75N91019Q00166_-_SOW_NCI_Courier_and_Mail_Services.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

NCI OD Courier and Mail Services

2.0 BACKGROUND

NCI labs and programs receive many time sensitive documents, files and requests from their administrators, colleagues, Human Resources, Ethics, etc...and need to be able to receive and respond in order to meet the various deadlines. Individual programs and divisions had multiple, separate courier contracts in the past, many of which had overlap. NCI management decided to take a look at this years ago, and consolidate as much as possible to one delivery service for the most crucial delivery points. This has worked well, and also greatly reduced the need for local

BPA courier services on an as-needed basis.

Additionally, with the elimination of mail clerk positions, internal mail delivery is still necessary.

NIH installed locked mail cluster boxes where possible, but that was not done in building 37.

Instead NCI has a small contractor staffed mailroom on the first floor that services the entire building. Mail cluster boxes were installed in building 31 to an extent, but there are many more

NCI delivery spots and offices than cluster boxes. It was decided the best solution was to consolidate mail stop codes, primarily one per floor that NCI occupies, and have a staff member collect, sort and deliver, as well as pick up all internal and USPS mail. This job was done many years ago by 3 NCI mail clerks in a mail room in building 31 dedicated to NCI.

2.1 OBJECTIVE

The primary objective of the courier service is to get critical documents to NCI staff within 24 hours (and often the same day) rather than routing through the NIH mail system. NIH mail services takes 2-3 days since collections and deliveries only occur once a day, and all mail must be sorted for distribution at a centralized mail center. Some groups, such as the NCI Ethics

Office, require a confirmation of receipt as well.

Mail collection and delivery is needed to the labs and offices in building 37 since there are no mail cluster boxes in the building for NIH mail services to deliver to.

3.0 SCOPE

A. The Contract shall manage daily courier services for the NCI to various designated locations both on and off the NIH campus. The buildings on campus are 1, 2, 3, 10, 15D2, 31, 37, 41, and 50, and the off campus buildings are 82, 6011, 9609 (Medical Center Dr), ATC (Grovemont Circle), Rockwall I, and 2115 E. Jefferson. The courier service will include two types of support: a daily set schedule and an emergency service. Emergency service consists of delivery to a room not on the schedule, and has only been needed a couple times a year historically. The daily set deliveries as shown on the attached schedule will take place each day at the same time, Monday through Friday with the exception of

Federal holidays and other Government related closings. The deliveries will contain documents, letters, etc., weighing less than 10lbs. that need to be delivered without delay

(same day) rather than going through the NIH mail systems to designated areas at each stop.

The total number of mail stops/rooms per building is as follows:

On Campus

Building 31 (31 Center Drive, Bethesda)- number of stops 12;

Building 15D2 (8 West Drive, Bethesda)- number of stops 1;

Building 41 (41 Medlars Drive, Bethesda)- number of stops 1;

Building 10 (10 Center Drive, Bethesda)- number of stops 20;

Building 37 (37 Convent Drive, Bethesda)- number of stops 4;

Building 1 (1 Center Drive, Bethesda)- number of stops 5;

Building 2 (2 Center Drive, Bethesda)- number of stops 1;

Building 3 (3 Center Drive, Bethesda)- number of stops 1;

Building 50 (50 South Drive, Bethesda)- number of stops 1;

Off Campus

Building 82 (9030 Old Georgetown Road, Bethesda)- number of stops 1;

6011 Executive Blvd, Rockville- number of stops 2

2115 East Jefferson St, Rockville- number of stops 2

6909 Medical Center Dr, Rockville- number of stops 7

11400 Rockville Pike (Rockwall 1) number of stops 1

8717 Grovemont Circle, Gaithersburg number of stops 1

Pick-ups and deliveries are not needed to each stop during each run, and some are only as needed in the morning or afternoon as noted on the attached schedule. The contractor shall make the runs in the morning starting at 9am and ending around 12:00pm, and the afternoon starting at approximately 1:10pm and ending around 4:30pm. These times may vary slightly due to parking, weather, etc.

For deliveries from the NIH Ethics Office in 9609/room 3W342, NCI will need a confirmation of receipt. A copy of the route slip that is on every package must be signed by the person that accepts delivery, and then returned to the Ethics Office for their tracking purposes. All these stops are noted on the schedule, Attachment 1. The mail stop in 31/2B47 is only necessary 2-3 times a week.

