RFP DOCUMENT.doc

REQUEST FOR PROPOSAL (RFP) #: GS-00P-11-CY-D-0018

ADMINISTRATIVE SUPPORT SERVICES FOR PBS CENTRAL OFFICE

THIS PROCUREMENT IS 100% SMALL BUSINESS SET ASIDE.

General Services Administration

Public Buildings Service

Center for Acquisition Services

Washington, DC

REQUEST FOR PROPOSAL (RFP)

SOLICITATION NO: GS-00P-11-CY-D-0018

PROJECT: ADMINISTRATIVE SUPPORT SERVICES

LOCATION:

U. S. General Services Administration public buildings service

1800 F Street, nw

WASHINGTON DC 20005

SOLICITATION ISSUE DATE: Thursday, January 13, 2011

OFFER DUE TO:

GENERAL SERVICES ADMINISTRATION (GSA)

PUBLIC BUILDINGS SERVICE (PBS)

CENTER FOR ACQUISITION SERVICES

1800 F STREET, NW, ROOM 4032

WASHINGTON, DC 20405

DATE AND TIME DUE: Thursday, January 25, 2011

2:00 P.M. (Local Time)

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO:

Paris N. Marshall, Contract Specialist, Center for Acquisition Services

E-mail: paris.marshall@gsa.gov

GSAM 515.406-1: UNIFORM CONTRACT ACT

GSA’s hours of operation are 8:00 am to 5:00 pm. Requests for pre-award debriefings postmarked or otherwise submitted after 4:30 p.m. will be considered submitted the following business day. Requests for post-award debriefings delivered after 4:30 p.m. will be considered received and filed the following business day. This solicitation and any documents related to this procurement will be available on the Internet. All Contractors downloading the solicitation shall notify this office in writing (either by electronic mail or facsimile) in order to be placed on the plan holders’ list. Contractors are responsible for downloading their own copy of the solicitation and amendments, if any. The WWW address of the Federal Business Opportunities web page is http://www.fedbizopps.gov. It is the Contractor’s responsibility to monitor this site for the release of the solicitation and amendments, if any. Contractors may register for electronic notification of postings to the site.

TABLE OF CONTENTS

Section/Title

Page(s)

· SECTION A

STANDARD FORM 1449

· SECTION B – CONTINUATION FROM STANDARD FORM 1449

B.2

Continuation from Block 19 – Contract Line Item Numbers

3– 4 B.1

Continuation from Block 20 – Schedule of Supplies/Services 3 - 4

· SECTION C – CONTRACT CLAUSES

C.1

FAR Part 52.212-4, Contract Terms and Conditions –

Commercial Items

C.2

Addendum to FAR Part 52.212-4

5 – 8

· SECTION D – CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS

Attachment I Statement of Work

9 - 26 Attachment II Contract Discrepancy Report (CDR)

27 - 28 Attachment III Performance Measures

29 – 30 Attachment IV Quality Assurance Plan

31 - 32

Attachment V Security Requirements

33 - 34 Attachment VI GSA/PBS IT Policies and Guidelines

35 - 36

· SECTION E – SOLICITATION PROVISIONS

E.1

FAR Part 52.212-1, Instructions to Offerors – Commercial Items

E.2

Addendum to FAR Part 52.212-1

37 – 40 E.3

Proposal Evaluation

40 – 41 E.4

FAR Part 52.212-3, Offeror Representations and

41 - 52 Certifications – Commercial Items

PART B - CONTINUATION FROM STANDARD FORM (SF) 1449

BLOCKS 19 AND 20 – CONTRACT LINE ITEM NUMBERS AND SCHEDULE OF SERVICES

To be considered for award, the Contractor must propose total firm-fixed hourly rates/prices to perform the services in this Request for Proposal (RFP).

A. Base Year: March 1, 2011 through February 29, 2012

B. Option One: March 1, 2012 through February 28, 2013

C. Option Two: March 1, 2013 through February 28, 2014

D. Option Three: March 1, 2014 through February 28, 2015

E. Option Four: March 1, 2015 through February 29, 2016

2.

ESTIMATED TRAVEL COSTS

If travel is authorized, all costs will be reimbursed to the contractor by the Government in accordance with the Federal Travel Regulation (FTR) as defined in FAR Part 31.205-46, Travel Costs.

3.

VALIDITY OF CONTRACTOR’S PROPOSAL

The Contractor’s proposal must be good for at least one year from the date of proposal submission.

