Attachment C-Statement of Work-Updated 10142020.pdf

Department of Homeland Security (DHS)

United States Citizenship and Immigration Services (USCIS)

Texas Service Center (TSC)

National Records Center (NRC)

Remote Maintenance File Facility (HBG)

STATEMENT OF WORK

1. TITLE OF PROJECT:

The DHS, USCIS, TSC, located in Irving, TX supports the USCIS mission by providing accurate and useful information to our customer, granting immigration and citizenship benefits, promoting an awareness and understanding of citizenship, and ensuring the integrity of our immigration system.

To support this mission, the TSC has a requirement for monthly freight shipping services of palletized boxes of Sensitive Files including Non-Classified A-Files from the TSC to be delivered to the NRC and HBG.

2. PROJECT BACKGROUND:

The TSC requires scheduled monthly pick-ups of pre-wrapped pallets of non-classified Receipt files and A-files from the Service

Center for transport to the NRC in Lee’s Summit, Missouri, and the HBG in Harrisonburg, Virginia where they will be stored. Per six (6) month period, pick-up and transport to the NRC occurs one (1) time per month for a total of six (6) times and pick-up and transport to the HBG occurs one (1) time per month for a total of six (6) times.

Per six (6) month period, there will be a total of twelve (12) shipments. Additionally, there will be 2 optional CLINs of 2 shipments per CLIN to the NRC, and 2 optional CLINs of 1 shipment per CLIN to the HBG in the Base Period of Performance and each optional period occurring thereafter.

3. PERIOD OF PERFORMANCE (PoP):

This requirement consists of a total estimated PoP of thirty-six (36) months. A base period of performance and five (5) optional periods of performance. Please see below for more information.

Base PoP: 6 Months 11.01.2020 – 04.30.2021

Optional Period #1 PoP: 6 Months 05.01.2021 – 10.31.2021

Optional Period #2 PoP: 6 Months 11.01.2021 – 04.30.2022

Optional Period #3 PoP: 6 Months 05.01.2022 – 10.31.2022

Optional Period #4 PoP: 6 Months 11.01.2022 – 04.30.2023

Optional Period #5 PoP: 6 Months 05.01.2023 – 10.31.2023

Total Estimated PoP: 36 Months 11.01.2020 – 10.31.2023

4. PLACE(S) OF PERFORMANCE:

Pick-Up (Shipment) Location:

Texas Service Center

6046 N. Beltline Road

Irving, Texas 75038

Pick-Up Accepted at The TSC from 8:00am –3:30pm Central Time (CT)

Delivery Location(s):

1. National Records Center

150 Space Center Loop

Lee’s Summit, MO 64064

Deliveries Accepted at The NRC from 8:00am – 2:00pm Central Standard Time (CT) - Inside Delivery Required

2. Remote File Maintenance Facility

1344 Pleasants Drive

Harrisonburg, VA 22801

Deliveries Accepted at The HGB from 8:30am – 3:00pm Eastern Time (ET)

5. TECHNICAL POINTS OF CONTACT (TPOC):

TPOC: Constance M. Davidson

Constance.M.Davidson@uscis.dhs.gov | 972-413-2436

TSC Warehouse Points of Contact (POC):

Ganesh Krishna

Ganesh.X.Krishna@uscis.dhs.gov | 972-413-3015

6. SERVICE REQUIREMENTS:

▪ The contractor shall arrive between the hours of 8:00 am and 3:30 pm Central Time (CT) at the TSC on the scheduled date, as listed in Section 8 Shipment Schedule, to transport the pallets. The contractor must notify the TPOC of any change or delay in arrival. Any deviations from the schedule or arrival time shall be coordinated with the TPOC and the warehouse points of contact.

▪ The contractor shall provide a dedicated truck with an enclosed container (trailer), which shall transport TSC pallets only, regardless of quantity, to destination. The shipment of pallets, including as few as one (1), shall be considered a Full Truck

Load (FTL). The driver shall not mix loads to transport contents from other businesses, individuals, or Government agencies with the TSC pallets. The driver shall not create compartments inside the container with intent to transport items from other entities.

▪ The contractor shall, without deviation, deliver the pallets to HBG within two (2) business days from pickup from the TSC.

