Attachment 2 - Statement of Work.pdf

STATEMENT OF WORK

FOR

WPAFB OFFICIAL MAIL CENTER

POSTAGE AND METERING EQUIPMENT LEASE

Prepared by

88th Communications Group Wright-Patterson Air Force Base

16 September 2021

STATEMENT OF WORK FOR OFFICIAL MAIL CENTER

1.0 SCOPE: This Statement of Work (SOW) defines the effort required for mail metering at the Wright-Patterson AFB (WPAFB) Official Mail Center (OMC), hereinafter referred to as WPAFB OMC, located at Wright-Patterson AFB, Ohio. The lease requirement shall be in accordance with (IAW) this SOW.

Background. The WPAFB OMC requires the services of posted mail via metered postage through two high-volume postage meters and machines for use in the Base Information Transfer Center (BITC), and one low/mid-volume postage meter and machine for use in the Document Security Section. All users lease meters and postage meters are only compatible when used on postal equipment manufactured by the same vendor. Therefore, postage metering equipment and meters must be purchased or leased from United States Postal Service (USPS) certified vendors.

The Government requires the equipment to maintain a 97% operational rate. Further, the Government requires currency on all USPS changes made to rates and methods/types of mailing.

These changes are mandated and authorized by the USPS Board of Governors for all commercial mailers and all vendors require USPS certification prior to implementing the USPS mandated changes.

2.0 APPLICABLE DOCUMENTS & TRAINING

2.1. Contractor shall make available operational handbooks on all leased equipment at start of contract. In lieu of printed handbooks, the contractor shall advise the government Contracting Officer Representative (COR) of the on-line source for operational assistance.

2.2. The Contractor shall provide initial training by a factory trained technician on the postal metering equipment, software capabilities, and reports creation and generation when equipment is delivered and be available to respond to questions throughout the life of the contract. Further, training shall be provided by technicians who are trained on all aspects of equipment usage and software capabilities and must be available for further training as changes occur throughout the life of the contract at no additional cost to the Government.

3.0 REQUIREMENTS

3.1. The contractor shall provide lease equipment to meet the requirements specified in this SOW.

3.1.1. Equipment and Software

3.1.1.1. Postage metering equipment shall be modular in design.

3.1.1.2. All postage metering equipment and software shall be USPS compliant and have the ability to accept GSA Schedule 48 pricing. Further, all future changes to terminology or rates USPS enacts throughout the life of the contract shall be provided through updated software at no additional cost to the Government.

3.1.1.3. All postage metering equipment and software must be capable of interpreting P-39 barcode symbology and translating that information to the reports management system.

3.1.1.4. The contractor shall provide two (2) high-volume leased digital Postage Meters with dynamic weighing modes/differential weighing/integrated weighing platforms capable of processing letters and flats simultaneously, specifically, mixed mail.

3.1.1.4.1. High-volume postage metering equipment shall be capable of processing a minimum of 300 letters per minute, at a minimum size of 3.5” x 5” and a maximum size of 13” x 15”.

3.1.1.4.2. High-volume postage metering equipment shall be capable of automatically adjusting the thickness required for processing mixed mail with a minimum thickness of .25” and a maximum thickness of .75”.

3.1.1.4.3. High-volume postage metering equipment shall be capable of processing 1,500 pieces of mail per day for maximum productivity.

3.1.1.5. The contractor shall provide a remotely connected weighing platform for each high-volume postage metering machine capable of weighing mail up to a minimum of 70 lbs.

3.1.1.6. The contractor shall provide one (1) low-volume/mid-volume, leased digital Postage Meter with dynamic weighing modes capable of processing 300 pieces per day for maximum productivity.

3.1.1.6.1. Low/Mid-volume postage metering equipment shall be capable of processing up to 150 letters per minute at a minimum size of 3.5” x 5” and a maximum size of 13” x 15”.

3.1.1.6.2. Low/Mid-volume postage metering equipment shall be capable of automatically adjusting the thickness required for processing mixed mail with a minimum thickness of .25” and a maximum thickness of .375”.

3.1.1.6.3. The contractor shall provide a remotely connected weighing platform for the low-volume/mid-volume postage metering machine capable of weighing mail up to a minimum of 70 lbs.

3.1.1.7. All postal metering equipment shall include capability to print posted meter tapes or labels.

3.1.1.8. The contractor shall provide three (3) Thermal Tape/Label Roll Dispensers.

3.1.1.9. The contractor shall provide (3)wired key boards and mice.

3.1.1.10 All postal metering equipment and software must be capable of processing multiple batches of mail at one time while applying billing to 100+ different accounts.

3.1.1.11. The contractor shall provide postal metering equipment and software capable of allowing user defined reports. Reports must be able to capture specific periods of time, for example, begin date to end date.

3.1.1.12. The contractor shall provide three external printers to be used for monthly reports.

3.2. REPORTS

3.2.1. User defined reports shall include the following information for each piece of postal metering equipment operated per day:

3.2.1.1. Total number pieces mailed, totaled by type of mail, and department identification.

3.2.1.2. Total cost applied for pieces mailed, totaled by type of mail, and department identification.

3.3.1.3. Total pounds and pieces processed, totaled by type of mail, and department identification.

3.3. Maintenance, Repairs, and Software Updates/Upgrades

3.3.1 The contractor shall be responsible for the maintenance, repairs, and software updates/upgrades for all leased equipment.

3.3.2. The contractor shall provide remedial maintenance upon notification that postal metering equipment is inoperable or presenting errors slowing down production or causing work stoppage.

3.3.2.1. Repair requests shall be responded to by a trained technician within 4 - 6 business hours of notification. The requirement to respond within 4-6 business hours is the technician on site.

3.3.2.2. The contractor shall complete repair or remediate problems within 24 business hours of notification.

3.3.2.3. Technician that responds to service calls shall be capable of troubleshooting and repairing hardware and software.

3.3.3. If any equipment requires more than four (4) service calls for mechanical failure in any one month period, that machine will be removed and replaced within 10 business days and the removed unit will not be utilized further on this contract.

3.3.4. Preventative and Remedial Maintenance shall be provided and scheduled Monday through Friday, excluding Federal Holidays, and during the business hours of 0700 (7:00 am) and 1630 (4:30pm). Holidays are as follows: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas.

3.3.5 The Contractor shall provide all maintenance and upkeep to three external printers.

3. 3.5. Damaged Parts, Tools, and Instruments

3.5.1. The contractor shall be responsible for replacing all parts, module(s), machine, or meter which are damaged during Preventative, Remedial Maintenance or normal wear and tear.

Replacement items shall be of equal or better quality and shall be at no additional cost to the government. The Government shall be liable for damage caused by users negligence.

4. The contractor shall have all equipment and software installed/tested and fully operational at the start of the contract. This shall include installation and successful performance of required testing for all USPS certifications to ensure compliance.

4. SERVICE LOCATION

4.1. Equipment will be located at:

Official Mail Center 5237 Cooper Street Building 258, Door 1 Wright-Patterson AFB, OH 45433

5. PERIOD OF PERFORMANCE

5.1. The Period of Performance shall be Base Year with four (4) 1-year options.

6. DELIVERY PROCEDURES FOR COMMERCIAL VEHICLES

All vehicles larger than a large pick-up truck are required to be inspected at the Wright- Patterson Air Force Base Commercial Vehicle Delivery Gate (CVDG) prior to entering the installation. Vehicles to be inspected include, but are not limited to, the following:

1. Step van/panel truck

2. Tractor/trailer, box, and flatbed containing cargo

3. Tanker trucks

4. Box Trucks

5. Tour buses

6. Garbage/recycled waste trucks

7. Concrete trucks/mixers, dump trucks

8. Cranes, recreational vehicles, petroleum tanker

This inspection will be conducted at Gate 26A located off State Route 235. The following are exceptions to vehicles utilizing the CVDG:

1. If the vehicle has the product inside (concrete and asphalt trucks) and timely delivery is necessary due to product deterioration it does not need to enter the CVDG. To bypass the CVDG, the contractor shall submit a list containing drivers’ names, social security numbers and the state in which the driver's license is held for those drivers who will be entering the base. This shall be accomplished 24 hours prior to requested entry time. If entry is requested on Monday, this list must be submitted by Friday at 1630 hours. All lists shall be submitted to the 88th ABW/CE Directorate contract inspector. The only gates that may be used under this exemption shall be 15A, 26A, 38A, and gate 1B. If the driver's name is not on the list, he/she will not be allowed access to the installation through these gates and the base will not assume liability for denied access.

2. If a delivery vehicle must exit, and then re-enter the base to complete its route, the vehicle shall be resealed upon exiting the base. After initially passing through the commercial vehicle delivery gate, trucks shall be resealed at Gates 15A, 38A and 22B. The resealing of the trucks will allow them to continue to any other area of the installation (Areas A, B, or Kittyhawk) without reprocessing through the CVDG. To receive resealing assistance, the drivers shallphysically stop at one of the three authorized gates and request the installation entry controller to reseal their truck and provide the next location of their delivery. The controller will reseal the truck and give the delivery driver a pre-clearance form. The driver shall present the pre-clearance form to the entry controller at the next point of installation entry. This reentry can be at any base gate.

3. Wright Patterson Integrated Defense Plan, paragraph 3.10.12.9.2. All irregular deliveries will be sent to the CVDG for inspection. All visitors, which include contractors and commercial vendors without proper background checks and contractor passes, will not be allowed on WPAFB unless escorted by the receiving agency. This will take place after the individual(s) are issued a pre-clearance form at the CVDG. After successful completion of the vehicle inspection, the receiving agency will escort the individual to and from their destination on WPAFB. An inspector at the CVDG will contact the receiving agency, informing them to send an escort to the CVDG. Escorts will remain with the vehicle at all times while it is on

WPAFB.

4. Vehicles may be subject to an inspection at any of installation entry control points during a directed random antiterrorism measure (RAM). Any commercial vehicle, regardless of size, can be directed to the CVDG at the discretion of the installation entry controller.