RFP.pdf

Solicitation DJJI-16-RFP-0902 ENRD Service Center Support

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 General

(a) The Contractor shall provide all resources necessary to furnish administrative support services to the Department of Justice’s (DOJ) Environment and Natural Resource Division (ENRD) on an indefinite delivery/indefinite quantity task order basis as defined in this contract.

(b) The proposed contract is expected to include a base period and four (4) option periods as described in the table below.

Contract Term

Base Period 04/01/2016 thru 03/31/2017 Option Period I 04/01/2017 thru 03/31/2018 Option Period II 04/01/2018 thru 03/31/2019 Option Period III 04/01/2019 thru 03/31/2020 Option Period IV 04/01/2020 thru 03/31/2021

(c) The anticipated date of award for the proposed contract is February 01, 2016; full performance of the contract is expected by commence by April 01, 2016. The current contract, DJJ10-C-1956 with Novitex Government Solutions (Novitex) will be extended, as necessary, to accommodate the re-compete and transition to the new contract. Because the continuing provision of support services is essential to the operation of ENRD, it is critical that the phase-in of Contractor personnel and the assumption of ongoing tasks are accomplished in a well-planned, orderly and efficient manner, utilizing the Transition Plan provided by the Contractor in accordance with Section L.3.2.2 of the solicitation.

(d) The performance of all work under this contract shall be initiated by the issuance of task orders by the Contracting Officer as discussed in Section H.2. Task orders may be issued on a firm fixed-price, labor-hour, or time-and-materials basis, or any combination thereof.

B.2 Minimum and Maximum Amounts

(a) The Government will order a minimum amount of $50,000.00. The Government will have the entire term of the contract (to include all options) to fulfill the contract minimum. The specific Contract Line Item Numbers (CLIN) and quantities will be identified in the task orders issued under the contract. The exercise of the renewal options (see Section F.2) does not re-establish the contract minimum. During the life of this contract, the Government may order items in any quantity up to the maximum amount specified in paragraph (b) below. If the minimum amount has not been ordered then the Government will exercise the option for the next year.

(b) There are no maximum quantities or amounts for each individual CLIN or contract period.

The maximum aggregate amount of all task orders issued under the contract shall not exceed $30,000,000.00 for the entire term of the contract, including all options which may be exercised.

Solicitation DJJI-16-RFP-0902 ENRD Service Center Support

B.3 Pricing Tables

(a) All contract prices are fixed unit prices that include all costs and profit necessary to provide the services specified in the contract. All contract unit prices and multipliers (applied to other direct cost items) shall be as specified in the pricing table contained in Attachment (1).

(b) The basic contract line item number (CLIN) structure includes a prefix and a 'core' number as shown below:

X-XXXX

● The single digit prefix is used to indicate the contract period, i.e., “0" indicates the contract base period, “1" indicates Option Period 1, etc.

● The four digit 'core' number represents the 'unique identifier' for each Contractor furnished product, support service, and/or other direct cost item.

(c) The following definitions apply to the pricing table:

(1) Products: A specified deliverable which is produced by transforming or replicating a given input (generally documents or other raw data) into the required output (e.g., scanned or paper copy) on a firm fixed-price basis.

(2) Support Services: Work requirements whose extent and duration cannot be fully defined in advance due to unknown variables and are performed on a time-and-material or labor-hour (fixed hourly rate) basis.

(3) Other Direct Costs: Classes or categories of supplies and services which are not included in the unit price of the Support Products or Support Services CLINs but are required by the Contractor to complete a given task order. All ODC’s, regardless of the geographical location where the expense was incurred, shall be invoiced against CLIN 1701 and/or 1702. Each invoice shall include sufficient back-up detail as specified in Section G.3 so the COR may determine if the ODC is reasonable to approve.

(4) Multiplier: The factor to be applied against the estimated or actual cost of an "other direct cost" item to cover administrative handling expenses.

