SOW.pdf

Statement of Work (SOW) Defense Finance and Accounting Service (DFAS) Cleveland, Ohio

Mailroom Equipment Lease and Maintenance Services

1.0 INTRODUCTION

The purpose of this Statement of Work (SOW) is to acquire, through a sixty (60) month lease-to-own (LTO) arrangement, a digital mailing system for the Defense Finance and Accounting Service (DFAS) Cleveland mailroom. This acquisition includes postage meters, folding/inserting machines, an Intelligent Mail Package Barcode (IMpb) system, and all associated peripherals.

The Contractor shall also provide comprehensive preventative and corrective maintenance, software updates, operator training, and technical support services for the duration of the 60-month performance period.

The requirement includes continued maintenance and support services for existing folding/inserting machines currently in use, as well as inbound and outbound mail tracking capabilities. Additionally, modem and connectivity services are required to support postage refills, system updates, and compliance with United States Postal Services (USPS) requirements.

2.0 BACKGROUND

DFAS Cleveland currently operates tabletop mailing systems that are approximately four to six years old and process an estimated 200,000 mail pieces annually (approximately 16,000 per month). To maintain operational efficiency and compliance with current USPS regulations and evolving postal and cloud-based software requirements, DFAS requires the acquisition or lease of an updated digital mailing system. The existing folding/inserting machines remain operational and will continue to be utilized; therefore, this requirement includes ongoing maintenance and support services for this equipment rather than replacement.

3.0 SCOPE OF WORK

The Contractor shall provide all labor, equipment, software, peripherals, installation, maintenance, warranty, and training necessary to furnish a fully operational digital mailing and inserting system capable of meeting United States Postal Service (USPS) regulations and DFAS mission requirements.

The system shall support inbound and outbound mail processing, accountable mail tracking, postage accounting, and intelligent mail package barcode (IMPB) functionality. The contract includes maintenance for existing equipment transitioning off a current lease and modem services for postage updates.

4.0 PLACE OF PERFORMANCE

All work under this contract shall be performed at the following location:

DFAS Cleveland

Mailroom Equipment Lease and Maintenance Services Federal Office Building (FOB) 1240 East 9th Street Cleveland, OH 44199-2055.

5.0 PERIOD OF PERFORMANCE

5.1 The period of performance shall consist of a one (1) year base period with four (4) additional option periods.

5.2 The contract shall include delivery, installation, initial acceptance, and comprehensive warranty and maintenance coverage. As detailed in Section 6.3, this coverage shall commence upon Government acceptance and remain active for the entire duration of the funded contract, up to a maximum of sixty (60) months if all option periods are exercised.

5.3 Delivery of all equipment shall occur within thirty (30) calendar days of contract award. This contract shall be structured as a sixty (60) month lease-to-own arrangement in accordance with the CLIN schedule and SOW Section 6.0.

6.0 TASKS AND REQUIREMENTS

6.1 Digital Mailing System (Quantity: 2)

See minimum Technical Specifications Attachment 1

The Contractor shall provide, deliver, and install two (2) high-volume production digital mailing systems under a lease-to-own arrangement. Each system shall be capable of continuous, high-speed processing and weighing large volumes of mail with minimal interruption.

The digital mailing systems required under this contract shall be acquired under a lease-to-own arrangement. Title to the equipment shall be transferred to the Government upon completion of the lease term, in accordance with the terms and conditions of the contract.

The systems shall be designed to support enterprise-level mailroom operations and meet or exceed the following minimum requirements:

• Postage Security: Include a Postage Security Device (PSD) or meter that is capable of remote resets and software/firmware upgrades. The Postal Security Device (PSD) must be integrated as an integral and essential component of the postage metering equipment itself.

• Processing Throughput: Each system shall be capable of processing a minimum of 120– 150 pieces per minute (ppm) in a mixed mail environment and support sustained high-volume production operations without degradation in performance.

Mailroom Equipment Lease and Maintenance Services

• Weighing System: Provide an integrated scale with both differential and continuous weighing capabilities to accurately process mail pieces of varying weights in a high-volume production environment.

USPS Compliance: Ensure all postage processing is fully compliant with current United States Postal Service (USPS) standards.

• User Interface: Include a user-friendly, color touchscreen interface to support efficient system operation and management in a production setting.

• Mail Handling: Include a power stacker and conveyor system capable of supporting continuous, high-volume mail processing with minimal operator intervention.

Accounting & Reporting: Provide integrated accounting and reporting functionality supporting a minimum of 100 separate accounts, with the ability to export data via external devices.

• Barcode & Tracking: Support USPS electronic return receipt scanning and be fully integrated to print Intelligent Mail Package Barcodes (IMPB).

• Connectivity: Be equipped with LAN connectivity for network integration and operational updates. (Note: A dedicated DSL line will be required for operation).

• Processing Capacity: Be capable of processing mail pieces up to ½ inch in thickness.

• E-Services: Support a range of business applications and USPS e-services.

• Physical Setup: Include a dedicated console stand or table for each system

6.2 Intelligent Mail Package Barcode (IMPB) System

The Contractor shall provide, deliver, and install a comprehensive Intelligent Mail Package Barcode (IMpb) system. This system's primary function is to enable robust tracking and accountability for all inbound and outbound mail and packages, with a particular focus on accountable mail items. The system must be fully integrated with the mailing and inserting equipment provided and meet the following minimum requirements:

• Core Hardware: The solution must include all necessary hardware for a complete workflow, including:

• Sufficient barcode printers to support the full mail processing volume.

• A minimum of five (5) handheld scanners for manual processing, sorting, and data capture.

Mailroom Equipment Lease and Maintenance Services

• A dedicated camera system for the purpose of documenting damaged envelopes or packages upon receipt.

• All required PC workstations(s) to operate the system effectively.

• Software & Integration:

• Provide and install all necessary interface software on the supplied PC workstation(s).

• The system must seamlessly integrate with the digital mailing systems and automated inserters to create a unified workflow.

• Ensure all generated barcodes and labels are fully compliant with the latest standards from USPS, UPS, FedEx, and other specified carriers.

• Tracking & Sorting Capabilities:

• The system must be capable of tracking both inbound and outbound mail, with specific features to manage and flag date-sensitive items.

• It must provide the functionality to accurately scan, sort, and track individual letters, including those containing sensitive legal documentation.

• Carrier & Service Support: The system must natively support tracking and extra services (e.g., Certified Mail, Signature Confirmation) for a multi-carrier environment, including USPS, UPS, and FedEx.

6.3 Maintenance and Support

The Contractor shall provide annual maintenance and support services to ensure the continuous and reliable operation of all mailing equipment. This requirement includes both newly provided systems and existing Government-owned equipment, specifically two (2) Pitney Bowes Relay 7000 inserting systems The services shall meet the following minimum requirements:

• Comprehensive Maintenance Coverage:

o Provide full-service annual maintenance for all equipment delivered under this contract, including both routine preventive maintenance and unscheduled corrective (repair) services.

• Provide full-service annual maintenance for two (2) existing Pitney Bowes Relay 7000 inserting systems, including all labor, parts, and materials necessary to maintain operations readiness. Maintenance coverage shall begin seamlessly with no lapse in service.

• RELAY SERIES INSERTER/MODEL F70G/SERIAL NUMBER 2203171

Mailroom Equipment Lease and Maintenance Services

• RELAY SERIES INSERTER/MODEL F70G/SERIAL NUMBER 2201867

• Comprehensive Warranty: The Contractor shall provide a comprehensive Original Equipment Manufacturer (OEM) warranty and maintenance coverage for all newly installed digital mailing systems and peripherals. This coverage must begin upon Government acceptance of the equipment. To align with the contract's option year structure, the warranty and comprehensive maintenance (inclusive of all parts, labor, software updates, and technician dispatch) shall be provided in twelve (12) month increments, coterminous with the Base Period and each exercised Option Period. The Contractor is responsible for ensuring the equipment remains under full warranty and maintenance coverage for the entire duration of the active contract, up to a maximum of sixty (60) months if all option periods are exercised.

