Section C-5.K_StudentSupport_LCS08R0001.DOC

Federal Law Enforcement Training Center Charleston SC

HSFLCS08R0001

SECTION C-5.K – STUDENT SUPPORT SERVICES

TABLE OF CONTENTS

No.

Title

Page No.

C-5.K.1

GENERAL REQUIREMENTS

C-5.K-1

C-5.K.2

CONTRACTOR FURNISHED ITEMS

C-5.K.3

MANAGEMENT

C-5.K-2

C-5.K.4

PERFORMANCE REQUIREMENTS

C-5.K-2

(a) Education Aide / Data Entry Clerk

(b) Supply Management / Operations / Storage

(c) Class Photographs

(d) Post Office

(e) Bottled Water Service

(f) Shredding Service

(g) Additional Movers Services

ATTACHMENTS

C-40

Sample Class Photograph C-41

FLETC Mail Stops

All provisions under this Sub-section (unless identified below) are Firm Fixed Price and shall be priced accordingly.

C-5.K.1

GENERAL REQUIREMENTS

In support of the staff, students and training programs at the FLETC Complex, the Contractor shall efficiently provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide student, logistical and various ancillary support services in accordance with this specification. Student Support Services applies to activities including, but not limited to, data entry clerk services, supply management, operations, and storage, photography services, post office, bottled water service, and shredding services. Additionally, the Contractor shall furnish all supervision and labor to satisfactorily oversee the entire Inventory Storage operation and shall provide mail/ messenger, delivery and various ancillary support services to the FLETC Complex. As new programs develop, new requirements may be added by contract modification.

C-5.K.2

CONTRACTOR FURNISHED ITEMS

Except for Government-Furnished Property (GFP), the Contractor shall furnish all personnel, supervision, management, equipment, materials, transportation and supplies required to plan, schedule, coordinate and assure effective performance of all required services necessary to provide student support services for the FLETC Complex.

C-5.K.3

MANAGEMENT

(a) The Contractor shall manage the total work effort associated with the student support services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide a qualified and adequate staff of personnel with the necessary management expertise and specialized qualifications cited in Section H to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

(b) Standards of Conduct. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and for taking such disciplinary action against his/her employees as may be necessary. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the FLETC Complex and the Federal Government. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct. The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.

C-5.H.4

PERFORMANCE REQUIREMENTS

(a) Data Entry Operator/Educational Aide(s) Services. The Contractor shall, between the hours of 7:30 a.m. to 4:30 p.m., Monday through Friday, provide the services of one data entry operator/educational aide. This position must handle the following services:

(1) Exams – print, copy, secure, issue exam packages, grade, print grade sheets and exam data, remedial letters.

(2) Store, retrieve and maintain student records and session files.

(3) Prepare certificates and award letters.

(4) Input information into the Student Information System (SIS) from the FLETC Student Registration Forms & Student Demographic Data sheets.

(5) Retrieve and distribute rosters and reports from SIS.

(6) Maintain and order forms and PMG specific supplies.

(7) Operate word processing equipment, personal computers, optical digital data disk systems (OPSCAN), and other office equipment.

(8) Prepare student graduation envelopes to include all designated contents.

(9) Scan, copy, and distribute critiques.

(10) Safeguard confidentiality and act as custodian for official records and prevent improper disclosure.

(11) All information gathered or collected by the contractor is covered under the Privacy Act. Requests for information on any individual student should be referred to the Program Specialist.

(b) Supply Management/Operations/Storage. The Contractor shall provide sufficient personnel to manage all supplies issued from and received into the warehouse and other designated storage areas. The Supply Supervisor shall maintain overall inventory control of all supplies, furniture, printed materials, consumables, etc. as stated herein.

(1) Inventory Storage Management. The Contractor shall:

a. Issue and receive supplies/items from the Inventory Storage sections daily from 7:00 a.m. to 5:00 p.m., Monday through Friday, excluding federal holidays, unless otherwise specified.

b. Maintain a neat and orderly Inventory Storage work area using standard industry accepted warehousing methods, procedures, and techniques. As needed, but not less than once per week, sweep all Inventory Storage /work areas and empty trash receptacles.

c. Maintain, correct and update labels on all bays, bins, and shelves with item description and stock numbers.

d. Load and unload freight from freight vehicles, utilizing forklift as necessary. All items are received by Contractor personnel at a central receiving point located in the Classroom Complex. Government personnel will cross-check receiving documentation prior to signing for acceptance. Return of damaged shipments will be coordinated by the Contracting Officer. To avoid unnecessary effort, high volume shipments requiring storage will be directed to the appropriate Inventory Storage area for unloading, after coordination with the Contractor.

e. Verify the count, condition, and receiving document number of all items received. The orders receipt pending file is located in the central receiving point and is maintained by Contractor personnel. The Contractor is required to verify packing slips to perform inventory updates and to notify the Contracting Officer of any discrepancies.

f. Enter the receiving information into the computerized inventory system within twenty-four (24) hours of receipt of the material. Sign and date the packing slip or GSA/CSC bill of lading, etc. and forward it to the Contracting Officer. Update the price of each item on the computerized inventory system as the item is received.

g. Determine material location assignments.

h. Store the item in assigned/designated shelf/location using the first-in first-out restocking method. Notify the COTR /Contracting Officer of the correct location of supplies/items that have been received and/or relocated by means of the computerized inventory system location code.

i. Enter issuing (post and remove) information into the computerized inventory system.

(2) Furniture Storage Section. Representative items issued from and stored in this Furniture Storage section include desks, chairs, sofas, bookcases, credenzas, filing cabinets, mattresses, boxed springs, tables, etc. The Contractor shall:

a. Issue material from this Furniture Storage section in response Move Order Request - FTC-ADM-46, signed by individual(s) listed on the approved signature list provided by the Contracting Officer.

b. Ensure that description and stock numbers are correct on all pertinent documents and that documents have the FLETC ID number, if applicable.

c. Forward all completed forms FTC-ADM-46 to the COTR /Contracting Officer.

d. The Government will provide 24-hour advance notice when requiring the Contractor to provide additional services for inventory, material segregation, delivery assistance, issue documentation, inventory maintenance and related functions on an as required basis. Personnel requirements will be ordered for a minimum of two (2) hours each.

(3) Office Supply Storage Section. Representative items issued and stored in this Office Supply Storage section include pens, pencils, file folders, tape, tape dispensers, notebook binders, lined notepads, gem clips, binder clips, rulers, computer diskettes, computer paper, copier paper, and other general office supplies. The Contractor shall:

a. Issue supplies/items from this Office Supply Storage section using the FLETC Purchase Requisition - FTC- ADM-1A, as the authorizing document of issuance.

b. Ensure that an authorized approving official has signed the Form FTC-ADM-1A approving the requisition. A list of authorized, approving officials will be provided to the Contractor and updates will be provided as necessary. Ensure that the customer’s signature and date of receipt are obtained when the items are picked up.

c. Complete a FLETC Purchase Requisition - FTC-ADM-1A, and forward to the Administrative Division Chief (ADC) when supplies have reached the minimum reorder point. The Purchase Requisition shall include all pertinent data about the supply item. Minimum reorder points will be established by the Government on all supplies included any new supplies added to the Inventory.

(4) Student Support Storage Section. Representative items stored and issued from this Student Supply Storage section include cups, drink mix, emergency supplies, etc. The Contractor shall:

a. Issue supplies/items from this Student Supply Storage section using Stock Issue Authorization - the FTC-ADM-37, as the authorizing document of issuance.

(5) Administrative/Student Supplies. The Contractor shall:

a. Operate a stockroom containing replacement training supplies and student supplies (pencils, pens, erasers, notepads, etc.). Maintain toner, printer cartridges, pointers, and white board dry-erase markers. Supplies will be available at all times between 7:00 am to 5:00 p.m.

b. Organize designated storage area(s) by type of supply and store stock in an orderly, neat and organized manner. Straighten and clean (remove packing crates, boxes, excess packing materials) storage areas, as needed.

(6) Printed Materials . The Contractor shall between the hours of 7:00 a.m. and 5:00 p.m.:

a. Maintain the designated printed materials stockroom area(s) in an orderly, neat and organized manner, with all material stacked on labeled shelves by title/program. Printed materials need to be readily accessible to staff.

b. Prepare student packets of printed materials based on program content information furnished by the COTR/Contracting Officer.

c. Place prepared student packets with student name cards, notebooks and supplies (including pens, pencils, erasers, etc.) in the appropriate classroom, on the student desks (per the desired classroom setup coordinated by the COTR), prior to the first class session.

d. Store and inventory all program/course materials and handouts maintained for the support of training at the FLETC Complex. Initiate stock replenishment when inventory level is at designated reorder point.

e. Distribute materials to staff based on SOP provided by the COTR/Contracting Officer.

f. Printed Materials Inventory Reports. The Contractor shall provide the COTR/Contracting Officer with a complete computer-generated report of all Government printed materials for which the Contractor is responsible. This report shall be submitted no later than 2:30 p.m. every first and third Monday of each month. In addition, the Contracting Officer may request that the report be provided on other occasions in which case the Contractor shall comply with that request within four (4) working hours. Each complete inventory report shall indicate the following:

Item Name, Number (if available), and Description

Quantity on Hand

Reorder Level (with flag indicating a quantity on hand less than this amount

Other Fields (as deemed necessary)

1. Monthly - The Contractor shall report to the COTR/Contracting Officer all monthly transactions to include class, staff, and daily issues, transfers, and shipments received/made. The report shall be submitted no later than 5 working days after the last day of the month.

2. Other Reports - The Contractor shall have the capability to provide, upon request, the Contracting Officer with computer-generated reports pertaining to:

Master Inventory - Alphabetical

Issues - by class number or time span

Number of Shipments and Items Received - by time span

Reorder Requirements

3. The Contractor shall comply with Contracting Officer requests for any or all of these reports within 4 working hours.

(7) Assembly, Repair, Installation, And Relocation Of Furniture And Equipment. The Contractor shall develop a schedule, with priorities set by the COTR/Contracting Officer, on work orders, when schedule conflicts exist. Daily, between the hours of 7:00 a.m. and 5:00 p.m. as scheduled, the Contractor shall:

a. Assemble items received in a knocked-down condition.

b. Perform minor, first echelon repairs (such as repair of desk drawers, replacement of chair casters, etc.) to office furniture and furnishings.

c. Perform various small installation projects (such as installing shelving/key boxes, etc).

d. Perform physical relocation of furnishings, furniture and equipment among buildings in response to a Move Order Request - FTC-ADM-46. Ensure that the receiving activity signs all appropriate forms. Forwards all completed forms to the COTR/Contracting Officer daily. Provide equipment necessary for the safe movement of equipment (e.g. dolly, etc).

e. The Contractor shall not move accountable property unless serial number and FLETC number is noted on the move order.

(8) Inventory Storage Operations/Inventory Accounting Services. The Contractor shall maintain computerized inventory and statistical records of all Inventory Storage sections as well as produce various computer reports. The following services shall be performed:

a. Maintain separate inventories for each Inventory Storage section.

b. Make data entry changes to inventories in response to various work orders, purchase requests, stock issue authorizations, and receiving documents forwarded by the Property Manager, Inventory Storage personnel within twenty-four (24) hours after processing.

c. Relocate the items upon receipt and enter the date and quantity received into the appropriate inventory program.

d. Check the location and unit cost for each item to determine if inventory program changes are needed.

e. Insert the issue date, quantity issued, the unit cost and the total cost on pertinent issuing documents.

f. Assign sequential stock numbers to Inventory Storage items that do not have a national stock number. Provide a monthly-computerized log of these stock numbers to the COTR/Contracting Officer separate from the various sectional Inventory Storage listings.

g. Backup all data files. This information will be provided to the Government upon request.

h. Backup entire program file. This information will be provided to the Government upon request.

i. The Contractor shall provide the COTR/Contracting Officer with a complete computer-generated report of all individual Storage inventories no later than 2:30 p.m. each Monday of each month, or as otherwise coordinated. Computer printout lines shall be numbered sequentially. Each inventory report shall include: (1) Federal Stock Number; (2) Item Name and Description; (3) Quantity on Hand; (4) Unit of Issue; (5) Cost; (6) Location Assignment Code; (7) Total Issued and (8) Minimum Required/Reorder Point.

j. The Contractor shall provide the Contracting Officer, upon 24-hour notification, with the following computer-generated reports for individual, or all, Inventory Storage sections:

(1) Master Inventory—by Federal Stock Number

(2) Master Inventory—Alphabetical

(3) Total Issues—by time (e.g., Apr 1 through May 30)

(4) Items Received—by time (e.g., May 1 through Jul 31)

(5) Inventory Cost Totals

(6) Items survey—by time (e.g., May 1 through Jul 31)

(7) Re-order Level

(8) Any other report requested by the government.

k. Conduct a quarterly wall-to-wall inventory of complete inventory within five working days of end of quarter. Furnish a written report to the COTR/Contracting Officer by the fifth (5th) working day of the following quarter.

(c) Class Photographs. The Contractor shall take class photographs of each FLETC Charleston class, as scheduled on the Training Management Schedule (TMS). Photo sessions for each class will be located in Building 61, or an alternate location on the FLETC Complex, as shown on the TMS.

(1) Finished Photographs shall be eight by ten inches (8" x 10") with class titles, dates, and agency symbols printed under the photograph as shown in Section J, Attachment C-40. Contractor shall provide one (1) print for Agency file, two (2) prints for FLETC file, and one (1) print for each student. The prints shall be given to the FLETC Program Specialist, assigned to the class, for distribution. Photographs are for Official Use Only and cannot be released without government approval. The FLETC Program Specialist will distribute the photographs.

(2) All equipment and supplies for photographing will be provided by the Government. Photographs will be taken with a Government Furnished Property (GFP) Digital Camera and GFP Photo Printer. Contractor shall be responsible for safekeeping GFP and government furnished supplies. Supplies shall be added to the Supply Reorder List and tracked according to Supply Reorder List procedures.

(d) Post Office

(1) Post Office Standards. The Contractor shall operate a FLETC Post Office under a contract agreement between the Postmaster, North Charleston, SC and the Contractor. The agreement shall provide for early mail pickup at the North Charleston Post Office, sorting, and placing of mail in staff and class mail pickup boxes located in the FLETC Complex Branch Post Office. The Contractor shall sell stamps and money orders and collect mail and packages for mailing from FLETC Staff and Partner Organizations (POs). The 24-hour stamp machine and packing tape dispensers shall be provided and serviced by the Contractor. Mail stops are listed in Section J, Attachment C-41.

(2) Post Office Window Hours of Operation:

Monday through Friday 11:30 am to 1:00 p.m.

4:15 p.m. to 5:00 p.m.

Saturday

11:30 am to 1:00 p.m.

Sundays and Federal holidays

CLOSED

(3) Pricing. The Contractor operated FLETC Branch Post Office shall charge the same prices as the North Charleston Federal Post Office.

(4) Post Office Equipment.

a. The Contractor shall provide approved mail sorting bins and an approved safe for storing stamps, money orders, and cash.

b. The Government will provide the mail metering machines and scales.

(5) Post Office Services.

a. Clerk will log payroll checks, forwarded checks and certified letters.

b. Packages shall be held at the Classroom Complex (Building 61) Post Office. Students will be given a notice for pick-up.

c. Money orders will be available for sale on-site. Subcontract may be entered with a money order company.

d. The Contractor shall renew the contract with the U. S. Postal Service for the Complex’s Post Office box annually.

e. Weigh, meter and mail all Government envelopes and packages. Weigh and mail all personal envelopes and packages. The Government postage meter shall not, under any circumstances, be used to apply postage to any personal mail.

f. Document daily Government postage meter usage.

g. Except for those included in this Sub-section, the Government will not accept unsealed packages of any kind for mailing.

(6) Mail/Messenger/Pickup And Delivery Services. The Contractor shall:

a. Sort all interoffice mail, U.S. mail, and Complex-wide distribution by Building and office location. Mail for Headquarters Building #1 will be sorted into three categories: (1) Administration, (2) Instructional Staff and (3) Instructional Support Staff.

b. Pickup and deliver interoffice and U.S. mail twice daily, Monday through Friday, excluding federal holidays, to approximately six (6) stops in North Charleston and two (2) stops at the Naval Weapons Station (Section J, Attachment C-41). All mail runs shall begin at the Classroom Complex. The Contractor shall start the morning run at 11:15 a.m. and the afternoon run at 2:15 p.m.

c. Provide same-day service to pickup mail at the U.S. Post Office by 9:00 am and deliver all mail and parcels processed to the U.S. Post Office, North Charleston, SC by 4:25 p.m. This run will leave the mailroom, Monday through Saturday, excluding federal holidays.

d. Pickup and deliver parcels (to include student boxes) point-to-point from any location on the Complex to any other office on the Complex or within a fifteen (15) mile radius of the Complex, in response to telephonic requests or Move Order Request - FTC-ADM-46, Monday through Friday, excluding federal holidays, from 7:00 a.m. to 5:00 p.m. This service shall include the Post Office in North Charleston, SC and the local area merchants for F.O.B. Government pickup.

e. Items picked up from the Shipping/Receiving area will be signed for from the Shipping/Receiving personnel. The Contractor shall obtain a signature from the person receiving the item and shall maintain the original signature on file for one year, to ensure traceability.

f. Additionally, the Contractor shall:

1. Prepare various packages (each up to 70 pounds in weight) for shipping (for example, USPS, DHL or other express carriers). All shipments will require an authorized Purchase Requisition (PR) Form attached prior to shipping. Exceptions are student boxes and overnight mail to all FLETC sites (Glynco, Artesia and Cheltenham). The Government employee sending the shipment will complete the PR (in accordance with FLETC SOP CHS-CHA-032) and attach it to the shipment. The Contractor is required to annotate the dollar amount of the shipment on the PR and forward the PR Form to the COTR.

2. Complete appropriate shipping documents.

3. Arrange pickup/delivery, as appropriate.

4. Deliver office supplies once a week to Headquarters Building #1 and to Building #304, Naval Weapons Station, based on the Purchase Requisition Form, FTC ADM-1A submitted to supply 24 hours in advance.

5. Provide the COTR/Contracting Officer with copies of all completed documentation after shipper’s signature is obtained.

(e) Bottled Water Service.

(1) The Contractor shall provide bottled water service and furnish paper cups on the FLETC Complex and Naval Weapons Station. These areas include Building T-642 (Visitors Control Center), Building 46, Building 686, Behind Building #202, Scenario Based Training Area [SBTA], SS Cape Chalmers/Pier Quebec, Buildings 62-1 to 62-5, 63-1 to 63-18, and the Driving and Firing Ranges on the Naval Weapons Station. The coolers must have a 5-6 gallon capacity with attached stainless steel cup dispensers, which hold 4 ½ oz rolled rim paper cups. Contractor shall be responsible for replacing empty water bottles on the coolers and to replenish the supply of water and paper cups, as needed. Clean and sanitize coolers semi-annually. Note – Portable coolers shall be utilized for the remote sites (Scenario Based Training Unit [SBTU], Cape Chalmers/Pier Quebec, behind Building #202, the Boat Boarding Complex, the Connex Boxes at the Boat Boarding Complex, Buildings 62-1 through 62-5 and 63-1 through 63-18, and the driving and firing ranges on the Naval Weapons Station). The frequency the portable coolers will be placed at the various sites shall be based on the training schedules provided by the Government. Additionally, several times per year, the contractor may be requested to provide water for an unscheduled event on the Center.

(f) Shredding Service.

(1) The Contractor shall retrieve documents from Government Furnished containers located at the following sites: Building 1, Building 16, Building 28, Building 61, Building 668, Building 677, and Building T-642 (Visitor Control Center). The documents shall be picked up and transported biweekly to the shredder located in Building 1, shredded and disposed of properly. Any personnel assigned to this task must have completed the required “Handling of FOUO Documents” training before they can handle and dispose of these documents.

(g) Additional Movers Services

(1) The Contractor shall provide additional furniture moving personnel and a 26-foot (or 2.5 ton) van, as necessary on an as-required basis. The daily personnel requirements will be ordered for a minimum of two (2) hours each. Any additional services exceeding four (4) hours will be priced in accordance with the provision in Section B, Additional Moves (Time and Material CLIN). Any additional moving vehicles will be provided by the Contractor on a “per day” basis. This service will be ordered by Task Order a minimum of eight hours before required.

(2) All orders for other additional services will be placed by the Government by issuance of Order for Supplies or Services - Optional Form 347 (Section J, Exhibit G-1). Optional Form 347 will describe the service to be provided and will establish the maximum number of hours and costs. These ceilings shall not be exceeded without the written approval of the Contracting Officer or her designated representative.

END OF SECTION C-5.K