SSO Schedule of Services. Welcome

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1 Welcome The staff of State Services Organization (SSO) welcomes you to the Hall of the States. Conveniently located just blocks from the U.S. Capitol and Union Station, the Hall of the States is home to many Washington offices of the fifty states, U.S. territories, and associations of state officials. State Services Organization, which manages the 225,000 square feet of office space that make up the Hall of the States, is proud to offer a broad range of services to more than 95 organizations. SSO was founded in 1976 as a joint venture of the Council of State Governments, the National Conference of State Legislatures, and the National Governors Association. Our mission is to provide our affiliates with superior service at competitive prices achieved through economies of scale. Appreciating that time is a scarce commodity to many of our affiliates, we strive to offer a comprehensive range of services. These include a full-service library, 14 conference rooms, a print shop, Internet access, a mailroom, desktop publishing, Blast faxing, and state-ofthe-art telecommunication services. Most of our member organizations have been with us for many years. The staff of State Services Organization appreciates that trust and constantly strives to meet or exceed the expectation of our affiliates. We appreciate the time you have taken to learn more about the Hall of the States and State Services Organization. Please feel free to call us to discuss any special needs or questions you may have. SSO Schedule of Services Service Cut-Off Time Schedule Break Room hours 8:30 am - 8:00 pm Convenience Copiers 24/7 FedEx Express 4:00 pm 7:00 pm final FedEx Express 7:00 pm final (standard airbill) FedEx Ground 4:00 pm 4:15 pm final Printing & copying 8:30 am - 5:30 pm (Extended hours by request) Service bills due net 30 days UPS 3:00 pm 3:30 pm US mail (outgoing) 4:00 pm 4:30 pm This handbook is provided to offer you a quick reference to SSO s services and procedures, including schedules and prices. Please contact specific departments at the numbers given to obtain more detailed information regarding services and procedures. If you have any suggestions regarding other services, please let us know. THE SSO STAFF

2 Telecommunication Services Towanna Gates The Telecommunications department is located in Suite 237 within the Hall of the States. We offer a full line of state-of-the-art telecommunication services, including: Local and long-distance phone service Voice mail On-site technical support Calling card services Conference calling services Monthly itemized reports for long-distance calls Training Towanna Gates will be happy to meet with you and your staff to discuss these services and phone features in detail. Monthly Service Fees Non- Tenant 1 or more stations $25.00 each Contents Welcome Building Services 2 Inclement Weather/Building Closures 2 Central Billing 2 Office Services 3 Conference Room Rentals & Services 4 Internet Services 6 Library Services 8 Mail and Delivery Services 10 Print Shop/Copying Services 11 Telecommunication Services 12 Monthly Voice Mail Fees Non- Tenant 1 or more voice mail boxes $10.00 each Monthly Hand Set Fees Set Model Non- Tenant 6408 $6.75 each 6416 $8.00 each 6424 $10.00 each The following items are billed based on usage: Calling cards Conference calls Long-distance Local service Effective July 1,

3 Building Services Wendy Shapiro Print Shop Val Ogora Building Access. The building is open 24 hours a day/7 days a week. Guests are required to sign in and show a photo ID at the lobby front desk and they will receive a temporary printed badge to gain access to the building. Building Management. Lincoln Property Company is the building management company. You may reach them directly at Break Room. SSO provides a break room located on the second floor, equipped with tables and chairs, sink, microwave, ice machine, vending machines with snacks and beverages, and a sitting area with a television. The break room hours are from 8:30 am to 8:00 pm. Inclement Weather/Building Closures SSO Main Number State Services follows the lead of the federal government when determining whether State Services will be closed, on liberal leave, or closing early. If a decision is made to close SSO before working hours, information regarding the closure will be available by calling the SSO main number at In the event of an early or regular closure, most SSO services will not be available. Central Billing Audrey Williams awilliams@sso.org SSO bills monthly for all services rendered on one itemized statement. Statements for services are distributed to customers by the 15th of each month and payment is due within 30 days of receipt. Each statement should be reviewed promptly and any discrepancies reported to Tyrone Spears at Please do not short pay your invoice without first discussing any questions or concerns with Tyrone. To ensure the proper posting of service statement payments, please attach a copy of your service statement with payment. Copying Services For more than two decades, SSO has been providing services to its clients. We continue to offer a complete print solution for our clients needs. We offer a complete range of reproduction services that include black & white, color, and oversize copies, while doing projects ranging from simple, one-page copies to large-volume copying and scans. We upgraded our equipment to provide you with the latest technology and software for all your projects. Our staff is highly skilled and ready to turn your projects around within your timeframe and meet your requirements. Our copiers are digitally networked to give you better quality and resolution in copies. Just provide us with the hard copy originals, artwork on disk or send your artwork via to our mailbox printshop@sso.org. Our full service print shop offers competitive prices: * Network digital BW and color copies * Bindery services * Print on demand * Shredding services * CD/DVD duplications * Custom Xerox tabs * Scan to PDF files * Oversized posters The department s normal hours of operations are from 8:30 am 5:30 pm M F in suite 237. We are available for overtime hours if your job requires our services (overtime rates apply). We also offer complete in-house finishing services including saddle-stitching, hand collating, folding, trimming, 3-hole punching, binding (velo, GBC), and laminating. We may also provide other service options; stop by or call to discuss your project. Print Brokering Services We have the capability to provide all your printing needs such as letterheads, envelopes, business cards, brochures, etc. with one of our many vendors. We also have the expertise to handle any small to large size printing project you have, anything from one color to promotional items. Call us for competitive bid pricing. Convenience Copy Centers To meet your daily photocopying needs, we have walk-up networked BW and color convenience copiers available 24 hours/7 days a week in rooms 213, 321, and 534. A number is assigned to each user to record monthly usage, which is billed on the monthly SSO service bill. 2 11

4 Mail and Delivery Services Val Ogora US Mail US mail and interoffice mail is delivered daily by 11:30 am, M F to SSO tenants. All outgoing mail in need of postage should be dropped off in suite 237 or 237B no later than 4:00 pm. Postage is applied and processed throughout the day. Mail slips are available for outgoing mail and billed through the monthly SSO service bills. Mail is picked up from the center at 4:30 pm daily and taken directly to the Post Office. Mass mailings and label affixing services are also available. Affixing Labels Adhesive labels $.07 per label for affixing Processing Mass or Bulk Mailings #10 envelopes $.05 per envelope for each insert 9 x 12 envelopes $.06 per envelope with one insert $.05 for each additional insert Bulk mailing $.05 per envelope Manual sealing $.05 per envelope FedEx FedEx Express and Ground packages processed by the mailroom must be in the department by 4:00 pm in suite 237B. If you are using the standard airbills for Express delivery, the package may be dropped off at the drop box located in suite 237B before the final pick-up at 7:00 pm. Final pick-up for FedEx Ground is 4:15 pm. Remember to register with the SSO Mail Room for the on-line system of fedex.com. This feature of fedex.com gives you inside access to the online shipping system you use every day, helping you gain better control over shipping processes and costs. SSO contracted with FedEx to receive volume discounts that are passed directly on to our customers. UPS UPS packages should be in the center by 3:00 pm for processing. Final pick-up is scheduled at 3:30 pm in suite 237B. Messengers If you are in need of same-day deliveries, SSO arranges for messengers to pick up your package from the SSO Front Desk in suite 237 or by calling us at SSO contracts with local messengers to provide same-day deliveries at competitive rates for you. 10 Office Services Lindsay Baldino lbaldino@sso.org Desktop Publishing State Services Organization produces typeset-quality reports, conference programs, newsletters, and other documents in a wide variety of formats and type styles. These documents can be created from scratch or converted from pre-typed documents, spreadsheets, database files, and graphics made available in hard copy or electronically. SSO also has graphic designers on staff to assist in the production of design and layouts. The cost is $50 per hour. Blast Faxing The department maintains fax numbers for the U.S. House of Representatives and the U.S. Senate. Faxes can also be BLASTED transmitted simultaneously rather than consecutively to members of Congress, increasing the speed at which they are sent to as fast as one hour. Provide SSO with an electronic file or hard copy of what you wish to send. You may send to specific members of a group or committees as well. Prices for this premium service are as follows: 1 page 2 pages 3 pages 4 pages 5 pages House $110 $145 $180 $215 $250 Senate $ 85 $ 95 $100 $110 $115 House & Senate $118 $161 $205 $250 $290 (Check with SSO on the price for premium faxes exceeding 5 pages in length, as well as for the cost of faxing to sub-sets of Congress, such as specific committees.) 3

