ADMIN SERVICES RFP 47PF0023R0097.pdf

SOLICITATION NUMBER: 47PF0023R0097

SERVICE: ADMINISTRATIVE SUPPORT SERVICES

LOCATION(S):

Location 1: Birch Bayh Federal Building & US Courthouse 46 E. Ohio Street Indianapolis, IN 46204

Location 2: Minton-Capehart Federal Building 575 N. Pennsylvania St., Room 120 Indianapolis, IN 46204

Location 3: Hammond Federal Building & US Courthouse 5400 Federal Plaza, Suite 2100 Hammond, Indiana 46320

Location 4: Melvin Price Federal Building & US Courthouse

750 Missouri Ave East St. louis, IL 62201

PERIOD OF PERFORMANCE: Base Year: May 1, 2024 – April 30, 2025 Option Year 1: May 1, 2025 – April 30, 2026 Option Year 2: May 1, 2026 – April 30, 2027 Option Year 3: May 1, 2027 – April 30, 2028 Option Year 4: May 1, 2028 – April 30, 2029 6 Mo Extension: May 1, 2029– October 31, 2029

OFFER RECEIPT DATE/TIME: OCTOBER 27, 2023 4:00 PM (CST-CHICAGO) Proposals shall be submitted electronically only to Jennifer.dunne@gsa.gov

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. 47PF0023R0097

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.

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), https://sam.gov/ prior to submission of offers to be considered for award.

CERTIFICATE OF INSURANCE

Evidence of acceptable insurance in not less than the amounts and endorsements specified in the contract and in accordance with clauses entitled FAR 52.228-5 INSURANCE--WORK ON A GOVERNMENT INSTALLATION and GSAR 552.228-5 GOVERNMENT AS ADDITIONAL INSURED in Section I of your contract must be submitted to this office within @@____ days. The insurance carrier is required to waive all subrogation rights against any of the named insured In accordance with these requirements, the contract number and the following statement must appear on the policies:

"Contract @@@. Any cancellation or any material change adversely affecting the Government's interest shall not be effective (1) for such period as the laws of the State in which this contract is to be performed prescribe or (2) until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer.”

TOTAL HUB-ZONE SMALL BUSINESS SET-ASIDE

This procurement is a 100% Hub-Zone small business set-aside.

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 resultant 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.

LICENSE REQUIREMENTS

Offerors should note the requirements of paragraph entitled License Requirement, on page, 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 Apache Homelands LLC, located in Albuquerque, New Mexico. The current monthly price is $17,402.72. Although this solicitation is for services basically the same as the current contract Scope of Work, it should be reviewed carefully before submitting an offer.

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:

Standard Form 33 – Solicitation/Offer/Award.

Annual Representations and Certificates, Section K GSA Form 527 – Contractor’s Qualification and Financial Information

Section B – Electronic Offer Sheet, Supplies or Services and Prices Offer Offeror’s Checklist (See Section L)

Quality Control Plan (See Section C) Past Performance References Cost Proposal Worksheets

BOND REQUIREMENTS

BID GUARANTEE AND BOND ARE REQUIRED [ ] ARE NOT REQUIRED [X]

If a bid guarantee is required to be submitted with your offer, any contract awarded will require a performance bond as specified in this solicitation. Offerors who utilize individual sureties should note (1) the requirement for a certified, audited, financial statement for each person acting as an individual surety (see Section L, clause entitled FAR 52.228-1 Bid Guarantee) and (2) the requirements of the clause entitled FAR 52.228-11 Pledge of Assets in Section I.

If bonds are required, also note the requirements of the various bid guarantee and bond clauses in Section I. For example, a new performance bond is required if a contract option for an additional performance period is exercised.

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.

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 first page of the solicitation 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 1 year period and the option requirements for the 4 additional 1 year options 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 will apply to the 4 additional years in the initial period and to the four 1 year 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 first page 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.

AVAILABILITY OF FUNDS

Funds are not presently available for award. The Government's obligation under this contract is contingent upon the availability of appropriated funds. No legal liability on the part of the Government may arise until funds are made available to the Contracting Officer.

PROJECT LABOR AGREEMENT

Offerors may submit a price proposal subject to the PLA requirements set forth in this solicitation (a PLA proposal), a price proposal not subject to the PLA requirements set forth in this solicitation, or both.

Any price proposal submitted shall clearly identify whether it is subject to such PLA requirements.

PRE-BID/PRE-PROPOSAL CONFERENCE

NA

EQUAL OPPORTUNITY FOR VETERANS AND THE VETS-4212 VERIFICATION

The Vietnam Era Veterans' Readjustment Assistance Act of 1972 (38 U.S.C. 4211 and 4212) (the Act), applies to all contracts and subcontracts for personal property and nonpersonal services (including construction) of $150,000 or more except as waived by the Secretary of Labor. Per FAR 52.222-35, when contractors and subcontractors are subject to the Act, it prohibits them from discriminating against qualified protected veterans, and requires affirmative action by the contractor to employ and advance in employment qualified protected veterans.

Contractor’s Responsibility - The Act requires contractors and subcontractors to submit a report, per FAR 52.222-37, at least annually to the Secretary of Labor regarding employment of protected veterans. It is accomplished by filing VETS-4212, Federal Contractor Veterans' Employment Report, at https://www.dol.gov/vets/vets4212.htm. This must be completed by September 30th each year.

[THIS NOTICE SHOULD BE REMOVED BEFORE OFFER IS SUBMITTED TO GSA] Rev. April 2022.

i

TABLE OF CONTENTS

(Sections A through M)

A. SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 DEFINITIONS

C.1.0 Acts of God C.1.1 Additional Services C.1.2 Acceptance C.1.3 Approval C.1.4 Contracting Officer (CO) C.1.5 Contracting Officer's Representative (COR) C.1.6 Contractor C.1.7 Contractor Performance Assessment Reporting System (CPARS) C.1.8 Defective Service (Deficiencies) C.1.9 Designated Ordering Official C.1.10 Emergency C.1.11 Federal Holidays – (F.3 Recognized Holidays) C.1.12 Modification C.1.13 Negligence C.1.14 Performance Based Service Contracting C.1.15 Quality Assurance Surveillance Plan (QASP) – (EXHIBIT 1) C.1.16 Quality Control Program (QCP) – (C.12 Contractor Quality Control Plan)

C.2 OBJECTIVES AND SCOPE

C.2.0 Supervision of Contractor’s Employees C.2.1 Days and Hours of Operation C.2.2 Unanticipated Federal Holidays C.2.3 Unanticipated Building Closures/Shutdowns C.2.4 Telework

C.3 PROJECT MANAGER OR SUPERVISOR

C.4 ADMINISTRATIVE SERVICES - SPECIFIC REQUIREMENTS

C.5 TECHNICAL SKILLS, EXPERIENCE, AND MINIMUM REQUIREMENTS

C.6 SCHEDULED AND UNSCHEDULED ABSENCES

C.7 VACANCIES

C.8 TRAINING

C.9 CONTRACT TRANSITION

C.10 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

C.11 OTHER SPECIAL REQUIREMENTS

C.12 CONTRACTOR QUALITY CONTROL PLAN (QCP)

C.13 FEDERAL REQUIREMENTS

C.14 CONTRACTOR SUBMITTALS / DELIVERABLES CHART

D. PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

D.2. MARKING

E. INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-4 INSPECTION OF SERVICES—FIXED PRICE (AUG 1996)

E.2 DEDUCTION RATE

E.3 SUSPENSION OF WORK

E.4 CONTRACT CLOSE-OUT PREPARATION

F. DELIVERIES OR PERFORMANCE

F.1 PLACE OF PERFORMANCE

F.2 TERM OF CONTRACT

F.3 RECOGNIZED HOLIDAYS

F.4 OPTIONS

G. CONTRACT ADMINISTRATION DATA

G.1 PAYMENT (GENERAL)

G.2 PAYMENT FOR SERVICES

G.3 GSAR 552.232-77 PAYMENT BY GOVERNMENT CHARGE CARD (NOV 2009)

G.4 EVALUATING CONTRACTOR PERFORMANCE

COPIES OF THE EVALUATIONS, CONTRACTOR RESPONSES, AND REVIEW COMMENTS, IF ANY, WILL BE RETAINED AS

PART OF THE CONTRACT FILE

G.5 SUSPENSION OF WORK

G.6 ADJUSTING PAYMENTS

H. SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACTOR RESPONSIBILITIES

H.1.0 Supervisors H.1.1 Training

H.2 OCCUPANT EMERGENCY PLAN (OEP)

