RFI_Statement_of_Work.docx

Administrative Services for ENRD

SECTION C

STATEMENT OF WORK

C.1 INTRODUCTION

C.1.1 Contract Overview

The Administrative Support Services Contract was initially created in 1996 by the Environment and Natural Resources Division (ENRD) of the Department of Justice as a means of contracting out the following administrative services: photocopying and copier maintenance, records management, fax and mail delivery, and supply management and distribution. The Division had two goals when it created the contract: first to provide efficient, cost effective administrative support to the Division’s attorneys; and second to free the Division’s existing support staff from these lower level clerical tasks so that they would be able to focus on more sophisticated legal activities.

ENRD is one of seven litigating divisions in the Department of Justice. The Division currently employs approximately 622 attorneys and legal support professionals, most of who are stationed in two buildings in the Washington, DC area. ENRD also has field offices in Denver, Sacramento, San Francisco, and Seattle, which may require support services. Organized into nine litigating sections, each of which is focused on a particular subject area, the Division practices civil and criminal law nationwide. Its clients include other federal agencies and Native American Indian Tribes.

As of the date of this contract, the administrative support services for ENRD are based in the Patrick Henry Office Building (PHB) located at 601 D. Street, NW. This building also currently houses the largest group of Division personnel (approximately 505 employees). Currently, the primary Division copy center is located on the 8th floor at PHB, with the Supply Center on the 3rd floor, Mail/Fax Center on the 2nd floor, and three contractor-managed file rooms. Satellite file/mail/fax rooms and copy centers are located in the Robert F. Kennedy MAIN Department of Justice Building (MAIN - 950 Pennsylvania Avenue, NW) which houses approximately 67 employees and in our Denver Field Office (999 18th Street) which houses approximately 50 employees. A satellite file storage warehouse is managed by the administrative support services staff and is located in Landover, MD. The Division’s management is housed in the MAIN Justice Building.

The Executive Office, in ENRD, has primary responsibility for administering the contract within the Division. ENRD has its own COR who reports to, and coordinates with, the Justice Management Division’s Contracting Officer (CO).

C.1.2 ENRD's Computing Environment

The current computing environment within the Department is called the Justice Consolidated Office Network (JCON). JCON provides ENRD with a wide range of capabilities which primarily focus on IT office automation needs. JCON has been in place since 1998 but has undergone many technical refreshment cycles over the past 15+ years. ENRD completed implementation of their latest JCON upgrade, referred to as JCON5, in September 2014. The successful offeror will be expected to understand and work under the Department’s computing environment ensuring the services they provide make the most of the new technology.

The new JCON hardware consists of components acquired from Cisco and Dell. The network servers consist of Intel-based hardware running the Windows Server 2008 or Server 2012 operating system. In addition to standard Intel-based servers, ENRD utilizes virtual servers running under VMware ESX which also run Windows Server 2008 or 2012. These servers host all of the Division's JCON shared software services, primarily file/print/database services and electronic document management (OpenText eDocs eDOCS DM, formerly Hummingbird DM). There are several servers in each building, but the Division has centralized most servers and administrative functions at its 601 D Street location. All Email services are provided by the Department’s private cloud-based system, referred to as JCS, which is located in the Rockville Data Center.

The ENRD network equipment consists of Cisco Catalyst 4500 10/100/1000Base-TX switched hubs for user connections along with Cisco Nexus 7000 devices in the computer room. Each closet switch is connected via a 10 GB fiber uplink to the Nexus 7000. The servers and user PCs have 1 Gbps NICs. Each ENRD building in DC will be connected through JMD’s Justice Telecommunications Network (JUTNet) which will provide 40 Mbps between the PHB and the Main Justice Building. The network protocol used will be TCP/IP.

The Division's PCs are from Dell Inc. and consist of Intel Core2 Duo processors, 4 GB RAM, 128 GB SSD Hard Drive, 22 inch flat-screen LCD monitors, and a PCI 10/100/1000 Mbps NIC. The PCs run Windows 7 Enterprise 32-bit (transitioning from Vista 32-bit), MS Office 2013 (transitioning from 2007), eDOCS DM, and other legal-oriented applications.

The Government will provide the Contractor with PCs for all service facilities that will be connected to the Department’s computer network and electronic mail system. Training on how to use the various systems will be provided to the Contractor at the beginning of the contract.

Any IT equipment or software proposed by the offeror will be evaluated by ENRD’s Office of Information Technology (OIT) to assess compatibility with the Department’s computer systems and security requirements. IT equipment or software must be approved by OIT before it can be installed or removed.

C.2 SCOPE OF SERVICES

The Contractor shall be responsible for providing and supervising sufficiently qualified staff, and acquiring and maintaining all necessary equipment, vehicles and supplies in order to successfully perform the tasks specified herein. ENRD will be the primary user of this contract, however; other Department entities may issue orders as needed.

This statement of work consists of five major tasks which shall be performed for ENRD at multiple locations in the Washington, DC metropolitan area and at specified ENRD Field Offices. However, the Government may order additional tasks for ENRD and/or any other DOJ component or agency within the United States that are within the general scope of this contract, and approved by the Contracting Officer (CO).

Services provided under this contract are considered critical or non-critical.

Critical tasks are defined as those activities which are vital to the successful completion of the Government’s mission and if done incorrectly or behind schedule could cause the Government irreparable harm. Critical tasks must be completed by the Contractor with 99% accuracy.

Non-critical tasks are defined as activities that, while important to the successful completion of the Government’s mission, are not vital. Delays in completion or errors could cause serious problems but not cause the Government irreparable harm. Non-critical tasks must be completed by the Contractor with 95% accuracy.

The Contractor shall track all tasks and, in some cases, manage and update Government supplied computer tracking systems. The computerized tracking systems will be made available to the Contractor at contract award. The Contractor shall continuously update existing procedure manuals for each task area. Electronic and paper copies of the manuals for each task area will be provided to the Contractor at contract award.

C.3 STATEMENT OF WORK

C.3.1 Tasks

C.3.1.1 Task One: Mail, Messenger and Fax Services

The Contractor shall provide a variety of mail services to Government offices in Washington, DC and Denver, CO.

C.3.1.1.1 In Washington, DC responsibilities shall include:

(a) Transporting ENRD mail between eight (8) sites on a schedule specified by the Division;

(b) Receiving, sorting, and delivering non-case related mail to section mail rooms within ENRD buildings at least three times daily;

(c) Creating electronic images of incoming case-related mail by scanning the mail as it is received, saving the electronic images to the appropriate recipient’s document management system, notifying the recipient via E-mail of the documents that have been received, and rerouting the paper documents to the correct file room;

(d) Researching all incoming case-related mail in the Division’s Case Management System (CMS) to determine the proper recipient and rerouting the mail to the appropriate location;

(e) Collecting outgoing Federal Express packages, as requested, and delivering them to the appropriate drop-off site within each building;

(f) Receiving, sorting, and delivering incoming mail and express packages to Field Office staff once each morning;

(g) Receiving, sending, and delivering fax transmissions on an ad needed basis;

(h) Providing special messenger service to sites anywhere in the Washington metropolitan area;

(i) Providing a dedicated courier with a van to handle transportation of official case files between ENRD and the Federal Records Center, pickup/delivery of documents from client agencies, special supply requests, and other Division errands as required;

(j) Coordinating with the file rooms to process documents filed electronically with the various courts and received in ENRD via E-mail. The Contractor shall download the documents from the appropriate electronic court system website, print a paper copy for the files and save a PDF version into the attorney’s document management system;

(k) Receiving incoming fax transmissions at central facilities staffed by contractor personnel;

(l) Tracking receipt of incoming fax transmissions by recording time received, sender, section and recipient information on logs to be provided by the Contractor;

(m) Scanning incoming faxes and E-mailing them to Division attorneys as PDF’s in addition to delivering the paper copy;

(n) Alerting Government personnel via E-mail when a fax has been received and advising when it will be delivered to the recipient’s office

(o) Delivering faxes to individual offices at the time of the next mail delivery; and

(p) Processing outgoing fax transmissions at the request of Government personnel and returning the faxed documents and Fax Confirmation Sheet to the requestor.

C.3.1.1.2 In the Denver Field Office responsibilities shall include:

(a) Receiving, sorting, and delivering incoming mail and express packages to Field Office staff once each morning;

(b) Receiving, sending, and delivering fax transmissions on an hourly schedule;

(c) Creating electronic images of incoming case-related mail by scanning the mail as it is received, saving the electronic images to the appropriate recipient’s document management system, notifying the recipient via E-mail of the documents that have been received, and rerouting the paper document to the correct file room;

(d) Researching all incoming case-related mail in the Division’s Case Management System (CMS) to determine the proper recipient and rerouting the mail to the appropriate location;

(e) Collecting outgoing Federal Express packages, as requested, and delivering them to the appropriate drop-off site within each building.

(f) Receiving incoming fax transmissions at central facilities staffed by contractor personnel;

(g) Tracking receipt of incoming fax transmissions by recording time received, sender, section and recipient information on logs to be provided by the Contractor;

(h) Scanning incoming faxes and E-mailing them to Division attorneys as PDF’s in addition to delivering the paper copy;

(i) Alerting Government personnel via E-mail when a fax has been received and advising when it will be delivered to the recipient’s office

(j) Delivering faxes to individual offices at the time of the next mail delivery; and

(k) Processing outgoing fax transmissions at the request of Government personnel and returning the faxed documents and Fax Confirmation Sheet to the requestor.

