Draft PWS.pdf

SECTION C - PERFORMANCE WORK STATEMENT (PWS)

PLACE OF PERFORMANCE

Services provided under this contract shall be accomplished primarily at the Inouye Regional Center (IRC). The campus comprises seven buildings, two hangars, and two ship piers located on Ford Island; Pearl Harbor, Honolulu, HI (see APPENDIX A in attachment).

Services to the following buildings:

● Buildings 175 & 176: The main offices for NOAA in Hawaii and serve the Pacific Region. The building is over 200,000 square feet and houses over 700-employees.

● Building 130: The secured storage area contains approximately 18,000 square feet of storage consisting of a high bay (16,000 square feet). Within the secured storage area is an air-conditioned storage (2,000 square feet) area. Inside Building 130, there is a mezzanine storage area and an outside area that needs service.

● Building 184: This is the Marine Operations Center for the Pacific Islands and serves as a homeport for two NOAA research and survey ships and provides administrative, engineering, maintenance, and logistical support to NOAA’s Pacific Island fleet. The Operations Center is a self-contained facility with a warehouse.

HOURS OF OPERATION

Services shall be provided Monday through Friday, excluding Federal holidays. The contractor shall assign individual employee work shifts as deemed appropriate to meet the contract coverage requirements. The schedule shall be as follows:

● Building 130 Warehouse: 7:00 am to 4:00 pm

● Building 184 Warehouse: 9:00 am to 3:00 pm (4-days per week Monday-Thursday).

● Shuttle Service: 6:00 am to 6:00 pm (Phase 2 and beyond)

● Mail Service: 7:00am to 4:00pm

OFFICIAL FEDERAL HOLIDAY:

● New Year’s Day

● Martin Luther King, Jr’s Birthday

● Washington’s Birthday

● Memorial Day

● Juneteenth National Independence Day

● Independence Day

● Labor Day

● Indigenous Peoples’ Day

● Veterans Day

● Thanksgiving Day

● Christmas Day

Inclement Weather or Other Emergency Conditions If inclement weather or other emergency conditions, the Contractor shall contact the COR. The COR shall make the determination as early as practicable. For purposes of this contract, contractor personnel should report to work unless the announcements specifically pertain to the NOAA offices in Honolulu, HI.

PURPOSE

The Government’s requirements are expressed in terms of the services to be performed. The Contractor is to determine the optimal work schedule, resource allocations, and performance methods.

DRAFT

SCOPE

The contractor shall furnish all management, labor, supplies, equipment, materials, and transportation not otherwise furnished by the Government necessary to perform warehouse, mail, courier, and transportation services at the National Oceanic and Atmospheric Administration (NOAA) Inouye Regional Center (IRC).

The contractor shall be required to perform services indoors, outdoors, in dock areas, or storage yards.

The contractor is required to support NOAA Line Office activities located on the IRC Campus. The Line Offices represent the operating branches of NOAA. They are responsible for managing the delivery of products and services to meet the needs of the agency’s customers and stakeholders.

SUMMARY

Warehouse Services:

The contractor shall perform various warehouse services as specified herein. Services include but are not limited to warehouse functions such as:

● Shipping and Receiving

● Stacking and Storing

● Loading and Unloading Trucks

● Inventory Control

● Picking

● Packing

● Retrieval and Put-A-Way

● Distribution

● General Housekeeping

● Operating and Maintaining Material Handling Equipment (MHE)

● Operate the Warehouse Management System (WMS)

● Utilize Handheld Data Terminals

● General Administrative Tasks

● Responsible for preventative maintenance of Government Furnished Equipment (GFE)

Mail Services:

The contractor shall perform various mail services as specified herein. Services include but are not limited to mail functions such as:

● Sorting Mail

● Distribution and Delivery within the IRC

● Pick-Up within the IRC

● Providing and Restocking Mail Supplies, Materials, or Equipment

Transportation Services:

The contractor shall perform transportation services as specified herein. Services include but are not limited to transportation functions such as:

● Island-wide delivery and pick-up service

● Logistical support services for shipments throughout NOAA IRC Area of Operations.

● Scheduled Shuttle Service for NOAA staff and guests

● On-demand Shuttle Service outside of scheduled service within regular hours of operation

Courier Services:

The contractor shall perform various courier as specified herein. Courier services shall be every week (approximately 2-3 times per week). Services include but are not limited to courier functions such as:

● Delivery of Joint Base Pearl Harbor and Hickam Base Passes

CONTRACT MANAGEMENT AND PERSONNEL

Employee Roster The contractor shall provide an electronic employee roster of all personnel working under this contract to the COR no later than 10 business days before the start of contract performance (for security purposes only). After that, an updated roster of active employees should be submitted when employees are hired, resign, or terminated. The updated roster shall be submitted to the COR within 5 business days of any such change. The Contractor and the COR may mutually agree to the report’s content; however, it should not include the employees' social security number.

