PART11COSamend0002.doc

PART 11.0 – CONTINUITY OF SERVICES

The continuity of service (COS) period is the Phase in and Phase Out periods of time

11.1 Basic Requirement for COS. It is crucial that the CSS is well prepared to continue their operations without interruption in service to the customers of GSA PBS Region 3 at all times. This includes the transitioning and implementation of additional services noted in this document. All services shall be provided seamlessly during the start up and completion of this contract. These time periods will be referred to as the COS phases described below. All pricing for these services, although broken down on the pricing proposal sheet, shall be included in the initial offer.

Phase In is the period of time from one day after the contract award date up to two months after the contract start date. During this time frame, after an award is made, if there is a new vendor, the incumbent will work with the new vendor for a smooth knowledge transfer of equipment and training.

Phase out describes the period of time from one day after the contract completion date award up to two months after. During this timeframe a transition may have to take place in the event that the awardee is a new offeror and not the incumbent contractor.

Therefore, during the continuity of service phases, the following tasks must be completed:

Phase In The proposed Tracking Application shall have the existing data migrated and be ready to use within 90 days of notice to proceed.

Phase Out Develop transition plan which includes testing of all hardware, software and databases. This plan is due to the COR no later than 60 days prior to the contract completion date.

Provide written documentation of the architecture of all software applications, databases and source material to the Contracting Officer, or his/her designee;

Demonstrate the functionality of all the databases (File Tracking Application, Reference Material Tracking Application, Inventory Tracking Application, and Service Tracking Application).

Conduct an inventory of items on hand that will the starting inventory for the new vendor. GSA will have the option of either continuing to use the system, or export the data and use a different system. GSA requires access to the base data in the tables, and the option of exporting the data in spreadsheet or CSV file format. Provide a data dictionary which explains table relationships, and defines where each element in the interface is stored in the tables.

Train the CSS staff on the functionality, operation, maintenance and any necessary training or information needed in order to be fully capable of using all the offeror's various computer applications, request form, etc.

Prepare any written guidelines necessary for CSS operations (standard operating procedures, etc.).

11.2 Basic Requirements for COS Phase In/Phase Out

On-Site Contract Manager. The vendor will provide an on-site Contract Manager during the COS Phase-In to oversee all services described in this section, and to fully prepare the CSS to continue to handle the workload of a fully operational service window. As part of this phase, the Contract Manager will prepare any written guidelines he/she determines to be necessary for the CSS (standard operating procedures, etc.). For example, the continual delivery circuits to specified drop points are a crucial function of the CSS. The Contract Manager would need to determine the best way of accomplishing the continual circuits, staggering lunchtimes, and ensuring coverage of all needed operations.

It is anticipated the Contract Manager will need to remain on-site for approximately 60 days from award date. If the Contract Manager is not available, a person of equal qualifications will be allowed to replace the Contract Manager. This determination of equal qualifications will be at the sole discretion of the Contracting Officer, or his/her designee. As part of this requirement, the Contract Manager will make any recommendations he/she deems necessary concerning changes to initial operational procedures; to the physical set up and use of the various spaces; and to the physical set up of adjustable specified drop points, if needed.

Thereafter, the Contract Manager will be the point of contact for all administrative issues (performance, staffing, sub-offeror management, etc.) arising during the term of this contract. On-site visits by the Contract Manager, as requested by the COR should take place as needed but not to exceed four times per year. At a minimum, monthly conference calls shall take place between the Contract Manager and the COR.