DJJK-09-RFP-0585 Amendment 3 final version.pdf

Solicitation DJJK-09-RFP-0585 ENRD Service Center Support

UNITED STATES DEPARTMENT OF JUSTICE

REQUEST FOR PROPOSALS

FOR

ADMINISTRATIVE SUPPORT SERVICES

RFP # DJJK-09-RFP-0585

FEBRUARY 2009

As amended via Amendment # 3 (March 31, 2009)

SECTION B - SUPPLIES/SERVICES/PRICES

B.1 GENERAL

(a) The Contractor shall provide, in accordance with the requirements specified herein, all resources necessary to furnish professional and non-professional services in support of the Environment Division’s Administrative Support Contract. All requirements will be fulfilled on an Indefinite Delivery/Indefinite Quantity (ID/IQ) task order basis. Individual task orders placed under the proposed contract may be issued on a firm fixed-price, labor-hour, or time-and-materials basis, or any combination thereof.

(b) The proposed contract is expected to include a base period and five (5) option periods as described in the table below. See Section F.1 for complete contract term and option information.

Contract Term

Base Period 10/01/2009 thru 09/30/2010 Option Period I 10/01/2010 thru 09/30/2011 Option Period II 10/01/2011 thru 09/30/2012 Option Period III 10/01/2012 thru 09/30/2013 Option Period IV 10/01/2013 thru 09/30/2014 Option Period V 10/01/2014 thru 09/30/2015

(c) The anticipated date of award for the proposed contract is August 01, 2009; full performance of the contract is expected by commence by October 01, 2009. The current contract, 03-C-0754 with Pitney Bowes Government Solutions, Inc. will be extended, as necessary, to accommodate the re-compete and transition to the new contract. The length of an extension, if needed, will depend on when the follow-on contract is awarded. Because the continuing provision of support services is essential to the operation of the Environment Division, 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.5.2 (e) of the solicitation.

B.2 MINIMUM AND MAXIMUM AMOUNTS

(a) The Department will order a minimum amount of $50,000.00. The Department 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 each contract. The exercise of the renewal options (see Section F.1.1) does not re-establish the contract minimum. During the life of this contract, the Department 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 Department will exercise the option for the next year.

(b) There are no maximum quantities or amounts for each individual CLIN, task order 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.

(c) The quantities identified for each Contract Line Item Number (CLIN) in the Pricing Table in Attachment 19 are estimates for evaluation purposes only and will be used to calculate the total price of each offeror=s proposal and will not be included in the final contract. The quantities represent the Government's best estimate of service requirements as they relate to contract support and do not necessarily represent actual or budgeted/funded needs. There is no guarantee that the estimates for each CLIN/contract period will accurately reflect actual quantities ordered in the performance of the contract.

B.3 PRICING

(a) All 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 19. The following definitions apply to the pricing tables:

(1) Contract line item number (CLIN). Unique number associated with each separately priced item in the contract. The CLIN structure is composed of a prefix and a core number. The prefix corresponds to the contract period as follows: “0” for the base period, “1” for the first option period, “2” for the second option period, etc. The core number distinguishes the labor and copiers CLINS and other direct costs.

(2) Hourly Rate. Services provided on a T&M or LH basis must be billed at the hourly rates specified in the table. All hourly rates must be fixed unit prices that include all costs and profit necessary to provide the level of service specified in the contract. For personnel not exempt from the Service Contract Act (SCA), the Contractor shall pay at least the minimum pay and fringe benefits set forth in the Area Wage Determination (AWD) applicable to where the personnel are working.

(3) 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.4.

(4) 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 (see Section F.4), the billable rate for hours worked is the “holiday” rate. Overtime and Holiday rates will only be allowed if specifically authorized, or authorized in advance in writing (including e-mail or fax) by the Contracting Officer’s Technical Representative (COTR, see Section G.1.2). For exempt employees, all work shall be billed at the “regular time” rates.

(5) Other Direct Costs (ODC). Classes or categories of supplies and services which are not included in the Hourly Rate or Firm Fixed-Price CLINs. NOTE: All ODC’s, regardless of the geographical location where the expense was incurred, shall be invoiced against CLIN 17001 and/or 17002. Each invoice shall include sufficient back-up detail as specified in Section G.3 so the COTR may determine if the ODC is reasonable to approve.