Project Manager and Alternate Project Manager The contractor shall provide a Project Manager (PM) to oversee all contractor functions and management activities required under the contract terms. The contractor shall also designate an Alternate Project Manager (APM) to act during the Manager's absence. The Manager or designated alternate shall ensure that required supervision of contractor personnel is provided whenever work is being performed. NOAA anticipates that the PM will serve as the contractor's principal point of contact with the COR regarding all contract management matters, providing overall supervision and direction of all contractor activities and personnel, ensuring all contract tasks’ successful and timely performance. The PM shall respond to all requests from the COR within 24-hours of receipt. Outside regular duty hours, the Government may find it necessary to inform the contractor of events that affect the day-to-day operations of the facilities covered by the contract. Therefore, the contractor shall provide a cell phone or pager number to inform the COR of such events.

Project Manager (PM) Required Experience and Qualifications The PM shall have experience in the execution and management of warehouse, mail, courier, and transportation services of similar scope and similar or larger size. The PM shall possess basic computer skills and have experience working with handheld scanners.

Personnel Qualifications

General

● All Contract employees must possess the following qualifications. Additional qualifications are shown for more specific work areas

● Knowledge and use of computers

● Proficient in reading and capable of communicating effectively in English

● Proficient in basic math skills

● Contractor personnel shall be capable of standing, bending, lifting, and walking for the majority of a workday

● Contractor personnel shall be capable of lifting and carrying moderately heavy material

(up to 70 lbs)

Warehouse

● Knowledge of warehousing and materials handling methods and techniques

● Knowledge in operating computerized warehouse management system software

● Knowledge of the use of handheld scanners

● Skill in operating motorized and manual equipment and tools to include forklifts, platform lifts, drills, banding equipment, shears, stretch wrap, etc

● Ability to prepare reports and documents to support shipping, receiving, and inventory control

● Ability to load and unload shipments and store contents efficiently, maximizing warehouse space

Mail Work

● Knowledge of mail sorting, collection, and delivery procedures

● Knowledge of several different types of forms and materials to effectively process sending and receiving of mail

● Knowledge of document filing procedures

● Knowledge of outgoing mail procedures to sort and process normal categories of mail

● Skill in operating mailroom equipment such as envelope opening and sealing machines, date stampers, etc

Transportation

● Possess a current driver’s license

● Maintain insurance coverage for drivers and vehicles, as required by the State of Hawaii

● NOAA shall not be held liable for damage or injury caused by the Contractor or their employees

Courier

● Possess a current driver’s license

● Maintain insurance coverage for drivers and vehicles, as required by the State of Hawaii

● NOAA shall not be held liable for damage or injury caused by the Contractor or their employees

Licenses and Certifications Specific tasks require certain licenses and certifications to perform the work. The Contractor shall ensure all training for employees required to operate materials handling equipment or other equipment requiring licensing, certification, or specialized training has been completed. The contractor shall ensure that personnel operating any motorized equipment or vehicle have the appropriate operator's license and certification. The contractor shall maintain updated copies of any applicable licenses and certifications for all employees on-site and make them available to the Government upon request. The Contractor shall be responsible for obtaining all necessary permits and licenses and complying with all applicable Federal, State, and Municipal laws. The Contractor shall promptly notify the Contracting Officer in writing if any problems arise concerning perm its, licenses, or other legal requirements. Information Technology Software/Services: Vendor's shall be compliant with NIST SP-800-XX and FIPS 199 security specifications and provide a security agreement identifying the system and its security controls

Specific Tasks Warehouse Services:

General The Contractor shall be responsible for the following:

● Providing an approved WMS software package including Barcode scanners to track and report all inventory movements within the facility and the facility grounds. The system shall include a computer, monitor, printer, RF transmitters and receivers (if necessary), and other necessary appurtenances as agreed by the COR.

● Processing requests for distribution utilizing the Radio Frequency Barcode scanners to enter or extract the information from the computerized WMS. Distribution includes equipment, office supplies, forms, and publications; use the Radio Frequency Barcode scanners to account for all functional warehouse activities. Scan all bar-coded information.

● Stacking, storing, and moving equipment supplies and materials in accordance with the Occupational Safety and Health Administration (OSHA) guidelines.

● Perform daily operator’s maintenance inspections to assure that Material Handling Equipment (MHE) is in proper operating order. Refer to "Government-Furnished Facilities, Equipment, and Services “for additional information.

● Using handcarts, dollies, and other manual equipment to move stock.

● Checking the condition of shipping containers before loading and ensuring shipments are loaded into proper conveyances.

● Observing all safety precautions to include preparation safety checks, speed, traffic operation, and fire safety rules in accordance with OSHA. Report all accidents to the Government Campus Safety Specialist immediately.

● Performing basic housekeeping services in designated warehouse work areas, including the flow racks, bin areas, outdoor laydown areas, and the bulk storage area located in the pallet racks throughout the building. Basic services consist of picking up and disposing of trash and sweeping designated areas daily.

The area shall be free from visible trash and dirt.

Activities The contractor shall be responsible for the following:

● Processing all requisitions or pick orders for assembly or shipment, including Fed-Ex Ground saver, Parcel Post, and freight traffic shipments utilizing the WMS Parcel Manifest System. A pick order is received from a NOAA office, Field offices, Line offices, etc., for equipment, gear, inventory, supplies, and commodities, including general supplies. The order is placed through WMS. The pick order will identify specific line items and SKU#s for various stored items at the NOAA warehouse. The contractor shall pick, process, and ship the items to multiple site locations throughout the country and verify that shipments are delivered. In some instances, the contractor shall be required to perform batch picking functions.

● Operating MHE such as electric powered forklift truck, narrow-aisle turret-forklift, order picker forklift, electric pallet lift trucks, and dock leveler. Functions include: stacking, storing, and moving equipment, supplies, and materials in accordance with the OSHA guidelines. Load capacity shall not exceed 3,000 pounds, and lift height shall not exceed 288 inches. Forks shall be properly inserted for carrying and lifting.

● Receiving and disseminating incoming material. Incoming material will be received and processed by Contractor personnel in the receiving area of the Main Facility. Contractor personnel shall distribute material into proper storage aids depending on the size, type, and ownership of the material and replenish the stock in bins utilizing Radio Frequency Barcode scanners.

● The Contractor shall contact the recipient of shipped items that are "Special Handling,” “Fragile,” "Perishable,” or as requested to verify shipment before acceptance. Delivery to the recipients’ final destination shall be made after the recipient authorizes shipment.

● Applying barcodes to inbound materials and preparations for put-a-away.

● Scanning materials to a unique pallet identifier called a "license plate" as pallets are built for shipment.

All scanned cartons will be related to the pallet license plate. When the pallet is loaded on the truck, the license plate will be scanned, and all the cartons on the pallet will automatically be marked as shipped.

● Performing "distribution" services as required for materials and supplies. Distribution of supplies, equipment, and materials to various locations on the IRC campus. Periodically an allotment of critical administrative material/supplies will be requested on a pick order. Often, these pick orders will be associated with the mission or voyage in which multiple NOAA divisions participate. The contractor shall pick, process, and ship the items by division, ensuring that each division's material is segregated and independent before shipment.

● Preparing reports as it relates to inventory, receiving, shipment, and the performance thereof.

● Equipment, furnishing, files, etc., move services: These services are intended to transport these types of items between and within buildings. These services are broken down into two categories.

○ Excess: Equipment, furnishings, etc., are picked up from the location in the IRC and moved directly to Building 130. The documentation shall be completed and transported to the Defense Reutilization and Management Office (DRMO) or General Services Administration (GSA). After transporting, coordinate with the Line Office Property Custodian (PC) to ensure the PC has the proper documentation to remove the item(s) from their property inventory.

○ Office furniture moves shall be coordinated through the COR. Items to be placed in storage shall be entered into the WMS and verified. Removal of items from storage shall include the appropriate storage location and name of the individual making the request. It is not the intent of this contract to provide moving services that are covered under a separate contract. Office furniture moves over two person-hours shall be accomplished through a separate contract and are not within this scope.

Warehouse Inventory Control System Requirements The contractor shall provide an automated inventory control system, referred to as a Warehouse Management System (WMS). The Contractor shall control the warehouse provided WMS equipped with a wide range of features to meet the logistic requirements of the NOAA warehouse. The WMS computer software shall be used for inventory purposes and specifically for automating the management of the movement and storage of materials throughout the warehouse and be fully functional within 15-days following the contract award.

Software may be approved, providing it meets the functionality requirements. The software must meet the following system criteria:

● Allows for secure certificate-based authentication with encrypted communications (SSL-Secure Socket Layer).

● Available to NOAA staff through the internet.

● Capable of recording inventory movements in a paperless environment.

● Allows username and password protection.

● Allows for user viewing, requesting inventory, and reporting.

The Contractor shall submit the technical specifications, capabilities, and system requirements of the selected software to the COR for approval within 30-days of contract award. The contractor shall use the most recently adopted version to comply with NIST SP-800-53 and FIPS 199 security specifications and provide a security agreement identifying the system and its security controls.

The WMS functionality is broken down into the following four operations:

● Receiving

● Put away

● Picking

● Reporting

The handheld collection devices shall collect data by light scan or from a Radio Frequency Tag. The system shall be capable of real-time data transmission via Radio Frequency or Wi-Fi (Wireless) to account for all functional warehouse activities. The scanners and related software and hardware shall be the responsibility of the Contractor.

The system shall generate multiple reports on the varying tasks to include a summary record of movements for individual organizations and multiple inventory ownership, billing, and invoicing.

