**[SECTION C]{.underline}**

**[STATEMENT OF WORK]{.underline}**

**[C.1]{.underline}[ ]{.underline}[INTRODUCTION]{.underline}**

**[C.1.1]{.underline}[ ]{.underline}[Contract Overview]{.underline}**

[The Administrative Support Services Contract was initially created in
1996 by the Environment and Natural Resources Division (ENRD) of the
Department of Justice as a means of contracting out the following
administrative services: supply management and distribution,
photocopying and copier maintenance, records management, fax and mail
delivery. The Division had two goals when it created the contract: first
to provide efficient, cost effective administrative support to the
Division's attorneys; and second to free the Division's existing support
staff from these lower level clerical tasks so that they would be able
to focus on higher level legal activities. The first Administrative
Support Services Contract was awarded in May 1997 to Labat-Anderson
Inc., and included a base period and four option years. While the
contract was established for ENRD, Tax Division (TAX) began using the
copier services, fax and equipment maintenance portion of the contract
in 1999.]{.underline}

[ENRD is one of six litigating divisions in the Department of Justice.
The Division employs approximately 668 attorneys and legal support
professionals, most of whom are stationed in three buildings in the
Washington D.C. area. Organized into nine litigating sections, each of
which is focused on a particular subject area, the Division practices
civil and criminal law nationwide. Its clients include other federal
agencies and Native American Indian Tribes. As part of the new contract,
the support services for ENRD will be expanded to provide some services
to the Division's field offices in Denver, Sacramento, San Francisco,
Seattle, Anchorage and Boston (See Location Matrix in Section J,
Attachment 1).]{.underline}

[The administrative support services for ENRD are based in the Patrick
Henry Office Building (PHB) located at 601 D. Street, NW. This building
also houses the largest group of Division personnel (approximately 360
employees). The primary Division copy center is located on the 8th floor
at PHB with the Supply Center on the 3rd floor and Mail/Fax Center on
the 2nd floor. In addition, PHB has two contractor-operated file rooms.
Satellite copy/mail/fax centers and additional file rooms are located at
our 1425 New York Avenue building in Washington, D.C. which houses
approximately 215 employees and in our Denver Field Office (999 18th
St., Suite 945) which houses approximately 50 employees. The Division's
management is housed in the MAIN Justice Building located at 950
Pennsylvania Avenue, NW, suite 2143. Pictures of these facilities are
available on the Electronic Posting System website, under the
destignated area for this solicitation/contract / contract.
]{.underline}

[TAX, another of the Department's six litigating components, employs
approximately 600 attorneys and support professionals, most of whom are
stationed in four buildings in the Washington D.C. area. Organized into
twelve litigating sections, the Division practices civil and criminal
law nationwide. Its primary client is the Internal Revenue Service. The
Litigation Support Service Center (LSSC) copy centers were established
to compliment the Tax Division's efforts to restructure its workforce
and to enhance the utilization of automated litigation support tools.
The LSSCs reduce the need for Division staff to manually perform many
clerical tasks and allows attorneys, paralegals, and other staff to
focus on the Division's primary mission: to enforce the country's tax
laws in federal and state courts and thereby generate revenue for the
Federal Government. ]{.underline}

[The TAX contract staff is currently based in two LSSC's. The LSSCs are
located in Room 6635 of the Judiciary Center Building (JCB) at 555 4th
Street, NW, and Room 7123 of the Patrick Henry Building (PHB). The
largest LSSC is housed in JCB. ]{.underline}

[The Executive Office, in both TAX and ENRD, has primary responsibility
for administering the contract within the Divisions. Each Division has
its own COTR who reports to, and coordinates with, the Justice
Management Division's Contracting Officer (CO). Labat-Anderson is the
incumbent on this contract.]{.underline}

[C.1.2 ]{.underline}**[ENRD and Tax Division\'s Computing
Environment]{.underline}**

[The current computing environment within the Department is called the
Justice Consolidated Office Network version 2 (JCON2). JCON2 provides
the Department with a wide range of capabilities and has been in place
since 1998. The Department is currently working on plans to update the
JCON2 system with modern hardware/software and will call this update
JCON2a. The successful offeror will be expected to understand and work
under the Department's computing environment ensuring the services they
provide make the most of the new technology.]{.underline}

[Implementation of JCON2a within ENRD will begin in July 2002 and be
completed by Februrary 2002. The new network environment will consist of
components acquired from various sources as well as legacy equipment
integrated into JCON2a. ]{.underline}

[The network servers will consist of Intel-based hardware running the
Windows 2000 or newer operating system. These servers will host all of
the Division\'s JCON2a requirements which includes electronic mail
software (Microsoft Exchange), electronic document management
(Hummingbird PowerDocs), Lotus Notes, MS IIS, MS SQL Server, and other
database applications. There will be several servers in each
building.]{.underline}

[The ENRD network equipment will consist of Cisco 3500XL 10/100Base-TX
switched hubs for user connections along with Cisco Catalyst 6500
devices in the computer room. Each closet switch will be connected via a
1 GB fiber uplink to the Catalyst 6500. The servers will have 1 GB NICs
and the PCs will have 100 Mbps NICs. Each ENRD building in DC will be
connected through JMD's ATM-based Metropolitan Area Network which will
provide 100 Mbps between the PHB and 1425 buildings and 10 Mbps for the
Main Justice Bldg. The network protocol used will be
TCP/IP.]{.underline}

[The Division\'s PCs will consist of DELL Pentium 4\'s with 256-512 MB
RAM, 20-40 GB Hard Drive, 17 inch flat-screen LCD monitors, and a 3COM
PCI 10/100 NIC. The PCs will run Windows XP, Corel WordPerfect Suite, MS
Office XP, Lotus Notes, PowerDocs, and other legal-oriented
applications.]{.underline}

[TAX currently operates a JCON2 office automation network containing
twenty (20) Compaq ProLiant servers running the Windows NT 4.0 operating
system. These servers provide database, file, mail and print services.
Five of the servers are used for lab testing and training. ]{.underline}

[The TAX network encompasses five (5) buildings. Four of the buildings
are in Washington D.C. and are interconnected by the Metropolitan Area
Network (MAN) which is maintained by the Justice Management Division
(JMD). This is an ATM based WAN currently providing 100 Mb bandwidth to
a router in each of the four buildings. The fifth building is in Dallas
Texas and is currently supported by a 256Kb (1.2Mb burst) connection.
Workstation-to-switch cabling is a combination of Category 3 and
Category 5 Unshielded Twisted Pair. The principal network protocol is
the TCP/IP suite and workstation have 10/100Mbps Ethernet adapters.
Workstation software includes Windows NT 4.0 (with some WIN 2000
Professional) Outlook 98 (with some Outlook 2002) Corel WordPerfect 8
(with some WordPerfect 9), InForms Filler (Elite Federal Forms), and
Corel Quattro Pro. A growing number of workstations also have the
Windows XP application suite (Word 2002, etc.) and litigation support
software (e.g., CaseMap, TimeMap, Summation) installed. ]{.underline}

[The Government will provide the Contractor with PCs for all service
facilities that will be connected to the Department's computer network
and electronic mail system. Training on how to use the various systems
will be provided to the Contractor at the beginning of the
contract.]{.underline}

**[C.2 ]{.underline}[SCOPE OF SERVICES]{.underline}**

[C.2.1 ]{.underline}**[Contractor Requirements]{.underline}**[
]{.underline}

[C.2.1.1 The Contractor shall be responsible for providing and
supervising sufficient qualified staff, and acquiring and maintaining
all necessary equipment, vehicles and supplies, with the exception of
the items listed in Section J, Attachment 2 of this statement of work,
in order to successfully perform these tasks. ]{.underline}

C.2.1.2 The Contractor shall be responsible for pre-screening for
suitability all persons proposed for work under this contract and for
ensuring that all such persons have submitted to the Government the
security investigation forms specified in Section H, 15 calendar days
after the signature date on the contract, which is approximately 30
calendar days before the performance start date of the contract.

C.2.1.3 This statement of work consists of six major tasks which shall
be performed for TAX and/or ENRD at multiple locations in the
Washington, D.C. metropolitan area and at specified ENRD Field Offices.
However, the Government may order additional tasks for ENRD, TAX and/or
any other DOJ component or agency within the United States, that are
within the general scope of this contract, and approved by the
Contracting Officer (CO).

C.2.1.4 Services provided under this contract are considered critical or
non-critical (see Section J, Attachment 3 for a complete list).

C.2.1.4.1 **Critical tasks** are defined as those activities which are
vital to the successful completion of the Government's mission and if
done incorrectly or behind schedule could cause the Government
irreparable harm. Critical tasks must be competed by the Contractor with
99% accuracy.

C.2.1.4.2 **Non-critical tasks** are defined as activities that, while
important to the successful completion of the Government's mission, are
not vital. Delays in completion or errors could cause serious problems
but not cause the Government irreparable harm. Non-critical tasks must
be completed by the Contractor with 95% accuracy.

C.2.1.5 The Contractor shall be required to track all tasks and, in some
cases, manage and update Government supplied computer tracking systems.
The computerized tracking systems will be made available to the
Contractor at contract award.

**C.2.2** **Task One: Mail, and Messenger Services** - The Contractor
shall provide a variety of mail services to the Government. At contract
award these services will be provided only to ENRD offices in
Washington, D.C. and Denver but may be expanded to other
agencies/components at a later date.

C.2.2.1 [In Washington, D.C.]{.underline} responsibilities shall
include:

C.2.2.1.1 Transporting ENRD mail between 12 sites in Washington D.C. on
a schedule specified by the Division (see Section J, Attachment 4 for
the current schedule);

C.2.2.1.2 Receiving, sorting, and delivering non-case related mail
within ENRD buildings on an hourly schedule;

C.2.2.1.3 Creating electronic images of incoming case-related mail by
scanning the mail as it is received, forwarding the electronic images to
the appropriate recipients via E-Mail, and rerouting the paper document
to the correct file room;

C.2.2.1.4 Researching generically addressed mail on the Division's Case
Management System (CMS) to determine the proper recipient and rerouting
the mail to the appropriate location;

C.2.2.1.5 Using Government provided postage equipment to prepare and
affix postage on outgoing U.S. mail;

C.2.2.1.6 Collecting outgoing Federal Express packages daily and
delivering them to the appropriate drop-off site within each building;

C.2.2.1.7 Providing special messenger service to sites anywhere in the
Washington metropolitan area;

C.2.2.1.8 Providing a dedicated courier with a van to handle
transportation of official case files between ENRD and the Federal
Records Center, pickup/delivery of documents from client agencies,
special supply requests, and other Division errands as required.

C.2.2.2 In the [Denver Field Office]{.underline} responsibilities shall
include:

C.2.2.2.1 Receiving, sorting, and delivering incoming mail to Field
Office staff once each morning;

C.2.2.2.2 Receiving, sending, and delivering fax transmissions on an
hourly schedule;

C.2.2.2.3 Using Government provided postage equipment to prepare and
affix postage on outgoing U.S. mail;

C.2.2.2.4 Contacting Federal Express to schedule pick-up of outgoing
packages;

C.2.2.2.5 Collecting outgoing Federal Express packages daily and
delivering them to the appropriate drop-off site within each building;

C.2.2.2.6 Providing a dedicated courier with a van to handle
transportation of official case files between the Field Office and the
Federal Records Center, pickup/delivery of documents from client
agencies, special supply requests, and other Division errands as
required.

C.2.2.3 [TAX]{.underline} is considering the option of replacing its
current Mail and Courier service with the services provided under this
contract to achieve economies and to take a consolidated approach to
providing administrative services through a single contract. The
Contractor will be notified when/if TAX decides to implement this
service.

**C.2.3** **Task Two: Faxing Services - **The Contractor shall provide a
variety of fax services for Government clients in Washington, D.C. and
Field Office locations. At contract award, the Contractor will be
providing fax services to both ENRD and TAX. These services may be
expanded to other agencies/components at a later date. ** **Specific
duties shall include:C.2.3.1 Receiving incoming fax transmissions at
central facilities staffed by contractor personnel;C.2.3.2 Tracking
receipt of incoming fax transmissions by recording time received,
sender, section and recipient information on logs provided by the
COTR;C.2.3.3 Alerting Government personnel via E-mail when a fax has
been received and advising when it will be delivered to the recipient's
office;C.2.3.4 Delivering faxes to individual offices on an hourly
schedule;C.2.3.5 Processing outgoing fax transmissions at the request of
Government personnel and returning the faxed documents and Fax
Confirmation Sheet to the requestor;

** C.2.4 Task Three: Copy Services** - The Contractor shall provide a
full range of copier services including equipment, staff and maintenance
for Government clients. At contract award, the Contractor will be
providing copy services to both ENRD and TAX. These services may be
expanded to other agencies/components at a later date. ** **Specific
duties shall include:

C.2.4.1 [Specific duties for ENRD shall include:]{.underline}

C.2.4.1.1 Managing ENRD's three copy centers and providing a wide range
of high quality, timely reproduction services. The primary copy center
is located in Washington, D.C. on the 8^th^ floor at PHB and it serves
the entire Division. Satellite copy centers are located on the 13^th^
floor at 1425 New York Avenue in Washington, D.C. and on the 10^th^
floor of the Denver Field Office (See Section J, Attachment 5 for
pictures of all facilities).

C.2.4.1.2 Providing a variety of binding and finishing services in the
Copy Centers. Services shall include channel binding, GBC binding, and
tape binding. Other finishing services involve bates stamping documents,
preparation and insertion of tabs, or other dividers, hole punching,
stapling, and document assembly within binders/folders.

C.2.4.1.3 Providing high volume, reliable copier equipment for all copy
center locations.

C.2.4.1.3.1 For the PHB Copy Center, the Contractor shall provide 5 high
volume, high speed copier/finishers. The copiers must be capable of
printing and inserting tabs as well as tape binding copies of 125 pages
or more. The copiers must also be capable of printing bates label-style
numbers on copies. In addition, a high quality color copier, and an
oversize map copier capable of handling documents 36\" wide or larger
are also needed.

C.2.4.1.3.2 For each satellite copy center, the Contractor shall provide
1 or 2 high volume copiers capable of bates stamping documents, printing
tabs and tape binding copies of 125 pages. A high quality color copier
and a map copier are also required for each facility.

C.2.4.1.3.3 In addition, the Contractor shall provide ENRD with a total
of **33 new convenience copiers**: 26 convenience copiers for use in
Washington, D.C. and 7 convenience copiers for the various Field Offices
(See Section J, Attachment 6 for a list of the current copiers at each
site). This contractor provided equipment will replace the Division's
existing convenience copiers, which are a mix of Government furnished
and contractor provided copiers.

C.2.4.1.4 Maintaining all copy equipment used within the Division. This
includes copy center equipment as well as all copiers in Washington
D.C., and all Field Offices.

C.2.4.2 [Specific duties for TAX shall include]{.underline}:

C.2.4.2.1 Operating two Copy Centers, 1 in JCB and the other in PHB,
capable of expeditiously producing multiple copies of a wide range of
potentially complex documents.

C.2.4.2.1.1 Providing a variety of binding and finishing services
including channel/VELOBIND, comb binding, and cloth/thermal tape
binding. Other finishing services involve preparation and insertion of
tabs or other dividers, hole punching, stapling, and document assembly
within binders/folders.

C.2.4.2.1.2 Providing copier equipment for the LSSC copying facilities,
if requested, by the Division. TAX reserves the right to make necessary
modifications to the number of copiers, locations, and available
features to obtain the optimum cost/performance mix.

C.2.4.2.1.3 On a per-call basis, maintaining Government and/or
Contractor copy equipment used in the Division's copy centers. This
includes any equipment provided by the Contractor for the document
reproduction services and any additional equipment specified by TAX.

C.2.4.2.2 Monitoring the use and upkeep of the TAX Division's 29
convenience copiers. The Contractor shall inventory copier and paper
supplies, take monthly meter readings, and ensure that equipment is
functioning properly and that any necessary repairs are ordered and
completed in a timely manner.

C.2.4.2.3 Producing Bates numbering labels as requested using the
standalone Personal computer, Intermec 4100 Thermal Printer, and
software provided by the Division. TAX anticipates maintaining the
current volume of 10 to 15 requests per week requiring the production of
approximately 10,000 labels.

**C.2.5** **Task Four: Supply Services **- The Contractor shall operate
Central Supply Rooms to ensure commonly used office supplies are always
on hand and readily available to Government staff. At contract award,
its anticipated that the Contractor will provide supply services only
for ENRD but services may be expanded to other agencies/components at a
later date. Specific duties shall include:

C.2.5.1 Dispensing and delivering supplies to Division personnel upon
request and within the time frames established in Section J, Attachment
3;

C.2.5.2 Maintaining adequate stock levels and submitting timely resupply
orders to Government personnel for approval prior to making purchases;

C.2.5.3 Tracking requests, and supply inventories in the Division's
Supply Tracking Database.

C.2.5.4 The Government reserves the right to expand this service to Tax
Division during the life of the contract.

**C.2.6** **Task Five: Records Management Services **- The Contractor
shall operate a series of file rooms for both active and inactive case
files for Government clients. At contract award, the Contractor will be
providing records management services only for ENRD's Washington, D.C.
and Denver Field Offices. These services may be expanded to other
agencies/components at a later date. Specific duties shall include:

C.2.6.1 Managing file rooms for ENRD's active case files at PHB (2),
1425 New York Ave (4), and the Denver Field Office (4);

C.2.6.2 Managing two ENRD off-site warehouses where inactive and closed
files will be stored and processed; one in Forestville, Maryland and
another in the Custom House, in Denver, Colorado.

C.2.6.3 Maintaining litigation case files in accordance with the records
management procedures and standards prescribed by the Department of
Justice and the National Archives and Records Administration.

C.2.6.4 Retrieving and delivering files to DOJ personnel upon request.

C.2.6.5 Tracking official case files on the automated records management
system provided by the Government

C.2.6.6 Archiving closed case files in coordination with the
Government's Records Management staff.

C.2.6.7 Coordinating transportation of files between Government sites
and the Federal Record Center.

**C.2.7 Task Six - Scanning Services **- The Contractor may be asked to
provide staff and/or equipment to operate high volume scanning centers
for Government clients. There are no specific plans to open Scanning
Centers at contract award but both TAX and ENRD are possibly interested
in implementing this service sometime during the contract. Specific
service parameters will be provided at the time work is requested.

**C.2.8** **Service Integration**

C.2.8.1 The purpose of having such diverse tasks under one contract is
to facilitate coordination and integration of the various administrative
services through centralized facilities and management. Contractor staff
working on this project shall be cross-trained and capable of working in
any of the six service areas.

C.2.8.2 The Contractor shall ensure that each of the tasks performed
under this contract are integrated such that Government employees can
ask for multiple tasks to be completed under one service request form.
For example, with a single request a Legal Support Assistant should be
able to ask the Contractor to bring a specific set of documents from a
file room, make 50 copies of the documents and have each set of copies
mailed/delivered to 50 different destinations per an addressee list
provided by the requestor.

C.2.8.3 The Contractor shall track all phases of a request, be able to
provide the requestor and/or COTR with the status if asked, and notify
the requestor when the work has been totally completed.

**C.3 [PROFESSIONAL STANDARDS]{.underline}**

C.3.1 **Hours of Operation and Staffing**

C.3.1.1 The hours of operation for the individual ENRD facilities vary
depending on the needs of the group being served. The current operating
schedules are as follows:

[ PHB Copy Center 8:00 am - 10:00 pm]{.underline}

[ PHB Mail/Fax Center 8:30 am - 6:30 pm]{.underline}

[1425NY Copy/Fax Center 8:00 am - 8:00 pm]{.underline}

[ Denver Copy Center 8:00 am - 5:00 pm]{.underline}

[Washington D.C. File Rooms 9:00 am - 6:00 pm]{.underline}

[ Denver File Rooms 8:00 am - 5:00 pm]{.underline}

[ PHB Supply Center 9:00 am - 6:00 pm]{.underline}

[Facilities are open Monday through Friday. Service areas are busiest
between the hours of 10:00 a.m. to 6:00 p.m. ]{.underline}

[C.3.1.2 The hours of operation for the individual TAX facilities are
listed below:]{.underline}

[ JCB - LSSC 8:00 am - 8:00 pm]{.underline}

[ PHB - LSSC 8:00 am - 8:00 pm]{.underline}

[Facilities are open Monday through Friday.]{.underline}

[C.3.1.3 No work shall be performed by the Contractor in Government
facilities on Thanksgiving Day, Christmas Day, or New Year's
Day.]{.underline}

[C.3.1.4 The Contractor shall, when requested, provide staff on all
other Federal holidays (see Section F.5). The COTRs will attempt to
provide the Contractor with as much advance notice as possible when
holiday work is required.]{.underline}

[C.3.1.5 The Contractor shall ensure continuous and adequate coverage
during all hours of operation. Adequate coverage is defined as the
staffing needed to perform all reasonably expected work within the
service standards established in Section J, Attachment 3 and adherence
to the adequate work force outlined in Section C.11.1. ]{.underline}

[C.3.1.6. The Contractor shall immediately report to the COTR any time
the number of employees deviates from the agreed upon staffing levels
and expeditiously provide qualified, trained backups to replace any
absent employees. ]{.underline}

[C.3.1.7 At contract award, the Government and the Contractor will agree
to an initial ]{.underline}*[staffing plan]{.underline}*[ and schedule.
Staffing levels and work schedules will then be re-evaluated as needed
over the life of the contract based workload statistics.]{.underline}

[C.3.1.8 The Contractor shall report workload statistics to each COTR at
the end of the month as required in Section F of the
Solicitation/contract or whenever information is requested.
]{.underline}

[C.3.1.9 Should an exceptionally heavy volume of work be requested on a
given day, the Contractor shall notify the COTR of the need for
additional nonExempt staff, and, upon the COTR's verbal approval,
arrange for the hourly priced ]{.underline}*[supplemental support
services]{.underline}*[ needed to complete all tasks for that day.
]{.underline}

[C.3.1.9.1 No billable supplemental services shall be employed or billed
without prior approval by the COTR or his/her designee.]{.underline}

[C.3.1.9.2 Supplemental service charges for nonExempt employees shall be
billed as a separate item on the monthly invoice (see Section
B).]{.underline}

[C.3.1.9.3 Supplemental services needed due to poor planning or
inefficient management by the Contractor will be paid for by the
Contractor (see Section F of the
solicitation/contract/contract).]{.underline}

[C.3.1.9.4 Supplemental services do not apply to the Contractor's
Project Mangers and General Supervisors, who are priced separately under
this contract to include their services as needed at all times.
]{.underline}

[C.3.1.10 Due to the time sensitive nature of the work, Government
employees may require around-the-clock access to Copy Centers, Mail/Fax
Centers and File Rooms (see Section C.3.3 below). ]{.underline}

**[C.3.2]{.underline}**[ ]{.underline}**[Operations ]{.underline}[
]{.underline}**

[C.3.2.1 The contractor staff must at all times present a professional
appearance and demeanor. The service facilities, which are public areas,
shall be kept clean and organized at all times.]{.underline}

[C.3.2.2 When Government employees come to the customer service windows
to request assistance, the Contractor shall greet them politely and help
in a timely manner.]{.underline}

[C.3.2.3 Food and/or drinks may only be kept at the contractor staff's
work station/desk or designated break area (contractor staff are
permitted to use the various kitchen/vending facilities located within
each of the buildings). No food and/or drink may be kept near any of the
machines or Government documents. ]{.underline}

[C.3.2.4 Radios/CD Players may not be used within the service areas
during normal business hours.]{.underline}

[C.3.2.5 To ensure the efficient flow and tracking of materials in and
out of the service facilities, work areas shall be organized in such a
way as to ensure the safety and integrity of the materials being
processed. ]{.underline}

[C.3.2.5.1 The Contractor shall establish specified staging/holding
points within each work area for work received, work in progress, work
to be reviewed, and work to be delivered. ]{.underline}

[C.3.2.5.2 At the close of business each day, contractor employees will
organize and label all work in progress in such a way that the office is
presentable and substitute employees can easily continue the work the
following day, if necessary. ]{.underline}

[C.3.2.6 The contractor staff must always be helpful and courteous to
the Government employees who use the facilities, but they must also
uphold specified operating procedures. Should Government employees ask
the Contractor to deviate from established procedures, the Contractor
will politely explain the existing procedures and/or refer the
Government employees to the contractor supervisor, contract project
manager, or the COTR. In all such instances, the COTR will make the
final judgment on appropriate operating procedures for the facility.
]{.underline}

[C.3.2.7 Contractor employees shall not deviate from standard operating
procedures without specific COTR authorization to do so. Failure to
follow those procedures will be cause for removal from the contract.
]{.underline}

**[C.3.3]{.underline}[ ]{.underline}[Government Access to Service
Areas]{.underline}**

[C.3.3.1 Copy Centers]{.underline}

[C.3.3.1.1 ]{.underline}***[ENRD]{.underline}***[ - During normal
business hours, internal access to all Copy Centers will be limited to
the contractor staff, and the COTR or her designee. Access will be
provided to other Government personnel via the walk-up service windows.
]{.underline}

[C.3.3.1.1.1 When contractor employees are not on duty, attorneys and
support staff will have internal access to ENRD Copy Centers and be
allowed to use the smaller, less sophisticated pieces of copy equipment.
A list of equipment that may be used after-hours by ENRD personnel will
be provided to the Contractor at the beginning of the
contract.]{.underline}

[C.3.3.1.1.2 The Contractor shall immediately notify the ENRD COTR if
it's discovered that machines used by Government personnel after-hours
have been damaged, or if work areas have not been left in good order.
]{.underline}

[C.3.3.1.2]{.underline}***[ TAX ]{.underline}***[does not allow its
personnel after-hours access to its Copy Centers.]{.underline}

[C.3.3.2 Supply Center (ENRD only) - The PHB Supply Center is a secured
facility. Internal access during normal work hours will be limited to
the contractor staff, and the COTR or her designee. Doors to the Supply
Center shall remain locked at all times with access for ENRD personnel
via the walk-up service windows. No after-hours access is allowed to the
Supply Center.]{.underline}

[C.3.3.3 File and Mail/Fax Facilities]{.underline}

[C.3.3.3.1 ]{.underline}***[ENRD]{.underline}***[ - Government employees
shall have 24 hour access to all active File Rooms and the Mail/Fax
Centers. ]{.underline}

[C.3.3.3.1.1 Government employees will be required to sign out any files
or faxes removed from these facilities in logs provided by the
Contractor.]{.underline}

[C.3.3.3.1.2 The Contractor shall ensure that the appropriate logs are
readily available when they depart the facility each
evening.]{.underline}

[C.3.3.3.1.3 The Contractor shall review the logs each morning and, in
the case of the records management log, update the electronic Records
Management System (RMS) to record any files signed out the night before
(see Section C.8.8).]{.underline}

[C.3.3.3.1.4 Government employees will not be allowed after hours access
to off-site file warehouses.]{.underline}

[C.3.3.3.2 ]{.underline}***[TAX]{.underline}***[ - Tax Division does not
allow after hours access to their Fax Centers in the LSSCs.]{.underline}

**[C.3.4]{.underline}[ ]{.underline}[Safeguarding Government
Materials]{.underline}**

[C.3.4.1 All supplies, equipment, and documents provided by the
Government for pick-up, delivery or reproduction under the terms of this
contract are the property of the Government. Except as necessary in the
performance of services associated with this contract, contractor
personnel shall not remove any such property from the place of contract
performance nor shall they share, reveal, divulge, or publicize any
matters dealt with under this contract. ]{.underline}

[C.3.4.2 At all times, contractor personnel shall take appropriate
measures to safeguard all Government mail, documents and property
against damage, loss, and/or theft. The Contractor shall immediately
notify the COTR if any Government mail, documents, or property are found
to be damaged, lost or stolen. See Section C.4.2 for specific safeguards
related to handling and delivering Government mail.]{.underline}

[C.3.4.3 The documents that the Contractor will handle have immediate
value for Government attorneys and often have continuing reference value
and historical significance after a case has closed. As such, they
embody an invaluable and irreplaceable resource for the Government. The
Contractor must handle all documents with appropriate care and respect
for their preservation. Anyone who should willfully and unlawfully
conceal, remove, mutilate, obliterate, falsify, or destroy a government
record, or whoever should attempt to do so, may be subject to a fine of
up to \$2,000 and imprisonment for up to 3 years (18 U.S.C. § 2071).
]{.underline}

[C.3.4.4 The Contractor shall inform its officers and employees of the
penalties for improper disclosure (of any system data) imposed by the
Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a(I)(1),
which is made applicable to contractors by 5 U.S.C. 552a(m)(1), provides
that any officer or employee of a contractor who, by virtue of his/her
employment or official position, has possession of or access to agency
records which contain individually identifiable information, the
disclosure of which is prohibited by the Privacy Act or regulations
established thereunder, and who knowing that disclosure of the specific
material is prohibited, wilfully discloses the material in any manner to
any person or agency not entitled to receive it, shall be guilty of a
misdemeanor and fined not more than \$5,000.]{.underline}

[C.3.4.5 In addition, the following penalties apply for the unauthorized
browsing and/or disclosure of taxpayer return information as defined in
26 U.S.C. Sec. 6103. Unauthorized browsing or inspection of Federal Tax
information may be a violation of 26 U.S.C. Sec. 7213(A) and may carry a
penalty of \$1,000 fine and/or 1 year imprisonment; disclosure of
Federal Tax information may be a violation of 26 U.S.C. Sec. 7213 and
may carry a penalty of up to \$5,000 fine and up to 5 year imprisonment,
and/or may result in further liability for civil damages pursuant to 26
U.S.C. Sec. 7431. ]{.underline}

**[C.4 ]{.underline}[MAIL AND MESSENGER SERVICES]{.underline}[ (TASK
1)]{.underline}**

**[C.4.1]{.underline}**[ ]{.underline}**[Overview]{.underline}**

[C.4.1.1 Currently mail services are being provided only for ENRD in
Washington, D.C. Under this contract, mail services will be expanded to
include ENRD's Denver Field Office. The Government reserves the right to
expand the services to other sites or organizations as needed over the
life to the contract. The Contractor shall be notified in writing of any
expansion in service 30 days prior to the service change.]{.underline}