H.3 USE OF GOVERNMENT INFORMATION TECHNOLOGY

H.4 SECURITY REQUIREMENTS AND PERSONAL IDENTITY VERIFICATION PROCEDURES (NON-CLASSIFIED

CONTRACT)

H.4.1 GSAR 552.237-70 Qualifications of Offerors (MAY 1989) H.4.2 GSAR 552.237-71 Qualifications of Employees (MAY 1989) H.5 Suitability Determinations H.5.0 GSA Criteria for Adjudication H.5.1 Compliance with Security Requirements H.5.2 Identification Credential

H.6 RESERVED

H.7 STANDARDS OF CONDUCT

H.8 REMOVAL FROM CONTRACT WORK

H.9 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.10 RECORDING PRESENCE

H.11 GOVERNMENT FORMS

H.12 OTHER CONTRACTORS

H.13 ORDINANCES, TAXES, PERMITS AND LICENSES

H.14 DISCREPANCY IN THE SPECIFICATIONS

I. CONTRACT CLAUSES

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS)

EXHIBIT 1 - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

EXHIBIT 2

CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS/OFFERORS

K.1 ANNUAL REPRESENTATIONS AND CERTIFICATIONS

L. INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS/OFFERORS

L.1 BID GUARANTEE REQUIREMENT

L.2 PERFORMANCE BOND REQUIREMENT

L.3 INSURANCE REQUIREMENT

L.4 INSTRUCTIONS FOR SUBMITTING PROPOSALS

L.5 INCONSISTENCIES IN SPECIFICATIONS

L.6 TYPE OF CONTRACT

M. EVALUATION FACTORS FOR AWARD

M.1 BASIS OF AWARD

M.2 PAST PERFORMANCE

M.3 TOTAL EVALUATED PRICE

M.4 SPECIAL STANDARD(S) OF RESPONSIBILITY

M.5 FAR 52.217-5 EVALUATION OF OPTIONS (JULY 1990)

A. SOLICITATION/CONTRACT FORM

A.1 Standard Forms – Refer to SF-33 Solicitation/Offer/Award Attached to the RFP

B. SERVICES, ORDERING AND PRICES

B.1 Description of Services

The Contractor shall provide all labor, supervision and management necessary to deliver the administrative support services described herein at various locations in Illinois & Indiana. Work under this contract is anticipated to commence on or about .

May 1, 2024. Services are currently being provided at each of the locations listed below:

Location 1:

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

One (1) General Clerk II

Location 2:

Minton-Capehart Federal Building 575 N. Pennsylvania St., Room 120

One (1) General Clerk II

Location 3: Location 4:

Hammond Federal Building & Melvin Price Federal Building & US Courthouse US Courthouse 5400 Federal Plaza, Suite 2100 750 Missouri Ave Hammond, Indiana 46320 East St. Louis, IL 62201

One (1) General Clerk III One (1) General Clerk III

The Government requires that a contract employee be provided at each location for every day that the building is open for operation; this includes coverage for any scheduled or unscheduled absences.

Refer to the Section B Electronic Offers Sheet attached to the RFP.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 DEFINITIONS

C.1.0 Acts of God An act, event, happening or occurrence due to natural causes and inevitable accident, or disaster and is in no sense attributable to human acts.

C.1.1 Additional Services Services requested by and performed for the convenience of GSA that are not required under Basic Services. Examples of such services include additional work to be performed other than during normal working hours.

C.1.2 Acceptance The term constitutes acknowledgment that the supplies or services required in the contact conform to applicable contract quality and quantity requirements.

C.1.3 Approval ‘Approval’ means the Government has reviewed the submittals, deliverables, or administrative documents [e.g., insurance certificates, Safety Data Sheets (SDS), etc.], and has determined that the documents conform to contract requirements.

Government approval shall not relieve the Contractor of responsibility for complying with Federal, State, and local laws and regulations.

C.1.4 Contracting Officer (CO) The CO has the responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take action on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules, make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.1.5 Contracting Officer's Representative (COR) The COR shall be appointed by letter from the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned;

issuing purchase orders, and advising the CO of any factors which may cause delay in work performance. The COR will assist in the discharge of the Contracting Officer's responsibilities when the Contracting Officer is unable to be directly in touch with the contract work. The CO uses CORs are the primary Government representatives for the administration of the contract. CORs shall have proper training and experience in inspecting contracts, but do not have the authority to modify the contract.

