AMENDMENT_2_SOLICITATION_4_GS-04P-13-EW-0019.docx

REQUEST FOR PROPOSAL (RFP)

THIS PROCUREMENT IS: 100% Competitive set aside for 8(a) eligible firms located in Region IV Only; including Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee. Only one award will be made under this RFP.

SOLICITATION NO: GS-04P-13-EW-D-0019

PROJECT: ADMINISTRATIVE SUPPORT SERVICES

LOCATIONS: Services are to be provided throughout the Southeast Sunbelt Region which consists of the following eight (8) states: Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and Tennessee.

SOLICITATION ISSUE DATE: April 5, 2013

OFFER DUE TO: General Services Administration

77 Forsyth Street SW, Suite T-8 Atlanta, GA 30303-3458

DATE AND TIME DUE: May 10, 2013 2:00 P.M. (EST)

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

GENERAL SERVICES ADMINISTRATION

Public Buildings Service Acquisition Services Division (4PQSA) 77 Forsyth Street, NE Atlanta, GA 30303

TABLE OF CONTENTS

Section/Title Page(s)

Part I -- The Schedule

· SECTION A - STANDARD FORM 1449 3

· SECTION B – SUPPLIES/SERVICES AND PRICES 4 - 7

B.1 Continuation from Block 19 – Contract Line Item Numbers and Schedule of Supplies/Services Price Proposal 8-25

· SECTION C – Description/specifications/statement of work.

Part II -- Contract Clauses

· SECTION I – Contract clauses 61 - 91

Part III -- List of Documents, Exhibits, and Other Attachments

Part IV -- Representations and Instructions

· SECTION K – Representations, certifications, and other statements of offerors or respondents 262 - 287

· SECTION L – Instructions, conditions, and notices to offerors

· SECTION M – Evaluation factors for award 298 - 302

SECTION A

SOLICITATION/CONTRACT FORM

See attachment: SF 1449

SECTION B

SUPPLIES OR SERVICES AND PRICES

1. DESCRIPTION OF SERVICES

This contract is a Firm Fixed Price Indefinite Delivery-Indefinite Quantity (FFP IDIQ) performance based requirement for Administrative Support Services for multiple positions located at various GSA, PBS, Region 4 Offices.

The Contractor will be responsible for providing all deliverables, in a timely manner.

a) Offerors are requested provide a multiplier for all Service Contract Act covered positions, furnishing all services as described herein.

b) Any government furnished materials shall be used for duties related to tasks only, and shall not be for personal use. The Contractor shall, at no additional cost to the Government, provide all costs for the proper management, supervision, recruitment, training, services, labor, coordination, staffing, parking, travel and travel-related costs (except as specified elsewhere herein), administrative support, insurances, workers compensation insurance, if required, state, local and federal payroll and other taxes, including retirement, hospital, sick leave, vacation, other benefits, if any; and materials, supplies, equipment, overhead and profit necessary to successfully perform and provide all services specified herein.

c) The Government shall provide certain equipment and supplies required for on-site performance of services, such as computers, copy machines, telephones, and work stations.

d) All Contractor personnel, employees and subcontractors furnished under this contract shall meet or exceed the minimum standards set forth in this contract.

e) In order for the offer to be determined fully responsive, an hourly rate must be proposed for each of the professional service discipline, and a multiplier for each of the Service Contract Act covered positions.

YOU MUST QUOTE A PRICE FOR THE INITIAL 1 YEAR PERIOD AS WELL AS ALL FOUR OPTION PERIODS IN ORDER TO BE CONSIDERED FOR AWARD. FAILURE TO PRICE ALL PERIODS WILL RESULT IN YOUR PROPOSAL BEING DETERMINED NONRESPONSIVE.

f) Services are for the base period, which is for an initial one-year period, and four 1 year options (a maximum total contract period of five years).

3. PERSONAL VS. NON-PERSONAL SERVICES

The support services provided under this contract are not related to Federal employment requirements nor do they involve temporary help services that may be authorized under 5 CFR Part 300. Work performed under this contract will not be for personal services. In order to preclude an employer/employee relationship, the Government shall only provide technical, task related instructions sufficient for Contractor’s employees to properly perform services under the contract. See FAR Part 37 for more details.

Performance under this contract will be by individuals employed by a private sector firm. The Contractor, and not the U.S. Government, is the legally responsible employer and supervisor and will maintain that relationship during the time their employees are performing work under this contract. Discipline issues shall be the responsibility of the employer, not the government.

