91990018Q0014-_Mail_Services_RFQ.pdf

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SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 7900)

RATING

PAGE OF

PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

91990018Q0014 SEALED BID (IFB)

NEGOTIATED (RFP)

7. ISSUED BY CODE CAMPCP 8. ADDRESS OFFER TO (If other than Item 7)

US Dept of ED-550 12th Street SW - Room 7169 Washington DC 20065

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in until 10:00

AM ET

local time FEB 02, (Hour) (Date)

CAUTION - LATE Submissions, Modifications, and Withdrawls: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

B. TELEPHONE (NO COLLECT CALLS)10. FOR

INFORMATION CALL

A. NAME

Erik Robertson AREA CODE NUMBER

EXT.

C. E-MAIL ADDRESS

erik.robertson@ed.gov

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGES(S) (X) SEC. DESCRIPTION PAGE(S)

PART 1 - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 - 1 X I CONTRACT CLAUSES 21 - 28

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 - 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 5 - 20 J LIST OF ATTACHMENTS -

D PACKAGING AND MARKING - PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE - X K REPRESENTATIONS, CERTIFICATIONS AND OTHER 29 - 39

F DELIVERIES OR PERFORMANCE - STATEMENTS OF OFFERORS

G CONTRACT ADMINISTRATION DATA - X L INSTRS., CONDS., AND NOTICES TO OFFERORS 40 - 46

H SPECIAL CONTRACT REQUIREMENTS - X M EVALUATION FACTORS FOR AWARD 47 - 56

OFFER

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

15A. NAME AND

ADDRESS OF

OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT

AREA CODE NUMBER

EXT. FROM ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c) 41 U.S.C. 3304(a)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified

ITEM

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER(Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

(Signature of Contracting Officer) IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice. (Must be fully completed by offeror)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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This requirement is Subject to the Availability of Funds

(SAF).

0001 Base Period: Department of Education's Mail Services

FOB : Destination Period of Performance: 03/30/2018 to 03/29/2019

1.00 SE

OPT

0002 Option Period I: Department of Education's Mail Services

FOB : Destination Period of Performance: 03/30/2019 to 03/29/2020

1.00 SE

OPT

0003 Option Period II: Department of Education's Mail Services

FOB : Destination Period of Performance: 03/30/2020 to 03/29/2021

1.00 SE

OPT

0004 Option Period III: Department of Education's Mail

Services

FOB : Destination Period of Performance: 03/30/2021 to 03/29/2022

1.00 SE

OPT

0005 Option Period IV: Department of Education's Mail

Services

FOB : Destination Period of Performance: 03/30/2022 to 03/29/2023

1.00 SE

Table of Contents

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SECTION C DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 Performance Work Statement

SECTION I CONTRACT CLAUSES

I.1 52.202-1 DEFINITIONS (NOV 2013)

I.2 52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (OCT 2010)

I.3 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS (APR 2014)

I.4 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (JAN 2017)

I.5 3452.202-1 DEFINITIONS--DEPARTMENT OF EDUCATION (MAY 2011)

I.6 3452.208-71 PRINTING (MAY 2011)

I.7 3452.224-70 RELEASE OF INFORMATION UNDER THE FREEDOM OF INFORMATION ACT (MAY 2011)

I.8 3452.227-70 PUBLICATION AND PUBLICITY (MAY 2011)

I.9 3452.227-71 ADVERTISING OF AWARDS (MAY 2011)

I.10 3452.227-72 USE AND NON-DISCLOSURE AGREEMENT (MAY 2011)

I.11 3452.239-71 NOTICE TO OFFERORS OF DEPARTMENT SECURITY REQUIREMENTS (MAY 2011)

I.12 3452.242-71 NOTICE TO THE GOVERNMENT OF DELAYS (MAY 2011)

I.13 3452.242-73 ACCESSIBILITY OF MEETINGS, CONFERENCES, AND SEMINARS TO PERSONS WITH DISABILITIES

(MAY 2011)

I.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--

COMMERCIAL ITEMS (NOV 2017)

I.15 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.16 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

I.17 52.219-17 SECTION 8(a) AWARD (JAN 2017)

I.18 52.219-18 NOTIFICATION OF COMPETITION LIMITED TO ELIGIBLE 8(A) PARTICIPANTS (JAN 2017)

I.19 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.20 3452.201-70 CONTRACTING OFFICER`s REPRESENTATIVE (COR) (MAY 2011)

I.21 3452.237-71 OBSERVANCE OF ADMINISTRATIVE CLOSURES (MAY 2011)

I.22 32.9-70Invoice and Contract Financing Requests Submission

SECTION K REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K.1 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (JUL 2016)

K.2 52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

K.3 52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS-REPRESENTATION (NOV

2015)

K.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JULY 2013)

K.5 3452.209-70 CONFLICT OF INTEREST CERTIFICATION (MAY 2011)

K.6 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015)

K.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (NOV 2017)

SECTION L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MANAGEMENT (JUL 2016)

L.2 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)

L.3 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2016)

L.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

L.5 Instruction to Offerors

SECTION M EVALUATION FACTORS FOR AWARD

M.1 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

M.2 Evaluation Factors for Award

Table of Contents

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M.3 Contractor Performance Information

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SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

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C.1 Performance Work Statement

U.S. Department of Education

Mail Services Performance Work Statement

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U.S. Department of Education Mail Services Performance Work Statement

Performance Work Statement 1/16/2018 1

Table of Contents

SECTION 1: INTRODUCTION

SECTION 2: SCOPE OF WORK

SECTION 3: CONTRACTOR PERSONNEL

SECTION 4: CONTRACTOR REQUIREMENTS

SECTION 5: GOVERNMENT FURNISHED PROPERTY AND SERVICES

SECTION 6: DELIVERABLES

APPENDIX A: MAIL CENTER FACILITIES AND HOURS

APPENDIX B: MAIL CENTER DELIVERY BUILDINGS

APPENDIX C: MAIL CENTER DELIVERY SCHEDULES…………………………………………………………

APPENDIX D: DELIVERY REQUEST FORM

APPENDIX E: PRINCIPAL OFFICE MAIL METER LOCATIONS

APPENDIX F: PERFORMANCE WORK SUMMARY

APPENDIX G: QUALITY CONTROL

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U.S. Department of Education Mail Services Performance Work Statement

Performance Work Statement 1/16/2018 2

SECTION 1: INTRODUCTION

The Department of Education (ED) provides assistance to state and local governments and public and private institutions in the areas of educational policies and administration of federal grant programs. ED administers programs that financially support eligible applicants in elementary, secondary, and college level education. The programs involve education for the disabled, disadvantaged, gifted and illiterate, as well as immigrants, American Indians, and people with limited English proficiency. The Department is the Nation’s leading agency in the field of education. It researches and gathers educational statistics and disseminates findings and/or data to a variety of individuals, including educators, parents, policymakers and the general public. To ensure that ED meets its goals and objectives, the Department requires a contractor to provide Mail Services as defined in this Performance Work Statement (PWS). The mail services contractor will support ED’s mission by providing a cost effective and efficient vehicle for processing mail service requests. Mail Services shall focus on quality control and customer satisfaction, as it facilitates mail receiving and distribution services. The Office of Management, Logistics Services Division (OM/LSD), shall oversee the technical aspect of mail services to four headquarters and nine regional locations.

SECTION 2: SCOPE OF WORK

2.1 General Requirements

The contractor shall provide mail services to support the needs and objectives of Principal Offices throughout ED. The contractor shall operate a Central Mail Facility (CMF) located in ED’s main headquarters building, which will be the receiving point for all mail, freight, and other items to be delivered or sent to ED headquarters and regional offices. The contractor shall provide all personnel, materials, supervision and other items and services necessary to effectively perform the Mail Services set forth in this PWS, except as specified in Section 5 as government furnished property and services. The contractor shall perform to all standards in this PWS.

2.2 Performance Requirements – Mail Services/Headquarters

2.2.1 The contractor shall provide services for four mail center facilities (LBJ, NC, PCP, and UCP) located throughout the Washington, DC area, which are capable of processing large volumes of mail. The approximate annual mail volumes are as follow: 203,000 incoming mail pieces (39,000 accountable and 164,000 non-accountable) and 98,000 outgoing metered mail pieces. The specific services offered shall include, but are not limited to the following: mail receiving, inspecting, screening, sorting, delivering, metering, dispatching, tracking, and reporting.

2.2.2 The contractor shall ensure that mail centers are fully operational during the hours of operation each workday. The contractor shall have (at a minimum), two employees on duty in the CMF and one employee in each of the other mail room locations during the hours of operation. Work hours may be staggered to ensure the mail centers are staffed (see Appendix A, Mail Center Facilities and Hours).

2.2.3 The contractor shall manage the entire operation of the CMF for ED. The contractor shall receive all incoming ED mail (Headquarters and Regions) at the CMF location and be responsible for all products upon delivery to the CMF.

2.2.4 The contractor shall use standalone desktop mail-screening machines to screen all mail following initial receipt and scanning by ED’s security staff. The contractor shall make sure all contracted employees responsible for screening mail have the necessary training required to properly operate the equipment. The contractor shall report suspicious packages to ED’s security staff for further inspection and disposition.

The contractor shall also notify the Contracting Officer Representative (COR) within (1) hour of identifying and reporting suspicious packages.

2.2.5 The contractor shall accurately sort and deliver all incoming and internal mail to the correct building and Principal Office mail stop within (4) hours of receiving mail. The contractor shall sort and deliver mail

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Performance Work Statement 1/16/2018 3 with less than 4 errors per month. The contractor shall deliver all ED employee addressed mail twice daily between intervals of approximately 9:30 AM and 2:00 PM (see Appendix B and C, Mail Center Delivery Buildings and Schedules). The contractor shall make special deliveries when necessary.

2.2.6 The contractor shall sign for all accountable incoming mail and ensure that mail is secure at all times. The contractor shall log, scan, and deliver accountable mail to the correct ED employee or Principal Office within (4) hours of receiving mail. The contractor shall not leave accountable mail at delivery points unless a signature is obtained. The contractor shall record and verify incoming and outgoing accountable mail data. The contractor shall also record receipt of all priority, registered, certified, and express mail.

2.2.7 The contractor shall make in-house (desk-to-desk) special distributions of mass-produced information and deliveries of duplicated materials. Duplicated materials shall be picked up from the main headquarters Copy Center (LBJ) and delivered to two satellite mail centers. The mail contractor at the satellite sites shall deliver duplicated materials to internal customers within 4 hours of receipt. Deliveries shall be made twice daily during the times shown in the Mail Center Delivery Buildings and Schedules shown in Appendix C.

The contractor shall receive a Delivery Request for Duplicated Materials form (DRFDM) (see Appendix D) from the Copy Center contractor for all duplicated materials. The contractor shall deliver duplicated materials to all customers and receive a signature. When the contractor is unable to obtain a signature, the contractor shall notify the customer in writing that the delivery was made and document the time of delivery on the DRFDM. Once the daily deliveries are made, the contractor shall return a copy of the DRF to the Copy Center staff and maintain a copy for its record. The weight size for duplicated materials shall be 1to 20lbs per package and should average between 1 to 30 packages daily.

2.2.8 The contractor shall provide innovative best industry practices and cost effective measures by shopping the best rates for postage. When the United Parcel Service (UPS) postage cost is cheaper than the United States Postal Service (USPS), the contractor shall ship the package with UPS. The contractor shall meter all outgoing mail for all ED locations and ensure that mail is marked at the most cost-effective postage rate.

The contractor shall ensure that metered postage is charged to the correct Principal Office (see Appendix F, Principal Office Mail Meter Locations).

2.2.9 The contractor shall purchase all supplies required to operate all ED mail machines and tracking system.

The contractor shall respond to customer requests for supplies within (4) hours.

2.2.10 The contractor shall monitor and maintain the performance of the mail service equipment, including meters and scanners. The contractor shall respond to requests for equipment maintenance support within (4) hours and shall notify the COR of any equipment issues that are not resolved within 2 business days.

2.2.11 The contractor shall ensure that articles of White House mail (mail referred to ED, forwarded by the White House or addressed to ED for delivery to the White House), are received and delivered as a priority.

2.2.12 The contractor shall maintain receiving and dispatching priorities on incoming mail so that mail is processed as it is received, thereby allowing mail of high importance to be routed in an expeditious and correct manner.

2.2.13 The contractor shall provide notification to the COR of postal rate changes within 30 business days.

2.3 Performance Requirements – Mail Services/Regions

2.3.1 The contractor shall provide an on-site employee to manage the Chicago, Illinois mail center. The contractor shall perform all mail center functions for this site as outlined in section 2.2 (excluding subsections 2.2.3 and 2.2.11).

2.3.2 The contractor shall provide only dispatching mail services from the headquarters CMF to the following eight regional locations: Boston, Massachusetts; San Francisco, California; Long Beach, California;

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Ohio. The contractor shall be available to support additional future requirements for these locations should the Department’s requirements change.

SECTION 3: CONTRACTOR PERSONNEL

3.1 Contractor Employees

The contractor shall provide labor resources with the demonstrated experience, education, and qualifications necessary to fulfill the requirements of this PWS through the contract lifecycle, including initiation; operation, maintenance, and enhancements; turnover; and all other aspects of contract delivery and administration. The contractor shall delegate full Project Management authority to the Project Manager and On-Site Mail Supervisor, and establish clear lines of project authority. These lines of authority shall extend to the relationship(s) with any subcontractor(s). The contractor’s personnel shall be responsible for answering the telephone and communicating with ED employees, with the ability to clearly speak and easily understand the English language. The contractor shall provide the necessary staff required to meet the enclosed requirements.

3.1.1 Project Manager. The Project Manager should have demonstrated corporate management experience, particularly in the Federal government contracting arena; be familiar with the mission and policies of the U.S. Department of Education, and the role of this contract in supporting ED’s mission; understand the needs of the Education and mail services fields, and possess at least six (6) years of experience in overseeing contracts that entail customer service/mail distribution functions of similar size, scope, and complexity. The Project Manager shall provide administration and technical supervision of contractor employees and shall be the contractor’s primary representative to act on matters pertaining to the performance of services under this contract. In addition, the Project Manager shall:

Place all personnel assigned to work on the contract under the direct supervision of the On-Site Mail Supervisor Assign fully trained and competent personnel to perform work under this contract Ensure that all personnel conduct themselves in a courteous and professional manner Obtain the written consent of the Contracting Officer (CO) and COR at least five (5) business days prior to changing contract

3.1.2 Mail Center Supervisor. The On-Site Supervisor shall have a minimum of five (5) years of experience in overseeing the development and maintenance of mail systems to support the functions listed in this PWS.

