Warehouse_and_mail_RFQ_2132017.pdf

U.S. Department of Commerce

National Oceanic and Atmospheric Administration (NOAA)

Office of the Chief Administrative Officer (OCAO)

Request for Quotation

For

Warehouse, Mail, Courier and Transportation Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart

12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

The solicitation number for this document is ST-1330-17-RQ-0188. This acquisition is for a commercial service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition

Procedures; FAR Subpart 13.5- Simplified Procedures for Certain Commercial Items; and FAR Part 12-

Acquisition of Commercial Items

The solicitation document and incorporated provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-93-1, dated January 1, 2017. The resultant contract will include all applicable provisions and clauses in effect through this date.

This acquisition is set aside for service disabled veteran owned small business. The associated NAICS code is

561210 with the Size Standard of 38.5 Million

SECTION 1- PRICING TABLES

BASE PERIOD:

CLIN Task/Description/Labor

Category

QTY UNIT UNIT PRICE TOTAL

FIRM FIXED

PRICE

0001 TASK 1

Warehouse Services

MO

0002 TASK 2

Mail Services

0003 TASK 3

Transportation and

Courier Services

OPTION PERIOD 1:

QTY UNIT UNIT PRICE TOTAL

FIRM FIXED

PRICE

1001 TASK 1

1002 TASK 2

1003 TASK 3

OPTION PERIOD 2:

QTY UNIT UNIT PRICE TOTAL

FIRM FIXED

PRICE

2001 TASK 1

2002 TASK 2

2003 TASK 3

OPTION PERIOD 3:

QTY UNIT UNIT PRICE TOTAL

FIRM FIXED

PRICE

3001 TASK 1

3002 TASK2

3003 TASK 3

OPTION PERIOD 4:

CLIN Task/Description/Labor QTY UNIT UNIT PRICE TOTAL

Category FIRM FIXED

PRICE

4001 TASK 1

4002 TASK 2

4003 TASK 3

SECTION 2- SCOPE OF WORK

PLACE OF PERFORMANCE

Services to be provided under this contract shall be accomplished primarily at the Inouye Regional Center (IRC).

The campus is made up of seven buildings, two hangers, and two ship piers located on Ford Island; Pearl Harbor, Honolulu, HI (see APPENDIX A in attachment).

The contract provides services to the following buildings and surrounding operation areas:

Main Facility: (Consisting of Buildings 175, 176, and "A") is the main offices and laboratories for NOAA in

Hawaii and serves the Pacific Region. The building is over 200,000 square feet and houses over 700-employees.

Building 130: This is the Marine Research and Warehouse Facility totaling over 30,000 square feet.

The building is comprised of offices, industrial shops, central equipment plant and serves as the main warehouse.

The warehouse contains approximately 18,000 square feet of storage consisting of high bay (16,000 square feet) and air-conditioned storage (2,000 square feet). The building houses 12- employees who perform routine electronic, wood, and metal shop operations, small boat training, and marine research operations.

The primary warehouse facility is located within Building 130 and includes an outdoor laydown area and boat yard.

Building 184: This is the Marine Operations Center for the Pacific Islands and serves as a homeport for two

NOAA research and survey ships and provides administrative, engineering, maintenance, and logistical support to NOAA’s Pacific Island fleet. The Operations Center is a self-contained facility with its own warehouse.

Building M: This building houses the trash and various recycling services.

HOURS OF OPERATION

Services shall be provided Monday through Friday, excluding Federal holidays. The schedule shall be as follows:

Building 130 Warehouse: 7:00am to 4:00pm

Building 184 Warehouse: 9:00am to 3:00pm (4-days per week Monday-Thursday).

Building M: 7:00am to 4:00pm

Shuttle Service: 6:00am to 6:00pm

Mail Service: 7:00am to 4:00pm

The contractor shall assign individual employee work shifts as deemed appropriate to meet the contract coverage requirements.

In some instances, services outside the core hours shown above may be required. In these cases, the Contractor and COR will collaborate and schedule overtime as required. The COR will make every effort to provide the contractor at least one hour advance notice for overtime services needed Monday through Friday.

Additionally; emergency services may be required. Emergency Service is defined as being "called back” to perform services as outlined in this SOW:

After having left the duty station for the day

On non-scheduled work days

Overtime and Emergency Hourly Rates

In the event overtime services are needed, the contractor shall be paid the hourly rate shown in the Bid Schedule for the timeframe that the services are rendered. Overtime may occur any day of the week at any time. Overtime hourly rates for Monday -Friday are based on the contractor employee having already worked an 8-hour day but has not left duty station. Historically an average of 10 hours of overtime per year has been required for all services combined.

The Contractors bid shall include and account for an additional 10 hours of Overtime/Emergency Hourly

Rates per CLIN, per year.

Overtime shall be preapproved and directed by the Contracting Officer Representative (COR) Not to Exceed

(NTE) 10 hours per CLIN, per year.

Emergency Services are those services required on a call-back nature (having left the duty station for the day or on a non-work day). Emergency Services shall be preapproved and directed by the Contracting Officer

Representative (COR) NTE 10 hours per CLIN, per year.