4. TYPE OF CONTRACT

It is anticipated that a Firm Fixed Price Indefinite Delivery-Indefinite Quantity (FFP IDIQ) performance based contract shall be awarded for performing the services described herein.

5. OFFER FOR BASIC SERVICES

Services are for a Base Period of 1 year, with 4 additional one-year Option Periods. The offeror must submit pricing for the Base Period and all Option Periods for all disciplines in order to be considered responsive to this solicitation. Each option period is a Government prerogative rather than a contractual commitment and may be exercised solely at the Contracting Officer’s discretion, based on several factors or areas of consideration, including the Government’s needs, Contractor’s performance history, cost or price etc. (See the Option clauses in Section I of this solicitation)

6. PRICES/COSTS REQUIREMENT AND SCHEDULES

a) The Government has specified certain Job Classifications that will be required for contract performance. These are indicated in the Schedules for the base year and the four (4) option years at Section B.11. The contractor shall propose a multiplier for each classification that falls under the Service Contract Act.

b) Travel Requirements: At this time, travel is not anticipated. However, should it be necessary a modification to this contract shall be issued with an estimated cost of travel. Travel costs are subject to FAR 31.205-46 and the Federal Travel Regulations (FTR) incorporated herein by reference. All travel rates/costs shall be in accordance with the FTR including those ordered under Not-To-Exceed (NTE) procedures. The per diem rate tables are available on the Internet at the following URL: www.gsa.gov/travel.html. When a Not to Exceed (NTE) amount for travel is specified, final costs will be based on the lesser of the estimated rates, actual costs incurred, or a combination thereof, provided the method used results in reasonable charges. Travel receipts may be required to support travel costs incurred. Travel costs will be paid only for travel outside the contractor’s local commuting area or metropolitan area. When travel is ordered, costs will be allowed from the duty station to the assignment location and return to the duty station outside a radius of 50 miles. Profit is not allowed on travel costs. The Contractor shall manage travel costs within the FTR to maximize savings to the Government.

7. DAYS AND HOURS OF OPERATION

Days of operation are Monday through Friday. Work shall not be required on the following Federal Holidays or on days observed in lieu thereof:

Christmas Day

Holidays that fall on Saturday are observed on the preceding Friday. Holiday that fall on Sunday are observed on the following Monday. Determination of Holiday pay is covered under the Service Contract Act. Typical hours are 8:00am – 5:00pm, however specific times may be adjusted by the COR.

8. TELECOMMUTING/TELEWORK:

The Government does not require nor anticipate any requirements for the use of telecommunting / telework for contractor employees.

The Government may permit telecommuting by contractor employees when determined to be in the best interest of the Government in meeting work requirements. The contractor must have an established program plan subject to be reviewed and approved by the CO.

The Contractor’s organizational decision to participate in telework is voluntary, and telework shall not increase the contract price. Telecommuting shall not be considered as off-site labor rates. The Government will not be responsible for any expenses incurred by telecommuting (i.e. internet service, telephone, electricity, printing, faxing and any other services relating to telecommuting).

Telework arrangements shall be mutually agreed to by the Contractor, the GSA Contracting Officer, and the respective Client Representative(s). The Contractor shall we notified by the Contacting Officer in writing (email) of telework requests from the various Client Representative (s) to the in accordance with workload and unique situations of the various departments supported.

The Contractor shall ensure the continuity of performance by Teleworkers and the monitoring of Teleworker’s time. GSA staff does not supervise contractor employees and do not approve or monitor contractor employee’s telework.

Teleworkers shall use Government-Furnished Equipment (GFE) that has been properly configured for GSA security procedures. The Government’s inability to provide GFE for telework shall preclude the use of telework but shall not constitute an excusable delay. The Government shall provide maintenance and technical support for GFE used by Teleworkers. A Teleworker’s use of GFE and government information shall be for contractual performance only, and shall be protected from unauthorized access, disclosure, sharing, transmission, or loss. Teleworkers shall exercise due care in transporting and storing non-public information, to ensure it is safeguarded. Violation of GSA policy may result in adverse action, fines, and/or criminal prosecution.

