DJJA-09-RFP-0592 Amend 0002.doc

Solicitation No. DJJA-09-RFP-0592 Amendment 0002

Mail Management, Warehousing, and Related (MMW&R) Support Services

Department of Justice (DOJ)

Mail Management, Warehousing, and Related (MMW&R)

Support Services

Request for Proposal (RFP)

DJJA-09-RFP-0592

November 24, 2009 Amendment 0002

TABLE OF CONTENTS

SECTION C –

SECTION F –

PART I ‑ THE SCHEDULE

SECTION B ‑ SUPPLIES OR SERVICES AND PRICES/COSTStc \l1 "SECTION B ‑ SUPPLIES OR SERVICES AND PRICES/COSTS B.1 General Information A. The Contractor shall provide, in accordance with the requirements specified herein, all labor, equipment, tools and material necessary to perform the requirements of the Mail Management, Warehousing, and Related Support Services (MMW&R) for the U.S. Department of Justice (DOJ).

B. The contract will include a Base Period and four (4) one year Option Periods as described below. Additionally, the Contractor may earn up to two additional one year (Award Term( option periods based on overall performance as measured by the Award Term Evaluation Plan. The Pricing Table is included herewith as Attachment 3 under Section J of this RFP.

Base Period

Upon contract award through 30 September 2010 Option Year 1

October 01, 2010 through September 30, 2011 Option Year 2

October 01, 2011 through September 30, 2012 Option Year 3

October 01, 2012 through September 30, 2013 Option Year 4

October 01, 2013 through September 30, 2014 First Award Term

October 01, 2014 through September 30, 2015 Second Award Term

October 01, 2015 through September 30, 2016 The performance start date for the Base period may be adjusted to reflect the actual contract effective date.

C. Contract Line Item Number (CLIN) 0001 represents repetitive, recurring support services that are priced on a firm-fixed price basis. This CLIN constitutes the core of performance. The prices shown for this CLIN shall include all labor, equipment, tools, vehicles, any applicable material and any applicable transition costs necessary to perform the work. The Contractor will be paid the fixed monthly rate to perform these routine, daily services as specified in Section C, paragraph C.4 of the Statement of Work and all Attachments thereof. The Government will assess Contractor deductions for non-performance as stated in Section F.8. The Government reserves the right to negotiate an equitable adjustment (lower or higher) for CLIN X001 monthly charges if a significant difference between the estimated and actual workloads occur during the life of the contract.

D. CLIN 0002 represents all categories of labor necessary to perform various mail, warehouse, moving, copying, and other administrative support services as defined in the Statement of Work, Section C. This work will be performed via the issuance of task orders on an Indefinite Delivery, Indefinite Quantity (IDIQ) basis as discussed in Section H.2. Task orders may be issued on a firm-fixed price or labor hour basis, or any combination thereof, utilizing the labor categories listed at the sub-line item number (SLIN) level. The purpose of this CLIN is to provide a vehicle for ordering support services that are relevant to the current, firm-fixed price operations, or are otherwise determined to be within the general scope of this effort, but have unknown delivery and unknown quantity requirements. For example, additional mail runs occurring on a one-time or infrequent basis for either a short or extended duration of time; copying and reproduction services; moving services; or secretarial and administrative support.

E. Additional Labor categories will be added to CLIN 0002 as mutually agreed by the Government and the Contractor. Upon identification of additional labor categories required by either party, a contract modification will be executed to ensure delivery of the services required at any time during the performance of this contract. Any labor categories added subsequent to award are subject to the Service Contract Act (SCA) and appropriate Department of Labor (DOL) Wage Determination as discussed elsewhere in this contract.

F. The Contractor may be required to perform services under CLIN 0002 and 0003 at a location outside of the Washington, DC metropolitan area (See Section B.3). Only in this particular instance may the Contractor charge allowable costs as defined in CLINs 0004 and 0005. A minimum amount of travel outside the Washington, DC metropolitan area is anticipated. All travel associated with CLINs 0002 and 0003 shall be conducted in accordance with FAR 31.205-46, executed at the direction of the Contracting Officer or designated representative, and charged to CLIN 0004 and 0005. Unauthorized travel, or travel not coordinated with the Contracting Officer or designated representative will not be reimbursed. All travel shall be in accordance with the Federal Travel Regulation (FTR).

G. Extended Service Hours (CLIN 0003). Occasionally, for those task orders issued on a labor hour basis, Contractor employees will be requested to work beyond their assigned duty hours (See Section C.13.2 for further information). Extended service hours (overtime) is work performed in excess of 40 hours per week for a single contractor employee. The extended service hours shall not be worked or billed without prior approval from the Contracting Officer(s Technical Representative (COTR).

Management labor categories may be required to work extended service hours as necessary. However, only hours worked may be billed and only at straight-time rates (unit prices).

