Attachment_5_SOP_FP_and_Satellite_Mailrooms_Revised.pdf

Section J, Attachment 5

FIXED PRICE STANDARD OPERATING PROCEDURES

STANDARD OPERATION PROCEDURES - OFF SITE MAIL FACILITY

General Procedures:

The Contractor shall operate the DOJ Off -Site Mail Facility on 3601 Pennsy Drive, Landover, MD (LOC). The LOC Facility receives, sorts, and screens the incoming USPS First-Class, Periodicals, Standard and accountable mail addressed to the Department throughout the Washington Metropolitan area (approximately 5,000 pieces/day). Accountable mail will require Contractor provided equipment to log and track every piece through delivery to the addressee.

The Contractor shall accept, log and deliver overnight deliveries from outside carriers (e.g., FedEx) for incoming packages (approximately 100 per day) addressed to the RFK Main Justice Building (MAIN). The Contractor shall deliver all incoming mail and deliveries no later than 4:00 p.m. on day of receipt. The hours of operation at this location are Monday through Friday, 4:00 a.m. to 5:30 p.m. The Contractor is not authorized to have any incoming USPS mail or accepted outside carrier packages in the building at close of business each day without prior authorization from COTR.

Incoming USPS Mail:

The Contractor shall use (1) Government-provided vehicle to pick up mail from USPS Distribution Facility at 3300 V Street, NE, beginning at 4:00 a.m., on Monday through Friday.

The Contractor shall make a minimum of two daily pick up stops at USPS Facility by 7:00 a.m., daily in order to obtain maximum amount of daily mail before distribution to the Department.

Contractors shall provide equipment and process for sorting and distribution of mail to ensure standard of same day delivery. The Contractor must meet required Bulk Run and Mail Referral Unit (MRU) schedule, see Section J, Attachment 4. The Contractor must provide method to provide daily incoming mail volume to COTR.

Incoming Outside Carrier Deliveries:

The Contractor shall accept deliveries to LOC throughout day. The Contractor must provide method to efficiently log and track packages to ensure that proper chain of custody is maintained throughout process and signature receipt is obtained upon delivery. The Contractor must create process in order to provide weekly delivery reports to COTR.

Screening of Incoming Mail and Packages:

The Contractor must provide certified personnel trained in screening and x-ray of mail. The Department will provide canine screening to be coordinated with Contractor prior to delivery.

The Contractor must provide written screening procedures which must be approved by the Department=s Security and Emergency Planning Staff prior to award.

Miscellaneous:

The Contractor must provide process for handling misaddressed mail.

STANDARD OPERATING PROCEDURES - MAIN MAIL ROOM

The Contractor shall operate the satellite mail room located in Room B-206 of the RFK Main Justice Building, 950 Pennsylvania Avenue NW, Washington DC (MAIN). The MAIN Mail Room receives, processes and delivers interoffice mail, incoming/outgoing USPS mail addressed within MAIN. The operating hours for this facility are from 5:00 a.m. to 11:00 p.m. which includes early morning newspaper distribution as well as the pickup, processing, and dispatch of outgoing USPS and FedEx generated after normal working hours.

Annual Workload:

The estimated annual workload of the MAIN satellite Mail Room is:

Incoming USPS mail 2,600,000 Outgoing USPS mail 1,000,000 Incoming telegrams referred 15,411

Staffing Requirement:

The Current Contractor provides the below staffing to perform the work required in the MAIN Mail Room as specified in this contract. The following numbers reflect the current work force and are for estimating purposes only:

Position Current No. Hours Contract Director 1 2,008 Senior Deputy Contract Director 1 2,008 Mail Clerk 3 6,024 Support Services Supervisor II 1 2,008

Incoming USPS Mail:

Incoming mail is delivered via Bulk Schedule (see Section J, Attachment 4) delivers incoming USPS mail addressed to MAIN offices at ZIP Code 20530 at 10:00 a.m., 12:00 noon, 2:00 p.m., and 4:00 p.m. Contractor must provide method of tracking daily incoming and outgoing USPS mail volume in addition to verification of mail run stops performed within MAIN via barcode or other proposed method. The Contractor must provide mail stop verification report as specified in Section C, Deliverables. Current mail process is as follows:

First-Class Mail, Periodicals Mail, Standard Mail (A), and Standard Mail (B):

All First-Class Mail, Periodicals Mail, and Standard Mail (B) shall be processed first; then Standard Mail (A).