5 Conference Services Erin Henry Library Publication Discount Program The following publications offer significant savings to SSO clients when purchased through the library. Prices are subject to change. With our newly remodeled rooms, we can accommodate meetings of 1 to 75+ people. Organizations renting the rooms can request a wide range of upgraded audio-visual equipment and beverage service consisting of coffee, soft drinks, juice, and bottled water. Special room set-ups and last minute changes must be approved by SSO with at least 24hrs advance notice prior to your scheduled meeting. SSO now offers on-line Meeting Room Manager scheduling software for booking your meeting rooms and services, including A/V equipment, set-ups and catering. Meeting Room Manager (MRM) is easy to use, flexible, and solves your daily scheduling problems with ease. Just go to and click on the link to get started. You may request a Log-in directly from vogora@sso.org to get started. You will be able to view what rooms are available as well as accommodate your meeting room needs. We have a computer available in Suite 237 to check on room availability. You will need to fill out a form on-line with MRM or by hand to specify requests and you will still receive confirmations for the reservation requests. Rooms are opened at the time specified on the form; if you need the room opened early due to your required set-up, please include this in your reservation times. SSO staffs the conference rooms from 8:30 am to 5:30 pm M F. If a client rents a room outside normal hours, pre-arrangements are made prior to your meeting if we cannot accommodate your request to be staffed. All visitors entering the building need to present a photo ID at the building s front lobby entrance. The building requires a list of attendees if they will be entering the building between the hours of 7:00 pm and 6:00 am weekdays, or on a weekend or holiday. If you have more than 20 guests, you must provide us with a list 48 hours prior to the scheduled starting time. Name badges are left inside the room and it is your responsibility to hand them out to your guests down in the building lobby. For any cancellations, charges will be based on the time reserved unless written cancellation is received 2 full working days prior to the start time of the meeting for an SSO tenant, 5 full working days for a non-sso tenant with an SSO customer number, and 3 weeks for a cash customer. If an organization has rented more than one room per day, 10 working days notice is required for cancellation. The requestor is responsible for cleaning and straightening immediately upon adjournment of the meeting. If SSO cleans the room, you will be billed for the cleaning. If catering services are desired, organizations with SSO customer numbers can order food through SSO and charges will appear on their service bill. Cusomers that do not have SSO numbers will need to make their own food arrangements. Publication Retail Price SSO Price Savings CongressDaily AM/PM $ 4, $ 1, $ 2, CQ Today 3, , , CQ Weekly Report 3, , , Daily Report for Executives (electronic) 2, Environment & Energy Daily/Greenwire/ Climate Wire/Landletter 4, , The Hotline 7, , , National Journal Magazine 2, , , National Journal Package 14, , , (all products: CongressDaily, Hotline, National Journal Magazine) Congressional or Federal Yellow Books Contact SSO for information regarding other online or print subscriptions. Non-SSO Tenant Services Although non-tenants who do not purchase the library card may not use the library, the following services are available to them on a fee basis: On-line Searches Searches available on Lexis/Nexis, Westlaw, and Factiva Base price - $26.00 per hour, minimum 1/2 hour, plus the cost of the search, which is calculated monthly. News documents - $4.00 each Legal documents - $40.00 each Additional charges may apply for complex searches. Interlibrary Loan $20.00 per item, plus the cost of the messenger (if required) and any charge from the lending library. 4 9

