Solicitation.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

RRB14R0005

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

03/13/2014

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME George Keesee (george.keesee@rrb.gov)

b. TELEPHONE NUMBER (No collect calls) 312-751-4655

8. OFFER DUE DATE / LOCAL

TIME

04/14/2014 19:00:00

CODE ACQMGMT

U.S. Railroad Retirement Board Acquisition Management 844 N. Rush St.

Chicago, IL 60611

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

X

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

034CODE15. DELIVER TO

U.S. RAILROAD RETIREMENT BOARD

PRINT SHOP/SUPPORT SERVICES

844 N. RUSH ST., 2ND FL.

CHICAGO, IL 60611

CODE 03916. ADMINISTERED BY

U.S.RAILROAD RETIREMENT BOARD

ACQUISITION MANAGEMENT

844 N. RUSH ST., 9TH FL.

CHICAGO, IL 60611

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

U.S. RAILROAD RETIREMENT BOARD

FISCAL OPERATIONS

844 N RUSH ST., 5TH FLOOR

CHICAGO, IL 60611

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Paul T. Ahern

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: RRB14R0005 PROCESSED Page 1 of 31

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: RRB14R0005 PROCESSED Page 2 of 31

Table of Contents

Section Description Page Number

I Introduction

OVERVIEW

II Schedule of Supplies and Services

PRICE SCHEDULE

III Statement of Work

STATEMENT OF WORK

IV General Terms and Conditions RRB.A.01 A. General RRB Provision-1.Technical Direction RRB.A.07 A. General RRB Provision-7.The Role of Government Personnel and Responsibility for Contract Administration RRB.A.04 A. General RRB Provision-4.Conflicts of interest 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) RRB.B.01 B. Security Provisions-1.Security Information 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Nov 2013) 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

RRB.A.11 INVOICING

RRB.A.12 GOVERNMENT PROPERTY

V Proposal Submission Instructions 52.233-2 Service of Protest (Sept 2006)

PROPOSAL SUBMISSION INSTRUCTIONS

VI Evaluation and Award

EVALUATION AND AWARD

VII List of Attachments

ATTACHMENTS

Document Number: RRB14R0005 PROCESSED Page 3 of 31

Section I - Introduction

OVERVIEW

A. Agency Information – The U.S. Railroad Retirement Board (RRB) is an independent Federal agency that adminis-ters a retirement and survivor benefits program for railroad employees and their families. The Railroad Retirement Acts of 1937 and 1974 established the RRB. Its benefits program was the forerunner of the more familiar Social Security System. The Railroad Retirement System is unique inasmuch as it is the only federally administered benefits program covering a single private industry. The RRB also administers the Railroad Unemployment Insurance Act, which provides unemployment and sickness benefits for railroad employees. The RRB’s headquarters is located in Chicago, Illinois.

B. Performance Based Acquisition Solicitation/Contract – This solicitation has been developed in response to the Of-fice of Federal Procurement Policy (OFPP) policy to increase the use of performance-based acquisition methods in the procurement of services. Performance based acquisitions aim to improve the value of contracting services by emphasiz-ing objective, measurable mission-related outputs rather than how the work is performed or broad and imprecise state-ment of work. It requires objective, measurable performance requirements and quality standards in developing state-ments of work, selecting contractors, determining contract type and incentives, and performing contract administration.

C. Procurement Objective:

The RRB is seeking one contractor that can provide the RRB headquarters facility and RRB field offices with a monthly rental of the proper mailing equipment including insert/sealing machines with advanced features, digital mail-ing machine with postage meters or other alternatives that are capable of producing the mail volumes for the RRB headquarters as shown in Section III.B, along with the mail piece summary report, Attachment C. In addition, the po-tential contractor shall provide commercial postage payment services, allowing the RRB to allot postage funds for pay-ments to the U.S. Postal Service for mass mailings, to third party contractors for mail sorting, and for use in the rented digital mailing machines. The RRB has, on average, deposited $1,000,000.00 per year into its postage commercial pay-ment account.

D. Contracting Officer’s Representative (COR):

The COR provides technical direction and prioritization, as needed, as well as quality assurance monitoring of the work performance. The RRB’s COR information is as follows:

Name: Lloyd Kingsbury Room No: 2nd Floor Address: U.S. RRB 844 North Rush Street Chicago, IL 60611-1275 Phone No.: 312-751-4522 E-mail Address: Lloyd.Kingsbury@rrb.gov

E. Inspection of Facility/Site Visit:

It is recommended that potential offerors do a pre-inspection of the HQ building/facility where the rental insert/sealers and digital mailing machines will be used. (See usage chart in Section III.B) Contact Mr. Lloyd Kingsbury at the RRB Headquarters Building, 844 North Rush Street, Attn: Mailroom, Chicago, IL 60611-1275 to obtain access to the mail-room area of the RRB headquarters building for a site visit. Site Visits are to be scheduled at a mutually agreeable time between the hours of 8:00 a.m. and 3:00 p.m., Monday thru Friday, excluding Federal Holidays. All site visits must be completed by noon, March 21st, 2014. Mr. Kingsbury can be reached on 312-751-4522, or by email Lloyd.kingsbury@rrb.gov .

F. Post Award Conference – In order to codify any procedural issues and implement contract performance start up, a post award conference will be held at the RRB Headquarters Facility, 844 North Rush Street, Chicago, Illinois, 60611-1275. The contractor must attend this conference and be prepared to discuss the initial phase-in plan. The con-tractor will be responsible for all costs related to attending this conference. It is anticipated that this conference will be held within 5 workdays after contract award.

Section II - Schedule of Supplies and Services

Document Number: RRB14R0005 PROCESSED Page 4 of 31

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

0001 MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2014 - 06/30/2015

Description:

Mailing equipment including insert/sealing machines, digital mailing machine with postage meters, or other alternatives that are capable of producing the mail volumes as shown in the table in Section III.B (including any on-site backup equipment) rental charges for the basic year - July 1, 2014 to June 30, 2015 per Section III.

0001AA MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2014 - 06/30/2015

Description: Mailroom Equipment residing at the RRB headquarters building (including any on-site backup equipment) rental charges for the basic year - July 1, 2014 to June 30, 2015. See Section III.

0001AB MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2014 - 06/30/2015

Description: Postage Equipment rental or services for the 53 RRB field offices (See Attachment A) rental charges for the basic year -July 1, 2014 to June 30, 2015.

0001AC MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2014 - 06/30/2015

Description: Commercial Postage Payment Services for the basic year - July 1, 2014 to June 30, 2015.

0002 MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2015 - 06/30/2016

Description:

Mailing equipment including insert/sealing machines, digital mailing machine with postage meters, or other alternatives that are capable of producing the mail volumes as shown in the table in Section III.B (including any on-site backup equipment) rental charges for Option Year One - July 1, 2015 to June 30, 2016 per Section III.

0002AA MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2015 - 06/30/2016

Description: Mailroom Equipment residing at the RRB headquarters building (including any on-site backup equipment) rental charges for Option Year One - July 1, 2015 to June 30, 2016. See Section III.

0002AB MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2015 - 06/30/2016

Description: Postage Equipment rental or services for the 53 RRB field offices (See Attachment A) rental charges for Option Year One - July 1, 2015 to June 30, 2016.

0002AC MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2015 - 06/30/2016

Description: Commercial Postage Payment Services for Option Year One - July 1, 2015 to June 30, 2016.

0003 MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2016 - 06/30/2017

Description:

Mailing equipment including insert/sealing machines, digital mailing machine with postage meters, or other alternatives that are capable of producing the mail volumes as shown in the table in Section III.B (including any on-site backup equipment) rental charges for Option Year Two - July 1, 2016 to June 30, 2017 per Section III.

Document Number: RRB14R0005 PROCESSED Page 5 of 31

0003AA MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2016 - 06/30/2017

Description: Mailroom Equipment residing at the RRB headquarters building (including any on-site backup equipment) rental charges for Option Year Two - July 1, 2016 to June 30, 2017. See Section III.

0003AB MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2016 - 06/30/2017

Description: Postage Equipment rental or services for the 53 RRB field offices (See Attachment A) rental charges for Option Year Two - July 1, 2016 to June 30, 2017.

0003AC MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2016 - 06/30/2017

Description: Commercial Postage Payment Services for Option Year Two - July 1, 2016 to June 30, 2017.

0004 MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2017 - 06/30/2018

Description:

Mailing equipment including insert/sealing machines, digital mailing machine with postage meters, or other alternatives that are capable of producing the mail volumes as shown in the table in Section III.B (including any on-site backup equipment) rental charges for Option Year Three - July 1, 2017 to June 30, 2018 per Section III.

0004AA MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2017 - 06/30/2018

Description: Mailroom Equipment residing at the RRB headquarters building (including any on-site backup equipment) rental charges for Option Year Three - July 1, 2017 to June 30, 2018. See Section III.

0004AB MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2017 - 06/30/2018

Description: Postage Equipment rental or services for the 53 RRB field offices (See Attachment A) rental charges for Option Year Three

- July 1, 2017 to June 30, 2018.

0004AC MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2017 - 06/30/2018

Description: Commercial Postage Payment Services for Option Year Three - July 1, 2017 to June 30, 2018.

0005 MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2018 - 06/30/2019

Description:

Mailing equipment including insert/sealing machines, digital mailing machine with postage meters, or other alternatives that are capable of producing the mail volumes as shown in the table in Section III.B (including any on-site backup equipment) rental charges for Option Year Four - July 1, 2018 to June 30, 2019 per Section III.

0005AA MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2018 - 06/30/2019

Description: Mailroom Equipment residing at the RRB headquarters building (including any on-site backup equipment) rental charges for Option Year Four - July 1, 2018 to June 30, 2019. See Section III.

0005AB MAIL SUPPORT AND POSTAGE 12.000000 MO

Period of Performance: 07/01/2018 - 06/30/2019

Description: Postage Equipment rental or services for the 53 RRB field offices (See Attachment A) rental charges for Option Year Four - July 1, 2018 to June 30, 2019.

Document Number: RRB14R0005 PROCESSED Page 6 of 31

0005AC MAIL SUPPORT AND POSTAGE 1.000000 MO

Period of Performance: 07/01/2018 - 06/30/2019

Description: Commercial Postage Payment Services for Option Year Four - July 1, 2018 to June 30, 2019.

PRICE SCHEDULE

SCHEDULE OF PRICES AND SERVICES

Offerors shall provide a "fully-loaded" firm fixed prices or price rates above In Section II to provide the services as described below in Section III. The RRB defines "fully loaded rates" as the price inclusive of direct wage, fringe benefits, every overhead, general and ad-ministrative (G&A) costs, profit and fees, training materials and associated shipping costs for the contractor to provide the RRB a di-gital mailing solution for both the RRB headquarters building and the 53 field offices, along with postal commercial payment services.

A.Please enter a firm-fixed prices or fixed price rates below to perform work requirement for both Mandatory and Op-tional SLINS as described in the Statement of Work (SOW) in Section III. Manditory SLIN's are: 0001AA, 0001AB, 0002AA 0002AB, 0003AA, 0003AB, 0004AA, 0004AB, 0005AA, 0005AB.

Offerors shall provide a supplemental complete detailed breakdown of all of the above SLIN pricing in their proposal for all offered equipment and alternative solutions.

Equipment Offered*

Offerors shall enter below the model and make of any applicable equipment offered with the above price schedule.

MAKE MODEL NUMBER

Please use extra sheet(s) if needed and include with proposal

* Offerors shall submit a document with their offer providing a detailed configuration of all features/functions that any given offered equipment, model, or software shall provide to the RRB.

***Note**** Offerors are encouraged to submit alternative price and technical proposals

B. CONTRACTOR INFORMATION FOR ORDER ADMINISTRATION

1) Order address ______________________

2) Business Size ______________________

3) Federal Tax ID # ______________________ [Submit on an IRS Form W9 with offer]

Document Number: RRB14R0005 PROCESSED Page 7 of 31

4) DUNS No. ______________________

5) Remit Address ______________________

6) Offer is (check one) Open Market ___ GSA MAS Contract ________ Insert Contract No. __________________ (if applicable) Please attach (or E-Mail) a copy of contract.

Effective dates ___________ - ______________.

7) Authorized representatives:

Business Technical Name:

Phone #:

Fax #:

E-Mail:

8) System for Award Management (SAM) completed*:

Yes [ ] No [ ]

* Offeror must be properly registered, including business size annotation, in SAM to be eligible for award of a Federal contract or order. (See www.sam.gov)

PERIOD OF PERFORMANCE

ITEM START END

0001 07/01/2014 06/30/2015

0001 AA 07/01/2014 06/30/2015

0001 AB 07/01/2014 06/30/2015

0001 AC 07/01/2014 06/30/2015

0002 07/01/2015 06/30/2016

0002 AA 07/01/2015 06/30/2016

0002 AB 07/01/2015 06/30/2016

0002 AC 07/01/2015 06/30/2016

0003 07/01/2016 06/30/2017

0003 AA 07/01/2016 06/30/2017

0003 AB 07/01/2016 06/30/2017

0003 AC 07/01/2016 06/30/2017

0004 07/01/2017 06/30/2018

0004 AA 07/01/2017 06/30/2018

0004 AB 07/01/2017 06/30/2018

0004 AC 07/01/2017 06/30/2018

0005 07/01/2018 06/30/2019

0005 AA 07/01/2018 06/30/2019

0005 AB 07/01/2018 06/30/2019

0005 AC 07/01/2018 06/30/2019

Document Number: RRB14R0005 PROCESSED Page 8 of 31

Section III - Statement of Work

STATEMENT OF WORK

A. Background

In carrying out its mission, the RRB will pay benefits to the right people, in the right amounts, in a timely manner, and will take appropriate action to safeguard our customer’s trust funds. The RRB will treat every person who comes into contact with the agency with courtesy and concern, and respond to all inquiries promptly, accurately, and clearly.

The RRB contractor will provide/rent the RRB mailing equipment including insert/sealing machines with advanced features, digital mailing systems, and any other mailing alternatives necessary to process and handle outgoing mail volumes at our headquarters facility and in our field offices, and commercial postage payment services, allowing the RRB to allot postage funds for future use.

B. RRB Headquarters Mailroom Jobs Requiring Folding, Insertion, and Mailing

The RRB headquarters mailroom performs a number of daily outgoing mail jobs that require insert/sealing systems and digital mailing systems. Currently, all mailroom jobs are inserted into either a number 10 window envelope or a 6" x 9.5" window envelope. Listed below are the jobs performed by the RRB mailroom:

Enclosures Flat Single Sheet

8.5 x 11 (Folded)

Flat Mul-tiple Sheets

8.5 x 11 (Folded)

Flat Sheet

8.5 x 14 (Folded)

#9 Return Envelope

Additional Folded

8.5 x 11 Sheet(s)

Booklet 5.5 x 8.5

OMR

Marks

3 x 7 Card Insert

Mail Job Title

Envelope

Doctor’s Statements

X X #10 Win-dow

Unemploy-ment

Claims

X X Between the months of November thru Janu-ary

#10 Win-dow

Sickness Claims

X X Between the months of November thru Janu-ary

#10 Win-dow

Replace-ment Medi-care Cards

X #10 WIN-

DOW

Initial Medicare

Cards

X X X 6 x 9.5 Win-dow

Single-Page Letters

X #10 Win-dow

Two-Page Letters

X X #10 Win-dow

Three-Page Letters

X X #10 Win-dow

Seven-Page Letters

X X #10 Win-dow

Medicare Premium Letters

X X #10 Win-dow

Tax State-ments

X #10 Win-dow

Service and Compensa-tion Forms

X X #10 Win-dow

Document Number: RRB14R0005 PROCESSED Page 9 of 31

The RRB headquarters mailroom facility is currently using two (2) DI 950 FastPac Inserting Systems to insert and seal approximately 900,000 pieces of outgoing mail each calendar year. In addition, the RRB mailroom is using one (1) Connect+ 3000 and one (1) Connect+ 3000 Pro to meter and seal approximately 300,000 pieces of outgoing mail each calendar year.

C. RRB Field Office Outgoing Mail The RRB has fifty-three (53) field offices that process approximately 125,000 pieces of outgoing mail each calendar year in the following classes of mail:

• 1st class auto parcel

• 1st class auto parcel –CBP

• 1st class regular flat

• 1st class regular flat – certified

• 1st class regular letter

• 1st class regular letter w/certified

• 1st class regular letter w/certified

• Packages

• Priority Mail Commercial

• Priority Mail Flat Rate

Outgoing mail volumes differ between field offices as shown in Attachment C. The RRB field offices are currently us-ing Pitney Bowes DM 100 postage meters and DM 400 Digital Mailing Systems.

D. General Specifications

1. A single vendor shall be selected to provide the necessary mailing equipment and commercial postage account services for the RRB headquarters and field offices.

2. All mailing equipment provided must be under a rental agreement. Purchase and lease options are not acceptable.

3. Maintenance on all mailing equipment or solutions shall be included in the monthly rental price.

4. All mailing systems must be digital devices.

5. The mailing equipment provider must train all end-users promptly and thoroughly. Training must be scheduled within 5 days of contract award. Additional training on any software or machinery upgrades must be scheduled before the upgrades are put into place, and provided no later than 3 business days after the installation of the upgrade.

6. Each machine must be tagged with an ID number and the telephone numbers to call for service and supplies.

7. All service calls must be responded to within two (2) business hours from the initial notification for service. This requires that a certified technician has started telephone support, or has arrived at the RRB and has examined the machine on the site and has started to repair the machine. If the RRB, at its sole discretion, deems the telephone support unsuccessful, a loaner or replacement item must be shipped for overnight delivery, or a service technician must arrive at the RRB within two (2) business hours from the completion of the unsuccessful telephone support call. If additional parts are required, these parts shall ordered by the offeror using overnight delivery, allowing for installation on the following business day.

8. Machines with an extensive history of poor performance will be swapped out for a like machine at no additional cost to the RRB. The RRB defines poor performance as the machine has needed ANY repair six times within a rolling 12 month period.

Document Number: RRB14R0005 PROCESSED Page 10 of 31

9. All of the rental equipment offered must perform its function at any temperature between 50 – 90 de-grees Fahrenheit.

10. All of the rental equipment offered must perform its function at any humidity between 15 and 85 percent.

11. No machine offered shall contain any asbestos or polychlorinated biphenyls (PCBs).

12. The vendor shall maintain a minimum average rate of 95% uptime efficiency per mailing machine.

Failure to maintain a minimum of 95% uptime per mailing machine shall result in a pro-rated deduction of 1/20 (5%) per day of the monthly rental charges for the machine that is failing its uptime. If the vendor provides a loaner machine, or replaces the defective machine with a different machine that is functional within 24 hours’ notice of the uptime failure, no such deduction shall be made.

13. All mailing systems provided must be Energy Star Compliant (If no energy star machines are avail-able, the vendor must so state by written communication on company letterhead, signed by an officer of the company). If Energy Star machines later become available to the vendor, the offeror must swap out the machine within 30 days of the Energy Star rated machine becoming available to the vendor.

14. Uptime efficiency shall be defined by hours of operation. Uptime for the RRB headquarters building is Monday through Friday, 6:00am through 6:30pm, excluding Federal Holidays. Uptime for the field offices is Monday through Friday 9:00 local time to 3:30pm local time (See Attachment A for loca-tions).

E. Electrical Specifications The RRB requires that the contractor’s equipment operates using the existing electrical supply at the RRB headquarters facility as follows; 120 V System: 120 volt + 10%, single phase, 60 cycle circuit. Full load on circuit should not exceed 16 amps. Male cap (plug) must be two pole three wire grounded 20 A 125V NEMA rated No. 5-20.

F. Equipment Specifications:

1. All equipment offered shall be new, and not refurbished or used in any way. All parts and subsystems must also be new and not refurbished or used in any way. (Exception – loaner machines, while the ori-ginal equipment is being repaired)

2. The equipment or solution must arrive at the RRB locations with detailed printed materials/spe-cifications of its functionality.