First-Class Mail, Periodicals Mail, and Standard Mail (B) shall be processed as follows:

(a) Sort according to Section J, Attachment 4.

(b) If the address does not have sufficient information to permit sorting per Section J, Attachment 4, but has a person's name, provide locator/directory service using the appropriate research guides. If an adequate address is found, write it on the article and sort according to Section J, Attachment 4.

(c) If the address is to DOJ in general, to the Attorney General by name or title, and has no "Attention" line, and is not marked "Personal," "Eyes Only," or the like, sort to the Mail Referral Unit (MRU). The MRU mail shall be sorted into five tubs marked as follows: (1) DOJ;

(2) Attorney General by name; (3) Attorney General by title only.

(d) Refer undeliverable mail to the COTR for disposition instructions.

Standard Mail (A) shall be processed as follows:

(a) If the address is adequate, sort according to Section J, Attachment 4.

(b) If the address is insufficient to sort according to Section J, Attachment 4, process it according to (b) and (c) above.

(c) Return undeliverable USPS pieces marked "Return Postage Guaranteed" or which appear to have some value. The COTR in consultation with the Contractor shall determine disposition of all remaining Standard Mail (A).

Accountable Mail:

All Express Mail, registered, certified, and numbered insured mail received in the MAIN Mail Room is first processed through the Contractor provided tracking system.

(a) Contractor provided tracking system must be able to track accountable mail piece through delivery confirmation. If a mail piece address lacks enough organizational information for it to be correctly delivered, process it in accordance, Contractor must research name and location.

(b) If the addressee or the addressee's representative is not present at the delivery location to sign for accountable mail, return this mail to the Mail Room and deliver it on the next scheduled mail delivery. If the addressee is out for the entire day or longer, have another individual in the addressee's office or organization sign for the mail piece. In the event no one will accept responsibility, contact Contract Director or equivalent Supervisor for further instructions.

(c) The Contractor provided tracking method must provide weekly activity report to the COTR.

Treasury Checks:

Upon receiving Treasury checks from the LOC Off Site Mail Facility that have been separated by organization and recorded on Form JMD-366, Non-Security Classified Mail Log (copy to be provided upon award), give these items to the Support Services Supervisor. The Supervisor shall be responsible for ensuring that checks are processed according to the following procedures:

(a) For Treasury checks for the Office of the Attorney General, the Contractor shall make telephone notification and request pickup by an authorized clerk. Upon arrival of the clerk, the Contractor shall verify the clerk's identity, x-ray the articles in the presence of the clerk, annotate the articles "Inspected JMD," release the articles to the clerk, and obtain a signed receipt on the duplicate copy of JMD-366.

(b) For Treasury checks for addressees other than the Office of the Attorney General, the Contractor shall place the checks, with Form JMD-366, in the accountable mail station sort bins in Room B-206 for pickup and delivery to the appropriate organizations.

(c) The Contractor shall respond to authorized inquiries regarding receipt and disposition of checks.

U.S. Government Messenger Envelope Mail:

U.S. Government Messenger Envelope shall be treated as regular mail.

Newspaper Delivery Service:

Contractor personnel shall pick up newspapers between 5:00 a.m. and 5:15 a.m. from the delivery area located near the guard station at the driveway on 10th Street between Pennsylvania and Constitution Avenues, NW. The newspapers shall be sorted according to Section J, Attachment 9. Below is the current process:

(a) If the newspapers are not available at the scheduled pickup time, check the delivery area at ten-minute intervals until they are available for pickup.

(b) Take the newspapers to the MAIN Mail Room and sort according to listing to be provide upon award, so that the required pickup/delivery schedule times can be met.

(c) The Contractor shall maintain distribution up to date based upon information provided by the Library Staff.

Miscellaneous:

The Contractor shall pick up all available letter mail, Congressional Monitors, Wall Street Journals, other newspapers, etc. from the delivery area located near the guard station at the driveway on 10th Street between Pennsylvania and Constitution Avenues NW, and take them to the MAIN Mail Room for sorting and distribution according to the mailing address on each article, in accordance with Section J, Attachments 8 and 9.

Congressional Records:

Upon delivery of Congressional Records from the Messenger Center, the Contractor shall receipt for them on the messenger log. The Contractor shall produce and affix required address labels and sort according to Section J, Attachment 8. The Contractor shall maintain the address file up to date.

