SOW-CVB.pdf

STATEMENT OF WORK (SOW)

1. DESCRIPTION OF TASK

Currently the Central Violations Bureau (CVB), part of the U.S. Courts, mails approximately 125,000 Notices to Appear annually. The CVB is seeking bids to print, fold, stuff, sort, and mail the notices on a daily basis (business days only). The noticing information will be supplied in pipe delimited or XML data and PDF files via secure on-line means. Part of the data provided for each printed Notice is the address. The Contractor is expected to add a mailing bar code to each. Each Notice consists of one #10 window envelope, a one or two (duplex printed) page perforated Notice, and a #9 return envelope. The envelopes and paper will be supplied by the vendor. The envelopes will be printed with the CVB address. The bid should be for a five year term beginning on October 1, 2018 or the first quarter possible after the award of the contract.

1.1 INTRODUCTION

The federal judiciary's Central Violations Bureau (CVB) is a national center responsible for processing violation notices (tickets) issued and payments received for petty offenses charged on a federal violation notice. This includes violations that occur on federal property such as federal buildings, national parks, military installations, post offices, Veteran Affairs medical centers, national wildlife refuges, and national forests.

CVB receives the original citation from law enforcement agencies throughout the country and enters them into a computer system. CVB maintains the official court record for each case, mails court notices to defendants, as well as prepares and mails to each magistrate judge a docket package for each docket call. Cases are kept open until the defendant has posted collateral or when the magistrate judge dismisses the case.

Besides defendants, customers include: courts, U.S. Attorney and law enforcement agencies.

For more information about the CVB visit the website at http://www.cvb.uscourts.gov.

1.2 PURPOSE

This contract will provide the federal judiciary with essential bulk mailing services that are associated with the collection of fines from violation notices issued on federal property throughout the United States and its territories.

1.3 SCOPE

The scope is limited to the daily production and mailing of Notices to Appear over a five year period.

1.4 SPECIAL REQUIREMENTS

The data file will be delivered to vendor each business day by 10 AM CT. The vendor shall merge the data into side one of the fillable PDF Notice to Appear and merge the form with side 2 (if required). Most notices are one sided. The contractor will print, fold, stuff, postal sort, and mail the notices on a daily basis (business days only). The noticing information will be supplied in ASCII text data files via secure on-line means. Side 2 of the notice will be supplied in PDF format and will vary for each Notice. Part of the data provided for each printed Notice is the address. The Contractor is expected to add a mailing bar code to each. Each Notice consists of one #10 window envelope, a one or two page (duplex printed) perforated Notice, and a #9 return envelope. The envelopes and paper will be supplied by the vendor.

The envelopes will be printed with the CVB address. The Contractor is expected to have all notices processed and delivered to the U.S. Post Office within 1 business day of receipt of the data unless the volume of notices is less than 200 for the day. The contractor should combine the job with the following day to reach the 200 piece threshold in order to qualify for the pre-sorted postage discount. Each Notice consists of one #10 window envelope, a one page single sided or duplex printed perforated Notice, and a #9 return envelope. Sample documents are attached.

Contractor must be able to accommodate infrequent form changes.

Postage will be paid directly by the U.S. Courts to the U.S. Post Office via a bulk mail services contract (permit G-18). A completed form PS 2600-R, Statement of Mailing With Permit Imprints - First Class Mail, will be presented to the postal facility along with the mail. A copies of the postal form will need to be emailed to the Central Violation Bureau regularly as agreed by the CVB and the contractor. Billing for services should be for labor and materials only.

2. DELIVERABLES

At the conclusion of each month’s processing, the Contractor will provide the Central Violations Bureau with a written certification showing the number of items processed and mailed.

3. SCHEDULE OF PERFORMANCE AND DELIVERY

The Contractor will begin service with the first business day of October 2015 or as soon possible after the contract is awarded. All Notices should be printed, folded, inserted and delivered to the U.S. Post Office within one business day after receipt of the file unless the quantity is below 200 pieces. If the quantity falls below 200 pieces for the day, the job should be combined with the next business day.

3.1 PERIOD OF PERFORMANCE

The overall period of performance consists of a Base and four Options. The period of performance for the Base period is from the date of the award of this contract through one year thereafter. Options, if exercised, will be one year from the date of option exercise.

4 REVIEW PERIOD FOR DELIVERABLE

The review period for each mailout will be 45 days from each respectively.

5 ACCEPTANCE CRITERIA FOR DELIVERABLE

Acceptable performance will be determined from feedback from the CVB customers. The contractor must maintain quality standards with less than .1% errors. Feedback will include random surveys of customers to ensure timely receipt of mailings as well as sample mailings back to the CVB. The CVB reserves the right to cancel the contract at any time for unacceptable performance. The determination of unacceptable performance will be at the sole discretion of the CVB.