6.4 Service Level Agreement (SLA):

• On-Site Response Time Guarantee: The Contractor shall provide on-site response from a qualified, authorized service technician within twenty-four (24) hours of the Government submitting a service request for either repair or routine maintenance.

• Firm-Fixed-Price Maintenance (No Additional Costs): All costs associated with preventative maintenance, emergency repair labor, Original Equipment Manufacturer (OEM) equivalent parts, software patches, and technician travel must be included in the firm-fixed-price monthly maintenance/lease CLINs. Under no circumstances will separate or additional travel costs, per diem, or emergency dispatch fees be reimbursed by the Government.

• Continuity of Operations & Transition Plan: To ensure zero lapse in mail processing capability, the Contractor shall develop and execute a detailed Transition and Phase-In Plan.

o Requirement: This plan must guarantee uninterrupted mail processing operations at the DFAS-Cleveland facility during both the physical installation of the new digital mailing systems and the transition of maintenance services for the existing Pitney Bowes equipment.

o Deliverable: The Transition and Phase-In Plan must be submitted to the Contracting Officer’s Representative (COR) for approval no later than fifteen (15) days after contract award, and prior to the start of the formal transition period.

6.5 Modem Services

The Contractor shall provide all necessary modem services to facilitate essential postage updates and ensure the uninterrupted functionality of the digital mailing system(s). All modem services provided must adhere strictly to the Government's Information Technology (IT) technical specifications and security protocols, which will be provided upon contract award. This includes, but is not limited to, compliance with network configurations, security standards, and data transmission requirements.

Mailroom Equipment Lease and Maintenance Services The Contractor shall provide all equipment, software, and systems that meet or exceed the detailed technical specifications listed in Attachment 1 of this Statement of Work.

7.0 DELIVERABLES & ACCEPTANCE CRITERIA

Deliverable Acceptance Criteria

Digital Mailing Systems 1. Visual inspection confirms the delivery of two (2) complete, new, and undamaged systems with all specified components

2. Both systems power on successfully.

Installation and Configuration Report

1. The report is signed by the Contractor's lead technician.

2. The report confirms both systems are physically installed, stable, and connected to the Government's network.

3. A successful postage rate update has been performed on both systems via the network connection.

User Acceptance Test (UAT) Report

1. The Government will conduct a live test processing a minimum of 100 mixed-mail pieces, verifying the system's continuous and differential weighing capabilities.

2. The test will confirm the successful creation of at least three different accounting codes and generation of a corresponding usage report.

3. The test will confirm the successful printing of a compliant Intelligent Mail Package Barcode (IMPB).

4. The deliverable is accepted upon signature of the UAT report by the designated Government representative.

On-site Training & Materials

1. Training session is conducted for a minimum of 90% of designated Government personnel.

2. A training attendance roster is signed by all attendees.

3. Physical or digital copies of all system manuals and training guides are delivered to the Government representative.

Performance Verification Report

1. The Government will conduct a timed, 30-minute live test run demonstrating a sustained throughput rate equivalent to 3,000-5,000 envelopes per hour.

2. The test will include successful processing of C-fold, Z-fold, and no-fold jobs.

3. The test will successfully process both standard #10 envelopes and 6x9 flats.

4. The deliverable is accepted upon signature of the report by the designated Government representative.

Mailroom Equipment Lease and Maintenance Services IMpb System Hardware 1. Visual inspection and inventory confirm the receipt of all specified hardware components (printers, 5+ scanners, camera, PCs) in new and undamaged condition.

IMpb System Installation & Integration Report

1. Report confirms all software is installed on the provided workstation(s) and is operational.

2. A live test demonstrates that scanning a barcode on a mail piece at the inserter/mailing machine correctly populates the tracking data in the IMpb software.