(6) Multiplier. The factor (fixed unit price) to be applied against the actual cost of an "other direct cost" item to cover administrative handling expenses. The fixed multiplier for each ODC CLIN includes all administrative handling costs associated with the CLIN. The multiplier is to be applied against the actual 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 travel. It is not permissible for the subcontractor to apply a markup to the travel costs 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 multipliers for Other Direct Costs are not subject to the FAR Price Adjustments clause (52.222-43) included in Section I.1 of this solicitation/contract.

(7) Delivery, Month/Copier, and Page. The CLINs covering Special Messenger Services, Copiers and Excess Copy Charges are all on a firm fixed-price basis. All prices include all costs and profit necessary to provide the level of service specified in the contract and must be consistent with the unit of measure cited on the corresponding CLIN. See Section L.4.3 for detailed proposal preparation instructions regarding these CLINs

(b) The Contractor is reminded that only the Contracting Officer is authorized to obligate funds under this contract, and that the Contractor shall not perform any services that would cause it to exceed the contract ceiling amount established by the Contracting Officer in each task order. At or near the conclusion of each period, the Contracting Officer may de-obligate, via formal modification, any excess funds from each task order. This modification shall establish a revised ceiling price the Department is not obligated to pay the Contractor any amount in excess of this revised ceiling price.

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 COTR. 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 COTR) 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. The current Federal Travel Regulations and per diem rates can be accessed at http://www.gsa.gov

(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 Environment Division user community. All training is subject to the approval of the COTR. The Government will reimburse the Contractor for the costs of training individuals in specific subject matter areas as approved by the COTR.

B.4 PRICE ADJUSTMENTS 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). Applicability of the SCA is limited to those "non-exempt" CLINs as delineated in paragraph (b) below. 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 Determination contained in Attachment 17. 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 541are 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 its proposal and accepted by the Government. See Section L.4.4.

(c) No price (fixed unit prices) adjustments will be made during the base period of this contract to any CLINs except as may be allowed and appropriate under Section B.3 and the SCA for non-exempt, hourly rate based positions. See the FAR Price Adjustments clause (52.222-43) at http://www.gsa.gov/

Section I.1.

(d) There will be no adjustment to the hourly rate CLINs for “exempt” labor categories at any time during the course of subject contract, inclusive of any or all options exercised.

(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.1 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 hourly rate(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 (see Section I.1), 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

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. The first Administrative Support Services Contract was awarded in May 1997 to Labat-Anderson Inc.; the second contract was awarded in May 2003 to Pitney Bowes Government Solutions, Inc. Both contracts included a base period and four option years.

ENRD is one of six litigating divisions in the Department of Justice. The Division employs approximately 668 attorneys and legal support professionals, most of who are stationed in two buildings in the Washington D.C. area. As part of the contract, some support services may also be provided to the Division=s field offices in Denver, Sacramento, San Francisco, Anchorage and Seattle (See Location Matrix in Section J, Attachment 1). 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.

The administrative support services for ENRD are based in the Patrick Henry Office Building (PHB) located at 601 D. Street, NW. This building also houses the largest group of Division personnel (approximately 550 employees). The primary Division copy center is located on the 8th floor at PHB with the Supply Center on the 3rd floor and Mail/Fax Center on the 2nd floor. In addition, PHB has three contractor-managed file rooms. A satellite file/mail/fax room and copy center 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 (1961 Stout Street, 8th floor) which houses approximately 50 employees. 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 COTR 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 10+ years. ENRD is currently implementing their latest JCON upgrade, referred to as JCON4, and will finish this install in Spring of 2009. 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.

ENRD’s JCON upgrade began in November 2008 and should be completed by Spring of 2009. The new JCON hardware will consist of components acquired from Cisco and Dell.

The network servers will consist of Intel-based hardware running the Windows Server 2003 or Server 2008 operating system. In addition to standard Intel-based servers, ENRD utilizes virtual servers running under VMware ESX which also run Windows Server 2003 or 2008. These servers will host all of the Division's JCON shared software services, primarily electronic mail software (Microsoft Exchange) and electronic document management (OpenText=s Livelink ECS-eDOCS DM, formerly Hummingbird DM). There are several servers in each building, but the Division has centralized most email and administrative functions at its 601 D Street location.

