J.1(b)_7_IDIQ_Task_Orders.pdf

Attachment J.1(b)7 – IDIQ Task Order #0001 (Potential) Logistics Management Services (LMS)

RFP Number NNA1655182R

PART I – TASK ORDER INITIATION

Task Title: NASA Ames Conference Center (NACC) Support

SOW Reference(s): Attachment A, Statement of Work

Task No.: Task Mod. No.: Date:

Task Requester: Extension: Mail Stop:

Period of Performance From: To:

SECTION 508, Electronic and Information Technology Accessibility Compliance (EITAC):

This task does not include EIT items OR This task does include EIT items; ARC 789 or equivalent is attached. (See http://section508.arc.nasa.gov/.)

Upon receipt of this task order request, the contractor shall review the task requirement(s) and inform the Government, as part of its task order/modification response, any discrepancies between standards initially cited and those the contractor proposes to deliver to the Government.

Examples of discrepancies include ODCs for which some other standard might be or become applicable and, as a result, require citation in the task order, as well as any cited standards that the contractor believes is not applicable (provide rationale).

NOTE: If, by mischance, the task, including any ODC of the task, should not meet an applicable standard not cited by the requester, it is the requester, not the contractor who is at fault; and, the requester must find a way (e.g., by modifying the task request) to bring the task into compliance. In such cases, the requester shall complete a revised ARC Form 789 (or equivalent) before the task order/modification is approved.

Affirmative Procurement

The item(s) being purchased are NOT on any of the EPA’s Comprehensive Procurement Guideline lists. OR The item(s) are on the EPA’s Comprehensive Procurement Guideline lists AND

They meet the minimum recycled/recovered content. Or A waiver signed by the designated Environmental Program Manager is attached. (See http://www.epa.gov/cpg/products.htm.)

Background Description (may be continued on additional pages)

Description of the Organization

The NASA Ames Conference Center (NACC) is the training and conference facilities located at the NASA Research Park, Moffett Field, California. The NACC consists of 3 buildings: B3, B152 and B19 (basement). The NACC supports NASA-sponsored events as well as events for the military and other government agencies. The NACC does not support non-NASA social events such as weddings, retirements, and social events. NASA Research Park affiliates may use the NACC for NASA mission related events. All NASA-sponsored events must support the NASA mission. Although the requested services are primarily performed at B3, B152 and B19 basement, these services may also be required for similar events at other facilities at NASA Ames Research Center as requested by the Government. There are 5 primary meeting areas in B3; 1 room in B19 basement; and 3 large conference rooms in B152 and 8 small rooms.

Services shall include all necessary supplies and materials (ODC’s) needed for the operations of the facility. Tasks include overall planning, scheduling and coordination of events; logistical support; limited technical support; customer interface and service; and on-going evaluation and improvement recommendations for facility and support given.

Specific hours with performance of the task order are: B3, 7:30am – 5:00pm; B19 – 7:30-am – 5:00pm; and B152, 7:30am – 3:00pm Monday –

Friday. If the contractor is required to work on Saturdays , Sundays, holidays, or outside the hours specified above, they must obtain prior approval from the CO/COR.

Rules and regulations APR 1620.1, NASA Ames Security Handbook, Chapter 506, Visitor Control

Statement of Requirements/Task Description (may be continued on additional pages):

All work shall be performed in accordance with the contract Statement of Work (Attachment J.1(a)1) sections 4.11. Services provided under this task shall be in accordance with all applicable laws and regulations. Specific task actions to support this functional area are as follows:

(see page 3):

PERFORMANCE ASSESSMENT FACTORS

(also see Procurement Requirements Summary section of this task order for task-specific details)

Factor Description

Overall Management Performance in attracting, developing, and retaining professional and management staff that meet the requirements of the contract. Contractor's management policies and procedures (including intellectual property management, organizational conflicts of interest, management and protection of data, handling of data and export control).

http://section508.arc.nasa.gov/ http://www.epa.gov/cpg/products.htm

Quality Quality of the work performed under the contract or task order.

Timeliness Timeliness of completing the contract or task order milestones and submitting deliverables.

Price Optimal allocation of resources.

PART I – TASK ORDER INITIATION SIGNATURES

COR Contracting Officer

PART II – TASK ORDER PLAN PROPOSAL AND APPROVAL SUMMARY

Performance Period: to Contractor Task Leader:

This Request: Original Modification

PRIOR TOTAL

TASK VALUE

THIS REQUEST

TASK VALUE

CUMULATIVE TOTAL

TASK VALUE Site/Program Manager CATEGORIES

LABOR HOURS

LABOR

(BURDENED)

ODC (BURDENED)

COR SUBCONTRACTING

TOTAL:

NOTE: APPROPRIATE DOCUMENTATION MUST BE PROVIDED WITH THE TASK PLAN FOR SUBCONTRACT REVIEW.