Familiarity with ED’s standards and policies is preferred. In addition, the Mail Center Supervisor shall:

Be responsible for the technical and administrative management and performance of functions specified in this PWS Have full authority to act for the contractor on all matters related to the daily operation of this contract Be available during normal work hours for teleconferences with the CO or COR to discuss areas of common concern

3.1.3 Other Staff Requirements

The contractor shall employ staff that has knowledge of customer service skills, mail fulfillment, and the ability to serve ED employees and customers in a professional and courteous manner. The contractor shall provide trained drivers for the purpose of transporting mail to and from ED headquarter locations.

3.1.4 Knowledge, Skills, and Abilities

At minimum, the contractor’s personnel shall possess the following knowledge, skills, and abilities:

Extensive knowledge in the mail fulfillment process, particularly with the USPS rules and regulations, as well as other delivery services

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Skill in operations with a focus on customer service Skill in using the computer software MS Office Ability to process requests in an effective and expeditious manner Ability to process a variety of mail in an effective and expeditious manner

3.1.5 Level of Effort

The Government’s estimated Level of Effort per performance period required to undertake the tasks described in this Performance Work Statement is approximately 17,280 hours total, distributed among seven labor categories as follows:

Labor Category Number of Contractors Number of Hours On-site Supervisor 1 1,920 Assistant On-site Supervisor 1 1,920 Driver 1 1,920 Mail Clerks 6 11,520

TOTAL 9 17,280

3.1.6 The contractor shall provide a vehicle and equipment necessary to fulfill the services outlined in this contract. These items shall be comparable to the current vehicle and equipment used as follow:

Current Vehicle Vehicle Type

(1) Mail Van ½ Ton cargo van with locking doors

Current Equipment Equipment Type

(3) Cell Phones LG-H345

(7) Delivery Scanners Apple Mini Pads – Model MGLW2LLA

(2) Label Writers Dymo Label Writer 4XL

(1) Mail Meter (HQ) Pitney Bowes DM400

(2) Mail Meters (HQ) DM575

(8) Mail Meters (Regions) DM525

(2) Desktop Mail Screeners Contractor shall provide equipment sufficient to complete the requirements shown in section 2.2.4

3.1.7 Trainings

The contractor shall provide an annual training to the On-site Supervisor and Assistant Supervisor to ensure staff maintains certifications required to effectively manage and achieve an efficient and cost effective mail program that offers maximum quality services for the Department. Certifications shall be comparable to one or all of the following: Certified Mail and Distributions System Manager (CMDSM); Executive Mail Center Manager (EMCM); Mail piece Quality Control Specialist (MQCS); or Certified Mail Manager.

SECTION 4: CONTRACTOR REQUIREMENTS

4.1 Back-ups/Replacements

The contractor shall provide a replacement supervisor or other mail service staff to replace anyone who is absent for an 8 hour day. The contractor shall ensure that all cleared replacements report for duty at the appropriate mail center facility no later than 8:00 AM. ED will be responsible for the processing of the clearance for the employee.

4.2 Uniforms/Badges

The contractor shall ensure that its employees present a neat and professional appearance at all times and are easily recognized as contractor employees. The contractor shall provide its employees with uniform

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Performance Work Statement 1/16/2018 6 shirts that include the name of the contractor and the employee’s first and last names. The contractor shall ensure that its employees wear uniform shirts and ED ID badges every day.

4.3 Personnel Security

The contractor shall comply with ED’s policy regarding the personnel security screening requirements.

The policy requires all contractor employees and subcontractors directly contracted by the Department to undergo personnel security screenings if they are employed for the Department for thirty days or more.

The contractor shall ensure that all contractor employees who fit this category complete the following personnel security forms to initiate the security screening process:

1. Questionnaire for Non-Sensitive Positions (SF85 Form)

2. Declaration for Federal Employment (OF306 Form)

3. Fingerprint Chart (FD258 Form)

4. Fair Credit Reporting Act Release

The contractor shall ensure that its employees submit all required personnel security forms to the COR within (24) hours of assignment to the Department’s contract and ensure that all forms are complete.

Due to the nature of requirements that shall be performed, all contractors will be considered at the moderate risk security level. Upon mandatory security clearance, all contractors will obtain an ED ID and access to the ED network system.

4.4 Mail Center Security

ED’s headquarter mail center operates as the focal point for receiving and distribution of government official mail; however security policies and procedures are often overlooked. Lack of security can run the risk of threats, from foreign and domestic terrorist attacks to theft of supplies, postage, mail, and valuable information. Clear procedures for assessing and managing security shall be made available to the contractor to help protect the health and safety of all employees within ED’s mail centers, through the ED’s written Mail Center Security Plan (MCSP).