C.1.6 Contractor The “Contractor” as used in this document refers to the company or firm awarded this contract.

C.1.7 Contractor Performance Assessment Reporting System (CPARS) Web based contractor performance evaluation system used by Government agencies including GSA to evaluate contractors on a semi-annual basis. The CPARS was created as a Federal multiple-agency, shared-file system that collects, maintains, and disseminates contractor performance information as required by Federal Acquisition Regulation (FAR), Subpart 42.15.

C.1.8 Defective Service (Deficiencies) A unit of service that does not conform to the level of performance specified

C.1.9 Designated Ordering Official A designated ordering official is an employee of GSA who is authorized in writing by the Contracting Officer to issue and modify orders under this contract.

C.1.10 Emergency The term ‘emergency’ includes, but is not limited to bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes.

C.1.11 Federal Holidays – (F.3 Recognized Holidays) Federal holidays are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal Holidays fall on weekends, a weekday is typically designated as the holiday.

Peoria Federal Building & USCH: A minimum of fourteen paid holidays per year: New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Good Friday, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, and Christmas Day. (A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.)

(See 29 CFR 4.174)

C.1.12 Modification Modification is a bilateral or unilateral change in the terms of a contract.

C.1.13 Negligence Is the failure to use care under the circumstances, it is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

C.1.14 Performance Based Service Contracting This is a procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.1.15 Quality Assurance Surveillance Plan (QASP) – (EXHIBIT 1) The QASP is the Government’s surveillance method for monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW) to ensure services meet contract requirements.

C.1.16 Quality Control Program (QCP) – (C.12 Contractor Quality Control Plan) The Quality Control Program is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. It includes those continuous actions taken by a Contractor to control the performance of his or her employees and subcontractor's services so that they consistently meet the contract requirements. Preparation of this document is the responsibility of the Contractor.

C.2 OBJECTIVES AND SCOPE

The Contractor shall provide all management, supervision and manpower necessary to perform the administrative services described herein, except for those items and services identified as Government furnished.

The support services provided under this contract are not related to Federal employment requirements nor do they involve temporary help services that may be authorized under 5 CFR Part 300. Work performed under this contract will not be for personal services. In order to preclude an employer/employee relationship, the Government shall only provide technical, task related instructions sufficient for Contractor’s employees to properly perform services under the contract. See FAR Part 37 for more details.

C.2.0 Supervision of Contractor’s Employees In accordance with the Federal Acquisition Regulation (FAR 37.104) this contract may not be used to provide personal services.

GSA’s contract administration and monitoring will not be detailed or continual as to constitute supervision of the contractor personnel. Government personnel may not perform any supervisory functions of contractor personnel. The Contractor/Project Manager will be responsible for interviewing, appraising individual performance, scheduling of leave, or providing direction regarding office protocol. The Contractor, and not the U.S. Government, is the legally responsible employer and supervisor and will maintain that relationship during the time their employees are performing work under this contract. Discipline issues shall be the responsibility of the employer, not the Government.

The contract personnel assigned to render services shall at all times be employees of the Contractor and under the direction and control of the Contractor. Notwithstanding any other provisions of this contract, the Contractor shall at all times be responsible for the supervision of its employees in the performance of the services required. At no time shall the Contractor personnel be considered employees of the United States Government.

C.2.1 Days and Hours of Operation Days of operation are Monday through Friday. Work shall not be required on the following Federal holidays or on days observed in lieu thereof:

Federal holidays are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When a Federal Holiday falls on a weekend, weekdays are typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday. Veterans’ Day is always on the 11th of November and

Thanksgiving is always the 4th Thursday of November.

NOTE: Some Wage Determination(s) for this area include 11 paid holidays with the inclusion of Good Friday. It is the responsibility of the Contractor to account for this labor within the price proposal submission. Service within the facility is required on all days that the Government is working and the Government typically works on Good Friday.

Unless specifically requested or approved by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), all work shall be performed Monday through Friday, Federal holidays excluded, as stated below for each location:

Location 1: Birch Bayh Federal Building & US Courthouse - 8:30 a.m. – 5:00 p.m. EST

Location 2: Minton-Capehart Federal Building – 7:30 a.m. - 4:00 p.m. EST

Location 3: Hammond Federal Building & US Courthouse - 7:30 a.m. – 4:00 p.m. CST

Location 4: Melvin Price Federal Building & US Courthouse - 8:00 a.m. – 4:30 p.m. CST

Any changes in the work hours for any location will be established by mutual agreement between the Contractor and the Government. The workload should not exceed reasonable expectations for 8 hours skilled labor per day.

C.2.2 Unanticipated Federal Holidays Unanticipated holidays declared by the President will be treated as a federal holiday. For the Department of Labor Wage Determination covered positions, the Contractor will be paid for any unanticipated Federal holiday if they are normally scheduled to work that day.

C.2.3 Unanticipated Building Closures/Shutdowns In the situation of an unanticipated closure of the building, employees may be provided the option to make up work through the remainder of the pay period (calendar month), if beneficial to the Government as determined and coordinated with the Contracting Officer’s Representative.

If a contract employee is located in a building which is provided an “optional early dismissal” (typically weather related), the contract employee shall be provided the following options: take leave without pay, make up work throughout the remainder of the pay period (calendar month) at the discretion of the Contracting Officer’s Representative, or use leave provided by the Contractor.

C.2.4 Telework The Government allows for the use of teleworking by all contract administrative support personnel ONLY during National emergencies, pandemics, planned building closures or any other situation where teleworking would be deemed preferable by the COR. Prior to any contract administrative support personnel teleworking, the following must be provided to the COR in writing:

(1) Proof that telework tools are installed on each Government-owned computer. Telework tools include, but are not limited to Cisco AnyConnect, Citrix Receiver, Jabber and any other tool the COR deems necessary to perform work outside of the worksite listed in Section B.

(2) Details about each contract administrative support personnel’s' internet connection at home, including, but not limited to, Name of Provider and Internet Speed.

If telework has been instituted under this contract by the COR (as described above), the COR is required to provide 24 hours’ notice before requiring the employee to come back to the worksite listed in Section B.1.

C.3 PROJECT MANAGER or SUPERVISOR

On-site supervision is not required however, a Project Manager or Supervisor shall be appointed/named to assure conformance with the contract requirements. The Contractor shall provide all management and supervision as an overhead function (not to be direct charged to GSA). In other words, this cost shall be priced into the proposed prices for each location.

The Project Manager/Supervisor will be required to travel to each location a minimum of once (1 time) per contract year.

These trips will not be paid for by the Government but shall be included in the Contractor’s overhead.

Responsibilities of Project Manager/Supervisor:

a. This is the individual with overall responsibility for personnel working under this contract.

b. Shall coordinate with the Contracting Officer’s Representative (COR) regarding absences, scheduled or unscheduled of contract personnel and substitute personnel as provided.

c. Shall coordinate with the COR for the processing of security clearance for employees under contract as well as removal of employees (ensuring collection of HSPD-12 badges, Government issued equipment, etc.)

d. Promote healthy culture and work environment.

e. Ensure GSA customer needs are met.

f. Disseminate information to contract employees regarding building closures, inclement weather, suspension of performance, etc.

g. Provide to the COR monthly employee timesheets not later than the first (1st) working day following month end.

h. Timely submission of all required deliverables.

When the Project Manager/Supervisor is temporarily unavailable to manage the contract effort for a period longer than 48 hours, including absence due to vacation or illness, the Contractor will provide the CO and COR a written designation of an alternate supervisor.

C.4 ADMINISTRATIVE SERVICES - SPECIFIC REQUIREMENTS

Duty Location #1 – 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. 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. Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft

14. Publishers for various office functions as required

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

16. 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 - 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. Timekeeper for the So.IL/IN Service Center - Enter and track timekeeping utilizing HR Links computerized timekeeping system.

5. Liaison between Agencies, Property Management and General Contractors

6. Create/Post Flyers for building

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

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

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

10. 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

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

12. Customer service for walk in service requests

13. Stock Indy Go schedules

14. Create daily parking access lists

15. Fleet Management duties including requesting vehicles and reporting mileage

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

17. Submit office supply requests

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

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

20. Create laminated documents-posters, parking tags

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

22. Schedule appointments as necessary

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

24. Handle requests for keys

25. Conference room reservations

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

Publishers for various office functions as required

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

28. 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

Duty Location #3 – General Clerk III – Hammond Federal Building (IN0300ZZ)

The below duties and responsibilities are for Hammond Federal Courthouse in Hammond, IN, Robert A. Grant Federal

Building & USCH in South Bend, IN, the E. Ross Adair Federal Building & USCH in Ft. Wayne, IN, & the Charles A.

