RFI_Administrative_Support_Services_OAS.pdf

May 14, 2015

U.S. GENERAL SERVICES ADMINISTRATION (GSA)

OFFICE OF ADMINISTRATIVE SERVICES (OAS)

OFFICE OF INTERNAL ACQUISITIONS DIVISION (IAD)

REQUEST FOR INFORMATION (RFI)

TO

GSA SCHEDULE CONTRACT HOLDERS

Program:

The General Services Administration (GSA), Internal Workplace Management Division (IWMD)

National Tennant Support Branch.

Purpose:

The GSA, Office of Administrative Services is releasing this Request for Information (RFI) as a part of its market research to identify GSA Schedule holders capable of providing delivering Administrative Support

Services (clerical/secretarial) support. This information will be used for market research only. The

Government is not obligated to release a future solicitation.

Background:

GSA oversees the business of the U.S Federal Government. GSA provides workplaces by constructing, managing, and preserving government buildings and by leasing and managing commercial real estate.

GSA provides workplaces for the federal employees, and oversees the preservation of historic federal properties. GSA’s acquisition solutions offer private sector professional services, equipment, supplies, telecommunications, and information technology to government organizations and the military.

The GSA solutions supply federal purchasers with cost-effective high-quality products and services from commercial vendors. Its policies promote efficient government operations. Its policies cover travel, property and management practices.

This procurement is for various GSA organizations and business lines within the geographic areas located in Maryland, Virginia and the District of Columbia (DMV). GSA seeks to establish a firm-fixed priced award vehicle.

This procurement attempts to improve and/or expedite the acquisition process for securing needed assistance and reduce duplication of efforts associated with individual procurement of identical services by GSA organizations. The award of an Indefinite Delivery Indefinite Quantity (IDIQ) will result from this procurement and shall serve as a central procurement instrument from which all GSA organizations can satisfy their continuing and future requirements for administrative support services.

Requirement:

GSA is seeking a qualified Contractor that can provide reliable and experienced administrative support services (clerical/secretarial) throughout the Metropolitan areas of District of Columbia, Maryland & Virginia to various GSA organizations.

The required services shall include (but are not limited to) use of GSA’s existing systems and software (e.g., Microsoft Office Suite including Word, Excel, PowerPoint, Lotus, etc.) and various automated/electronic systems including time-keeping, financial procurement, travel and customer service tenant support. Preparing and typing correspondence and reports; answering calls; ordering office supplies and equipment; assisting in the development of management reports and briefing, scheduling and coordinating meetings, maintaining electronic and paper files; reproducing documents; scheduling travel and training for office personnel; greeting and receiving visitors; maintaining administrative support budgets; maintaining business schedules for office personnel; maintaining classified documents;

maintaining records of leave travel, training and other organizational activities for office personnel;

initiating calls for computer hardware and software assistance/maintenance; and other closely aligned duties and responsibilities as delineated if the Office of Personnel Management classifications. Specific titles and levels of effort are identified below. Required administrative support includes but is not limited to the following:

SECRETARY LEVEL II

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

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

Performs varied duties including or comparable to the following:

Provide backup support for other administrative support staff, both contractor and Federal employees;

Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the Contracting Officer Representative; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters;

As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms;

Prepares and review materials needed by the supervisor for conferences, correspondence, appointments, meetings, etc., and informs supervisor on matters to be considered;

Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans; and

SECRETARY LEVEL lll

Uses greater judgment and initiative to determine the approach or action to take in non-routine situations;

Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following:

Provide backup support for other administrative support staff, both contractor and Federal employees;

in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval;

Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;

Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff;

Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and

Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs.

Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents;

Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing;

Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary;

Maintain suspense records on action items and follow up to ensure timely reply and/or action;

Make travel arrangements considering regulations, routes, cost containment, availability and conveyance.

Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements and prepare written itineraries;

Make arrangements for training and complete training forms;

Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged.

Input electronic time and attendance reports;

File documents, correspondence, forms, etc. Update and organize existing files;

Close out files and prepare to move to records center or other storage;

Schedule vehicles which are available from the motor pool;

Receive and distribute faxes to employees. Process overnight mail;

Maintain current telephone listings and employee distribution lists;

Review all incoming correspondence to determine proper routing;

Establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA organizations

SECRETARY LEVEL lV (ADMINISTRATIVE ASSISTANT 1)

Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention of the executive; the executive sets the overall objectives of the work. Secretary may participate in developing the work deadlines. Duties include or are comparable to the following:

Composes correspondence requiring some understanding of technical matters; may sign for executive when technical or policy content has been authorized;

Notes commitments made by executive during meetings and arranges for staff implementation. On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations;

Reads outgoing correspondence for executive's approval and alerts writers to any conflict with the file or departure from policies or executive's viewpoints; gives advice to resolve the problems;

Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts;

In the executive's absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters.

Provide backup support for other administrative support staff, both contractor and Federal employees;

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

Reads publications, regulations, and directives and takes action or refers those that are important to the

Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to

Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other

Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, Make travel arrangements considering regulations, routes, cost containment, availability and conveyance.

Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements instruction or rough draft; and

Other administrative support functions as required by GSA organizations

SECRETARY LEVEL V (ADMINISTRATIVE ASSISTANT II)

Handles a wide variety of situations and conflicts involving the administrative functions of the office which often cannot be brought to the attention of the executive; the executive sets the overall objectives of the work. Administrative Assistant may participate in developing the work deadlines. Duties include or are comparable to the following:

Composes correspondence requiring some understanding of technical matters; may sign for executive when technical or policy content has been authorized;

Notes commitments made by executive during meetings and arranges for staff implementation. On own initiative, arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations;

Reads outgoing correspondence for executive's approval and alert writers to any conflict with the file or departure from policies or executive's viewpoints; gives advice to resolve the problems;

Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts;

In the executive's absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets request and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters.

Manage the administrative staff giving daily work assignments and guidance as needed. Coordinate office coverage to ensure administrative support during lunch, vacations and emergencies.

Provide backup support for other administrative support staff, both contractor and Federal employees;

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

Reads publications, regulations, and directives and takes action or refers those that are important to the

Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to

Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other

Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, Make travel arrangements considering regulations, routes, cost containment, availability and conveyance.

Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements instruction or rough draft; and

Other administrative support functions as required by GSA organizations

FLOOR COORDINATOR (FC)

Directly addresses tenant issues (lack of supplies in break rooms/workstation areas/conference rooms;

missing keys from reservable stations or lost keys for assigned file cabinets; missing or misplaced chairs from conference rooms; building information such as location of lost and found, vending machines, water coolers) which are sent to the 1800 F Tenant Support email box and face-to-face requests from tenants.

Reviews, researches, and responds to 1800 F Tenant Support tickets respective to their assigned work zone/floor. Resolves issues that are assigned to them by the Floor Coordinator Team Lead.

Coordinates support for customer requests where responsibility for that support falls outside of the Floor

Coordinator role, including:

Service calls for the Building Management Office (BMO), personal storage/file drawer, key management, trash and recycling pick-up and Bookit related issues. Understands the basics of conflict resolution and assists tenants with resolving, workplace conflict related to workspaces, noise, reservations, and other conflicts that may arise. Assists in resolving workplace conflicts related to the 1800 F House Rules and how they are applied in the workplace. Ensures signage for workstations, conference rooms, and service centers is in place and correct.

Maintains the look and functionality of conference and other meeting rooms, to include:

Ensures that the right number, types, and colors of chairs are in place, ensures mobile whiteboards, flip charts, and associated supplies (dry erase markers, microfiber cloths, etc) are in place (if applicable).

Ensures that supplies that do not belong in meeting rooms (reams of copy paper, excess flip charts, etc) are placed in their proper location. Ensures AV system (TV, phones, etc) is in place and in working order

(if applicable) and reports issues to IT Support ,ensures chairs and tables are straightened and in place for tenant use, reports any maintenance items (excess trash, damage to the workspace, non functioning / missing equipment, etc) to the proper point of contact. Monitor conference room and other space usage for compliance with House Rules guidelines. Assist tenants with making alternative Bookit reservations to promote maximum utilization of the workplace

Must have a full, user-level knowledge of the Bookit! System. Ensure that the workspace is in good condition and common work materials (supplies, meeting materials, etc) are placed in their proper location. Inspect the workspace for issues which require maintenance or follow up by the BMO or janitorial staff (ex ceiling lights out, broken door hardware, etc) and track resolution to those issues.

Clean all whiteboards (fixed and mobile) inside unassigned conference rooms on a weekly basis (every

Friday).

Work on special projects as assigned by the FC Team Lead that support tenant occupancy and the operations of 1800 F replacing outdated signage, putting up new fliers related to a change in operating protocols for 1800 F.

PROJECT MANAGER (PM ONSITE)

Contractor shall identify a Contractor Project Manager (PM) to participate onsite. The PM meets with the contractor stakeholders, Service Office POC’s included, at least once each calendar quarter. The PM shall have responsibility for the overall administration and coordination of the work activities on the contract.

The PM shall be a key Contractor representative /key employee. The PM shall be the principle point of contact between the Contractor and the Government through the COR and CO.

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

This includes the coordination of resources, the efforts of the team members and third party contractors or consultants in order to deliver projects according to the contract. The PM will also define the project’s objective and oversee quality control throughout the contract life cycle.

Instruction for RFI Responses:

Interested respondents that can provide all services listed in this RFI are requested to provide the following information:

1. Name of Company

2. Type of Business (large or small business type, example Disabled Veteran owned)

3. DUNS number:

4. Please provide a Point of Contact (POC) name, phone number, and email address

5. Please submit a copy of your schedule showing each item is currently on contract. 100% of items MUST be on contract in order to answer yes to the question that the entire order can be supplied using GSA Schedule.

All responses MUST be submitted electronically directly to Vivian Fields, Contracting Officer, on 26

May 2015, 12:00 noon, eastern time. Do not include proprietary information in this response. Do not submit pricing information in response to this RFI.

Any comments, concerns, and/or questions regarding this requirement must be emailed to Vivian

Fields, Contracting Officer at vivian.fields@gsa.gov on 26 May 2015, 12:00 noon, eastern time.

Questions regarding this notification may be directed to the undersigned at the above email address and should specify Administrative Support Services RFI in the subject line.

No phone calls will be accepted. The page limit for responses shall not exceed 10 pages, and have no smaller than 12 point font with 1 inch margins all around in MS Word or Excel format. Any additional documents (e.g. white paper, brochure materials) should not be provided. Only the first 10 pages provided will be reviewed by the Government.

Sincerely, VIVIAN FIELDS

Contracting Officer

Internal Acquisition Division mailto:vivian.fields@gsa.gov