4.

TRAVEL AND TRAINING

Contractor travel is not anticipated as a routine part of this contract. However, during the performance of this contract, travel may be required. If required, travel shall be approved in advance by the Contracting Officer’s Representative (COR) and paid by the Contractor. At the conclusion of the travel, Contractor shall be reimbursed in accordance with the Federal Travel Regulations and FAR Part 31 including per diem allowances for overnight travel, upon submission of adequate supporting documentation.

PART C – CONTRACT CLAUSES

C.1

52.212-4, CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS –

INCORPORATED BY REFERENCE (See Standard Form 1449, Block 27a)

C.2

ADDENDUM TO FAR PART 52.212-4

1.

INSPECTION AND ACCEPTANCE OF SERVICES

The Contracting Officer (CO), unless delegated to the Contracting Officer’s Representative (COR) will be responsible for inspecting products/services furnished under the contract.

2.

QUALITY ASSURANCE

The Government will evaluate the Contractor’s performance under this contract using the method of surveillance deemed appropriate. If the CO and/or the COR reveals contract provisions are not being met, the discrepancy will be brought to the attention of the Contractor for correction for schedule of deliverables and performance measures.

If the Contractor fails to correct any deficiencies under the contract, the Government shall have the right to (1) require the Contractor to immediately take all the necessary steps to ensure performance of the service in conformity with the requirements of the contract; and (2) reduce the monthly fee payable under the contract by the amount to reflect the reduced value of the services performed; or (3) have the necessary work accomplished by the Government forces or other means, and reduce the Contractor’s payment in the amount of the expenses incurred.

3.

INVOICES

Invoices shall be submitted monthly for services rendered in accordance with the disciplines/labor categories and hourly rates approved under the contract.

When invoicing GSA for services rendered, please make certain that a copy of the invoice is sent the Contracting Officer’s Representative (COR) specified in D.2 of this solicitation. The ORIGINAL invoice must be submitted to the Ft. Worth, TX office below:

General Services Administration (BFCA)

PBS Payment Branch P.O. Box 17181

Fort Worth, TX 76102-0181 4.

PAYMENTS (NOV 2009) (DEVIATION FAR 52.232-1)

(a) The Government shall pay the Contractor, without submission of invoices or vouchers, 30 days after the service period, the prices stipulated in this contract for supplies delivered and accepted or services rendered and accepted, less any deductions provided in this contract.

(b) Unless otherwise specified in this contract, the Government will make payment on partial deliveries accepted by the Government if either:

(1) The amount due on the deliveries warrants it.

(2) The Contractor requests it and the amount due on the deliveries is at least $1,000 or 50 percent of the total contract price.

(c) When processing payment, GSA’s Finance Office will automatically generate the 12 digit invoice number using the PDN assigned to the contract, followed by an abbreviated month and year of service (e.g., 84261554JUN7, for June 2007). The PDN appears on the contract award document.

(End of clause)

5.

FINAL PAYMENT

Before final payment is made, the Contractor shall furnish the Contracting Officer with a release of all claims against the Government relating to this contract, other than claims in stated amounts that are specifically excepted by the Contractor from the release. If the Contractor's claim to amounts payable under the contract has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 3727, 41 U.S.C. 15), a release may also be required of the assignee.

6.

INFORMATION FOR ELECTRONIC FUNDS TRANSFER PAYMENT

(a) Method of payment. Payments by the Government under this contract, including invoice and contract financing payments, may be made by check or electronic funds transfer (EFT) at the option of the Government. If payment is made by EFT, the Government may, at its option, also forward the associated payment information by electronic transfer. As used in this clause, the term "EFT" refers to the funds transfer and may also include the information transfer.

(b) CM Contractor's EFT information. Prior to submission of the first request for payment (whether for invoice or contract financing payment) under this contract, the contractor shall provide the information required to make contract payment by EFT, as described in paragraph (c) below, directly to the GSA Office of Finance, Fort Worth, Texas. In the event that the EFT information changes, the contractor shall be responsible for providing the changed information to the designated payment office(s).

(c) Required EFT information. The Government may make payment by EFT through either an Automated Clearing House (ACH) subject to the banking laws of the United States or the Federal Reserve Wire Transfer System at the Government's option. The contractor shall provide the following information for both methods in a form acceptable to the designated payment office. The contractor may supply this data for this or multiple contracts.

(1) The contract number to which this notice applies.

