19AQMM23R0015 A0001.pdf

19AQMM23R0015

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

05/18/2023

4. REQUISITION/PURCHASE REQ. NO.

1062231003

5. PROJECT NO. (If applicable)

LMAQMCODE

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

Earl A. Brown

NAME

TEL.

BrownEA1@state.gov

EMAIL

6. ISSUED BY OPEAQMCODE

Functional Bureau Support

OPE/AQM/WW/FBS

Office of Acquisition (AQM) 1200 Wilson Blvd (SA-06B) Arlington, VA 22209

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19AQMM23R0015

CONTACT: UEI:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

05/10/2023

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning ____copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

JoAnn B. Carroll

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

05/18/2023

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

Summary Info Continuation Page

DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of Amendment 19AQMM23R0015-0001 is to incorporate answers to the questions submitted by 12 May 2023, the below articles or attachments related to this solicitation has been updated or added as follows:

1) Due Date for Phase 1 Oral Presentation Volume submission has been extended to May 30, 2023 1300 EST.

2) C-006 Key Personnel

3) C-013 Appendix A Current Staffing Positions and Descriptions

4) C-015 Appendix C Key Personnel Qualifications

5) H-001 Key Personnel

6) J-001 Attachments

7) L-007 Organization of Volumes

8) L-012 Oral Presentations

9) L-013 Phase 1 Volume I Oral Presentation Proposal Instructions

10) L-017 Notice of RFP Closing and Time

11) M-005 Phase 2 - Evaluation Factors

12) Added FAR 52.222-41

13) Added FAR 52.222-43

14) Added Attachment C - Wage Determination 2015-4281 Rev 25 Dated 12/27/2022

Line Item Summary

Solicitation Number:

19AQMM23R0015

Contract Number: Title: Classified and Unclassified Pouch and Mail Service

Date of Solicitation:

05/18/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 Base Year - Classified and Unclassified Pouch and Mail Service Type of Contract Pricing: COM

Doc Ref No: 1062231003 Delivery Date (Start to End) Date FOB:

07/28/2023 to 07/27/2024

1.00 0.00 1.00

EA

1001 Option Year One - Classified and Unclassified Pouch and Mail Service Type of Contract Pricing: COM

Doc Ref No: 1062231003 Delivery Date (Start to End) Date FOB:

07/28/2024 to 07/27/2025

1.00 0.00 1.00

EA

2001 Option Year 2 - Classified and Unclassified Pouch and Mail Service Type of Contract Pricing: COM

Doc Ref No: 1062231003 Delivery Date (Start to End) Date FOB:

07/28/2025 to 07/27/2026

1.00 0.00 1.00

EA

3001 Option Year 3 - Classified and Unclassified Pouch and Mail Service Type of Contract Pricing: COM

Doc Ref No: 1062231003 Delivery Date (Start to End) Date FOB:

07/28/2026 to 07/27/2027

1.00 0.00 1.00

EA

4001 Option Year 4 - Classified and Unclassified Pouch and Mail Service Type of Contract Pricing: COM

Doc Ref No: 1062231003 Delivery Date (Start to End) Date FOB:

07/28/2027 to 07/27/2028

1.00 0.00 1.00

EA

Section A - Solicitation/Contract Form Identifier Title Date Number of

Pages 1 AQS 19AQMM23R0015.pdf 05/10/2023

52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/ these address(es):

https://acquisition.gov/far/index.html [Insert one or more Internet addresses] (End of clause)

52.252-1 - Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

[Insert one or more Internet addresses] (End of provision) Clause Title Fill-ins

52.202-1 Definitions (Jun 2020)

52.203-3 Gratuities (Apr 1984)

52.203-5 Covenant Against Contingent Fees (May 2014)

52.203-6 Restrictions on Subcontractor Sales to the Government (Jun 2020)

52.203-7 Anti-Kickback Procedures (Jun 2020)

52.203-8 Cancellation, Rescission, and Recovery of Funds for Illegal or Improper

Activity (May 2014)

52.203-10 Price or Fee Adjustment for Illegal or Improper Activity (May 2014)

52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020)

52.203-13 Contractor Code of Business Ethics and Conduct (Nov 2021)

52.203-16 Preventing Personal Conflicts of Interest (Jun 2020)

52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform

Employees of Whistleblower Rights (Jun 2020)

52.204-2 Security Requirements (Mar 2021)

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May

2011)

52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Jun

2020)

52.204-14 Service Contract Reporting Requirements (Oct 2016)

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment (Nov 2021)

52.209-6 Protecting the Government's Interest When Subcontracting with Contractors

Debarred, Suspended, or Proposed for Debarment (Nov 2021)

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters

(Oct 2018)

Clause Title Fill-ins

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015)

52.215-2 Audit and Records-Negotiation (Jun 2020)

52.215-8 Order of Precedence - Uniform Contract Format (Oct 1997)

52.215-23 Limitations on Pass-Through Charges (Jun 2020)

52.219-8 Utilization of Small Business Concerns (Oct 2022)

52.222-3 Convict Labor (June 2003)

52.222-21 Prohibition of Segregated Facilities (Apr 2015)

52.222-26 Equal Opportunity (Sept 2016)

52.222-29 Notification of Visa Denial (Apr 2015)

52.222-35 Equal Opportunity for Veterans (Jun 2020)

52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020)

52.222-37 Employment Reports on Veterans (Jun 2020)

52.222-50 Combating Trafficking in Persons (Nov 2021)

52.222-54 Employment Eligibility Verification (May 2022)

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (Jan

2022)

52.223-6 Drug-Free Workplace (May 2001)

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (Jun

2020)

52.224-1 Privacy Act Notification (Apr 1984)

52.224-2 Privacy Act (Apr 1984)

52.225-13 Restrictions on Certain Foreign Purchases (Feb 2021)

52.227-1 Authorization and Consent (Jun 2020)

52.227-2 Notice and Assistance Regarding Patent and Copyright Infringement (Jun

2020)

52.227-14 Rights in Data-General (May 2014)

52.228-5 Insurance-Work on a Government Installation (Jan 1997)

52.232-1 Payments (Apr 1984)

52.232-8 Discounts For Prompt Payment (Feb 2002)

52.232-9 Limitation on Withholding of Payments (Apr 1984)

Clause Title Fill-ins

52.232-17 Interest (May 2014)

52.232-18 Availability of Funds (Apr 1984)

52.232-22 Limitation of Funds (Apr 1984)

52.232-23 Assignment of Claims (May 2014)

52.232-25 Prompt Payment (Jan 2017)

52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Oct

2018)

52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)

52.233-1 Disputes (May 2014)

52.233-1 Alt I Disputes (May 2014) - Alternate I (Dec 1991)

52.233-3 Protest after Award (Aug 1996)

52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984)

52.237-3 Continuity of Services (Jan 1991)

52.239-1 Privacy or Security Safeguards (Aug 1996)

52.242-1 Notice of Intent to Disallow Costs (Apr 1984)

52.242-3 Penalties for Unallowable Costs (Dec 2022)

52.242-13 Bankruptcy (July 1995)

52.243-1 Changes-Fixed-Price (Aug 1987)

52.243-3 Changes-Time-and-Material or Labor-Hours (Sept 2000)

52.244-5 Competition in Subcontracting (Dec 1996)

52.245-1 Government Property (Sep 2021)

52.245-9 Use and Charges (Apr 2012)

52.246-25 Limitation of Liability-Services (Feb 1997)

52.249-6 Termination (Cost Reimbursement) (May 2004)

52.249-14 Excusable Delays (Apr 1984)

52.253-1 Computer Generated Forms (Jan 1991)

52.215-1 Instructions to Offerors-Competitive Acquisition (Nov 2021)

52.215-1 Alt I Instructions to Offerors-Competitive Acquisition (Nov 2021) - Alternate I

(Oct 1997)

Clause Title Fill-ins

52.222-24 Preaward On-Site Equal Opportunity Compliance Evaluation (Feb 1999)

52.222-46 Evaluation of Compensation for Professional Employees (Feb 1993)

B-010 - TYPE OF CONTRACT

Contract is a hybrid firm-fixed price incentive fee type with minor elements of labor hour to address contingencies as directed by the contracting officer or the COR assigned to this contract.

Total Contract Ceiling is $TBD

B-011 - OVERTIME

Overtime is defined as time worked in excess of the number of hours in a normal workweek, as defined under FAR 22.103-1. Overtime must be authorized in advance and in writing by the Contracting Officer Representative (COR). Unless otherwise stated, if authorized individuals work in excess of the number of hours constituting a normal workweek, then payment under this contract shall be at the labor rates negotiated.

C-001 - PURPOSE

The purpose of this multi-phase procurement is to obtain classified and unclassified diplomatic pouch and mail services for the U.S Department of State in its role as an interagency service provider.

C-002 - BACKGROUND

The U.S. Department of State, Bureau of Administration, Office of Logistics Management (A/LM) provides efficient, economical, innovative, and high-quality logistics support and business management solutions to customers around the world in support of a more secure, prosperous, and democratic world.

A/LM’s Diplomatic Pouch and Mail (DPM) operation is the largest single federal mail operation outside of the United States Postal Service (USPS), processing more than 10 million pounds of mail and packages each year. Located in Virginia, DPM facilitates the movement of mail to approximately 260 embassies and consulates, and the growing operation services more than 30,000 individual customers. This includes other U.S. government foreign affairs agencies overseas and domestic Department locations.

The services provided under this contract support, and are paid for by, the International Cooperative Administrative Support Services program (ICASS). ICASS is managed by the Department and supports several other agencies.

C-003 - OBJECTIVES

A/LM seeks a performance-based professional services contractor to provide diplomatic pouch and mail services in support of the Department and other agency customers. These services are performed under the direction of the Contracting Officer, COR or Alternate COR (ACOR) and in close coordination with Department staff and customers. The prospective contractor needs to possess the following capabilities, performance characteristics, or standards to meet the requirements for this acquisition:

Provide accurate receiving, sorting, pouching, and handling resources for processing packages and mail to the correct customer in a timely, consistent, secure, undamaged, and accountable way at a reasonable cost.

