PWS_Revised_6_20_13.doc

PERFORMANCE WORK STATEMENT

1.0 GENERAL

1.1 SCOPE

The contractor shall (1) perform mail service for the U.S. Customs and Border Protection to include operation of the Customs and Border Protection NY/NWK Area Mail Room, the delivery and pickup of mail within the Customs and Border Protection building, and provision of inter-building mail pickup and delivery services between Customs and other Federal agencies (as necessary), delivery and pickup for intra-building mail services, and (2) operation for providing customer service support to Customs employees for mail services, to include but not limited to; answering mail related questions, providing guidance and direction for mail services, assistance with packaging and wrapping, enforcing, informing and implementing Customs and Border Protection mail policies and establishing excellent working relations with the customers through periodic informal training and mail practice enhancement techniques.

1.2 HOURS OF OPERATION

The scheduled hours of operation for mail services are as follows, Monday through Friday except Federal holidays:

Mail Facility

8:00 a.m. to 4:30 p.m.

1.3 ANNUAL WORKLOAD

The estimated annual workload for mail is as follows:

1.3.1 Mail Operations

Incoming Mail

Letters/Flats

50,000

Boxes:

Up to 2 lbs.

2 to 5 lbs.

5 to 20 lbs.

20 to 35 lbs.

Express

52,500

Registered

3,000

Certified

3,000

Intra-Office

Outgoing Mail Regular

Certified

8,000

Registered

1.3.2

Motor Vehicle Operations 250 runs per year (Intra-building and local Post Office runs)

Average number of runs per day

Normal length of time per run

2 hrs.

1.4

SECURITY REQUIREMENTS

1.4.1 A background investigation shall be completed for each contract employee. The Contracting Officer’s Representative (COR) and the Office of Internal Affairs shall also determine the level of security clearance, if any, necessary to perform all of the duties required in this contract.

1.4.2 The Contractor shall submit the required security forms for all Contractor employee hired after the first day of contracting performance. All contractor employees will be notified by HR to fill out the required online EQUIP background forms within 30 days upon notification of award of contract. It is critical they be filled out and submitted within these 30 days because the processing time for security clearances is typically lengthy. Initial National Security Checks will be performed and require positive results for interim employment of any and all contract employees. Any prospective employee must be available for duty within five workdays after notification from the COR that the employee is authorized to work under this contract.

The Government may, as it deems appropriate, authorize and grant temporary clearance to employees of the Contractor. However the granting of a temporary clearance to any such employee shall not be considered an assurance that full clearance will follow as a result or condition thereof, and the granting of either temporary or full clearance shall in no way prevent, preclude or bar the withdrawal or termination of any such clearance by the Government.

1.4.3 The Contractor shall ensure that no Contractor employee commences work here under prior to receipt of notification from the COR that the employee is authorized to begin work under this contract.

1.4.4 Prior to submission to the COR, the Contractor shall screen the forms specified in paragraph 1.4.1 to ensure that they are filled out completely and accurately and that the Contractor personnel have no arrest records which due to the length, currentness, or seriousness could call into question their honesty and/or trustworthiness in handling sensitive investigative or administrative material. Persons whose arrest record, as determined by a Federal Bureau of Investigation (FBI) name and fingerprint check, is of such nature as to question their honesty and/or trustworthiness will not be permitted to work under this contract.

1.4.5 All personnel to work under this contract who require unescorted access to Customs and Border Protection facilities shall carry in their possession a Government furnished building identification badge. Upon arrival to work the contractors must sign in at the guard’s desk post in the main entrance. The guard will issue them a visitor pass which must be visible at all times. The contractors must return the building pass and sign out at the end of each workday. The identification badge shows the Contractor or company name, employee name, and employee signature. No Customs and Border Protection identification badge will be issued to non-United States citizens unless they have obtained legal status and have lived in the United States long enough (generally five years) for a background investigation to be conducted. The Customs and Border Protection identification badge shall only be used in accordance with Customs and Border Protection rules in performance of this contract. All Customs and Border Protection identification badges remain the property of the Agency and must be returned to the COR or the COR’s designee upon dismissal or resignation of the Contractor employee or upon termination of this contract.