H. Minimum and Maximum Quantities/Amounts for CLINs 0002 - 0005

1. The Government is not obligated to order any support services under CLINs 0002 - 0005 of this contract. In the event the Government makes the determination that support services under CLINs 0002 – 0005 are necessary, $100,000 shall constitute the minimum guarantee during the base period of performance. For any support services ordered under CLINs 0002 - 0005 of this contract, the specific CLINs and quantities will be identified in the task order(s) issued hereunder. The exercise of renewal options (see Section F.4 A.2) does not re-establish the contract minimum. During the life of this contract, the Department of Justice may order items in any quantity up to the maximum amount specified in paragraph 2 below.

2. There are no maximum quantities/amounts for CLINs 0002 - 0005, or per contract period. The maximum aggregate amount of all task orders issued under this contract shall not exceed five (5) times the total cost evaluation amount for CLINs 0002 and 0003 as shown in the pricing table as Attachment 3 (see also L.13.1.4). This maximum ordering limitation represents the Department(s best estimate of contract support which may be required under the program as described in Section C.

B.2. Price Adjustments Under the Service Contract Act A. General.

This contract is subject to the Service Contract Act (SCA) of 1965 as amended (See Section I., Clause 52.222-41). The Government will not be liable to the Contractor for any additional/increased sums/costs for which the Contractor may become liable to its employees as a result of a failure by the Contractor to properly correlate, conform or exempt its employees to the labor classifications stated in the Department of Labor (DOL) Wage Rate Determination contained in Section J. Final determinations as to the proper conformance or exemption of Contractor employees under the SCA will be the responsibility of the Contractor.

B. Exempt/Non-exempt Labor Categories.

- Exempt Employees performing in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are exempt from the SCA. These CLINS will NOT be subject to the price adjustment(s).

-Non-exempt Employees other than those employed in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are subject to the SCA. These CLINs will be subject to price adjustment(s) as described in Sections B.2.C., B.2.D., and B.2.E. below.

C. Price Adjustments for Option Periods - SCA (Non-exempt( Labor Categories

For any option periods which are exercised by the Government, any price adjustments for service employees subject to the SCA, over and above the escalation factor adjustment included in the option year prices, shall be limited to the (Non-exempt( CLINs. Price adjustments for (Non-exempt( personnel shall be in accordance with Section I., (Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)(.

D. Price Adjustments for Option Periods - SCA (Exempt( Labor Categories

There shall be no price adjustments for (Exempt( personnel. Escalation factor adjustments included in the option year rate schedules are not considered (price adjustments( under this provision.

E. Correlation of Proposed Labor Categories

The majority of the labor categories stated in the solicitation correlate to the Department of Labor (DOL) occupational titles listed in the current Wage Rate Determination.

However, the Government has declared some of the labor categories to be exempt positions, which do not fall under the Service Contract Act. This is NOT intended to be a complete list of exempt labor categories. In addition to these exempt labor categories, the Contractor may also identify other labor categories which it classifies as exempt, however, any such claims will be subject to Section B.2.A above.

CONTRACT DIRECTOR

EXEMPT

PROJECT MANAGER

EXEMPT

RESERVED

B.3 Services Performed Outside the Washington, DC Metropolitan Area A. Task orders issued to perform services at a location outside of the Washington, DC metropolitan area will be issued using the SLINs and unit prices set forth in Section B while the Government obtains a DOL Wage Rate Determination for that particular area(s). The unit prices for these SLINs will also be considered provisional pending receipt of the DOL Wage Rate Determination for that particular locality.

B. After receipt of the relevant DOL Wage Determination(s), the final unit price for each SLIN will be determined in accordance with the adjustment procedure set out in Section I., (Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)

FAR 52.222-43.

C. The Contracting Officer will incorporate the appropriate DOL Wage Determination(s) into the contract. All final unit prices will be retroactive to the date the contract/task order was issued.

D. The Contractor shall also retroactively modify any previously invoiced amounts for all SLINS with the submission of its next monthly invoice and also revise its financial reports accordingly if the above process results in any upward or downward revisions to any unit price(s) contained the original task order. All hourly rates must be fully loaded.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENTtc \l1 "SECTION C -- DESCRIPTION/SPECIFICATIONS/WORK STATEMENT C.1 Background The Mail Management, Warehousing, and Related (MMW&R) support services requirement provides mail operations; distribution and copying; warehousing services to include moving and storage; as well as other general support services to the Offices, Boards, Divisions and Bureaus within the Department of Justice (DOJ) and other Federal agencies nationwide. Historically, the MMW&R requirement has been based around the central mail process which includes the primary mail sort for all of DOJ mail in the Washington Metropolitan Area as well as the mail referral unit (MRU) which opens, logs, processes and distributes incoming mail addressed to the Attorney General, Deputy Attorney General, Associate Attorney General, and the Office of the Solicitor General and respective staffs. The MMW&R requirement includes processing approximately 7,000 pieces (daily) of mail with same day delivery to destinations in over 25 buildings within the Washington Metropolitan area. The approximate quantity of daily mail (7,000 pieces) is comprised of 51 Flat trays, 16 Letter Trays, 2 Hampers and 6 APCs. The mail operation, along with some aspects of the warehousing function, (for example, moving services), have core hours which are stated below (Section C.4.2.A. and C.5.2.), however, some instances may arise whereby services may be required on a 24 hour basis.

