A28 IDIQ Solicitation Final.pdf

U.S. DEPARTMENT OF JUSTICE

DRUG ENFORCEMENT

ADMINISTRATION

Project Management Support Services

RFP:15DDHQ24R00000027

15DDHQ24R00000027

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 AND 30.

1. REQUISITION NUMBER PAGE 1 OF

5. SOLICITATION NUMBER

15DDHQ24R00000027

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE: 5/29/2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

06/12/2024 10:00am ET

CODE 15DDHQ

DEA

Attn: Office of Acquisition (FA)

8701 Morrissette Drive

Springfield, VA 22152-1080

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

X 8(A)

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

541611

SIZE STANDARD:

10. THE ACQUISITION IS

SEE SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

NET 30

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM -

DPAS (15 CFR 700)

13b. RATING

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

X FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

15DDHQCODE15. DELIVER TO

DEA

Attn: Office of Acquisition (FA) 8701 Morrissette Drive Springfield, VA 22152-1080

CODE16. ADMINISTERED BY

FACILITY

CODE

CODE

TELEPHONE NUMBER

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

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

OFFER SEE ADDENDUM

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

BELOW IS CHECKED

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Please review the following solicitation and all attachments for details and instructions.

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

X 27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE _____________________________

OFFER DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK

5) INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (Type or print)

Craig, Andrew J.

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

TABLE OF CONTENTS

SOLICITATION/CONTRACT/ORDER COMMERCIAL ITEMS: Standard Form (SF) 1449………………………………………………………………………………………………………………………

SECTION 1.0: Solicitation Notice

SECTION 2.0: Schedule of Services

SECTION 3.0: Statement of Work

SECTION 4.0: Contract Administration

SECTION 5.0: Contract Clauses

SECTION 6.0: Contract Provisions

SECTION 7.0: List of Exhibits

SECTION 8.0: Instructions to Offerors

SECTION 9.0: Evaluation Factors/Basis for Award

SECTION 1.0: SOLICITATION NOTICE

1.1 NAICS Code and Size Standard: The principal nature of the requirements described in this solicitation is consistent with services performed by industries in the 541611 a size standard of $24.5M.

1.2 PSC Code: The services in this solicitation are best represented by PSC Code R408

1.3 Types of Supplies and Services: The supplies and services in this solicitation are:

1.3.1 [X] classified at the SECRET LEVEL [ ] unclassified [ ] a mix

1.3.2 [X] commercial [ ] non-commercial [ ]

1.3.3 See “Section 4” for place of performance.

1.3.4 Performance locations are [ ] CONUS [ ] OCONUS [ ] a mix, and are performed [X] on Government site [] on Contractor’s site [ ] on both Government and Contractor’s sites.

[End of Section]

SECTION 2.0: SCHEDULE OF SERVICES

2.1 DESCRIPTION OF SERVICES

The Contractor shall furnish the necessary materials, services, and other items necessary for or incidental to the provision of the work described in the Statement of Work. These items/services will support the Office of Administration’s mission to provide Project Management Support Services outlined in the Statement of Work.

2.2 MAXIMUM VALUE AND MINIMUM GUARANTEE

The maximum value for this contract (inclusive of the aggregate price of all task orders issued) shall not exceed $10,000,000.00 over the life of the contract. The guarantee minimum is $25,000.00 over the life of the contract.

CONSIDERATION AND PAYMENT

The Fixed Price amount of each task order will be based on the applicable Fixed Unit Price per Contract Line Item Number (CLIN) specified in Exhibit 1 – Pricing Sheet SCHEDULE OF SUPPLIES/SERVICES that is in effect on the effective date of the task order, even if the task order is later modified for any reason and/or performance under the task order crosses into another performance period. Exhibit 1 – Pricing Sheet: SCHEDULE OF SUPPLIES/SERVICES represents the price schedule for this contract.

2.3 SCHEDULE OF SUPPLIES OR SERVICES

The contractor shall complete Exhibit 1, pricing sheet – See Section 7.

(End of Section)

SECTION 3.0 STATEMENT OF WORK

1. BACKGROUND

The Drug Enforcement Administration (DEA) operates multiple facilities throughout the United States (U.S.) and U.S. territories. These facilities are essential to the DEA mission and have very specific end user needs and requirements for space use and design. The physical structures of these facilities vary greatly and incorporate the full array of building operating and environmental systems found in any modern office building to include:

ducted HVAC from a central plant, extensive electrical, communications and data wiring & distribution systems, computer operated building controls, fire suppression and evacuation systems, and extensive use of modular furniture and case goods. In addition, due to the unique nature of the work being performed in these facilities, there is extensive use and/or need for water cooled packaged cooling systems, emergency operating generators and Uninterrupted Power Supply (UPS) systems, specialty HVAC, exotic fire suppression systems, security systems, secured areas and overweight/high noise/high vibration/high heat generating equipment.