1.4.6 A minimum National Agency Check with written inquiries (NACI) will be conducted on all Contractor personnel who require unescorted access to Customs and Border Protection facilities or who handle unclassified Customs information. The NACI will be initiated by the Customs and Border Protection to ensure that Contractor personnel meet the employment standards applied to Customs and Border Protection employees. The intent and purpose of the investigation is to preclude the assignment of any person who may pose a threat to the Government or successful contract completion due to past unlawful or inappropriate behavior.

1.4.7

If the Customs and Border Protection receives an unsuitable report on any

Contractor employee after processing these forms, the Contracting Officer will notify the Contractor in writing that such employee cannot work under this contract. Since security investigations are very costly to the Government, the Contractor shall make every effort to preclude incurring of cost by the Government for security investigations that result in a negative report on potential employees. The Contractor shall take all necessary steps to ensure that Contractor personnel who are selected for assignment to this contract are; (a) professionally qualified and personally reliable, (b) of reputable background and sound character, and (c) meet all other requirements stipulated herein. Where an employee is deemed unsuitable due to undisclosed factors or circumstances, which are, or with normal diligence should have been, within the knowledge of the Contractor, the Contractor shall bear the costs of clearance of the replacement employee.

1.4.8

The fact that the Government performs security investigations shall not in any manner relieve the Contractor of responsibility to ensure that all personnel furnished are reliable and of reputable background and sound character. Should a security investigation conducted by the Government render ineligible a Contractor-furnished employee, and determine whether the Contractor has abdicated responsibility to make every effort to select reliable employees of reputable background and sound character.

1.4.9 The Government reserves the right to require a full-field background investigation of any Contractor employee assigned to this contract if deemed appropriate by the Customs and Border Protection. The cost of such background investigation will be assumed by the Customs and Border Protection.

1.4.10 In the event of termination or absence of a Contractor employee assigned to work under this contract, the Contractor shall be required to meet all of the contract performance requirements until a replacement is made.

1.4.11

While the mail person is with the vehicle, he/she shall be responsible for safeguarding the mail. The COR shall be notified immediately if any mail is lost or stolen. No mail or package shall be left unattended at any time, with the exception of mail being locked in the mail room vehicle while he is making deliveries or pickups.

1.4.12

All contractor personnel who work under this contract shall strictly adhere to all existing Department of Defense, U.S. Customs and Border Protection, Department of Homeland Security, and other applicable Government directives on access to, handling, safeguarding, and delivering classified material. In performance of work required, the mail person may need to leave the vehicle to pick up or deliver material in the vehicle, the courier shall keep such material in his/her personal possession. For this purpose, the Government will furnish a lockable pouch, or some similar device, for use in carrying and safeguarding classified material.

1.5 PERSONNEL REQUIREMENTS

All contractor personnel assigned to work under this contact shall be of good character, fully qualified, experienced, trainable, and physically able to perform the work required.

1.5.1

Standards of Conduct. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, integrity, and sobriety, and for taking such disciplinary action with respect to employees as may be necessary. Possession or indications of use of illegal substances by contract employees shall result in the employee immediate removal and replacement. The Contractor is also responsible for ensuring that employees do not divulge or use any information coming to them confidentially in the performance of their duties under this contract. The applicable provisions of the Customs and Border Protection Conduct and Employee Responsibilities Handbook, dated December 29, 1977, with revisions, must be adhered to by Contractor employees. A copy of this Handbook will be provided on the starting date of this contract, or earlier, if requested.

1.5.2

Dress Requirements. All contract personnel shall be neat, clean, and present a professional appearance when performing under this contract. All contract employees responsible for the delivery of mail shall wear at all times the U.S. Customs and Border Protection mail service jacket or smock. This jacket shall be furnished by the government on the start date of the contract. The contractor shall be responsible to ensure the mail service jacket is maintained in a clean state at all times, and is responsible to ensure that the contract employees assigned for the delivery of mail wear this jacket/smock while on duty. Extremes of dress will be avoided. Those employees who provide driver duties shall be conservatively dressed in dress shirt, tie (optional), and slacks, or equivalent attire for women.

