SOW_Move and Labor_Recompete_SSN.pdf

DRAFT

STATEMENT OF WORK, EXHIBITS OR ATTACHMENTS

Logistics and Transportation Management Branch (LTMB)

Move and Labor Support Services Indefinite Delivery Indefinite Quantity (IDIQ)

Statement of Work (SOW) January 14, 2025

The Food and Drug Administration (FDA) requires Move and Labor Services, including Document Destruction Services, to support a population of over 14,000 personnel, by providing Labor and Equipment Services related to Warehouse/Loading Dock Management, Material Move and Relocation, and Materials Receiving and Distribution.

The purpose of this Statement of Work is to provide an overview of services to be provided on an Indefinite Delivery, Indefinite Quantity (IDIQ) basis. The Contractor shall perform work in accordance with the terms, conditions, and requirements herein, inclusive of attachments set forth herein.

1.0 BACKGROUND

The Office of Facilities Engineering and Mission Support Services (OFEMS), Division of Operations Management and Community Relations (DOMCR), Logistics and Transportation Management Branch (LTMB) has an ongoing requirement to provide Move and Labor services for a variety of move and labor activities. Specifically, the Government requires move and labor services for specialized laboratory, vivarium (animal facility) and Information Technology spaces, as well as moving services for offices, including labor and equipment services related to warehouse and loading dock management; material move and relocation; and materials receiving and distribution. This may sometimes include chemical, hazardous materials and biologics moving services. Additionally, as an ancillary activity to moves, the Government also requires document destruction services, that are related to supporting a population of over 14,000 personnel.

The primary locations for performance in support of the resultant contract are in the “National Capital Region” (NCR), which means the geographic area located within the boundaries of the District of Columbia, Montgomery and Prince Georges Counties in the State of Maryland, Arlington, Fairfax, Loudoun, and Prince William Counties and the City of Alexandria in the Commonwealth of Virginia, and all cities and other units of government within the geographic areas of such District, Counties, and City. A list of potential locations relevant to this contract is contained in Attachment 1: NCR Metropolitan Area Site List.

2.0 SCOPE OF WORK

The Contractor shall provide the full range of labor, including all equipment, tools, vehicles, conveyances, packing/moving supplies, and expendables required to accomplish routine and

Sheneil.Green Draft project-based labor services in support of 14,000 FDA personnel in multiple NCR locations. As part of this support, the Contractor shall also provide on-site document destruction services at the tasked designated locations. Services shall be required on an ongoing basis as set forth in each Task Order (TO).

2.1 PERIOD OF PERFORMANCE

The period of performance for the overall IDIQ shall be 60 months as follows:

Period 1 12 months, including 30 days for Transition.

Period 2 13-24 months Period 3 25-36 months Period 4 37-48 months Period 5 49-60 months

2.2 TASK ORDERS

The period of performance for Task Orders will be specified in individual Task Orders. There are two constraints which apply to the period of performance for Task Orders. First, individual Task Orders may not exceed five (5) years. Second, individual Task Orders may not extend further than 6 months beyond the IDIQ’s expiration date.

2.2.1 Ordering Period

Task Orders may be issued up to the expiration date of the contract inclusive of any extensions thereto.

2.3 PLACE OF PERFORMANCE

The place of performance for tasks under the contract will be specified in the individual Task Orders. Anticipated locations will be Government designed office sites located in the NCR; all potential sites are set forth in Attachment 1. The Contractor personnel is expected to work on-site during the period of performance. No virtual/remote work will be permitted.

No travel related expenses to Government/FDA/designated office locations within the 50 mile radius of the NCR will be paid.

2.3.1 Hours, Closures and Delays

2.3.1.1. Hours of Operations and Government Closures

Standard workday for personnel includes an eight (8) and one-half hour workday that include a one-half hour non-billable lunch break unless otherwise specified by individual Task Orders.

Work at a Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer. There are 11 Federal holidays set by law (USC Title 5 Section 6103) that FDA follows: Under current definitions, five are set by date:

FDA personnel observe the following days as holidays:

New Year's Day (1 January) Martin Luther King's Birthday (Third Monday in January) President's Day (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth National Independence Day (June 19) United States Independence Day (July 4) (Observed) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veteran's Day (11 November) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25) (Observed)

Any other day designated by Federal statute, any other day designated by Executive Order, any other day designated by the President, shall be observed.

Observance of such days by Government personnel shall not be cause for an extension to the delivery schedule or period of performance or adjustment to the price, estimated cost, or fee(s), if any, except as set forth in the contract.

Except for designated around-the-clock or emergency operations, Contractor personnel shall not perform on-site under this contract with FDA on holidays set forth above. The Contractor will not charge any holiday as direct charge to the contract. In the event Contractor personnel work during a holiday observed by the Contractor other than those above, no form of holiday or other premium compensation will be reimbursed as either a direct or indirect cost. However, this does not preclude reimbursement for authorized overtime work.

In the event the FDA grants administrative leave to its Government employees at the site, on-site Contractor personnel shall also be dismissed if the site is being closed. However, the Contractor shall continue to provide sufficient personnel to perform around-the-clock requirements of critical efforts already in progress or scheduled and shall be guided by the instructions issued by the COR or the CO.

For holidays and administratively excused days, the Contractor shall follow the below guidance as it relates to the contract type of each issued task order:

Firm Fixed Price (FFP) If FFP and the SOW doesn’t require work on holidays/excused days, then the Contractor shall not work and shall bill as awarded under the FFP task order.

If FFP and the SOW requires work on holidays/excused days, then the Contractor shall work and shall bill as awarded under the FFP task order. If Service Contract Labor Standards apply, the Contractor shall ensure the applicable time and a half is included in the FFP for holidays to work by personnel.

Time & Materials (T&M), Labor Hour (LH), and Cost Reimbursement (CR)

If T&M, LH, or CR and the SOW doesn’t require work on holidays/excused days, then the Contractor shall not work and are not allowed to invoice for this day.

If T&M, LH, or CR and the SOW requires work on holidays, then the Contractor shall work and are allowed to invoice for time, materials, etc. incurred for the day.

3.0 TASKS AND FUNCTIONAL AREAS

The Task and Functional Areas in scope of this SOW shall include but not limited to the following:

Program Planning and Management Services Move and Labor Services for Offices Move and Labor Services for Specialized Laboratory, Vivarium, and Information

Technology Space Materials Receiving, Distribution, and Shipment (Loading Dock Management) Warehouse and Storage Management Document Destruction Services

Individual Task Orders may encompass more than one functional area listed in this SOW.

3.1 PROGRAM PLANNING AND MANAGEMENT SERVICES

The Contractor shall provide Program/Project Management Services for all ongoing programmatic requirements and project requirements. The Contractor shall provide the complete range of program planning and management services necessary to maintain and coordinate all routine and project-based services required under this IDIQ. The Contractor shall be responsible for contract management activities, assuring continuity of day-to-day operations, and successful completion of all projects called for within each Task Order.

The Government anticipates issuing a single Task Order with options, to govern the majority of Program Planning and Management activities for work under this SOW. In the event of Large Moves, there may be Project Management activities billed directly to a specific Task Order.

The Contractor shall provide Project Management Support to accomplish the administrative, managerial, logistical, integration and financial aspects specified in the overall program as well as in individual TOs. The Contractor shall support project management functions and reporting which include, but are not limited to:

Project Planning Schedule Management Financial Management Quality Management Resource Management Requirements Management Communications Management Project Change Management Risk Management Configuration Management Performance Management Knowledge Management Security

3.2 MOVE AND LABOR SERVICES FOR OFFICES

The Contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform the full range of moving and labor-related services for offices. The Contractor shall deliver Move and Labor Services in the unit of measure defined as “Move Units” defined below. Vehicles delineated: 32-foot truck (2), 52-foot trailer truck (1), and cargo van (1) are the anticipated minimum quantities to perform the outlined tasks, however Government needs may change, and additional units may be requested. The 32-foot trucks are anticipated to be stored on-site, while the 52-foot trailer and cargo van will be provided as required.

Common move and labor services for both small moves and large moves for offices shall include, but not be limited to, the following:

Packing document rooms, Packing specialized equipment, Transporting of packed materials from origin to destination via public roads, Transporting within buildings and campus complexes, Moving of standard office equipment and furnishings, Moving of free standing and modular furnishings, Disconnection and reconnection of electrified systems furnishings, Moving of high and low-density filing systems, Post move activities, adjustments, damage assessment, sign-off, Document destruction, and Surplus Government equipment and furnishings following all appropriate regulations.

A representative of the Contractor shall attend FDA planning meetings, as necessary, to provide technical information and obtain scheduling information. Within five (5) working days prior to each move, the Contractor shall provide to the COR a schedule that estimates man hours, crew sizes, and proposed number of crews to accomplish the work for each phase. Any means of shortening the schedule, at no additional cost, shall be brought to the attention of the COR.

The Contractor shall supply a Project Manager that shall act as the central point of contact with the Government for all program-wide technical issues and will represent the Contractor at all post-award status meetings. The Project Manager is responsible for overall contract performance and shall not serve in any other capacity under the IDIQ contract.

The Contractor shall provide and use an Equipment Checklist to document that all components are accounted for and note any discrepancies or missing parts. A draft checklist shall be submitted to the COR within one (1) week of the move. The Contractor shall turn in the checklist indicating successful completion check and documented problems or missing components as soon as possible throughout the move. The Contractor shall submit to the COR for approval a draft of the above-mentioned checklist upon selection of the Contractor.

During reconnection, the Contractor shall use a To/From list provided by the COR to confirm that computer equipment is placed at the correct destination location. The Contractor shall then attach all required cabling and peripherals to duplicate the original connections as existed prior to the disconnection by the Contractor at the original site. The Contractor shall verify that all cables are secured, using appropriate cable support structures/paths and connect all equipment power cords to an approved AC receptacle, or a surge protector were provided by FDA.

