SOLICITATION NOTICE
R -- Administrative Services Support
- Notice Date
- 4/26/2007
- Notice Type
- Solicitation Notice
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of Homeland Security, Office of the Chief Procurement Officer, Office of Procurement Operations, Office of the Chief Procurement Officer, Washington, DC, 20528, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- HSHQDC-07-Q-00157
- Response Due
- 5/4/2007
- Archive Date
- 5/19/2007
- Small Business Set-Aside
- 8a Competitive
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This solicitation, HSHQDC-07-Q-00157, is being issued as a Request for Quotation (RFQ). Quotes are being requested and a written solicitation will not be issued. Provisions and clauses in effect through FAC 2005-16 are incorporated into this RFQ. This requirement is an 8(a) set-aside with a North American Industrial Classification System (NAICS) code of 561110. A. OBJECTIVE The objective of this contract is to obtain administrative support services for the U.S. Department of Homeland Security, Office of the Chief Financial Officer (DHS/OCFO). The current requirement is for five administrative personnel. The Government reserves the right to decrease or increase this number at any time during the period of performance. B. SCOPE The Contractor shall provide administrative support to: (1) independently carry out administrative and clerical support functions to support OCFO; (2) support staff with procurement of supplies and general office functions, screening telephone calls, managing visitor requests, and answering procedural questions based on knowledge of OCFO and DHS operations and program activities; and (3) independently manage an automated tracking system of correspondence and program-related documents and follow up with department managers to ensure that mail, correspondence, requests, and assignments are completed. C. SPECIFIC TASKS Work included within the scope of administrative support services may include (but not limited to) the following: Preparing and typing correspondence and reports; Answering telephone calls; Ordering office supplies and equipment; Assisting in the development of management reports and briefings; Scheduling and coordinating meetings; Maintaining electronic and paper files; Reproducing documents; Scheduling travel and training for office personnel; Greeting and receiving office 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; Managing an automated tracking system of correspondence and program-related documents, Initiating calls for computer hardware and software assistance/maintenance; Other closely aligned duties and responsibilities as delineated in Office of Personnel Management position classifications for administrative personnel. DHS anticipates that the labor-mix for this requirement, at the time of award, will be as follows: -2 EA Secretary V -1 EA Secretary IV -1 EA Secretary III -1 EA Secretary II These levels range from Secretary I - Secretary V. All levels shall provide principal administrative support to the OCFO. Maintain a close and highly responsive relationship to the day-to-day activities of the office. Perform varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Specifically the levels should also provide: Secretary I: Posses a high school diploma with 0-2 years experience in the field or in a related area, or six (6) months of related training at a trade school and six (6) months of experience. Duties include or are comparable to the following: 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; Maintains supervisor's calendar, makes appointments, and arranges for meeting rooms; Reviews materials prepared for approval for typographical accuracy and proper format; Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans; Requisitions supplies, printing, maintenance, or other services. Types, takes and transcribes dictation, and establishes and maintains office files. Secretary II: Contractor personnel provided for this functional category should posses a high school diploma with 3-5 years of experience in the field or in a related area, or six (6) months of related training at a trade school and one (1) year of experience. Duties include or are comparable to the following: Handles differing situations, problems, and deviations in the work of the office according to OCFO, priorities, duties, policies, and program goals; Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices. May prepare and sign routine, non-technical correspondence in own or supervisor's name; Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials. May attend meetings and record and report on the proceedings; Reviews outgoing materials and correspondence for internal consistency and conformance with OCFO procedures; assures that proper clearances have been obtained, when needed; Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to the responsible parties; Explains to OCFO staff the requirements concerning office procedures. Coordinates personnel and administrative forms for the office and forwards for processing. Secretary III: Contractor personnel provided for this functional category should posses a high school diploma with 5-8 years of experience in the field or in a related area. Duties include or are comparable to the following: - Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Supports OCFO in interpreting and adapting office guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Based on office knowledge, composes correspondence on own initiative about administrative matters and general office policies; Anticipates and prepares materials needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs OCFO staff on matters to be considered; Reads publications, regulations, and directives and takes action or refers those that are important to OCFO; 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. Advises responsible parties