73351022Q0158 Att 1 Performance Work Statement.pdf

Performance Work Statement (PWS) Digital Mail Equipment Rental and Maintenance

73351022Q0158 Attachment 1 Page 1 of 11

Introduction The U. S. Small Business Administration, (SBA), Office of Administrative Services (OAS), located at 409 3rd Street, SW, Washington, DC 20416, is responsible for providing mail equipment for SBA offices on a nationwide basis, including Alaska, Hawaii, and also Puerto Rico, the U. S. Virgin Islands, and Guam. Due to the many changes in technology, the SBA desires mail equipment that is leased and maintained by the Contractor.

The type of mail equipment required will depend on the volume of mail normally processed by an office on an average monthly basis. However, current equipment at these locations (also rented and maintained by a contractor) is detailed in Section 8.0. Equipment rented and maintained pursuant to this Contract or Order shall be equivalent in functionality, reliability, dependability, and ease of operation to the equipment currently in use and which shall be satisfactory to the US Small Business Administration.

Scope The scope of this requirement includes the mail equipment rental and maintenance for 97 SBA sites. If the total number of sites increases, this Contract or Order may be modified to include that increase in the total number of sites as long as the increase results in less than a 20% change in monetary value.

The Contractor’s unit pricing at the time of the increase will be used to determine any price increase.

Period of Performance The period of performance for this requirement is as follows:

Base: September 1, 2022, to August 31, 2023 Option 1: September 1, 2023, through August 31, 2024 Option 2: September 1, 2024, through August 31, 2025

Mail Metering Solution Requirements

1.0 Mailing Solution

Task One: The Contractor shall provide a mail management solution, consisting of digital mail machines, scales, postage meters, and the necessary software to produce postage across all designated SBA locations.

Task Two: The Contractor shall be able to provide mail equipment suitable for SBA offices that have small, medium, and large mail volumes. The capacity of the mail equipment shall be based on industry standards.

Task Three: The Contractor shall ensure that when new USPS rate changes are announced, each SBA location will receive the new software at least one week prior to the implementation date of the postage increase. All USPS rate changes will be available for download at no charge to the agency.

Task Four: The Contractor shall provide new equipment and upgrades to the current equipment within two months of the request unless the upgrades involve multiple locations. If multiple locations are involved, the terms will be negotiated between the

73351022Q0158 Attachment 1 Page 2 of 11

Contractor and the SBA. Upgrades shall be at no additional cost to the SBA.

Task Five: The Contractor shall allow upgrades of the equipment without considering the replacement as an addition to the inventory count. The new equipment shall replace the old equipment. Upgraded equipment is included in the firm-fixed-price. No increase in the firm-fixed-price will occur as this Task Five is part of the Contractor’s initial pricing.

2.0 Technical Support Service

Task Six: The Contractor shall include the maintenance cost within the total price of the mailing equipment. The Contractor shall provide two levels of technical support: (1) Phone support for minor incidents and on-site support initiation, and (2) On-site technical support for all other maintenance/support needs. The Contractor shall provide maintenance service within eight (8) business hours of receipt of request for service from the SBA.

Task Seven: The Contractor shall provide repair service between the hours of 8:30 a.m.

and 5:00 p.m. in the time zone where the SBA office is located. There shall be no limit on the number of repair calls that can be made. Labor, travel and mileage costs shall be included in the Contractor’s firm-fixed pricing and may not be billed separately. All maintenance support shall be performed by a factory-trained technician.

3.0 Contingency Plan

Task Eight: The Contractor shall have on hand at least one mail machine and one scale that can be shipped overnight to SBA locations in the event an SBA Office has a time-sensitive mailing, and it has been determined that the current mail equipment cannot be repaired the same day. This service is provided at no additional cost to the SBA.

4.0 Training

Task Nine: The Contractor shall provide on-site training for key operator(s) once new equipment is installed or whenever the key operator for an SBA location changes. The Contractor shall also provide supplemental key operator training in the event of upgrades or changes to the mail metering system (in terms of updates, hardware or software).

5.0 Total Equipment Management

Task Ten: The Contractor shall be the point of contact between meter manufacturer and the SBA since the meter rentals fees are paid to the Contractor and not the meter manufacturer – and a part of contractor’s firm-fixed-price for each Period of Performance (POP). All problems with postage meters shall be handled by Contractor. If a meter replacement is necessary, arrangements shall be made by Contractor, and the same service standards that apply to equipment repairs, shall apply to postage meter problems.

Task Eleven: The Contractor, not the equipment manufacturer, shall be the point of contact for the SBA for the delivery, installation, and repair of all mail equipment.

Contractor shall resolve all problems pertaining to the mail equipment.

6.0 Meter Reporting

Task Twelve: The Contractor shall be able to provide reports on postage meter activity. The

73351022Q0158 Attachment 1 Page 3 of 11 reports shall show the serial number of the postage meter, the full address of the SBA office, the date postage was added and the amount; the amount of postage on hand prior to the reset, and the total amount of postage after the reset. These reports shall be provided to the SBA Headquarters’ point of contact upon request.

7.0 Performance-Based Criteria

Required Services (Tasks)

Performance Standards

Acceptable Quality Levels

Methods of

Surveillance

Incentive and/or Disincentive

Task 1 The Contractor shall provide a mail management solution, consisting of digital mail machines, scales, postage meters, and the necessary software to produce postage across all designated SBA locations.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 2 The Contractor shall be able to provide mail equipment suitable for SBA offices that have small, medium, and large mail volumes.

The capacity of the mail equipment shall be based on industry standards.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 3 The Contractor shall ensure that when new USPS rate changes are announced, each SBA location will receive the new software at least one week prior to the implementation date of the postage increase. All USPS rate changes will be available for download at no charge to the agency.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 4 The Contractor shall provide new equipment and upgrades to the current equipment within two months of the request unless the upgrades involve multiple locations. If multiple locations are involved, the terms will be negotiated between the Contractor and the SBA. Upgrades shall be at no additional cost to the SBA.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

73351022Q0158 Attachment 1 Page 4 of 11

Required Services (Tasks)

Performance Standards

Acceptable Quality Levels

Methods of

Surveillance

Incentive and/or Disincentive

Task 5 The Contractor shall allow upgrades of the equipment without considering the replacement as an addition to the inventory count.

The new equipment shall replace the old equipment. Upgraded equipment is included in the firm-fixed-price. No increase in the firm-fixed-price will occur as this Task Five is part of the

Contractor’s initial pricing.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services, Task 6 The Contractor shall provide two levels of technical support: (1)

Phone support for minor incidents and on-site support initiation, and

(2) On-site technical support for all other maintenance/support needs.

The Contractor shall provide maintenance service within eight

(8) business hours of receipt of request for service from the SBA.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 7 The Contractor shall provide repair service between the hours of 8:30 a.m. and 5:00 p.m. in the time zone where the SBA office is located.

There shall be no limit on the number of repair calls that can be made. Labor, travel and mileage costs shall be included in the Contractor’s firm-fixed pricing and may not be billed separately. All maintenance support shall be performed by a factory-trained technician.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 8 The Contractor shall have on hand at least one mail machine and one scale that can be shipped overnight to SBA locations in the event an SBA Office has a time- sensitive mailing, and it has been determined that the current mail equipment cannot be repaired the same day.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for

73351022Q0158 Attachment 1 Page 5 of 11

Services (Tasks)

Performance Standards

Acceptable Quality Levels

Methods of

Surveillance

Incentive and/or Disincentive

Task 9 The Contractor shall provide on-site training for key operator(s) once new equipment is installed or whenever the key operator for an

SBA location changes. The Contractor shall also provide supplemental key operator training in the event of upgrades or changes to the mail metering system (in terms of updates, hardware or software).

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 10 The Contractor shall be the point of contact between meter manufacturer and the SBA since the meter rentals fees are paid to the Contractor and not the meter manufacturer – and a part of contractor’s firm-fixed-price for each Period of Performance (POP).

All problems with postage meters shall be handled by Contractor. If a meter replacement is necessary, arrangements shall be made by

Contractor, and the same service standards that apply to equipment repairs, shall apply to postage meter problems.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for defective delivery or services.

Task 11 The Contractor, not the equipment manufacturer, shall be the point of contact for the SBA for the delivery, installation, and repair of all mail equipment. Contractor shall resolve all problems pertaining to the mail equipment.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for

73351022Q0158 Attachment 1 Page 6 of 11

Services (Tasks)

Performance Standards

Acceptable Quality Levels

Methods of

Surveillance

Incentive and/or Disincentive

Task 12 The Contractor shall be able to provide reports on postage meter activity. The reports shall show the serial number of the postage meter, the full address of the SBA office, the date postage was added and the amount; the amount of postage on hand prior to the reset, and the total amount of postage after the reset. These reports shall be provided to the SBA Headquarters’ point of contact upon request.

95% on time services

Random inspection; Annual inspection;

Validated customer complaints

Incentive:

Positive CPARS;

Full Payment Disincentive:

Negative CPARS;

Delayed and/or no payment for

8.0 Location Information

The following is the location and anticipated equipment required for each location:

Street Address City State Zip Equipment

510 L ST STE 310 ANCHORAGE AK 99501 Digital mail equipment 400 with 70lb scale

2120 RIVERFRONT DR STE

LITTLE ROCK AR 72202 Digital mail equipment 400 with 70lb scale

2828 N CENTRAL AVE STE

PHOENIX AZ 85004 Digital mail equipment 400 with 70lb scale

330 N BRAND BLVD STE

GLENDALE CA 91203 Digital mail equipment 400 with 70lb scale

200 W SANTA ANA BLVD

STE 700

SANTA ANA CA 92701 Digital mail equipment 400 with 70lb scale

6501 SYLVAN RD SUITE 100 CITRUS

HEIGHTS

CA 95610 Digital mail equipment 400 with 70lb scale

801 R ST. SUITE 201 FRESNO CA 93721 Digital mail equipment 400 with 70lb scale

550 WEST C ST # STE 550 SAN DIEGO CA 92101 Digital mail equipment 400 with 70lb scale

455 MARKET STREET STE

600 (DPCE) PROGRAM FOR

CERTIFICATION AND

SAN FRANCISCO CA 94105 Digital mail equipment 400 with 70lb scale

721 19TH STREET ROOM 371 DENVER CO 80202 Digital mail equipment 400 with 70lb scale

1 Denver federal Center

BLDG#20 ROOM B-1502

LAKEWOOD CO 80225 Digital mail equipment 400 with 70lb scale

330 MAIN ST 2ND FLOOR HARTFORD CT 06106 Digital mail equipment

73351022Q0158 Attachment 1 Page 7 of 11

409 3RD ST. SW. WASHINGTON DC 20005 Digital mail equipment

1007 NORTH ORANGE ST

STE 1120

WILMINGTON DE 19801 Digital mail equipment 400 with 70lb scale

7825 BAYMEADOWS

WAYSTE 100 B

JACKSONVILLE FL 32256 Digital mail equipment 400 with 70lb scale

233 PEACHTREE ST NE STE

ATLANTA GA 30303 Digital mail equipment 400 with 70lb scale

500 ALA MOANA BLVD

BLDG 1-306

HONOLULU HI 96813 Digital mail equipment 400 with 70lb scale

2750 1ST AVE NE STE 350 CEDAR RAPIDS IA 52402 Digital mail equipment 400 with 70lb scale

210 WALNUT ST ROOM 749 DES MOINES IA 50309 Digital mail equipment 400 with 70lb scale

380 EAST PARKCENTER

BLVD STE 330

BOISE ID 83706 Digital mail equipment 400 with 70lb scale

500 WEST MADISON ST

#1150

CHICAGO IL 60661 Digital mail equipment 400 with 70lb scale

3330 GINGER CREEK RD

SUITE B EAST

SPRINGFIELD IL 62711 Digital mail equipment 400 with 70lb scale

8500 KEYSTONE CROSSING

STE 400

INDIANAPOLIS IN 46204 Digital mail equipment 400 with 70lb scale

271 WEST 3RD ST NORTH

STE 2500

WICHITA KS 67202 Digital mail equipment 400 with 70lb scale

675 MONTICELLO STREET

STE A

SOMERSET KY 42501 Digital mail equipment 400 with 70lb scale

ULTIMAIL 600 DR. MLK JR

PL ROOM 188

LOUISVILLE KY 40202 Digital mail equipment 400 with 70lb scale

365 CANAL PL STE 2820 NEW ORLEANS LA 70130 Digital mail equipment 400 with 70lb scale

10 CAUSEWAY ST SUITE BOSTON MA 02222 Digital mail equipment 400 with 70lb scale

ONE FEDERAL STREET

BLDG 101-R

SPRINGFIELD MA 01105 Digital mail equipment 400 with 70lb scale

10 S HOWARD ST. STE 6220 BALTIMORE MD 21201 Digital mail equipment 400 with 70lb scale

68 SEWALL ST.RM 512 AUGUSTA ME 04330 Digital mail equipment 400 with 70lb scale

100 N 6TH ST 210 C MINNEAPOLIS MN 55403 Digital mail equipment

73351022Q0158 Attachment 1 Page 8 of 11

1000 WALNUT STREET

SUITE 500

KANSAS CITY MO 64105 Digital mail equipment 400 with 70lb scale

830 EAST PRIMROSE STE

SPRINGFIELD MO 65807 Digital mail equipment 400 with 70lb scale

1222 SPRUCE ST STE 10-103 ST LOUIS MO 63103 Digital mail equipment 400 with 70lb scale

2510 14 STREET HANCOCK

PLAZA STE103

GULFPORT MS 39352 Digital mail equipment 400 with 70lb scale

210 E CAPITAL STREET

STE900

JACKSON MS 39201 Digital mail equipment 400 with 70lb scale

10 WEST 15TH ST STE 1100 HELENA MT 59626 Digital mail equipment 400 with 70lb scale

6302 FAIRVIEW RD 300 CHARLOTTE NC 28210 Digital mail equipment 400 with 70lb scale

657 2ND AVE NORTH RM

FARGO ND 58108 Digital mail equipment 400 with 70lb scale

10675 BEDFORD AVE # 100 OMAHA NE 68134 Digital mail equipment 400 with 70lb scale

55 PLEASANT ST STE 3101 CONCORD NH 03301 Digital mail equipment 400 with 70lb scale

2 GATEWAY CENTER 15TH

FLOOR

NEWARK NJ 07102 Digital mail equipment 400 with 70lb scale

625 SILVER AVE SW STE

ALBUQUERQUE NM 87102 Digital mail equipment 400 with 70lb scale

400 S 4TH ST STE 250 LAS VEGAS NV 89101 Digital mail equipment 400 with 70lb scale

26 FEDERAL PLAZA ROOM

NEW YORK NY 10278 Digital mail equipment 400 with 70lb scale

333 EAST WATER STREET ELMIRA NY 14901 Digital mail equipment 400 with 70lb scale

100 STATE STREET STE 410 ROCHESTER NY 14614 Digital mail equipment 400 with 70lb scale

350 MOTOR PARKWAY STE.

HAUPPAUGE NY 11788 Digital mail equipment 400 with 70lb scale

401 SOUTH SALINA ST 5TH

FLOOR

SYRACUSE NY 13202 Digital mail equipment 400 with 70lb scale

130 S. ELMWOOD AVE STE

BUFFALO NY 14202 Digital mail equipment 400 with 70lb scale

401 N FRONT ST 200 COLUMBUS OH 43215 Digital mail equipment 400 with 70lb scale

525 VINE ST. SUITE 1030 CINCINNATI OH 45202 Digital mail equipment

73351022Q0158 Attachment 1 Page 9 of 11

1350 EUCLID AVE STE 211 CLEVELAND OH 44115 Digital mail equipment

301 NW 6TH ST STE 116 OKLAHOMA

CITY

OK 73102 Digital mail equipment 400 with 70lb scale

PARKVIEW TOWER 1ST

AVE STE.1001

KING OF PRUSSIA PA 19107 Digital mail equipment 400 with 70lb scale

601 WALNUT STREET

SUITE 860 WEST

PHILADELPHIA PA 19106 Digital mail equipment 400 with 70lb scale

411 SEVENTH AVE. STE

PITTSBURGH PA 15219 Digital mail equipment 400 with 70lb scale

273 PONCE DE LEON