The Contractor shall report the status of the “power-on/network” test for each workstation and/or printer to ERIC. Successful testing of a computer shall be completed with logging-off and returning the computer to a blank log-on screen so that the computer is ready for employee's use at 8:00 a.m. on the next business morning. If the testing is unsuccessful, the Contractor’s Project Manager shall report the failure to ERIC within two (2) hours of discovery. ERIC will then dispatch a Troubleshooting Team to correct the problem.

The Contractor shall have a minimum of two (2) qualified personnel on-site at the destination locations from 8:00 a.m. to 4:30 p.m. on the day following each move to provide post-move assistance, as required, and to reconfigure and test laptops that were not present during the move phase. The FDA/IT Representative will identify the prioritization of the work. Post-move assistance may include, but is not limited to, resolving problems related to computer and printer placement, keyboard, and mouse malfunctions.

MOVE UNITS

For ease of administration, FDA may choose to price Task Orders, based upon number of “MOVE UNITS” required to perform the work. The number of MOVE UNITS may be negotiated for each Task Order before award is made.

If requested service is not found within the MENU OF SERVICES, pricing may be proposed and billed in ¼ move unit increments. Minimum charge is ¼ move unit per task.

A MOVE UNIT is considered firm fixed priced (FFP) and all inclusive, to include:

UP to four (4) man-hours of WAREHOUSE LABORER/MOVER associated small tools (drill, screwdriver, pliers, hammers, picture hangers), Packing materials (moving tape, shrink wrap, labels), A large trash container (30 gal), Dollies (Government provided), Delivery of moving crates (crates provided by Government), Library carts (5), Any other moving equipment needed to provide a successful move.

If the government has determined that support is required by one (1) 32-foot truck, then the daily rate or increment thereof of the 32-foot truck will be added to the cost estimate.

Use of any other vehicle will be handled on a case-by-case basis.

The Government anticipates that the Contractor may deliver up to 2400 Move Units per year for each year of the period of performance.

3.2.1 Small Moves

The Contractor shall support Small Moves that represent one (1) Move Unit.

A Small Move involves 4 or fewer personnel.

A Move Unit shall include up to one four (4) hour block of labor and the following components:

Travel time to and from the location, 32-foot truck Wall and floor protection/Masonite (15), Cardboard boxes (Government provided), Packing materials (moving tape, shrink wrap, labels, double sided tape), A large trash container (30 gal), Dollies (Government provided), Stevedore (2), Johnson Bar (1), Library carts (5), Delivery of moving Crate, including drop-off and pick-up, and Any other moving equipment needed to provide a successful move.

All packing crates used in a move will be picked up by the Contractor within five (5) working days after completion.

3.2.2 Large Moves

The Contractor shall support Large Moves, which may represent multiple Move Units. For Large Moves identified within individual Task Orders, the Contractor shall be responsible for providing 52-foot tractor trailer trucks and may include personnel in excess of 4. Per the COR, the Contractor shall stage FDA equipment/furniture on the 52-foot tractor trailer trucks, as necessary. The Contractor shall execute Large Moves given the following categories:

3.2.2.1 Complete Office Move Within the Same Building

The Contractor shall complete large office moves within the same building. These move activities shall be equivalent to 2.5 Move Units and may involve the movement of the following:

Non-electric modular furniture, Typically, around 5 crates, supplied by the Government, for papers etc., 1 cart, 1 desk, Overhead storage, 2 file cabinets, 1 bookcase, 1 chair, and Desktop Computer set up, including parts to disconnect/reconnect (4-9 pieces, including

CPU, monitor, keyboard, mouse, 2 speakers, electrical power strip, and/or uninterruptible power source (UPS), and a desktop printer).

Furniture substitutions and/or adjustments to quantities of office items (NTE exceed 5 additional items, excluding computer accessories) will be allowed as instructed by the COR.

3.2.2.2 Complete Office Move Between Different Buildings

The Contactor shall complete large office moves between different buildings. These move activities shall be equivalent to 3 Move Units and may involve the movement of the following:

Non-electric modular furniture, Typically, around 5 crates, supplied by the Government, for papers etc., 1 cart, 1 desk, Overhead storage, 2 file cabinets, 1 bookcase, 1 chair, and Desktop Computer set up, including parts to disconnect/reconnect (4-9 pieces, including

3.2.2.3 Personnel Move Within the Same Building

The Contractor shall complete personnel moves within the same building. These move activities shall be equivalent to 1 move unit and be composed of the following:

Non-electric modular furniture, Typically, around 5 crates, supplied by the Government, for papers etc., 1 cart, 1 file cabinet, 1 bookcase, 1 chair, and Desktop Computer set up, including parts to disconnect/reconnect (4-9 pieces, including

3.2.2.4 Personnel Move Between Different Buildings

The Contractor shall complete Personnel moves between buildings. These move activities shall be equivalent to 1.5 move units and be composed of the following:

Non-electric modular furniture, Typically, around 5 crates, supplied by the Government, for papers etc., 1 cart, 1 file cabinet, 1 bookcase, 1 chair, and Desktop Computer set up, including parts to disconnect/reconnect (4-9 pieces, including

3.3 MOVE AND LABOR SERVICES FOR SPECIALIZED LABORATORY, VIVARIUM

(ANIMAL FACILITY), AND INFORMATION TECHNOLOGY SPACE

3.3.1 Move and Labor Services--General

The Contractor shall provide all Contractor-specific administrative supplies, e.g., paper, note pads, folders, and similar office supplies.