Form a cooperative relationship with a contractor and the contracted staff to provide proactive solutions, encourage cross-functional operational support and staff training, and seek continuous process improvement, particularly when it comes to A/LM’s Integrated Logistics Management System (ILMS), used to record and track pouch movements.

Ensure appropriate and sufficient (cleared) workforce coverage for any leave or staffing gaps.

Provide efficient integration and utilization of government-provided automated sorting technology over the term of the contract period, including letter, flat mail, and package sorters; handheld scanners; and ILMS.

Align workforce to seasonal volume fluctuations, changes due to sorter automation, and/or ILMS interruptions or outages for new releases.

Provide insight into mail operations and process engineering including a deep understanding of addressing schemes, barcode technology, mail metering, ZIP codes, and sorting techniques.

Effectively operate government-developed safety and security screening procedures.

Operate all government furnished equipment (GFE), to include but not limited to forklifts.

Provide dispatch to government-provided freight forwarders, and in the case of classified diplomatic pouch operations, the Diplomatic Courier Service.

Adjust quickly to emerging terrorist threats, man-made or natural disasters, Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) threats, or civil unrest that may affect diplomatic pouch and mail activities or facilities, both domestically and overseas.

Ensure compliance with workplace safety and environmental regulations and standards as defined by organizations including but not limited to: the Occupational Safety and Health Administration (OSHA), the National Fire Protection Association (NFPA), and the Environmental Protection Agency (EPA).

Ensure compliance with governing regulations and standards for the transportation of goods domestically and overseas defined by organizations including but not limited to: Department of Transportation (DOT), Federal Aviation Administration (FAA), International Civil Aviation Organization (ICAO), and International Air Transport Association

(IATA).

C-004 - CURRENT ENVIRONMENT

C.4.1 Unclassified Pouch and Mail Processing Mail volumes vary by year and by season within the year. The following attachments provide data representing the last three full years of volume:

Inbound Mail includes mail and commercial courier shipments coming from a number of sources including local DoS annexes, other local ICASS Agencies, USPS and commercial carriers like UPS, FedEx, etc. Inbound mail is processed from the transporting trucks, unloaded, scanned into the automated system of record, and prepared for further handling. Bulk mail is separated from letters, flat mail, and parcels.

Hazard Testing is accomplished in specially designed containment rooms. This process is applied to multiple rolling bins and bulk items loaded into limited room space. The hazard testing is done in recurring batches until completed. There is a constant vigilance for suspected prohibited items. Parcels suspected of containing prohibited items are placed in rolling bins which are loaded in preparation for further Hazard Testing. The exact details of this process are classified.

Mail Processing continues after the mail is cleared from the hazard testing. The mail is moved to the respective floor areas dedicated to each type of mail processing to effectively sort it by DoS destinations. Each mail type has its own process of handling, sorting, automated system logging, and staging.

C.4.2 Letter and Flat Processing Tubs of mail are processed with the automatic sorter which batches the mail for each destination. There is a manual exception handling procedure for unreadable addresses which are then viewed individually and delivered to its proper destination. The sorted letter mail is then wrapped in bundles, and the bundle for each Post is then placed in tubs to be place on the automated parcel sorter.

Large bins of flat mail (magazines, periodicals, marketing, etc.) are hand sorted into separate tubs by destination then also placed on the automated parcel sorter.

C.4.3 Parcel Processing The parcels are sorted in two separate manners for each of the 260 DoS worldwide destinations. Those parcels that fit on the automated parcel sorter are inducted at two different encoding stations where the four-digit post specific numeric code is input into a computer for a sortation label to be added to the parcel. The automated parcel sorter will then sort the parcel based on the sortation label and direct that parcel to the machines appropriate staging lane. The parcels that do not fit on the automated parcel sorter are manually hand sorted to the staging destination location. In the staging area, pouches are loaded, scanning each item as it is entered.

The inventory is printed and inserted into the pouch, then sealed, tagged, scanned and logged in ILMS. Diplomatic pouches are prepared in accordance with the dispatch schedule for freight forwarder pickup. Some high traffic destinations may be prepared every other day. Some low traffic destinations may be prepared once a week. The completed pouches are staged near the loading docks for freight forwarder pickup.

C.4.4 Bulk Shipments Processing

The processing of bulk shipments, or a parcel(s) in excess of six cubic feet addressed to one agency/office/person whether official or personal, includes consideration of each parcel’s payment status. Official bulk shipment with standing fiscal strips indicate prepayment and can be processed immediately with the appropriate freight forwarding company assigned to move this shipment. Those without prepayment must await payment confirmation before further processing. Those that remain unpaid after a predetermined wait time are returned to sender. Personal bulk shipment requires funding to be provided by the customer to the appropriated freight forwarding company assigned to move their shipment. Once payment is confirmed, bulk shipments are sorted for each DoS destination and packed for special pouching. These special pouches are uniquely created for each item or grouping of items.

Each item is logged in the automated system of record as the pouches are assembled. The pouches are then sealed, tagged, scanned, and logged in the automated system of record. The special pouches are prepared in accordance with the dispatch schedule for freight forwarder pickup. Completed pouches are staged near the loading dock.

C.4.5 Retrograde Pouch Processing Refers to pouches coming back from any of the 260 worldwide DoS locations. Once delivered to SA-32, these pouches are handled as Inbound Mail, and further sorted by the destination Agency (DoS, DHS, DIA, FBI, etc.), outbound carrier (USPS, UPS, FedEx, etc.)

or overseas destination. Mail from DoS destined to Domestic or International addressed will be metered and shipped by commercial couriers (UPS or USPS).

C.4.6 Accountable Mail Must be signed for and expedited for further delivery.

C.4.7 Pouch Returns Includes handling of empty pouches returned from the 260 worldwide DoS locations.

C.4.8 Safety Training There is a constant vigilance required to maintain safe warehouse operations. Contractors provide their own safety training and are expected to participate in any DoS provided training. All safety procedures and requirements defined by DoS for each location will be mandatory.

C.4.9 Prohibited Items There is a constant vigilance to deter prohibited items from entering the pouch system. A list of prohibited items is maintained and updated by DPM.

C.4.10 Hazard Materials There is a constant vigilance for a variety of hazardous material. All operational personnel must be aware that hazardous material cannot be shipped in pouches. Once discovered the items must be rejected and returned to the sender.

C.4.11 Classified Pouch and Mail Processing Incoming mail classified material arrives at the Springfield facility from a variety of participant agencies and via the DoS mail transportation trucks provided under this contract. Deliveries occur anytime between the hours of 7:00-3:30pm, unless special arrangements are made in advance for a later or earlier delivery.

The classified deliveries are accounted for in a chain of custody process, receipted, and logged in the automated system database tracking application. Accuracy and security are paramount. They are then sorted in the facility specially designed for this purpose. The mail is sorted by destination – a total of over 260 overseas posts.

The individual pieces are then aggregated into appropriately sized pouches. An invoice is generated in the automated system for each pouch and placed inside the pouch. The pouches are sealed and tagged and made ready for dispatch to the Diplomatic Courier Service.

Inbound pouches are also received from the Courier Service, pouches opened as necessary and individual items sorted for local DoS or ICASS Agency destinations. The records of each pouch’s inventory are checked and logged in the automated system. An invoice is then printed for each customer’s material and a signature is acquired at pick-up.

C.4.12 Current Labor Categories and Descriptions See C-013 Appendix A Current Labor Categories and Descriptions

C-005 - REQUIREMENTS

C.5.1 Organizational Support Services The Diplomatic Pouch and Mail Services acquisition provides support to three current lines of business within A/LM/PMP/DPM:

1. Unclassified Pouch and Mail operations facility near Dulles airport in Sterling, VA (SA32),

2. Classified Pouch and Mail operations facility in Springfield, VA (SA8), and

3. Internal Mail and Messenger Service (IMMS) operations to and from the Harry S. Truman

The State Department Logistics Management Division coordinates the Department’s worldwide supply chain activities, which include transportation, travel management, distribution and diplomatic pouch and mail on a worldwide basis, as outlined in the Foreign Affairs Manual under 1FAM215. Diplomatic Pouch and Mail (DPM) is a division within the Logistics and Management Division, (A/LM), whose mission is to manage and execute the operation of mail and pouch distribution in support of DoS and the Foreign Affairs Community. The DPM operation is the largest single federal mail operation outside of the USPS. DPM operations service approximately 260 overseas customer locations with additional DPO service to Iraq. Per guidance from the U.S. Department of Homeland Security, DPM employees are considered critical essential personnel.

Due to the critical nature of the DPM mission, during this COVID-19 pandemic, employees are expected to exercise “social distancing” to the maximum extent possible. As such, personnel are temporarily being divided and spread amongst two shifts to ensure the continuity of operations and safe distancing. There are no additional operational changes at this time.

The scope of this contract does not directly cover IMMS (Ability One Contractor) operations described as the third business line above. However, the contractor is expected to interface and coordinate with IMMS, as required to ensure overall effective, seamless transparent and responsive mail services to all State Department

C.5.2 Period of Performance Base Year: July 28, 2023, to July 27, 2024 Option Year 1: July 28 , 2024, to July 27, 2025 Option Year 2: July 28 , 2025, to July 27, 2026 Option Year 3: July 28 , 2026, to July 27, 2027 Option Year 4: July 28 , 2027, to July 27, 2028

C.5.3 Place of Performance The principal place of performance for this contract shall be:

State Annex 32, 44132 Mercure Circle, Sterling, VA State Annex 8, 7000 Loisdale Road, Springfield, VA

C.5.4 Hours of Operations The Contractor shall perform the stated services for eight hours per day between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday, and a second shift that operates from 4:30PM to 1:30 Am Monday through Friday excluding Government holidays.