Official Federal holidays are listed as follows:

New Year’s Day

Martin Luther King, Jr’s Birthday

Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Inclement Weather or Other Emergency Conditions: If there is inclement weather or other emergency conditions, the Contractor shall contact the COR. The COR shall make the determination as early as practicable.

The Contractor can obtain weather information from the following website along with other information.

http://www.prh.noaa.gov/hnl/

For purposes of this contract, contractor personnel should report to work unless the announcements specifically pertains to the NOAA offices in Honolulu, HI

PURPOSE

The Government’s requirements are expressed in the terms of the services to be performed. The Contractor is to determine the optimal work schedule, resource allocations and performance methods.

SCOPE

The contractor shall furnish all management, labor, supplies, equipment, materials, and transportation not otherwise furnished by the Government necessary to perform warehouse, mail, courier, and transportation services at the National Oceanic and Atmospheric Administration (NOAA) Inouye Regional Center (IRC).

The contractor shall be required to perform services indoors, outdoors, dock areas, or storage yards and may be required to perform services before and after work and during times of emergency.

The contractor is required to support NOAA Line Office activities located on the IRC Campus. The Line Offices represent the operating branches of NOAA and are responsible for managing the delivery of products and services to meet the needs of the agency’s customers and stakeholders.

A. TECHNICAL REQUIREMENTS

Warehouse Services:

The contractor shall perform various warehouse services as specified herein. Services include but are not limited to warehouse functions such as:

• Shipping and Receiving

• Stacking and Storing

• Loading and Unloading Trucks

• Inventory Control

• Picking

• Packing

• Retrieval and Put-A-Way

• Distribution

• General House Keeping

• Operating and Maintaining Material Handling Equipment (MHE)

• Operate the Warehouse Management System (WMS)

• Utilize Hand Held Data Terminals

• General Administrative Tasks Perform

• Responsible for preventative maintenance of government furnished equipment

• General Administrative Tasks

Mail Services:

The contractor shall perform various mail services as specified herein. Services include but are not limited to mail functions such as:

• Sorting Mail

• Distribution and Delivery within the IRC

• Pick-Up within the IRC

• Providing and Restocking Mail Supplies, Materials, and/or Equipment

Courier and Transportation Services:

The contractor shall perform various courier and transportation services as specified herein. Services include but are not limited to courier and transportation functions such as:

Island-wide delivery and pick-up service

Logistical support services for shipments throughout NOAA IRC Area of Operations.

Scheduled Shuttle Service for NOAA staff and guests

On-demand Shuttle Service outside of scheduled service within normal hours of operation

Courier services shall be on a weekly basis (approximately 2-3 times per week).

TASKS

TASK 1 – General Warehouse – CLINs 0001, 1001. 2001, 3001, and 4001

Inventory Control System Requirements

The contractor shall provide an automated inventory control system, referred to as a Warehouse Management

System (WMS).The warehouse shall be controlled by the Contractor provided WMS equipped with a wide range of features to meet the logistic requirements of the NOAA warehouse. The WMS computer software shall be used for inventory purposes and specifically for automating the management of the movement and storage of materials throughout the warehouse and be fully functional within 60-days following the contract award.

Software may be approved providing it meets the functionality requirements. The software must meet the following system criteria:

1. Allows for secure certificate based authentication with encrypted communications (SSL-Secure Socket

Layer).

2. Available to NOAA staff through the internet.

3. Capable of recording inventory movements in a paperless environment.

4. Allows username and password protection.

5. Allows for user viewing, requesting of inventory, and reporting.

The Contractor shall submit the technical specifications, capabilities, and system requirements of the selected software to the COR for approval within 30-days of contract award. The contractor shall use the most recently adopted version be compliant with NIST SP-800-53 and FIPS 199 security specifications and provide a security agreement identifying the system and its security controls.

The WMS functionality is broken down into the following four operations:

1. Receiving

2. Put away

3. Picking

4. Reporting

The handheld collection devices shall be capable of collecting data by light scan or from a Radio Frequency Tag.

The system shall be capable of real time transmission of data via Radio Frequency or Wi-Fi (Wireless) to account for all functional warehouse activities. The scanners and related software and hardware shall be the responsibility of the Contractor.

The system shall be capable of generating multiple reports on the varying tasks to include a summary record of movements for individual organizations and multiple inventory ownership, billing, and invoicing.

The contractor shall provide an inventory control system that operates in a paperless environment and meets the following criteria:

A. Inventory Master File

1. SKU Number Specific to MSSF, 6 Digit Numeric

2. Manufacturer/Vendor Normal or Customary or Most Frequent Source

3. Manufacturer/Vendor SKU Number

4. Description Matching Manufacturer/Vendor

5. Unit of Measure

6. Length

7. Width

8. Height

9. Weight

10. Serial Number/NOAA CD Code

11. Fixed Warehouse Location

12. Line Office Code

13. Line Office Contact

14. Other Serial ID-Initiate upon Receipt

B. Storage Aids/Warehouse Locator System

1. Software Supports Location in 9 Storage Aid Configurations

2. Software Supports a 7 Digit Locator System

3. Supports Location Bar-Code Scanning

4. Supports Multiple Locations for SKU and Quantity by Location

5. Data is Sortable by Line Office Master Inventory

6. Data is Sortable by SKU Number Master Inventory

7. Data is Sortable by Location Master Inventory

C. Receiving

1. Software Supports Receipt from; Line Offices

2. Software Supports Receipt from; Vendors

3. Software Supports Receipt from; Other NOAA Entities

4. Receipts Conditional on PO Receiver or Receiver

5. Receivers have Text Field with Special Instructions

6. Supports PO and Receivers Sent to Warehouse Management System

7. Supports Quality Inspection Process

8. Ability to Generate Bar-Code Label at Receipt (6 Fields) Per Specifications

9. Software Supports Receipt Confirmation

10. Receipt Contingent on Complete Inventory Master File

11. If Shelving Assign a Fixed Location

12. Software Supports Receipt to Receiving Dock Location

D. Put-a-way

1. Post Receipt Move Material to "Put Away Staging Area"

2. Software Supports Scan of SKU Label and Retrieves Fixed Location

3. Software Supports Receipt from; other NOAA Entities

4. Software Supports Line Office Zone Control

5. Software Supports Put Away Consolidation

6. Supports Specific SKU's Only in Mezzanine Section

7. Supports Criteria for Assignment to Lay-Down Area

8. Supports Serial ID at Put-A-Way

9. Software Supports MSDS Datasheets

10. Software Supports a Put-A-Way from the Receiving Dock Location

E. Order Selection

1. Line Offices Can Generate Orders Only for Line Office Inventory

2. Order Supports "Special Instructions"

3. Order's Managed Based on Age, P/U Time, Delivery Date, and Size

4. Order Information Supports; WL, SKU, Qty, U/M, Description, Serial ID

5. Order Lines Sequenced in "Location Order"

6. Software Supports a Transfer of Ownership between Line Offices

General Tasks:

The Contractor shall be responsible for the following:

A. Providing an approved WMS software package including Barcode scanners to track and report all inventory movements within the facility and the facility grounds. System shall include computer, monitor, printer, RF transmitters and receivers (if necessary), and other necessary appurtenances as agreed by the COR.

B. Processing requests for distribution utilizing the Radio Frequency Barcode scanners to enter or extract the information from the computerized WMS. Distribution includes equipment, office supplies, forms, and publications; use the Radio Frequency Barcode scanners to account for all functional warehouse activities. Scan all bar coded information.

C. Stacking, storing, and moving equipment supplies and materials in accordance with the

Occupational Safety and Health Administration (OSHA) guidelines.

D. Perform daily operator’s maintenance inspections to assure that Material Handling Equipment

(MHE) is in proper operating order. Refer to "Government-Furnished Facilities, Equipment and Services “for additional information.

E. Using handcarts, dollies, and other manual equipment to move stock.

F. Checking the condition of shipping containers prior to loading and ensure shipments are loaded into proper conveyances.

G. Observing all safety precautions to include preparation safety checks, speed, traffic operation, and fire safety rules in accordance with OSHA. Report all accidents to the Government Site Safety Officer (GSSO) or designee immediately.

H. Performing basic housekeeping services in designated warehouse work areas including the area in the flow racks, bin areas, outdoor laydown areas and the bulk storage area located in the pallet racks throughout the building. Basic services consist of picking up and disposing of trash and sweeping designated areas on a daily basis. Area shall be free from visible trash and dirt.

General Warehouse Activities

The contractor shall be responsible for the following:

A. Processing all requisitions or pick orders for assembly or shipment including Fed-Ex Ground saver, Parcel Post and freight traffic shipments utilizing the WMS Parcel Manifest System. A pick order is an order received from a NOAA office, Field offices, Line offices, etc. for equipment, gear, inventory, supplies, and commodities including general supplies. The order is placed through WMS. The pick order will identify specific line items and SKU#s for various items that are stored at NOAA warehouse. The contractor shall pick, process, and ship the items to multiple site locations .throughout country and verify shipments are delivered. In some instances the contractor shall be required to perform batch picking functions.

B. Operating MHE such as: electric powered forklift truck, narrow-aisle turret-forklift, order picker forklift, electric pallet lift trucks, and dock leveler. Functions include: stacking, storing, and moving equipment, supplies, and materials in accordance with the OSHA guidelines. Load capacity shall not exceed 3,000 pounds and lift height shall not exceed 288 inches. Forks shall be properly inserted for carrying and lifting.

C. Receiving and disseminating incoming material. Incoming material will be received and processed by Contractor personnel in the receiving area of the Main Facility. Contractor personnel shall distribute material into proper storage aids depending on the size, type, and ownership of the material as well as replenish stock in bins utilizing Radio Frequency Barcode scanners.

The Contractor shall contact the recipient of shipped items that are "Special Handling”, “Fragile", "Perishable", or as requested to verify shipment prior to acceptance. Delivery to the recipients’ final destination shall be made after recipient authorizes shipment.

D. Applying barcodes to inbound materials and preparations for put-a-away.

E. Scanning materials to a unique pallet identifier called a "license plate" as pallet is built for shipment. All scanned cartons will be related to the pallet license plate. When the pallet is loaded on the truck, the license plate will be scanned and all the cartons on the pallet will automatically be marked as shipped.

F. Performing "distribution" services as required for materials and supplies. Distribution of supplies, equipment, and materials to various locations on IRC campus. Periodically an allotment of critical administrative material/supplies will be requested on a pick order. Often, these pick orders will be associated with the mission or voyage in which multiple NOAA divisions participate. The contractor shall pick, process, and ship the items by division ensuring that each division's material is segregated and independent prior to shipment.

G. Preparing reports as it relates to inventory, receiving, shipment and the performance thereof.

H. Equipment, furnishing, files, etc., move services: These services are intended to transport these types of items between and within buildings. These services are broken down into two categories.

1. Excess: Equipment, furnishings, etc., are picked-up from the location in the IRC and moved directly to Building 130. There the documentation shall be completed and transported to the Defense

Reutilization and Management Office (DRMO) or General Services Administration (GSA). After transporting, coordinate with the Line Office Property Custodian (PC) to ensure the PC has the proper documentation to remove the item(s) from their property inventory. Required on new contract?

2. Office furniture moves shall be coordinated through the COR. Items to be placed in storage shall be entered into the WMS and verified. Removal of items from storage shall include the appropriate storage location and name of the individual making the request. It is not the intent of this contract to provide moving services covered which are covered under a separate contract. Office furniture moves in excess of two man hours shall be accomplished through a separate contract and is not within this scope.

Building 130 Activities

Building 130 can be characterized as a central supply depot providing storage for the NOAA Line Offices.

Each Line Office has different requirements in terms of storage, handling, and throughput. The NOAA Line

Offices use this warehouse facility to house the supplies they require to support their missions and annual activity.

Currently, NOAA operates two ships (up to four possible) from the Ford Island facility that take between five and ten voyages per year. These voyages coincide with the peak activity in the warehouse. The Line Offices store their material in Building 130 and assemble their requirements for each mission in staging areas in building 130. These include the following categories; supplies, medical aid, equipment, and pre-assembled materials to support each mission or voyage.

It will be the responsibility of the contractor to manage this inventory while in the warehouse and to pick and ship in accordance with the Line Office requirements. The Line Offices will send "orders" through the WMS software system to the warehouse. The warehouse will perform schedule, pick, stage, assemble, and quality control activities as required by Line Offices.

Building 130 is considered to be a low throughput facility, average number of picks and receipts per week; during periods where the Line Offices are not outfitting missions is expected to be 200 to 400 line items per week. Peak periods could easily exceed 10-times the average weekly rate.

The ships come into harbor during the winter months for maintenance and repairs; November through February. It is not uncommon for all the ships to leave the harbor at the same general time. This represents the annual peak activity. Following the winter season each ship will independently complete its missions and return to be resupplied.

Much of the property supporting the various missions on the ship will be of a reusable nature such that when the ship returns, some of the property may require refurbishing by the Line Offices before it's brought back into the warehouse. Additionally there are shipments to other LOs and receipts from vendors.

Warehouse Tasks (Building 184 Only)

Building 184 can be characterized as the logistical support and supply facility specifically for NOAA’s Marine

Operations Center – Pacific Islands (MOC-PI).

The Contractor shall be responsible for the following:

A. Forklift Inspections: perform daily inspections of up to 4 forklifts per day. Coordinate planned and corrective maintenance with repair service.

B. Electric Utility Vehicle Inspections: perform daily inspections of up to 3 electric utility vehicles per day.

Coordinate planned and corrective maintenance with forklift repair service.

C. Government Vehicle Inspections: Perform weekly inspections of up to 6 vehicles per week. Coordinate planned and corrective maintenance with vehicle repair service. The contractor shall inspect vehicles prior to ship arrival/departure.

D. Vehicle Rental: perform pre and post rental inspections of vehicles when rented through GSA or Navy rental services.

E. Hazardous Waste: maintain hazardous waste stored at MOC in safe and environmentally responsible condition. Inventory hazmat annually. Communicate with ships to verify the usefulness of hazmat kept on site and make determination as to when dispose of such hazmat. Maintain Safety Data Sheets. Maintain spill pallets in clean condition to ensure water accumulation may be safely drained. Ensure supplies for hazardous waste are kept available. Coordinate disposal of hazardous with MOC and waste hauler.

F. Government Property: assist with annual property inventory. Assist with tracking of excess property and transport excess property to recycle or other disposal destination.

G. Administrative Tasks: assist with purchasing of items and services by identifying potential vendors, obtaining quotes, and assisting with required paperwork.

H. Line Handling: assist in line handling for vessel arrivals/departures.

I. Warehouse Management: manage the safe storage of all items stored in the warehouse and other MOC storage areas. Annual validation of non-property government owned items. Responsible for kitting items for programmed availability and casualty response. Maintains inventory condition categorization (usable, needs repair, or unusable). Ensure all items on shelves and area above cages are weighed and labeled.

Maintain Warehouse Management System (WMS). Perform general warehouse housekeeping/cleaning.

Replace forklift propane bottles as needed.

J. Shipping and Receiving: sort incoming mail, assist in packaging, recording, and tracking of outgoing mail, including freight.

K. Maintain connectivity with IRC (logistics, facilities, and operations)

L. General disposal: assist with the disposal of recyclables, wood pallets, scrap metal.

M. Training: the contractor will be required to complete NOAA sponsored training. Training includes but is not limited to: forklift operations, HAZWOPER, climbing, in-house ECO course.