2. OBJECTIVE

The primary objective of this contracting vehicle is to provide necessary consulting services to support DEA’s mission. Specifically, the Government is acquiring professional support services in order to manage and oversee the delivery of large scale and complex facility projects from inception to occupancy as well as alterations to such existing facilities. The consultant team are to provide expert advice, assistance, guidance and counseling in the areas of government leasing, space planning, architectural & engineering design, building construction, facility support systems (IT, AV, security, waste management, parking) and relocation coordination. These efforts are to be utilized as required throughout DEA’s portfolio of facilities nationwide.

3. SCOPE

The scope of this effort is to acquire Contractor services to provide support services as detailed herein.

Appendices provided in this Statement of Work (SOW)

Appendix A – Performance Requirement Summaries Appendix B – Project Services Description Appendix C – Provisions and Clauses Appendix D - Evaluation

4. CONSTRAINTS AND COORDINATIONS

The following constraints and coordination’s apply to this contract:

• Requires the Contractor to understand applicable parameters when dealing with Government-leased and Government-owned buildings.

• Requires all documents and advisory assistance be in compliance with the Federal Acquisition Regulation (FAR) standards, policy, procedures and guidelines.

• Requires the Contractor to not conduct themselves or convey information that will give the appearance that the Contractor is a Government representative or is authorized to make decisions on behalf of the Government.

• Requires compliance with applicable Section 508 Accessibility Standards (36 CFR 1194).

• Requires Contractors to sign a non-disclosure agreement when working with sensitive and/or proprietary information (form to be executed and maintained by the Contracting Officer Representative (COR); and,

• Requires the Contractor to perform in a fiscally constrained environment with many uncertainties which may result in the Government incrementally funding the contract.

5. TASKS

5.1 TASK 1 – Task Order Management and Administration

The Contractor shall be responsible for the effective management and administration of all efforts undertaken under the contract. The Contractor shall be responsible for ensuring that all work activities are performed in a timely and cost-effective manner while maintaining the highest quality of performance.

5.1.1 Subtask 1: Time and Attendance

The Contractor will provide employee time and attendance data to the COR on a monthly basis or as required.

5.1.2 Subtask 2: Monthly Accomplishments Report

The Contractor shall develop and deliver timely, complete and accurate Monthly Accomplishments Report (MAR) to the COR not later than 3:00 p.m. on the tenth (10th) calendar day of each month. The Reports shall include but not be limited to the following:

a. Work performed during the reporting period including: accomplishments, real and anticipated problems/issues and recommendations for corrections, hours expended during the reporting period per resource as well as the cumulative hours expended per resource;

b. Communication of the real progress of the program, accounting for the work completed and time taken

c. Immediate actions required of the Government for the continued on-time and on-cost performance of the contract;

d. Ad-hoc information on project status on an as-needed basis and as directed by the COR; and,

e. Lessons learned to date, with performance improvement recommendations.

5.2 TASK 2 – Project Management Consulting Services

The Contractor shall provide consulting services as detailed in Appendix B below.

6. PERIOD OF PERFORMANCE

The period of performance will include a Base-Year and four (4) Option Years.

• Base-Year: July 1, 2024 through June 30, 2025.

• Option Year #1. July 1, 2025 through June 30, 2026.

• Option Year #2. July 1, 2026 through June 30, 2027.

• Option Year #3. July 1, 2027 through June 30, 2028.

• Option Year #4. July 1, 2028 through June 30, 2029.

7. PLACE AND TIME OF PERFORMANCE

The work under this Task Order will take place in the following DEA location, and/or other locations (including, potentially, remote locations to include the resources’ home office) as designated:

1) DEA, 9W, 700 Army Navy Drive, Arlington, VA 22202

It is expected that the resources may work up to 1,920 hours each during the period of performance. The resources may be required to work additional hours beyond the standard forty (40) hour work week in support of mission critical requirements, audits, inventories, and or briefings, but the resources will not exceed forty (40) hours in a work week without prior approval of the Contracting Officer.

8. DELIVERABLES

All reports, schedules, drawings and applications (including software) used during the performance of this contract shall be deemed the property of the Government and shall be transferred to the Government in usable electronic form at the expiration or termination of this vehicle.

Table 8-1 summarizes all the contract deliverables and defines the distribution list.

Task Order Deliverables

Deliverable Task Reference

Due Date Update Frequency

Distribution

Monthly Time and Attendance

5.1.1 To be mutually

agreed upon

Monthly or as required

COR and/or Government-designated Point(s) of Contact (POC)

Monthly Accomplishments Report

5.1.2 Fifteenth (15th) Day of each month

N/A COR and/or Government-designated Point(s) of Contact (POC)

Table 8-1. Contract Deliverables

Unless otherwise specified, the Government will have a maximum of ten (10) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will also have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified below are intended to be business days unless otherwise specified.