The contractor shall provide an inventory control system that operates in a paperless environment and meets the following criteria:

Inventory Master File

● SKU Number Specific to

MSSF, 6 Digit Numeric

● Manufacturer/Vendor

Normal or Customary or Most Frequent Source

● Manufacturer/Vendor SKU Number

● Description Matching Manufacturer/Vendor

● Unit of Measure

● Length

● Width

● Height

● Weight

● Serial Number/NOAA CD

Code

● Fixed Warehouse Location

● Line Office Code

● Line Office Contact

● Other Serial ID-Initiate upon Receipt

Storage Aids/Warehouse Locator System

● Software Supports Location in 9 Storage Aid Configurations

● Software Supports a 7 Digit Locator System

● Supports Location Bar-Code Scanning

● Supports Multiple Locations for SKU and Quantity by Location

● Data is Sortable by Line Office Master Inventory

● Data is Sortable by SKU Number Master Inventory

● Data is Sortable by Location Master Inventory

Receiving

● Software Supports Receipt from; Line Offices

● Software Supports Receipt from; Vendors

● Software Supports Receipt from; Other NOAA Entities

● Receipts Conditional on PO Receiver or Receiver

● Receivers have Text Field with Special Instructions

● Supports PO and Receivers Sent to Warehouse Management System

● Supports Quality Inspection Process

● Ability to Generate Bar-Code Label at Receipt (6 Fields) Per Specifications

● Software Supports Receipt Confirmation

● Receipt Contingent on Complete Inventory Master File

● If Shelving Assign a Fixed Location

● Software Supports Receipt to Receiving Dock Location

Put-a-way

● Post Receipt Move Material to "Put Away Staging Area"

● Software Supports Scan of SKU Label and Retrieves Fixed Location

● Software Supports Receipt from; other NOAA Entities

● Software Supports Line Office Zone Control

● Software Supports Put Away Consolidation

● Supports Specific SKUs Only in Mezzanine Section

● Supports Criteria for Assignment to Lay-Down Area

● Supports Serial ID at Put-A-Way

● Software Supports MSDS Datasheets

● Software Supports a Put-A-Way from the Receiving Dock Location

Order Selection

● Line Offices Can Generate Orders Only for Line Office Inventory

● Order Supports "Special Instructions"

● Order's Managed Based on Age, P/U Time, Delivery Date, and Size

● Order Information Supports; WL, SKU, Qty, U/M, Description, Serial

ID

● Order Lines Sequenced in "Location Order"

● Software Supports a Transfer of Ownership between Line Offices

Building 130 Warehouse

● Building 130 can be characterized as a central supply depot providing storage for the NOAA Line Offices.

● Each Line Office has different requirements in terms of storage, handling, and throughput. The NOAA Line Offices use this warehouse facility to house supplies to support their missions and annual activity.

● NOAA operates two ships (up to four possible) from the Ford Island facility that take five and ten voyages per year. These voyages coincide with the peak activity in the warehouse. The Line Offices store their material in Building 130 and assemble their requirements for each mission in staging areas in building 130. These include the following categories; supplies, medical aid, equipment, and pre-assembled materials to support each mission or voyage.

● It will be the contractor’s responsibility to manage this inventory while in the warehouse and pick and ship in accordance with the Line Office requirements. The Line Offices will send "orders" through the WMS software system to the warehouse. The warehouse will perform schedule, pick, stage, assemble, and quality control activities required by Line Offices.

● Building 130 is considered a low throughput facility, average number of picks and receipts per week;

during periods where the Line Offices are not outfitting missions is expected to be 200 to 400 line items per week. Peak periods could easily exceed 10-times the average weekly rate.

● The ships come into the harbor during the winter months for maintenance and repairs, November through February. It is not uncommon for all the ships to leave the harbor at the same time. This represents the annual peak

● activity. Following the winter season, each ship will independently complete its missions and return to be resupplied.

● Much of the property supporting the various missions on the ship will be reusable such that when the ship returns, some of the property may require refurbishing by the Line Offices before it's brought back into the warehouse. Additionally, there are shipments to other LOs and receipts from vendors.

Building 184 Warehouse Building 184 can be characterized as the logistical support and supply facility specifically for NOAA’s Marine Operations Center – Pacific Islands (MOC-PI). The Contractor shall be responsible for the following:

● Forklift Inspections: perform daily inspections of up to 4 forklifts per day. Coordinate planned and corrective maintenance with repair service.

● Electric Utility Vehicle Inspections: perform daily inspections of up to 3 electric utility vehicles per day.

Coordinate planned and corrective maintenance with forklift repair service.

● Government Vehicle Inspections: Perform weekly inspections of up to 6 vehicles per week. Coordinate planned and corrective maintenance with vehicle repair service. The contractor shall inspect vehicles before ship arrival/departure.

● Vehicle Rental: perform pre and post-rental inspections of vehicles when rented through GSA or Navy rental services.

● Hazardous Waste: maintain hazardous waste stored at MOC in safe and environmentally responsible conditions. Inventory hazmat annually. Communicate with ships to verify the usefulness of hazmat kept on-site and decide when to dispose of such hazmat. Maintain Safety Data Sheets. Maintain spill pallets in a clean condition to ensure water accumulation may be safely drained. Ensure supplies for hazardous waste are kept available—coordinate disposal of hazardous materials with MOC and waste hauler.

● Government Property: assist with annual property inventory. Assist with tracking of excess property and transport excess property to recycle or other disposal destinations.

● Administrative Tasks: assist with purchasing items and services by identifying potential vendors, obtaining quotes, and assisting with the required paperwork.

● Line Handling: assist in line handling for vessel arrivals/departures.

