Questions_and_Answers.docx

Questions and Answers Mail and Courier Services

1. Is this a follow-on requirement? If so, could you please provide the incumbent contract name and contract number for this opportunity? If not, is this a new requirement?

This is a new requirement.

2. Is the incumbent eligible to provide a quote for this requirement?

N/A

3. What was last year’s full contract value?

N/A

4. Were there any changes to the previous contract?

N/A

5. Is there a chance to hire the current contractor employees and are they protected by a current CBA?

There is no predecessor contract, so there are no employees available to hire.

6. Are there any issues with the current contractor/employees in which the government plans on fixing by awarding this contract to a new contractor?

N/A

7. Is this proposal ONLY for courier services? Picking up and dropping off sensitive mails/records/documents at the five DHS office locations identified in the request for quote?

No, as the SOW outlines there are mail requirements.

8. Besides the basic courier services, will the following be required as well, by the courier/contractor:

· Applying postage and weighing

· Sorting bins

· Receiving and sorting A-files Or will just the courier services be required?

Yes, all above will be required every working day.

9. There is a mention of “Incoming/outgoing mail, packages, and shipment” and “records including A-files and additions/inserts” in the SOW under services requested for a contractor to perform mail/record function. Can you please clarify if this is a requirement for this quote? If yes, will each of the five locations identified in the proposal need to be staffed for mail room management? If yes, more information is needed: hours of operation of mail room, volume of expected mails, etc.

The mail services are only required at one location, 126 Northpoint Drive, Houston, Texas. The courier services will be required once a day, every working day between this location and the others provided in the SOW.

The mail room daily average volume is 40 pieces and 5 UPS/FedEx packages. The mail room hours of operation shall be 10:00 a.m. – 1:00 p.m.

10. Can you please specify how you want price to be delineated in the proposal? Monthly, quarterly, yearly, or a firm price for the anticipated duration of the contract?

Please propose monthly firm-fixed pricing.

11. What are the hours of the mailroom operations?

10:00 a.m. – 1:00 p.m.

12. Is the staff required to wear uniforms?

No.

13. How many FTE’s are required for each site?

There is no requirement for the number of FTEs for this order. The Government estimates 2 FTEs, but does not have a strict requirement as long as the contractor proposal meets the outlined tasks and timelines.

14. Will the Government furnish all equipment in the mailroom (mail machine, scales, sorting bins, desks, computers, etc.)?

Yes

15. Can the existing equipment (if any) be utilized under the new contract?

The Government will furnish the mailroom equipment as described above.

16. Please furnish the following workload information:

· # of stops and # of floors per location - 5 stops (only one stop has more than one floor, 126 Northpoint Drive, Houston, Texas has two floors)

· # of pieces of incoming mail – daily average 40 pieces

· # of pieces of outgoing mail – daily average 25 pieces

· # of pieces of accountable mail – daily average 10 pieces (referring to Certified, etc)

· # of large packages received – daily average 5 pieces

17. Does the contractor have the responsibility of delivering mail/packages to the end users at each location?

Only one location, 126 Northpoint Drive, Houston, Texas will require delivery of mail/packages to end users after sorting the mail each day.

18. What are the approximate dimensions of the bins?

We anticipate the bins will be the following size: 22”L x 15 ¼”W x 12 ¼”H

19. If the 1-6 bins are picked up by the carrier and are locked, will they be provide3d with a key to open to sort, weigh, apply postage, etc.?

The bins will remain locked and will only require transporting by the courier.

20. What is an A-file?

Alien File.

21. Will couriers be trained on how to scan and research A-files?

Yes, using the management information system “EARM”.

22. Approximately how much time is estimated for a courier to complete each stop (considering sorting, scanning, weighing, etc., all mail and A files)?

The stops are only to deliver and pick-up bins. No sorting, scanning or mail duties will take place at each stop except for the 126 Northpoint Drive location.

23. In the applicable provisions and clauses document it states under the HSAR 3052.204-71 (Contractor Employee Access (Sep 2012), and Alternate II) section g that “ Each individual employed under the contract shall be a citizen of the United States of America, or an Alien who has been admitted for permanent residence…” But in the statement of work document it states that “the use of non –US citizens, including Lawful Permanent Resident (LPR) is not permitted in the performance of this contract…” Please clarify this discrepancy.

For this order, the HSAR clause governs.