The ENRD network equipment will consist of Cisco Catalyst 4500 10/100/1000Base-TX switched hubs for user connections along with Cisco Catalyst 6500 devices in the computer room. Each closet switch will be connected via a 10 GB fiber uplink to the Catalyst 6500. The servers and user PCs will 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 will come from Dell Inc. and consist of Intel Core2 Duo processors, 2 GB RAM, 160 GB Hard Drive, 22 inch flat-screen LCD monitors, and a PCI 10/100/1000 Mbps NIC. The PCs will run Windows Vista 32-bit, Corel WordPerfect Suite, MS Office 2007, Livelink ECS-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 ENRDs 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 sufficient qualified staff, and acquiring and maintaining all necessary equipment, vehicles and supplies, with the exception of the items listed in Section J, Attachment 2 of this contract, in order to successfully perform these tasks.

The Contractor shall be responsible for pre-screening for suitability all persons proposed for work under this contract and for ensuring that all such persons have submitted to the Government the security investigation forms specified in Section H.6.1.3, 15 calendar days after the signature date on the contract, which is approximately 30 calendar days before the performance start date of the contract.

This statement of work consists of five major tasks which shall be performed for ENRD at multiple locations in the Washington, D.C. 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 (see Section J, Attachment 3 for a complete list).

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 be required to 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 also be required to continuously update existing procedure manuals for each task area (see Section F.6.3 regarding maintenance of procedure manuals). 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 and Messenger Services - The Contractor shall provide a variety of mail services to the Government. At contract award these services will be provided only to ENRD offices in Washington, D.C. and Denver but may be expanded to other agencies/components at a later date.

C.3.1.1.1 In Washington, D.C. responsibilities shall include:

C.3.1.1.2 Transporting ENRD mail between 10 sites on a schedule specified by the Division (see Section J, Attachment 4 for the current schedule);

C.3.1.1.3 Receiving, sorting, and delivering non-case related mail to section mail rooms within ENRD buildings on a bi-hourly schedule;

C.3.1.1.4 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;

C.3.1.1.5 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;

C.3.1.1.6 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;

C.3.1.1.7 Collecting outgoing Federal Express packages, as requested, and delivering them to the appropriate drop-off site within each building;

C.3.1.1.8 Providing special messenger service to sites anywhere in the Washington metropolitan area;

C.3.1.1.9 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.

C.3.1.1.10 In the Denver Field Office responsibilities shall include:

C.3.1.1.11 Receiving, sorting, and delivering incoming mail and express packages to Field Office staff once each morning;

C.3.1.1.12 Receiving, sending, and delivering fax transmissions on an hourly schedule;

C.3.1.1.13 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;

C.3.1.1.14 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.

C.3.1.2 Task Two: Faxing Services - The Contractor shall provide a variety of fax services for Government clients in Washington, D.C. and Field Office locations. At contract award, the Contractor will be providing fax services to ENRD in PHB, MAIN and the Denver Field Office. These services may be expanded to other agencies/components at a later date.

Specific duties shall include:

C.3.1.2.1 Receiving incoming fax transmissions at central facilities staffed by contractor personnel;

C.3.1.2.2 Tracking receipt of incoming fax transmissions by recording time received, sender, section and recipient information on logs to be provided by the Contractor;

C.3.1.2.3 Scanning incoming faxes and E-mailing them to Division attorney=s as PDF=s in addition to delivering the paper copy;

C.3.1.2.4 Delivering faxes to individual offices on a bi-hourly schedule;

C.3.1.2.5 Processing outgoing fax transmissions at the request of Government personnel and returning the faxed documents and Fax Confirmation Sheet to the requestor;

C.3.1.3 Task Three: Copy/Scan Services - The Contractor shall provide a full range of copy and scanning services including equipment, staff and maintenance for Government clients. At contract award, the Contractor will be providing these services only to ENRD.

These services may be expanded to other agencies/components at a later date. Specific duties shall include:

C.3.1.3.1 Managing ENRD=s three copy/scan centers 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 813 of the Denver Field Office (See Section J, Attachment 5 for pictures of all facilities);

C.3.1.3.2 Providing a variety of binding and finishing services in the Copy/Scan 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.3.1.3.3 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;

C.3.1.3.4 Providing graphics support for trials and various Division functions. Using an oversize color scanner and printer provided by ENRD, the Contractor will print and mount demonstrative exhibits on foam core and generate banners and posters. The

Contractor will be trained on the equipment at the beginning of the contract;

C.3.1.3.5 Providing high volume, reliable copier/scanner equipment for all copy center locations in ENRD;

C.3.1.3.6 For the PHB Copy Center, the Contractor shall provide 4 high volume, high speed 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 needed;