9. PLACE OF PERFORMANCE

Various offices located within GSA, PBS, Southeast Region as defined below:

Alabama Service Center (4PS1AB) 950 22nd Street North, Suite 975 Birmingham, AL 35203 Savannah, GA, Service Center (4PS1GS) 111 N Adams ST Tallahassee FL 32301-7736 North Carolina Service Center (4PS1NC) 300 Fayetteville ST Raleigh, NC 27601-1799

Alabama Service Center (4PS1AB) 201 St Michael Street Mobile, AL 36602-2902 Miami, FL, Service Center (4PS1FM) 51 SW First Avenue, Suite 423 Miami, FL 33130 South Carolina Service Center (4PS1SC) 145 KING ST Charleston SC 29401-2213

Alabama Service Center (4PS1AB) 1 Church St., Room 564 Montgomery, AL 36104-4056 Miami, FL, Service Center (4PS1FM)

7771 W. OAKLAND PARK BLVD

SUNRISE FL 33351-6796

South Carolina Service Center (4PS1SC) 1835 Assembly Street, Suite 758 Columbia, SC 29201

600 Dr. Martin L. King, Jr Place, Suite 273 Louisville, KY 40202 Nashville, TN, Service Center (4PS1TN) 801 Broadway, Suite 113 Nashville, TN 37203

Savannah, GA, Service Center (4PS1GS) 475 Mulberry ST Macon GA 31201-3385 Memphis, TN, Service Center (4PS1TM) One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103 Nashville, TN, Service Center (4PS1TN)

800 MARKET ST

Knoxville TN 37902-2327

Savannah, GA, Service Center (4PS1GS) 124 Barnard Street, Suite B-114 Savannah, GA 31401 Memphis, TN, Service Center (4PS1TM) 100 W CAPITOL ST Jackson, MS 39201-1620

10. Government Furnished Materials a). Facilities, Supplies and Services GSA shall provide all necessary supplies for performance of this task. This shall include normal workspace, furnishings, computers, telephone service, reproduction equipment and access to hardware/software (including associated peripheral equipment).

b). Information Sources The COR, and staff will be available to provide technical input, answer questions, review completed work and provide feedback.

11. CONTRACT PRICES AND SCHEDULES

The contract price for each discipline will be based on the multiplier times the current SCA wage rate, (hourly rate plus fringe benefits) established in this contract for the effective periods (Base plus options) times the stated level of effort for each required job classification.

Price Proposal

Note: Offerors, please enter hourly rates for professional services. Enter a multiplier (in the form of a percentage) for SCA services.

Contractor’s Name__________________________________________________

Non-Professional SCA services.

Multiplier Please provide a multiplier in the form of a percentage for the following disciplines. The multiplier will be applied to the current Service Contract Act Wage Determination plus the Health and Welfare rate as found in Section J of this contract. Note: When an Option is exercised, the current wage determination at that time shall be included and made part of the Modification.

Clerk I

Secretary I

Secretary II

NOTE: This only a example use the

Clerk ($13.41 + $3.71 = $17.12)

Base:

$17.12 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option I $17.12 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option II $17.12 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option III $17.12 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option IV $17.12 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________

Total: $__________

Secretary I ($16.05 + $3.71 = $19.76)

Base:

$19.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option I $19.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option II $19.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option III $19.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option IV $19.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________

Total: $__________

Secretary II ($18.05 + $3.71 = $21.76)

Base:

$21.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option I $21.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option II $21.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option III $21.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________ Option IV $21.76 X _____ (multiplier) = $_______ X 2080 hours (ann. level of effort) = $________