HBG does not accept deliveries on weekends. The truck shall arrive at the HBG between the accepted delivery hours at the HBG, which are from 7:00 AM-3:00 PM ET with the last delivery accepted NLT 1:00 PM ET. The contractor shall notify the TPOC via email/phone of the date and time the pallets were delivered to the destination. In the event of a delay in delivery, the contractor shall immediately notify the TPOC.

▪ The contractor shall, without deviation, deliver the pallets to NRC within one (1) business day from pickup from the TSC.

The truck shall arrive at the NRC between the accepted delivery hours at the NRC, which are from 8:00 AM-4:00 PM CT with the last delivery accepted NLT 2:00 PM. Inside delivery is required. The contractor shall notify the TPOC via email/phone of the date and time the pallets were delivered to the destination. In the event of a delay in delivery, the contractor shall immediately notify the TPOC.

▪ For all pick-ups or drop offs that fall on a federal holiday specified or not specified in the schedule below, a new date will be coordinated by the TSC, with the NRC & HBG and the contractor.

▪ Prior to the arrival of the truck, the TSC will shrink-wrap and transport the pallets to the dock. The number of pallets may vary from week to week. Contents of the pallets include cardboard file storage boxes containing paper files and documents.

Pallets will be loaded with up to 45 boxes per pallet. Each pallet weighs approximately 1,440 pounds (lbs.) and is 57” tall by 46” long by 37” wide. The number of pallets may vary from week to week.

▪ Upon arrival, the driver of the truck shall then single load the pallets into the enclosed shipping container (trailer) at the dock. The driver shall only load the pallets as packaged and shall not manipulate the load in any way; this includes restacking the pallets, doubling the load or stacking the pallets on top of one another in the trailer. The driver shall not attempt to load more pallets than will fit into the trailer. Extra pallets shall be transported at another time. The driver shall transport the pallets exactly as they were loaded onto the vehicle at the TSC and unload the same at the delivery location's dock.

▪ USCIS safety regulations prohibit Government personnel from entering the trailer or loading the pallets onto and off of the truck.

▪ The driver shall provide TSC warehouse personnel a Bill of Lading (BOL) at pick-up of the pallets for transport.

▪ Once the pallets are loaded onto the truck, the driver shall seal the container doors with a contractor-furnished seal. The seal shall be either metal or plastic and must have an identification number which will be recorded on the BOL at the time that the container is secured. The same type of seal shall be used for all destinations. The seal serial number used for the mailto:Constance.M.Davidson@uscis.dhs.gov mailto:Ganesh.X.Krishna@uscis.dhs.gov shipment shall be written on the BOL and provide a copy of the signed BOL to the TPOC and/or Warehouse POCs at the pick-up location prior to departure. The cargo, once loaded and sealed into the container (trailer), shall not be accessed or rearranged unless in the presence of a Government employee.

▪ Neither the driver nor any other person shall tamper with, break, or replace the seal until arrival at destination.

▪ Should it become necessary to tamper with, break, or remove the seal due to unexpected circumstances, such as law enforcement requirement or weigh station inspections, etc., the contractor shall notify the TPOC immediately to report the reason for such actions. In addition, the contractor shall replace the seal with a new one and provide the TPOC with the replacement seal ID number. If the TPOC is not available, the contractor shall leave a voicemail message and send an e-mail explaining the situation. In any such case, the contractor shall provide copies of all written documentation (if it exists) regarding the incident to the TPOC.

▪ The contractor shall be able to provide real-time updates on the status of the carrying truck.

▪ All three (3) locations involved (origin and destinations) have dock facilities for loading and unloading. All three (3) locations can provide the truck driver with a pallet jack to load and unload the shipment. TSC provides an electric pallet jack. HBG provides a manual pallet jack. NRC provides a walk-behind electric jack. The driver shall load and unload the pallets without Government employee assistance. The contractor is to use the electric pallet jack or other equipment at their own risk and liability. Any injury or liability shall fall with the contractor and not with USCIS.

▪ After each delivery, the contractor will e-mail the TPOC a delivery confirmation statement to include the BOL number or

ID and the date the pallets were delivered to the destination. In lieu of a written statement, the contractor may email a revised BOL with the delivery information.

▪ Any delay or unplanned occurrence of a pick-up or drop-off will need to be communicated with the TPOC no less than two (2) hours before the scheduled pick-up or drop-off.

▪ The contractor is required to report any lost, damaged, misplaced or destroyed file pallets to the TPOC as soon as the incident occurs. The contractor shall be financially responsible for the lost, damaged, misplaced or destroyed pallets if it’s determined to be caused by the contractor.

