Mail_Courier_Services_PWS.doc

Bureau of Reclamation

Great Plains Region

Mail Courier Services

Billings, Montana

PERFORMANCE WORK STATEMENT

1. BACKGROUND

The Bureau of Reclamation requires daily delivery and pickup of United States Postal Service pieces and parcels. Additionally, mail courier services between the Montana Area and Great Plains Regional office buildings are required. The buildings are located in Billings, Montana in Yellowstone County.

The contractor shall furnish all labor, materials, transportation, supplies, equipment, and supervision to satisfactorily perform daily mail courier services. The estimated volume and weight of pieces and parcels is estimated, and no claim shall be made against the Government for any excess or deficiency of that estimation. Each mail delivery is estimated at approximately 10 pounds.

2. SCOPE

This requirement is for daily mail courier services from the United States Post Office, to the Great Plains Regional Office, and Montana Area Office; all located in Billings, Montana. Additionally, the requirement includes daily delivery between the GPRO and MTAO offices.

This requirement is subject to applicable Department of Labor wage rates under the Service Contract Act of 1965.

Throughout the life of the purchase order, the contractor is encouraged to continuously seek ways to incorporate innovative and emerging technologies in the most environmentally friendly, economically favorable, and most efficient manner to improve performance.

2.1 LOCATIONS

The locations listed below are referenced throughout the remainder of the Performance Work Statement (PWS) as acronyms.

United States Post Office Great Plains Regional Office

Montana Area Office

(USPO)

(GPRO)

(MTAO)

841 South 26th Street

2021 4th Avenue, North

2900 4th Avenue, North

Billings, MT 59101 Billings, MT 59101 Billings, MT 59101

2.2 SIZE OF DELIVERY ITEMS

The size of the material to be delivered will range from individual letters to a maximum of 70 pounds per box or pouch. Estimate 1 to 3 bags, and 6 packages daily; and on occasions, as high as 20 packages on a given day.

2.3 DAILY DELIVERY SCHEDULE

Mail courier services shall be performed daily, Monday through Friday, excluding Federal holidays. The Government reserves the right to make any changes to the schedule at any time during purchase order performance. If changes are required, the contractor will be notified in writing at least 14 days prior to the changes taking effect. Should the office be closed a half or whole day due to an Executive Order, the Government will notify the contractor and make arrangements for a pick up or delivery.

2.4 CONTRACTOR LIABILITY FOR MAIL AND PARCELS

The Contractor shall be responsible for the secure transport of all pieces of mail and parcels in his/her possession. At no time shall any such items be permitted to be disclosed to or handled by unauthorized personnel. All mail must be handled in accordance with Privacy Act regulations. These regulations will be provided upon request.

3. TASKS

The contractor shall perform each task in a manner that will maintain timely and secure delivery of pieces and parcels from the USPO, GPRO, and MTAO facilities. Deliveries shall be made in accordance with section 3 of this PWS. The contractor shall pickup registered and accountable mail form the USPO. The schedule shall be maintained even during inclement weather. During the inclement weather and during times when the driving conditions are hazardous, any request for deviations from either the time schedule or the rotation must be authorized by the designated technical person prior to the event. Deliveries shall be made by the most direct route unless the designated technical person approves otherwise. The contractor shall not open any mail or packages. The maximum deviation from the stated delivery times set forth in the section 3 of this PWS shall be 30 minutes. The contractor shall provide backup services promptly if absenteeism occurs. Performance is based on 100% inspection of daily deliveries.

3.1 Pick up mail addressed to the MTAO from the USPO and deliver to the MTAO no later than 8 a.m.

3.2 Pick up mail addressed to the GPRO from the USPO and deliver to the GPRO no later than 8:20 a.m.

3.3 Pick up mail addressed to GPRO from the MTAO no later than 10:30, but no earlier than 10 a.m.

3.4 Deliver mail to the GPRO. The GPRO will have mail that will be addressed to the MTAO. The contractor shall pick up the MTAO mail from GPRO and deliver it to MTAO immediately.

3.5 Pick up all outgoing mail destined for the USPO shall be picked up daily from MTAO no later than 4:30 p.m., but no earlier than 4 p.m. Registered and certified mail notifications shall be noted by the contractor and picked up accordingly to USPS instructions. If the contractor misses the notification, pickup is required by the contractor the same day as notification was received.

3.6 Pick up all outgoing mail destined for the USPO shall be picked up daily from GPRO no later than 4 p.m., but no earlier than 3:30 p.m. Registered and certified mail notifications shall be noted by the contractor and picked up accordingly to USPS instructions. If the contractor misses the notification, pickup is required by the contractor the same day as notification was received.

STANDARD

The contractor shall perform the above tasks with no deviation in timeliness or quality. The contractor uses the appropriate equipment, vehicle, and protects the mail from the weather and environment.

No more than three missed or delayed deliveries 1 invoicing period.

4. PERIOD OF PERFORMANCE

The term of the purchase order shall be from June 1, 2015, through May 31, 2016, plus 4 12-month option periods. The exercising of any option periods will be made at Reclamation’s discretion.

NORMAL HOURS. The contractor shall perform mail courier services in accordance with the schedule listed in Section 3 of this PWS. Normal working hours of the GPRO and MTAO offices is 7 a.m. and 5 p.m.; federal holidays excluded.