(5) Regular Time (RT). The billable rate for hourly personnel or the billable hourly rate for salaried personnel. A normal schedule will consist of five (5) eight (8) hour work days excluding, where practical, Saturday, Sunday, and the Federal holidays listed in Section F.7.

DJJI-16-RFP-0902 ENRD Service Center Support

(6) Overtime (OT) & Holiday. For non-exempt employees working in excess of a forty (40) hour work week, the billable rate for the excess hours is the “overtime” rate. For non-exempt employees asked to work holidays, the billable rate for hours worked is the “holiday” rate. Overtime and Holiday rates will only be allowed if specifically authorized in advance in writing by the Contracting Officer’s Representative (COR). For exempt employees, all work shall be billed at the “regular time” rates.

(d) The fixed unit prices and multipliers contained in each table shall comply with the following

(1) The fixed hourly rates shall (1) include all expenses, including, but not limited to salaries/wages, report/documentation preparation, fringe benefits, overhead, general and administrative expenses, and profit; and (2) comply with the requirements of the Service Contract Act where applicable (see Section I-1, Clauses Incorporated by Reference). The labor hour rates for “non-exempt” categories, while “fixed”, are subject to the FAR Price Adjustments clause contained in Section I.3 of this solicitation/contract. Exempt labor categories are not subject to I.3.

(2) The firm-fixed unit price for each deliverable (Special Messenger Services, Copiers/Scanners, and Excess Copy Charges) shall include all expenses associated with generating the prescribed product, including, but not limited to labor, fringe benefits, overhead, general and administrative expenses, and profit. The Government will make the source documents available to the Contractor in the Washington, DC area. All unit prices shall include pick-up and delivery of all source documents and deliverables on an FOB destination--Washington, DC or Denver, CO basis.

(3) The fixed multiplier for each Other Direct Cost (ODC) CLIN shall include all administrative handling costs associated with the CLIN. The multiplier is to be applied against the actual or estimated cost of the item for which reimbursement has been authorized. The billable amount shall be limited to the actual cost of the item plus the amount resulting from the application of the appropriate multiplier identified in the table (e.g., actual cost of item is $100.00, and multiplier for the CLIN is 1.02, the total billable amount is $102.00).

For subcontracted items/services, the multiplier shall only be applied one time. For example, a subcontractor might be required to purchase some emergency supplies. It is not permissible for the subcontractor to apply a markup to the supplies in billing the prime contractor, and then for the prime contractor to apply another markup when billing the Government. The multiplier may only be applied once, and must be applied to the original cost of the item.

The ODC multipliers are not subject to the FAR Price Adjustments clause included in Section I.3 of this solicitation/contract.

B.3.1 Travel

(a) As a general rule, local travel will not be reimbursed under this contract. Examples of local travel which will not be subject to reimbursement are: personnel traveling multiple times per week in the middle of the day to Government sites or between Government sites to perform assigned tasks; and travel to and from normal job site. Personnel temporarily working at a Government site or alternative facility will consider such facility his/her normal job site.

(b) Little, if any, long distance travel is anticipated. Any long distance travel shall be approved five days in advance by the COR. Reimbursement for actual (approved) travel costs incurred during the performance of support services shall be in accordance with Part 31 of the Federal Acquisition Regulations.

Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the Contractor must submit (to the COR) a request for advance approval to utilize higher class travel. All travel should be scheduled sufficiently in advance to be able to take advantage of offered discount rates. Individual ‘travel authorization letters’ may be provided to the Contractor (for all Contractor personnel who are required to travel) which may allow Contractor personnel to receive Government rates when on long distance travel.

(c) The Department encourages advance airfare purchases to take advantage of supersaver discounts.

If the trip is canceled or travel dates are changed due to the Government’s actions, the Government will, absent special circumstances, pay airline cancellation charges or airline charges for changes in the travel dates.

B.3.2 Training

Contract staff may be required to attend training courses during the course of the contract. An example of such training is advanced technical courses taken to ensure meeting the changing needs of the ENRD user community. All training is subject to the prior written approval of the COR. The Government will reimburse the Contractor for the costs of training individuals in specific subject matter areas as approved by the COR.