Building176 Activities

The contractor shall be required to support the shipping and receiving activity from the Building 176 location.

Distribution of supplies, equipment and materials will take place from the Building 176 location to the various locations on the IRC campus.

Building M Activities

The contractor shall be responsible for the opening, closing of the facility which houses the trash and recycling services. The contractor shall keep all work areas in and around the building clean, neat, and in professional order at all times. The contactor shall notify waste management services when the waste collection bins are full. The contractor is also responsible for the replacement of the cardboard and scrap metal bins during emptying.

TASK 2 – Mail Services – CLINs 0002, 1002, 2002, 3002, and 4002

A. Purpose

The Mailroom Service exists to handle and process all incoming and outgoing mail for the IRC.

Additionally, the contract exists to provide cartage services necessary to support the IRC. The contractor is responsible for providing mailroom services as contained herein.

B. Objective

The objective is acquiring the services for the rapid handling and accurate delivery of all classes of mail and packages. The Contractor shall provide all services including labor, management, supervision, and equipment as specified.

C. Mail Services Scope of Work

The Contractor shall provide the labor, supervision and other items or services necessary, except as specified herein as Government-Furnished Equipment (GFE) (see Appendix C) and services as described in other sections within the Statement of Work.

D. Mail Service Areas

(a) The contractor shall separate all mail by the appropriate Line Office/Division. Mail shall be sorted and distributed to the following mail service locations:

Main Facility: (Buildings 175, 176, and Building A)

First Floor: 1-Main Mailroom, 2-Satellite Copy/Mailrooms

Second Floor: 3-Satelite Copy/Mailrooms

Third Floor: 1-Satelite Copy/Mailroom

Building 130:

2-Satellite Copy/Mailrooms

Building 184:

1-Satellite Copy/Mailroom

E. Incoming Mail

The following are the responsibilities of the Contractor:

1. Sort and distribute all incoming mail.

2. Properly addressed mail shall be delivered in the following order:

a. Overnight express mail

b. Express Mail (i.e., FedEx, Airborne, UPS and other like carriers)

c. First class, Certified and registered mail, priority mail, and internal

d. Periodicals

e. Standard mail (bulk mail)

f. Freight

3. Except under special circumstances, no time should be wasted in trying to track improperly addressed standard mail. It will be considered junk mail and disposed of rather than using mailroom resources to identify the addressee. Resources shall not be spent processing non-official mail. Non-official mail will be returned to the post office.

4. Mailroom personnel shall make an effort to identify and deliver to the appropriate mail delivery point all improperly addressed first class, certified and registered mail, priority mail, And periodicals. If the mail delivery point of contact cannot be determined after a reasonable effort, the mail shall be returned to the USPS as undeliverable.

F. Standards: See also "Appendix F- Performance Standards for Mai operations"

1. Express Mail

a. Shall be delivered immediately to comply with the time frame set forth by the USPS. At the time of receipt at the IRC, check the following sections on the accompanying label with each piece of mail.

b. Verify that the mail is for an addressee located on the facility.

c. Separate the mail by routing code, sort, and deliver.

2. First class mail will be processed as follows:

a. Within three hours after receipt

b. Return all mail to PHMC/USPS that does not have at least one of the following in the address

U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA) or a variation such as Commerce Department.

3. Sort the regular mail by Division for distribution as follows:

a. If it bears the Mailroom Number or Division, sort directly by Division.

b. If it does not have the Mail Room Number or Division, but has an individual's name, use the

IRC Directory or NOAA Locator web site to locate the recipient’s Division. If found, note Division on the front of the item and sort.

c. If the item does not have a Division, Mail Room Number, or name, but is addressed to the

U.S. Department of Commerce and/or NOAA with no additional information, open up each piece and attempt, by scanning contents, to determine the identity of the intended recipient. Use the NOAA Locator as necessary. If no identifier is found, deliver the mail to Buildings Management for action or direction. Initial all mail that is opened by mailroom personnel to indicate opened by mailroom staff. Contractor shall maintain a log to record these actions.

d. Periodicals and "junk mail" are considered to be non-priority items and are handled as above unless undeliverable.

e. At the close of business, verify all items have been delivered and are accounted for. All detected discrepancies should be brought to the attention of the Mail Supervisor for necessary action.

4. Accountable Mail shall be processed as follows:

a. Timestamp each piece of mail and the Return Receipt (PS Form 3811) if one is attached.

Remove the Return Receipt and sign it, giving any additional information requested. Separate the mail by routing information and list information on each. Piece of mail in a Record of Accountable Mail log.

b. Deliver each piece of mail to the addressee noted on the form, having the addressee or a person authorized to receive accountable mail in each division complete the form, certifying receipt of the item. If undeliverable, return the mail to the mailroom, noting the reason for non-delivery. Return mail to sender.

c. At the close of business, verify all items have been delivered and are accounted for. All detected discrepancies should be brought to the attention of the Mail Supervisor for necessary action.

5. Treasury checks: Treasury checks arriving by regular USPS mail shall be treated as regular mail and processed in accordance with the guidelines described above.