4.5 Contract Safety

The contractor shall comply with all applicable safety and occupational health requirements set forth in 29 CFR 1910, OSHA’s General Industry Standards. If the contractor fails or refuses to promptly comply with safety requirements, the CO may issue an order stopping all or part of the work until the contractor has taken satisfactory corrective action.

4.5.1 The contractor shall inform the COR via phone of any unsafe/hazardous conditions within thirty (30) minutes of becoming aware of the condition, and in writing within one (1) business day. If the condition is within the scope of the contractor’s responsibility, as contained in this PWS, the contractor shall correct the unsafe condition and notify the COR and CO.

4.5.2 The contractor shall orally inform the COR within two (2) business hours of the occurrence of all types of injuries and illnesses (first aid, limited duty, lost items, and facility) sustained by a contractor employee arising out of and in the course of his/her employment; a detailed written report is required within (24) hours to the CO. The contractor shall comply with OSHA and other regulatory agency requirements for record keeping and reporting of all accidents.

4.5.3 The contractor shall meet and maintain compliance with OMB Circular A-130, Appendix III, “Security of Federal Automated Information Resources,” GSA, and the U.S. Department of Education Security requirements, regulations, and policies concerning employees and the work environment conditions.

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4.6 Contingencies

In the event of a national disaster or major disruption at ED, the contractor shall be prepared to continue, and expand if necessary, performance to meet the mission requirements of the operations and maintenance support services included in this PWS. In all such situations, the contractor shall assume that the Government cannot provide supplemental forces and continue to need the same or additional performance under the contract. In the event that a national disaster or emergency occurs and results in an increase of work directed by the CO and an increase in the cost of performance, such increase will be subject to the “Changes” clause (FAR subpart 52.2). Such emergency situations may include, but not be limited to:

A national or local emergency (i.e., national terrorist attack, epidemic, or localized outbreak of disease) that increases contract requirements

A national disaster (i.e., fire, flood, terrorist attack, weather that impacts upon the contractor’s ability to perform)

4.6.1 Contingency: Emergency/Disaster Contingency Plan

In the technical proposal, the contractor shall include an emergency/disaster contingency plan that describes procedures for responding to the above-cited emergency situations. The plan shall describe an alternate facility that will be used in the event the main facility is unavailable to ensure continuity of service.

Within 60 days following award, the contractor shall formally submit an emergency/disaster contingency plan for COR review and approval. Each year, the COR shall review the plan to verify the contractor’s capability to provide an alternate facility in cases of emergency.

4.6.2 Contingency: Strike Contingency Plan

The contractor shall develop a strike contingency plan for the continuation of services required by this PWS in the event of a work stoppage, slowdown, or similar action by contractor or subcontractor employees. The contractor’s plan shall also provide for the continuation of subcontractor services in the event a subcontractor is unable to satisfactorily implement its strike contingency plan. All proposed changes to this strike contingency plan shall be approved by the COR prior to their implementation.

4.7 Supplies and Materials

The contractor shall provide supplies that are necessary to maintain the functionality of the equipment required for the contract.

The contractor shall provide and maintain one week’s supply or more of rubber bands, paper clips, whiteout, and padded envelopes used for ED work. The contractor shall also provide its employees with other supplies that are necessary to function effectively, such as ink pens, pencils, folders, and latex gloves.

4.8 Contract Transition Requirements

The contractor shall provide: (1) a phase-in plan that describes procedures for a smooth transition from the time of contract award to full operational status; and (2) a phase-out plan from current contract performance to performance by a different contractor in a follow-on period. Phase-out plans shall include provisions for completion of appropriate contractor responsibilities should there be a contract termination proceeding. If the contractor fails to provide a smooth transition, the Government has the right to withhold payment until the transition problems are resolved. The contractor’s technical proposals shall include phase-in and phase-out plans, as described below:

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4.8.1 Phase-In Contractor Transition Plan

The Transition Phase-In Plan shall address how the contractor will provide a work force that is fully qualified and capable of performing all work required under this contract upon award. The contractor shall provide necessary personnel for transition and assuming all responsibility for materials and government property. The plan shall include a schedule for performing phase-in tasks, not to exceed (60) days following contract award. The Government reserves the right to withhold payment if the current contractor does not provide a smooth and orderly transition.

4.8.2 Phase-Out Contractor Transition Plan

The Transition Phase-Out Plan shall present procedures for phasing out contract performance. The plan shall include procedures for retaining the required staffing level (including key personnel) necessary to provide complete contractual support through expiration of the contract and describe how responsibility and accountability will be relinquished for all Government-furnished equipment. The plan shall also address coordination procedures with the incoming contractor to affect a smooth and orderly transition at the end of the contract period.

SECTION 5: GOVERNMENT FURNISHED PROPERTY AND SERVICES

5.1 Facilities

The government shall provide the facilities and utilities during the performance of this contract. The government will provide a secure administrative area for contractor personnel at headquarters and the Chicago locations. These areas will be furnished with appropriate furniture for the function that needs to be performed.