Total: $__________

AMENDMENT 2 SOLICITATION GS-04P-13-EW-D-0019

REGION 4 ADMINISTRATIVE SUPPORT SERVICE

PERIOD OF PERFORMANCE: JULY 1, 2013 - JUNE 30, 2014

950 22nd Street North, Suite 975 Birmingham, AL 35203

201 St Michael Street Mobile, AL 36602-2902

1 Church St., Room 564 Montgomery, AL 36104-4056

475 Mulberry ST Macon GA 31201-3385

124 Barnard Street, Suite B-114 Savannah, GA 31401

111 N Adams ST Tallahassee FL 32301-7736

51 SW First Avenue, Suite 423 Miami, FL 33130

51 SW First Avenue, Suite 423 Miami, FL 33130

SUNRISE FL 33351-6796

600 Dr. Martin L. King, Jr Place Louisville, KY 40202

100 W CAPITOL ST Jackson, MS 39201-1620

300 Fayetteville ST Raleigh, NC 27601-1799

Columbia, SC 29201

Charleston SC 29401-2213

Columbia, SC 29201

801 Broadway, Suite 113 Nashville, TN 37203

800 MARKET ST

Knoxville TN 37902-2327

One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103

OPTION YEAR I: JULY 1, 2014 - JUNE 30, 2015

950 22nd Street North, Suite 975 Birmingham, AL 35203

201 St Michael Street Mobile, AL 36602-2902

1 Church St., Room 564 Montgomery, AL 36104-4056

475 Mulberry ST Macon GA 31201-3385

124 Barnard Street, Suite B-114 Savannah, GA 31401

111 N Adams ST Tallahassee FL 32301-7736

51 SW First Avenue, Suite 423 Miami, FL 33130

51 SW First Avenue, Suite 423 Miami, FL 33130

SUNRISE FL 33351-6796

600 Dr. Martin L. King, Jr Place Louisville, KY 40202

100 W CAPITOL ST Jackson, MS 39201-1620

300 Fayetteville ST Raleigh, NC 27601-1799

Columbia, SC 29201

Charleston SC 29401-2213

Columbia, SC 29201

801 Broadway, Suite 113 Nashville, TN 37203

800 MARKET ST

Knoxville TN 37902-2327

One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103

OPTION YEAR II: JULY 1, 2015 - JUNE 30, 2016

950 22nd Street North, Suite 975 Birmingham, AL 35203

201 St Michael Street Mobile, AL 36602-2902

1 Church St., Room 564 Montgomery, AL 36104-4056

475 Mulberry ST Macon GA 31201-3385

124 Barnard Street, Suite B-114 Savannah, GA 31401

111 N Adams ST Tallahassee FL 32301-7736

51 SW First Avenue, Suite 423 Miami, FL 33130

51 SW First Avenue, Suite 423 Miami, FL 33130

SUNRISE FL 33351-6796

600 Dr. Martin L. King, Jr Place Louisville, KY 40202

100 W CAPITOL ST Jackson, MS 39201-1620

300 Fayetteville ST Raleigh, NC 27601-1799

Columbia, SC 29201

Charleston SC 29401-2213

Columbia, SC 29201

801 Broadway, Suite 113 Nashville, TN 37203

800 MARKET ST

Knoxville TN 37902-2327

One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103

OPTION YEAR III: JULY 1, 2016 - JUNE 30, 2017

950 22nd Street North, Suite 975 Birmingham, AL 35203

201 St Michael Street Mobile, AL 36602-2902

1 Church St., Room 564 Montgomery, AL 36104-4056

475 Mulberry ST Macon GA 31201-3385

124 Barnard Street, Suite B-114 Savannah, GA 31401

111 N Adams ST Tallahassee FL 32301-7736

51 SW First Avenue, Suite 423 Miami, FL 33130

51 SW First Avenue, Suite 423 Miami, FL 33130

SUNRISE FL 33351-6796

600 Dr. Martin L. King, Jr Place Louisville, KY 40202

100 W CAPITOL ST Jackson, MS 39201-1620

300 Fayetteville ST Raleigh, NC 27601-1799

Columbia, SC 29201

Charleston SC 29401-2213

Columbia, SC 29201

801 Broadway, Suite 113 Nashville, TN 37203

800 MARKET ST

Knoxville TN 37902-2327

One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103

OPTION YEAR IV: JULY 1, 2017 - JUNE 30, 2018

950 22nd Street North, Suite 975 Birmingham, AL 35203

201 St Michael Street Mobile, AL 36602-2902

1 Church St., Room 564 Montgomery, AL 36104-4056

475 Mulberry ST Macon GA 31201-3385

124 Barnard Street, Suite B-114 Savannah, GA 31401

111 N Adams ST Tallahassee FL 32301-7736

51 SW First Avenue, Suite 423 Miami, FL 33130

51 SW First Avenue, Suite 423 Miami, FL 33130

SUNRISE FL 33351-6796

600 Dr. Martin L. King, Jr Place Louisville, KY 40202

100 W CAPITOL ST Jackson, MS 39201-1620

300 Fayetteville ST Raleigh, NC 27601-1799

Columbia, SC 29201

Charleston SC 29401-2213

Columbia, SC 29201

801 Broadway, Suite 113 Nashville, TN 37203

800 MARKET ST

Knoxville TN 37902-2327

One Memphis Place 200 Jefferson Avenue, Suite 1075 Memphis, TN 38103

SECTION C

DESCRIPTION/SOW

1. GENERAL

a) All services to be provided by the Contractor shall be performed in a progressive, proactive and professional manner within established time frames, resulting in acceptable levels of Government satisfaction and requirements.

