TAB 2 - A03-PWS-SAM DRAFT.docx

Performance Work Statement (PWS) For U.S. Department of Labor Office of the Assistant Secretary for Administration & Management (OASAM) Business Office Center (BOC)

Part 1

General Information

1.1 Description of Services/Introduction:

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform on-line based postage services as defined in this Performance Work Statement, except as Specified in section C-3 as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background:

The U.S. Department of Labor (DOL) prepares the American workforce for new and better jobs and ensures the adequacy of America's workplaces and is responsible for the administration and enforcement of over 180 federal statutes. DOL, OASAM, BOC provides support to enable DOL agencies to fulfill their missions by providing transparent, customer-focused business operations services. Business Operations Center (BOC) provides leadership and guidance in employee safety and occupational health, workers' compensation services, mail management, facilities and real property management, personal property management, fleet and sustainability management, and library and information services.

The BOC through its real property portfolio management, sustainability and safety and occupational health functions, supports the Assistant Secretary for Administration and Management (ASAM) as the Senior Real Property Officer, Designated Agency Safety and Health Official, and Chief Sustainability Officer.

The operations of BOC are carried out by five business units: the Office of Support Services (OSS), Office of Worker Safety, Health, and Environment (OWSHE), Office of Facility Operations (OFO), Office of Real and Personal Property (ORPP) and the Wirtz Labor Library.

1.3 Objectives:

This requirement is for a department-wide Blanket Purchase Agreement (BPA) to provide a turnkey on-line mail system, including mail management.

The Office of Real and Personal Property carries out its mission by providing program management, oversight, and Department-wide policies, procedures, and support in the areas of real property, personal property, motor vehicle accountability and space utilization. To provide these services, The Office of Real and Personal Property must ensure that the Agency is equipped to provide on-line based postage services. Thus, an enterprise-wide vehicle will allow various mail functions so users can print postage for different mail classes from their workplace PC.

1.4 Scope:

The prospective contractor must have the ability, as well as the specific expertise, to successfully provide an easy-to-use postage solution that will allow users to print postage for various mail classes and special mail services and have a USPS authorization to sale postage to the public and private sectors through either physical mail meters or virtual meters, provide an on-line mail management system that will allow DOL to produce postage nationwide for various classes of mail, and provide the capability to track all postage costs and usage via a centralized login with the capability to view and create usage and cost reports by locations.

The prospective contractor must also be able to provide a mail management solution that provides:

1.5 Period of Performance:

Ordering Period shall be for one (1) Base Period plus four (4) 12-month Option Periods beginning on date of award. The Period of Performance reads as follows:

Base Period: May 14, 2024 - May 13, 2025 Option Period 1: May 14, 2025 - May 13, 2026 Option Period 2: May 14, 2026 - May 13, 2027 Option Period 3: May 14, 2027 - May 13, 2028 Option Period 4: May 14, 2028 - May 13, 2029

The government reserves the right to extend the term of this contract action at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contract”.

1.6 General Information:

1.6.1 Quality Control:

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how he assures himself that his work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. After acceptance of the quality control plan, the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

The Quality Control Plan is to be delivered with the contractors’ quote.

1.6.2 Quality Assurance:

The government shall evaluate the contractor’s performance under this contract action in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Government Remedies:

The Contracting Officer shall follow FAR 52.212-4, “Contract Terms and Conditions-Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.6.4 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.6.5 Hours of Operation:

The contractor is responsible for conducting performance between the hours of 07:00 am to 03:30 pm, (Time zone will be specified in each BPA Call depending on location) Monday-Friday, except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. The contractor must always maintain an adequate work force for the uninterrupted performance of all tasks defined within this Performance Work Statement when the government facility is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.6.6 Place of Performance:

The hours and place of performance will be identified and issued with each BPA order.

1.6.7 Type of Contract:

The government anticipates award of a firm fixed price single award Blanket Purchase Agreement (BPA).

1.6.8 Security Requirements:

The Service Provider shall not share, or release data or information developed or obtained in performance of this BPA except as authorized by Government personnel or upon written approval of the Contracting Officer. The Service Provider shall refrain from using the information for any purpose other than that for which it was furnished.

Portions of information disclosed during the performance of any order issued against the BPA are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to administer this BPA are required to take proper precautions to protect the information from disclosure.

1.6.8.1 Physical Security.

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8.2 Key Control.

Not Applicable

1.6.8.2.1 Lost Keys.

Not Applicable

1.6.8.2.2 Key Use

Not Applicable

1.6.9 Special Qualifications:

The Contractor shall perform the services as set forth in the Performance Work Statement (PWS) and in accordance with all applicable laws and regulations. The Contractor warrants that they will have obtained all licenses and permits required by law to include County, State, and the Federal Government that are required within this PWS.

1.6.10 Post Award Conference/Periodic Progress Meetings:

The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officer’s Representative (COR), and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.11 Contracting Officer’s Representative:

A COR will be delegated at the BPA level, and with the issuance of each individual order.

1.6.12 Key Personnel:

The contractor shall provide a Service Account Manager and an alternate Service Account Manager who must be responsible for the performance of the work. The Service Account Manager must have the following qualifications:

· Bachelor’s degree in business management or related field preferred (5 years’ experience can substitute for education requirement;

· 3 plus years’ experience with on-line postage software;

· Ability to effectively communicate with client leaders from agencies;

· Problem-solving skills to resolve client complaints.