C.3.1.2 Task Two: Copy/Scan Services

The Contractor shall provide a full range of copy and scanning services including equipment, staff and maintenance for Government clients. Specific duties shall include:

(a) Managing ENRD’s three Copy/Scan Centers (“The Copy Center”) and providing a wide range of high quality, timely reproduction and services. The primary center is located in Washington, D.C. in Room 8515 in PHB and it serves the entire Division. Satellite copy centers are located in Room 2343 in the MAIN Building and in Room 370 of the Denver Field Office.

(b) Providing a variety of binding and finishing services in the Copy Centers. Services shall include channel binding, GBC binding, and tape binding. Other finishing services involve bates stamping documents, preparation and insertion of tabs or other dividers, hole punching, folding, stapling, and document assembly within binders/folders;

(c) Providing scanning assistance to ENRD staff. The Copy Center staff will prep documents for scanning by inserting bar coded slip sheets between documents and removing staples. The Copy Center will then scan the documents and place them in a specified folder on the computer network or provide the electronic images on CD;

(d) Providing graphics support for trials and various ENRD functions. Using an oversize color scanner and printer provided by ENRD, the Contractor shall print and mount demonstrative exhibits on foam core and generate banners and posters. The Government will train the Contractor on the equipment at the beginning of the contract;

(e) Providing network capable, high volume, reliable copier/scanner equipment for all copy center locations in ENRD;

(f) For the PHB Copy Center, the Contractor shall provide four (4) high volume, high speed black and white copier/finishers/scanners and two (2) high volume, high speed color copier/finishers/scanners. The copiers must be network capable, able to print and insert custom tabs, and able to insert/print bates label-style numbers on copies. The Contractor shall also provide equipment capable of tape binding copies of 125 pages or more (in line or off line equipment is acceptable). In addition, a high quality color copier, an oversize map copier capable of handling documents 36" wide or larger, tape binding capability are also required;

(g) For each satellite copy center, the Contractor shall provide 1 or 2 high volume copier/scanners network ready capable of bates stamping documents and printing tabs.

(h) At least one high quality color copier, a map copier, and tape binding equipment are also required for each facility;

(i) In addition, the Contractor shall provide ENRD with a maximum of thirty-one (31) convenience copiers for use throughout the Division All convenience copiers must be network capable allowing jobs to be sent electronically to the copiers. They must also include the ability to scan and E-mail documents from the copier. This equipment will replace the Division’s existing convenience copiers supplied by the current vendor.

(j) Maintaining all copy equipment used within the Division. This includes copy center equipment as well as all copiers in Washington D.C. and the field offices.

C.3.1.3 Task Three: Supply Services

The Contractor shall staff the Central Supply Room in PHB and ensure commonly used office supplies are always on hand and readily available to Government staff. Specific duties shall include:

(a) Dispensing and delivering supplies to Division personnel upon request and within established time frames;

(b) Maintaining adequate stock levels and submitting timely resupply orders to Government personnel for approval prior to making purchases;

(c) Tracking requests and supply inventories through an automated tracking system provided by the Contractor.

C.3.1.4 Task Four: Records Management Services

The Contractor shall operate a series of file rooms in the Washington, DC and Denver field offices for both active and inactive case files for Government clients. Specific duties shall include:

(a) Managing file rooms for ENRD’s active case files at PHB (4), and the Denver Field Office (1);

(b) Managing two ENRD off-site warehouses where inactive and closed files will be stored and processed; one in Landover, Maryland and another on the 3rd Floor of the Denver Place Building, in Denver, Colorado;

(c) Maintaining litigation case files in accordance with the records management procedures and standards prescribed by the Department of Justice and the National Archives and Records Administration;

(d) Retrieving and delivering files to DOJ personnel upon request;

(e) Tracking official case files on the automated records management system provided by the Government;

(f) Archiving closed case files in coordination with the Government’s Records Management staff; and

(g) Coordinating transportation of files between Government sites and the Federal Record Center.

C.3.1.5 Task Five: Docketing Services

The Contractor shall review incoming mail and add designated information from the document into the Division’s Case Management System (CMS). Specific duties shall include:

(a) Opening and closing cases in CMS as well as updating the database with key case information such as parties, significant events, and final determination of the litigation under section direction;

(b) Running reports to ensure case time is billed and tracked correctly;

(c) Providing docketing services either in the Mail Room or within a specified litigating section on a schedule to be set at contract award. The Government will