RFP 47PF0024R0089.pdf

REQUEST FOR PROPOSAL

(RFP)

U.S. GENERAL SERVICES

ADMINISTRATION

GREAT LAKES REGION

PUBLIC BUILDINGS SERVICE

PROJECT:

Administrative Support Services

Location 1: Bricker Federal Building, 200 North High Street, Columbus, OH 43215-2416

Location 2: Potter Stewart US Courthouse, 100 East 5th Street, Cincinnati, OH 45202-3905

Location 3: Peck Federal Building, 550 Main Street, Cincinnati, OH 45202-3222

SOLICITATION NO: 47PF0024R0089

ISSUE DATE: August 1, 2024

CLOSING DATE & TIME:

August 30, 2024 3:00 PM (Central Time) via email to rita.perez@gsa.gov

CONTRACT NO:

DATE OF AWARD:

ISSUED BY:

U.S. General Services Administration Great Lakes Region Public Buildings Service Acquisition Management Division 230 S Dearborn Street, Suite 3500 Chicago, IL 60604-1505

47PF0024R0089

Multiple locations in Columbus and Cincinnati, OH

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

SOLICITATION NO. 47PF0024R0089

GENERAL SERVICES ADMINISTRATION’S MISSION

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

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

INFORMATION COLLECTION REQUIREMENTS

The information collection requirements contained in this solicitation/contract are either required by regulation or approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned OMB Control No. 3090-0163.

SYSTEM FOR AWARD MANAGEMENT (SAM)

All contractors must be active in the System for Award Management (SAM), https://sam.gov/ prior to submission of offers to be considered for award.

CERTIFICATE OF INSURANCE

Evidence of acceptable insurance in not less than the amounts and endorsements specified in the contract and in accordance with clauses entitled FAR 52.228-5 INSURANCE--WORK ON A GOVERNMENT INSTALLATION and GSAR 552.228-5 GOVERNMENT AS ADDITIONAL INSURED in Section I of your contract must be submitted to this office within 30 days prior to the start of the performance period. The insurance carrier is required to waive all subrogation rights against any of the named insured In accordance with these requirements, the contract number and the following statement must appear on the policies:

"Contract @@@. Any cancellation or any material change adversely affecting the Government's interest shall not be effective (1) for such period as the laws of the State in which this contract is to be performed prescribe or (2) until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer.”

AFFIRMATIVE PROCUREMENT PROGRAM (APP)

GSA has implemented an Affirmative Procurement Program intended to maximize the use of recovered materials, environmentally preferable, and bio-based products. Offerors should familiarize themselves with the requirements for using and reporting on the use of such materials in performance under any resultant contract.

FAR 23.7 requires consideration of environmental factors when purchasing products and services. FAR

4.303 and FAR 52.204-4 require double sided printing on recycled paper for all reports required by this contract. FAR 52.223-10 encourages vendors to practice waste reduction.

SAFEGUARDING DOCUMENTS

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

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

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

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

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

PERFORMANCE BASED SPECIFICATIONS

Note that the service specifications included in this solicitation are performance-based specifications. These specifications express the Government’s requirements in the form of minimum quality standards. Work schedule, frequencies, resources utilized, and methods of performance are to be determined by offerors.

A-76 REQUIREMENT

Note paragraph entitled FAR 52.207-3, Right of First Refusal of Employment in Section I.

CURRENT CONTRACTOR AND CURRENT CONTRACT PRICE

The current contractor is APACHE HOMELANDS LLC, located in Albuquerque, NM. The current monthly price is $15,169.18. Although this solicitation is for services basically the same as the current contract Scope of Work, it should be reviewed carefully before submitting a bid.

NOTICE CONCERNING COMPLETION OF SOLICITATIONS

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

Offerors shall submit with their offer the following documents:

● Standard Form 33 – Solicitation, Offer, and Award

● Section B – Supplies or Services and Cost/Prices (in original Excel format)

● FAR 52.204-8 Offeror Representations and Certifications

● Offeror’s Checklist (See Section L)

● Quality Control Plan (See Section C)

● Past Performance References

● Cost Worksheets for each location (in original Excel format)

EXERCISING OPTIONS AND MULTIPLE AWARD CONTRACTS

If this is a multiple award contract with optional performance periods, please note that the successful awardee will be required to re-certify size status prior to the option being exercised.

FAIR LABOR STANDARDS/SERVICE CONTRACT ACT PRICE ADJUSTMENT PROVISIONS

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

FREEDOM OF INFORMATION ACT (FOIA) REQUESTS

It is not necessary to reference the FOIA when requesting procurement history, such as the name of the current contractor, contract amount, contract copies, or abstracts of bids. For this information, you may contact the point of contact shown in Block 10 on the first page of the solicitation.

SOLICITATION COPIES

Note that Block 9 on the first page of the solicitation specifies the number of copies of the offer that must be returned by offerors.

