SOW_Courierrevised.docx

Department of Labor Mine Safety and Health Administration Courier Support Statement of Work (SOW)

Part I

GENERAL INFORMATION

1.0 GENERAL INFORMATION:

1.1 Description of Services/Introduction: The Contractor shall provide to the Department of Labor, Mine Safety and Health Administration (MSHA) courier support. The Contractor shall provide the required personnel and the necessary management, administrative and technical support to meet the contract support requirements to help MSHA achieve maximum operational effectiveness. This will require the execution of contract services under the surveillance of a Contracting Officer’s Representative (COR).

1.2 Background: The mission of the Mine Safety and Health Administration (MSHA) is to administer the provisions of the Federal Mine Safety and Health Act of 1977, the Miner Act of 2006 and to enforce compliance with mandatory safety and health standards as a means to eliminate fatal accidents; to reduce the frequency and severity of nonfatal accidents; to minimize health hazards; and to promote improved safety and health conditions in the Nation’s mine.

1.3 Objectives: MSHA requires support to accomplish these duties. The Contractor shall provide the necessary personnel and support for assistance to the MSHA Components and shall consist of administrative and operational support services in the following areas:

· Courier Driver

· Candidate for this contract support positions must meet and maintain a Moderate Risk Background Investigation (MBI) background investigation.

1.4 Scope: The Contractor shall provide Non-Personal Services labor and supervision, as necessary to perform the tasks detailed in this Statement of Work (SOW). The contractor shall provide the required personnel in order to perform the tasks and produce the deliverables identified in this contract.

1.5 Period of Performance. The period of performance for this Contract will be a base year of 12 months from the date of contract award and three (4) 12 month option periods.

1.6 Organization: Agency Name: Mine Safety and Health Administration Address: 201 12th Street South, Arlington, VA. 22202

1.7 Quality Control: The Contractor shall maintain an effective Quality Control Plan (QCP) to ensure that all services are performed in accordance with the SOW.

1.8 Recognized Holidays: The contractor is not required to perform services on these holidays.

1.9 Hours of Operation/Place of Performance: The Government anticipates the primary place of performance for all tasks will be at 201 12th Street South Arlington, VA. 22202.

1.10 The Government’s primary operations are conducted, Monday through Friday between the hours of 6:00 am and 8:00 pm, except Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. In the event of Government closures such as early dismissal or late openings this position is not mandatory and the contractor’s services will not be required.

1.11 The contract employees will be required to track their daily work hours by punching-in and punching-out on a timecard using a timestamp machine. This method of tracking is in no way an approval or authorization of time hours worked. Rather, it is a verification system maintained by the Department of Labor, MSHA, and the COR.

1.12 Contingency Operations and Alternate Site Locations: The DOL and MSHA may be required to conduct business and operations from an alternate site as a result of severe weather conditions, emergency situations and as required by Continuity of Operation exercises. When required and as directed, the Contractor personnel supporting this contract may be required to support the operation from an alternate site location. The Government will support the alternate site locations with Government Furnished Equipment.

1.13.0 Government Furnished Items and Services:

1.13.1 The Government shall provide particular resources to specific on-site Contractor staff performing under this SOW.

1.13.2 MSHA shall provide as specified per position requirements motor vehicle(s), dollies/mail carts, portable communication devices (radios, pagers/cell phones), travel schedules, and building entry permits.

1.13.3 Documentation: Pertinent documentation will be provided to the Contractor as needed. All provided documentation shall remain the sole property of the government and will be returned upon completion of this contract.

1.13.4 General: The Government will furnish information for this contract any equipment necessary to support the office functions. The Government will provide workstations, Government computers and office supplies at the primary location for personnel under this contract. When required, the Government will authorize Government Furnished Equipment (GFE) to operate from an alternate site location. The GFE to support the alternate site location will include the minimum equipment required to support the operation.

1.13.5 Utilities: All utilities in the facility will be available for the contractor’s use in performance of duties outlined in this SOW. The Contractor shall instruct personnel in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

1.13.6 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide services outlined in this SOW.

1.13.7 Equipment: The Government will provide appropriate IT resources such as servers, workstations and access to those resources as required by the government in order to ensure the timely and efficient completion of the Contractors work. The Government will provide access to all relevant documentation (i.e. functional statements, technical manuals, computer system guides, regulations, instructions, and operational procedures).

Type of Contract: The government anticipates award of a Firm Fixed Price contract.

1.14.0 Security Requirements:

1.14.1 Physical Access: Within ten (10) calendar days after the award of the contract, the contractor shall furnish a visit authorization letter for all contractor and subcontractor personnel who will require access to the DOL MSHA Facilities. The company is responsible for ensuring that all persons working on this program are U.S. citizens or are legally authorized to work in the U.S.

