Attachment A - Performance Work Statement.pdf

Attachment A

68HERC20R0012

Performance Work Statement

Warehouse Operations & Labor Support Services

1. GENERAL REQUIREMENTS

The Environmental Protection Agency (EPA), Facilities Management and Services

Division (FMSD), requires warehouse operations support and labor services for its

Headquarters facilities in the Washington, DC metropolitan area. The contractor shall provide management oversight for the labor services and warehouse operation support utilizing effective and efficient management of staff resources based upon anticipated requirements, work schedules, and facilities restrictions. The EPA will provide office space, laptops, and telephones for the contractor, located at the Federal Triangle

Complex, the Potomac Yard complex and the EPA warehouse located in Hyattsville, MD.

1.1 Locations

Provide Labor Support Services as indicated in Task 1 (see Section 2.1 of this

Performance Work Statement) (PWS) to the following EPA buildings:

• Federal Triangle Complex o William Jefferson Clinton Buildings:

▪ 1200 Pennsylvania Avenue, NW, Washington, DC 20460

▪ East Building, 1201Constitution Avenue, NW, Washington, DC

▪ West Building & Connecting Wing, 1301Constitution Avenue, NW, Washington, DC

▪ 1341G Street, NW, Washington DC o Ronald Reagan Building, 1300 Pennsylvania Ave, NW, Washington DC

▪ EPA Spaces: 3rd-8th Floors; Mezzanine; Concourse Level Fitness

Center; Contractor Basement Office; Loading Dock Space with

EPA specific cage.

• *Potomac Yard, 2777 S. Crystal Dr. Arlington, VA. 22202

Provide Warehouse Operations Support Services as indicated in Task 2 (See Section 2/2 of the PWS):

• EPA property warehouse 8335 Ardwick Ardmore Road, Landover, MD

Pickup/Deliveries occur from the EPA Warehouse to the following locations o Daily Deliveries/Pickup

▪ Federal Triangle Complex (William Jefferson Clinton Buildings and Ronald Reagan Building)

▪ Potomac Yard o As Requested, Delivery/Pickup

▪ Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746

▪ EPA Environmental Science Center (ECS) Ft. Meade, 701

Mapes Road, Fort Meade, MD 20755

▪ Annapolis City Marina 410 Severn Avenue, Suite #109, Annapolis, MD 21403

▪ GSA Personal Property Center 6808 Loisdale Road, Springfield, VA 22150

▪ EPA Emergency Operations Center 19844 Blue Ridge Mountain

Road, Building 437, Bluemont, VA 20135

*NOTE: Potomac Yard will only be applicable to the Base Year and Option Period 1.

1.2 Hours of Operations

1.2.1 The contractor shall provide labor support services between the hours of 6:00 AM and 6:00 PM at the Federal Triangle Complex and between the hours of 7:00 AM and

3:30 PM at the Potomac Yard Facility. Warehouse operations support is between the hours of 8:00 AM and 4:30 PM. All hours are Monday through Friday (except during

Federally-observed holidays and administrative leave days). All other locations not identified are for as requested, delivery and pick-ups that will occur during normal hours of operation listed above.

1.2.2 Work Schedule

Contractor employees shall not work more than forty (40) hours per week under this contract unless the Contractor has authorization to incur additional hours from the

Contracting Officer (CO), Contracting Officer Representative (COR) or the Alternate

Contracting Officer Representative (Alt. COR). The COR can request the contractor to provide additional support up to the amount specified in the contract; any additional hours must be approved by the CO. In the case of an emergency (as determined by the COR or Alt.COR), the Project Manager or an alternate may work after regular hours of operation above to minimize disruption of client services. A schedule of the various hours for elevator and loading docks for each of the EPA

Headquarters satellite facilities will be provided to the contractor.

When needed, Additional Labor Services may be required when services cannot be completed within normal working hours or for other activities pertaining to the requirements listed above. The Project Manager will be advised in advance of this requirement. The required hours for additional labor services are identified as separate line items of the contract denoted as Additional Labor Services: Laborer and

Additional Labor Services: General Maintenance.

1.3 Contractor Employee Uniforms

Contractor employees shall wear uniforms (shirts and hats - ball caps and knit caps) of the same color. Identification badges, including employee name and the contractor' s name, must be visible on clothing and displayed at all times. When a ball cap is worn, the hat is to be centered on the top of the head with the logo brim/ bill facing to the front. If a knit hat is worn, it shall be worn with the logo facing to the front and removed when inside an office building. All contractor personnel shall be in uniform while on EPA property. If an employee has religious practices that affect the uniform requirement, allowances can be made as long as a professional appearance is maintained, and safety is not jeopardized.