● Warehouse Management: manage the safe storage of all items stored in the warehouse and other MOC storage areas. Annual validation of non-property government-owned items. Responsible for kitting items for programmed availability and casualty response. Maintains inventory condition categorization (usable, needs repair, or unusable). Ensure all items on shelves and areas above cages are weighed and labeled.

Maintain Warehouse Management System (WMS). Perform general warehouse housekeeping. Replace forklift propane bottles as needed.

● Shipping and Receiving: sort incoming mail, assist in packaging, recording, and tracking outgoing mail, including freight.

● Maintain connectivity with IRC (logistics, facilities, and operations)

● General disposal: assist with the disposal of recyclables, wood pallets, scrap metal.

PIFSC Only - Movement of bulky item from PIFSC offices to other areas of the IRC campus "Bulky items" includes boxes and equipment that ranges in weight from 20 - 30 pounds and up to 50-60 pounds on occasion. Mostly these items will be computers, monitors, and on occasion larger servers. This activity will typically be scheduled 1 to 3 working days in advance by PIFSC, so that a mutually agreeable time can be arranged with the contractor. Frequency: 4 hours per month (typical), not to exceed 56 hours per year.

Examples of activities include the following:

● The contractor shall move boxes or other items identified by PIFSC from one location within the IRC to another location within the IRC.

● Unwanted equipment or other items will be identified in PIFSC office areas and the contractor shall move these items to the IRC loading dock in preparation for disposal or recycling.

● Boxes or other items which PIFSC identifies in the warehouse inventory system shall be retrieved from the warehouse and delivered to the specified room number.

● Boxes or other items identified in PIFSC areas shall be returned to the IRC warehouse (or checked in to the warehouse for the first time).

Mail Services:

Purpose The Mailroom Service exists to handle and process all incoming and outgoing mail for the IRC. Additionally, the contract exists to provide cartage services necessary to support the IRC. The contractor is responsible for providing mailroom services as contained herein.

Objective The objective is to acquire the services for the rapid handling and accurate delivery of all classes of mail and packages. The Contractor shall provide all services, including labor, management, supervision, and equipment as specified.

Mail Services Scope of Work The Contractor shall provide the labor, supervision, and other items or services necessary, except as specified herein as Government-Furnished Equipment (GFE) (see Appendix C) and services as described in other sections within the Statement of Work.

Mail Service Areas The contractor shall separate all mail by the appropriate Line Office/Division. Mail shall be sorted and distributed to the following mail service locations:

Buildings 175 & 176

● First Floor: 1-Main Mailroom, 2-Satellite Copy/Mailrooms

● Second Floor: 3-Satelite Copy/Mailrooms

● Third Floor: 1-Satelite Copy/Mailroom

Building 130

● 2-Satellite Copy/Mailrooms

Building 184

● 1-Satellite Copy/Mailroom

Incoming Mail The following are the responsibilities of the Contractor:

1. Sort and distribute all incoming mail.

2. Properly addressed mail shall be delivered in the following order:

● Overnight express mail

● Express Mail (i.e., FedEx, Airborne, UPS, and other like carriers)

● First class, Certified and registered mail, priority mail, and internal

● Periodicals

● Standard mail (bulk mail)

● Freight

3. Under special circumstances, no time should be wasted in tracking improperly addressed standard mail.

It will be considered junk mail and disposed of rather than using mailroom resources to identify the addressee. Resources shall not be spent processing non-official mail. Non-official mail will be returned to the post office.

4. Mailroom personnel shall attempt to identify and deliver all improperly addressed first class, certified and registered mail, priority mail, And periodicals to the appropriate mail delivery point. Suppose the mail delivery point of contact cannot be determined after a reasonable effort. In that case, the mail shall be returned to the USPS as undeliverable.

Express Mail

● Shall be delivered immediately to comply with the time frame set forth by the USPS. Check the following sections on the accompanying label with each mail piece at the time of receipt at the IRC.

● Verify that the mail is for an addressee located on the facility.

● Separate the mail by routing code, sort, and deliver.

First-class Mail

● Process within three hours after receipt

● Return all mail to PHMC/USPS that does not have at least one of the following in the address U.S.

Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), or a variation such as Commerce Department.

Sort the regular mail by Division for distribution as follows :

● If it bears the Mailroom Number or Division, sort directly by Division.

● If it does not have the Mail Room Number or Division, but has an individual's name, use the IRC

Directory or NOAA Locator website to locate the recipient’s Division. If found, note Division on the front of the item and sort.

● If the item does not have a Division, Mail Room Number, or name but is addressed to the U.S.

Department of Commerce or NOAA with no additional information, open up each piece and attempt, by scanning contents, to determine the identity of the intended recipient. Use the NOAA Locator as necessary. If no identifier is found, deliver the mail to Buildings Management for action or direction.

Initial all mail that is opened by mailroom personnel to indicate opened by mailroom staff. The contractor shall maintain a log to record these actions.

● Periodicals and "junk mail" are considered non-priority items and are handled as above unless undeliverable.

