Amendment 0002.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

5P2QBA

Phyllis Pirtle, Contracting Officer

RFP 47PF0024R0071, Amendment 0002 - Real Estate Division (RED) Administrative Support Services

Amendment 0002 hereby replaces in its entirety the specification for the RED Administrative Support Services solicitation

47PF0024R0071.

[See Description of Modification Continuation Page]

5P2QBA

R5 AMD Building Services Contracting Branch Chicagoland Team 230 S. Dearborn St.

Chicago, IL 60604 USA

R5 AMD Building Services Contracting Branch Chicagoland Team 230 S. Dearborn St.

Chicago, IL 60604 USA

EQ5P2SS2F1-23-0183

47PF0024R0071

1 2

12/13/2024

7/2/2024

Description of Modification Continuation Page

As a result of replacing the specification, the proposal due date is hereby extended to Monday, December 30, 2024 at 11:00 am Central Time. The revised proposal shall utilizing the revised specification and shall be submitted via email to phyllis.pirtle@gsa.gov.

Questions will no longer be accepted.

All other terms and conditions remain unchanged.

47PF0024R0071/0002

TABLE OF CONTENTS

Section A – SOLICITATION 3

SECTION B - SERVICES, ORDERING AND PRICES 4

SECTION C - DESCRIPTION/SPECIFICATION/STATEMENT OF WORK 6

SECTION D – PACKAGING AND MARKING 16

SECTION E – INSPECTION AND ACCEPTANCE 17

SECTION F – DELIVERIES OR PERFORMANCE 19

SECTION G – CONTRACT ADMINISTRATION DATA 20

SECTION H – SPECIAL CONTRACT REQUIREMENTS 23

SECTION I – CONTRACT CLAUSES 33

SECTION J – LIST OF DOCUMENTS, EXHIBITS, and OTHER ATTACHMENTS 48 SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF BIDDERS/OFFEORS 6

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS/OFFERORS 16

SECTION M – EVALUATION FACTORS FOR AWARD 20

Section A - Solicitation

A.1. Standard Forms

SECTION

15A. NAME AND

ADDRESS

OF OFFEROR

SOLICITATION, OFFER, AND AWARD 1. This Contract is a Rated Order under the Defense Priorities and Allocations System (DPAS) - Code of Federal Regulations - at 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

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision Number 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. EMAIL ADDRESS

11. TABLE OF CONTENTS

(X) DESCRIPTION PAGE(S) (X) SECTION 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 ATTACHMENTS

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECIFICATIONS/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 Number 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 NUMBERAMENDMENT NUMBER DATE

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 UNDER THE

UNITED STATES CODE AT:

10 U.S.C. 3204(a) ( )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. 12/2022)

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

SEALED BID (IFB) INVITATION FOR BID

NEGOTIATED (RFP) REQUEST FOR

PROPOSAL

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

1 1

EQ5P2SS2F1-23-018347PF0024R0071

Phyllis Pirtle phyllis.pirtle@gsa.gov312 385 3031

12/13/2024

11 auntil local time 12 0

SECTION B - SERVICES, ORDERING AND PRICES

B.1. Description of Services The Contractor shall provide all management, supervision, labor necessary, and shall plan, schedule, coordinate, and assure effective completion of all work and services and performance of the administrative support services described herein.

Location: IL0236 John C. Kluczynski (JCK) Federal Building 230 South Dearborn St.

Chicago, IL 60604

Full Time Equivalent (FTE) staffing need:

One Administrative Assistant

B.1.0. Offer for Standard Services *NOTE: OPTION TO EXTEND SERVICES UNIT PRICE (Additional Option Period Up to 6 Months per FAR 52.217-8.

(The price must reflect the rates specified for the preceding 12-month performance period and may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor.)

ITEM

DESCRIPTION UNIT QUANTITY UNIT

PRICE

Base Year (Initial 8 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)

*OPTION TO

EXTEND

SERVICES

UNIT PRICE

(Up to Additional

6 Months)

1. Standard Services:

Administrative Support, Administrative Assistant (1 employee)

Location:

JCK Fed Bldg.

Chicago, IL

Price Quoted per Month.