1.6 STAFFING LEVELS

The Contractor will have discretion in the methods selected to perform mail services, including the number of employees.

1.6.1

Mail Facility. The Contractor shall provide personnel in the following positions in sufficient numbers to ensure provision of mail services for the NY/NWK Area mail center. NOTE: The numbers given here reflect the fiscal year 2013 workforce and are for estimating purposes only.

POSITION

CURRENT NO.

Operational Support

Manager

Mail Clerk

Total

1.6.2

Staffing Plan. The successful performance of services under this contract depends on the Contractor’s ability to meet or exceed all performance work requirements. Offerors shall submit a staffing plan showing the number, skill category, and duty hours of personnel to be assigned under this contract. The quality assurance plan, (1.9.1), will serve as the basis for determining problems in service and resolving issues. All proposed changes to the staffing plan must be submitted in writing to the COR for review and acceptance prior to implementing the changes.

1.6.3

Maintaining Staffing Levels. The Contractor shall at all times maintain an adequate on site workforce as established in paragraph 1.6.2 and Section B of the Contract, for uninterrupted performances of all services specified in this contract. In addition, an adequate number of fully trained persons with security clearances will be available to augment the contract and serve as substitutes for on site employees in the event of absences, dismissals or resignations. If a Contractor employee is not available for work for any reason, the Contractor is required to meet all performance work requirements without exceptions. If the performance requirement standards are not met the government is entitled to a credit equal to the rate established in this contract.

1.6.4

Supervisory Requirement. Supervision shall be provided during the hours of operation (see paragraph 1.2). The person in the position must be competent and have a good working knowledge of the specific tasks to be performed.

1.7 CONTRACTOR AND PERSONNEL QUALIFICATIONS AND DUTIES

1.7.1

Contractor Qualifications. The Contractor shall have a minimum of twenty four months prior experience in providing mail services similar in size and scope to this requirement. During this time, there must be no substantial instances of failure to comply with the contract due to the fault, negligence, omission, and/or dishonesty of the Contractor or its employees. The Contractor must have a mail service record which is reliable, accurate, and prompt without any major incidents of lost, damaged, or stolen mail.

1.7.2

Site Manager. The Contractor shall provide a full time, Site Manager/ mail room supervisor between 8:00 a.m. and 4:30 p.m. Monday through Friday except federal holidays. This person shall direct Contractor performance of all work required and functions set forth in this Statement of Work, and serve as the principal contact point for the Contractor with the Customs and Border Protection. The Site Manager shall have a comprehensive knowledge of mail management or similar field, be familiar and have competent knowledge of metering machines and their support equipment, and a minimum of four years supervisory experience handling time sensitive oriented functions. The four years must include at least two years in the successful management of a mail activity equivalent in scope and complexity to these requirements. Additionally, the Site Manager should have knowledge of and be able to use personal computers. The Site Manager’s responsibilities shall include but not be limited to the following:

a.

Developing and maintaining procedures and methods to insure the effective and efficient operation of the mail activity.

b.

Directing and reviewing the work of all Contractor personnel who process mail each workday to ensure compliance with mail processing standards and operation procedures. The Site Manager shall have the authority to discipline the personnel employed under this contract and to secure additional resources from the Contractor as needed to meet the requirements of this contract.

c.

Providing on the job training in mail processing methods and procedures to newly assigned personnel, and developing visual aids, as required, to promote operational efficiency.

d.

Ensuring that all outgoing USPS mail is properly prepared, including the application of proper postage, and dispatched each workday according to established schedules and applicable USPS rules and regulations governing preparation and dispatch of all types of mail.

e.

Directing data gathering for various productivity reports on the volume of USPS, other vendor, and inter office mail pieces processed daily, and submission of reports to the COR.

f.

Performing various special service functions, including verifying Express Mail, registered and certified numbers, billing codes and weights, identifying postal zones, computing postage costs, and preparing USPS manifests and log sheets required for proof of dispatch.

g.

Resolving working level complaints and/or problems regarding operations and incorrectly sorted USPS and inter-office mail, 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.

h.

Ensuring the routine maintenance of all mail room equipment and motor vehicle is performed, and instituting sorting configurations and system changes to accommodate increased mail volumes and Customs and Border Protection organizational changes.

i.

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

j.

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

1.7.3

Acting Site Manager. When work is performed at times other than described, or when the Site Manager is not present for any reason, the Contractor shall provide an equally responsible person to act as Project Manager. For any period in excess of one day, the Contractor shall promptly advise the COR of the circumstances of the Site Manager’s absence.

1.7.4

Other Personnel. Contractor personnel assigned to accomplish the work required under this contract shall be subject to the following criteria:

1.7.4.1

Prior to entrance on duty, all Contractor personnel assigned to the mail operation shall be given a minimum of eight hours orientation training in mail room operations. The training shall cover:

a:

Understanding USPS’s classes of mail.

b.

Methods and procedures established for processing each class of mail.

c. Understanding commonly used mail terminology.

d. Using and operating mail handling equipment.

e. Customs and Border Protection missions and organizational structure.

f. Understanding the mail processing system.

1.7.4.2

All Contractor personnel must be able to read, write, and communicate

English fluently to enable them to accurately process mail.

1.7.4.3

All Contractor personnel who make mail deliveries, who handle mail bags and mail hampers often weighing in excess of (40) forty pounds, must be physically able to perform these functions without impeding orderly mail processing.

1.7.4.4

All Contractor personnel operating motor vehicles shall be a minimum of

21 years of age and have a minimum of one year’s experience in the operation of a passenger motor vehicle, and should be very knowledgeable of the NY/NWK Area. They must have a valid driver’s license as well as a proven safe driving record as established by the National Driver Register or equivalent check. The contractor shall provide proof that these requirements have been met.

1.7.4.5 All Contractor driver personnel shall have in their possession at all times their valid driver’s license and other appropriate personal or vehicular credentials. They shall obey all posted speed limits, traffic signals, and directional signs in compliance with applicable laws. The Government shall not be responsible for violations committed by the driver personnel or citations issued for vehicle deficiencies.

1.7.4.6

If any Contractor employee is determined to be reckless or to have performed unsatisfactorily, the employee shall be replaced immediately by the Contractor upon verbal notification of the COR. This will be followed up in writing stating the circumstances of the reckless or unsatisfactory determination.

1.7.5 Key Personnel. The Site Manager, and any employee who may be designated to act for the Site Manager in his absence, will be considered to be key personnel under this contract. Key personnel shall meet or exceed the minimum qualifications described herein and are subject to the approval of the COR. Any person offered as key personnel shall be available for assignment and work on the effective date of the contract. If, at any time from the time of award to the end of the contract, any key personnel are no longer available, the Government reserves the right to review the qualifications of proposed new person and to reject persons who do not meet the qualifications as set forth herein.

1.7.5.1

Offerors shall submit with their bid up to date resumes on all persons to be assigned as key personnel under this contract. Each resume shall show all employment positions, dates and names of one or more references including addresses and telephone numbers where possible. Offerors shall also provide letters of commitment for any persons offered as key personnel who are not employed by the offeror at the time of bid submission.

1.7.5.2 The Contractor shall ensure that an adequate number of alternate personnel are trained and available to serve as substitutes for key personnel in their absence. The Contractor shall ensure that a trained supervisor is on site in the Customs Mail Facility between 8:00 a.m. and 4:30 p.m. every workday.

1.8 SAFETY REQUIREMENTS

Vehicles shall be operated in a safe manner at all times. Drivers shall comply with posted speed limits, loading, unloading, standing and parking restrictions. At no time shall drivers discharge passengers upon public streets or crossroads unless the vehicle has been brought to the curb adjacent to the authorized delivery point. Speeding, tailgating, racing, passing on the shoulder, and other illegal and unsafe practices shall not be permitted. Any driver operating a vehicle in such an unsafe manner shall upon request from the COR, be replaced. In addition, the drivers shall ensure that no unauthorized individuals will be in vehicles at any time.

