ELSS TORFP 001 NCR Attachment 1 PWS.pdf

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Logistical Support Services

National Capital Region (NCR)

Logistics Unit (LU)

Performance Work Statement (PWS)

April 25, 2023

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1 Background The Federal Bureau of Investigations (FBI) Logistics Unit (LU) provides logistical support for the Agency, including the provision of mail services, delivery services, moving services, inventory, and warehousing/freight services to all FBI personnel. In addition, LU provides program support for the FBI’s IT on Demand, Property Turn In, Bulk Buy, and BuMart programs.

2 Scope The FBI has a requirement for logistics support services to be performed in the Washington, DC metropolitan area. This contract will require the Service Provider’s personnel to perform contract duties at three facilities, to include 935 Pennsylvania Avenue, N.W., Washington, D.C.

(“the JEH Building”), the FBI logistics support facility in Cheverly, Maryland (“the Cheverly Warehouse”), and the Logistical Control Deployment Depot (LCADD) in Franconia, VA.

Services are to include mail and material handling; shipping and receiving; light and medium truck transportation; moving services, supply, warehousing, inventory management, dispatching, courier services; requisite management and supervisory services, as detailed in this PWS.

Most requirements have been performed for a considerable period; however, a few requirements are new. In these cases, workload has been estimated and/or pro-rated for a period to determine the expected workload. Any fluctuation above/below 15% of the stated workload is the responsibility of the Service Provider.

This is a performance-based contract structured to provide logistics support services on a fixed price, level of effort basis to the FBI during core working days (Monday – Friday) and hours (7:00 AM – 5:00 PM). Additionally, the contract includes provisions that will require the Contractor to provide overtime support as well as surge support services.

Section C2 details the work to be performed by the Contractor on a fixed price/level of effort basis.

Section C3 details procedures regarding the cost reimbursement effort.

Section C4 identifies requirements applicable to both the fixed price/level of effort and the surge requirements.

Section C5 sets forth quality and data requirements; performance metric requirements; and performance-based actions that may be taken in the event the Contractor’s performance does not achieve all requirements as set forth in this work statement.

SECTION C2: LOGISTICS SUPPORT SERVICES—FIXED PRICE/Level of Effort

2.1 INTRODUCTION

As a services contract, the quality of the Contractor’s workforce is of paramount concern in ensuring high quality performance of this contract’s requirements. The Contractor must at all times maintain a qualified and adequate work force for the uninterrupted performance of all

Version 1.0 Page 3 tasks. When hiring personnel, the Contractor shall keep in mind that workforce stability and continuity is essential to maintaining quality performance.

The following provides details concerning the fixed price/level of effort required for the FBI’s Logistics Support Services for performance in the Washington, DC metro area. The Contractor may propose and recommend alternatives to the schedule, staffing structure, and work management assignments that are provided in this performance work statement. However, most requirements described in this work statement are driven by operational, safety, and security requirements. As such, the requirements set forth here should be considered the Government’s minimum requirements.

2.1.1 General Requirements

The following fixed price/level of effort portion of this work statement details requirements for:

• Management and supervisory requirements.

• Mail and material delivery; outgoing mail processing; and material handling services, to be performed at the JEH Building.

• Shipping, receiving, warehousing, and supply technical services to be performed at the

Cheverly Warehouse; and

• Transportation services, to include dispatching services; furniture, equipment, and material handling services; courier services; and medium truck transportation services.

Amplifying information regarding this section is set forth in this work statement in the attached appendices, which include:

Appendix A: Contractor Personnel Requirements--General Appendix A sets forth historical information regarding security clearances and staffing levels by job skills. Additionally, this appendix includes personnel requirements all Contractor personnel providing services, to include:

• A table showing security clearance requirements by job function

• A table showing minimum staffing coverage for work assignments; and

Appendix B: Contractor Personnel Requirements Appendix B includes two parts. The first part identifies requirements applicable to all Contractor personnel regarding security, language, physical, and dress attire requirements. The second part, which details skill levels considered necessary and essential for completing work requirements set forth in this contract, is applicable to this fixed price/level of effort section to ensure there is an understanding of the skills required by the Government. These are considered to be the Government’s minimum requirements. The Contractor has the authority to exercise discretion with regard to providing greater capacity or capabilities in its workforce. An example would be in having a material handling laborer trained, licensed, and/or certified to perform multiple assignments. Appendix B is also provided to describe the minimum skill levels that the Contractor is expected to provide to meet Indefinite Quantity/Indefinite Delivery (ID/IQ) surge requirements.

Appendix C: Contractor Furnished Property

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Appendix C sets forth the requirements considered necessary and essential for the Contractor to perform work that will be tasked in this contract. These requirements include the vehicles that the Contractor is to provide to perform Courier and Medium Truck Delivery services. As indicated in section 4.21 and 7.9, the service provider shall also have current Department of Transportation (DoT) certified fleet of vehicles and associated licenses to perform transportation of mail/goods/materials to include movement and transportation of hazardous materials within the National Capital Region and across state lines as required.