Task Requester Branch Chief COR

Site/Program Manager Contracting Officer

Contract No.: Contract Title:

Task No.: Task Mod. No.: Task Title:

PART III – TASK ORDER CLOSEOUT

Final Cost Date Completed Site/Program Manager Task Requester COR

CONTINUATION

Statement of Requirements/Task Description:

4.11 General Administrative Support

Plan, coordinate, book, coordinate meetings for special events in all NACC rooms and meeting areas, including exterior patios, upon request by NASA sponsor. Frequency is approximately 10-25 events per month. Many events are multi day events

Determine customer requirements, preparing floor plans and audio visual and information technology equipment and usage instructions and plans for all meeting areas and rooms in center, based upon customer requirements. Ensure movers provide timely set up and break down of all furniture and equipment in all rooms and areas of NACC.

Provide audio and visual operations as requested for all meeting and events. This may include multiple room and multiple systems – up to 20-30 systems per month.

Support the set up and breakdown of all NACC (Government owned) equipment, tables and chairs, audio and visual equipment, including, video and wireless network for all events, including set up and breakdown of all power, and Ethernet, video camera and broadcasting, teleconferencing, phones and speakerphones.

Understand and convey to all customers for each meeting the NASA rules and regulations pertaining to the use of the facility.

Alert customers and helps plan overtime support for any meetings or events, as required. Usage rates of the building can vary from month to month.

Review and provide updates for the NACC website on a quarterly basis or as needed.

Oversees maintenance of building, grounds, furniture and equipment (alert the TM/COR and/or Center Facilities Organization of any repairs/issues

Oversee security/safety video camera access and control for B3.

Conducts annual equipment inventory and maintains files of all equipment and furniture, listing manufacturer, serial number, model number, ECN/ODIN number, and assignee. Frequency is once a year.

Demonstrates knowledge of Ames policies for the operation of the NACC, financial processes, and the Ames organization structure, key personnel, and structure.

Provide limited support for power point presentations for conferences.

Provide limited incidentals (materials/office supplies for the operation of the facilities.

Utilize software tools to the advantage of the facilities in terms of scheduling and managing the events (i.e. File maker Pro, Shared point, etc.)

Incorporate process improvements when applicable and/or approved by the COR.

SAFETY REQUIREMENTS

Have knowledge of and apply all Ames and OSHA safety guidelines and regulations

Responsible for completing safety inspection records and participating in the monthly safety inspection teams.

Responsible for ensuring safety repairs and requirements are completed in timely fashion within 15 days.

Responsible for evacuation drills or participating in same with safety or fire personnel annually Responsible for giving a building Safety Briefing at the beginning of each event.

CUSTOMER SERVICE

Provide quality customer service

Assist customers to complete Service Request (SR’s) and where to send the SR’s for event support (i.e. movers, janitorial, technical support).

Solicit event support feedback from customer (i.e. evaluation form) to be used as continual improvement opportunities for all functions of within the NACC

Provide flexibility to accommodate last minute unforeseen requirements and/or cancellations (i.e. staying late to provide support event, last minute data calls)

Provide cost saving efforts (i.e., staggering staff work schedules) to meet occasional event requirements

Specific Task Deliverables

Number Description Due Date

1 Monthly Status Report on facility requests, occupancy, usage and any IT security breaches or damages to facility or equipment

10th work day of each month as required by Task

Manager

2 Complete and submit report on any injuries/accidents Immediately after incident

Performance Requirements Summary

Requirements Summary of Service Performance Threshold Method of Surveillance

4.11 - Booking, planning, coordinating NASA meetings, workshops, special events

Plan meetings, workshops, events in all NACC rooms and meeting areas including exterior patios upon request of NASA sponsor

Approximately 10-20 events per month. Many events are multiday events.

Customer feed back

Monthly report on facility usage

Spot checks by the Task Manager

Customer Requirements Determine customer requirements, prepare floor plans, audio visual and IT equipment and usage instruction

All customer requirements for events completed on time so events can proceed as scheduled

Customer feed back

Monthly report on facility usage

Spot checks by the Task Manager

Provide limited set up and breakdown of video and wireless network

Limited Ethernet, video camera, broadcasting, teleconferencing, phones, as needed

Inform Customer of NASA Regulations

Convey to all customers for each meeting the NASA rules and regulations pertaining to the use of the facility

Customers should be informed the NACC does not support non NASA social events.

Monthly report on facility usage

Spot checks by the Task Manager

Regulation Compliance Compliance with NASA IT Regulations

Follow all NASA IT Requirements daily and take IT Security Training annually. Report breaches of NASA Security as detailed in the IT Security Training

Code I Security monitoring

NACC Website Update NACC website with any new information and current

Expected frequency is quarterly or as needed

Spot check of website

NACC Building Oversee maintenance of building, grounds, furniture and equipment

Expected frequency is bi-weekly

Spot check of facility

NACC Inventory

Conduct annual equipment inventory and maintain files of all equipment and furniture

List manufacturer, serial number, model number, ECN/ODIN number, assignee

Annual Inventory Report

Policies & Procedures Demonstrate knowledge of Ames’ policies for the operation of the NACC, financial process and the Ames organization structure, key personnel and culture.

Approximately 10-25 per month, for each event, meeting

Customer feed back

Spot checks by the Task Manager

Safety Safety Requirement

Shall have knowledge of and apply all Ames and OSHA safety guidelines and regulations

Ensure event capacity does not exceed maximum building capacity

CMAR – Contractor Monthly Accident Reporting system

Task Manager review

Safety Inspection Complete monthly safety inspection records

Participate in annual safety inspections with the safety teams

Safety Repairs Ensure that identified safety repairs and requirements are addresses

Follow up of repair completions (within 15 days)

Task Manager review

Safety Evacuation Participate in evacuation drills with safety or fire personnel

Annually at a minimum Task Manager review

Safety Briefing Give a building safety briefing

Briefing to be given at the beginning of each event

– only once for multi day events

Task Manager spot check

Customer Service Service Quality Provide quality customer service Obtain essential requirements from the customer

Customer Surveys

Task Manager review

Customer feedback, written/verbal

Facility Usage Facility Usage Maximize usage of the facility, within the operating guidelines established by the TM.

Task Manager review

Attachment J.1(b)7 – IDIQ Task Order #0002

PART I – TASK ORDER INITIATION

Task Title: Unplanned Within Scope Tasks For Work Not Exceeding $3,000.00

SOW Reference(s): Attachment A, Statement of Work, Task No.: Task Mod. No.: Date:

Task Requester: Extension: Mail Stop:

Period of Performance From: To:

SECTION 508, Electronic and Information Technology Accessibility Compliance (EITAC):

This task does not include EIT items OR This task does include EIT items; ARC 789 or equivalent is attached. (See http://section508.arc.nasa.gov/.)

Upon receipt of this task order request, the contractor shall review the task requirement(s) and inform the Government, as part of its task order/modification response, any discrepancies between standards initially cited and those the contractor proposes to deliver to the Government. Examples of discrepancies include ODCs for which some other standard might be or become applicable and, as a result, require citation in the task order, as well as any cited standards that the contractor believes is not applicable (provide rationale).

NOTE: If, by mischance, the task, including any ODC of the task, should not meet an applicable standard not cited by the requester, it is the requester, not the contractor who is at fault; and, the requester must find a way (e.g., by modifying the task request) to bring the task into compliance. In such cases, the requester shall complete a revised ARC Form 789 (or equivalent) before the task order/modification is approved.

Affirmative Procurement

The item(s) being purchased are NOT on any of the EPA’s Comprehensive Procurement Guideline lists. OR The item(s) are on the EPA’s Comprehensive Procurement Guideline lists AND

They meet the minimum recycled/recovered content. Or A waiver signed by the designated Environmental Program Manager is attached. (See http://www.epa.gov/cpg/products.htm.)

http://section508.arc.nasa.gov/ http://www.epa.gov/cpg/products.htm

Background Description (may be continued on additional pages)

Task Background

This CTO is to be used to forward fund IDIQ additional unplanned within scope tasks not exceeding $3,000.00. The task functional areas are:

Supply Management – Equipment Management Support – Property Disposal Support – Janitorial Services – Refuse and Recyclable Materials Collection, Removal and Disposal – Shipping, Receiving, Mail Service Center, Warehousing and Re-Distribution – Fleet Management Services – Documentation Support – Business Office Support and NASA Ames Conference Center (NACC) Support. The Work Authorization Offer (WAO) shall issue a quest for proposal to the contractor for task that shall not exceed $3,000.00. When requesting the quote the WAO shall provide the contractor with a Statement of Work (SOW) and any other applicable information the contractor might need .in order to provide the quote. If the WAO determines that the contractor’s quote is acceptable and there are sufficient funds on CTO 00012 to cover the proposed task, the WAO will issue a Work Request to the contactor. Upon completion of the task the Contractor shall notify the WAO that the task was completed. The WAO shall insure that the work has been performed and meets the required standards.

Rules and regulations

ARC’s Supply stores stock, program stock and standby stock are managed IAW 10 U.S.C. Chapter 145, Cataloging and Standardization, 10 U.S.C. 2451-2458 (Department of Defense), FAR Part 45, 48 CFR Part 45 (Government Property), NASA FAR Supplement Parts 1845 and 1852, (Government Property), 41 CFR Chapter 101 (Federal Property Management Regulations), NPD

4200.1 (Equipment Management), NPD 7500.1(Program and Project Logistics Policy), NPR 4100.1 (NASA Materials Inventory Management Manual), NPD 4100 (Supply Support and Material Management Policy) NPR 4300.1 (Personal Property Disposal Manual), NASA Financial Management Manual Chapter 9250 (Property Accounting), Section H clause entitled “Contractor Purchasing”

NASA Procedural Requirements (NPR) 4200.1 – NASA Equipment Management Procedural Requirements;

NASA Procedural Requirements (NPR) 4200.2 – Equipment Management Manual for Property Custodians; NASA Enterprise Applications Competency Center (NEACC); Integrated Asset Management (IAM) Property, Plant and Equipment (PP&E) system module (web-based front-end systems); N-PROP and DSPL Equipment system reports are generated via Business Warehouse (BW).

ARC’s Reutilization Program NPR 4300.1B, NASA; Personal Property Disposal Procedural Requirements; NPR 4310.1, Identification and Disposition of NASA Artifacts; 41 CFR 102, Federal Property Management Regulation; NFS 45.6; Stevenson–Wydler Technology Innovation Act of 1980.

Executive Order (EO) 13514

(NPD) 6000.1CTransportation Management; NASA Procedural Requirements (NPR) 6000.1H; Requirements for Packaging, Handling and Transportation for Aeronautical and Space Systems, Equipment, and Associated Components; NPR 6200.1C Transportation and General Traffic Management; Center Directives; NASA Correspondence Management and Communications Standards and Style, Ames Policy Directives (APD)

1450.11 NASA Mail Management Program; NPD 1490.1H NASA Printing, Duplicating, and Copy Management; APD 1490.2 Printing, Duplicating and Copying and Management Program; APD 4520.1 Receival and Inspections Report; NPR 1620.3 Physical Security Requirements for NASA Facilities and Property; Ames Policy Requirements (APR) 1620.1 Security Procedures and Guidelines; NPD 1450.12D Handling Correspondence and Information From the Executive Office of the President; Federal Management Regulation (FMR) 102.192.60 through

Rules and regulations – continued

102-2.110; APD 4530.1 Item Shipment Policies and Procedures; APD 2190.1 Export Control Program; NPR 4100.1D NASA Materials Inventory Management Manual); Code of Federal Regulations (15, 39, 41 and 49 CFR); International Air Transport Association (IATA);

Occupational Safety and Health Administration (OSHA); OSHA Voluntary Protection Program (VPP); International Maritime Dangerous Goods (IMDG) Code; Material Safety Data Sheets (MSDS); Emergency Response Guidebook; General Services Administration (GSA);

and other federal, state and local regulations. The Contractor is required to work IAW internal procedures (i.e., ARC-PSO-100 ARC Mail Operations Security Plan; APSO - 001-5 Standard Operating Procedures Instructions; ARC-JSL-005 Packing and Shipping Services;

ARC-JSL- 006 Receiving and Inspections Services; ARC-JSL- 007 Mail Services Center Operations; ARC-JSL- 007.1 Identification, Handling and Communication of Suspicious Mail.

ARC’s Fleet is managed IAW with Executive Order 13423 (Strengthening Federal Environmental, Energy, and Transportation Management); Executive Order 13514 (Federal Leadership in Environmental, Energy, and Economic Performance); NPD 6000.1 (Transportation Management); Energy Policy Act; NPR 6200.1C (Transportation and General Traffic Management); APD 6711.1 (Bicycle Program; APR 1700.1 (Health and Safety Manual) Vehicle Safety, Fleet Management Handbook; 41 Code of Federal Regulations (CFR) section 101-39, 102-34; Federal Acquisitions Regulations(FAR) Part 51; State and Federal Regulations; and GSA directives.