B.4 Price Adjustment Factors under the Service Contract Act

B.4.1 General

(a) This contract is subject to the Service Contract Act (SCA) of 1965, as amended (see Section I.1, clause 52.222-41). For Support Services CLINs, applicability of the SCA is limited to those "non-exempt" CLINs as delineated in paragraph (b). 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 conform or exempt its employees to the labor classifications stated in the applicable Department of Labor (DOL) Wage Rate Determinations contained in Attachment (2). Final determinations as to the proper conformance or exemption of Contractor employees under the SCA will be the responsibility of the DOL.

(b) The following table classifies each hourly rate labor category as one of the following:

∙ Exempt. Employees performing in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541are exempt from the SCA. These labor category CLINs will not be subject to price adjustment.

∙ 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 labor category CLINs will be subject to price adjustment as described in this section.

NOTE: The table to be inserted in the contract document will reflect the classifications proposed by the offeror in the Section L.3.1.5 Labor Category Classification table and accepted by the Government.

(c) No price (i.e. fixed-unit-price) adjustments will be made during the base period of this contract to any hourly rate CLINs except as may be allowed and appropriate under Section B.3(d)(1) and the SCA for non-exempt, hourly rate based positions. See the FAR Price Adjustments clause at Section I.3.

(d) There will be no adjustments made to the fixed-unit prices for all other CLINs contained in the Attachment (1) Pricing Table during the life of this contract.

(e) If a position in a series is exempt because it is supervisory or managerial, the Contractor shall pay such positions at levels above those of the non-exempt positions in the same series.

B.4.2 Option Periods

(a) For any option periods which are exercised by the Government, all price adjustments shall be limited to, and in accordance with FAR clause 52.222-43, entitled "Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multi-year and Option Contracts)", incorporated by reference into Section I of the contract.

(b) Contract CLINs subject to price adjustment under Clause 52.222-43 are limited to those non-exempt categories listed in Section B.4.1(b).

(c) The Government will utilize the supporting data contained in the Contractor's proposal to verify any increase or decrease in the contract fixed unit price(s) which may be claimed by the Contractor as a result of a revised wage determination for any option period which may be exercised by the Government. The hourly rates will be adjusted to reflect the Contractor's actual increase or decrease in applicable wages and fringe benefits to the extent that the increase is made to comply with or the decrease is voluntarily made by the Contractor as a result of the DOL wage determination applicable at the beginning of the option period. For example, the prior year wage determination required a minimum wage rate of $15.00 per hour. The Contractor chose to pay $15.50. The new wage determination increases the minimum rate to $15.60 per hour. Even if the Contractor voluntarily increases the rate to $16.00 per hour, the allowable price adjustment is $.10 per hour.

As stated in Clause 52.222-43, any adjustment will be limited to increases or decreases in wages and fringe benefits as described in the clause, and the accompanying increases or decreases in social security and unemployment taxes and workers' compensation insurance, but shall not otherwise include any amount for general and administrative costs, overhead, or profit.

SECTION C

STATEMENT OF WORK

C.1 INTRODUCTION

C.1.1 Contract Overview

(a) 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.

(b) ENRD is one of six litigating divisions in the Department of Justice. The Division currently employs approximately 622 attorneys and legal support professionals, most of whom 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 (See ENRD Location Matrix in Attachment (3)). 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.

(c) The administrative support services for ENRD are currently based in the Patrick Henry Office Building (PHB) located at 601 D. Street, NW; however, this location is subject to change during the life of this contract. 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 the 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.

C.1.2 ENRD's Computing Environment

(a) 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 seventeen 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.

(b) 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.

(c) 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.

(d) 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.

(e) 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.

(f) Any IT equipment or software proposed by the Contractor 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

This contract will be used to provide administrative support services to the Department of Justice and other Federal agencies on an indefinite delivery/indefinite quantity task order basis. ENRD will be the primary user of this contract; however, other DOJ organizations may issue orders as needed for similar tasks within their organizations.

