3-SOW-Mail.doc

Performance-Based Statement of Work (SOW) Digital Mail Equipment Rental and Maintenance Services

Introduction The U. S. Small Business Administration, (SBA), Office of Administrative Services (OAS), located at 409 3rd Street, SW, Washington, DC 20416, is responsible for providing mail equipment for SBA offices on a nationwide basis, including Alaska, Hawaii, and also Puerto Rico, the U. S. Virgin Islands, and Guam. Due to the many changes in technology, the SBA desires mail equipment that is leased and maintained by the Contractor.

The type of mail equipment required will depend on the volume of mail normally processed by an office on an average monthly basis. However, current equipment at these locations (also rented and maintained by a contractor) is detailed in the attachments. Equipment rented and maintained pursuant to this contract shall be equivalent in functionality, reliability, dependability, and ease of operation to the equipment currently in use and which Period of Performance The period of performance is for a base year from September 1, 2016 through August 31, 2021, with four (4) option years.

Mail Metering Solution Requirements 1.0 Mailing Solution Task One: Contractor shall provide a mail management solution, consisting of digital mail machines, scales, postage meters, and the necessary software to produce postage across all designated SBA locations.

Task Two: Contractor shall be able to provide mail equipment suitable for SBA offices that have small, medium, and large mail volumes. The capacity of the mail equipment shall be based on industry standards.

Task Three: Contractor shall ensure that when new USPS rate changes are announced, each SBA location will receive the new software at least one week prior to the implementation date of the postage increase. All USPS rate changes will be available for download at no charge to the agency.

Task Four: Contractor shall provide new equipment and upgrades to the current equipment within two months of the request unless the upgrades involve multiple locations. If multiple locations are involved, the terms will be negotiated between the contractor and the SBA. Upgrades shall be at no additional cost to the SBA.

Task Five: Contractor shall allow upgrades of the equipment without considering the replacement as an addition to the inventory count. The new equipment shall replace the old equipment. Upgraded equipment is included in the firm-fixed price. No increase in the firm-fixed price will occur as this Task Five is part of Contractor’s initial pricing.

Task Six: This SOW is for 112 sites. If the total number of sites increase, this contract may be modified to include that increase in total number of sites. Contractor’s unit pricing at the time of the increase will be used to determine any price increase.

2.0 Technical Support Service

Task Seven: Contractor shall include the maintenance cost within the total price of the mailing equipment. The contractor shall provide two levels of technical support: (1) Phone support for minor incidents and on-site support initiation, and (2) On-site technical support for all other maintenance/support needs. The contractor shall provide maintenance service within eight (8) business hours of receipt of request for service from the SBA.

Task Eight: Contractor shall provide repair service between the hours of 8:30 a.m. and 5:00 p.m. in the time zone where the SBA office is located. There shall be no limit on the number of repair calls that can be made. Labor, travel, and mileage cost shall be included in Contractor’s firm-fixed pricing and may not be billed separately. All maintenance support shall be performed by a factory trained technician.

3.0 Contingency Plan

Task Nine: Contractor shall have on hand at least one mail machine and one scale that can be shipped overnight to SBA locations in the event an SBA Office has a time sensitive mailing and it has been determined that the current mail equipment cannot be repaired the same day. This service is provided at no additional cost to the SBA.

4.0 Training

Task Ten: Contractor shall provide on-site training for key operator(s) once new equipment is installed or whenever the key operator for an SBA location changes. The Contractor shall also provide supplemental key operator training in the event of upgrades or changes to the mail metering system (in terms of updates, hardware or software).

5.0 Total Equipment Management

Task Eleven: Contractor shall be the point of contact between meter manufacturer and the SBA since the meter rentals fees are paid to the contractor and not the meter manufacturer – and a part of contractor’s firm-fixed price for each Period of Performance (POP). All problems with postage meters shall be handled by Contractor. If a meter replacement is necessary, arrangements shall be made by Contractor, and the same service standards that apply to equipment repairs, shall apply to postage meter problems.

Task Twelve: Contractor, not the equipment manufacturer, shall be the point of contact for the SBA for the delivery, installation, and repair of all mail equipment. Contractor shall resolve all problems pertaining to the mail equipment. . .

6.0 Meter Reporting

Task Thirteen: Contractor shall be able to provide reports on postage meter activity. The reports shall show the serial number of the postage meter, the full address of the SBA office, the date postage was added and the amount; the amount of postage on hand prior to the reset, and the total amount of postage after the reset. These reports shall be provided to the SBA Headquarters point of contact upon request.

7.0 Performance-Based Criteria

8.0 Location Information

The following location information is provided by the SBA to assist the Contractor in determining its firm-fixed price for each POP, and to give the Contractor a sense of the scope of this SOW. It does not include all 112 locations. See the SOW attachments for all locations.

with 70lb scale

with 30lb scale

with 70lb scale

10.0 Invoicing

Contractor shall bill the SBA on a monthly basis and in arrears for the postage meters, mail machines, scales and any related equipment. Contractor shall submit its invoices to the jaamscp@sba.gov for processing. All invoices shall prominently include this contract number, requisition number for the POP being invoiced, period of performance and invoice period.

Contractor shall itemize each invoice to show the number of pieces billed for, a description of the equipment, the cost of each piece, and the total cost of the equipment.

11.0 Government Furnished Property

No Government-furnished property is a part of this contract. However, some of the copiers to which this mail equipment is connected or attached may be owned by the SBA>

12.0 Points of Contact

Contracting Officer (CO): Cheryl T. Flanagan, 303-844-2035, Cheryl.Flanagan@sba.gov Contracting Office Representative (COR): Carol Anne Rourke, 202-205-7046, Carol.Rourke@sba.gov

13.0 Attachments

Attachments are incorporated into and a part of this SOW.

Attachment 1 relates to 96 locations for this contract.

Attachment 2 relates to an additional 16 locations for this contract.

Attachment 3 provides additional equipment information for certain locations.

Digital Mail Equipment Rental and Maintenance