9. INSPECTION AND ACCEPTANCE CRITERIA

Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery. Acceptance of all written documents and other deliverables will be contingent upon COR review and approval. In the COR’s absence, a Government-designated point of contact, if applicable, will exercise review and approval authority for critical situations. Unless valid justification is cited to the contrary, the COR comments will be incorporated into their respective final documents and reports. If the COR comments provided fail to conform to safe business practices or are deemed technically unsound, it is the responsibility of the Contractor to advise the COR. Consensus is required between the COR and the Contractor. If consensus cannot be achieved, actions will be as directed by the COR. Refer to Appendix A – Performance Requirements Summary for performance requirements and standards.

10. QUALITY ASSURANCE

The Government will evaluate the Contractor’s performance under all tasks of the contract, including specified deliverables summarized in Section 8. The COR will record all surveillance observations. When an observation indicates defective performance, the COR will require the Contractor task manager to initial the observation and forward the observation to the Contracting Officer for validation and potential corrective action. The initialing acknowledges the Contractor’s awareness of the observation, but does not constitute concurrence. Any action taken by the Contracting Officer as a result of the surveillance will be in accordance with the Government Quality Assurance Surveillance

Plan. Additionally, the Government may elect to use a third-party contractor for contract quality assurance and surveillance activities.

General quality measures as set forth below will be applied to each work product received from the contractor under this statement of work.

• Accuracy – Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity – Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements – All work products must satisfy the requirements of this statement of work.

• File Editing – All text and diagrammatic files shall be editable by the Government.

• Format – Work Products shall be submitted in media (electronic and/or hard copy) mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

• Timeliness – Work Products shall be submitted on or before the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the Government

11. SPECIAL REQUIREMENTS

a. Designated Contracting Officer’s Representative (COR): TBD

b. Skill Qualifications and Level of Effort: See Section STAFFING.

c. Government Furnished Equipment/Information: DEA will provide the Contractor resources with a computer workstation and access to existing applications (e.g., e-mail, MS Office Suite, etc.), adequate office space, telephone service, DEA Firebird access (as needed), and policy cables, memos, guidelines and other documentation as needed. Government furnished computer equipment and use of office equipment (such as laptops, mobile devices etc.) may be provided, if approved by the COR.

DEA will also provide access to printers, faxes, and copiers. Any DEA issued equipment may only be used in accordance with Federal Guidelines and Standards to conduct DEA related business.

DEA will provide computer storage space on DEA’s data network to host the Contractor employees’ deliverables. All deliverables (e.g., documented procedures, customized software, applications, and enhancements) are the property of DEA and will be returned to DEA upon completion of the support services.

d. Planning Constraints: The personnel designated as “key personnel” to this contract will be considered essential to the work being performed. For this contract, the Sr. Program Manager, Sr. Construction Manager, Sr. Interiors Manager, IT Special Design and the Project Executive are considered “key personnel.”

• No substitution of designated key personnel shall be made without prior notification and concurrence of the COR (the COR shall be notified in writing of any proposed substitution at least fourteen days in advance of the proposed substitution. Such notification shall include: (1) an explanation of the circumstances necessitating the substitution; (2) a complete resume of the proposed substitute; and (3) any other information requested by the COR to enable that person to judge whether the Contractor is maintaining the same high quality of personnel and to permit evaluation of the impact of the proposed change on the program and its schedule).

• During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. In case of these occurrences, the Contractor shall notify the COR promptly and submit documentation (resumes, security clearance information, etc.) pertaining to the proposed substitution.

e. Special Format Requirements: To be mutually agreed upon.

f. Security Requirements: In order to perform work on this contract, the firm must currently (at time of proposal submission) possess a SECRET facility security clearance issued by the Defense Security Service (DSS) in accordance with the National Industrial Security Program Operating Manual (NISPOM). Subcontracting firms must also possess a SECRET facility security clearance prior to commencing work on this tasking.

All Contractor personnel assigned to this contract shall possess SECRET or Interim SECRET personnel security clearances issued by the Defense Security Service commensurate with the level of access required, prior to contract performance. Individual clearances shall be maintained for the duration of employment under this task/delivery order, or until access requirements change.

12. STAFFING

a. Level of Effort

Position Number of Resources

Sr. Program Manager 1 Sr. Construction Manager

Sr. Interiors Manager Varies Specialty Design/Engineering Varies Project Executive (Contract Manager) 1

b. Position Descriptions

DEA requires resources that meet the following:

12.1 Senior Program Manager (Key Personnel)

Possess Program management experience combined with project management, along with broad experience of architectural/engineering design, space planning and excellent knowledge of office and business workflow processes. Must have 20 years of experience with delivering large scale and complex office space projects.