C.2 Scope The purpose of the requirement is to provide several related, activities to DOJ and other agencies. The first and most significant activity is Mail Operations (as defined further in section C.4.below). This portion of the work will be accomplished using a combination Firm Fixed Price (FFP) and labor hour (LH) contract pricing arrangement and includes both a Definite Quantity, Definite Delivery portion and an Indefinite Delivery, Indefinite Quantity (IDIQ) portion (as described in Section B). The contractor shall provide all equipment, vehicles, tools, labor, and material necessary to successfully perform the mail operations, utilizing to the maximum extent practicable, state-of-the-art processes and equipment. The second activity the contractor shall be responsible for is warehousing including, but not limited to: material and equipment receiving, handling and storing, shipping, palletizing, and conducting inventories of various material, equipment and other products. The third activity the contractor shall perform is various moving services, including, but not limited to: dispatching, delivery, and pick-up of property both to and from DOJ Offices in the Washington, D.C. Metropolitan area. The warehousing and moving services portion of the work will be accomplished using either a FFP or LH contract pricing arrangement and will be procured on an IDIQ basis (as described in Section B.). The contractor shall provide the tools, equipment, labor and material necessary to successfully perform the warehousing and moving service functions. Finally, various other general support services are required, including copying, reproduction and related services, as well as secretarial and related administrative services. These requirements will be accomplished on an IDIQ task order basis using either a FFP or LH pricing arrangement (as described in Section B).

C.3 Applicable Documents.

See Section J for the List of Attachments, including all Applicable Documents for this requirement.

C.4 Task One - Mail Operations

C.4.1 The current mail operations is shown in Section J, Attachment 2. The locations where Mail Operations occur are shown in Section J, Attachment 1. Mail Operations consists primarily of processing incoming United States Postal Service (USPS) Mail and processing of the Mail Referral Unit (MRU) Mail as defined below under C.4.4. While delivering incoming mail, the contractor shall pick up all outgoing interoffice mail addressed to DOJ components located elsewhere, outgoing USPS mail, and FedEx Shipment Dispatch Service Items (see Section J, Attachment 6). This section C.4 (and corresponding attachments described herein) represent those routine, day to day mail processes that are priced on a firm-fixed price basis and billed monthly in arrears (See Section B.1.C.). Any additional mail related services will be procured on an IDIQ task order basis in accordance with Section B, paragraph B.1.D.

C.4.2 Processing of Incoming USPS Mail Mail is picked up from the V Street USPS Facility (approximately 7,000 pieces per day) in accordance with Section J, Attachment 5.

A. Mail is transported to the DOJ Off Site Mail facility (see Section J, Attachment 1), where the mail is x-rayed, date stamped, and primary sort is performed. The DOJ will provide on site canine screening at the Off Site Mail facility as part of pre-delivery process. See Section C paragraph C.16.2., contractor provided x-ray equipment and minimum screening training required (C.10.3). USPS mail shall be picked up from the USPS Sorting Facility located at

V Street, NE, Washington, DC, at 4:00 am, 6:00 am, 9:00 am and 12:00 pm, daily on Monday through Friday.

B. Accountable mail is sorted, screened and tracked using the contractor provided method as described in Section C paragraph C.16., Contractor-furnished property. The MRU mail is then transported in accordance with Section J. Attachment 5, to the LOC/MRU. Remaining accountable mail is sorted for delivery to addressee in accordance with Section J, Attachment 4. Compliance with this requirement will include providing options for incoming scanning each piece so that tracking of packages through delivery can be obtained. A weekly incoming accountable mail report shall be provided to the COTR in accordance with Section C paragraph C.9.2.3.

C. Primary sort of non-accountable mail is performed based on building address and Bulk Run delivery schedule is in accordance with Section J, Attachment 4.

D. Mail addressed to DOJ locations is sorted and delivered in accordance with the Bulk Run Schedules in Section J, Attachment 4.

E. Mail Room locations perform a manual secondary sort based on floor/room in accordance with Section J, Attachment 4.

F. The contractor shall provide a scanning device to be used for each mail messenger/clerk to provide verification of delivery times for each mail stop by building location as described in Section Paragraph C.16, Contractor-furnished property. This may require the contractor to install barcode or scanning devices throughout delivery locations to assist in the tracking process. Weekly reports as defined in Section C, paragraph C.9 shall be provided to the COTR.