1.8.1

Any accident, traffic violation, or other damages involving any vehicle operated under this contract shall be reported verbally to the COR the same day of the incident and followed up in writing within 48 hours of the incident. The Contractor will be provided standard forms by the COR for use in reporting incidents. The forms will provide for furnishing information that will include, but not be limited to, the following:

a. Time and date of occurrence.

b. Place of occurrence.

c. List of persons directly involved and any injuries sustained.

d. List of property damage incurred.

e. Narrative description of the incident that includes a chronological order of the incident and circumstances. The forms shall be submitted as soon as possible, but in no case later than 48 hours after the incident. Copies of any additional accident reports required by other Government or municipal authorities shall be submitted by the Contractor to the COR.

1.9 QUALITY CONTROL/QUALITY ASSURANCE

1.9.1

Quality Control. The Contractor shall establish and maintain a complete quality control program to ensure the requirements of this contract are provided as specified. An updated copy of the plan must be provided to the COR as changes occur. The program shall include but not be limited to the following:

An inspection system covering all services stated in Attachment A. It must specify areas to be inspected on either a scheduled or unscheduled basis and the person’s title who does the inspection.

A method of identifying deficiencies in the quality of services performed before the level of performance is unsatisfactory.

c.

A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be available to the Government upon request during the term of the contract.

1.9.2 Quality Assurance. The Contractor shall monitor Contractor performance under this contract using the quality assurance procedures specified in Attachment A.

1.9.3 The Contractor shall submit all proposed changes to the approved quality control program to the COR for acceptance prior to implementing the changes.

1.9.4 Performing Evaluation Meetings. The Site Manager shall meet with the COR and if necessary with the Contracting Officer, weekly and as frequently as necessary during the first quarter of the contract to ensure smooth implementation. Meetings shall be monthly thereafter and/or at the discretion of the COR. However, a meeting shall be held between the COR and the Site Manager whenever a Contract Discrepancy Report is issued by the COR. A mutual effort will be made to resolve all problems identified.

2.0

GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1

GENERAL

The U.S. Customs and Border Protection shall furnish for use in performing the work defined in this contract, the facilities, furniture, equipment, supplies, vehicle related services, maintenance and training specified below.

2.2 Facilities. The U.S. Customs and Border Protection shall provide the workspace required in the Customs and Border Protection, 1100 Raymond Blvd., Newark, New Jersey.

2.2.1 The Contractor shall maintain the provided building space to the same safety standards as similar areas occupied by the U.S. Customs and Border Protection.

2.2.2 The Contractor shall not make any alterations to the space.

2.2.3 The Contractor shall vacate such building space and restore the premises to the condition in which received, at his expense, fair wear and tear excepted, by the time stated for contract completion.

2.3

FURNITURE AND EQUIPMENT

2.3.1 Mail Facility. The Contractor must use the Government owned furniture provided. The contractor may use his own furniture when special furniture is required for physical reasons. Offerors should formulate their proposals on the basis which yields the greatest economy and efficiency to the Government.

2.3.1.1 In the event an Offeror proposes to use Government owned furniture he shall acknowledge by the effective date of the start of the contract, on a list provided for that purpose, receipt of all items of furniture provided by the Government. The Contractor and a Government representative shall jointly determine the working order of all equipment. Items not in working order shall be replaced or repaired at Government expense. The Contractor and COR shall certify their agreement on all notes on working order or discrepancies.

2.3.1.2 The Government will hook up Contractor provided equipment to utility service.

2.4 SUPPLIES

The Government shall furnish the Contractor all office supplies and materials, such as envelopes, boxes, address labels, and wrapping paper necessary to perform the work defined in this contract. The Government will also provide all supplies or materials related to automotive operations or maintenance. The contractor will be furnished with a Government gas card that will be used to purchase gas and other items that may be needed such as oil, brake fluid, washer fluid, etc…The Government will pay for preventive maintenance services that are scheduled and coordinated with the COR.

2.5

RELATED SERVICES

The Government shall furnish the Contractor the following related services at no cost to the Contractor except as otherwise stated:

All required Government forms, regulations, and directives. Initial supplies of these items shall be available on the contract start date.

The Contractor shall establish requirements for replacements and initiate replenishment through the COR.

All telephone lines. The use of this service is limited to official

Government business only, which includes contractor related business involving this contract.

c. Cleaning services including garbage and refuse pickup.

d. Utilities to include electricity, heating and cooling.

2.6

TRAINING

The Government shall initially train the Contractor personnel to operate all assigned mail metering equipment, printers, copiers and scanning equipment. Thereafter, the Contractor shall train all personnel needed to operate this equipment.

3.0

SPECIFIC TASKS - MAIL SERVICES

3.1

GENERAL

The Contractor shall provide the services specified below. Standards and acceptable quality levels for these services are listed in Attachment A. Although pickup and delivery points have been designated for specific services, the Government has the unilateral right to make changes, additions or deletions to these destinations without the Contractor being entitled to an equitable adjustment unless the changes are so substantial as to require the allocation of additional resources.

3.2 Incoming USPS Mail. Incoming USPS Mail will be sorted to the appropriate mailstop upon arrival.

3.2.1 Express Mail. Express Mail shall be delivered to the addressee on the next scheduled run (when received 1 hour before scheduled run), or by special messenger in order to assure delivery within 2 hours upon receipt. Express Mail will be logged in at the mail service facility by date, time and signature of person receiving the mail from the Postal Service. Delivery of Express Mail will be signed for by the recipient or designated accountable mail recipients for the appropriate mailstop by date, time and signature.

3.2.2 Other Accountable Mail (registered, Certified, Numbered Insured).

Registered, certified, and insured mail, and telegrams shall be sorted, logged, and delivered to the addressee on the next scheduled run (when received 1 hour before the scheduled run), or by special messenger delivery if necessary to assure delivery during the same day of receipt. All accountable mail will be signed for by the recipient or by the designated accountable mail recipients for the appropriate mailstop upon delivery.

3.2.3 Checks. Envelopes that clearly contain a check shall be sorted, logged, and delivered to the addressee on the next scheduled run, or by special messenger delivery if necessary to assure delivery during the same day of receipt. All checks will be signed for by the recipient or by the mailstop designated accountable mail recipient upon delivery.

3.2.4 Insufficiently Addressed Mail. All incoming mail received that is without a name or office identification will be opened to determine its most appropriate destination. Mail with an insufficient address shall be delivered within one working day of its receipt.

3.2.5 Other Overnight Mail. All commercial overnight mail will be accounted for by first verifying the amount received by the delivering vendor. All overnight mail is considered accountable and will be treated as such. Each piece will be logged in and recorded (this process may be automated) and delivered to the intended recipient on the next scheduled mail run or within 2 hours, whichever is sooner. At no time however, should overnight mail be undelivered before close of any business day. All overnight mail will be signed for by the receiving individual, with signature, date and time of receipt.

3.3 RETURNED MAIL RESEARCH SERVICE

Contractor personnel shall open and determine the delivery point of inaccurately addressed and damaged outgoing mail returned by USPS.

3.4 DELIVERY OF MAIL TO RECIPIENTS

3.4.1

NEWARK & SURROUNDING AREA. Minimum of four deliveries/pickups shall be made on each working day (Monday through

Friday, holidays excluded) to designated mail stops. The currently designated mail stops will be diagramed for the contractor after award and will be part of requirements. The contractor shall implement designated mail stops which provide for effective and efficient mail delivery, pickup and accountability. Once this is determined and identified, mail stops will be considered on Attachment B. The internal distribution schedule and the number and/or location of stops may be changed at the discretion of the COR.

The four deliveries/pickups shall commence by 9:30 a.m., 11:00 a.m., 12:30 p.m. and 1:30 p.m., and should be concluded within thirty five minutes of the starting time. The Contractor shall establish a specific schedule showing the times for delivery to each designated mail stop.

Parking is available at Corbin Street in Elizabeth, as well as, the Newark Airport locations. Parking at Raymond Blvd will have to be set up and paid for at the expense of the contractor.

3.4.2

NEW YORK & SURROUNDING AREA.

Maximum of five deliveries/pickups throughout the week (Monday through Friday, holidays excluded) to designated mail stops. The currently designated mail stops will be diagramed for the contractor after award and will be part of requirements. The contractor shall implement designated mail stops which provide for effective and efficient mail delivery, pickup and accountability. Once this is determined and identified, mail stops will be considered on Attachment B. The internal distribution schedule and the number and/or location of stops may be changed at the discretion of the COR.

The delivery/pickup time schedule shall be determined after contract award but shall be within the business day hours which is provided in the scope of this contract. The Contractor shall establish a specific schedule showing the times for delivery to each designated mail stop.

Parking is available at JFK Airport and Bowling Green. Parking at Penn Plaza will have to be found and/or set up and paid for at the expense of the contractor.

3.5 OUTGOING MAIL

Contractor personnel shall collect all outgoing and other internal mail from the offices at the same time the mail is being internally distributed.

3.5.1 USPS MAIL

The Contractor shall be responsible to manage the direct accountability system in a manner which assures the Customs and Border Protection it is paying the minimum postage necessary.

3.6

SPECIAL PICKUPS AND DELIVERIES

Special pickups and deliveries shall be provided for incoming and outgoing mail and other materials as necessary.

3.7

DISTRIBUTIONS OF DOCUMENTS

The Contractor shall distribute within the Customs and Border Protection internal policies, procedures and other documents as may be required by the Service. The Government will supply the initial distribution list and the contractor will be responsible for maintaining the list.

4.0 SPECIFIC DRIVER SERVICES

4.1

Drivers shall pick up and deliver mail and documents as directed by the

Site Manager, being fully responsible for the security of said mail and documents. The U.S. Customs and Border Protection will provide destination and delivery receipts for documents requiring special handling, and verification of receipt of delivery is required by the driver.

4.2 Other Services. The Contractor shall provide the other services enumerated below subject to the availability of a driver, when requested by the COR.

4.2.1 As directed by the Site manager, drivers will pick up and deliver mail equipment and supplies, being fully responsible for insuring the security of the items being delivered.

4.2.2 Drivers shall be required to load and unload vehicles, as necessary, in performing tasks described in paragraph 4.2.1.

4.3 Maintenance of Vehicles. The Contractor is responsible for ensuring that all vehicles used under this contract are maintained in good working condition at all times, without additional cost to the Government. In furtherance of this requirement, the Contractor shall adhere to the following minimum requirements.

4.3.1 A program of routine preventive maintenance shall be initiated and maintained.

4.3.2 At the beginning of each day, an operator level maintenance check shall be made of each vehicle to assure that it has correct tire pressure and sufficient gasoline, oil, grease, battery liquid, and other fluids necessary to operate without interruption during that day. Deficiencies will be brought to the attention of the COR.

4.3.3 Vehicles shall be neat and clean at all times.

4.4

Management and Records. The Contractor shall ensure that records are maintained of motor pool activities.

4.4.1 Receipt and Processing of Requests. It is expected that the Site Supervisor will normally be present to receive and process requests for Motor Pool services. When such is not the case, the supervisor shall designate a specific Contractor employee to perform the function in his temporary absence.

4.4.2 Records. Sufficient contemporary records of vehicle usage will be maintained to identify incidence and patterns of use, to facilitate the investigation of complaints, and to ascertain the availability or lack thereof vehicles during the hours prescribed in paragraph 1.2.

5.0 ADMINISTRATIVE REQUIREMENTS

5.1

General. The Contractor shall perform the following administrative functions under this contract.

5.2 Mailing and Distribution Lists. The Contractor shall maintain up-to-date lists of Customs and Border Protection mail stops and document distribution requirements, based on information provided by the COR. The contractor shall establish and maintain an employee locator file, showing the employee by name, mail stop, section/team, and telephone number.

5.3 Reports. The Contractor shall prepare and submit all required reports as the times and frequencies specified in Attachment C. The Customs Service may modify the reporting requirements as may be necessary.

5.4 Facility Security. The Contractor shall maintain security management control over all Government furnished space according to guidelines provided by the COR.

5.5 Government Property. The Contractor shall maintain all Government furnished facilities, furniture and equipment in a neat and orderly condition, and shall be financially responsible for repairs of Contractor caused damage, beyond fair wear and tear.

5.5.1 Accountability. Keeping a current list of Government furnished equipment throughout the contract period.

5.5.2 Daily Equipment Check. Performing a daily equipment check of all Government furnished equipment to ensure it is in good working order, and taking necessary action to have all inoperable items repaired according to the procedures provided by the government.

5.5.3 Maintenance History. Establishing and keeping a maintenance history on all Government furnished equipment.

5.6 Supplies. The Contractor shall submit appropriate requisition forms to the COR to replenish depleted inventories of Government furnished office supplies and materials.

5.7 Workload Data. Upon request, the Contractor shall assist in the compilation of workload data to support budget submissions, the conduct of management studies, and generally assist in management of the mail and motor vehicle programs.

Attachment A

MAIL SERVICES

PERFORMANCE REQUIREMENTS SUMMARY

REQUIRED SERVICE

STANDARD

MAIL SERVICES

PERFORMANCE REQUIREMENTS SUMMARY

DRIVING SERVICES

PERFORMANCE REQUIREMENTS SUMMARY

CONTRACT MANAGEMENT

1. Management

Attachment B

MAILSTOPS (1100 RAYMOND BLVD.)

5th FLOOR

Mailstop #1

Area Director’s Office

Mailstop #2

FP&F

Mailstop #3

Mission Support + FOIA + HR + EEO

Mailstop #4

FAS

Mailstop #5

ABI

Mailstop #6

LAB

Mailstop #7

NASD (short term stop)

4th FLOOR

Mailstop #8

TOB 1

Mailstop #9

TOB 2

Mailstop #10

Protest & Liquidation

Mailstop #11

Entry

Mailstop #12

MID

Mailstop #13

Regulatory Audit

3rd FLOOR

Mailstop #14

Records

Mailstop #15

Drawback

Mailstop #16

Computer Room

Mailstop #17

Security & Safety

1st FLOOR

Mailstop #18

Broker Licensing

Mailstop #19

Range

Mailstop #20

DAU

Mailstop #21

Entry

COURIER RUN – Newark & Surrounding Areas Start

1100 Raymond Blvd., 3rd Floor, Newark, NJ

Driver Stop #1

1210 Corbin Street, 3rd Floor, Elizabeth, NJ

Driver Stop #2

Newark Liberty Int’l Airport Terminal B

Driver Stop #3

Newark Liberty Int’l Airport Terminal C

Driver Stop #4

Return to 1100 Raymond Blvd., 3rd Floor, Newark, NJ COURIER RUN – New York & Surrounding Areas Start

1100 Raymond Blvd., 3rd Floor, Newark, NJ

Driver Stop #1

One Penn Plaza, New York Driver Stop #2

JFK Building 77, New York Driver Stop #3

One Bowling Green, New York Driver Stop #4

Return to 1100 Raymond Blvd., 3rd Floor, Newark, NJ (On An As Needed Basis)

Driver Stop #1

Mail Branch

Driver Stop #2

SAC, Frelinghuysen Ave., Newark, NJ

Driver Stop #3 1201 Corbin St. 3rd Floor, Elizabeth, NJ

Attachment C

REQUIRED REPORTS

REPORT TITLE

FREQUENCY

Daily status report

Daily. No later than noon the following day.

Weekly status report

Weekly. At the time specified by the

COR.

c.

Monthly quality assurance report

Monthly. No later than 5 working days after the end of each month.

NOTE: THE COR MAY, FROM TIME TO TIME, REQUIRE ADDITIONAL SURVEYS, ANALYSIS, AND REPORTS TO MEET CUSTOMS NEEDS.

Attachment D

DAILY STATUS REPORT

Date: __________________

1.

Number of Personnel on Duty

2.

Scheduled Internal Building

Deliveries, time commenced:

1) _____________________

2) _____________________

3) _____________________

4) _____________________

3.

Number of Special Deliveries:

a. Internal

b. External

4.

Number of Motor Pool Trips

(excluding mail and messenger trips)

5.

Mail backlog, end of day (estimated)

a. Awaiting delivery:

1) Insufficient Address

2) Other

b. Awaiting Dispatch:

1) Ready for postal pickup

2) Requiring processing

6.

Value of Postage Applied

7.

Problem areas (describe):

PAGE