[C.4.1.2 The Contractor shall provide five services for ENRD under this
task:]{.underline}

• Inter-building mail delivery (Washington, D.C. only)

• [Intra-building mail delivery (Washington, D.C. and
Denver)]{.underline}

• [Mail classification/sorting (Washington, D.C. and
Denver)]{.underline}

• [Mail scanning (Washington, D.C. only)]{.underline}

• [Special Messenger/Dedicated Courier service (Washington, D.C. and
Denver)]{.underline}

[C.4.1.3 The goal of the mail/messenger services is to provide
expedient, accurate, and safe delivery of time sensitive documents and
packages among the offices of the Division, its client organizations,
the Courts, and other specified destinations. ]{.underline}

[C.4.1.4 In Washington D.C., ENRD mail services will be headquartered in
the Mail/Fax Center located in Room 2121 of PHB with a substation in
room 13073 at 1425NY. The Contractor shall provide mail service between
8:00 am and 7:00 pm. ]{.underline}

[C.4.1.4.1 Two mail couriers with vehicles will provide regularly
scheduled inter-building mail delivery between the Division\'s three
Washington, D.C. locations, the U.S. District, Claims and Appeals
Courts, five client agencies and other select locations.]{.underline}

[C.4.1.4.2 Separate contractor staff will provide intra-building mail
distribution on an hourly schedule at both PHB and 1425NY, as well as
perform all mail classification, and mail scanning. ]{.underline}

[C.4.1.4.3 For pick-up and delivery of mail/packages that cannot be
accommodated within the routes and/or time schedules of the regularly
scheduled inter-building mail runs, the Contractor shall provide an
on-call special messenger service. ]{.underline}

[C.4.1.4.4 The Contractor shall also provide a dedicated van and courier
to handle ad hoc deliveries and errands for the Division, such as the
pickup of files from the Federal Record Center.]{.underline}

[C.4.1.5 In the Denver Field Office, mail services will be headquartered
in the 9]{.underline}^[th]{.underline}^[ floor reception
area.]{.underline}

[C.4.1.5.1 Distribution of incoming mail to Field Office staff will be
occur once each day beginning at 9:00 am. ]{.underline}

[C.4.1.5.2 In the late afternoon, the Contractor shall assist with the
collection and processing of outgoing U.S. Postal Service and express
mail.]{.underline}

[C.4.1.5.3 The Contractor shall provide a courier with a van for pick-up
and delivery of packages to client agencies, transportation of official
case files to designated storage facilities, and special errands as
needed.]{.underline}

[C.4.1.5.4 In addition to the assigned mail duties, the Denver mail
clerk shall assist in the document scanning lab.]{.underline}

[C.4.1.6 Services within this section are both critical and
non-critical. ]{.underline}

**[C.4.2]{.underline}[ ]{.underline}[Security Procedures Related to Mail
Handling and Delivery]{.underline}**

[C.4.2.1 The events of September 11]{.underline}^[th]{.underline}^[ and
the subsequent anthrax scare in October 2001 have significantly
increased the need for diligence when handling, transporting, and
distributing Government mail. Contractor personnel are responsible for
the security of mail in their possession and must do everything possible
to prevent unauthorized access, tampering or destruction of the
mail.]{.underline}

[C.4.2.2 The Contractor shall ensure that Government mail is never left
unattended in public areas where it might be tampered with or stolen.
Mail bins may not be left unattended in the public portion of the U.S.
Post office, on public streets during loading and unloading, or at
building loading docks. ]{.underline}

[C.4.2.3 Prior to making deliveries, couriers must always lock and
secure their vehicles. Upon returning to the vehicle, couriers should
check for any signs of tampering to the truck or the truck's
contents.]{.underline}

[C.4.2.4 The Contractor shall never accept, or agree to deliver, items
handed to them on the street by unknown individuals.]{.underline}

[C.4.2.5 Mail couriers should wear non-latex rubber gloves provided by
the COTR when removing mail from the Post Office boxes and when sorting
mail in the various mail rooms. Protective facial masks will also be
made available to the Contractor should they wish to use
them.]{.underline}

[C.4.2.6 While not currently part of the standard operating procedures
for processing mail, the Contractor may be called upon in the future to
use products and/or equipment supplied by the Government to test the
mail and/or post office boxes for contaminants.]{.underline}

[C.4.2.7 All mail picked up from the Division's post office boxes must
be taken to the Department's central mail room in MAIN Room B208 and
x-rayed prior to delivering it to the designated recipient. This
facility is operated by the Justice Management Division (JMD) and their
personnel will conduct the x-raying while the courier
waits.]{.underline}

[C.4.2.8 The Contractor shall ensure that all employees working in
Government mail rooms are familiar with the criteria used to evaluate
and identify packages as being "suspicious" as well as the emergency
procedures to be used when a suspicious package has been identified (see
Section J, Attachment 7).]{.underline}

**[C.4.3]{.underline}**[ ]{.underline}**[Volume of Mail]{.underline}**

[C.4.3.1 Incoming Mail Volume - Washington, D.C.: ENRD receives U.S.
Postal Service (USPS) mail via ten Post Office boxes at Ben Franklin
Station and four Post Office boxes at L'Enfant Plaza Station. In
addition, the Division receives USPS mail and inter-office mail via the
JMD mail facility in the basement of the MAIN Building, Room
B208.]{.underline}

[C.4.3.1.1 ]{.underline}**[Post Office Boxes]{.underline}**[ - The
Contractor shall pick up USPS mail from the Post Office boxes once in
the morning and once in the afternoon. The volume of mail picked-up from
the post office boxes will vary throughout the week but will average
approximately 600 pieces of mail per day. Mail volume will be highest on
Mondays and Fridays.]{.underline}

[C.4.3.1.1.1 On Mondays and Fridays, the Contractor will pick-up an
average of 10 bins of mail during each of the two post office box runs
(average of 1,000 pieces of mail).]{.underline}

[C.4.3.1.1.2 Tuesday through Thursday, the volume of mail picked up from
the post office boxes during each run may be as little as 3 bins total
(approximately 300 pieces of mail).]{.underline}

[C.4.3.1.2 ]{.underline}**[JMD Mail Facility]{.underline}**[ - The
Contractor shall pick up USPS and inter-office mail from the JMD mail
facility 7 times per day. While the volume of mail will vary throughout
the week, it will be heaviest on Mondays.]{.underline}

[C.4.3.1.3 The Contractor is responsible for taking outgoing express
mail to a designated pickup point. The Contractor will
]{.underline}**[not]{.underline}**[ be responsible for the receipt of
incoming Federal Express or UPS packages. In Washington, D.C., express
mail is delivered directly to recipients by the express companies.
]{.underline}

[C.4.3.2 Incoming Mail Volume - Denver: The Field Office receives a
single delivery of USPS mail each morning averaging approximately 60
pieces of mail. In Denver, the Contractor will be responsible for the
distribution of incoming express mail. On average the Field Office
receives approximately 16 express packages per day which range in size
from business envelopes to large boxes. ]{.underline}

[C.4.3.3 Outgoing Mail Volume - Washington, D.C. and Denver: The volume
of mail picked-up and delivered to other DOJ buildings, other Government
agencies, the Courts or the U.S. Postal Service will vary greatly
depending on the litigation activities occurring within the
Division.]{.underline}

[C.4.3.3.1 Generally, the outgoing mail volume will be minimal on Monday
(i.e. a few pieces of mail from each Section during each run that will
fill less than half of one bin) and increase daily throughout the week
with the heaviest mail volume on Fridays (up to 10 bins). Outgoing mail
generally includes business size and interoffice envelopes but
periodically will include multiple boxes as well.]{.underline}

[C.4.3.3.2 In Washington, D.C., outgoing mail is picked up from
designated spots within each building throughout the day by the
inter-building mail couriers.]{.underline}

[C.4.3.3.3 In Denver, outgoing mail is picked up from designated spots
within the Field Office beginning at 4:30 pm and taken to the Postal
Service substation on the second floor of the building in time to make
the last USPS pickup at 5:15 pm.]{.underline}

[C.4.3.4 Mass mailings - Washington, D.C. and Denver: Litigation
schedules routinely require mass mailings be sent out by all Sections. A
mass mailing is defined as the shipment of a common set of documents to
a specific list of recipients. A single envelope is sent to each
recipient and the number of recipients can range from twenty (20) to one
thousand (1,000).]{.underline}

[C.4.3.4.1 The Contractor may be called upon to help stuff the envelopes
for the mass mailing, affix the postage, and transport the mail to a
postal facility. ]{.underline}

[C.4.3.4.2 While the Government will attempt to alert the Contractor in
advance of mass mailings, this will not always be possible and the
Contractor needs to be prepared for this contingency.]{.underline}

[C.4.4 ]{.underline}**[Mail Delivery - General Parameters]{.underline}**

[C.4.4.1 On a daily basis, the Contractor shall provide scheduled
pick-up and delivery of official Government mail and related materials
in accordance with the schedule published in Section J, Attachment 4. A
map of the pick-up/delivery locations is also provided in Section J,
Attachment 8. ]{.underline}

[C.4.4.2 Departure times and procedures for regularly-scheduled runs and
in-house mail pick-ups and deliveries are set by the Government and must
be followed precisely unless otherwise instructed by the COTR. It is the
Contractor's responsibility to ensure that all mail/messengers are aware
of the schedule and perform their duties according to the latest
procedures and time schedules.]{.underline}

[C.4.4.2.1 Unless otherwise instructed by the COTR or the COTR\'s staff,
runs must begin no later than 15 minutes after the scheduled
time.]{.underline}

[C.4.4.2.2 The run may not begin before the scheduled time, and, during
the run, the messenger may not depart from a required pick-up/delivery
point before the scheduled time.]{.underline}

[C.4.4.2.3 All required pick-up/delivery stops must be covered in each
of the scheduled runs. ]{.underline}

[C.4.4.2.4 The run must be completed within the specified time period
unless unusually heavy volume or other unforeseen circumstances (i.e.,
traffic grid-lock, broken elevators, etc.) result in delays. Such
circumstances are subject to verification by the COTR and must be
reported to the COTR immediately in order to release the Contractor from
the time limit requirements for that particular run.]{.underline}

[C.4.4.3 Inter-building mail delivery to the designated facility must
occur within three (3) hours of the receipt of the mail by the
Contractor.]{.underline}

[C.4.4.4 Intra-building mail delivery shall be completed within two (2)
hours of receipt at PHB, 1425NY and the Denver Field Office mail
centers.]{.underline}

[C.4.4.5 Regularly-scheduled runs may not be combined with other ENRD
runs or runs made by the Contractor for other Government clients not
related to this contract unless authorized by the COTR. ]{.underline}

[C.4.4.6 The Government reserves the right to make changes in the mail
delivery schedules and locations as needed over the life of the
contract. The Contractor will be notified in writing of such changes at
least 24 hours prior to the changes taking effect. ]{.underline}

[C.4.4.7 The Contractor shall ensure that pick-up/delivery requests are
handled in accordance with all written and verbal instructions received
from the COTR.]{.underline}

[C.4.4.8 From time to time, the Contractor may be asked to follow
specific, unique instructions for a particular pick-up/delivery. These
instructions will normally be provided by the requestor and will usually
appear in writing on the envelope. Should these special instructions
exceed the Contractor\'s available resources or conflict with the
Contractor\'s responsibilities as stated under the contract, the
Contractor will notify the COTR or her designee immediately. The COTR
will work with the Contractor and the requestor to determine the best
way to successfully complete the pick-up/delivery.]{.underline}

[C.4.5 ]{.underline}**[Inter-Building Mail Delivery]{.underline}**

[C.4.5.1 Under this contract,, the Contractor shall provide
inter-building mail delivery only for ENRD's Washington, D.C.
offices.]{.underline}

[C.4.5.2 The first inter-building mail run of the day begins with the
courier picking up incoming USPS mail from post office boxes at two
downtown Post Offices (see current mail schedule in Section J,
Attachment 4):]{.underline}

[C.4.5.2.1 ]{.underline}**[L\'Enfant Plaza Post Office]{.underline}**[
is at 458 L'Enfant Plaza, located at 7th and D Streets, SW, on the south
end of the Promenade Level of the L'Enfant Plaza Mall. Parking is
allowed in the loading dock on Frontage Avenue and access to the
building is made through the service entrance and elevator. The post
office boxes are in Room 437. The Contractor shall pick-up mail from the
following post office boxes for the offices indicated:]{.underline}

[ PO Box \# 23795 Appellate Section]{.underline}

[ PO Box \# 23985 Environmental Crimes Section]{.underline}

[ PO Box \# 23986 Environmental Defense Section]{.underline}

[ PO Box \# 44378 Indian Resources Section]{.underline}

[C.4.5.2.2 ]{.underline}**[Ben Franklin Station Post
Office]{.underline}**[ is at 1200 Pennsylvania Avenue in the Ariel Rios
Building. The Post Office is located on the first floor of this
building. Parking is allowed at the rear loading dock if space is
available. The Contractor shall pick-up mail from the following post
office boxes for the offices indicated:]{.underline}

[ PO Box \# 367 Executive Office/Human Resources]{.underline}

[PO Box \# 561 Land Acquisition Section]{.underline}

[ PO Box \# 663 General Litigation Section]{.underline}

[ PO Box \# 685 Executive Office/Litigation Support and Expert Witness
Unit]{.underline}

[ PO Box \# 4390 Policy, Legislation and Special Litigation]{.underline}

[ PO Box \# 7369 Wildlife and Marine Resource Section ]{.underline}

[ PO Box \# 7397 Special Litigation Section ]{.underline}

[ PO Box \# 7415 General Division Mail/Front Office]{.underline}

[ PO Box \# 7611 Environmental Enforcement Section]{.underline}

[ PO Box \# 7754 Executive Office/General]{.underline}

[C.4.5.2.3 The mail/messenger shall ensure that all mail is completely
removed from each post office box during each run. As the mail is
removed from the post office box, a rubber band will be placed around
the bundle to ensure that mail for a given office remains together and
is not mixed with mail from other offices. This will expedite later mail
sorting. The rubber-banded stacks are then placed in the mail bins
supplied by the U.S. Post Office.]{.underline}

[C.4.5.2.4 Prior to leaving the postal facility, the Contractor shall
ensure that all mail has been cleared from the surrounding work area.
Government mail must never be left in public areas
unattended.]{.underline}

[C.4.5.3 As indicated in Section C.4.2.7 above, mail collected from the
U.S. Post Office boxes must be taken directly to the Justice Management
Division (JMD) mail room in Room B208 in the MAIN Building to be x-rayed
by the JMD staff prior to distribution to ENRD personnel. Depending on
the volume of mail, x-raying will take between 5 - 15
minutes.]{.underline}

[C.4.5.3.1 The inter-building mail messenger will be allowed to park
temporarily in the MAIN Building parking garage while making deliveries.
Access to the garage should be made via the entrance located on 10th
Street. The courier shall park only in one of the two designated spaces
in the loading dock area. If both designated spaces in the loading dock
area are occupied, the courier must park on the street at 9th &
Pennsylvania Ave (in the 20 minute parking spaces). If parked at 9th and
Pennsylvania Ave, the courier will need to enter the building via the
Pennsylvania Avenue center entrance.]{.underline}

[C.4.5.3.2 When entering the facility, the courier will be required to
stop at a guard station where he/she must present their approved DOJ
identification badge to the guards on duty (ID badges will be provided
to the Contractor prior to the first day of work). No access will be
provided without a DOJ Identification badge. If there is more than one
person in the delivery van, each person present must provide the proper
identification to the guards. The courier must also allow a search of
the vehicle and packages each time he/she enters the building.
]{.underline}

[C.4.5.4 While at the JMD mail facility, the courier shall pick up any
incoming USPS mail that was delivered to the Division's mail room. Mail
collected from JMD is not pre-sorted and generally should be brought to
the PHB Mail/Fax Center to be sorted by building and Section before
being delivered within ENRD. The only exception is mail for DOJ
management offices located within the MAIN building.]{.underline}

[C.4.5.4.1 After the mail has been x-rayed, the inter-building courier
will separate out any mail addressed to the Office of the Assistant
Attorney General (OAAG), the Office of Legislative Affairs (OLA), the
Office of the Executive Secretariat (OES), and the Office of the
Solicitor General (OSG) and deliver the mail. ]{.underline}

[C.4.5.4.2 Mail for the ]{.underline}**[OAAG]{.underline}**[ is
delivered to two locations: Mail for the AAG is delivered to the
secretary in Room 2143. Mail for the Deputy Assistant Attorneys General
(DAAG) and Special Assistants should be delivered to the secretary in
Room 2609. Outgoing mail is picked up at the same time from these same
rooms. ]{.underline}

[C.4.5.4.3 Mail for the ]{.underline}**[OES]{.underline}**[ is delivered
to Room 4400. Mail from the OES is generally directed to
PLSL.]{.underline}

[C.4.5.4.4 Mail for OSG is delivered to Room 5256. Mail from the OSG is
generally directed to PLSL. ]{.underline}

[C.4.5.5 After incoming USPS mail has been x-rayed and delivered within
the MAIN Building, the remaining mail shall be brought to the PHB
Mail/Fax Center for sorting and delivery to the locations described
below in accordance with the published delivery schedule:]{.underline}

[C.4.5.5.1 ]{.underline}**[1425 New York Avenue/Environmental
Enforcement Section (EES) ]{.underline}**[- All incoming mail for EES is
delivered to a single stop in Room No. 13068 on the
13]{.underline}^[th]{.underline}^[ floor of the building. Outgoing mail
is picked up from the same location. The messenger is not allowed to use
the loading dock and must find parking on the street. ]{.underline}

[C.4.5.5.2 ]{.underline}**[601 D St (Patrick Henry Building)
]{.underline}**[- All incoming mail is brought to the PHB Mail/Fax
Center in room 2121 where it is sorted and delivered by the
intra-building mail staff. The inter-building courier may park at the
loading dock in the back of the building while making deliveries. The
following organizations are located within PHB:]{.underline}

[ ]{.underline}**[2]{.underline}^[nd]{.underline}^[
Floor]{.underline}**[ ENRD Executive Office (EO)]{.underline}

[ Environmental Crimes Section (ECS)]{.underline}

[ ]{.underline}**[3]{.underline}^[rd]{.underline}^[
Floor]{.underline}**[ General Litigation Section (GLS)]{.underline}

[ Indian Resources Section (IRS)]{.underline}

[ Land Acquisition Section (LAS)]{.underline}

[Special Litigation Section (SLS)]{.underline}

[ Wildlife and Marine Resources Section (WLS)]{.underline}

**[8]{.underline}^[th]{.underline}^[ Floor]{.underline}**[ Appellate
Section (APS)]{.underline}

[Environmental Defense Section (EDS)]{.underline}

[Policy and Special Litigation Section (PLSL)]{.underline}

[C.4.5.5.3 ]{.underline}**[Justice Management Division (National Place
Building, 1331 Pennsylvania Ave., NW)]{.underline}**[ - The
inter-building couriers shall make daily stops at the 11th floor
Reception Desk of the JMD Personnel Division and to the JMD Procurement
Services Staff in Room 1000. The courier is not allowed to use the
loading dock and will have to find parking on the street. Entrance to
the building is on F Street between 13th and 14th. Mail picked up from
the JMD Personnel Division will primarily be directed to the Human
Resources Unit of the Executive Office. Mail from Procurement Services
will be directed to other organizations within the Executive Office. The
Contractor shall drop off mail picked up from the Executive Office staff
in PHB and pick-up mail to be returned to PHB in the next regularly
scheduled run. ]{.underline}

[C.4.5.5.4 ]{.underline}**[Office of Legal Counsel (OLC) -
]{.underline}**[Once each week the inter-building mail couriers shall
pick up signed EES consent decrees from OLC and deliver them to the
reception desk at the Federal Register. The Federal Register office is
located at 800 South Capitol Street, Suite 700.]{.underline}

[C.4.5.5.5 ]{.underline}**[ Client Agencies]{.underline}**[ -- The
inter-building mail couriers shall make regularly-scheduled pick-ups and
deliveries to the client agencies listed below. Mail picked up from the
client agencies should be brought back to the PHB Mail/Fax Center for
sorting and then delivered to the appropriate DOJ office during the next
regularly scheduled mail run. ]{.underline}

  ----------------------------------------------- ----------------------------------------------------------------------------------------------------
  **[AGENCY]{.underline}**                        **[DELIVERY LOCATION]{.underline}**
                                                  
  [Environmental Protection Agency]{.underline}   [Ariel Rios Building - 1200 Pennsylvania Ave., Room 3142]{.underline}
  [Army Corp of Engineers]{.underline}            [20 Massachusetts Ave., NW, Room 8219C]{.underline}
  [Dept. of Agriculture]{.underline}              [14]{.underline}^[th]{.underline}^[ and Independence Ave., SW, Room 2033]{.underline}
  [Dept. of Energy]{.underline}                   [1000 Independence Ave., SW, Room 6H045]{.underline}
                                                  
  [Dept. of Interior]{.underline}                 [18]{.underline}^[th]{.underline}^[ and C St., NW, Office of the Solicitor, Room 7040]{.underline}
                                                  
  ----------------------------------------------- ----------------------------------------------------------------------------------------------------

[C.4.5.5.6 ]{.underline}**[Claims Court and Appeals Court, Federal
Circuit ]{.underline}**[(717 Madison Place, NW) Deliveries to the Claims
Court can be made to the Clerk's Office, Room 103, between 8:45 a.m. and
5:15 p.m. Deliveries to the Appeals Court can be made to the Clerk's
Office, Room 401, during the same hours. After-hours delivery for both
courts can be made in the drop-boxes located on the H Street side of the
building. There is a box for each court and they are locked at
midnight.]{.underline}

[C.4.5.5.7 ]{.underline}**[U.S. District Court for the District of
Columbia and Court of Appeals for the District of
Columbia]{.underline}**[ (333 Constitution Ave., NW) Deliveries to the
District Court can be made to the Clerk's Office, Room 1834, between
9:00 a.m. and 4:00 p.m. Deliveries to the Court of Appeals can be made
to the Clerk's Office, Room 5423, during the same hours. After-hours
deliveries for both courts can be made to the 24-hour drop-box located
inside the courthouse in Room 1825A. A guard is on duty to permit
after-hours access. ]{.underline}

[C.4.5.6 Inter-building mail delivery to the designated facility must
occur within three (3) hours of the receipt of the mail by the
Contractor. All mail picked up by the inter-building mail courier must
be delivered by the end of the business day. Under no circumstances
should mail be left in the delivery trucks over night.]{.underline}

[C.4.5.7 Inter-building mail delivery is considered a
]{.underline}**[critical task]{.underline}**[ and the Contractor shall
perform all runs with 99% accuracy. Contractor performance of the
regularly-scheduled inter-building mail runs is subject to periodic
monitoring of the pick-up/delivery times at each location included on
the run, by random sampling of the incoming/outgoing boxes and/or by
personal observations of the COTR and ENRD staff.]{.underline}

**[C.4.6]{.underline}[ ]{.underline}[Intra-Building Mail
Delivery]{.underline}**

[C.4.6.1 Under this contract,, the Contractor shall provide
intra-building mail delivery for ENRD's offices in Washington, D.C. and
Denver.]{.underline}

[C.4.6.2 The goal of the intra-building mail service is to provide
efficient, timely transportation of mail, faxes, supplies, files, and
copy jobs between the various service facilities and the Government
employees within a given building. ]{.underline}

[C.4.6.3 The Contractor shall provide staff to perform intra-building
mail delivery at PHB, 1425NY Ave. and the Denver Field Office.
Intra-building mail staff will work out of the following
locations:]{.underline}

[ PHB - Mail/Fax Center Room 2121]{.underline}

[ 1425NY - Mail/Copy Center Room 13073]{.underline}

[ Denver Field Office - 9]{.underline}^[th]{.underline}^[ floor
reception area]{.underline}

[C.4.6.4 The Contractor and the Government will agree on a staffing plan
for intra-building deliveries prior to the performance start date for
this contract.]{.underline}

[C.4.6.5 Intra-building Mail Delivery - Washington, D.C.]{.underline}

[C.4.6.5.1 The Contractor shall make hourly delivery runs within PHB and
1425NY. The first run shall occur at 9:00 am and the last run shall
occur at 6:00 pm. ]{.underline}

[C.4.6.5.2 Prior to beginning each run, the contractor shall record
non-mail related deliveries (e.g, files, supplies, copy jobs) on the
Intra-Building Delivery Log indicating what is being delivered and to
whom. As each item is delivered, the recipient must be asked to sign the
log as proof of delivery. If the recipient is not available, another
ENRD employee within that area should be asked to sign for the delivery.
]{.underline}

[C.4.6.5.3 Intra-building mail runs should begin in the Mail/Fax Centers
with the messenger checking to see if there is incoming mail or faxes to
be delivered. During the run, messengers will also stop at the following
sites:]{.underline}

C File Rooms to check for files which may have been requested by
Division staff;

[C Section mail rooms to collect outgoing mail;]{.underline}

[C Supply Center for any supply requests ready for delivery;
and]{.underline}

[C Copy Centers for completed copy jobs ready for
delivery.]{.underline}

[C.4.6.5.4 As part of each run, the couriers will also check the
designated central collection points on each floor at 1425NY and PHB.
These central collection points are assigned areas where Division staff
will drop-off materials to be delivered to court, faxes to be sent, copy
jobs to be completed, and Federal Express packages to be taken to the
lobby for pickup. The Contractor will be given a list of central
collection points for each building at the beginning of the
contract.]{.underline}

[C.4.6.5.5 When making deliveries, intra-building couriers shall place
non-case related USPS and inter-office mail into the individual
recipient mailboxes located within each Section/Unit.]{.underline}

[C.4.6.5.6 Intra-building mail couriers shall deliver faxes, completed
copy jobs, supplies and case files directly to the designated
recipient's office. If the recipient is in the office and available, the
Contractor shall hand the item directly to the individual and ask them
to sign the delivery log. If the recipient is unavailable (e.g., out of
the office, on the phone), the intra-building mail courier shall give
the item to the person's Legal Support Assistant (LSA) for later
delivery and have the LSA sign the log.]{.underline}

[C.4.6.5.7 Outgoing mail collected during each intra-building mail run
shall be brought to the mail center, sorted by destination, and placed
in the appropriate outgoing mailbox for delivery by the inter-building
courier on the next regularly scheduled run. ]{.underline}

[C.4.6.5.8 The Government will provide the Contractor with mail metering
equipment for the Mail/Fax Centers and train the Contractor in its use.
This equipment will serve as back up for the postage equipment available
within the Sections. Generally, Division staff will affix their own
postage to outgoing mail but the Contractor should be prepared to assist
if asked. ]{.underline}

[C.4.6.5.9 Outgoing Federal Express mail picked up from the central
collection points on each floor shall be taken to the designated
drop-off point within each building. In PHB, Federal Express packages
should be taken to the room just off the guards station in the first
floor lobby. At 1425NY, Federal Express packages should be taken to the
drop off box in the 7]{.underline}^[th]{.underline}^[ floor elevator
lobby. On occasion, the volume of material to be taken to the Federal
Express drop-off points might be so large that the intra-building
couriers may need to make multiple runs. ]{.underline}

[C.4.6.6 Intra-building Mail Delivery - Denver ]{.underline}

[C.4.6.6.1 The Contractor shall provide an intra-building mail courier
to distribute incoming USPS mail, express mail, faxes, supplies and copy
jobs to the 50 employees of the Denver Field Office.]{.underline}

[C.4.6.6.2 The intra-building mail courier will pick up the incoming
USPS mail at 9:30 am from a central postal substation located on the
second floor of the Field Office in the West Mezzanine. This is the only
USPS mail delivery of the day. The courier shall place the mail in bins
provided by the Postal Service and bring it back to the
9]{.underline}^[th]{.underline}^[ floor reception area for sorting by
Section. The Contractor shall then deliver the mail to the appropriate
Litigation Support Assistant (LSA) within each Section. ]{.underline}

[C.4.6.6.3 When requested, the Contractor shall pickup and deliver
faxes, supplies, files and copy jobs. Faxes will be transmitted and
received within the 10]{.underline}^[th]{.underline}^[ floor Copy
Center.]{.underline}

[C.4.6.6.4 Federal Express will make their first delivery of the day to
the Field Office between 8:30 am - 9:30 am. A second delivery occurs at
noon if there are any late packages. The Contractor shall sign for the
packages when they are delivered and then immediately deliver them to
the designated recipient's office.]{.underline}

[C.4.6.6.5 The intra-building mail courier will also be responsible for
coordinating outgoing Federal Express mail shipments. By 4:00 pm, Field
Office staff will have notified the Contractor of their need to send out
a Federal Express package. If the amount of material to be picked up
exceeds five boxes, the Contractor shall contact Federal Express no
later than 4:30 pm to alert them about the number of boxes to be picked
up. The Contractor will then gather all of the items to be sent out and
have them ready for the Federal Express pick up at by 5:00
pm.]{.underline}

[C.4.6.7 Intra-building mail delivery shall be completed within two (2)
hours of the mail being received at PHB, 1425NY and the Denver Field
Office mail centers.]{.underline}

[C.4.6.8 Intra-building mail delivery is considered a
]{.underline}**[critical task]{.underline}**[ and the Contractor shall
perform all duties with 99% accuracy. Contractor performance of the
regularly-scheduled intra-building mail runs is subject to periodic
monitoring of the pick-up/delivery times at each location included on
the run, by random sampling of the incoming/outgoing boxes and/or by
personal observations of the COTR and ENRD staff.]{.underline}

**[C.4.7]{.underline}**[ ]{.underline}**[Mail
Classification/Sorting]{.underline}**

[C.4.7.1 Under this contract,, the Contractor shall provide mail sorting
services for ENRD's offices in Washington, D.C. and Denver.]{.underline}