Some Contractor personnel may be required to work alternate eight hour shifts as specified elsewhere in this contract.

C.5.5 Vehicles The contractor shall be authorized to utilize a government owned vehicle (GOV). The contractor shall report all damages occurred in operation of the GOV to the supervisor, who will notify the COR. The service provider (SP) shall be responsible for all damages occurred during the operation of the GOV that was caused by the contractor. The contractor shall have a valid Driver's License.

Minimum three (3) years' prior experience driving. Have a driving record with no more than ONE safety violation or at-fault accident in the past twelve (12) months, no more than TWO (2) in the past-THREE (3)-years, and no more than THREE (3) points currently. Drivers shall have NO DUI(s) or DWI(s) in the past five (5) years or have a negative result on pre-employment and periodic screenings.

Proof of Automobile Liability Insurance due to the Contracting Officer and Contracting Officer Representative within 10 days of award.

C.5.6 Safety Shoes The contractor is required to provide safety shoes to its employees at the following locations Washington DC, Springfield VA, and Sterling VA. The safety shoes must comply with the federal government's standard, 29 CFR 1910.136(a), issued by the Occupational Safety & Health Administration (OSHA), which states: "The employer shall ensure that each affected employee uses protective footwear when working in areas where there is a danger of foot injuries due to falling or rolling objects, or objects piercing the sole, or when the use of protective footwear will protect the affected employee from an electrical hazard, such as a static discharge or electric-shock hazard, that remains after the employer takes other necessary protective measures."

OSHA suggests protective footwear be worn in situations involving the following:

corrosive or poisonous materials electrical hazards static electricity that could cause an explosion heavy objects that could roll onto feet sharp objects that could puncture the foot molten metal that could splash onto feet hot or slippery surfaces

Mail room locations where the contractors must provide safety shoes to its employees are;

1. SA-32 44132 Mercure Circle, Sterling VA, 20166

2. SA-8 7000 Loisdale RD, Springfield VA, 22150

Ordering Instructions:

The contractor will solicit at least three quotes and recommend for award the lowest price technically acceptable offer meeting the minimum Government requirement. Along with the three quotes, the contractor will submit in writing to the COR for acceptance and approval of the recommended choice prior to purchasing.

The approval documents/invoice shall include the contracted employee associated with the purchase. Also, if the contracted acquired property (safety boots) is destroyed, lost or rendered unusable within 1 (one) year from time of purchase or expiration of the contract, whichever comes first, the vendor is responsible for replacement at no additional cost to the government.

C.5.7 X-Ray Machine Contractor will only load and retrieve packages. Will not operate the machines.

C.5.8 Performance Requirements See Appendix B for Performance Requirements

C.5.9 Performance Incentive

a. A performance incentive applies to the following contract items: All labor line items

The performance incentive will measure the performance of those items against the standard performance level [Performance Requirements identified in C-014 Attachment B Performance Requirements Summary]. It includes an Acceptable Quality Level (AQL), a positive incentive, and disincentive, which are described in the Performance Requirements Summary.

a. Acceptable Quality Level. At the standard performance level, the Contractor has met the contract requirement for the unit of measurement. Neither positive nor disincentives apply when this level is achieved but not exceeded. The AQL is established as shown on the Performance Requirements Summary.

b. Positive incentive. The Contractor earns a separate positive incentive amount when the AQL for that item is exceeded. The amount earned for each item varies with the units of measurement achieved. The units of measurement and the incentive amounts associated with achieving each unit are shown in the Performance Requirements Summary.

c. Disincentive. The Contractor will pay to the Government a negative incentive amount when performance fails to achieve the standard performance level. The amount to be paid for each item varies with the units of measurement achieved. The units of measurement and the incentive amounts associated with achieving each unit are in the Performance Requirements Summary.

d. A final monthly calculation of positive or negative performance incentive amounts shall be done to compute the net incentive due the contractor.

When the Contracting Officer determines that the performance level achieved fell below the standard performance level, the Contractor will either pay the amount due the Government or credit the next payment voucher for the amount due, as directed by the Contracting Officer.

When the performance level exceeds the standard level, the Contractor may request payment of the incentive amount associated with a given level of performance, provided that such payments shall not be more frequent than monthly. When performance ceases or the maximum positive incentive is reached, the Government shall calculate the final performance incentive earned and unpaid and promptly remit it to the contractor.

The decisions made as to the amount(s) of positive or negative incentives are subject to the Disputes clause.