FBI-Courier-Delivered USPS and Interoffice Mail:

Upon receipt of USPS and interoffice mail from FBI couriers, normally twice daily, the Contractor shall process to DOJ operating components as follows:

USPS and Interoffice Mail, Accountable:

USPS and interoffice mail shall be processed and sorted addressee/component according to Section J, Attachment 4.

FBI Memorandums and Reports:

FBI memorandums and reports shall be processed as follows:

(a) Separate the memorandums and reports by organization as indicated on the attached routing slip, or according to the "TO" line on the memorandum.

(b) If a memorandum(s)/report(s) is addressed to the Criminal Division (CRM), Civil

Division (CIV), Environment and Natural Resources Division (ENRD), Antitrust Division (ATR), Tax Division (TAX), or Civil Rights Division (CRT), put in a U.S. Government Messenger Envelope, address the envelope to the appropriate Classification Unit, and sort according to Section J, Attachment 4.

(c) If a memorandum(s)/report(s) is addressed to any other organizational component, put it in a U.S. Government Messenger Envelope, address the envelope as indicated by the address on the material, and sort according to Section J, Attachment 4.

(d) If the address on any material received indicates it is intended for the FBI (received by the MAIN satellite Mail Room in error), put it in a U.S. Government Messenger Envelope for return to the FBI.

(e) If any memorandum(s)/report(s) has been stamped with a national security classification (TOP SECRET, SECRET, CONFIDENTIAL) at the top and bottom, hand carry it to the COTR immediately.

Dispatch/Delivery:

Mail that has been sorted for interbuilding dispatch and delivery shall be put in mailbags or bundled and labeled to identify the correct delivery points.

Scheduled Mail Runs:

Make internal mail deliveries/pickups at mail stops in MAIN as scheduled in Section J, Attachment 4. Use a Contractor provided scanning device to scan a barcode at each mail stop.

Put each picked-up mail piece addressed to a mail stop farther along the same route into the appropriate slot on the messenger cart (forward sorting) for delivery on the mail run. Return mail that could not be forwarded to the MAIN Mail Room, sort into the appropriate mail bin, and deliver it on the next scheduled internal delivery.

*(a) 5:00 p.m. Pickup Only. In addition to the scheduled mail deliveries/pickups at mail stops in MAIN listed in Section J, Attachment 4, at approximately 5:00 p.m.

each day, pick up (only) outgoing mail from a designated 5:00 p.m. mail pickup outbox in the following rooms in MAIN: 1264 and 2261.

(b) Post Office Box mail delivery according to Section J, Attachment 4.

Unique Sorting and Delivery Requirements:

In addition to sorting and delivering mail according to above procedures, the following unique requirements pertain to sorting and delivering mail in MAIN.

(a) Mail addressed to Civil Division personnel on the third floor, MAIN, that has more than one name in the address line shall be sorted and delivered to the last addressee listed.

(b) Mail addressed to the Civil Division Appellate Section that does not contain a name shall be delivered to Room 7124, MAIN.

(c) Mail addressed to the Library on the fifth floor, MAIN, shall be delivered on the same schedule as to the other floors.

(d) Mail addressed to the Office of the Solicitor General, Enviromental Natural

Resources Division, National Security Division, Office of Justice Programs, and Office of Attorney General shall be held in the mail bins designated for these components in the MAIN satellite Mail Room for pickup by the respective staff messenger.

U.S. Attorney Bulk Mail:

Contractor personnel shall prepare bulk mailings to U.S. Attorney field offices. This material is received in the MAIN satellite Mail Room once a week, marked for field offices. After processing, place the bulk packages in mailbags or hampers for dispatch through USPS.

Packages not addressed adequately shall be returned through the Support Services Supervisor for correction(s).

Attorney General Summonses:

The Contractor shall provide one Mail Clerk to perform certain mail referral services in the MAIN satellite Mail Room. Located at the MAIN satellite mail room, this employee processes summonses, and complaints served on the Attorney General. The working hours for this employee are from 9:00 a.m. to 5:30 p.m. A trained backup must be on-site by 10:00 a.m.

STANDARD OPERATION PROCEDURES - KEENEY BUILDING

The current Contractor provides one full-time employee for assignment to DOJ components located in the Keeney Building at 1301 New York Avenue, NW, to perform a variety of mail and messenger services. Located in Room 103, the services to be provided include sorting of mail delivered to Keeney Building from MAIN and scheduled and unscheduled pick-ups/deliveries of time-sensitive and other parcels within Keeney Building. The Contractor must provide method for providing COTR with daily incoming mail count for offices in the Keeney Building. The hours of operation are from 9 a.m. to 5:30 p.m. Monday through Friday except Federal holidays.

This contractor must have a SECRET clearance.

Preparation for Runs:

At the beginning of each workday, the employee shall report to Room 103.

Barcode Scanning:

The Contractor must provide method of verifying delivery to all scheduled mail stops. This method may include adding bar coding to mail stop locations. Weekly delivery report must be provided to COTR.

Incoming Mail:

Interbuilding bulk mail service delivers incoming USPS and interoffice mail to Room 103, at approximately 9:30 a.m., 11:50 a.m., 1:50 p.m., and 3:05 p.m. Process the mail as follows:

USPS First-Class Mail, Periodicals Mail, Standard Mail (A), and Standard Mail (B), and U. S.

Government Messenger Envelope Mail:

Sort this mail, unopened, into the appropriate stationary mail bins according to Section J, Attachment 4, under Keeney Building@. If the person’s name is not found in the directory listing, contact Contract Director on 514-1657.

Accountable Mail:

USPS Express Mail, registered, certified, numbered insured mail and deliveries by outside carriers such as FedEx, DHL, and UPS must processed and tracked through the Contractor provided method. The accountable mail pieces must be sorted and delivered on the next scheduled mail run upon receipt. The Contractor must track each piece through delivery process with verification of signature acceptance by addressee. Weekly accountable mail delivery report must be provided to COTR.

Intrabuilding Messenger Service:

The Contractor must sort and deliver intrabuilding mail in into the stationary mail bins for delivery on scheduled mail runs. The Contractor must provide method to track intrabuilding mail to recipients in the Keeney Building. The Contractor must provide weekly intrabuilding mail count to COTR.

Scheduled Mail Runs:

Make mail delivery/pick-up trips between Room 103 and the mail stops designed in Section J, Attachment 4 at approximately 9:45 a.m., 12 noon, 2:30 p.m., and 4:30 p.m.

Sorting Intrabuilding Mail Enroute:

Put each picked-up mail piece addressed to a mail stop farther along the same route into the appropriate sorting slot on the messenger cart (forward sorting) for delivery on the mail run.

Return mail that could not be forward sorted to Room 103, sort it into the next scheduled mail run.

Outgoing Mail:

The Contractor must pick up outgoing mail and FedEx on scheduled mail runs throughout day.

The Contractor assigned to the Keeney Building must coordinate outgoing mail with the RFK Main Justice Mail Room for processing according to Section J, Attachment 6, for outgoing mail processing.

Undelivered Mail at End of Day:

Mail that is addressed to divisions outside Keeney Building and is picked up after the last scheduled interbuilding bulk mail run, shall be sent to the MAIN Mail Room by close of business. The Contractor shall ensure that no mail is left in Mail Room at close of business.

Packaging Service:

As requested, provide assistance in the packaging of bulky items (parcels, boxes, shipping sacks, etc.) for dispatch by USPS or private express, i.e., Federal Express. Keep on hand the materials necessary for preparing items for dispatch, and instruct mail originators on packaging methods that conform to postal and shipping standards. Maintain a minimum of one week=s supply of wrapping paper, reinforced tape, and blank address (penalty) labels in the BOND Mail Room.

Notify the supervisor when these items need replenishing.

Miscellaneous Services:

In the event a request is made for a miscellaneous service to be performed such as copying, collating, addressing, and other similar service, first call the supervisor to determine the appropriateness of the request, and to resolve any conflicts in the work schedule the request may cause.

STANDARD OPERATING PROCEDURES – 4CON BUILDING

The Contractor shall operate the Four Constitution Square Building (4CON) Mail Room, Room TBD. The 4CON Mail Room provides a variety of mail and messenger services to the Tax Division, Library Staff, Foreign Claims Settlement Commission, Community Relations, Technology Staff, Office Technology Services, Contracts Management Services, Civil Rights, Environment Natural Resources, Systems Development Service & Engineering Staff, Information Management Security Staff, JABS-(Joint Automated Booking System), SEDS (Systems Development Service & Engineering), JOHO-Fitness Center, and Health Unit.

Hours of Operation:

The hours of operation are from 8:00 a.m. to 5:30 p.m., Monday through Friday, except Federal holidays. The Contractor shall be responsible for providing sufficient personnel to provide services specified within this statement of work. ALL mail received in the 4CON Mail Room must be delivered on the same day as receipt with no mail remaining in mail room undelivered at close of business daily without prior approval by COTR.

Requirement:

The Contractor shall provide procedures for handling undeliverable mail due to circumstances beyond control of Mail Room Staff. The mail run schedules are already determined, however the Contractor is encouraged to evaluate this location to provide efficiency and tracking methods in order to improve customer service, productivity and accountability.

Below is a description of the requirements at the 4CON Mail Room and Messenger Service Center along with current procedures.

USPS Incoming Mail:

Interbuilding bulk mail service delivers USPS Express Mail, registered, certified insured, First-class Mail, Periodicals, Standard Mail (A) and Standard Mail (B) to the 4CON Mail Room at 9:35 a.m., 11:10 a.m., 1:40 p.m., and 3:00 p.m. The Contractor is responsible for providing proper procedures for processing of mis-addressed mail

At the time of delivery by interbuilding bulk mail service, scheduled special messenger service, USPS Express Mail, registered, certified, and numbered insured mail shall be processed for delivery to each addressee in his/her office. In addition, Contractor shall accept all incoming FedEx deliveries for the following customers within the Building with an estimated daily volume of 80 pieces/day: Civil, Civil Rights, Criminal, Tax and Justice Management Division. The Contractor shall provide tracking method in order to provide proof of delivery and chain of custody throughout the accountable mail process.

Interbuilding Messenger Service Center:

Contractor shall provide outgoing and incoming interbuilding delivery services as requested throughout PHB. Contractor shall provide tracking method of incoming and outgoing packages to verify acceptance, delivery, etc. Current total daily volume for Messenger Service Center is an estimated 60 pieces/day.

Scheduled Mail Runs:

Contractor shall mail delivery and pick-up trips between the PHB Mail Room and the mail stop designated according to schedule bulk mail delivery provided in Section J, Attachment 4. The Contractor shall provide method in order to verify delivery time standards are met.

Outgoing Mail:

The Contractor must provide method of tracking outgoing mail pieces to include volume, type of mail separate by each office within the building. This information must be able provided to the COTR on as requested basis.

Interbuilding Office Mail:

Interoffice mail will be picked up and sorted into bin for scheduled runs through each day (see Section J, Attachment 4).

Mail Locator System Maintenance and Update:

The Contractor will be responsible for updating mail run schedule based on relocation of offices throughout the Building. Final changes to mail schedule must be approved by COTR.

Mail Room Security:

The Contractor is responsible for ensuring that Mail Room is attended during regular hours of operation. The Contractor shall ensure at close of business each day that Mail Room is locked and secure. Security breaches in areas of Contractor responsibility shall be immediately reported to COR.

Packaging Services:

Contractor will be responsible, as requested to provide assistance with (parcels, boxes, shipping sacks, etc.) for dispatch by USPS or private express carrier, i.e., Federal Express. The Contractor is responsible to ensure that the necessary items for preparing items for dispatch.

Maintain a minimum of one week's supply of wrapping paper, reinforced tape, and blank address (penalty) labels. The Contractor shall notify the COTR’s Office in order to replenish supplies.

Miscellaneous Services:

The Contractor shall provide miscellaneous services upon request to include copying, collating, addressing, and other similar service. The Contractor is responsible to coordinate these duties so as not to disrupt daily 4CON Mail Room operations. The Contractor shall immediately notify COTR if requests cannot be met.

STANDARD OPERATION PROCEDURES- 3CON BUILDING

The Contractor shall operate the satellite Mail Room in Room of the Building, 175 N Street, NE (3CON). The facility (hereinafter referred to as the “3CON Mail Room”) provides a variety of mail and messenger services to the Civil Division, JOHO-Fitness Center, the National Security Division, and the Executive Office for United States Attorneys. The hours of operation for the BICN Mail Room are from 8:00 a.m. to 5:30 p.m. Monday through Friday except Federal holidays. The Contractor must provide tracking method for accountable mail process and verification of delivery schedules made at each mail stop. Weekly accountable mail and verification of mail stop reports are due to the COTR.

Incoming USPS Mail:

Interbuilding bulk mail service delivers USPS Express Mail, registered, certified, insured, First- Class Mail, Periodicals Mail, Standard Mail (A), and Standard (B) to the 3CON Mail Room at approximately 9:20 a.m., 11:00 a.m., 1:25 p.m., and 2:35 p.m. The below is a description of the current mail process. The Contractor must provide a tracking method for incoming accountable mail as well as verification of delivery schedules within the 3CON. This may require the Contractor to install a bar code system within the building at each mail stop. Weekly accountable mail and delivery verification is due to the COTR.

First-Class Mail, Periodicals Mail, Standard Mail (A), and Standard Mail (B):

All First-Class Mail, Periodicals Mail, and Standard Mail (B) shall be processed first; then Standard Mail (A).

If a mail piece addressed to a person lacks enough organizational information for it to be correctly sorted, look up the person’s name in the 3CON Mail Room Mail Listings to see if the information is available. If so, write the room number and organization code on the address side of the envelope and sort accordingly. If the addressee’s name is not in the Mail Locator System, return the mail piece to the MAIN Mail Room for the information to be looked up.

Sort the mail by floors. After this first sort is completed, do a second sort, sorting the mail bins by room numbers.

Accountable Mail:

At the time of delivery by interbuilding bulk mail service and by scheduled service, USPS Express Mail, UPS, registered, certified, and numbered insured mail shall be processed for delivery to each addressee in his/her office as follows. Arrange the accountable mail pieces, along with their accompanying Firm Delivery Receipts, in order of delivery, i.e., put the piece to be delivered first on top, followed by the piece to be delivered next.

Incoming Private Express Carrier Mail:

Under the regular mail processing operation, the 3CON Mail Room will sign for, accept or deliver parcels for dispatch by private carriers such as DHL, United Parcel Service (UPS) or Federal Express.

U.S.Government Messenger Envelope Mail:

U.S. Government Messenger Envelopes shall be treated as First-Class Mail. Government Messenger Envelope mail shall not be controlled.

Intrabuilding Messenger Service, Preparing Mail for Delivery:

Count the mail sorted into the stationary mail bins using Contractor provided method. The Contractor must provide weekly delivery report to COTR.

Scheduled Mail Runs:

Make mail delivery and pick-up trips between the 3CON Mail Room and the mail stops designated in Section J, Attachment 4, 3 Constitution Square Building. After the mail run is completed, take an available cart or dolly and pick-up/deliver mail, which, due to its physical characteristics (boxes and other bulky pieces), cannot fit in the bottom of the messenger cart.

Sorting Intrabuilding Mail Enroute:

Put each picked-up mail piece addressed to a mail stop farther along the same route into the appropriate slot on the messenger cart (forward sorting) for delivery on the mail run. Mail that could not be forward sorted shall be returned to the Mail Room for delivery on the next scheduled mail run.

Delivery USPS Accountable Mail, Private Express Carrier Mail, and Telegrams:

When delivering USPS Express Mail, registered, certified, and numbered insured mail, private express carrier mail, and telegrams, request the addressee or the addressee’s representative to write his/her name, date, and time on the appropriate entry line of the mail received from the MAIN Mail Room.

If the addressee or the addressee’s representative is not present at the delivery location to acknowledge receipt of this mail, return it to the 3CON Mail Room and deliver it on the next scheduled mail run. Return signed receipts to the MAIN Mail Room where they are retained as delivery records.

Outgoing Mail:

Remove from the messenger cart, interoffice mail that could not be forward sorted on the previous mail run. Sort this material into the appropriate stationary mail bins in the 3CON Mail Room for delivery on the next scheduled mail run. Sort mail for other DOJ buildings into the appropriate mail bag(s) in the mail service pickup. Take the messenger cart containing mail for dispatch through USPS mail to staging area for outgoing mail to be transported to MAIN Mail Room. Adhere to the procedures outlined in Section J, Attachment 6, for outgoing mail process.

Outgoing mail picked up on the last scheduled mail run at 4:00 p.m. shall not be held overnight in the 3CON Mail Room. Take this mail to the MAIN Mail Room for dispatch the same day.

Ensure that USPS Express Mail picked up during the 4 p.m. mail run is taken to the MAIN Mail Room by 5:00 p.m. If there is a large amount of this mail, call the supervisor for it to be picked up.

Mail Room Security:

Secure the Mail Room during periods when the facility is left unattended. At the end of each workday, ensure that the Mail Room is locked. The supervisor and the supervisor for the satellite Mail Rooms have the key/combination to this door lock.

Packaging Services:

As requested, provide assistance in the packaging of bulky items (parcels, boxes, shipping sacks, etc.) for dispatch by USPS or private express carrier, i.e., Federal Express. Keep on hand the materials necessary for preparing items for dispatch, and instruct mail originators on packaging methods that conform to postal and shipping standards. Maintain a minimum of one week’s supply of wrapping paper, reinforced tape, and blank address (penalty) labels in the BICN Mail Room. Notify the supervisor when these items need replenishing.

Miscellaneous Services:

In the event a request is made for a miscellaneous service to be performed such as copying, collating, addressing, and other similar service, first call the supervisor to determine the appropriateness of the request, and to resolve any conflicts in the work schedule the request may cause.

Preparation for Runs:

Since the contractor will be required to garage vehicles off-site, the assigned employee shall obtain and bring a vehicle to the loading dock area in Courtyard E of MAIN each morning in advance of the start of the first scheduled trip. A hand truck for handling boxes shall also be made available by the contractor. The assigned employee shall report to the MAIN satellite Mail Room, Room B-206.

Scheduled Pickup and Delivery:

There are four scheduled pickup and delivery trips prescribed daily. They shall commence at 10:00 a.m., 12:00 noon, 2:00 p.m., and 4:00 p.m.

Security of Mail:

Mail will not be left unattended in an unlocked vehicle unless the vehicle is in a secure loading area within a DOJ building.

Possession of Government Property:

All Government property will be turned in to the supervisor at the end of each day unless there is a specific authorization otherwise.

Other Duties:

During down times between deliveries the assigned employee is to be available in the MAIN satellite Mail Room to perform other task assignments

STANDARD OPERATING PROCEDURES - TWO CON BUILDING

The Contractor shall operate the TWO CON Building (2CON) Mail Room, Room P109. The 2CON Mail Room provides a variety of mail and messenger services to the JMD, OVAW, COPS, ATF, and CRM divisions.

Hours of Operation:

The hours of operation are from 8:00 a.m. to 5:30 p.m., Monday through Friday, except Federal holidays. The Contractor shall be responsible for providing sufficient personnel to provide services specified within this statement of work. ALL mail received in the 2CON Mail Room must be delivered on the same day as receipt with no mail remaining in mail room undelivered at close of business daily without prior approval by COTR. Requirement: The Contractor shall provide procedures for handling undeliverable mail due to circumstances beyond control of Mail Room Staff. The mail run schedules are already determined, however the Contractor is encouraged to evaluate this location to provide efficiency and tracking methods in order to improve customer service, productivity and accountability. Below is a description of the requirements at the 2CON Mail Room along with current procedures.

USPS Incoming Mail:

Interbuilding bulk mail service delivers USPS Express Mail, registered, certified insured, First-class Mail, Periodicals, Standard Mail (A) and Standard Mail (B) to the 2CON Mail Room at 9:15 a.m., 11:50 a.m., 2:45 p.m., and 4:00 p.m. The Contractor is responsible for providing proper procedures for processing of mis-addressed mail.

Accountable Mail:

At the time of delivery by interbuilding bulk mail service, scheduled special messenger service, USPS Express Mail, registered, certified, and numbered insured mail shall be processed for delivery to each addressee in his/her office. In addition, Contractor shall accept all incoming FedEx deliveries for the following customers within the Building with an estimated daily volume of 80 pieces/day: JMD, OVAW, COPS, ATF, and CRM Divisions. The Contractor shall provide tracking method in order to provide proof of delivery and chain of custody throughout the accountable mail process.

Scheduled Mail Runs:

Contractor shall mail delivery and pick-up trips between the 2CON Mail Room and the mail stop designated according to schedule bulk mail delivery provided in Section J, Attachment 4. The Contractor shall provide method in order to verify delivery time standards are met.

Outgoing Mail:

The Contractor must pick up outgoing mail and FedEx on scheduled mail runs throughout day.

The Contractor assigned to the 2CON Building must coordinate outgoing mail with the RFK Main Justice Mail Room for processing according to Section J, Attachment 6, for outgoing mail processing.

Interbuilding Office Mail:

Interoffice mail will be picked up and sorted into bin for scheduled runs through each day (see Section J, Attachment 4).

Mail Room Security:

The Contractor is responsible for ensuring that Mail Room is attended during regular hours of operation. The Contractor shall ensure at close of business each day that Mail Room is locked and secure. Security breaches in areas of Contractor responsibility shall be immediately reported to COTR.

Packaging Services:

Contractor will be responsible, as requested to provide assistance with (parcels, boxes, shipping sacks, etc.) for dispatch by USPS or private express carrier, i.e., Federal Express. The Contractor is responsible to ensure that the necessary items for preparing items for dispatch.

Maintain a minimum of one week's supply of wrapping paper, reinforced tape, and blank address (penalty) labels. The Contractor shall notify the COTR’s Office in order to replenish supplies.

Miscellaneous Services. The Contractor shall provide miscellaneous services upon request to include copying, collating, addressing, and other similar service. The Contractor is responsible to coordinate these duties so as not to disrupt daily 2CON Mail Room operations. The Contractor shall immediately notify COTR if requests cannot be met.

STANDARD OPERATING PROCEDURES - LIBERTY SQUARE BUILDING

The Contractor shall operate the Liberty Square Building (LSB) Mail Room, Room 1503. The LSB Mail Room provides a variety of mail and messenger services to the Antitrust Division and Civil Division.

Hours of Operation:

The hours of operation are from 9:00 a.m. to 5:30 p.m., Monday through Friday, except Federal holidays. The Contractor shall be responsible for providing sufficient personnel to provide services specified within this statement of work. ALL mail received in the LSB Mail Room must be delivered on the same day as receipt with no mail remaining in mailroom undelivered at close of business daily without prior approval by COTR. Requirement: The Contractor shall provide procedures for handling undeliverable mail due to circumstances beyond control of Mail Room Staff. The mail run schedules are already determined, however the Contractor is encouraged to evaluate this location to provide efficiency and tracking methods in order to improve customer service, productivity and accountability. Below is a description of the requirements at the LSB Mail Room and Messenger Service Center along with current procedures.

USPS Incoming Mail:

Interbuilding bulk mail service delivers USPS Express Mail, registered, certified insured, First-class Mail, Periodicals, Standard Mail (A) and Standard Mail (B) to the LSB Mail Room at 9:00 a.m., 11:00 a.m., 1:00 p.m., and 3:00 p.m. The Contractor is responsible for providing proper procedures for processing of mis-addressed mail.

At the time of delivery by interbuilding bulk mail service, scheduled special messenger service, USPS Express Mail, registered, certified, and numbered insured mail shall be processed for delivery to each addressee in his/her office. In addition, Contractor shall accept all incoming FedEx deliveries for the following customers within the Building with an estimated daily volume of 80 pieces/day: Civil Division, Antitrust Division. The Contractor shall provide tracking method in order to provide proof of delivery and chain of custody throughout the accountable mail process.

Interbuilding Messenger Service Center. Contractor shall provide outgoing and incoming interbuilding delivery services as requested throughout LSB. Contractor shall provide tracking method of incoming and outgoing packages to verify acceptance, delivery, etc. Current total daily volume for Messenger Service Center is an estimated 60 pieces/day.

Scheduled Mail Runs:

Contractor shall mail delivery and pick-up trips between the LSB Mail Room and the mail stop designated according to schedule bulk mail delivery provided in Section J, Attachment 4. The Contractor shall provide method in order to verify delivery time standards are met.

Outgoing Mail:

The Contractor must provide method of tracking outgoing mail pieces to include volume, type of mail separate by each office within the building. This information must be able provided to the COTR on as requested basis.

Interbuilding Office Mail:

Interoffice mail will be picked up and sorted into bin for scheduled runs through each day (see

Section J, Attachment 4).

Mail Room Security:

The Contractor is responsible for ensuring that Mail Room is attended during regular hours of operation. The Contractor shall ensure at close of business each day that Mail Room is locked and secure. Security breaches in areas of Contractor responsibility shall be immediately reported to COTR.

Packaging Services:

Contractor will be responsible, as requested to. provide assistance with (parcels, boxes, shipping sacks, etc.) for dispatch by USPS or private express carrier, i.e., Federal Express. The Contractor is responsible to ensure that the necessary items for preparing items for dispatch.

Maintain a minimum of one week's supply of wrapping paper, reinforced tape, and blank address (penalty) labels. The Contractor shall notify the COTR=s Office in order to replenish supplies.

Miscellaneous Services:

The Contractor shall provide miscellaneous services upon request to include copying, collating, addressing, and other similar service. The Contractor is responsible to coordinate these duties so as not to disrupt daily LSB Mail Room operations. The Contractor shall immediately notify COTR if requests cannot be met.