5.2 Equipment

The government shall provide the equipment listed below for use by the contractor in the performance of this contract. Should any of the government furnished equipment require repair or replacement, due to the negligence or dishonesty of the contractor or its employees, the contractor shall be responsible for repair or replacement.

The government shall provide computers, telephones, and copier equipment for use by the contractor. This equipment may only be used to conduct the business associated with this PWS.

The contractor shall report to the COR and CO all incidents where contractor employees damage government property. A verbal report shall be made within four (4) business hours of an occurrence; a written report of the facts and extent of damage is due within three (3) business days. The contractor shall be responsible for all damages caused purposively or by negligence of its employees.

SECTION 6: DELIVERABLES

The contractor shall provide the annual and monthly reports specified below. The contractor shall ensure that all report deliverables are accurate, clear, current, and complete.

6.1 Annual Reports

The contractor shall provide an accurate and complete annual agency wide postage meter report. This report will capture the total postage cost and mail pieces by Principal Office. This report shall be provided in electronic format and furnished to the COR by the second week in October.

6.2 Monthly Reports

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U.S. Department of Education Mail Services Performance Work Statement

Performance Work Statement 1/16/2018 9

The contractor shall provide accurate and complete monthly mail center services reports. The reports shall be provided in electronic format and furnished to the COR by the first week of every month. The reports shall capture information that includes, but is not limited to the following:

Accountable Mail Report: all priority, registered, certified, and express mail delivered to the Department of Education. This report shall also provide specific package information that includes the following: sender name, receiver name, tracking number, service carrier, time of delivery, and name of recipient.

Postage Meter Mail Report: all headquarter and regional domestic and international metered mail costs and quantity of pieces. The report shall include a summary sheet that provides Year-To-Date (YTD) totals of each Principal Office within ED.

Mail Service Supply Report: all available supplies in stock before and after requests; name, office, and location of employee requesting supplies; date and time supplies were shipped; and date and time supplies were received.

Equipment Service Report: all equipment used under the mail service contract, including the mail meters. The report shall also provide information regarding all service calls and equipment maintenance performed on the equipment that includes the following: equipment make, model, and serial number; service issue; date and time service call received; date and time service call reported;

date and time service issue resolved; number of downtime hours.

APPENDIX A: MAIL CENTER FACILITIES AND HOURS

All mail centers shall be open Mondays through Fridays, except for recognized Federal holidays. The contractor shall be available to work overtime when requested by the COR. The government reserves the right to relocate the contractor’s employees and equipment because of terminated leases or utilization changes within a building. ED’s mail center facilities and hours are shown below:

Headquarters

Building Building Name Address/Location Phone Hours LBJ Lyndon Baines

Johnson 400 Maryland Avenue, SW Room BC102 Washington, DC 20202

(202) 401-0969

(202) 260-9944

7:00–5:30

PCP Potomac Center Plaza

550 12th Street, SW Room P210 Washington, DC 20024

(202) 245-7670 8:00–5:00

UCP Union Center Plaza 3 830 1st Street, NE Room 1200 Washington, DC 20002

(202) 377-3341 7:30–4:30

Regions

Building Building Name Address/Location Phone Hours Chicago 500 Madison Street

Suite 1424 Chicago IL, 60606-7204

(312) 730-1553 8:00–4:30

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U.S. Department of Education Mail Services Performance Work Statement

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APPENDIX B: MAIL CENTER DELIVERY BUILDINGS

The table below shows the list of buildings in which the contractor shall deliver mail.

Headquarters

Building Building Name Address/Location

LBJ (CMF) Lyndon Baines Johnson

400 Maryland Avenue, SW Room BC102 Washington, DC 20202

NC North Capitol 800 N Capitol Street, NW Washington, DC 20001

PCP Potomac Center Plaza 550 12th Street, SW Room P210 Washington, DC 20024

UCP Union Center Plaza 3 830 1st Street, NE Room 1200 Washington, DC 20002

Regions

Building Building Name Address/Location Chicago 500 Madison Street

Suite 1424 Chicago IL, 60606-7204

APPENDIX C: MAIL CENTER DELIVERY SCHEDULES

Morning Delivery Route: DC Satellite Offices Building Depart Building Arrive

LBJ 9:30 PCP 9:50

PCP 10:15 NC 10:45

NC 11:10 UCP 11:30

UCP 11:55 LBJ 12:25

Afternoon Delivery Route: DC Satellite Offices Building Depart Building Arrive

LBJ 2:00 PCP 2:20

PCP 2:45 NC 3:15

NC 3:40 UCP 4:10

UCP 4:35 LBJ 5:05

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U.S. Department of Education Mail Services Performance Work Statement

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APPENDIX D: DELIVERY REQUEST FORM

U.S. Department of Education

Delivery Request for Duplicated Materials Form (DRFDM)

Note: Shaded portions below are for Copy Center use only

Date Mail Contractor Picked-Up

Duplicated Work

Date Mail Contractor Completed

Deliveries

Job # Customer Name Phone Number

Bldg Rm. Customer Signature Time

Delivered

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U.S. Department of Education Mail Services Performance Work Statement

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APPENDIX E: PRINCIPAL OFFICE MAIL METER LOCATIONS

The Department has (21) Principal Offices. The list below shows the locations where the mail meter machines shall be located throughout these offices. The contractor shall receive a list of all ED Principal Office names and org codes following contract award.