C-006 - KEY PERSONNEL

Certain skilled experience professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this SOO and, as such, the following positions have been identified as Key Personnel:

1. Program Manager

2. Two Site Manager (Springfield and Sterling)

3. Analyst, Statistician

4. Contract Supervisor for Bulk Shipments (Sterling)

5. Services Now Representative/Pouch Expeditor

See C-015 Appendix C Key Personnel Qualifications

C-007 - VACANT SUPPORT POSITIONS

The contractor shall diligently fill vacant contract positions with qualified personnel within 45 calendar days unless a longer period is approved by the COR or Contracting Officer. When invoicing, the Contractor shall take in consideration vacant on-site position for equal to or greater than 45 consecutive calendar days by not including the vacant position in its monthly invoice until the position is filled. Positions are considered filled upon completion of security requirements, and an agreed-upon start date in concurrence with the

COR.

Note - Contractors must maintain a 90% of proposed positions staff at all times, including covering vacations, leave or any other absences that will keep staff away.

C-008 - GOVERNMENT FURNISHED PROPERTY

The government will furnish workspace and other appropriate furnishings, computer hardware and software, telephones, and other material appropriate to the performance of tasks while at the government worksite. All computer resources for use on-site at the U.S.

government facility will be government furnished.

The worksite also includes multiple types of highly specialized testing equipment to evaluate/clear inbound mail. Additionally, there are multiple large pieces of sorting equipment and material handling equipment (i.e., forklifts, pallet jacks, containers, rolling stock, etc.). These will also be government furnished/maintained.

Any government furnished materials, data, or property shall remain the property of the government and will be returned upon completion of the support services. Government furnished equipment shall be tracked through applicable property management procedures that will be provided by the Contracting Officer in accordance with the FAR. This will be stipulated and will be based on the availability of supplies and equipment at the specific locations. The Contractor and COR will be required to manage and account for all Government furnished property and equipment provided under the contract.

C-009 - TRAINING

Contractor will provide regular training to all staff on the proper use and maintenance of items needed to complete the work.

C-010 - SECURITY

The Contractor as a minimum shall possess and maintain a Top Secret (TS) facility security clearance issued by the Defense Counterintelligence and Security Agency (DCSA) in accordance with the National Industrial Security Program Operating Manual (NISPOM) (32 CFR Section 117) for the duration of the contract. The contract does not allow for the Contractor - to include any subsequent subcontractors - to safeguard classified documents/material at their facility location. All classified documents/materials shall be accessed and safeguarded at Department of State locations. If necessitated by contract, the Contractor must ensure that subcontractors maintain the appropriate facility clearances.

The workforce deployed to process classified diplomatic pouches (at SA-8) requires Top Secret-Sensitive Compartmented Information (TS-SCI) security clearance for the classified pouch operation. The unclassified pouch and mail operation requires a public trust background check, no clearance is required. Supervisors at the unclassified operations at SA-32 must possess TS clearance to deal with situations that may arise. A Top Secret or Secret personnel security clearance, for those employees who need it, must be issued by the Defense Counterintelligence and Security Agency (DCSA) prior to contract performance.

The awardee must possess a Top Secret facility clearance upon proposal submission

C-011 - DELIVERABLES

Quality Assurance Surveillance Plan (QASP) - Final plan to be negotiated and approved between DPM and Contractor at the kickoff meeting. A draft QASP must be submitted with the Phase 2 proposal.

QASP will be reviewed and updated by DPM and the Contractor each new period of performance and is due to the Contracting Officer within 15 days of Option being exercised.

The Performance Requirements Pouch and Mail Services attachment contains 24 metrics on which the successful contractors must report. These metrics should be part of the QASP requested above. Additional metrics proposed by the contractors to measure the successful implementation of the award is welcomed.

Monthly report that will discuss accomplishment of prior month, any issues that impact performance of the contractor, personnel issues, new hires and planned activities for the following month must be presented on a agree format among the Contractor and the

COR.

C.11.1 Marking of Reports All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

a. Name and business address of the Contractor.

b. Contract number and delivery order number, if applicable.

c. Date of report; and

d. Program office(s).

e. All reports become the property of the Department. Reports shall not contain any markings or legends which restrict the Department's use of such reports in any way.

C.11.2 Data Packaging Requirements All unclassified data shall be prepared for shipment in accordance with best commercial practices. Classified reports, data, and documentation shall be prepared for shipment in accordance with the National Industrial Security Program Operating Manual (DOD 5220.22-M).

C.11.3 Packing of Supplies for Domestic Shipment Supplies shall be packed for shipment in a manner that will ensure acceptance by common carriers and safe delivery at destination.

C.11.4 Packing List(s) A packing list or other suitable shipping document shall accompany each shipment and shall include the following information:

a. Name and address of consignor.

b. Name and address of consignee.

c. Government contract number (and delivery order number, if used);

d. Government bill of lading number covering the shipment, if any; and

e. Description of the items shipped, including item number, quantity, number of containers, and package number, if any.

C-012 - GOVERNMENT TECHNICAL MONITOR (GTM)

The Government Technical Monitor will assist the COR in monitoring the contractor’s performance which includes providing daily direction as needed and input on work priorities.

The Government Technical Monitor is not authorized to change any of the terms and conditions of this contract.

The Government Technical Monitor will not supervise contractor personnel or perform any actions that could be construed as such.