The Contractor shall also provide and maintain all the necessary vehicles and specialized moving equipment required to perform the full range of moving services for the successful accomplishment of the requirements of this Statement of Work with the exception of the items listed in “Government Furnished Property.”

The Contractor shall be responsible for the disassembly, exact positioning, re-assembling, and leveling of all relocated furniture.

The Contractor shall be responsible for ensuring compliance with all chemical, hazardous, biological, and animal safety rules and regulations in the performance of the moves. The Contractor shall also ensure possession of the required and applicable certification.

3.3.2 Scientific and Laboratory Packing and Moving Services

The Contractor shall plan for each major piece of scientific equipment to be moved.

The Contractor shall plan for the packaging of laboratory equipment. In the performance of these and all services outlined in this SOW, the Contractor shall protect all FDA Federal Government-owned property from inclement weather throughout the move process, including loading, transportation and unloading. The Contractor shall also be responsible for the disassembly, exact positioning, reassembling, and leveling of all relocated furniture.

The Contractor shall coordinate with both the target FDA Principal Investigator (PI) and the FDA COR to determine the appropriate amount of time the move could take place to have a minimal impact on the research being performed.

The Contractor shall execute the relocation of any scientific equipment in accordance with the manufacturer’s instructions, as appropriate. The Contractor shall coordinate and set into action any moving requirements by the equipment manufacturer and the maintenance entity maintaining the equipment.

The Contractor shall be responsible for obtaining all third-party specialty Contractors required to prepare scientific/laboratory equipment for relocation (disconnect/reconnect/recalibration) to ensure all warranties and maintenance contracts remain valid as detailed within specific Task Orders.

The Contractor shall exercise standard commercial practices for care in the relocation of all scientific equipment. The Contractor shall utilize padded equipment carts or the original packing boxes for the relocation of said equipment. The Contractor shall employ additional methods (special containers, air cushions, vacuum cases, shrink-wrap, foam, blankets, etc.) to provide additional protection as tasked by FDA personnel. All equipment shall remain in its original orientation (upright) throughout the entire relocation process. Stacking of any equipment is strictly prohibited.

The Contractor shall establish a process to confirm that FDA property remains secure while being transported in moving vehicles. The Contractor shall place all equipment in the new facility based on information provided by the FDA representative.

3.3.3 Research Animal Moving Services

Although not anticipated to be a major share of the work, the Contractor shall plan for research animals to be moved per the guidance provided by the Government. The Contractor and/or any supporting subcontractor(s) for this specific work, must possess and maintain the applicable certification and familiarity to properly handle the facilities, animals, and research equipment as required by the American Association for the Accreditation of Laboratory Animal Care

(AAALAC).

The Contractor shall move the following types of research animals: non-human primates, ferrets, rabbits, guinea pigs, rats, mice, hamsters, frogs, and insects. The Contractor shall exercise standard commercial and industry practices of care in the relocation of all laboratory research animals.

The Contractor shall coordinate with COR-designated points of contact to ensure that the moving activities have a minimal amount of impact on the research being performed. Under the direction of the FDA COR, the Contractor shall also coordinate and set into action any moving requirements by the FDA research PI who will determine which animals will need specific care during the relocation. FDA research staff will provide the Contractor with specific instructions and guidance for the safe handling of the laboratory animals to be moved. The animals will be prepared, packaged, and properly identified in the specialty move containers by the FDA staff.

There may be a need for pre-moves of some material and equipment to allow for schedule constraints.

The Contractor shall be responsible for supplying all third-party specialty move containers required to move the animals, unless otherwise directed. Some animals need to move in their current cages, depending on the protocol, research, and species. Typically, some smaller animals will be moved in their current cages. The larger animals will be moved in third-party supplied cages.

The Contractor shall ensure the specialty move containers will not induce a stressful environment for the animals during the time they are housed in the containers. The Contractor shall execute the move in such a way as to minimize stress on the animals (i.e., limiting noise, time in specialty container, jarring movement of the specialty container).

The Contractor shall supply properly outfitted and conditioned transport vehicles for the relocation and transport of the animals in the specialty move containers as directed by FDA personnel.

The Contractor shall deliver the animals in the same physical condition they were in at the beginning of the relocation process. Some animals may require isolation to ensure their condition does not change during the relocation process.

The Contractor shall utilize various methods to ensure the various animals are not cross contaminated in conformance with FDA personnel guidance. The Contractor shall endeavor to minimize the duration that FDA laboratory research animals remain in moving vehicles.

