Questions_for_Mail_Services.pdf

Questions Responses Is this contract covered under the SCA?

The previous contract was not award under the SCA, however offerors may propose labor categories for this recompete.

If it is convered under the SCA, please provide the labor categories.

The previous contract was not award under the SCA, however offerors may propose labor categories for this recompete. If an offeror chooses to utilize the SCA, please include the specific labor categories and Wage Determination used.

Is this a new requirement, or is this work, or any portion of the work currently being performed by a contractor? If so, would the Government please provide the incumbent’s name and contract number?

As the solicitation posting stated, the incumbent contractor is Central Research, Inc awarded under ED-OOM-14-C-0122.

Is there an incumbent currently performing the services? See answer to question on line 4.

If there is an incumbent, may we have the current contract #, the incumbent name and current fiscal year dollar amount?

See answer to question on line 4.

Please clarify that the 203,000 pieces of incoming mail are inclusive of the CMF and all satellites and this is an annual volume; not monthly.

The number represents an annual volume and encompasses all incoming mail for the Department (the CMF receives incoming mail for satellite offices)

Incoming Mail: are the majority of mail pieces letters and flat envelopes or are there a large number of parcels? If a significant # of parcels can you break down the approximate mix between letters, flats & parcels?

The total incoming mail includes approximately 83,000 pieces of Machinable (letters and envelopes sent through the machine), 49,000 pieces of Non-machinable (larger pieces of mail unable to pass through the machine), and 33,000 pieces of accountable mail.

Will each mailroom (CMF and the satellites) need to be staffed during lunch hour? CMF should be staffed, as that's where most resources will be located

What desktop screening equipment is currently in use? i.e. Make, Model, and Manufacturer There are currently no desktop screeners

Does the desktop screening equipment need to be able to scan parcels or only letters and flats (small mail)

Should be used to scan all mail after it comes in through Security as a second measure of security

Delivery Scanners are listed as Apple Mini Pads; is there a tracking software or application used in connection with this apple mini pad for signature delivery? Or is a picture of the delivery receipt simply recorded for filing? If there is a tracking program is this to be provided by the contractor?

If yes, please furnish more details on what is needed and the software currently in use.

Qtrak is the softward used with the mini pads, and it is provided by the contractor

It is our understanding that the Pitney Bowes models you have listed; DM575, DM525 are no longer available. Please advise as to what models you would like to substitute with. What type of outgoing volume must these machines handle?

Something comparable to the current models. Outgoing metered mail volume is approximately 98,000

Regarding mail meters and machines; we understand that the contractor is to provide the mail machines. Meters, maintenance contracts for the mailing machines and software updates are additional costs associated with mailing machines; is this a cost to be covered by the contractor or the government? Also regarding meters, please confirm that all funds loaded onto meters will be provided by the government.

The contractor shall handle meter leases, maintenance, and software updates. The government will provide funding for mail meters. However, the contractor shall get approval from the COR of how much to load on the machines based on usage.

This section indicates that if staff is to be employed thirty days or more they will be required to submit the required paperwork. Three part question:

(1) For permanent staff will they need to complete the paperwork and be pre-cleared before reporting to work on day 1?

(2) – if using replacement personnel for a day here or a day there i.e. sick days, etc. will this personnel need to be pre-cleared before reporting?

(3) Once paperwork is submitted, what is the lead time for approval to work?

1) & 2) Yes, that's correct. All contactors must complete security paperwork, which may require a background investigation. If the contractor has had an investigation by another agency, reciprocity can be permitted if the investigation meets the Department's IT requirement. All contactors must complete the IT Cyber Training and all documents will be submitted to the Personnel Office for review prior to contactor reporting to work. 3) The timeframe varies once all documents are receive and the contractor requires an investigation, the Department must wait for OPM to schedule the investigation prior to reporting to work. Depending on OPM schedule workload, if could take up to 30 days or more.

This section is asking for a personnel resource plan listing the names of staff to be assigned……are you referring to the Project Manager and On-site Supervisor or all staff? We don’t see that you have named positions deemed to be key personnel.

The names of staff is not required at this time. The contractor shall just make sure it provides the resources that are needed as outlined in the PWS to cover the mail operations.

Does the first right of refusal for incumbent employees apply to this contract? If yes, and the bidders wish to offer employment to qualified incumbents will you consider removing the requirements of the personnel resource plan except for key personnel you designate herewith.

The previous contract was not awarded under the SCA, as such, FAR 52.222-17 was not included. However, the offeror may propose incumbent personnel in their quote if signed statements of employment are received.