C.3 GENERAL WORK REQUIREMENTS

C.3.1 Tasks

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

The Contractor shall provide the following mail services to the Government.

(a) Transporting ENRD mail between eight (8) sites on a schedule specified by the Division (see Attachment (4) for the schedule);

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

(h) 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.

(i) Processing 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.

(j) Faxing Services - The Contractor shall provide a variety of fax services for Government clients in Washington, DC and Field Office locations. Specific duties shall include:

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

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

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

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

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

(6) 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 the Government. 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 (See Attachment (5)) for pictures of all facilities).

(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 the Contractor, the Contractor shall print and mount demonstrative exhibits on foam core and generate banners and posters.

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

(1) For the PHB Copy Center, the Contractor shall provide up to 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 (i.e., capable of being connected to the DOJ network), 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, the Contractor shall provide a high quality color copier, an oversize map copier/scanner capable of handling documents 36" wide or larger, with tape binding capability.

(2) For the satellite copy center in MAIN, the Contractor shall provide one (1) high volume copier/scanner network ready and capable of bates stamping documents and printing tabs. For the satellite copy center in Denver, the Contractor shall provide two (2) high volume copier/scanners network ready capable of bates stamping documents and printing tabs.

(f) Providing at least one high quality color copier, a map copier, and tape binding equipment for each facility.

(g) Providing ENRD with a maximum of thirty-one (31) convenience copiers for use throughout the Division (See Attachment (6)) for a list of the current copiers and type at each site). 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.

(h) 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 the time frames established in Attachment (7);

(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 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 provide the equipment and training needed to perform this task.

C.4 SERVICE INTEGRATION

(a) The purpose of having such diverse tasks under one contract is to facilitate coordination and integration of the various administrative services through centralized facilities and management. Contractor staff working on this project must be cross-trained and capable of working in any of the five service areas listed. Contractor staff are required to work in the service areas most needing assistance and are required to be able to transfer among service areas seamlessly.

(b) The Contractor shall ensure that each of the tasks performed under this contract are integrated such that Government employees can ask for multiple tasks to be completed under one service request form. For example, with a single request a Legal Support Assistant should be able to ask the Contractor to bring a specific set of documents from a file room, make 50 copies of the documents and have each set of copies mailed/delivered to 50 different destinations per an addressee list provided by the requestor.

(c) The Contractor shall track all phases of a request, be able to provide the requestor and/or COR with the status if asked, and notify the requestor when the work has been totally completed.

C.5 OPERATION/ADMINISTRATIVE MATTERS

C.5.1 Hours of Operation and Staffing

(a) Facilities are open Monday through Friday. The hours of operation for the individual ENRD facilities are provided below:

PHB Copy Center 8:00 a.m. - 10:00 p.m.

PHB Mail/Fax Center 8:30 a.m. - 5:30 p.m.

PHB Mail Scanning Center 8:30 a.m. - 7:00 p.m.

PHB Supply Center 9:00 a.m. - 5:00 p.m.

MAIN Copy/Mail Center 12:00 p.m. - 7:30 p.m. unless otherwise requested Washington D.C. File Rooms 9:00 a.m. - 6:00 p.m.

Landover, MD Warehouse 9:00 a.m. - 6:00 p.m.

Denver Copy Center 8:00 a.m. - 5:00 p.m.

Denver File Rooms 8:00 a.m. - 5:00 p.m.

(b) No work shall be performed by the Contractor in Government facilities on Thanksgiving Day, Christmas Day, or New Year’s Day. The Contractor shall, when requested, provide staff on all other Federal holidays. The COR will attempt to provide the Contractor with as much advance notice as possible when holiday work is required.

(c) The Contractor shall ensure continuous and adequate coverage during all hours of operation.

Adequate coverage is defined as the staffing needed to perform all reasonably expected work within the service standards established in Attachment (7).

(1) The Contractor shall immediately report to the COR any time the number of employees deviates from the agreed upon staffing levels and expeditiously provide qualified, trained backups to replace any absent employees.