1.4 Vehicles

The contractor shall provide all vehicles necessary for the performance of this contract.

The contractor is responsible to ensure that all vehicles used in this contract are operated in a proper manner, and that the interior and exterior are always properly maintained. The contractor is required to ensure that all vehicles, have adequate insurance and provide for general and routine vehicle maintenance (e.g., tune-ups, oil changes, brake adjustments, etc.) necessary to ensure the satisfactory operation and performance of the vehicles. All drivers/users of these vehicles shall be properly licensed, as required. If the contractor provides for a truck that requires a commercial driver’s license (CDL) to operate, the driver shall have a current CDL for deliveries of Government property to Government property.

The applicable truck drivers shall ensure that deliveries are secured on vehicles to prevent damages

In the event of a vehicle breakdown, the Contractor shall provide a replacement vehicle on site that meets all contract requirements within 24 hours of breakdown. All vehicle repairs shall be done off Government Property, except for minor work such as changing a flat tire, battery, etc.

EPA Warehouse: Forklift operations in the EPA Warehouse, the space between racks is

11 feet 4 inches. The height of the racks are 15 feet to the top shelf.

2. TASKS

2.1 TASK 1- LABOR SUPPORT SERVICES

2.1.1 Requirements

2.1.1.1 Moves

• Contractor personnel shall efficiently pack employee offices, furniture, equipment, and office supplies, and safely relocate them. The Contractor shall provide packing boxes and other items such as packing tape and labels in accordance with the Facility Service Request (as indicated in

Section 2.1.2 of this PWS) instructions.

• Inspect the origin and destination locations to ensure that adequate manpower and equipment are available to perform the scheduled relocation/ work.

• Protect all equipment and furniture to be moved as well as walls and doorways to ensure against any damage of Government property.

2.1.1.2 Collect recyclables from EPA locations and deliver recyclables to the EPA

Warehouse in Hyattsville, MD. Recyclables include toner cartridges, and batteries.

These items are also to be kept sorted and organized prior to delivery. Recycling shall be picked up from EPA locations twice a week, on a schedule agreeable to EPA.

Contractor is not responsible for disposal of recyclables.

2.1.1.3 Reconfigure conference room furniture and deliver and set up stages, podiums, flags and other property and equipment in support of official EPA functions and special events. The contractor shall complete its reconfiguration and set up at least 30 minutes prior to commencement of the meeting or special event.

2.1.1.4 Deliver and set up stages, podiums, flags, tables, chairs and other property and equipment in support of official EPA functions and special events that occur outdoors. The contractor shall complete its set up at least 30 minutes prior to commencement of the meeting or special event.

2.1.1.5 Install and remove bulletin boards, white boards, window coverings and associated hardware, pictures, and plaques (each weighing up to 35 lbs).

2.1.1.6 Perform a variety of general maintenance repair services as out lined in the Facility

Service Requests (as indicated in Section 2.1.2 of this PWS) such as patching walls, small carpet and paint jobs.

2.1.1.7 Install or relocate items requiring assembly and disassembly, i.e., book cases, metal shelving units, L-return desks, keyboard trays and other furniture requiring assembly.

2.1.1.8 Repair and paint walls, doors, and other structural features damaged by the contractor while performing tasks on this requirement. Repairs shall be completed within 2 business days of the damage at the contractor's expense and time.

2.1.2 Facilities Service Requests

Authorized EPA personnel (a list of the approximately ten authorized contacts will be provided post award) will submit Facilities Service Requests (FSRs,) EPA Form 5100-8, to request labor services. The FSRs will be submitted to the contractor electronically through the Facilities Tracking System (FTS).

The contractor shall not initiate any work without an FSR. The contractor shall be responsible for assuring that submitted FSRs are timely completed and closed out. In case of an emergency, the COR or Alternate COR and the Facilities Managers will also be able to submit requests via email, to the contractor, to be followed up with an FSR. Also, in the event there is an emergency the COR or Alternate COR may give verbal service requests to the contractor that must be followed up with an FSR within 24 business hours.

The contractor shall retrieve, print, and act on all FSRs within 2 business days of receipt.

The contractor shall closeout all FSRs within 2 business days of completion of the requested work. The contractor shall inform the COR and the customer if the individual

FSR completion deadline cannot be met, detailing the reason for the delay and the date the FSR will be completed.