C.3.1.3.7 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. A high quality color copier, a map copier, and tape binding equipment are also required for each facility;

C.3.1.3.8 In addition, the Contractor shall provide ENRD with a total of 31 convenience copiers for use throughout the Division (See Section J, Attachment 6 for a list of the current copiers 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; and

C.3.1.3.9 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.3.1.4 Task Four: 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. At contract award, it’s anticipated that the Contractor will provide supply services only for ENRD but services may be expanded to other agencies/components at a later date. Specific duties shall include:

C.3.1.4.1 Dispensing and delivering supplies to Division personnel upon request and within the time frames established in Section J, Attachment 3;

C.3.1.4.2 Maintaining adequate stock levels and submitting timely resupply orders to Government personnel for approval prior to making purchases;

C.3.1.4.3 Tracking requests, and supply inventories on logs provided by the Contractor.

C.3.1.5 Task Five: Records Management Services - The Contractor shall operate a series of file rooms for both active and inactive case files for Government clients. At contract award, the Contractor will be providing records management services only for ENRD=s Washington, D.C. and Denver Field Offices. These services may be expanded to other agencies or components at a later date. Specific duties shall include:

C.3.1.5.1 Managing file rooms for ENRD=s active case files at PHB (3), and the Denver Field Office (1);

C.3.1.5.2 Managing two ENRD off-site warehouses where inactive and closed files will be stored and processed; one in Forestville, Maryland and another in the Custom House, in Denver, Colorado;

C.3.1.5.3 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;

C.3.1.5.4 Retrieving and delivering files to DOJ personnel upon request;

C.3.1.5.5 Tracking official case files on the automated records management system provided by the Government;

C.3.1.5.6 Archiving closed case files in coordination with the Government=s Records Management staff;

C.3.1.5.7 Coordinating transportation of files between Government sites and the Federal Record Center; and

C.3.1.5.8 Processing documents filed electronically with the various courts and received in ENRD via E-mail. The Contractor shall download the documents from the Court’s website, print a paper copy for the files and save a PDF version into the attorney’s document management system.

C.4 SERVICE INTEGRATION

C.4.1 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 shall be cross-trained and capable of working in any of the five service areas listed.

C.4.2 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 further explanation of “service request form”, see Section C.8.2.5.1. 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.4.3 The Contractor shall track all phases of a request, be able to provide the requestor and/or COTR 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

C.5.1.1 The hours of operation for the individual ENRD facilities vary depending on the needs of the group being served. The current operating schedules are as follows:

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 Center 10:00 a.m. - 7:00 p.m.

MAIN Mail/Fax Center 8:30 a.m. - 5:00 p.m.

Washington D.C. File Rooms 9:00 a.m. - 6:00 p.m.

Forestville, 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.

Facilities are open Monday through Friday. Service areas are busiest between the hours of 10:00 a.m. to 6:00 p.m.

C.5.1.2 No work shall be performed by the Contractor in Government facilities on Thanksgiving Day, Christmas Day, or New Year=s Day. Other Federal Holiday may not be exempt from coverage.

C.5.1.3 The Contractor shall, when requested, provide staff on all other Federal holidays (see Section F.4). The COTR will attempt to provide the Contractor with as much advance notice as possible when holiday work is required.

C.5.1.4 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 Section J, Attachment 3 and adherence to the adequate work force outlined in Section C.12.1.

C.5.1.4.1 The Contractor shall immediately report to the COTR any time the number of employees deviates from the agreed upon staffing levels and expeditiously provide qualified, trained backups to replace any absent employees.

C.5.1.4.2 At contract award, the Government and the Contractor will agree to an initial staffing plan and schedule. Staffing levels and work schedules will then be re-evaluated as needed over the life of the contract based workload statistics.

C.5.1.4.3 The agreed upon staffing plan and schedule will include set break times for each position. 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 Asmoke breaks@ or personal errands will not be allowed and will result in the employee=s removal from the project.

C.5.1.5 The Contractor shall report workload statistics to each COTR at the end of the month as required in Section F of the Solicitation/contract or whenever information is requested.

C.5.1.6 Should an exceptionally heavy volume of work be requested on a given day, the Contractor shall notify the COTR of the need for additional non-Exempt staff, and, upon the COTR=s verbal approval, arrange for the hourly priced supplemental support services needed to complete all tasks for that day.

C.5.1.7 No billable supplemental services shall be employed or billed without prior approval by the COTR or his/her designee.