Key skills, core competencies and strengths are as follows:

• Exceptional Coordination skills to develop cordial relationships with various (external and internal) project stakeholders and meeting project completion milestones

• Strong written and oral communication skills

• Ability to monitor and oversee multi-disciplined team of professionals i.e., Architects, Engineers, Interior Designers, Security, Telecommunications & Audio/Visual

• Ability to develop and organize space requirements

• Documentation skills for project schedules, project responsibilities, and progress

• Familiar with spreadsheet software particularly with Gantt and program evaluation and review techniques, or PERT charts to display tasks required for scheduling and project completion

• Knowledge of construction phasing and techniques.

• Multi-tasking: Able to handle / coordinate more than one project simultaneously.

Key Functions:

• Serves as primary point of contact from project initiation to completion

• Works in coordination with internal and external project stakeholders to complete various size renovation projects

• Develops concept and detailed plans for alteration projects

• Reviews cost estimates for project budgets

• Works with project team members, clients and vendors to coordinate activities, provisioning, environment setup, installation, and equipment testing

• Works under the general supervision and guidance of the Director of DEA Facilities Management to provide solutions to workspace requirements, challenges or changes

• Identify any required resources needed for the program and/or project tasks

• Follows-up on customer issues to make sure they are completed to the customer's satisfaction.

• Attends and chairs regularly scheduled project meetings as required

12.1 Senior Construction Manager (Key Personnel)

Possess Construction management experience combined with project management, broad experience of architectural/engineering design, space planning and excellent knowledge of office and business workflow and construction processes. Must have 20 years of experience with delivering large scale and complex office space projects.

• Exceptional Coordination skills to develop cordial relationships with various (external and internal) project stakeholders and meeting project completion milestones

• Strong written and oral communication skills

• Ability to monitor and oversee multi-disciplined team of professionals i.e., Architects, Engineers, Interior Designers, Security, Telecommunications & Audio/Visual

• Ability to develop and organize space requirements

• Documentation skills for project schedules, project responsibilities, and progress

• Familiar with spreadsheet software particularly with Gantt and program evaluation and review techniques, or PERT charts to display tasks required for scheduling and project completion

• Multi-tasking: Able to handle / coordinate more than one project simultaneously.

• Serves as secondary point of contact from project initiation to completion

• Works in coordination with internal and external project stakeholders to complete various size renovation projects

• Develops cost estimates for project budgets

• Works with project team members, clients and vendors to coordinate activities, provisioning, environment setup, installation, and equipment testing

• Works under the general supervision and guidance of the Program Manager and the Director of DEA

Facilities Management to provide solutions to work space requirements, challenges or changes

• Reviews design documents for constructability and program of requirements adherence

• Performs routine Inspections during in progress construction as well as punch list

• Follows-up on customer issues to make sure they are completed to the customer's satisfaction

• Attends and regularly scheduled project meetings as required. May also chair meetings in the absence of the Program Manager

12.2 Senior Interiors Manager

Specializes in various types of interior furnishings for Federal Government Agencies. Possess the ability to assist with the development of furniture plans, reviewing bill of materials and facilitating the installation of furniture as required. Must have 15 years of experience with delivering large scale and complex office space projects.

• Thorough knowledge of working with and developing furniture BPA

• Thorough knowledge of systems furniture and case goods

• Strong written and oral communication skills

• Thorough understanding of how Telecommunications & Audio/Visual technology interact with furnishings

• Ability to draft furniture plans and models necessary to communicate furniture concepts

• Ability to develop and organize space requirements

• Documentation skills for project schedules, project responsibilities, and progress

• Familiar with spreadsheet software particularly with Gantt and program evaluation and review techniques, or PERT charts to display tasks required for scheduling and project completion

• Multi-tasking: Able to handle / coordinate more than one project simultaneously

• Works with the Program Manager as necessary to facilitate the planning, specification, review and installation of furnishings

• Coordinates with internal and external project stakeholders to complete projects

• Assists with the development of furniture cost estimates for project budgets

• Works with project team members, clients and vendors to coordinate activities, environment setup, installation, and equipment testing

• Works under the general supervision and guidance of the Program Manager and the Director of DEA

Facilities Management to provide solutions to work space requirements, challenges or changes

12.3 Specialty Design (Senior Engineer)

Specializes in various types of IT/data systems and professional engineering (MEP). Possess the ability to be collaborative team members on an as needed basis to support the project team for various IT and engineering tasks. Must have 15 years of experience with delivering large scale and complex office space projects.

• Exceptional Requirements analysis

• Exceptional Design skills

• Thorough knowledge of the Security Industry IT/data system requirements

• Presenting technical information

• Conceptual skills

• Quality focused

• General consulting skills

• Control engineering

• Production planning

• Superior computer skills, with solid experience in CAD, CAM, and Matlab/LabView programs or other compatible systems

• Effective communication skills (written and verbal)

• Evaluate existing conditions and As-built documentation to understand and establish existing facility IT/data, mechanical and/or electrical systems.

• Assist with the verification of DEA IT/data systems requirements

• Liaison with TC and assigned telecommunications staff to support the review of design documents and system installations

• Confirm system and product capabilities by designing feasibility and testing methods and properties.

