Draft Scope Of Work (SOW) - 04172025.pdf

FEDERAL AVIATION ADMINISTRATION

NATIONAL MAIL PROGRAM

STATEMENT OF WORK (SOW)

METERED MAIL SYSTEMS

AVIATION PROPERTY MANAGEMENT (APM)

STRATEGIC PLANNING & PROJECT MANAGEMENT DIVISION (APM-300)

NATIONAL HEADQUARTERS

PART I - SECTION C SPECIFICATIONS/STATEMENT OF WORK

1 INTRODUCTION AND OVERVIEW

1.1 Background

The Federal Aviation Administration (FAA) requires contract support to provide outgoing metered mail operations at various FAA sites. The FAA’s Aviation Property Management (APM) Project Management Division (APM-300) is responsible for managing the FAA’s National Mail Program (NMP). The NMP provides agencywide support for mail operations at FAA sites across the United States and its possessions by providing funding for mail systems, including for metered mail, along with postage, meter rental, maintenance, business reply mail permits, FedEx Ground, and PC online postage application expenditures.

Metered mail is the most efficient and cost-effective postage method for mid- to high-volume mail sites. The FAA’s current metered mail systems (“mail systems”) require replacement because they have reached the end of their useful lives and there have been significant technology advancements since their installation. The current metered mail contract is in its last option year, which expires on September 13, 2025. The FAA thus requires award of a new contract to provide the leased equipment and associated services necessary to ensure uninterrupted mission-critical mail operations at various FAA metered mail sites.

1.2 Scope

The Contractor must provide all necessary equipment and services to meet the requirements of this Statement of Work (SOW). The Contractor must have the capability to provide the required mail system equipment and associated services at various FAA sites as directed by the FAA; this includes at each specified FAA site: (i) removal and salvage or disposal of existing mail systems;

(ii) delivery and installation of new mail systems equipped with leased United States Postal Service (USPS) approved meters that are USPS Intelligent Mail Indicia (IMI)-compliant, (iii) training, and (iv) continuing preventative maintenance services, software updates, and both customer service and technical support for all leased mail systems throughout the Contract period of performance.

The FAA currently has a requirement for forty-eight (48) mail systems with the mail volume capacities listed in the table below. Also shown in the table are additional estimated quantities for each option year should the FAA choose to exercise them. The quantities shown in the table are current estimates only and are not guaranteed; actual quantities required may be more or less than these estimates depending upon the number of FAA mail sites requiring metered mail at contract award and during the period of performance.

Estimated Mail System Quantities

Period of Performance

Low- to Mid- Volume

High-Volume I

High-Volume

II

Total Per

Year Base Year 33 13 2 48 Option Year 1 5 5 Option Year 2 3 3 Option Year 3 3 3 Option Year 4 2 2

TOTAL BASE

YEAR AND ALL

OPTION YEARS

46 13 2 61

2 CONTRACT SERVICES

For each FAA site covered under this Contract, the Contractor must provide the following services in accordance with the Contract and the requirements outlined in this SOW:

2.1 Salvage and Disposal

The Contractor must remove and dispose of and/or salvage all existing mail systems at the specified FAA sites in accordance with all applicable Federal, state, and local laws, rules, and regulations. The Federal Government has determined that improper disposal of used electronics may have potentially harmful effects on human health and the environment. Accordingly, within Ten (10) calendar days of contract award, the Contractor must submit a salvage and disposal plan (Disposal Plan) to the FAA that is acceptable to the FAA Contracting Officer’s Representative (COR) (or the FAA COR’s authorized representative) and FAA Contracting Officer (CO) and that complies with all applicable environmental and other laws, rules, and regulations, including but not limited to those governing the handling of hazardous waste. Acceptance of the Disposal Plan by the FAA COR (or the FAA COR’s designated authorized representative) and FAA CO is a prerequisite to the Contractor’s receiving a Notice to Proceed. The Disposal Plan’s acceptability will be promptly determined by the FAA based on knowledge of the sites covered under the Disposal Plan.

2.2 Meter Rental and Maintenance

The Contractor must provide USPS IMI-compliant leased metered mail systems in the quantities specified by the FAA and in accordance with the capabilities and product requirements set forth in this SOW.

The Contractor must perform preventive maintenance services on each mail system on at least an annual basis for the duration of the Contract period of performance. If the equipment, or any element or component of the equipment, breaks or fails to operate correctly at any time during the Contract period of performance, the Contractor must make all repairs and/or replacements necessary to restore the mail system to full operational capacity at no additional cost to the FAA.

Replacement and repaired goods must meet or exceed the technical specifications of the original equipment.

2.3 Delivery and Installation

The FAA will confirm the initially required mail system quantities and locations upon Contract award (currently estimated to be 48 mail systems). The Contractor must provide a delivery and installation plan to the FAA COR and FAA CO within Ten (10) calendar days of Contract award and must complete delivery and installation of all initially required mail systems at the specified FAA facilities within fifteen (15) calendar days of Contract award without any disruption to daily mail operations. The Contractor must complete delivery and installation of any additionally ordered mail systems within 15 calendar days of the order.

The Contractor must provide at least one (1) operator manual at each FAA site where a mail system is installed.

2.4 Training

Upon installation of a high-volume mail system, the Contractor must provide the FAA with on-site training as to the proper use and operation of the high-volume mail system.

For low- to mid-volume mail systems, when requested by the FAA, the Contractor must provide on-site training as to the mail system’s proper use and operation upon installation.

When requested by the FAA, the Contractor must provide any needed additional training within five (5) business days of the request.

All trainings must be conducted by well-qualified personnel and must be provided by the Contractor at no additional cost to the FAA.

