Statement_of_Work_Postage_and_Mailing_Solution.pdf

Request for Quote: Postage Mailing and Shipping Solutions Page 1 of 4

Statement of Work (SOW)

Background

United States Department of Agriculture (USDA) office in Arkansas requires online services for printing postage and automating mail processing in locations throughout Fifty-two (52) of USDA’s Service Centers located in Arkansas. Mail is used as the principal means of official communication between the agency and program participants or producers. Additionally, given the volume and amount of postage used by USDA agencies in the state of Arkansas, an online postage and mailing solution is required in order to allow proper administrative control and oversight over agency's postage operations.

Scope

USDA’s Service Centers in Arkansas require an online postage solution that allow for printing postage in fifty-two (52) USDA service center locations throughout Arkansas.

Objectives

A new scale for each of the 52 locations is required for any service quote under this request. The scale should be no less than a twenty (20) pound scale. Pricing for the scales can be lumped into the monthly cost; however, it must be noted on the quote as a product provided under the service. USDA does not wish to purchase the scales, but would rather have them as part of the cost of the service. If the company does not include the scales as part of the service, the cost of purchasing the scale should be included in the quote and it should be noted that this item must be purchased separately.

Tasks

• Postage service must allow for a main account and a minimum of three (3) sub accounts to be set up under each main account at each location for the service. For example, Farm Service Agency (FSA) is the main account holder. Rural Development(RD), Natural Resources Conservation Service (NRCS) are all Agencies which will utilize the system for postage. FSA provides all postage and each year FSA bills RD and NRCS for postage reimbursement. Having the sub-accounts will assist FSA in tracking postage utilized by the other Agencies and providing them with accurate billing.

• An online tracking system for postage usage must be provided with service. This system should allow staff to be able to go online and review how available in their individual postage account at any given time. They should be able to see how much postage has been used and how much is available rather than utilizing a manual tracking system. A variety of reports should be available to assist with tracking

Solutions Page 2 of 4 postage usage for each location.

• Hardware/software that allows agency employees to print US postage labels using

OCIO approved, Section 508 compliant hardware/software at time of contract award.

Delivery

USDA requires that initiation of availability of online service and delivery/installation of equipment to take place by February 29, 2016. USDA will issue award for service prior to this date to allow vendor time to deliver, install, train and/or upload service; this service must be compatible with Windows 7 (or above) operating system, and Internet Explorer 11 or Mozilla Firefox web browsers.

• Pricing will include service, scales and support. USDA will be responsible for supplies. USDA will purchase postage separately and postage should not be included in the quote for this service.

• USDA will pay for postage utilizing a postage master reserve account where USDA wire transfers/ACH/EFT funds to the reserve account, and all fifty-two (52) location accounts will pull funds from the master reserve account, as needed.

• Vendor will provide updates to online system or software to ensure the latest postal rates are available.

• Vendor will provide training on any online service or software and equipment (scales) provided to USDA.

• USDA will be billed in arrears.

• USDA requires an electronic or online service for printing postage in fifty-two(52) USDA Service Centers located within the State of Arkansas.

• New scales as will be shipped to the office addresses provided (see attached).

A point of contact for each of the fifty-two (52) location had been provided.

(see attached)

Solutions Page 3 of 4

Government-Furnished Property Government will furnish PC/printers.

Requirements

Postage solution must be Section 508 compliant; compliant with all USDA, OCIO requirements for connecting hardware to the USDA network and running software on the USDA network.

Period of Performance

The period of performance for this award shall be from February 29, 2016 and continue for one 1-year base period with four 1-year option periods

Base Period 02/29/2016 – 02/28/2017

Option Period One 03/01/2017 – 02/28/2018

Option Period Two 03/01/2018 – 02/28/2019

Option Period Three 03/01/2019 – 02/29/2020

Option Period Four 03/01/2020 – 02/28/2021

Place of Performance

USDA FSA Service Centers throughout Arkansas. See Attachment 1 for locations and point of contacts.

Section 508 Deliverable Requirements

The activity to be performed relates to or requires the use of EIT. Section 508 is a requirement for the Mailing Solution to assure that it considers specific Section 508 accessibility requirements.

Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Request for Quote (RFQ) respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Respondents must describe how the information, documentation, and support proposed for the Mailing Solution’s deliverables meet at least those information, documentation, and support requirements

Solutions Page 4 of 4 identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Section 508 Acceptance Criteria

The Mailing Solution’s output/deliverables resulting from this RFQ will be accepted based in part on satisfaction of identified Section 508 requirements for accessibility.

Mailing Solutions delivered must include a completed GPAT, VPAT or equivalent and supporting documentation, a sample of which is included as a part of this RFQ.

The Mailing Solution’s outputs/deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies.