DJJO-19-RFP-1081_SOW.doc

DJJO-19-RFP-1081

Mail and General Support Services (GSS)

Department of Justice (DOJ)

Mail and General Support Services (GSS)

September 2019

TABLE OF CONTENTS

SECTION C –

SECTION F –

PART I ‑ THE SCHEDULE

SECTION B ‑ SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 General Information A. The Contractor shall provide, in accordance with the requirements specified herein, all labor, equipment, tools and material necessary to perform the requirements of the Mail and General Support Services (GSS) contract for the U.S. Department of Justice (DOJ).

B. The contract will include a Base Period and four (4) one year Option Periods as described below. Additionally, the Contractor may earn up to two additional one year Award Term option periods based on overall performance as measured by the Award Term Evaluation Plan. The Pricing Table is included herewith as Attachment 3 under Section J of this RFP.

Base Period Contract Award through September 30, 2020 Option Year 1

October 01, 2020 through September 30, 2021 Option Year 2

October 01, 2021 through September 30, 2022 Option Year 3

October 01, 2022 through September 30, 2023 Option Year 4

October 01, 2023 through September 30, 2024 First Award Term

October 01, 2024 through September 30, 2025 Second Award Term

October 01, 2025 through September 30, 2026 The performance start date for the Base period may be adjusted to reflect the actual contract effective date. ( SEQ CHAPTER \h \r 1See Section F.4 for the Period of Performance Information).

C. Contract Line Item Number (CLIN) 0001 represents repetitive, recurring support services that are priced on a firm-fixed price basis. This CLIN constitutes the core of performance. The prices shown for this CLIN shall include all labor, equipment, tools, any applicable material and any applicable transition costs necessary to perform the work. The Contractor will be paid the fixed monthly rate to perform these routine, daily services as specified in Section C, paragraph C.4 of the Statement of Work and all Attachments thereof. The Government will assess Contractor deductions for non-performance as stated in Section F.8. The Government reserves the right to negotiate an equitable adjustment (lower or higher) for CLIN X001 monthly charges if a significant difference between the estimated and actual workloads occur during the life of the contract.

D. CLIN 0002 represents all categories of labor necessary to perform various mail, warehouse, moving, copying, and other administrative support services as defined in the Statement of Work, Section C. This work will be performed via the issuance of task orders on an Indefinite Delivery, Indefinite Quantity (IDIQ) basis as discussed in Section H.2. Task orders may be issued on a firm-fixed price or labor hour basis, or any combination thereof, utilizing the labor categories listed at the sub-line item number (SLIN) level. The purpose of this CLIN is to provide a vehicle for ordering support services that are relevant to the current, firm-fixed price operations, or are otherwise determined to be within the general scope of this effort, but have unknown delivery and unknown quantity requirements. For example, additional mail runs occurring on a one-time or infrequent basis for either a short or extended duration of time; copying and reproduction services; moving services; or secretarial and administrative support.

E. Additional Labor categories will be added to CLIN 0002 as mutually agreed by the Government and the Contractor. Upon identification of additional labor categories required by either party, a contract modification will be executed to ensure delivery of the services required at any time during the performance of this contract. Any labor categories added subsequent to award are subject to the Service Contract Act (SCA) and appropriate Department of Labor (DOL) Wage Determination as discussed elsewhere in this contract.

F. The Contractor may be required to perform services under CLIN 0002 and 0003 at a location outside of the Washington, DC metropolitan area (See Section B.3). Only in this particular instance may the Contractor charge allowable costs as defined in CLINs 0004 and 0005. A minimum amount of travel outside the Washington, DC metropolitan area is anticipated. All travel associated with CLINs 0002 and 0003 shall be conducted in accordance with FAR 31.205-46, executed at the direction of the Contracting Officer or designated representative, and charged to CLIN 0004 and 0005. Unauthorized travel, or travel not coordinated with the Contracting Officer or designated representative will not be reimbursed. All travel shall be in accordance with the Federal Travel Regulation (FTR).

G. Extended Service Hours (CLIN 0003). Occasionally, for those task orders issued on a labor hour basis, Contractor employees will be requested to work beyond their assigned duty hours (See Section C.13.2 for further information). Extended service hours (overtime) is work performed in excess of 40 hours per week for a single contractor employee. The extended service hours shall not be worked or billed without prior approval from the Contracting Officer(s Technical Representative (COR).

Management labor categories may be required to work extended service hours as necessary. However, only hours worked may be billed and only at straight-time rates (unit prices).

H. Minimum and Maximum Quantities/Amounts for CLINs 0002 - 0005

1. The Government is not obligated to order any support services under CLINs 0002 - 0005 of this contract. In the event the Government makes the determination that support services under CLINs 0002 – 0005 are necessary, $100,000 shall constitute the minimum guarantee during the base period of performance. For any support services ordered under CLINs 0002 - 0005 of this contract, the specific CLINs and quantities will be identified in the task order(s) issued hereunder. The exercise of renewal options (see Section F.4 A.2) does not re-establish the contract minimum. During the life of this contract, the Department of Justice may order items in any quantity up to the maximum amount specified in paragraph 2 below.

2. There are no maximum quantities/amounts for CLINs 0002 - 0005, or per contract period. The maximum aggregate amount of all task orders issued under this contract shall not exceed five (5) times the total cost evaluation amount for CLINs 0002 and 0003 as shown in the pricing table as Attachment 3 (see also L.13.1.4). This maximum ordering limitation represents the Department’s best estimate of contract support which may be required under the program as described in Section C.

B.2. Price Adjustments under the Service Contract Act A. General.

This contract is subject to the Service Contract Act (SCA) of 1965 as amended (See Section I., Clause 52.222-41). The Government will not be liable to the Contractor for any additional/increased sums/costs for which the Contractor may become liable to its employees as a result of a failure by the Contractor to properly correlate, conform or exempt its employees to the labor classifications stated in the Department of Labor (DOL) Wage Rate Determination contained in Section J. Final determinations as to the proper conformance or exemption of Contractor employees under the SCA will be the responsibility of the Contractor.

B. Exempt/Non-exempt Labor Categories.

- Exempt Employees performing in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are exempt from the SCA. These CLINS will NOT be subject to the price adjustment(s).

-Non-exempt Employees other than those employed in a bona fide executive, administrative, or professional capacity as defined in 29 CFR 541 are subject to the SCA. These CLINs will be subject to price adjustment(s) as described in Sections B.2.C., B.2.D., and B.2.E. below.

C. Price Adjustments for Option Periods - SCA Non-exempt Labor Categories

For any option periods, which are exercised by the Government, any price adjustments for service employees subject to the SCA, over and above the escalation factor adjustment included in the option year prices, shall be limited to the Non-exempt CLINs. Price adjustments for Non-exempt( personnel shall be in accordance with Section I., Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts).

D. Price Adjustments for Option Periods - SCA Exempt Labor Categories

There shall be no price adjustments for Exempt personnel. Escalation factor adjustments included in the option year rate schedules are not considered price adjustments under this provision.

E. Correlation of Proposed Labor Categories

The majority of the labor categories stated in the solicitation correlate to the Department of Labor (DOL) occupational titles listed in the current Wage Rate Determination.

However, the Government has declared some of the labor categories to be exempt positions, which do not fall under the Service Contract Act. This is NOT intended to be a complete list of exempt labor categories. In addition to these exempt labor categories, the Contractor may also identify other labor categories which it classifies as exempt, however, any such claims will be subject to Section B.2.A above.

Contract Director

EXEMPT

Deputy Contract Director

EXEMPT

Printing Specialist

EXEMPT

Project Manager

EXEMPT

** Note additional pricing requirements for other DOJ location within the US are listed in Section J, Attachment 3, pricing table.

B.3 Services Performed Outside the Washington, DC Metropolitan Area A. Task orders issued to perform services at a location outside of the Washington, DC metropolitan area will be issued using the SLINs and unit prices set forth in Section B while the Government obtains a DOL Wage Rate Determination for that particular area(s). The unit prices for these SLINs will also be considered provisional pending receipt of the DOL Wage Rate Determination for that particular locality.

B. After receipt of the relevant DOL Wage Determination(s), the final unit price for each SLIN will be determined in accordance with the adjustment procedure set out in Section I., (Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)

FAR 52.222-43.

C. The Contracting Officer will incorporate the appropriate DOL Wage Determination(s) into the contract. All final unit prices will be retroactive to the date the contract/task order was issued.

D. The Contractor shall also retroactively modify any previously invoiced amounts for all SLINS with the submission of its next monthly invoice and also revise its financial reports accordingly if the above process results in any upward or downward revisions to any unit price(s) contained the original task order. All hourly rates must be fully loaded.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 Background The Mail and General Support Services (GSS) requirement provides mail operations; distribution and copying; warehousing services to include moving and storage; as well as other general support services to the Offices, Boards, Divisions and Bureaus within the Department of Justice (DOJ) and other Federal agencies nationwide. Historically, the GSS requirement has been based around the central mail process which includes the primary mail sort for all of DOJ mail in the Washington Metropolitan Area as well as the mail referral unit (MRU) which opens, logs, processes and distributes incoming mail addressed to the Attorney General, Deputy Attorney General, Associate Attorney General, and the Office of the Solicitor General and respective staffs. The GSS requirement includes processing approximately 5,500 pieces (daily) of mail with same day delivery to destinations in over 25 buildings within the Washington Metropolitan area. The approximate quantity of daily mail (5,500 pieces) is comprised of 35 Flat trays, 16 Letter Trays, 6 Hampers and 4 APCs. The mail operation, along with some aspects of the warehousing function, (for example, moving services), have core hours which are stated below (Section C.4.2.A. and C.5.2.), however, some instances may arise whereby services may be required on a 24-hour basis.

