Statement_of_Work.pdf

PERFORMANCE-BASED STATEMENT OF WORK

1. GENERAL OVERVIEW

1.1. The Internal Revenue Service (“IRS”) requires professional and reliable Daily Scheduled Non-Armored Courier Services (“Service”) for the IRS office located at 100 South Charles Street, Baltimore, MD 21201-2725 (“Location”), Monday through Friday, excluding Federal holidays.

1.2. This is not a new requirement.

1.3. The IRS Procurement Office shall administer the resultant Contract, and the name and contact information for the IRS Point of Contact (“POC”) for this Contract will be provided upon award to the successful offeror.

2. SCOPE OF WORK

2.1. Pick-up / Drop-Off Locations & Schedule:

A. Courier shall pick-up outgoing mail (to include certified mail) from the IRS, Baltimore Call Site located at 100 South Charles Street, Tower 1, Baltimore, MD 21201-2725, between 1PM and 1:30 PM daily and deliver to the IRS Mailroom located at 31 Hopkins Plaza, Baltimore, MD 21201- 2825 (no stops).

Mail volume will be of an average of 1 to 1 ½ mail tubs/canvas mailbags daily and 1 to 2 boxes per day, averaging 25 pounds each. Mail volume could be higher than average during yearly tax-filing season.

B. Courier shall pick-up approximately ½ to 1 mail tub of certified mail and completed Form 3877 from the IRS Baltimore Mailroom at 31 Hopkins Plaza, Baltimore, MD 21201-2825 between 1:30 PM – 1:45 PM and deliver directly to the US Post Office at 900 E Fayette Street, Baltimore, MD. (Note: Courier shall be required to sign the documentation log as shown in the sample provided as Exhibit 1.)

Courier shall deliver the mail, along with Form 3877, Firm Mail Book/Listing and have the USPS official apply its official stamp “Red Eye” to the Mail Book/Listing.

Courier shall then pick-up all mail addressed to the IRS at the US Post Office Bulk Mail Window before departing the US Postal Office. Mail volume will be of an average of 1 –1 ½ mail tubs daily to include 1 or 2 boxes per day, averaging 25 pounds each. Mail volume could be higher than average during yearly tax filing-season and on other occasions.

Courier shall then return Form 3877 Log stamped with USPS official Stamp “Red Eye” book listing and the IRS mail picked up from the US Post Office Bulk Mail window to the IRS Mailroom located at 31 Hopkins Plaza, Baltimore, MD, no later than 2:30 PM the same day.

Notes:

1. The Courier shall sign the INTERNAL REVENUE SERVICE COURIER

SERVICE PICK-UP DOCUMENTATION log (see Exhibit 1) to record

(1) the receipt, type and number of pieces of outbound certified mail and (2) the delivery and number of pieces of round barrel stamped returned mail receipts.

2. There shall be no additional stops between pick-up and delivery.

3. The courier service shall be responsible for ensuring all mail arrives at the intended destination(s) in the same condition as received.

4. Mail should be in the possession of the courier at all times and never left unattended.

5. The timely pick up of the mail and delivery of the stamped USPS Forms to the IRS is a mission-critical function of the IRS.

6. It is mission critical that all documents be accounted for.

2.2. Frequency: Daily, Monday through Friday, excluding Federal holidays.

The federal holidays observed by federal employees are as follows:

New Year's Day Martin Luther King, JR's Birthday (observed) President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

2.4. Security Check: Entrance and/or exit to/from the Location may require a security-guard check. Contractor is responsible for factoring sufficient time to allow such check(s) to ensure that the schedule timeframe is met.

2.5. Signature Requirement: Courier shall be required to sign the documentation log at each Location as shown in the sample provided as Exhibit 1

2.6. Lateness and No Show: The Courier shall notify the IRS Mailroom and

Point of Contact at the Location or designee by telephone or e-mail when a pick-up or delivery will be late due to unforeseen events, such as vehicle breakdown, accident or traffic. The notification shall state the cause of delay and delivery status. Contractor shall provide the IRS Mailroom and the IRS POC with at least two (2) hours advance notification whenever the designated primary courier is unable to perform Service. Contractor shall ensure Service is performed by the alternate Courier or an authorized Courier listed on the authorized courier list.

IRS Mailroom: TO BE PROVIDED TO THE SUCCESSFUL OFFEROR

IRS POC: TO BE PROVIDED TO THE SUCCESSFUL OFFEROR

2.7. Accident/Theft/Destruction: Courier shall notify the IRS POC within one

(1) hour of an accident or the theft, loss, or destruction of government property being transported.

2.8. Contingency Plan: The Contractor shall have a Contingency Plan in place throughout the performance of this contract for emergencies, such as, no show by driver, vehicle breakdown, etc. (Contractor shall provide Contingency Plan to the IRS POC and/or Contracting Officer [CO] within one (1) business day upon request.) The IRS POC will approve/reject the Plan within 15 calendar days of submission. If not approved, the IRS POC will notify the Contractor as to the areas of the Plan that are unacceptable.

Changes and resolution shall be achieved through mutual agreement between IRS and Contractor. Contingency Plan shall include a minimum of two (a primary and an alternate) couriers who have successfully satisfied the IRS background investigation requirement outlined in Section 3.2(a).

3. CONTRACTOR’S RESPONSIBILITIES

Throughout entire period of performance on this Order, Contractor shall:

3.1. Furnish all labor and material necessary for the operation of Service.

3.2. Ensure that the Courier(s) designated to perform Service and/or requiring access to Internal Revenue Service sites:

a) Satisfy the requirements for a Low Risk Investigation conducted by IRS personnel within sixty to ninety days upon receipt of Award. The investigation shall include, but not limited to, a FBI fingerprint and name check, as defined in IRM 1.23.2.8.1.1 (A copy of this IRM is available upon request.)

b) Be (i) a U.S. citizen or have lawful permanent resident status, and (ii) fluent in the English language.

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

a) The vehicles are maintained in good condition, appearance and working order.

b) The vehicles must be state-registered and meet the minimum safety standards of the licensing state.

c) The vehicles must be steel framed and doors must be able to be secured from both inside and outside.

d) The area of the vehicle in which the agency packages and/or containers are placed is clean, debris-free and without containers, materials such as canvas or plastic used to cover or protect articles, or other items.

Note: The IRS prohibits any mail and/or boxes to be transported by walking or by bicycle.

3.4. Procure and maintain license and insurance coverage to cover the costs to reconstruct lost, stolen or destroyed mail. Insurance coverage shall payable to the Internal Revenue Service and shall contain (at a minimum) the following coverage:

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

b) Automobile Liability with the following amounts:

-- $200,000 per person -- $1,000,000 per occurrence -- $20,000 per occurrence for Property damage

c) Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes.

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

e) Other as required by State Law.

The Certificate of Insurance shall be provided to the IRS POC and CO within ten (10) days upon receipt of Award/Purchase Order.

The Certificate of Insurance shall provide for at least thirty days written notice to the IRS POC by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

3.5. Ensure Courier(s) performing Service wear a printed identification card or badge containing the following:

(i) Courier’s typed name

(ii) Courier’s title

(iii) Courier’s signature

(iv) Courier’s photo

(v) Company name

This identification card or badge is to be displayed on the courier(s) at all times when picking up and transporting the IRS mail.

3.6. Provide professional, reliable, trained, and experienced Courier(s) to ensure safe handling of mail and provide on-time delivery. All documents shall be protected from elements of nature such as rain, wind, etc. that may cause documents to be lost or damaged.

3.7. Provide the IRS POC and/or CO within three (3) days of receiving Award with a signed authorized courier list on company’s letterhead containing the following information for all authorized couriers providing Service:

(a) Courier’s typed name

(b) Courier’s title

(c) Courier’s signature

Authorized list shall identify the primary and alternate couriers and Contractor shall provide the IRS POC a revised list within 24 hours, either by fax or personal delivery, whenever there is an addition or deletion to the authorized courier list.

3.8. Within five (5) days of receiving award, provide two Contractor’s contact names (primary and alternate) with telephone numbers and pager/cell numbers where the contacts can be reached.

3.9. 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 IRS Point of Contact shall be able to contact the Contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer or his/her representative.

3.10. Ensure the work be carried out 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 IRS supports a smoke free work environment. CONTRACTOR'S PERSONNEL ARE

FORBIDDEN TO SMOKE WHILE IN THE BUILDING WHEN

PICKING UP MAIL AND RETURNING FORMS.

3.11. Be available and conducting business, between the hours of 8:30

A.M. – 4:30 P.M. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

3.12. Remove Courier(s) from performing work under this requirement that are deemed incompetent, careless, unsuitable or otherwise objectionable, display signs of sexual harassment, or whose continued employment is deemed contrary to the public interest or inconsistent with the best interest of national security. Replacement shall immediately be coordinated with IRS POC.

3.13. 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.

3.14. Develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. This plan shall be provided to Government within one (1) business day upon request.

3.15. Complete IRS and/or Department ofTreasury training/briefing (e.g.

Facilities Management and Security Services Physical Security Mandatory Briefing and/or other training deemed applicable) annually and/or on other frequency basis as necessary. More information on this requirement shall be provided by the IRS POC.

4. IRS RESPONSIBILITIES

IRS shall:

4.1. Provide accurate and complete address(es) and contact

information to perform Service and notify Contractor accordingly of any changes.

4.2. Provide access to the Location.

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 any location that will not allow Courier to use the usual pick-up vehicle.

4.4. Have Form 3877 or similar document completed and ready for

Courier prior to Courier’s scheduled pick up time.

4.5. Shall evaluate the contractor’s performance under this contract in accordance with Section 6, Performance Requirements Summary, which primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards.

5. DELIVERABLES

Items listed in Exhibit 2 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 REQUIREMENTS SUMMARY

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 3.

EXHIBIT 1

EXHIBIT 2

DELIVERABLES

DELIVERABLE SECTION

DELIVERY DUE

DATE

DELIVER

TO

METHOD

Insurance Certificate

3.4 Within ten (10)

Days upon receipt of Award/Purchase Order

IRS POC

and CO

Electronically or facsimile

Signed authorized courier list

3.7 Within five (5)

days of receiving Award

IRS POC

and CO

Electronically or facsimile

Contacts

3.8 Within five (5)

days of receiving award

IRS POC Electronically or facsimile

EXHIBIT 3

PERFORMANCE REQUIREMENT SUMMARY TABLE (PRST)

REQUIRED

SERVICE

(Performance Requirements)

STANDARD

(Performance Standards)

MAXIMUM

ALLOWABLE

DEGREE OF

DEVIATION

REQUIREMENT

(AQL)

METHOD OF

SURVEILLANCE

(Quality Assurance)

PERCENTAGE

REDUCTION IF

EXCEED

AQL

Pick up mail and boxes at Baltimore Call site

Daily between 1:00 PM and

1:30 PM.

Late: No more than 2 times later than 1:30 PM per month

No Show: 0 - No deviation allowable

1. Daily review of log record and/or

2. Customer feedback of log record and/or

10% deduction of monthly rate for each late occurrence after 2 for that month

100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

Deliver mail and boxes to 31 Hopkins Plaza

Same Day No Show: 0 - No and/or

100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

Pick up mail at 31 Hopkins Plaza

Daily between 1:00 PM and

1:45 PM.

Late: No more than 2 times later than 1:45 PM per

No Show: 0 - No

1. Daily review of log record and/or

10% deduction of monthly rate for each late occurrence after 2 for that month and/or rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

Sign the log record and IRS Courier Service Pick-up Documentation Log form.

Same day upon pick up of mail

No signature: No more than 3 per

Daily review of IRS log and Courier Service Pick-up Documentation Log for each occurrence after 3 for that month

Deliver mail to the USPS

Same day delivery of mail to USPS

0 - No deviation allowable

Review of returned stamped IRS Courier Service Pick-up Documentation Log form rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

Acquire official stamp (Red Eye) by post office on Form 3877

Same day stamping

0 - No deviation returned stamped Form

50% of rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

Return stamped Form 3877 to IRS

Same day Delivery to IRS Mailroom

No more than 3 times later than 2:30 PM per month log record for each late occurrence after 3 for that