Month

(Base Year

8-Months)

B.1.1 Offer for Above Standard Services

ITEM

DESCRIPTION UNIT QUANTIT

Y

UNIT

PRICE

Base Year (Initial 8 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)

*OPTION

TO

EXTEND

SERVICES

UNIT

PRICE (Up to Additional 6 Months)

1. Additional Services:

Administrative Support, Administrative Assistant

Location:

JCK Fed Bldg.

Chicago, IL

Price Quoted per Hour.

Hour 1 $

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.

A contract will be awarded to a responsible offeror submitting the best offer. Offerors MUST submit prices for all four of the option periods and six-month option to extend services, in addition to the initial period, to be considered for award. Options shall be priced 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 Labor Standards—Price Adjustment (Multiple Year and Option Contracts) (May 2014).

Offerors should visit the building and become familiar with existing conditions; examine all Contract documents relating to this work, and carefully review the requirements contained in this specification. Offerors shall determine any conditions which affect the work and make a thorough site investigation before submitting an offer. No allowances will be made for failure of an offeror to avail themselves of such information.

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 Governmentwide 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. 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.

SECTION C - DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Introduction This is a Performance Based Contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the Contractor. A high level of effective communication between the Government and Contractor is essential. This performance-based requirement demands a greater emphasis by the Contractor on self-evaluation, robust quality control processes and strict oversight of building operations to ensure the highest level of efficiency. The Contractor will be required to maintain a quality control program to ensure that the requirements of this Contract are met. The Contractor must closely monitor all aspects of the work, identify deficiencies, and implement corrective action, without reliance on Government oversight.

C.1. SCOPE OF WORK

C.1.1 The Contractor shall provide all management, supervision, labor necessary, and shall plan, schedule, coordinate and assure effective completion of all work and services and performance of administrative support services described herein.

C.1.2 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. 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 always be employees of the Contractor and under the direction and control of the Contractor. Notwithstanding any other provisions of this contract, the Contractor shall always 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. 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.

Employee Location: John C. Kluczynski (JCK) Federal Building 230 South Dearborn St., Chicago, IL 60604

Office Hours: 08:00 am to 4:30 pm Central Time Support PBS activities throughout Region 5

Any changes in the work hours or 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 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 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.2.3 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 and CO in writing:

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

(2) Details about each contract administrative support personnels’ internet connection at home, including but 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.

All other areas of the contract remain as is, no charge.

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 employee work location a minimum of twice (2 times) 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.4.0 SPECIFIC REQUIREMENTS OF SECRETARY III - Reserved

C.4.1 SPECIFIC REQUIREMENTS OF ADMINISTRATIVE ASSISTANT

C.4.10 Performs a variety of record keeping, reporting, and informational duties in support of programs. Complies, maintains and updates data, lists, and reports. Checks and verifies data by direct comparison with source documents, pointing out discrepancies, and checks or verifies textual material.

C.4.11 Performs work related to gathering, acquiring, and developing resource materials and other information to support R5 Front Office and R5 Real Estate Division programs.

C.4.12 Maintains bulletin board(s), selecting and filing material for future reference. Records, sorts, assembles, and files information on specific projects, facilities, contracts, financial documentation, current projects or studies.

C.4.13 Work closely with GSA Management, Leasing Specialists/Lease Contracting Officers, and Planning Managers to prepare, gather, and organize all required documentation for successful assembly/completion of lease files and reports.

C.4.14 Monitors, coordinates and maintains a variety of records. Extracts information, enters into databases, manipulates it to determine if trends or patterns exist and generates various management reports for use in Government decision making.

C.4.15 May assist users in the organization with software, hardware, and automation problems. Uses computer software to produce, store and retrieve a variety of documents, including spreadsheets, databases and graphics.

C.4.16 Respond to data input and data verification requests from the GSA Managers, Leasing Project Managers, Lease Contracting Officers/Specialists, Account Managers, and other Leasing Support Positions. Input data into the appropriate system(s) of record, or directly coordinate with the responsible party to ensure data is input correctly and timely. Update reports to show corrected information and report to management when updates and or corrections are completed.

C.4.17 Participation in special projects related to data management and integrity including internal audits, federal and leased inventory, lease(s) archival, resolving System for Award Management (SAM) issues, etc.

C.4.18 Receive and direct incoming calls to appropriate Government personnel; record/distribute phone messages;

provide general and contact information to GSA staff asking for assistance.

C.4.19 Possesses and is proficient in computer skills, specifically Microsoft Windows/Office programs (Excel, Word, Access, PowerPoint), Adobe, Google (Mail, Calendar, Drive, Sheets, Docs), and has the ability to become proficient in various GSA computer programs, such as eRETA, and other applications after initial training and orientation. Must be capable of operating routine office equipment, such as scanners, copy machines, fax machines, and other miscellaneous office equipment.

C.4.110 Performs other miscellaneous duties such as maintaining time and attendance reports, participating in special projects related to data management and integrity including internal audits, federal and leased inventory, lease archival, and other tasks as assigned.

C.4.111 Maintains a Desk Reference Guide for their position.

C.4.112 Other comparable duties as assigned.

C.4.113 Works independently to research and prepare documents for review.

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.

j. Ability to analyze complex data for insights and present findings to GSA leadership.

k. Minimum Qualifications: Two 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 make every effort to utilize reliable long-term employees for this service assuring minimal turnover. The Contractor shall notify the COR whenever the designated worker is unavailable for the normal shift (preferably prior to the start of the workday). The Contractor shall provide a contingency plan for unscheduled leave.

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

C.7 VACANCIES

C.7.0 No position shall experience a lapse in service greater than two 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 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 The Contractor shall recruit/interview prospective personnel and review resumes against the minimum qualifications as described in Section C.4.0, C.4.1 and C.5.0. References for proposed key personnel may be contacted by the Government to confirm qualifications.

All matters pertaining to the employment, supervision and discharge of contractor employees are the responsibility of the Contractor.

C.8 TRAINING

C.8.0 Contract employees shall be trained 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 (RESERVED)

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.

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 into the COR or Property Manager, all lost articles found in areas under the jurisdiction of the Government.

f. Parking is NOT available; however, commercial parking lots and public transportation are readily available.

C.10.1 Furnished by the Contractor: The Contractor will provide all qualified personnel 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 person 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 3, 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 the outset of the contract employee’s work on the contract and every year thereafter. Training needs will change as requirements change. Mandatory web-based training currently includes, but is not limited to:

a. IT Security and Privacy Awareness

b. Insider Threat Awareness & Reporting

c. COOP Awareness Training

d. Controlled Unclassified Information for New Employees

e. The contractor is required to provide initial and on-going tenant relations training for their employees. This training will emphasize the importance of conflict management and problem resolution. Emphasis shall be placed on professionalism in conduct and appearance, as well as courtesy in day-to-day contacts with building occupants and visitors.

C.2. Definitions

C.2.1 Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this Contract, to include documentation requirements.

C.2.2 Acts of God These are unanticipated grave natural disasters or other natural phenomenon of an exceptional, inevitable, and irresistible character; the effects of which could not have been prevented or avoided by the exercise of due care or foresight.

C.2.3 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.2.4 Building A reference to ‘facility’ and ‘site’ is interchangeable with ‘building.’ A man-made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

C.2.5 Contracting Officer (CO) Contracting Officer (CO) has the overall responsibility for the administration of this Contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the Contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.2.6 Contracting Officer's Representative (COR) Contracting Officer's Representatives (COR) or their designee shall be appointed by letter from the CO. CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting Contract, but will not have the authority to modify the Contract.

C.2.7 Contractor “Contractor” as used in this document refers to the company or firm awarded this Contract.

C.2.8 Delegated On-site Authority The term “delegated on-site authority” means a person designated in writing by the Contractor who has authority to act for the Contract on a day-to-day basis at the work site.

C.2.9 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.2.10 Federal Holidays – (F.4 Recognized Holidays) “Federal holidays” for the purposes of this Contract 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.

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 3rd Thursday of November.

C.2.11 Federal Executive Holidays, Unanticipated Unanticipated holidays declared by the president will count as Federal holidays. If the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

C.2.12 Modification of Contract Modification is a bilateral or unilateral change in the terms of a Contract.

C.2.13 Negligence “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.2.14 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.2.15 Quality Assurance Surveillance Plan (QASP) 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.2.16 Quality Control Program (QCP) 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.2.17 Standard Services Standard services are defined as all services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

C.2.18 Stewardship The act of stewardship is to take the responsibility for managing, conducting, or supervising the quality, state or condition of a commercial building. A Stewardship program in addition to caring for the building, its occupants and visitors includes among other things a sense of shared responsibility, occupant participation and communications amongst building management, O&M personnel, cleaning personnel, occupants, Contractors, and others who have an impact on/in the building.

