 12 Month Period)

OPTION 2

UNIT

PRICE

(Second

Additional 12 Month Period)

OPTION 3

UNIT

PRICE

(Third

Additional 12 Month Period)

OPTION 4

UNIT

PRICE

(Fourth

Additional 12 Month Period)

Basic Services:

Administrative Support, General Clerk II (1)

Location 1:

Minton-Capehart Federal Building

(IN0133ZZ)

Month 12 $ $ $ $ $

Basic Services:

Administrative Support, General Clerk II (1)

Location 2:

Birch Bayh Federal Building & US Courthouse

(IN0048ZZ)

Basic Services:

Administrative Support, General Clerk III (1)

Location 3:

Peoria Federal Building & US

(IL0154ZZ)

B.1.1 Offer for Additional Services (Reference section C.4 Specific Requirements for General Clerk II, & III)

ITEM

# DESCRIPTION UNIT QTY

UNIT

PRICE

(Initial 12 Month Period)

OPTION 1

UNIT

PRICE

(First

Additional 12 Month Period)

OPTION 2

UNIT

PRICE

(Second

Additional 12 Month Period)

OPTION 3

UNIT

PRICE

(Third

Additional 12 Month Period)

OPTION 4

UNIT

PRICE

(Fourth

Additional 12 Month Period)

Additional Services:

Administrative Support, General Clerk II (1)

Location 1:

Minton-Capehart Federal Building

(IN0133ZZ)

Hour 1 $ $ $ $ $

Additional Services:

Administrative Support, General Clerk II (1)

Location 2:

Birch Bayh Federal Building & US

(IN0048ZZ)

Additional Services:

Administrative Support, General Clerk III (1)

Location 3:

Peoria Federal Building & US

(IL0154ZZ)

Hourly rates for Additional Services are proposed only once. These rates may, in the event of wage determination rate increases, be escalated per FAR 52.222-43.

All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

Offerors shall price the renewal options using the wage determination contained in this solicitation. Upon exercising a renewal option, the contract price will be adjusted in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Act - Price adjustment (May 1989) (Multiple Year and Option Contracts).

Offerors MUST quote prices for all four of the renewal options, in addition to the initial period, in order to be considered for award.

Note 1: Quote a price per hour for providing additional services when ordered that are in addition to the services specified herein for the basic services. Orders for additional service may be placed orally when the amount of the order totals $2,500.00 or less or in the event of an emergency. All orders which exceed $2,500.00 must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies or Services and will be paid by GSA Finance. The GSA Form 300 will describe the service to be provided and will establish, excluding emergencies as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), the maximum number of hours for which the contractor will be compensated. Orders of $2,500.00 or less may be processed using either direct pay procedures or the Government-wide commercial purchase card, which is the preferred method to purchase and to pay for micro-purchases. Individual orders for additional services involving more than forty (40) hours will only be issued with the assent of the contractor.

This additional services provision is intended to be used to satisfy the Government's short term non-recurring needs for service. Should a continuing need for additional service arise, a contract modification will be negotiated pursuant to the "Changes Fixed Price" clause.

Additional services cannot be accomplished by diverting resources from work that is supposed to be accomplished.

Note 2: The Contractor is reminded that there are documents that are required to be prepared and submitted as part of the performance of this contract (refer to Section J, Exhibit 2). Monthly invoices must be submitted after all required paperwork has been sent to the COR. Invoices received prior to the Government’s receipt of the required submittals will be rejected. Please refer to FAR 52.232-25.

Note 3: Administrative contractors may be assigned duties and/or have responsibilities for any Federal building that’s located in the Southern Illinois/Indiana Service Center.

SECTION C

DESCRIPTION, SPECIFICATIONS AND

STATEMENT OF WORK

C1. SCOPE OF WORK

The Contractor shall provide all labor, supervision, and transportation necessary to perform the administrative services described herein, except for those items and services identified as Government furnished. The work will be performed at the following locations with only 3 employees:

Location 1: Minton-Capehart Federal Building, 575 N. Pennsylvania Street, Indianapolis, IN 46204

Duty Hours: 7:00 a.m. to 3:30 p.m. EST Location 2: Birch Bayh Federal Building & US Courthouse, 46 East Ohio Street, Indianapolis, IN 46204 Duty Hours: 8:30 a.m. to 5:00 p.m. EST Location 3: Peoria Federal Building & US Courthouse, 100 NE Monroe St., Peoria, IL 61602 Duty Hours: 8:00 a.m. and 4:30 p.m. CST

C2. CONTRACT EFFORT REQUIRED

All work shall be performed between the hours listed per location, Monday through Friday, Federal holidays excluded, unless specifically approved or requested by the COR. Should this occur, the Contracting Officer would initiate a change in accordance with the Changes Clause. Specific work hours for each position will be established by mutual agreement between the Contractor and the Government. The workload should not exceed reasonable expectations for 8 hours of skilled labor per day.

The contractor is responsible for providing substitute personnel for scheduled and unscheduled leave at no additional cost to the Government. If the contractor does not provide substitute personnel, the COR will take a deduction in accordance with Section E.2. (Deduction Rate).

Only three positions are required under this contract.

Days Off and Transitions: Paid vacation (2 weeks) and holidays (10 days) are established in accordance with the applicable Wage Determination under the Service Contract Act. Notice of scheduled leave should be provided at least one week in advance. Substitute personnel shall be qualified in the general office skills, including proficiency in the use of Microsoft Office Suite for Windows. The Contractor should make every effort to utilize reliable long-term employees for this service ensuring minimal turnover. The Contractor shall notify the COR as soon as practical whenever the designated worker is unavailable for the normal shift. The Contractor shall provide a contingency plan for unscheduled and planned leave. If the Contractor replaces a contractor employee, a training period should be arranged before the transition occurs. The Government representative should be notified on pending changes as soon as the Contractor is aware of potential personnel changes. A determination for suitability for Federal employment will be made on these applicants to determine eligibility to function in a position of trust, and to identify potential risk or threats to the safety and security of personnel and property. (See Section H, H3, Security Clearance Requirements (Non-classified Contract)). The Government will not be charged extra for the training of replacement personnel. Only the time of the primary worker will count as chargeable toward the fulfillment of this contract. Any trainee or observer will be considered non-productive for the purpose of this contract.

C3. EMPLOYEE ORIENTATION:

Contractor personnel shall be qualified by training and experience in the general skills of word processing including proficient use of Microsoft Office Applications. All personnel must have experience in telephone answering, and both general receptionist duties and secretarial responsibilities, and be able to work effectively with minimal supervision. The COR/ACOR will provide initial training in specific Government systems and local office procedures. Contractor personnel will be cross-trained to the maximum extent possible so that the training for Contractor replacement personnel will be the responsibility of the Contractor.

It is highly encouraged for the Contractor to visit each location and meet in person with all contractor personnel and GSA Staff. This will ensure a smooth start to the contract performance period and provide a clear understanding of expectations for all parties involved.

C4. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

(a) Furnished by the Government: The Government shall provide, without cost, the facilities, materials, and services listed below. Government property shall be used only in performance of this contract;

neither the Contractor nor the Contractor’s employees shall use Government property in any manner for any personal advantage, business gain, or other personal endeavor. Government property shall remain the property of the Government in all respects. Within 10 work days upon request of the CO or his/her designated representative, the contractor shall render an accounting of all Government property. An accounting shall also be submitted to the COR at the termination or expiration of the contract period of performance.

(1) Space: The Government shall furnish working space in designated work area(s). Facilities have been inspected for compliance with the Occupational Safety and Health Act and no hazards have been identified for which any special precautions must be taken. The fact that no conditions have been identified does not guarantee that no possible hazard exists or that workaround procedures will not be necessary. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility. If OSHA hazards are found in Government furnished facilities, the Government will correct such hazards in accordance with Government developed and approved plans of abatement, taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative.

(2) Equipment: The Government shall provide equipment on-site necessary to perform assigned tasks. (e.g. desk, computer, telephone etc.) Not later than five (5) days prior to start of the basic contract period, the Contractor and a Government representative will conduct a joint inventory of all Government furnished equipment and jointly determine the working order and condition of all equipment. The Contractor shall sign a receipt for all items.

(3) HVAC: Heating and air conditioning of space will be furnished only during normal working hours of building occupants.

(4) Contractor personnel shall perform tasks to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment and architectural or building structures. The Contractor shall report any damage or disfigurement to these items when caused by Contractor personnel. The Government will not be responsible for Contractor’s belongings that are lost, stolen or damaged. By completion or extension of the contract, a joint inventory shall be conducted by the Contractor and a Government representative. Contractor personnel are required to turn into the Contracting Officer, or designee, all lost articles found in areas under the jurisdiction of the Government.

(5) Parking: No parking space is available.