C.2 Purpose The purpose of the GSS requirement is to provide several related, activities to DOJ and other agencies. The first and most significant activity is Mail Operations (as defined further in section C.4.below). This portion of the work will be accomplished using a combination Firm Fixed Price (FFP) and labor hour (LH) contract pricing arrangement and includes both a Definite Quantity, Definite Delivery portion and an Indefinite Delivery, Indefinite Quantity (IDIQ) portion (as described in Section B). The contractor shall provide all equipment, tools, labor, and material necessary to successfully perform the mail operations, utilizing to the maximum extent practicable, state-of-the-art processes and equipment. The second activity the contractor shall be responsible for is warehousing including, but not limited to: material and equipment receiving, handling and storing, shipping, palletizing, and conducting inventories of various material, equipment and other products. The third activity the contractor shall perform is various moving services, including, but not limited to: dispatching, delivery, and pick-up of property both to and from DOJ Offices in the Washington, D.C. Metropolitan area. The warehousing and moving services portion of the work will be accomplished using either a FFP or LH contract pricing arrangement and will be procured on an IDIQ basis (as described in Section B.). The contractor shall provide the tools, equipment, labor and material necessary to successfully perform the warehousing and moving service functions. Finally, various other general support services are required, including copying, reproduction and related services, as well as secretarial and related administrative services. These requirements will be accomplished on an IDIQ task order basis using either a FFP or LH pricing arrangement (as described in Section B).

C.3 Applicable Documents See Section J for the List of Attachments, including all Applicable Documents for this requirement.

C.4 Task One - Mail Operations

C.4.1 Mail Processing Center (MPC) Operations The Mail Processing Center (MPC) is located at in the Department of Justice (DOJ) Logistics Operations Center (LOC), a secure receiving and logistics facility. MPC hours of operations are 4:00AM to 5:00PM Mondays and workdays following Federal holidays. From Tuesday to Friday the hours of operation are from 5:00AM to 4:30PM.

All incoming DOJ mail shall be received directly into the MPC Negative Pressure Air Room (NPAR), where it shall be visually inspected, x-rayed, screened for biological threat-agents and, where required, opened and examined prior to its release for delivery to the addressee. Mail addressed to the Attorney General or to DOJ in general is transferred to the mail Referral Unit (MRU), also within the LOC, for further processing. (See Section C.4.2 for a detailed description of MRU requirements and procedures.)

The NPAR is a self-contained, sealed structure operated at negative differential pressure. It consists of three (3) rooms: The Receiving/x-ray room, bio-screening room, and Quarantine room. The three separate rooms isolate the different screening processes and effectively contain any mail-borne threat-agent(s) through a “downdraft” filtration system. See Section J, attachment 5 for additional operating procedures not covered below.

C.4.1.1 Visual Inspection The visual inspection process begins at incoming mail delivery and continues through all sorting and screening processes. Visual inspection shall be performed for the purpose of identifying mail pieces with suspicious characteristics that may indicate the presence of a mail-borne threat-agent. Any mail piece exhibiting one or more suspicious indicators shall be x-rayed unless indicators clearly warrant initiation of emergency protocols.

Contractor employees shall reference USPS Poster 84: Suspicious Mail or Packages, which shall be posted in each of the three MPC screening rooms. If no visual threats are identified, the mail pieces shall advance to the next screening process. Suspicious mail shall undergo the “Open and Examine” process (described in Section C.4.1.7), and delivery may be delayed until the next workday. (See C.4.1.7.2 – C.4.1.7.6 for additional inspection protocol.)

C.4.1.2 X-ray Screening All incoming mail pieces shall be placed on the x-ray system conveyor belt and screened for weapons, ammunition, knives, razor blades, improvised explosive device (IED) components, and other potentially threatening images. The screening technician shall place incoming mail pieces lengthwise and flat on the left side of conveyor belt. Envelopes shall be removed from the USPS letter trays and placed flat in mail tubs for proper screening. The bottom of the mail tub must be clearly visible in the x-ray images. If the bottom of the mail tub is not visible, the screening technician shall remove several mail pieces from the tub and x-ray again. After passing the x-ray screening process, all DOJ mail shall be stamped with the DOJ x-ray verification date stamp. Department of Veterans Affairs (DVA) mail shall be stamped with a DVA x-ray verification date stamp.

4.1.3 Biological Screening

Mail that successfully passed the visual inspection and x-ray screening process shall be transferred to the bio-Screening room for biological threat-agent screening. Envelopes are placed in the mail jogger and jogged for 15-30 seconds to release any potentially harmful particulates or volatile organic compounds (VOCs) to be drawn into the downdraft table through the table’s porous surface. The air drawn into the downdraft table shall be sampled and tested by proprietary detection technology.

Oversized flats, Jiffy bags, and Tyvek envelopes shall be opened by cutting one corner of the mail piece and manually shaken over the downdraft table. A vacuum probe shall be inserted into the corner of each oversized package to screen for biological threat-agents

After the entire batch of mail to be tested has been jogged or probed, the screening technician shall initiate testing. If a positive test result is displayed on the screen, the screening technician shall immediately perform a secondary test to confirm the initial test result. Upon confirmation of the positive test result the screening technician shall initiate emergency protocols.

