RFP_AdminSupServ_Feb132018.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

TBD

4. ORDER NUMBER

N/A

5. SOLICITATION NUMBER

GS-H-1418-P0085

6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Carolyn Turner, carolyn.turner@gsa.gov

b. TELEPHONE NUMBER (No collect calls)

202-501-2867

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY CODE H1E 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: 100 % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

HUBZONE SMALL SMALL BUSINESS PROGRAM NAICS:

BUSINESS

EDWOSB 561110

SERVICE-DISABLED

VETERAN-OWNED SIZE STANDARD:

SMALL BUSINESS 8 (A) $7.5M

GENERAL SERVICES ADMINISRTATION (GSA)

OAS- OFFICE OF INTERNAL ACQUISITION

1800 F STREET, NW

WASHINGTON, DC 20405

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

Net 30

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

SEE SCHEDULE see block 9

17a. CONTRACTOR/ CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE KCAP

OFFEROR CODE

TELEPHONE NO.

USDA-OCFO

Financial Information & Operations Division P.O. Box 419279 Kansas City, MO 64141 1-800-676-3690

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES 21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

See Schedule for Services and Prices

0 0

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

Carolyn Turner

31c. DATE SIGNED mailto:carolyn.turner@gsa.gov

RFP#GS-H-1418-P0085

REQUEST FOR PROPOSAL RFP# GS-H-1418-P0085

Replaces RFP #GS-H-ID1418-P0013

SERVICE: ADMINISTRATIVE SUPPORT SERVICES

SOLICITATION ISSUE DATE: February 13, 2018

OFFER RECEIPT DATE/TIME: March 1, 2018 at 12:00 P.M. EST

QUESTION DUE DATE: February 20, 2018 at 10:00 A.M. EST

ISSUED BY: GENERAL SERVICES ADMINISTRATION

(GSA) OFFICE OF INTERNAL ACQUISITION (OIA)

100% TOTAL SMALL BUSINESS SET-ASIDE

NAICS: 561110SIZE STANDARD: $7.5 Million

1. SUPPLIES OR SERVICES AND PRICES/COSTS

1.1 General Information

It is the Government’s intent to award approximately up to three Indefinite Delivery/ Indefinite Quantity (IDIQ) contracts under this solicitation for Administrative Support Services at Firm Fixed Price. The Contractors shall provide all labor and supervision necessary to deliver the variety of administrative support classification described in herein locations in the Washington, DC Metropolitan Area.

Only sources within the Washington, DC Metropolitan Area (Washington, DC, Maryland and Virginia) will be considered for award.

1.2 Competition for Task Orders

When requirements that fall within the scope of this contract are known, a Performance Work Statement will be developed containing the details of the specific requirement.

Task Orders will be competed among the awardees, unless there is an approved exception IAW FAR 6.3 “Other Than Full and Open Competition”.

1.3 Method of Pricing Task Orders

The Burdened Hourly Rates identified in Attachment 2 will be used as a basis for Firm Fixed Price proposal development.

1.4 Rates and Hours

The Labor Categories and Labor Rates Price Sheet shown in Attachment 2 of the Schedule related to FFP shall be price in accordance with the prevailing wage rates in the respective wage determination for each location. Offeror shall base their prices off the wage rate, then include applicable payroll taxes, profit and overhead and other expenses. Offerors shall price the option requirements for the four (4) twelve (12) month 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 base12 month period of performance will also apply to the four (4) optional twelve month periods.

The hours shown are estimates only and may vary during the base period and any option period without Bilateral contract change provided the ceiling amount shown at the end of each period is not exceeded by the total cost of all Task orders. For ease of payment office recognition of hours on vouchers exceeding the estimates on individual CLINS whenever more hours are needed on an individual CLIN the Contracting Officer may, by Unilateral contract administrative modification, adjust the hours in any CLIN downward or upward as long as the overall contract estimated amounts (ceiling) for the performance period is not exceeded. This total cost includes actual or estimated billed costs for labor and ODCs on FFP TOs. The Contracting Officer may adjust the ceiling upward.

1.5 Minimum and Maximum Amounts

The guaranteed Minimum Amount for Contractors is $3,500.00 during the first contract year. The Governments only obligation is the Minimum Guaranteed Amount for the Base Year under the contract(s). The ceiling for the base and option years is $30,000,000.00.

Breakout is as follows:

Base Year ------------- $5.6 million Option Year1----------$5.8 million Option Year 2---------$6.0 million Option Year 3---------$6.2 million Option Year 4---------$6.4 million

1.6 CLINS STRUCTURE

TEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT

MAX AMOUNT

0001 UNDEFINED Lot

Firm Fixed Price (FFP) FFP

BASE YEAR PERFORMANCE PERIOD (DATE OF AWARD

THROUGH TWELVE (12) MONTHS.

The Contractor will provide all necessary labor and support for the Administrative Support Services to the General Services Administration and Office of Administrative Services personnel.

FOB: Destination

MAX NET AMT___________________________

ITEM SUPPLIES/SERVICES MAX UNIT UNIT PRICE MAX AMOUNT

NO QUANTITY

1001 UNDEFINED Lot OPTION Task Orders, Firm Fixed Price (FFP)

FFP

OPTION YEAR ONE (1) PERFORMANCE PERIOD (DATE

OF AWARD THROUGH TWELVE (12) MONTHS.

The Contractor will provide all necessary labor and support for the Administrative Support Services to the General Services Administration and Office of Administrative Services personnel. This CLIN will be utilized for Firm Fixed Price (FFP) Task Orders. The Firm Fixed Price will be identified in individual Task Orders.

FOB: Destination MAX NET

AMOUNT___________________

ITEM

NO

SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

2001 UNDEFINED Lot

Task Orders, Firm Fixed Price (FFP) FFP

OPTION YEAR TWO PERFORMANCE PERIOD (DATE OF AWARD THROUGH

TWELVE (12) MONTHS.

The Contractor will provide all necessary labor and support for the Administrative Support Services to the General Services Administration and Office of Administrative Services personnel. This CLIN will be utilized for Firm Fixed Price (FFP) Task Orders. The Firm Fixed Price will be identified in individual Task Orders.

FOB Destination

MAX NET

AMOUNT

ITEM NO SUPPLIES/SERVICES MAX MAX

QUANTITY

UNITUNIT PRICE AMOUNT

3001 UNDEFINED Lot

Task Orders, Firm Fixed Price (FFP) FFP

OPTION YEAR THREE PERFORMANCE PERIOD (DATE OF AWARD

THROUGH TWELVE (12) MONTHS.

The Contractor will provide all necessary labor and support for the Administrative Support Services to the General Services Administration and Office of Administrative Services personnel. This CLIN will be utilized for Firm Fixed Price (FFP) Task Orders.

The Firm Fixed Price will be identified in individual Task Orders.

FOB Destination

MAX

NET

AMT

ITEM

NO

SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

4001 UNDEFINED Lot

Task Orders, Firm Fixed Price (FFP) FFP

OPTION YEAR FOUR PERFORMANCE PERIOD (DATE OF

AWARD THROUGH TWELVE (12) MONTHS.

The Contractor will provide all necessary labor and support for the Administrative Support Services to the General Services Administration and Office of Administrative Services personnel.

This CLIN will be utilized for Firm Fixed Price (FFP) Task Orders.

The Firm Fixed Price will be identified in individual Task Orders.

FOB

Destination

MAX

NET AMOUNT_

2. PERFORMANCE WORK STATEMENT (PWS)

2.0 Background Agency Overview

The General Services Administration (GSA) is one of three central management agencies of the Federal Government. GSA provides workspace, products and services, technology, telecommunications, and management policy for the Federal Government. The administrative services under GSA’s regulatory purview include the management of real and personal property, travel and transportation, motor vehicles, and mail.

GSA’s organization serves a population of over 11,000 employees, which includes two major services, the Public Building Service (PBS) and Federal Acquisition Services (FAS), along with several staff organizations that are focused on GSA achieving a vision of “excellence in the business of government.” GSA provides these services through the coordinated efforts of eleven regional offices throughout the United States and the headquarter office in Washington, DC.

2.1 SCOPE

The General Services Administration, Office of Administrative Service requires ongoing services for administrative clerical/secretarial support. The contractor shall provide on-site administrative services support. The required services will include (but are not limited to) use of GSA’s existing software (e.g.

Microsoft Office Suite including Word, Excel, PowerPoint, Google etc.), various automated/electronic systems such as utilizing and operating standard office equipment.