● At the close of business, verify all items have been delivered and are accounted for. All detected discrepancies should be brought to the attention of the Mail Supervisor for necessary action.

Accountable Mail shall be processed as follows:

● Timestamp each piece of mail and the Return Receipt (PS Form 3811) if one is attached. Remove the Return Receipt and sign it, giving any additional information requested. Separate the mail by routing information and list information on each. Piece of mail in a Record of Accountable Mail log.Deliver each piece of mail to the addressee noted on the form, having the addressee or a person authorized to receive accountable mail in each division complete the form, certifying receipt of the item. If undeliverable, return the mail to the mailroom, noting the reason for non-delivery. Return mail to the sender.

● At the close of business, verify all items have been delivered and are accounted for. All detected discrepancies should be brought to the attention of the Mail Supervisor for necessary action.

● Messenger Envelope: (Interdepartmental) mail shall be treated as regular mail and processed according to the guidelines described above.

Outgoing Mail

● Conduct pick-ups or outgoing mail/packages at each of the copy/mail rooms twice a day (minimum). The estimated time for each route is approximately 45-50 minutes.

● Process and route all outgoing mail before the close of business each workday.

● Separate outgoing mail by billing location (meter identifier) or as part of a consolidated pouch mailing.

● Place consolidated correspondence in envelope, pouch, or carton and affix corresponding address labels.

● Screen and package outgoing material for dispatch in compliance with packaging and addressing requirements of the USPS and small package carriers.

● All special classes of mail (Overnight/express, first-class, registered, and certified) shall comply with applicable USPS regulations or express carrier guidelines or NOAA Mail Management Handbook.

● Consolidated Mailings: The Contractor will sort and consolidate mail to major mailing points specified by the COR, including Ship-in-Port locations. On receipt of outgoing mail, sort to appropriate consolidation boxes. Package or box consolidated mailings and address mail using a preprinted address label at the end of each day.

● List the total number of trays and tubs and the number of individual parcels of outgoing mail on a daily log.

The Mail Rooms

● Restrict Building 176 Main Mailroom access only to authorized personnel, as designated by the COR.

● Receive and sign for Fed-Ex, United Parcel Service (UPS), and express mail/package deliveries.

● Provide and restock all mailing supplies and materials (such as USPS, UPS, FedEx free postal boxes, envelopes, and shipping labels) as necessary at the main and satellite mailrooms.

Equipment

● The following are the responsibilities of the Contractor:

● Notify the COR immediately upon the breakdown of any Government Furnished Property (GFP) or

Equipment (GFE).

● The Contractor shall keep a current listing of government equipment in the mailrooms throughout the contract period.

● Be responsible for performing maintenance, checks, and inspections in accordance with the manufacturer's recommendations. See paragraph Government-Furnished Property and Equipment for other requirements.

Internal Distribution of Material, Freight, and Cartage:

● The Contractor shall provide the services listed below. Standards and acceptable quality levels for these services shall be provided in the Quality Control Plan within 15 days after the start of contract performance.

● The Contractor shall furnish adequately trained personnel, including forklift trained and certified personnel, to receive and distribute various materials.

● Cartage Services

● The Contractor shall inspect all shipments of materials to ensure that the quantities of each item delivered agree with those specified on pick up or delivery order(s). This shall be done by comparing the accompanying delivery/pickup order information with the items tendered COR of any overages or shortages. Enter information of each pickup or delivery in a Daily Work Log, and obtain a receipt signature for each item delivered

● The Contractor shall also distribute agency-furnished publications via mailing lists maintained by the operating units. This shall be accomplished on a case-by-case basis with the COR's approval and only upon written request from the operating unit, accompanied by the publications and a distribution list. The Contractor shall appropriately wrap/prepare the publications for mailing; affix a label on the outer cover of each package.

● Mail Courier Services: Pick up all USPS mail and interoffice mail from the IRC site locations and deliver to the designated offices and locations.

● Mail Distribution: Receive all incoming mail, sort, and distribute as addressed. Pick up outgoing mail, sort, and distribute according to schedule.

● Parcel Post and Cartage Services: Pick up and deliver parcels and cartage as addressed or dispatched by the COR.

● Mail Management Service: Supervise mail distribution services. Ensure proper protection, maintenance, and security of assigned Government facilities, equipment, and materials, including documents that may include the Privacy Act or classified information. Conduct mail counts as requested by COR. Ensure that operational procedures and techniques are developed, tested, documented, refined, and continuously monitored to provide the most efficient and cost-effective mail service. Prepare written instructions on correct mail processing requirements for approval or distribution by the COR. Participate with the COR in conducting Regional Mail Surveys and Mail Improvement Meetings.

Files, Records, and Reports The Contractor Shall:

● Maintain a reference file of current postal and agency mail rules and regulations.

● Maintain a file of routing codes and consolidated mailing sites.

● Maintain a file of mail correspondence and requests for special services or exceptions to normal mail process or schedule(s).

● Maintain a receipt and delivery log of all certified, registered, and special-handling UPS, Express carriers(Airborne, FedEx, DHL, etc.), Express (USPS) mail, or other courier mail and packages.

● Prepare, submit and maintain a file of all postal counts.

● Prepare and submit monthly reports of Received/Delivered, Storage Transactions, Number of Items

Stored/Removed from Storage using the metrics: This Period, Balance Forwarded, Cumulative Balance to the COR.

Special Services The COR may approve routine requests for special mail-related assistance but must not interfere with established distribution schedules and comply with agency policy.

Government Responsibility The Government shall be responsible for:

● Providing facility, utilities, custodial service (except warehouse/storage areas in Building 130), and GFE (see Appendix B), forms, and access to all regulations.

● Providing appropriate training in mailroom reporting requirements during the 30-day calendar-day period after the start work date to ensure Contractor can meet requirements. Details are outlined in subsequent sections of these specifications.

PIFSC Only - Mail services

Outgoing mail service

● Contactor shall retrieve any outgoing mail from the PIFSC mail rooms (#1247 and #2247) each workday.

● Stamp/meter all outgoing PIFSC mail and provide to US Postal Service at next available pickup

● PIFSC will provide postage and metering equipment for PIFSC outgoing mail.

Distribution of packages containing Information Technology Equipment

● Packages labeled as follows shall be delivered to the secure storage room #1366. The contractor shall contact the designated PIFSC property custodian (or delegate) who will sign for these packages.

● Marks/labels/logos identifying the package as originating from Dell, Apple, Hewlett-Packard, Critical Solutions for IT Professionals (CSP Enterprises).

● Shipping address contains the words “PIFSC/ITS” or “Information Technology Services”.

● Shipping address contains the words “PIFSC Property Custodian”

● Frequency: Each working day that such packages are received at the IRC campus.

Distribution of other packages

● For deliveries addressed to PIFSC personnel, the contractor shall inform the addressee (by email or phone) that a package is waiting for them at the IRC mail room.

● Deliveries addressed to personnel in the PIFSC Ecosystem Sciences Division (ESD) can be consolidated and the contractor may contact the Administrative Assistant for ESD. The administrative assistant will pick up the packages and sign for them, or make arrangements for other authorized PIFSC staff to pick them up.

● Frequency: Each working day that such deliveries are received at the IRC campus.

Transportation Services:

The contractor shall provide and maintain their own 12 to 15 passenger van to transport a minimum of 2 bicycles for the following service The Transportation Services shall include scheduled shuttle service Monday through Friday, 6:00 am to 6:00 pm for movement of personnel and guests between the IRC campus and six designated bus stops located outside the Ford Island gate. The driver will make an average of 30-round trips per day with an approximate distance of 5-miles per round trip. These services require knowledge of and familiarity with streets, highways, and driving conditions for the entire Oahu area.

Estimated Effort & Magnitude of Tasking For the purposes of indicating scope of work only, the following information is provided. This information is being provided for background purposes ONLY, and is NOT being provided as an intended contractual or level-of-effort requirement.

● The estimated mileage is 80-120 miles per day.

● Total labor hours: the estimate is for 1,000 labor hours per year.

The following special requirements apply:

● All property being transported must be safely stowed and secured at all times.

● If the Contractor needs to replace drivers when the regularly scheduled drivers are absent, the replacement drivers shall be thoroughly familiar with all pick up/delivery schedules and routes.

● The vehicles shall be locked at all times when the drivers are making deliveries to safeguard the materials being transported.

● No property is to be left in the vehicles overnight.

● If the Contractor's vehicles(s) become disabled, the Contractor shall provide a substitute vehicle within two hours after notification.

● Drivers shall not conduct personal business while performing their driving duties or otherwise during delivery runs.

● If for any reason the messenger will be more than 15 minutes late for a scheduled run, the COR shall be notified by phone as to the cause.

● The requirement shall be for four-daily pickups/delivery.

● Performance of minor vehicle maintenance such as (but not necessarily limited to): monitoring, maintaining, and replacing fluid levels such as oil, gas, window washer, tire pressure, cleaning the exterior and interior, and having the vehicles washed.

Courier Services:

The contractor shall provide and maintain their box truck with a cargo area no less than 20 feet in length. Courier Services may be required daily, with deliveries occurring within a 30-mile radius of the IRC to several locations on the island. The pick-ups and deliveries involve packages, crates, documents of critical importance, and some hazardous material (HAZMAT). Pick-up services may also be required for items at commercial sources. The contractor shall be required to possess current licenses and certifications necessary to transport HAZMAT. These services require knowledge of and familiarity with streets, highways, and driving conditions for the entire Oahu area.

Estimated Effort & Magnitude of Tasking For the purposes of indicating scope of work only, the following information is provided. This information is being provided for background purposes ONLY, and is NOT being provided as an intended contractual or level-of-effort requirement.

● The estimated mileage is 80-120 miles per day.

● Total labor hours: the estimate is for 1,000 labor hours per year.

The following special requirements apply:

● The performance of courier services is considered a critical government activity. It is a high priority that all "runs" take place expeditiously and accurately.

● If the Contractor needs to replace drivers when the regularly scheduled drivers are absent, the replacement drivers shall be thoroughly familiar with all pick up/delivery schedules and routes.