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

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

PRICING OF OPTIONS

Offerors shall price the initial one (1) period and the option requirements for the four additional 1-year periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor for the initial 1 year period of performance will apply to the option periods. The minimum wage rates and fringe benefits applicable to the initial 1-year period of performance are outlined on the wage rate sheet.

OPTION TO EXTEND SERVICES

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

QUALITY CONTROL PLAN (QCP)

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

NOTICE TO PROCEED (NTP)

Notice to Proceed (NTP) will NOT be issued until the COR has officially notified the CO that approved clearances for proposed employees have been received and approved.

AVAILABILITY OF FUNDS

Funds are not presently available for award. The Government's obligation under this contract is contingent upon the availability of appropriated funds. No legal liability on the part of the Government may arise until funds are made available to the Contracting Officer.

PRE-BID/PRE-PROPOSAL CONFERENCE

A pre-proposal meeting has been scheduled for this solicitation. Please see the Pre-proposal Conference Notice on the next page for details.

PRE- AND POST-AWARD DEBRIEFINGS

The General Services Administration’s hours of operation are 8 a.m. to 4:30 p.m. Requests for pre-award debriefings postmarked or otherwise submitted after 4:30 p.m. will be considered submitted the following business day. Requests for post-award debriefings delivered after 4:30 p.m. will be considered received and filed the following business day.

EQUAL OPPORTUNITY FOR VETERANS AND THE VETS-4212 VERIFICATION

The Vietnam Era Veterans' Readjustment Assistance Act of 1972 (38 U.S.C. 4211 and 4212) (the Act), applies to all contracts and subcontracts for personal property and nonpersonal services (including construction) of $150,000 or more except as waived by the Secretary of Labor. Per FAR 52.222-35, when contractors and subcontractors are subject to the Act, it prohibits them from discriminating against qualified protected veterans, and requires affirmative action by the contractor to employ and advance in employment qualified protected veterans.

Contractor’s Responsibility - The Act requires contractors and subcontractors to submit a report, per FAR 52.222-37, at least annually to the Secretary of Labor regarding employment of protected veterans. It is accomplished by filing VETS-4212, Federal Contractor Veterans' Employment Report, at https://www.dol.gov/vets/vets4212.htm. This must be completed by September 30th each year.

[THIS NOTICE SHOULD BE REMOVED BEFORE OFFER IS SUBMITTED TO GSA] Rev. April 2022.

https://lnks.gd/l/eyJhbGciOiJIUzI1NiJ9.eyJidWxsZXRpbl9saW5rX2lkIjoxMDAsInVyaSI6ImJwMjpjbGljayIsImJ1bGxldGluX2lkIjoiMjAyMjAzMDQuNTQ0Mjk0MzEiLCJ1cmwiOiJodHRwczovL3d3dy5kb2wuZ292L2FnZW5jaWVzL3ZldHMvcHJvZ3JhbXMvdmV0czQyMTIifQ.FqUFFEnMx9gH8VhMbgYaQF3Gi3uUphohXX2MfjxiF_c/s/484500512/br/127584977670-l

PRE-PROPOSAL CONFERENCE NOTICE

ATTENDENCE FORM

RFP 47PF0024R0089

ADMINISTRATIVE SUPPORT SERVICES

MULTIPLE LOCATIONS IN OHIO

A pre-proposal conference is scheduled at the time and place set forth below. All prospective offerors are encouraged to participate.

Please complete and return this form via email to Rita Perez, Contract Specialist, at rita.perez@gsa.gov; no later than Wednesday, August 7, 2024 at 2:00 PM Central. There will not be a site visit for this procurement.

TIME/DATE: Monday, August 12, 2024 at 8:30 AM Central

PRE-PROPOSAL CONFERENCE CALL INFORMATION:

Upon receipt of this form, GSA will provide the call-in information.

[ ] I plan to attend the conference.

Number of attendees: _____________.

[ ] I do not plan on attending the conference.

In case of last-minute changes, please be sure to include a phone number:

Name: ___________________________________________

Company: ___________________________________________

Phone: ___________________________________________ mailto:rita.perez@gsa.gov

SOLICITATION NUMBER: 47PF0024R0089

SERVICE: ADMINISTRATIVE SUPPORT SERVICES

LOCATION(S): Location 1: John W. Bricker Federal Building 200 North High Street Columbus, OH 43215

Location 2: Potter Stewart US Courthouse 100 East 5th Street Cincinnati, OH 45202

Location 3: John Weld Peck Federal Building 550 Main Street Cincinnati, OH 45202

PERIOD OF PERFORMANCE: Base Year: December 1, 2024 November 30, 2025 Option Year 1: December 1, 2025 November 30, 2026 Option Year 2: December 1, 2026 November 30, 2027 Option Year 3: December 1, 2027 November 30, 2028 Option Year 4: December 1, 2028 November 30, 2029

SOLICITATION ISSUE DATE: August 1, 2024

OFFER RECEIPT DATE/TIME: August 30, 2024

TABLE OF CONTENTS

(Sections A through M)

A. SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS

B. SERVICES, ORDERING AND PRICES

REFER TO THE SECTION B ATTACHED TO THE RFP

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 DEFINITIONS

C.1.0 Acts of God C.1.1 Additional Services C.1.2 Acceptance C.1.3 Approval C.1.4 Contracting Officer (CO) C.1.5 Contracting Officer's Representative (COR) C.1.6 Contractor C.1.7 Contractor Performance Assessment Reporting System (CPARS) C.1.8 Defective Service (Deficiencies) C.1.9 Designated Ordering Official C.1.10 Emergency C.1.11 Federal Holidays (F.3 Recognized Holidays) C.1.12 Modification C.1.13 Negligence C.1.14 Performance Based Service Contracting C.1.15 Quality Assurance Surveillance Plan (QASP) (EXHIBIT 1) C.1.16 Quality Control Program (QCP) (C.12 Contractor Quality Control Plan)

C.2 OBJECTIVES AND SCOPE

C.2.1 Days and Hours of Operation C.2.2 Unanticipated Federal Holidays C.2.3 Unanticipated Building Closures/Shutdowns C.2.4 Telework

C.3 PROJECT MANAGER OR SUPERVISOR

C.4 SPECIFIC REQUIREMENTS OF SECRETARY II & SECRETARY III

C.5 TECHNICAL SKILLS, EXPERIENCE, AND MINIMUM REQUIREMENTS

C.6 SCHEDULED AND UNSCHEDULED ABSENCES

C.7 VACANCIES

C.8 TRAINING

C.9 CONTRACT TRANSITION

C.10 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

C.11 OTHER SPECIAL REQUIREMENTS

C.12 CONTRACTOR QUALITY CONTROL PLAN (QCP)

C.13 FEDERAL REQUIREMENTS

C.14 CONTRACTOR SUBMITTALS / DELIVERABLES CHART

D. PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

D.2. MARKING

E. INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-4 INSPECTION OF SERVICES FIXED PRICE (AUG 1996)

E.2 DEDUCTION RATE

E.3 SUSPENSION OF WORK

E.4 CONTRACT CLOSE-OUT PREPARATION

F. DELIVERIES OR PERFORMANCE

F.1 PLACE OF PERFORMANCE

LOCATION 1:

BRICKER FEDERAL BUILDING

200 NORTH HIGH STREET

COLUMBUS, OH 4325

LOCATION 2:

POTTER STEWART US COURTHOUSE

100 EAST 5TH STREET

CINCINNATI, OH 45202

LOCATION 3:

PECK FEDERAL BUILDING

550 MAIN STREET

CINCINNATI, OH 45202

F.2 TERM OF CONTRACT

F.3 RECOGNIZED HOLIDAYS

F.4 OPTIONS

G. CONTRACT ADMINISTRATION DATA

G.1 PAYMENT (GENERAL)

G.2 PAYMENT FOR SERVICES

G.3 GSAR 552.232-77 PAYMENT BY GOVERNMENT CHARGE CARD (NOV 2009)

G.4 EVALUATING CONTRACTOR PERFORMANCE

COPIES OF THE EVALUATIONS, CONTRACTOR RESPONSES, AND REVIEW COMMENTS, IF ANY, WILL BE RETAINED AS

PART OF THE CONTRACT FILE

G.5 SUSPENSION OF WORK

G.6 ADJUSTING PAYMENTS

H. SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACTOR RESPONSIBILITIES

H.1.0 Supervisors H.1.1 Training

H.2 OCCUPANT EMERGENCY PLAN (OEP)

H.3 USE OF GOVERNMENT INFORMATION TECHNOLOGY

H.4 SECURITY REQUIREMENTS AND PERSONAL IDENTITY VERIFICATION PROCEDURES (NON-CLASSIFIED

CONTRACT)

H.4.1 GSAR 552.237-70 Qualifications of Offerors (MAY 1989) H.4.2 GSAR 552.237-71 Qualifications of Employees (MAY 1989) H.5 Suitability Determinations H.5.0 GSA Criteria for Adjudication H.5.1 Compliance with Security Requirements H.5.2 Identification Credential

H.6 RESERVED

H.7 STANDARDS OF CONDUCT

H.8 REMOVAL FROM CONTRACT WORK

H.9 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION

H.10 RECORDING PRESENCE

H.11 GOVERNMENT FORMS

H.12 OTHER CONTRACTORS

H.13 ORDINANCES, TAXES, PERMITS AND LICENSES

H.14 DISCREPANCY IN THE SPECIFICATIONS

I. CONTRACT CLAUSES

J. LIST OF ATTACHMENTS (LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS)

EXHIBIT 1 - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Section 2 - Purpose/Objective Section 3 - Roles and Responsibilities of Government Officials Section 4 Partnering Section 5 - GSA/Contractor Meetings Section 6 - Performance Evaluation Section 7 - Effectiveness of Quality Control Section 8 - Documentation, Submittals and Deliverables Section 9 - Receiving Reports

EXHIBIT 2 - QUALITY CONTROL INSPECTION REPORT

EXHIBIT 3 MONTHLY SIGN-IN SHEET

EXHIBIT 4 - CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

EXHIBIT 5 - WAGE DETERMINATIONS

K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS/OFFERORS

K.1 ANNUAL REPRESENTATIONS AND CERTIFICATIONS

L. INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS/OFFERORS

L.1 BID GUARANTEE REQUIREMENT - RESERVED

L.2 PERFORMANCE BOND REQUIREMENT - RESERVED

L.3 INSURANCE REQUIREMENT

L.4 INSTRUCTIONS FOR SUBMITTING PROPOSALS

L.5 INCONSISTENCIES IN SPECIFICATIONS

L.6 TYPE OF CONTRACT

M. EVALUATION FACTORS FOR AWARD

M.1 BASIS OF AWARD

M.2 PAST PERFORMANCE

M.3 TOTAL EVALUATED PRICE

M.4 SPECIAL STANDARD(S) OF RESPONSIBILITY

M.5 FAR 52.217-5 EVALUATION OF OPTIONS (JULY 1990)

A. SOLICITATION/CONTRACT FORM

A.1 Standard Forms

B. SERVICES, ORDERING AND PRICES

Refer to the Section B attached to the RFP.

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1 DEFINITIONS

C.1.0 Acts of God An act, event, happening or occurrence due to natural causes and inevitable accident, or disaster and is in no sense attributable to human acts.

C.1.1 Additional Services Services requested by and performed for the convenience of GSA that are not required under Basic Services. Examples of such services include additional work to be performed other than during normal working hours.

C.1.2 Acceptance The term constitutes acknowledgment that the supplies or services required in the contact conform to applicable contract quality and quantity requirements.

C.1.3 Approval Approval means the Government has reviewed the submittals, deliverables, or administrative documents [e.g., insurance certificates, Safety Data Sheets (SDS), etc.], and has determined that the documents conform to contract requirements.

Government approval shall not relieve the Contractor of responsibility for complying with Federal, State, and local laws and regulations.

C.1.4 Contracting Officer (CO) The CO has the responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take action on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules, make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized Government representatives.

C.1.5 Contracting Officer's Representative (COR) The COR shall be appointed by letter from the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned;

issuing purchase orders, and advising the CO of any factors which may cause delay in work performance. The COR will assist in the discharge of the Contracting Officer's responsibilities when the Contracting Officer is unable to be directly in touch with the contract work. The CO uses CORs are the primary Government representatives for the administration of the contract. CORs shall have proper training and experience in inspecting contracts, but do not have the authority to modify the contract.

C.1.6 Contractor

C.1.7 Contractor Performance Assessment Reporting System (CPARS) Web based contractor performance evaluation system used by Government agencies including GSA to evaluate contractors on a semi-annual basis. The CPARS was created as a Federal multiple-agency, shared-file system that collects, maintains, and disseminates contractor performance information as required by Federal Acquisition Regulation (FAR), Subpart 42.15.

C.1.8 Defective Service (Deficiencies) A unit of service that does not conform to the level of performance specified

C.1.9 Designated Ordering Official A designated ordering official is an employee of GSA who is authorized in writing by the Contracting Officer to issue and modify orders under this contract.

C.1.10 Emergency includes, but is not limited to bombings, and bomb threats, civil disturbances, fires, explosions, electrical failure, loss of water pressure, building flooding, sanitary and sewer line stoppage, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes.

C.1.11 Federal Holidays (F.3 Recognized Holidays)

Good Friday (Columbus area only), Memorial Day, Juneteenth, and Christmas Day. When Federal Holidays fall on weekends, a weekday is typically designated as the holiday.

C.1.12 Modification Modification is a bilateral or unilateral change in the terms of a contract.

C.1.13 Negligence Is the failure to use care under the circumstances, it is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

C.1.14 Performance Based Service Contracting This is a procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.1.15 Quality Assurance Surveillance Plan (QASP) (EXHIBIT 1) The QASP is the for monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW) to ensure services meet contract requirements.

C.1.16 Quality Control Program (QCP) (C.12 Contractor Quality Control Plan) The Quality Control Program is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. It includes those continuous actions taken by a Contractor to control the performance of his or her employees and subcontractor's services so that they consistently meet the contract requirements. Preparation of this document is the responsibility of the Contractor.

C.2 OBJECTIVES AND SCOPE

The Contractor shall provide all management, supervision and manpower necessary to perform the administrative services described herein, except for those items and services identified as Government furnished.

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

In accordance with the Federal Acquisition Regulation (FAR 37.104) this contract may not be used to provide personal services.

personnel. Government personnel may not perform any supervisory functions of contractor personnel. The Contractor/Project Manager will be responsible for interviewing, appraising individual performance, scheduling of leave, or providing direction regarding office protocol. The Contractor, and not the U.S. Government, is the legally responsible employer and supervisor and will maintain that relationship during the time their employees are performing work under this contract. Discipline issues shall be the responsibility of the employer, not the Government.