6. Messenger Envelope: (Interdepartmental) mail shall be treated as regular mail and processed according to the guidelines described above.

I. Outgoing Mail

The following are the responsibilities of the Contractor:

1. Conduct pick-ups or outgoing mail/packages at each of the copy/mail rooms twice a day

(minimum). The estimated time for each route is approximately 45-50 minutes.

2. Process and route all outgoing mail prior to close of business each workday.

3. Separate outgoing mail as by billing location (meter identifier) or as part of a consolidated pouch mailing.

4. Place consolidated correspondence in envelope, pouch, or carton and affix corresponding address labels.

5. Screen and package outgoing material for dispatch in compliance with packaging and addressing requirements of the USPS and small package carriers.

6. All special classes of mail (Overnight/express, first class, registered, and certified) shall comply with applicable USPS regulations or express carrier guidelines or NOAA Mail Management Handbook.

7. Consolidated Mailings: The Contractor will sort and consolidate mail to major mailing points as specified by the COR, including Ship-in-Port locations. On receipt of outgoing mail, sort to appropriate consolidation box and/or boxes. At the end of each day, package or box consolidated mailings and address mail using a preprinted address label.

8. List on a daily log the total number of trays and tubs and number of individual parcels of outgoing mail.

J. The Mail Rooms

The following are the responsibilities of the Contractor:

1. Restrict Building 176 Main Mailroom access only to authorized personnel, as designated by the COR.

2. Receive and sign for Fed-Ex, United Parcel Service (UPS) and express mail/package deliveries.

3. Provide and restock all mailing supplies and materials as necessary at the main and satellite mail rooms.

K. Equipment

The following are the responsibilities of the Contractor:

1. Notify the COR immediately upon breakdown of any Government Furnished Property (GFP) or

Equipment (GFE).

2. Throughout the contract period, the Contractor shall keep a current listing of government equipment in the mailrooms.

3. Be responsible for performing maintenance, checks, and inspections in accordance with manufacturer's recommendations. See paragraph Government-Furnished Property and Equipment for other requirements.

L. Internal Distribution of Material, Freight, and Cartage:

1. The Contractor shall provide the services listed below. Standards and acceptable quality levels for these services shall be provided in the Quality Control Plan within 15 days after the start of contract performance.

2. The Contractor shall furnish adequately trained personnel, including forklift trained and certified personnel, to receive and distribute a variety of materials.

3. Cartage Services

4. The Contractor shall inspect all shipments of materials to ensure that the quantities of each item delivered agree with those specified on pickup or delivery order(s). This shall be done by comparing the information on the accompanying delivery/pickup order with the items tendered .COR or designee of any overages or shortages. Enter information of each pickup or delivery in a Daily Work Log, and obtain a receipt signature for each item delivered

5. The Contractor shall also distribute agency-furnished publications via mailing lists maintained by the operating units. This shall be accomplished on a case-by-case basis with the COR's approval and only upon written request from the operating unit, accompanied by the publications and a distribution list. The Contractor shall appropriately wrap/prepare the publications for mailing; affix a label on the outer cover of each package.

6. Mail Courier Services: Pick-up all USPS mail and interoffice mail from the IRC site locations and deliver to the designated offices and locations.

7. Mail Distribution: Receive all incoming mail, ort, and distribute as addressed. Pick up outgoing mail, sort and distribute according to schedule.

8. Parcel Post and Cartage Services: Pick up and deliver parcels and cartage as addressed and/or as dispatched by the COR or designee.

9. Mail Management Service: Supervise mail distribution services. Ensure proper protection, maintenance and security of assigned Government facilities, equipment and materials, including documents which may include Privacy Act or classified information. Conduct mail counts as requested by COR. Ensure that operational procedures and techniques are developed, tested, documented, refined and continuously monitored to provide the most efficient and cost effective mail service. Prepare written instructions on correct mail processing requirements for approval and/or distribution by the COR. Participate with the COR in conducting Regional Mail

Surveys and Mail Improvement Meetings.

M. Files, Records, and Reports The Contractor Shall:

1. Maintain a reference file of current postal and agency mail rules and regulations.

2. Maintain a file of routing codes and consolidated mailing sites.

3. Maintain a file of mail correspondence and requests for special services or exceptions to normal mail process or schedule(s).

4. Maintain a receipt and delivery log of all certified, registered and special-handling UPS , Express carriers(Airborne, FedEx ,DHL ,etc.),Express (USPS) mail or other courier mail and packages.

5. Prepare, submit and maintain a file of all postal counts.

6. Prepare and submit monthly reports to the COR.

7. Provide an annual visit letter to the DOC Regional Security Office per the requirements of DOD

5220.22-M.

Note: Unless otherwise stated, reports are submitted to the COR and/or NOAA Headquarters, Mail

Manager.

N. Special Services

1. Routine request for special mail-related assistance may be approved by the COR, but must not interfere with established distribution schedules and must be in compliance with agency policy.

O. Government Responsibility

The Government shall be responsible for:

l. Providing facility, utilities, custodial service (except warehouse/storage areas in Building 130), and

GFE (see Appendix C) consumable supplies, forms, and access to all regulations.