The Contractor shall place all laboratory research animals housed in the specialty moving containers in the new facility based on information provided by FDA or its representative.

3.3.4 Chemical, Hazardous Materials, and Biologics Moving Services The Contractor shall move chemicals, hazardous materials, and biologics per the COR. The Contractor shall ensure that these materials are handled in a safe and efficient manner. The Contractor shall also ensure handling is conducted in accordance with the applicable health and safety regulations and procedures.

3.3.5 Surplus Government Scientific Equipment Moving Services Per the COR, the Contractor shall review and evaluate all Government scientific equipment inventory for potential disposal or surplus.

Per the COR, the Contractor shall deliver inventory items to the Program Support Center (PSC) Warehouse in Frederick, MD to surplus inventory items.

The Contractor shall complete the form contained in Attachment 2, “HHS-22 Form, REQUEST FOR PROPERTY ACTION” to document all inventory items that will be delivered to the PSC Warehouse. In advance of delivery, the Contractor shall provide the COR with the original copy of the HHS-22 form to verify the inventory items that will be delivered to the surplus warehouse.

The Contractor shall also assist the COR with developing a schedule to deliver inventory items to the PSC warehouse. After delivery to the PSC warehouse, the Contractor shall return the signed HHS-22 form to the COR within five (5) working days.

3.3.6 Move and Labor Services for Information Technology Space The Contractor shall work with the client to create a “move package” which will contain instructions for labeling equipment, diagram for placement of furniture in the new offices, and instructions for the preparation and the movement of the IT equipment.

Prior to the start of the move, the Contractor will meet with the client and the FDA COR to establish a schedule of events for the move. This schedule will include start date of the move, day, and time for any packing by the Contractor that may be necessary, the time that the IT Technicians can arrive to disconnect the computer workstations, the time when the Contractor can “prep” the building with Masonite, wall protection, etc. for the move, and the time the actual movement of clients’ contents can begin. During this meeting, the full schedule of events for the move will be agreed upon by the Contractor, Client, and the FDA COR.

3.4 MATERIALS RECEIVING, DISTRIBUTION, AND SHIPMENT (LOADING DOCK

MANAGEMENT)

The Contractor shall apply its basic knowledge of Microsoft Word and Excel to provide support services intended to meet the logistical requirements for operating FDA loading docks.

The Contractor shall receive, secure, deliver, and arrange pickup of supplies, parcels and equipment entering the site utilizing the loading docks. The Contractor shall transport supplies, materials, etc. on-site when required.

The Contractor shall assist with or make deliveries from the dock to site destinations via tunnels using electric conveyances (i.e., pallet jacks (3), electric utility cart (2), and golf carts (2). The Contractor shall be responsible for all maintenance and repairs to such conveyances and shall ensure such equipment is at the dock and in good working condition at all times.

The Contractor shall manage incoming and outgoing traffic on the loading dock in an orderly, safe, and efficient manner. The Contractor shall ensure clean and safe operation of all dock facilities.

The Contractor shall provide supplemental moved-related support and labor during the day for miscellaneous small move services such as conference room configuration, installation work (such as, but not limited to, installing keyboard trays, modular furniture, hanging pictures, whiteboards, awards etc.), and special events. This shall be outlined on separate Task Orders and shall be billed as “Move Units”.

The Contractor shall be prepared to perform on all aspects of the following:

Materials receiving services, Screening verification, Delivery logging, Personnel escort, Package delivery, Package retrieval and staging, Shipment staging, Carrier credential inspection, Conference room setup, Special event setup, Artwork installation, Records collection, secure custody, and destruction.

3.5 WAREHOUSE AND STORAGE MANAGEMENT

The Contractor shall provide a Warehouse Manager to manage one (1) full-service Government-furnished warehouse consisting of approximately 80,000 square feet and its inventory. The warehouse and storage support includes, but is not limited to, shipping and receiving, inventory control for surplus furniture received and its redeployment.

The Contractor shall provide an electrical forklift (1) in good working condition for use at 12100 Wilkins Ave, Rockville Maryland (a.k.a., FDA Warehouse at Wilkins). The Contractor is responsible for maintenance and repairs of the forklift. The Contractor shall be held liable for all damages incurred at the warehouse, including but not limited to, damages to personnel, delivery trucks, personal vehicles, etc. by the forklift operator.

The Contractor shall be prepared to perform on all aspects of the following:

3.5.1 Supervise Loading and Unloading of Received Materials

The Contractor shall be accountable for supervising the secure loading and unloading of materials and the safe handling of materials delivered to all loading docks where they are present. Materials arriving at loading docks for delivery shall be triaged into the following categories:

Materials designated for inside delivery by the common carrier, Materials where the Contractor’s personnel take custody and ensure final delivery, and Materials identified as hazardous, toxic, sensitive, or classified and which require specific or exceptional handling.

