DAS_Paper_SOW_2013.docx

Statement of Work

Office Paper Order Division of Administrative Services Branch of Procurement, Property, and Contracts Management

Section 1 General Information

A. Background The Bureau of Labor Statistics (BLS) will enter into a single-award Blanket Purchase Agreement (BPA) for delivery of office paper to the BLS National Office within the Postal Square Building (PSB) in Washington D.C. A BPA issued pursuant to this Statement of Work (SOW) will provide the BLS warehouse with a source for use as the mandatory first option for satisfying the majority of the Bureau’s paper requirements.

The vendor, hereafter referred to as “the contractor”, selected for the BPA shall be a current holder of a General Services Administration Federal Supply Schedule (GSA/FSS) 75 200, Office Supplies Products and Equipment.

B. Objectives This BPA is to provide the Bureau of Labor Statistics with the required paper supplies within the delivery times specified for Schedules 1 and 2 in Section 2.

C. Requirements and Deliverables

a. The typical paper purchase products and quantities BLS orders are listed in Section 2 for Deliverables Schedules 1 and 2. BLS is not limited to ordering the typical items listed in Section 2. BLS reserves the right to order from a different vendor if the contractor is unable to fulfill the specifications of this agreement at any time.

b. Where an item is on the mandatory procurement list, that item must be supplied through AbilityOne. Only AbilityOne authorized distributors are permitted to submit bids for the AbilityOne product, and only the AbilityOne product will be accepted and no substitute will be accepted. There is no brand name or equal to products listed on the mandatory procurement list.

c. The contractor shall fully comply with all specifications, clauses and terms and conditions in the contractor’s contract with GSA, and the specific terms and conditions contained in this BPA. This BPA shall include all general office supplies offered under Special Item Number (SIN) 75 200 only.

d. For administrative convenience, BPA orders may include "open market" items (e.g., items that have not already been priced, evaluated and awarded on the Contractor’s GSA Schedule) as long as the value of "open market" items included in the order do not exceed the applicable micro-purchase threshold as defined in FAR 2.101. The items must also be clearly identified as “open market” items, in accordance with FAR Subpart 8.402(f).

e. For Schedule 1 Deliverables, the contractor shall deliver quantities specified below in Section 2 deliverables, every two weeks to BLS, unless otherwise directed or cancelled by government Points of Contact (POC). BLS shall notify vendor by via telephone, or electronically at least 5 business days before scheduled delivery if changes to quantity or delivery date are required for Schedule 1 items.

f. For Schedule 2 Deliverables and unscheduled items, the contractor shall deliver all orders placed by government POC via telephone, or electronic mail before 2:00 p.m. within two business days to BLS PSB. The contractor shall also provide the option of next day delivery. Schedule 2 and unscheduled items shall have no minimum for delivery. The contractor shall acknowledge all orders via telephone, or electronically to the government POC that placed the order. If an unscheduled item is not available for delivery, the contractor shall notify the BLS POC by telephone or electronically immediately at time of order placement.

g. Performance Measures

i. On Time Delivery Rate: 98%

ii. Order Fill Rates: 98%

iii. Product Return Rate: < 2%

h. The contractor shall ensure that all costs for performing under this BPA, including delivery, payment by purchase card, invoicing, reporting, and any other deliverables or requirements set forth in this BPA, are included in the prices for the paper ordered. The 1% Industrial Funding Fee (IFF) required by GSA and all shipping costs are to be included in the prices for paper. Unless specifically authorized in the BPA, BLS will not be responsible for paying any costs or prices other than those for the paper ordered, received and accepted by BLS. The contractor shall not bill BLS for any items on back order until such items are shipped.

i. The contractor shall retain the order history to assist the Government POC with repeat orders of the same products.

j. The contractor shall provide delivery to the BLS National Office warehouse located at the PSB 2 Massachusetts Avenue N.E. Washington, D.C. 20212. Loading dock specifications for trucks are height limit of 12 feet 6 inches.

k. The contractor shall implement a pallet return program which requires the contractor to collect the wooden pallets from the previous paper delivery.

l. The contractor shall provide immediate order verification and product availability via telephone or electronically immediately to the Government POC that places the order.

m. The contractor shall provide

i. A packing slip with each delivery;

ii. An explanation of the procedures for returning items;

iii. Procedures for the handling of situations when items are reflected on the packing slip, but not delivered;

iv. A full description of the contractor’s problem resolution process which incorporates the established BLS Disputes Process detailed section H.

v. All payments for purchases under this BPA will be made by BLS purchase card holders within the Division of Administrative Services. The contractor shall provide an invoice to Government POC via email to include the order reference number, the quantity a description of the paper ordered, the date ordered, and the delivery date.

n. The contractor shall be available by phone during the hours of 9:00 a.m. to 5:00 p.m., Monday through Friday. The customer service telephone line is not required on the following Federal holidays:

i. New Years Day

ii. Birthday of Martin Luther King, Jr.

iii. President’s Day

iv. Memorial Day

v. Independence Day

vi. Labor Day

vii. Columbus Day

viii. Veteran’s Day

ix. Thanksgiving Day

x. Christmas Day

D. Period of Performance

a. The period of performance of a BPA issued pursuant to this Statement of Work will be for one year.

i. Base Year, 7/5/13-7/4/14

i. Option Year 1, 7/5/14-7/4/15

ii. Option Year 2, 7/5/15-7/4/16

iii. Option Year 3, 7/5/16-7/4/17

iv. Option Year 4, 7/5/17-7/4/18

E. Ordering Procedures

a. All purchases made under this BPA will be made by the Government POC’s listed in the POC section primarily through a Government Purchase Card by authorized purchase card holders within the Division of Administrative Services, though BLS reserves the right to place orders by delivery orders. The preferred methods for ordering under this contract shall be telephone and electronic mail.

b. Orders greater than $3,000 shall order paper via delivery orders.

c. The contractor shall immediately confirm all orders to the POC placing the order via the same method the order was placed, electronic mail or telephone.

d. Authority to Place Orders - All orders placed with the contractor under this BPA must be made by a designated POC within the Division of Administrative Services (DAS) of BLS. The government shall provide a current and accurate POC list with authority to place orders.

e. Alternative Ordering Procedures: Some purchases may involve the BPA holder to obtain a Proposal describing the program to be supported, SOW to include deliverables, an order start and completion date, and the COTR. Based on the proposal provided, a firm fixed price call order will be made based on technically acceptable proposal and price.

F. Delivery Requirements

a. The contractor shall deliver all supplies ordered under this BPA to the BLS PSB loading dock.

b. The contractor shall fill all orders placed under this BPA, within two days for standard orders, or the next day, as requested at the time the order is placed. If Schedule 2 or unscheduled items are not available, the contractor will inform the POC at time of order placement.

c. Delivery of all items under this contract shall be Freight On Board (FOB) Destination for standard two day delivery, and shall be shipped with all transportation costs included in the cost of the item, unless otherwise established at the time the order is placed.

d. The contractor shall include a packing slip with each order placed under this BPA and provide it with the order. The contractor shall ensure the packing slip contains the following information:

i. Name of Supplier

ii. BPA Number

iii. Order Number

iv. Date of order

v. Name of the POC placing the order

vi. Itemized list of supplies furnished, including total cost of the order

vii. Quantity, unit price, and extension of each item

viii. Date of delivery of shipment

G. INVOICING PROCEDURES FOR DELIVERY ORDERS:

An original invoice shall be prepared and submitted to the Department of Labor (DOL) by email to:

DOL-BLS@quickpay.dol.gov

1). Electronic PDF/TIFF Invoice Submittal

In an effort to support the eCommerce initiative and expedite vendor payment processing, the DOL requires invoices to be submitted electronically.

The contractor shall:

a. Address the invoice to the appropriate e-mail address specified above.

b. Submit the invoice via attachment in PDF or TIFF format.

c. Submit only one invoice per electronic submittal.

d. Enter specific information in the subject line of the e-mail in the following format:

<Contractor Name>, DOL Agency, <Contract Number, Order Number>, Invoice Number, <Invoice Amount> Example: ABC Co, BLS, DOL00-00-X0000/X0000, Invoice Number AB-1298433, $15,000.00.

e. Wait for either a success or failure e-mail response, regarding the invoice e-mail, before sending in another e-mail with the same invoice attachment.