2.2 LOCATIONS/PLACES OF PERFORMANCE

Contractor to provide experienced and timely services for the following locations: Central

Office (CO) Headquarters:

General Services Administration 1800 F Street NW Washington, DC 20405

Office of the Administrator (A), Public Building Service (PBS), Office of Administrative Services (OAS), Federal Acquisition Service (FAS), Chief Information Officer (I), Office of General Counsel (OGC), Office of Communications and Marketing (OCM), Office of Government Wide Policy (OGP), and Office of the Chief Financial Officer (OCFO).

Additional GSA organizations are “subject” to be added.

National Capital Regional Office (NCR): 301 7th & D Sts SW Washington, DC 20747

Public Building Service: DC Service Center, Design and Construction, Facilities Management and Services Program, Metropolitan Service Center, Lease Program Management Division, Lease

Project Management Division, Office of Campus Development, Organizational Resources, Portfolio Management Division, Potomac Service Center, Pricing Execution & Tools Division, Real Estate Administration Division, Real Estate Division, Triangle Service Center, Census Headquarters, White Oak Campus, Real Property Asset Management and Office of Real Property Utilization and Disposal, Homeland Security and Retail Concessions & Specialty Services. The National Capital Region includes locations in District of Columbia, Maryland, and Virginia (see Attachment 1).

The following positions are required:

• Secretary Level I

• Secretary Level II

• Secretary Level III

• Administrative Assistant I (Equivalent)

• Executive Administrative Assistant II

• Project Manager

• Supply Technician

3. OBJECTIVES

The General Services Administration (GSA), Office of Administrative Services (OAS) seeks to provide centrally managed contracting support for the comprehensive range of a dministrative s upport services for a variety of GSA organizations to accomplish the various missions as defined in more detailed statements for Task Orders, in a manner that meets the criteria outlined in those detail statements. The success of performance will be measured by unique criteria established in the detailed SOWs.

The overall objectives are to:

3.1 Establishment of a multiple award Indefinite Delivery and Indefinite Quantity (IDIQ) contract that will compete with offering OAS services in a superior manner that will result in the OAS sponsored contracts being the vehicle of choice for all OAS users needing administrative services in the Washington, DC metropolitan area.

3.2 Utilize easy to use task orders that satisfy customer needs without long lead-times or need for extensive customer staff/effort or specialized contracting experience.

3.3 This solicitation will result in Multiple Award contracts to Small Businesses. The Administrative Support Services is 100% Small Business Set Aside. The Small Business awardees will then compete with each contractor that is awarded a basic contract

3.4 Provide for effective competition of task orders, maintained throughout the five-year life cycle of the contract, among a qualified group of contractors.

3.5 Use Performance-Based Contracting techniques and contract/Task Order metrics to assess contractor’s performance.

3.6 The Contract is for a base performance period of twelve (12) months, and four (4) twelve

(12) month option periods.

4. TASKS

The required services shall include (but are not limited to) use of GSA’s existing application and software (e.g. Microsoft Office Suite Word, Excel, PowerPoint, Google documents, Book it, Salesforce, etc.).

The following tasks, not all inclusive, may be ordered under this contract:

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

• Provide backup support for other administrative support staff.

• Utilize and operates the telephone system

• Prepare correspondence in final form from, draft or and written material, letters, memorandums, forms, reports, and other types of documents.

• Review documents to ensure compliance with GSA guidelines and procedures, standard spelling, grammar, punctuation, and format prior to finalizing.

• Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.

• Directly address tenant issues (lack of supplies in work center areas/conference rooms;

missing keys from reserved stations or lost keys for assigned file cabinet, missing or damage chairs in conference rooms; building information such as location of lost and found.

• Review, research and respond to the 1800 F Tenant Support email box and face-to- face requests from tenants.

• General Administrative Support. Perform administrative functions such as receiving and screening phone calls, ordering office supplies and equipment, operating office equipment, establish and maintain electronic and paper documents, greeting and receiving visitors, schedule meetings, prepare charts, and record minutes of meetings..

• Writing support. Organizes material and completes writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology. Review published materials and recommends revisions or changes in scope, format, content and methods of reproduction and binding. Edits, standardizes, or make changes to material an individual as prepared by other writers or establishment personnel.

• Data/Service Call entry and report compilation of the National Computerized Maintenance Management System.

5. TRAINING

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

The contractor shall ensure each of its employees retains the skills and qualification necessary to perform the required functions and tasks at a satisfactory level throughout the life of the contract.

