SOW_-_DomesticCourierServices_DRAFT.pdf

Bureau of Trust Funds Administration Domestic Courier Services

Statement of Work

1.0 Introduction and Scope

1.1 Introduction: The Department of the Interior (DOI) currently oversees approximately 55 million surface acres of land, 57 million acres of subsurface mineral interests, and $5.5 billion in funds that are held in trust or restricted status by the Federal Government on behalf of individual American Indians, Alaska Natives, and federally recognized Indian tribes. Within DOI, the Bureau of Trust Funds Administration (BTFA) is the main entity responsible for discharging the Secretary's trust fund responsibilities to Indian Tribes and individual Indians. BTFA does this by managing the funds generated from trust lands and from related sources, such as funds derived from settlements related to trust resources. The mission of BTFA requires that most documents be shipped on an overnight basis to recipients. Many documents contain sensitive, personal information of account holders.

1.2 Scope: The BTFA is seeking to enhance its business processes and achieve cost savings in the procurement of domestic, express, and ground delivery services. This contract is designed to provide quality Express Small Package, Express Heavyweight, and Ground Small Package pickup and delivery services to the government, reduce administrative costs; obtain data on shipments for contract management’ and infuse commercial practices to the maximum extent possible. The contractor must be able to provide daily pick-up and delivery services for overnight mail and packages to more than 50 locations nationwide.

2.0 Requirements

2.1 Shipping: Most BTFA locations will require pick-up and delivery on a daily basis. Most deliveries will be between one of the field locations and the BTFA facility in Albuquerque, NM. The field locations and the Albuquerque office will generally expect outgoing deliveries to be picked up by 3:30pm local time. The majority of pick-ups and deliveries will consist of small packages (see specifics below).

Shipments will consist of the following:

• Express Small/Heavyweight Package Domestic Delivery Services, NAICS Code 492110, open to all Sources: Commercial delivery services for Express Same Day, Next Day, Two Day and Three Day delivery of extremely urgent letters, small packages, and some heavyweight shipments, including any accessorial services, offered to the general public. Contractors may offer any combination of days or weight ranges for either the Express Small Package or Express Heavyweight Delivery Services. For Express Small Package and Express Heavyweight Delivery Services prices must cover delivery nationwide (contiguous United States-CONUS), and Alaska.

• Ground Delivery Services, NAICS Code 492110, Open to All Sources: Commercial delivery services for Ground day-definite delivery of small package shipments, including any accessorial services, offered to the general public. Ground Delivery Services prices must be within CONUS, and Alaska.

The contractor shall provide:

• Scheduled Pick-Ups

• Regular Pick-Ups

• Management Support

• Designated BTFA Customer Service Representatives

• Manual and On-Line Ordering

• Desk-to-Desk Delivery

• Signature Receipt, per request

• Tracking

• Lost Package Compensation

• Shipping and Packaging Supplies

• On-Line Ordering System-Technology Refreshes

• On-Time Delivery 98% of the time

2.2 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor offers assurance requirements of the contract, to include customer service and performance are met.

2.3 Quality Assurance: The Contractor Officer’s Representative (COR) will monitor contract performance, which includes but is not limited to, ensuring the security of the shipments, equipment and data has adequate safeguards and satisfies contract requirements and customer assistance is available in handling customer complaints, resolving customer issues and paying of claims in accordance with the terms and conditions of the contract.

3.0 Period of Performance: Period of Performance is a one (1) year base plus four (4) one-year options.

4.0 Place of Performance: Work on this contract will occur by interacting with the various BTFA offices, entering and exiting only to drop off or pick up packages. Other than drop off and pick up, BTFA expects that the contractor shall perform work on this contract remotely, at their own facilities. While working remotely, the contractor shall still be required to communicate with BTFA employees via telephone, email, and virtual meeting platforms in a professional manner. BTFA will not be responsible for any costs (equipment, utilities, furniture, etc.) associated with allowing contractor staff to work remotely. Travel expenses are not authorized.

4.1 Hours of Operation: The standard hours of operation for purposes of this contract shall be defined at each BTFA site as 6:00 am to 6:00 pm, local time, Monday through Friday except Federal holidays or when the Government facility is closed. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

The following government holidays are normally observed by government personnel: New Year’s Day, Martin Luther King’s Birthday, Presidential Inauguration Day (metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation, or any other kind of administrative leave such as acts of God (e.g. hurricanes, snow storms, tornadoes, electricity or utility failures, etc.), Presidential funerals, or any other unexpected government closures.

5.0 Type of Contract: Firm Fixed Price (FFP).

6.0 Points of Contact

Contracting Officer: To be determined at time of Award

Contracting Officer’s Representative: To be determined at time of Award