(2) The contractor’s name and remittance address, as stated in the contract, and account number at the contractor’s financial agent.

(3) The signature (manual or electronic, as appropriate), title, and telephone number of the contractor’s official authorized to provide this information.

(4) For ACH payments only:

(i) Name, address, and 9-digit Routing Transit Number of the contractor’s financial agent.

(ii) Contractor’s account number and the type of account (checking, saving, or lockbox).

(5) For Federal Reserve Wire Transfer System payments only:

(i) Name, address, telegraphic abbreviation, and the 9-digit Routing Transit Number for the contractor’s financial agent.

(ii) If the contractor’s financial agent is not directly on-line to the Federal Reserve Wire transfer System and, therefore, not the receiver of the wire transfer payment, the contractor shall also provide the name, address, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment.

(d) CM EFT arrangements. The contractor shall designate a single financial agent capable of receiving and processing the electronic funds transfer using the EFT methods described in paragraph (c) of this clause. The contractor shall pay all fees and charges for receipt and processing of transfers.

(e) Liability for uncompleted or erroneous transfers.

(1) If an uncompleted or erroneous payment transfer occurs because the Government failed to use the contractor provided EFT information in the correct manner, the Government remains responsible for:

(i) Making a correct payment;

(ii) Paying any prompt payment penalty due; and

(iii) Recovering any erroneously directed funds.

(2) If an uncompleted or erroneous transfer occurs because contractor provided EFT information was incorrect at the time of Government release of the EFT payment transaction instruction to the Federal Reserve System, and—

(i) If the funds are no longer under the control of the payment office, the Government is deemed to have made payment and the contractor is responsible for recovery of any erroneously directed funds; or

(ii) If the funds remain under the control of the payment office, the Government retains the right to either make payment by mail or suspend the payment.

(f) EFT and prompt payment.

(1) A payment shall be deemed to have been made in a timely manner in accordance with the Prompt Payment clause of this contract if, in the EFT payment transaction instruction given to the Federal Reserve System, the date specified for settlement of the payment is on or before the prompt payment due date, provided the specified payment date is a valid date under the rules of the Federal Reserve System.

(2) When payment cannot be made by EFT because of incorrect EFT information provided by the contractor, no interest penalty is due after the date of the uncompleted or erroneous payment transaction; provided that notice of the defective EFT information is issued to the contractor within 7 days after the Government is notified of the defective EFT information.

(i) EFT and assignment of claims. If the contractor assigns the proceeds of this contract as provided for in the Assignment of Claims clause of this contract, the assignee shall provide the assignee EFT information required by paragraph (d) of this clause. In all respects, the requirements of this clause shall apply to the assignee as if it were the contractor. EFT information which shows the ultimate recipient of the transfer to be other than the contractor, in the absence of a proper assignment of claims acceptable to the Government, is incorrect EFT information within the meaning of paragraph (e) of this clause.

(g) Payment office discretion. If the contractor does not wish to receive payment by EFT methods for one or more payments, the contractor may submit a request to the designated payment office to refrain from requiring EFT information or using the EFT payment method. The decision to grant the request is solely that of the Government.

(h) Change of EFT information by financial agent. The contractor agrees that the contractor's financial agent may notify the Government of a change to the routing transit number, contractor account number, or account type. The Government shall use the changed data in accordance with paragraph (e) (2) of this clause. The contractor agrees that the information provided by the agent is deemed to be correct information as if it were provided by the contractor. The contractor agrees that the agent's notice of changed EFT data is deemed to be a request by the contractor in accordance with paragraph (e) (2) that no further payments be made until the changed EFT information is implemented by the payment office.

7.

FAR PART 52.217-8

OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

(End of clause)

8.

FAR PART 52.217-9

OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

(End of clause)

PART D – CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS

ATTACHMENT 1 – PERFORMANCE WORK STATEMENT

1. Introduction:

The Center for Acquisition Services (PGE), on behalf of the PBS Commissioner’s Office and all business lines within the GSA/PBS Central Office, is in need of a qualified Contractor to provide experienced and timely administrative support services.

2. Background:

Various business lines within The GSA/PBS Central Office including the Office of the Commissioner, Portfolio Management, Real Estate Acquisition, CFO, Chief Architect, Client Solutions, Facilities Management and Services and Organizational Resources require administrative support services in the accomplishment of their various missions. This procurement attempts to improve and/or expedite the acquisition process for securing needed assistance and reduce duplication of efforts associated with individual procurement of identical services by divisions of the same organization. The single-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract that will result from this procurement will serve as a central procurement instrument from which the business lines can satisfy their continuing and future requirements for administrative support services.