The Government Technical Monitors for this contract are as follows:

Location: SA-08 Facility Name: TBD (2 GTMs) Title: TBD E-mail: TBD

Location: SA-32 Facility Name: TBD (3 GTMs) Title: TBD E-mail: TBD

C-013 - APPENDIX A CURRENT STAFFING POSITIONS AND DESCRIPTIONS

Current Labor Categories Responsibilities Location Analyst Statistician Statistical analysts assist organizations with decision making by collecting, analyzing, and presenting data. They may work in a variety of files and use their mathematical skills to understand data trends before presenting their reports to business managers and stakeholders.

Sterling

Assistant Supervisor Assistant Supervisors liaise between

Senior Supervisors and other company employees. Their duties include performing administrative tasks, documenting procedures, and hiring and training staff.

They are also required to monitor staff productivity and develop initiatives toward enhanced job performance.

Sterling

General Clerk I General Clerk II

Responsible for sorting outgoing and/or incoming mail using automated equipment.

Ensure all necessary support equipment and materials are organized for sorting.

Lifting or carrying moderate to heavy mail and packages and prolonged standing.

Sterling & Springfield

Driver Courier Responsible for loading, transporting, and delivering items to clients or businesses in a safe, timely manner.

Reviewing orders before and after delivery to ensure that orders are complete. Assists with loading and unloading items from vehicles.

Adhere to assigned routes and following time schedules. Abiding by all transportation laws and maintaining a safe driving record.

Preparing reports and other documents relating to deliveries.

Sterling

Forklift Operator Responsible for operating equipment and machines, such as cars, trucks, forklifts, etc.

Unload materials and merchandise from incoming vehicles and stack them to assigned places Locate and move stock of products to pallets or crates for storage or shipment Identify damages and report shortages or quality deficiencies

Springfield & Sterling

Transport raw materials to production workstations Inspect machinery to determine the need for repairs and guarantee safety by performing regular maintenance Keep updated records of inventory and activity logs Comply with company policies and legal guidelines Helps maintain a safe and orderly environment of the facilities

HDMI- Encoder/Pouch Builder Inspects, examines, and observes mail fed onto the parcel sorter for obvious product defects or encoding issues.

Responsible for managing all the parcel sorter diverts and shipping lanes and communicating any blocks/jams to the parcel sorter technicians to prevent potential injuries.

Responsible for stopping and restarting the parcel sorter at the direction of the parcel sorter mechanics.

Responsible for pulling the emergency stop in the event of a parcel sortation problem.

Sterling

Program Manager Oversee all aspects of the project, leading a team on large projects or a significant segment of large and complex projects. Analyze new and complex project-related problems and create innovative solutions that normally involve the schedule, technology, methodology, tools, solution components, and financial management of the project.

Provide applications systems analysis and long and short-range plans for application selection, systems development, systems maintenance, and production activities for necessary support resources. Commensurate experience and education for the specific level.

Springfield

Site manager Oversee daily operations. Coordinate employee schedules, ensuring adequate coverage. Enforce all workplace policies and procedures. Coordinate training and professional development

Springfield & Sterling activities for employees. Conduct staff performance reviews. Maintain and adhere to departmental budget.

Approve project plans. Address and report safety concerns in a timely manner. Track and monitors project progress, adhering to prearranged standards. Ensure compliance across the worksite. Review all project contracts before submitting to management. Answer inquiries from potential project partners.

Mediate on-site conflicts. Prepare and submits bi-monthly progress reports.

Seamstress Ensuring that sewing machines and other equipment are in good working order.

Altering or repairing pouches and other articles, which includes hemming, mending, lengthening, as well as taking in and letting out seams.

Sterling

Supervisor Responsible for leading, managing, and supervising a team of clerks, and setting work priorities and ensures work achieves performance expectations.

Provides regular operational feedback, management meetings, status updates, attendance reports, training records and other production activity reports to the Site

Manager.

Assists in training personnel on their duties and tasks.

Ensures the proper dispatch of all incoming and outgoing pouch shipments to include weekly schedules for deliveries and pick-ups with customers and freight forwarding companies.

Communicates with Site Manager regarding daily events and operational concerns to include staffing.

Sterling & Springfield

Team Lead Responsible for processing mail and package items based on training, performance, and experience in relationship to the following topics: Biohazard; Receipt

Sterling

& Dispatch; Data Entry or Encoding/Pouch

Building.

Provides guidance and direction to other clerks regarding work details required and provides training assistance and answers to complex questions for other clerks in their assigned area.

Processes letters, mail, and package items on high-speed sorters. Manually sorts documents, letters, mail and package items according to domestic and overseas destinations.

C-014 - APPENDIX B PERFORMANCE REQUIREMENTS

Requirement #1: Customer Satisfaction

Location(s): SA-8; SA-32 Objective: To demonstrate a high level of customer satisfaction and pursuit of continuous improvement.