in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc. Secretary IV: Contractor personnel provided for this functional category should posses an associates degree or its equivalent with at least 4 years of experience in the field or related area. Duties include or are comparable to the following: Provides principal administrative support to the OCFO; Maintains a close and highly responsive relationship to the day-to-day activities of the office; Performs varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office; Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office, which often cannot be brought to the immediate attention of the office management; OCFO sets the overall objectives of the work; Composes correspondence requiring some understanding of technical matters; Notes commitments made by OCFO staff during meetings and arranges for staff implementation; Arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations; Reads outgoing correspondence and supports writers in addressing any conflict with the file or departure from policies or office viewpoints; lends support to resolve the problems; Summarizes the content of incoming materials, specially gathered information, or meetings to support OCFO; coordinates the new information with background office sources; draws attention to important parts or conflicts; 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 OCFO management should be notified of important or emergency matters. Secretary V: Contractor personnel provided for this functional category should posses an associates degree or its equivalent with at least 4 years of experience in the field or in a related area. Duties include or are comparable to the following: Provides principal administrative support to the OCFO; Maintains a close and highly responsive relationship to the day-to-day activities of the office; Performs varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office; 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;. Participates in developing the work deadlines; Composes correspondence requiring some understanding of technical matters; Notes commitments made by OCFO staff during meetings and arranges for staff implementation; Arranges for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations; Reads outgoing correspondence and alerts writers to any conflict with the file or departure from policies or OCFO viewpoints; gives advice to resolve the problems; Summarizes the content of incoming materials, specially gathered information, or meetings to support OCFO; coordinates the new information with background office sources; draws attention to important parts or conflicts; 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 OCFO management should be notified of important or emergency matters. The day-to-day supervision and direct control over the work performed by contractor personnel shall be the sole responsibility of the Contractor. D. DAYS AND HOURS OF OPERATION Days of operation are Monday through Friday. Work shall not be required on Federal holidays or closures by weather or Executive Order. E. LOCATION The duty station for this contract is 7th & D Streets, NW, Washington, D.C. 20407. F. SUPPLIES, MATERIALS, EQUIPMENT and UTILITIES Furnished by the Government (1) The Government will provide all normal office supplies, office furniture, telephones, calculators, copy machines, computers, computer software, and other supplies and materials needed to do the work assigned. (2) Although the Contactor's employees must have the basic skills needed to perform the duties listed in Section 3, the Government will train the Contractor's employees in the DHS specific requirements of each job. G. QUALIFICATIONS OF PERSONNEL a. Contract employees must meet the qualifications of the specified levels indicated in Section C. b. Contract employees must be clean and neat in appearance. c. Contract employees must be able to read, write, and speak English. d. In addition to the qualifications listed in Section C, the contract employees shall at a minimum be proficient in the use of the following software: -Microsoft Windows -Microsoft Word for Windows -Microsoft Excel for Windows -Microsoft Access H. REJECTION OF EMPLOYEE DHS reserves the right to reject employee(s) at any time during the duration of the contract if they are deemed not to have the level of competence or abilities or for any reason found to be unsuitable for work required under the contract. A suitable replacement employee shall be provided the following work day or as soon as practicable. I. LUNCH PERIODS AND BREAKS The Contractor is required to provide at a minimum one (1) paid thirty - minute lunch break and two (2) fifteen minute breaks. The cost of these breaks should be factored in the contractor?s hourly rate. J. OVERTIME Overtime is not anticipated as a result of this award, however, during periods of overtime, the Contractor will be paid no more that one and a half times the awarded hourly rate. K. SECURITY DHS has determined that performance under the resulting award requires that the contractor, subcontractor(s), vendor(s), etc., may have access to sensitive but unclassified (SBU) information. SBU is unclassified information for official use only. The government will make a suitability determination for contractor employees that do not have a security clearance and require access to SBU information. All quoters must request a copy of the security requirements before submitting a response to this RFQ. L. TRAVEL Contractor personnel working under this contract will not be reimbursed for local travel by the Government. M. PERIOD OF PERFORMANCE The base performance period of this requirement is from date of award through September 30, 2007 and shall include four (4) one-year option periods to be exercised at the sole discretion of the government. N. CLAUSES The following Federal Acquisition Regulation (FAR) provisions and clauses in effect through FAC 2005-16 are applicable to this procurement: 52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS; 52.212-2, EVALUATION-COMMERCIAL ITEMS, 52.212-4, CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS; FAR Clause 52.212-5, CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS, The Contractor shall comply with following clauses, as indicated within the respective sections of paragraph b of this provision: (14) 52.222-3, CONVICT LABOR; (16) 52.222-19, CHILD LABOR; (17) 52.222-21, PROHIBITION OF SEGREGATED FACILITIES; (18) 52.222-35, EQUAL OPPORTUNITY; (19) 52.222-36, AFFIRMATIVE ACTION FOR WORKERS WITH DISABILITIES; (20) 52.222-39, EMPLOYMENT REPORTS ON SPECIAL VETERANS, VETERANS OF THE VIETNAM ERA, AND OTHER ELIGIBLE VETERANS, and; (31) 52.232-33, PAYMENT BY ELECTRONIC FUNDS TRANSFER____CENTRAL CONTRACTOR REGISTRATION; . 