Administrative Services
This procurement is a 100% Historically Underutilized Business (HUBZone) set-aside. The North American Industrial Classification Code (NAICS) is 561110 with a size standard of $7.5 million.
The U.S. General Services Administration has the need for continuation of Administrative Services at Major General Emmett J. Bean Federal Center, Birch Bayh Federal Building and Minton-Capehart Federal Building in Indianapolis, Indiana. The current contract expires on May 31, 2017.
The performance period for administrative services is scheduled to commence on June 1, 2017 for a one-year base period, ending May 31, 2018. There are four (4) one-year option periods that may be exercised. The option periods will cover performance from June 1, 2018 through May 31, 2019; June 1, 2019 through May 31, 2020; June 1, 2020 through May 31, 2021; and June 1, 2021 through May 31, 2022 respectively.
The contractor will be tasked with providing staff to carry out performance-based administrative services. The contractor will ensure the continuous provision of office communications and all administrative duties. The following description outlines the duties of the contractor:
Duty Location #1 – Service Order Dispatcher
● Responsible for receiving, processing, distributing, and ensuring compliance of over 400 mechanical/custodial service requests a month
● Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copiers, plotters, postage machine
● Reconcile and coordinate contractor payments and administer regulatory requirements with contractors and/or suppliers
● Provide administrative support for office personnel and clients
● Liaison between Agencies, Property Management and General Contractors
● Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft Publishers for various office functions as required
● Receive, troubleshoot and disperse incoming telephone calls and in-person callers, responsible for handling routine inquiries
● Maintain, organize, and archive file plan
● Prepare business calendars and schedules of meetings and conferences. Manage joint use conference room scheduling and use.
● Compose, edit, and disseminate office and building memos, regulatory information, and instructional communications.
● Receive, monitor, and log utilities for associated Indiana building locations.
● Assist Multifunctional team in administrative capacity and building related tasks i.e. Taxes, faxes, deliveries (sending and receiving)…
● Assist Engineering Techs in administrative capacity, i.e. scheduling, faxes, copies, deliveries (sending and receiving)…
● Send, Receive and Disperse incoming and outgoing mail and packages for Office Personnel
● Receive, reconcile and catalogue UPS receipts for Indianapolis, Ft. Wayne and Lafayette.
● Display and distribute Missing Children’s Posters for all associated Indiana building locations. Disseminate updates via email to Property Manager(s).
● Dispatch emergency/repair elevator requests and maintain Elevator log
● Maintain, disseminate Building Access Keys for cleared contractors
● Maintain, and schedule, government vehicles
● Postage
● Collect and catalogue all FSS information
● Establish office supply orders
● Support procurement team functions during purchasing agent absences i.e. collect and scan documents for transmittal to procurement office
● Other administrative duties as requested by the Supervisory Property Manager
Duty Location #2 – General Clerk II
● Receptionist duties such as answer phone, respond/receive phone messages, greet clients
● Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copier, scanner, office printers, labels, etc.
● Provide administrative support for office personnel and clients
● Liaison between Agencies, Property Management and General Contractors
● Create/ Post Flyers for building
● Key card applications/cards/fobs process, send, test, investigate problems and update
● Create, Send, Follow-up, Organize NCMMS service tickets & ERC tickets
● Create/Update phone lists such as Tenant Fact Sheet, Phonebook
● File such as RWA, Form 139, Form 49, maintenance reports, sign in sheets, key card applications, UPS shipping orders, service tickets, various agency information
● Type documents for notices, building memos, newsletters, etc.
● Customer service for walk in service requests
● Stock Indy Go schedules
● Create daily parking access lists
● Regular maintenance on various office equipment such as refill paper, change toner/ink
● Submit office supply requests
● Send, Receive and Disperse incoming and outgoing mail and packages for Office Personnel
● Assist Property Management staff with various duty requests such as reminders, phone calls, memos, emails, data gathering
● Create laminated documents-posters, parking tags
● Provide required verification on guests & vendors coming in and out of building
● Schedule appointments as necessary
● Make service calls for building, technical equipment, and elevators
● Handle requests for keys
● Conference room reservations
● Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft Publishers for various office functions as required
● Arrange pick-up for office shred bin at the Sarah Cook House in Springfield, IL
● Other administrative duties as requested by the Supervisory Property Manager
Duty Location #3 – General Clerk I
● Receptionist duties such as answer phone, respond/receive phone messages, greet clients
● Support Property Manager in the management of office automation initiatives including technical system maintenance i.e. fax machine, copier, scanner, and office printers
● Provide administrative support for office personnel and clients including various duty requests as reminders, phone calls, memos, e-mails, data gathering
● Liaison between Agencies, Property Management and General Contractors
● Responsible for receiving, processing, distributing, and ensuring compliance of mechanical/custodial service requests including use of the NCMMS
● Establishing and maintaining file program
● Collect and catalogue all FSS information
● Submit office supply requests
● Send, Receive and Disperse incoming and outgoing mail and packages for Office Personnel
● Issue keys to client representatives and contractors
● Maintain office logs
● Lock door of GSA office and GSA Museum
● Operate computer programs such as Google, Internet Explorer, Word, Excel, Microsoft Publishers for various office functions as required
● Enter data into ETAMS computerized timekeeping system
● Fleet Management duties including requesting vehicles and reporting mileage
● Other administrative duties as requested by the Supervisory Property Manager
The contractor shall be responsible for performing all work under this contract in accordance with Federal, State, County, City laws and codes, and follow the more stringent of them. In addition to compliance with these laws, the Contractor shall follow all applicable standard industry practices, including but not limited to: Occupational and Safety Health Act (OSHA).
This procurement is a 100% Total Historically Underutilized Business (HUBZone) set-aside. This is negotiated, firm fixed price procurement; there will NOT be a public bid opening. Proposals will be opened privately. The solicitation will be available on or about Thursday, December 29, 2016; the actual date for receipt of proposals will be stated in the solicitation.
The solicitation cited above can only be obtained by accessing a secure website known as FedBizOpps (FBO). FBO is a secure website designed to safeguard sensitive but unclassified (SBU) acquisition information. FBO is fully integrated with other electronic Government initiatives, including the System for Award Management (SAM) (www.sam.gov) database, and is available for use by all Federal agencies. Registration in both SAM and FBO websites is required in order to download solicitation documents and is used to validate vendor identity. Contractors not registered in these systems will be ineligible to download the solicitation and ineligible for an award.
Any questions regarding this notification should be directed to the Contract Specialist whose name appears herein. Potential offerors will be responsible for downloading the solicitation and monitoring the website for amendment(s), if any to the solicitation. Offer due date and time for receipt of proposals will be on or about January 31, 2017 at 3:00pm (EST). All offers are to be submitted to General Services Administration, Katrina Jones, Contract Specialist at email address: katrina.jones@gsa.gov .
Katrina Jones, Contract Specialist, Phone 317-292-8896, Fax 317-510-8076, Email katrina.jones@gsa.gov - Brittany L. Morrow, Contracting Officer, Phone 317-510-6907, Fax 317-510-8076, Email brittany.morrow@gsa.gov