Halleck Federal Building & USCH in Lafayette, IN.

1. Service contracts

a. E-filing documents/correspondence

b. Responding to service calls via phone/email/text.

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

NCMMS.

2. Supplies and services

a. Ordering supplies and service for all the buildings.

b. Laminating for signage.

c. Support property managers in the management of system maintenance (i.e., fax machine, copier, scanner, office printer, labels, etc.)

3. Calendars and drive documents

a. Maintaining and updating team and property manager(s) calendars.

b. Update team drive documents and sheets.

c. Schedule and track GOV maintenance.

4. Meetings

a. Attend and take meeting minutes when requested.

b. Collaborate with property managers on formulating meeting agendas.

c. Creating meeting invites and virtual meetings.

5. Leases

a. Assist Property managers in scheduling site visits and inspections.

b. Update and retrieve documentation in LMT, Kahua, GREX and REXUS.

c. Assist Property managers with updating occupancy agreements - OA tool and Occupancy Profiles.

6. Clearances

a. Assist property managers with service contract and project clearances.

1. ROCAL

2. CIW

3. GCIMs

7. IT service

a. Enter and follow up on IT service calls for the field office.

b. Order IT related items for the field office.

8. Building drawings

a. Submit requests for building drawing (DARTS).

b. Submit updates to building drawings based on completed projects.

9. Purchasing

a. Enter Micro purchase requests

b. Collect and submit invoices.

c. Assist property managers with RWAs – RETA.

10. Mail and packages

1. Receive and distribute mail and packages.

2. Send packages and mail.

11. Receptionist duties such as answer phones, respond/receive phone messages, and greet clients. .

12. Process Key card applications, issue cards, fobs process, test and update spreadsheet

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

14. 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 #4 – General Clerk III – Melvin Price Federal Building & USCH (IL0069ES)

1. Receiving, entering, & closing 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 support for office personnel, walk in service requests and clients

5. Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copiers, plotters, postage machine

6. Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft Publishers for various office functions as required

7. Type documents for notices, building memos, newsletters, meeting minutes, etc.

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

9. Maintain, organize, and archive file program

10. Receive, monitor, and log utilities for up to 10 Federal Building Locations.

11. Liaison between Agencies, Property Management and General Contractors

12. Create office supply list for procurement

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

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

15. Arrange pick-up for office shred bin at the Sarah Cook House in Springfield, IL

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

17. Assist Property Manager with data entry in Kahua and IRIS

18. Learn various GSA programs to accomplish duties such as: LMT, NCMMS, Reta, IRIS, GREX, Kahua, Recycling, and

Easi, etc.

19. Learn, enter, and submit payroll for all Illinois employees.

20. 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

C.5 TECHNICAL SKILLS, EXPERIENCE, AND MINIMUM REQUIREMENTS

C.5.0 The Contractor shall ensure the availability of technically qualified personnel who possess the minimum requirements of the labor category, as well as the following:

a. Advanced knowledge and proficiency in Microsoft Office products.

b. Effective communication skills (both written and verbal).

c. Resourcefulness, initiative and skill to function in a fast-paced environment.

d. Attention to detail in goal/task accomplishment with minimal supervision.

e. Professionalism and the ability to interact effectively with others.

f. Ability to meet planned and unscheduled deadlines in a timely manner.

g. All contract personnel will be required to undergo a background suitability clearance (HSPD-12) by GSA, prior to work and maintain this suitability clearance.

h. All personnel shall be able to work independently. Adequate supervision shall be provided by the Contractor to ensure successful performance under this contract.

i. Contractor shall ensure that the Government only pays for actual hours worked under this effort, i.e. contract employee in each location, every day that the facility is open for business.

j. Minimum Qualifications: Two (2) or more years in an administrative capacity, preferably with a Government Agency or

Contractor.

C.6 SCHEDULED AND UNSCHEDULED ABSENCES

C.6.0 The Contractor shall, to the maximum extent possible, provide a minimum of two (2) weeks’ notice for any scheduled absences of contract employees.

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. The temporary relief MUST have completed the HSPD-12 background security clearance and fulfill the technical skills, experience and minimum requirements of the full time contract employee.