Appendix D: Government Furnished Property This appendix details the property that will be provided by the Government and made available to the Contractor to perform contract requirements.

2.1.2 Hours of Operations

The normal work week shall be Monday through Friday, except federal holidays. Scheduled work occurs between the hours of 7:00 a.m. and 5:00 p.m, Eastern Time (ET). Government personnel will be present during core working hours. Work shall not be required during federal holidays or when operations are closed due to any government-directed facility closings.

Authorized federal holidays can be found at the Office of Personnel Management website.

Details regarding required operating schedules for different work locations and assignments are provided below. As part of the fixed price/level of effort portion of this contract, the Service Provider shall manage the workforce to accommodate adjustments in this schedule, if and when required, to meet short- or long-term schedule changes. The Service Provider shall ensure that all the following work locations are staffed during the hours stated with personnel qualified to perform the requirements of these assignments. The Service Provider shall ensure a supervisor or lead with supervisory authority is onsite at the following work locations during operating hours.

Operating hours and schedule clarification shall be provided, when required, by the Contracting Officer’s Representative (COR). Additional work outside the fixed price/level of effort will be tasked on an ID/IQ basis, as detailed in the ID/IQ section of this work statement.

8:00 a.m.- 4:30 p.m. ET (All at JEH Building and Headquarters offsites in the NCR)

• Mail and Material Handling—Hand Delivery Services

• Material Handling—Moving Services

• Service Order Dispatching

• Driver/Courier Services

8:00 a.m. 5:00 p.m. ET (All at JEH Building)

• Outgoing Mail Processing Services

7:00 a.m. - 3:30 p.m. ET (Cheverly Warehouse)

• Medium Trucking Services

• Shipping and Receiving Services

• Warehouse Services

• Supply Technical Services

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3. KEY PERSONNEL

The key personnel in this contract are:

• Project Manager

• Deputy Project Manager

• Site Supervisors

• Assistant Supervisors

The Service Provider shall:

• Notify the COR promptly in writing prior to any Key Personnel being removed from performance on this contract.

• Get approval from the COR regarding the reassignment of current Key Personnel assigned to this contract prior to any such change being affected.

• Get approval from the COR to replace any Key Personnel. The replacement should have equal or greater qualifications and capabilities as the person being replaced. To that effect, prior to any person being assigned to a Key Personnel position, the Contractor shall provide the COR with resumes of persons being considered for such a position, along with the description of the position, to include duties and mandatory qualifications required for the position.

3.1 Supervisory Personnel

3.1.a Project Manager The Contractor’s designated Project Manager shall be on site every day, at JEH during core hours. The Project Manager will have the overall responsibility of managing workforce performance and work required within the scope of this contract and shall serve as the principal point of contact for the Contractor with the Government. The Contractor shall designate the Project Manager with responsibility for managing all requirements of this contract. In the absence of the Project Manager the Deputy Project Manager responsible for these matters.

The Project Manager is responsible for attending weekly staff meetings for the Logistics Unit and other periodic meetings as required, to include, but not limited to, weekly joint meetings with the COR and his/her designee to review and plan actions concerning scheduling, priorities, and performance issues. The Project Manager is responsible for visiting warehouse/mail service locations and future locations on a daily, weekly, and/or monthly basis as directed by the Government to ensure operational needs are being meet and to address any problems on site.

Notification of designated Project Manager shall be made by the Contractor, in writing to the Contracting Officer (CO) and COR, at the time these assignments are made, and whenever any changes in these assignments occur. This designation shall either state that the Supervisor has the authority to act on behalf of the Contractor for all contractual matters or will state any limitations on that authority.

The nature of the work required by this contract is such that it is considered essential for a Project Manager capable of making decisions and acting for the Contractor be on site at the JEH

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Building or the Cheverly Logistics Center during core hours. These assignments may be revised with the concurrence of the COR. Regardless of the assignments, the Contractor shall ensure that, on any normal working day as identified in Section 2.1.2, an individual with designated authority to manage all requirements of this contract is On-Site and available at JEH.

3.1.b Deputy Project Manager The Contractor’s Deputy Project Manager shall be on site every day at JEH during core hours.

Works independently under the direction of the Project Manager. The Deputy Project Manager reports directly to the Project Manager. The Deputy Project Manager will assume all duties assigned to the Project Manager, in his/her absence. This position is responsible for supervising Site Supervisors, Supervisors, Assistant Supervisors. In addition, the Deputy Project Manager will monitor daily operations of the contract and will have the overall responsibility of managing workforce performance and be the principal point of contact for the Contractor with the Government.

Deputy Project Manager’s responsibilities include, but are not limited to:

• Supervising mailroom employee outcomes by training, assigning, scheduling, coaching, and counseling employees; communicating job expectations; planning, monitoring, and appraising job contributions; adhering to policies and procedures

• Authority to discipline Contractor personnel employed under this contract.

• Meets operational standards by contributing information to strategic plans and reviews;

implementing production, productivity, quality, and customer-service; resolving problems; identifying system improvements.

• Maintains customer service objectives by monitoring daily operations; resolving claims that require manual review or technical support for mail processing operations.

• Consistently reviews systems and makes necessary adjustments where needed, including resources/staffing. Researches and resolves escalated calls, review and resolve complex claims that have not been resolved by staff.

• Maintains and improves departmental operations by monitoring system performance;

identifying and resolving operations problems; supervising process improvement and quality assurance programs; installing upgrades.

• In absence of the Project Manager, serves as acting Project Manager.

Notification of designated Deputy Project Manager shall be made by the Contractor, in writing to the Contracting Officer (CO) and COR, at the time these assignments are made, and whenever any changes in these assignments occur. This designation shall either state that the Deputy Project Manager has the authority to act on behalf of the Project Manager for all contractual matters or will state any limitations on that authority.

The nature of the work required by this contract is such that it is considered essential for a Deputy Project Manager capable of making decisions and acting in the absence of Project Manager on site at the JEH Building or the Cheverly Logistics Center during core hours. These assignments may be revised with the concurrence of the COR. Regardless of the assignments, the Contractor shall ensure that, on any normal working day as identified in Section 2.1.2, an

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3.1.c Site Supervisors and Assistant Supervisors Site Supervisors and Assistant Supervisors work independently or under the general direction of senior level Contractor management on all phases of performance, including contract management, project/task management, coordination of workloads and resource needs, and coordination with corporate resources and management. These individuals have direct accountability for the technical correctness, timeliness, and quality or work performed under the contract.

Appendix A provides a summary of historical staffing for Supervisors and Assistant Supervisors assigned to manage this contract requirement. Assignment of Supervisory and Assistant Supervisory personnel is at the discretion of the Contractor, providing Supervisors and/or Assistant Supervisors:

• Must be on site each day at JEH, Cheverly, or LCADD during normal working hours of 7:00am – 5:00pm.

• Must be capable of managing and coordinating work in a mail center and or warehouse.

• Have the full authority to act for the Contractor in the performance of the required work and services under all tickets; and

• Are authorized to meet with the COR or designated Government Point of Contact at their location at least weekly to provide verbal status updates and progress reports regarding projects performed during the preceding week and planned for the upcoming week.

3.1.d Site Supervisors Site Supervisor’s responsibilities include, but are not limited to:

• Directing and reviewing work performed to meet all contract requirements.

• Authority to discipline Contractor personnel employed under this contract.

• As appropriate, make recommendations to the COR for new or proposed revisions of work produced to ensure efficient and effective operations.

• Providing or directing on-the-job training to newly assigned personnel, as required, to promote operational efficiency.

• Directing data gathering for various productivity reports as defined in this contract.

• Resolving working level complaints and/or problems regarding work performed;

resolving all other operational problems within the scope of this contract; and preparing responses within established time frames to all written service complaints received by the

COR.

• Developing and implementing quality control procedures, monitoring the work produced under this contract, and initiating corrective actions to ensure conformance with established standards and procedures.

3.1.e Assistant Supervisor Site Assistant Supervisors report to the Site Supervisors. Each Assistant Supervisor is responsible for assisting with the management of Contractor performance of all work required as set forth in this performance work statement. Assistant Supervisors may have delegated authority over functional areas, such as moving, hand delivery, or over a particularly large project or group

Version 1.0 Page 8 of projects, should the volume of work warrant it. Assistant Supervisors must be capable of performing all management and coordinating functions as assigned by the On-Site Supervisor, and will, when required, attend periodic ad hoc face-to-face meetings with the COR and program managers.

Assistant Supervisor responsibilities shall include, but are not limited to the following:

• Team leader in the work of all Contractor personnel to ensure compliance with standards and operating procedures and the requirements of this contract. The Assistant Supervisor shall confer with the Site Supervisor to address problems related to the personnel employed under this contract and assist in the resolution of all personnel problems.

• Assist in providing on-the-job training in methods and procedures to newly assigned staff, and develop visual aids, as required, to promote operational efficiency.

• Assist in data gathering for various productivity reports, and conduct internal surveys as directed.

• Resolve working level complaints and/or problems and resolve other operational problems within the scope of this contract.

• Ensure that routine maintenance on equipment is performed and participate in system changes to accommodate increased workload and FBI organizational changes.

• Ensure that adequate personnel are available to accomplish required work, and initiate replenishment actions for expendable supplies furnished by the Government.

4 INCOMING MAIL AND MATERIALS PROCESSING SERVICES:

The Service Provider is expected to provide accountable mail and material hand delivery services within the JEH Building, Central Records Center (CRC), Winchester, VA and surrounding headquarters offsites during operational hours specified in Section 2.1.2 The Service Provider is expected to perform all services associated with mail services to include receiving, scanning, processing, inspecting, dispatching, and delivering all mail intended for the FBI. Services may include, but are not limited to, the delivery of mail, packages, and freight shipments, all of which are either accountable or non-accountable. Accountable mail/goods/materials are defined as any item labeled with a unique identifying number for chain of custody purposes (i.e., Federal Express (FedEx), United Parcel Service (UPS), Dalsey, Hillblom and Lynn (DHL), United States Postal Service (USPS) Registered, USPS Certified, Roadway, etc.). Non-Accountable mail/goods/materials are defined as any item which does not have a unique identifying number, or due to its size, cannot be co-mingled with regular mail in the FBI mail stream.

Mail and material handling services at FBI Headquarters includes servicing every floor within the JEH Building and headquarters offsites.

4.1 Recording/Delivery Requirements

For all received mail/goods/materials, the Service Provider shall track, for accountability purposes, the following: tracking number (if available), individual's name (if available), room number/mail stop, received date and time, delivery date and time, and signature of recipient

Version 1.0 Page 9 using handheld automated equipment provided by the FBI. If the automated equipment is out of service, the Service Provider shall default to an alternative tracking system to record the above information. The Service Provider shall log and attempt delivery of all accountable and non-accountable mail/goods/materials to the correct individual and/or room number/mail stop as stated on the address mailing label in the JEH Building within three (3) hours of receipt, unless instructed otherwise by the FBI.

The Service Provider shall perform quality control to ensure that all mail/goods/materials received are free of damage. If any damage is found to have occurred, the Service Provider shall have a system in place that flags the mail, documents the damage information, and reports it to the FBI.

Mail/goods/materials designated as requiring refrigeration must be stored in dry ice and/or identified as perishable and delivered within one (1) hour upon receipt. If the recipient office is closed, the Service Provider shall ensure the mail/goods/materials are appropriately refrigerated to prevent spoilage.

The Service Provider shall assist/perform x-ray screening duties of mail/goods/materials as/if requested by FBI personnel. If the Service Provider is requested to provide support, the FBI will provide all necessary training required.

4.1.1 Scanning Translation Documents

The Service Provider shall perform document scanning and file management activities supporting the FBI’s mail screening process.

4.2 Verifying Delivery Address Information

The Government will provide the Service Provider with address information from listings of primary operating components in the Division/Section/Unit. If the Government does not provide the Service Provider with correct delivery address information, the Government expects the Service Provider to contact the Contracting Officer Representative (COR), who will provide the Service Provider with a Government Point of Contact (GPOC) for assistance in searching for any and all questionable addresses.

Historically there are about 10,000 address verifications/searches per year. Questions or issues regarding mail handling shall be directed to the COR or the identified Government Point of Contact (GPOC).

4.3 Progressive Sorting

Prior to departure for delivery, the Service Provider shall proactively take action to ensure that all mail/goods/materials are sorted to expedite delivery and to prevent the needless return of any items.

4.4 Recording Time of Departure and Return

The Service Provider shall track and document all mail/goods/materials to include, but not limited to, time of actual departure from mail room for delivery services and time of actual return

Version 1.0 Page 10 to the room of departure. The Government shall provide a form or automated solution to document this information prior to the start date of the contract for review and acceptance.

4.5 Arrival/Departure Times for Each Room Number/Mail Stop

The Service Provider shall ensure the delivery of all AM (morning) mail/goods/materials by 12:00 noon daily. The Service Provider shall ensure the delivery of all PM (afternoon) mail/goods/materials by end of day whenever possible.

The Service Provider shall be prompt in the performance of delivery duties. The Service Provider will not interrupt pick-ups and deliveries for reasons, including but not limited to, going to the bathroom, break room, cafeteria, credit union, store, while in possession of mail/goods/materials.

4.6 Completion of Scheduled Route

The Service Provider shall immediately record the time of actual return and deliver signature pad and any other handwritten receipts to the Service Provider Supervisor for audit purposes upon completion of scheduled routes.

4. 7 Unacceptable Pick Ups/Deliveries The FBI does not accept the following items at the JEH Building location: personal items not related to FBI business (including but not limited to, flowers, balloons, food, or clothing), documents/materials classified Top Secret, Sensitive Compartmented Information (SCI) or higher, and/or hazardous materials. Classified documents/materials mistakenly accepted shall immediately be hand-delivered to the COR for Security Division notification.

4. 8 On-Call Pick Up/Delivery Service Between 8:00 a.m. and 4:30 p.m., ET, each workday, the Service Provider shall provide pickup and delivery services at any location within the JEH Building within thirty (30) minutes of the request.

4.9 Security of Mail/Goods/Materials

The Service Provider shall station mail cart(s) or any other equipment used to transport mail/goods/materials as near as possible to where pick-up and deliveries are being provided.

Mail/goods/materials will be delivered within assigned space and will not be left in corridors, hallways, stairwells, or doorways for fire and life safety reasons. Mail/goods/materials should not be left unattended outside of the LU facilities apart from emergency situations (discussed below).