3. Objectives:

This Indefinite Delivery/Indefinite Quantity (IDIQ) contract is issued to provide administrative support services to multiple offices within GSA/PBS. Work on this contract will be set forth in individual Task Orders. Task Orders are written orders by the Contracting Officer requiring the Contractor to provide specific services. Each task order will include a Performance Work Statement (PWS) that sets forth the services required, qualifications, performance standards as well as the Government approval process. A Firm Fixed Price type Task Order will be negotiated based on the labor rates under the basic contract and services will be paid by the ordering office as services are rendered.

This contract is applicable to the following North American Industry Classifications (NAICS):

4. Period of Performance:

The period of performance is for a 12-month base period. If required, the Government may extend the services for four (4) additional 12-month option periods in accordance with FAR 52.217-8, Option to Extend Services. The estimated timeframe is as follows:

Base Year

March 1, 2011 through February 29, 2012

Option Year I:

March 1, 2012 through February 28, 2013

Option Year II:

March 1, 2013 through February 28, 2014 Option Year III:

March 1, 2014 through February 28, 2015 Option Year IV:

March 1, 2015 through February 29, 2016

5. Required Services/Tasks:

The required services shall include (but are not limited to) use of GSA’s existing systems and software (e.g., Microsoft Office Suite including Word, Excel, PowerPoint, Lotus, etc.) and various automated/electronic systems including time-keeping, financial procurement, and travel. Required administrative support includes but is not limited to the following services:

1. Coordinate schedules and ensure coverage of all functional areas during normal business hours, which are 7:30 am until 6:00 p.m.;

2. Ensure telephone coverage is provided during normal business hours;

3. Ensure that the PBS Commissioner’s office has administrative coverage at all times;

4. Provide backup support for other administrative support staff, both contractor and Federal employees;

5. Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action;

6. Prepare correspondence in final form from draft or handwritten material, letters, memoranda, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents;

7. Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing;

8. Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary;

9. Maintain suspense records on action items and follow up to ensure timely reply and/or action;

10. Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements and prepare written itineraries;

11. Make arrangements for training and complete training forms;

12. Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged.

13. Input electronic time and attendance reports;

14. File documents, correspondence, forms, etc. Update and organize existing files;

15. Close out files and prepare to move to records center or other storage;

16. Order supplies as required;

17. Schedule vehicles which are available from the motor pool;

18. Receive and distribute faxes to employees. Process overnight mail;

19. Maintain current telephone listings and employee distribution lists;

20. Review all incoming correspondence to determine proper routing;

21. Establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and

22. Other administrative support functions as required by PBS.

The level of responsibility (nature of the work relationship between the secretary and the supervisor or staff, and the extent to which the secretary is expected to exercise initiative and judgment) follows:

SECRETARY LEVEL 1

Carries out recurring office procedures independently; Selects the guideline or reference which fits the specific case. Supervisor provides specific instructions on new assignments and checks completed work for accuracy. Performs varied duties including or comparable to the following:

· Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters;

· As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms;

· Reviews materials prepared for supervisor's approval for typographical accuracy and proper format;

· Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans; and

· Requisitions supplies, printing, maintenance, or other services. Types, takes and transcribes dictation, and establishes and maintains office files.

SECRETARY LEVEL 111

Uses greater judgment and initiative to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following:

· Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval;

· Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;

· Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff;

· Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and

· Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs.

SECRETARY LEVEL 1V (ADMINISTRATIVE ASSISTANT)

Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention of the executive; the executive sets the overall objectives of the work. Secretary may participate in developing the work deadlines. Duties include or are comparable to the following:

· Composes correspondence requiring some understanding of technical matters; may sign for executive when technical or policy content has been authorized;

· Notes commitments made by executive during meetings and arranges for staff implementation. On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations;

· Reads outgoing correspondence for executive's approval and alerts writers to any conflict with the file or departure from policies or executive's viewpoints; gives advice to resolve the problems;

· Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts;

· In the executive's absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters.