1.14.2 Contractor and subcontractor personnel who hold current foreign passports will not be permitted to work on this program without a valid work authorization. There is no guarantee that the individual will be permitted to perform on this program.

1.14.3 The contractor will be responsible for ensuring compliance by its employees with the security regulations of MSHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property. The Contractor will ensure the security of all MSHA property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys the same day the employees leave the project.

1.14.4 Suitability Determination: Any person who is to have access to DOL data in any form must first receive a favorable suitability determination as prescribed in the supporting policies for Homeland Security Presidential Directive 12 (HSPD12) which requires all persons who have access to an agency’s data or facilities to receive, at a minimum, a background investigation at the level of National Agency Check with Inquiries.

1.14.5 Computer Security Training: Any individual who is to have access to DOL data in any form must complete mandatory data security training within 30 days after being granted access to that data, and annually thereafter.

1.14.6 Privacy: Portions of information disclosed during the performance of this task are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this Contract are required to take proper precautions to protect the information from disclosure.

1.14.7 Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

1.14.8 Ownership: All products and deliverables developed under this SOW are the property of the U.S. Government and MSHA.

1.15.0 Right to Revoke Access:

1.15.1 The DOL MSHA reserves the right to revoke access to its facilities or property of any individual, where such access is no longer clearly consistent with the DOL MSHA mission and responsibilities, and the Contractor agrees to immediately remove that individual from the job-site in such circumstances. In cases of access revocation, the Program Office will inform the individual of the basis of the revocation, unless to do so would reveal classified or sensitive information, and give the individual an opportunity to explain, rebut or refute such basis in writing. Access will remain revoked pending prompt review of any such submission by the individual.

1.15.2 DOL MSHA shall have and exercise full and complete control over granting, denying, withholding or terminating access for contract individuals. Should the contractor receive information regarding an employee which may affect the access of that employee to a DOL MSHA facility, e.g., knowledge of arrests, felony conviction, misdemeanor conviction, use of or addiction to drugs and/or chemicals, abuse of alcohol, indebtedness, a change in or treatment of mental health, or any behavior, activities, or associations which tend to show that the individual is not reliable or trustworthy, etc., the Contractor shall advise the DOL MSHA immediately.

1.15.3 Unauthorized Access Protection: Duplication of any data that is not directly related to this contract or task through the use of photocopies, scanning, photography, or Web-cameras, is prohibited. All Contractor personnel who have access to sensitive, privileged or Privacy Act information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. code, Section 552a and applicable agency rules and regulations.

1.15.4 Personal Identity Verification (PIV): Contractor personnel will be required to obtain a PIV for computer usage and a DOL MSHA building pass. Each person is required to have either a Government or personal email account.

1.15.5 PIVs issued to contractor and/or subcontractor personnel are government property and must be returned either upon departure from the program or at the conclusion of the contract (whichever comes first) to:

Department of Labor, Mine Safety & Health Administration Office of Security 201 12th Street South, Suite 401 Arlington, VA. 22202

1.15.6 Contractor personnel whose PIV card is lost or stolen must present documentation to the MSHA Office of Security or PIV sponsor confirming that the PIV is missing and describing the circumstances under which the loss occurred. Contractors’ staff must not share PIVs and/or passwords with any other staff member. The COR will report any violation or suspected violation to the Contracting Officer (CO). Any violators will be temporarily or permanently removed from the project. If a contractor has a PIV issued from a previous engagement with another agency that PIV must be returned to that agency before issuance of a DOL MSHA sponsored PIV.

1.15.7 The Contractor shall notify the COR within 24 hours, for reasons of Contractor personnel’s resignation, reassignment, termination, or completion of portions of the contract, or project or contract and personnel no longer require access to Government information systems.

1.15.8 Organizational Conflict of Interest and Non-Disclosure Requirements: If the Contractor is currently providing support or anticipates providing support to the DOL MSHA that creates or represents an actual or potential organizational conflict of interest (OCI), the Contractor shall immediately disclose this actual or potential OCI in accordance with FAR Part 9.5. The contractor is also required to complete and sign an Organizational Conflict of Interest Statement in which the Contractor (and any Subcontractors, consultants or teaming partners) agree to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in the SOW. Additionally, the Contractor is required to provide an Organizational Conflict of Interest (OCI) Mitigation Plan as a deliverable to the proposal. The OCI Mitigation Plan should be in accordance with the Section H, “Organizational Conflict Of Interest” clause. All actual or potential OCI situations shall be handled in accordance with FAR Subpart 9.5.