2. DEFINITIONS

a) Contracting Officer (CO) – The Contracting Officer is the final authority in all contractual matters relating to this contract. The CO has the overall responsibility for administration of this contract and is authorized to take actions on behalf of the Government to amend, modify, or deviate from contract terms, conditions, requirements, specifications, details, and/or schedules. The CO may delegate certain responsibilities to authorized representatives including Designated Ordering Officials.

b) Contracting Officer’s Representative (COR) – The Contracting Officer’s Representative shall be appointed by a letter from the CO. The Contracting Officer’s Representative shall assists the CO or Designated Ordering Official in the performance of contract administration responsibilities, including but not limited to: Determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract; acting as the Government representative in charge of work at the sites; ensuring compliance with contract requirements insofar as the work and deliverables are concerned; approving assignments of the Contractor; conducting payment meetings; and advising the CO and Designated Ordering Official of any factor(s) including those that may cause significant delays in performance of work.

c) Contractor – As defined in the FAR, GSAM and shall mean Contractor employees, any of its affiliates, the Contractor or its affiliates’ successors in interest, or other entities in which the Contractor has a financial interest, consultants, subcontractors of any tier, and employees thereof. Contractor, Contractor’s personnel, employees, and/or subcontractors may be used synonymously.

3. GOVERNMENT RECORDS AND RELEASE OF INFORMATION

a) The Contractor shall not disclose any information or data that is proprietary to the Government. All such information or data is reserved exclusively for use between the Government and the Contractor. In the course of the performance under this contract, GSA may authorize release of certain information or data necessary for use in the performance of services. Such data so released shall not be further disseminated and shall not be considered released into the public domain. The Contractor is required to develop and utilize GSA’s established procedures for custody, use, handling, reproduction, preservation, storage, safeguarding, and disposition of documents and information of proprietary nature. Such procedures shall be carried out so that there is no unauthorized disclosure during and within established time frames extending beyond contract performance.

b) The Contractor shall not disseminate any information concerning the specific projects without prior written approval of the Government. All questions concerning procurement or media inquiries shall be directed to the designated Contracting Officer of the project

4. PROPRIETARY INFORMATION

In the event that performance of any work under this contract causes the Contractor to gain access to proprietary and/or confidential information of other firms or Contractors, the Contractor shall refrain from using any such information for any purposes other than for which it was furnished and specifically related to service ordered.

PERFORMANCE WORK STATEMENT

1. Introduction:

On behalf of the PBS Commissioner’s Office and all business lines within the GSA/PBS Southeast Region 4 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 Southeast Region including the Office of the Commissioner, Portfolio Management, Real Estate Acquisition, 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 Atlanta 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 a single Task Order. Task Order shall be a written order by the Contracting Officer requiring the Contractor to provide specific services. The 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.

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:

5. Required Services/Tasks:

5.1 CLERK

The Service Provider shall prepare and type correspondence.

The Service Provider shall use office automation hardware and software, including word processing, and related equipment (e.g., printers, scanners) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update or revise existing data bases or spread sheets.

The Service Provider shall prepare and type correspondence including but not limited to letters, memorandums, transmittal documents, supply requests, reports, etc.

The Service Provider shall review outgoing correspondence for proper format, grammar, and spelling.

The Service Provider shall assure that all correspondence is properly coordinated and copies are correctly distributed and filed.

The Service Provider shall transmit and receive documents and messages electronically or using a workstation that is networked or linked to other computers. The Service Provider shall also use a fax machine and a manual or electric typewriter to perform some duties.

Workload: Typically, type 3 pages per day.

Performance Standard Successful performance requires that documents and correspondence are prepared in accordance with agency guidelines and/or the GPO Style Manual with no more than 2 documents per month returned because of errors of any type.

The Service Provider shall answer telephone calls. The Service Provider shall screen telephone calls, including but not limited to calls from a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to another appropriate staff member.

Workload: Typically, answer 20 phone calls per day.

