Attachment_2_-_DRAFT_SOW_1.pdf

STATEMENT OF WORK

EROS Mail Room, Copy Center, and Warehouse Logistics

I. GENERAL INFORMATION

A. INTRODUCTION:

The Department of Interior, USGS/Earth Resources Observation and Science (EROS) Center, Sioux Falls, South Dakota is seeking contractor services to provide warehouse services, interoffice and offsite mail and package pick-up and delivery, copying, shredding, and binding, at USGS/EROS, 47914 252nd Street, Sioux Falls SD 57198. The Government will provide equipment and supplies as detailed on the Attachments B and C. Note that a number of items will be required as Contractor Furnished Equipment (CFE) and Contractor Furnished Supplies (CFS) (CFE and CFS is specified within Attachments B and C).

B. BACKGROUND:

The EROS Center consists of 318 acres with a Main Building, a Generator Backup Power Building, the Maintenance Garage Substation (MGS) Building, a Heavy Equipment Storage Building, Reverse Osmosis (RO) Building that is used for storage, a Waste Water Treatment Facility, Dam Gate Controls, a Water Tower, exterior lighting, a Guard Security Building(2), and 3 parking lots with approximately 500 parking stalls. Roads are comprised of asphalt surface and gravel surface.

i) Main Building - The Main Building has a ground floor area of approximately 300,000 usable square feet and houses approximately 600 contract and government employees.

ii) Maintenance Garage Substation (MGS) Building - This building has a ground floor area of approximately 20,000 square feet. The structure houses a four-stall garage and a power distribution substation, shops for metal working, welding, and a warehouse with receiving dock.

iii) Heavy Equipment Building (HEB) – This building is utilized for storage of heavy equipment used for snow removal, grounds maintenance, grounds maintenance equipment, and miscellaneous equipment needed for operations of facility with approximately 7500 square feet.

iv) Reverse Osmosis (RO) Building: This building is used for storage of equipment for operations of the waste water treatment facility consisting of four ponds and a dam.

v) Guard Security Buildings (2): These buildings are located at the entrance/exit of both entrances onto the complex utilized for the daily operations of security staff.

C. SCOPE OF WORK:

Except for items and services specified in this Statement of Work (SOW) or any Attachments as Government Furnished Property or services, the contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide and maintain the Mail Room, Copy Center, and Warehouse service located at the EROS Center. This task order will be issued as “nonpersonal services” under FAR 37.104. Attachments B and C detail Government Furnished and Contractor Furnished equipment and supplies that will be required, along with other requirements to perform this task order.

The contractor, in performance of Mail Room activities, shall deliver and receive mail and packages from collection points within the Main Building (see attachment G) and Warehouse. All mail and packaging handling by the contractor shall be conducted in a manner that shall ensure mail is received and dispatched in accordance with the United States Postal Service (USPS) and USGS Survey Manual 434.1 – Mail Management standards(the link is provided below in Supporting Information section) to provide:

Mail room management, receiving mail, receiving interoffice mail, inspecting mail, distributing mail, distributing interoffice mail, provide general delivery service, and maintaining quality control.

The contractor, in performance of Copy Center tasking, shall print and deliver print jobs to the requestor, receive and shred documents and compact disks or like media, perform document finishing, and make copies in accordance with required daily operations.

These tasks shall be done in accordance with this task order while following applicable standards under USGS Survey Manual 502.5 – Fundamental Science Practices:

Safeguarding Unpublished USGS Scientific Information and Associated Materials (link provided below in Supporting Information)

The contractor, in performance of Warehouse tasking, shall be certified in forklift use by training provided by the Contractor, process and keep manifests and logs of deliveries, shipments, and receivables. These tasks shall be done in accordance with this task order while following the requirements in USGS Survey Manual 434.1 – Mail Management. Contractor shall provide yearly certificates of training by all the fork lift operators under this task order.

II. WORK REQUIREMENTS

Technical Requirements:

A. Mail Room Operational Requirements and Specific Tasks

Receive Mail and Packages: Receive mail and Packages from the United States Post Office (USPS), United Parcel Service (UPS), Federal Express (FedEx) or other parcel delivery company, as well as Motor Freight and Electronic haulers.