Training shall be handled in accordance with GSA instructions as issued and modified during the term of the contract. When GSA identifies appropriate training for contractor employees, due to new regulations or technology refresh, GSA will direct the contractor to send appropriate employees to training. GSA will pay for the cost of training. Less formal training or activities may be attended by Contractor employees at the discretion of the CO/POC.

6. GOVERNMENT FURNISHED PROPERTY

The Government will furnish some property to the contractor. If the work under this contract involves performance on government installations, the government will normally furnished office space, office equipment, supplies, training facility, utilities, telephones with commercial access, and other automation equipment such as computer, access to printers, fax machines and calculators in according with Government Property Clause of the contract.

Contractors are not required to establish and maintain a property administration program related to government property in accordance with the requirements identified in the contract.

7. DELIVERABLES

At the contract level Offeror shall provide a transition phase in –phase out plan, management staffing plan and quality control plan as described in the PWS.

Some reports may be required on a Task Order basis and will be identified in the relevant Task Order.

7.1 At the contract level the following deliverables are required.

7.1.1 Transition Phase – In and Phase Out Plan (Section 8)

7.1.2 Staffing Plan (Section 11)

7.1.3 Quality Control Plan (Section 32.4)

8. TRANSITION

The Phase-In Phase-Out process is defined as a smooth transition from one Contractor to another to maintain the program integrity required under this SOW. The Contractor shall take all actions necessary to achieve a successful transition from the incumbent Contractor and to the follow-on Contractor. The Contractor shall transition the required services of the contract without interruption to the Government.

The Contractor shall develop a detailed Draft Phase-In Plan detailing the phase-in approach, staffing, activities, risks and schedule as part of their quote to ensure business continuity with no disruption and no impact to existing systems within ten (10) days after award of this contract.

The contractor shall implement their Transition Plan upon request by the Government. However, the Government may require changes to the plan after submission. Compliance of any Government requested changes or revisions to the plan are due within fifteen (15) business days of the request, or sooner as negotiated.

8.1 Transition occurs at 3 (three) key points during performance.

8.1.1 Task Order 1: At award, a transition must be accomplished as the Contractor transitions from incumbent contractor number one with roughly 19 employees from date of award;

8.1.2 Task Order 2: A transition must be accomplished from incumbent contractor number two with roughly 45 employees on Phase-in and;

8.1.3 At task order/contract conclusion, the Contractor must transition to the new contractor (Phase-out).

Note: The transition period shall not exceed 30 calendar days.

8.2 PHASE-IN

The Contractor must use the time between contract award and contract start to prepare for and achieve fully operational status on the first day of required services. To accomplish this level of operational readiness, the Contractor is to implement its proposed phase-in plan, which should be submitted as part of the technical proposal. Site access will be permitted during phase-in to the extent that it does not interfere with the operation of the incumbent Contractor. The Contractor is to coordinate with the COR for site access permission.

8.2.3 The Contractor must provide a phase-in plan that, at a minimum, addresses:

8.2.3.1 Scope

8.2.3.2 Schedule include timeline and milestones

8.2.3.3 Transition monitoring and closing activities

8.3 PHASE OUT

The Contractor is to maintain full contract compliance during the period of time leading up to contract completion, expiration or termination. The Contractor is to submit, to the COR, a phase-out plan 15 business days before contract completion or termination.

8.3.3 The phase-out plan must address, at a minimum, the following:

8.3.3.1 Procedures for retaining the staffing levels necessary to maintain required contract services through the final days of contract completion, expiration or termination.

8.3.3.2 Procedures and responsibilities for returning all Government Furnished Equipment and Government Furnished Information to the Government (as applicable).

8.3.3.3 Procedures, roles and responsibilities for coordinating phase- out activities with the incoming Contractor to effect a smooth and orderly transition at the end of the contract period. The Contractor must provide on-the-job and/or application-specific training for the incoming contractor personnel, as needed.

9. CONTRACT MANAGEMENT AND INTERFACE

GSA’s management staff shall be responsible for delegating work and assuring that quality services are produced within timeframes established by the contract.

This is a contract for non-personal services. Government personnel shall not supervise Contractor personnel. This contract may not be used to provide personal services.

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

9.1 CONTRACTOR SUPERVISION

The administrative 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.

GSA’s contract administration and monitoring shall not be detailed or continual as to constitute supervision of the contractor personnel. Government personnel shall not perform any supervisory functions for Contractor personnel such as interviewing, appraising individual performance, scheduling leave, scheduling work, or direction on how to perform work. The contract personnel assigned to render services shall at all times be employees of the Contractor (including Subcontractors of the Contractor) and under the direction and control of the Contractor. Notwithstanding any other provisions of this contract, the Contractor shall at all times be responsible for the supervision of its employees in the performance of the services required. At no time shall the Contractor personnel be employees of the United States Government. The Government shall only provide technical, task related instructions sufficient for Contractor employees to properly perform services under the contract. See FAR Part 37 for more details.

The Government reserves the right to expand services to specific agencies and activities. The Government also reserves the right to request the addition of new services at any time during the effective performance period of this contract. Addition of new services and/or implementation of optional services will only occur after discussions with the Government and a mutually agreed upon contract modification.

10. MINIMUM QUALIFICATIONS by LABOR CLASSIFICATION

Labor Classification Minimum Qualifications Secretary Level I 1-2 years of clerical/relevant secretarial experience Secretary Level II 2-3 years of clerical/secretarial relevant experience Secretary Level III (Equivalent)

3-4 years of clerical/secretarial relevant experience

Supply Clerk 2-4 years of inventory relevant experience

Administrative Assistant I (Equivalent)

Minimum of 4 years of administrative assistant relevant experience

Executive Administrative Assistant II

Minimum of 5 years administrative assistant relevant experience

Project Manager Bachelor’s degree or Equivalent, 3 years’ experience as a Project Manager or Project Management Certification

Field experience is the applicable experience in the respectful labor category or discipline in which the Offeror is proposing.

11. STAFFING OF CONTRACTOR PERSONNEL

The contractor shall be responsible for providing staff at a level necessary to perform the required work as set forth in each task order.

The contractor shall designate an individual as the Acting Project Manager (PM) in the event the PM will be temporarily absent for more than three days. The contractor shall identify, in writing, this individual to the COR with contact information. The contractor shall provide the COR a two weeks notification for approval of any anticipated permanent change of the PM.

The contractor shall propose personnel to perform the services in the PWS when directed by the COR. The contractor employee resumes shall demonstrate their related knowledge, skills, abilities and work experience to perform the requirements of the PWS. Proposed personnel must be fully trained to complete the tasks they are performing. Resumes may be required at the task order level.

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

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

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

11.1 Staffing Plan

The Offeror shall deliver a Staffing Plan to the Government for approval. The Offeror shall describe how they will manage their staff, on-board and off boarding process. The Staffing Plan should describe how an offeror plans to replace or hire additional staff, and how they will attract qualified employees.

The Staffing Plan shall include the following:

• Recruitment Approach

• Retention Approach

• Staff Orientation to the Contractor’s corporate culture

• Describe how they will manage a large volume of employees at multiple locations

• Staff Retention policies Incentivizes/Rewards/Recognition approach

• Staffing Replacement/Substitution

12. JOB DESCRIPTIONS/LABOR CATEGORIES

12.1 Position Classifications

This list encompasses all positions that can be readily identified at this time. If other tasks become necessary, the contract will be modified to add additional positions and negotiated with the contractor.

The purpose of this contract is to provide support services to GSA. Each individual position listed below may or may not be utilized during the performance of this contract.

12.1.1 ADMINISTRATIVE ASSISTANT

Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention of program manager; the program manager sets the overall objectives of the work. The administrative assistant may participate in developing the work deadlines. Duties include or are comparable to the following: Composes correspondence requiring some understanding of technical matters; may sign for program manager when technical or policy content has been authorized; Meeting notes made by the program manager during meetings and arranges for staff implementation. On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations; Reads outgoing correspondence for the program manager’s approval and alerts writers to any conflict with the file or departure from policies or program manager’s viewpoints; gives advice to resolve the problems;

Summarizes the content of incoming materials, specially gathered information, or meetings to assist the program manager; coordinates the new information with background office sources; draws attention to important parts or conflicts; In the program manager’s absence ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether program manager should be notified of important or emergency matters. Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operates the phone system; screens calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action. Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval; Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;

Read publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff; Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents; Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing; Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary; Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements and prepare written itineraries; Make arrangements for training and complete training forms; Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged.

Input electronic time and attendance reports; File documents, correspondence, forms, etc. Update and organize existing files; Close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail; Maintain current telephone listings and employee distribution lists; Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA organizations. Assist with initiating GSA Request for Personnel Action

(RPA).

12.1.2 ADMINISTRATIVE ASSISTANT (Building Services)

The position requires a high level of computer skills, written communication and well spoken, due to the customer interaction; Assist with locating available times slots, dates, rooms and making reservations for configurable conference rooms; Email request for completed Google forms for all pending requests with no conflicts; Deny pending requests with conflicts and e- mail users; Review form submissions for accuracy and e-mailing users for corrected information as needed; Approve pending request upon acceptance of form (includes adding requested set up to pending request before approval. On a weekly basis, download set up worksheets for the following week and reformat as necessary for issuance to GSA customers, movers and onsite POC; Update movers, onsite POC and GSA customers, as necessary with cancellations, new reservations and changed set ups and; Answer user questions about room specifics.

12.1.3 EXECUTIVE ADMINISTRATIVE ASSISTANT II

Carries out recurring office procedures independently; Uses judgment and initiate to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices. Duties include or are comparable to the following:

Management of daily meetings, filter content on agenda's for the Administrator and the Commissioner Office. Decides which meeting takes priority or are relevant to the principal mission of GSA.

Coordinates White House personnel meetings and meetings between Senators, Mayors, and Congress men/women with GSA.

Takes dictation and transcribes notes, researches and creates presentation as well as generates reports and handles multiple projects and performs a variety of tasks at the same time. May assist in compiling and developing the annual budget. Familiar with standard concepts, practices, and procedures within the organization. Relies on experience and judgment to plan and accomplish goals.

Requires degree of creativity and latitude is required. Composes correspondence requiring some understanding of technical matters; may sign for the program manager when technical or policy content has been authorized; Notes commitments made by program manager during meetings and arranges for staff implementation. On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations; Reads outgoing correspondence for the program manager’s approval and alert writers to any conflict with the file or departure from policies or program manager’s viewpoints;

gives advice to resolve the problems; Summarizes the content of incoming materials, specially gathered information, or meetings to assist the program manager; coordinates the new information with background office sources; draws attention to important parts or conflicts; In the program manager’s absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether the program manager should be notified of important or emergency matters. Manage the administrative staff giving daily work assignments and guidance as needed. Coordinate office coverage to ensure administrative support during lunch, vacations and emergencies. Provide backup support for other administrative support staff, both contractor and Federal employees (if needed); Utilize and operate the phone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages;

answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval; Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered; Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff; Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft or handwritten material, letters memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents; Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing; Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary; Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system.

Notify personnel of travel arrangements and prepare written itineraries; Make arrangements for training and complete training forms; Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged. Input electronic time and attendance reports; File documents, correspondence, forms, etc. Update and organize existing files; close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail; Maintain current telephone listings and employee distribution lists; Reviewall incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA.

12.1.4 PROJECT MANAGER

Contractor shall identify a Contractor Project Manager (PM) to oversee and supervise contractor employees, participate and meets with the contractor stakeholders/COR, Service Office POC’s included, at least once a month. The PM shall have responsibility for the overall administration and coordination of the work activities on the contract. The PM shall be a key Contractor representative /key employee.

The PM shall be the principal point of contact between the Contractor and the Government through the COR and CO.

The PM shall assume the general responsibility on behalf of the Contractor to ensure timely availability of personnel and the quality of the services the Contractor provides. The role of the PM is to plan, execute, and finalize projects according to the contract. She/he meets strict deadlines within budgets.

This includes the coordination of resources, the efforts of the team members and third party contractors or consultants in order to deliver projects according to the contract. The PM shall also oversee performance quality control throughout the contract life cycle. The PM shall be on-site for the first 60 days of contract award.

12.1.5 SECRETARY I

Schedules appointments, provides information to callers, may take direction and otherwise relieves officials of clerical work and minor administrative business details. Has knowledge of commonly used concepts, practices and procedures within a particular field. Relies on instructions and pre-established guidelines to perform the functions of the job and works under immediate supervision. Primary job functions do not typically require exercising independent judgment. Ensure telephone coverage is provided during normal business hours; Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

12.1.6 SECRETARY II

Operates under broader guidelines and select the best course of action from a number of alternatives.

Supervisor provides minimal instructions on assignments and checks completed work for accuracy.

Performs varied duties including or comparable to the following: Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the Contracting Officer Representative; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters; As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms;

Prepares and review materials needed by the supervisor for conferences, correspondence, appointments, meetings, etc., and informs supervisor on matters to be considered; Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.

