Attachment 2_Additional Operating Procedures
PDF 318 KB Posted
- Attached to
- Mail Management, Warehousing and Related (MMW&R) Support Services Federal contract opportunity
- Solicitation number
- DJJO-19-RFP-1081
About this file
This document provides details on mail management and processing procedures for the Department of Justice as well as information on an upcoming solicitation for Mail Management, Warehousing and Related Support Services.
The Department of Justice utilizes a multi-step mail processing procedure including x-ray screening, visual inspection, bio testing, and quarantine protocols. Mail is sorted and delivered on scheduled runs to various DOJ components, with accountable mail scanned into a tracking system. The upcoming solicitation will be for mail operations, distribution, copying, warehousing including moving and storage services to DOJ and other federal agencies nationwide. A single contractor will be awarded a contract with a term of up to 60 months and additional optional extension years. Offerors must possess a Top Secret facility clearance and many contractor personnel will require Top Secret or Secret clearances. The solicitation number is DJJO-19-RFP-1081 and will be issued on or before August 5, 2019 via FedBizOpps.
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Text version
Receiving Inspection Procedures
• JMD Daily Pickup USPS: 5:30 am
FEDEX 9:00AM
UPS 10:00AM
• Received directly into the Negative Pressure Mailroom
X‐Ray Room
• X‐Ray Screening
• Visual
Inspection
Bio Room
• Bio Testing
• Visual Inspection
• All mail held 15 minutes pending testing results
Quarantine Room
• Primary sort for AG mail
• Mail addressed to the AG by name and title, DAG, ASG, OSG or generically to DOJ is opened and inspected
• Accountable Mail Scanned *
Mailroom Processing Procedures
DAG, ASG, OSG
Same Day Delivery
• Sent on first available mail run to MAIN
• Final inspection by MAIN mailroom manager
COMPONENT
• Same Day Delivery
• Unopened by JMD
• Secondary Sort completed
• Dispatched for multiple building deliveries
• Distribute to direct mail stops or satellite mailrooms
• Schedule:
10:00am, 12:00pm, 2:00pm, 4:00pm
MRU Processing Procedures
AG Personal Mail and Invites for Exec Sec
• Same Day Delivery
• Sent to Exec Sec on their first mail run
• Schedule: 9:30am, 12:30pm, 2:30pm
Provided to readers for review and referral
Exec Sec Mail:
• Congressional
• Letterhead
• Boy Scouts
• Delivery:
1 to 3 days
Component Mail
CITIZEN MAIL
• Entered into IQ‐ ECMS with document scan
• Hard copy sent to components
• Delivery within 5 to 7 days
CASE MAIL
• Entered into IQ‐ECMS, but not scanned
• Hard copy sent to components
• Delivery within 5 to 7 days
MAIL TYPE:
• DAG and ASG Delivered at: 10:00 am, 12:00 pm, 2:00 pm, 4:00 pm
• OSG: Picked up by OSG staff in MAIN mailroom:
9:00am, 1:00pm, 3:00pm
Mail Screening ProcessUSPS IRRADIATON PROCESS
• Sent to New Jersey and Ohio
• Not within JMD control
Total Screening Time: 1 Hour
AG By Name and Title OR DOJ only (Generic, No Specific Addressee)
USPS
INTEROFFICE MAIL
• 24 Hour Delivery
• Picked up by drivers and delivered to 30 mailroom locations.
• Distribute to direct mail stops or satellite mailrooms
• Schedule: 10:00 am, 12:00 pm, 2:00 pm, 4:00 pm
MAIL TYPE:
FOIA
Read and Processed by FOIA Clerk
• Sent to components via e‐mail.
• Returned to requestor if not DOJ or more information needed.
• Processed within 48 Hrs.
Interoffice
**All accountable mail shall be scanned into a contractor provided barcode based mail and package tracking system (C.4.1.6).
* All incoming mail is x-rayed using contractor provided equipment (C.16)
File details come from the government source that posted it. Updated .