2.5 Customer Service

The Contractor must provide customer service assistance to all FAA sites covered by this Contract throughout the Contract period of performance at no additional cost to the FAA. The Contractor must designate a single, centralized point of contact (POC), as well as a backup POC, for FAA personnel to contact for customer care support. The Contractor must provide FAA personnel at each FAA site with a dedicated phone number and email address available to respond to customer service and technical support requests Monday through Friday between 8:00 AM and 5:00 PM Eastern standard time (EST) (support hours). If the Contractor POC is unavailable, the Contractor backup POC must provide customer service and technical support to FAA personnel during the support hours. The Contractor must also appoint a Contractor Account/Program Manager to respond to account or technical inquiries by the FAA COR and

FAA CO.

2.5.1 Service Calls

The Contractor must ensure its maintenance personnel are on-site within eight (8) business hours of an initial call for service and must complete all maintenance and repair work as expeditiously as possible. If the required maintenance or repair cannot be completed within eight (8) business hours of the initial call for service, the Contractor must provide the FAA with comparable loaner or replacement equipment at no additional cost to the FAA.

The Contractor may perform maintenance or repair work at the FAA site or at the Contractor’s local service branch. If the Contractor removes the equipment from the FAA site, the Contractor must provide the FAA site with comparable loaner equipment at the time of removal at no additional cost to the FAA as reviewed and/or approved by the FAA COR and CO.

2.5.2 Service Call Records

The Contractor must maintain a record of all service calls that includes the following information:

• Date and time the service call is received

• Location of equipment

• FAA site account number

• Name and phone number of the person reporting the problem

• Meter serial number

• Description of the problem reported

• Response time

• Meter postage balance

• Final diagnosis of the problem

• Date and time of the final corrective action

The Contractor must provide these records to the FAA COR and FAA CO upon request, no later than seven (7) business days after receiving the request. If a meter is replaced, the Contractor must notify the FAA COR and FAA CO of the new meter serial number and FAA site address within seven (7) business days of the replacement.

2.6 Monthly Reports

Each month, and additionally upon request by the FAA, the Contractor must provide to the FAA COR and FAA CO a consolidated report showing the per meter postage refill activity at all FAA metered mail sites. The report can be sent electronically to the FAA COR and FAA CO. The consolidated monthly report must be provided in Excel or PDF format and must include at least the following information for each meter:

• FAA Site Name

• FAA Site Address

• FAA Site POC

• FAA Mail Systems Site Account Number, if assigned

• Meter Serial Number

• Monthly Maximum Postage Refill Amount(s)

• Credit and Refund Amounts and Descriptions

• Refill Activity and Date

2.7 Product Requirements

The Contractor must ensure all meters and mail systems meet the following requirements:

• Must be a Federal Risk and Authorization Management Program (FedRAMP)-authorized and certified cloud-hosted system.

• All mail systems must provide the highest discount (Commercial Plus Pricing

(CPP)/Schedule 48 Pricing) to the FAA. The discount must be based on the consolidated volume of all metered mail activities at various FAA sites.

• All mail system refills and other financial transactions (e.g., credits, refunds, postage) must be drawn from a single consolidated FAA account.

• All mail systems must receive automatic USPS postal rate updates and software updates.

• All mail systems and services must be equipped to connect to the FAA network and must meet FAA firewall rules and requirements.

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2.7.1 Meter Capabilities

Description

Low- to Mid- Volume

Vendor Response

High- Volume I

Vendor Response

High- Volume II

Vendor Response

Other Vendor Comments

# of Mail Systems 33 13 2 Processing Speed LPM 7 Up to 70 Up to 100 Up to 150 Scale Capacity LB Up to 70 Up to 70 Up to 120 Process Mixed Mail Yes Yes Yes

USPS IMI

Compliant Yes Yes Yes Thermal Label Printer Yes Yes Yes Automatic Feed Yes Yes Yes Desktop Shipping Access Yes Yes Yes Software Upgrades Yes Yes Yes Postage Rate Upgrades Automatic Automatic Automatic Meter Maintenance Yes Yes Yes Monitor Screen Standard 15" 15" USPS shipping labels Yes Yes Yes Mail feed type Automatic Automatic Automatic Process mail of mixed sizes Automatic Automatic Automatic Ability to track packages Yes Yes Yes Automatic seal Yes Yes Yes Automatic print USPS postage Yes Yes Yes Ad hoc historical activity report per each mail system Yes Yes Yes CPP/Schedule 48 Pricing Yes Yes Yes FedRAMP certification Yes Yes Yes USPS approval Yes Yes Yes Consolidated billing for refill activity per meter Yes Yes Yes

2.8 Period of Performance

The period of performance for this Contract is one base year, renewable at the FAA’s discretion for up to four additional one (1)-year option periods, not to exceed five (5) years in total from the date of award, as follows:

Base Period: 09/14/2025 – 09/13/2026 Option Year 1: 09/14/2026 – 09/13/2027 Option Year 2: 09/14/2027 – 09/13/2028 Option Year 3: 09/14/2028 – 09/13/2029 Option Year 4: 09/14/2029 – 09/13/2030

2.9 Deliverables and Schedule

The following table lists the required deliverables under this SOW:

End Result/Deliverable Schedule/Milestone Salvage and Disposal Plan Within ten (10) calendar days after award Delivery Schedule Within ten (10) calendar days after award Delivery and installation of all equipment at all sites Within fifteen (15) calendar days after award Monthly Consolidated Meter Reports Monthly, by the 10th day of the following month Service calls Onsite within eight (8) hours of initial request Service call records Within seven (7) business days of request On-Site Training

- High-volume sites

- Low- to mid-volume sites

- Additional requested training

Upon installation

Upon request

Within five (5) business days of request

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