Materials designated for inside delivery by common carrier shall be screened through normal FDA security protocol, with the assistance of the Contractor’s personnel, and those common carriers with security clearance may proceed to the destination. Those common carriers without security credentials shall be escorted to the destination for delivery. All deliveries shall be recorded in a log that resides at the loading dock, maintained by the Contractor. At no time shall the Contractor take custody of the materials intended for inside delivery.

Materials where Contractor personnel take custody and ensure final delivery, shall be screened through normal security protocol, and shall be recorded into a log that resides at the loading dock, maintained by the Contractor. The Contractor shall maintain a record of final successful delivery.

Materials identified as hazardous, toxic, pressurized, sensitive or classified and which require specific or exceptional handling shall be separated from all received and sent materials and the designated FDA personnel contacted for specialized handling of the delivery. All deliveries shall be recorded in a log that resides at the loading dock, maintained by the Contractor. The Contractor shall contact the appropriate point of contact to log and accept the delivery.

3.5.2 Storage of Furnishings, Equipment and Materials

The Contractor shall supervise the storage of furnishings, equipment, and materials received at the loading dock. The Contractor shall document the source of the following:

Date received at FDA point from outside courier, Inventory (what is delivered) Ownership (final recipient) If applicable, date forwarded to the recipient, well as final date delivered to the recipient.

The Contractor shall have expertise in records management and shall execute a special handling process for handling items that contain Personally Identifiable Information (PII). In the execution of this process, the Contractor shall identify these items and follow FDA-directed records management security procedures for PII.

3.5.2.1 Unpack, Identify, Inventory and Label Furnishings and Equipment Received Per the direction of the FDA Representative the Contractor shall unpack the equipment that is received at the loading dock. After unpacking the equipment received, the Contractor shall identify the equipment to determine the type of material. Upon determination, the Contractor shall identify the intended recipient of the material. The Contractor shall place a label on all FDA-owned equipment received at the loading dock to identify the next destination for the material.

3.5.2.2 Maintain Database Identifying Location of Materials

The Contractor shall manually enter delivery information into the FDA-provided database/spreadsheet to identify the location of materials received at the loading dock. All personnel shall be properly cleared for IT access.

3.5.2.3 Provide for Retrieval of Stored Equipment and Materials When Needed Per the COR, the Contractor shall retrieve stored equipment, furniture, and materials from various storage locations. The Contractor shall facilitate the short-term and long-term storage of equipment, furniture, and materials. In the performance of this work, the Contractor will be informed by the COR that equipment, furniture, and/or materials need to be removed from storage. Upon the execution of these storage activities, the Contractor shall inventory equipment, furniture, and materials into an FDA-provided database. Inventory items shall be delivered to specified designated sites.

3.5.2.4 Inventory Disposal or Surplusing of Government Furnishings, Equipment, and Materials Per the COR, the Contractor shall review and evaluate all inventory for potential disposal or surplus. Per the COR, the Contractor shall deliver inventory items to the Program Support

Center (PSC) warehouse in Frederick, MD to surplus inventory items. The Contractor shall complete the HHS-22 form to document all inventory items that will be delivered to the PSC warehouse. In advance of delivery, the Contractor shall assist the COR with developing a schedule to deliver inventory items to the PSC warehouse. After delivery to the PSC warehouse, the Contractor shall return the signed HHS-22 form to the COR.

3.5.3 Miscellaneous Temporary Utility Support

The Contractor shall provide Utility Specialists to perform Miscellaneous Utility Work.

Miscellaneous Utility Work includes but is not limited to: wall hanging, furniture/shelving assembly/disassembly, operating of drills and other small tools, furniture/file cabinet drawer repair, light bulbs, and file cabinet lock replacement. Further information for Utility Specialist can be found under Attachment 3 - Labor Category Titles and Descriptions.

3.6 DOCUMENT DESTRUCTION SERVICES

The Contractor shall provide on-site document destruction services at the White Oak location 10903 New Hampshire Ave., Silver Spring, MD, and other designated locations as directed by FDA in accordance with all applicable local, state, and federal rules, regulations, and practices.

Services shall be required on an ongoing basis as set forth in Task Orders.

The Contractor shall comply with United States Code (USC) Title 44, Chapter 33, which pertains to the Disposal of Federal Records.

All materials shall be shredded, at a minimum, in accordance with National Association of Independent Destructors (NAID) Industry Standards (www.naidonline.org).

The Contractor shall also comply with the Federal Information Security Management Act (FISMA)—The E-Government Act (Public Law 107-347), passed by the 107th Congress and signed into law by the President in December 2002 recognizing the importance of information security to the economic and national security interests of the United States.

The paper material byproduct created by the mechanical shredding process shall be disposed of by recycling. The recycling facility, chosen by the Contractor, shall not resell paper material byproduct prior to converting it to pulp.

The Contractor shall complete Attachment 4, “Commitment to Protection Non-Public Information FDA_Form_3398” for any proposed persons working on this effort, and between the Contractor and any other Contractors/subcontractors, where information may need to be shared to perform services under this requirement. All individuals with access to FDA Information shall undergo a background investigation initiated through FDA’s Office of Security Operations.

