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Performance Requirements Summary
MEASURES
| MAXIMUM ALLOWABLE DEGREE OF DEVIATION FROM REQUIREMENT (AOL) |
| METHOD OF SURVEILLANCE |
| DEDUCTION FROM CONTRACT PRICE FOR EXCEEDING THE AOL |
| Provide adequate staffing |
| Provide sufficient trained staff as determined and agreed upon prior to contract award to complete all contract requirements (see Part II, Section C, Article C.2, Paragraph C). Staff will not be less than the number agreed upon unless approved in advance by the Project Officer. |
| One employee, one time per month |
| Physical count of available personnel by DMCS Management Team |
| 2% of monthly contract billing, for the month of the failure |
| Accurately process incoming USPS mail for delivery to recipients |
| Sort mail to appropriate building, mail stop, or location, as required |
| 1.0% |
Lot is number of pieces of incoming USPS mail received during the month of sampling, processed on the NOVAK sorter and floor sortation station
| Random sampling of a minimum of 20 buckets per week, sorted on the NOVAK sorter and/or floor sortation station and/or sampling of mail boxes, mail stops & mail rooms |
| 3% of monthly contract billing, for the month of the failure |
Accurately Process and distribute NIH Inter-office mail
| Accurately process and distribute for next scheduled delivery following pickup |
| 0.10% |
Lot is number of pieces of inter-office mail for the month NIH Employee complaints.
Random sampling and/or targeted test mailings of mail within NIH 2% of monthly contract billing, for the month of the failure
MEASURES
| MAXIMUM ALLOWABLE DEGREE OF DEVIATION FROM REQUIREMENT (AOL) |
| METHOD OF SURVEILLANCE |
| DEDUCTION FROM CONTRACT PRICE FOR EXCEEDING THE AOL |
Accurately deliver express mail and other accountable mail pieces to the proper recipient. Mail not properly delivered is re-directed to the proper addressee.
Deliver within five hours of receipt to the proper addressee
| One mis-handled piece of accountable mail per month |
| NIH employee complaints. Review records of express mail, accountable mail logs, and delivery receipts. Visual inspection. |
| 1% of monthly contract billing for each miss-handled piece above the allowable deviation, for the month that the failure is discovered |
| Process and distribute, for delivery, all announcements, desk-to-desk, and special distributions. |
| Distribution within 7 work hours of receipt |
| One distribution per month, provided that the distribution is completed prior to the next scheduled mail delivery |
| Contractor’s monthly report, NIH Employee complaints, and visual inspections |
| 2% of monthly contract billing, for the month of the failure |
| Deliver properly addressed USPS mail, NIH Inter-office correspondence, and other distributions to recipients |
| Correctly deliver mail, as labeled, on first delivery attempt, within 1 day of receipt |
| 0.20% |
Lot is number of deliveries made on a monthly basis
Contractor’s drivers’ report.
NIH Employee complaints.
Sampling of mail boxes, mail stops, and mail rooms 2% of monthly billing, for the month of failure
MEASURES
| MAXIMUM ALLOWABLE DEGREE OF DEVIATION FROM REQUIREMENT (AOL) |
| METHOD OF SURVEILLANCE |
| DEDUCTION FROM CONTRACT PRICE FOR EXCEEDING THE AOL |
| Research and endorse improperly addressed mail, in order to facilitate expeditious delivery to recipient |
| Research all mail within 2 days of receipt. Route successfully researched mail to the mail stop, building, or location, as required. |
Route all other mail to appropriate area for disposition 1.25% Lot is number of pieces of incoming, improperly addressed USPS mail received monthly that receives directory service Random sampling of contractor researched mail two times per week..
Daily Visual inspection.
NIH Employee complaints
2% of monthly contract billing, for the month of the failure
| Process outgoing mail and parcels for pickup by USPS and private carriers such as FedEx |
| Process all mail for same-day collection by USPS and private carriers such as FedEx |
| 0.5% |
Lot is number of mail collections per month
| Contractor’s monthly report and daily visual inspection |
| 2% of monthly contract billing, for the month of the failure |
| Submit reports and other correspondence as required under this statement of work |
| Reports and related items are accurate and are submitted on time |
| 0.70% |
Lot is the number of reports submitted monthly
| See list of required reports in SOW (Part II, Section C, Paragraph G.) |
| 2%of monthly contract billing, for the month of the failure |
| Secure NIH mail in contractor Vehicles |
| NIH mail shall be locked inside the vehicles when they are unattended or moving |
| Deviation from this requirement is not allowed |
| Visual inspection of contractor vehicles |
| 2% of monthly contract billing for the month of the failure |
MEASURES
| MAXIMUM ALLOWABLE DEGREE OF DEVIATION FROM REQUIREMENT (AOL) |
| METHOD OF SURVEILLANCE |
| DEDUCTION FROM CONTRACT PRICE FOR EXCEEDING THE AOL |
| Maintain positive control of all accountable mail at all times |
| Maintain a verifiable chain of custody. If accountability is not maintained, the mail is considered to be lost. |
| Deviation from this requirement is not allowed |
| NIH employee complaints. Review records of express mail, accountable mail logs, and delivery receipts. Visual inspection. |
| 1% of monthly contract billing for each lost piece, for the month that the failure is discovered. The contractor will replace the contents if the contents are replaceable. |
| Deliver and pick-up mail at every mail stop, twice every business day |
| All mail is delivered to and picked up form every mail stop twice each business day |
| One missed mail stop per month unless granted by the Project Officer on a case by case basis |
| Contractor’s driver reports, and visual observation by the DMCS Management Team |
| 2% of monthly contract billing, for the month of the failure |
| Complete all mail deliveries in a timely manner every day that NIH is open |
| Dispatch an operable vehicle and qualified driver on every mail run |
| 0.50% |
Lot is number of mail runs on a monthly basis
| Contractor’s drivers’ report. NIH employee complaints. Sampling of mail boxes, mail stops, and mail rooms |
| 2% of monthly contract billing, for the month of failure |