Although visual inspection of each mail piece is ongoing throughout the screening process, each mail piece shall be visually inspected again following biological screening. After the final visual inspection, each mail piece shall be stamped with the inspection date.

C.4.1.4 Quarantine After each piece has completed biological screening, and been stamped with the inspection date, the entire batch of mail shall be moved into the Quarantine room pending the biological screening test-results. Upon receipt of negative test results, the cleared batch of mail shall be moved out of the Quarantine room and the MPC before the next batch of screened mail may be placed in the Quarantine room.

C.4.1.5 Primary Sort The primary sort of incoming mail shall be performed within the MPC, in the bio-screening room. The primary sort shall be based on addressee and/or sender information on the envelope or package. (See Section J, Attachment 4 for the primary sort criteria.)

Each of the categories shall be sorted into accountable mail and regular mail categories. USPS regular mail includes First Class mail, Periodicals, and Standard Mail. USPS accountable mail includes Certified, Registered, Insured, and Priority Mail Express. Mail delivered by UPS, FedEx, DHS, or other commercial carrier shall be processed as accountable mail. Accountable mail is subject to strict chain-of-custody tracking procedures as described in Section C.4.1.6.

C.4.1.6 Accountable Mail All accountable mail shall be delivered on the same day if received by 2:00 P.M., anything after 2:00 P.M. shall be delivered within 24 hours. The Contractor shall provide a barcode based mail and package tracking system, which shall be utilized contract-wide to monitor and direct the flow of incoming accountable mail from receipt through final delivery confirmation. The barcode based tracking software and hardware must collect (via handheld barcode scanners), retain, and report accountable mail tracking number, processing status, and other required chain-of-custody data for each accountable mail piece. The Accountable Clerk shall be responsible for processing all incoming accountable mail. The Accountable Clerk’s duties include but are not limited to the following:

· Use the desktop application to verify receipt and sort incoming accountable mail.

· Log and track accountable packages to ensure that proper chain-of-custody is maintained throughout the process and the recipient’s signature is obtained upon delivery.

· Shall be responsible for verifying that each accountable mail piece has an x-ray verification stamp and other applicable inspection stamp(s). Items missing the required stamps shall be returned to the MPC Supervisor for processing.

· If an accountable mail addressee works in a Senior Management Office (SMO), the Accountable Clerk shall return mail to the MPC Open-and-Examiners (O/E) for inspection.

· If a mail piece address lacks sufficient information to identify the addressee, the contractor shall research the information on the envelope to identify the correct name and address.

· Stage processed accountable mail for dispatch.

· Process “Look-up” and outgoing accountable mail.

· Collect and forward Treasury Department checks to the Deputy Contract Director at the RFK Building.

· Provide delivery tracking and verification data upon request.

· Assist with maintenance and issue-resolution of tracking system functions, including handheld syncing and programming.

· Update the recipient database as needed, including removing, adding, and editing recipient information.

· Check label and printing supply levels and request replenishment as needed.

· Clan and organize the accountable mail processing area at end of work day.

· Support MPC screening, sorting, and related mail processing activities upon request.

The RFK Building mailroom staff shall deliver accountable mail to offices in the RFK Building and shall stage mail dropped off by MPC drivers for Bulk Route couriers to collect and deliver to DOJ satellite locations. The Accountable Clerk shall utilize the barcode based mail and package tracking system application to receive, verify, and sort this mail.

The PO Box Courier shall bring PO Box mail to the MPC for screening daily. Once the MPC releases this mail, the PO Box Courier shall give all accountable mail pieces the Accountable Clerk for processing. PO Box mail is processed the same as RFK mail above. Once the PO Box mail has been processed, the Accountable Clerk shall return it to the PO Box Courier. The PO Box Courier shall give US Treasury checks to the Accountable Clerk to be forwarded to the Deputy Contract Director in the RFK Building mailroom.

The Civil Rights (CRT) Courier may bring PO Box mail to the MPC for screening. Accountable CRT PO Box mail shall be processed the same as other PO Box mail, then returned to the CRT Courier, once cleared for delivery.

The Environment and Natural Resources Division (ENRD) Courier may also bring PO Box mail to the MPC for screening. Accountable ENRD PO Box mail shall be processed the same as other PO Box mail, then returned to the ENRD Courier, once cleared for delivery.

C.4.1.7 Open-and Examine (O/E) Process Following visual inspection, X-ray screening, and biological screening, all MRU, Senior Management Office (SMO), and Suspicious, Prisoner, and International accountable mail shall be opened and forwarded to the Open-and-Examine (O/E) staff. O/E staff shall inspect each piece per the following procedures:

1. Check the addressee information to verify the mail piece is sorted correctly.

2. Check the front of the envelope to verify it displays the x-ray verification stamp.

3. Carefully remove all contents from the envelope.

4. Remove all signed Certified Mail receipts from their respective envelopes, flats, or parcels and stage for MPC Courier pick-up and delivery to the RFK Building mailroom.