12.1.7 SECRETARY III

Uses greater judgment and initiative to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following: Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages;

answer telephone calls for individuals who are not available or out of the office and determine appropriate action. Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval; Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered; Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff; Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft o r handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions specifications, legal documents, and other types of documents;

Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing; Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary; Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel s y s t e m . Notify personnel of travel arrangements and prepare written itineraries; Make arrangements for training and complete training forms; Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged. Input electronic time and attendance reports; File documents, correspondence, forms, etc. Update and organize existing files; Close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail; Maintain current telephone listings and employee distribution lists; Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA organizations.

12.1.8 SECRETARY III (Building Services)

In a timely manner, directly addresses tenant issues (stocking supplies in all service centers/break rooms/meeting rooms; personal storage and file cabinet locker issues (setting codes, replacing batteries);

replacing missing keys from the work station credenzas and file cabinets. Ensures all meeting rooms are well stocked with proper supplies and correct number and color of assigned chairs at all times. Ensures AV system (TV, phones, etc.) is in place and in working order (if applicable) and reports issues to IT Support. Ensures that supplies that do not belong in meeting rooms (reams of copy paper, excess flip charts, etc.) are placed in their proper locations. Inspects the workspace for issues which require maintenance or follow up by the BMO or janitorial staff (ex. ceiling lights out, broken door hardware, etc.) and track resolution to those issues. Serves as a reliable information source for visitors and tenants when directions are needed within thebuilding. Reads and responds to appropriate tenant requests that are sent to the 1800 F Tenant Support email box, as well as some face-to-face requests from tenants. Resolves issues that are assigned to them by the Floor Coordinator Team Lead and/or Division Director.

Understands the basics of conflict resolution and assists tenants with resolving, workplace conflict related to workspaces, noise, reservations, and other shared space issues that may arise. Assists tenants with making alternative reservations to promote maximum utilization of the workplace. Must have a full, user-level knowledge of a Reservations Application. Ensures all required signage is correct in content, legible, clean and neatly hung throughout the facility at all times. Some knowledge of basic email functions is necessary to be able to read and type responses to status of tenant support requests when resolved.

Complete a daily Floor Coordination workflow checklist at the end of each shift. Document all incidents that are not compliant to the building policies and house rules (ID badges in laptop, purse, cell phones, laptops etc. left unattended and in full view of others). Ability to document these incidents as well as other communications completely, honestly and legibly at all times as needed. Must be able to stand, walk (for long periods of time), bend and kneel (locker assistance) with very little to no physical restraints.

Ability to take basic instructions and possesses good communication and customer service skills.

Comfortable footwear is recommends to be worn at all times.

12.1.9 SUPPLY CLERK/SUPPY TECHNICIAN

Responsible for overseeing the inventory of the Consolidated Supply Center (CSC). Monitors the inventory of the CSC stockrooms and submits request for orders of items to ensure consistent supply levels; Receives supply items and incorporates into the existing inventory. Coordinates with team members and movers to have supplies moved and stored in their proper locations; Updates ordering and receiving records regularly; Maintains orderly and clean customer service areas and stockrooms;

Provides quality customer service to tenants and Tenant Support Staff; Assists with physical coverage of the CSC in Room 1227 (GSA Headquarter, 1800 F Street NW, Washington DC) during the business hours of 7am to 4:30pm; Interacts with tenant customers in a professional and courteous manner to ensure that their supply needs are met in a timely fashion; Answers and fills supply requests for conferences and meetings; Fills orders for supplies submitted by Floor Coordinators and other Workplace Services staff; Monitors equipment signed out from the CSC and follows up with tenants to ensure timely return; Maintains communication with supervisor and team members to ensure that consistent inventory flows in and out; Communicates with all team members to ensure proper coverage of the CSC when taking breaks and for personal and sick leave.

13. SUBSTITUTION OF PERSONNEL

In the event that any personnel is unable to perform because of death, illness, resignation from the Contractor’s employ, and or other reasons, the Contractor s h a l l promptly submit to the CO or COR, in writing the following: 1) a detailed explanation of the circumstances necessitating the proposed substitution; 2) a complete resume for the proposed substitute; and 3) any other information needed to approve or disapprove the proposed substitution. Any substitution of personnel will occur without any increase to the contract price and without any delay in the performance or delivery of services to the

Government.

The CO…