CSS_Solicitation.pdf

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U.S. GENERAL SERVICES

ADMINISTRATION

Acquisition Management Division

230 S. Dearborn St. Room 3600 Chicago, IL 60604

This Procurement is Set Aside for Small Business Concerns Only

PPRROOJJEECCTT:: Central Support Services John C. Kluczynski Federal Building

230 S. Dearborn Street Chicago, IL 60604

SSOOLLIICCIITTAATTIIOONN NNOO:: GS-05P-16-FA-D-7001

IISSSSUUEE DDAATTEE:: March 02, 2017

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April 04, 2017 3:00 PM (Central Time)

IISSSSUUEEDD BBYY::

U.S. General Services Administration Public Buildings Service Acquisition Management Division 520 S. Eighth Street Springfield, Illinois 62703 Contact: justin.costello@gsa.gov

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

ATTENTION OFFERORS: This notice has been prepared to point out some of the important sections or requirements of this solicitation or to provide you with additional information related to this proposed contract. Please note that it is not inclusive - you are cautioned to carefully read the entire solicitation in order to be fully aware of all requirements, provisions, and clauses.

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GENERAL SERVICES ADMINISTRATION’S MISSION

To provide quality services required by our clients in a timely manner and to ensure the best value to the Federal Government and the public thereby enhancing our clients’ ability to accomplish their mission.

SAFEGUARDING DOCUMENTS

Associated plans, drawings, or specifications provided under this solicitation are intended for use by prospective offerors (and their subcontractors and suppliers). In support of this requirement, GSA requires offerors to exercise reasonable care when handling documents relating to building drawings/plans, security equipment, security equipment installations, and contract guard service, to include:

1) Limiting reproduction and/or dissemination of covered materials only to persons/parties related to this acquisition or otherwise authorized to receive such information;

2) Making every possible effort that is reasonable and prudent to prevent unauthorized disclosure of this information;

3) Upon award and completion of any appeals process, unsuccessful offerors making every reasonable and prudent effort to destroy or render useless all information/documentation received during the solicitation and/or appeals process; and

4) The awardee continuing the efforts required above throughout the entire term of contract and for what specific time thereafter as may be necessary, as determined by the awardee.

PERFORMANCE BASED SPECIFICATIONS

Offerors are cautioned that this is a performance-based solicitation. These performance-based specifications express the Government’s requirements in the form of the minimum quality standard to be met. The Contractor is to determine the optimal work schedule, frequency, resource allocations and performance methods. Therefore, it is strongly advised that you review the complete solicitation so that you are aware of all the terms and conditions.

CURRENT CONTRACTOR AND CURRENT CONTRACT PRICE

The current contractor is NN-RDS LLC., located in Chicago, Illinois. The current monthly price is $39,197.40.

NAICS CODE

For your information, the North American Industry Classification System (NAICS) code for this procurement is 561499. The Small Business Size Standard is $14,000,000.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

NOTICE CONCERNING COMPLETION OF SOLICITATIONS

Offerors are cautioned to carefully read the entire solicitation in order to be fully aware of all requirements, provisions and clauses. Fill-ins should be properly completed and verified. All copies should contain the same information. Verify calculations before signing your offer.

Offerors shall submit with their offer the following documents:

Standard Form 33 – Solicitation, Offer, and Award Section B – Supplies or Services and Prices Offer GSA Form 527 – Contractor’s Qualification and Financial Information Standard Form 24 – Bid Guarantee Offeror’s Checklist (See Section L) Quality Control Plan (See Section C) Past Performance References Technical Proposal (4 copies)

CONTRACTOR ORAL PRESENTATIONS

As a requirement of this solicitation, offerors who make the competitive range may be required to participate in an oral presentation of their technical proposal. Attention is directed to Section L of this solicitation for details. Only those offerors who are selected to participate in the second evaluation phase may be required to give an oral presentation. Presentations will not be held during the first phase of the evaluation.

BOND REQUIREMENTS

BID GUARANTEE AND BOND ARE REQUIRED [X] ARE NOT REQUIRED [ ]

If a bid guarantee is required to be submitted with your offer, any contract awarded will require a performance bond as specified in this solicitation. Offerors who utilize individual sureties should note (1) the requirement for a certified, audited, financial statement for each person acting as an individual surety (see Section L, clause entitled FAR 52.228-1 Bid Guarantee) and

(2) the requirements of the clause entitled FAR 52.228-11 Pledge of Assets in Section I.

If bonds are required, also note the requirements of the various bid guarantee and bond clauses in Section I. For example, a new performance bond is required if a contract option for an additional performance period is exercised.

PRICING OF OPTIONS

Offerors shall price the initial one (1)-year period and the option requirements for the four (4) additional one (1)-year periods.

SITE VISIT

Offerors are urged to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

CONTRACTOR DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER.

Enter your DUNS number in Block 15A on the first page of this solicitation. If you do not know or do not have a DUNS number please contact Dun and Bradstreet directly to obtain one. A DUNS number will be provided immediately by telephone at no charge to you. For information

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois on obtaining a DUNS number, you should call Dun and Bradstreet at 1-800-333-0505. Be prepared to provide the following information: (1) Company name, (2) Company address, (3) Company telephone number, (4) Line of business, (5) Chief executive officer/key manager, (6) Date the company was started, (7) Number of people employed by the company, (8) Company affiliation.

FAIR LABOR STANDARDS/SERVICE CONTRACT ACT PRICE ADJUSTMENT

PROVISIONS

If this is a multiyear service contract or a service contract that may exceed a year in length if options are exercised, offerors should note the price adjustment provisions in Section I of this solicitation.

SOLICITATION COPIES

Note that Block 9 on the SF33 contained in the solicitation specifies the number of copies of the offer that must be returned by offerors.

Do not include any allowance for any contingency to cover increased cost for which adjustments are provided for under the Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multi-year Contract) contained in the CONTRACT CLAUSES section of this contract.

Reimbursement for emergency call-back, overtime, and additional services will only be computed for the hours performed at the work site.

PRICING OF OPTIONS

Offerors shall price the initial one year period and the option requirements for the four additional one-year periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor for the initial one-year period of performance will apply to the four one-year option periods. The minimum wage rates and fringe benefits applicable to the initial one-year period of performance are outlined on the wage rate sheet.

OPTION TO EXTEND SERVICES

Offerors should note that Section I of this solicitation includes FAR 52.217-8, Option to Extend Services, which allows the Government the unilateral option to extend the term of any resultant contract up to six months, exclusive of any other option provisions which may be included as part of any resultant contract.

EVALUATING CONTRACTOR PERFORMANCE

The General Services Administration is using the Contractor Performance Assessment Reporting System (CPARS) module as the secure, confidential, information management tool to facilitate the performance evaluation process. CPARS enables a comprehensive evaluation by capturing comments from both GSA and the contractor. The website for CPARS is http://www.cpars.gov. Completed CPARS evaluations are sent to the Past Performance Information Retrieval System (PPIRS) which may then be used by Federal acquisition community for use in making source selection decisions. PPIRS assists acquisition officials by serving as the single source for contractor past performance data.

CPARS Registration Each award requiring an evaluation must be registered in CPARS. The contractor will receive several automated emails. Within thirty days of award, the contractor will receive an e-mail that

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois contains user account information, as well as the applicable contract and order number(s) assigned.

Contractors will be granted one user account to access all evaluations.

CPARS Training

Contractors may sign up for CPARS training. A schedule of classes will be posted to the CPARS training site (http://www.cpars.gov/allapps/cpcbtdlf.htm) and updated as needed.

CPARS Role_Contractor Representative (CR)

All evaluations will be sent the Contractor Representative (CR) named on your award. Access to CPARS will be granted to the CR after the award is registered in the system.

The CR will be able to access CPARS to review and comment on the evaluation. If your CR is not already in the CPARS system, the contracting officer will request the name and email address of the person that will be responsible for the CR role on your award.

Once an evaluation is ready to be released the CR will receive an email alerting them the evaluation is ready for their review and comment. The email will indicate the time frame the CR has to respond to the evaluation; however, the CR may return the evaluation earlier than this date.

The contractor must promptly notify the Contracting Officer of any change in their CR to allow the update to be made in the system. GSA shall provide for review at a level above the contracting officer (i.e., contracting director) to consider any disagreement between GSA and the contractor regarding GSA’s evaluation of the contractor. Based on the review, the individual at a level above the contracting officer will issue the ultimate conclusion on the performance evaluation.

Copies of the evaluations, contractor responses, and review comments, if any, will be retained as part of the contract file.

QUALITY CONTROL PLAN (QCP)

The contracting Officer (CO) must accept a completed Quality Control Plan (QCP) prior to award of a contract. The QCP will be specific to the contract specification and location(s) in accordance with the provisions and requirements of the solicitation.

NOTICE TO PROCEED (NTP)

Notice to Proceed (NTP) will NOT be issued until the COR has officially notified the CO that approved clearances for proposed employees have been received and approved by the Department of Homeland security, Bureau of Immigration and Customs Enforcement, Federal Protective Service (DHS, BICE, FPS).