6 Library Services Charles Walton Non-SSO Tenants The Library, located in Suite 237 of the Hall of the States, provides access to a comprehensive collection of print and on-line services. Organizations have access to the library facilities and services between the hours of 8:30 am and 5:30 pm Monday through Friday. Non-tenants may purchase a library card for $1,100 a year. This allows them access to library resources and services, including the Library Publication Discount Program. Library Services Library Publication and Discount Program (CQ, BNA, Environment & Energy Daily, National Journal, etc.) Lexis/Nexis, Westlaw, and Factiva/Dow Jones searches are available Interlibrary Loan program that allows the SSO Library to borrow materials from other libraries to fill tenants information requests Library Orientation, Tours, and Training Reference Assistance Library Website - Procedures Most general reference books may be checked out from the library for one full working day and should be returned by the close of business on the day they are borrowed. The loan period for non-reference books is one week. Loan period for selected high-use titles including CongressDaily AM/PM, CQ Today, Daily Report for Executives, and all newspapers is 15 minutes. Each borrower must sign out all books, newspapers or other items by using the sign-out sheet located in the library. The borrower is responsible for recording his name, office name, suite number, and date of loan. Borrowers are responsible for clearing their names from the circulation records. 8 Conference Room Rental Rates Non-Tenant Room Room Capacity 1st 3 Hrs/ Add. 1/2 Hr 285, 331, 337A, 337B, 338, 381, $100.00/$ , 233, 235, 283, 337A/B, $200.00/$ /35, 283/85, 333/35, 383/ $300.00/$60.00 Beverage Service Coffee Standard coffee Starbucks coffee For 10 people $15.00 $21.00 For 20 people $23.00 $35.00 For 30 people $35.00 $47.00 For 40 people $47.00 $59.00 For 50 people $58.00 $70.00 For 60 people $70.00 $82.00 For 75 people $87.00 $ For 100 people $ $ Soda $1.00 per 12 oz. can Juice $1.00 per bottle Bottled water $1.00 per bottle Ice Water $5.00 per pitcher $5.00 charge for missing or non-returned bucket and/or ice tong * Pre-arranged deliveries may also be made directly to offices. Audio-Visual Equipment 5 1/2 day Full day Easel/Flip Chart $10.50 Standing Podium w/microphone $15.75 Wireless Microphone only $25.00 Digital Tape Recorder $35.00 TV with VCR/DVD $21.00 $31.50 Conference Phone in small/med room $31.50 $42.00 Conference Phone in large room $52.50 $78.75 Sound System w/ mics and conf phone $63.00 $78.75 LCD Projector $ Built-in LCD Screen $15.00 Laptop Computer $ Internet Connection w/each configuration $40.00

7 Internet Services Towanna Gates The State Services Organization Internet department offers the following Internet services: Web Hosting, Internet access, accounts, and VPN access. The Network Administrator for SSO is available from 8:00 am 5:30 pm, Monday through Friday. Description of SSO Services Internet access is provided through Cogent Communications, with an available OC- 1 line of 100Mbps. Cogent Communications has a 24-hour support service that works with SSO to ensure Internet connectivity. SSO s network security is provided by Alteritech; SSO and Alteritech work closely together on the SSO Firewall, VPN access, and to ensure tight network security to our Internet customers. SSO s Network Administrator is responsible for the creation and removal of mailboxes, maintenance, access to services, and working with the third party vendors that SSO has contracted with to make sure that our services are providing the best level of support. Microsoft Exchange accounts are created for SSO Internet users. SSO has contracted with Alteritech to filter accounts to eliminate spam from every mailbox on the Exchange Server. You can access through Microsoft Outlook client, Web Access, or Outlook Express. To have an account created or removed contact or support@sso.org. Technical Assistance - Help Desk SSO has a Help Desk Technician from Alteritech who is available from 8:00 am to 5:30 pm, Monday through Friday to provide technical assistance at an hourly rate. Help Desk Contact: or support@sso.org Internet Costs Costs of Services Non-SSO Tenants: Setup fee for first time use $ Internet connections $ Internet connections $ Internet connections $ Internet connections $ Internet connections $ Internet connections $47 per connection VPN Firewall Specialist $ st User $ Users $35.00 each 6+ Users $29.00 each Internet: Providing secure Internet connection through SideWinder Firewall, with 24-hour support through Cogent Communications OC-1 line. VPN Access: This allows you to securely reach your files at the office with an offsite computer. SSO now supports Vista operating system and Mac computers for VPN service. 6 7