The Contractor shall adhere to existing FDA security protocols and policies, while conducting service calls at onsite locations. While it is not a requirement that an armed security guard protect material to be shredded; the Contractor shall ensure that collected material is secured and accompanied at all times. Any incidents of dissemination of FDA documents or other data MUST be reported to the Contracting Officer (CO) and COR within 12 hours of incident. The Contractor shall have an affirmative duty to act in any such circumstance and shall be held strictly liable for any direct or incidental damage caused by the Contractor's failure to act (and mitigate damages) in accordance with this section of the SOW and all applicable laws.

The Contractor shall provide on-site and off-site destruction services of printed documents and electronic media that is contained in toters and executive consoles.

3.6.1 Document Shredding Services

Further, all shredding services required under this SOW shall comply with the following:

3.6.1.2 Collection

The Contractor shall collect and maintain all materials intended for destruction in a continuous chain of custody that is secure. The Contractor shall also collect materials using FDA-provided toters as designated by individual Task Orders.

Note: Toters are FDA-provided secure vehicles used to contain documents designated for destruction and temporary storage.

The Contractor shall keep executive consoles, which are provided by the FDA, in a secure and locked condition at all times. The Contractor shall also collect and remove any dropped materials by Contractor for identification and reporting to the COR at the completion of the move. In addition, the Contractor shall notify the COR of executive consoles that are broken or in need of maintenance within one (1) business day. Moreover, the Contractor shall keep the lid to all Toters closed when moving Toters through occupied office space, laboratory space, and corridors.

3.6.1.3 Material Collection from Document Rooms

The Contractor shall ensure any material processing occurring in a document room is accomplished without disrupting the operations taking place in the document room. The Contractor shall transfer processed material from large bins, also provided by the FDA and located in document rooms to Toters, prior to transporting.

Note: Large bins hold 3-5 gallons, approximately the same amount of material as two (2) Toters.

The Contractor shall collect full and partially full Toters from document rooms on the schedule specified by each Task Order.

3.6.1.4 Material Preparations

The Contractor shall sort and provide the necessary resources to process the collected materials for destruction. The Contractor shall label and identify all bins, Toters, executive consoles, and

FDA provided collection containers according to the specifications provided within the Task Orders. The Contractor shall complete all sorting of material inside the FDA-provided space as specified within the individual Task Orders. The Contractor also shall move the bins, Toters, executive consoles, and collection containers to a pick-up location as identified by the individual Task Order.

3.6.2 Daily Service Log Sheet

The Contractor shall sign and date an FDA-provided service log sheet on the date(s) of service to verify completion of services.

3.6.3 Witnessed Shredding

The Contractor shall assure a qualified or designated witness from the FDA is present when specified by a Task Order. A list of individuals qualified to witness the shredding will be listed in the specific Task Order. The Contractor shall only move shred materials designated for destruction and that require a FDA witness, in the presence of the FDA witness. For material that requires a FDA witness for destruction, the Contractor shall provide a Certificate of Destruction.

The Certificate of Destruction shall be signed by the FDA witness and Contractor. The original copy of the Certificate of Destruction shall be provided to the FDA designated witness at the immediate completion of the shredding service. The Contractor shall retain a copy of the Certificate of Destruction signed by the witness and Contractor for the duration of the period of performance of the contract. A scanned copy of the Certificate of Destruction shall be submitted at completion of destruction to the COR by email or to an address specified by individual Task Order.

3.6.4 Document Destruction

The Contractor shall deliver a shredding truck to the FDA locations as set forth in Attachment 1- Metropolitan Area Site List. Shredding takes place approximately three times per week. The Contractor shall destroy both paper and electronic materials in the service parking area of the loading dock prior to departure from the FDA location or as directed in the Task Order. The Contractor’s shredding truck shall be parked so that it is not blocking traffic or access to bays of the loading dock or parking lot.

3.6.5 Special Shredding Non-Paper Type Materials

The Contractor shall be required to shred non-typical items of shredding including but not limited to demo drug cartons, Doctor Office displays, teaching materials, training devices, etc.

These items shall be shredded at off-site shredding facility. These are not typically shredded items and are not anticipated for shred on a regular basis.

3.6.6 Quality Assurance of Material Collection, Preparation and Destruction The Contractor shall include the resources needed to provide onsite document destruction, labor resources necessary to collect material intended for destruction, and ongoing oversight by the Contractor Operations Manager who shall serve to provide quality assurance of all activities contracted for under this individual Task Orders. Project Management shall include regularly scheduled walkthrough of all document rooms and routine inspection of all Executive Consoles as specified by individual Task Orders.

3.6.7 Toter Delivery Requests

In addition to recurring collection and destruction services, Toter delivery requests are anticipated in the event of relocation, or otherwise unusually high demand circumstances in which shredding services are required. When requested by the COR by email or by the work ticketing system, the Contractor shall deploy empty Toters and collect the full Toters.