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

SHALL vs MUST Throughout this solicitation, the terms “shall” and “must “ are used. “Shall” and “must” denote the imperative. They indicate an obligation to act. In this solicitation, and any resulting contract, “shall” and “must” have the same meaning.

SYSTEM FOR AWARD MANAGEMENT (SAM)

In order to receive payment, contractors shall be registered in the System for Award Management (SAM) database. The Contractor is responsible for the accuracy and completeness of the data within the SAM database, and for any liability resulting from the Government’s reliance on inaccurate or incomplete data. To remain registered in the SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Please refer to FAR 52.204-7 in the contract clauses for additional information. See www.sam.gov for additional information.

[THIS NOTICE SHOULD BE REMOVED BEFORE OFFER IS SUBMITTED TO GSA]

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

TABLE OF CONTENTS

SECTION A- SF33- Solicitation, Offer and Award

SECTION B – SUPPLIES OR SERVICES AND PRICES

B1. Description of Services

SECTION C – PERFORMANCE WORK STATEMENT

Part 1 Introduction Part 2 Computer Application Standards Part 3 Package Receiving and Distribution………………………………………………………………………….…… Part 4 File Storage and Management…………………………………………………………………………...………..

Part 5 Reference Material Storage and Management Part 6 Supply Management and Distribution Part 7 Electronic Device Storage and Management Part 8 Copy/Reproduction/ Plotting and Related Services…………………………………………………...………… Part 9 Document Scanning and Archiving………………………………………………………………………………..

Part 10 Motorpool Management…………………………………………………………………………………………..

Part 11 Service Level Standards………………………………………………………………………………………….

Part 12 Continuity of Services……………………………………………………………………………………………..

Part 13 Key Personnel and Management………………………………………………………………………………..

Part 14 Strike Contingency and Emergency Plans……………………………………………………………………..

SECTION D – PACKAGING AND MARKING

D1. Payment of Postage and Fees D2. Marking

SECTION E – INPSECTION AND ACCEPTANCE

E1. Criteria for Evaluative Performance E2. Deduction Rate E3. Suspension of Work E4. FAR 52.246-4 Inspection of Services – Fixed Price (Aug 1996) E5. Additional Requirements for Inspection of Services E6. Failure to Perform

SECTION F – DELIVERIES AND PERFORMANCE

F1. Term of Contract F2. Recognized Holidays F3. Place of Performance F4. Options F5. Indefinite Delivery Indefinite Quantity (IDIQ) Contract F6. Guaranteed Minimum F7. Maximum F8. Ordering Officials

SECTION G – CONTRACT ADMINISTRATION DATA

G1. Payment (General) G2. Payment for Services G3. GSAR 552.232-77 Payment By Government Commercial Purchase Card (Mar 2000) G4. Evaluating Contractor Performance G5. Contracting Officer (CO) G6. Contracting Officer’s Representative (COR)

SECTION H – SPECIAL REQUIREMENTS

H1. GSAR 552.237-71 Qualifications of Employees (May 1989) H2. Qualifications of Employees H3. Recording Presence

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

H4. Suitability Determination……………………………………………………………………………………………….

H5. GSA Criteria for Adjudication…………………………………………………………………………………………..

H6. Compliance with Security Requirements H7. Identification Credential

H8 Escort Requirements……………………………………………………………………………………..………….

H9. Standards of Conduct H10. Working with Other Contractors H11. Safeguarding Information H12. Removal from Contract Work H13. Affirmative Procurement Program

H14. Disclosure of Proprietary Information…………………………………………………………….……….………..

SECTION I – SERVICE CONTRACT CLAUSES

SECTION J – LIST OF DOCUMENTS, EXHIBIT AND OTHER ATTACHMENTS

Exhibit 1 Definitions Exhibit 2 Reporting Requirements Exhibit 3 Government Furnished Equipment Exhibit 4 Instructions by File Type Exhibit 5 Supply Inventory Exhibit 6 Electronic Device Inventory

Exhibit 7 Applicable Publications…………………………………………………………………………………… Exhibit 8 Service Level Standards…………………………………………………………………………..…………….

Exhibit 9 Comprehensive Procurement Guideline (CPG) Items…………………………….………………………….

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K1. Remittance Address K2. Security Forms Quantity K3. FAR 52.204-8 Annual Representations and Certifications (Jan 2006)

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICE TO OFFERORS

L1. Bid Guarantee Requirement L2. Performance Bond Requirement………………………………………………………………………………………

L3. Insurance Requirement…………………………………………………………………………………………….

L4. Financial Qualifications of Offerors………………………………………………………………………………..

L5. Proposal Evaluation Procedures…………………………………………………………………………..………….

L6. Instructions for Submitting Proposals………………………………………………………………………………… L7. GSAR 552.237-70 Qualifications of Offerors

L8. Inconsistencies in Specifications L9. Type of Contract

L10. Offerors Checklist…………………………………………………………………………….…………………… Attachment A Past Performance References

Other Negotiated Solicitation Provisions for Services…………………………………….………………………….

SECTION M – Evaluation Factors for Award

M1. Basis of Award M2. Past Performance M3. Technical Proposal M4. Total Evaluated Price………………………………………………………………………………………………….

M5. Special Standard(s) of Responsibility M6. FAR 52.217-5 Evaluation of Options (July 1990)

SF24- Bid Bond GSA Form 527- Contractor’s Qualifications and Financial Information

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXTENSION

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. PAGE(S)DESCRIPTION

A

B

C

D

E

F

G

H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

DATEAMENDMENT NO.AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) ( )41 U.S.C. 3304(a)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

SEALED BID (IFB)

NEGOTIATED (RFP)

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

1 1

Acquisition Management Division Attn: Justin Costello 520 S. Eighth Street, Springfield, Illinois 62703

5P1QEB

Acquisition Management Division 520 S. Eighth Street, Springfield, Illinois 62703

GS-05P-16-FA-D-7001

520 S. Eighth Street, Springfield, Illinois 62703 3 PM CT

Justin Costello justin.costello@gsa.gov

04/04/2017

03/02/2017

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

SECTION B

SUPPLIES OR SERVICES AND PRICES

B1. DESCRIPTION OF SERVICES

The contractor shall provide all Management, Supervision, Labor and Equipment (except as otherwise provided) and shall plan, schedule, coordinate and ensure effective performance of the services described in this solicitation. The offer sheet shown below is used to document the Contractor’s price to the Government for the required services. Work under this contract is expected to commence on or about August 1, 2017, unless Phase In Services are ordered (see Part 12.2 of Section C.)

OFFER FOR BASIC SERVICES

In the space provided below quote a price for providing the services described herein:

ITEM

DESCRIPTION

Location: John C. Kluczynski Federal Building

A

PRICE

Base Period 1 Year

B

PRICE

1st Option Period 1 Year

C

PRICE

2nd Option Period 1 Year

D

PRICE

3rd Option Period 1 Year

E

PRICE

4th Option Period 1 Year

0001 Basic Services: Central Support Services

Price Quoted per Month>>

INDEFINITE SERVICES

(To be ordered on an as-needed basis)

0002 F. Phase In Services: See Part

12.2 of Section C See Note 3

Lump Sum Price>>

0003 G. Phase Out Services: See Part 12 of Section C See Note 3

Lump Sum Price>>

H. Overtime Service Requested by the Government

See Note 1

Price Quoted per Hour>>

Quantity

X 1 Hour

Hourly rates for Overtime Services are proposed only once. These rates may, in the event of wage determination rate increases, be escalated per FAR 52.222-43.

All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

Offerors shall price the renewal options using the wage determination contained in this solicitation. Upon exercising a renewal option, the contract price will be adjusted in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Act - Price adjustment (May 1989) (Multiple Year and Option Contracts).

Offerors are cautioned that any offer may be rejected as non-responsive if it is materially unbalanced as to prices for the options and the initial contract period. An offer is unbalanced when it is based on prices which are significantly less than the cost for some work and prices which are significantly overstated for other work.

Offerors MUST quote prices for all line items in order to be considered for award.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

Note 1: The number of hours for overtime service is for evaluation purposes only and is based on an estimate of the Government’s anticipated need for such service. Quote a price per hour for providing overtime services when ordered that are in addition to the services specified herein for the basic services. Orders for overtime service may be placed orally when the amount of the order totals $2,500.00 or less or in the event of an emergency. All orders which exceed $2,500.00 must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies or Services and will be paid by GSA Finance. The GSA Form 300 will describe the service to be provided and will establish, excluding emergencies as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), the maximum number of hours for which the contractor will be compensated. Orders of $2,500.00 or less may be processed using either direct pay procedures or the Government wide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases. Individual orders for overtime services involving more than forty (40) hours will only be issued with the assent of the contractor.

This overtime services provision is intended to be used to satisfy the Government's short term non recurring needs for service. Should a continuing need for additional service arise, a contract modification will be negotiated pursuant to the "Changes Fixed Price" clause.

Overtime services cannot be accomplished by diverting resources from work that is supposed to be accomplished under Basic Services.

Note 2: The Contractor is reminded that there are documents that are required to be prepared and submitted as part of the performance of this contract (refer to Section J, Exhibit 2). Monthly invoices must be submitted after all required paperwork has been sent to the COR. Invoices received prior to the Government’s receipt of the required submittals will be rejected. Please refer to FAR 52.232-25.

Note 3: Phase-in and Phase-out services will be ordered on an as-needed basis only. Orders will be issued on a GSA Form 300, Order for Supplies and Services, and will be paid by GSA Finance. Only the agency awarding this contact may place orders.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

SECTION C

Performance Work Statement

PART 1.0 INTRODUCTION

1.1 Background and Intent. The General Services Administration (GSA), Public Buildings Service (PBS), regional office is in need of a central file and supply service that also includes mailing and printing services. The main onsite location for these services will be at the John C.

Kluczynski (JCK) Federal Building, 230 S. Dearborn, Chicago, Illinois. The contractor will occupy an additional location at the Ralph H. Metcalfe (RHM) Federal Building, 77 W. Jackson Blvd.

The main onsite location space consists of two adjacent rooms on the 33rd floor. The copy room is equipped with a service window and copy and reproduction equipment, and the file and supply room also has a service window and contains an electronic high-density file storage system and supply storage cabinets.

At the RHM Building, the contractor will utilize space in room 415 for the following purposes: inventory, identify, and scan PBS’s regional library of building drawings and other documents, store the images in an electronic file, perform a quality control check, and transfer the drawings to the National Archives and Records Administration (NARA) Federal Records Center in Chicago for archiving.

There are currently about 60,000 files in the file room, about 306 different supply items, and about 38 small electronic devices (including digital cameras, projectors, GPS locators, and laser pointers and measuring tools).

An example of service provided in one fiscal year, includes:

Checked in 8,225 files.

Checked out 10,198 files.

Completed 1,280 copy orders, including 660,441 black & white copies and 318,007 color copies.

Completed 658 plot orders, including 159,831 sq. ft. plot volume.

Completed 201 scan orders, including 78,058 pages scanned.

Completed 600 CD/DVD reproduction orders, producing 2,400 CD’s and 180 DVD’s.

Completed 14,231 supply issue requests, including 100,103 supply items.

Logged 5,966 inbound packages.

Logged 6,043 outbound packages.

Checked out electronic devices 241 times.

Checked in electronic devices 262 times.

Scanned and archived thousands of building drawings and other documents.

Services to be provided include:

Package Receiving and Distribution File Storage and Management, Archiving to NARA and Disposal Reference Material Storage and Management Supply Management and Distribution Electronic Device Storage and Management Copy/Reproduction/Plotting Document Scanning and Archiving USPS, UPS/FedEx receive and distribute Motorpool Management

1.3 Daily Delivery and Pick Up Services:

An integral part of the services provided by the contractor will be direct delivery and pick up from specified drop points, i.e., employees’ desks or centralized locations. These circuits will be continuous and will consist of picking up and dropping off files, reference materials, overnight packages, supplies, and copy/reproduction jobs. Contract employees should be able to lift at least 50lbs.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

1.3.1 Deliveries. Any item, e.g., files, reference materials, overnight packages, supplies, copy/reproduction jobs, etc., delivered to a drop point must be labeled with the name and correspondence symbol of the recipient unless the information is already apparent, as with an overnight package addressed to an individual.

1.3.2 Drop Points. For drop points that serve more than one division, the CSS must take care to segregate items according to correspondence symbol within each drop point. The CSS must also monitor the drop points to prevent delivered items from being mixed in with items left for pickup by PBS employees, e.g., files going back to the storage location, or a copy job request.

1.4 Access and Operating Hours:

1.4.1 Access. Due to the sensitive nature of GSA’s business, the contractor must take precautions to keep PBS documents and equipment safeguarded at all times. During normal operating hours, the CSS copy room will be open to allow access to the plotters, copiers, and other office equipment; otherwise, the room will be locked. The file room will be locked at all times, but the service window will be open during normal operating hours.

The document scanning room will be secured. Only members of the PBS Organizational Resources Division, IT local support staff, Contracting Officer, and CSS employees will be allowed access. Other PBS personnel must be served courteously from the service windows.

1.4.2 Normal Operating Hours. The CSS’ normal operating hours are Monday through Friday (excluding Federal Holidays), from 7:00 AM to 6:00 PM CST or CDT. At least one of the contractor’s employees must be available at both service windows at all times including during any breaks, lunch, etc. The CSS Staff must be cross-trained in order to provide full coverage for all areas of responsibility.

1.4.3 Lunch. A lunch break is included in the CSS hours of operation. The employees of the CSS will stagger their lunch periods in order to ensure that the two service windows have continuous coverage. The contractor will determine the lunch duration and any additional breaks.