C.2.19 Alternate Contracting Officer’s Representative (ACOR) The ACOR is appointed by letter from the CO. ACORs are trained and experienced in administering Contract but does not have the authority to modify Contract. The ACOR is well versed and proficient with respect to Contract specifications, terms, and conditions. The ACOR assists the COR in implementing the QASP and performing Contract administration duties as described in Section C.4. In the absence of a COR, ACORs assume primary Contract administration responsibilities.

C.3. Quality Control Plan (QCP) A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE CONTRACTING OFFICER (CO) PRIOR TO AWARD OF A Contract.

Upon acceptance, the Contractor shall implement the QCP to ensure Contract compliance. An acceptable QCP shall include, at a minimum, inspections by supervisory personnel and by one or more qualified outside parties. The system of checklists, inspection methodology, and frequencies shall be documented by the Contractor. The Contractor shall maintain a local file of all quality control inspections conducted by the Contractor, including the corrective actions taken and submit copies of quality control inspections monthly. All documentation shall be made available to the Government upon request during the term of the Contract. QCP shall include, at a minimum, the program of outside inspections and a program for verifying compliance with each Contract requirement. The Contractor must review and update the Plan annually. The Contractor must maintain continuity of services, without interruption, throughout the entire term of the Contract. The QCP is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable.

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 by each Contracted service.

This section establishes the minimum requirements for a quality control system to be provided and maintained by the Contractor. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with Contract requirements. It is also applicable for subcontractors where Government inspection is required. In such cases, it is the Contractor’s responsibility to include in writing in each subcontract the use of this standard by their subcontractor. 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.

The QCP is subject to change depending on the needs of the Contract. If the QCP is revised, the Contractor is required to provide an updated QCP to the CO and COR for approval. All such documents required shall be maintained at the service location for the life of the Contract.

The Contractor shall prepare and execute a written QCP. Plans (deliverables) must detail services at the work site and methods of inspection ensuring quality standards of the Contract and shall include the following information:

● Date of inspection

● Location of inspection

● Description of Findings

● Corrective Action (if applicable)

● Action Plan for Corrective Actions

● Signature of inspector

The QCP shall include and describe in detail the following:

(1) Task and Frequencies: Indicate tasks to be performed and the frequency associated with each task.

(2) Inspection Methods and Frequencies: Include all requirements listed in the Performance Work Statement and inspection procedures such as: type of inspection, frequency of inspection, acceptance/rejection criteria, corrective action, procedure for recording results of inspections, and methods of informing employees of deficiencies in their areas or responsibility.

The Inspection system must identify areas to be inspected defining the inspection schedule and the titles of the inspectors. The Contractor’s administrative methods used to identify, correct and prevent an unacceptable level of performance must be clearly defined.

Proposed plans for revising job schedules as new and better ways are found to perform given tasks.

(3) Roles and Responsibilities of Key Personnel: A roster by name and job title must be provided. The roster will clearly identify roles and responsibilities including responsibility for oversight of the QCP. Personnel holding the authority to negotiate and handle Government Contract must be identified.

(4) Records and Files: Provide samples of all forms, records, reports and files utilized for quality control. Documents will indicate inspections conducted by the Contractor and corrective action taken. Copies of all documents will be kept onsite and available to the COR when requested.

(5) Strike Contingency Plan (SCP): Prepare an SCP to be used in the event of a strike. 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 address employee absenteeism. This plan shall include but not be limited to the following:

(a) Support Personnel: Describe in detail how the building will be staffed to provide services during strikes.

(b) License and Certifications: Describe in detail how the Contractor will provide personnel that meet experience requirements, assuring the Government all temporary or replacement employees will meet the experience and license requirements defined in this Contract.

(6) The Government's Occupant Emergency Plan (OEP) is used by the COR during building emergencies. Designated Contractor personnel, including the Supervisors, Project Managers, Delegated On-site Authority and subcontractors, 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 emergency and evacuation drills.