EXCLUDES THE FOLLOWING DUTIES

· Acts as office manager for the executive's organization, e.g., determines when new procedures are needed for changing situations and devises and implements alternatives; revises or clarifies procedures to eliminate conflict or duplication; identifies and resolves various problems that affect the orderly flow of work in transactions with parties outside the organization;

· Prepares agenda for conferences; explains discussion topics to participants; drafts introductions and develops background information and prepares outlines for executive or staff member(s) to use in writing speeches;

· Advises individuals outside the organization on the executive's views on major policies or current issues facing the organization; contacts or responds to contact from high-ranking outside officials (e.g., city or State officials, members of Congress, presidents of national unions or large national or international firms, etc.) in unique situations. These officials may be relatively inaccessible, and each contact typically must be handled differently, using judgment and discretion.

Minimum Qualifications by Labor Classification

Secretary Level IV (Administrative Assistant) High School/GED, more than 4 years of field experience

6. Inherently Governmental Functions:

The contractor shall not, during the term of this contract, perform any duties determined to be Inherently Governmental Functions (See OMB Policy Letter 92-1 dated September 23, 1992). All tasks deemed as inherently governmental functions shall remain the responsibility of GSA, PBS.

Inherently Governmental Functions include the following:

1. The direct conduct of criminal investigation.

2. The control prosecutions and performance of adjudicatory functions (other than those relating to arbitration or other methods of alternative dispute resolution).

3. The command of military forces, especially the leadership of military personnel.

4. Members of the combat, combat support or combat service support role.

5. The conduct of foreign relations and the determination of foreign policy

6. The determination of agency policy, such as determining the content and application of regulations, among other things.

7. The determination of Federal program priorities or budget requests.

8. The direction and control of Federal employees.

9. The direction and control of intelligence and counter-intelligence operations.

10. The selection or nonselection of individuals for Federal Government employment.

11. The approval of position descriptions and performance standards for Federal employees.

12. The determination of what Government property is to be disposed of and on what terms (although an agency may give contractors authority to dispose of property at prices with specified ranges and subject to other reasonable conditions deemed appropriate by the agency).

13. In Federal procurement activities with respect to prime contracts,

a. determining what supplies or services are to be acquired by the Government (although an agency may give contractors authority to acquire supplies at prices within specified ranges and subject to other reasonable conditions deemed appropriate by the agency);

b. participating as a voting member on any source selection boards;

c. approval of any contractual documents, to include documents defining requirements, incentive plans, and evaluation criteria;

d. awarding contracts;

e. administering contracts (including ordering changes in contract performance or contract quantities, taking action based on evaluations of contractor performance, and accepting or rejecting contractor products or services);

f. terminating contracts; and

g. determining whether contract costs are reasonable, allocable, and allowable.

14. The approval of agency responses to Freedom of Information Act requests (other than routine responses that, because of statute, regulation, or agency policy, do not require the exercise of judgment in determining whether documents are to be released or withheld), and the approval of agency responses to the administrative appeals of denials of Freedom of Information Act requests.

15. The conduct of administrative hearings to determine the eligibility of any person for a security clearance, or involving actions that affect matters of personal reputation or eligibility to participate in Government programs.

16. The approval of Federal licensing actions and inspections.

17. The determination of budget policy, guidance, and strategy.

18. The collection, control and disbursement of fees, royalties, duties, fines, taxes and other public funds, unless The collection, control, and disbursement of fees, royalties, duties, fines, taxes and other public funds, unless authorized by statute, such as title 31 U.S.C. [[section]] 952 (relating to private collection contractors) and title 31 U.S.C. [[section]] 3718 (relating to private attorney collection services), but not including:

a. collection of fees, fines, penalties, costs or other charges from visitors to or patrons of mess halls, post or base exchange concessions, national parks, and similar entities or activities, or from other persons, where the amount to be collected is easily calculated or predetermined and the funds collected can be easily controlled using standard cash management techniques, and routine voucher and invoice examination.

19. The control of the treasury accounts.

7.

Deliverable Schedules:

The contractor shall provide detailed reports to the CO/COR on the services provided under this contract as follows:

Monthly/Periodic Production, Activity, or Progress Report 5 Days after Request by CO/COR

Schedule of Leave/Training for

Contract Personnel 5 Days prior to Start of Leave/Training

Replacement/Substitution of Contract

Personnel 30 Days prior to Replacement/Substitution of Contract Personnel

8.

Travel and Training:

Contractor travel is not anticipated as a routine part of this contract. However, during the performance of this contract, travel may be required. If required, travel shall be approved in advance by the Contracting Officer’s Representative (COR) and paid by the Contractor. At the conclusion of the travel, Contractor shall be reimbursed in accordance with the Federal Travel Regulations and FAR Part 31 including per diem allowances for overnight travel, upon submission of adequate supporting documentation.