2. Providing appropriate training in mailroom reporting requirements during the 30-day calendar- day period after the start work date to ensure Contractor can meet requirements. Details are outlined in subsequent sections of these specifications.

D. TASK Cont’d

TASK 3 – Transportation and Courier Services – CLINs 0003, 1003, 2003, 3003, and 4003

A. Transportation Services

The contractor shall provide and maintain their own 12 to15 passenger van with the ability to transport a minimum of two (2) bicycles for the following service.

The Transportation Services shall include scheduled shuttle service Monday through Friday, 6:00am to

6:00pm for movement of personnel and guests between the IRC campus and six designated bus stops located outside the Ford Island gate. The driver will make an average of 30-round trips per day at with an approximate distance of 5-miles per round trip.

IRC Shuttle Service Route Map:

http://www.corporateservices.noaa.gov/ocao/irc/documents/shuttle-route.pdf

B. Courier Services

The contractor shall provide and maintain their own box truck with a cargo area no less than 20 feet in length.

Courier Services may be required on a daily basis with deliveries occurring within a 30-mile radius of the

IRC to a number of locations on the island. The pick-ups and deliveries involve packages, crates, documents of critical importance, and some hazardous material (HAZMAT). Pick- up services may also be required for items at commercial sources. The contractor shall be required to possess current licenses and certifications necessary to transport HAZMAT. These services require a knowledge of and familiarity with streets, highways, and driving conditions knowledge for the entire Oahu area.

1. The following special requirements apply:

a. The performance of courier services is considered a critical government activity, and it is a high priority that all "runs" take place in an expeditious and accurate manner.

b. All property being transported must be safely stowed and secured at all times.

c. If the Contractor needs to replace drivers when the regularly scheduled drivers are absent, the replacement drivers shall be thoroughly familiar with all pickup/delivery schedules and routes.

d. The vehicles shall be locked at all times when the drivers are making deliveries to safeguard the materials being transported.

e. No property is to be left in the vehicles overnight.

f. In the event that the Contractor's vehicles(s) become disabled, the Contractor shall provide a substitute vehicle within two hours after notification.

g. Drivers shall not conduct personal business while performing their driving duties or otherwise, during delivery runs.

h. If for any reason the messenger will be more than 15 minutes late for a scheduled run, the

COR shall be notified by phone as to the cause.

i. The requirement shall be for four-daily pickups/delivery.

j. Items being conveyed as part of a courier run, should weigh no more than 70 lbs. for each single item. And no more than a total of 400 lbs. shall be carried on an individual delivery run, unless specifically requested by the COR.

k. Performance of minor vehicle maintenance such as (but not necessarily limited to): monitoring fluid levels such as oil, gas, window washer, tire pressure, cleaning the exterior and interior and having the vehicles washed.

2. Estimated Effort & Magnitude of Tasking: For the purposes of indicating scope of work only, the following information is provided. This information is being provided for background purposes ONLY, and is

NOT being provided as an intended contractual or level-of-effort requirement.

The estimated mileage is 80-120 miles per day.

Total labor hours: the estimate is for 1, 000 labor hours per year.

These services require a knowledge of and familiarity with streets, highways, and driving conditions knowledge for the entire Oahu area.

CONTRACT MANAGEMENT AND PERSONNEL

A. Employee Roster

The contractor shall provide an electronic employee roster of all personnel working under this contract to the

COR no later than 10 business days prior to the start of contract performance (for security purposes only).

Thereafter, an updated roster of active employees should be submitted when employees are hired, resign, or terminated. The updated roster shall be submitted to the COR within 5 business days of any such change. The content of the report may be as mutually agreed to by the Contractor and the COR; however, it should not include the employees' social security number.

B. Project Manager and Alternate Project Manager

The contractor shall provide a Project Manager (PM) to oversee all contractor functions and in any and all management activities required under the terms of the contract. The contractor shall also designate an Alternate

Project Manager (APM) to act during the Manager's absence. The Manager or designated alternate shall ensure that required supervision of contractor personnel is provided whenever work is being performed.

NOAA anticipates that the PM will serve as the contractor's principal point of contact with the COR regarding all contract management matters, providing overall supervision and direction of all contractor activities and personnel, ensuring the successful and timely performance of all contract tasks.

The PM shall respond to all requests from the COR within 24-hours of receipt.

Outside regular duty hours the Government may find it necessary to inform the contractor of events which affect the day-to-day operations of the facilities covered by the contract. Therefore, the contractor shall provide a cell phone or pager number for purposes of informing the COR or Alternate COR of such events.

Personnel Qualifications and Certifications

A. Project Manager (PM) Required Experience and Qualifications

The PM shall have experience in the execution and management of warehouse, mail, courier, and transportation services of a similar scope and similar or larger size. The PM shall possess basic computer skills and have experience working with hand held scanners.

B. Personnel Qualifications

a. General:

All Contract employees must possess the following qualifications. Additional qualifications are shown for more specific work areas.

1. Knowledge and use of computers.

2. Proficient in reading and capable of communicating effectively in English.

3. Proficient in basic math skills.

4. Contractor personnel shall be capable of standing, bending, lifting and walking for the majority of a workday.

5. Contractor personnel shall be capable of lifting and carry moderately heavy material (up to 70 lbs).

b. Warehouse Work:

1. Knowledge of warehousing and materials handling methods and techniques.

2. Knowledge in operating computerized warehouse management system software.

3. Knowledge with the use of hand held scanners.

4. Skill in operating motorized and manual equipment and tools to include forklifts, platform lifts, drills, banding equipment, shears, stretch wrap, etc.

5. Ability to prepare reports and document to support shipping, receiving, and inventory control.

6. Ability to load and unload shipments and store contents in an efficient manner, maximizing

Warehouse space.

c. Courier and Transportation

1. Possess a current driver’s license.

2. Maintain insurance coverage for drivers and vehicles, as required by the State of Hawaii.

3. NOAA shall not be held liable for damage or injury caused by the Contractor or their employees.

d. Mail Work:

1. Knowledge of mail sorting, collection, and delivery procedures.

2. Knowledge of several different types of forms and materials in order to effectively process sending and receiving of mail.

3. Knowledge with document filing procedures.

4. Knowledge of outgoing mail procedures to sort and process normal categories of mail.

5. Skill in operating mail room equipment such as envelope opening and sealing machines, date stampers, etc.

c. Licenses and Certifications

Specific tasks require certain licenses and certifications in order to perform the work. The Contractor shall ensure all training for employees required to operate materials handling equipment or other equipment requiring licensing, certification, or specialized training has been completed. The contractor shall ensure personnel operating any motorized equipment and/or vehicle has the appropriate operator's license and or certification.

The contractor shall maintain updated copies of any applicable licenses and certifications for all employees on site and make available to the Government upon request.

The Contractor shall be responsible for obtaining all necessary permits and licenses, and for complying with all applicable Federal, State and Municipal laws. The Contractor shall promptly notify the Contracting Officer, in writing, in the event any problems arise concerning perm its, licenses, or other legal requirements.

Information Technology Software/Services: Vendor's shal1 be compliant with NIST SP-800-XX and FIPS 199 security specifications and provide a security agreement identifying the system and its security controls

SECTION 3: PACKING, MARKING AND SHIPPING

All deliverables required under this order shall be packaged, marked and shipped in accordance with Government specifications. At a minimum, all deliverables shall be marked with the contract/order number and contractor name.

The Contractor shall guarantee that all required materials are delivered in immediate usable and acceptable condition.

SECTION 4: INSPECTION AND ACCEPTANCE

a) All work shall be subject to inspection, approval, and acceptance by the Government. Work shall be inspected regularly by the COR and an oral or written notice of deficiencies to be corrected will be given to the Contracting

Officer’s Representative or Supervisor. Inspections will be based on the work schedule to assure that inspections closely follow the actual work accomplished within each requirement.

b) Work will be considered not to have been performed when any one of the following conditions exists:

1. The work tasks in an area were not performed in strict accordance with the performance standards and procedures.

2. The required tools were not used or were not in good operating condition.

3. The required clearances and licenses were not maintained and allowed to lapse.

4. Disaster Preparedness/Continuity of Operations plans were not formulated or inadequately prepared.

c) The performance standards are identified throughout the scope. The Contractor's performance of the items will be evaluated continuously throughout the contract's stated performance period, and in accordance with the

Performance-Based Quality Control Plan. The contractor shall meet the acceptable performance standards as noted below. Failure to meet the standards during a review period will result in the contractor's submission of a

Corrective Action Plan within five (5) business days of notification by the Government.

Quality control (QC)

The contractor shall be responsible for the quality of services provided under the contract, to include those provided by subcontractors, in accordance with acceptable quality performance levels. The contractor shall re-perform work at no cost to the government that does not meet contract requirements, unless otherwise directed by the CM.

A. Quality Control Plan

The contractor shall develop, implement, and maintain a Quality Control Plan (QCP) for measuring and attaining quality of performance under the contract. The contractor's QCP shall explain the manner in which the contractor will ensure that all contract requirements are being accomplished in accordance with the established standards of the contract. The contractor shall maintain and improve its QCP to prevent unsatisfactory performance from repeating and to ensure unsatisfactory performance is addressed and rectified in a timely manner.

The contractor shall submit the QCP 15 days after contract award. The contractor shall submit any changes in the plan to the COR for approval no later than five workdays prior to implementation.

B. Quality Assurance

In order to monitor the quality of the contractor's services, the Government will conduct quality assessments. The

Government reserves the right at any time to conduct onsite inspections of the Contractor's work at all facilities.

The contractor shall achieve acceptable quality levels for the standards of accuracy and timeliness shown below.

The primary methods of inspection include l 00% inspection and random sampling; however customer feedback and incidental observation may also be used. The Government reserves the right to change or use whichever method of inspection or quality assurance it deems appropriate or beneficial to the Government's interests.

Inspections will include all aspects of the services required by the contract.

1) 100% Inspection - 100% inspection is an evaluation method that requires complete inspection of contract requirements. For 100% inspection, the Government will perform surveillance on each item/service performed.

2) Random Sampling - Inspection based on random sampling requires evaluation of a fractional part of a contract requirement, not the whole requirement. It provides a means by which each part of a contract requirement has an equal chance of being selected for inspection. Random sampling will be conducted by visual inspection or by information contained in the Warehouse Inventory database.