SOW Web Based Postage _RFQ000913.pdf

RFQ000913 Version 1.0 Page 1

FEDERAL BUREAU OF INVESTIGATION

Finance Division | Procurement Section

Web Based Postage

For the

Finance and Facilities Division

Logistics Unit

Statement of Work

9/12/2024

RFQ000913 Version 1.0 Page 2

FEDERAL BUREAU OF INVESTIGATION

STATEMENT OF WORK

1 Introduction

1.1 Background

The Federal Bureau of Investigation (FBI) requires 24/7 web-based postage meter services from an approved United States Postal Service (USPS) vendor. Services will be accessed directly via a secure Internet website with 331 user accounts. Services shall include, but are not limited to weighing, calculating and printing of postage to be physically affixed on each mail piece; obtaining all postage via the USPS Official Mail Accounting System (OMAS); providing postage tracking and activity in report form by each location and user; as well as digital scales, automated and timely postage rate increases, installation, training, USPS registration, licenses, fees, supplies, call center technical support and consolidated invoicing. All services, scales, postage, supplies, etc., shall meet USPS regulations and be in full compliance with all regulations described in the most current issue of the USPS Domestic Mail Manual.

1.2 Scope

The purpose of this order is to procure web-based postage meter services and scales for the Federal Bureau of Investigations (FBI) and satellite facilities located in 331 locations.

Contractor tasks include training and maintenance of the solution. Contractor tasks for the mailing system shall include project management, digital scale delivery, account setup, training and refresher training, system maintenance, and contractor hosted enterprise-wide carrier pricing, administration, and database management (to include reports).

1.3 Objectives

The objective of this requirement is to obtain all services necessary for mail processing and small package carrier processing. Reducing carrier charges and overhead costs are a key component of this procurement. The enterprise web-based services provided shall include a fully integrated rate shipping capability that enables the system to choose the most economical mail postage and class available from USPS.

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2 Requirements The Contractor shall provide the following:

▪ 24/7 web-based postage meter services accessible via the internet.

▪ All postage must be billed using USPS’s OMAS system.

▪ Services shall support 331 location accounts. Each location account must allow creation of three (3) or more individual user accounts. Each individual user account must have unique username and password for personnel login proposes. (Active location accounts will fluctuate occasionally, however services must have the capacity to support 331 accounts as needed).

▪ One (1) Corporate Admin Master account shall be provided for the Contracting

Officer’s Representative (COR) with username and password. The master account shall enable the COR to manage all location and user accounts including the ability to add new accounts, delete accounts, and modify information for an account, and setting a postage budget for each location.

▪ Locations shall have the ability to buy supplies through the website with the ability to pay via credit card for supplies.

▪ Digital Scales, capable of accurately weighing small packages, are required at each location. Scales must be fully compatible with the Contractor’s web-based application. (Note: Currently, Government locations are equipped with OYNX

Product 70lb digital scales, provided by the incumbent Contractor. If these scales are incompatible with the new Contractor’s web-based postage service, the new

Contractor must supply new digital scales).

▪ Currently, each location has 1 thermal label printer on site, provided by the incumbent Contractor. The printer brands are Prolabel, Onyx, Dymo, Zebra

ZD220. If these thermal printers are not compatible with the new Contractor’s web-based application, new thermal label printers will need to be provided.

▪ Capability to process all envelopes, flats, parcels, and tubes according to USPS regulations.

▪ Users shall have the ability to contact the Contractor’s Technical Support department for questions or issues between the business hours of 8am-5pm EST.

▪ Allow users to purchase supplies such as net stamps, labels, and certified labels via credit card via the Contractors website.

▪ Training on the web-based application to Government personnel throughout the life of the contract.

▪ Application upgrades and automated postage rate change updates.

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▪ Ability to download Excel and PDF reports on user accounts, location addresses, amount of postage used per month and per year, location budget limits, trends and meter serial numbers.

▪ Maintain a record in excel format of all service calls and include the following information. Contractor shall provide these records within five (5) business days to the Contracting Officer Representative’s request. The contractor is responsible for identifying patterns of machine overuse that result in excessive service calls. The Contractor shall document patterns of overuse and notify the

COR when they occur. Contractor shall keep a record of the following call information:

o Date and time the service call is received.

o Location of equipment o Name and phone number of the person reporting the problem.

o Meter serial number o Description of the problem reported.

o Response time o Account/Meter balance.

o Final diagnosis of the problem o Date and time of final corrective action.

2.1 Tasks and Deliverables

The Contractor shall complete/deliver the following tasks:

▪ Deliver digital scales to each active office.

▪ Maintain a list of each office along with a list of user accounts and monthly spend.

▪ Provide training of the web-based application to Government users.

▪ Offer refresher trainings to Government user as requested.

▪ After contract award, send the COR an email:

o Identifying key personnel o Providing weekly reports regarding the account creations for locations and users.

o Status of the delivery of scales (if applicable, see Requirement 2).

▪ Have a kickoff meeting with CO and COR, 5 days after award.

▪ Set up, up to 331 location accounts.

o 3 more user accounts per location o After set up provide Government with a list of all location accounts and meter serial numbers.

▪ Ongoing technical support and application updates.

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2.2 Key Personnel

The Contractor shall identify 2 key personnel. The personnel will interact with the COR, CO, and other Government personnel. The key personnel shall be available between the business hours of 8am to 5pm EST for meetings or phone calls with the COR when issues arise. Contractor shall notify the COR via email of any changes to key personnel.

▪ Account Manager (AM): responsible for all aspects of the location and user accounts, technical issues, and services relating to this order such as billing, technical, training to staff.

▪ Technical Account Manager (TAM): Responsible for all aspects relating to the technology and services offered by the contractor.

Key personnel do not need access to FBI systems or facilities.

2.3 Upgrades

Should the web-based postage service and digital scales become obsolete or upgraded, the Contractor shall supply the new technology and upgraded scales at no additional cost to the Government. The request to upgrade a web-based postage application and scales shall be delivered to the Contracting Officer and the COR. The FBI shall send a written acceptance or rejection to the contractor.

3 Place of Performance The primary place of performance will be at FBI facilities located throughout the United States and its territories.

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

PERIOD BEGIN END

Base Period September 2024 August 2025

Option Period 1 September 2025 August 2026

Option Period 2 September 2026 August 2027

Option Period 3 September 2027 August 2028

Option Period 4

September 2028

August 2029

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5 Security Requirements Government employees will access the Contractor’s web-based postage services via

UNET internet. The Contractor will not need access FBI facilities or systems. Technical support for issues with user accounts will be provided via the phone.

6 Government Representatives

6.1 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 because 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.

6.2 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 with the Government must be given only by the CO.

This contract will be administered by:

Name: Holly Cloud

Unit: National Acquisition Programs Unit

Address: Redstone Arsenal

Email: HCLOUD@fbi.gov

7 Electronic Invoicing 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

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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.

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.

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.

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.

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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.

Training 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

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.

mailto:IPPCustomerSupport@fiscal.treasury.gov