Performance Standard Successful performance requires that calls are answered by the third ring or receive an updated voice mail recording, and messages are returned and or relayed within 2 hours, in accordance with office guidelines. There will be no more than 3 valid complaints involving timeliness or quality occurring during any 2 individual months of the performance period.

The Service Provider shall schedule and coordinate meetings. The Service Provider shall make all necessary arrangements for conferences and meetings as directed by the DGR, including but not limited to conference/meeting location, time, attendees, coordinating conference call capability, hotel reservations, development and assembly of background.

The Service Provider shall attend meetings. This includes recording and distributing meeting minutes.

Workload Typically, schedule 2 meetings per month.

Performance Standard Successful performance requires that meetings are scheduled accurately 95% of the time with no more than 3 errors or deviations occurring during the performance period.

The Service Provider shall maintain electronic and paper files.

The Service Provider shall establish, maintain and revise administrative files to meet current office needs. Files shall be both electronic and paper “hard copy”. The Service Provider shall place documents (both electronic and hard copy) in appropriate file locations. The Service Provider shall search files and retrieve documents as needed.

The Service Provider shall set up files for annual budget activity 54 projects and ensure correct documentation is included in files.

The Service Provider shall update contact list for leased and federally owned buildings.

The Service Provider shall set up and update lease files as well as set up new fiscal year files for the office.

The Service Provider shall update emergency contact lists.

The Service Provider shall maintain a suspense file on incoming correspondence and action documents and special projects assigned to the organization, and follow up to see that projects are completed on time.

The Service Provider shall create new files and purge old files annually. This includes processing files for retirement to the National Archives and Records Administration (NARA). Processing includes but is not limited to packaging, obtaining accession numbers and arranging for shipment to the NARA.

Workload Typically, file 5 documents, maintain building contact list for 2 contacts, and maintain lease list and files for 50 leases.

Performance Standard Successful performance requires that files are established and maintained for a variety of office files, records, and suspense in accordance with agency guidelines. Successful performance also requires that documents are filed within 5 working days after receipt, and suspense items are pulled daily. There will be no more than 3 instances of material found misfiled or not filed at all, and failure to pull suspense items occurring during any 2 individual months of the performance period.

The Service Provider shall reproduce documents. The Service Provider shall reproduce documents as required to support office operations. The Service Provider shall process printing requests for the reproduction of large documents. The Service Provider shall scan text documents, process through optical character reader software and edit to final form. The Service Provider shall replenish paper supply in equipment on a daily basis as necessary.

Workload Typically, copy 150 pages per day, and maintain proper supplies in 3 office machines.

Performance Standard Successful performance requires that documents are reproduced in accordance with agency guidelines with no more than 4 documents per month returned because of errors of any type.

The Service Provider shall greet and receive visitors to the office including but not limited to a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to other appropriate staff members.

Workload. Typically, greet 5 visitors per day.

Performance Standard Successful performance requires that information/assistance is provided to Service Center, Regional and CO Personnel, other federal agencies and the public in a courteous, helpful manner. There are no more than 3 valid verbal or written complaints during any month.

The Service Provider shall initiate calls for computer hardware and software assistance and or maintenance. The Service Provider shall call the “help desk” to obtain assistance as requested by office personnel.

Workload. Typically, make 5 calls per month.

Performance Standard Successful performance requires that callbacks are performed on 100% of service or assistance calls, with no more than 3 errors involving timeliness or quality relating to initial calls or callbacks occurring during performance period.

The Service Provider shall maintain classified and/or sensitive documents. The Service Provider shall maintain control and security of classified and/or sensitive documents in accordance with all applicable security directives and regulations.

Workload. Typically, maintain 2 classified and/or sensitive documents.

Performance Standard Successful performance requires that control of sensitive documents is maintained in accordance with agency guidelines with no loss of control during the performance period.

The Service Provider shall process mail and distribution. The Service Provider shall receive, review sort and distribute to appropriate staff members, incoming mail and inter-office distribution.

The Service Provider shall collect and dispatch outgoing mail and inter-office distribution. The Service Provider shall collect, review and deliver to appropriate staff members, intra-office distribution.

Workload: Typically, process 10 letters/documents per day.

Performance Standard Successful performance requires that mail and other office communications are accurately routed, controlled, and distributed. Incoming mail will be date stamped and distributed to addressee within 2 hours of receipt, with no more than 3 failures to meet timeliness during any 2 individual months. All mail will be accurately and efficiently distributed, with no more than 3 instances of mail being misdirected during any 2 individual months of the performance period.