Report Mechanism: Customer satisfaction survey Evaluation Method:

(50) customer satisfaction surveys required to be sent to random, representative Classified and Unclassified pouch services customers every 6 months Results of survey responses to be aggregated, summarized, and reported Evaluation topics include, but are not limited to:

DPM unclassified service Condition of unclassified pouch material upon arrival Timeliness of unclassified pouch delivery DPM customer service effort Courtesy of the DPM staff for unclassified pouch DPM responsiveness to customers for class pouch Courtesy of the DPM staff for classified pouch

Evaluation scale ranges from “1” (strongly disagree) to “5” (strongly agree) The additional comments section will enable participants to share input that is outside of the evaluation topics and/or to provide additional context for one of the evaluation topics

Acceptable Quality Level

Minimum acceptable average score = 3.5 Target average score = 4.0

Requirement #2: Safe Working Environment

Location(s): SA-8; SA-32 Objective: To achieve a safe working environment and demonstrate the pursuit of continuous improvement.

Report Mechanisms: OSHA Violations; OSHA Recordable Incident Log; Total Recordable Incident Rate Chart, Contractor Recordable Injuries Log Evaluation Method:

Immediate (same business day) reporting of any OSHA violations to local DOS Leadership

Monthly copy of OSHA Recordable Incident Log Monthly chart of Total Recordable Incident Rate (TRIR) as calculated by OSHA

(Number of OSHA Recordable injuries and illnesses X 200,000) / Annualized employee total hours worked)

Monthly chart of Contractor Recordable Injuries Log

Acceptable Quality Level

OSHA Violations = 0 TRIR target = 4.8 or less

(*TRIR average = 4.8)

*Bureau of Labor 2020 statistics – Warehouse and Storage Operations

Requirement #3: Shipment Accuracy

Objective: To deliver all shipments to the proper destination. For SA-08 - to pouch all registered items correctly with accurate registry and destination data.

Report Mechanism: ILMS Evaluation Method:

Query misrouted shipments in ILMS Monthly report or dashboard from ILMS For SA-08 - Query Pouch discrepancy reports in ILMS

Accuracy target = 99.950%

(*Best in class = 99.900%)

*2021 Warehousing Education and Research Council (WERC) DC Measures Report

Requirement #4: Undamaged shipments

Objective: To deliver all material to destinations without incurring damage. For SA-08 - to accept only properly packaged material for the classified pouch.

Report Mechanism: ILMS Evaluation Method:

Query from damage reports in ILMS Query from pouch discrepancy reports in ILMS

Undamaged target = 99.2%

(*Best in class = 99.2%)

Requirement #5: Accurate documentation

Objective: To provide accurate pouch invoices, shipping notifications, and transportation reports with every shipment. For SA-08 -to obtain, review, and file accurate information for each registered item from customers and enter information correctly into ILMS.

Report Mechanism: ILMS Evaluation Method:

Query from shipping notice information in ILMS Query pouch discrepancy reports from ILMS

Acceptable Quality Level

Accurate documentation target = 99.8%

(*Best in class = 99.8%)

Requirement #6: Promptly process outbound accountable pouch items Location(s): SA-32 Objective: To assure a smooth flow of work through SA-32 Report Mechanism: ILMS Evaluation Method:

Query time differential from scanned transactions

Processing velocity target = 5.0 business days maximum

Requirement #7: Promptly process outbound pouch letters and flats

Objective: To assure a smooth flow of work through SA-32 Report Mechanism: ILMS Evaluation Method:

Processing velocity target = 8.0 business hours maximum

Requirement #8: Promptly process interoffice MMS items

Objective: To assure a smooth flow of work through SA-32 Report Mechanism: ILMS Evaluation Method:

Processing velocity target = 4.0 business hours maximum

Requirement #9: Promptly process outbound pouch small parcels

Objective: To assure a smooth flow of work through SA-32 Report Mechanism: ILMS Evaluation Method:

Processing velocity target = 8.0 business hours maximum

Requirement #10: Promptly process incoming pouches

Location(s): SA-8, SA-32 Objective: To assure a smooth flow of work through SA-8 & SA-32 Report Mechanism: ILMS Evaluation Method:

Query time differential from scanned transactions starting at receipt of shipment, ending at final receipt of registered items inside the pouches.

Monthly report or dashboard from ILMS Supervisor is required to manage total time from container arrival to receipt of shipment.

Examples of observed non-compliance will be annotated.

Processing velocity target = 24 hours from shipment arrival to registered item status of arrival at final destination.

Requirement #11: Promptly process outbound pouches Location(s): SA-8 Objective: To assure a smooth flow of work through SA-8 Report Mechanism: ILMS Evaluation Method:

Query time differential from scanned transactions.

Processing velocity target = Each registered item should be pouched within 8.0 business hours of its electronic receipt.

Requirement #12: Promptly process registered items

Objective: To assure a smooth flow of work through SA-8 Report Mechanism: ILMS Evaluation Method:

Customers are to be greeted upon arrival for immediate receipt of registered items. Each batch of registered items should be received and delivered to the pouching team within one hour from truck arrival at dock to delivery of registered items from the receiving team to the pouching team.

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