• Works under the general supervision and guidance of the Program Manager, Construction Manager, TC and SOD management and Project Executive to provide solutions to work space requirements, challenges or changes

• Develop engineering calculations in coordination with the A/E design documents to validate the proposed MEP solution is viable and cost effective.

• Review detailed construction documents and specifications for mechanical and electrical systems for space alteration projects.

• Prepare reports and presentation documents for project stakeholders, as necessary.

• Provide engineering information by answering questions and requests from project stakeholders.

• Contribute to team efforts by accomplishing related tasks and collaborative exchange.

12.4 Project Executive (Contract Manager)

Possess contract, program, project and construction management experience combined with project management. Also possess a broad experience of architectural/engineering design, space planning and excellent knowledge of office and business workflow processes. Must have 20 years of experience with delivering large scale and complex office space projects in conjunction with the General Services Administration and Federal Government Agencies.

• Exceptional Coordination skills to develop cordial relationships with various (external and internal) project stakeholders and meeting contract completion milestones

• Strong written and oral communication skills

• Ability to monitor and oversee multi-disciplined teams of professionals ie. Architects, Engineers, Interior Designers, Security, Telecommunications & Audio/Visual across multiple contracts

• Ability to assist and develop and organize space requirements

• Ability to assist with the development and documentation of project schedules, project responsibilities, and progress

• Knowledge of construction phasing and techniques

• Multi-tasking: Able to handle / coordinate more than one project simultaneously

• Highly proficient in assessing and fulfilling client project resource requirements

• Serves as primary point of contact with the DEA COR and Contracting Officer

• Works in coordination with the project team (internal and external project stakeholders) to be knowledgeable about the status of projects

• Supports project team with resources, time and strategic planning

• Reviews and has the ability to develop cost estimates for project budgets

• Reviews A/E documents to supplement project team

• Works under the general supervision and guidance of the Contracting Officer Representative and the

Director of DEA Facilities Management to provide solutions to workspace requirements, challenges or changes

• Provides required resources needed for the program and/or project tasks

• Follows-up on customer contract issues to make sure they are completed to the customer's satisfaction.

• Attends regularly scheduled project meetings as feasible

13. Contractor Personnel Reporting Requirements (CPRR) Throughout the life of the contract at specified intervals, vendors shall submit information identifying those employees supporting DEA efforts in accordance with DEA Provision titled: Contractor Personnel Reporting requirements (CPRR). The CPRR will be provided to the vendor upon award of the contract.

14. Travel.

The Contractor will process all travel arrangements and invoice for the travel expenses in accordance with the FTR, without fee. All travel shall be pre-approved by the Contract Task Monitor. Local travel (in performance of assigned task) to include mileage reimbursement, shall be reimbursed at the current GSA approved rate and shall include parking and tolls. Extended travel (if required) may include airfare, rental car, lodging and per diem costs, parking and tolls.

The Contractor shall not be reimbursed for transportation expenses for assigned personnel for local commuting between their place of residence and their place of work. When in an extended travel mode, contractor personnel will only be reimbursed up to a maximum eight (8) hours per day. Contractor personnel shall use the most efficient and economical means in accomplishing travel requirements.

15. Productive Direct Labor Hours.

The Contractor can only charge the government for “Productive Direct Labor Hours”. “Productive Direct Labor Hours” are defined as those hours expended by Contractor personnel in performing work under this Task Order. This does not include sick leave, vacation, Government or Contractor holidays, jury duty or any other kind of administrative leave.

When traveling for the Government under this task order, “Productive Direct Labor Hours” will include travel time from departure to arrival; however, payment will be based on actual time not to exceed eight (8) hours per day on travel days.

16. Payment and Schedule of Submissions.

• The Government will pay the contractor on a monthly basis.

• The contractor shall submit monthly invoices to the Process Coordinator Office of Administration in-box at: invoice.admin@dea.gov.

17. Contract Administration.

TBD

Contracting Officer Representative (COR) Unit Chief, Facilities Operation (FSFS) Office. TBD

• The COR is responsible for receiving all deliverables and inspecting and accepting the supplies or services provided under the order in accordance with the terms and conditions of this contract. The COR also certifies any invoices/vouchers for acceptance of the supplies furnished for payment, prior to forwarding the original invoice to the payment office.

• The COR does not have the authority to alter the Contractor's obligations under the contract, or to modify any of the expressed terms, conditions, descriptions, or costs of the agreement.

Any contractual alterations/changes to the contract shall be accomplished by the Contracting Officer only and shall be issued in writing and signed by same.

18. Contractor Telework For the convenience of the government, contractor personnel may work off-site in accordance with Office Procedures for contractor telework Clause DEA-2852.242.80.

mailto:invoice.admin@dea.gov

Appendix A.