[C.4.7.2 As indicated in Section C.4.5.2.3 above, mail retrieved from
the Division's post office boxes in Washington, D.C. will be pre-sorted
by office since each office has its own box. When post office box mail
arrives at the Mail/Fax Centers, the Contractor shall remove the
rubber-banded mail bundles from the bins and place the mail in the
appropriate Section box. ]{.underline}

[C.4.7.3 Mail picked up from the JMD mail facility in Washington, D.C.
is not pre-sorted. JMD provides the loose mail in large tubs or canvas
bags. This loose mail must be brought to the PHB Mail/Fax Center and
sorted by building, Section, and/or office by the contractor
staff.]{.underline}

[C.4.7.4 Mail picked up from the postal substation on the second floor
of the Denver Field Office building is also not pre-sorted and must be
organized by Section by the Contractor once it reaches the
9]{.underline}^[th]{.underline}^[ floor mail area. ]{.underline}

[C.4.7.5 Incorrectly Addressed Mail - As part of the sorting process,
the Contractor shall research all incompletely or incorrectly addressed
incoming mail for delivery to the correct ENRD employee and/or office.
The COTR will provide the Contractor with training at contract award as
well as access to the Division's Case Management System (which links
specific cases with specific ENRD employees), the computerized employee
directory, and the Division phone book. The Contractor will receive
updates and corrections to all these finding tools throughout the life
of the contract. All unidentifiable mail must be given to the COTR by
5:00 pm each day for further research. In Denver, unidentifiable mail
must be given the Field Office Administrative Officer]{.underline}

[.]{.underline}

[C.4.7.6 Certified Mail (Washington, D.C. only) - Each day, the Division
receives approximately 200 pieces of certified mail from the JMD mail
room, most of which is generically addressed to the AAG or ENRD. The
Contractor shall be responsible for researching incoming certified mail
and determining the proper recipient.]{.underline}

[C.4.7.6.1 When generically addressed certified mail is received in the
Mail/Fax Center, the Contractor shall open the mail and review the
contents to determine either the applicable case name or court number.
If either piece of information is available, the Contractor can identify
the appropriate Section/recipient to which the document(s) should be
rerouted by searching the Division's automated Case Management System
(CMS). ]{.underline}

[C.4.7.6.2 If neither piece of information can be found within the
documents, the Contractor shall look for a reference to a particular
statute (e.g. Clean Water Act, Clean Air Act) and cross reference the
statute with the litigating section having primary responsibility for
cases under that statute (see Section J, Attachment 9 for a cross
reference list). ]{.underline}

[C.4.7.6.3 Those documents for which the Contractor cannot determine the
appropriate place to reroute mail will be given to the COTR for further
research by 5:00 pm each day. ]{.underline}

[C.4.7.6.4 The Contractor shall receive training and guidance from the
COTR and/or her designee in determining how to identify and reroute
generically addressed certified mail as well as how to use
CMS.]{.underline}

[C.4.7.7 Mail Sorting and Classification in Preparation for Scanning
(Washington, D.C. only) - When the incoming mail has been sorted by
building and office, the intra-building mail staff shall then review
each grouping of mail in order to separate the case-related mail from
the non-case related mail. ]{.underline}

[C.4.7.7.1 Non-case related mail includes inter-office mail, newspapers,
magazines, books, brochures, invoices, expert witness materials, bank
statements, travel documents, and "junk" mail. Personal mail that is not
related to a specific lawsuit will be delivered by the intra-building
mail courier to the designated recipient's mailbox in the next regularly
scheduled mail run.]{.underline}

[C.4.7.7.2 Case-related mail includes U.S. Post Office mail, generically
addressed/certified mail received from JMD (i.e. mail addressed to the
AAG), Federal Express, UPS or other express shipments that refers to
specific litigation. Case-related mail will NOT be delivered to the
recipient in its paper format. Instead, it will be scanned by the mail
room staff and the resulting PDF files will be E-mailed to the
recipient. The paper document will then be forwarded to appropriate File
Room (See Section C.4.8 below on Mail Scanning for more
information).]{.underline}

[C.4.7.7.3 To determine whether or not mail is case-related, the
Contractor will be required to open each envelope and review the
contents. If the material is not case-related, the Contractor shall
return the item to its original envelope and put the envelope in the bin
of mail to be delivered on the next scheduled mail run. If the mail is
case-related, the Contractor shall time/date stamp the top, front, right
margin on the first page of the document to identify when it was
received and attach the envelope to the document with a paper clip. The
date stamped document and envelope shall then be placed in the bin of
mail to be scanned for that Section.]{.underline}

[C.4.7.7.3.1 The Contractor shall not place the time/date stamp over any
other data on the face of the document (e.g. court stamp,
marginalia).]{.underline}

[C.4.7.7.3.2 If a document package contains more than one document, the
Contractor shall time/date stamp each document in the package.
]{.underline}

[C.4.7.8 Researching, classifying and sorting mail is a
]{.underline}**[non-critical task]{.underline}**[ and must be completed
with 95% accuracy. The Contractor shall review, sort and deliver the
mail by close-of-business on the day it was received. The Contractor\'s
performance is subject to review by the COTR and her staff, through
periodic monitoring of the mail room, and by investigating complaints
from Division employees.]{.underline}

**[C.4.8]{.underline}**[ ]{.underline}**[Mail Scanning]{.underline}**

[C.4.8.1 Under this contract,, its anticipated that the Contractor will
provide mail scanning services only to ENRD's Washington D.C.
offices.]{.underline}

[C.4.8.2 ENRD's Executive Office is currently running a mail scanning
pilot project to evaluate whether scanning of case-related mail is a
viable option for the Division. Case-related mail addressed to attorneys
in the General Litigation Section (GLS) is being opened, prepped and
scanned twice daily by the existing contractor mail room staff with some
assistance from the COTR's staff. The resultant PDF images are then
being E-mailed to the attorneys and the paper documents are being
forwarded by the mail room to the appropriate File Room.]{.underline}

[C.4.8.3 The goals of mail scanning are to expedite mail delivery,
minimize employee exposure to potentially contaminated mail, prepare for
implementation of Electronic Court Filing (i.e., courts are now
requiring documents to filed electronically instead of in paper format),
reduce the costs and space needed for file storage, and free up Division
support staff time for higher level tasks than opening the
mail.]{.underline}

[C.4.8.4 Based on the pilot, ENRD anticipates that 65% of the Division's
incoming mail is case- related and will require scanning. For example,
GLS receives on average 43 pieces of mail per day. Of this volume, 28
pieces were found to be case related and scanned. If mail scanning was
done for the entire Division, the Contractor could anticipate having to
process 290 - 300 pieces of case-related mail per day.]{.underline}

[C.4.8.5 The exact procedures being used during the pilot project along
with the required logs are included in Section J, Attachment 10. Should
ENRD determine that mail scanning is an efficient means of delivering
incoming case-related mail, the Contractor would be required to perform
this function under the contract using similar procedures. The
Contractor will receive training by the COTR and all equipment needed
for mail scanning will be provided by the Government.]{.underline}

[C.4.8.6 Case-related mail received in the PHB Mail/Fax Center must be
scanned, E-mailed to the intended recipients, and forwarded to the
appropriate File Room by the end of the business day it was
received.]{.underline}

[C.4.8.6.1 Should the Contractor receive an unusual volume of mail, or
for some other reason be unable to process the case-related mail by the
end of the business day, the COTR must be notified. ]{.underline}

[C.4.8.6.2 If the COTR determines that the delivery delay is no fault of
the Contractor's (e.g. excessive work load, Government caused work
interruptions), the COTR may approve the use of additional staff to
complete the processing that night or allow the mail to be processed the
following morning.]{.underline}

[C.4.8.6.3 If the COTR determines that the delay is due to inadequate
contractor staffing (e.g. scheduled staff did not report to work and the
Contractor failed to provide timely backups), or inefficient work
methods, the Contractor may be called upon to provide additional
resources to complete the work at their expense or be subject to
liquidated damages.]{.underline}

[ C.4.8.7 Mail scanning is a ]{.underline}**[critical]{.underline}**[
task and must be completed with 99% accuracy. The 99% accuracy rate must
be met by the 4th week of the contract. The Contractor\'s performance is
subject to review by the COTR and her staff, through periodic monitoring
of the scanned images, and by investigating complaints from Division
employees.]{.underline}

[C.4.8.8 The Government reserves the right to choose not to implement
this service as a task under the contract or to expand the mail scanning
service to other Division offices or other Government agencies. The
Contractor will be notified when ENRD determines whether or not to go
forward with mail scanning. ]{.underline}

**[C.4.9 Special Messenger/Dedicated Courier Service]{.underline}**

[C.4.9.1 Under this contract,, the Contractor shall provide special
messenger service only for ENRD's offices in Washington, D.C.; dedicated
courier service will be provided in both Washington, DC and the Denver,
CO field office.]{.underline}

[C.4.9.2 ENRD employs two types of special couriers. The first is a
special on-call messenger delivery service for use by the various
litigating components The second is a dedicated "man with a van" to be
used by contract personnel to transport copy jobs between buildings,
case files to/from the Federal Record Center and to make emergency
supply pick-ups in both Washington and Denver. Special messenger service
can be scheduled by authorized ENRD Section employees. The "man with a
van" can only be scheduled by the COTR, her designee, and/or the Denver
Administrative Officer.]{.underline}

[C.4.9.3 Special Messenger Service Overview - The Government is
currently requesting special messenger service only for ENRD in
Washington, D.C., but reserves the right to expand the service to other
components or agencies during the contract. The Contractor will be
notified in writing 30 days in advance of any service
changes.]{.underline}

[C.4.9.3.1 ENRD will choose to use special messengers whenever: (a) mail
must be delivered within a time frame that can not be met by the
regularly-scheduled run; (b) mail must be delivered to a firm or agency
which is not served by the regularly scheduled inter-building mail
routes; or (c) the quantity of materials to be transported is beyond the
capacity of the regularly-scheduled mail runs.]{.underline}

[C.4.9.3.2 Based on current activity, ENRD estimates using special
messengers approximately 210 times per month.]{.underline}

[C.4.9.3.3 Special messengers can be called to pick-up from, or deliver
to, any location within the metropolitan Washington, D.C. area. The
metropolitan area is defined as any location within a 50 mile radius of
the MAIN Department of Justice Building.]{.underline}

[C.4.9.3.3.1 The Contractor is not authorized to accept requests for
special messenger service outside of this range without the express
approval of the COTR.]{.underline}

[C.4.9.3.3.2 The Government will not pay for messenger service provided
by the Contractor outside the prescribed area that was not approved in
advance by the COTR.]{.underline}

[C.4.9.3.4 The Contractor shall provide special messenger services based
on geographic area, travel distance, package size, package volume,
vehicle required and delivery time frames. ]{.underline}

[C.4.9.3.5 For ENRD's purposes, special messenger deliveries within the
metropolitan area will be broken down into three zones:]{.underline}

[C.4.9.3.5.1 ]{.underline}**[ Zone 1 - ]{.underline}**[Zone 1 is
comprised of the core area surrounding the Department of Justice\'s
buildings, the Department's client agencies, and the court buildings in
Downtown Washington, D.C. (see map in Section J, Attachment 8). On
average, the Division requests 75 pickup/deliveries within Zone 1 each
month.]{.underline}

[C.4.9.3.5.2]{.underline}**[ Zone 2 - ]{.underline}**[Zone 2 is
comprised of areas within Washington, D.C. but outside the core area.
This zone includes areas such as upper Northeast Washington, Southeast,
Georgetown, and Anacostia. On average the Division requests 5
pickup/deliveries within Zone 2 each month. ]{.underline}

[C.4.9.3.5.3 ]{.underline}**[Zone 3]{.underline}**[ - Zone 3 is
comprised of areas outside of Washington D.C. This includes Northern
Virginia and Suburban Maryland. On average, the Division requests 130
pickup/deliveries within Zone 3 per month.]{.underline}

[C.4.9.3.5.4 Normal delivery within all three Zones must be completed by
the end of the standard business day (i.e. 5:30 p.m.).]{.underline}

[C.4.9.3.6 Special messengers will be required to transport both
standard and non-standard packages.]{.underline}

[C.4.9.3.6.1 A ]{.underline}**[standard]{.underline}**[ package is
defined as a single envelope (inter-office or postal) measuring 12 x 16
inches or smaller, and weighing two (2) pounds or less that can easily
be transported on a messenger's bicycle.]{.underline}

[C.4.9.3.6.2 A ]{.underline}**[non-standard]{.underline}**[ package is
defined as any item larger than 12 x 16 inches (e.g., boxes) weighing
more than two pounds and requiring the use of a car or truck for
delivery.]{.underline}

[C.4.9.3.7 In some cases, the time sensitive nature of the materials to
be picked-up and delivered will require an expedited delivery schedule.
Approximately 15% of special messenger requests will require expedited
handling.]{.underline}

[C.4.9.3.7.1 Expedited delivery within Zone 1 is defined as the pick-up
and delivery of a package within 30 minutes.]{.underline}

[C.4.9.3.7.2 Expedited delivery within Zone 2 is defined as the pick-up
and delivery of a package within one hour.]{.underline}

[C.4.9.3.7.3 Expedited delivery within Zone 3 is defined as the pick-up
and delivery of a package within 90 minutes.]{.underline}

[C.4.9.3.8 While the Government does not require that special messengers
be assigned exclusively to this contract, it is the Contractor's
responsibility to ensure an adequate number of messengers and vehicles
are available to meet service requirements even during peak work
loads.]{.underline}

[C.4.9.3.9 If the Contractor receives a pick-up/delivery request which
he thinks exceeds the scope of his capability under the contract, the
Contractor will consult with the COTR immediately to determine the most
expedient and cost effective method of delivery.]{.underline}

[C.4.9.3.10 If the Contractor picks up a package that they feel is
suspicious, or causes them concern in any way, they should
]{.underline}**[not]{.underline}**[ proceed with the delivery until they
have contacted the COTR. The Contractor shall have the right to refuse
to pickup or deliver any package they deem as dangerous or suspicious.
If the Contractor is willing, the COTR may ask that the package be
brought to their office for review or be taken to DOJ security officials
for investigation. Under these circumstances the Contractor shall be
paid for the delivery based upon the number of stops, the final delivery
point, and the additional time spent under the delivery
circumstances.]{.underline}

[C.4.9.3.11 Messengers should not deliver items without having someone
at the pick-up/delivery point to sign for the shipment. If no one is
available to accept receipt of the package, the messenger shall return
the package to its originator, unless the requestor provided specific
instructions to \"drop off\" an item without proof of
receipt/acceptance.]{.underline}

[C.4.9.3.12 Whenever possible, the Contractor should batch special
messenger requests to allow multiple deliveries to the same building or
geographical location and/or to include special messenger requests in
the next regularly-scheduled runs. However, batching of special
messenger requests shall not be allowed when it interferes with the
special requirements and time frames provided by the
requestor.]{.underline}

[C.4.9.4 Personnel Authorized to Request Special Messenger Service - A
small number of ENRD employees within each of the litigating components
have been authorized by the COTR to request special messenger service
for their component. Access to the service has been limited to ensure it
is being used appropriately, that procedures are being followed, and to
control costs. A list of authorized callers will be provided to the
Contractor at the commencement of the contract.]{.underline}

[C.4.9.4.1 The Contractor shall only provide special messenger service
when requests are made by personnel listed on the Authorized Caller
List.]{.underline}

[C.4.9.4.2 Should an individual not on the Authorized Caller List
contact the Contractor and request a special messenger, the Contractor
shall refuse to act on the request and refer the caller to the
COTR.]{.underline}

[C.4.9.4.3 Periodically, the Government will update the Authorized
Caller List to reflect changes in personnel. Deletions/additions to the
list will be provided to the Contractor in writing. The Contractor will
have 48 hours to ensure that all messenger service personnel have
received and processed the changes.]{.underline}

[C.4.9.4.4 The Government will not pay for messenger service provided by
the Contractor to individuals not listed on the Authorized Caller List,
and the Contractor may be assigned liquidated damages if, after 48
hours, the provided changes to the Authorized Caller List have not been
made (e.g. authorized callers are denied special messenger service or
personnel who are no longer authorized service are allowed to request
messengers). ]{.underline}

[C.4.9.5 Special Messenger Service Procedures - Authorized ENRD
personnel will arrange for a special messenger by calling the Contractor
and providing pickup and delivery information (other modes for
requesting service such as E-mail or automated websites may be proposed
by the Contractor). ]{.underline}

[C.4.9.5.1 The requestor will complete a Messenger Request Form which
identifies the sender and delivery location and attach it to the
package. The package will then be brought to a pickup point or held
until the messenger arrives.]{.underline}

[C.4.9.5.2 If the special messengers are not cleared contract employees
with DOJ identification badges, the messengers will generally not be
allowed full access to Government buildings. Upon being dispatched to a
location, the messenger may need to call a specific party to meet them
in the building lobby to make pickup/delivery. Contact information shall
be provided by the requestor at the time the service request is called
in.]{.underline}

[C.4.9.5.3 At PHB and MAIN, special messengers are not allowed beyond
the building lobby.]{.underline}

[C.4.9.5.3.1 Outgoing special messenger packages will be taken by the
requestor to the JMD Package Desk located in the lobby of these
buildings. The messenger shall pick up the package from the Package
Desk. If the package is not at the desk when the messenger arrives, the
messenger shall use the phone located at the package desk to contact the
requestor and ask them to bring it to the Package Desk.]{.underline}

[C.4.9.5.3.2 Incoming special messenger deliveries shall be made to the
Package Desk. The JMD mail staff who operate the Package Desk will be
responsible for delivering the package to the designated addressee.
]{.underline}

[C.4.9.5.3.3 In terms of gauging delivery times, the Contractor shall
consider a package delivered on time if it is delivered to the Package
Desk within the specified delivery time period. ]{.underline}

[C.4.9.5.4 At 1425NY, special messengers will be allowed into the
building if they are escorted by a Government employee. The messenger
will need to provide a contact name and phone number to the guard on
duty. The guard will contact the requestor who will then either come
down to the lobby to drop off or pickup the package or authorize the
messenger to come upstairs to make the pickup/delivery.]{.underline}

[C.4.9.5.5 Special messenger service is a]{.underline}**[ critical
task]{.underline}**[ and all pick-ups and deliveries must be completed
with 99% accuracy. The Contractor shall complete all special messenger
pick-up/delivery requests within the time frames specified by the
Government, unless the Contractor provides reasonable and sufficient
proof that circumstances beyond his control prevented the successful
pick-up/delivery. In such cases, the Contractor must promptly inform the
requestor ]{.underline}**[and]{.underline}**[ the COTR of the
problem/delay. If requested by the COTR, the Contractor will submit a
written explanation for the delay. Should the Contractor fail to make
the requested delivery or to notify the COTR of delivery problems, the
Contractor may be assigned liquidated damages for costs/penalties
incurred by the Government because the delivery was not made on
time.]{.underline}

[C.4.9.5.6 No special delivery messenger requests shall remain
undelivered until the next business day unless the Contractor has
consulted with the requestor to determine that such a delay is
acceptable, or unless the Contractor is unable to deliver for
circumstances beyond its control. The requestor's permission to delay
the pick-up/delivery until the next business day must be clearly noted
on the Special Messenger Request Form. ]{.underline}

[C.4.9.5.7 At the Government's discretion, Contractor performance of
special messenger pick-up/delivery requests will be measured by periodic
monitoring of messenger operations by the COTR and/or his staff, by spot
checking the completion times on the Special Messenger Request Forms
and/or by investigating complaints from Division employees.]{.underline}

[C.4.9.6 Dedicated Courier Service Overview - The Contractor shall
provide a driver and van to run contract errands and make deliveries for
ENRD in both Washington D.C., and the Denver Field Office. The
Contractor shall provide the couriers with all the equipment needed
including a heavy duty hand truck, back brace and cell phone.
]{.underline}

[C.4.9.6.1 The couriers will be used to transport official case files
between the Division's offices and the Federal Record Centers, transfer
files to the Division's file warehouses, pick up emergency supplies,
transport completed copy jobs between buildings, and pickup/deliver
documents from law firms and client agencies doing business with ENRD.
]{.underline}

[C.4.9.6.2 The couriers shall be scheduled and dispatched only by the
COTR and the Denver Field Office Administrative Officer or their
designees. The courier may not be used for "special messenger service"
by other ENRD personnel. Should the Contractor be contacted by
unauthorized ENRD personnel and asked to provide service, the Contractor
shall not act on the request and will refer the requestor to the COTR or
Denver Administrative Officer.]{.underline}

[C.4.9.6.3 The couriers shall only be used to transport material, not
people. Under no circumstances should the van be used to transport
Government employees.]{.underline}

[C.4.9.6.4 Unlike special messengers, the dedicated couriers will be
cleared contractor employees with DOJ Identification badges enabling
them to enter any Government building.]{.underline}

[C.4.9.6.5 In Washington, D.C., the "man with a van" shall be stationed
out of the Records Management Warehouse located at 8050 Cryden Way,
Forestville, MD.]{.underline}

[C.4.9.6.5.1 When not on runs, the messenger will assist with the
records management activities at the warehouse.]{.underline}

[C.4.9.6.5.2 Because of the distance involved, the courier will, in
general, have 2 hours in which to respond and complete requests (e.g. 2
hours to bring files from Forestville to PHB).]{.underline}

[C.4.9.6.6 In Denver, the courier shall be stationed out of the Field
Office located at 999 18]{.underline}^[th]{.underline}^[ St., Suite 945.
When not on a run, the courier shall perform the intra-building mail and
fax duties described in Sections C.4.6.6 and C.5. ]{.underline}

[C.4.9.6.6.1 The courier shall be responsible for transporting official
case files between the Field Office and the off-site file warehouse
located at 719 18]{.underline}^[th]{.underline}^[ St. The courier shall
also transport files between the Field Office and the Regional Federal
Record Center.]{.underline}

[C.4.9.6.6.2 In addition to records management-related errands, the
courier shall be responsible for delivering materials to client agencies
and/or area law firms, picking up/delivering supplies or performing any
other errands required by the Denver Administrative Officer or his
designee.]{.underline}

[C.4.9.6.7 Dedicated courier service is a]{.underline}**[ non-critical
task]{.underline}**[ and all pick-ups and deliveries must be completed
with 95% accuracy. The Contractor shall complete all courier runs within
the requested time frames unless the Contractor provides reasonable and
sufficient proof that circumstances beyond his control prevented the
successful pick-up/delivery. In such cases, the Contractor must promptly
inform the requestor ]{.underline}**[and]{.underline}**[ the
COTR/Administrative Officer of the problem/delay. If requested by the
COTR/Administrative Officer, the Contractor will submit a written
explanation for the delay.]{.underline}

[C.4.9.6.8 Contractor performance shall be ascertained by the COTRs and
their designees through periodic monitoring of deliveries, and by
investigating complaints from Division employees. If a complaint is
received, the COTR may require a written explanation of the reported
incident. ]{.underline}

**[C.5 ]{.underline}[FAX SERVICES]{.underline}[ (TASK 2) ]{.underline}**

**[C.5.1]{.underline}[ ]{.underline}[Overview]{.underline}**

[C.5.1.1 Under this contract,, the Government will require the
Contractor to operate Fax Centers for both TAX and ENRD. The Government
reserves the right to expand this service to any other DOJ component or
Federal agency over the life of the contract. The Contractor will
receive 30 day advance written notice prior to any expansion of
services. ]{.underline}

[C.5.1.1.1 Tax Division Fax Center locations are as
follows:]{.underline}

• [JCB Service Center]{.underline} - The Judiciary Center Building,
located at 555 4th Street, NW, Room 6635.

• [PHB Service Center - The Patrick Henry Building Service Center,
located at 601 D Street, NW, Room 7132.]{.underline}

[C.5.1.1.2 ENRD Fax Center locations are as follows:]{.underline}

• [PHB Fax Center]{.underline} - The Patrick Henry Building, located at
601 D Street, NW, Room 2121.

• [1425NY Fax Center - The Fax Center for the Environmental Enforcement
Section, located at 1425NY Avenue, NW, Room 13073.]{.underline}

• [Denver Fax Center - The Denver Field Office, located at 999
18]{.underline}^[th]{.underline}^[ Street, Suite 945.]{.underline}

[C.5.1.2 ENRD's Fax Centers also serve as the Intra-building Mail
Centers. The Government expects one set of staff to perform both
functions within this facility.]{.underline}

[C.5.1.3 Each site will be capable of receiving facsimiles of any size
and transmitting to multiple locations outgoing faxes of any
size.]{.underline}

[C.5.1.4 All equipment for the Fax Centers will be provided by the
Government. ]{.underline}

[C.5.1.4.1 The TAX Fax Center at JCB has 2 dual-line fax machines and
the PHB center has 1 dual-line fax machine.]{.underline}

[C.5.1.4.2 The primary ENRD Fax Center at PHB has 7 fax machines. The
Fax Center at 1425NY has 2 fax machines and the Denver Field Office has
3 fax machines. ]{.underline}

[C.5.1.5 Fax transmissions are generally comprised of correspondence,
pleadings, financial documents and standard government forms. Each fax
will have a fax cover sheet provided by the sender. A single fax
transmission can be as long as 100 pages and be sent to more than 10
separate parties.]{.underline}

[C.5.1.5.1 On average, Tax Division's JCB Fax Center sends or receives
200 faxes per month and the PHB Fax Center sends or receives 4 faxes per
month.]{.underline}

[C.5.1.5.2 The ENRD Fax Center at PHB generally receives 750 - 800 faxes
per month and transmits 400 - 600 faxes per month.]{.underline}

[C.5.1.5.3 The ENRD Fax Center at 1425NY generally receives 125 - 150
faxes per month and transmits approximately 250 - 300 per
month.]{.underline}

[C.5.1.5.4 ENRD's Denver Field Office Fax Center receives approximately
1,200 per month and sends out about 900 per month]{.underline}

[C.5.1.6 Generally incoming faxes and completed fax transmission
confirmation sheets will be delivered to recipients during the hourly
intra-building mail runs. However, some organizations may choose to have
fax transmissions delivered upon receipt. The Contractor will be
notified of building-specific delivery requirements at the beginning of
the contract.]{.underline}

[C.5.1.6.1 As indicated in Section C.4.6.5.6, the Contractor shall
deliver faxes directly to the designated recipient and obtain a
signature on the Intra-Building Delivery Log as proof of
delivery.]{.underline}

[C.5.1.6.2 If the designated recipient is not available, the fax shall
be signed for and given to one of the support staff in that office. The
person who signs for the fax is then responsible for ensuring it is
delivered to the intended recipient.]{.underline}

[C.5.1.7 The Contractor shall provide statistics on the number of
incoming and outgoing faxes processed as part of the monthly report
submitted to the COTR (see Section F). ]{.underline}

**[C.5.2]{.underline}[ ]{.underline}[Receipt and Distribution of
Incoming Faxes ]{.underline}**

[C.5.2.1 The Contractor shall record all incoming faxes on the Incoming
Fax Tracking Log indicating the date and time the fax arrived, the
number of pages, the addressee, and the addressee's litigating Section.
]{.underline}

[C.5.2.2 When logging faxes in, the Contractor shall review each fax to
ensure it is complete and of good quality.]{.underline}

[C.5.2.2.1 The Contractor shall take special note of the number of pages
indicated on the fax cover sheet and ensure that all of the designated
pages are accounted for; special care shall be taken to ensure that two
small faxes have not been inadvertently combined.]{.underline}

[C.5.2.2.2 The Contractor shall also note if there is more than 1
addressee and ensure that all those listed receive a copy of the fax.
The Contractor may need to make additional copies of incoming faxes for
distribution.]{.underline}

[C.5.2.2.3 If the incoming fax transmission was incomplete and pages are
missing, the Contractor shall contact the sender using the phone number
on the front of the Fax Cover Sheet and ask that the fax be
resent.]{.underline}

[C.5.2.3 Fax transmissions are often time sensitive and/or critically
important. To ensure timely receipt, the Contractor shall adhere to the
following delivery standards:]{.underline}

[C.5.2.3.1 ]{.underline}**[TAX - ]{.underline}**[Within 15 minutes of a
fax arriving in an the Fax Center, the Contractor shall send an E-mail
or call the addressee to notify them of the facsimile's arrival. The
addressee shall be given the option of having the fax immediately
delivered to their office or having it held at the Fax Center for later
pickup. ]{.underline}

[C.5.2.3.2 ]{.underline}**[ENRD ]{.underline}**[- Within 15 minutes of a
fax arriving in an ENRD Fax Center, the Contractor shall send an E-mail
to the addressee advising them of the facsimile's arrival. This
notification provides the addressee with the opportunity of immediately
picking up the fax from the Fax Center, or choosing to have it delivered
in the next hourly run. Incoming faxes received in the Mail/Fax Center
within 15 minutes of an hourly intra-building mail run do
]{.underline}**[NOT]{.underline}**[ need to be announced via E-mail as
long as they are delivered on the upcoming mail run.]{.underline}

[C.5.2.4 The Contractor will be provided with computer equipment, access
to DOJ's E-mail network, and a generic E-mail announcement to use for
announcing incoming faxes. ]{.underline}

**[C.5.3 Receipt and Distribution of Court Faxes (ENRD
only)]{.underline}**

[C.5.3.1 Many of the courts with whom ENRD deals have a program which
allows attorneys to receive court documents via fax instead of by U.S.
mail. Obtaining court documents by fax allows our attorneys to receive
these important documents much more quickly but it also puts a greater
responsibility on the Mail/Fax Center staff to ensure these critical
documents are accurately delivered in a timely manner. Because of the
importance and time sensitive nature of court faxes, they require
special handling.]{.underline}

[C.5.3.2 To help the contractor staff quickly identify court faxes from
all other incoming faxes, one machine in each facility has been set
aside just for the receipt of court documents. Any fax received on this
machine, should be given special handling.]{.underline}

[C.5.3.3 When a fax is received on the court fax machine, the Contractor
shall immediately make two copies of the fax.]{.underline}

[C.5.3.3.1 One copy will be delivered in the next hourly intra-building
mail run to the appropriate Section's Case Management Specialist. This
ensures that someone within the Section is aware of any court decisions
or scheduled hearings even if the designated attorney is out of the
office. ]{.underline}

[C.5.3.3.2 The second copy is kept on-file in the Mail/Fax Center for 30
days. This copy serves as a back-up in case the other copies should
become lost or damaged. After 30 days, the copy can be disposed of by
the Contractor.]{.underline}

[C.5.3.4 The Contractor shall deliver both the original fax and the copy
to the designated recipients in the next hourly intra-building mail run.
Both faxes must be signed for when delivered. If the designated
recipients are not available, the Contractor shall have support staff
within that Section sign for the faxes.]{.underline}

**[C.5.4]{.underline}**[ ]{.underline}**[ Fax transmissions sent from
the Office of Legislative Affairs (ENRD -Wash. DC only)]{.underline}**

[C.5.4.1 Faxes sent from OLA in the MAIN Building to PLSL in PHB are
extremely time critical and require special, expedited handling. OLA
faxes often deal with important legislation that PLSL has only an hour
or two to review and comment on. ]{.underline}

[C.5.4.2 The Contractor shall deliver OLA faxes directly to designated
support staff in PLSL ]{.underline}***[as soon as the faxes are
received]{.underline}***[. OLA faxes should NOT be held for the next
hourly mail run.]{.underline}

[C.5.4.3 Delays in delivering OLA faxes to PLSL could result in ENRD
losing an opportunity to comment and could cause the Government
substantial harm. ]{.underline}

**[C.5.5 Transmission of Outgoing Faxes]{.underline}**[ ]{.underline}

[C.5.5.1 The Contractor shall promptly transmit all faxes received in
the Fax Centers. ]{.underline}

[C.5.5.2 The Contractor is responsible for transmitting the fax to the
destination(s) identified by the requestor within 15 minutes of receipt.
]{.underline}

[C.5.5.3 If a fax fails to go through properly, the Contractor shall
resend the fax within 10 minutes of receiving the fax machine generated
error report. The requestor must be notified if the fax is delayed 20
minutes or more beyond these time frames or if, after repeated attempts,
a fax fails to go through.]{.underline}

[C.5.5.4 After a fax has been successfully transmitted, the Contractor
shall return the original document along with the fax confirmation sheet
to the requestor in the next regularly scheduled mail run.]{.underline}

[C.5.5.5 All outgoing faxes shall be recorded on a separate log for
outgoing fax transmissions. The Outgoing Fax Tracking Log shall identify
the name of the sender/requestor, the litigating Section, number of
pages sent, and the date and time the fax was successfully
transmitted.]{.underline}

[C.5.6 ]{.underline}**[Maintenance of Fax Equipment]{.underline}**

[C.5.6.1 Reserved subsection.]{.underline}

[C.5.6.2 The Contractor shall ensure paper and toner are in sufficient
supply for continuous operation of the Center's fax machines. Paper and
toner will be supplied by the Tax Division and will be acquired by the
COTR upon notification by the Contractor. The Contractor is responsible
for monitoring consumption and maintaining adequate stocks of toner
supplies. The Contractor shall prepare procurement requests for supplies
as necessary and submit these to the COTR.]{.underline}

[C.5.7 The Contractor will immediately notify the COTR anytime the
specified fax procedures are not followed or the performance criteria
not met. ]{.underline}

[C.5.8 Sending, receiving and distributing faxes is a
]{.underline}**[critical task]{.underline}**[ and must be completed by
the Contractor with 99% accuracy. Contractor performance shall be
ascertained by the COTRs and their designees through periodic monitoring
of the daily log, audits of E-mail announcements sent against faxes
received, and by investigating complaints from Division employees. If a
complaint is received, the COTR may require submittal of the daily log
for review and/or a written explanation of the reported
incident.]{.underline}

**[C.6.0]{.underline}[ ]{.underline}[COPY SERVICES]{.underline}[ (TASK
3)]{.underline}**[ ]{.underline}

[C.6.1 ]{.underline}**[Overview]{.underline}**

[C.6.1.1 Under this contract,, the Contractor shall be responsible for
providing the copy services specified below to both TAX and ENRD at the
locations indicated. The Government ]{.underline}

[reserves the right to expand these services to any other DOJ component
or Federal agency over the life of the contract. The Contractor will
receive 30 day advance written notice prior to any expansion of
services. ]{.underline}

[C.6.1.2 The Contractor shall perform three services under this
task:]{.underline}

• **Manage high volume** **Copy Centers** capable of a full range of
reliable and timely document reproduction, finishing, and assembling
services.