C.4.3 Outgoing USPS Mail Processing

While delivering incoming mail, pick up all outgoing interoffice mail addressed to DOJ components located throughout the Washington metropolitan area in addition to outgoing USPS mail, in accordance with Section J, Attachment 6.

A. Interoffice mail shall be sorted in accordance with Section J, Attachment 4, and delivered if addressee is located in the same building, otherwise mail will be directed to the appropriate DOJ building location.

B. Contractor shall ensure that USPS mail is kept separated by postage meter account numbers in accordance with Section J, Attachment 6, Standard Operating Procedures for Outgoing USPS Mail and FedEx Dispatch.

C. Mail pieces shall be metered and routed to the RFK Main Justice building (MAIN) mail room before 7:00 p.m., Monday through Friday in accordance with Section J, Attachment 6.

D. Driver shall deliver all outgoing metered and express mail to USPS Southern Maryland Mail Dispatch (150 Post Office Road, Waldorf, Maryland). Outgoing mail will not be accepted by USPS after 8 pm, Monday through Friday.

C.4.4 Processing of MRU Mail

A. MRU receives mail from Off Site Mail facility in accordance with Section J, Attachment 4.

B. All mail is opened in a negative air pressure workstation provided by DOJ.

C. Mail is distributed to Readers. The time/date stamp used by the MRU is Government furnished equipment. The brand of the current equipment is Whitaker Brothers (Model ET).

D. Readers time/date stamp each piece of mail. Currently there are three readers in use.

E. Each Reader determines the destination of each piece of mail.

F. Mail is logged into a data collection system.

G. Staff member that inputs data into system re-stamps mail with time/date.

H. Mail is sorted to the appropriate building for distribution.

I. All MRU mail shall be entered into the contractor provided tracking method.

J. MRU mail is combined with all other incoming mail and distributed to appropriate satellite facilities for distribution to the end user.

C.4.4.1 Time Standards. The Time Standards for MRU Mail are:

a. 1st class mail ‑ Shall be out of the office within 3 business days.

b. Mail For the Executive Secretariat ‑ Shall be out of the office the same day it is received.

c. Certified/Registered Mail ‑ Shall be out of the office the same day it is received.

d. FOIA ‑ Shall be out of the office within 3 business days.

e. Citizen Mail ‑ Shall be out within 15 business days.

f. Electronic Mail ‑ Shall be out of the office within 3 business days.

C.4.5 Express Shipment Dispatch Service

Satellite Offices located in the MAIN mail room, Judiciary Center Building (JCB), and Patrick Henry Building (PHB) receive, process, and dispatch shipments utilizing the FedEx Powership automated shipping management system (See Section J, Attachment 6 and Attachment 1). Outgoing packages are processed and routed to the MAIN mail room for the evening FedEx pick up at 8:00 p.m. The contractor shall follow procedures for each location in accordance with Section J, Attachment 6. Hours of operation are Monday through Friday, 4:00 pm to 12:00 am, daily.

C.4.6 Correspondence Processing Services. The contractor shall provide reading and referral of categories of correspondence defined by the agency served, including, but not limited to, correspondence addressed to the agency head or other designated agency official with no personal marking or attention line; correspondence addressed to the agency in general; Freedom of Information Act and Privacy Act requests addressed to the agency in general; correspondence referred by the White House in bulk; legal papers hand served on the agency head or other agency official by a U.S. Marshal or private process server; and telegrams addressed to the agency head or the agency in general. Functions typically include reading and referring correspondence to the proper organization or another Government agency as appropriate; entering data into a correspondence control and tracking system; selecting and preparing for signature appropriate form letter responses to certain types of correspondence too general in nature to refer; and operating an autopen when authorized to affix signatures on such documents as form letters and certificates (See Section J, Attachment 5).

C.5. Task Two - Warehousing and Moving Services C.5.1 Warehousing functions include receiving and handling of various materials, equipment and products, as well as issuing, shipping, storing, palletizing, and conducting inventories of these materials, equipment, and products. The contractor shall successfully perform typical warehousing duties including but not limited to receiving incoming property, and dispatching, delivering, or pick-up of property both to and from DOJ Offices in the DC area. Included in the warehouse function is the preparation of sensitive material for incineration, performing light cleaning of the warehouse space, and occasionally, assembling furniture prior to delivery. Routine, daily warehouse functions will be issued on an IDIQ task order basis and may be priced on either a firm-fixed price or labor hour basis (See Section B, paragraph B.1.D).

