36C26118Q0574-003.doc

Draft PERFORMANCE WORK STATEMENT Mail Courier Services

VA REGIONAL REPRODUCTION CENTER

VA NORTHERN CALIFORNIA HEALTH CARE SYSTEM (VANCHCS)

May 21, 2018

1.0 Background

The VANCHCS has a requirement for mail courier services from the VA Regional Reproduction Center (RPC) to the North Highlands Post Office.

2.0 Period of Performance

The period of performance is from October 1, 2018 through September 30, 2019 with four one-year option periods.

3.0 Contractor Service Requirements

3.1 The Contractor shall receive outgoing mail (bulk mail consists of varying quantities of USPS mail trays measuring 1’ or 2’ in length) and the supporting shipment documents from the VISN 21 RPC located at 3230 Peacekeeper Way, McClellan Park, CA 95652 loading dock.

3.2 Pickup shall take place Monday through Friday, excluding Federal Holidays.

3.3 Pickup time shall be no later than 11:30 AM.

3.4 The outgoing bulk mail shipment contents and the total number of trays will be verified with the contractor and the PRC staff. The contractor will sign a copy of the Consolidated Postage Statement indicating receipt of the verified mail shipment for transporting to the post office.

3.5 On average, the PRC generates 105 trays per day for pick up from the PRC.

3.6 Mail and supporting shipment documents will be taken to the North Highlands Post Office, Attention: Bulk Mail Specialist, 6483 Watt Avenue, North Highlands, CA 95660 (“Post Office”). The Bulk Mail Specialist is a North Highlands Post Office employee.

3.7 The mail shipment and the accompanying reports will be validated by the Bulk Mail Specialist at the Post Office. The RRC will be notified of any discrepancies in tray count and contents by the UPSP Bulk Mail Specialist.

3.8 The Contractor shall deliver mail directly from the VA PRC to the Post Office with no stopovers, layovers, or detours. The total estimated driving distance is 1.9 miles (one way). The total estimated driving time is four (4) minutes (one way).

3.9 At the completion of unloading the bulk mail trays at the Post Office, the contractor shall:

3.9.1 Pick up the next day’s mailing supplies (if available) from the Post Office. These supplies will consist of a varying quantity of empty 1’ and 2’ trays with corresponding sleeves and rubber bands and deliver these items back to the VISN 21 RPC that same day.

3.9.2 The Contractor shall deliver the mailing supplies directly from the Post Office to the VA PRC with no stopovers, layovers, or detours.

4.0 Contractor Personnel

4.1 Contractor shall provide all equipment, vehicles, and services to perform the requirements of this contract. Such equipment and vehicles shall be subject to the inspection and approval of the PRC.

4.2 Licensing and Certification. The Contractor or its designated employee shall be licensed to drive by the State of California. The proposed contractor vehicle shall be insured by an insurance company recognized by the State of California and insured in amount equal to or greater than mandated by Federal and State law.

4.3 Contractor personnel are required to identify themselves as contractor personnel by introducing themselves, or being introduced as contractor personnel and wearing company uniforms, displaying distinguishing badges or other visible identification for meeting with Government personnel, including Post Office employees. The contractor requires contractor personnel to appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

5.0 QUALITY CONTROL PROGRAM

5.1 The Contractor shall establish a complete quality control program to ensure the requirements of the contract are provided as specified. The Contractor shall submit a copy of this program with submission of their quote. The program shall include at least the following items:

5.1.1 Inspection System – The Contractor’s quality control inspection system shall cover all the services stated in this contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or the PRC identifies the deficiencies.

Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov