SOW Presort Mailing Requirements 2026.docx

Statement of Work Presort Mailing Services National Visa Center Portsmouth, NH 03801-2909

The U.S. Department of State requires Presort Mailing Services for the National Visa Center (NVC) located in Portsmouth, NH.

Scope:

It is the desire of the NVC to minimize postage and other related costs by using presort mailing services. The NVC processes and sends via 1st Class mail approximately 80,000 pieces of domestic mail envelopes each month. Approximately 99 percent of the envelopes are size 6 X 9, with the remaining volume consisting of flat-size mail. These pieces range in weight from one (1) ounce to three (3) ounces. The NVC stuffs, seals, and prepares for pick-up each piece.

The Contractor shall maintain the capability to support temporary increases in mail volume (“surge volumes”) beyond normal monthly levels. Surge volumes may occur due to operational demands, seasonal fluctuations, special projects, or other unplanned circumstances. Over time, as the electronic mail increases, the printed mail volumes will decrease.

The services required include:

· Pick up domestic mail at the NVC on a daily basis

· Provide services to ensure domestic mail meets presort postal regulations (sort by zip code, add barcodes, and endorsement line, etc.).

· Provide lowest possible automation rate for 1st Class presort mail

· Provide NVC with a mailing permit imprint to be used for first Class presorted letters and flats.

· This permit imprint may be pre-printed on Client’s envelopes by the envelope manufacturer, in accordance with USPS requirements and specifications provided by vendor.

· Maintain a dedicated Postage Balance Account on behalf of the Client. The Postal Balance Account will be pre-funded by the Client to a level mutually agreed upon.

· Same day delivery of processed mail to the appropriate USPS acceptance facility.

The current presort category percentage breakdown of the month quantity is:

1. PERIOD OF PERFORMANCE

The period of performance shall be a base period of one year with four, one year option periods to be exercised at the Government’s discretion.

2. PLACE OF PERFORMANCE

The Contractor shall perform these tasks primarily at the contractor’s facility, unless otherwise directed.

Domestic Mail Pickup Location:

U.S. Department of State National Visa Center 32 Rochester Avenue Portsmouth, NH 03801

3. PERFORMANCE BASED SERVICE LEVEL MATRIX

The following is the service level matrix for Presort Mailing Services for the National Visa Center.

Disincentives Performance analysis will be performed on a monthly basis. Any month the contractor does not meet over 95% of the performance service level, a 1% reduction in charges is credited against the invoice. This reduction in charges can be offset by any credits the contractor has received in prior months.

4. SAFEGUARDING INFORMATION

The Contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this Task Order, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of the work under this Task Order shall be for the sole use of and become exclusive property of the U.S. Government. Furthermore, no data, database records, articles, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this Task Order shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this Task Order. The Contractor shall include the substance of this provision in ll contracts of employment and in all subcontracts hereunder.

5. NONPAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of his own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract.

6. CONTRACT ADMINISTRATION

In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and a person other than a Contracting Officer (CO) be effective or binding upon the Government. The CO is the only person authorized to make or approve any changes in any of the requirements of this contract and, notwithstanding and provisions contained elsewhere in this contract, the said authority remains solely with the CO. In the event the Contractor makes any changes at the discretion of any person other than the CO, the change will be considered to have been made without the authority, and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.

Contracting Officer:

Contract Administrator: TBD

Contracting Officer’s Representative (COR): Mark E. Mooney

National Visa Center 32 Rochester Ave.

Portsmouth, NH 03801-2909 Email: MooneyME@state.gov MS Teams Phone Number: 771-06-1601

7. TECHNICAL DIRECTION

(a) Performance of the work hereunder shall be subject to technical instructions, whether oral or written, issued by the Contracting Officer’s Representative of this contract. As used herein, technical instructions are defined to include the following:

(1) Directions to the Contractor which suggest pursuit of certain lines of inquiry, change work emphasis, fill in details or otherwise serves to assist in the Contractor’s accomplishment of the Statement of Work.

(2) Guidance to the Contractor which assists in the interpretation of drawings, specifications or technical portions of the work description.

(b) Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to: (1) assign additional work under the contract; (2) direct a change as defined in the “Changes” clause of this contract; (3) increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance; or (4) change any of the terms, conditions or specifications of the contract.

(c) If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within 10 working days after the receipt of any such instruction. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contracting Officer notifies the Contractor that the technical instruction is within the scoped of this contract.

(d) Nothing in the foregoing paragraph shall be construed to excuse the Contractor from performing that portion of the contractual work statement, which is not affected by the disputed technical instruction.

8. INSTRUCTION FOR INVOICE PAYMENT

Invoice submission is only via the Financial Operations fax server 866-483-3436 unless otherwise indicated. It is important that each invoice be transmitted separately. Invoices shall list the item delivered by reference to the appropriate submittal, item number, price, and actual delivery date. It is imperative that the Contractor submit their invoice accordingly. It is highly recommended that the Contractor consult with the Contracting Officer and/or COR prior to their first invoice submittal. Invoices shall reflect those Schedules and Order for Supplies generated during the Award of the Contract. Comment by Mooney, Mark E: Need to confirm with the CO that this information remains current.

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and address of the contractor

(2) Date of invoice

(3) Unique Vendor Invoice Number

(4) Remittance Contact Information

(5) Shipping Terms, Ship to Address

(6) Payment Terms

(7) Total Quantity of items, Total Invoice Amount

(8) DOS Order CLIN

(9) Requisition Number, Contract Number, Order Number; also, modification number, if applicable for each line item

(10) Description of the services rendered for each line item

(11) Individual Line Item Quantity, Price, and Extended Amount

(12) Total postage used during the reporting period.

…13 Remaining balance in the Postage Balance Account.

Additional correspondence should be addressed to:

Mailing Address: Post Office Box 150008 Charleston, SC 29415-5008

To request Payment Status on Past Due Invoice contact:

Office of Claims Customer Service

SENSITIVE BUT UNCLASSIFIED