5. Thoroughly inspect the inside of envelops for suspicious or unusual substances or items.

6. Gently separate and inspect the front and back of each page for suspicious or unusual substances or items.

7. Carefully inspect any inner envelopes and their contents in the same manner.

8. Immediately notify the Contract Director, MPC Supervisor, or other designee via MPC land-line telephone if any unusual substances or items are found, including but not limited to stains, liquids, powders, or residue; or if the envelope and/or contents display threatening or objectionable writing or illustrations.

9. After the envelope and its contents have been thoroughly examined and no suspicious or unusual substances or items have been found, stamp the front of the outer envelope and inner envelope(s), if any, with the inspection stamp. (Each Mail Clerk is assigned a unique numerical inspection stamp and may use only his/her assigned stamp.

10. Ensure nothing is left inside the envelope, flat, or parcel (unless the item cannot be attached to the envelope; place the item back into the envelope, flat, or parcel and firmly clip shut.)

Once the above listed procedures have been competed, incoming accountable mail shall be subjected to additional inspection procedures based on the following addressee categories.

C.1.7.1 AG by Name or Title For mail coming from a US Congressional Office, Boy Scout or Girl Scout, or invitation, securely paperclip – DO NOT STAPLE – the envelope and contents together and hand-deliver to the MRU for processing.

For general MRU mail, staple the contents to the back of the outward facing envelope. Place completed batches in a mail tub with a completed MRU Quality Control Sheet on the MRU pick up table. The MRU Deputy Contract Director shall collect the mail for further processing. For Accountable mail, the Deputy Contract director shall collect the mail and verify its receipt using a handheld barcode scanner.

C.4.1.7.2 Senior Management Office (SMO) Mail SMO mail shall be kept in designated yellow mail tubs throughout its processing. The following SMO and suspicious mail sorts are required to have two (2) O/E inspection stamps:

· Attorney General

· Associate Attorney General and Staff

· Deputy Attorney General and Staff

· Solicitor General and Staff

· Pardon Attorney

· International mail

· Prison/ mail

SMO mail shall be independently examined and stamped by two different mail clerks. In addition to the O/E procedures listed above, the Mail clerks shall adhere to the following procedures:

1. Mail Clerk #1 shall complete the first inspection, securely paperclip – DO NOT STAPLE – the contents to the envelope, and apply the first inspection stamp

2. Mail Clerk #2 shall complete the second inspection, securely paperclip – DO NOT STAPLE – the contents to the envelope, and apply the second inspection stamp.

3. All released mail must have a DOJ Mailroom date and x-ray stamp, and two O/E inspection stamps on the front of the envelope, flat or parcel.

4. Competed batches shall be placed in a yellow mail tub with an Accountable mail and Priority Sorts Tub Routing Form, and hand-delivered to the LOC Administrative Assistant.

5. For Office of the Pardon Attorney only, mail should be placed in separate tub with a dated Pardon Attorney Delivery Sheet showing the mail count.

6. The LOC Administrative Assistant shall perform a third inspection, secure the contents inside the envelope, flat, or parcel, and initial the back.

7. The LOC Administrative Assistant shall forward the accountable mail to the Accountable Clerk.

8. Regular mail shall be staged on the mail cart outside of the MPC for the next delivery to the RFK Building mailroom.

9. Upon arrival at the RFK Building mailroom, the Deputy Contract Director or designee shall perform a fourth inspection of each letter, flat, and parcel. The mail shall then be delivered by the corresponding couriers.

C.4.1.7.3 MRU FOIA/PA

Securely paperclip – DO NOT STAPLE – the envelope and contents of FOIA/PA mail and hand-deliver it to the MRU FOIA/PA Clerk for processing.

C.4.1.7.4 DOJ Component – Prison, International, Suspicious Mail Prison (State/Federal), international and suspicious accountable mail to the Accountable Clerk to initialize the tracking process and stage for delivery to the RFK Building mailroom. Accountable mail addressed to the Anti-Trust Division (ATR) Pre-Merger shall be handled as high priority.

C.4.1.7.5 EOIR/PA, Prison, International, Suspicious In addition to the O/E procedures listed in Section C.4.1.7 above, the Mail Clerks shall adhere to the following steps:

1. Place the contents back in to the envelope

2. Staple or tape the envelope closed and apply the inspection stamp.

3. Separate EOIR and BIA mail pieces into separate tubs.

4. Forward the completed batches to the MPC Supervisor for review.

5. Stage mail on the EOIR table for Bulk Route 5 or MPC FedEx Courier pick-up and delivery.

C.4.1.7.7 US Marshals Service (USMS) Stage mail at the USMS designated staging area in the LOC warehouse.

C.4.1.7.8 Alcohol, Tobacco and Firearms (ATF) Stage mail at the ATF designated staging area in the LOC warehouse.