The Service Provider shall prepare and submit suitability and adjudication requests to Department of Homeland Security – Federal Protective Service, on contract employees.

Workload: Typically, process 5 requests per month.

Performance Standard Successful performance requires that requests are processed correctly 95% of the time, in accordance with agency guidelines.

5.1.2 SECRETARY I

The Service Provider shall use office automation hardware and software, including word processing, and related equipment (e.g., printers, scanners) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update or revise existing data bases or spread sheets.

The Service Provider shall prepare and type correspondence including but not limited to letters, memorandums, transmittal documents, supply requests, reports, etc.

The Service Provider shall review outgoing correspondence for proper format, grammar, and spelling.

The Service Provider shall assure that all correspondence is properly coordinated and copies are correctly distributed and filed.

The Service Provider shall transmit and receive documents and messages electronically or using a workstation that is networked or linked to other computers. The Service Provider shall also use a fax machine and a manual or electric typewriter to perform some duties.

Workload. Typically, type one page per day.

Performance Standard Successful performance requires that documents and correspondence are prepared in accordance with agency guidelines and/or the GPO Style Manual with no more than 2 documents per month returned because of errors of any type.

The Service Provider shall answer telephone calls.

The Service Provider shall screen telephone calls, including but not limited to calls from a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to another appropriate staff member.

Workload: Typically, answer 25 phone calls per day.

Performance Standard Successful performance requires that calls are answered by the third ring or receive an updated voice mail recording, and messages are returned and or relayed within 2 hours, in accordance with office guidelines. There will be no more than 3 valid complaints involving timeliness or quality occurring during any 2 individual months of the performance period.

The Service Provider shall support procurement activities.

The Service Provider shall order supplies and equipment as necessary. The Service Provider shall inventory supplies for the office.

The Service Provider shall prepare orders against term partition contract and open market, in Comprizon. This includes but is not limited to verifying the vendor is in Comprizon, setting up file and ensuring all backup is included in the file, and ensuring that copies are distributed correctly.

The Service Provider shall make purchases using government credit card and code, input, approve, and reconcile credit card logs for each purchase in Pegasys. This includes but is not limited to compiling charges to match monthly statements for supervisor’s approval, ensuring all necessary backup is included with each purchase.

The Service Provider shall pay various invoices in Pegasys, using Direct Payment method or government credit card. This method includes but is not limited to submitting correct coding, applying approvals, and ensuring all necessary backup is included with each purchase.

Workload: Typically, order supplies one time per quarter, inventory supplies and equipment one time per quarter, place 5 term partition contract and open market orders per month, make 15 credit card purchases per month, and process 15 invoices per month in Pegasys.

Performance Standard Successful performance requires that all orders are prepared and placed correctly with no more than 3 errors or deviations of any kind during any 3 individual months of the performance period.

The Service Provider shall assist in the development of management reports and briefings.

The Service Provider shall assemble data and type management reports including but not limited to areas such as accidents, mail, records, inventory, uniform allowance and controls, telephone requests and billings, Federal Procurement Data Sheet Reports (FPDS) and other special and recurring reports as required. The Service Provider shall assist in the development of briefing materials including but not limited to graphic charts, handout documents, etc.

The Service Provider shall submit monthly copier readings reports.

The Service Provider shall track vehicle assignments and utilization, and submit monthly mileage reports.

The Service Provider shall respond to Regional Office and Finance inquiries.

Workload. Typically, assist with 3 reports per month, submit monthly reports for 3 vehicles, and respond to 2 Regional Office or Finance inquiries per month.

Performance Standard Successful performance requires that reports are prepared in accordance with agency guidelines and/or the GPO Style Manual with no more than one document per month returned because of errors of any type. Successful performance also requires that data and computations are correct, with no more than one document being returned per month because of incorrect information.

The Service Provider shall schedule and coordinate meetings and make all necessary arrangements for conferences and meetings as directed, including but not limited to conference/meeting location, time, attendees, coordinating conference call capability, hotel reservations, development and assembly of background.

The Service Provider shall attend meetings. This includes recording and distributing meeting minutes.

Workload: Typically, schedule 8 meetings per month, and attend prepare minutes for 6 meetings per month.