All employees who work at GSA, including contract personnel may periodically be required to take mandatory training, including but not limited to annual IT security training, official use of government property, EEO training, and safety training. The Contractor shall ensure that contract personnel have completed the required training and shall report completion of the training to the COR.

9.

Performance Measures:

Throughout the life of the contract, the Contractor will be evaluated on the basis of the performance measures delineated in each executed task order. Each task order will include a Performance Work Statement (PWS) detailing the services required, the qualifications and skill category, performance standards and Government’s monitoring techniques and frequency. There is a 95% Acceptable Quality Level (AQL) for all required services in the Performance Work Statement (PWS) on the task order. The contractor will be evaluated on the performance measures and must meet an acceptable quality level to continue services under the contract. The performance measures are as follows:

a. Reporting:

Timeliness and Quality: 95% Acceptable Quality Level (AQL)

· Submit monthly/quarterly production, activity or progress report in a timely manner no later than five days after end of month or as directed by the COR.

· Provide detailed/accurate report on status of assignments.

b. Staffing/Personnel Recruitment:

Availability and Quality: 95% Acceptable Quality Level (AQL)

· Provide qualified, experienced personnel to satisfy Government Task Order requirements. Personnel must meet the Government’s qualification and security standards.

c. Staffing/Personnel Replacement and/or Substitution:

Timeliness: 95% Acceptable Quality Level (AQL)

· Notify COR of personnel replacement/substitution in a timely manner no later than 30 days prior to personnel separation.

· Replacement personnel must meet the Government’s qualification and security standards

· Approval of the COR is required for all replacements/substitution of personnel.

d. Schedule of Leave/Training:

Timeliness: 95% Acceptable Quality Level (AQL)

· Provide Leave Schedule to COR no later than 5 days prior to start of Leave.

· Provide Training Schedule to COR no later than 5 days prior to start of Training

· Approval of the COR is required for all Leave and Training Schedules.

e. On-the-Job Performance/Staff Assignments:

Timeliness and Quality: 95% Acceptable Quality Level (AQL)

· Submit timely deliverables/work assignments as directed by the COR.

The Contractor shall strive to meet all the requirements of the contract, 100% of the time. However, in order to continue to provide services to the Government under the contract, a performance threshold of 95% has been established. The contractor’s performance shall be evaluated by the designated COR, located at the GSA/PBS building, 1800 F Street, NW, Washington, DC. All non-conforming services shall be corrected within three days. If the contractor fails to meet the performance standards after correction of the non-conforming standards, the Government has the right to deduct 5% from the contractor’s invoice and elect to cancel the contract at the end of the 12 month performance period due to non-conformance.

Failure to meet the above performance measures may cause a 5% penalty on the invoice if services are not provided in accordance with the Quality Assurance Plan (QAP).

The performance measures table is at Section D, Attachment III.

10.

Quality Assurance Plan (QAP):

The contractor shall meet the performance measures in Section 8 at an acceptable quality level to continue services under the contract. The contractor’s performance shall be evaluated by the designated COR. All non-conforming services shall be corrected within two business days. If the contractor fails to meet the performance standards after correction of the non-conforming services, the Government has the right to deduct 5% from the contractor’s invoice due to non-conformance.

The Contractor shall establish and implement a complete Quality Assurance Plan (QAP) to assure the requirements of the contract are met. The QAP is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QAP shall be prepared by the Contractor and provided to the Contracting Officer as part of the Offeror’s proposal for review and acceptance by the Government.

The QAP shall include, at a minimum:

1) Responsibilities and authorities of Contractor management and representatives;

2) Description of services and duties of employees;

3) Quality Assurance/Training plan for employees;

4) Plan for separation of employees and employee absence;

5) Methodology of monitoring deficiencies of work output in relation to performance standards, methods of informing employees of deficiencies in their areas of responsibility, and a process to ensure that the deficiencies are corrected and do not recur;

6) Random and planned inspection frequencies and criteria; and

7) An inspection plan and checklist tailored to the specific services under this contract that includes performance indicators/inspection processes and methods. The inspection plan shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the contract. The inspection shall be documented and shall contain the following information, at a minimum:

a.

Date of inspection;

b.

Location of inspection;

c.

Description of findings;

d.

Description of corrective action(s) taken for unsatisfactory inspection; and e.