• **[Select and install]{.underline}**[ ]{.underline}**[copier
equipment]{.underline}**[ which meets the Government's specifications
and is in compliance with Section 508 of the Rehabilitation Act of
1973 - 1998 Amendments (See Section J, Attachment 11). ]{.underline}

• **[Provide equipment maintenance ]{.underline}**[on both
Government-owned and Contractor supplied machines.]{.underline}

[C.6.1.3 For TAX, the Contractor shall provide the following specific
services:]{.underline}

• The Contractor shall provide staff and management that will
effectively operate 2 LSSCs, providing copying, bates numbering, binding
and other document finishing services;

• [ The Contractor shall provide each LSSC with a new color
copier;]{.underline}

• [ The Contractor shall be responsible for providing full maintenance
for all LSSC equipment whether it is Government owned or Contractor
supplied.]{.underline}

• [ The Contractor shall monitor paper inventory, copier supplies, and
usage of the Division's convenience copiers.]{.underline}

[C.6.1.4 For ENRD, the Contractor shall provide the following specific
services:]{.underline}

• Staff and manage 3 high volume Copy Centers which will provide
copying, bates numbering, binding, scanning prep and other document
finishing services.

• [ Provide a full range of copier equipment for each Copy
Center.]{.underline}

• [ Provide convenience copiers for the entire Division (including field
offices).]{.underline}

• [ Provide all maintenance and supplies (except paper) for all copiers
within the Division.]{.underline}

[C.6.2 ]{.underline}**[Managing High Volume Copy Centers]{.underline}**

[C.6.2.1 ]{.underline}***[Anticipated Copy Center Volume]{.underline}***

[C.6.2.1.1 ]{.underline}***[ ]{.underline}***[Copy requests received
within the contractor-operated Copy Centers will vary widely in size and
scope. A copy request could be as simple as making a single copy of a 10
page document or as complex as making 15 copies of over 200 boxes.
]{.underline}

[C.6.2.1.2 A chart showing the equipment currently being used in each
Government Copy Center and the volume of copies generated by each copier
during the last full calendar year (2001) is included in Section J,
Attachment 12.]{.underline}

[C.6.2.1.3 ]{.underline}**[ TAX Copy Centers]{.underline}**

[C.6.2.1.3.1 JCB Copy Center]{.underline}***[ ]{.underline}***[ - The
JCB Copy Center is the largest facility within TAX with 5 copiers to
serve 300 Division employees. On average, the Copy Center generates
approximately 240,000 copier per month. Volume fluctuates from month to
month and can reach, on occasion, as much as a 600,000 copiers per
month.]{.underline}

[C.6.2.1.3.2 PHB Copy Center - The PHB Copy Center]{.underline}***[
]{.underline}***[is a satellite facility supporting 148 Division
employees. The center has 4 copiers and averages approximately 160,000
copies per month. ]{.underline}

[C.6.2.1.4 ]{.underline}**[ ENRD Copy Centers]{.underline}**

[C.6.2.1.4.1 PHB Copy Center]{.underline}*[ ]{.underline}*[- The PHB
Copy Center, which is the largest copy facility within ENRD, has seven
copiers and serves the entire Division. During the past five years, the
Copy Center produced on average 850,000 copies per month. Volume
fluctuates month to month depending on the activity within the Division.
]{.underline}

[C.6.2.1.4.2 1425NY Copy Center]{.underline}***[ ]{.underline}***[- The
1425NY Copy Center has 4 copiers and serves only the Environmental
Enforcement Section staff housed in this building. The Copy Center is
not large enough to handle all of the 1425NY copy requests and
approximately 5 - 10% of this work is forwarded to the PHB Copy Center
for processing. While volume fluctuates month to month, on average the
1425NY Copy Center produces 475,000 copies per month.]{.underline}

[C.6.2.1.4.3 Denver Field Office Copy Center - The Denver copy center
has 3 copiers and serves 50 Division employees from various Sections.
The Copy Center produces on average approximately 85,000 copies per
month.]{.underline}

[C.6.2.2]{.underline}*[ ]{.underline}****[Types of Copy
Jobs]{.underline}***

[C.6.2.2.1 The contractor-managed Copy Centers shall be asked to copy a
wide range of materials which will vary in quantity, size and dimension.
Typical copy requests would include the following types of
documents:]{.underline}

[Pleadings - Consists of all documents filed with trial and appellate
courts including briefs, orders, memorandum, opinions, substantive
motions, and final disposition.]{.underline}

[Correspondence - Includes all incoming and outgoing letters and
memoranda.]{.underline}

[Depositions/Transcripts - Includes notices of deposition, subpoenas,
deposition transcripts, deposition summaries, and transcripts from all
hearings, oral arguments and trial.]{.underline}

[Discovery - Includes interrogatories, requests for production, requests
for admissions, responses, answers and objections to the requests and
the documents produced during discovery.]{.underline}

[Administrative Record - Includes all documents related to
administrative claims and the claims themselves. ]{.underline}

[Expenses/Cost Recovery - Includes documents related to the expenses
involved in litigation such as contracts for services, expert witness
agreements, invoices, orders, bills, deposition and transcript
costs.]{.underline}

[Freedom of Information Act (FOIA) - Includes the FOIA request,
correspondence concerning the FOIA, documents reviewed and produced in
response to the FOIA.]{.underline}

[Financial Records - Includes checks, financial statements, and tax
returns.]{.underline}

[Legislation - Includes documents generated by both the House and Senate
that require DOJ review and response.]{.underline}

[Congressional Correspondence - Includes all incoming and outgoing
letters pertaining to pending legislation, notice of hearings,
invitations to testify and follow-up testimony, and inquiries on behalf
of Member constituents.]{.underline}

[Citizen Mail - Includes all incoming letters received from citizens and
outgoing responses and any necessary attachments or
enclosures.]{.underline}

[Citizen Suit Files - Includes Notices of Intent to Sue, Complaints,
Consent Decrees and incoming and outgoing correspondence and
memoranda.]{.underline}

[Amicus Files  - Consists of pleadings, correspondence, and other
documents related to the case.]{.underline}

[Controlled Correspondence - Includes all incoming letters from State
and local officials, private associations, public interest groups and
private citizens and outgoing responses and any necessary attachments or
enclosures. ]{.underline}

[Speeches - Includes speeches, talking points, statements, testimony,
and publications prepared for various members of the
Department.]{.underline}

[Briefing Books - Includes documents usually prepared in three ring
binders for the purpose of briefing upper level management from the
DAAGs to the AG.]{.underline}

[Training Manuals - Includes charts, diagrams, tables, pictures and text
materials used in a wide variety of training classes for the Division.
]{.underline}

[Other - Includes oversize maps, architectural drawings, government
forms, and photographs. ]{.underline}

[C.6.2.2.2 ]{.underline}**[Litigation Copying]{.underline}**[ - Eighty
percent of the copy requests received in the Copy Centers will be
classified as "litigation copying". Litigation copying is defined as the
processing of a large volume of complex materials in response to, or in
preparation for, litigation. Litigation copying is always time sensitive
and requires extensive preparation of the materials prior to copying, as
well as complete reassembly of the originals at the completion of
copying.]{.underline}

[C.6.2.2.2.1 The Contractor will be required to unstaple, copy, and
restaple large volumes of original documents of various sizes; handle a
mixture of single-sided and double-sided documents within a single
collection; remove, copy and reattach "post-its"; insert separator
sheets; and process oversize maps and floor plans. ]{.underline}

[C.6.2.2.2.2 Litigation copying often requires "glass work". Glass work
is defined as the manual processing of documents by placing the
individual pages on the platen (i.e. glass) to be copied rather than
running them through the copier's document feeder with the rest of the
collection. Glass work is time consuming and labor intensive. Tax
Division copy requests in particular will require a significant amount
of glass work because of their need to copy checks and other small-size
financial documents that can't be processed through the document feeder.
In ENRD, glass work will be required when documents are bound, old and
too fragile, or are of such a size that they must be reduced section by
section, taped back together and a new, smaller original
created.]{.underline}

[C.6.2.2.2.3 Litigation copying may require the copies to be bound in a
manner prescribed by the court. For example, legal briefs submitted to
the court must generally be tape bound using specific colors for both
the cover and the binding. Each court requires a different color. Other
legal documents must be spiral bound on the side or top of the documents
or placed in 3-ring binders. The Contractor must adhere to the rules for
each court and diligently maintain adequate supplies of all binding
materials to meet the Government's needs.]{.underline}

[C.6.2.2.3 ]{.underline}**[Legal Briefs]{.underline}**[ - While briefs
fall under the category of litigation copying described above, the
volume and time-sensitive nature of this type of copying requires
additional emphasis. Briefs, which are written statements prepared by
counsel to argue a case in court, are prepared by all Sections but
copied most frequently for ENRD's Appellate Section in the PHB Copy
Center.]{.underline}

[C.6.2.2.3.1 On average, the ENRD Copy Centers will receive 20-25 briefs
per week. Briefs are usually about 200 - 300 pages long but often have
extensive attachments totaling 100-200 pages. Generally the Copy Center
must make between 6 - 30 copies of each brief. ]{.underline}

[C.6.2.2.3.2 Briefs are generally received in the Copy Centers after
2:00 pm and must be ]{.underline}**[copied and filed with the court the
same day]{.underline}**[. Failure to complete the work in time for the
brief to be filed with the court could cause ENRD substantial harm and
endanger the Division's ability to litigate a particular case. As a
result, the copying of legal briefs takes precedent over all other work
submitted to the Copy Centers.]{.underline}

[C.6.2.2.3.3 The Government shall attempt to advise the Contractor in
advance whenever a brief of substantial size must copied or whenever
there is an usually tight time frame for completing the work. In these
cases, the COTR may allow the Contractor to bring in additional
resources or work additional hours to complete the task. Should the
Contractor receive a request to copy a brief that exceeds the capacity
of the Copy Center, the Contractor shall notify the COTR immediately.
]{.underline}

[C.6.2.2.4 ]{.underline}**[ Bates Stamping/Paginating]{.underline}**[ -
Legal documents produced to opposing counsel during litigation must be
numbered in a specific manner. The numbering is done as a means of
accounting for each page produced and usually involves placing a unique
12-character alpha/numeric identifier on each page of the collection.
This process is generally referred to as "bates stamping" or paginating.
The Contractor shall be responsible for bates stamping documents for the
Government in the Copy Centers.]{.underline}

[C.6.2.2.4.1 In TAX, there are two methods of generating bates labels.
The Contractor may be asked to produce bates numbering labels using a
personal-computer based program and label stock. Labels are printed on
an]{.underline}**[ ]{.underline}**[Intermec 4100 Thermal Printer and
then provided to Division staff to place onto the original documents.
The Copy Centers also have 3 Xerox 5800 copiers (2 at JCB; 1 at PHB)
capable of printing bates-style numbers directly onto document copies.
Contract personnel currently respond to as many as 40 to 60 requests per
month and produce approximately 40,000. ]{.underline}

[C.6.2.2.4.2 In ENRD, the Contractor will also use copiers to print
bates numbers onto copies of the documents to be produced. The Division
is currently using Xerox 5900 copiers for this purpose (1 in PHB and 1
in the Denver Field Office). On average, ENRD Copy Centers bates stamp
100,000 pages per month.]{.underline}

[C.6.2.2.4.3 The Contractor will receive training on the TAX equipment,
as necessary, at the beginning of the contract. In ENRD, the Contractor
will be required to provide new equipment with similar capabilities and
will be responsible for training the staff themselves (see Section
C.6.3).]{.underline}

[C.6.2.2.5 ]{.underline}**[Little Division Phone Books]{.underline}**[ -
Several times each year, ENRD produces a pocket-size phone directory of
all personnel and distributes it throughout the Division and to some
client agencies. The original is prepared by the Executive Office and
provided to the Contractor for copying, sizing, and binding. The phone
book is generally 100 pages in length, double-sided, and
saddle-stitched. Generally 3,000 copies are made of each new edition and
they must be completed within a specific time frame. ]{.underline}

**[C.6.2.3]{.underline}**[ ]{.underline}***[Other Copy Center
Responsibilities]{.underline}***

[C.6.2.3.1 In addition to photocopying, the Copy Centers will be
responsible for a number of related tasks many of which are labor
intensive. These copy-related services are: ]{.underline}

C Binding

[C Hole punching]{.underline}

[C Tab preparation and insertion]{.underline}

[C Document scanning prep]{.underline}

[C.6.2.3.2 Binding: Approximately 85% of all work brought to the copy
centers must be bound in some fashion. Legal briefs must be tape bound
using the proper court color configuration, training manuals and other
presentation materials are generally spiral bound, and litigation
materials such as trial exhibits must be hole punched and placed in
3-ring binders.]{.underline}

[C.6.2.3.2.1 The Government shall provide Copy Centers required to do
spiral or velo (pin) binding with the necessary equipment. Contractor
staff will be trained on use of the equipment at the beginning of the
contract.]{.underline}

[C.6.2.3.2.2 The Contractor is responsible for monitoring supply levels
and ensuring that adequate binding materials are always on hand in the
Copy Centers. Supply orders shall be prepared by the Contractor and
submitted to the COTRs for purchase by the Government. The Contractor
shall provide supply requests to the COTRs with enough lead time to
ensure that orders can be placed, and the supplies received, before the
existing inventory runs out.]{.underline}

[C.6.2.3.2.3 The Contractor shall select and provide copiers for the
ENRD Copy Centers capable of automatically tape binding documents of up
to125 pages (see copier installation requirements in Section C.6.3.6).
]{.underline}

[C.6.2.3.3 Hole punching - Copy centers may be asked to drill holes in
materials just copied or in existing documents. For example, the File
Rooms may request that the Copy Center drill holes in large quantities
of official files so that they may be inserted into special file
folders. Or, after a copy job has been completed, a requestor may decide
the materials need to be put in binders so it is returned to the Copy
Center to have holes drilled in the collection.]{.underline}

[C.6.2.3.3.1 If hole punching is to be required, the Government will
provide the Contractor with high capacity hole-punching equipment
capable of drilling holes in 500 sheets of paper at one
time.]{.underline}

[C.6.2.3.3.2 Copy Centers shall provide hole punching service regardless
of whether the material was copied in the Copy Center. The Government
anticipates 10 - 15% of the work brought to the Copy Centers will
require hole punching.]{.underline}

[C.6.2.3.4 Tab preparation and insertion: Over 90% of the jobs brought
to the Copy Centers will require the insertion of tabs. Customers may
request insertion of commercially produced tab sets or customized tabs
prepared by the actual requestor. At the time a copy job is presented to
the Copy Center, the requestor will indicate on the Copy Request Form
whether tabs are to be inserted and the type of tabs needed. Prior to
the requestor leaving the service window, the Contractor shall ensure
that instructions are complete and that the requestor has clearly marked
within the master document where the tabs are to be inserted.
]{.underline}

[C.6.2.3.4.1 If the requestor requires commercially prepared tab sets,
the Copy Center shall pull the required tab range from the stock of tabs
kept on hand and then program the copier to insert the tabs in the
designated locations. ]{.underline}

[C.6.2.3.4.2 If the requestor wishes to have custom tabs inserted, the
Contractor shall review the customized tab template provided by the
requestor to ensure that the text provided is centered appropriately and
will actually fit on the blank tabs used in the copiers. The Contractor
shall also ensure that the tab templates are positioned correctly within
the master document.]{.underline}

[C.6.2.3.4.3 The Contractor is responsible for ensuring that adequate
supplies of commercially prepared and blank tabs are always on hand in
the Copy Centers. Supply orders shall be prepared by the Contractor and
submitted to the COTRs for purchase by the Government. The Contractor
shall provide supply requests to the COTRs with enough lead time to
ensure that orders can be placed, and the supplies received, before the
existing inventory runs out. ]{.underline}

[C.6.2.3.4.4 The Contractor shall select and provide equipment for the
ENRD Copy Center capable of automatically inserting both commercial and
customized tabs (see Section C.6.3.6). ]{.underline}

[C.6.2.3.5 Document Scanning Prep - The Copy Center may be called upon
to create a "make ready" set of documents for scanning purposes or to
insert bar coded scanning slip sheets between documents to be
scanned.]{.underline}

[C.6.2.3.5.1 In some cases, documents to be scanned may be oversize or
in a condition that prevents them from easily going through a document
feeder. In these cases, the Copy Center will be requested to photocopy
the entire collection to create a clean set for scanning; this clean set
is referred to as a "make ready". This work is often labor intensive.
The volume to be processed may include 10 boxes or more of stop/staple
litigation copying.]{.underline}

[C.6.2.3.5.2 Even if documents can be processed through a document
feeder, they must first be unstapled and prepared for processing. The
Copy Center may be requested to assist in this process by unstapling the
documents and inserting special bar coded slip sheets before each
document. No copying will be required and the bar coded slip sheets will
be provided to the Copy Center along with the boxes to be prepped. The
Copy Center could be asked to prep up to 15,000 pages a
day.]{.underline}

[C.6.2.3.6 The Contractor shall propose sufficient Copy Center staffing
to handle these activities in addition to standard
photocopying.]{.underline}

**[C.6.2.4]{.underline}***[ ]{.underline}****[Copy Center Operations
(All Centers)]{.underline}***

[C.6.2.4.1 All work requests received in the Copy Centers will be
accompanied by a Copy Request Form]{.underline}**[ ]{.underline}**[which
identifies the requestor, the case, how the work is to be done, when it
is due, and how it should be delivered. The requestor is responsible for
filling out the Copy Request Form. If work is submitted to the Copy
Centers without a Request Form, the Contractor shall contact the COTRs
or their designee.]{.underline}

[C.6.2.4.2 ]{.underline}**[ Receiving Copy Requests]{.underline}**[ -
The Contractor will accept requests for copy services via the following
mechanisms:]{.underline}

• ***Inter-Office Mail*** - Requestors may send requests for copy
services via inter-office mail or by special messenger. The Copy Center
staff will log requests in upon receipt in either an automated tracking
system supplied by the Government or on paper logs created by the
Contractor.

• ***Walk-up Service Windows*** - All of the Copy Centers have walk-up
service windows where requestors can drop-off (or pick-up) requests for
copy services. An "In" box will be provided at each service window along
with blank request forms. The requestor will complete the request form,
attach it to the items to be requested, and deposit the request in the
"in" box. If the requestor has a question or needs immediate assistance,
they will ring a bell at the service window to get the Contractor's
attention. The Contractor shall respond to all questions or requests for
assistance in a polite and timely manner.

• ***Electronic Mail*** - The Government will provide each Copy Center
with a personal computer connected to the Local Area Network, enabling
Government employees the ability to communicate requests for services to
the Contractor via E-mail. E-mail requests will include a completed Copy
Services Request Form and an electronic version of the documents to be
reproduced.

• ***Electronic Document Transfer*** - At some point in the future, the
Government anticipates being able to route electronic documents directly
to copy machines capable of accepting such input. Since this is
technology the Government may wish to utilize, the Contractor should
consider this capability when selecting the equipment for the Copy
Centers (see Section C.6.3).

[C.6.2.4.3 ]{.underline}**[Processing Copy Requests]{.underline}**

[C.6.2.4.3.1 The Contractor shall track all copy requests by date
received, name/section of the requestor, case number (if applicable),
volume of materials copied, meter readings, name of the technician, date
completed and how it was returned to the requestor. The Contractor may
be asked to compile this information in an automated log supplied by the
Government or on paper logs created by the Contractor. The tracking log,
regardless of format, is referred to as the Copy Services Tracking
Log.]{.underline}

[C.6.2.4.3.2 When a work request is received, the Contractor shall
immediately review the material to be copied and the Request Form to
identify any potential problems or questions prior to beginning work. If
the Contractor identifies any problems, the Copy Center Manager shall
contact the requestor for clarification. If the Contractor is unable to
locate the requestor, the Contractor shall notify the COTR who will
resolve the questions with the requestor's supervisor.]{.underline}

[C.6.2.4.3.3 As indicated in Section C.3.2.5, the Contractor shall
organize the workflow within each facility so that it is clear to all
staff which items are waiting to be processed, which are in progress,
which are ready for Quality Control, which are completed and which are
ready for delivery. Work lost or delayed because of poor organization or
sloppy handling could result in the Contractor being assessed liquidated
damages (see Section F).]{.underline}

[C.6.2.4.3.4 The Contractor shall process incoming service requests in
the order that they are received in the Copy Center, in relation to each
request's required completion date, and based on the guidelines
below:]{.underline}

• **Court Deadlines** - highest priority; work related to a court
deadline takes precedence over all other requests.

• **[Case-related copying]{.underline}**[ - work related to litigation
but not for a specific court deadline should be processed as soon as
court-ordered materials have been completed. ]{.underline}

• **[FOIA - ]{.underline}**[copy requests related to Freedom of
Information Act Requests should be copied as expeditiously as possible
but only after copying of litigation-related items have been
completed.]{.underline}

• **[Reference material/convenience copies]{.underline}**[ - lowest
priority.]{.underline}

[C.6.2.4.3.4 On occasion, the Contractor may receive more work within a
Copy Center than can be processed within the required time parameters.
When this occurs, the Contractor shall accept the incoming work requests
without comment, and then immediately notify the COTR. ]{.underline}

[C.6.2.4.3.4.1 At the COTR's direction, the Contractor may be instructed
to contact each requestor to attempt to renegotiate requested deadlines.
If after speaking to requestors and obtaining the necessary information
the conflicts cannot be resolved, the COTR may transfer some requests to
another copy center, authorize the use of additional staff/overtime,
enlist the assistance of an outside copy firm or inform the requestor
that their deadline cannot be met. ]{.underline}

[C.6.2.4.3.4.2 Overtime and/or additional staffing will never be
authorized in order to complete work related to FOIAs or reference
copying. This type of copying will be handled during the normal work day
as other priorities allow.]{.underline}

[C.6.2.4.3.4.3 ]{.underline}**[Under no circumstances is the Contractor
allowed to turn away service requests or refer Government staff to
outside copy vendors without approval of the COTR.]{.underline}**[
]{.underline}

[C.6.2.4.3.4.4 If the Contractor turns away work, or causes the
requestor to take the work to an outside copy vendor without COTR
approval, the Contractor may be required to pay the cost of the outside
copy vendor (see Section F) . ]{.underline}

[C.6.2.4.3.5 Certain types of service requests (e.g., legal briefs) will
require expedited handling in order to meet litigation deadlines.
]{.underline}

[C.6.2.4.3.5.1 The requestor is required to provide justification for
expedited service on the Copy Request Form at the time it is submitted
to the Copy Center. Generally this is done by checking the "Court
Deadline" box at the top of the request form. ]{.underline}

[C.6.2.4.3.5.2 If the Contractor receives an expedited request without a
justification statement or has reason to doubt that an item really has a
court deadline, the Contractor shall contact the COTR. The COTR will
contact the requestor and clarify the deadline. ]{.underline}

[C.6.2.4.4 ]{.underline}**[ Quality Control (QC)]{.underline}**

[C.6.2.4.4.1 The Contractor shall assign staff within each facility to
review completed work to ensure it has been done accurately and to the
requestor's specifications. This process is referred to as
"QC".]{.underline}

[C.6.2.4.4.2 Copy jobs shall not be considered accurate if any of the
following problems are found during the review:]{.underline}

• skewed pages (i.e., pages copied on an angle);

• [truncated text (portions of the original are cut off on the
copy);]{.underline}

• [incorrect pages copied;]{.underline}

• [pages copied out of order;]{.underline}

• [pages missing; and ]{.underline}

• [only one side of double-sided documents copied.]{.underline}

[Should any of these errors occur, the documents shall be recopied
immediately by the Contractor. After reviewing each copy job, the
reviewer shall sign the Copy Request Form as verification that the
completed copy job has been QC'd and that the work has been done
correctly.]{.underline}

[C.6.2.4.4.3 If a Copy Center receives a request whose completion
deadline is so short that it does not allow adequate time for QC of the
finished product, the Contractor shall advise the requestor of this
problem at the time the job is received. The requestor may then choose
to extend the deadline to allow for QC or accept the completed work as
is. The Contractor shall notify the COTR whenever a Copy Center is not
provided adequate time to perform QC.]{.underline}

[C.6.2.4.5 ]{.underline}**[Completion of Copy Requests]{.underline}**

[C.6.2.4.5.1 Requestors may ask that completed copy jobs be returned to
them via the inter-office mail or by special messenger. They may also
request that the Copy Center call them when the job is ready for
pick-up. ]{.underline}

[C.6.2.4.5.2 After a job has been copied and QC'd, the Contractor shall
place the signed, original Copy Request Form and a "WORK COMPLETED"
cover sheet on top of the job and transfer the work to the designated
holding area. If the requestor has asked to be called when the copy job
is ready for pick-up, the Contractor shall make the call. If the
requestor asked for the copy job to be returned via special messenger,
the Contractor shall call for a messenger. If the requestor asked for
the copy job to be returned to him via the inter-office mail, the
Contractor shall ensure it is provided to the mail/messenger so that it
can delivered during the next regularly scheduled mail run.
]{.underline}

[C.6.2.4.5.3 At the completion of the copy job, the Contractor shall
update the Copy Services Tracking Log to indicate that the copy request
has been completed.]{.underline}

[C.6.2.4.6 Completed Copy Service Request Forms are to be retained
within the Copy Centers for six months.]{.underline}

[C.6.2.4.7 Copying is a ]{.underline}**[critical task]{.underline}**[
and must be completed with 99% accuracy. By the end of the second week
of the contract, the Contractor shall perform each copy job with 99%
accuracy.]{.underline}

[C.6.2.4.7.1 If the Contractor has adequate time to perform QC but fails
to do so and the work is found defective, the Contractor shall be
responsible for recopying the job at no cost to the Government (i.e.
labor, supplies, or copies shall not be billed to the Government). The
Contractor shall E-mail the meter readings for the reprocessed copy job
to the COTR when the work is complete. ]{.underline}

[C.6.2.4.7.2 If work that has been QC'd consistently fails to meet the
stated accuracy levels, the Contractor may be subject to liquidated
damages as specified in Section F of the Contract. ]{.underline}

[C.6.2.4.7.3 Contractor performance will be monitored and assessed by
the COTR based on the monthly reporting requirements defined in Section
F, review of the data in the Copy Services Tracking Log and any service
complaints received from Government personnel. Accuracy of copying may
also be verified through random sampling of completed copy jobs or jobs
in progress. The COTR shall inform the Contractor of any problems as
they arise.]{.underline}

[C.6.3 ]{.underline}**[Installation of Equipment ]{.underline}**

[C.6.3.1 During the course of the contract, the Contractor shall install
copier equipment at any location specified by the Government.
]{.underline}

[C.6.3.2 The equipment must meet the specifications provided by the
Government at the time of the request and be in compliance with Section
508 of the Rehabilitation Act of 1973 - 1998 Amendments. Additionally,
the Contractor shall consider the following parameters when proposing
copiers under this contract:]{.underline}

• Volume/type of work being performed at each site

• [ Available technology]{.underline}

• [ Equipment mix that will provide the Government with the best
value]{.underline}

• [ Equipment redundancy (more than one copier with key
functionality)]{.underline}

[C.6.3.3 Under this contract,, the Contractor will be required to
provide and install copiers at specific locations within TAX and ENRD.
The equipment must meet or exceed the specifications listed in the
following Sections: C.6.3.4.1 (Tax Copy Centers.) C.6.3.5.1 (ENRD PHB
Copy Center), C.6.3.5.2 (ENRD NY Ave. Copy Center), C.6.3.5.3 (ENRD
Denver Copy Center) and C.6.3.6.4.1 (ENRD Convenience
Copiers).]{.underline}

[C.6.3.4 The Contractor shall provide consumable supplies for the
specified convenience and Copy Center copiers (e.g. toner,
paper).]{.underline}

[C.6.3.4.1 In TAX, the Contractor shall be responsible for the following
supplies:]{.underline}

C Equipment Consumables - The Contractor shall provide all consumables
(e.g., toner), for the 9 copiers located in the Tax Division's 2 Copy
Centers regardless of whether the copiers are owned by the Government or
provided by the Contractor. The Contractor shall include the cost of
these consumables in the overall contract cost as indicated in Section B
of the solicitation/contract/contract.