The contract personnel assigned to render services shall at all times be employees 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 considered employees of the United States Government.

C.2.1 Days and Hours of Operation Days of operation are Monday through Friday. Work shall not be required on the following Federal holidays or on days observed in lieu thereof:

1. New Year’s Day 7. Labor Day

2. Martin Luther King Day 8. Columbus Day

3. President’s Day 9. Veteran’s Day

4. Memorial Day

5. Juneteenth Day

10. Thanksgiving Day

6. Independence Day 11. Christmas Day

12. Good Friday (Columbus only)

NOTE: Some Wage Determination(s) for this area include 12 paid holidays with the inclusion of Good Friday. It is the responsibility of the Contractor to account for this labor within the price proposal submission. Service within the facility is required on all days that the Government is working and the Government typically works on Good Friday.

Unless specifically requested or approved by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), all work shall be performed Monday through Friday, Federal holidays excluded, as stated below for each location:

Any changes in the work hours for any location will be established by mutual agreement between the Contractor and the Government. The workload should not exceed reasonable expectations for 8 hours skilled labor per day.

C.2.2 Unanticipated Federal Holidays Unanticipated holidays declared by the president will count as Federal holidays. As long as the Contractor pays employees as if it were an anticipated Federal holiday, the Contractor will be paid for the unanticipated holiday as if it were a normal Federal Holiday.

C.2.3 Unanticipated Building Closures/Shutdowns In the situation of an unanticipated closure of the building, employees may be provided the option to make up work through the remainder of the pay period (calendar month), if beneficial to the Government as determined and coordinated with the Contracting Officer’s Representative.

If a contract employee is located in a building which is provided an “optional early dismissal” (typically weather related), the contract employee shall be provided the following options: take leave without pay, make up work throughout the remainder of the pay period (calendar month) at the discretion of the Contracting Officer’s Representative, or use leave provided by the Contractor.

C.2.4 Telework The Government allows for the use of teleworking by all contract administrative support personnel ONLY during national emergencies, pandemics, planned building closures or any other situation where teleworking would be deemed preferable by the

COR.

Prior to any contract administrative support personnel teleworking, the following must be provided to the COR and CO in writing:

1. Proof that telework tools are installed on each Government-owned computer. Telework tools include but are not limited to: Zscaler Private Access (ZPA), Citrix Receiver, Jabber and any other tool the COR deems necessary to perform work outside the worksite listed in Section B.1.

2. Details about each contract administrative support personnels’ internet connection at home, including but limited to:

name of provider and internet speed.

Bricker FB 8:00 a.m. – 4:30 p.m.

Potter Stewart 7:30 a.m. – 4:00 p.m.

Peck FB 8:00 a.m. – 4:30 p.m.

notice before requiring the employee to come back to the worksite listed in Section B.1.

All other areas of the contract remain as is, no charge.

C.3 PROJECT MANAGER or SUPERVISOR

On-site supervision is not required however, a Project Manager or Supervisor shall be appointed/named to assure conformance with the contract requirements. The Contractor shall provide all management and supervision as an overhead function (not to be direct charged to GSA). In other words, this cost shall be priced into the proposed prices for each location.

The Project Manager/Supervisor will be required to travel to each location in Ohio a minimum of once (1 time) per contract year. These trips will not be paid for by the Government but

Responsibilities of Project Manager/Supervisor:

a. This is the individual with overall responsibility for personnel working under this contract.

b.

of contract personnel and substitute personnel as provided.

c. Shall coordinate with the COR for the processing of security clearance for employees under contract as well as removal of employees (ensuring collection of HSPD-12 badges, Government issued equipment, etc.)

d. Promote healthy culture and work environment.

e. Ensure GSA customer needs are met.

f. Disseminate information to contract employees regarding building closures, inclement weather, suspension of performance, etc.

g. Provide to the COR monthly employee timesheets not later than the first (1st) working day following month end (Exhibit

3).

h. Timely submission of all required deliverables.

When the Project Manager/Supervisor is temporarily unavailable to manage the contract effort for a period longer than 48 hours, including absence due to vacation or illness, the Contractor will provide the CO and COR a written designation of an alternate supervisor.

C.4 SPECIFIC REQUIREMENTS OF SECRETARY II & SECRETARY III

C.4.0 Performs a variety of record keeping, reporting, and informational duties in support of office programs. Complies, maintains and updates data, lists, and reports. Checks and verifies data by direct comparison with source documents, pointing out discrepancies, and checks or verifies textual material.

C.4.1 Performs work related to gathering, acquiring, and developing resource materials and other information to support Property Management inspection programs.

C.4.2 Maintains bulletin board (hanging and/or creating fliers/signs), selecting and filing deleted material for future reference.