Signature and date of inspection.

The Contractor’s QAP shall also detail the process for obtaining personnel to satisfy the requirements of individual Task Orders. It shall include strategies to avoid the following:

1).

Loss of time in filling a required support position; and

2).

Loss of time in obtaining a replacement when the assigned individual is absent from the office.

11.

Contract Discrepancy Report Under this Contract, the Government may utilize four (4) primary surveillance methods to evaluate the work performed by Contractor Personnel as follows:

1. Annual Customer Survey;

2. Customer Complaints;

3. Random Sampling; and

4. Periodic Inspection.

If performance of any required service is unsatisfactory and that performance is the result of actions (or lack of action) by the Contractor, the CO may take action in accordance with the FAR clause 52.246-4, “Inspection of Services.”

The best means of determining whether the Contractor has met all Contract requirements is to inspect the results. Such inspections confirm that value is received for the money spent or that problems exist. Documented inspection results are the most effective tool used to enforce Contract administration actions.

A Contract Discrepancy Report (CDR) will be initiated by the COR if, at any time during the performance period specified in the PWS or Task Order, the results of GSA’s inspection indicate that the number of observations of unacceptable performance during the period exceeds the performance standards specified in the PWS and the COR determines that the unacceptable performance was not caused by the Government. A sample CDR is at Section D, Attachment II.

12.

Staffing of Contractor Personnel:

The contractor shall propose personnel to perform the services in the performance work statement when directed by the COTR. The contractor employee resume shall demonstrate their related knowledge, skills, abilities and work experience to perform the requirements of the PWS. Proposed personnel must be fully trained to complete the tasks they are performing.

The Contractor shall provide qualified and skilled personnel, supervision, management, and administrative services necessary to successfully meet the Government’s requirements.

All contractor personnel shall present a professional appearance and be dressed appropriate for the type of work they are performing.

All contractor personnel, as required by FAR 37.114(C), shall identify themselves as contract employees in situations where they attend meetings, answer Government telephones, or work in situations where their contractor status is not obvious, to avoid creating the impression they are Government officials. In addition, email correspondence shall reflect in an easily identifiable manner that the author of the email is a contractor.

GSA reserves the right to reject employee(s) at any time during the duration of the contract if they are deemed to lack the level of competence or abilities or for any reason found to be unsuitable for work required under this contract. A suitable replacement employee(s) shall be provided the following business day, or in any case, no later than three (3) business days following the rejection of contract employee(s).

13.

Contractor Personnel Standards of Conduct:

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary.

The CO, or his authorized representative (COR), may require dismissal from work any employee who does not meet any of the above standards or is identified as a potential threat to the health, safety, security, general well-being or operational mission of the facility, building population or the Government.

14.

Contract Management and Interface:

The Contractor’s management/supervisory staff shall be responsible for delegating work and assuring that quality work products are produced within timeframes established by the Contract, this PWS, the CO or the Contracting Officer’s Representative (COR).

This is a contract for non-personal services. Government personnel shall not supervise Contractor personnel.

The Contractor’s management/supervisory staff shall be the liaison between Government personnel for specific work teams, as applicable, through the COR and CO and the Contractor.

15.

Procedures for Placing Task Orders:

A single-award IDIQ contract will be made under this procurement in order to meet the anticipated needs of the Government.

The minimum ordering guarantee for each awarded contract is $4,000.00.

The maximum order limitation for each awarded contract is $3,000,000.00.

Task orders will be issued as requirements occur throughout the period of the contract. These orders will specify work to be performed and will reflect the appropriate rates in the basic contract. When the Government prepares to issue a Task Order, it will request a Task Order proposal comprising qualifications and experience of personnel proposed and the price proposal from the Contractor. After evaluating the proposal and judging it to be reasonable, the Government will issue a Task Order based on best value.

Modifications to task orders are controlled by the Changes Clause as to work requirements and equitable pricing adjustments. The total amount of all work required may not exceed the maximum order limitation for the respective base or option period in which it is awarded. After the base contract or option period expires, the amount of work included in any outstanding task order shall not be modified to enlarge its scope, unless such modification is necessary to accomplish the work under the task order.

16.