Address Number of Machines Principal Offices

400 Maryland Avenue, SW Washington, DC 20202

2 OS, ODS, OCR, OPEPD, OUS,

OIG, OGC, OSERS, OCIO, OLCA,

OCFO, FSA, OCO, OPE, OSDFS,

IES, OESE, OII, OVAE, NCLIS,

NIL, ACC, NAGB

33 Arch Street Boston, Massachusetts 02110

1 OS

OCR

OIG

50 Beale Street San Francisco, California 94105

1 OS

100 Penn Square East Philadelphia, Pennsylvania 19105

1 OCR

FSA

OIG

61 Forsyth Street, SW Atlanta, Georgia 30327

1 OCR

FSA

OIG

1244 Speer Blvd Denver, CO 80204

1 OS

FSA

OCR

500 West Madison Street Chicago, IL 60661

1 OS

915 Second Avenue Seattle, WA 98101

1 OS

FSA

600 Superior Avenue East Cleveland, Ohio 44114

1 OCR

One World Trade Center Long Beach, California 90831

1 OIG

Total Machines: 11

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U.S. Department of Education Mail Services Performance Work Statement

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APPENDIX F: PERFORMANCE WORK SUMMARY

The incentive/disincentive for contractor performance is that outstanding or unacceptable performance will be documented in the contractor’s annual CPARS report.

PWS

Section

Performance Requirement

Performance Standard

Acceptable Quality Level (AQL)

Weight Frequency Surveillance Method

2.2.4 Inspect, Screen, and Report Suspicious Mail

Notify COR of suspicious packages within 1 hour

No deviation 8% As needed COR review

2.2.5 Sort Mail Sort mail

accurately with less than 4 errors per month

Standard met 98% of time

20% Monthly COR review and customer feedback

2.2.5 2.2.6

Deliver Mail Deliver mail to the correct mailstop with less than 4 errors per month

Standard met 98% of time

20% Monthly COR review and customer feedback

2.2.7 Deliver

Duplicated Materials

Deliver mail to the correct customers

No deviation 20% Daily COR review and customer feedback

2.2.5 2.2.6

Deliver Mail and Duplicated Materials Within Schedule

Complete required delivery schedule within 4 hours

Standard met 98% of time

20% Monthly COR review and customer feedback

2.2.9 Respond to

Supply Requests

Respond to requests for supplies within 4 hours

Standard met 95% of time

8% As needed COR review and customer feedback

2.2.10 Respond to

Equipment Maintenance Support

Respond to requests for equipment maintenance support within 4 hours

Standard met 90% of time

8% Monthly COR review and customer feedback

6.1 Provide Annual

Reports

Provide accurate and complete reports by the second week in October

Standard met 95% of time

8% Annually COR review of reports

6.2 Provide

Monthly Reports

Provide accurate and complete reports by the first week of every month

Standard met 95% of time

8% Monthly COR review of reports

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U.S. Department of Education Mail Services Performance Work Statement

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APPENDIX G: QUALITY CONTROL

Contractor’s Quality Control Plan

The contractor shall provide an annual performance-based quality control plan to ensure that the requirements of the contract are met as specified. A copy shall be provided to the COR and the Contracting Officer (CO) on the contract start date and as changes occur. The plan shall include, but is not limited to the following:

An inspection program addressing all the services stated in the Performance Work Statement. It must specify the areas to be inspected on a scheduled or unscheduled basis and the names, titles, and qualifications of the individuals performing inspections and the extent of their authority.

Methods of identifying deficiencies in the quality of services performed; procedures for notifying the COR when deficiencies are encountered; and planned corrective actions.

The format for the Contractor’s Quality Control Report.

The contractor shall maintain documentation of all Quality Control Inspections, inspection results, and corrective action required/performed throughout the term of the contract. The documentation shall become the property of the Government and shall be made available to both the CO and COR upon request. The documentation shall be turned over to the CO within ten (10) days after completion of each year or the termination of the contract.