4.10 Lost / Damaged Mail/Goods/Materials

The Service Provider is responsible for the care of mail/goods/materials. Should an item become damaged or lost and the fault is determined to be that of the Service Provider, the Service Provider must replace the mail/goods/materials when applicable.

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4.11 Pick-Ups/Deliveries outside the JEH FBI Building

Apart from materials managed during courier and trucking services as identified in Sections 4.15, 4.16, 4.17, the Service Provider will not pick up or deliver mail/goods/materials outside the

JEH.

4.12 Emergency Type Situations

In the event of fire or other emergency-type situations while performing pick-up and delivery services in the JEH Building, the Service Provider must secure mail/goods/materials, mail carts, and any other related equipment in the nearest room and evacuate the building according to the type of emergency. Under no circumstances shall mail/goods/materials be removed from the JEH Building during emergency-type situations.

4.13. Logistical Support

The Service Provider shall provide personnel, on a daily workday basis, to travel with an FBI employee in an FBI vehicle to pick up and process mail/goods/materials at the main FedEx facility in Washington, D.C. The Service Provider shall assist in the accounting, sorting, processing, loading, and unloading of mail/goods/materials.

The Service Provider shall provide personnel, on a daily workday basis, to travel with an FBI employee in an FBI vehicle to pick up and deliver mail, files and related materials at the Department of State. The Service Provider shall assist in the loading and unloading of the FBI vehicle.

Additional pick up locations may be added in the future or may be subject to change. The Service Provider will be required to provide support for any new locations.

Before and after the performance of these duties, the Service Provider shall ensure that mail and material hand delivery services are provided as defined in this PWS.

4.14 OUTGOING MAIL PROCESSING/ SHIPPING SERVICES

4.14.1 Outgoing Mail Processing Duties

The Service Provider shall operate the FBI's outgoing mail processing section at the JEH Building and CRC location in Winchester, VA. Duties include, but are not limited to, the mailing/shipping of USPS mail, managing items of a mass quantity, and processing various other mail/goods/materials shipped via commercial mailing/shipping carriers (including, but not limited to, FedEx, UPS and DHL).

The Service Provider will process all items received by 3:00 p.m. each workday for acceptance by various mailing/shipping carriers.

4.14.2 Mail Knowledge of Regulations and Standard Procedures

The Service Provider will comply and have comprehensive knowledge of current USPS regulations, a detailed understanding of mail classifications (including, but not limited to, first, Version 1.0 Page 12 priority, periodical, standard A, and standard B, and knowledge of commercial mailing/shipping carriers' shipping costs, methods, and computer systems).

4.14.3 Mailing/Shipping Method

Under guidance from the FBI Supervisor, the Service Provider will determine the most economical shipping method available for each item, unless otherwise instructed by the FBI.

The appropriate postage will be applied to each mail piece based on the type of mailing service requested.

4.14.4 Equipment and Supplies

The Service Provider shall efficiently and effectively operate all government provided mailing equipment, including but not limited to Pitney Bowes DM 1000 mailing machine and FedEx automation equipment.

The Service Provider shall actively track all Government furnished supplies needed to perform the duties associated with this contract. When the supply stock provided by the Government reaches a low level, the Service Provider will take necessary steps to notify the Government of the need to order/replace supplies. The Service Provider shall log postage meter readings and submit a monthly report of postage expenditures.

4.14.5 Sorting Outgoing Mail

The Service Provider shall ensure the accurate sorting of all mail and related materials into approximately 75 different categories as designated by the FBI.

4.14.6 Packaging/Wrapping/Labeling/Shipping Mail/Goods/Materials The Service Provider shall package, wrap, label, seal, and mail/ship all mail/goods/materials according to FBI specifications. Such specifications will be provided prior to the start date of the contract. The Government will provide all related supplies to perform such work.

4.14.7 Compiling Statistics

The Service Provider will ensure that requested data is accurately maintained on a daily, weekly, and monthly basis as directed by the Government. Reports shall include data on the number of pieces of mail/goods/materials processed and inventory status of supplies and will be recorded on FBI forms or automated solutions provided on the start date of the contract. Specific details on statistic compilation will vary by request and will be described by FBI personnel at the time the request occurs.

4.14.8 Recording/Copying/Processing Requests

The Service Provider shall accurately record item data, including but not limited to the tracking number of each outgoing shipment made on appropriate FBI forms or using automated solutions provided prior to contract start date. Daily, request forms shall be copied and filed in date order.

The original will be returned to the requester through regular FBI distribution channels. Specific details on data to be recorded can vary and will be described by FBI personnel at the time the request occurs.

4.14.9 Hazardous Materials Program

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The Service Provider shall assist with FBI's hazardous Material shipping program. Service Provider shall package, wrap, label, seal, and mail/ship all mail/goods/materials according to FBI specifications. Such specifications will be provided prior to the start date of the contract. The Government will provide all related supplies to perform such work. Personnel must be certified in HazMat for perform this service.