Mail and packages are to be picked up at the MGS Building after security screening. If a package is deemed to be a receivable purchase it shall be handled as a warehouse receipt and not incoming mail. US Postal drop off is approximately 12:00 noon Monday through Friday and is available to the contractor by 12:30pm. Federal Express arrives by 11:00am and is available to contractor by 11:30am. UPS arrives daily and will be available to the contractor by 12:00pm. If receipt by these parcel companies is late the warehouse will deliver by noon the following work day.

Inspect Mail and Packages: Inspect mail and packages received into the Warehouse Mail Room for damaged articles. Damage shall be noted, and notification given to USGS Property personnel.

Distribute and Pickup of Mail, Packages and Interoffice Correspondence:

Deliver and pickup mail, packages, and interoffice correspondence to the current designated pickup and distribution points within the Main Building occurring at a minimum twice daily. Changes or additions of mailstops may occur during the period of the task order under direction of the COR. The start of the pickup and delivery will be at 9:00am and the second pickup and delivery will be finished by 3:00 pm. (Attachment G)

Mail and Packages Brought to the Mail Room: The contractor shall process mail and packages brought to the mail room during hours of operation. Federal Express shipments shall require a shipping authorization form that will be printed, have addresses listed, and signed by the requestor.

Mail and Package Processing by mail room personnel: Mail and Packages received during pickup or brought to the mail room (currently room 348) shall be put into boxes, labeled by printed label, sealed, etc. as necessary for mailing and shipment. The contractor shall use the mail room shipping systems to generate labels, affix labels, and provide data entry into the shipping systems. This will include USPS, FedEx, and UPS envelopes and packaging. All mail and packages shall be prepared in a manner that ensures undamaged delivery to the correct address and person. A Federal Express Café system, a small Postal meter, and a UPS scale are located in the mailroom which are currently used for shipping rates.

Out-going packages for the day shall be taken to the warehouse for pickup by transportation companies.

Certified and Registered Mail and Packages: The contractor shall provide the forms under this task order for end users to fill out for special handling US postal mail methods and International Shipping. End users shall be required to complete all forms and present the forms with the shipment.

Delivery of Mail and Packages to MGS Building for USPS, UPS, FedEx, etc.:

Mailroom personnel shall have ready by 3:30pm and transport to the warehouse receiving area, all US Postal mail, FedEx, and UPS packages. Shipping document request shall be attached and signed by the requestor. Shipping and paperwork of 150 lbs. and higher for Federal Express such as pallets and large boxes will be handled by the warehouse component of this contract. Government Bill of Lading documents for large shipments, motor freight, and limits of the FedEx contract, the shipments will go to the warehouse for processing. USGS personnel will initiate and complete forms for large shipments and authorize release of the shipments to transportation companies.

B. Copy Center Operational Requirements and Specific Tasks

Copy Requests:

1. The contractor shall receive hard copy documents for the purpose of requesting copies to be reproduced at the Copy Center location, currently in room 348. The contractor shall schedule and prioritize incoming work.

Whenever possible, for the purpose of conserving paper the contractor will copy multipage documents using both sides of a sheet of paper. The contractor will supply staples and paper products for the copy center.

Attachment E has volume detail of a projected monthly total of copies.

2. The Government will be responsible for providing a comprehensive maintenance contract for the two Copier/Printer units located within the Copy Center. The GFE supplied maintenance will include toner and parts for the copiers.

3. Scanning jobs will also be provided by the contractor. The scanning will be to a shared service file where the recipient can remove and place into a file. No books will be scanned; only 8.5x11, 8.5x14, and 11x17 originals will be scanned.

Finishing Services: The contractor shall perform 3-hole punching, folding, staple, cover stocks, velo binding, and cutting per request.

Processing of Print Jobs: The contractor shall be available to process incoming print jobs to the copy room copiers and deliver as soon as the contractor schedule allows.

Maximum Amount of Single Source Printing: Single source copy and/or printing runs shall not exceed 5000 sheets without the approval of the COR.

Shredding of Documents: The contractor shall pickup and/or receive and schedule shredding activities as per request. The contractor shall follow EROS Policy of “EROS-GEN-22 - Shredding of Federal Record Documents Containing Personally Identifiable Information (PII)” while performing this task. While shredding, the contractor shall not leave the vicinity of the documents to be shredded and if shredding is not completed the remainder will be taken back to the requestor, to be picked up at next available time until completed. Media types include paper, DVD and compact disk shredding.

C. Warehouse Operational Requirements and Specific Tasks

Fork Lift Training and Use: All personnel performing Warehouse services shall be a trained fork-lift operator and certified in its use. Contractor Warehouse personnel shall complete annual fork-lift training, in accordance with OSHA 1910.178, and provide Certification of training yearly to the COR.

Deliveries: Deliveries shall be unloaded directly from the docks or exterior doors. The contractor shall have necessary equipment available to unload and move pallets or carts of equipment to intended recipients. The contractor will provide a fully functional indoor/outdoor rated forklift the first day of operation.

This forklift shall be rated at a minimum load of 3,000 pounds. Shall be able to reach pallets from the top of the warehouse pallet racks which is 12 ft 3 inches high. The route from the MGS, Warehouse to the Main Building is asphalt paved.

Contractor shall provide all maintenance and safety inspections of equipment at no additional cost to Government.

Receivables:

1. Assure all receivables are not visibly damaged before signature for receipt and annotate freight bills of any damage. If visibly damaged, notify the USGS Property Specialist and COR assigned to the Warehouse. If the packing slip does not show an order number and items cannot be identified, warehouse personnel will give the packing slip to the USGS Property personnel and COR assigned to the Warehouse. The contractor shall maintain a log of daily deliveries to the warehouse receiving; this shall include date, time, Transportation Company, weights, pieces, description, tracking number, PO number, and personnel that received the shipment. The contractor shall turn the log over to the USGS Property personnel weekly.

2. Contractor shall prepare shipments for delivery to the Main Building on a daily basis. The USGS Property Specialist will review the deliveries and provide approval for the contractor to deliver.

Equipment Deliveries/Excess from Main Building to MGS: Contractor shall be responsible for the movement of excess government equipment (currently room B23) to MGS. Excess equipment will be but not limited to servers, laptops, desktops, monitors and other computer related equipment. Duties to include the packaging, loading, securing and transporting of computer related equipment.

Transportation of equipment to MGS will be by most economical means at the discretion of the contractor in a manner that prevents accidents or breakage. The contractor will also be responsible for unloading of the equipment after delivery to MGS. Contractor will separate excess equipment by condition code (identified on 9-064 – property transfer) (attachment 8) in a manner so the USGS Property Office personnel can efficiently inventory the equipment. After Inventory is completed and the 9-064 has been approved by the USGS Property Office personnel, the contractor can proceed with their duties to prepare equipment for excess process. These duties include annotating spreadsheet (Reporting: Sec D), removal of government property tags,(only pertaining to condition code “S”) and placing equipment on pallets, in boxes or other form of storage. Contractor shall keep all excess equipment in an organized manner readying for excess process while packaging equipment onto one storage unit until full, then repeat with continuing excess. Contractor will then store equipment in a government designated location until excess process has been completed by USGS Property Specialist. Frequency will be as needed and under direction from the COR.

Delivery Log: The contractor shall maintain a log of deliveries made to the main building or items picked up at the warehouse. The contractor shall provide the date, order number, description, purchase order number or purchase request number, personnel who signed and room delivered to. The contractor shall provide these reports weekly to the USGS Property personnel.

Placement and Preparation of Shipments and Government Property:

Shipments will be opened and/or repackaged and placed in a designated location by the contractor at the behest of the USGS Property personnel.

III. HOUSEKEEPING SERVICES:

The contractor shall maintain a clean work environment within the Mail Room, Copy Center and Warehouse. The contractor shall remove waste materials from the Mail Room, Copy Center and Warehouse portion of the MGS building to the appropriate waste receptacle. The EROS Custodial Services will take care of general cleaning for the mail room/copy center. The contractor’s warehouse person shall also sweep Warehouse floors once per week and keep the Warehouse in an organized manner.

IV. WASTE MANAGEMENT:

The contractor shall comply with the USGS/EROS recycling efforts. This may require segregating reusable/recyclable waste materials by type. Non-reusable waste materials (trash and garbage) shall be removed from the facility and placed in the nearest non-recyclable dumpster. Recyclable material shall be placed in the nearest recyclable dumpster.

V. PREVENTIVE AND REQUIRED MAINTENANCE:

Certain periodic maintenance will need to be done by the contractor such as cleaning shredders and oiling. The Government will issue service orders yearly for maintenance of the Copy Center Copy and Printing units provided for, shipping computer systems, and scale verification by a testing agency. For GFE equipment the Government will make the calls for repair services. All repairs and maintenance scheduling for CFE shall be the responsibility of the contractor.

VI. CONTRACTOR PERSONNEL

A. Management: The contractor shall provide a contract manager who shall be responsible for managing the work performed of the contractor employees. The name of this person, and an alternate or alternates shall act for the primary manager when the manager is absent, shall be designated in writing to the Contracting Officer (CO). The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this task order. The contract manager or alternate shall be available at all times during duty hours (7:30am to 4:00 pm) to meet with government personnel designated by the CO to discuss problem areas. If vacated, the contract manager’s position shall be filled immediately. While the contractor is finding a substitution/replacement for the contract manager, the contractor shall provide a short-term alternate during this period until a permanent contract manager is approved by the CO. Refer to clause GS1330 – Key Personnel.

B. Contractor Employees: The contractor is responsible for and shall provide an appropriate amount of contractor staff necessary to successfully complete and execute the work requested under this Statement of Work. If any such contractor employee is identified to the contractor by the Contracting Officer as being a potential threat to the safety, security or general well-being of the installation or its population, the employee shall be removed from the facility and an acceptable replacement provided by the contractor without disruption to the work required.

C. Inventory Control: Contractor to be responsible to ensure that supplies that the contractor provides for this task order will be to maintain adequate supplies in order not to disrupt daily operations. Items included but not limited to are copy paper, staples, and mail room supplies listed in Attachment C. Contractor shall safeguard all GFE in Attachment C and notify COR of any potential deficiencies of equipment. Reporting requirements are listed in “section X: Reports located below”.

VII. HOURS OF OPERATION

Normal Hours of Operation: The contractor shall perform the services required under this task order during the following hours: Monday through Friday 7:30 a.m.

to 4:00 p.m.

VIII. QUALITY SURVEILLANCE/CONTROL PLAN

All work performed under this Task Order shall be of the quality consistent with best industry practices to assure timely provision of services, optimum customer satisfaction and adequate protection of Government assets.

The contractor shall develop and maintain an effective and active/live Quality Surveillance/Control Plan (QCP) for the Task Order to ensure services are performed in accordance with the Statement of Work terms and conditions. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means to assure that work complies with the requirement of this Task Order.

The contractor’s QCP shall be delivered to the Contracting Officer’s Representative (COR) and Contracting Officer (CO) within 5 business days after award of the Task Order. An electronic comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the QCP the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QCP.

The QCP for this Task Order contract shall demonstrate how the contractor will ensure quality control of the administration of this Task Order contract and all projects being performed under this Task Order contract. A report must be provided by the Project Manager/contractor to the COR and CO of all issues of concern and a date when all issues of concern will be resolved.

The Government, through its Contracting Officer’s Representative (COR) or other designated technical representatives, will also monitor the Contractor’s performance.

The Government may monitor the Contractor’s performance of routine functional requirements and outputs, as well as the milestones and deliverables of specific project requirements as deemed necessary to ensure acceptable progress and compliance with Task Order requirements.

Performance measures used to evaluate contractor performance and/or acceptability of deliverables may include, but may not be limited to, the following examples:

• The contractor arriving to job site on time and presentable

• The contractor having all materials and equipment to perform all required tasks

• The contractor having enough people to perform all tasks

• The contractor having trained and qualified staff

• The contractor following the schedule that was presented and keeping it up to date as changes occur

• The contractor finishing work in a timely manner and per the requirements of the Task Order

• Any deficiencies on all completed work

The contractor, not the government, is responsible for managing and ensuring that quality controls meet the terms of the Task Order requirements.

Contractor and the COR shall monitor the working relationship between the Government and Contractor personnel to ensure that services do NOT develop into a personal service relationship as defined in FAR 37.104. Questions concerning this matter shall immediately be referred to the Contracting Officer.

IX. PHYSICAL SECURITY

Work Area: The contractor shall be responsible for safeguarding all government property provided to the contractor for use. At the end of each work period, all government facilities, GFE and CFE equipment and materials shall be secured. The Government shall not be liable for anything stolen or damaged.

Key Control (to include Access Cards): The contractor shall establish and implement methods of making sure all keys and access cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall establish procedures for covering key control access control that will be included in the Quality Control Program Plan. The contractor shall report immediately to the contracting officer’s representative or contracting officer with any occurrences of lost or duplicated keys. In the event keys or other than master keys are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key the affected lock or locks without cost to the government. The government may, however, at its option replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment to the contractor. In the event the master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment of the contractor. The contractor shall prohibit the use of government issued keys or access cards by any persons other than the contractor's employees. The contractor shall prohibit the opening of locked areas to permit entrance of persons other than contractor employees.

Security Clearance: All contractor personnel working under this contract are required to obtain a security background clearance. The F-176, Statement of Personal History, shall be completed in its entirety for each individual. The contractor will coordinate the security background clearance with the Government Facilities Manager located at the EROS Data Center in order to ensure the proper procedures are followed. All contractor personnel found to be unacceptable will not be allowed to perform any work under this contract. Should contract personnel be found to be unacceptable due to past criminal history, that person will have the right to appeal their adjudication to the Federal Protective Service. However, personnel found to be unacceptable shall not be allowed to work under this contract until final appear ruling has been established, and the Federal Protective Service has changed the unacceptable status to acceptable. All passes shall be returned to the COR as the management officials, supervisors, or employees are dismissed or terminated, and when the contract expires. All passes will contain an expiration date.

X: REPORTS

1. Contractor shall provide an Annual Inventories of Equipment Report: One list shall follow the guidelines of FAR 52-245-1 and the other list shall follow the guidelines of FAR 52-245-2. Included in the report shall be a condition assessment for each piece of equipment.

2. Contractor shall provide a monthly inventory of mailroom supplies on hand with monthly usage to establish a reorder point shown for each item. These reports are to be delivered via email (excel spreadsheet) to COR by 5th working day of each month for prior month activities.

3. Contractor shall provide a delivery log weekly to USGS Property personnel or place an electronic copy into the Property Shared ASB file.

4. Contractor shall provide a monthly volume report of all incoming shipments, deliveries made to the main building, project account outbound shipping, monthly warehouse & logistics activity report, and paging system report to be supplied via email (excel spreadsheet) to COR by 5th working day of each month for prior month activities.

5. Contractor shall maintain government furnished warehouse excess equipment list with backup documentation of origination of equipment (9-064 – property transfer). This list shall be readily available at all times to the USGS Property personnel and COR.

XI. OTHER DELIVERABLE ITEMS

The following shall be delivered to the COR by the contractor within 30 days after commencement of the task order, and within 30 days after the start of a new twelve-month option period:

1. Provide forklift operator training documentation/certification, in accordance with OSHA 1910.178.

2. Computer Training: Contractor to adhere to and successfully complete all mandated computer based annual training required per DOI/USGS.

XII. SUPPORTING INFORMATION

A. Place of Performance: USGS/EROS 47914 252nd St, Sioux Falls, SD 57198

B. Period of Performance: The period of performance is one (1) twelve (12) month base period with four (4) twelve (12) month option periods.

C. Government Furnished Property (GFP): Property and its values are listed on Attachments B and C.

D. Survey Manual Attachments: https://www.usgs.gov/about/organization/science-support/survey-manual/4341-mail-management https://www.usgs.gov/about/organization/science-support/survey-manual/5025-fundamental-science-practices-safeguarding https://www.usgs.gov/about/organization/science-support/survey-manual/4341-mail-management https://www.usgs.gov/about/organization/science-support/survey-manual/4341-mail-management https://www.usgs.gov/about/organization/science-support/survey-manual/5025-fundamental-science-practices-safeguarding https://www.usgs.gov/about/organization/science-support/survey-manual/5025-fundamental-science-practices-safeguarding