C Paper - While the Government will be responsible for purchasing the
paper used in the Copy Centers, the Contractor shall be responsible for
monitoring the inventory within each Copy Center and submitting timely
supply requests for additional paper to the COTR.

[C.6.3.4.2 In ENRD, the Contractor shall be responsible for the
following supplies:]{.underline}

C Equipment Consumables - The Contractor shall provide equipment
consumables for all Copy Center and convenience copiers within the
Division regardless of whether the copiers are owned by the Government
or provided by the Contractor (i.e. 33 convenience copiers and 16 Copy
Center Copiers). The Contractor shall include the cost of these
consumables in the overall contract cost as indicated in Section B of
the solicitation/contract.

C Paper - While the Government will be responsible for purchasing the
paper used throughout the Division, the Contractor shall be responsible
for monitoring the paper inventory and submitting timely supply requests
for additional paper to the COTR.

[C.6.3.4.3 Paper will be purchased by the Government based upon orders
received from the Contractor staff. Paper orders are to be placed with
the COTR. The Contractor shall submit paper orders with enough lead time
to allow the Government to obtain the supplies in a cost efficient
manner and ensure that paper is delivered before it is needed.
]{.underline}

[C.6.3.4.4 If adequate paper supplies are not maintained and the
Government is forced to make expensive, emergency purchases in order to
have paper on-hand for ongoing work, the Contractor may be assessed
liquidated damages (see Section F.6.7.4). ]{.underline}

[C.6.3.5 ]{.underline}***[ Equipment for TAX Copy
Centers]{.underline}***

[C.6.3.5.1 The Contractor shall provide and install a color copier in
each of the Tax Division's two Copy Centers.]{.underline}

[C.6.3.5.2 The color copiers must meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 24 pages per minute

• [ provide 400 x 400 dpi (8-bit depth) resolution]{.underline}

• [ handle documents as large as 11 x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.6 ]{.underline}***[ Equipment for ENRD Copy
Centers]{.underline}***

[C.6.3.6.1 ENRD's Copy Centers require a combination of high speed
equipment capable of handling multiple functions and specialized
machines such as color and map copiers.]{.underline}

[C.6.3.6.2 Since the Copy Centers vary in size and shape (see pictures
provided in Section J, Attachment 5), the Contractor shall propose the
most efficient equipment mix possible to handle the work described in
Section C.6.3.2 within the available space.]{.underline}

[C.6.3.6.3 The Contractor shall ensure that the equipment proposed
includes some redundancy so that the Division's most critical work is
not dependant on a single piece of equipment (e.g., more than one copier
capable of tape binding legal briefs).]{.underline}

[C.6.3.6.4 The Contractor shall provide and install the following
equipment for the PHB Copy Center:]{.underline}

• Up to 5 high speed copiers (quantity of copiers depends on size and
configuration of equipment proposed)

• [ 1 engineering/map copier]{.underline}

• [ 1 color copier]{.underline}

[C.6.3.6.4.1 The high speed copiers will be used primarily for
litigation copying and must be capable of meeting the minimum
specifications listed below. While not all copiers must include all
features, the equipment proposed shall be structured in such a way as to
provide the functionality needed to complete the Division's
work:]{.underline}

• print at least 100 pages per minute (8 ½" x 11\" single-sided copies)

• [tape bind a minimum of 125 pages]{.underline}

• [print and insert tabs or separator sheets]{.underline}

• [handle and insert cover stock]{.underline}

• [ability to insert alpha/numeric character strings of at least 12
characters as bates numbers]{.underline}

• [handle both single and double-sided documents]{.underline}

• [handle documents as large as 11 x 17\"]{.underline}

• [have automatic reduction/enlargement]{.underline}

[C.6.3.6.4.2 The engineering/map copier should meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 3 pages per minute when documents are 36\" x 48\" or
larger; 6 - 8 pages per minute for smaller documents

• [black and white copies]{.underline}

• [handle documents 36\" x 60\" or larger]{.underline}

• [ability to generate multiple copies]{.underline}

• [automatic reduction/enlargement]{.underline}

[C.6.3.6.4.3 The color copier must meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 24 pages per minute

• [ provide 400 x 400 dpi (8-bit depth) resolution]{.underline}

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.6.5 Under this contract,, the Contractor shall provide and
install the following equipment for the 1425NY Copy Center:]{.underline}

• Up to 3 high speed copiers (quantity depends on size and configuration
of equipment proposed)

• [ 1 engineering/map copier]{.underline}

• [ 1 color copier]{.underline}

[C.6.3.6.5.1 The high speed copiers will be used primarily for
litigation copying and have the following ]{.underline}**[minimum
]{.underline}**[specifications:]{.underline}

• print at least 100 pages per minute (8 ½" x 11\" single-sided copies)

• [tape bind a minimum of 125 pages]{.underline}

• [print and insert tabs or separator sheets]{.underline}

• [handle and insert cover stock]{.underline}

• [ability to insert alpha/numeric character strings of at least 12
characters as bates numbers]{.underline}

• [handle both single and double-sided documents]{.underline}

• [handle documents as large as 11 x 17\"]{.underline}

• [have automatic reduction/enlargement]{.underline}

[C.6.3.6.5.2 The engineering/map copier should meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 3 pages per minute when documents are 36\" x 48\" or
larger; 6 - 8 pages per minute for smaller documents

• [black and white copies]{.underline}

• [handle documents 36\" x 60\" or larger]{.underline}

• [ability to generate multiple copies]{.underline}

• [automatic reduction/enlargement]{.underline}

[C.6.3.6.5.3 The color copier must meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 24 pages per minute

• [ provide 400 x 400 dpi (8-bit depth) resolution]{.underline}

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.6.6 The Contractor shall provide and install the following
equipment for the Denver Field Office Copy Center. ]{.underline}

• 1 high speed copier

• [ 1 engineering/map copier]{.underline}

• [ 1 color copier]{.underline}

[C.6.3.6.6.1 The high speed copier will be used primarily for litigation
copying and must have the following ]{.underline}**[minimum
]{.underline}**[specifications:]{.underline}

• print at least 100 pages per minute (8 ½" x 11\" single-sided copies)

• [tape bind a minimum of 125 pages]{.underline}

• [print and insert tabs or separator sheets]{.underline}

• [handle and insert cover stock]{.underline}

• [ability to insert alpha/numeric character strings of at least 12
characters as bates numbers]{.underline}

• [handle both single and double-sided documents]{.underline}

• [handle documents as large as 11 x 17\"]{.underline}

• [have automatic reduction/enlargement]{.underline}

[C.6.3.6.6.2 The engineering/map copier should meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 3 pages per minute when documents are 36\" x 48\" or
larger; 6 - 8 pages per minute for smaller documents

• [black and white copies]{.underline}

• [handle documents 36\" x 60\" or larger]{.underline}

• [ability to generate multiple copies]{.underline}

• [automatic reduction/enlargement]{.underline}

[C.6.3.6.6.3 The color copier must meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• print at least 24 pages per minute

• [ provide 400 x 400 dpi (8-bit depth) resolution]{.underline}

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.6.6.4 For the duration of the contract, the Contractor shall also
assume the lease of an existing Xerox 5900 copier already installed in
the Denver Copy Center. The lease shall revert back to ENRD control at
the end of the contract.]{.underline}

[C.6.3.7 ]{.underline}***[Convenience Copiers for ENRD]{.underline}***

[C.6.3.7.1 Convenience copiers will be used by ENRD staff when the copy
jobs are relatively small or when the staff does not have easy access to
a contractor-operated Copy Center. The Contractor shall provide, install
and maintain a ]{.underline}**[total of 33 new convenience
copiers]{.underline}**[ for ENRD.]{.underline}

[C.6.3.7.2 ENRD currently has 34 convenience copiers located within the
Division ranging in capacity from a Xerox 5100 to a Canon 5034. The
Government owns or leases 14 of the copiers; the remainder are leased
from the incumbent Labat-Anderson. All current equipment will be
replaced by new contractor provided equipment in all locations under
this contract. (see Section J, Attachment 6 for a list of the existing
equipment, its status, and location).]{.underline}

[C.6.3.7.3 ]{.underline}**[ Copier Locations]{.underline}**[ - ENRD's 34
current convenience copiers are located in the following 9
locations:]{.underline}

• [Main Justice Building]{.underline} - 950 Pennsylvania. Ave.,
Washington, D.C. (1 copier)

• [Forestville File Warehouse - 8050 Cryden Way, Forestville, MD (1
copier)]{.underline}

• [Patrick Henry Bldg. - 601 D Street, N.W., Washington, D.C. (17
copiers)]{.underline}

• [1425 New York Ave, - Washington D.C. (7 copiers)]{.underline}

• [Denver Field Office - 999 18]{.underline}^[th]{.underline}^[ Street,
Suite 945 North Tower, Denver, CO (4 copiers) \*]{.underline}

• [San Francisco Field Office - 301 Howard St., Suite 1050, San
Francisco, CA (1 copier)]{.underline}

• [Sacramento Field Office - 501 I Street, Suite 9-700, Sacramento, CA
(1 copier)]{.underline}

• [Anchorage Field Office - 801 B Street, Suite 504, Anchorage, AK (1
copier)]{.underline}

• [Seattle Field Office - 7600 Sand Point Way NE, Seattle, WA (1
copier)]{.underline}

[\* These four existing convenience copiers will be replaced with three
new convenience copiers, which explains the 33 new contractor provided
vs. the 34 existing convenience copiers. \[Instead, Denver will have a
satellite copy center under this new contract (CLIN X013), under which
the contract must provide 1 or 2 high volume copiers - see
C.2.4.1.3.2.\] ]{.underline}

[C.6.3.7.4]{.underline}**[ Convenience Copier Equipment -
]{.underline}*[Option A]{.underline}***

[C.6.3.7.4.1 Copy volume within each ENRD office varies greatly, and the
Contractor will be required to provide several levels of convenience
copiers to meet these needs. The equipment specifications provided
under]{.underline}*[ Option A]{.underline}*[ reflect, for the most part,
a one for one replacement of existing equipment based on current
capacity (i.e., a 50 page per minute machine will usually be replaced
with a new 50 page per minute machine regardless of its actual usage).
Under ]{.underline}*[Option A]{.underline}*[, the Contractor shall
provide and install six types of convenience copiers within the
Division.]{.underline}

[C.6.3.7.4.2 Type One - The Contractor shall provide and install 2
convenience copiers that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 30 copies per minute (8 ½ " x 11\" single-sided copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.4.3 Type Two - The Contractor shall provide and install 9
convenience copiers that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 50 copies per minute (8 ½ " x 11\" single-sided copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.4.4 Type Three - The Contractor shall provide and install 7
convenience type copiers that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 65 copies per minute (8 ½ " x 11\" single-sided copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.4.5 Type Four - The Contractor shall provide and install 8
convenience copiers that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 80 copies per minute (8 ½ " x 11\" single-sided copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents ]{.underline}

[C.6.3.7.4.6 Type Five - The Contractor shall provide and install 6
convenience type copiers that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 85 copies per minute (8 ½ " x 11\" single-sided copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.4.7 Type Six - The Contractor shall provide and install 1
convenience copier that will meet the following
]{.underline}**[minimum]{.underline}**[ specifications:]{.underline}

• Print at least 100 copies per minute (8 ½ " x 11\" single-sided
copies)

• [ handle documents as large as 11\" x 17\"]{.underline}

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.5 ]{.underline}**[Convenience Copier Equipment -
]{.underline}*[Option B]{.underline}***

[C.6.3.7.5.1 ENRD recognizes that in many cases, the capacity of the
convenience copiers requested under ]{.underline}*[Option A
]{.underline}*[may actually exceed what is necessary. For example, the
existing 100 page per minute copier currently generates only 58,982
pages per month. Based on industry standards, it might be reasonable to
replace this copier with one that operates at 60 or 80 pages per minute
instead of 100. As a result, the Government is interested in proposals
from the Offerors showing optional equipment configurations along with
potential cost savings.]{.underline}

[C.6.3.7.5.2 Under ]{.underline}*[Option B]{.underline}*[, the
Contractor shall provide ENRD with 33 convenience copiers. However,
instead of ENRD specifying the types of equipment, the Offeror shall
propose an equipment mix that they feel meets the Division's needs and
also provides the best value for the Government. ]{.underline}

[C.6.3.7.5.3 Regardless of the machine capacity proposed, all equipment
must include the following features:]{.underline}

• handle documents as large as 11\" x 17\"

• [ have automatic reduction/enlargement]{.underline}

• [ handle double and single-sided documents]{.underline}

[C.6.3.7.5. When proposing equipment solutions under
]{.underline}*[Option B, ]{.underline}*[the Offerer is encouraged to be
innovative and to include upgrades in technology. ]{.underline}

[C.6.3.8 Site preparation charges for installing all copiers will be
paid by the Government regardless of option chosen.]{.underline}

[C.6.3.9 As specified in Section L of the Solicitation, the Offeror
shall provide a written plan for each option. A specific equipment
installation schedule will be agreed upon at the time of contact
award.]{.underline}

[C.6.3.10 Copier installation is a
]{.underline}**[critical]{.underline}**[ task and must be accomplished
with 99% accuracy. Equipment must be delivered, installed and
functioning per the agreed upon installation schedule or the Contractor
may be subject to liquidated damages (see Section F.6.3.6). Contractor
performance will be monitored and assessed by the COTR. ]{.underline}

[C.6.4 ]{.underline}**[Copier Maintenance]{.underline}**

[C.6.4.1 Overview]{.underline}

[C.6.4.1.1 Copier maintenance is defined as the continuous process of
ensuring all copiers are in good working order and operating at top
efficiency. This includes the scheduling and tracking of regular
maintenance visits by the manufacturer's service technicians as well as
service calls when machines break down. ]{.underline}

[C.6.4.1.2 The Contractor may be required to provide maintenance on Copy
Center copiers and/or convenience copiers.]{.underline}

[C.6.4.1.3 If a copier is going to be out of service for more than 24
hours, the COTR may ask the Contractor to arrange for a replacement
machine until the broken machine can be brought back into service.
]{.underline}

[C.6.4.1.4 As part of equipment maintenance, the Contractor shall be
responsible for all supplies utilized by the copiers. Consumables such
as toner, fuser oil, staples and air cans shall be provided by the
Contractor. Costs for these supplies shall not be billed directly to the
Government but included in the overall contract cost as indicated in
Section B. Paper will be purchased by the Government based on requests
made by the Contractor to the COTR (see instructions in Section
C.6.3.4). ]{.underline}

[C.6.4.1.5 The Contractor shall maintain spreadsheets detailing the
service history of each copier throughout the contract. Copies of these
spreadsheets shall be included in the each Monthly report (see Section
F).]{.underline}

[C.6.4.2 Maintenance for Copy Center Equipment - At contract award, the
Contractor shall provide copier maintenance for TAX and ENRD Copy Center
equipment. The Contractor is responsible for the maintenance and upkeep
of all Copy Center equipment regardless of whether it is owned by the
Government or supplied by the Contractor. ]{.underline}

[C.6.4.2.1 The Contractor shall notify the COTR by E-mail whenever a
Copy Center copier goes out of service as well as when the copier is
repaired.]{.underline}

[C.6.4.2.2 As part of the E-mail notification, the Contractor shall
advise the COTR anytime equipment problems will affect the Copy Center's
ability to meet agreed upon work deadlines. Depending on the anticipated
duration of the problem, the COTR may agree to move work to another Copy
Center, have Copy Center staff utilize convenience copiers in place of
the broken equipment, or renegotiate deadlines with
requestors.]{.underline}

[C.6.4.3 Maintenance of Convenience Copiers - At contract award, the
Contractor shall be responsible for convenience copier maintenance only
within ENRD. However, the Government reserves the right to expand this
service to any other DOJ component or Federal agency over the life of
the contract. The Contractor will receive 30 day advance written notice
prior to any expansion of services. ]{.underline}

[C.6.4.3.1 The Contractor shall be responsible for providing maintenance
on all of ENRD's 33 convenience copiers including those in field
offices.]{.underline}

[C.6.4.3.2 The Contractor shall check all convenience copiers at least
once per week to determine that the equipment is functioning properly
and that each location has proper levels of consumables (e.g. toner,
paper, staples, etc.). ]{.underline}

[C.6.4.3.2.1 In Washington, DC, and Denver maintenance checks shall be
performed by Copy Center staff. Transportation between buildings is the
Contractor's responsibility and shall be included in costs indicated in
Section B of this contract.]{.underline}

[C.6.4.3.2.2 For other field offices, the maintenance checks shall be
performed by calling or E-mailing specified ENRD personnel at each site
once a week to check on equipment and supplies. ]{.underline}

[C.6.4.3.3 The Contractor shall maintain a log documenting their weekly
visits/E-mail checks. The log shall identify the date, time of
inspection, the person performing the check and notation of any problems
encountered. The log will include a notation of any remedial action
required to restore the copier to full function. Logs will be maintained
at each copier location. Data recorded in the logs will be provided to
Government on a monthly basis and included in the monthly report
discussed in Section F of the Solicitation/contract.]{.underline}

[C.6.4.3.4 In addition to their weekly checks, the Contractor shall
respond to any service calls received reporting equipment problems from
designated personnel in any Government location. A list of personnel
authorized to request copier service shall be provided to the Contractor
at the time of contract award.]{.underline}

[C.6.4.3.4.1 The Contractor shall respond to all service calls within 30
minutes by either personally checking the machine (if the problem is in
Washington, DC or Denver) or by calling the Field Office representative
who reported the problem.]{.underline}

[C.6.4.3.4.2 The Contractor will evaluate the problem and make repairs
if possible. ]{.underline}

[C.6.4.3.4.3 If the problem requires a vendor service technician, the
Contractor shall place the call for service. The manufacturer's service
technician must respond ]{.underline}**[within 4 hours of the service
call]{.underline}**[. The Contractor shall notify the point of contact
at the site that a service technician has been called and provide them
with a time estimate on the service technician's arrival. ]{.underline}

[C.6.4.3.4.4 The Contractor shall immediately notify the COTR via E-mail
of any equipment that is not in working order and provide the COTR with
an estimate of the time needed to return the equipment to service. The
Contractor shall place an "Out of Order" sign on any copier not in
working order. The "Out of Order" sign shall also include a status line
informing users that a service technician has been called, and an
indication of when the machine will be back in service.]{.underline}

[C.6.4.3.4.5 The Contractor shall follow up with the point of contact at
the site within one hour of the service technician's scheduled arrival
to ensure that the technician has arrived and the problem has been, or
is being, resolved.]{.underline}

[C.6.4.3.4.6 If a copier is going to be out of service for more than 24
hours, the COTR may ask the Contractor to arrange for a replacement
machine until the broken machine can be brought back into service.
Replacement equipment shall be provided by the Contractor at no cost to
the Government.]{.underline}

[C.6.4.3.4.7 The Contractor may be assessed liquidated damages if
convenience copiers are not properly maintained and service requests are
not responded to within the specified time frames. ]{.underline}

[C.6.4.4 Copier maintenance is a ]{.underline}**[critical
task]{.underline}**[ and must be accomplished with 99% accuracy.
Contractor performance will be monitored and assessed by the COTR based
on the monthly reporting requirements defined in Section F of the
Solicitation/contract, monitoring of copier repair response times and
any service complaints received.]{.underline}

**[C.7.0]{.underline}[ ]{.underline}[SUPPLY ROOM SERVICES]{.underline}[
(TASK 4)]{.underline}**

[C.7.1 ]{.underline}**[Overview]{.underline}**

[C.7.1.1 At contract award, its anticipated that the Contractor will be
providing Supply Services only to ENRD's Washington, D.C. offices. The
Government reserves the right to expand these services to any other DOJ
component or Federal agency over the life of the contract or to cancel
this task entirely. The Contractor will receive 30 day advance written
notice prior to any expansion or termination of supply services.
]{.underline}

[C.7.1.2 The Contractor shall be responsible for the following tasks
under this service:]{.underline}

• Processing supply requests

• [ Managing Government supply centers]{.underline}

• [ Receiving and tracking supply inventories]{.underline}

[C.7.1.3 The goal of supply services is to ensure that the materials
needed by Government employees to do their jobs are always on hand, and
that the supplies are managed and maintained in the most cost effective
and efficient means possible. ]{.underline}

[C.7.1.4 As indicated in Section C.3.3.2, Supply Centers are secured
facilities accessible to most Government personnel only via the walk-up
service window.]{.underline}

[C.7.1.4.1 Only designated contractor personnel, the COTR or their
designees may work within the Supply Center.]{.underline}

[C.7.1.4.2 The Contractor will be given keys and/or door combinations to
the facility at the beginning of the contract and will be responsible
for ensuring the Supply Center is secured at the end of the
day.]{.underline}

[C.7.1.4.3 If the Contractor believes at any time that supplies are
being removed from the Supply Center without permission, the Contractor
will immediately notify the COTR.]{.underline}

[C.7.1.5 The ENRD Supply Center is located in Room 3414 at PHB (pictures
of all supply facilities are included in Section J, Attachment 5). The
Supply Center is 792 square feet and includes both stationary and
high-density movable shelving for storing supplies, a walk-up customer
service window, and work space for 2 clerks. This Supply Center orders
and dispenses supplies to all Division personnel in Washington,
D.C.]{.underline}

[C.7.1.6 Supplies for ENRD personnel in the 1425NY Building are ordered
by the PHB Supply Center and either forwarded from PHB or delivered
directly from the vendor to the requestor.]{.underline}

[C.7.1.6.1 A small stock of standard supplies (e.g., pens, paper) is
stored on the stationary shelving in the Copy/Fax Room in Room 13073 and
dispensed to DOJ staff upon request by the contractor staff working in
this room. ]{.underline}

[C.7.1.6.2 Supply levels are monitored and dispensed by the mail/fax
clerk and the Copy Center supervisor in coordination with the PHB Supply
Center. ]{.underline}

[C.7.1.7 Supplies for Division management in the MAIN Building are
ordered by the PHB Supply Center in coordination with the support staff
in MAIN. Support staff within this building maintain a small back-stock
of the most commonly used supplies.]{.underline}

[C.7.1.8 The Contractor shall dispense supplies to Government employees
upon request in a polite and timely manner.]{.underline}

[C.7.1.9 The Contractor shall be responsible for ordering both standard
supplies and specialty items.]{.underline}

[C.7.1.9.1 Standard supplies are defined as those needed in order for
staff to perform their every day duties. Pens, paper, staples, paper
clips, binders, computer disks and tape would all be considered examples
of standard supplies. A complete list will be provided to the Contractor
at the time of contract award. The Contractor shall maintain adequate
stock of the specified standard supplies at all times.]{.underline}

[C.7.1.9.2 Specialty items are defined as non-standard supply items
needed in limited quantities under special circumstances. Special
packing boxes, presentation materials, and graphics materials would be
examples of items that must be specially ordered and would not normally
be kept on-hand in the Supply Center. Specialty items may not be ordered
without specific approval of the COTR or his/her designees.]{.underline}

[C.7.1.10 The Contractor shall manage the inventory of each Supply
Center in a neat, organized, and professional fashion, ensuring that
sufficient stock of all standard items are on hand so that orders can be
filled immediately. Should supplies under the Contractor's control
become damaged and unusable due to the Contractor's carelessness or poor
management, the Contractor shall replace the damaged item at no cost to
the Government.]{.underline}

[C.7.1.10.1 The Contractor shall maintain an accurate inventory of all
supplies on a Supply Inventory Tracking Log. As supplies are distributed
to requestors, the Contractor shall update the tracking log to indicate
removal of the items from the inventory. ]{.underline}

[C.7.1.10.2 As new supplies are received, the Contractor shall update
the tracking system to show each new item being added to the
inventory.]{.underline}

[C.7.1.11 The Contractor shall maintain monthly statistics on the number
of supply requests received from each office group as specified in
Section F of this Solicitation/contract.]{.underline}

[C.7.1.12 All tasks described under the Supply Room Services portion of
this Solicitation/contract are
]{.underline}**[non-critical]{.underline}**[ and must be completed with
95% accuracy. Accuracy and efficiency of supply room activities may be
checked by the COTR through periodic monitoring of the supply rooms,
review of the supply request logs and Supply Inventory Tracking Log, and
personal observations and/or complaints of the DOJ staff. ]{.underline}

[C.7.2 ]{.underline}**[Filling Supply Requests ]{.underline}**

[C.7.2.1 The Contractor shall promptly fill all standard supply requests
received from any Government employee, and forward requests for
specialty items to the COTR for review and approval.]{.underline}

[C.7.2.2 Requests for supplies may be made in person at the walk-up
service window, by phone, inter-office mail, or via E-mail]{.underline}

[C.7.2.3 The Contractor shall fill supply orders by drawing from
existing stock items in the Supply Center. Depending on the size of the
order and the number of items requested, the Contractor may need to pack
the orders in boxes supplied by the Government prior to dispensing them
to the requestor. Orders for requestors waiting at the walk-up service
window will be filled immediately. All other orders (i.e., those to be
delivered via inter-office mail and those which will be picked-up by the
requestor) shall be filled on a first come, first serve
basis.]{.underline}

[C.7.2.4 In general, supply requests received via E-mail, phone or
inter-office mail by 4:00 p.m. shall be processed and delivered to the
requestor by the end of the business day on which the request was
received. ]{.underline}

[C.7.2.4.1 If the Contractor receives a supply request with a specific
delivery deadline, the Contractor shall adhere to that deadline whenever
possible. If the Contractor is unable to meet the specified delivery
time frame, the Contractor shall contact the requestor immediately to
alert them of the problem and determine what other arrangements would be
satisfactory. If the problem cannot be resolved, the Contractor shall
notify the COTR.]{.underline}

[C.7.2.4.2 Requests for specialty items may take longer to process or
receive, especially if the item is shipped from a vendor outside the
Washington, D.C. area. After placing the order and determining the exact
delivery date, the Contractor shall E-mail the requestor with the
delivery information.]{.underline}

[C.7.2.5 Supply requests received via E-mail, phone or inter-office mail
after 4:00 p.m. shall be processed and delivered to the requestor no
later than 10:00 a.m. the following business day.]{.underline}

[C.7.2.6 On occasion, the Contractor may receive a request for standard
supplies that exceeds the quantity normally maintained within the Supply
Center. Should insufficient stock be available to complete an order, the
Contractor shall provide all items that are in stock, notify the
requestor by the end of the business day that certain items are not
available, and submit a request to the COTR to restock that item
immediately as described in Section C.7.3.4.]{.underline}

[C.7.2.7 If the item requested is no longer available, or if there will
be any delay in obtaining requested supplies, the Contractor shall
immediately notify both the requestor and the COTR. ]{.underline}

[C.7.3 ]{.underline}**[Managing Supply Center]{.underline}**

[C.7.3.1 The Contractor shall check the Supply Center stock daily to
determine which items are in need of reordering.]{.underline}

[C.7.3.2 Within 60 days of contract award, the Contractor shall
establish a baseline stock level and reorder cycle for the ENRD Supply
Center that ensures that an adequate back-stock of standard supplies is
on-hand at all times. This baseline will be the starting point for the
Supply Inventory Tracking Log. A copy of the baseline, reorder cycle,
and tracking log shall be provided to the COTR by day 60 of the
contract.]{.underline}

[C.7.3.3 The supplies dispensed by the Supply Center will be purchased
by the Government based on reorder requests received from the
Contractor. Upon determining the need to restock items, the Contractor
shall prepare appropriate orders for supplies and forward them to the
COTR in sufficient time for the Government to place the order and the
"vendors" to deliver the requisite supplies. ]{.underline}

[C.7.3.4 The Contractor shall submit requests for supplies to the COTR
and a designated Government back-up via E-mail. The E-mail must include
a description of each item to be purchased, the anticipated cost, the
proposed vendor, and the catalog page the item was selected from.
Requests for specialty items must also include the date by which the
item is needed and the name and Section of the person making the request
so that the COTR will know who to contact if there are questions.
]{.underline}

[C.7.3.4.1 The COTR or designated back-up will respond to the E-mailed
request by verifying that the order has been approved or by requesting
additional information. If the order is approved, the designated
Government employee will place the order. The Contractor will then be
given the order verification numbers and final purchase cost to add to
the tracking database. ]{.underline}

[C.7.3.4.2 After the order has been approved and submitted to the
vendor, the Contractor shall place a copy of the order with verification
numbers in the "Pending File" by anticipated date of delivery. The
Contractor shall review the Pending File at the beginning of each work
day to verify which orders are due to be delivered. If an order does not
arrive as scheduled, the Contractor shall notify the COTR and if
requested, the supply vendor in question to find out why there is a
delivery delay. ]{.underline}

[C.7.3.4.3 Every effort will be made by the COTR or their designee to
respond to E-mailed supply requests within 2 hours of receipt. However,
if the Contractor has not received a response after 2 hours or if the
order is especially urgent, the Contractor shall call the COTR or the
designated back-up to ensure the supply order is placed in
time.]{.underline}

[C.7.3.5 Supplies dispensed from the Supply Centers are obtained from
various sources, each of which entails somewhat different ordering
procedures. At contract award, the COTR shall provide the Contractor
with the list of sources from which supplies can be restocked, and
source/vendor catalogues. The Contractor shall be responsible for
obtaining all subsequent updates, with the assistance of the COTR if
necessary.]{.underline}

[C.7.4 ]{.underline}**[ Receipt of Supplies]{.underline}**

[C.7.4.1 When incoming supplies are received in the Supply Center, the
Contractor shall match the appropriate order with the "vendor" packing
slip/invoice, and verify that all of the items ordered were indeed
received.]{.underline}

[C.7.4.2 If all items listed on the packing slip/invoice were received,
the Contractor shall stamp the invoice "COMPLETE", make a copy of the
invoice for their records and forward the original invoice to the COTR
for payment.]{.underline}

[C.7.4.3 If all items listed are not actually received, the Contractor
shall indicate the missing items on the packing slip/invoice and
immediately contact the COTR. Either the COTR or the Contractor will
then contact the vendor to report the shortage. ]{.underline}

[C.7.4.4 If the requested items are listed as back ordered, the
Contractor shall make a copy of]{.underline}

[the invoice indicating the items on back order and place the copy back
into the Pending File. The original invoice should then be sent to the
COTR. When the remainder of the shipment is received, the copies of the
original packing slip and form will be used to check the order. Once the
remainder of the order is received and verified, the Contractor shall
forward the copies to COTR.]{.underline}

[C.7.4.5 ]{.underline}**[Verification of incoming supplies shall be
accomplished by close of business on the day the goods are
received]{.underline}**[.]{.underline}

[C.7.4.6 As supplies are received, the Contractor shall update the
Supply Inventory Tracking Log to reflect the current
inventory.]{.underline}

**[C.8.0]{.underline}[ ]{.underline}[RECORDS MANAGEMENT
SERVICES]{.underline}[ (TASK 5)]{.underline}**

[C.8.1 ]{.underline}**[Overview]{.underline}**

[C.8.1.1 Under this contract,, it is anticipated that the Contractor
will be providing Records Management Services only for ENRD in
Washington, D.C. and Denver. However, the Government reserves the right
to expand the services to other components or Government organizations,
as needed, over the life of the contract. The Contractor shall be
notified in writing of any expansion in service 30 days prior to the
service change.]{.underline}

[C.8.1.2 The Contractor shall be responsible for the following services
under this task:]{.underline}

• Staffing and management of file facilities for both active and
inactive case files;

• [ Receipt, tracking and organization of all official case
files;]{.underline}

• [ Processing of all file requests;]{.underline}

• [ Preparing closed case files. ]{.underline}

[C.8.1.3 Under the first Administrative Services Contract, ENRD
developed a series of new file storage facilities for both active and
inactive case files.]{.underline}

[C.8.1.3.1 Active File Rooms were created to provide Division attorneys
with convenient, rapid access to their active case files while at the
same time providing a facility where valuable Government records could
be safely maintained and tracked. The following active File Rooms were
created in PHB and 1425NY. The Contractor will continue to manage most
of these facilities under the new contract:]{.underline}

  --------------------------------- --------------------------- ----------------------------------------------------------------------------------------------------------------------------------
  **[LOCATION]{.underline}**        **[SIZE]{.underline}**      **[USERS]{.underline}**
                                                                
  [PHB - Room 8512]{.underline}     [1,600 sq ft]{.underline}   [Appellate, Environmental Defense, and Policy, Legislation, and Special Litigation Sections]{.underline}
  [PHB - Room 3400]{.underline}     [2,500 sq ft]{.underline}   [General Litigation, Indian Resources, Land Acquisition, Wildlife and Marine Resources, Special Litigation Sections]{.underline}
  [PHB - Room 2127]{.underline}     [1,420 sq ft]{.underline}   [Environmental Crimes Section]{.underline}**[ (currently staffed by DOJ personnel only)]{.underline}**
  [1425 - Room 13000]{.underline}   [720 sq ft.]{.underline}    [EES attorneys working with EPA Region 6]{.underline}
  [1425 - Room 12035]{.underline}   [800 sq ft.]{.underline}    [EES attorneys working EPA Regions 5, 3 & 8 ]{.underline}
  [1425 - Room 11021]{.underline}   [648 sq. ft]{.underline}    [EES attorneys working EPA Region 1,2, 4 & 9]{.underline}
                                                                
  [1425 - Room 10004]{.underline}   [640 sq. ft.]{.underline}   [EES attorneys working EPA Regions 7 & 10]{.underline}
                                                                
  --------------------------------- --------------------------- ----------------------------------------------------------------------------------------------------------------------------------

[C.8.1.3.2 A records management warehouse for inactive and closed files
was created in Forestville, MD as a cost effective means of storing
older files that needed to be preserved and tracked, but not accessed on
a regular basis (see pictures in Section J, Attachment 5). The
warehouse, which is located at 9050 Cryden Way in Forestville, is also
used for the processing of closed files to the Federal Record Center in
nearby Suitland, MD, and will continue to be managed by the Contractor
under the new contract.]{.underline}

[C.8.1.3.2.1 The Forestville Warehouse is 14,676 sq ft. and currently
holds approximately 100,000 files and over 8,000 boxes. ]{.underline}

[C.8.1.3.2.2 The volume of work within the warehouse requires a
separate, dedicated, full-time file staff. All equipment is provided by
the Government.]{.underline}

[C.8.1.4 Under the new Administrative Services Contract, the existing
records management services will be expanded to ENRD's Denver Field
Office. The Contractor will take over management of Field Office's
existing active File Rooms and an off-site file warehouse. The
Contractor shall work under the guidance of the Washington, D.C. COTR,
the Denver Field Office Administrative Officer and Denver Field Office
Records Manager. ]{.underline}

[C.8.1.4.1 The Contractor shall provide staff to organize and maintain
official case files for 50 Division employees of the General Litigation,
Indian Resource, Environmental Enforcement, Environmental Defense and
Wildlife Sections working out the Denver Field Office. The staff is
housed on the 9]{.underline}^[th]{.underline}^[ and
10]{.underline}^[th]{.underline}^[ floors of high-rise building located
at 999 18]{.underline}^[th]{.underline}^[ Street in downtown Denver. The
Contractor shall be responsible for maintaining files in four Section
File Rooms (EDS and EES share File Room space). ]{.underline}

[C.8.1.4.2 The off-site file warehouse for the Field Office staff is
located approximately two blocks away in the Custom House at 719
18]{.underline}^[th]{.underline}^[ St. ENRD files are being stored in
Room B-025 of this building which is 924 sq. feet. Unlike the
Forestville Warehouse, the Denver file warehouse will not require
on-site staffing. The contractor file clerks working in the Field Office
will also be responsible for the organization and management of the
off-site warehouse. The Custom House currently holds 1,350 boxes.
]{.underline}

[C.8.1.5 Washington, D.C. File Rooms include a walk-up service window, a
work area for processing files, computer workstations for data entry
into the automated records management tracking system, and movable
shelving units for storing the files. Denver File Rooms are not large
enough to accommodate staff so the file clerks will be given office
space and equipment in close proximity to the various File
Rooms.]{.underline}

[C.8.2 ]{.underline}**[ENRD Records Management Principles
]{.underline}**

[C.8.2.1 ENRD's files contain the official documentation for all legal
matters in which the Division is involved. Typically, a file can contain
summonses; complaints; litigation reports; investigative reports; Grand
Jury proceedings; pleadings; external and internal correspondence;
interrogatories; discovery documents; evidentiary materials; exhibits;
depositions; transcripts; court orders, decisions, judgments, findings,
and stipulations; settlement documents; appeal documents; debt
collection documents; legislation; and Freedom of Information Act
materials.]{.underline}

[C.8.2.2 Physically, a case file can consist of one or more file folders
or "sections". A file folder is usually either an official Department of
Justice case file jacket (an OBD-155A; see Section J, Attachment 13) or
a legal-sized accordion file folder.]{.underline}

[C.8.2.2.1 The official Department of Justice case file jackets are used
to store opening and closing documentation for the case, as well as all
correspondence and pleadings. Accordion folders may be used to store all
other types of documents.]{.underline}

[C.8.2.2.2 A case file can be comprised of anywhere from one to several
hundred file folders depending on the nature of the litigation or the
policy/legislation under consideration. The average size of an ENRD case
file is about 25 folders.]{.underline}

[C.8.2.3 Litigation files are organized by case using the Department of
Justice (DJ) case number as the identifier. Case files are also
organized according to defined document categories that group
like-materials together. These categories include \"Correspondence\",
\"Discovery\", \"Pleadings\", \"Transcripts\", "Cost Documentation",
"Administrative Record" and a general "Other". Use of categories is left
to attorney discretion. Attorneys designate the file categories to be
used for each case and identify the category each document should be
placed in. The Contractor clerks will interfile individual documents
into existing file folders according to the DJ case number and the
categories identified for them by the attorneys. ]{.underline}

[C.8.2.4 Files maintained by the Policy, Legislation, and Special
Litigation Section (PLSL) may, or may not have DJ case numbers. In some
instances, such as with legislative materials, the bill number will be
the key identifier for the file instead of a DJ case number. Like case
files, PLSL's files are organized according to defined document
categories. These categories include "Legislation", "Freedom of
Information Act (FOIA)", "Policy Matters", "Amicus", "Citizen Mail", and
"Controlled Correspondence". Attorneys within PLSL will designate the
file categories to be used and identify the category each document
should be placed in. ]{.underline}

[C.8.2.5 Within the file categories, documents are usually filed in
reverse chronological order with the most recently received document at
the top of the file.]{.underline}

[C.8.2.6 All documents/file folders sent to the File Rooms by the
Division's nine litigating components must be identified by case name,
DJ case number (or other key number), the litigating component, date the
document was received, the file owner's name and the filing category the
document should be placed in. ]{.underline}

[C.8.2.6.1 Case identification is most often recorded on a form called a
File Designation Sheet (See Section J, Attachment 14) which is filled
out by the Government employee providing the file.]{.underline}

[C.8.2.6.2 Incoming scanned mail, sent directly from the Mail Room to
the File Room, (see Section C.4.8) will include an E-mail from the
Mail/Fax Center staff identifying the case, DJ case number, file
category and file owner. ]{.underline}

[C.8.2.7 In the active File Rooms, file folders will generally be stored
on high density library shelving units, not in boxes or file cabinets.
File folders will be bar coded for inventory control and tracking
purposes. ]{.underline}

[C.8.2.8 Inactive files maintained in the file warehouses will also have
bar codes but may be stored on open stationary shelving or in boxes. If
files are kept in boxes, both the folder and the box will have bar codes
which are linked to each other in the records management tracking
database. Boxes are kept on shelves or stacked on pallets in the
warehouse.]{.underline}

[C.8.2.9 All file folders received by the File Rooms must be entered
into the Government-furnished automated records management tracking
system. Files are tracked by DJ case number, case name, litigating
section, file type and file owner.]{.underline}

[C.8.2.9.1 The records management tracking system also tracks the
location, content and usage of the litigation case files and in some
instances, includes images of the documents in the physical file.
]{.underline}

[C.8.2.9.2 The Contractor file clerks shall be responsible for recording
folder-level information in the database and creating a bar code for
each file. The records management system, computer and bar coding
equipment will be provided to the Contractor when work is initiated and
all staff will receive training.]{.underline}

[C.8.2.9.3 Files/boxes to be stored in the off-site file warehouse
facilities must be recorded in the records management tracking database
by the Contractor prior to transferring them from the active File Rooms
to the Warehouse.]{.underline}

[C.8.2.10 Division employees are able to access the active File Rooms 24
hours a day and check case files out in the same sense that individuals
borrow books from a lending library. These transactions are recorded on
the records management tracking system by the contractor staff the
following day. There is no after-hours access to file warehouse
facilities.]{.underline}

[C.8.3 ]{.underline}**[File Management]{.underline}**

[C.8.3.1 ]{.underline}***[Active Files]{.underline}***

[C.8.3.1.1 Attorneys and support staff will provide materials to the
File Rooms by bringing them to the walk-up service windows or by sending
them to the File Rooms via the inter-office mail. Case files brought to
the walk-up service windows will be placed in the "IN" box. On average,
the larger File Rooms will receive approximately 250 new documents a day
to be interfiled into existing case files; the smaller File Rooms will
receive approximately 50 new documents per day.]{.underline}

[C.8.3.1.2 Upon receipt of incoming documents, the Contractor shall
review, identify, and sort the materials according to the DJ case number
(or other key number) and file category found on the File Designation
Sheet or mail scanning E-mail. ]{.underline}

[C.8.3.1.2.1 As new documents are received, the File Room staff shall
time stamp the back of the first page of each document as proof of when
it was received in the File Room.]{.underline}

[C.8.3.1.2.2 File Rooms shall not accept materials if the case name, DJ
case number, file category and file owner are not provided.]{.underline}

[C.8.3.1.2.3 When the File Rooms receive materials without the required
information, File Room staff shall immediately return the materials to
the submittor for proper labeling along with a standard form (see
Section J, Attachment 15) identifying the problems. If the submittor is
unknown, the File Room staff shall take the materials to the Section
Case Manager to request proper labeling. The COTR will provide the
Contractor with a list of Section Case Managers at the time of contract
award. ]{.underline}

[C.8.3.1.3 The Contractor shall create an area within each File Room
where incoming documents can be received and sorted by case/DJ number
and file category. Since new documents are generally the ones most used
and requested by the attorneys, it is critical that the Contractor
process incoming documents as quickly as possible.]{.underline}

[C.8.3.1.3.1 All incoming documents must be sorted to at least the case
level on the day they are received so that they may be easily located in
case a request is received.]{.underline}

[C.8.3.1.3.2 Should the File Rooms have any unfiled documents/folders at
the end of the business day, the Contractor shall ensure that the
materials are organized and labeled on shelves or in bins in such a way
that attorneys who may need these materials in the evening can readily
find them. ]{.underline}

[C.8.3.1.4 Once the Contractor has sorted incoming documents by case and
file category, the staff shall organize the documents by document date
unless other instructions have been provided by the file owner (e.g.,
"File as is"). Normally, documents will be organized in reverse
chronological order within each file category but the Contractor shall
comply with specific organization instructions received from the file
owner or their support staff.]{.underline}

[C.8.3.1.5 After the documents have been sorted and organized, the
Contractor shall search the records management tracking system to
determine if any folders are already recorded in the database for the
appropriate case (i.e., before creating a new file the Contractor will
check to see if one already exists). ]{.underline}

[C.8.3.1.5.1 If the records management tracking system indicates that
file folders already exist for the case, the Contractor must determine
through the database if there are folders for the correct file category
available. If the File Room has folders for the correct file category,
the Contractor shall interfile the newly received documents into the
appropriate folder in reverse chronological order.]{.underline}

[C.8.3.1.5.2 When the File Room staff receives materials that will not
fit into an existing file folder for a case, or that belong to a case
for which there are no sections in the appropriate file category, or
that belong to cases for which there are no sections on the records
management tracking system, the Contractor shall create new file folders
for the materials.]{.underline}

[C.8.3.1.5.3 The Contractor shall be responsible for creating both the
physical folder to be shelved as well as the corresponding electronic
folder in the records management tracking database.]{.underline}

[C.8.3.1.5.4 The number of new sections created by ENRD's File Rooms
will vary anywhere between 800 to 1,500 each week but should typically
average 1,000 new folders per week.]{.underline}

[C.8.3.1.6 If the records management tracking system shows that the
newly received file is for a closed case and should be returned to the
Federal Record Center, the Contractor shall send the file to the
Archival Record Unit in Washington or to the Records Manager in Denver
for processing (see Section C.8.5.3.5 below).]{.underline}

[C.8.3.1.7 The Contractor shall maintain all files in the proper order
on the shelves of the File Room file units.]{.underline}

[C.8.3.1.7.1 Case files shall be placed on the shelves in numerical
order by DJ case/key number. Within each case, the folders shall be
organized in alphabetical order by file category.]{.underline}

[C.8.3.1.7.2 Case files shall be organized on the shelving units from
left to right beginning on the top shelf and proceeding to the bottom
shelf within each vertical section of the shelving, just as books are
arranged on the shelves in a library.]{.underline}

[C.8.3.1.8 The expansion and archival of files will create the need for
the Contractor to periodically adjust the allotment of files on the
shelves of the File Room so that the files are evenly distributed within
the unit. The Contractor shall make these adjustments while maintaining
the order of the files.]{.underline}

[C.8.3.1.9 When a document arrives in the File Room for filing, and the
folder to which it belongs is checked out of the File Room, the
Contractor shall temporarily place the document inside a temporary red
vinyl folder and insert it on the shelf in place of the missing file
section.]{.underline}

[C.8.3.2]{.underline}***[ Inactive files]{.underline}***

[C.8.3.2.1 Over the course of litigation, some portion of the case file
may become inactive even while the case itself remains active. A file is
considered inactive if it is no longer accessed by the file owner on a
regular basis and cannot accommodate any additional documents. Rather
than continuing to store files that are not being used in the active
File Rooms, the Contractor shall transfer inactive files to an off-site
file warehouse.]{.underline}

[C.8.3.2.2 At the end of the month, the Contractor shall review the
collections within each File Room, to identify files that may be
considered inactive. The records management tracking system can be used
to determine how often a file has been requested and when it was last
used. This information will help in determining whether a file is active
or inactive. ]{.underline}

[C.8.3.2.2.1 Prior to removing inactive files from the File Room
shelves, the Contractor shall notify the file owners about the proposed
transfer and verify that they have no objections. If the file owners
object to the transfer, the Contractor shall notify the COTR who will
review the situation and make a final determination as to whether the
files stay in the active File Room or are moved.]{.underline}

[C.8.3.2.2.2 The Contractor shall ensure that all inactive files are
entered into the records management tracking system prior to
transferring the materials to an off-site file storage facility. The
Contractor shall also ensure that there is complete documentation of the
transfer process. ]{.underline}

[C.8.3.2.3 If the file owners agree to the transfer, the Contractor
shall prepare shipping boxes and create electronic box entries in the
records management tracking system for each box. As the Contractor pulls
the files off the shelf, the Contractor shall scan the bar code label on
each file folder and then scan the box bar code label; this links the
folder in the records management tracking system to the box it is being
stored in. As files are scanned out, the status field in the database
will be changed from "Shelved" to "In Transit".]{.underline}

[C.8.3.2.4 Once the files have been boxed and scanned, the Contractor
shall arrange for the courier to transport the boxes from the active
File Room to the off-site file warehouse (see Section
C.4.9.6).]{.underline}

[C.8.3.2.5 When sending boxes/files to the off-site file warehouse, the
sender must print out a packing slip for the materials from the records
management tracking system and send it along with the boxes/files to
document chain of custody. The packing slip identifies the case name,
case number and the number of boxes being transmitted for each case.
]{.underline}

[C.8.3.2.5.1 The File Room will make a copy of the packing slip and have
the driver sign the copy after he verifies the number of boxes against
the list and takes control of the boxes. The File Room shall maintain
their signed copies of packing slips for one year.]{.underline}

[C.8.3.2.5.2 The File Room shall give the original packing slip to the
driver along with the boxes. The van driver shall not accept boxes for
transport without a packing slip.]{.underline}

[C.8.3.2.6 When the boxes arrive at the off-site records warehouse, they
will be off-loaded into a special receiving area. The boxes will remain
segregated in the receiving area until the Contractor has verified the
shipment against the packing slip provided by the courier and the
shipment has been recorded in the Incoming File Log. ]{.underline}

[C.8.3.2.6.1 Any discrepancies in the shipment shall be noted by the
receiving warehouse at this time. If the shipment is correct, the
warehouse staff will sign the driver's packing slip as proof of delivery
and put it in the file. The Contractor shall keep all packing slips in a
chronological file for one year.]{.underline}

[C.8.3.2.6.2 The Contractor shall indicate on the Incoming File Log the
date, time, number of boxes received and DJ case numbers for the files
received. This log is permanent and must be maintained throughout the
contract. ]{.underline}

[C.8.3.2.6.3 Boxes may not leave the receiving area until all
discrepancies are resolved and they have been recorded in the receiving
log.]{.underline}

[C.8.3.2.7 After all boxes are accounted for and logged, the warehouse
staff will begin scanning the boxes and files into the warehouse by
groups based on the DJ number. As the boxes and files are scanned in,
their location shall be changed in the database to reflect receipt at
the warehouse and the file status shall be changed to either "Shelved"
or "Boxed on Site".]{.underline}

[C.8.3.3 File Management is a ]{.underline}**[critical
task]{.underline}**[ and must be completed with 99% accuracy. Incoming
materials shall be processed within 5 business days of their receipt and
inactive files shall be culled from the active File Rooms monthly. If
for any reason the Contractor is unable to meet these parameters, the
Contractor must notify the COTR.]{.underline}

[C.8.3.3.1 If the backlog of work is due to receipt of an unusual volume
of material or the file staff being occupied with other legitimate
duties, the COTR may approve the use of overtime, assign additional
staff to process the backlog, or agree to leave the backlog unprocessed
for a specific period of time. ]{.underline}

[C.8.3.3.2 If the backlog is due to the Contractor's negligence or
inefficient work habits, the COTR may require the Contractor to provide
additional staff to process the backlog at no cost to the Government as
specified in Section F of the Solicitation/contract.]{.underline}

[C.8.3.3.3 Contractor performance shall be ascertained by the COTRs and
their designees through periodic monitoring of file room activities,
review of daily logs, audits of the Records Management System, and by
investigating complaints from Division employees. The Government also
reserves the right to have the Contractor's filing accuracy and
efficiency evaluated by a third party Quality Assurance
contractor.]{.underline}

[C.8.4 ]{.underline}**[Creating Folders for New Cases]{.underline}**

[C.8.4.1 The first file jacket for a new case is created by the Section
Case Manager upon receiving the complaint, referral, litigation report,
FOIA request, petition for review or other such opening
documentation.]{.underline}

[C.8.4.2 In order for Case Managers to assign a document a DJ case/key
number and create a new file, they must first review the initiating
document to determine the subject matter of the case, statutes involved,
and the violations being alleged. Using this information, they can
determine the appropriate DJ case/key number and assign it to the case.
Each litigating component maintains their own set of approved DJ case
numbers.]{.underline}

[C.8.4.3 The Case Managers then verify, in the Case Management System
(CMS), that the case has not already been assigned a DJ case number and,
once verified, they enter the required case information into the case
tracking system and generate a Case Initiation Worksheet. ]{.underline}

[C.8.4.4 The Case Initiation Worksheet is provided to Section management
for review, approval and attorney assignment. When that is completed,
the Case Manager will classify the first document to be inserted into
the official DJ file as "NEW" and block it prior to placing it in the
file jacket.]{.underline}

[C.8.4.4.1 Blocking is the process of placing a stamp in the lower right
hand corner of the first page of the document or attaching a blocking
tag (OBD-171) which identifies crucial information about the document.
Blocking will is be done within the litigating components by the Case
Management staff. ]{.underline}

[C.8.4.4.2 Section personnel are responsible for ensuring that all
case/file designation information required by the File Room is provided,
including the DJ case/key number, the case name, and the file
category.]{.underline}

[C.8.4.4.3 The documents are then placed in a DOJ file jacket
(OBD-155A), the file jacket is labeled with the DOJ case/key number and
the name of the litigating section is written on the front of the file
jacket. ]{.underline}

[C.8.4.5 Once a case has been opened and a file jacket created by the
litigating components, the jacket is then forwarded to the File Room
contractor staff for data entry, bar coding, and shelving. The
Contractor shall enter the file folder and blocking stamp information
into the records management tracking system. ]{.underline}

[C.8.4.5.1 The Contractor shall also enter an appropriate description in
the records management tracking system for each file folder received.
The data entry of this information will create a printed bar code label
that the Contractor shall affix in the proper location on the file
jacket or accordion folder.]{.underline}

[C.8.4.5.2 After data entry and affixing the label, the Contractor shall
file the folder on the File Room's shelving units by DJ case/key number
and file category. File folders may not be shelved without being bar
coded. ]{.underline}

[C.8.4.6 Data entry, bar coding and shelving of files are
]{.underline}**[critical tasks]{.underline}**[ and must be performed
with 99% accuracy within 5 business days of receiving the materials. If
for any reason the Contractor is unable to process incoming
documents/files within this time period, the Contractor must notify the
COTR.]{.underline}

[C.8.4.6.1 If the backlog of work is due to receipt of an unusual volume
of material or the file staff being occupied with other legitimate
duties, the COTR may approve the use of overtime, assign additional
staff to process the backlog, or agree to leave the backlog unprocessed
for a specific period of time. ]{.underline}

[C.8.4.6.2 If the backlog is due to the Contractor's negligence or
inefficient work habits the COTR may require the Contractor to provide
additional staff to process the backlog at no cost to the Government, as
specified in Section F of the Solicitation/contract.]{.underline}

[C.8.4.6.3 Contractor performance shall be ascertained by the COTRs and
their designees through periodic monitoring of file room activities,
review of daily logs, audits of the Records Management System, and by
investigating complaints from Division employees. The Government also
reserves the right to have the Contractor's filing accuracy and
efficiency evaluated by a third party Quality Assurance
contractor.]{.underline}

[C.8.5 ]{.underline}**[Receiving and Processing File
Requests]{.underline}**

[C.8.5.1 Each week the Contractor will receive requests from ENRD
personnel for approximately 550 files. Requests may be made in person,
over the phone, or electronically via E-mail or the records management
tracking system. The Contractor shall be responsible for receiving,
tracking, and processing all file requests regardless of whether the
file is located in an active file room, off-site file warehouse, or the
Federal Record Center. ]{.underline}

[C.8.5.2 ]{.underline}***[Requests for Active Files]{.underline}***

[C.8.5.2.1 Requests Made in Person - If Government staff come to a file
room to request files during the regular business day, the Contractor
shall greet them in a polite manner and process their request as quickly
as possible.]{.underline}

[C.8.5.2.1.1 While the person waits, the File Room staff will pull the
file/files needed, and then, using the records management tracking
system, check-out the materials to the requestor. For each file
checked-out, the database will automatically record the name of the
person taking the file, list their office as the file's new location,
and a change the file status from "Shelved" to
"Circulating".]{.underline}

[C.8.5.2.1.2 Under no circumstances should the Contractor allow files to
be removed from the File Room without checking them out in the records
management tracking system. If the Government employee refuses to wait
or takes the file without checking it out, the Contractor shall
immediately contact the COTR.]{.underline}

[C.8.5.2.1.3 When the file is checked out, the database will
automatically record the date the file was checked out. After the
requestor has left, the Contractor shall create a "tickler" in the
database based on the checkout date which will prompt the File Room to
contact the requestor after 30 days to see if the requestor is done with
the file. The Contractor who checks out the files is responsible for
creating the "tickler".]{.underline}

[C.8.5.2.2 Requests by Phone - If a File Room receives a request by
phone, the Contractor shall record the DJ number and files needed and
agree with the requestor on a time frame for delivery. The Contractor
shall then pull the files, follow the records management database
check-out procedure described Section 8.5.2.1.1 and either deliver the
files to the requestor personally, or have them delivered in the next
hourly intra-building mail delivery. The Contractor shall also create a
"tickler" in records management tracking system for the requested
files.]{.underline}

[C.8.5.2.3 Electronic Requests - File requests received via E-mail or
the records management tracking system will be handled centrally by the
contractor File Request Staff located in the Archival Record Unit in
Room LL601 at PHB in conjunction with DOJ records staff. The File
Request Staff shall be responsible for receiving, responding to, and
tracking all electronically-received file requests. ]{.underline}

[C.8.5.2.3.1 File requests received via
]{.underline}**[E-mail]{.underline}**[ will be sent to a central records
management E-mail account monitored by the File Request
Staff.]{.underline}

[C.8.5.2.3.1.1 When a request is received, the File Request Staff shall
contact the appropriate file facility, have the files located and
pulled, and then respond to the requestor's E-mail by informing them
when the files will be delivered. All electronic requests must be
acknowledged by the File Request Staff within two hours of receipt and
identify the time frame for delivery of the requested
files.]{.underline}

[C.8.5.2.3.1.2 The File Room staff shall be responsible for pulling the
files, checking out the files to the requestor and either delivering the
files personally, or having them delivered in the next hourly
intra-building mail delivery. The delivering File Room shall also create
a tickler in records management tracking system for the requested
files.]{.underline}

[C.8.5.2.3.2 Requests received via the ]{.underline}**[records
management tracking system]{.underline}**[ will also be handled by the
File Request Staff at PHB. The Contractor shall check the records
management tracking system each hour for newly received file requests.
]{.underline}