User Acceptance Test (UAT) Report

1. The Government will conduct a test tracking five (5) sample packages from "inbound receipt" through "outbound dispatch," confirming accurate data capture at each step.

2. The test will include the successful generation of compliant tracking labels for USPS, UPS, and FedEx.

3. The test will confirm the camera system can successfully capture and store a clear image of a test "damaged" package.

4. The deliverable is accepted upon signature of the UAT report by the designated Government representative.

On-site Training & Documentation

1. Training session is conducted for all designated personnel.

2. A training attendance roster is signed by all attendees.

3. All system documentation is delivered to the Government representative.

Transition and Phase-In Plan

1. The plan is received within 15 days of contract award.

2. The plan must include a detailed timeline, risk mitigation strategies for service disruption, and key points of contact.

3. The deliverable is accepted upon formal written approval of the plan by the Government representative.

Signed Maintenance Agreement

1. The agreement is received and is fully executed by both the Contractor and the Government.

2. The agreement's terms match all requirements stated in the SOW, including 24-hour on-site response and coverage for all specified equipment, beginning September 20, 2026.

Monthly Maintenance Reports

1. The report is received by the 5th business day of the following month.

2. The report details all service calls, response times, resolution times, and actions taken for the reporting period.

Modem Installation & Compliance Report

1. The report is signed by the designated Government IT representative, confirming the installation meets all provided technical specifications and security protocols.

Mailroom Equipment Lease and Maintenance Services Modem Services POC List

1. A document is received containing names, phone numbers, and email addresses for technical support.

8.0 INSPECTION AND ACCEPTANCE

Inspection and acceptance of all deliverables shall be performed by the Contracting Officer’s Representative (COR). The Government shall notify the Contractor of any deficiencies within seven (7) calendar days. The Contractor shall correct deficiencies within fifteen (15) calendar days of notification.

9.0 GENERAL INFORMATION

9.1 Hours of Operation: The Defense Finance and Accounting Service building is in downtown Cleveland. Hours of Operation are Monday through Friday, 7:30 a.m. - 4:00p.m. EST.

9.2 DFAS-CL shall close when the Federal Government announces closure over local radio and television stations due to unusually severe weather or other unforeseen conditions. When unforeseen closure of the facility occurs on a regularly scheduled day of work, the contractor personnel shall reschedule the work on any day satisfactory to both parties. No work shall be performed on all Federal holidays observed at DFAS-CL. A full list of Federal Holidays can be viewed at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

9.3 A COR will be appointed in writing by the Contracting Officer to provide technical oversight and contact administration support. The written designation letter will define the scope of the CORs authority and any limitations. The COR is authorized to provide technical directions to the Contactor, providing such directions:

• Are within the scope of the contract.

• Does not constitute a change to the contract terms and conditions.

• Does not result in any funding obligation or modification.

The COR is not authorized to make changes to the contact’s terms, conditions, scope, price, or period of performance. Only the Contacting Officer has authority to modify the contract. Any proposed changes or requests for modification shall be submitted to the Contracting Officer for review and written approval. Upon contract award, a formal letter of designation will be issued to the COR and provided to the Contactor.

10. SECURITY REQUIREMENTS FOR

CONTRACTS REQUIRING ESCORTED ACCESS TO DFAS FACILITIES/NO ACCESS

TO CLASSIFIED INFORMATION, CONTROLLED UNCLASSIFIED INFORMATION

(CUI) OR SYSTEMS ACCESS

All Contractor personnel or any representative of the Contractor entering any Government facility or Government leased facility shall abide by all security regulations and be subject to https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Mailroom Equipment Lease and Maintenance Services security checks. Access to the DFAS Cleveland mailroom must be coordinated with the COR and SME.

The following security requirements will be placed in Statement of Works (SOW’s) and Performance Work Statements (PWS’s) for contractor personnel not requiring direct access to DFAS systems/networks, Classified Information, CUI, to include Personally Identifiable Information (PII), Escorted Continuously by DFAS personnel, and who Do Not currently possess a current U.S. Government background investigation of Tier 1 (formerly IT-III) or equivalent and higher.

Note. Security language identified below may require modification based on specific contract requirements.

Security Requirements – UNCLEARED ESCORTED CONTRACTORS

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• The following items must be submitted to the DFAS Personnel Security Office for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI).

2. OF306, Declaration for Federal Employment.

3. A request from the Contracting Officer Representative (COR), in writing, for

“Escorted Access Only”.

4. A set of fingerprints, unless any of the following apply.

a. The person has been fingerprinted for the Defense Counterintelligence and Security

Agency (DCSA) within the past 30 days.

b. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

c. The person has a background investigation currently being adjudicated by the DCSA

Adjudication and Vetting Services (DCSA AVS) or another AVS.

d. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or an AVS from any other Federal agency: or

Mailroom Equipment Lease and Maintenance Services

e. The person comes directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

f. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

• Once the results of the fingerprints are received, and the results are negative for a criminal record, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

• In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S. Government/DFAS personnel or assets. If it is determined that the record is not disqualified, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

• Contractor personnel with current pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

• DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite (within a DFAS facility). Contractors will not have or need direct system access.

The DFAS Manager of the area to which the contractors are assigned, after consulting with the COR, and the Site Force Protection Office, will determine escort requirements for contractors working outside of a DFAS facility.

11. INVOICING

Payment is to be made using Wide Area Workflow and invoices shall be submitted to the COR or (Acceptor-listed on final contract document) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Workflow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (Ref. clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR or acceptor listed on the final contract document via WAWF, the COR or acceptor listed on the final contract document will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at ww.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.

12. DATA PROTECTION

Mailroom Equipment Lease and Maintenance Services

The Contractor shall comply with Cybersecurity Maturity Model Certification (CMMC) Level 1 requirements for the protection of Federal Contract Information (FCI), as applicable to this contract. This requirement is limited to safeguarding FCI that may be provided to or generated by the Contractor in performance under this contract. This requirement does not involve the processing, storage, or transmission of Controlled Unclassified Information

(CUI).

12.1. The Contractor shall implement and maintain, at a minimum, the safeguarding requirements prescribed in RFO 52.240-93 - Basic Safeguarding of Covered Contractor Information Systems and DFARS 252-204-7021 Contractor Compliance with the Cybersecurity Maturity Model Certification (CMMC) requirements. FCI under this contract may include but is not limited to work schedules; maintenance logs and service reports; equipment inventories;

technical manuals or drawings provided for maintenance purposes; and contract administration documentation.

12.2. The Contractor shall ensure that any information system used to process, store, or transmit FCI in performance of this contract meets CMMC Level 1 safeguarding requirements and maintains compliance throughout the period of performance.

12.3. The subject requirement is designated as CMMC Level 1, which focuses on basic protection of Federal Contract Information (FCI). To meet this requirement, contractors must complete a CMMC Level 1 self-assessment in the Supplier Performance Risk System (SPRS).

The Level 1 self-assessment includes 15 basic security practices, as required by FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems.

To complete the self-assessment, you will need the “SPRS Cyber Vendor User” role in PIEE. If you do not currently have this role, you may request it through PIEE. The Contractor shall complete the Level 1 self-assessment prior to award. The Government will verify the Offeror’s CMMC status in the Supplier Performance Risk System (SPRS). The offeror shall provide the CMMC Unique Identifier (UID) once the self-assessment is complete. For additional information on the CMMC program, please visit: https://dodcio.defense.gov/cmmc/About/

Attachment 1- Technical Specifications and Requirements

Digital Mailing System with continuous Weighing through Process Base unit, Folding Unit, Conveyer & Postage Security Mail Meter Digital Mailing System/Inserter - Required Features for Quoted Item:

Mixed Size Envelopes & Weight/Postage Letters Per Minute - 130+ Letters per Minute (LPM);

Minimum 200+LPM Letter Size Mail - Seal, Print Postage, .75" Thickness - 330+ Letters per Minute (LPM) Speed - Uniform Mail - 200+ Letters per Minute (LPM)

Mailroom Equipment Lease and Maintenance Services Shipping - USPS, with IMPB - With USPS Adhesive Label Printer internal to mail machine Shipping - Integrating FedEx, UPS - Integrated Scale and Label Printer internal to mail machine Envelope Sealing System - Open and Closed Flap Feeding, Seal and Pump-Fed, Send Tracking Log Package Tape Dispenser Printing - Adhesive and Gummed Roll Tape LCD Display Console - Color Touch Unlimited # of Programmable Jobs Queue - 15" High-Res Color Envelope Options - Portrait or Landscape Orientation Address Verification with USPS Graphic, Logos & Texts to Print Directly on Envelopes - 25+ Standard Slogans, plus unlimited customizable text.

Integrated Printer - Postal Indicia and Inscriptions Integrated Color Printer - Black and 4-Color Process USPS Electronic Return Receipt with Scanner Envelope/Media Size Dimensions - 2.5" x 5" to 10" x 14" Maximum Envelope Thickness for sealing - 3/4" Digital Mailing System with continuous Weighing Self-Aligning Feed Deck including Extra wide for flats Power Stacker includes finished item conveyor Manage Integrated Posting/Shipping Accounting - 100+ accounts Postage Security Device - Meter with Resets/Upgrades Incoming Mail Date Stamp & Date Advance Console Stand / Table Dimensions Training: Online (inclusive); Onsite (4Hrs), as needed/No Travel Costs Shipping, Installation & Maintenance Service/No Travel Costs Emergency Offsite Availability - MEF Mission Essential Function Folding & Inserting Mailing System - Required Features for Quoted Item:

Throughput - 5,000+ per hour Monthly Capacity - 110,000+ pieces Fold Options - C, Z, Half, Double, No Fold Envelope/Media Size Dimension, include #11 and flats - 5" W x 5.3" H to 9'8" W x 14" H Bottom Address Inserter Control Panel Console - 20+ Stored Jobs Standard Sheet Feeder Capacity - 350 Sheets Inserter Feeder Capacity - 350 Inserts High-Capacity Sheet Feeder Capacity-2 Feeders with 1,000 sheets each with ability to grow to 4,000 sheets Letter Envelope 500 Envelopes Number of Sheet Feeders with hopper - 6 (2 High-Capacity Sheet and 4 Sheet Inserters) plus envelope feeder; 25 sheets per flat Resettable Meter Adjustable Table for Tower (4) High-Capacity Sheet Feeders; 6 Feeders Total Shipping, Installation & Maintenance Service/No Travel Costs Interface with Mailing System: Mail Machine/Inserter

Mailroom Equipment Lease and Maintenance Services Emergency Offsite Availability - MEF Mission Essential Function IM™pb - Intelligent Mail Package Barcode Affix compliant label, 65-bar Postal Service (tm) to commercial parcels IM (tm) Barcode Print off compliant label to USPS, FEDEX, UPS, others as TBD Simultaneously use either (UPS, FEDEX, USPS, Extra Services) while scanning.

Provide mail-stream visibility and accountability from date of shipment United States Mailing and Domestic mail Delivery Hardware to support the IM™pb; Printer, Handheld Scanners, PC, Interface Full-Service Bar Code - Extra Service for Certified, Insurance, Delivery, Confirmation, Signature Confirmation, etc.

Inbound Package Tracking System Scan and take picture of inbound parcel/package/envelope Ability to Scan Inbound parcel/package/envelope for Shipping & Receiving Track Date sensitive Receipt with history Barcode, Sort and Track Letters, including legal documentation Federal Network Security Compliance Optional: Compliant with Federal Security Systems as evidenced with listing on FedRAMP Marketplace Optional if included: Ability to copy/scan inside of flat - legal documentation for upload of envelope picture or contents