3.6.7.1 White Oak Campus Requirements

The FDA White Oak Campus (on-site) is a 130-acre, multi-building, laboratory, and office complex. Many of the Campus buildings are configured with a similar layout. The FDA White Oak Campus Buildings are occupied by thousands of employees who access hundreds of executive consoles located in twelve (12) buildings in relatively close proximity.

The Contractor shall inspect all executive consoles at a minimum of one (1) time per week or as specified within the Task Order, and securely collect all materials intended for destruction.

At the White Oak Campus, collection of materials intended for destruction shall require the Contractor to walk throughout the complex to gather material from dispersed executive console locations to consolidate it to a secure single storage area. The Contractor shall secure collected materials in a single storage area near the loading dock and in advance of the arrival of a shredding truck, which is anticipated to take place 3 times per week.

Contractor inspects consoles, collects material, and transports materials to secure storage, in preparation for delivery to loading dock, where destruction takes place.

Toter Delivery Requests for the White Oak Campus The Contractor shall deliver the Toters as part of the daily services for the FDA campus. The Contractor shall deliver and remove Toters on an as needed basis, as requested by the COR by email, or by the work ticketing system a maximum of twenty-four (24) hours of the original notification. The Contractor shall complete the requests by moving Toters stored on campus to the requested areas and removing the Toters on the routine collection service day as specified by individual Task Orders.

3.6.7.2 Non-White Oak Campus Requirements (Washington Metropolitan Locations) The FDA Non- White Oak Campus Buildings (off-site) are occupied by a few hundred or fewer employees. These buildings are typically leased by the Government in whole or part and may share a common loading dock or parking lot with a private entity or non-Government business.

Labor associated with Non-White Oak Campus buildings may be performed by the operator/driver of the shred destruction vehicle.

The Contractor’s operator/driver shall collect and move material intended for destruction to the service entry or loading dock of the building specified within the Task Orders and destruction of materials shall be performed prior to the vehicle leaving the site.

There is no space provided for the temporary storage of materials intended for destruction or for Toters to be stored at these off-site locations.

Each building is visited as specified in each task order. The Contractor shreds on site.

Tote Delivery Requests for Non-White Oak Campus Facilities The Contractor shall deliver Toters as part of routine services to non-White Oak facilities.

Delivery requests shall be completed as part of the services required to complete the shredding services. Toters shall be delivered and removed on an as needed basis, as requested by the COR by email, or by the work ticketing system and at the next routine service delivery time after the request is received. The non-White Oak locations do not have available storage space for empty Toters. The Contractor shall complete the request by delivering the Toters to the specified location. Also, the Contractor shall remove the Toters on the next routine collection service day after the delivery, and as specified by individual Task Orders.

3.6.8 Refuse Disposal

All shredding refuse shall become the property of the Contractor. The Contractor is encouraged to transport all recyclable materials to recycling centers and all rights to any all proceeds belongs to the Contractor. The Contractor shall not dispose of shredded materials in landfill.

4.0 TRANSITIONAL ACTIVITIES

Transition activities shall take place to efficiently transition all activities from the incumbent Contractor to the new IDIQ Contractor. As tasked, the Contractor may be required to develop transition-in and transition-out plans and conduct transition activities for Task Orders issued against the IDIQ vehicle. At present, the Government estimates, but does not guarantee, that the transition-in time and the transition-out time will each be no less than 30 calendar days. The notification of transition period will be specified by the COR 30 calendar days before such activities are to start.

4.1 TRANSITION-IN

As specified by individual Task Orders, the Contractor shall transition and assume the responsibility for activities and duties from the incumbent Contractor in a manner that does not interrupt or negatively impact FDA’s mission critical operations and activities. The purpose of the Transition-in requirement is to provide an orderly transition from the incumbent Contractor.

For a period as specified by individual Task Orders, the Contractor shall work with the incumbent Contractor to affect a smooth transition of work from the incumbent Contractor to the Successor.

Representative Transition-in activities are described below:

Develop a Transition-in Plan to ensure full operating accountability and responsibility of the Task Orders.

Conduct and coordinate all on-boarding activities and obtain secure badging for team personnel.

Review business objectives, processes, and requirements as related to the tasks and activities being performed, and the data, equipment, systems, and software being developed, or supported.

Review the current documentation including system design and operations documentation, Concept of Operations (CONOPS) documentation, release documents, project documentation, and any documentation related to current activities.

Participate in Transition-in meetings (initially to be held jointly with the Incumbent Contractor).

Participate in other technical exchange meetings and opportunities to facilitate the transfer of information, processes, and data needed to continue the services being performed by the incumbent Contractor.

Ensure Contractor personnel are ready to assume full performance work on individual Task Order awards within 14 working days after Contractor staff members have received initial security clearance.

4.2 TRANSITION OUT

As specified by individual Task Orders, the Contractor shall facilitate the Transition-out of contracted activities and services to the Federal Government or, to a follow-on Contractor by the end of the contract period of performance.

As specified by individual Task Orders, the Contractor shall provide Transition-out activities, to include, but not be limited to, providing a Transition-out Plan, and leading technical exchange…