C.4.1.7.9 Department of Veterans Affairs (DVA) Following completion of O/E processing, DVA mail shall be sorted for delivery to three (3) DVA mailstops serviced by the MPC DVA Courier. The MPC DVA Courier shall use the appropriate accountable mail and package system handheld to receive, verify, and obtain a delivery verification signature from addressee mailstop clerk. The MPC DVA Courier shall be responsible for transporting Return-to-Sender items back to the LOC and giving them directly to the Accountable Clerk. After completing the DVA runs, the MPC DVA Courier shall return the handhelds to the Accountable Clerk for synchronization.

C.4.1.7.10 Treasury Checks Treasury checks shall be directly delivered to the Accountable Clerk to forward to the RFK Building mailroom Deputy Contract Director.

C.4.1.7.11 Look Up Mail If there is no addressee name or room number on an incoming mail piece, the Accountable Clerk shall research the information on the envelope to identify the correct name and address. The information shall be researched using the accountable mail and package tracking system and/or in the DOJ Address Book via Outlook. If a valid addressee cannot be identified, the mail piece shall be (a) for standard mail marked Return to Sender and forwarded to the RFK Building mailroom or (b) for First Class Mail transferred to the MRU for further research.

C.4.1.7.12 Return-to-Sender DOJ Mail Non-accountable returned mail shall be sorted in the MPC. Accountable returned mail shall be transferred to the Accountable Clerk. If there is no return information on the envelope, the envelope shall be opened to identify the sender. The sender’s component shall be written on the envelope and the mail piece shall be sent to the secondary sort station. If the sender cannot be identified, the mail piece shall be transferred to the MRU for further research.

C.4.1.7.13 Outgoing USPS Mail Processing While delivering incoming mail, pick up all outgoing interoffice mail addressed to DOJ components located throughout the Washington metropolitan area in addition to outgoing USPS mail, in accordance with (Section J, Attachment 6).

· Interoffice mail shall be sorted in accordance with Section J, Attachment 4, and delivered if addressee is located in the same building; otherwise mail will be directed to the appropriate DOJ building location.

· Contractor shall ensure that USPS mail is kept separated by postage meter account numbers in accordance with Section J, Attachment 6, Standard Operating Procedures for Outgoing USPS Mail and FedEx Dispatch.

· Mail pieces shall be metered and routed to the RFK Building mailroom before 7:00 p.m., Monday through Friday in accordance with Section J, Attachment 6.

· Driver shall deliver all outgoing metered and express mail to USPS Southern Maryland Mail Dispatch (150 Post Office Road, Waldorf, Maryland). Outgoing mail will not be accepted by USPS after 8 pm, Monday through Friday.

C.4.2 Processing of Mail Referral Unit (MRU) Mail MRU business hours are 7:00 AM to 530 PM, Monday through Friday, excluding Federal holidays. The MRU is located at the Logistics Operations Center and consists of three (3) distinct functional areas:

· Mail Reading and Referral. Readers shall review all incoming mail, e-mail and faxes to identify the appropriate DOJ organizational component based on keywords.

· Data Entry. Data Entry Clerks shall utilize DOJ’s internal mail tracking system to log referrals under two (2) categories:

· Citizen

· Case

· Freedom of Information Act/Privacy Act (FOIA/PA). FOIA/PA Clerk(s) shall process incoming FOIA/PA requests addressed to the Attorney General (by name or title), or the Department of Justice in general to the proper component(s) for processing.

The MRU processes only the following categories of incoming regular and accountable DOJ mail:

· Mail addressed to the current or former, United States Attorney General, by name or title.

· Mail addressed to DOJ in general with no specific component listed.

· Congressional Mail

· Mail Addressed to the MRU FOIA office.

C.4.2.1 MRU Supervisor Responsibilities The MRU Supervisor shall be responsible for overseeing daily MRU operations to include monitoring compliance with turnaround requirements, preparing and submitting required reports, conducting employee training, and performing and documenting daily/weekly quality control inspections.

C.4.2.2 Mail Reading and Referral Procedures The Contractor shall provide reading and referral services of categories of correspondence defined by the agency served.

Each MRU reader shall be issued a unique serial-number date/time stamp. Readers shall stamp each mail piece on the back of the last page before any further processing shall be performed on the mail piece. The only exception to this procedure applies to mail referred to Exec Sec, which must be date/time stamped on the face of the envelope. Readers shall immediately notify the MRU Deputy Contract Director regarding the receipt of non-MRU mail.

C.4.2.2.1 Executive Secretariat (Exec Sec) Mail The Exec Sec mail includes mail from Boy Scouts, Girl Scouts, invitations, Congressional correspondence, and Citizen Mail that contains a letterhead addressed to the Attorney General by name/title and signed by the individual writing the letter. Readers shall NOT highlight or write on any part of Exec Sec mail. Readers shall NOT stamp the actual document, but rather the face of the envelope.

Exec Sec mail is provided to the MRU Supervisor or designee who logs the mail on an incoming Exec sec control sheet and has it delivered to the Exec Sec clerk stationed within the Exec Sec office at RFK.

The Exec Sec Clerk shall enter certain specific categories of Exec Sec mail into the DOJ AG mail tracking system:

1. Congressional Mail. This mail is entered and scanned into the system.

2. Letterhead Mail. This mail is entered and scanned into the system.

3. Invites. This mail is entered and scanned into the system.

4. Scouts. This mail is not controlled in the system.

5. Other. This mail is not controlled in the system.

C.4.2.2.2 Case/Business Mail The readers shall:

1. Highlight key words(s) and/or phrases using a yellow highlighter. The keyword list is updated and provided by the Exec Sec office.

2. Write in pencil the name of the DOJ component in the upper right hand corner of the first page of the document.

3. Stamp the mail piece of the back of the last page using the date/time stamp provided (see 4.4.2.2).

4. Other than the categories below, mail is placed in the Case/Business mail tub for data entry

The following types of Case/Business mail require special processing:

1. Red Folder Mail. Refers to mail in which the Attorney General is being sued and is specifically named as the defendant by name. Red Folder mail is always processed as accountable mail. If sent via first class mail, an accountable mail number will be created by using SPH (Special Handling) and the case number (ex. SPH6CV1234). Red Folder Mail shall be provided to the MRU Supervisor who will attach an OBD-224 form and place the document in a red folder for deliver to the Office of General Council (OGC). The OGC will review the document and mark the proper component on the OBD-224 form before sending it back to the MRU for further processing.

2. Summons and Complaints Delivered by Messenger. Summons and Complaints received via messenger are delivered to the RFK Building mailroom and delivered to the MRU by the Bulk 4 Courier. The reader should place “SPH” and the DOJ component for which it is being referred in the upper right hand corner of the document.

3. Garnishments. The reader shall review, stamp and place any mail containing a court order for seizure of employee wages or property in the Garnishment mail tub. The MRU Supervisor shall determine the proper component by researching the employee name and contact the GSS COR for instructions.

4. Translations. Any mail requiring translation for proper routing shall be translated by the MRU Supervisor using a number of on-line tools. Only the first 100 words are translated. The document is then provided back to the readers who will follow standard procedures above to refer to the proper component.

C.4.2.2.3 Citizen Mail The MRU readers shall process incoming mail from private citizens by placing the name of the component and followed by the letter “C” in the upper right hand corner of the document. This mail shall then be placed in the Citizen Mail tub for data entry processing.

C.4.2.3 Data Entry Data Entry Clerks shall enter mail referred by the Readers into the AG mail tracking system prior to distribution to the component. The system provides a Workflow number which the Data Entry Clerk shall write in the upper right hand corner of the document. All accountable mail numbers are also entered into the system. Specific guidelines for entering mail into the system will be provided at time of award. For Case/Business mail, the document is NOT scanned into the system and the original hardcopy is sent to the component at the end of the day. For Citizen Mail, the document IS scanned into the system and the original is maintained at the LOC Warehouse for one year.

C.4.2.3.1 Official Acknowledgements For every piece of mail entered into the system, the AG mail tracking system creates an acknowledgement letter. The acknowledgements shall be mailed by the MRU to the sender.

C.4.2.4 ASKDOJ Email The “ASKDOJ” e-mail address is provided on the Department of Justice website as another method for citizens to contact the Department. E-mails received via the “ASKDOJ” mailbox are received and reviewed by the MRU Internet Clerk to determine the proper routing. For components that have an e-mail address for electronic correspondence, the e-mail shall be forwarded electronically for further processing. For components that do not have an e-mail address for electronic correspondence, the Internet Clerk shall print the e-mail and follow the same steps as those used for First Class mail.

E-mails that contain attachments shall be deleted from the system immediately without opening to avoid the threat of a computer virus.

C.4.2.5 FOIA/PA Mail The Department receives Freedom of Information Act (FOIA)/Privacy Act (PA) requests from citizens, law firms, Congressional liaisons, and other government agencies, which contain private citizen (or authorized citizen representative) requests for Department of Justice records. The MRU receives FOIA/PA requests that are not addressed to a specific component, but rather to the DOJ in general or the Attorney General by name and/or title.

When readers receive a FOIA/PA request they shall date stamp on the back of the last page and place “FOIA/PA” in pencil in the upper right hand corner of the first page. The FOIA/PA shall be provided to the MRU Supervisor who shall assign them to the FOIA clerk(s) for processing.

C.4.2.5.1 FOIA/PA Electronic Mailbox FOIA/PA requests can also be submitted electronically via a special e-mail address provided on the DOJ website and at FOIA.gov. This box shall be monitored by the MRU FOIA clerk and processed within the time standards established under C.4.2.7.

C.4.2.6 Training Requirements The Contractor shall ensure that all existing and new MRU employees are fully trained for their primary and back-up positions. The MRU Supervisor shall be responsible for ensuring that MRU contractors are properly training in their primary position and any back-up position as needed.

C.4.2.7 MRU Mail Time Standards The Time Standards for MRU Mail are:

· 1ST Class Mail: Shall be out of the office within 5 – 7 business days.

· Exec Sec Mail: Shall be out of the office the same day it is received.

· Certified/Registered Mail: Shall be out of the office within 5 – 7 business days.

· FOIA: Shall be out of the office within 3 business days

· NOFED Mail: Shall be out of the office within 15 business days

· Electronic Mail: Shall be out of the office within 3 business days C.4.3 DOJ RFK Building Mailroom Operations

The RFK Building Mailroom is located in Room B-206 of the Robert F. Kennedy (RFK), DOJ building. The hours of operations are Monday through Friday, 5:00 AM to 11:00 PM, excluding federal holidays. The RFK Building mailroom staff shall be responsible for:

· Receiving, sorting, and delivering incoming mail to DOJ offices within RFK.

· Receiving, sorting, and staging mail for deliver to the DOJ satellite mailrooms and other Bulk-Run mailstops.

· Provide intra-building and inter-building office mail messenger services.

· Collecting, metering, delivering, and dispatching outgoing USPS and FedEx mail.

· Early morning distribution of newspapers (see Section J, Attachment 9).

· Federal Claims Court mail collection and delivery

The MPC Courier shall deliver all incoming mail that successfully passes MPC screening to the RFK Building mailroom. The Courier shall then deliver the mail to the RFK Building mailroom, where the mailroom staff shall record the daily count of incoming USPS regular mail, accountable mail, and inter-building office mail for each mailstop. This data shall be consolidated into a Monthly Mail Volume Report, which the Contractor shall submit to the COR monthly. (See Section J, attachment 5 for additional standard operating procedures.)

C.4.4 Satellite Mail Facilities C.4.4.1 Standard Operating Procedures

Hours of operation and standard operating procedures for each satellite mailroom can be found under (Section J, attachment 5).

C.4.4.2 Express Shipment Dispatch Service

The RFK Building mailroom and Satellite Offices to include Judiciary Center Building (JCB), and Patrick Henry Building (PHB) receive, process, and dispatch shipments utilizing the FedEx Powership automated shipping management system (See Section J, Attachment 6 and Attachment 1). Outgoing packages are processed and routed to the RFK Building mailroom for the evening FedEx pick up at 8:00 p.m. The contractor shall follow procedures for each location in accordance with Section J, Attachment 6. Hours of operation are Monday through Friday, 4:00 pm to 12:00 am, daily.

C.5 On-Call Messenger Services

The Contractor shall provide on-call special messenger services for the pickup and delivery of time sensitive mail (envelopes, bags and boxes) between DOJ facilities and other locations in the Washington metropolitan area.

C.5.1 Ordering

· DOJ has a telephone number designated for DOJ offices, facilities and components to use to order services. At the time of award, the telephone number will be transferred to the Contractor.

· Each DOJ office, facility or component has a specific reference number and charge code that identifies their component within the Department for billing purposes. This information will be provided at time of award and should be used within the Contractor’s Automated Ordering and Billing System. The Automated Ordering and Billing System is defined below.

For each order, the Contractor shall update the order/entry file contained in the Automated Order Entry and Billing System within twenty minutes after accomplishing a delivery to reflect the name of the individual who signed for the package and the time and date.

C.5.2 Requirements

· The Contractor shall provide qualified and experienced personnel to perform on-call messenger and delivery services in accordance with this contract. The Contractor’s employees shall be proficient in reading, writing, communicating, and understanding the English language and shall comply with rules, regulations, laws, directives, and requirements that are in place or issued during the period of performance that relate to proper conduct, time and attendance, safety, and security. The Contractor shall assign the following categories of personnel:

a) Project Manager

b) Supervisor(s)

c) Dispatcher(s)

d) Driver(s)/Messengers

· A non-disclosure agreement encompassing official DOJ language shall be signed by all Contractor participants barring unauthorized disclosure of DOJ information. Copies of non-disclosure agreements will be provided to the Contractor with sufficient time for corporate review, before the employees are required to sign these documents.

· The Contractor shall provide security cleared personnel within five (5) days after award. Security packages for employees that have clearances that have not been adjudicated by DOJ must be provided within 2 days after contract award. Refer to Attachment One (1) for specifics related to security clearances.

· The Contractor shall provide all vehicles necessary to satisfactorily perform all requirements. The Contractor is responsible for vehicle maintenance, insurance, replacement vehicle coverage, and parking spaces for the vehicles when not in use. If a Contractor vehicle is put out of operation due to an accident, accumulation of tickets, and/or towing because of an accident or traffic citation, the Contractor shall provide a replacement vehicle within the hour.

· Hours of Service – The Contractor shall provide on-call Special Messenger Service between 8 a.m. and 6 p.m., Monday through Friday excluding Federal holidays.

· Estimated Annual Workload - The estimated current annual workload for the special messenger is approximately 6,500 requests. Envelopes and parcels will normally not exceed 70 pounds. Requests to pick up and deliver boxes will normally not exceed 50 boxes per request, with the average volume per request being approximately 20 boxes. Approximately 90 percent of service requests are performed in Zone One (estimated 5,850 requests). See Zone Location Descriptions in the pricing sheet.

· Undeliverable Items - When delivery of an item cannot be accomplished by 6:00 p.m. or before the closing time of the addressee's office location, the Contractor shall ensure that the…