C.5.2 Moving Services. Moving Services will include, but are not limited to, arranging and performing small, medium and large scale moves for various DOJ offices in the DC area. Moving services are required and scheduled for completion during both day and evening hours. Moving services will be procured on an IDIQ task order basis and may be priced on either a firm-fixed price or labor hour basis (See Section B, paragraph B.1.D). Hours of Operation are seven days per week, 6:00 am to 12:00 am, daily.

C.5.3 Motor Pool. Motor pool services include transporting senior level DOJ officials in and around the Washington DC area. Drivers are required to operate four door sedans and six passenger mini-vans. Motor pool requirements will be issued on an IDIQ basis and will be priced on either a firm-fixed price or labor hour basis. There are currently four contractors assigned as drivers to the Motor pool.

C.5.4 Material Dispatch. The contractor shall perform packaging services to include inserting material in envelopes or in boxes, affixing labels to envelopes and boxes, wrapping material, using the (shrink-wrap( process or wrapping packages, separating materials to be distributed through the DOJ internal mail system from those to be distributed through the USPS, and placing USPS mail in a mail hamper and taking the hamper to the mail loading dock.

C.6. Task Three - Copying and Related Services C.6.1. Using duplicating equipment and other associated equipment provided by the Government, the contractor shall provide copying and related services, including but not limited to the following:

C.6.1.1 Copy documents in the quantity requested and within the time frame specified by the requestor. Generally, the work shall be accomplished by the delivery date specified by the requestor; however, the contractor shall contact the Chief, Printing Operations Unit should additional prioritization be required, especially in those cases deemed (emergency.( C.6.1.2 Assemble and/or staple or bind the copied documents as required.

C.6.1.3 Contact the Chief, Printing Operations Unit, if the delivery date cannot be met or to clarify any instruction or question in connection with the job.

C.6.1.4 Upon completion of a job, promptly contact the requestor and advise that the material is ready for pick-up.

C.6.1.5 Operate the copying machines and associated equipment, ensuring that the equipment stays in good working order and that adequate supplies are kept on hand. Perform routine maintenance on the machines and maintain a sufficient inventory of supplies.

C.7 Task Four - Other Administrative Support Services C.7.1 The contractor shall perform typical administrative support services, including but not limited to those duties described herein. The contractor shall greet visitors and put them in contact with the appropriate person, answer telephones, forward calls, and take telephone messages. The contractor shall also open, time-stamp, and promptly distribute the incoming mail, type memoranda, letters, reports, and other documents using the latest version of WordPerfect or MS Word and EMAIL software. The contractor shall be responsible for classifying, filing, and retrieving materials in an established filing system. The contractor shall perform manual and automated tasks required to maintain files and shall work independently to perform varied clerical and secretarial duties that require knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. The contractor shall respond to routine telephone requests and written inquires politely and efficiently; requisition supplies, printing, maintenance, and other services as required by the Government.

C.8 Meetings

C.8.1 In-process Review (IPR). An in-process review will be conducted quarterly on the first Wednesday of each quarter. The IPR will include an overall discussion of the program and the Contractor(s performance in meeting the program objectives. The IPR will include an assessment of the impact on Contractor payments based on the deductions described in Section F for the quarter, as well as the Contractor(s performance in accordance with the Quality Control Plan (QCP). The IPR discussion will center around the items reported in the Monthly Status Reports, as well as any other topics deemed relevant to either the Government or the Contractor. The COTR will provide a list of agenda items to the Contractor in advance of the IPR.

C.8.2 Informal Meetings. Informal meetings will be scheduled as mutually agreed by the COTR and Contractor on an (as required basis( to discuss problem areas needing specific attention, or other items of general day to day interest.

C.9 Deliverables C.9.1 General

C.9.1.1 The Contractor shall provide unlimited access to the Government to program information and statistics. The Contractor shall provide all information needed to evaluate its performance in accordance with the QCP and Award Term Evaluation Plan. The Contractor shall prepare and submit all required reports at the frequencies and due dates specified for each report. Additionally, the Contractor shall update any Standard Operating Procedure documentation applicable to this contract as changes occur. These updates shall be due no later than 30 days after the changes occur.

C.9.1.2 All reports described in this section are considered part of overall Project Management, and are not separately billable. Costs for copying reports for distribution are not separately billable. Reports may also be required in electronic form (usually ASCII, Microsoft Word, Microsoft Excel) as specified by the Contracting Officer(s Technical Representative (COTR). The COTR will review each deliverable for conformance to format and content. The Contractor shall be responsible for correcting any deficiencies and appropriately revising nonconforming reports, with resubmission to the COTR within 3 business days after receipt of the nonconforming or deficient report, unless otherwise specified.

C.9.2 The following basic reports are required in performing this contract:

C.9.2.1 Monthly Status Report.

C.9.2.1.1 The Contractor shall prepare and submit a monthly status report to the COTR within five business days of the close of the preceding month. The report shall include, at a minimum, a narrative section on the progress of the work performed. This narrative description includes the following:

(1) Overall status of service and capabilities under each major requirement; that is, mail operations, warehousing and moving services, copying and other general support services.

(2) All activities which were scheduled to be completed during the reporting period, but were not completed as of the end of the period.

(3) Identification of any problem(s) encountered or anticipated that will affect the ongoing work requirements and/or completion of the work within established time constraints together with recommended solutions to such problems.

(4) Significant work planned for the next reporting priod for each major requirement (mail operations, warehousing and moving services, copying, and other general support services).

(5) Recommendations for improvements/enhancements to service, technical capabilities, management procedures, etc., as appropriate.

C.9.2.1.2 The monthly report shall also contain a section on Contractor Personnel Security Status. This section shall document current and accurate records of the hiring and related clearance status of all Contractor personnel who have submitted security clearance packages. This section shall provide the following information for each individual assigned to the project:

(1) Employee name.

(2) Telephone number.

(3) Date request letter sent to COTR.

(4) Date hiring clearance package sent to DOJ.

(5) Date hiring clearance granted.

(6) Location.

(7) Start and termination dates.

(8) Dates building pass issued and revoked.

(9) Comments.

C.9.2.1.3 The monthly report shall also contain a section for reporting task order status. The purpose of this section is to ensure that both the Government and the Contractor maintain an accurate record and common understanding of all task orders issued under this contract and their financial status. This section shall report for each task order, the following:

(1) Task order number.

(2) Government-assigned Document Control Number.

(3) Current amount obligated and history of all modifications of the total amount.

(4) Project name.

(5) Total amount obligated by CLIN.

(6) Amount expended by CLIN for the reporting period.

(7) Cumulative amount expended by CLIN for the task order.

(8) Rebates, credits, and penalties.

(9) Balance remaining by CLIN for the task order.

(10) Updated projected annual cost.

Using these categories of information, other specialized financial reports shall be produced as requested, such as total funds obligated, spent, and remaining for the entire contract.

C.9.2.2 Monthly Building Mail Stop Report The Contractor shall provide monthly mail stop reports to the COTR on the first work day of each month in order to verify that the Contractor is meeting the mail delivery schedule described in Section J, Attachment 4. This report shall include the following information:

1) Building Location

2) Mail Stop Location

3) Verification of Time for Each Mail Stop Achieved

4) Missed Mail Stop Information with Justification

C.9.2.3 Weekly Accountable Mail Delivery Report The Contractor shall provide this report to the COTR on the first day of each work week to verify the delivery of every piece of accountable mail for the previous work week. This report shall include the following:

1) Date of Receipt of Delivery

2) Building Location of Delivery

3) Time of Receipt of Delivery

4) Name and Address of Recipient

5) Time of Delivery to Recipient

6) Verification of Delivery (Recipient Signature Required)

7) Information and Justification for Non-deliverable Items

8) Outgoing FedEx Volume by Location

C.9.2.4 Monthly Security Clearance Update/Visit Letter The Contractor shall provide a Visit Authorization Letter (VAL) to the COTR on the 1st of each month, in order to verify the DSS Clearance Level of employees assigned to perform duties under the contract. This information will be distributed to Security contacts throughout DOJ. The VAL shall include the following:

1) Name of Employee

2) Social Security Number

3) Date of Birth

4) Place of Birth

5) Category Assigned on the Contract

6) Location Assigned on the Contract

7) Current Level of Clearance

8) Date Current Clearance Level Obtained

C.9.2.5 MRU Error Report The Contractor shall provide a weekly MRU error report to the COTR, which will be do each Monday for the preceding week. The Contractor shall ensure an error rate of no greater than 2% per month is maintained (See F.8.B., Time Standards for MRU) C.9.2.6 IPR After Action Report. The After Action Report will document performance issues addressed during the IPR including what, if anything, was agreed to by the Government and Contractor, any (good news( items, and what the Contractor is doing to resolve outstanding issues or problem areas. The IPR After Action Report is required no later than seven (7) days following the IPR.

C.9.2.7 SEQ CHAPTER \h \r 1Subcontracting Plan Reports

NOTEs: 1- This section does not apply to small business concerns as defined under this solicitation/contract. 2- See Section H.12 for the Small Business Subcontracting Plan Requirements.

(a) The Contractor shall submit to the Electronic Subcontracting reporting System via www.esrs.gov/ reports for subcontracting under this particular contract and a summary report on subcontracts covering all contracts between the Contractor and DOJ which contain subcontracting goals for awards to:

Small business - of all types combined (SB), Small disadvantaged business (SDB), Women-owned small business (WOSB)

HUBZone small business (HubZone), Veteran-owned small business (VO), and

Service disabled Veteran-owned small business concerns (SDVOSB).

C.10 Personnel C.10.1 Key Personnel.