Records, sorts, assembles, and files information on specific projects, facilities, contracts, financial documentation, current projects or studies.

C.4.3 Monitors inventory of office supplies and orders them when necessary, preparing the appropriate purchase requests and/or documents and routing to Property Manager per policy or procedures for approval and purchase. Properly account for supplies when delivered and notify appropriate official to document receipt.

C.4.4 Monitors, coordinates and maintains a variety of records. Extracts information, enters into databases, manipulates it to determine if trends or patterns exist and generates various management reports for use in Government decision making (i.e., filing LMT lease correspondence, overseeing cable bill payments, updating building POC tenants lists, maintaining parking garage space directories, etc.).

C.4.5 May assist users in the organization with software, hardware, and automation problems. Uses computer software to produce, store and retrieve a variety of documents, including spreadsheets, databases and graphics.

C.4.6 Receive/retrieve daily incoming mail; distribute efficiently and accurately. Deposit/deliver daily outgoing mail to appointed receptacles. Arrange for express document/package services when necessary, i.e. UPS, Federal Express, etc.

C.4.7 Maintains reception office area and greets/directs visitors to appropriate staff. Receives call from tenants and the general public and addresses request(s) for information or building services.

C.4.8 Receive and direct incoming calls to appropriate Government personnel; record/distribute phone messages; provide general and contact information to citizens calling for assistance from a Federal agency.

C.4.9 Possesses and is proficient in computer skills, specifically Microsoft Windows/Office programs (Excel, Word, Access, PowerPoint), Adobe, Google (Mail, Calendar, Drive, Sheets, Docs), and has the ability to become proficient in various GSA computer programs and applications after initial training and orientation. Must be capable of operating routine office equipment, such as scanners, copy machines, fax machines and other miscellaneous office equipment.

C.4.10 May assist with escorting contractors/unlocking doors as needed.

C.4.11 Performs other miscellaneous duties such as activating Personal Identity Verification (PIV) cards and other comparable duties as assigned (i.e., troubleshooting card readers).

C.4.12 Input/track/maintain service requests in NCMMS (generate requested reports, close out tickets per COR, etc.).

C.4.13 Maintains a Desk Reference Guide for their location/position.

C.4.14 Maintains time and attendance reports (Secretary III only).

C.5 TECHNICAL SKILLS, EXPERIENCE, AND MINIMUM REQUIREMENTS

C.5.0 The Contractor shall ensure the availability of technically qualified personnel who possess the minimum requirements of the labor category, as well as the following:

a. Advanced knowledge and proficiency in Microsoft Office products.

b. Effective communication skills (both written and verbal).

c. Resourcefulness, initiative and skill to function in a fast-paced environment.

d. Attention to detail in goal/task accomplishment with minimal supervision.

e. Professionalism and the ability to interact effectively with others.

f. Ability to meet planned and unscheduled deadlines in a timely manner.

g. All contract personnel will be required to undergo a background suitability clearance (HSPD-12) by GSA, prior to work and maintain this suitability clearance.

h. All personnel shall be able to work independently. Adequate supervision shall be provided by the Contractor to ensure successful performance under this contract.

i. Contractor shall ensure that the Government only pays for actual hours worked under this effort, i.e. contract employee in each location, every day that the facility is open for business.

j. Minimum Qualifications: Two (2) or more years in an administrative capacity, preferably with a Government Agency or

Contractor.

k. In addition to sitting at a desk, contract personnel may be asked to walk throughout the building and between buildings, use the building stairwells, and lift supplies/supply boxes.

C.6 SCHEDULED AND UNSCHEDULED ABSENCES

C.6.0 scheduled absences of contract employees.

The Contractor is responsible for providing substitute personnel for scheduled and unscheduled leave at no additional cost to the Government. If the Contractor does not provide substitute personnel, the COR will take a deduction in accordance with Section E.2, Deduction Rate. The temporary relief MUST have completed the HSPD-12 background security clearance and fulfill the technical skills, experience and minimum requirements of the full time contract employee.

Unscheduled absences shall be reported to the COR as soon as possible, preferably prior to the start of the workday.

C.7 VACANCIES

C.7.0 No position shall experience a lapse in service greater than two (2) consecutive weeks in any one year unless otherwise reviewed and approved by the Contracting Officer. If a position will be vacant for any reason longer than two (2) weeks, a temporary relief is required until the position is filled permanently.

C.7.1 All temporary relief personnel shall be provided at no extra cost to the Government.

C.7.2 The Contractor shall recruit/interview prospective personnel and review resumes against the minimum qualifications as described in Section C.4.0 and C.5.0. All matters pertaining to the employment, supervision and discharge of contractor employees are the responsibility of the Contractor.

C.8 TRAINING

C.8.0 Contract employees shall be trained by the incumbent on standard commercial practices, as necessary. The Government will provide training for Government specific processes and protocol ONE TIME. The incumbent is responsible for transfer of knowledge henceforth whether it be for a new employee in the position or a temporary relief covering leave time and at no additional cost to the Government.

C.9 CONTRACT TRANSITION

C.9.0 A smooth and orderly transition between the Contractor and the predecessor Contractor is necessary to assure minimum disruption to vital contractor services and Government activities.

C.9.1 The Contractor shall not disrupt official Government business or in any way interfere with the assigned duties of the predecessor employees. The Contractor may notify the be assuming services upon the contract start date and may distribute business cards, employment applications, brochures, and le they are on duty, provided there is no interference with the c while they are on duty.

C.9.2 The outgoing Contractor will provide the Contractor with the names and anniversary dates of all employees working under the predecessor contract as soon as is feasible after contract award. The Service Contract Act does not require the predecessor to provide this information earlier than 10 days prior to the predecessor contract ending date; however, the Government will request the cooperation by the predecessor contractor to provide this information upon award of this contract.

C.10 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

C.10.0 Furnished by the Government: The Government will provide without cost to the Contractor, all workstations, normal office supplies, office furniture, desk telephones, calculators, copy machines, computers, computer software, and other supplies, materials and utilities needed to do the work assigned.

a. The Government will maintain an inventory of all IT equipment assigned at each location.

b. Contractor employees shall perform tasks to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment and architectural or building structures. Contract employees shall report any damage or disfigurement of these items to the CO or COR.

c.

employees shall use Government property in any manner for any personal advantage, business gain, or other personal endeavor. Government property shall remain the property of the Government in all respects.

d.

e. Contractor personnel are required to turn in to the COR or Property Manager, all lost articles found in areas under the jurisdiction of the Government.

f. Parking is NOT available at any of the locations; however, commercial parking lots and public transportation are readily available.

C.10.1 Furnished by the Contractor: The Contractor will provide all qualified personnel at each location detailed in Section B.1.0 Offer for Standard Services for each day the Government is open for business, Monday through Friday.

C.11 OTHER SPECIAL REQUIREMENTS

C.11.0 Confidentiality and Non-disclosure of Information: Any information made available to the Contractor and their employees by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of the contract.

All Contractors performing under this contract are subject to the prohibition of disclosing and Personally Identifiable Information (PII) in paper and / or electronic form during their everyday work activities. Contractors must handle PII in compliance with GS laws, regulations and policies. All Contractors will be required to read and sign Section J, Exhibit 4, Confidentiality and Non-Disclosure Agreement.

C.11.1 Required Training for Contractors: Government shall provide training for all employees that have access to Personally

Mandatory web-based training includes, but is not limited to:

IT Security and Privacy Awareness Sharing Securely in a Collaborative Environment Privacy 201 Document Security for Sensitive Building Information (SBU) COOP Awareness Training Insider Threat Awareness & Reporting Controlled Unclassified Information for New Employees Hatch Act

The Contractor is required to provide initial and on-going tenant relations training for their employees. This training should emphasize the importance of conflict management and problem resolution. Emphasis shall be placed on professionalism in conduct and appearance, as well as courtesy in day-to-day contacts with building occupants and visitors. The Government also offers several web-based trainings that includes, but is not limited to:

Using Business Etiquette to Increase Your Professionalism Optimizing Your Workplace Well-being Working Well with Others Expanding Your Communication Skill Set Enhancing Communication through Listening

C.12 CONTRACTOR QUALITY CONTROL PLAN (QCP)

The Contractor shall establish and implement a complete Quality Control Plan (QCP) to ensure the requirements of the contract are met. The QCP is a written document that specifies a system for determining whether or not administrative service requirements are being met and identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QCP also identifies opportunities where the Contractor can make improvements in how services are provided.

The QCP is a living document and must be updated as needed to reflect changing conditions, requirements, approaches, performance issues and other changes affecting the QCP. All revisions must be accepted by the CO or their designee prior to implementation. Submit the QCP and its revisions in accordance with the requirements in C.14 Contractor Submittals / Deliverables Chart.

The QCP shall, at a minimum, include the following:

a. How the Contractor will control quality of services.

b. Project Manager / Supervisor. Address responsibilities for oversight of the QCP and functions associated with such oversight; specify authority in dealing with Government officials.

c. Provide a roster by name of all operational personnel, both full time and temporary relief personnel.

d. How project management, inspections, plan implementation, process improvement changes, and correction of deficiencies of this contract will be accomplished.

e. An inspection plan or checklist tailored to the positions serviced under this contract. Frequency shall be no less than monthly. This shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the contract. Inspection plan/checklist shall include, but is not limited to:

1. Date and frequency of inspection performed.

2. Location of inspection

3. Description of findings with acceptance/rejection criteria

4. Error rate

5. Description of action(s) taken (if necessary)

6. Signature and date of completion

f. The inspection reports shall be provided to the COR on the first (1st) working day following month end (Exhibit 2).

g. Provide samples of the forms and reports the Contractor intends to utilize.

h. A written training work task(s) under this contract. Specify proposed training content, when and where training will take place.

i. Contractor Emergency Plan (CEP). The Government's Occupant Emergency Plan (OEP) is used by the CO or their designee during building emergencies or natural disasters. Designated contractor personnel shall be thoroughly familiar with the Government's OEP and shall be trained by the Contractor to fully understand their responsibilities relative to each emergency plan. The Contractor shall participate in tornado, fire and other emergency drills.