Statement of Requirements/Task Description (may be continued on additional pages):

All work shall be performed in accordance with the contract Statement of Work (Attachment J.1(a)1) sections 4.1 through 4.7 and 4.9 through

4.11. Services provided under this task shall be in accordance with all applicable laws and regulations. Specific task actions to support this functional area are as follows: (see page 3):

PERFORMANCE ASSESSMENT FACTORS

(also see Procurement Requirements Summary section of this task order for task-specific details)

Factor Description

Overall Management Performance in attracting, developing, and retaining professional and management staff that meet the requirements of the contract. Contractor's management policies and procedures (including intellectual property management, organizational conflicts of interest, management and protection of data, handling of data and export control).

Quality Quality of the work performed under the contract or task order.

Timeliness Timeliness of completing the contract or task order milestones and submitting deliverables.

Price Optimal allocation of resources.

PART I – TASK ORDER INITIATION SIGNATURES

COR Contracting Officer

PART II – TASK ORDER PLAN PROPOSAL AND APPROVAL SUMMARY

Performance Period: to Contractor Task Leader:

This Request: Original Modification

PRIOR TOTAL

TASK VALUE

THIS REQUEST

TASK VALUE

CUMULATIVE TOTAL

TASK VALUE Site/Program Manager CATEGORIES

LABOR HOURS

LABOR

(BURDENED)

ODC (BURDENED)

COR SUBCONTRACTING

TOTAL:

NOTE: APPROPRIATE DOCUMENTATION MUST BE PROVIDED WITH THE TASK PLAN FOR SUBCONTRACT REVIEW.

Task Requester Branch Chief COR

Site/Program Manager Contracting Officer

Contract No.: Contract Title:

Task No.: Task Mod. No.: Task Title:

PART III – TASK ORDER CLOSEOUT

Final Cost Date Completed Site/Program Manager Task Requester COR

CONTINUATION

Specific Task Deliverables

Number Description Due Date

1 TBD TBD

Performance Requirements Summary

Requirements Summary of Service Performance Threshold Method of Surveillance

TBD TBD TBD 100% inspection

Costumer complaint

DEFINITIONS

Area Utilization Officer: General Services Administration (GSA) regional representative responsible for promoting the maximum utilization of excess personal property.

“As-is” Condition: The present state of an object at the time it is evaluated, given, received, or exchanged.

Bench Stock: A stock that is low cost, repetitively used, including consumption type supplies and repair parts, established at or near points of consumption/use to ensure continuous and uninterrupted operations.

Bench stock is generally restricted to maintenance, repair, and fabrication type activities.

Excess Property: Personal property, which is determined to be unnecessary to the needs and discharge of the responsibilities of an individual, organization, installation, or contractor.

Federal Supply Classification (FSC): A system developed in the Federal Cataloging System for use in classifying items of supply. The structure of the FSC consists of groups subdivided into classes within each group. Each class covers a relatively homogeneous area of commodities with respect to physical or performance characteristics, or the items included are usually requisitioned or issued simultaneously.

Federal Standard Requisitioning and Issue Procedure Field Service (FEDSTRIP): Field service is defined as providing field mobile scheduled and unscheduled maintenance for equipment that, because of design or immobility, cannot economically be delivered to the repair facility.

Statement of Requirements/Task Description:

To be provided by the Work Authorization Officer at the time of requesting quote for work to be performed.

Government Property: All property owned by, or leased to, the Government or acquired by the Government.

Latent Defects: Latent defects are defects that are present in a hidden or undeveloped state and are not visible or apparent at the time of inspection, but which become obvious or come into being at some future time.

Military Standard Requisitioning and Issue Procedure (MILSTRIP): Uniform procedures to requisition, issue, laterally distribute, and return of DOD material.

Material Management Initiative (MMI): to track issues, receipts and inventory of store stock/program stock and standby stock

Personal Property: Property of any kind, including equipment, materials, and supplies, but excluding real property.

Physical Inventory: The process of physically sighting and counting quantities of materials held in inventory by an installation, reconciling the count with the recorded balance, and processing the necessary documents to adjust the inventory records and the financial accounts.

Program Stock: Material acquired by direct purchase, by issue from stock for a specific program or project, or material stored at the request of a program or project.

Standby Stock: Material held to support emergencies.

Stores Stock: Material being held in inventory by the Center that is repetitively procured, stored, and issued on a recurring demand basis.

LIST OF ACRONYMS

AIB Associated Industries for the Blind FCS Federal Catalog System FEDSTRIP Federal Standard Requisitioning and Issue Procedure GSA General Services Administration IAGP Installation-Accountable Government Property IAM Integrated Asset Management MILSTRIP Military Standard Requisitioning and Issue Procedure N-PROP Web-based front end application of IAM system module for property management NSN National Stock Number ROD Report of Discrepancy SEMO Supply and Equipment Management Officer