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SECTION I

CONTRACT CLAUSES

I.1 52.202-1 DEFINITIONS (NOV 2013)

(Reference 52.202-1)

I.2 52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (OCT 2010) (Reference 52.203-12)

I.3 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS (APR 2014)

(Reference 52.203-17)

I.4 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (JAN 2017)

(Reference 52.212-4)

I.5 3452.202-1 DEFINITIONS--DEPARTMENT OF EDUCATION (MAY 2011)

(Reference 3452.202-1)

I.6 3452.208-71 PRINTING (MAY 2011)

(Reference 3452.208-71)

I.7 3452.224-70 RELEASE OF INFORMATION UNDER THE FREEDOM OF INFORMATION ACT (MAY 2011) (Reference 3452.224-70)

I.8 3452.227-70 PUBLICATION AND PUBLICITY (MAY 2011)

(Reference 3452.227-70)

I.9 3452.227-71 ADVERTISING OF AWARDS (MAY 2011)

(Reference 3452.227-71)

I.10 3452.227-72 USE AND NON-DISCLOSURE AGREEMENT (MAY 2011)

(Reference 3452.227-72)

I.11 3452.239-71 NOTICE TO OFFERORS OF DEPARTMENT SECURITY REQUIREMENTS (MAY 2011)

(a) The offeror and any of its future subcontractors will have to comply with Department security policy requirements as set forth in the "Bidder`s Security Package: Security Requirements for Contractors Doing Business with the Department of Education" at: www.ed.gov/fund/contract/about/ bsp.html.

(b) All contractor employees must undergo personnel security screening if they will be employed for 30 days or more, in accordance with Departmental Directive OM:5-101, "Contractor Employee Personnel Security Screenings," available at: www.ed.gov/fund/contract/about/acs/acsom5101.doc.

(c) The offeror shall indicate the following employee positions it anticipates to employ in performance of this contract and their proposed risk levels based on the guidance provided in Appendix I of Departmental Directive OM:5-101:

High Risk (HR):

Moderate Risk (MR): These positions are examples, and will only be included if the offeror proposes these positions in their quote:

1) Project Manager

2) Mail Center Supervisor

3) Assistant Mail Center Supervisor

4) Mail Clerks Low Risk (LR):

(d) In the event the Department disagrees with a proposed risk level assignment, the issue shall be subject to negotiation. However, if no agreement is reached, the Department`s risk level assignment shall be used. The type of screening and the timing of the screening will depend upon the nature of the contractor position, the type of data to be accessed, and the type of information technology (IT) system access required. Personnel security screenings will be commensurate with the risk and magnitude of harm the individual could cause.

(End of Provision)

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I.12 3452.242-71 NOTICE TO THE GOVERNMENT OF DELAYS (MAY 2011)

(Reference 3452.242-71)

I.13 3452.242-73 ACCESSIBILITY OF MEETINGS, CONFERENCES, AND SEMINARS TO PERSONS WITH DISABILITIES

(MAY 2011)

(Reference 3452.242-73)

I.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--

COMMERCIAL ITEMS (NOV 2017)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(3) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(4) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004)(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

XX (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sep 2006), with Alternate I (Oct 1995)(41 U.S.C. 4704 and 10 U.S.C. 2402).

XX (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (41 U.S.C. 3509).

XX (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

XX (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note).

(5) [Reserved]

(6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

(7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

XX (8) 52.209-6, Protecting the Government`s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note).

XX (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).

(10) [Reserved] (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C.

657a).

(ii) Alternate I (Nov 2011) of 52.219-3.

(12) (i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

(ii) Alternate I (Jan 2011) of 52.219-4.

(13) [Reserved] (14) XX (i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

(ii) Alternate I (Nov 2011) of 52.219-6.

(iii) Alternate II (Nov 2011) of 52.219-6.

(15)

(i) 52.219-7, Notice of Partial Small Business Set-Aside (Jun 2003) (15 U.S.C. 644).

(ii) Alternate I (Oct 1995) of 52.219-7.

(iii) Alternate II (Mar 2004) of 52.219-7.

XX (16) 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)).

(17)

(i) 52.219-9, Small Business Subcontracting Plan (JAN 2017) (15 U.S.C. 637(d)(4)).

(ii) Alternate I (Nov 2016) of 52.219-9.

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(iii) Alternate II (Nov 2016) of 52.219-9.

(iv) Alternate III (Nov 2016) of 52.219-9.

(v) Alternate IV (Nov 2016) of 52.219-9.

(18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)).

(19) 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)).

(20) 52.219-16, Liquidated Damages-Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

(21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657f).

XX (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C.

632(a)(2)).

(23) 52.219-29, Notice of Set-Aside for, or Sole Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (Dec 2015) (15 U.S.C. 637(m)).

(24) 52.219-30, Notice of Set-Aside for, or Sole Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Dec 2015) (15 U.S.C. 637(m)).

XX (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

XX (26) 52.222-19, Child Labor--Cooperation with Authorities and Remedies (Oct 2016) (E.O.

13126).

XX (27) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

XX (28) 52.222-26, Equal Opportunity (Sept 2016) (E.O. 11246).

XX (29) 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212).

XX (30) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).

XX (31) 52.222-37, Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212).

XX (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

XX (33)(i) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter 78 and E.O.

13627).

(ii) Alternate I (Mar 2015) of 52.222-50 (22…