C.5.1.7.1 Supplemental service charges for non-Exempt employees shall be billed as a separate item on the monthly invoice (see Section B).

C.5.1.7.2 Supplemental services needed due to poor planning or inefficient management by the Contractor will be paid for by the Contractor (see Section F of the solicitation/contract).

C.5.1.7.3 Supplemental services do not apply to the Contractor=s Project Managers and General Supervisors, who are priced separately under this contract to include their services as needed at all times.

C.5.2 Professional Standards

C.5.2.1 The contractor staff must always present a professional appearance and demeanor.

The service facilities, which are public areas, shall be kept clean and organized at all times.

C.5.2.2 When Government employees come to the customer service windows to request assistance, the Contractor shall greet them politely and help in a timely manner.

C.5.2.3 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.5.2.4 Radios, MP3 and CD Players may not be used within the service areas during normal business hours.

C.5.2.5 To ensure the efficient flow and tracking of materials in and out of the service facilities, work areas shall be organized in such a way as to ensure the safety and integrity of the materials being processed.

C.5.2.5.1 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.

C.5.2.5.2 At the close of business each day, contractor employees will 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.

C.5.2.6 The contractor staff must always be helpful and courteous to the Government employees who use the facilities, but they must also uphold specified operating procedures.

Should Government employees ask the Contractor to deviate from established procedures, the Contractor will politely explain the existing procedures and/or refer the Government employees to the contractor supervisor, contract project manager, or the COTR. In all such instances, the COTR will make the final judgment on appropriate operating procedures for the facility.

C.5.2.7 Contractor employees shall not deviate from standard operating procedures without specific COTR authorization to do so. Failure to follow those procedures will be cause for removal from the contract.

C.5.3 Government Access to Service Areas

C.5.3.1 Copy Centers

C.5.3.1.1 During normal business hours, internal access to all Copy Centers will be limited to the contractor staff, the COTR or her designee. Access will be provided to other Government personnel via the walk-up service windows.

C.5.3.1.1.1 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.5.3.1.1.2 The Contractor shall immediately notify the COTR if it=s discovered 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 COTR or 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

C.5.3.3.1 Government employees shall have 24 hour access to all active File Rooms and the Mail/Fax Centers.

C.5.3.3.2 Government employees will be required to sign out any files or faxes removed from these facilities in logs provided by the Contractor.

C.5.3.3.3 The Contractor shall ensure that the appropriate logs are readily available when they depart the facility each evening.

C.5.3.3.4 The Contractor shall review the logs each morning and, in the case of the records management log, update the electronic records management system (FileSurf) to record any files signed out the night before (see Section C.10.1.3.3).

C.5.3.3.5 Government employees will not be allowed after hours access to off-site file warehouses.

C.5.4 Safeguarding Government Materials

C.5.4.1 All supplies, equipment, and documents provided by the Government for pick-up, delivery or reproduction under the terms of this contract are the property of the Government.

Except as necessary in the performance of services associated with this contract, contractor personnel shall not remove any such property from the place of contract performance nor shall they share, reveal, divulge, or publicize any matters dealt with under this contract.

C.5.4.2 At all times, contractor personnel shall take appropriate measures to safeguard all Government mail, documents and property against damage, loss, and/or theft. The Contractor shall immediately notify the COTR if any Government mail, documents, or property are found to be damaged, lost or stolen. See Section C.6.2 for specific safeguards related to handling and delivering Government mail.

C.5.4.3 The documents that the Contractor will handle have immediate value for Government attorneys and often have continuing reference value and historical significance after a case has closed. As such, they embody an invaluable and irreplaceable resource for the Government. The Contractor must handle all documents with appropriate care and respect for their preservation. Anyone who should willfully and unlawfully conceal, remove, mutilate, obliterate, falsify, or destroy a government record, or whoever should attempt to do so, may be subject to a fine of up to $2,000 and imprisonment for up to 3 years (18 U.S.C. ' 2071).

C.5.4.4 The Contractor shall inform its officers and employees of the penalties for improper disclosure (of any system data) imposed by the Privacy Act of 1974, 5 U.S.C. 552a.

Specifically, 5 U.S.C. 552a(I)(1), which is made applicable to contractors by 5 U.S.C.

552a(m)(1), provides that any officer or employee of a contractor who, by virtue of his/her employment or official position, has possession of or access to agency records which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act or regulations established hereunder, and who knowing that disclosure of the specific material is prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.

C.6 MAIL AND MESSENGER SERVICES (TASK 1)

C.6.1 Overview/Summary of Requirement

C.6.1.1 Currently mail services are being provided in 2 locations in Washington, D.C. and the Denver Field Office. The Government reserves the right to expand the services to other sites or organizations as needed over the life to the contract. The Contractor shall be notified in writing of any expansion in service 30 days prior to the necessary service change.

C.6.1.2 The Contractor shall provide six 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)

• Docketing (Washington, D.C. only)

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

C.6.1.3 The goal of the mail/messenger services is to provide expedient, accurate, and safe delivery of time sensitive documents and packages among the offices of the Division, its client organizations, the Courts, and other specified destinations.

C.6.1.4 In Washington, D.C., mail services will be headquartered in the Mail/Fax Center located in Room 2121 of PHB with a satellite mail facility in Room 2630 in the MAIN Building.

C.6.1.4.1 Mail couriers with vehicles will 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 a.m. to 7:00 p.m.

C.6.1.4.2 In PHB, contractor staff will provide intra-building mail distribution on a bi-hourly schedule. They will also time/date stamp incoming mail and perform all mail sorting and prep for mail scanning. Exact staffing levels will be determined at contract award. Service hours will be from 8:30 a.m. to 5:00 p.m.

C.6.1.4.3 In MAIN, a clerk will time/date stamp incoming mail, sort it into designated mail boxes and deliver faxes and express packages directly to attorney offices as they arrive. Service hours will be from 8:30 a.m. to 5:00 p.m.

C.6.1.4.4 Contractor staff will perform mail scanning in the central mail facility in PHB. They will also research and profile the resulting electronic documents to the Division=s document management system (Hummingbird DM). Service hours are from 8:30 a.m. to 7:00 p.m.

C.6.1.4.5 Contractor shall also review incoming mail and add designated information from the document to the Division=s Case Management System (CMS). This is referred to as Adocketing@.

C.6.1.4.5.1 CMS is used to track the activities surrounding each case the Division litigates. The clerks will open new cases in CMS, note important case events (e.g., hearings, agreements), and close cases.

C.6.1.4.5.2 The Contractors will provide 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.6.1.4.6 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.

C.6.1.4.7 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.

C.6.1.5 In the Denver Field Office, mail services will be headquartered in Room 813, the Mail/Copy Center.

C.6.1.5.1 This shared area will be staffed by Copy and Mail Scanning Clerks who will work together as a team on all mail-related tasks.

C.6.1.5.2 Distribution of incoming mail to Field Office staff will occur once each day at 10:45 a.m.

C.6.1.5.3 O The clerks who perform mail scanning in the Mail/Copy Center, will also research and profile the resulting electronic documents to the Division’s document management system (Hummingbird DM). Service hours are from 8:00 a.m.

to 5:00 p.m.

C.6.1.5.4 In the late afternoon, the Contractor shall assist with the collection and processing of outgoing U.S. Postal Service mail.

C.6.2 Security Procedures Related to Mail Handling and Delivery

Services within this section are both critical and non-critical.

C.6.2.1 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.

C.6.2.2 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.6.2.3 Prior to making deliveries, couriers must always lock and secure their vehicles. Upon returning to the vehicle, couriers should check for any signs of tampering to the truck or the truck=s contents.

C.6.2.4 The Contractor shall never accept, or agree to deliver, items handed to them on the street by unknown individuals.

C.6.2.5 While not currently part of the standard operating procedures for processing mail, the Contractor may be called upon in the future to use products and/or equipment supplied by the Government to test the mail and/or post office boxes for contaminants.

C.6.2.6 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 3370 V Street, NE to be x-rayed prior to delivering it to the designated recipient. This facility is operated by the Justice Management Division (JMD) and their personnel will conduct the x-raying while the courier waits.

C.6.2.7 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 Asuspicious@ as well as the emergency procedures to be used when a suspicious package has been identified (see Section J, Attachment 7).

C.6.3 Volume of Mail

C.6.3.1 Incoming Mail Volume - Washington, D.C.: ENRD receives U.S. Postal Service (USPS) mail via ten Post Office boxes at Ben Franklin Station and four Post Office boxes at L=Enfant Plaza 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.

C.6.3.1.1 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. Mail volume will be highest on Mondays and Fridays.

C.6.3.1.2 JMD Mail…