B08_SOL_140D0425Q0567_Attachment_1_-_Mail_Courier_Service_SOW.pdf

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Request for Quote

1. GENERAL OVERVIEW

The Office of the Bureau of Trust Funds Administration (BTFA) seeks a professional and reliable daily scheduled, non-armored, Mail Courier Service in Albuquerque, New Mexico. The Courier must pick up and drop off all mail Monday through Friday, from and at the locations, excluding Federal holidays identified in paragraph 2.1 and 2.2, respectively, below.

This will be a firm fixed price contract with a base year and four (4) option periods.

Base Period: 08/01/2025 thru 07/31/2026 Option Period I: 08/01/2026 thru 07/31/2027 Option Period II: 08/01/2027 thru 07/31/2028 Option Period III: 08/01/2028 thru 07/31/2029 Option Period IV: 08/01/2029 thru 07/31/2030

Note: “Option” means a unilateral right (not a contractual right on the part of the contractor) in a contract award / purchase order by which for a specified time, the Government may elect to purchase additional services or extend the terms of the contract from the Contractor. Contractor performance under this contract constitutes acceptance of the contract and all terms and conditions, including options.

2. SCOPE OF WORK

2.1. Pick-up / Drop off Locations and Schedule:

Mail Address: Bureau of Trust Funds Administration (BTFA) P.O. Box 26928, Albuquerque, NM 87125

Pickup Location: United States Postal Service (USPS) 1135 Broadway Blvd NE, Albuquerque, NM 87101 Pickup Schedule: Monday through Friday, excluding federal holidays.

Requirements: Courier must pick up all mail from P.O. Box 26928 at the

USPS located at 1135 Broadway Blvd NE, Albuquerque, NM 87101 every Monday through Friday, excluding federal holidays.

Drop Off Location: Bureau of Trust Funds Administration (BTFA) 4400 Masthead Street NE, Albuquerque, NM 87109 Drop Off Schedule: Monday through Friday, excluding federal holidays.

Requirement: Courier must drop off all mail in the (BTFA) mailroom located at 4 400 Masthead Street NE, Albuquerque, NM 87109.

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Notes:

1. The Courier must deliver all mail at the drop off location in the same condition as it was received from the pickup location.

2. The Courier must always be in possession of and never leave the mail unattended.

3. It is mission critical that all mail is accounted for at all times and that the pickup and drop off of the mail is performed on time.

2.2. Frequency: The Contractor must pick up and drop off mail from Monday through Friday, excluding the following federal holidays:

• New Year’s Day

• Martin Luther King Jr. Day

• Presidents’ Day

• Memorial Day

• Juneteenth Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

2.3. Security Check: Entrance and/or exit to/from the pickup and drop off locations listed in this SOW may require a security-guard or health-screening check.

The Courier must factor in enough time to allow for these check(s) to ensure that the schedule outlined herein is met.

2.4. Late Pickup or Drop Off: Courier must call and notify the BTFA Mailroom Clerk by telephone at 505-816-1042 when a pick-up or delivery will be late due to unforeseen events, such as vehicle breakdown, accident, traffic, or weather. The Courier must state the cause of delay and delivery status. If the Courier is unable to contact the BTFA Mailroom Clerk, s/he must leave a clear voice mail message with the details.

2.6. Accident/Theft/Destruction: The Courier must call and notify the BTFA Mailroom Clerk by telephone at 505-816-1042 within one (1) hour of an accident, or the theft, loss, or destruction of the BTFA government mail being transported.

2.7. Contingency Plan: The Contractor must have a contingency plan in place throughout the performance of this contract award/purchase order for emergencies, such as, driver failing to report to work, vehicle breakdown, etc. The contingency plan must include a minimum of two Low Risk Investigation cleared couriers outlined in Section 3.2(a) below. The Contractor must email the contingency plan to the Contracting Officer (CO) or Contracting Officer Representative (COR) within

Page | 3 five (5) business days upon request. The CO or COR must review and approve or reject the contingency plan within fourteen (14) business days after receipt. If the CO or COR do not approve the contingency plan, they must notify the Contractor which areas of the contingency plan are unacceptable. The CO or COR and the Contractor will resolve required changes or corrections through mutual agreement.

3.0. Contractor’s Responsibilities

Contractor must:

3.1. Furnish all labor and material needed for the Mail Courier Service operation.

3.2. Ensure that the Mail Courier Service is licensed and that the Couriers designated to perform the service and/or requiring access to BTFA site:

a. Satisfy the requirements for a Low Risk Investigation conducted by BTFA Personnel Security Staff within thirty (30) business days after receiving the Contract Award/Purchase Order. The investigation must include, but is not limited to, a FBI fingerprint and name check, as defined in 441 DM Chapter 3.2 (a copy of which is available upon request.)

b. Are a U.S. citizen or have lawful permanent resident status, and are

c. Fluent in the English language.

3.3. Confirm vehicles provided for the purposes of satisfying the conditions specified herein meet the following requirements:

a. Must be maintained in good condition, appearance, and working order.

b. Must be state-registered and meet the minimum New Mexico safety standards.

c. Must be steel framed and the doors must be securable from both inside and outside.

d. The area of the vehicle and the mail bags or closed containers in which the BTFA mail is placed must be clean, debris-free, and free of holes. All mail must be protected from elements of nature such as dust, rain, snow, wind, etc. that may cause documents to be lost or damaged.

Note: BTFA prohibits any mail to be transported by walking or bicycle.

3.4. Procure and maintain during the entire period of performance under this Contact, the following required insurance coverage payable to the BTFA:

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a. Comprehensive General Liability: $ 1,000,000 per occurrence

b. Automobile Liability with the following coverage:

$ 200,000 per person $ 1,000,000 per occurrence $ 20,000 per occurrence for property damage

c. Workmen's Compensation: Coverage as required by Federal and State of New Mexico worker's compensation and occupational statutes.

d. Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers.

e. Other insurance as required by New Mexico State Law.

Email a scanned copy of the Certificate of Insurance to the CO and COR within five

(5) business days after receiving the Contract Award /Purchase Order. The Certificate of Insurance must provide for at least thirty (30) business days written notice to the CO or COR by the insurance company prior to cancellation or material change in policy coverage. Other requirements are contained in the aforementioned insurance clause.

3.5. Provide professional, reliable, trained, and experienced Courier(s) to ensure safe handling of mail and provide on-time delivery.

3.6. Ensure Couriers wear a displayed printed identification card or badge at all times containing the following when picking up and dropping off BTFA mail:

a. Courier’s typed name

b. Courier’s title

c. Courier’s signature

d. Courier’s photo

e. Contractor name

3.7. Provide the CO or COR, within three (3) business days after receiving the Contract Award/Purchase Order, with the following:

a. Signed authorized courier list on company’s letterhead containing the following information for all authorized Couriers who will provide the service:

1) Courier’s typed name

2) Courier’s title

3) Courier’s signature

b. Revised list within two (2) business day, by email, whenever there is an addition or deletion to the authorized Courier list.

3.8. Within five (5) business days after receiving the Contract Award/Purchase Order, the Contractor must provide the CO and COR two company contact names, telephone numbers, and email addresses where they can be contacted.

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3.9. The Contractor must provide the BTFA Mailroom Clerk and the COR with at least two (2) hours advance notification whenever the primary courier is unable to perform the mail courier service. The Contractor must ensure that the service is performed by the alternate authorized Courier(s).

3.10. Provide professional customer service, i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner.

Timely for purposes of this contract means no later than close of next business day.

The CO, COR, or BTFA Mailroom Clerk must be able to contact the Contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the IBC CO or his/her representative.

3.11. Ensure the work to be carried out is in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations. The USPS and BTFA supports a smoke free work environment.

Couriers are forbidden from smoking while in the USPS when picking up mail or while in BTFA when dropping off mail.

3.12. Be available and conducting business, between the hours of 7:00 A.M. – 2:00 P.M. Monday thru Friday excluding federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, government shutdowns, or similar Government directed facility closings.

3.13. Remove Courier(s) from performing work under this requirement that are deemed incompetent, careless, unsuitable or otherwise objectionable, when displaying or receiving reports of sexual harassment, or whose continued employment is deemed contrary to the public interest or inconsistent with the best interest of national security. Immediately coordinate replacement with the CO and

COR.

3.14. Arrange for satisfactory supervision of all contract work, including strict adherence to all Disclosure of Information provisions. Failure to comply with these terms and conditions may result in termination of services.

3.15. Develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor must provide a copy of the procedures to the CO or COR within three (3) business day after request.

4. BTFA’s Responsibilities

BTFA must:

4.1. Provide accurate and complete addresses and contact information to

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4.2. Provide access to the loading dock at the drop off location outlined herein.

4.3. Make every effort practicable to notify Contractor within a reasonable timeframe, prior to scheduled pick-up time, if there is a significant increase in the average daily pick-up amount at the USPS, that will prevent a Courier from using their usual pick-up vehicle.

5. Deliverables

Items listed in Exhibit 1 are considered deliverables under the terms and conditions of this contract. Unless otherwise specified, Contractor shall submit the items by the “Required Date” specified. Contractor is not relieved from "delivery" of items not included in the schedule, but specified otherwise in this contract.

6. Performance Requirement

Contractor shall plan, schedule, coordinate and assure effective completion of all services described herein in accordance with the determined quality standards as shown in the Performance Requirement Summary Table (PRST) provided in Exhibit 2.

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EXHIBIT 1

DELIVERABLES

DELIVERABLE SECTION DELIVERY DUE

DATE

DELIVER

TO

METHOD

Insurance Certificate

3.4 Within ten (10)

business days of receiving Award

CO &

COR

Electronically by Email Signed authorized courier list

3.7 Within three (3)

business days of receiving Award

Contractor Contacts

3.8 Within five (5)

business days of receiving Award

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EXHIBIT 2

PERFORMANCE REQUIREMENT SUMMARY TABLE (PRST)

Required Service

Standard

Acceptable Quality Level

(AQL).

Max Allowable

Degree of Deviation from Requirement

Method of

Surveillance

Percentage Reduction If Exceed AQL

Pick up mail from the

United States Postal Service (USPS) 1135 Broadway Blvd NE, Albuquerque, NM 87101

Between 7:00 AM and

9:00 AM

daily.

Late: No more than two (2) times later than 9:00 AM per calendar month.

Must call and notify mail clerk if there is no mail in the P.O.

Box.

No Show:

0 - No deviation allowable

Customer feedback

10% deduction of monthly invoice amount for each late occurrence after two (2) for that month.

100% of daily rate of occurrence

Drop off mail at:

Bureau of Trust Funds Administration (BTFA) 4400 Masthead Street NE, Albuquerque, NM 87109

Between

7:00 AM

and 9:00 AM daily on the same day as the pick up

Zero deviation allowable

Must call and notify mail clerk if there is no mail in the P.O.

Box.

100% of daily rate of occurrence

Note: A 10% of the total amount deducted must be assessed and added as an Administrative Fee.