The contractor shall use their own vehicle. NCI will not be responsible for parking tickets or any traffic violations.

Additional NCI locations may be added or deleted during the contract period due to renovations, relocations and reorganizations within the institute.

B. The contractor shall provide mail services for buildings 31 and 37 (both on campus buildings in Bethesda). Mail shall be picked up from the NIH designated area in each of these buildings and sorted by contractor personnel for delivery to final destination.

Deliveries and pickups shall be made to the areas once a day at either approximately 10am or 2pm depending on the NIH Mail Services delivery schedule. Occasionally, special deliveries and pickups may be required to rooms that are not part of the regular mail route.

The approximate number of mail drops per building is as follows:

21 mail drops in Building 31

72 mail drops in building 37

C. Other Duties: The contractor shall perform other general, light office duties as required such as answering the phone, copying documents, filing, communicating via e-mail, etc.

Knowledge for operating a Signature machine is also required for periodic auto-penning of certificates and other such documents.

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

The contractor shall have experience driving in the Bethesda and Rockville area, and should have familiarity with the NIH campus and buildings. Timeliness and attention to details such as addresses and names on deliverables is essential.

5.0 TYPE OF ORDER

This is a severable firm fixed price purchase order.

6.0 PERIOD OF PERFORMANCE

The period of performance shall be from September 30, 2019 through September 29, 2020 with four, one-year option periods remaining as follows:

Base Period: September 30, 2019 through September 29, 2020

Option Period One: September 30, 2020 through September 29, 2021

Option Period Two: September 30, 2021 through September 29, 2022

Option Period Three: September 30, 2022 through September 29, 2023

Option Period Four: September 30, 2023 through September 29, 2024

FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The

Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

7.0 PLACE OF PERFORMANCE

The contractor shall start each day’s deliveries in building 37 (37 Convent Drive, Bethesda), room 1068. The Project Officer for this task is located in NCI Shady Grove (9609 Medical

Center Drive), Rockville, MD, and may periodically ask the contractor to contact him there should any problems arise.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall be responsible for daily delivery of mail to designated locations on and off the NIH campus meeting the attached time schedule. Rarely, the contractor shall be required to make “rush” deliveries with a short turnaround time, and deliveries to buildings/rooms not on the daily schedule during normal business hours. The contractor shall also be responsible for sorting the mail dropped in the designated locations.

Quarterly reports shall be emailed to the Project Officer for this task within 30 days of the completion of each quarter in either MS Word or Adobe PDF, noting the amount of mail picked up and delivered in building 31 and 37 each month, as well as providing data for special mail deliveries and time spent performing the light office duties.

DELIVERABLE

DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS

DUE DATE

Quarterly Report

Project Summary for the prior 3 months in either

Word or PDF format. Quarters end Dec. 31, March 31, June 30 and Sept. 30

30 days after end of quarter

508 Compliance: All reports required herein shall be submitted in electronic format. All electronic reports submitted shall be compliant with Section 508 of the Rehabilitation Act of

1973. Additional information about testing documents for Section 508 compliance, including guidance and specific checklists, by application, can be found at:

http://www.hhs.gov/web/508/index.html under "Making Files Accessible."

9.0 PAYMENT

Payment shall be made monthly in arrears. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket

Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2017) FAR 52.232-25.

Highlights of this clause and NIH implementation requirements follow:

http://www.hhs.gov/web/508/index.html http://www.hhs.gov/web/508/index.html

I INVOICE REQUIREMENTS

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the

Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.)

Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the

Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and

Source Award Number (e.g., Indefinite Delivery Contract number; General Services

Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central

Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number

(VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

* NOTE: If your invoice must differ from the line items on the award, please contact the

Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

C. Mail an original and 1 copy of the itemized invoice to:

National Institutes of Health

Office of Financial Management, Commercial Accounts

2115 East Jefferson Street, Room 4B-432, MSC 8500

Bethesda, MD 20892-8500

For inquiries regarding payment call: (301) 496-6088

In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the “Consignee” designated for the acquisition in blocks 6A – 6E of the face page of the Order/Award document.

II. INVOICE PAYMENT

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. INTEREST PENALTIES

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)

a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

c) Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.