PERFORMANCE REQUIREMENTS SUMMARY

APPENDIX A – PERFORMANCE REQUIREMENTS SUMMARY

Explanation of Columns

Outcomes Area within the overall Task Order where the Government describes what it wants to accomplish as the end result of this Task Order

Requirement Requirements represent organizational needs Standard Standard represents the performance baseline against which the

Contractor will be measured Acceptable Quality L l

The percentage of maximum allowable error or variation from the standard

Performance Incentive Measurement Interval

The frequency with which the incentive adjustments will be exercised

Monitoring Source

The source, or data collection methodology, the organization will use to measure contractor performance

Incentive and Disincentive

The methodology used to reward good performance or punish poor performance

Calculation The formula used to quantify contractor performance

Outcome

Requirement

Standard Acceptable

Quality Level

Performance Incentive

Measurement Interval

Monitoring

Source

Incentive/ Disincentive

Calculation

Maintain a

Deliverables

Deviation

Measured By

DEA 100%

Positive

Performance = high level of are high are written may be Deliverable; inspection of incentive = number of valid quality quality and clearly and made only Non-monetary all None written complaints assurance on complete. concisely, when the Performance deliverables during the life of all providing COR and Incentive by COR. Negative the contract.

deliverables. Refer to DEA the Calculated at incentive = paragraph stakeholders Contractor the end of the contract For example:

Refer to 11(f), Special a clear agreed to contract. discrepancy paragraph 8, Requirements, understanding deviate report placed Satisfactory Deliverables, Special of the subject from the COR has no in the official Performance = 1 or and paragraph Format standard more than one contract file less valid written 11(f), Special Requirements. and the (1) valid when the complaints during Requirements Final deviation written contractor has the life of the Special documentation has the complaint more than one contract.

Format must be approval during the life (1) valid Requirements in Microsoft of the of the contract; written Unsatisfactory Suite: Word Contracting minimal COR complaint Performance = 2 or 2020 and Officer. intervention during the life more valid written Excel 2020 required. of the complaints during or current contract. the life of the DEA version. contract.

Final documentation must be spell checked and grammar checked.

PERFORMANCE REQUIREMENTS SUMMARY (continued)

Outcome

Requirement

Standard Acceptable

Quality Level

Performance Incentive

Measurement Interval

Monitoring

Source

Incentive/ Disincentive

Calculation

Deliverable

100% of

No

Measured

DEA 100%

Positive

Performance = that meet or delivery dates delivery deviation monthly by inspection of incentive = number of exceed the are met or dates from the deliverable; all None. deliverables delivery dates exceeded. specified by standard Non-monetary deliverables identified in the specified by the SOW, unless a Performance by COR Negative contract (Refer to the SOW, Project deviation Incentive and/or GTM. incentive = Paragraph 8, Project Management is calculated on contract Deliverables) Management Plan (if approved an annual discrepancy delivered on-time Plan and/or applicable) by the basis. report placed divided by the COR (if are met, or COR and a in the official number of applicable). exceeded. contract contract file deliverables modification when the required by the Refer to is Contractor’s contract (Refer to paragraph 8, issued by performance Paragraph 8, Deliverables the falls below the Deliverables), Contracting AQL range of expressed as a Officer. 100% for the percentage.

annual calculation For example:

period.

Deliverables delivered on-time = Deliverables required by the contract = 7

Performance = 6/7 or .857 x 100 = 85.7% of the deliverables met the delivery dates specified in the project plan.

Appendix B Project Services Description

PROPOSED SERVICE SCOPE

Projects:

• DEA HQ Leased Space Day #2 Projects,

• Special Operations Division (SOD) & Intelligence Division (NS) Consolidation and

Relocation Project to new leased facility,

• Boston Division Relocation Project to a new leased facility,

• Agency Specific Requirements (ASR) & Design Guideline Revision,

• Additional assignments as determined by the Chief, Facilities Operations Section.

Location: Nationwide

1.0 Services

DEA Facilities Operations Unit requires various project management support services to deliver multiple projects at various sites both listed above as well as unknown and emergent projects. Not all of the following services listed below will be applicable based on the stage of the project delivery.

1.1 PLANNING & TECHNICAL SUPPORT

Communications

• Create electronic communications pertaining to project schedule to be disseminated among internal and external DEA customers

• Plan presentations, in person or virtual, to convey the condition of construction or other alterations projects

• Plan and conduct in person tours to assess the condition/status of ongoing and/or completed construction projects

1.2 CONTRACTS FOR PROJECT DELIVERY

Contracts

• Review lease extensions/addendums and other services agreements for applicable required elements and report any deficiencies within TBD to the government

• Review construction bids and provide written synopsis of suitability for award

1.3 PROJECT DELIVERY

Project Oversight

• Provide written guidance to DEA in coordination with GSA and the Lessor on project procedures for construction submittals, construction change proposals, construction requests for information (RFIs), and construction punch inspections.