C.10.1.1 The Contract Director (CD), Deputy Contract Director(s) (DCDs) all Support Services Supervisors, Supervisory Duplicating/Photocopy Operators and Supervisory Supply Technicians are considered to be key personnel under this contract. Key personnel shall meet or exceed the minimum qualifications described herein and are subject to the approval of the COTR. Persons offered as key personnel shall be available for assignment and work on the performance start date of the contract. If, at any time during the life of the contract, any key personnel are no longer available, the Government reserves the right to review the qualifications of proposed new personnel and to reject persons who do not meet the qualifications set forth herein. The contractor shall notify the COTR of anticipated changes in key personnel sufficiently in advance to allow adequate time for review of their qualifications by the Government.

C.10.2 Staffing C.10.2.1 The Contractor shall be responsible for providing staff in sufficient quantity to perform the work under this contract. The Contractor shall provide only those personnel who are fully qualified, trained, experienced, and competent in their respective field(s) to perform the assigned work. No trainee and/or apprentice shall be assigned without the prior consent of the COTR. The Contractor shall be responsible for continuously monitoring, managing, and controlling the work of its employees. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract, and to minimize staff turnover. All staff assigned to work under this contract shall be United States citizens (see also Section H.8).

C.10.2.2 Each Contractor employee providing support services under this contract is subject to the security clearance requirements as set forth in Section C.11. Additionally, the requirements herein are determined to be non-personal in nature (see Section H.7).

C.10.2.3 The Government reserves the right to require the Contractor to reassign from this contract any Contractor employee whose conduct is unsuitable, such as to cause reckless endangerment or otherwise jeopardize the safety of others in the workplace, or whose continued use under the contract is deemed contrary to the best interests of the Government due to breaches in security or confidentiality requirements.

C.10.2.4 Maintaining Staffing Levels. The Contractor shall at all times maintain an adequate on-site work force, sufficient to accomplish the required work. The Contractor shall ensure that there is no degradation of service, during those times of equipment or vehicle malfunction, and shall maintain uninterrupted performance of all services specified in this contract. In addition, the Contractor shall maintain a minimum of five (5) fully trained persons with "Top Secret" security clearances to augment the contract and serve as substitutes for on-site employees in the event of absences, dismissals, or resignations. These trained personnel should be a combination of driver(s), photocopy operator(s), Secretary I and mail clerk(s). If a Contractor employee(s) is not available for work for any reason, the Contractor shall provide a fully trained replacement with adequate security clearance to handle the duties and assignments of the absent employee(s). If a replacement employee is not provided within one hour of the absent employee's scheduled starting time, the Government will be entitled to a credit equal to twice the employee's hourly rate as established in Section B, for each hour the employee is absent. This credit shall be applicable to all employee positions. It is expected that the back-up pool of personnel will consist of personnel that are not actively assigned to the contract. Therefore, these positions will not be directly billable to the Government and should be factored into the company overhead.

C.10.3 Training C.10.3.1 The Contractor shall ensure its employees are trained in areas such as DOJ ethics, standards of conduct, individual conflicts of interest, confidentiality requirements, and DOJ security requirements. Contractor staff responsible for x-ray and screening of incoming mail items at the DOJ Off Site Facility must have a minimum of 40 hours of training prior to assignment at that location. This training must specialize in detection of suspicious packages as defined by USPS guidelines. Copies of training certification for contractor staff shall be provided to COTR, upon request.

C.10.4 Minimum Personnel Qualifications.

In section B, the majority of the labor categories and their related duties are listed in the U.S. Department of Labor (DOL) fifth edition of the Service Contract Act (SCA) directory of occupations. The position descriptions for the labor categories that are not listed in the DOL SCA directory of occupations are described below.

C.10.4.1 Contract Director (CD). The CD has overall responsibility for managing Contractor performance of all work required and functions set forth in this Statement of Work, and serves as the principal contact point for the Contractor with the Government. The CD shall have a comprehensive knowledge of general support services functions provided under this contract; a comprehensive knowledge of the operation and use of personal computers; and a minimum of five years of supervisory experience in handling time-sensitive, service-oriented functions. The five years must include at least three years in the successful management of a general support service activity equivalent in scope and complexity to the requirement in this contract. The CD is a senior manager responsible for coordinating the management of all work performed under the contract. The CD shall have the full authority to act for the Contractor in the performance of the required work and services under all task orders. The CD works independently or under the general direction of senior level Contractor business management on all phases of performance, including contract management, project/task management, coordination of workloads and resource needs, and coordination with corporate resources and management, and has direct accountability for the technical correctness, timeliness, and quality of work performed under the contract. The CD (and all Deputy Contract Directors) shall have broad and deep knowledge of general administrative support services, business administration, and human resources management, and shall have excellent oral and written communications skills, thus ensuring that the Contractor has the capability of performing all the work. Periodic meetings may also be required; for example, joint meetings with the COTR and/or his/her designee to review scheduling, priorities, funding, performance issues, etc.