6.1. BILL OF LADING (BOL):

▪ The shipping contractor shall provide a BOL to be given to the TSC warehouse personnel who will meet the driver at the dock prior to the movement of any cargo.

The BOL shall include:

1. The date of arrival at the TSC to transport the pallets;

2. The destination points of transport (NRC or HBG); and

3. The total number of pallets loaded to transport.

▪ The contractor’s BOL shall become property of the Government to be kept with the contract. The shipping contractor shall also furnish the National Traffic Service with a copy of the BOL.

6.2. DELAY, ADDITIONAL SHIPMENT & CANCELLATION:

▪ In the event of a delivery delay of one (1) day or more, even though it may fall within the allotted delivery time frame, the contractor shall immediately notify the TPOC via email or by phone.

▪ Should cancellation of a scheduled delivery occur, the TSC shall inform the contractor within three (3) business days in advance of shipment pick-up or as soon as possible.

▪ In the event the contractor fails to deliver shipments within the required timeframe, the following monetary deductions shall apply:

1st delay pick-up/drop-off: Waived, no charge.

2nd delay pickup/drop-off: Waived, no charge.

3rd delay pickup/drop-off: Reimburse 15% of shipment cost.

4th delay pickup/drop-off: Reimburse 20% of shipment cost.

5th delay pickup/drop-off: Reimburse 25 % of shipment cost.

6th delay pickup/drop-off: Reimburse 30% of shipment cost.

7. CONTRACTOR ACCOUNTABILITY PROCESS:

TSC places manifests in each box and transfers them electronically to NRC and HBG. NRC and HBG personnel will inspect the pallets upon delivery. If files are missing or have been tampered with during transport, an investigation will be opened with

Contractor. If the investigation finds that the Contractor violated or did not follow both the procedures stated in this Statement of

Work and/or the contract terms, the Contractor will reimburse the Government for any costs associated with the compromised files.

8. SHIPMENT SCHEDULE:

Shipment dates may be changed by agreement of the warehouse POCs, TPOC and Contractor. Changes shall be noted on the shipment schedule and a copy provided to TPOC, Contractor and to the USCIS Office of Contracting.

BASE PERIOD OF PERFORMANCE – 6 MONTHS – NRC SHIPMENT SCHEDULE:

▪ Thursday, November 19, 2020

▪ Thursday, December 17, 2020

▪ Thursday, January 21, 2021

▪ Thursday, February 18, 2021

▪ Thursday, March 18, 2021

▪ Thursday, April 15, 2021

OPTIONAL PERIOD #1 PERIOD OF PERFORMANCE – 6 MONTHS – NRC SHIPMENT SCHEDULE

▪ Thursday, May 20, 2021

▪ Thursday, June 17, 2021

▪ Thursday, July 1, 2021

▪ Thursday, August 19, 2021

▪ Thursday, September 30, 2021

▪ Thursday, October 14, 2021

BASE PERIOD OF PERFORMANCE – 6 MONTHS – HBG SHIPMENT SCHEDULE:

▪ Tuesday, November 10, 2020

▪ Tuesday, December 15, 2020

▪ Tuesday, January 12, 2021

▪ Tuesday, February 9, 2021

▪ Tuesday, March 9, 2021

▪ Tuesday, April 6, 2021

OPTIONAL PERIOD #1 PERIOD OF PERFORMANCE – 6 MONTHS – HBG SHIPMENT SCHEDULE

▪ Tuesday, May 4, 2021

▪ Tuesday, June 1, 2021

▪ Tuesday, July 6, 2021

▪ Tuesday, August 10, 2021

▪ Tuesday, September 7, 2021

▪ Tuesday, October 5, 2021

OPTIONAL CONTRACT LINE ITEMS(CLIN)/SHIPMENTS

Optional CLINs, if exercised in accordance with FAR 52.217-7 Option for Increased Quantity-Separately Priced Line

Item, for the NRC & HBG shall be provided by the Government to the contractor within fifteen (15) calendar days of requested pick-up.

OPTIONAL PERIOD(S) OF PERFORMANCE – #1-#5:

Optional Period(s) of Performance Shipment Schedules, if exercised in accordance with FAR 52.217-9 – Option to Extend the

Term of the Contract, for the NRC & HBG shall be provided by the Government to the contractor at the beginning of each follow-on period and subsequently, made a part of the order at that time.