A05 - SOW _ BFSU Postage Funding.pdf
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- Attached to
- BFSU POSTAGE FUNDING
- Solicitation number
- SS-75H70926BAO_061
About this file
This is a Statement of Work (SOW) for postage funding services at the Blackfeet Service Unit (BFSU). The BFSU requests immediate postage funding to support the outgoing mailroom operations at PHS Browning Hospital in Browning, Montana, which processes high volumes of critical patient communications including test results, billing statements, and medical records. The funding is essential to maintain HIPAA compliance, particularly the Right of Access Rule requiring patients receive requested health records within 30 days. Sensitive documents must be sent via First-Class Mail or Certified Mail, necessitating specific postal rates to avoid operational backlogs and legal violations.
The contractor shall fund postage by loading postage onto a Pitney Bowes (PB) meter through pre-payment to the United States Postal Service (USPS). Key tasks include processing the purchase order, routing funds directly to USPS, confirming meter credit updates, and maintaining records in compliance with USPS Code of Federal Regulations. Deliverables consist of successful postage download availability on the designated meter and detailed email confirmation of deposited funds, with delivery coinciding with the award date. The period of performance includes a 12-month base year beginning July 6, 2026, through July 5, 2027, with four optional 12-month renewal periods contingent on funding availability. The place of performance is Mailroom 105A at PHS Browning Hospital, 760 Hospital Circle, Browning, Montana 59417.
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Statement of Work (SOW)
1. PROJECT TITLE: BFSU POSTAGE FUNDING
2. BACKGROUND/PURPOSE: The Blackfeet Service Unit (BFSU) requests immediate postage funding for our outgoing mailroom operations, which processes a high volume of outgoing mail daily. The BFSU continues to process these volumes of critical patient communications, including e.g., test results, billing statements, and medical records.
Adequate postage is essential to maintaining both our regulatory compliance and our standard of patient care.
Failure to fund these mailings risks violating the HIPAA Right of Access Rule, which mandates that patients receive requested health records within 30 days. Additionally, to maintain HIPAA compliance, our sensitive documents must be sent via First-Class Mail or secured methods like Certified Mail, which incurs specific postal rates. Without immediate postage allocation, the BFSU will face critical backlogs that compromise our legal obligations to our patients and our hospital’s operational integrity.
3. SCOPE: Applying postage funding by loading postage onto the PB meter to cover mailing costs.
4. APPLICABLE DOCUMENTS: None
5. TASKS: Fund Postage by Phone or Reserve Account, pre-paying for United States Postal Service (USPS) postage through Pitney Bowes (PBI) to ensure funds are transferred to
USPS:
1. PO Processing: Action the PO by logging the funding amount to the BFSU’s specific Postage.
2. Fund Transfer to USPS: Route the funds directly to the USPS to load postage evidence.
3. Meter Credit Update: Confirm and notify BFSU that the postage balance is updated and ready to be downloaded directly into PB Postage Meter via a network or analog connection.
4. Record Keeping: Track postage deposits, advances, and usage in compliance with USPS Code of Federal Regulations.
6. DELIVERABLES AND DELIVERY SCHEDULE:
1. Successful download availability of the funded postage amount on the designated Pitney Bowes meter.
2. Detailed statement or email confirmation of funds deposited into our account.
3. Delivery shall occur to coincide with the time of award.
7. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: NONE
8. PLACE OF PERFORMANCE: Mailroom 105A, PHS Browning Hospital, Blackfeet
Service Unit, 760 Hospital Circle, Browning MT 59417.
9. PERIOD OF PERFORMANCE: Shall include a twelve (12) month base year and four twelve (12) month option periods. Option periods are contingent on funding availability.
Base Year 07/06/2026 – 07/05/2027 Option Yr 1 07/06/2027 – 07/05/2028 Option Yr 2 07/06/2028 – 07/05/2029 Option Yr 3 07/06/2029 – 07/05/2030 Option Yr 4 07/06/2030 – 07/05/2031
10. SECURITY: NONE
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