4.15. WAREHOUSE AND SUPPLY SERVICES —CHEVERLY LOGISTICS CENTER

4.15.1 The Service Provider shall provide warehouse services at the Cheverly Logistics Center (82,000 sq. ft.). Warehouse services may include, but are not limited to: Supply technical services which shall include limited aspects of technical supply management work (inventory management, storage management, cataloging, and property utilization) related to depot, local, or other supply activities; loading and unloading the contents in/out of all sizes and types of vehicles, verifying materials against receiving documents, noting and reporting content discrepancies and obvious damages; scanning/x-raying mail/goods/materials; routing materials to prescribed storage locations; storing, stacking, or palletizing materials in accordance with prescribed storage methods; rearranging and taking inventory of stored materials; examining stored materials and reporting deterioration and damage; removing material from storage;

preparing materials for shipment; and shipping items. Services may require the operation of hand trucks, power trucks, and forklifts. The Service Provider must understand and comply with the facility’s storage plan.

4.15.2 Unloading Vehicles

The Service Provider shall promptly unload all mail/goods/materials received in a safe, secure, and effective manner. The Service Provider will take measures and use good judgment to prevent damage to goods or injury to personnel while unloading vehicles 100% of the time.

4.15.3 Verifying the Correctness of Mail/Goods/Materials

Received upon receipt/unloading of vehicles/mail/goods/materials received, the Service Provider shall:

• Verify the correctness of incoming mail/goods/materials, by comparing bills of lading, invoices, manifests, storage receipts, or other records 100% of the time.

• Check for damaged/missing items

• Research shipment contents to determine if materials require entry into an asset management system.

• Ensure that mail/goods/materials are appropriately identified for routing to the appropriate FBI location

• Prepare and keep records of mail/goods/materials received/shipped/stored

4.15.4 Asset Management Inventory

The Service Provider shall support the FBI’s Asset Management Program. After completing the security screening process, accountable and non-accountable property items will be entered into the Asset Management System (AMS).

The Service Provider will:

• Receive property and determine if it meets Asset Management standards

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• Ensure accountable and some non-accountable properties are tagged and entered in a government provided tracking system for non-expendable property

• Ensure proper guidance is distributed and enforced for tagging new assets

• Ensure proper documentation exists for purchase and/or disposal of assets

Actions to enter property into AMS must be completed within 48 hours of receipt of property.

4.15.5 Verifying Delivery Address Information

The Government will provide the Service Provider with listings of primary operating components in the Division/Section/Unit directory along with the criteria for questionable addresses. Questions or issues regarding mail handling shall be directed to the COR or the identified Government point of contact (GPOC).

Upon receipt, unloading, and verifying the delivery, the Service Provider is responsible for promptly transporting received mail/goods/materials directly to x-ray screening equipment for examination by FBI personnel. FBI personnel will perform the x-ray or other type of security screening; however, the Service Provider shall assist/perform x-ray or other type of security scanning if requested by FBI personnel.

If Service Provider personnel are determined to have been following or bypassing security procedures/requirements for the screening of mail/goods/materials, the Service Provider shall immediately replace the employee upon verbal notification by the COR. This will be followed up in writing stating the circumstances for the security violation.

4.15.6 Loading of Vehicles

The Service Provider shall promptly load all mail/goods/materials received in a safe, secure, and effective manner when ready for transportation to other FBI locations. The Service Provider must use good judgment in the loading of cargo in order to ensure that it is not damaged, destroyed, overloaded, or unevenly loaded because of a vehicle’s tendency to sway.

4.15.7 Compiling Statistics

The Service Provider shall accurately record data on a daily, weekly, and/or monthly basis as directed by the Government. Reports will include data on the number of pieces of mail/goods/materials processed and inventory status of supplies and will be recorded on FBI forms or automated solutions provided prior to the start date of the contract. Specific details on data compilation will vary by request and will be described by FBI personnel at the time the request occurs.

4.15.8 Recording/Copying/Processing Requests

The Service Provider will accurately record item data, including but not limited to the tracking number of each outgoing shipment, made using appropriate FBI forms or automated solutions, provided on the start date of the contract. On a daily basis, the forms will be copied and filed in date order, with the original being returned to the requester through regular FBI mail channels.

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Specific details on data to be recorded can vary and will be described by FBI personnel at the time the request occurs.

4.15.9 Light Cleaning

The Service Provider must keep the working area free of plastic wrap, empty cartons, wood scraps, wooden pallets, and other light debris accumulated in the loading dock area within the Cheverly Warehouse 100% of the time. Materials collected will be carried to and discarded in a provided trash dumpster adjacent to the loading dock. Brooms will be provided to sweep designated floor areas.