Performance Standard Successful performance requires that meetings are scheduled accurately 95% of the time with no more than 3 errors or deviations occurring during any 2 individual months of the performance period.

The Service Provider shall maintain electronic and paper files.

The Service Provider shall establish, maintain and revise administrative files to meet current office needs. Files shall be both electronic and paper “hard copy”. The Service Provider shall place documents (both electronic and hard copy) in appropriate file locations. The Service Provider shall search files and retrieve documents as needed.

The Service Provider shall set up files for annual budget activity 54 projects and ensure correct documentation is included in files.

The Service Provider shall update contact list for leased and federally owned buildings.

The Service Provider shall set up and update lease files as well as set up new fiscal year files for the office.

The Service Provider shall update emergency contact lists.

The Service Provider shall maintain a suspense file on incoming correspondence and action documents and special projects assigned to the organization, and follow up to see that projects are completed on time.

The Service Provider shall create new files and purge old files annually. This includes processing files for retirement to the National Archives and Records Administration (NARA). Processing includes but is not limited to packaging, obtaining accession numbers and arranging for shipment to the NARA.

Workload: Typically, file 30 documents, maintain BA54 files for 12 projects per year, maintain building contact list for 320 contacts, maintain lease list and files for 80 leases, maintain emergency contact list for 15 employees, and maintain tracking system for 2 suspense items per week.

Performance Standard. Successful performance requires that files are established and maintained for a variety of office files, records, and suspense in accordance with agency guidelines. Successful performance also requires that documents are filed within 5 working days after receipt, and suspense items are pulled daily. There will be no more than 3 instances of material found misfiled or not filed at all, and failure to pull suspense items occurring during any 2 individual months of the performance period.

The Service Provider shall reproduce documents, process printing requests for the reproduction of large documents, scan text documents, process through optical character reader software and edit to final form.

The Service Provider shall replenish paper supply in equipment on a daily basis as necessary.

Workload: Typically, copy 20 pages per day, and maintain proper supplies in 5 office machines.

Performance Standard. Successful performance requires that documents are reproduced in accordance with agency guidelines with no more than 4 documents per month returned because of errors of any type.

The Service Provider shall schedule travel and training for office personnel.

The Service Provider shall prepare and submit for approval training authorizations, training request forms (GSA Form 3076), and other related documents for office personnel.

The Service Provider shall also maintain a suspense control on training dates and individuals and administrative files to record employee training accomplishments.

The Service Provider shall make all necessary arrangements for travel for organization personnel including but not limited to necessary airline, hotel and rental car reservations. These arrangements shall be made using the designated Government travel agent.

The Service Provider shall prepare and submit travel authorizations and travel vouchers on all travel for organization personnel.

The Service Provider shall prepare and submit travel vouchers in ETAMS and training authorizations in DOCNET on all travel for organization personnel.

Workload: Typically, schedule one travel/training event per month.

Performance Standard Successful performance requires that travel authorizations and vouchers are prepared in accordance with agency guidelines with no more than one deviation and/or error involving timeliness and quality occurring during the performance period.

The Service Provider shall greet and receive office visitors.

The Service Provider shall greet and receive visitors to the office including but not limited to a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to other appropriate staff members.

Workload: Typically, greet 20 visitors per day.

Performance Standard Successful performance requires that information/assistance is provided to Service Center, Regional and CO Personnel, other federal agencies and the public in a courteous, helpful manner. There are no more than 3 valid verbal or written complaints during any month.

The Service Provider shall maintain administrative support budgets. The Service Provider shall perform year-end closing duties as needed.

Workload: Typically, assist with year-end closing activities.

Performance Standard Successful performance requires that budget actions are processed correctly, with no more than one error of any type occurring during the performance period.

The Service Provider shall maintain records of leave, travel, training and other organizational activities for office personnel.

The Service Provider shall maintain time and attendance records for office personnel. Maintenance includes but is not limited to daily posting and obtaining biweekly certification/approval of an accurate record of employee time and leave, and filing record documents.

The Service Provider shall perform time and attendance duties, which includes submitting payrolls and amendments in ETAMS, posting and tracking both sick and annual leave on GSA Form 873, ensure all backup is included, setting up files as needed, reconciling supervisor’s time and attendance report with leave balances shown on GSA Form 873.

The Service Provider shall reconcile employee leave and earning statements with employee leave requests and distribute to…