1.15.9 Non-Disclosure Requirements: All Contractor personnel (to include personnel from Subcontractors, teaming partners, and consultants) who will be personally and substantially involved in the performance of the contract issued which requires the Contractor to act on behalf of, or provide advice with respect to any phase of an agency procurement, as defined in FAR 3.104-4, shall execute and submit an “Employee/Contractor Non-Disclosure Agreement” Form. This is required prior to the commencement of any work on such contract and whenever replacement personnel are proposed under an ongoing contract. Any information obtained or provided is only to be used in the performance of the contract.

1.15.10 Non-Disclosure Forms: Contractor personnel will be required to sign a non-disclosure form at time of contract award.

1.15.11 Post Award Conference/Periodic Progress Meetings: The Contractor upon completion of this contract shall attend formal exit conferences and address any questions pertaining to their results. The exit conferences will be held separately with the COR. The exit conferences will be held within five (5) business days after the completion of the final contract deliverable.

1.15.12 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from U.S. Department of Labor facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The COR will provide the contractor with a written explanation to support any request to remove an employee.

1.15.13 The use or possession of intoxicants or narcotics while on duty is forbidden, and no Contractor will be permitted to enter on duty when under the influence of either. If the Contractor does not enforce this portion of the contract, the COR may require that the individual be removed from duty. If a Contractor reports for duty after having taken either intoxicants or drugs, he/she shall be considered unfit for duty if the CORis of the opinion that:

a. His/her breath smells of an intoxicant to such an extent that it can be noticed, and/or

b. His/her physical or mental condition indicates that he/she is under the influence of an intoxicant or drug to such an extent that it is noticeable, and/or is incapable of performing his/her duties properly.

Part II

STAFFING

2.0 STAFFING:

The Contractor must at all times maintain a work force without any interruptions to ensure continuous performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

2.1 Courier Driver

2.2 HOURS OF OPERATION

Contract staff shall work the hours of 7:45a.m. To 4:15 p.m. On occasion, overtime, when required by the COR, the courier driver may work beyond the normal work hours. Overtime will be paid at time and one half for time worked in excess of forty hours a week. The estimated amount of overtime per month is 20 hours. A premium will not be paid for lack of advance notice.

2.3 The Contractor shall in the performance of this contract immediately notify the COR if the time and/or service obligations of this contract cannot be met because inclement weather, civil disturbances, equipment failure, illness, etc. MSHA recognizes the obligation of the Contractor to provide for the safety and well-being of personnel engaged in providing services under this contract. The Contractor shall notify the MSHA COR no later than 9:00 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance.

2.4 This positon must have an alternate courier driver who meets all the same requirements as the primary courier driver to cover absences.

2.5 The Contractor must, to the fullest extent possible, have all vacation or other time coordinated in advance with the COR.

2.6 The Courier Driver must meet the following:

(1) The driver assigned to work under this contract shall be fully qualified and trained. The following requirements are set forth by the Agency:

(2) The individual assigned shall be able to operate vehicles such as sedans, station wagons, and vans up to 15-passenger capacity.

(3) The individual assigned shall have a valid Virginia, Maryland, or Washington, DC, driver's license.

(4) The official state record of the individual assigned shall reflect no moving violations that resulted in suspension or revocation of license during the past three years.

(5) There shall be no history of an accident where the person selected for this position was at fault.

(6) The person selected for this position shall not have been convicted of any felony charges.

(7) The individual assigned shall have no history of drug use or record of conviction for drug use or distribution.

(8) The individual assigned shall be responsible for the safe operation of Government-owned vehicles.

(9) The individual assigned shall possess the ability to read, write, and speak English and follow instructions explicitly.

(10) The individual assigned shall be familiar with the Washington, DC, metropolitan area and the locations of the various government buildings, popular landmarks, and institutions.

(11) The individual assigned shall have knowledge of the Washington, DC, metropolitan traffic laws.

(12) The individual assigned shall have the ability to prioritize tasks in order to meet schedule.

(13) The individual assigned shall have a good history of being punctual and dependable and possess a willingness to work long hours.

(14) The individual assigned shall have the ability to show profession courtesy commensurate with interaction with high level Government officials and private sector individuals.

(15) The individual assigned shall possess the ability to work well with others.

(16) The individual selected for this position shall be mature, experienced, and a self-starter.

The individual assigned shall be neatly groomed and practice good hygiene habits. Appropriate attire is required. Example of appropriate attire for male driver is casual or dress slacks and collared shirts with or without tie. For females, examples of appropriate attire are dresses, suits, skirts with blouses or sweaters, or pants suits.

2.7 Health Requirements: The Contractor shall ensure that the individual assigned is in good health and physically able to perform the assigned duties. Position requires substantial walking and standing, as well as lifting heavy packages up to 50 pounds and pushing mail carts/dollies. The individual shall be free from any serious communicable disease, such as tuberculosis or hepatitis; shall possess binocular vision, correctable to 20/20 (Snellen); and shall not be color-blind. The individual shall be capable of hearing ordinary conversation at 20 feet and whispered conversation at 10 feet with or without the benefit of artificial hearing devices. Physical fitness shall be evidenced by a report of medical examination by a licensed physician conducted prior to the individual's assignment of duty and, thereafter, following serious illness. At all times while performing work under this contract, the Contractor's employee shall wear a badge identifying the name of the Contractor and bearing either an identification number or the employee's name. The Government will supply appropriate building entry permits. These may require a picture identification of all drivers and substitutes.

2.8 Employee Conduct. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the Department of Labor.

2.9 SMOKING/EATING: Smoking, chewing tobacco or use of other non-smoking tobacco by Contractor personnel shall be permitted only during break periods and only in designated areas. There shall be no smoking, eating, or drinking in the Government vehicle(s).

2.10 The following is the set of tasks required under this Contract.

2.11 The Contractor shall provide the necessary courier/messenger to provide messenger and mail pickup and delivery services for the Department of Labor (DOL), Mine Safety and Health Administration, in accordance with the terms and conditions contained herein.

DUTIES:

(1) Serve as a mail services operator, picking up and delivering documents, mail and packages on regularly scheduled routes between MSHA headquarters, and various Government and non-government organizations throughout the Washington, DC, metropolitan area. These duties will take priority over all other duties included.

(2) Perform miscellaneous mail services, such as carrying mail to and from the post office; sorting and processing incoming and outgoing mail in the MSHA headquarters mailroom; and delivering supplies to the various work groups within MSHA headquarters.

(3) Document the delivery and pickup of materials and personnel in a MSHA designated log book.

(4) The courier shall, as required, transport MSHA personnel to and from locations within the Washington, DC metropolitan area for the purpose of conducting official Federal Government related business only, including transportation between a Government facility and DC area transportation hubs. There will be no transportation authorized between home and work, or between home and any other destination. Transportation will occur during normal business hours established for the courier. Overtime must be authorized in writing by a warranted contracting officer prior to being worked.

(5) The courier may also, as required, transport MSHA personnel to and from locations on the mail pickup and delivery routes. These duties shall be incidental to and in conjunction with the above tasks and shall not take precedence over the major tasks of providing mail/messenger services as described above

(6) Scheduled Pickups and Deliveries:

a. The Contractor shall make scheduled deliveries and pickups of mail and Informational materials to and from the DOL, Frances Perkins Building, and throughout the Washington, DC, metropolitan area in accordance with the following trip schedule:

b. Monday through Friday Schedule Depart (MSHA) 10:30 a.m. 2:00 p.m. Departure times from DOL will vary dependent upon the number of deliveries and/or pickups made at DOL.

(7) Unscheduled Pickups and Deliveries

a. In addition to the above scheduled pickups and deliveries, the Contractor shall make unscheduled deliveries and/or pickups as directed by the COR

(8) Response to Communication

a. When the COR reaches out to the courier driver in any form (telephone, email, text, pager, radio, etc.), the courier driver shall respond to the communication within 5 minutes.

2. 12 MAINTENANCE OF VEHICLE(S)

The Contractor shall:

A. Keep the interior of the vehicle(s) clean at all times and electronically keep track of all vehicle maintenance for auditing and record keeping purposes.

B. Perform general maintenance, e.g., check the oil, coolant and other fluid levels check the tire pressures and check the batteries. When required, add the amounts of oil, coolant, air and other fluids necessary to maintain the levels appropriate for the vehicle(s).

C. Have the vehicle(s) washed weekly at a carwash unless conditions, e.g., snow or mud residue mandate more frequent washing. The COR will determine the carwash location and approve more frequent washings.

D. Contact the COR in advance to make financial arrangements to pay vendors to wash the vehicles and to pay for items required in Maintenance of Vehicle(s).

DELIVERABLES

MILESTONE/DELIVERABLE

Format

SOW

Reference

Planned Frequency

1.Courier / Driver Document pick up and deliveries of materials and personnel.

Keep the interior of the vehicle clean and perform general vehicle maintenance.

Have the exterior of the vehicle washed.

Log book

Various

Log book

2.1 Daily

Daily

Weekly