2.1.3 Delivery/Pick Up

2.1.3.1 Requirement

2.1.3.1.1 The contractor shall be responsible for pick-up and delivery of miscellaneous items, such as scrap metal, boxes of files, equipment, furniture, etc. The contractor shall assist in emergency clean-up situations, including moving furniture, equipment, materials, garbage, and other debris, etc.

2.1.3.1.2 The contractor shall pick-up and dispose of boxes of files by recycling or shredding them using a high capacity paper shredder. Items that are shredded are picked up and disposed/recycled properly.

2.1.3.1.3 The contractor shall deliver carpet tiles to designated storage areas at various EPA facilities in preparation for emergencies and relocation projects.

2.1.3.2 Schedule

• The COR and the contractor shall develop a delivery/pickup schedule for the

EPA. This schedule shall include, but not be limited to the following:

o Scheduling and planning office relocations of EPA employees as determined by FMSD;

o Coordinating with the COR, if special access to EPA buildings (e.g.

freight elevators or other nonstandard access spaces);

o Scheduling the day of week and time of arrival for weekly deliveries to

EPA buildings;

o Scheduling pick up of excess property, furniture and recycling (i.e., toner cartridges and batteries) from various buildings.

2.1.4 Additional Hours

When needed, Additional Labor Services may be required when services cannot be completed within normal working hours or for other activities pertaining to the requirements listed above. The Project Manager will be advised in advance of this requirement. The required hours for additional labor services are identified as separate line items of the contract denoted as Additional Labor Services: Laborer and

Additional Labor Services: General Maintenance.

2.2 TASK 2-WAREHOUSE OPERATIONS

The EPA property warehouse is located at 8335 Ardwick Ardmore Road, Landover, MD.

The contractor shall operate and maintain EPA's warehouse functions. All property shall be handled in accordance with the EPA Property Manual, which shall be provided to the contractor upon request. The contractor shall deliver and receive equipment, furniture and supplies. The contractor shall also maintain and update the Agency Asset Management

System, including data such as the purchase order number, serial number, user/ customer, date received, storage rack location, and item name.

2.2.1 Security

The EPA property warehouse (8335 Ardwick Ardmore Road, Landover, MD) shall be maintained in a secure manner to prevent loss and theft of EPA property. The contractor shall ensure that only those personnel associated with the warehouse functions and those having proper authorization are allowed entry. The warehouse supervisor shall notify the

Federal Protective Service (FPS), when an emergency situation occurs at the warehouse during normal hours of operation. If an emergency occurs after normal hours of operations, the FPS will contact EPA's security personnel to alert the warehouse manager or the COR or Alternate COR, so they can open the warehouse.

2.2.2 Accountable and Sensitive Property

Accountable property is property with a replacement cost of over $5,000. Sensitive items are defined as property that has a high potential for theft or is potentially dangerous to the public safety or security if stolen, lost, or misplaced. Sensitive property items must be subject to exceptional physical security, protection, control and accountability. The contractor shall have a plan in place for safeguarding sensitive property items. See the list of sensitive property items below.

The contractor shall apply EPA asset identification tags to all incoming accountable and sensitive property within five business days and enter the property identification records into the Agency Asset Management System within five business days of receipt of the property. The EPA Property Utilization Officer shall supply the Contractor with EPA asset identification tags (Leased, Capitalized, Sensitive Items and Superfund), for proper identification. Sensitive items include, but are not limited to:

• Computers

• Projectors

• Personal electronic devices

• Cameras

• Copiers

• Televisions

• Scanners and other electronic recording equipment

• Global Positioning System (GPS) Equipment,

• Electronic Meters (e.g., Gas, Air Flow, Ozone, PH, Light, Sound

Conductivity, Chlorine),

• External Zip Drives/ Port able Disk Drives,

• External CD Burners

• Medical and other technical equipment (e.g., polygraph systems, spirometers, automatic external defibrillators).

2.2.3 Surplus/Excess Property

The contractor shall maintain the storage space for disposal of excess property through

Agency re-allocation, GSA, GSAxcess, and through the designated EPA electronics recycling program. The contractor shall maintain the Agency Asset Management System and identify sensitive items (as defined previously). The contractor shall submit to the

COR a monthly electronics recycling report identifying, at a minimum, the Project

Office, Custodial Area, Contact Person, the description of the types of electronic equipment, and the quantity received.

2.2.4 Receiving

Property shall be accepted and processed in accordance with the EPA Property Manual.