4.15.10. Supplies

The Service Provider shall develop a system to actively track all Government furnished supplies needed to perform the duties associated with this contract. When the supply stock provided by the Government reaches a low level, the Service Provider shall notify the Government of the need to order/replace supplies.

4.15.11 Blue Room

The Service Provider shall provide support for mail screening and inspection functions in the Blue Room at the Cheverly Warehouse. Functions include but are not limited to opening mail and packages to screen for hazardous/toxic substances.

4.16. WAREHOUSE AND SUPPLY SERVICES—FRANCONIA

The Service Provider shall provide warehouse and supply support at the LCADD Warehouse.

4.17. SERVICE TICKETS

The Service Provider shall provide service order dispatching services for work requests generated from JEH. Services including, but are not limited to receiving, issuing, prioritizing and closing work orders (tickets); dispatching orders and relaying messages and special instructions to mobile crews and other departments; tracking response times to ensure satisfactory performance; and keeping records of service calls and work orders. In addition to the two facilities where Service Provider personnel are located, the dispatcher will track and manage work performed by couriers and other drivers tasked under this contract for work performed in the Washington metropolitan area.

4.18 MATERIAL HANDLING - MOVING SERVICES

The Service Provider will provide moving services within the JEH Building and other FBI locations within the National Capital Region. Occasionally, the Service Provider may be expected to provide moving services or assistance as requested by the Government for the Quantico and Winchester Campuses. Moving services typically involve small moves, including but not limited to moving from one desk to another; moving from one office space to another in

Version 1.0 Page 16 the same building; or moving from one office space to another within the National Capital Region.

Moving services typically involve small moves, including but not limited to, moving from one desk to another, moving from one office space to another in the same building, or moving from one office space to another within the Washington, D.C., Metropolitan area.

To execute some moves, overtime and surge work may be required during regular working hours cited in Section 2.1.2, any time after regular working hours or both, seven days a week, 24-hours per day, to include federal holidays. Move schedules will be determined on a case-by-case basis, at the convenience of the Government, minimizing the impact to FBI operations.

4.18.1 Moving Government Property

Moving services include but are not limited to:

• Coordinating moves with the FBI

• Pre-move surveys

• Padding, packing and/or crating as may be required for movement of property

• Pick up, loading, and delivery of the property at its present location

• Delivering of property to the designated room and/or positioning at the new location

• Removing all packing and crating materials from the premises of the FBI

• Preparing all required shipping documentation

• Special event set up and tear down

• Assisting the Property Turn In with disposal of property and equipment

4.18.2 Special Moving Circumstances

Special moving circumstances will exist for some of the moving services the Service Provider shall provide:

Fragile Equipment The Service Provider will encounter fragile equipment including but not limited to, computers, servers, printers, calculators and other types of electronic equipment. Fragile equipment shall be packed and moved by the Service Provider in cartons or carts specially made for this type of

Version 1.0 Page 17 equipment or by a means acceptable to the FBI. All property must be protected against damage and inclement weather during loading, moving, and unloading operations.

Filing Cabinets The Service Provider shall transport all filing equipment upright. The Service Provider will secure and protect all filing cabinet drawers (other than locked security files) against opening.

The use of steel strapping (banding) for this purpose is prohibited.

Furniture The Service Provider will utilize materials (i.e., blankets/pads) that protect the furniture in the movement of all furniture, including but not limited to desks, tables, credenzas and chairs.

4.18.3 Furniture Assembly, Light Duty

When necessary or requested by the Government, the Service Provider shall perform assembling services for desks, chairs, conference tables, mail carts/racks, and other office related equipment and furniture. The Service Provider shall provide tools to fasten, screw, and bolt hardware delivered with equipment and furniture.

4.18.4 Movement of Official Materials Designated for Special Destruction When necessary, the Service Provider shall pick up, move, and deliver official materials designated for special destruction from locations within the JEH Building. Suitable canvas carts and brown burn bags will be provided by the FBI to securely transport official materials to off-site locations.

The Service Provider will not be responsible for hazardous materials (including but not limited to asbestos and lead) at the JEH Building. The Service Provider will be prohibited from destroying and/or the actual disposal of official materials designated for special destruction.

4.18.5 After Operations Cleaning

The Service Provider is expected at all times to clear all debris which accumulates in respective areas during the normal course of operations. This task includes but is not limited to collecting plastic wrap, empty cartons, wood scraps, wooden pallets, and other light debris accumulated within the JEH Building or off-site locations. Materials collected shall be carried to and discarded in a Government provided trash dumpster. The Government will provide the Service Provider with brooms to sweep designated floor areas.

4.18.6 Compiling Statistics

The Service Provider will accurately record statistics on a daily, weekly, and/or monthly basis as directed by the COR or the COR’s representative. Statistical reports shall include but not be limited to data on the number of moves processed and inventory status of supplies and shall be recorded on FBI forms or automated solutions provided on the start date of the contract. Specific details on statistic compilation will vary by request and will be described by the COR or the COR’s representative.

4.18.7 Quality Control Checks

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The Service Provider’s Supervisor and/or Assistant Supervisor is expected to perform daily on-site inspections and quality control checks to ensure all property is safely and securely moved without damage. To ensure this, the Service Provider is expected to always have a supervisor and/or Assistant Supervisor on-site during working hours.

4.18.8 Supplies

The Service Provider shall actively track all Government furnished supplies needed to perform the duties associated with this contract. When the supply stock provided by the Government reaches a low level, the Service Provider shall notify the Government of the need to order/replace supplies.

4.19 DRIVER/COURIER SERVICES

The Service Provider shall provide courier services and vehicles for use by the Service Provider’s full-time drivers/couriers to transport mail and related materials to and from FBI locations within the Washington, D.C., Metropolitan Area to include Winchester and Quantico.

All vehicles necessary to provide driver/courier services shall be provided by the Service Provider.

4.9.1 Driver’s Licenses and Certifications

All Service Provider personnel performing driving services under this contract must have and maintain valid drivers’ licenses and all certifications as required by the laws of the District of Columbia, State of Maryland, West Virginia or Virginia. The Service Provider is responsible for awareness and compliance with the legal requirements for driving commercial vehicles in these jurisdictions. When providing services identified in this document, drivers shall have in their possession, at all times, valid drivers’ licenses and other appropriate personal and vehicular credentials as required by these jurisdictions.

4.19.2 Sorting and Loading FBI Off-Site Mail and Related Materials (JEH) The Service Provider will be responsible for accurately sorting mail and related materials addressed to FBI off-site locations in sufficient time to allow for delivery by the times cited in Section 4.5. Prior to scheduled departure to FBI off-site locations, the Service Provider shall load and lock all sorted mail and related materials in provided containers. The locked containers shall then be transported to the loading area in the JEH FBI Building, wherein the containers with mail and related materials shall then be safely loaded and locked in the vehicles provided by the Service Provider.

4.19.3 Delivery of Mail and Related Materials to FBI Off-Site Locations The Service Provider shall proceed directly to each FBI off-site location in the most efficient and effective route possible. Upon arrival at each FBI off-site location, at least one Service Provider representative shall always remain within the vehicle, while the other Service Provider unloads and delivers the mail and related materials directly to the FBI off-site location. Upon arrival at the FBI off-site location, the Service Provider shall accurately obtain an electronic signature using an automated signature pad (government provided) or a hard copy (handwritten) manifest for accountable mail. A signature is not required for non-accountable mail (internal messenger envelopes, first-class mail, periodicals, etc.).

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4.19.4. Picking Up Mail and Related Materials from FBI Off-Site Locations Once a delivery has been made the Service Provider shall also pick up all mail and related materials provided and return directly to the vehicle. When the vehicle is loaded, the Service Provider shall proceed to the next FBI off-site location and repeat the process. Upon completion of all scheduled deliveries, the Service Provider shall proceed directly back to the originating location with all the picked up and undeliverable mail and related materials. Once the Service Provider has returned to the JEH Building, the vehicles shall be promptly unloaded and the mail and related materials delivered to the JEH mailroom, wherein the Service Provider shall sort the mail and related materials into designated categories.

4.19.5 Daily Pick-ups/Deliveries within the District of Columbia The Service Provider shall provide at least one (1) daily pick-up/delivery for each FBI Off-Site location within the National Capital Region. Additional runs may be required based on mail volume. The locations and numbers of off-site locations may change as the FBI expands or consolidates facilities in the future. The Service Provider shall provide vehicles and drivers/couriers dedicated to duties outlined in Section 4.19.

4.19.6 Daily Pick-up/Delivery Outside of District of Columbia The Service Provider is responsible for at least one (1) daily pick up/delivery for each FBI location. The Service Provider shall provide one (1) pick up/delivery between the JEH Building and each of the FBI locations. The Service Provider shall provide a vehicle and driver/courier to perform the duties outlined in Section 4.19.

4.19.7 Arrival/Departure Times for Each FBI Off-Site Location The Service Provider shall schedule courier run departure to allow enough time to complete the run and return to the JEH building with sufficient time to process the mail.

4.19.8 Security of Mail and Related Materials

The Service Provider is responsible for ensuring that time-sensitive classified and unclassified mail and related materials are picked up and delivered in an accurate, prompt manner without any incidents of lost, damaged or stolen mail.

4.19.9 Compiling Statistics

The Service Provider will accurately record statistics on a daily, weekly, or monthly basis as directed by the COR or the COR’s representative. Statistical reports shall include but not be limited to data on the number of moves processed and inventory status of supplies and shall be recorded on FBI forms or automated solutions provided on the start date of the contract. Specific details on statistic compilation will vary by request and will be described by the COR or the COR’s representative at the time the request occurs.

4.19.10 Movement of Official Materials Designated for Special Destruction at the JEH Building

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The Service Provider will pick up, move and deliver official materials designated for special destruction from…