[C.8.5.2.3.2.1 After receiving a request, the File Request Staff shall
contact the appropriate records facility, have the files located and
pulled, and then respond by E-mail to the requestor to let them know
when the requested files will be delivered. All electronic file requests
must be acknowledged by the File Request Staff within two hours of
receiving the request. The File Request Staff shall also be responsible
for marking the request as completed within the records management
tracking system. ]{.underline}

[C.8.5.2.3.2.2 The File Room staff shall be responsible for pulling the
files, checking out the files to the requestor and either delivering the
files personally, or having them delivered in the next hourly
intra-building mail delivery. The delivering File Room shall also create
a tickler in records management tracking system for the requested
files.]{.underline}

[C.8.5.2.4 If the requested files have already been checked out to
another person, the File Request Staff will inform the current
requestor. If the requestor wishes to be put on a waiting list, the
Contractor shall send the files when they have been returned. If the
requestor does not wish to wait, the file request will be
canceled.]{.underline}

[C.8.5.2.5 Until the original file is returned to the active File Room,
the Contractor shall place any documents that arrive at the File Room
for that file in a temporary red vinyl folder. The red folder will serve
as a temporary "home" for the documents and take the place of the
missing folder on the shelf. Eventually, when the original file returns
to the File Room, the Contractor shall refile it in the appropriate
position on the shelf, remove the red vinyl folder, discard the
check-out sheet, and interfile any documents that have accumulated in
the red vinyl folder into the original file. ]{.underline}

[C.8.5.3 ]{.underline}***[ Requests for Inactive and Closed
Files]{.underline}***

[C.8.5.3.1 When a case closes or slows down, the files are sent first to
the off-site storage warehouse, and then onto the Federal Record Center
(FRC); permanent records are eventually sent to the National Archives.
Files stored at the off-site warehouse or the Federal Record Center are
still the Division's property and can be recalled at will; files sent to
the National Archives are no longer Division property and cannot be
recalled. The Contractor, in conjunction with Government Records
Managers, will be responsible for processing requests for inactive and
closed files. When requests involve closed files, the Contractor shall
also prepare the paperwork needed to request files from the FRC, track
receipt of FRC files, and ensure that the materials are returned to the
FRC in the same condition in which they were received.]{.underline}

[C.8.5.3.2 Requests for inactive or closed files will be received via
the same means as those for active files (in person, by phone, or
electronically via E-mail or the records management
system).]{.underline}

[C.8.5.3.2.1 In Washington, D.C. all requests for inactive or closed
files will be handled by the File Request Staff at PHB.]{.underline}

[C.8.5.3.2.2 In Denver, file requests for inactive or closed files will
be handled by the Field Office file staff in conjunction with the
on-site DOJ Records Manager. ]{.underline}

[C.8.5.3.3 Inactive files - Washington, D.C - When the File Request
Staff receives a request for an inactive file stored in the Forestville
warehouse, they shall contact the warehouse supervisor and request the
file.]{.underline}

[C.8.5.3.3.1 The warehouse staff shall check-out the file to the
designated requestor, and then have the warehouse courier deliver the
materials directly to the requestor's office. The warehouse staff will
also put a "tickler" in the records management tracking system.
]{.underline}

[C.8.5.3.3.2 All file requests received in the Forestville Warehouse by
noon will be delivered to the requestor's office before the end of that
business day. Requests received after noon will be delivered prior to
noon the following day. ]{.underline}

[C.8.5.3.3.3 If an attorney has an immediate, emergency need for a small
number of files, the Forestville warehouse shall deliver the files
within 2 hours of receiving the request]{.underline}

[C.8.5.3.4 Inactive files - Denver - Since staff are not stationed in
the Denver file warehouse, the File Request Staff will notify the Field
Office file staff to request files.]{.underline}

[C.8.5.3.4.1 Upon being notified of the request by the Washington File
Request Staff, the Field Office file staff will go to the warehouse,
pick up the requested materials and bring them back to the Field
Office.]{.underline}

[C.8.5.3.4.2 The Field Office file staff will check-out the files to the
requestor and deliver the materials directly to the person's office.
]{.underline}

[C.8.5.3.4.3 All file requests received by noon will be delivered to the
requestor's office before the end of that business day. Requests
received after noon will be delivered prior to noon the following day.
]{.underline}

[C.8.5.3.4.4 If an attorney has an immediate, emergency need for a small
number of files, the Field Office file staff will go to the warehouse
immediately, pick up and deliver the requested materials within the
hour.]{.underline}

[C.8.5.3.5 Closed files - Washington, D.C.  - The File Request Staff in
the Archival Record Unit (ARU) at PHB will be responsible for processing
all requests for closed files. When a request for closed files is
received, the Contractor shall use the finding aides provided to locate
the accession information and then prepare the paperwork necessary to
request the files from the FRC. The completed paperwork will be reviewed
and signed by the designated Government employee.]{.underline}

[C.8.5.3.5.1 After submitting the paperwork to the FRC, the Contractor
shall contact the requestor and let them know when the files will be
delivered. If there is a delay in receiving files from the FRC, the
Contractor shall be responsible for advising the requestor of any
changes in the delivery dates.]{.underline}

[C.8.5.3.5.2 When the requested materials arrive at the Archive Record
Unit, the Contractor shall use the records management tracking system to
check the files out to the requestor and then deliver the files
personally or send them via courier or intra-building mail run. The File
Request Staff shall also create a tickler in the database as a reminder
to check with the requestor after 30 days to see if they are done with
the files.]{.underline}

[C.8.5.3.5.3 Older files recalled from the FRC may not be listed in the
records management tracking database. Before giving the files to the
requestor, the Contractor shall create a record in the database for each
file. FRC files may not be delivered to the requestor until they are
added to the records management tracking system and properly checked
out.]{.underline}

[C.8.5.3.5.4 Before delivering the files, the Contractor shall also
insert a cover sheet in each folder/box advising the requestor that FRC
materials may not be altered in any way. Files received from the FRC
must be maintained in the same order as they are received. The
Contractor shall be responsible for ensuring that returned items are in
their original format before sending them back to the FRC and alerting
the COTR and/or Government Records Managers if there is a problem.
]{.underline}

[C.8.5.3.6 Closed Files - Denver - Since closed case files in Denver are
retired to the local Federal Record Center, the Denver file staff will
be responsible for processing those requests using the same procedures
described in Section C.8.5.3.5 above. Requests for FRC files will be
reviewed and signed by the Denver Records Manager and/or the
Administrative Officer. ]{.underline}

[C.8.5.4 Throughout each day, the Washington File Request Staff shall
keep a running list of all files requested and their expected delivery
times. At 4:30 pm (EST), the File Request Staff will check with each
file facility, verify which files were actually delivered, and annotate
the list. A copy of the list showing which files have been delivered and
which requests are pending shall be delivered to the COTR by 5:30 pm
each day. Statistics based on these daily reports will be part of the
Contractor Monthly Report described in Section F of the
Solicitation/contract.]{.underline}

[C.8.5.5 If the Contractor cannot locate a requested file that the
records management tracking system shows should be at a specific
location, the Contractor shall launch an intensive search for the file
inside the specified file facility and at any other potential locations.
If the Contractor cannot locate the file by the delivery deadline or the
end of the day the request was received, whichever comes first, the
Contractor shall notify the COTR of the problem. The COTR, and not the
Contractor, shall notify the requestor if files are
missing.]{.underline}

[C.8.5.6 Processing file requests is a ]{.underline}**[critical
task]{.underline}**[ and must be completed with 99% accuracy. The
Contractor shall acknowledge all file requests on the day they are
received and provide a delivery date to the requestor. Accuracy and
efficiency of processing file requests may be checked by the COTR
through periodic monitoring of the records management tracking system,
review of the daily report on file requests, personal observations
and/or complaints of the DOJ staff. ]{.underline}

[C.8.5.7 If files are lost and/or damaged due to carelessness on the
part of the Contractor, the Contractor may be subject to liquidated
damages as described in Section F of the
Solicitation/contract.]{.underline}

[C.8.6 ]{.underline}**[Maintenance of Case Files]{.underline}**

[C.8.6.1 The Contractor shall maintain all files in the File Rooms and
off-site file warehouses in a clean, neat, orderly and accurate fashion
so that the staff can rapidly locate files and respond to file
requests.]{.underline}

[C.8.6.2 Each month the Contractor shall review the shelves within the
file facilities and replace and re-label any torn or worn file folders.
The Contractor shall also ensure that all files are well-secured and
upright on the shelves of the filing units and that all files are facing
one direction.]{.underline}

[C.8.6.3 The Contractor shall place aisle guides at the end of each
shelving row to indicate the range of DJ numbered files found in that
row. The Contractor shall also place bar code labels, which can be
scanned to link files to a specific row location within the records
management tracking system, on each row of shelving. ]{.underline}

[C.8.6.4 The Contractor shall process and file incoming documents within
the parameters described in Section C.8.3. The Contractor shall not
store files in boxes, unless they are being shipped to the ARU, an
off-site file warehouse, or the FRC. ]{.underline}

[C.8.6.5 The Contractor shall not place on the shelves any file that
does not have a records management tracking system bar code label or
does not have the DJ case/key number, category code and section number
indicated on the top of the folder.]{.underline}

[C.8.6.6 As part of ongoing file maintenance, the Contractor shall
complete a monthly review of files in all records facilities to ensure
that the folders are in strict DJ case/key number and file category
order on the shelves. As files are reviewed, the bar code on each file
shall be scanned using the hand held bar code scanner. The resulting
data shall then be uploaded into the records management tracking
database updating the system.]{.underline}

[C.8.6.7 Each week the COTR will E-mail the Contractor a list of
personnel changes within the Division.]{.underline}

[C.8.6.7.1 New Hires - the Contractor shall be responsible for
contacting newly hired Government staff during their first week of
employment and providing a tour of the appropriate File Room and an
overview of records management policies and procedures. The Contractor
shall ensure that each new hire understands how and when to use a File
Designation Sheet, the types of documents that need to be maintained in
the official case files to constitute a complete record, and which
documents may be destroyed at the end of a case. The Contractor shall
E-mail the COTR before the end of the week verifying that all new
personnel have had their records management orientation.]{.underline}

[C.8.6.7.2 Departing Employees - The Contractor shall generate an index
of the departing employee's files from the records management tracking
system and provide a copy to the Section Case Manager. In conjunction
with the Case Manager, the Contractor shall ensure that all signed out
files are returned to the File Room prior to the employee's departure
and that all case-related files are accounted for. Once the departing
employee's cases have been reassigned, the File Room staff shall provide
the new attorney with a list of available files for each case and change
the "File Owner" field in the records management tacking system to
reflect the change in personnel. The Contractor shall E-mail the COTR
prior to the employee's departure date to verify that all records for
departing personnel are accounted for.]{.underline}

[C.8.6.8 File maintenance is a ]{.underline}**[critical
task]{.underline}**[ and shall be performed with 99% accuracy. The
Contractor shall monitor filing and labeling accuracy during the monthly
shelf reviews and correct all detected errors within one business
day.]{.underline}

[C.8.6.9 Contractor performance shall be ascertained by the COTRs and
their designees through periodic monitoring of file room activities,
review of daily logs, audits of the Records Management System, and by
investigating complaints from Division employees. The Government, at its
discretion, may bring in a 3]{.underline}^[rd]{.underline}^[ party
Quality Assurance vendor to regularly monitor the quality of the records
management services provided by the Contractor. ]{.underline}

[C.8.7 ]{.underline}**[Processing Closed Files ]{.underline}**

[C.8.7.1 When litigation is complete and a case is closed, the
litigating section will alert the active File Room to the change of
status by forwarding a Notice of Case Closure. The Contractor shall add
The Notice of Case Closure and any accompanying documents to the
appropriate case file folder.]{.underline}

[C.8.7.2 After verifying in CMS that the case is indeed closed, the File
Room staff shall remove the closed files from the File Room shelves and
review them to ensure they are in chronological order and that the case
file is complete.]{.underline}

[C.8.7.2.1 If any file folders are checked out, the File Room staff
shall contact the person with the file and ask that it be returned as
soon as possible.]{.underline}

[C.8.7.2.2 The Contractor shall also contact the case attorneys to
determine if there are any new documents yet to be added to the official
file (i.e., documents the attorney has received but not yet forwarded to
the File Room). These new documents will be interfiled into the
appropriate case file folder.]{.underline}

[C.8.7.2.3 When removing the files from the shelves, the File Room staff
shall not fill in the ending date on the last file jacket in each file
category. This will enable documents acquired after the materials are
retired to the off-site file warehouse to be added to the case
file.]{.underline}

[C.8.7.3 The Contractor shall organize the files into shipping boxes and
generate a packing slip for the shipment from the records management
tracking system.]{.underline}

[C.8.7.4 The Contractor shall arrange for a special courier run as
described in Section C.4.9.5 and ship the closed files to the
appropriate off-site file warehouse. Shipments must be coordinated with
the warehouse in advance.]{.underline}

[C.8.7.5 When the closed files arrive at the warehouse, they shall be
logged in and processed using the receiving procedures outlined in
Section C.8.3.2.]{.underline}

[C.8.7.6 Closed files must be held at the warehouse for 1 year before
they may be archived at the FRC. Each month, the warehouse staff will
generate a report from the records management tracking system
identifying which files have reached maturity and can be archived at the
FRC. The Contractor shall forward a copy of the list to the COTR and the
Division Records Manager who will instruct the warehouse staff on how to
organize the shipment.]{.underline}

[C.8.7.6.1 The warehouse staff shall pull eligible files from the
shelves, organize the materials per the Records Manager's instructions
and update the file status in the records management tracking system.
]{.underline}

[C.8.7.6 2 The Contractor shall place the closed case files in Federal
Record Center shipping boxes in accordance with National Archives and
Record Administration (NARA) guidelines (see Section J, Attachment 16).
The boxes and NARA guidelines will be supplied by the Government as
needed throughout the contract.]{.underline}

[C.8.7.6.3 When the closed files have been boxed, the Contractor shall
contact the Records Manager to review the shipment. If the materials are
in order, the Division Records Manager will fill out the archival
paperwork to be submitted to the FRC and obtain accession numbers for
the shipment.]{.underline}

[C.8.7.6.4 The Contractor shall label each box in the shipment with the
accession number provided by the Records Manager using the format
specified by NARA. The Records Manager will schedule the shipment to the
FRC and alert the warehouse of the pickup date once its been
established.]{.underline}

[C.8.7.6 Archiving files is a ]{.underline}**[non-critical
task]{.underline}**[ and shall be performed with 95% accuracy.
Contractor performance shall be ascertained by the COTRs and their
designees through periodic monitoring of archiving activities, review of
completed collections, audits of the Records Management System, and by
investigating complaints from Division employees. Contractor performance
is subject to review by the Division Records Manager, the COTR and/or a
3]{.underline}^[rd]{.underline}^[ party Quality Assurance
contractor.]{.underline}

[C.8.8 ]{.underline}**[After Hours Access to the Active File
Rooms]{.underline}**

[C.8.8.1 Due to the nature of litigation, the Division's staff must be
able to access their active files 24 hours per day. Rather than staff
the File Rooms around the clock, after-hours users will be able to
access the active File Rooms at any time and check files out
manually.]{.underline}

[C.8.8.2 The Contractor shall provide written instructions in each
facility on how to locate files within the active File Rooms and how to
sign them out. The instructions should be located near the File Room
entrance and posted so they are easy to locate and read.]{.underline}

[C.8.8.3 The Contractor shall provide a Sign Out Log in the entrance
area of each File Room. After-hours users will be required to manually
sign out any files they remove from the File Rooms. The Sign Out Log
will identify the person who removed the files, their litigating
section, the date and the files taken.]{.underline}

[C.8.8.4 At the beginning of each work day, the File Room staff shall
review the Sign-Out log from the previous day]{.underline}

[C.8.8.4.1 The staff shall contact each of the users listed in the log
to ensure they found what they needed while in the facility. This
follow-up will ensure that difficulties encountered with the system are
promptly addressed, and the logs will provide a point of contact for
File Room staff should files be missing and not signed out.]{.underline}

[C.8.8.4.2 The staff shall also update the records management tracking
system to indicate that files have been signed out and to whom. A
tickler shall be created in the database to remind the File Room staff
after 30 days to check with the person who removed the file to see if
they are finished with it.]{.underline}

[C.8.8.5 If upon inspection of a File Room at the beginning of the day,
the Contractor believes files have been removed but not signed out, or
if the File Room was not left in good condition by the Government staff
who used the facility after hours, the Contractor shall notify the
COTR.]{.underline}

**[C.9 ]{.underline}[VOLUME DOCUMENT SCANNING]{.underline}[ (TASK
6)]{.underline}**

[C.9.1 ]{.underline}**[Overview]{.underline}**

[C.9.1.1 Volume document scanning is a task being considered by ENRD and
TAX While both organizations envision this task being performed at some
point during the contract, neither expects to begin scanning during the
first year of the contract. ]{.underline}

[C.9.1.2 The Government has historically been paper- based. Agency
activities, decisions and policies have always been recorded and
distributed on paper and this remains the legal requirement for
documenting work within the Government. Increasingly, however, the
Government is being required to rely upon imaging technology as a means
of conducting business. Documents produced to the United States in
litigation are now being provided as PDF or TIFF files stored on CD roms
rather than as boxes of documents. The Government needs to be able to
read and use these images. Courts are rapidly requiring our attorneys to
submit documents to the court electronically instead of in paper format;
this is referred to as "E-filing". The Government expects that E-filing
will be a universal requirement within all courts over the next five
years.]{.underline}

[C.9.1.3 Although ENRD, through their Office of Litigation Support,
currently provides imaging services, the rapid expansion and acceptance
of imaging as a means of transmitting information is quickly outpacing
the Division's resources and Litigation Support's purview. The
Government needs to be able to expand imaging services beyond litigation
support to the include individual attorneys and to those cases not
receiving litigation support.]{.underline}

[C.9.1.4 As a result, the Government is reserving the right at some
point under this contract to potentially create and staff scanning
centers which would be structured along the same lines as the current
copy centers (see Section C.6.0). ]{.underline}

[C.9.1.4.1 The Contractor would provide staff to manage the scanning
centers and possibly be called upon to provide and maintain the
necessary scanning equipment and software.]{.underline}

[C.9.1.4.2 Scanning centers would be created within Government office
space and may be required to process both black and white as well as
color documents.]{.underline}

[C.9.1.5 Specific service parameters will be provided to the Contractor
at the time work is requested by the Government. The sections below are
provided to give the Contractor an overview of the potential volume of
work, equipment needed, and possible procedures.]{.underline}

[C.9.2 ]{.underline}**[Anticipated Volume]{.underline}**

[C.9.2.1 ]{.underline}***[ ]{.underline}***[ENRD's existing high volume
scanners (2) currently produce 30,000 images per month (annual average)
based on scanning requests received primarily from within the PHB
building where the machines are located; 1,000 images are produce per
month in the recently implemented Denver Field Office scanning center.
Both locations are far below their scanning capacity. ]{.underline}

[C.9.2.2 Based on the rapid increase in demand for scanning services,
however, the Government envisions the Contractor may be required to
produce more than 300,000 pages a month at the PHB and 1425NY scanning
centers and 150,000 pages at the Denver per month scanning center by
2004. ]{.underline}

[C.9.3 ]{.underline}**[Standard Scanning Requests]{.underline}**

[C.9.3.1 A standard scanning request entails digitizing between 1 - 50
boxes of mixed documents. Scanning could include double-sided documents
as well as single-sided documents and the materials may be stapled or
bound with oversize attachments. ]{.underline}

[C.9.3.2 The Contractor's imaging application must be able to
automatically generate a cross-reference file that contains, at a
minimum, the following information:]{.underline}

• Page name - usually the bates number

• [ Dedicated path of the image location on the network or
CD-ROM]{.underline}

• [ Image file name]{.underline}

• [ First page indicator]{.underline}

[A cross reference is a required deliverable for all standard jobs. This
file will be used to "load" the images into an imaging or database
application such as Doculex, Opticon, Ipro, Summation, JFS, etc.
]{.underline}

[C.9.3.3 Typical image formats for standard scanning requests
include:]{.underline}

[ Format Resolution]{.underline}

[ TIFF 300 dpi]{.underline}

[ PDF 300 dpi]{.underline}

[ JPEG 200 dpi - Color]{.underline}

[C.9.4]{.underline}**[ Document Preparation and OCR]{.underline}**

[C.9.4.1 The Contractor shall utilize bar code sheets to unitize
documents for scanning. The Contractor shall prepare documents for
scanning by unfastening documents so that they are free of bindings and
insert barcode sheets in there place preserving the original document
unitization. The resulting source documents and barcode sheets will be
scanned in batches. After scanning is complete the Contractor shall
replace all staples, clips, rubber bands and other bindings to their
original placement and return them in their original order (See Section
J, Attachment 17 for detailed document preparation
instructions).]{.underline}

[C.9.4.2 For standard scanning requests, the Contractor shall be
responsible for loading Images or PDF files into the Government's
document management system (i.e. Concordance, PowerDocs, Summation,
E-Quest, ADDIS etc.) The Contractor will use a standard database
template provided by the Government to create new databases and load the
Image or PDF files. ]{.underline}

[C.9.4.3 Typically standard scanning jobs will require that the images
be processed through an Optical Character Recognition (OCR) engine to
generate searchable and editable ASCII text from the images. Generally,
the Contractor will be expected to process all images produced during a
day's production within 24 hours. The OCR text should be machine output
only, meaning that no "clean up" is required to be performed on the OCR
text. At a minimum, the OCR software will have the following
functionality:]{.underline}

• De-skew

• [ De-speckle]{.underline}

• [ Auto Orientation]{.underline}

• [ Export to Standard Litigation Support and Document Management
Systems]{.underline}

[OCR with advanced techniques such as "multiple engine" and "voting" OCR
software may also be used.]{.underline}

[C.9.4.4 ]{.underline}*[ OCR Output]{.underline}*[ - if the Contractor
is asked to provide OCR to the Government, it must be in a format that
is readily loadable into any standard litigation support or document
management application (i.e. Concordance, PowerDocs, Summation, E-Quest,
ADDIS etc.). The Contractor's OCR software must be able to produce ASCII
text files at the document or page level in a format the can be loaded
into any of the Government's document management applications without
additional formatting. Additionally, the Contractor must be able to
generate document level PDF files with the OCR text "sandwiched" in the
PDF file. ]{.underline}

[C.9.4.5 ]{.underline}*[ OCR loading]{.underline}*[ - For standard
scanning requests, the Contractor will be responsible for loading OCR
text or PDF files into the Government's document management system (i.e.
Concordance, PowerDocs, Summation, E-Quest, ADDIS etc.) The Contractor
will use a standard database template provided by the Government to
create new databases to load the OCR or PDF files.]{.underline}

[C.9.5 ]{.underline}**[Equipment]{.underline}**

[C.9.5.1 The scanning centers will require the use of high-volume
equipment capable of meeting the following]{.underline}**[
minimum]{.underline}**[ functional specifications:]{.underline}

• Volume - capacity of up to 500,000 images per month

• [At least 85 ppm at 300 dpi black and white (BW)]{.underline}

• [Automatic Document Feeder - accepts 1000 originals pages
(recommended)]{.underline}

• [Automatic imprinter]{.underline}

• [Automatic De-skew]{.underline}

• [Double Feed Detection]{.underline}

• [Page Length Detection]{.underline}

• [Scans up to 11\" by 17\" pages]{.underline}

• [Color Scanning]{.underline}

• [Duplexing (two-sided scanning)]{.underline}

• [Dual stream output BW/Color]{.underline}

• [Up to 400 dpi BW and 300 dpi color]{.underline}

• [ISIS, TWAIN compliant (VIDEO acceptable)]{.underline}

• [Barcode and patch sheet processing]{.underline}

[C.9.5.2 The scanning centers might also include midrange scanners to
handle the smaller jobs or poor quality documents so as not to tie up
the large capacity scanners. The Midrange shall have the following
]{.underline}**[minimum ]{.underline}**[functional
specifications:]{.underline}

• Full color scanning at 25ppm

• [Monochrome scanning at 35 ppm]{.underline}

• [Scans up to 11\" x 17\" size pages]{.underline}

• [ISIS and TWAIN compliant drivers ]{.underline}

• [Auto document size detection]{.underline}

• [Flatbed scanning]{.underline}

• [At least 50-page ADF ]{.underline}

• [Duplex capability ]{.underline}

**[C.10.0 ]{.underline}[ADMINISTRATION AND MANAGEMENT]{.underline}**

[C.10.1 The Project Manager shall be the Contractor's authorized
representative for the technical and administrative performance of all
services required in this contract. The Project Manager shall be the
first point of contact for the Government for any contractual or
administrative questions or difficulties that may arise related to the
contract.]{.underline}

[C.10.1.1 The Project Manager shall be the primary contact through which
Government communications, work assignments, and technical direction
flow to the Contractor work force.]{.underline}

[C.10.1.2 With guidance and direction from the COTR, the Project Manager
shall supervise all daily functions of the contract.]{.underline}

[C.10.1.3 The Project Manager shall be provided office space and
computer equipment by the Government.]{.underline}

[C.10.2 Each Government agency using the contract will assign a member
of their staff to act as COTR. The COTR will direct the agency's
centralized services program through assignment, instructions, and
guidance given to the Contractor's Project Manager. The COTR will be the
Contractor's first contact point for any questions or difficulties that
arise related to the performance of work under this
contract.]{.underline}

[C.10.3 Within the specifications of the contract, the guidance of the
procedures manuals, and the directions of the COTR, the Contractor staff
shall perform all activities described herein on their own initiative.
This will require a high degree of resourcefulness and the exercise of
sound judgement. Contractor personnel shall perform independently and
shall exercise professional judgement and discretion in the performance
of contract activities.]{.underline}

[C.10.4 As appropriate, the Project Manager shall make suggestions to
the COTR, to improve operational procedures. While general task
procedures have been described within this Solicitation/contract,
]{.underline}**[the Government is open to, and encourages, the
Contractor to develop and suggest more efficient task
procedures.]{.underline}**[ The Project Manager shall refer all policy
and procedural decisions to the COTR for approval and
action.]{.underline}

[C.10.5 The Project Manager must ensure the quality of work performed.
The Contractor shall provide a formal Quality Control Plan as required
under Section L, incorporate quality control mechanisms into the
operating procedures for each contract task, and regularly report to the
COTR on the quality of performance as part of the reporting requirements
specified in Section F of this Solicitation/contract. ]{.underline}

**[C.11.0 ]{.underline}[STAFFING]{.underline}**

[C.11.1 ]{.underline}**[Adequate Workforce]{.underline}**

[C.11.1.1 With the exception of some of the mail/messenger functions,
all tasks specified in the statement of work shall be performed on-site
in Government offices. The Contractor must at all times maintain an
adequate work force for the uninterrupted performance of all tasks
defined within this statement of work. Unless otherwise specified,
personnel are expected to work full time (i.e., 40 hours per week, and
their staffed position (the regular person plus substitutes) be
available for working up to 2,056 hours annually, excluding New Years
Day, Thanksgiving, and Christmas. When hiring personnel, the Contractor
shall keep in mind that the stability and continuity of the work force
are essential. ]{.underline}

[C.11.1.2 On the performance start date of the contract, which is
anticipated to be 45 calendar days after contract signature, the
Contractor shall furnish enough fully trained and experienced
personnel]{.underline}**[ to perform the work specified
herein]{.underline}**[. The Contractor may not reduce any level of
effort, particulary for the fixed monthly price CLINs, without the
consent of the Contracting Officer. However, the Government reserves the
right to increase or decrease the level of effort as events dictate, by
adding or taking away supplemental staff billed on a hourly basis. The
Contracting Officer will inform the Contractor in writing of the
Government\'s intention to increase or decrease the level of effort
sixty (60) calendar days before such adjustment takes place. An
appropriate adjustment will be made to the price(s) of the effected
Contract Line Item Numbers]{.underline}**[ ]{.underline}**[(CLINs) as
determined reasonable by the Administrative Contracting
Officer.]{.underline}**[ ]{.underline}[ ]{.underline}[ ]{.underline}**

[C.11.1.3 The Contractor shall provide fully trained, experienced
personnel to perform the tasks described within the statement of work.
All staff shall meet or exceed the qualification requirements stated
herein, including excellent English reading comprehension and speaking
ability. ]{.underline}

[C.11.2 ]{.underline}**[Government Approval of Contractor
Staff]{.underline}**

[C.11.2.1 The Government reserves the right to review the qualifications
of all staff selected to work on the contract before assignment.
Offerors shall submit with their proposals current resumes for the
Project Manager, General Supervisors, or other Key Personnel specified
in Section H.12. Each resume shall include all past employment
positions, dates, and names of one or more references including
addresses and telephone numbers where available. Resumes shall also
include the names and telephone numbers of all Contracting Officer\'s
Technical Representatives of Federal contracts on which the proposed
individual has worked.]{.underline}

[C.11.2.2 Offerors shall provide letters of commitment from any
individuals offered as contract employees who are not employed by the
offeror at the time of proposal submission.]{.underline}

[C.11.2.3 During the course of the contract, the Contractor shall submit
resumes and Supplemental Qualifications as specified above, for any Key
Personnnel individuals being added to the contract staff or replacing a
member of the Key Personnel staff. The Government reserves the right to
request and review the qualifications of ALL staff nominated to work on
the contract before assignment]{.underline}

[C.11.2.4 If the Contracting Officer notifies the Contractor of
performance problems, the Contractor shall take the necessary steps to
resolve the problem (i.e., changes in personnel, removal of personnel,
changes in procedures) within five (5) working days of the receipt of
such notice. The Contractor shall reimburse the Government for the cost
of any Government-provided or funded training given to Contractor
employees who cease to perform contract duties within six (6) months
after receiving that training.]{.underline}

[C.11.3 ]{.underline}**[Estimated Level of Effort]{.underline}**

[C.11.3.1 The charts which follow on the next pages represent the
estimated low (minimum) and estimated high (maximum) quantities of labor
hours, by labor category, that the Government expects to order for the
performance of all tasks for each year under the contract for ENRD and
for TAX. At the outset of the contract, the Contractor shall furnish
staff for the services/tasks specified in the four tables below. \[These
estimated low and high quantities are not meant to prevent the offeror
from creating a better, more efficient staffing proposal.\] Further, any
significant fluctuations (plus and minus) over these figures during
performance may result in the Government negotiating an equitable
adjustment (lower or higher) in the monthly charge. ]{.underline}