Will past performance of a sub-contractor be considered and counted as a part of the required minimum 3?

If a sub-contractor is being proposed, their past experience may be used for one (1) of the three (3) minimum past performance questionnaire.

Reference 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: Reference is also made to Section 2.2.9 which states that the contractor shall purchase all supplies for operating ED mail machines.

No answer needed

1. Please confirm that the cargo van (including its maintenance, gasoline, and ancillary equipment) and all other equipment listed in section 3.1.6 and supplies required by Section 2.2.9 are to be priced as ODC’s (other direct costs). If ODC pricing is allowed please advise if additional line items for ODCs can be added to the pricing schedule.

ODC pricing is allowed and additional line items can be added to the pricing schedule.

2. Is there a dedicated and reserved location for the cargo van to park while at LBJ, PCP, NC & UCP? If not, is the cost of parking to be considered overhead or ODC?

Yes, there is designated space for the mail contractor to park and drop off mail at each location.

3. Please provide historical volumes for supplies for operating ED mail machines. The historical price for supplies paid in 2016 was $2,400.00 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.

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.

No answer needed

1. Are the week’s supply of rubber bands, paper clips, whiteout, and padded envelopes allowed to be charged as ODCs or should they be included in the unit pricing?

They may be added as ODCs or included in the total pricing. It is up to the offereor to decided how to propose.

2. What is the present volume of supplies being utilized on the current contract? See answer to question on line 22 In order to ensure Offerors provide the necessary level of detail it is requested that the government provide a pricing template.

The Government will not provide a pricing template, it is up to the offeror to decide how/ which format to propose.

It is assumed that the Government is requesting a firm fixed price proposal. Please validate our assumption.

Yes, this is a firm-fixed price requirement.

Reference 3.1.6- Please provide the location of the two label writers. LBJ (CMF) Reference 2.3 Performance Requirements – Mail Services/Regions

1. What is the volume of mail to be received in Chicago? Average about 600 pieces a year

2. What is the volume of mail to be dispatched from Chicago to HQ and other regions? Average about 18,000 pieces of metered mail a year

Section 3.1.5 states that the expected level of effort includes 7 labor categories. However, the table in 3.1.5 only lists four (4) labor categories. Section 3.1.1 specifies the Project Manager qualifications, yet this category is not included in the 3.1.5 table. Please clarify.

Section 3.1.5 was included to show the historical workload, so offerors had a generic idea of the previous level of effort. A Program Manager is required on this follow-on requirement… section 3.1.5 has been amended to remove "seven"

Reference 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 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.

Reference 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 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.

No answer needed

1. Are contract employees employed as "back ups" to the primary dedicated staff to complete the security paperwork within 24 hours of accepting employment on an "as needed" basis or within 24 hours of their first actual shift (substituting due to illness of a member of the primary staff)?

Whether contractors are primary or "back up" and will be on the contract for more than 30 days. Security paperwork must be completed. ED requires all contractors that will have access to the Education Network (e-mail accounts)to have background investigations.

2. Is there a limit to the number of on-call back up employees the contractor is permitted to have complete the security questionnaires & submit to the government? While it is our intention and prior experience that our full time staff be the persons completing the work 99%+ of the time, it is our intention to have a slate of pre-cleared and available substitute personnel available in event of personal illness, injury or emergency.

Not from a security prospective. The number of contractors needed to meet the requirements should be address by the Program's COR.

3. Please clarify "if they are employed for the Department for thirty days or more". Does this mean the screening is required only if:

a) the back up employee works 30 shifts or more within the period of performance

b) if they work more than 2 or more shifts regardless of the time elapsed between their first assignment and their second day of work

c) or otherwise?

The period of performance on the contract. Any personnel changes require security paperwork to be submitted.

For purposes of his solicitation, we are assuming that "offerror" is defined as the team and not necessarily the Prime. Is this correct?

The offerror is the prime contractor who is submitting the quote.

Quantities listed are estimates. How will the government handles surges and or increases in quantities greater than 10%?

Government incorporate an annual increase its IGCE for equipment, supplies, etc.

Government will monitor costs and usage and determine if an additional increase is required for upcoming option years.

With regard to the proposal volumes are they equally weighted or are they listed in descending order?

See paragraph C.1 of the Evaluation Factors for Award

Which personnel are resumes required for, and for which locations? All

What is the page limit on past performance descriptions/references?

The page limit is 10 pages (the past performance questionnaire instructions (pages 3-

5) are not included in this count).

Can you confirm if past performance descriptions/references should be double spaced? Yes

Which personnel would customer want resumes for? Project Manager and Onsite Manager (both DC and Chicago)?

All

What is the page limit on resumes? No, there is no page limit.

PWS Paragraph 3.1.5 Level of Effort: Is this the CURRENT level of effort for the incumbent contract, or is this the Government’s Independent Estimate of manpower to accomplish PWS tasks?

Current level of effort

Can the Project Manager can ALSO be the DC Onsite Project Manager? No

Who is the incumbent and are they eligible to bid? The current contractor is Central Research, Inc. and they are not eligible to bid.

Staffing: Will incumbent employees be available to transfer to the successful contractor to continue on the contract?

Yes

Staffing: Please provide the tenure of each incumbent employee and the associated Department of Labor job description category

Info not currently available

Contract Value: What is the total value of the current contract? Approximately $3.1 million Personnel: How many current FTEs are support this contract at each location (Department of Education HQ and at other locations (regional offices) as applicable)?

Please provide the current Department of Labor Wage Determination Labor Category codes that are being used under the existing contract

8 FTEs for HQ and 1 FTE for Region (Chicago). Labor category codes are not currently available. However, staff qualification requirements will be reflected in section 3 of the PWS.

Locations: The presolicitation notice states that the work will be performed at the Department of Education Headquarters (400 Maryland Ave SW, Washington, DC 20202) with support to regional offices. Please expand on the support to the regional offices. Will staff be required to be on site at those locations and if so please provide the addresses for each location and the

Staff will be required onsite at one Regional location (Chicago). No onsite staff is required at other regional sites. The Department of Education employees are responsible for mail metering and delivering for mail to employees within their respective region (except for Chicago – the contractor will handle Chicago). For more details about regional requirements, refer to section 2.2 (excluding subsections 2.2.3 and 2.2.11) and section 2.3 of the PWS

GFE: Please provide details on the Government Furnished Equipment that will be provided to the successful contractor for use in the performance of the contract.

The government shall provide computers, telephones, and copier equipment for use by the contractor. The mail centers currently have 6 computers, 5 phones, and 1 copier that the government provides for contractor use.

Contractor Equipment: Please provide a list of the equipment and vehicles that the Contractor will be required to provide for performance under the resulting contract. If contractor-provided vehicles are required, please comment on the availability of parking at the Department of Education Headquarters for these vehicles as well as any height restrictions for the provided parking areas.

The contractor shall provide 1 vehicle (½ Ton cargo van with locking doors). The current vehicle is a 2006 Chevrolet Stretch Van (model not available).

The contractor will have a parking space at the Department of Education for the contractor-provided vehicle. The height restriction to enter the garage is 12ft.

Start Date: What is the anticipate start date upon which the Contractor shall be 100% ready to perform?

3/30/2018

What is the anticipated duration of the Transition Period? 30 days?

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. 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.

What are the security clearance requirements for assigned personnel?

The Personnel Security and Mail Center Security requirements will be reflected in sections 4.3 and 4.4 of the PWS

All contactors must complete security paperwork, which may require a background investigation. If the contractor has had an investigation by another agency, reciprocity can be permitted if the investigation meets the Department's IT requirement. All contactors must complete the IT Cyber Training and all documents will be submitted to the Personnel Office for review prior to contactor reporting to work. The timeframe varies once all documents are received and the contractor requires an investigation, the Department must wait for OPM to schedule the investigation prior to reporting to work. Depending on OPM schedule workload, if could take up to 30 days or more.

Any personnel changes require security paperwork to be submitted.

IN-BOUND ED HEADQUARTERS: Of the 203K out-bound metered pieces of mail at ED’s Headquarters, how many are USPS 1st class versus USPS packages

What are the average DAILY in-bound Overnight-Carrier (FedEx, UPS, DHL) volumes for The ED’s Headquarters

OUT-BOUND ED HEADQUARTERS: Of the 98K out-bound metered pieces of mail at ED’s Headquarters, how many are USPS 1st class versus USPS packages

We do not track metered mail by first class although most mail is sent 1st class

Is Out-Bound Certified mail sent out “Return Receipt Requested” at ED’s Headquarters? Most employees do send out as Return Receipt Requested

What are the average DAILY out-bound Overnight-Carrier (FedEx, UPS, DHL) volumes for ED’s Head?

9,617 shipments in year 2017 – UPS

Will Contractor personnel be responsible for preparing airbills for outbound Overnight-Carrier letters/packages at ED Headquarters locations?

No

MAIL DELIVERY ED HEADQUARTERS: How many floors are in each of the four building at ED’s Headquarters?

LBJ – 8 floors (includes basement) UCP – 12 Floors PCP – 8 Floors NC – 1 floor

How many employees will receive mail service at each of the four buildings at ED’s Headquarters?

LBJ – 1,131

UCP – 931

PCP – 871

NC – 11

Is mail delivered to the Desktop or to Mail Stops at each of the four buildings at ED’s Headquarters

Most mail is delivered to mailstops; however, on rare occasions mail may have to be delivered to each desk. This does not happen frequently. Mainly once a year if at all.

If to Mail Stops, how many Mail Stops are in each of the four buildings at ED’s Headquarters?

LBJ - 74 Mailstops UCP- 36 Mailstops PCP-32 Mailstops NC - 1 Mailstop

Is Contractor responsible for paying USPS postage and then charging the Government for said Postage at ED’s Headquarters, or is postage charge to an ED postage account?

ED adds money on the contract for postage. The contractor is responsible for handling postage and charging ED. The contractor shall get approval from the COR before adding money to postage machines, so money is not wasted.

IN-BOUND CHICAGO REGIONAL OFFICE: What are the annual in-bound 1st class mail volumes for The Chicago Regional Office?

We do not track by 1st class. Chicago incoming mail is received at the DC central mail facility and then mailed to Chicago. This volume is included in the 203K mentioned above

What are the annual in-bound Accountable USPS mail for The Chicago Regional Office? We do not have that information. However, it is part of the 203K mentioned above.

What are the average DAILY in-bound Overnight-Carrier (FedEx, UPS, DHL) volumes for The Chicago Regional Office?

We do not have that information. However, it is part of the 33K mentioned above.

OUT-BOUND CHICAGO REGIONAL OFFICE: What are the annual out-bound 1st class mail volumes for The Chicago Regional Office?

We do not track by 1st class. However, the total outgoing volume averages about 18K

For both questions above, we do not track incoming mail by first class or by carrier.

However, of the 203K incoming mail, the total incoming includes approximately 83,000 pieces of Machinable (letters and envelopes sent through a machine), 49,000 pieces of Non-machinable (larger pieces of mail unable to pass through a machine), and 33,000 pieces of accountable mail.

What are the annual out-bound 1st class package volumes for The Chicago Regional Office?

We do not track by 1st class. However, the total outgoing volume averages about 18K

Is Out-Bound Certified mail sent out “Return Receipt Requested” at Chicago Regional Office? Most employees do send out as Return Receipt Requested

What are the average DAILY out-bound Overnight-Carrier (FedEx, UPS, DHL) volumes for The Chicago Regional Office?

UPS mail is tracked by office – not by location. In 2017, the pieces of shipments sent for all offices was 9,617

Will Contractor personnel be responsible for preparing airbills for outbound Overnight-Carrier letters/packages at the Chicago Regional Office?

No

MAIL DELIVERY CHICAGO REGIONAL OFFICE: How many buildings are serviced by contractor at The Chicago Regional Office?

Just 1 Chicago building

How many floors are in each building at The Chicago Regional Office? 2 Floors How many employees will receive mail service at The Chicago Regional Office? Approximately 160 Is mail delivered to the Desktop or to Mail Stops at The Chicago Regional Office? Mailstops.

If to Mail Stops, how many Mail stops are at The Chicago Regional Office? 12 Mailstops

Is Contractor responsible for paying USPS postage and then charging the Government for said Postage at The Chicago Regional Office, or is postage charge to an ED postage account?

ED adds money on the contract for postage. The contractor is responsible for handling postage and charging ED. The contractor shall get approval from the COR before adding money to postage machines, so money is not wasted.

MAIL DELIVERY 7 OTHER REGIONAL OFFICES: Is Contractor responsible for training the Government employees to use the Contractor-provided Mail Equipment at the 7 Regional Offices (excluding Chicago)?

Yes, the contractor or vendor contractor uses to acquire meter machines shall provide operational instructions/guidance to ensure employees know how to operate the new meter machines provided by the contractor.

Besides being responsible for sending mail to the 7 Regional Offices, is Contractor responsible for any other mail/mailroom function at the 7 Regional Offices (excluding Chicago)?

Providing and tracking supplies for metered machines

Given the complexity of this Solicitation will the Government please entertain a site visit to ED’s HQ so bidders may see the operations and facilities?

No, there will be no site visits authorized.

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