RECOGNIZED HOLIDAYS. The contractor is not required to provide services on recognized Federal holidays established by Federal law (5 U.S.C. 6103). A schedule of the recognized holidays can be found at the following website: http://www.opm.gov/Operating_Status_Schedules/fedhol/2014.asp.

5. CONTRACTOR PERSONNEL

The contractor shall comply with the security requirements of Reclamation Clause WBR 1452.237-80 (Security Requirements), and Provision GP-7 (Site Security) of the purchase order.

Contractor employees shall have a valid state issued driver’s license and comply will all federal, state, and local laws.

All deliveries and pickups shall be made in a contractor provided covered vehicle with hardtops which provide complete protection of all mail from the weather and environment.

6. CONTRACTOR QUALITY CONTROL PLAN

The contractor is responsible for the management and quality control actions necessary to meet the quality standards set forth by the purchase order. The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure that all requirements of the purchase order are met.

The contractor shall develop and submit the QCP for Government review and acceptance. The Government’s acceptance of the QCP does not relieve the contractor of their responsibility to perform services that conform to the purchase order requirements.

The contractor shall furnish one copy of the contractor’s QCP to the CO and the QAE within 10 days after award. The QCP shall be a specific plan for the services required under the purchase order. At a minimum, the contractor’s QCP shall address the following items:

Methods - The contractor's methods for identifying and preventing deficiencies in the quality and timeliness of services performed before the level of performance becomes unacceptable.

Performance Inspections - The contractor's inspection system that covers all the services listed in the Performance Requirements Summary Table (PRST). The inspection system must specify if the contractor will inspect the services on a scheduled or unscheduled basis, how frequently the contractor will accomplish the inspections, and the title(s) of the individual(s) who will perform the inspections.

7. QUALITY ASSURANCE EVALUATOR (QAE)

The Contracting Officer (CO) has designated the employees listed in Section 12 of this PWS as the QAEs to act as the authorized representative, which assists in the technical administration of the purchase order. The CO has not authorized the QAE to make any contractual commitments, or to authorize any contractual changes on the Government’s behalf. If any doubt exists as to the extent of the authority of the QAE, the contractor shall contact the CO for guidance before taking action on the matter. The QAE will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements.

8. PERFORMANCE CRITERIA

The QAE will document acceptable and unacceptable purchase order performance. When the QAE considers the contractor's performance to be unsatisfactory, the QAE will report the information to the CO. The CO may require the contractor to explain, in writing, the cause of the poor performance, any corrective actions the contractor has already taken to obtain an acceptable level and any future corrective actions the contractor will utilize to prevent unacceptable performance.

The contractor’s administration personnel may be required to meet with the QAE, as determined necessary, to discuss the contractor’s performance, to include actual or potential problems. All parties shall make a mutual good faith effort to resolve any issues. All parties to the discussion shall review and sign written minutes of the meeting. Should the contractor not concur with the minutes, the contractor shall state any areas of non-concurrence in writing to the CO within 7 business days of receipt of the minutes. Whenever the CO issues a Purchase Order Discrepancy Report, the QAE will hold a meeting if the contractor requests such a meeting.

9. PERFORMANCE REQUIREMENTS SUMMARY TABLE (PRST).

The following table summarizes the tasks, the performance standard, monitoring method, and disincentives for not meeting performance standards.

No more than 3 missed or delayed deliveries 1 invoicing period.

(2)Payment deductions as specified in Section 10.

10. GOVERNMENT REMEDIES

All work shall be subject to inspection, approval, and acceptance by the Government. The Government will compare the contractor's performance to industry standards and will not exclude common sense considerations as applied by the QAE. The Contracting Officer will follow the requirements of FAR Clause 52.212-4 for the contractor’s failure to correct nonconforming services. The Government will consider work incomplete when any one of the following conditions exits:

- The contractor did not perform any or all of the tasks.

- The contractor did not deliver mail timely.

If the performance of any required service is unsatisfactory, and poor performance is clearly the fault of the contractor, the Government may reduce the purchase order price to reflect the reduced value of defective services, if the Government gives the contractor a written Purchase Order Discrepancy Report prior to executing such payment deductions.

The CO will determine the payment deduction amount by calculating the percentage of acceptable services performed by the contractor. The Government will use the total number of deficiencies found to determine the percentage found unacceptable. The percentage found unacceptable subtracted from 100 percent will determine the percentage acceptable.

11. REQUIRED SUBMITTALS

Submittals from the contractor are required during the term of the purchase order to ensure quality and safe work under the purchase order. Required submittals are as follows:

RSN

Clause or

Section Title

1452.228-70

GP-7

12. Reclamation Points of Contact

Contracting Officer

Amanda Somerville

Bureau of Reclamation PO Box 36900 (Attn: GP-5000)

Billings, MT 59107

406-247-7797

406-247-7798 fax

ASomerville@usbr.gov Quality Assurance Evaluator for Great Plains Regional Office

Chris Hahn

Bureau of Reclamation

PO Box 36900

Billings, MT 59107

406-247-7795 CHahn@usbr.gov Quality Assurance Evaluator for Montana Area Office

Kathy Samuelson

Bureau of Reclamation

PO Box 30137

Billings, MT 59107

406-247-7339

KSamuelson@usbr.gov