(2) Contractor staff should receive a 15 minute break each morning and afternoon as well as a 30 minute lunch hour. Additional absences from assigned work areas for smoke breaks or personal errands will not be allowed and will result in the employee’s removal from the project.

(d) The Contractor shall report workload statistics to the COR at the end of the month as required in Section F.5.2 of the contract or whenever information is requested.

(e) Should an exceptionally heavy volume of work be requested on a given day, the Contractor shall notify the COR of the need for additional non-Exempt staff and/or overtime, and, upon the COR’s written approval, arrange for the additional staff/overtime needed to complete all tasks for that day.

(f) No additional staff or overtime shall be employed or billed without prior approval by the COR or his/her designee.

(1) Overtime for non-Exempt employees shall be billed as a separate item on the monthly invoice.

(2) Additional staff and/or overtime needed due to poor planning or inefficient management by the Contractor shall be paid for by the Contractor.

(c) Additional staff and overtime do not apply to the Contractor’s Project Managers and General Supervisors.

C.5.2 Professional Standards

(a) Contractor personnel shall always present a professional appearance and demeanor. Radios, MP3 players, CD players and head phones may not be used within the service areas during normal business hours.

When Government employees come to the customer service windows to request assistance, the Contractor shall greet them politely and help in a timely manner.

(b) The service facilities, which are public areas, shall be kept clean and organized at all times. Food and/or drinks may only be kept at the contractor staff’s work station/desk or designated break area (contractor staff are permitted to use the various kitchen/vending facilities located within each of the buildings). No food and/or drink may be kept near any of the machines or Government documents.

(c) To ensure the efficient flow and tracking of materials in and out of the service facilities, the Contractor shall organize work areas in such a way as to ensure the safety and integrity of the materials being processed. Use of technology to assist with these requirements is necessary.

(1) The Contractor shall establish specified staging/holding points within each work area for work received, work in progress, work to be reviewed, and work to be delivered.

(2) At the close of business each day, Contractor employees shall organize and label all work in progress in such a way that the office is presentable and substitute employees can easily continue the work the following day, if necessary.

(d) While Contractor staff must always be helpful and courteous to the Government employees who use the facilities, they must also uphold specified operating procedures. Should Government employees ask the Contractor to deviate from established procedures, the Contractor shall politely explain the existing procedures and/or refer the Government employees to the COR. In all such instances, the COR will make the final judgment on appropriate operating procedures for the facility. Contractor employees shall not deviate from standard operating procedures without specific COR authorization to do so. Failure to follow those procedures may be cause for removal from the contract.

C.5.3 Government Access to Service Areas

C.5.3.1 Copy Centers

(a) During normal business hours, internal access to all Copy Centers will be limited to the contractor staff, the COR, and his/her designee. Access will be provided to other Government personnel via the walk-up service windows.

(b) When contractor employees are not on duty, attorneys and support staff will have internal access to

ENRD Copy Centers and be allowed to use the smaller, less sophisticated pieces of copy equipment. A list of equipment that may be used after-hours by ENRD personnel will be provided to the Contractor at the beginning of the contract.

(c) The Contractor shall immediately notify the COR if it discovers that machines used by

Government personnel after-hours have been damaged, or if work areas have not been left in good order.

C.5.3.2 Supply Center

The PHB Supply Center is a secured facility. Internal access during normal work hours will be limited to the contractor staff, the COR, and his/her designee. Doors to the Supply Center shall remain locked at all times with access for ENRD personnel via the walk-up service windows. No after-hours access is allowed to the Supply Center.

C.5.3.3 File and Mail/Fax Facilities

(a) Government employees shall have 24 hour access to all active file rooms and the Mail/Fax Centers.

Rather than staff the file rooms around the clock, after-hours users shall be able to access the active file rooms at any time and check files out manually.

(b) Government employees will not be allowed access to off-site file warehouses without scheduling an appointment during business hours.