C.4. Government Quality Assurance Surveillance Program The Government may inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this Contract. As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the Contractor.

b. Review performance and service records, including, if applicable, but not limited to monthly progress reports and any computerized or hardcopy records maintained by the Contractor documenting performance under this Contract and require correction of any unsatisfactory conditions noted.

c. Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may order improvements if it determines the programs are insufficient or ineffective.

d. Obtain tenant satisfaction survey information and require improvements in service based on such information to the extent such results correlate with deficiencies in Contract requirements.

e. Conduct random and routine physical inspections of facility equipment and systems, to include programs and files maintained on computers and Contractor onsite offices and work areas and require correction of deficiencies noted.

f. Perform inspections with Government personnel or independent third-party inspectors.

C.4.1 Contract Performance Contractor performance will be evaluated based on the performance success or deficiencies, success or failure in meeting other Contract requirements, and the Contractor’s record of correcting deficiencies when noted (see EXHIBIT 2 – R5 Monthly COR Report). While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

C.4.2 Methods The use or nonuse of any quality assurance methods [(e.g., a measurement and verification (M&V) program] by the Government will not constitute a waiver of or excuse from Contract requirements. The Government may implement or change quality assurance measures at any time during the term of the Contract.

C.4.3 Cooperation – Inspections The Contractor shall instruct all onsite personnel to cooperate with the Government or third-party Contract inspector requests for records access and information. This includes answering honestly and comprehensively all questions related to performance of work. The Contractor shall provide personnel to enable inspectors, including third party Contract inspectors, to perform inspections of equipment. The Contractor shall notify the CO or their designee at least 2 weeks in advance when equipment is to be opened and available for inspection by the Government. The Contractor shall open and operate the equipment for observation by all inspectors at no additional cost to the Government provided the Government requests the service at least 48 hours in advance. Most inspections will be performed during normal working hours. However, the Contractor shall provide personnel to enable access for inspectors who need to conduct observation and testing after normal hours to avoid possible disruption to tenants.

C.4.4 Contractor Performance Assessment Reporting System (CPARS) GSA uses the CPARS or similar performance measuring system to formally evaluate the Contractor’s performance.

Evaluations are generally conducted annually or more frequently on or about the anniversary date of the Contract and also at the end of the Contract period.

C.5. Contractor Submittals/Deliverables Chart

DELIVERABLE REF DELIVERABLE DUE Due

Date

Rec’d

Section C

Quality Control Plan C.3 Quality Control Plan (QCP)

Due with proposal

Update Quality Control Plan C.3 Quality Control

Annually and when any changes are made.

Quality Control Inspection Report

C.3 Quality Control

Bi-weekly

Section E

Contract Close-Out Inspection

E.3 Contract Close- Out Inspection

90 days prior to expiration.

Section G

Interim and final evaluations under CPARS

G.5 Evaluating Contractor Performance

30 days after evaluation is given to the Contractor

Section H

Qualification of employees (May 1989) paperwork

H.1.3 As requested

Security Clearances H.1.4 Suitability Determination

15 days after award.

Security clearances must be submitted before Notice to Proceed can be issued.

The collection and submission of GSA Form 139, record Presence.

H.7 Submit each month with monthly report

Submission of Resumes for New Employees

H.15.3 The Contractor must submit resumes for all personnel prior to personnel beginning work.

State Licensing H.15.4 Within 90 calendar days of beginning employment.

Strike contingency plan

(SCP)

H.20 SCP must be submitted 5 calendar days prior to Contract start date and updated annually.

Section L

List of Subcontractors L.4 Instruction for Submitting Proposals

Same as QCP before and after start of work

SECTION D – PACKAGING AND MARKING

D.1. Payment of Postage and Fees All postage and fees related to submitting information including, but not limited to, forms and reports to the CO or the COR, shall be paid by the Contractor.

D.2. Marking All information submitted to the CO or the COR, shall clearly indicate the Contract number of the Contract for which the information is being submitted.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-4 Inspection of Services – Fixed Price (Aug 1996)

Inspection of Services—Fixed-Price (Aug 1996)

(a) Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this Contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during Contract performance and for as long afterwards as the Contract requires.

(c) The Government has the right to inspect and test all services called for by the Contract, to the extent practicable at all times and places during the term of the Contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in Contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with Contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in Contract amount. When the defects in services cannot be corrected by reperformance, the Government may—

(1) Require the Contractor to take necessary action to ensure that future performance conforms to Contract requirements; and

(2) Reduce the Contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with Contract requirements, the Government may—

(1) By Contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the Contract for…