The CD's responsibilities shall include the following:

(a) Direct and review the work of all Contractor personnel each workday to ensure compliance with standards and operating procedures and the requirements of this contract.

(b) Direct the various support services required under this contract.

(c) Recommend to the COTR new or proposed revisions, as appropriate, to guidelines and instructions to ensure efficient and effective operations.

(d) Provide on-the-job training in methods and procedures to newly assigned staff, and develop visual aids, as required, to promote operational efficiency.

(e) Direct data gathering for various productivity reports, and conduct internal surveys as required.

(f) Resolve working level complaints and/or problems, resolve all other operational problems within the scope of this contract, and prepare responses within established timeframes to all written service complaints received by the COTR.

(g) Ensure that routine maintenance on equipment is performed, and institute system changes to accommodate increased workload and DOJ organizational changes.

(h) Ensure that adequate personnel are available to accomplish required work, and initiate replenishment actions for expendable supplies furnished by the Government.

(i) Develop and implement quality control procedures, monitor the work produced under this contract, and initiate corrective actions to ensure conformance with established standards and procedures.

(j) Review and update, on a semiannual basis, individual task orders issued under this contract to reflect changes in work methods, standards, and operating procedures.

C.10.4.2 Deputy Contract Directors (DCDs). The DCDs report to the CD and have responsibility for assisting with the management of Contractor performance of all work required and functions set forth in this Statement of Work. The DCDs shall have a comprehensive knowledge of general support services functions provided under this contract; a working knowledge of the operation and use of personal computers; and a minimum of two years of supervisory experience handling time-sensitive, service-oriented functions. DCDs assist the CD in managing high volumes of work for particular organizations. DCDs may be delegated authority over a functional area, e.g., warehouse work or data entry support, or over a particularly large project, or group of projects, should the volume of work warrant it. DCDs must be capable of performing all management and coordinating functions as assigned by the CD, and will be required to attend numerous periodic and ad hoc face-to-face meetings with the COTR and program managers.

The DCDs' responsibilities shall include the following:

(a) Act as a team leader in the work of all Contractor personnel to ensure compliance with standards and operating procedures and the requirements of this contract. The DCD shall confer with the CD to address problems related to the personnel employed under this contract, and assist in the resolution of all personnel problems.

(b) Assist in providing on-the-job training in methods and procedures to newly assigned staff, and develop visual aids, as required, to promote operational efficiency.

(c) Assist in data gathering for various productivity reports, and conduct internal surveys as directed.

(d) Resolve working level complaints and/or problems, and resolve other operational problems within the scope of this contract.

(e) Ensure that routine maintenance on equipment is performed, and participate in system changes to accommodate increased workload and DOJ organizational changes.

(f) Ensure that adequate personnel are available to accomplish required work, and initiate replenishment actions for expendable supplies furnished by the Government.

C.10.4.3 Support Services Supervisor I Supervises from one to five contract employees. Directs and reviews the work of Contractor personnel assigned to a facility to ensure compliance with internal standards and operating procedures. Assists newly assigned Contractor personnel by providing on‑the‑job training in processing methods and procedures. Resolves working level complaints and/or problems which may arise concerning services. Performs routine maintenance on equipment, adjusts equipment to accommodate increased workload and organizational changes, and maintains the facility in a neat and orderly manner. Performs various routine duties such as running errands, making copies, and using a vehicle to pick up and deliver time‑sensitive items within the Washington metropolitan area. Performs other related duties as required. Must have at least four years of experience supervising a general support services activity of the type to which assigned; the ability to exercise independent, competent judgment in dealing with day‑to‑day matters affecting the operation to which assigned; knowledge of files maintenance, methods, and procedures; a working knowledge of operation and use of personal computers; the skills required to perform data collection so that the information gathered can be used in statistical and workload reports; a neat personal appearance; good communications skills; and a current license to operate Contractor‑owned or Government‑furnished vehicles on occasion.

C.10.4.4 Support Services Supervisor II Supervises from six to ten contract employees. Reports to the Contract Director. Duties, responsibilities, and qualifications are the same as described in Section C.4.3 above.

C.10.4.5 Support Services Supervisor III Supervises eleven to twenty contract employees. Reports to the Contract Director. Duties, responsibilities, and qualifications are the same as described in Section C.4.4 above.

C.10.4.6 Support Services Supervisor IV Supervises twenty‑one or more contract employees. Reports to the Contract Director. Duties, responsibilities, and qualifications are the same as described in Section C.4.5 above.

C.10.4.7 Supervisory Supply Technician Performs limited aspects of technical supply management work (e.g., inventory management, storage…