1. Emergency Situation Examples: Contractor participation in emergency plans shall be mandatory during building related emergencies. The Contractor shall be required to perform the services required by the contract and as identified by the CO or their designee to the extent allowed during all emergency situations, Contractor personnel strikes, other service contractors on strike, civil disturbances, natural disasters, man-made disasters and utility service outages. Submit a separate document to include, at a minimum, the following information:

i. Communication Procedures: Identify communication procedures to be used in providing continuous communication support to the CO or their designee during emergencies.

ii. Employee Information: The name, telephone number, mobile telephone number and/or pager number and current position of each employee (in the form of a roster) who will participate in the

CEP.

iii.

situations.

2. A Strike Contingency Plan to be used in the event of a strike by Contractor employees. The Strike Contingency Plan (SCP) shall be submitted to the CO or their designee in accordance with the requirements in C.14 Contractor Submittals/Deliverables Chart. At a minimum, the SCP shall include the following information:

i. Support Personnel (Temporary Relief): The SCP shall describe in detail how the Contractor shall staff the locations to provide the services defined in this specification in the event of strikes by their employees. SUPPORT PERSONNEL MUST MEET SECURITY CLEARANCE REQUIREMENTS.

The Contractor shall keep HSPD-12 requirements and time frames in mind when preparing this plan.

j. Training and Certifications: The SCP shall describe in detail how the Contractor shall provide personnel that meet experience requirements, assuring the Government that all temporary or replacement employee shall meet the experience and / or certification requirements defined in this contract.

k. How Contractor shall monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

l. How Contractor shall measure and document performance against the scope of work.

Copies of all QCP related inspection reports and other documents shall be made available to the CO or their designee when requested.

The Contractor must submit to the CO or their designee a Quarterly Self Evaluation report detailing the quality of service provided during the prior quarter. The report shall be submitted in accordance with the requirements in C.14 Contractor Submittals/Deliverables Chart. This report shall include as a minimum the result of the quality control inspections, an explanation of efforts taken in the prior quarter to improve service and efforts planned for the present quarter to improve quality.

The QCP shall be submitted with the Contractor proposal for review and acceptance. The Contractor is not authorized to start work until the QCP is accepted and the proper security clearances obtained. Refer to Section H of the solicitation, in regard to proper security clearance requirements.

C.13 FEDERAL REQUIREMENTS

The Contractor shall comply with all applicable governance documents, including, but not limited to Federal, State and local laws, regulations, and codes including any supplements or revisions as specified in the table below. The Contractor is responsible for obtaining access to all referenced documents at their own expense. The Contractor shall obtain all applicable licenses, training, and permits. If a change in law and/or regulation requires the Contractor to implement an action that will result in an increase or decrease in contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO a price proposal for such change. If the CO determines an equitable adjustment is substantiated, a modification to the contract shall be issued.

PUBLICATION TITLE PORTION

Executive Order 13526 Classified National Security Information ALL

CPARS

Contractor Performance Assessment Reporting System

ALL

Public Law 93-579 Privacy Act ALL

C.14 CONTRACTOR SUBMITTALS / DELIVERABLES CHART

ITEM REFERENCE SUBMIT DATE RECEIVED

YES NO

Price List for Standard & Additional Services

Section B Electronic Offer Sheet

Due with proposal

Quality Control Plan C.12 Due with proposal

Monthly Timesheets C.3 First working day following month end.

Monthly Quality Control Inspections C.12 First working day following month end.

Review and Update Quality Control Plan C.12 Annually and when any changes are made.

Quarterly Self Evaluation Reports C.12 Within five (5) days of quarter end.

Contract Close-Out E.4 Contract Close-Out

60 days prior to expiration.

Interim and Final Evaluations under

CPARS

G.4 Evaluating Contractor Performance

30 days after evaluation is given to the Contractor

Security Clearances H.5 Suitability Determination

15 days after award. Security clearances must be submitted before Notice to Proceed can be issued.

AND/OR

30 days prior to employees start of work (any new employees throughout the life of the contract)

D. PACKAGING AND MARKING

D.1 Payment of Postage and Fees

All postage and fees related to submitting information including, but not limited to, forms and reports to the CO or their designee, shall be paid by the contractor.

D.2. Marking

All information submitted to the CO or COR, shall clearly indicate the contract number of the contract for which the information is being submitted.

E. INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-4 Inspection of Services Fixed Price (AUG 1996)

Inspection of Services Fixed-Price (Aug 1996)

(a) Definition.

in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract.