SOW Mail and Package Tracking - 20250616.pdf

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FEDERAL BUREAU OF INVESTIGATION

FINANCE DIVISION | PROCUREMENT SECTION

Mail/Package Tracking System

For the

FFD Division’s Logistics Unit

Statement of Work

6/6/2025

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FEDERAL BUREAU OF INVESTIGATION

STATEMENT OF WORK

1 Introduction

1.1 Background

The Federal Bureau of Investigation’s (FBI) Logistics Unit (LU) provides mail and package tracking support for the agency, which includes the management of tracking mail and packages at the Cheverly Warehouse, LCADD, and JEH. The Logistics Unit needs to replace the current tracking system, at each of the three locations, with a newer up to date system that fits the needs of the FBI.

1.2 Scope

The FBI needs to procure a mail and package tracking system at the Cheverly, LCADD, and JEH. The system will replace an existing system and allow the FBI to continue to track accountable mail and packages throughout the National Capital Region. The current system is outdated and needs to be replaced. All work associated with this contract is Unclassified.

1.3 Objectives

The objectives are outlined as follows:

Procure a mail and package tracking system.

Customer drop off form for Mail Room Replace existing machines and handheld devices at three different agency locations.

Install all components (software, handheld devices, label printer, etc.)

Archive existing data from pervious system and ensure data can be utilized on the new system.

Ensure the new system is compatible with FBI’s ULMS infrastructure.

Provide comprehensive in person training to staff, at all locations, on the operation and maintenance of the new system.

Provide system customization and optimization to customer needs.

Ensure a seamless integration with existing processes and workflows.

2 Requirements/specifications The Offeror shall provide a mail and package tracking system that meets the following requirement/specifications:

System will go onto our agency’s ULMS system (This will require Fedramp moderate authorization). All Cloud Service Providers (CSPs) submitting proposals in response to this Request for Proposal (RFP) must possess a valid FedRAMP Moderate

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Authorization, as listed in the FedRAMP Marketplace (https://marketplace.fedramp.gov/products). The FBI will not sponsor enrollment into FEDRAMP. Additionally, upon completion of the package request form by the FBI, CSPs must be prepared to provide the assessed package for review.

Furthermore, vendors providing Software as a Service (SaaS) solutions that are hosted on existing, separately owned FedRAMP Authorized Moderate Platform as a Service (PaaS) or Infrastructure as a Service (IaaS) must also possess their own valid FedRAMP Moderate Authorization for their SaaS offering. For instance, if a SaaS solution is hosted on a FedRAMP Authorized IaaS environment, the SaaS provider must independently hold a valid FedRAMP Moderate Authorization.

Must supply surge protectors, wiring/cabling, LTE enabled handheld devices, that can accept signatures, with docking station with charging ports. 35 Mobile Handheld scanners with camera, 3 wireless barcode scanners, 11 label printers.

Shipping and Receiving software for mail and packages.

o System must have the ability to track shipping labels on mail and packages from USPS, FEDEX, DHL, and other carriers.

System must translate tracking numbers based on known formats such as FedEx, USPS, etc.

System must flag/display warning for tracking #’s previously entered in the database.

Warning must display on screen and halt further actions until acknowledged.

Must be status and location based.

o Initial Receive tracking number at site 1 should not warn at site 2 when scanned there as initial receive.

Warning would only display if that tracking number was scanned as initial receive at site 1 again.

Can be overridden by staff if acknowledged.

Does not warn for internal transfer statuses.

Ability to pre-enter tracking information that flags screen when initially received and halt further actions until acknowledged.

Customizable instructions display based on pre-entered data.

Package priority instructions display.

o Ability to receive multiple packages (Multi-Receive) for the same user utilizing populated data fields from first parcel.

o Ability to assign multiple unique parcels/tracking numbers to parent containers (Cage, Pallet, Tote, etc.)

System will generate unique parent container barcodes/labels that can be printed and applied.

Scans to parent container will update all contained items.

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Scans to item in container will update only that item.

Containers will only modify records for assets that are currently stored in the container.

o Tracking fields: Parent number (Internal tracking number), tracking number, sender, addressee, addressee phone number, unit, location, carrier, delivered by, purchase order number, received date and time, damaged checkbox, damaged notes/photos, package type, delivery destination/mailstop/room number, and customizable fields that can be built out.

o Printable labels that can be customized to include any of the above data points and delivery priority.

Ability to print unique priority labels for Rush or specific customers.

o Ability to mark items with priority: Rush, Hold, Standard, etc.

Ability to create customizable package priorities.

o Ability to create general and custom package/asset statuses.

Must have the ability to obtain signatures for steps/statuses.

o Ability to associate multiple locations to individual users.

o Automated emails from FBI server to customers advising package statuses.

(Received, Out for Delivery, if damaged etc.)

Ability for customer to update listed delivery information from email or reply with questions/updates.

o Ability to create a space management superstructure for mailrooms and warehouses to assign tracking numbers or bulk locations to pre-designed storage locations. Building/Warehouse > Bay > Row > Column > Rack.

Assign packages to and from space via barcode scan with hand-held.

Ability to pull reports on items contained in specific spaces, space available, and further data points.

o Advanced search feature that can locate unique records based on any available data point.

o Quick search feature to include current records, recent purged records, historic records, and archived records options.

o Ability to produce parcel reports. (Ex. Volume metrics, carrier metrics, damaged metrics, carrier damage tracking, etc.)

o Ability to assign various personnel packages to deliver.

o Accounts for locations: Ability to have a Master account and separate location accounts.

Ability to expand to additional locations in the future in the same data environment.

Ability to create segregated/customizable access roles for various sites accessible to site specific personnel and overall access to super users.

Customizable user profiles.

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Must show initial data assigned to package when received, entire status history w/ signatures, and delivery destination, time, date.

Compatible with Microsoft suite with the ability to download reports via Microsoft

Excel.

Include handheld scanning devices that are LTE enabled and update information live with local storage that can download scans once placed on a dock if LTE service is not available (WIFI is not allowed).

o Camera enabled devices to attach photographic images to records.

o Handheld devices must be capable of accepting customer signatures at various package status changes.

Tracking software must update govt employee user information in real-time with

ULMS. The solution shall be developed using the Zero Trust Architecture (ZTA), as defined by NIST, CISA, and the DOD, and as interpreted and implemented by the FBI. The FBI’s ZTA solution requires the use of enterprise identity and device management services, to the extent technically possible.

o Link to agency portal Microsoft Office 365 Global Address Book.

Rights for ingested data must remain with the FBI. Data must be retrievable from the system in a bulk download.

System must be customizable to agency ongoing needs and allow for future growth.

The offeror shall develop an electronic version of the agency’s O-4 Mailing Form and implement a digital workflow to replace the current paper-based process. The solution must meet the following requirements:

o Develop a user-friendly, web-based or application-integrated electronic O-4 Mailing Form for customers to complete and submit.

o The form must capture the following fields:

Date of shipment request Customer’s information (name, location, room number, email address) Destination address (name, location, room number, email address) Type of shipping (e.g., FedEx Freight, overnight with justification, 3-

Day, etc.)

Shipment classification (e.g., Secret, Top Secret, Unclassified) Hazardous materials declaration with justification Ensure mandatory fields are required for form submission.

o Automated Submission & Processing Once form is submitted, the system must:

Generate a confirmation email to the customer with form details and a unique tracking number.

Allow mail clerks to review form submissions via an administrative interface.

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Enable mail clerks to generate shipping labels directly from the form data (e.g., FedEx slip generation).

o Form Repository & Tracking Implement a secure repository where all submitted forms are stored and accessible for review.

Repository must allow:

Search and retrieval of past forms by tracking number, date, or customer.

Downloadable reports containing form details and shipment history.

Automated archival and retention per agency policies.

Agency email system to send automated confirmation and tracking updates to customers.

o Customers must receive:

A submission confirmation email with form details.

A shipment tracking email once the package is processed.

2.1 Deliverables

The Offeror shall be responsible for providing the following deliverables:

Installation – The Offeror shall install the new system according to the specifications outlined in the Section 2 Requirements/Specifications of this document.

Configuration – The Offeror shall ensure all configurations are completed to the system to ensure the system is operational.

o This includes ensuring network connections are positive, the syncing of the system equipment’s, and the proper power supply and surge protection is used for all components.

o All locations accounts are active.

o Ensure personnel information updates in real time to the system.

o Ensure all labels and functions are configured to customer needs.

Testing – The Offeror shall ensure all aspects of the system are functional at all locations after installation is complete.

Training – The Offeror shall provide a comprehensive in person training on the new system to government staff on site at all locations outlined in Section 3.1.

Ongoing maintenance and support – The Offeror shall provide system updates and performance maintenance services to fix or troubleshoot issues to ensure the system remains operational for the life of this contract.

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2.2 Contractor Personnel and Hours of Operation

During the system installation and maintenance, the Contractor will access an unclassified (ULMS) network. All services, performed by the company, will be unclassified.

Contract personnel must be escorted within FBI facility locations. Contract personnel will be required to submit information (Full Name, SSN#, DOB, and Country of Citizenship) to be approved for a visitor access request prior to coming for installation, training, and maintenance.

System installation and training will occur within the core work hours of 8:00 AM to 3:00 PM. Flexibility within the core hours shall be coordinated with the Contracting Officer’s Representative (COR).

3 Place of Performance and Period of Performance

3.1 Place of Performance

The primary place of performance will be at the following FBI facilities.

Cheverly Warehouse (Cheverly, MD) LCADD Warehouse (Franconia, VA) FBI Headquarters (Washington, DC)

Full addresses will be provided upon award of the contract.

3.2 Period of Performance

The period of performance for this effort will be as follows:

PERIOD BEGIN END

Base Period (Initial Purchase) 9/1/2025 8/31/2026

Option Period 1 (Maintenance and Software updates)

9/1/2026 8/31/2027

Option Period 2 (Maintenance and Software updates)

9/1/2027 8/31/2028

Option Period 3 (Maintenance and Software updates)

9/1/2028 8/31/2029

Option Period 4 (Maintenance and Software updates)

9/1/2029 8/31/2030

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4 Government Representatives

4.1 Contracting Officer Representative

The COR will be identified via letter of COR delegation authority issued by the Contracting Officer (CO) for this contract. The COR is responsible, as applicable, for:

receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, filling in details or otherwise furnishing information necessary to accomplish the SOW; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the SOW, the CO will issue such changes.

4.2 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction that will modify the scope, schedule, terms and conditions, funding, or any other action that may modify the agreement as originally entered into with the Government must be given only by the CO.

This contract will be administered by:

Kathryn Alix

5 Electronic Invoice Requirements The Federal Bureau of Investigation (FBI) requires vendors to submit invoices and supporting documentation electronically through the Invoice Processing Platform (IPP).

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service (Treasury) in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency.

To learn more about IPP, please visit IPP.gov.

5.1 Invoice Submission

Vendors are required to create and submit electronic invoices using the IPP system.

Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award. For contract-specific questions, please contact the designated contracting officer for your contract. Invoices will need to be submitted on a monthly basis to IPP.

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5.2 Obtaining IPP Access

If your company has already enrolled in IPP:

You will not be required to re-register. Please contact your company's IPP account administrator so that he/she may add you as an additional user to your company’s IPP Collector account.

If your company has NOT enrolled in IPP:

Your company will be auto-enrolled for IPP using information from your SAM.gov account. Your company's Primary Electronic Business Point of Contact (POC) will be designated as an IPP administrator. This POC will be contacted by email to register when the FBI initiates the enrollment process through IPP. To prevent enrollment delays, please ensure your designated Electronic Business POC in SAM.gov is up to date.

Your company’s IPP administrator will be responsible for initial account registration as well as creating and managing your company’s IPP users and permissions. Please note that due to U.S. Department of the Treasury guidelines, IPP cannot set up User IDs using a shared email address.

5.3 How to register for IPP:

1. Once FBI initiates the enrollment process, your company’s designated Electronic Business POC in SAM.gov will receive two emails from IPP Customer Support (ipp.noreply@mail.eroc.twai.gov):

- The first email contains the initial administrative IPP User ID

- The second email, sent within 24 hours of receipt of the first email, contains a temporary password

- You must log in with the temporary password within 30 days

2. Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided and accepts the IPP rules of behavior.

Additional user accounts, including administrators, can be created after initial login.

5.4 Training on IPP

Vendor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications.

Additional Support

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IPP Customer Support Team is available Monday through Friday from 8:00 am to 6:00 pm EST.

Phone: (866) 973-3131 or Email: IPPCustomerSupport@fiscal.treasury.gov For answers to frequently asked questions, visit the Vendor FAQ page on the IPP.gov web site.