The contractor MUST NOT:

a. Submit an invoice that exceeds the size limit of 16 megabytes (approximately 400-500 pages). However, if the invoice exceeds this limit, a summary invoice attachment of less than 16 megabytes should be e-mailed to the payment e-mail address above; while the detailed invoice, including any supplemental information, shall be sent to BLS Payment Office at the address (specified in paragraph 2 below).

b. Submit an invoice that is heavy in shading or color.

1. An e-mailed PDF image cannot have any text that has a background with any color other than white. If the image has a shaded background, it will be converted to black, and the text will be illegible.

2. An emailed TIFF image must be black and white.

c. Submit more than one attachment, as subsequent attachments will not be recognized.

d. Submit more than one invoice in a single attachment.

e. Attempt to use the “Recall or Resend” email message feature.

General Information

Payment due dates will be calculated only from the date that invoices are received in the electronic invoicing e-mail box and determined to be proper invoices.

Inquiries regarding invoices should be e-mailed to BLSInvoiceInquiry@bls.gov. The relevant invoice must be attached to the inquiry e-mail and the subject line of the e-mail must state “INQUIRY,” followed by the information described in paragraph 1).d. above.

Example: INQUIRY: <Contractor Name>, DOL Agency, <Contract Number, Order Number>, Invoice Number, <Invoice Amount>

Do NOT use the electronic invoicing e-mail address for inquiries about the invoice.

2). Paper Invoices submitted via fax or U.S. mail

Paper invoices should only be faxed or mailed when electronic email cannot be accomplished.

When invoices must be faxed due to e-mail size limitations, fax them to: 202-691-7796

When paper invoices must be mailed due to e-mail size limitations, mail them to the following address:

U.S. Department of Labor Bureau of Labor Statistics 2 Massachusetts Avenue, N.E.

Room 4135 Washington, D.C. 20212

H. Transaction Review and Disputes

a. Payments for purchases under this BPA will primarily be paid by authorized BLS cardholders using a Government Purchase Card. The contractor shall provide all BLS cardholders with uniform service, in terms of pricing, catalog, products, product codes and service levels. The contractor shall provide the purchase card vendor with sufficient information to enable third-level billing. For the purposes of this BPA, level three billing includes, at a minimum, specific order information which will allow the purchase card holder to reconcile the purchase card statements with the orders placed. Such information shall include the order reference number, a description of the supplies ordered and the date ordered.

b. Payments for purchases under this BPA may occasionally be paid by the BLS using traditional invoicing requirements. For large orders submitted by the procurement office, invoice should be sent to the BLS Accounting Office electronically as outlined in Section G. The government POC will review all orders and invoices for accuracy before Accounting will make payments.

c. The contractor will attempt to resolve all product, delivery or quality discrepancies with the government POC and to issue a credit when appropriate.

d. The contractor must notify the POC immediately upon order placement if unable to fulfill order in terms of quantity or delivery times. BLS reserves the right to order from a different vendor if the contractor is unable to fulfill the specifications of this contract at any time.

e. BLS reserves the right to exclude brands if there are customer issues at BLS. The BLS POC will notify the contractor in writing if customers issue complaints about certain brands within 5 days before the estimated arrival of the next shipment.

I. Contract Administration Data

a. Contracting Officer (CO) - The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this BPA, and notwithstanding any clauses contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the Contract price to cover any increase in cost incurred as a result thereof. The Contracting Officer for individual orders will be noted on the orders.

b. The COR shall be named by the CO in the COR Designation Letter. COR authorities will include:

· Directing work

· Inspecting and accepting services

· Approving progress reports

· Approving invoices for payment

The COR does not have the authority to direct the contractor to perform work outside of scope, price, terms and conditions of the Task Order or in excess of funding obligated by the Delivery Order. This authority resides with the CO.

c. The Contracting Officer responsible for administration of this BPA is Lasondia Chaney

BLS PSB

2 Massachusetts Avenue NE Washington, D.C. 20212 Telephone (202) 691-6044 Email Chaney.Lasondia@bls.gov

d. The Contract Specialist for administration of this BPA is:

Jeff Auser

BLS PSB

2 Massachusetts Avenue NE Washington, D.C. 20212 Telephone (202) 691-6014 Email Auser.Jeff@bls.gov

e. The Contracting Officer’s Representative (COR) for this BPA is:

Valerie Prince

BLS PSB

2 Massachusetts Avenue NE Washington, D.C. 20212 Telephone (202) 691-6047 Email prince.valerie@bls.gov

f. Authorized Government Points of Contact and authorized purchase card holders will be listed after award.

J. Acronyms

Section 2 Deliverables and Schedule

A. Deliverables Schedule The contractor shall submit all deliverables to BLS in accordance with the following schedule.

2 Massachusetts Ave NE Washington D.C. 20212

2 Massachusetts Ave NE Washington D.C.20212

B. Deliverables The typical paper products and quantities BLS orders are listed below as Schedule items. BLS is not limited to ordering the items listed in Section 2 and may order non-schedule items. Contractor will provide brand name or equal products specified by the Schedule items. BLS may exclude brands for customer satisfaction issues and BLS will notify by email to the contractor when certain brands will not be accepted within 5 days before the next scheduled delivery. The contractor shall notify the POC immediately upon order placement if unable to fulfill order in terms of quantity or delivery times. BLS reserves the right to order from a different vendor if the contractor is unable to fulfill the specifications of this contract at any time.

Schedule 1 BLS shall notify vendor at least 5 business days before scheduled delivery if changes to quantity or delivery date are required.

3. Paper (Hammermill brand name or equal)

92 bright, 20 lb. 8.5" x 11 - 5,000 sheets per box

Schedule 2

Section 3 Instructions to Offerors

A. Instructions The Bureau of Labor Statistics, Division of Administrative Services, Procurement, Property and Contract Management intend to award a firm fixed-price award against a Federal Supply Schedule in response to solicitation DOL132J11838. The requirements are provided under the Statement of Work (SOW) of this RFQ. Each offeror will provide a technical and price proposal as described below.

This solicitation will be released electronically only. This electronic version of the RFP is the official version for this acquisition. No hard copy of this solicitation will be issued. Offerors will be sent any and all applicable revisions to this solicitation electronically. Offerors must submit their proposals in accordance with these instructions. We will NOT accept any CD hard copies or any removable media devices.

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The response shall consist of three (2) separate parts; Volume I - Technical Proposal and Volume II - Price Proposal

B. Questions The requested cutoff date and time for questions is June 8, 2012 at 11:00 AM EST. Offerors are requested to email questions to Mr. Jeff Auser at auser.jeff@bls.gov. Telephonic inquiries will not be accepted. Comment by prince_v: Unknown

C. Due Date and Method of Submission The due date and time for proposals is June 15, 2012 at 1:00 P.M. EST. Offerors shall submit their proposals before the due date and time for this solicitation. The Offeror shall submit all proposal information in electronic format via email to auser.jeff@bls.gov. Proposals not submitted by the due date and time will be considered “late” and will not be considered for award. Comment by prince_v: Unknown

D. Content Each proposal shall contain the following:

A. Cover Letter including:

1. Solicitation Number:

2. Name and address of offeror;

3. Name and telephone number of your point-of-contact;

4. Name of your contract administration office (if available);

5. Date of submission;

6. Name, title and signature of authorized representative and,

7. GSA Schedule#

8. Duns# and Cage Code

9. Taxpayer ID number B. Price List for schedule 1 and 2 products.

C. Technical capability statement.

E. Evaluation Factors The Government intends to evaluate proposals and issue a single award order without discussions. Therefore the Offeror’s proposal should contain the best terms from a technical standpoint and price. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all proposals if such action is in the public interest; accept an offer other than the lowest priced proposal; and waive informalities and minor irregularities in proposals received. The vendor evaluation will be conducted in accordance with the Federal Acquisition Regulation (FAR) Sub-Parts 8.4 and 12.6, utilizing streamlined acquisition procedures, against the existing Federal Supply Schedules issued in response RFQ DOL132J11838.

The award will be made based on Lowest Price Technically Acceptable. Factor 1, Technical Capability is equally important to Factor 2, Price.

1) Evaluation Factor 1: Technical Capability The Offeror shall describe their understanding of the PWS requirements. The Offeror’s proposal shall be in sufficient detail as to describe the means and methods for accomplishing the PWS tasks.

2) Evaluation Factor 2: Price The Offeror shall provide a firm-fixed price proposal under the Statement of Work (SOW). The price proposal shall identify all rates for supplies to be used in the order. The offeror shall propose rates not to exceed GSA schedule rates; however, discounted GSA schedule rates are preferred. Offeror shall include a copy of GSA schedule from which proposed rates are derived.