6. ENVIRONMENT:

6.1 LOCATION FOR PERFORMANCE

All work will be performed at the Contractor’s site.

6.2 GOVERNMENT FURNISHED PROPERTY

For the task the CVB will supply a data file, PDF copies of side 2 of the Notice to Appear for those Notices that require it and a PDF fillable form for side 1 of the Notice to Appear. The CVB will not supply paper or envelopes.

6.3 CONTRACTOR FURNISHED PROPERTY

The Contractor is responsible for providing all equipment necessary to complete the task as well as perforated paper to print the Notices, white window envelopes printed with the CVB return address along with printed #9 return envelopes.

6.4 MEETINGS/CONFERENCES

Technical meetings and/or post-award/pre-performance conference and/or meeting during contract performance may be necessary to resolve problems and to facilitate understanding of the technical requirements of the contract. Participants at this meetings/conferences shall be members of the Contractor’s technical staff and technical representatives of the Central Violations Bureau. These meetings/conferences shall be scheduled with the agreement and arrangements made between Patrica Delgado or a representative and the Contractor. All Contractor costs associated with the attendance at these meetings shall be incidental to the contract and not separately billed.

DELIVERY ORDER TERMS AND CONDITIONS

JP3 Clause B-5, Clauses Incorporated by Reference (JAN 2003)

This procurement incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.uscourts.gov/procurement/clauses.htm

The following clauses are included by reference.

JP3 Clause 7-30 - Public Use of the Name of the Federal Judiciary (JAN 2003) JP3 Clause 7-235-Disputes (JAN 2003)

JP3 Clause 2-90C, Option to Extend Services (JAN 2003)

The judiciary may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rated provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of the performance hereunder shall not exceed 6 months. The contracting officer may exercise the option by written notice to the contractor within 30 calendar days prior to the then current expiration date of this contract.

JP3 Clause 2-90D, Option to Extend the Term of the Contract (JAN 2003)

(a) The judiciary may extend the term of this contract by written notice to the contractor within 30 calendar days prior to the then current expiration date of this contract;

provided that the judiciary gives the contractor a preliminary written notice of its intent to extend at least 5 calendar days before the contract expires. The preliminary notice does not commit the judiciary to an extension.

(b) If the judiciary exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

JP3 Clause 7-35, Disclosure or Use of Information (AUG 2004)

(a) Judiciary information made available to the contractor for the performance or administration of this contract shall be used only for those purposes and shall not be used in any other way without the written agreement of the contracting officer.

This clause takes precedence over and is an explicit limitation to the rights enumerated in section (b)(2) of Clause 6-60, "Rights in Data - General."

(b) To the extent the information is otherwise publicly available, it is public information and is not restricted by operation of this clause. However, if public information is provided to the contractor for use in performance or administration of this contract in a media, format, or otherwise in a manner in which it is not available the public, such information may not be used for any other purpose by the contractor except with the written permission of the contracting officer. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration of this contract, the contractor shall consult with the contracting officer regarding use of that information for other purposes.

(c) The contractor agrees to assume responsibility for protecting the confidentiality of judiciary records which are not public information. Such information may include, but is not limited to, all employee data and any written and oral information of a personal nature. Such information is to be safeguarded to ensure that it is not improperly disclosed. Each officer or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein, and that further disclosure of any such information for a purpose or to an extent not so authorized may subject the person(s) responsible to criminal sanctions imposed by 18 U.S.C. § 641. That section provides, in pertinent part, that whoever without authority, sells, conveys, or disposes of any record of the United States or whoever receives the same with intent to convert it to their use or gain, knowing it to have been converted, will be guilty of a crime punishable by a fine up to $10,000, or imprisoned up to ten years, or both. The contractor shall obtain written acknowledgment from each officer and employee to whom information is made available, that they are aware of the above penalties associated with authorized disclosure. Such acknowledgments are subject to the review of the contracting officer.

(d) Performance of this contract may require the contractor to access and use data and information, proprietary to the judiciary or to a judiciary contractor, which is of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interests of the judiciary and/or others.

(e) Contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this contract until made public by the judiciary, except as authorized by the contracting officer. The contractor shall not use, disclose, or reproduce proprietary data which bears a restrictive legend, other than as required in the performance of this contract.

Nothing herein will preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the judiciary between the contractor and the data owner which provides for greater rights to the contractor.

(f) The judiciary and contractor agree that neither expects the performance under this contract to involve reporting or handling of classified information or materials.