**[ENRD Estimated Annual Level of Effort]{.underline}**

**[Bundled CLINS X002 - X020]{.underline}**

  --------------------------------------------------------------------------------------------------------------------------------------------------------------------- --------------------- ------------------ ---------------------------------------------------------------------------------------------------------------
  [1 Sr. Clerk to act as on-site supervisor]{.underline}^[3]{.underline}^[^1][ and 2 Clerks to handle 4 small file rooms and 1 off-site storage facility]{.underline}                                            
  [Off-site File Warehouse - Forestville, MD - X017]{.underline}                                                                                                        [Month]{.underline}   [12]{.underline}   [1 Sr. Clerk to act as on-site supervisor and 4 Clerks to handle processing of closed case files]{.underline}
                                                                                                                                                                                                                 
  [Installation and Maintenance of Copier Equipment - X018]{.underline}                                                                                                 [Month]{.underline}   [12]{.underline}   [Install and maintain 33 convenience copiers of varying sizes in 9 locations across the U.S.]{.underline}
                                                                                                                                                                                                                 
  --------------------------------------------------------------------------------------------------------------------------------------------------------------------- --------------------- ------------------ ---------------------------------------------------------------------------------------------------------------

**[ENRD Estimated Annual Level of Effort]{.underline}**

**[ID/IQ Labor Hours CLINS]{.underline}**

  ---------------------------------------------------------------- ----------------- ---------------------- ------------------------------------------------------------------------------------------------------------------------------------------
  [Supplies]{.underline}^[4]{.underline}^[^2][ X023]{.underline}   [0]{.underline}   [2,080]{.underline}    [1 Supervisor stationed in PHB responsible for mail, fax, supply, & scanning services; potentially works holidays/weekends ]{.underline}
  [Copy Clerks - X026A Washington, D.C.]{.underline}               [0]{.underline}   [2,080]{.underline}    [Additional Copy Clerks used periodically at either PHB or 1425NY as work volume warrants]{.underline}
  [Copy Clerks - Denver X026B]{.underline}                         [0]{.underline}   [500]{.underline}      [Additional Copy Clerk might be used periodically as work volume warrants]{.underline}
  [File Clerks - X027A Washington, D.C.]{.underline}               [0]{.underline}   [2,080]{.underline}    [Additional File Clerks used periodically at PHB and 1425NY as work volume warrants]{.underline}
  [File Clerks - Denver X027B]{.underline}                         [0]{.underline}   [500]{.underline}      [Additional File Clerk may be added periodically as work volume warrants]{.underline}
  [Supply Clerks - Wash, D.C. X029A]{.underline}                   [0]{.underline}   [4,160]{.underline}    [Potentially 1 Clerk at PHB; additional clerk may be added if volume of work warrants it.]{.underline}
                                                                                                            
  [Scanning Clerks - Wash, D.C. X030A]{.underline}                 [0]{.underline}   [29,120]{.underline}   [8 - 11 Clerks for mail scanning at PHB; an additional 3 clerks may be added later for volume scanning]{.underline}
                                                                                                            
  ---------------------------------------------------------------- ----------------- ---------------------- ------------------------------------------------------------------------------------------------------------------------------------------

**[TAX Estimated Annual Level of Effort]{.underline}**

**[ID/IQ Labor Hour CLINS]{.underline}**

  -------------------------------------------------------------------- ----------------------- ----------------------- --------------------------------------------------------------------------------------------------------------------------------------------------
  **[LABOR CATEGORY]{.underline}**                                     **[MIN]{.underline}**   **[MAX]{.underline}**   **[DESCRIPTION]{.underline}**
                                                                                                                       
  [Project Manager - Copy Services/Fax/ Scanning - X022]{.underline}   [2,080]{.underline}     [2,080]{.underline}     [1 Supervisor stationed in JCB responsible for coordinating all services; potentially oversees scanning operation]{.underline}
  [Senior Copy Clerks - X024A]{.underline}                             [4,160]{.underline}     [4,160]{.underline}     [1 Sr. Clerk to act as on-site supervisor for the JCB Copy Center; 1 Sr. Clerk to act as on-site supervisor for the PHB Copy Center]{.underline}
  [Copy Clerks - X026A]{.underline}                                    [8,320]{.underline}     [10,400]{.underline}    [4 Copy Clerks to handle copying and quality control: 3 at JCB, 1 at PHB, 1 extra may be added to PHB if volume of work warrants it]{.underline}
  [Mail/Fax/Copy Clerks X028A]{.underline}                             [4,160]{.underline}     [4,160]{.underline}     [1 Clerk to handle mail and fax processing at JCBand 1 Clerk for PHB]{.underline}
                                                                                                                       
  [Scanning Clerks X030A]{.underline}                                  [0]{.underline}         [4,160]{.underline}     [Tax may want 1 Clerk for scanning at JCB; an additional clerk may be added later for volume scanning]{.underline}
                                                                                                                       
  -------------------------------------------------------------------- ----------------------- ----------------------- --------------------------------------------------------------------------------------------------------------------------------------------------

[C.11.4 ]{.underline}**[Key Personnel]{.underline}**

[C.11.4.1 The following labor categories are considered essential to the
successful contract performance, and therefore designated as key
personnel:]{.underline}

[ 1. The Project Manager]{.underline}

[ 2. General Supervisor - Copy Services]{.underline}

[ 3. General Supervisor - Records Management Services]{.underline}

[ 4. General Supervisor - Mail, Fax, Supply, and Scanning
Services]{.underline}

[ 5. Sr. File and Sr. Copy Clerks.]{.underline}

[C.11.4.2 Replacement key personnel shall meet or exceed the minimum
qualifications described herein and are subject to the approval of the
COTR. Individuals offered as key personnel shall be available for
assignment and work on the start date of the contract. If at any time
from the start date to the end of the contract, any key person is no
longer available, the Government reserves the right to review the
qualifications of proposed new personnel and to reject individuals who
do not meet the qualifications set forth herein.]{.underline}

[C.11.5 ]{.underline}**[Alternates]{.underline}**

[C.11.5.1 In the event of either absences or resignations of any
Contractor staff, the Contractor shall provide ]{.underline}**[fully
qualified, experienced, security cleared, and
]{.underline}[trained]{.underline}[ alternates]{.underline}**[ to serve
as substitutes. The Government\'s approval of individuals to serve as
alternates does not constitute approval of such individuals to serve as
permanent replacements for the key personnel. In the event that the
alternate is not sufficiently trained to perform the tasks in the
service area they are assigned or the Contractor fails to provide an
adequate workforce as defined in C.11.1, liquidated damages may apply in
accordance with Section F of this Solicitation/contract.]{.underline}

[C.11.5.2 The Contractor shall provide substitutes for missing staff
members whenever absences exceed ]{.underline}**[one hour or more
]{.underline}**[(until the alternates arrive, existing staff, including
the Project Manager, shall fill-in for those who are
absent).]{.underline}

[C.11.6 ]{.underline}**[Personnel Responsibilities and
Qualifications]{.underline}**

[C.11.6.1 The Contractor must provide qualified staff to perform the
duties described below. In determining qualifications, \"college
education\" means study at an accredited academic 4-year college or
university or a 2-year community or junior college. Study at vocational,
technical, and trade schools does not qualify as \"college education.\"
\"Graduation from college\" means the completion and receipt of at least
a Bachelor of Arts or Bachelor of Science degree from a 4-year
accredited academic college or university.]{.underline}

[C.11.6.2 ]{.underline}**[Project Manager]{.underline}**

[(a) Responsibilities - Oversees all aspects of the contract and serves
as the Contractor\'s principal point of contact with the COTR regarding
all contract performance matters; provides supervision and direction of
all contract activities and personnel; ensures the successful and timely
performance of all contract tasks in accordance with Government
requirements and standards; consults with the COTR concerning the
performance of each contract task, work progress, scheduling, costs,
personnel assignments, recruitment, priorities, and performance; makes
personnel assignments and disciplines Contractor staff; recruits
suitable personnel, arranges appropriate training, and ensures the
satisfaction of security and administrative requirements in a timely
manner; ensures design, direction, and successful operation of a formal
quality control and review program to ensure the accurate performance of
all activities of the contract; analyzes work procedures and coordinates
the timely review, updating, and modification of all procedures manuals;
studies operations and makes recommendations for improvements to the
COTR and develops and implements plans to effect COTR-approved changes;
ensures adherence to all Government records procedures and requirements
as found in procedures manuals, and the instructions of the COTR;
collects, compiles, analyzes, and presents all required reports to the
COTR; meets with litigating staff to investigate and resolve
difficulties and to explain records procedures and requirements; and
provides oral and written status reports to the COTR.]{.underline}

[(b) Qualifications - Graduation from college and at least 3 years of
experience as a project manager on an administrative services contract
performing for the Federal Government, a law firm or similar
professional entity; demonstrated ability to manage complex projects
involving diverse operations at multiple sites, time critical
activities, large numbers of employees, and the coordination of several
major tasks; demonstrated ability to develop, organize, conduct, and
oversee quality control and review programs; demonstrated ability to
analyze work procedures and to design work tasks and priorities;
knowledge of government procedures for the central services described
within this contract; knowledge of the legal process and the kinds of
documentation and procedures involved in civil and criminal litigation;
demonstrated ability to meet amicably with contentious individuals, to
deal with them tactfully, to explain policies and procedures, and to
secure their cooperation; and ability to read, write, speak, hear, and
understand English fluently; excellent written and oral communications
skills.]{.underline}

[C.11.6.3 ]{.underline}**[General Supervisor - Copy
Services]{.underline}**[ ]{.underline}

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager, directs, assists, coordinates and supervises photocopy clerks
at multiple locations. Performs quality control and ensures timely
delivery of all specified deliverables. Manages the flow of work within
and between copy centers making efficient use of existing resources and
minimizing the need for overtime. Tracks progress of all activities and
reports status to appropriate Contractor Project Manager. Arranges
routine and emergency servicing and maintenance of equipment specified
by the Government. Also as needed photocopies, assembles notebooks,
including tabbing binders, numbering, binding, stapling, hole punching
and labeling; prepares materials for shipment via Federal Express and
ensures they are delivered to the designated drop-off site on schedule;
and manages, dispenses and orders paper and other supplies needed in the
copy centers ensuring adequate quantities are always on
hand.]{.underline}

[(b) Qualifications: A high school diploma and at least two years of
experience as a copy center supervisor managing multiple, high volume
copy centers for the Federal Government, a law firm or other
professional entity; ability to operate a variety of office equipment,
including PCs, printers, scanners, photocopiers, scanners, telephone
systems, fax machines, numbering and binding equipment, etc. Attention
to detail, ability to work well in a team environment, and ability to
diplomatically handle customer questions and problems all very
important; ability to read and follow instructions explicitly very
important. Ability to prioritize work for a number of people and
coordinate activities at multiple sites simultaneously. Good oral and
written communications skills. ]{.underline}

[C.11.6.3 ]{.underline}**[General Supervisor - Records Management
Services]{.underline}**

[(a) Responsibilities/Duties: Under the direction of the Project
Manager, oversees, directs, and assists contractor records management
staff at multiple locations in performing tasks such as data entry, bar
coding files, opening/closing case files, filing, responding to file
requests, and archiving files for shipment to the FRC. Deals directly
with the Division's litigation staff as the first line contact for the
resolution of File Room difficulties and records issues; ascertains and
reports special needs, issues, and difficulties to Contractor management
and to the COTR; investigates and resolves problems with the
classification of cases, the organization of files, the identification
and labeling of file materials, and the tracking records in the
database; trains File room personnel, as necessary; and records
information in logs and in automated tracking systems concerning cases
and files (e.g., adding, deleting, updating, modifying, and correcting
records; checking files in and checking them out; conducting
inventories; etc.).]{.underline}

[(b) Qualifications: A high school diploma and at least two years of
experience supervising professional or para-professionals employees in a
legal records management environment; demonstrated ability to work
independently, taking primary responsibility for the initiation,
planning, organization and performance of routine duties; ability to
discuss and resolve operational problems with the File Room staff and
project management; and a calm, tactful, professional demeanor for
dealing with harried, frustrated users who do not understand records
procedures or the difficulties involved in locating files. Attention to
detail very important; ability to work well in a team environment very
important; ability to read and follow instructions explicitly very
important. Ability to prioritize work for a number of people at multiple
locations critical. Good oral and written communications skills.
]{.underline}

[C.11.6.4 ]{.underline}**[General Supervisor - Mail/Fax/Scanning
Services]{.underline}**

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager, directs, assists, coordinates and supervises clerical staff in
a wide variety of administrative services including mail delivery,
sending and receiving of faxes, management of supply centers, and
document scanning operations. Performs quality control and ensures
timely delivery of all specified deliverables. Manages the flow of work
within and between the various sites making efficient use of existing
resources and minimizing the need for overtime. Tracks progress of all
activities and reports status to appropriate Contractor Project Manager.
Arranges routine and emergency servicing and maintenance of equipment as
specified by the Government. Also as needed transmits faxes, scans
documents, delivers mail, prepares supply orders and assists in the
Supply Center. Ensures that all outgoing Federal Express packages have
been collected and delivered to the designated drop-off site on
schedule; and manages, dispenses and orders paper and other supplies
needed in the copy centers ensuring adequate quantities are always on
hand.]{.underline}

[(b) Qualifications: A high school diploma and at least two years of
experience supervising clerical employees in mail and supply tasks for
the Federal Government, a law firm or other professional entity; ability
to operate a variety of office equipment, including PCs, printers,
scanners, photocopiers, scanners, telephone systems, fax machines etc.
Attention to detail, ability to work well in a team environment, and
ability to diplomatically handle customer questions and problems all
very important; ability to read and follow instructions explicitly very
important. Ability to prioritize work for a number of people and
coordinate activities at multiple sites simultaneously. Good oral and
written communications skills. ]{.underline}

[C.11.6.5 ]{.underline}**[Senior Copy/Scanning Clerk]{.underline}**

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager and/or General Supervisor for Copy Services, directs, assists,
and supervises clerical staff at a single site in performing support
functions such as photocopying, scanning, document numbering, document
assembly, hole punching, and binding. Performs quality control and
ensures timely delivery of all specified deliverables. Tracks progress
of all clerical activities and reports status to appropriate Contractor
Project Manager and General Supervisor. Arranges routine and emergency
servicing and maintenance of equipment. Also as needed, photocopies;
assembles notebooks, including tabbing binders, numbering, binding,
stapling, hole punching and labeling; prepares materials for shipment
via Federal Express; and manages, dispenses and orders copy room
supplies ensuring adequate quantities are always on hand.]{.underline}

[(b) Qualifications: A high school diploma and at least one year of
experience as a supervisor on an administrative services contract
performing for the Federal government, a law firm or other professional
entity; ability to operate a variety of office equipment, including PCs,
printers, scanners, photocopiers, telephone systems, fax machines,
numbering and binding equipment, etc. Attention to detail very
important; ability to work well in a team environment very important;
ability to read and follow instructions explicitly very important.
Ability to prioritize work for a number of people. Good oral and written
communications skills. ]{.underline}

[C.11.6.6 ]{.underline}**[Copy, Mail, Scanning and Supply Clerks
]{.underline}**

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager and the General Supervisors performs routine functions such as
sorting mail; researching and rerouting misdirected mail; document
scanning; photocopying; assembling notebooks, including tabbing binders,
numbering, binding, stapling, hole punching and labeling; preparing
materials for shipment via Federal Express and delivering the items to
the designated pickup point; managing, dispensing and ordering supplies
ensuring adequate quantities are always on hand; completing automated
tracking and inventory logs; and faxing information as requested and
coordinating the delivery of incoming fax transmissions. These positions
are interchangeable.]{.underline}

[(b) Qualifications: A high school diploma and at least six (6) months
of experience performing the duties described above on an administrative
services contract for the Federal government, a law firm, or other
professional entity; ability to operate a variety of office equipment,
including PCs, photocopiers, fax machines, document scanners, numbering
and binding equipment, etc. Must be able to print clearly. Attention to
detail very important; ability to work well in a team environment very
important; ability to read and follow instructions explicitly very
important. Good oral and written communications skills. ]{.underline}

[C.11.6.7 ]{.underline}**[Mail Messengers/Couriers]{.underline}**

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager and the General Supervisor for Mail Services picks up and
delivers time sensitive packages within Washington D.C. area; accurately
distributes mail on a regularly scheduled route; picks up copy and
supply requests as well as documents to filed in the Local Records Units
during regularly schedule mail runs and delivers them to the appropriate
service center. ]{.underline}

[(b) Qualifications: At least one year of experience as a courier in the
Washington DC. area; must have a valid drivers license for the type of
vehicle being operated and a proven safe driving record as established
by the National Driver Registration or equivalent check. Good oral and
written communications skills. ]{.underline}

[C.11.6.8 ]{.underline}**[ Senior File Clerk]{.underline}**

[(a) Responsibilities/Duties: Under the direction of the Project Manager
and the General Supervisor for Records Services, oversees, directs, and
assists contractor records management staff at a single location in
performing tasks such as data entry, bar coding files, opening/closing
case files, filing, responding to file requests, and boxing documents
for shipment to the records warehouse. Deals directly with the
Division's litigation staff as the first line contact for the resolution
of File Room difficulties and records issues; ascertains and reports
special needs, issues, and difficulties to Contractor management and to
the COTR; investigates and resolves problems with the classification of
cases, the organization of files, the identification and labeling of
file materials, and the tracking records in the database; trains File
Room personnel, as necessary; and records information in logs and in
automated tracking systems concerning cases and files (e.g., adding,
deleting, updating, modifying, and correcting records; checking files in
and checking them out; conducting inventories; etc.).]{.underline}

[(b) Qualifications: A high school diploma and at least one year of
experience supervising professional or para-professionals employees in a
legal records management environment; demonstrated ability to work
independently, taking primary responsibility for the initiation,
planning, organization and performance of routine duties; ability to
discuss and resolve operational problems with the File Room staff and
project management; and a calm, tactful, professional demeanor for
dealing with harried, frustrated users who do not understand records
procedures or the difficulties involved in locating files. Attention to
detail very important; ability to work well in a team environment very
important; ability to read and follow instructions explicitly very
important. Ability to prioritize work for a number of people. Good oral
and written communications skills. ]{.underline}

[C.11.6.9 ]{.underline}**[File Clerk]{.underline}**

[(a) Responsibilities/Duties: Under the supervision of the Project
Manager and General Supervisor, creates, receives, processes, maintains,
retrieves, and retires litigation and other case files; records
information in logs and in automated tracking systems concerning files
(e.g., adding, deleting, updating, modifying, and correcting tracking
records; checking files in and checking them out; transferring files;
retiring files; etc.); identifies, organizes, describes, and labels
record materials; interfiles documents into files, labeling the files,
and attaching bar code labels to them; retrieves files and prepares them
for delivery to requestors; maintains files, including removing
duplicates, replacing worn or improperly labeled folders, and
redistributing files on the shelves; prepares files for transfer to the
Archive Records Unit by labeling, listing, and boxing them.
]{.underline}

[(b) Qualifications: A high school degree and at least six (6) months of
previous experience in records management or filing functions,
preferably in a legal office environment, that demonstrates: a knowledge
of filing procedures and techniques; an ability to interpret and apply
records policy and filing techniques in a variety of situations; a firm
grasp of numerical, alphabetical, and chronological sequencing; at least
6 months of on-the-job experience using a personal computer; an ability
to lift standard FRC boxes, weighing 30 pounds numerous times during the
course of a day; and ability to work well in a team environment, and
follow instructions explicitly.]{.underline}

[C.12.0 ]{.underline}**[RESPONSIBILITY OF THE CONTRACTOR]{.underline}**

[C.12.1 ]{.underline}**[Quality, Accuracy, and Timeliness]{.underline}**

[The Contractor shall be responsible for the professional quality,
technical accuracy and timely accomplishment of all tasks described
herein. Contractor performance of such tasks shall be in accordance with
established operating policies and procedures. The Contractor shall,
without additional compensation, correct or revise any errors or
deficiencies in performing the tasks, submitting deliverables and
completing other services within the time specified for each task.
Performance of the tasks described herein will be evaluated in terms of
adequacy of professional judgment, quality and timeliness of work
accomplished by the Contractor.]{.underline}

[C.13.0 ]{.underline}**[RESPONSIBILITY OF THE GOVERNMENT]{.underline}**

[C.13.1 ]{.underline}**[Government Liability]{.underline}**[ (See Also
H.8.4 - same language)]{.underline}

[The Government shall not be liable for any injury to the Contractor\'s
personnel or damage to the Contractor\'s property unless such injury or
damage is due to negligence on the part of the Government and is
recoverable under the Federal Torts Claims Act, or pursuant to other
Federal statutory authority.]{.underline}

[C.13.2 ]{.underline}**[Training]{.underline}**

[The Government will provide initial training for the Project Manager,
General Supervisors, Senior Copy Clerk and Senior File Clerk regarding
the procedures, standards, tracking systems and documents associated
with the services required under this contract. Although the Government
will provide guidance and additional instruction as necessary, the
Project Manager and General Supervisors shall be responsible for
ensuring that all other personnel receive thorough and accurate training
in their assigned tasks. The Contractor will continue to train employees
as necessary to keep their skills up to date, with regard to their
assigned areas of responsibility and as necessary, modify appropriate
sections in the Procedures Manuals.]{.underline}

[C.13.2.1 The initial training and orientation of the Project Manager,
General Supervisors, and Senior Clerks shall be performed within the
first week of the transition period (see C.14 below). At the end of the
training, the Contractor must demonstrate a proficiency in all of the
tasks and performance standards required under this contract. By the end
of the transition period, all contractor personnel must be thoroughly
trained in and knowledgeable of their respective assigned tasks. The
COTR will verify the proficiency of each contract employee. After the
transition phase, the Contractor shall be responsible for training,
cross-training, or retraining all contract personnel, including any
additional or replacement staff. ]{.underline}

[C.13.2.2 At all times, the Contractor shall ensure that any employee
assigned to this contract is fully trained to assume the duties and
responsibilities of more than one task under the contract. Such
cross-training must be on-going to ensure complete coverage at all times
for all assignments. As required under Section F, the Contractor shall
submit a list to the COTR quarterly identifying each employee's primary
task assignment and other tasks they are fully cross-trained to perform.
Cross-training should also be addressed by the Contractor as part of the
Task Integration Plan they are to submit under Section L of this
Solicitation/contract.]{.underline}

[C.14.0 ]{.underline}**[TRANSITION]{.underline}**

[C.14.1 ]{.underline}**[Transition Preparation
Requirements]{.underline}**

[To conduct the smooth, orderly, and timely implementation of the
contract, the successful offeror will be required to have all project
staff fully trained and ready to assume full responsibility for all of
the administrative services described herein on the start date of the
contract, projected to be December 1, 2002. At a minimum, the Contractor
shall assure that all proposed contract personnel, including alternate
personnel, are totally familiar with the tasks to be performed and the
procedures for completing them.]{.underline}

[C.14.2 ]{.underline}**[ Government-Offered Assistance]{.underline}**

[It is the successful offeror\'s responsibility for assuring that all
project staff and back-up personnel are fully capable of beginning work
on the start date of the contract. However, the Government is willing to
assist the successful offeror in preparing for the transition of
responsibility during the forty-five (45) day period preceding the
effective date of the contract, as specified below.]{.underline}

[ENRD shall make the following available to the successful offeror for
proposed project staff in all Function Areas:]{.underline}

[a) copies of any existing procedures manuals, logs and reports for each
function area;]{.underline}

[b) limited access to the existing copy centers, supply rooms, and
records management facilities; ]{.underline}

[c) meetings with the COTR;]{.underline}

[d) demonstration of the Division's Local Area Network and other
computer systems; ]{.underline}

[e) demonstration of the records management tracking system;
and]{.underline}

[f) demonstration of the copy, fax, and supply automated tracking
systems.]{.underline}

[END OF SECTION C TEXT.]{.underline}

[^1]:
    +----------------+----------------+----------------+----------------+
    | [1 Clerk to    |                |                |                |
    | handle mail    |                |                |                |
    | sorting and    |                |                |                |
    | distribution   |                |                |                |
    | as well as     |                |                |                |
    | Denver fax     |                |                |                |
    | processing and |                |                |                |
    | adhoc courier  |                |                |                |
    | service]{.und  |                |                |                |
    | erline}^[2]{.u |                |                |                |
    | nderline}^[^4] |                |                |                |
    +----------------+----------------+----------------+----------------+
    | [              | [Mont          | [1             | [2 Couriers    |
    | Inter-building | h]{.underline} | 2]{.underline} | with vans,     |
    | Mail Service   |                |                | handcarts,     |
    | X00            |                |                | cell phones    |
    | 8]{.underline} |                |                | etc. to        |
    |                |                |                | deliver mail   |
    |                |                |                | on scheduled   |
    |                |                |                | routes between |
    |                |                |                | buildings in   |
    |                |                |                | downtown       |
    |                |                |                | Washington,    |
    |                |                |                | D.C            |
    |                |                |                | .]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Dedicated     | [Mont          | [1             | [1 Courier     |
    | Courier        | h]{.underline} | 2]{.underline} | with a van to  |
    | Service -      |                |                | handle adhoc   |
    | Washington,    |                |                | delivery       |
    | D.C.-          |                |                | requests       |
    | X00            |                |                | within the     |
    | 9]{.underline} |                |                | Washington     |
    |                |                |                | metropolitan   |
    |                |                |                | are            |
    |                |                |                | a]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Copy Center   | [Mont          | [1             | [Installation  |
    | Services -     | h]{.underline} | 2]{.underline} | of 7 copiers   |
    | PHB -          |                |                | with all       |
    | X01            |                |                | necessary      |
    | 1]{.underline} |                |                | supplies       |
    |                |                |                | (except        |
    |                |                |                | paper); 5      |
    |                |                |                | Clerks to      |
    |                |                |                | handle         |
    |                |                |                | copying,       |
    |                |                |                | copier         |
    |                |                |                | maintenance,   |
    |                |                |                | and quality    |
    |                |                |                | contro         |
    |                |                |                | l]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Copy Center   | [Mont          | [1             | [Installation  |
    | Services -     | h]{.underline} | 2]{.underline} | of 5 copiers   |
    | 1425NY -       |                |                | with all       |
    | X01            |                |                | necessary      |
    | 2]{.underline} |                |                | supplies       |
    |                |                |                | (except        |
    |                |                |                | paper); 1 Sr.  |
    |                |                |                | Clerk to act   |
    |                |                |                | as on-site     |
    |                |                |                | supervisor and |
    |                |                |                | 2 Clerks to    |
    |                |                |                | handle         |
    |                |                |                | copying,       |
    |                |                |                | copier         |
    |                |                |                | maintenance,   |
    |                |                |                | and quality    |
    |                |                |                | contro         |
    |                |                |                | l]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Copy Center   | [Mont          | [1             | [Installation  |
    | Services -     | h]{.underline} | 2]{.underline} | of 3 copiers   |
    | ]{.underline}  |                |                | with all       |
    |                |                |                | necessary      |
    | [Denver-       |                |                | supplies       |
    | X01            |                |                | (except        |
    | 3]{.underline} |                |                | paper); 1      |
    |                |                |                | Clerk to       |
    |                |                |                | handle         |
    |                |                |                | copying,       |
    |                |                |                | copier         |
    |                |                |                | maintenance,   |
    |                |                |                | and quality    |
    |                |                |                | contro         |
    |                |                |                | l]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Records       | [Mont          | [1             | [7 Clerks to   |
    | Management     | h]{.underline} | 2]{.underline} | handle 2 file  |
    | Services -     |                |                | rooms and      |
    | PHB -          |                |                | manage all     |
    | X01            |                |                | file requests  |
    | 4]{.underline} |                |                | received in    |
    |                |                |                | Archive Record |
    |                |                |                | Uni            |
    |                |                |                | t]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Records       | [Mont          | [1             | [1 Sr. Clerk   |
    | Management     | h]{.underline} | 2]{.underline} | to act as      |
    | Services -     |                |                | on-site        |
    | 1425NY-        |                |                | supervisor and |
    | X01            |                |                | 2 Clerks to    |
    | 5]{.underline} |                |                | handle 4 small |
    |                |                |                | file           |
    |                |                |                | room           |
    |                |                |                | s]{.underline} |
    +----------------+----------------+----------------+----------------+
    | [Records       | [Mont          | [1             |                |
    | Management     | h]{.underline} | 2]{.underline} |                |
    | Services -     |                |                |                |
    | Denver -       |                |                |                |
    | X01            |                |                |                |
    | 6]{.underline} |                |                |                |
    +----------------+----------------+----------------+----------------+

    ^3^The Denver Sr. Clerk will act as supervisor for all Denver
    contract activities (copying, mail/fax, and files).

[^2]:
      -------------------------------------------------------------- ------------------------ ------------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
      **[LABOR CATEGORY]{.underline}**                               **[UNIT]{.underline}**   **[QTY]{.underline}**     **[DESCRIPTION]{.underline}**
                                                                                                                        
      [Special Messenger Service - Wash, D.C. - X021A]{.underline}   [Delivery]{.underline}   [2,400]{.underline}       [Delivery of standard packages within the Washington, D.C. core area]{.underline}
                                                                                                                        
      [Special Messenger Service - Wash, D.C - X021B.]{.underline}   [Delivery]{.underline}   [Not known]{.underline}   [Delivery of non-standard packages, delivery outside the core area, expedited deliveries, and unusual circumstances (e.g. excessive weight, use of non-standard vehicle)]{.underline}
                                                                                                                        
      **[LABOR CATEGORY]{.underline}**                               **[MIN]{.underline}**    **[MAX]{.underline}**     **[DESCRIPTION]{.underline}**
                                                                                                                        
                                                                                                                        
      -------------------------------------------------------------- ------------------------ ------------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

    ^4^Position only used if mail or volume scanning tasks implemented.