Non Displacement of Qualified Workers

(a) Consistent with the efficient performance of this contract, the contractor and its subcontractors shall, except as otherwise provided herein, in good faith offer those employees (other than managerial and supervisory employees) employed under the predecessor contract whose employment will be terminated as a result of award of this contract or the expiration of the contract under which the employees were hired, a right of first refusal of employment under this contract in positions for which employees are qualified. The contractor and its subcontractors shall determine the number of employees necessary for efficient performance of this contract and may elect to employ fewer employees than the predecessor contractor employed in connection with performance of the work. Except as provided in paragraph (b) there shall be no employment opening under this contract, and the contractor and any subcontractors shall not offer employment under this contract, to any person prior to having complied fully with this obligation. The contractor and its subcontractors shall make an express offer of employment to each employee as provided herein and shall state the time within which the employee must accept such offer, but in no case shall the period within which the employee must accept the offer of employment be less than 10 days;

(b) Notwithstanding the obligation under paragraph (a) above, the contractor and any subcontractors (1) May employ under this contract any employee who has worked for the contractor or subcontractor for at least three months immediately preceding the commencement of this contract and who would otherwise face lay-off or discharge, (2) are not required to offer a right of first refusal to any employee(s) of the predecessor contractor who are not service employees within the meaning of the Service Contract Act of 1965, as amended, 41 U.S.C. 357(b), and (3) are not required to offer a right of first refusal to any employee(s) of the predecessor contractor whom the contractor or any of its subcontractors reasonably believes, based on the particular employee's past performance, has failed to perform suitably on the job.

(c) In accordance with Federal Acquisition Regulation 52.222- 41(n), the contractor shall, not less than 10 days before completion of this contract, furnish the Contracting Officer a certified list of the names of all service employees working under this contract and its subcontracts during the last month of contract performance. The list shall also contain anniversary dates of employment of each service employee under this contract and its predecessor contracts either with the current or predecessor contractors or their subcontractors. The Contracting Officer will provide the list to the successor contractor, and the list shall be provided on request, to employees or their representatives.

(d) If it is determined, pursuant to regulations issued by the Secretary of Labor (Secretary), that the contractor or its subcontractors are not in compliance with the requirements of this clause or any regulation or order of the Secretary, appropriate sanctions may be imposed and remedies invoked against the contractor or its subcontractors, as provided in Executive Order 13495, the regulations, and relevant orders of the Secretary, or as otherwise provided by law.

(e) In every subcontract entered into in order to perform services under this contract, the contractor will include provisions that ensure that each subcontractor will honor the requirements of paragraphs (a) through (b) with respect to the employees of a predecessor subcontractor or subcontractors working under this contract, as well as of a predecessor contractor and its subcontractors. The subcontract shall also include provisions to ensure that the subcontractor will provide the contractor with the information about the employees of the subcontractor needed by the contractor to comply with paragraph (c), above. The contractor will take such action with respect to any such subcontract as may be directed by the Secretary as a means of enforcing such provisions, including the imposition of sanctions for noncompliance: Provided, however, that if the contractor, as a result of such direction, becomes involved in litigation with a subcontractor, or is threatened with such involvement, the contractor may request that the United States enter into such litigation to protect the interests of the United States.

(f) The Contracting Officer shall withhold or cause to be withheld from the prime contractor under this or any other Government contract with the same prime contractor such sums as an authorized official of the Department of Labor requests, upon a determination by the Administrator, the Administrative Law Judge, or the Administrative Review Board that there has been a failure to comply with the terms of this clause and that wages lost as a result of the violations are due to employees or that other monetary relief is appropriate. If the Contracting Officer or the Administrator, upon final order of the Secretary, finds that the contractor has failed to provide a list of the names of employees working under the contract, the Contracting Officer may in his or her discretion, or upon request by the Administrator, take such action as may be necessary to cause the suspension of the payment of contract funds until such time as the list is provided to the Contracting Officer.

(g) The contractor and subcontractor shall maintain the following records (regardless of format, e.g., paper or electronic, provided the records meet the requirements and purposes of this subpart and are fully accessible) of its compliance with this clause for not less than a period of three years from the date the records were created:

(1) Copies of any written offers of employment or a contemporaneous written record of any oral offers of employment including the date, location, and attendance roster of any employee meeting(s) at which the offers were extended, a summary of each meeting, a copy of any written notice that may have been distributed, and the names of the employees from the predecessor contract to whom an offer was made.

(2) A copy of any record that forms the basis for any exclusion or exemption claimed under this part.

(3) A copy of the employee list provided to or received from the contracting agency.

(4) An entry on the pay records of the amount of any retroactive payment of wages or compensation under the supervision of the Administrator of…