1.4.4 Holidays. New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas are federal holidays.

1.4.5 Overtime Services. Overtime services are services provided at times other than the working hours of 7:00 AM – 6:00 PM. It is not anticipated that the CSS will be needed to staff the service windows during overtime situations. Overtime services may be requested on occasions when CSS services are needed to meet an unexpected deadline. Overtime services may also be requested on occasion to support PBS employees who are working evenings or weekends on critical projects.

1.4.5.1 The contractor shall not provide any services to PBS employees during other than normal operating hours unless he/she is directed to do so by the Contracting Officer, or his/her designee, either verbally or in writing. The request for overtime services will normally be made twenty-four (24) hours in advance. When verbal requests are made they will be followed by a written confirmation on GSA Form 300, Order for Supplies or Services.

1.4.5.2 When overtime services are provided, the contractor will be paid at the hourly rate specified in the Offer Sheet. The contractor will be paid at the hourly rate for each hour contract employees are required to work.

1.5 Employee Standards:

1.5.1 Security Clearance Requirements. All employees performing under this

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois contract shall comply with GSA and Department of Homeland Security (DHS) security policies and controls, including those addressing file security, physical security and IT security. All employees must receive their government security clearance before reporting to work. The security clearance process may take up to 120 days from the time that employees submit applications for the process. The Contract Manager shall be the responsible point of contact for any issues arising from this requirement. See Section H for additional information.

1.5.2 General Demeanor. CSS employees must possess a cooperative, welcoming, business-like demeanor, and a positive attitude at all times while working in GSA space under this contract. This would include honoring special requests, if doing so will not leave the CSS Service window empty or interfere with the needs of customers currently being serviced.

1.5.3 Communication Skills. All CSS employees shall have the ability to communicate in English orally and in writing, and to fully comprehend English.

1.5.4 Appearance. All CSS employees, including supervisors and subcontractors, working in the JCK or RHM Building under this contract shall present a neat appearance and wear distinctive uniform clothing. All contract employees shall wear uniform collared shirts and trousers, or uniform blouse and skirt or slacks. Clothing shall have the company name affixed thereon, in a permanent or semi-permanent manner, such as a badge or monogram, which is easily readable. Any color combination is acceptable. The GSA contractor ID should be wore in view at all times.

Contract employees will not wear any unapproved outerwear or headwear while on the premises. Supervisors shall be easily recognizable, either by distinctive clothing or by an easily readable badge or monogram. All contract employees shall be in uniform prior to entrance on duty.

If the contractor determines that additional personal protective equipment is needed for the safe performance of work, the contractor shall provide it. Protective clothing, equipment, and devices shall, as a minimum, conform to Occupational Safety and Health Administration (OSHA) standards.

1.6 Government-Provided Equipment: The government will furnish all equipment needed for the performance of the work under this contract, except as otherwise noted. See Exhibit 3 for the list of equipment that will be furnished by the government. GSA will provide:

Furniture and shelving.

High-density filing system.

Telephones.

High-speed facsimile machine.

Laptop computers.

Related IT equipment, including desktop scanners and printers.

Copiers.

Plotters.

Scanners.

Binding and paper cutting and folding equipment.

CD and DVD reproduction equipment.

Bar code scanners and readers.

1.6.1 Standards for Government-Provided Equipment. The contractor and all contractor or subcontractor employees, are prohibited from using government-provided facilities and equipment for anything other than the tasks and responsibilities assigned under this contract and must adhere to all GSA standards of behavior regarding use of computing devices, network access, and electronic data usage. The contractor shall take all reasonable precautions, as directed by the government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect government property.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

1.7 Contractor-Provided Equipment. The government will furnish all equipment needed for the performance of the work under this contract, except as otherwise noted. Any additional equipment provided by the contactor must meet all applicable OSHA standards. Any products that the contractor does supply must attempt to contain recycled materials, "environmentally preferable" products, and bio-based products to the maximum extent feasible.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

PART 2.0 COMPUTER APPLICATION STANDARDS

2.1 GSA IT Standards. The contractor will provide their own operating system for the following functions: package tracking, file management and tracking, reference material management and tracking, supply inventory control and tracking, electronic device management and tracking, and copy/reproduction service tracking.

Any other software needed to support the services under this contract must comply with GSA IT standards. The programs must be reviewed by GSA’s Office of the Chief Information Officer (OCIO) designees, and OCIO must approve in writing before any IT system or application can be allowed to access and interact with the GSA OCIO managed infrastructure.

If at any time GSA requires that any software or databases be updated and/or upgraded to a different version, or determines that a different software solution is needed altogether; the contractor will be required to comply. This may include formatting the data in such a way that would allow GSA to migrate the data into a new database.

2.2 Applications/Databases. All software applications and databases, including source material and historical data, provided under this contract are the property of PBS and must remain with PBS in the event the contractor’s options are not exercised, or the contract otherwise ends. This includes file and inventory tracking software and data. The contractor is not precluded from providing, developing, or using similar applications for other customers, but must not share specific PBS proprietary information. Written documentation of the architecture of any software applications and databases provided by the contractor, including source material must be provided to the Contracting Officer or his/her designee. Documents are to include user, configuration, and troubleshooting guides. All documentation is to be kept current and up to date with all changes as they occur.

2.3. Adding of Software & Hardware to GSA Infrastructure. All software applications, hardware, and any items placed on the GSA network or hard-drives must be approved by the GSA OCIO Information Systems Security Officer (ISSO). Software can only be loaded while under direct supervision of a Region 5 OCIO Local Support point of contact. The contractor must provide the Region 5 IT Office with a knowledge transfer of all contractor software applications loaded on the GSA network.

2.4 Updates and Maintenance. All computer and network devices and all software are to be maintained in accordance with all GSA Chief Information Officer (CIO) guidelines. The contractor has the primary responsibility to comply with GSA CIO guidelines with attention to schedules for compliance. The Region 5 IT Office, in concert with the PBS CIO, will monitor the health of the GSA provided server and perform all backups. Should the contractor fail to meet the guidelines and schedules of the GSA OCIO, then the Region 5 OCIO Local Support office will act to protect the GSA Infrastructure from devices and software that are not in compliance. If there are problems with functionality of software and/or hardware as a result of maintaining compliance, then the contractor has the primary responsibility to bring the software and/or hardware to functionality and compliance. GSA OCIO and PBS IT will coordinate to provide appropriate assistance to the contractor in bringing hardware and software into compliance.

Failure to comply with these guidelines will result in the removal of those systems from network connectivity or system shut down until compliance is demonstrated.

2.5 Disaster Recovery. The Region 5 GSA IT Office in concert with the GSA CIO will monitor the health of the GSA server and provide all backups.

2.6 Computer Service Requests. The Region 5 PBS IT Office will be responsible for completing any computer service requests on all software applications and databases provided by PBS or loaded by the contractor, since PBS will have ownership of the contractor provided applications and databases.

Service requests are completed by contacting the GSA OCIO IT Service Desk by calling 866-450-5250 or e-mailing ITServiceDesk@gsa.gov.

2.7 Continuity of Service. The contractor is required to maintain continuity of central support operations in the event of computer or network down times. At a minimum, the contractor must be able to retrieve requested files or reference materials during periods where computer and/or system networks are unavailable due to unforeseen circumstances.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

PART 3.0 PACKAGE RECEIVING AND DISTRIBUTION

3.1 Receiving. The contractor will receive pre- sorted GSA mail and distribute to specified mail location. The contractor will comply with the Service Level Standards for all package receipts. (See Part 11.0) Receiving services provided by the contractor will include receiving incoming overnight packages and courier deliveries. All items must be immediately time and date stamped upon receipt at the contractor location.

3.1.1 Receipt of incoming overnight packages and courier deliveries. All items must be immediately time and date stamped upon receipt at the CSS location.

3.1.2 Distribution of incoming overnight packages and courier deliveries. The CSS shall deliver incoming packages to specified drop points within one (1) hour of arrival. In the case of large or bulky deliveries, the CSS may need to contact PBS addressees to arrange for delivery by the CSS. PBS employees may also come to the service window to pick up deliveries.

3.1.3 Pick-up of outgoing overnight packages. The contractor shall pick up outgoing packages from specified drop points twice a day: morning and afternoon, and record it. The carrier will then pick up outgoing packages from the contractor location. GSA employees may also bring their outgoing overnight packages directly to the service window.

3.2 Tracking. The contractor shall maintain an electronic log of all packages picked up or delivered to the service window. Additionally, the log must record all deliveries made to drop points and all packages picked up by the contractor from drop points. All packages must be tracked until they reach their destination. Examples of what the log shall include are:

PBS employee receiving or dropping off package.

Date and time of receipt or delivery.

Drop point where package is delivered.

3.3 Storing. When supplies arrive from outside sources, they will be delivered to the contractor, or the contractor’s employees will pick them up from the JCK building’s loading dock. For supplies that are intended for restocking the contractor must notify the federal employee who purchased the supplies, so that the purchaser may inspect the contents and certify the accuracy of the packing slip. The contractor must unpack the supplies and store them in the contractor location. The contractor must add the supplies to their supply inventory.