• Advise DEA upon receipt of information from GSA and the Lessor on status of permits and provide recommend responses to GSA regarding permit issues based on the DEA’s interests.

• Review and provide DEA with written guidance as to the validity of construction submittals, e.g., RFIs, change orders, and critical path issues, to include GSA’s and the Lessor’s GC pay requests, if progress payments are allowed.

Design

• Assist DEA with confirming program of requirements have been incorporated in the Design Intent Documents (DID) and carried through to the final Construction Documents (CDs)

• Develop a document review process for DEA to provide comments for transmission to the lessor’s design team for incorporation or correction

• Confirm incorporation of tenant’s review comments into CDs for final approval, including architectural, mechanical, electrical, and plumbing systems, security systems, audio-visual systems, signage, structural, and emergency power (tenant generator); to include any Secure Compartmented Information Facilities (SCIF) and, ensure the resolution of all RFIs are incorporated and appropriately reflected in A&E design addendums.

Permit

• Monitor the status of permits and advise DEA on the impact(s) to the project schedule

(i.e., interior tenant improvement permits, shell building and/or site renovation permits, tenant generator permits, construction trade permits, security low voltage permits, AV installation permits, telecommunications cabling permits, furniture permits).

• Monitor the status of temporary and/or final Certificates of Occupancy and report impact of adverse conditions to DEA.

Construction

• Review and evaluate and compare bid pricing, against GSA’s Independent Government Estimate (IGE) results and provide written analysis of findings on impact of pricing from permit issues

• Review and evaluate alternate adds and/or deducts to bid pricing and construction product submittals and provide DEA with review comments for submission to GSA and A&E of record.

• Attend on-site construction progress meetings and conduct construction progress inspections using a full-time site inspector, regularly review construction schedules, track the resolution of RFIs and communicate observations to DEA and GSA on observed progress and issues,

• Track final County permit closeout inspections and advise on any impact(s) to the project schedule.

• Track agency certifications of SCIF space and advise on any impact(s) to the project schedule.

• Monitor status and results of testing and commissioning activities for tenant MEP systems, base building MEP systems, and Emergency Power Systems, etc., and provide DEA with recurring status reports.

• Monitor status of Lessor’s Notifications of Substantial Completion and request for Government Inspections.

• Conduct construction punch inspections in conjunction with the Lessor’s A&E of record and, perform follow-up inspections to confirm completion of punch list work.

Report status to DEA on a weekly basis, at a minimum.

• Advise DEA when all punch work is complete, and it can sign-off to accept the space.

Furniture, Furnishings, & Equipment

• Develop furniture typical configurations for procurement and present to DEA for review approval within delivery dates specified in project schedules.

• Coordinate with furniture vendor(s) for specification of furniture and finishes

• Coordinate and monitor status of furniture installation sequencing and scheduling with

DEA, GSA, Lessor, A/E, furniture and other vendors.

• Monitor the status of deliveries and installation of the furniture, advise DEA of status and mitigate delivery and installation issues as needed.

• Monitor the status of site deliveries and installation of the:

o IT/Telecommunications equipment infrastructure and desktop equipment, o audio-visual equipment, o security systems & equipment (i.e., x-ray machine, magnetometer, security access control & CCTV equipment, vehicle screening, vehicle barriers o Cable TV and rooftop equipment o electric vehicle charging stations o branding and all related interior, exterior and wayfinding signage systems o project related appliances (i.e., refrigerators, dishwashers, microwaves, coffee makers, waste and recycle receptacles).

o Mail transition and mail room equipment, o Fitness equipment o sound masking/paging equipment

• Advise DEA of status and mitigate delivery and installation issues as needed.

Product Procurements

• Monitor procurements for schedule compliance and impact(s) of project related furniture to include:

o security systems & equipment (i.e., x-ray machine, magnetometer, security access control & CCTV equipment, vehicle screening, vehicle barriers) o project related appliances (i.e., refrigerators, dishwashers, microwaves, coffee makers, waste and recycle receptacles).

o project related audio-visual equipment.

o IT/telecommunications equipment o project related Cable TV roof top equipment.

o project related branding and signage systems (i.e., interior and exterior signage, wayfinding, branding products).

o project related mail room equipment, o Project related weapons storage equipment.

o project related fitness equipment.

o Project related electric vehicle charging stations.

o sound masking/paging equipment

1.4 TRANSITION & OCCUPANCY

• Develop a Transition Plan as related to the coordination and impact of outstanding construction work and security constraints.

• Direct physical move planning oversight & coordination

• Identify any impact(s) of outstanding construction work and security constraints and report to DEA and GSA.

• Coordinate when DEA and GSA on the development and execution of security guard and security systems and equipment activation plans as related to the project schedule.

• Coordinate with the Lessor’s general contractor and/or DEA contracted vendors for designated DEA personnel to be trained on tenant building systems (i.e., HVAC systems, security systems, IT/Telecommunications systems, audio-visual systems, and as listed above), as necessary.