C.5.4 Procedures Manuals

(a) The Contractor shall update existing procedure manuals for Copy/Scan Services, the Mail/Messenger Services, the Fax Services, the File Rooms, and the Supply Rooms as needed throughout each contract year, and submit them for Government review at the beginning of each contact year. The Procedures Manuals will guide contract employees in the conduct of their jobs and assist government employees in understanding how the administrative services will be provided via the various facilities. The Government will review and comment on the Procedure Manuals within ten (10) calendar days of receipt. The Contractor shall make all corrections requested by the Government within ten (10) calendar days of notification by the

COR.

(b) The step-by-step procedures for all activities described under Sections C.6 through C.10 of this contract shall include an index directing users to proper procedures for each task and shall be placed in a three-ring binder to permit the incorporation of new instructions without the need of rewriting or re-ordering the text.

(c) The Contractor shall ensure updated copies of each manual are provided to the COR, the Project Manager, each of the service centers (copy centers, supply rooms, mail rooms, scanning centers and file rooms) and the official contract file.

C.6 MAIL, MESSENGER, AND FAX SERVICES (TASK ONE)

C.6.1 General

(a) Currently mail services are being provided in two locations in Washington, D.C. and one location in Denver. The Government reserves the right to expand the services to other sites or organizations as needed over the life of the contract. The Contractor shall be notified in writing of any expansion in service thirty (30) calendar days prior to the necessary service change.

(b) The Contractor shall provide the following services for ENRD under this task:

• Inter-building mail delivery (Washington, D.C. only)

• Intra-building mail delivery (PHB, MAIN and Denver)

• Mail classification/sorting (PHB, MAIN, and Denver)

• Mail scanning (PHB and Denver)

• Special Messenger/Dedicated Courier service (Washington, D.C. only)

• Fax Services (PHB, MAIN and Denver)

• Processing Electronic Court Documents

(c) In Washington, D.C., mail services are headquartered in the Mail/Fax Center located in Room 2121 of PHB with a satellite mail facility in Room 2343 in the MAIN Building.

(1) Contractor mail couriers with vehicles shall provide regularly scheduled inter-building mail delivery between the Division's two Washington, D.C. locations, the courts (U.S.

District, Claims and Appeals Courts), the Environmental Protection Agency, and other select locations. Service hours will be from 7:00 am to 7:00 pm, local time.

(2) In PHB, Contractor staff shall provide intra-building mail distribution on a designated schedule. The Contractor shall also time/date stamp incoming mail, perform all mail sorting, and prep for mail scanning. Exact staffing levels will be determined at contract award.

(3) In MAIN, a clerk shall time/date stamp incoming mail, sort it into designated mail boxes and deliver faxes and express packages directly to attorney offices as they arrive.

(4) Contractor staff shall perform mail scanning in the central mail facility in PHB. They shall also research and profile the resulting electronic documents to the Division’s document management system (OpenText eDocs DM).

(5) For pick-up and delivery of mail/packages that cannot be accommodated within the routes and/or time schedules of the regularly scheduled inter-building mail runs, the Contractor shall provide an on-call special messenger service.

(6) The Contractor shall also provide a dedicated van and courier to handle ad hoc deliveries and errands for the Division, such as the pickup of files from the Federal Record Center.

(7) The Contractor shall download electronic documents filed with the courts for ENRD cases and profile the resulting PDFs to the Division’s document management systems (OpenText eDocs DM).

(d) In Colorado, mail services will be headquartered in the Denver Field Office, Suite 370, which is the Mail/Copy Center.

(1) This shared area shall be staffed by Copy and Mail Scanning Clerks who will work together as a team on all mail-related tasks.

(2) The Contractor shall distribute incoming mail to Field Office staff once each day by 10:45 am local time.

(3) Contractor staff shall perform mail scanning in the Copy Center. They shall also research and profile the resulting electronic documents to the Division’s document management system (OpenText eDocs DM).

(4) In the late afternoon, the Contractor shall assist with the collection and processing of outgoing U.S. Postal Service and express mail.

C.6.2 Security Procedures Related to Mail Handling and Delivery

(a) Services within Section C.6 are both critical and non-critical. Contractor personnel are responsible for the security of mail in their possession and must do everything possible to prevent unauthorized access, tampering or destruction of the mail.

(b) The Contractor shall ensure that Government mail is never left unattended in public areas where it might be tampered with or stolen. Mail bins may not be left unattended in the public portion of the U.S. Post office, on public streets during loading and unloading, or at building loading docks.

(c) Prior to making deliveries, the Contractor shall always lock and secure their vehicle. Upon returning to the vehicle, the Contractor shall check for any signs of tampering to the truck or the truck’s contents.

(d) The Contractor shall never accept, or agree to deliver, items handed to them on the street by unknown individuals.

(e) All mail picked up from the Division’s Washington, D.C. post office boxes must be taken to the Department’s central mail facility at 3601 Pennsy Drive, Landover, Maryland to be x-rayed prior to delivering it to the designated recipient. This facility is operated by the Justice Management Division (JMD), and its personnel will conduct the x-raying while the Contractor waits.

(f) The Contractor shall ensure that all employees working in Government mail rooms are familiar with the criteria used to evaluate and identify packages as being “suspicious” as well as the emergency procedures to be used when a suspicious package has been identified (see Attachment (8)).

C.6.3 Volume of Mail

C.6.3.1 Incoming Mail Volume - Washington, D.C

(a) ENRD receives U.S. Postal Service (USPS) mail via two Post Office boxes at Ben Franklin Station. In addition, the Division receives USPS mail and inter-office mail via the satellite JMD mail facility in the basement of the MAIN Building, Room B-103.

(1) Post Office Boxes - The Contractor shall pick-up USPS mail from the Post Office boxes once in the morning and once in the afternoon. The volume of mail picked-up from the post office boxes will vary throughout the week but will average approximately 300 pieces of mail per day.

(2) JMD Mail Facility - The Contractor shall pick-up USPS and inter-office mail from the satellite JMD mail facility each time the courier is at the MAIN Building (5 times per day).

(b) The Contractor shall receive and track all accountable mail received in the PHB and MAIN mail facilities. Accountable mail is defined as mail that is sent via special courier and/or has a tracking number.

This would include certified mail through the Post Office, express mail from companies like Federal Express and UPS and any special courier deliveries.

(1) Federal Express and UPS will deliver their express packages to the central mail room (PHB, Room 2121). Accountable mail packages shall be logged in by the Contractor upon arrival. Once the packages have been logged in, the mail staff will deliver the packages to the recipient.

(2) Since express couriers are not allowed to deliver inside the MAIN Building, the litigating sections in this building (Appellate and Law and Policy), address their express packages to the PHB mail room. The Contractor staff in the PHB Mailroom shall log in all packages received for components located in the MAIN building and stage them for the inter-building mail staff to deliver to the contractor mail room in MAIN.

C.6.3.2 Incoming Mail Volume - Denver

The Field Office receives a single delivery of USPS mail each morning, and the Contractor shall distribute that mail. Additionally, the Contractor shall receive the incoming express mail, and, after logging the packages, distribute them directly to the recipients.

C.6.3.3 Outgoing Mail Volume - Washington, D.C. and Denver

(a) The volume of mail picked-up and delivered to other DOJ buildings, other Government agencies, the Courts, or the U.S. Postal Service will vary greatly depending on the litigation activities occurring within the Division. Outgoing mail generally includes business size and interoffice envelopes but periodically will include multiple boxes as well.

(b) In Washington, D.C., the Contractor shall pick-up outgoing mail from designated spots within each building throughout the day.

(c) In Denver, the Contractor shall pick-up outgoing mail from designated spots within the Field Office no later than 3:30 p.m. local time and take it to the Postal Service substation on the first floor of the building in time to make the last USPS pick-up at 4:00 pm local time.

(d) If requested, the Contractor shall assist with the delivery of outgoing express mail to a designated pickup point. In PHB, outgoing express packages are taken to Room LL108. In MAIN, express packages are taken to the JMD mail facility in B-103. In the Field Offices, the Contractor shall assist with making arrangements for an express mail pickup, if requested. While the volume of outgoing express mail will vary each day, the Contractor shall ensure all of it is delivered to the pickup point whether it is one package or so many packages it takes multiple trips to drop them off.

C.6.3.4 Mass Mailings - Washington, D.C. and Denver

(a) Litigation schedules routinely require mass mailings be sent out by all Sections. A mass mailing is defined as the shipment of a common set of documents to a specific list of recipients. A single envelope is sent to each recipient and the number of recipients can range from twenty (20) to one thousand (1,000).

(b) The Contractor shall help print the letter, prepare and affix mailing labels, stuff the envelopes for the mass mailing, affix the postage, and transport the mail to a postal facility.

C.6.3.5 Mail Scanning - Washington, D.C. and Denver

Each day the Contractor shall use Government provided software to scan incoming case-related mail and create PDF’s for the Division’s attorneys (see Section C.6.8).

C.6.4 Mail Delivery - General Parameters

(a) On a daily basis, the Contractor shall provide scheduled pick-up and delivery of official Government mail and related materials in accordance with the schedule published in Attachment (4). A map of the pick-up/delivery locations is also provided in Attachment (3).

(b) Departure times and procedures for regularly-scheduled runs and in-house mail pick-ups and deliveries are set by the Government and must be followed precisely unless otherwise instructed by the COR.

The Contractor shall ensure that all mail/messengers are aware of the schedule and perform their duties according to the latest procedures and time schedules.

(1) Unless otherwise instructed by the COR or the COR's staff, runs shall begin no later than fifteen minutes after the scheduled time.

(2) The run may not begin before the scheduled time, and, during the run, the messenger may not depart from a required pick-up/delivery point before the scheduled time.

(3) All required pick-up/delivery stops must be covered in each of the scheduled runs. The Contractor shall provide procedures and/or technology to track deliveries and verify that couriers are making their rounds on schedule.

(4) The contractor shall complete each run within the specified time period unless unusually heavy volume or other unforeseen circumstances (i.e., traffic grid-lock, broken elevators, etc.)

result in delays. Such circumstances are subject to verification by the COR and must be reported to the COR immediately in order to release the Contractor from the time limit requirements for that particular run.

(c) Inter-building mail delivery to the designated facility shall be completed according to the schedule published in Attachment (4).

(d) Intra-building mail delivery shall be completed according to the schedule agreed upon at contract award.

(e) Regularly scheduled runs may not be combined with other ENRD runs or runs made by the Contractor for other Government clients not related to this contract unless authorized by the COR.

(f) The Government reserves the right to make changes in the mail delivery schedules and locations as needed over the life of the contract. The Contractor will be notified in writing of such changes at least twenty-four (24) hours prior to the changes taking effect.

(g) The Contractor shall ensure that pick-up/delivery requests are handled in accordance with all written and verbal instructions received from the COR.

(h) From time to time, the Contractor may be asked to follow specific, unique instructions for a particular pick-up/delivery. These instructions will normally be provided by the requestor and will usually appear in writing on the envelope. Should these special instructions exceed the Contractor's available resources or conflict with the Contractor's responsibilities as stated under the contract, the Contractor shall notify the COR or his/her designee immediately. The COR will work with the Contractor and the requestor to determine the best way to successfully complete the pick-up/delivery.

C.6.5 Inter-Building Mail Delivery

(a) The Contractor shall provide inter-building mail delivery only for ENRD’s Washington, D.C.

offices. The first inter-building mail run of the day shall begin with the Contractor’s courier picking up incoming USPS mail from post office boxes at The Ben Franklin Station Post Office (see mail schedule in

Attachment (4)).

(b) Ben Franklin Station Post Office is at 1200 Pennsylvania Avenue in the Ariel Rios Building. The Post Office is located on the first floor of this building.