3.4 Staff Duties and Responsibilities. The employees provided by the contractor shall:

• Time and date stamp incoming packages and deliver them to GSA employees within one hour of arrival.

• Pick up outgoing packages from GSA drop points twice daily.

• Maintain an electronic log of all incoming and outgoing packages.

• Unpack incoming supplies, restock them in the GSA supply and break room locations, and store extra supplies shelves. Enter inventory into supply inventory.

Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

PART 4.0 FILE STORAGE AND MANAGEMENT

4.1 File Storage Area. All files are stored in the File Room on the 33rd floor of the JCK Federal Building. The File Room is approximately 1260 sq. ft. and contains a high density storage system that currently holds approximately 61,000 files and is filled to near capacity. The system is able to accommodate new files due to continuous archiving by the CSS contractor. The room has a service window which must be staffed at all times during normal operating hours.

4.2 Storage System Maintenance Requirements. The contractor shall be responsible for establishing an effective system for accomplishing all required maintenance of the high-density filing system in accordance with the manufacturer’s recommended procedures and/or industry standards, subject to approval of the COR. The contractor shall be responsible for notifying the COR when repairs are needed, verbally or in writing within one (1) hour of noticing the need for such repair. The contractor shall be responsible for maintaining preventive maintenance records and will turn them over to the COR within fifteen (15) calendar days prior to contract expiration, as well as making them available upon request. The government will be responsible for the cost of all maintenance and repairs needed on the high density filing system.

4.3 General File Descriptions. The files stored and managed by the CSS may be used by PBS employees on a regular or irregular basis. They fall into two categories:

4.3.1 Active Files: Files that are required by PBS employees on a regular basis, possibly daily.

Examples include lease files, contract files or project files.

4.3.2 Inactive Files: Files that need to be held for a specified time before being destroyed or archived with the National Archives and Records Administration (NARA). Examples include contracts or projects that have reached their final completion or closeout dates. PBS employees would require access to these inactive files on a very infrequent basis.

4. 4 Specific File Types. Types of files include, but may not be limited to:

4.4.1 Contract Files. These files contain pre- and post-award documentation of contracts between GSA and private businesses. These contracts support various government-owned buildings within PBS’ building inventory, and provide for their design, construction, repair and alteration, and a variety of building services. These files contain proprietary information and require restricted access. A special subset of these files involves asbestos removal, which must be retained permanently.

4.4.2 Project and COTR (Contracting Officer’s Technical Representative) Files. These files contain project management, oversight, and engineering data relating to design and construction contracts. A special subset of these files involves asbestos removal, which must be retained permanently.

4.4.3 Lease Contract Files. These files contain lease agreements and other documentation regarding space leased by PBS from private sources. These files contain pre- and post-award documentation of government contracts.

4.4.4 Budget Files. These files track the receipt and use of funds. These can be further segregated into Transmittal files (recording the transfer of documents to destinations outside the region); Project Files; and two types of funding document files: Reimbursable Work Authorizations (RWA) and Intra-Budget Activity Authorizations (IBAA) files.

4.4.5 Portfolio Management Files. This group of files is highly diverse, covering a large amount of information about the buildings within GSA’s inventory. Portfolio Management files include (but may not be limited to) General Appraisal Files, Appraisal Case Files, Delegation of Authority Files, Occupancy Agreement Files, Art and Architecture Program Files, Capital Investment Pre-Project Planning Files, Prospectus Submittals, Solicitation GS-05P-16-FA-D-7001 Central Support Services John C. Kluczynski Federal Building Chicago, Illinois

Retention/Disposal Analysis Files, Financial Analysis Files, Local Portfolio Plan Files, and Historic Preservation Files.

4.4.6 Specialty Technical Files. This group covers files addressing diverse technical specialties relating to the buildings within GSA’s inventory. This would include, but not necessarily be limited to, files addressing Fire Protection; Occupational Safety and Health;

Building Safety; Environmental Safety; and Vertical Transportation (Elevators and Escalators).

4.4.7 Administrative Files. These files are also various in nature, but may include files detailing purchases made by PBS employees using government credit cards; files detailing travel costs incurred by PBS employees; time and attendance files for PBS employees; and correspondence files of a sensitive or special type, e.g., Freedom of Information Act requests.

4.5 File Phasing

4.5.1 File Size. Individual files vary in size. A single Contract or COTR “file” may in fact consist of several file folders all relating to the same contract or project, while a single administrative file may in fact be just one file folder. A small amount of binder material may also be included along with the files and will be stored with them - not to be confused with reference library binder material.

4.5.2 File Growth. The contractor’s approach to the organization of files within the CSS space must assume “file…