• Create a tenant orientation plan for DEA employees and present to DEA for review and approval. Upon approval, execute plan in advance of scheduled move in.

• Coordinate with the Lessor’s Property Manager for Tenant transition related activities impacted by outstanding punch work and/or site security work.

• Review Lessor’s Building Rules & Regulations as related to tenant occupancy and associated outstanding tenant improvement work and report findings to DEA for action.

• Review reconciliation of existing leases as related to dates and associated fees, disposition of existing assets for excess property, federal transfer property, surplus property, and other disposable property. And monitor and coordinate restorations and cleaning of existing leased spaces upon vacation. Notify DEA and GSA of any schedule impacts and potential delay fines or fees.

1.5 SERVICES & OPERATIONS

• Coordinate with DEA components in monitoring and ensuring implementation of the waste management plan for recycling and trash removal services and operations as related to the project schedule for occupancy.

• Coordinate, monitor and ensure implement of internal and external:

o IT/Telecommunications and cable TV services o supplemental utilities, i.e., Telecommunications, water, gas, electric, and emergency utilities services and operations o and operations as related to the project schedule for occupancy.

o availability of transportation and parking services and operations o mail delivery, inspection, and distribution services and operations o on-site vending, concession services and associated maintenance operations o physical security services and system operations o service contracts prior to occupancy for security guards, parking, tenant generator maintenance, UPS maintenance, supplemental HVAC maintenance, audio-visual systems and equipment maintenance, security systems and equipment maintenance.

o sound masking/paging equipment

• Review and cross reference of lease documents to ensure lessor complies with all requirements as stipulated throughout the project delivery process.

• Review of final occupancy agreements and advise DEA regarding any outstanding issues in coordination with GSA.

1.6 CLOSEOUT

• Collect, review and submit to DEA, all final closeout construction documentation (i.e., tenant construction as-builts, shell building as-builts, SCIF construction as-builts, SCIF project photo manual, product and system warranties, product system operation and maintenance manuals, approved submittals log and manual, project change order log and manual).

• Collect, review and submit to DEA, all final closeout equipment installation documentation (i.e., furniture installation as-builts, approved furniture product submittal manual, furniture operations and maintenance manual, furniture documents of warranties, signage as-builts, appliances documents of warranties, and appliances operations and maintenance manuals).

• Collect, review and submit to DEA, all final security system and equipment documentation (i.e., security system installation as-builts, approved security equipment log and manual, security system operations and maintenance manuals, and security system documents of warranties.

• Collect, review and submit to DEA, all final IT/Telecommunications system and equipment documentation (i.e., telecommunications installation as-builts and equipment specifications, approved telecommunications equipment submittal manual, telecommunications operations and maintenance manuals, approved telecommunications test reports, and telecommunications equipment documents of warranties.

• Collect, review and submit to DEA, all final audio-visual system and equipment documentation (i.e., audio-visual installation as-builts and equipment specifications, approved audio-visual equipment submittal log and manual, audio-visual operations and maintenance manuals, approved audio-visual test reports, and audio-visual equipment documents of warranties.

• Collect, review and submit to DEA, all final sound masking/paging system and equipment documentation (i.e., sound masking/paging system installation as-builts and equipment specifications, approved sound masking/paging equipment submittal log and manual, sound masking/paging operations and maintenance manuals, approved sound masking/paging test reports, and sound masking/paging system documents of warranties.

• Collect, review and submit to DEA, all County permit closeout documents and certificate(s) of occupancy.

• Collect, review and submit to DEA all signed lease documents for terminated leases and new leases and associated supplemental lease addendums and final occupancy agreements.

• Ensure delivery and inventory of all attic stock materials.

• Review and advise DEA on reconciliation of final construction costs, FF&E costs, and utilities costs.

• Advise DEA in review and reconciliation of final tenant improvement allowance(s).

Appendix C - Provisions and Clauses Appendix D - Evaluation Factors

SECTION 4.0 – CONTRACT ADMINISTRATION

4.1 DEA-2852.242-70 CONTRACTOR PERFORMANCE ASSESSMENT (JAN 2024)

(a) Pursuant to FAR subpart 42.15, the Government will assess the Contractor’s performance under this contract. Performance assessment information may be used by the Government for decision-making on exercise of options, source selection, and other purposes, and will be made available to other federal agencies for similar purposes.

(b) Performance will be assessed in the following areas:

(1) Quality of product or service;

(2) Schedule;

(3) Cost control;

(4) Business relations;

(5) Management of key personnel; and

(6) Other appropriate areas.

(c) For contracts that include the clause at 52.219-9, Small Business Subcontracting Plan, performance assessments will consider performance against, and efforts to achieve, small business subcontracting goals set forth in the small business subcontracting plan.

(d) For any contract with a performance period exceeding 18 months, inclusive of all options, the Government will…