Unscheduled absences shall be reported to the COR as soon as possible, preferably one hour prior to the start of the workday.

C.7 VACANCIES

C.7.0 No position shall experience a lapse in service greater than two (2) consecutive weeks in any one year unless otherwise reviewed and approved by the Contracting Officer. If a position will be vacant for any reason longer than two (2) weeks, a temporary relief is required until the position is filled permanently.

C.7.1 All temporary relief personnel shall be provided at no extra cost to the Government.

C.7.2 Contractor shall recruit and interview prospective personnel; the Government requests a courtesy copy of the resume(s) and a “meet and greet” either by telephone or in person in order to ensure a good fit within the targeted office. If the Government is in agreement with the Contractor’s recommendation, the Contractor will proceed with initiating the clearance process and placing the employee.

C.8 TRAINING

C.8.0 Contract employees shall be trained by the incumbent on standard commercial practices, as necessary. The Government will provide training for Government specific processes and protocol ONE TIME. The incumbent is responsible for transfer of knowledge henceforth – whether it be for a new employee in the position or a temporary relief covering leave time and at no additional cost to the Government.

C.9 CONTRACT TRANSITION

C.9.0 A smooth and orderly transition between the Contractor and the predecessor Contractor is necessary to assure minimum disruption to vital contractor services and Government activities.

C.9.1 The Contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor contractor’s employees. The Contractor may notify the predecessor contractor’s employees that the Contractor will be assuming services upon the contract start date and may distribute business cards, employment applications, brochures, and other company information to the predecessor contractor’s employees while they are on duty, provided there is no interference with the contract employees assigned duties (e.g., during “off hours” or during breaks or lunch breaks). However, the Contractor may not interview, recruit, schedule interviews, or conduct extensive discussions with the predecessor contractor’s employees while they are on duty.

C.9.2 The outgoing Contractor will provide the Contractor with the names and anniversary dates of all employees working under the predecessor contract as soon as is feasible after contract award. The Service Contract Act does not require the predecessor to provide this information earlier than 10 days prior to the predecessor contract ending date; however, the Government will request the cooperation by the predecessor contractor to provide this information upon award of this contract.

C.10 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

C.10.0 Furnished by the Government: The Government will provide without cost to the Contractor, all workstations, normal office supplies, office furniture, desk telephones, calculators, copy machines, computers, computer software, and other supplies, materials and utilities needed to do the work assigned.

a. The Government will maintain an inventory of all IT equipment assigned at each location.

b. Contractor employees shall perform tasks to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment and architectural or building structures. Contract employees shall report any damage or disfigurement of these items to the CO or COR.

c. 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.

d. The Government will not be responsible for Contractor’s belongings that are lost, stolen or damaged.

e. Contractor personnel are required to turn in to the COR or Property Manager, all lost articles found in areas under the jurisdiction of the Government.

f. Parking is NOT available at any of the locations; however, commercial parking lots and public transportation are readily available.

C.10.1 Furnished by the Contractor: The Contractor will provide all qualified personnel at each location detailed in Section B.1.0 Offer for Standard Services for each day the Government is open for business, Monday through Friday.

C.11 OTHER SPECIAL REQUIREMENTS

C.11.0 Confidentiality and Non-disclosure of Information: Any information made available to the Contractor and their employees by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of the contract.

All Contractors performing under this contract are subject to the prohibition of disclosing and Personally Identifiable Information (PII) in paper and / or electronic form during their everyday work activities. Contractors must handle PII in compliance with GSA’s policies and applicable federal laws, regulations and policies. All Contractors will be required to read and sign Section J, Exhibit 2, Confidentiality and Non-Disclosure Agreement.

C.11.1 Required Security and Privacy Training for Contractors: Government shall provide training for all employees that have access to Personally Identifiable Information (PII) at outset of the contract employee’s work on the contract and every year thereafter. Mandatory web-based training includes, but is not limited to:

a. IT Security and Privacy Awareness

b. Sharing Securely in a Collaborative Environment

c. Privacy 201

d. Document Security for Sensitive Building Information (SBU)

C.12 CONTRACTOR QUALITY CONTROL PLAN (QCP)

The Contractor shall establish and implement a complete Quality Control Plan (QCP) to ensure the requirements of the contract are met. The QCP is a written document that specifies a system for determining whether or not cleaning service requirements are being met and…