3. The RRB mailroom performs a number of daily mail jobs that are time sensitive requiring inserting and sealing with a number of specific enclosures. Currently the RRB mailroom inserts all outgoing mail pieces into either a number 10 window envelope or a 6" x 9.5" window envelope. Number 9 envelopes are used as the main return envelope.

4. The following specifications are required by the RRB headquarters location ONLY and must be iden-tified in any Insert/Sealer equipment configuration solution offered for the headquarters:

a. A monthly processing volume capacity of up to 120,000 pieces per month.

b. Have the ability to fold paper sheets in a "C", "Z", single or double.

c. Have the ability to accumulate, fold, and insert at a minimum up to eight (8) pieces with a maximum size of 8.5" x 14".

d. Shall have the ability to detect missing, duplicate or out-of-order pages.

e. Sheet feeders shall be able to process paper sizes ranging for 5.5" at a minimum to 14.5" at a maximum.

f. Insert/sealing system shall have the capability of sealing #10 envelopes through the in-serter without going through an in-line mail machine.

g. All feeder stations shall have the ability to be loaded while the job is in process.

h. All feeder stations shall be equipped with automatic double document detection.

i. For ease of set-up and operation the Insert/Sealing System(s) shall have one central touch screen control panel which provides a graphic display for easy programming and management of jobs.

j. Insert feeders shall have the capability of processing material that does not require fold-ing before insertion into a letter size envelope. Typical inserts include pre-folder bro-chures/pamphlets and number 9 return envelopes.

k. The control panel will come equipped with a job set-up mode which includes such things as: the ability to view system configuration, make or change security settings, cre-

Document Number: RRB14R0005 PROCESSED Page 11 of 31 ate and/or edit jobs, save and recall jobs, and recall pre-programmed or recently run jobs

l. Interchangeable sheet and insert feeder trays.

m. The ability to program at least 15 recurring mail jobs.

n. The ability to read either Optical Mark Reader (OMR) sequencing marks as well as In-telligent Mail Barcodes (IMB).

o. The ability to easily feed or insert booklets measuring at a minimum 1/8" thick or greater.

p. Shall be Underwriter Laboratories approved and Energy Star compliant.

q. Section 508 Accessibility Compliant. Section 508 Compliance under Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), acquisitions of electronics and informa-tion technology (EIT) supplies and services must meet the accessibility standards as set forth at 36 CFR Part 1194. (See Attachment B)

5. The RRB mailroom staff currently meters all outgoing non-automated mail pieces requiring postage on digital mailing systems (DMS). DMS includes a primary and an alternate or backup DMS to be on-site at the RRB. The following specifications are required by the RRB and must be identified in any piece of DMS equipment offered:

a. Shall automatically feed, seal, imprint postage, and stack #10 envelopes at speeds up to 275 lines per minute (LPM).

b. Shall automatically feed, weigh, seal and post mixed mail at varied weight, thickness, and size and envelope flap configuration at speeds up to 160 LPM.

c. Shall be able to process mixed thickness items up to ¾" thick.

d. Shall be capable of downloading software updates, replenishing postage, accessing United States Postal Service (USPS) services, and tracking packages.

e. Shall be compliant with current USPS regulations and be able to be upgraded to all fu-ture USPS regulations by software or equipment upgrades.

f. Shall have the ability to produce as an alternative to a postage imprint either a self-adhesive roll tape or roll gummed tape, selectable by the operator.

g. Shall be equipped with a color touch screen which permits optimal viewing, accessibil-ity, and ergonomic comfort.

h. Envelope feeder shall be capable of being continuously loaded while jobs are in pro-gress.

i. Shall have at least one USB connection to allow a printer to be connected.

j. Shall be able to print usage reports. On-demand, daily, and monthly.

k. Shall come equipped with a "Remote Diagnostic App" which allows the digital mailing system to connect to the appropriate contractor services center.

l. Shall come equipped with an integrated keyboard for set-up and mail account manage-ment.

m. Shall be capable of loading at a minimum 20 user accounts.

n. Shall be UL approved and Energy Star Compliant.

o. Section 508 Accessibility Compliant.

6. There are 53 RRB field offices nationwide currently using either a Pitney Bowes DM100 or DM400 series postage system based on their volume of outgoing mail processed per month. The RRB requires the contractor to provide digital mailing systems or an alternate metering solution that will enable the of-fice staff to efficiently process their mailing according to their monthly/yearly mailing volumes (See At-tachment C). The following specifications for any digital postage solution offered are required by the RRB, and must be identified in any solution or piece of equipment offered:

Low Volume Digital Mailing Systems

a. Shall process mail at a minimum of 25 LPM.

b. Shall have automatic date advancement.

c. Shall be able to process envelope sizes ranging from a minimum of 3.5" x 5" up to a maximum of 10" x 13".

d. Shall have a large, easy to read (LCD preferred) display.

e. Shall be equipped with a minimum 4lbs integrated scale.

f. Shall be equipped with a Low Postage Alert.

g. Shall be equipped with a Low Ink Alert.

h. Shall be equipped with (have) the ability to perform remote diagnostics on the installed equipment.

i. Shall have the ability to produce as an alternative to a postage imprint either a self-adhesive roll tape

Document Number: RRB14R0005 PROCESSED Page 12 of 31 or strip tape.

j. Shall have the ability to download USPS rate updates and machine software updates.

k. Shall be able to run maximum envelope thickness up to 3/8".

l. Shall be UL Approved and Energy Star Compliant.

Mid Volume Digital Mailing Systems

a. Shall process mail at a minimum of 75 LPM.

b. Shall have automatic date advancement.

c. Shall be equipped with an automatic feeder capable of processing mixed size letters in a single stream.

d. Shall be able to process envelope sizes ranging from a minimum of 3.5" x 5" up to a maximum of 10" x 13".

e. Shall have a large, easy to read (LCD preferred) display.

f. Shall be equipped with a minimum 10lbs integrated scale.

g. Shall be equipped with a Low Postage Alert.

h. Shall be equipped with a Low Ink Alert.

i. Shall be equipped with a Low Sealant Level Indicator.

m. Shall be equipped with the ability to perform remote diagnostics on the installed equipment.

n. Shall have the ability to track, confirm, and save with available USPS E-Services.

o. Shall have the ability to produce as an alternative to a postage imprint either a self-adhesive roll tape or strip tape, selectable by the operator.

p. Shall have the ability to download USPS rate updates and machine software updates.

q. Shall be able to run maximum envelope thickness up to 3/8".

j. Shall be UL Approved and Energy Star Compliant

G. Commercial Payment Services The contractor shall also provide, at no additional cost to the RRB, a deposit account used to fund postage. Funds shall be held in an FDIC-insured account and earn interest in the form of postage credits based on the average daily balance.

The contractor shall clearly explain how the interest is calculated and will be credited to the RRB’s postage account.

This account will allow the RRB to do the following:

• Refill RRB postage meters located at our headquarters facility and RRB Field Offices from the prepaid postage account.

• Pay for postage costs generated from the RRB’s Centralized Account Processing System (CAPS) account.

These costs include permit, business reply, and penalty mail charges.

• The ability to transfer postage funds to third-party mail houses handling outgoing RRB metered and permit mail pieces.

• Manage and track all postage in one place allowing the RRB to run specific reports on individual postage meters, permits, mail houses and business reply mail, and to view real-time balances in the account.

• The ability to view and track accrued interest on RRB deposits.

For informational purposes, the RRB, on average, deposits one million dollars annually to its current postage account.

H. Equipment Installation for RRB Headquarters and RRB Field Offices.

Due to the scope of this contract, the Contractor shall have to make arrangements to have equipment installed both at the RRB headquarters facility as well as in RRB field offices. Each installation has a number of significant factors which the offeror must be able to perform.

1. Headquarters’ Equipment Installation Mail released from the RRB’s headquarters facility is usually time-sensitive in nature. It is imperative the mail equipment continuously operate. It will be necessary for the Contractor Service Provider awar-ded the contract to develop a detailed and thorough implementation plan with the emphasis on a brief cut-over period minimizing disruption to RRB daily work activities. It is important for the Service Pro-vider to remember that during the headquarters’ equipment installation phase at least one insert/sealing machine and one mailing machine must be completely operational. In no event may RRB mail opera-tions be disrupted for a period longer than twenty-four (24) clock hours. The RRB desires an implement-ation that includes, but not be limited to:

Document Number: RRB14R0005 PROCESSED Page 13 of 31

Time Frame Procedure Item -30 days prior to Contract Start-up • Pre-installation meeting between Contractor and RRB representatives.

• Milestones, meeting schedules, and actions required to ensure equipment arrives promptly, is installed timely, and works as required.

• Inspect work-site prior to equipment installation.

• Schedule delivery date(s) for headquarters’ mailing equipment.

-21 days prior to Contract Start-up • Equipment is delivered to RRB headquarters’ facility.

• Schedule equipment inspections.

-14 days prior to Contract Start-up • Install equipment.

• Perform training of RRB mailroom personnel on operat-ing the equipment.

• Review service call procedures.

• Review supply ordering procedures.

-7 days prior to Contract Start-up • Equipment Acceptance.

Contract Start Date • Equipment Turnover

• Begin Maintenance Support

Note: Faster implementation times are acceptable that do not interrupt the RRB’s mailing operations.

2. RRB Field Office Equipment Installation There are 53 RRB field or remote offices located throughout the contiguous forty-eight states. The Ser-vice Provider needs to be prepared to contact each field office (See Attachment A) that is receiving new mailing equipment or solutions and make the necessary arrangements to have the new equipment or solutions installed at a time which will cause minimal disruption to the field offices’ daily routine. The RRB desires an implementation that includes, but not be limited to:

Time Frame Procedure Item -30 days prior to Contract Start-up • Pre-installation meeting between Contractor and RRB representatives.

• Milestones, meeting schedules, and actions required to ensure equipment arrives promptly, is installed timely, and works as required.

• Contact RRB Field Office Managers and schedule deliv-ery date(s) for mailing equipment.

-21 days prior to Contract Start-up • Equipment is delivered to RRB field offices.

-14 days prior to Contract Start-up • Begin installing field office equipment.

• After equipment is installed and operational perform training of RRB field office personnel on operating the equipment.

• Review service call procedures.

-7 days prior to Contract Start-up • Equipment Acceptance.

Document Number: RRB14R0005 PROCESSED Page 14 of 31

Contract Start Date • Equipment Turnover

• Begin Maintenance Support

Note: Faster implementation times are acceptable that do not interrupt the RRB’s mailing operations.

I. Training

1. Headquarters – The Contractor shall provide thorough user orientation and technical training for a minimum of six (6) in-house machine operators at the RRB Headquarters Facility immediately after the installation of the equipment has been completed. The training shall cover all aspects of the mail equipment’s operation es-pecially how it pertains to mail jobs performed by RRB mailroom personnel.

2. RRB Field Offices – The Contractor shall provide thorough user orientation and technical training for up to five (5) RRB Field Office personnel per office. Training shall be scheduled before installation and be conducted no later than 72 hours after installation of the postage equipment or solution has been com-pleted at each individual office. The training shall cover all aspects of the mail equipment’s, or solu-tion’s operation including downloading of postage funds from the RRB’s Postage On Demand account, with emphasis on how it pertains to the mail jobs performed by the specific RRB Field Office.

3. Unless the RRB requests post implementation, refresher, or out of scope training, the training shall be at no additional cost to the RRB, beyond the monthly rental cost. If the offeror updates the mailing equipment during the contract period, the training of RRB staff for the new equipment or software shall be at no additional cost to the RRB.

J. Maintenance

1. The Contractor shall provide all maintenance service with respect to all mail equipment or solutions furnished under this contract. Such services shall include parts, labor, and any software/firmware up-dates required to keep the mail equipment is good working order with the latest USPS pricing updates through the term of the contract.

2. The mailing equipment installed at the RRB’s headquarters facility and in RRB Field Offices shall have at a minimum of a 95 percent uptime efficiency rating.

3. Preventive maintenance shall be performed by the Contractor consistent with standard commercial practices. Within 30 days after the contract award, the contractor shall submit a written preventive main-tenance plan to the Contracting Officer’s Representative (COR) specifying both the frequency and dura-tion of maintenance required. This schedule shall be subject to RRB approval. If a mutually agreed schedule cannot be established, the RRB reserves the right to specify a schedule.

4. Remedial maintenance service, including the provision of parts and labor, shall be provided by the Contractor during the term of the contract. The successful offeror shall provide maintenance services upon notification by the RRB that the contractor’s equipment or solution needs service.

a) The principal period of maintenance service (business hours) for the Chicago headquarters facility shall be between 8:00 a.m. through 4:30 p.m., Monday through Fri-day, except Federal holidays.

b) The principal period of maintenance service (business hours) for RRB Field Offices shall be between 9:00 a.m. through 3:30 p.m. local time, Monday through Friday, except Federal holidays.

c) The Contractor shall provide the RRB with a designated point of contact and shall en-sure that its maintenance representative(s) promptly receive the RRB’s request for re-medial maintenance service by providing a local or toll-free telephone service number which can be used to obtain technical assistance and/or place an equipment service call.

d) On all service calls requested by the RRB, it is important that the specific RRB office caller shall be provided an approximate date and time the service(s) will be performed on the equipment/solution.

e) The Contractor shall respond to a service calls (by telephone support or on-site repair) placed by either the RRB headquarters facility or RRB field offices within two (2) hours after initial notification has been received. If the Contractor is unable to repair the equip-

Document Number: RRB14R0005 PROCESSED Page 15 of 31 ment within two (2) business days, the equipment will be replaced with a new piece of equipment or the Contractor will provide a loaner until the original piece of equipment has been repaired. If the contractor cannot repair/replace, loaner equipment/solution shall be provided BEFORE the maximum time listed above.

5. As part of the maintenance agreement, the RRB will receive at no additional cost all mail equipment software upgrades, USPS rate change updates, and training on the new equipment, solution, or software, if determined necessary by the RRB.

K. Quality Assurance Surveillance Plan

1. Introduction

The procedures established in this plan will ensure that the RRB receives the quality of service specified in the contract. Close coordination and active cooperation on a daily basis between the vendor and the COR are necessary to obtain a quality service program.

Under the Mailing Equipment Quality Assurance Plan, the vendor shall be evaluated by the RRB on a monthly basis. The vendor will be evaluated in two (2) areas; Quality of Service and Customer Com-plaints.

2. Evaluation Factors:

Quality of Service Provided

The RRB COR will keep a monthly performance log for each piece of mailing equipment provided un-der the contract. During each quarter, the COR will notate on the Mail Equipment Performance Log (See Attachment D) any end user and/or prime user production problems such as the following:

• Excessive equipment downtime;

• Problems downloading postage funds;

• Consistently substandard postal imprints;

• Non-response to maintenance issues; and

• Inadequate supplies.

Any performance problems observed during each quarter of service will be documented. Performance problems shall be accumulated and totaled. Copies of the Mail Equipment Performance Log will generally be provided to the vendor within three (3) workdays after the end of the rating quarter in which they occur.

• Poor – There are more than 12 performance issues documented in the Mail Equipment Performance Log.

• Fair – There are between 6 and 12 performance issues documented in the Mail Equipment Performance Log.

• Good – There are at least one and no more than 5 performance issues documented in the Mail Equipment Per-formance Log.

• Excellent – There are no performance issues documented in the Mail Equipment Performance Log.

3. Customer Complaints

Customer complaints is a means by which deficiencies can be reported and serve as the basis for unsatisfactory or non-performance of work. The COR must record and attempt to validate each customer complaint received. Many com-plaints will be difficult or impossible to validate, but should still be recorded and reviewed to determine if there is a trend or pattern of complaints in the performance of mail equipment. Only complaints validated by the COR that are not the result of operator error must be counted for performance purposes.

• Poor – There are more than 15 validated complaints per month documented on the Mail Equipment Perform-ance Log (See Attachment D).

• Fair – There are no more than 15 documented complaints per month on the Mail Equipment Performance Log.

• Good – There are no more than 10 documented complaints per month on the Mail Equipment Performance Log.

Document Number: RRB14R0005 PROCESSED Page 16 of 31

• Excellent – There are no more than 5 documented complaints per month on the Mail Equipment Performance Log.

Efficient performance and mail equipment reliability is the primary goal of this contract. During the life of the contract, administrative procedures such as inspection, documentation, and retention of records which reflect vendor perform-ance are to be prepared and retained by the COR.

Deductions shall be taken for illegible copies (as a result of mechanical error) and for excessive downtime (Excessive downtime is a machine being non-operational for more than 24 hours, unless the contractor provides a backup solu-tion).

Poor performance is undesirable; therefore, if the vendor’s performance remains fair, or less than fair and/or fails to ad-here to the contract specifications, the contract may be canceled or terminated. Show Cause or Cure Notices may be sent to the contractor at any time, for poor performance. The Government may also contract for the services and charge the vendor for all cost incurred by the Government.

Monthly meetings must be held between the vendor and/or his representative and the COR. The purpose of the meet-ings is to discuss the vendor’s performance, areas of deficiencies, areas of satisfaction, and customer complaints/con-cerns.

If the vendor is non-responsive, meetings and inspections will need to be conducted more frequently. Once a more reli-able service record is established, the inspections and meetings with the vendor can be reduced to normal levels.

Section IV - General Terms and Conditions

RRB.A.01 A. General RRB Provision-1.Technical Direction

Performance of the work under this contract shall be subject to the technical direction of the Contracting Officer Representative (COR). The term “technical direction” is defined to comprise the following:

(a) Directions to the contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual statement of work.

(b) Provisions of information to the contractor which assists in the interpretation of drawings, specifications or technical portions of the work description.

(c) Review and, where required by the contract, approve technical reports, drawings, specifications and technical information to be de-livered by the Contractor to the Government under this contract.

(d) Technical directions must be within the general scope of work stated in the contract. The COR does not have the authority to and may not issue any directions which (1) constitutes an assignment of additional work outside the general scope of the contract; (2) con-stitutes a change as defined in the contract article entitled “Changes”; (3) in any manner causes an increase or decrease in the estim-ated cost or the time required for contract performance; or (4) changes any of the expressed terms, conditions, or specifications of the contract.

The Contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this Section and within his authority under the provisions of this Section. If, in the opinion of the Contractor, any instruction or dir-ection issued by the COR is within one of the categories as defined in (1) through (4) above, the Contractor shall not proceed but shall notify the Contracting Officer within five (5) working days after receipt of any such instruction or direction and shall request the Con-tracting Officer to modify the contract accordingly. Upon receiving such notification from the Contractor, the Contracting Officer shall issue an appropriate contract modification or advise the Contractor in writing that, in his opinion, the technical direction is within the scope of this Section and does not constitute a change under the Changes article of the contract. The Contractor shall thereupon proceed immediately with the direction given. A failure of the parties to agree upon the nature of the instruction or direction or upon the contract action to be taken with respect thereto shall be subject to the provisions of the contract article entitled “Disputes.”

The Primary Contracting Officer’s Representative (COR) for these services: Mr. Lloyd Kingsbury, 312-751-4522, Lloyd.kingsbury@rrb.gov . The alternate COR shall be: Mr. Pedro Borjas, 312-751-4589, Pedro.borjas@rrb.gov .

RRB.A.07 A. General RRB Provision-7.The Role of Government Personnel and Responsibility for Contract Administration

(a) Contracting Officer - The Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from

Document Number: RRB14R0005 PROCESSED Page 17 of 31 contract payments for convenience or default; issue final decisions regarding contract questions or matters under dispute. The CO may, however, delegate certain other responsibilities to his authorized representatives. The contracting officer shall make all such del-egations in writing.

(b) Contract Officer’s Representative (COR) - The Contracting Officer may designate a COR to assist the Contracting Officer in the discharge of day-to-day responsibilities pertaining to this contract and the monitoring of…