Within 2 business days of receipt of the property the contractor shall receive and inspect all incoming materials, furniture, equipment, supplies, exhibits, etc., and document and notify the COR or Alternate COR via email any visible loss, damage, or overage.

The contractor shall maintain all records associated with the receiving function in accordance with industry standard warehouse reporting/record keeping requirements and

EPA record keeping requirements.

When the contractor receives a EPA awarded purchase orders for incoming items (e.g., supplies, equipment, furniture etc.) the Contractor's property technician shall enter the information below into the Agency Asset Management System:

• EPA Asset Identification Tag Number

• Purchase order number

• Description of item(s)

2.2.5 Shipping/Delivery

The contractor shall prepare Government property for shipment to and from the warehouse, local suppliers, and EPA facilities identified herein. The day of pick up or delivery, the contractor shall visually verify the shipping documents and item identifying the serial numbers, dimensions and descriptions to ensure that the proper equipment/items are being moved before the items leave the premises. All items must be handled properly and with care. For example, the contractor must unwrap, uncrate and assemble incoming furniture as necessary. The contractor shall dispose of any material, packing and other substances used to operate and maintain the warehouse space, or left over after delivery, in accordance with industry standards and Local, State and Federal

Government laws. The contractor shall inform the COR/Property Utilization Officer

(PUO) when they are ready to deliver excess property to the GSA Warehouse. The PUO must make arrangements with GSA to schedule deliveries to the Warehouse.

2.2.6 Stock/Warehouse Inventory

The contractor shall also be responsible for the following stock/warehouse inventory duties:

• Establish and maintain a floor planogram with all aisles and shelves labeled.

• Affix EPA asset identification tags within 5 business days of receiving new equipment.

• Remove EPA asset identification tags within 8 hours of removal from the EPA inventory.

• Provide information and technical support for random inspections by the

Inspector General (IG) or Agency Property Management Officer (PMO).

• Maintain warehouse inventory in an organized, secure, clean and safe environment in order to provide optimum use of storage space.

• Create, maintain, and update accurate records for property or supplies received, stored, and/or shipped using the Agency Asset Management System.

• Ensure that the warehouse database is updated to provide accurate reports on all stock available.

• Be responsible for all inventory from acceptance up to delivery to the destination

- including the loading, unloading, packing, unpacking, storage, and records of activity.

• Provide space for EPA exhibits, new and used furniture, and any other materials delivered, accepted, inventoried, and stored prior to final delivery to the client.

• Provide space for clients to inspect excess furniture and equipment for determining whether they can be rehabilitated and reused.

• Prepare documentation for transfer of property to EPA customers or GSA.

• Ensure that excess requests generated by program offices have used the correct disposition codes.

2.2.7 Storage Space

The contractor shall allow EPA Program Offices up to six months to store items at the warehouse. All items must be labeled by the program Custodial Area (CA) and include the name and telephone number of the EPA employee responsible for the property

(customer). The contractor shall keep an accurate and up-to-date record of all transactions, including storage of EPA property. The COR or Alternate COR will notify the customer responsible for the stored property 30 days prior to the six month storage time limit and provide a follow-up email to the customer on the disposition The contractor shall notify the COR or Alternate COR at least 5 business days before the six-month storage limit expires to receive instructions on the disposition of the property.

2.2.8 Carpet Handling

Upon request of the COR or Alternate COR, the contractor shall maintain a designated area in the warehouse for carpet.

3. REPORTS

3.1 FSR Reports

• Weekly FSR Report including information on incoming requests for service from EPA offices

• Automated Weekly activity report in a template provided by EPA including but not limited to the reporting of:

• freight and materials received and delivered,

• counts of typical maintenance jobs completed

• freight runs (pick-up and delivery)

• office moves

3.2 Ad hoc reports as requested by the agency

• Monthly Activity Report, including monthly summaries of the weekly reports

• Quarterly Activity Reports (from the monthly summaries)

• Annual Activity Report reflecting the activity for the year

• Monthly EPA Inventory with separate printing supplies section

• Monthly electronic recycling inventory report identifying, at a minimum, the Project

Office, Custodial Area, Contact Person, the description of the types of electronic equipment, and the quantity.

3.3 Annual September 30th Report

Complete the rolling annual inventory as of September 30th of each year and submit to the Headquarters Property Accountable Officer by October 5th of each year.

4. FORMS

• EPA Form 1740-10 - Property Action Request Memorandum Receipt EPA Form

5100-8 - Facilities Services Request

• Standard Form 120 - Report of Excess Personal Property