AVENUE

SAN JUAN PR 00917 Digital mail equipment 400 with 70lb scale

1835 ASSEMBLY ST 1425 COLUMBIA SC 29201 Digital mail equipment 400 with 70lb scale

2329 N CAREER AVE STE

SIOUX FALLS SD 57107 Digital mail equipment 400 with 70lb scale

50 VANTAGE WAY STE 201 NASHVILLE TN 37228 Digital mail equipment 400 with 70lb scale

4300 AMON CARTER BLVD

STE 114

FORT WORTH TX 76155 Digital mail equipment 400 with 70lb scale

8701 S GESSNER DR STE

HOUSTON TX 77074 Digital mail equipment 400 with 70lb scale

222 E VAN BUREN STREET

RM 500

HARLINGEN TX 78550 Digital mail equipment 400 with 70lb scale

211 N FLORENCE SUIE 201

2ND FLOOR

EL PASO TX 79901 Digital mail equipment 400 with 70lb scale

1205 TEXAS AVE ROOM 408 LUBBOCK TX 79401 Digital mail equipment 400 with 70lb scale

615 EAST HUSTON ST

ROOM298

SAN ANTONIO TX 78232 Digital mail equipment 400 with 70lb scale

125 S STATE ST R00M 2237 SALT LAKE CITY UT 84138 Digital mail equipment 400 with 70lb scale

400 NORTH 8TH STSTE 1150 RICHMOND VA 23219 Digital mail equipment 400 with 70lb scale

87 STATE ST. ROOM #205 MONTPELIER VT 05602 Digital mail equipment 400 with 70lb scale

2401 4TH AVESTE 450 SEATTLE WA 98121 Digital mail equipment 400 with 70lb scale

801 W RIVERSIDE AVE. STE

SPOKANE WA 99201 Digital mail equipment 400 with 70lb scale

310 WEST WISCONSIN

AVESTE 400

MILWAUKEE WI 53203 Digital mail equipment

73351022Q0158 Attachment 1 Page 10 of 11

740 REGENT ST STE 100 MADISON WI 53715 Digital mail equipment

405 CAPITOL STREET 412 CHARLESTON WV 25301 Digital mail equipment 400 with 70lb scale

320 WEST PIKE ST. STE 330 CLARKSBURG WV 26301 Digital mail equipment 400 with 70lb scale

100 EAST B ST ROOM 4001 CASPER WY 82601 Digital mail equipment 400 with 70lb scale

455 MARKET ST SUITE 600

SFDO (SANFRANCISCO

DISTRICT OFFICE)

SAN FRANCISCO CA 94105 Digital mail equipment 400 with 70lb scale

100 SOUTH BISCAYNE

BLVD 7TH FLOOR

MIAMI FL 33131 Digital mail equipment 400 with 70lb scale

477 MICHAGAN AVE STE

DETROIT MI 48226 Digital mail equipment

Total Offices: 81

Mail Meter Machine Office of Inspector General (OIG) Locations Street Address City State Office Equipment

12440 IMPERIAL HWY NORWALK CA OIG Digital mail equipment

300 with 70lb scale 51 SW 1ST AVE MIAMI FL OIG Digital mail equipment

300 with 70lb scale 233 PEACHTREE ST NE ATLANTA GA OIG Digital mail equipment

300 with 70lb scale 801 WARRENVILLE RD LISLE IL OIG Digital mail equipment

300 with 70lb scale 477 MICHIGAN AVE DETROIT MI OIG Digital mail equipment

300 with 70lb scale 145 PINELAWN ROAD MELVILLE NY OIG Digital mail equipment

300 with 70lb scale 900 MARKET STREET PHILADELPHIA PA OIG Digital mail equipment 300 with 70lb scale 1919 SMITH ST HOUSTON TX OIG Digital mail equipment

300 with 70lb scale 150 WESTPARK WAY EULESS TX OIG Digital mail equipment

300 with 70lb scale 33400 9TH AVE S FEDERAL WAY WA OIG Digital mail equipment

300 with 70lb scale 1145 HERNDON PKY HERNDON VA OIG Digital mail equipment

300 with 70lb scale Total Offices: 11

73351022Q0158 Attachment 1 Page 11 of 11

Mail Meter Machine Office of Disaster Assistance Locations Street Address City State Office Equipment

101 Marietta Street, 7th Fl. ATLANTA GA ODA Digital mail equipment 300 with 30lb scale

130 South Elmwood BUFFALO NY ODA Digital mail equipment 300 with

30lb scale 13221 Woodland Park Rd. HERNDON VA ODA Digital mail equipment 300 with 30lb scale

14925 and 14951 Kingsport Drive

FORT WORTH TX ODA Digital mail equipment 300 with

30lb scale 6501 Sylvan Road SACRAMENTO CA ODA Digital mail equipment 300 with 30lb scale

Total Offices: 5