52.217-9, OPTION TO EXTEND TERM OF THE CONTRACT; 52.217-8, OPTION TO EXTEND SERVICES; 52.204-2, SECURITY REQUIREMENTS; 52.219-11, SPECIAL 8(a) CONTRACT CONDITIONS; 52.219-12, SPECIAL 8(a) SUBCONTRACT CONDITIONS; 52.219-17, SECTION 8(a) AWARD; 52.219-18, NOTIFICATION OF COMPETITION LIMITED TO ELIGIBLE 8(a) CONCERNS; 52.219-14, LIMITATIONS ON SUBCONTRACTING; 52.252-2, CLAUSES INCORPORATED BY REFERENCE; The following Department of Homeland Security Clauses: HSAR Clause 3052.209-70 PROHIBITION ON CONTRACTS WITH EXPATRIATES; HSAR Clause 3052.215-70, KEY PERSONNEL OR FACILITIES; HSAR Clause 3052.242-71, DISSEMINATION OF CONTRACT INFORMATION; HSAR Clause 3052.242-72, CONTRACTING OFFICER?S TECHNICAL REPRESENTATIVE; HSAR Clause 3052.237-71, INFORMATION TECHNOLOGY SYSTEMS ACCESS FOR CONTRACTORS; HSAR Clause 3052.237-70, QUALIFICATIONS OF CONTRACTOR EMPLOYEES. The full text of these provisions and clauses may be accessed electronically at http://www.arnet.gov/far (FAR clauses) and http://farsite.hill.af.mil/vfhsar1.htm (HSAR clauses) O. Participants shall include a completed copy of the provision at 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS with quote. P. EVALUATION FACTORS: The Government intends to make a single award to the responsive and responsible firm whose quote is most advantageous to the Government, price and non-price related factors considered. The Government does reserve the right to make multiple awards. The Technical evaluation factors are Technical and Management Plan and Past Performance. Technical and Management Plan is more important than Past Performance. When combined these technical evaluation factors are more important than price. As the technical evaluation of quotes approaches equality, greater will be the importance of price in making the award determination. In the event that two or more quotes are determined not to have any substantial technical differences (i.e. are technically equivalent), award may be made to the lower priced quote. It should be noted that award may be made to other than the lowest priced quote if the Government determines that a price premium is warranted due to technical merit. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted. Awards may also be made on the basis of initial quotes without discussions. Quoters are therefore cautioned that each initial quote should contain the quoter?s best terms. Technical and Management Plan: The technical and management plan shall identify the organizational structure, staffing, operating procedures, and employee benefits of the firm. The plan shall also include the technical approach to successfully provide these services ensuring no lapse in staffing. The plan shall include an entry and exit transition plan. The Plan should be simple, easy to read and clearly describes contractor responsibilities, any proposed subcontracting arrangements and communication and coordination plans with the Government. The technical and management plan shall also include the firms contingency and continuity of operations plans in the event of natural or manmade disasters that may disrupt service capabilities. Past Performance: The quoter shall identify three (3) contracts/orders that demonstrate recent and relevant past performance. Recent is defined as within the last three (3) years. Relevant is defined as work similar in complexity and magnitude to the work identified in the SOW. Please include the following information: a) Project Title; b) Description of the Project; c) Contract/Task Order Number; d) Contract/Task Order Amount; e) Government; f) Agency/Organization; g) COTR?s name, address, phone number and email address; h) Contracting Officer?s name, address, telephone number and email address; i) Current status, e.g. completed and/or in progress, start and estimated completion dates; j) A brief narrative of why your firm believes this reference is relevant to the proposed task. Price: The price quote shall include the following: Fully burdened on-site hourly rates for each proposed labor category for the base period and for each option period. Department of Labor Wage Determination No: 05-2103 is incorporated into this solicitation. The technical quote submission shall be limited to 10 one-sided pages (inclusive of cover pages, charts, graphs, tabs, etc.). The price proposal has no page limitations. Q. SUBMISSION OF QUOTE All quotes are due no later than 2:00pm, local Washington, D.C. time, May 4, 2007. Quotes are to be e-mailed to Mr. Bernard Salter, Jr. at Bernard.salter@dhs.gov. No faxes will be accepted. If you have questions regarding this requirement, please submit your inquiries, via email, to Mr. Salter, no later than 4:00pm Washington, D.C. local time, May 1, 2007.
- Place of Performance
- Address: Department of Homeland Security (DHS) Headquarters, 301 7th & D Streets, NW,, Washington, D.C.
- Zip Code: 20407
- Country: UNITED STATES
- Zip Code: 20407
- Record
- SN01281885-W 20070428/070426220525 (fbodaily.com)
- Source
-
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