Either party shall notify the other promptly in writing if the expectation of that party changes, and shall include in the notice reasons therefore. If there are sealed records, in camera proceedings or grand jury matters, the contractor shall consult with the contracting officer as to the proper safeguarding, security, and secrecy of the original notes and transcript orders.

(g) The contracting officer will advise the contractor whenever the judiciary places a service order which will require classified information or materials. The contractor will have the right to decline to provide services, in which event such services shall be outside the scope of this contract.

(h) The contractor shall hold inviolate and in strictest confidence any and all information of an official nature not for inclusion in the document, any information which the presiding judicial official designates as "off the record" and all classified information and material.

(i) The contractor shall classify, safeguard, and otherwise act with respect to all classified information and material in accordance with applicable law and requirements of the contracting officer. The contractor shall not permit any individual to have or gain access to the classified information or material without written permission of the contracting officer, except as access may be necessary for authorized employees of the contractor to perform services under this contract.

(j) Notwithstanding any other provision of this contract, the contractor may deliver transcript containing classified material or information only to the judiciary. The contractor shall never sell or deliver such document to a private person without the express written permission of the contracting officer. Notwithstanding any other provision of this contract, the contractor shall never keep a copy of a document containing classified material or information after the delivery of the original to the contracting officer.

JP3 Clause 7-120, Availability of Funds for the Next Fiscal Year (JAN 2003)

Funds are not presently available for performance under this contract beyond September 30, 2015. The judiciary's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the judiciary for any payment may arise for performance under this contract beyond October 1, 2015, until funds are made available to the contracting officer for performance and until the contractor receives notice of availability, to be confirmed in writing by the contracting officer.

JP3 Clause 7-125, Invoices (JAN 2003)

(a) Invoices shall be submitted in an original and two (2) copies to the address specified on the SF 26 or SF 33 as applicable, or as otherwise specified with this contract. Invoices shall be submitted in accordance with the schedule for payments as set forth elsewhere under this contract.

(b) The office that will make payments due under this contract will be designated as specified in the contract at the time of contract award.

(c) To constitute a proper invoice, the billing document shall include the following information and/or attached documentation:

(1) name of business concern and such business's Taxpayer Identification Number;

(2) period(s) covered by invoice and invoice date;

(3) purchase/delivery/task order or contract number or other authorization for delivery of property or services;

(4) for each line item - general description of product delivered or services rendered, measured unit, and associated price;

(5) payment terms;

(6) total amount billed;

(7) a subtotal of any and all fees or credits applied to the invoice;

(8) an amount due (if any) or credit balance;

(9) name (where practicable), title, phone number, fax number, and complete mailing address of the responsible official to whom payment is to be sent. The "remit to" address shall correspond to the remittance address in the contract;

(10) other substantiating documentation or information as required by the purchase/delivery/task order or contract;

(11) all follow-up invoices shall be marked "Duplicate of Original."

Contractor questions regarding payment information or check identification shall be directed to the relevant paying authority specified in the contract.

JP3 Clause 7-130, Interest (Prompt Payment) (JAN 2003)

The provisions of the Prompt Payment Act of 1982 and OMB Budget Circular A- 125 concerning interest on overdue payments are not applicable to the judiciary.

Therefore, interest is not payable under this contract for overdue payments.

JP3 Clause 7-140, Discounts for Prompt Payment (JAN 2003)

(a) Discounts for prompt payment will not be considered in the evaluation of offers. However, any offered discount will form a part of the award, and will be taken if payment is made within the discount period indicated in the offer by the offeror. As an alternative to offering a discount for prompt payment in conjunction with the offer, offerors awarded contracts may include discounts for prompt payment on individual invoices.

(b) In connection with any discount offered for prompt payment, time will be computed from the date of the invoice. If the contractor has not placed a date on the invoice, the due date will be calculated from the date the designated billing office receives a proper invoice, provided the judiciary annotates such invoice with the date of receipt at the time of receipt. For the purpose of computing the discount earned, payment will be considered to have been made on the date that appears on the payment check or, for an electronic funds transfer, the specified payment date. When the discount date falls on a Saturday, Sunday, or legal holiday when judiciary offices are closed and judiciary business is not expected to be conducted, payment may be made on the following business day.

JP3 Clause 7-223 Termination for Convenience of the Judiciary (Short Form) (AUG 2004)

The contracting officer, by written notice, may terminate this contract, in whole or in part, when it is in the judiciary’s interest. If this contract is terminated, the judiciary shall be liable only for payment under the payment provisions of this contract for products received or services rendered before the effective date of termination.

Attachment 1 - 8X11.5 inches Notice to Appear (not to scale)

Attachment 2 #10 Window Envelope (not to scale)

Attachment 3 #9 Envelope (not to scale)