● The vehicles shall be locked at all times when the drivers are making deliveries to safeguard the materials being transported.

● No property is to be left in the vehicles overnight.

● If the Contractor's vehicles(s) become disabled, the Contractor shall provide a substitute vehicle within two hours after notification.

● Drivers shall not conduct personal business while performing their driving duties or otherwise during delivery runs.

● If for any reason the messenger will be more than 15 minutes late for a scheduled run, the COR shall be notified by phone as to the cause.

● The requirement shall be for four-daily pickups/delivery.

● Items being conveyed as part of a courier run should weigh no more than 70 lbs. for every single item. No more than a total of 400 lbs. shall be carried on an individual delivery run unless specifically requested by the COR.

● Performance of minor vehicle maintenance such as (but not necessarily limited to): monitoring, maintaining, and replacing fluid levels such as oil, gas, window washer, tire pressure, cleaning the exterior and interior, and having the vehicles washed.

PIFSC Only - Transportation of government vehicles for service/maintenance Contractor shall provide qualified drivers to transport vehicles to/from service facilities. (Note that this may involve two people. For example, one person drives the vehicle to the service facility and the other to follow in a second car. After the vehicle is dropped off both would return in the second car.) Another option would be to have the one person Uber or ride a taxi back to the IRC. This activity will typically be scheduled 1 to 10 working days in advance by PIFSC, so that a mutually agreeable time can be arranged with the contractor. Scheduling of vehicle preventative maintenance, manufacturer recommended service (including recall service), vehicle cleaning, vehicle repair, and other activities will be coordinated and paid for by the government. Frequency: 1 trip per vehicle per 6 months, or 16 trips per year.

Quality control (QC) The contractor shall be responsible for the quality of services provided under the contract, including those provided by subcontractors, in accordance with acceptable quality performance levels. The contractor shall re-perform work at no cost to the government that does not meet contract requirements unless otherwise directed by the CM.

Quality Control Plan The contractor shall develop, implement, and maintain a Quality Control Plan (QCP) for measuring and attaining quality of performance under the contract. The contractor's QCP shall explain how the contractor will ensure that all contract requirements are being accomplished in accordance with the established standards of the contract. The contractor shall maintain and improve its QCP to prevent unsatisfactory performance from repeating and promptly address and rectify unsatisfactory performance.

The contractor shall submit the QCP 15 days after contract award. The contractor shall submit any changes in the plan to the COR for approval no later than five workdays before implementation.

Quality Assurance To monitor the quality of the contractor's services, the Government will conduct quality assessments. The Government reserves the right at any time to conduct onsite inspections of the Contractor's work at all facilities.

The contractor shall achieve acceptable quality levels for the standards of accuracy and timeliness shown below.

The primary inspection methods include l 00% inspection and random sampling; however, customer feedback and incidental observation may also be used. The Government reserves the right to change or use whichever method of inspection or quality assurance it deems appropriate or beneficial to the Government's interests. Inspections will include all aspects of the services required by the contract.

1. 100% Inspection - 100% inspection is an evaluation method that requires complete inspection of contract requirements. For 100% inspection, the Government will perform surveillance on each item/service performed.

2. Random Sampling - Inspection based on random sampling requires evaluating a fractional part of a contract requirement, not the whole requirement. It provides a means by which each part of a contract requirement has an equal chance of being selected for inspection. Random sampling will be conducted by visual inspection or by the information contained in the Warehouse Inventory database. In addition, customer reports of receiving an incorrect item will be used.

Failure to Perform Suppose any of the services do not conform to contract requirements. In that case, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. Failure to meet the standards during a second review period shall result in corrective action and a 5% reduction of associated monthly billing(s). The COR will be responsible for monitoring performance to assess progress. The COR shall notify the Contracting Officer when it appears that contractor performance will not successfully meet the established measures.

Contracting Officers Authority The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. Suppose the contractor makes any changes at the direction of any person other than the Contracting Officer. In that case, the change will be considered to have been made without authority, and no adjustment will be made in the contract terms and conditions, including price. The clause is taken from Commerce Acquisition Regulation Clause 1352.201-70.

Contracting Officer's Representative (COR) Mr. Jason P. Beaman is hereby designated as the Contracting Officer’s Representative (COR). The contractor will be notified in writing if the COR changes. This notification may not be in the form of a contract modification (e.g.

email). The responsibilities and limitations of the COR are as follows:

● The COR is responsible for the technical aspects of the contract and serves as technical liaison with the contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and other responsibilities specified in the contract.

● The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms, or conditions. Any contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contracting Officer. The Contracting Officer may designate assistant or alternate COR(s) to act for the COR by naming such assistant/alternate(s) in writing and transmitting a copy of such designation to the contractor.

Invoice Submission To avoid delay in processing of payments, submit all invoices to the cor. EFT information shall match the contractor’s registration in the system for award management (sam). Any invoice that does not include the required information listed below will be sent back to the contractor for revision. An invoice shall include the following information to be considered a proper invoice:

● Name and address of the contractor

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