(b) Furnished by the Contractor: N/A

C5. QUALITY CONTROL PLAN (QCP)

A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE CONTRACTING

OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

The contractor shall prepare and implement a written quality control plan as described below. The Contractor must maintain continuity of administrative services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. Plans (deliverables) are described as follows:

This paragraph establishes the minimum requirements for a quality control system to be provided and maintained by the Contractor. The Contractor shall ensure that the required services specified in this contract, meet the quality standards outlined in the contract. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to assure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets. The results of all quality control inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and provided to the COR as required or on the last workday of every other week. The Contractor must revise the plan at no additional cost to the Government during the life of the contract as necessary to ensure that contract objectives are met. All revisions must be accepted by the COR. The Quality Control Plan shall include, but not be limited to:

(a) Inspection Methods and Frequencies: An inspection system, which shall include all requirements listed in the Performance Work Statement and inspection procedures such as some or all of the following methods: type of inspection, frequency of inspection, acceptance/rejection criteria, and disposition of rejected services, corrective action, error rate, and procedure for recording results of inspections. Specify when inspections will occur and titles of individuals performing inspections. The QCP must identify how the Contractor will correct noted deficiencies immediately. Any changes to the inspection systems during the life of the contract must be accepted by the COR. The administrative methods the Contractor will use for identifying, correcting, and preventing defects in the quality of service performed before such level of performance becomes unacceptable to the COR.

(b) Roles and Responsibilities of Key Personnel: A roster by name and job title must be provided.

Roles and responsibilities of key personnel must be clearly identified as well as addressing responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts must be identified.

(c) Records and Files: A description and/or samples of the forms, records, reports, and files the Contractor intends to utilize and keep on-site, which will indicate both the inspections conducted by the Contractor and necessary corrective action taken (as appropriate). Copies of all QCP related inspection reports and other documents shall be made available to the COR when requested. All such documents shall be maintained at the service location for the life of the contract, unless this requirement is waived in writing by the COR.

(d) Employee Training: The Contractor must identify how quality training of his employees both current and back-fill employees at the facilities specified in this contract will take place. The Contractor must specify when and where training will take place, as well as the proposed content of training classes.

(e) Progress Report: The Contractor must submit quarterly to the COR a self-evaluation report detailing the quality of service provided during the prior quarter. The report is due within five business days of the end of the quarter. This report shall include as a minimum the result of the quality control inspections, an explanation of efforts taken in the prior quarter to improve service and efforts planned for the present quarter to improve quality.

(f) The Contractor shall prepare a Strike Contingency Plan (SCP) to be used in the event of a strike or unscheduled leave by his/her employees. This separate document shall include the following information.

(1) Support Personnel: The SCP shall describe in detail how the Contractor will staff the building to provide the services defined in this specification during strikes by his employees as well as employee absenteeism.

(2) License and Certifications: The SCP shall describe in detail how the Contractor will provide personnel that meet experience requirements, assuring the Government that all temporary or replacement employees will meet the experience and license requirements defined in this contract. SUPPORT PERSONNEL MUST MEET SECURITY CLEARANCE REQUIREMENTS.

(g) Contractor Emergency Plan (CEP). The Government's Occupant Emergency Plan (OEP) is used by the COR during building emergencies. Designated contractor personnel shall be thoroughly familiar with the Government's OEP and shall be trained by the Contractor to fully understand their responsibilities relative to each emergency plan. The contractor shall participate in tornado and fire drills.

Emergency Situation Examples: Contractor participation in emergency plans shall be mandatory during building related emergencies or natural disasters. The Contractor shall be required to perform the services required by the contract and as identified by the Property Manager and/or COR to the extent allowed during all emergency situations including but not limited to fires, accident and rescue operations, Contractor personnel strikes, civil disturbances, natural disasters, and utility service outages. This separate document shall include, at a minimum, the following:

(1) Procedures: The Contractor’s communication procedures to be used in providing continuous communication support to the COR during emergencies.

(2) Employee Information: The name, telephone number and current position of each employee (in the form of a roster) that will participate in the CEP. The mobile telephone numbers and/or pager numbers of each employee that will participate in the CEP.

(3) Employee’s Duties: The specific functions that each employee will perform during emergency situations.

(4) Temporary Employees: If temporary employees are to be used, the same information is required as in the Strike Contingency Plan. TEMPORARY PERSONNEL MUST MEET

SECURITY CLEARANCE REQUIREMENTS.

C6. ADMINISTRATIVE SERVICES QUALITY ASSURANCE PLAN

(a) General: The procedures and methods established in this Quality Assurance Plan will serve as a guide for all parties involved ensuring that GSA receives the services paid for and specified in this contract.

(b) Partnering: In order to have an effective contract administration program that also ensures a successful business relationship between GSA and the contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation on a continuous basis between the contractor and those representing the Contracting Officer are necessary to ensure a clean, safe and healthy working environment.

GSA/Contractor Meetings: An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest possible level. Accordingly, the contractor or the contractor's representative shall meet with the COR or his representative frequently, but not less than twice each month during the first three (3) months of the contract, if changes in contractor personnel occur.

Thereafter, meetings shall be as often as necessary at the discretion of the COR, but not less than once every quarter. A mutual effort shall be made to resolve all problems identified during these meetings.

Specific topics to be addressed by the COR or his representative during the regular monthly meeting to determine contractor responsiveness may include such areas as: effectiveness of Quality Control Plan;

performance evaluation and corrective action plans.

(c) Performance Evaluation: Both the contractor and the Government, at the time of contract award, have agreed upon all terms and conditions as stated in the contract. During the life of the contract, contractor performance will be documented by means of the Contractor Performance System (CPS), written inspections, minutes of meetings, and records which will be retained as part of the official contract file.

(d) Effectiveness of Quality Control: The COR shall assess the effectiveness of the contractor's Quality Control Program through review of reports required of the contractor and by means of GSA inspections.

C7. ADMINISTRATIVE SERVICES

The contractor through innovation, technology, or other means, shall perform the required administrative services at frequencies determined by the COR. Performance will be based on the Government’s evaluation of results, not the frequency or method of performance. The evaluation of results will be based on Contracting Officer and/or designee’s inspections, and best trade practices, etc.

Final results shall be the determining factor for the success or failure of this contract. Section J, Exhibit 4, Administrative Services Performance Standards, defines the Government's quality expectations.

(a) Requirements:

Duty Location #1 – General Clerk II - Minton - Capehart Federal Building (IN0133ZZ)

1. Receptionist duties such as answer phone, respond/receive phone messages, greet clients

2. Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copier, scanner, office printers, labels, etc.

3. Provide administrative support for office personnel and clients

4. Liaison between Agencies, Property Management and General Contractors

5. Create/Post Flyers for building

6. Building access control system PIV enrollments. Investigate, test and troubleshoots access issues

7. Create, Send, Follow-up, Organize NCMMS service tickets & ERC tickets

8. Create/Update phone lists such as Tenant Fact Sheet, Phonebook

9. File items such as RWA, Form 139, Form 49, maintenance reports, sign in sheets, key card applications, UPS shipping orders, service tickets, various agency information

10. Type documents for notices, building memos, newsletters, etc.

11. Customer service for walk in service requests

12. Stock Indy Go schedules

13. Create daily parking access lists

14. Regular maintenance on various office equipment such as refill paper, change toner/ink

15. Submit office supply requests

16. Send, Receive and Disburse incoming and outgoing mail and packages for Office Personnel

17. Assist Property Management staff with various duty requests such as reminders, phone calls, memos, emails, data gathering

18. Create laminated documents-posters, parking tags

19. Provide required verification on guests & vendors coming in and out of building

20. Schedule appointments as necessary

21. Make service calls for building, technical equipment, and elevators

22. Handle requests for keys

23. Conference room reservations

24. Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft

Publishers for various office functions as required

25. Other administrative duties as requested by the Supervisory Property Manager

26. Developing and maintaining a current Procedures Manual. The Contractor shall provide a written

Procedures Manual covering the key tasks or functions performed by the administrative services positions for both current and back-fill employees. Additional procedures will be developed for special projects that are performed by these positions on a continual basis. The Manual will be used as both a training document for back-up employees, as well as a reference document for the current staff

Duty Location #2 – General Clerk II – Birch Bayh Federal Building (IN0048ZZ)

1. Receptionist duties such as answer phone, respond/receive phone messages, greet clients

2. Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copier, scanner, and office printers

3. Provide administrative support for office personnel and clients including various duty requests as reminders, phone calls, memos, emails, data gathering

4. Liaison between Agencies, Property Management and General Contractors

5. Responsible for receiving, processing, distributing, and ensuring compliance of mechanical/custodial service requests including use of the NCMMS

6. Primary timekeeper for the So.IL/IN Service Center - Enter and track timekeeping utilizing HR

Links computerized timekeeping system

7. Establishing and maintaining file program

8. Collect and catalogue all FSS information

9. Submit office supply requests

10. Send, Receive and Disburse incoming and outgoing mail and packages for Office Personnel

11. Issue keys to client representatives and contractors

12. Maintain office logs

13. Lock door of GSA office and GSA Museum

14. Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft

15. Publishers for various office functions as required

16. Fleet Management duties including requesting vehicles and reporting mileage

17. Other administrative duties as requested by the Supervisory Property Manager

18. Developing and maintaining a current Procedures Manual. The Contractor shall provide a written

Procedures Manual covering the key tasks or functions performed by the administrative services positions for both current and back-fill employees. Additional procedures will be developed for special projects that are performed by these positions on a continual basis. The Manual will be used as both a training document for back-up employees, as well as a reference document for

Duty Location #3 – General Clerk III - Peoria Federal Building & USCH (IL0154ZZ)

1. Receiving and entering NCMMS service tickets for mechanical/custodial service requests for up to 10 Federal Building Locations

2. Receive, process, maintain and file: Tenant RWA’s, LMT data, Form 139, Form 49, maintenance reports, sign in sheets, key card applications, various office logs, various agency information for Federally owned and Lease property

3. Receptionist duties such as answer phone, respond/receive phone messages, greet clients

4. Provide Customer service and administrative…