The name of the Service Account Manager and an alternate shall act for the contractor when needed and must be designated in writing to the Contracting Officer. The Service Account Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract action. The Service Account Manager or alternate shall be available between 07:30 am to 04:00 pm (Time zone will be specified in each BPA Call depending on location), Monday-Friday, except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings.

1.6.13 Identification of Contractor Employees:

All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

The COR shall excise full and complete control over granting, withholding, or canceling clearances for contract employees. The CO or COR may grant temporary clearances to employees of the contractor; however, the granting of a temporary clearance shall not be considered an assurance that full clearance shall in no way prevent, preclude, or bar the withdrawal or termination of any such clearances by the department.

New employees must complete the proper HSPD-12 credentialing procedures.

1.6.14 Organizational Conflict of Interest:

Contractor and subcontractor personnel performing work under this contract action may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI), as defined in FAR Subpart 9.5. The contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

Part 2

Definition & Acronyms

Contracting Officer’s (CO). The CO is the only person authorized to approve changes in any of the requirements under the PWS and any provisions contained elsewhere in the contract. In the event the Service Provider implements any such changes at the direction of any person other than the CO, the change is considered to have been made without authority.

Contracting Officer’s Representative (COR). A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Quality Assurance Surveillance Plan. An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Part 3

Government Furnished Property, Equipment, And Services

3.1 General:

The government will provide, the facilities, equipment, materials, and/or services listed below:

3.2 Services:

Onsite. The government will furnish all necessary workspace required for the contractor to support the effort(s) outlined in this PWS, to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3 Facilities

3.3.1 Contractor Site:

The contractor will furnish all necessary workspace required to support the effort(s) outlined in this PWS, to include desk space, telephones, computers, and other items necessary to maintain an office environment. If deemed necessary, the government may issue, at its discretion, supplemental equipment (e.g., computing equipment).

3.3.2 Remote:

The contractor will furnish necessary equipment to perform the effort(s) outlined in this PWS remotely, at a location other than a government-owned or contractor-owned facility. If deemed necessary, the government may issue, at its discretion, supplemental equipment (e.g., computing equipment).

Part 4

Contractor Furnish Items and Services

4.1 General:

Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish all other items required to perform the services in this PWS.

4.2 Clearance:

The COR shall excise full and complete control over granting, withholding, or canceling clearances for contract employees. The COR may grant temporary clearances to employees of the contractor; however, the granting of a temporary clearance shall not be considered an assurance that full clearance shall in no way prevent, preclude, or bar the withdrawal or termination of any such clearances by the department.

New employees must complete the proper HSPD-12 credentialing procedures.

Part 5

Specific Tasks

5.0 Tasks:

The following tasks are required under the BPA:

5.1 Task 1:

a. The Contractor shall provide an on-line turnkey mail management solution that will allow DOL to produce postage across all designated DOL locations nationwide for various classes of mail to include domestic, international, and the APO type addresses. Also, the capability to track all postage costs and usage via a centralized login with the capability to view, create usage, and cost reports by locations.

b. The Contractor shall include all associated lease or monthly service fees per location, and include any other applicable costs such as costs for any hardware, hosting services, maintenance, and meter rental, etc.

c. The Contractor shall provide postage approved by United States Postal Service (USPS).

d. The Contractor will provide access to the various agencies' activities and reports of DOL's usage to the COR, as designated by the CO.

e. The Contractor shall provide hardware, software, and supplies according to the established BPA pricing at all existing and new locations that open during the contract period of performance provided by the COR.

f. The Contractor shall provide and install all hardware and software upgrades as needed nationwide at no additional costs.

g. The Contractor shall provide all maintenance/updates on Contractor furnished software and hardware.

h. The Contractor shall provide a mail management system solution including customer support, ongoing system maintenance, security, and user training.

i. The Contractor shall replace broken hardware during the BPA period as necessary and at no additional cost to the government. The contractor will ensure the system presented will be up to date with postage rate information within 12 hours of USPS implementing a postage rate change or increase.

j. The Contractor’s system shall be capable of importing delivery addresses automatically and able to print postage directly from government approved software and hardware.

k. The Contractor shall provide recommendations for optimal delivery methods to include automatic rate calculation based on both dimension and weight.

l. The Contractor shall work closely with the Contracting Officer’s Representative (COR) to ensure that this project is coordinated to meet the requirements of the BPA.

m. The Contractor payment solution must provide the ability to export historical information on an annual basis for historical retention as per Agency guidelines.

n. The Contractor shall provide a control mechanism over postage usage over multiple locations from a central location.

o. The Contractor shall provide a system capability that allows the user to link other users accounts (e.g., UPS, FedEx, DHL) to a user dashboard to allow the availability to compare rates and delivery times.

p. The Contractor shall make all data available using a secure file transfer protocol (FTP) in a data format (for example: CSV, Excel, TXT, XML, Adobe Reader etc.)

q. The contractor must provide a written installation plan with timeframes and sequencing for the hardware and software as part of each installation, to include network and power requirements, equipment installation, database set up, and report writing and testing. As part of the installation plan the contractor must account for the coordination and establishment of mail IDs from USPS.

r. The Contractor shall provide soft copy of invoice in spreadsheet format for easier payment process. The soft copy will also provide customizable fields for each individual virtual meter location for cost codes, general ledger codes, or other information that will expedite payment processing.

s. Contractor shall provide a postage payment solution that provides the ability to export historical information on an annual basis for historical retention as per Agency guidelines.

t. Contractor shall provide a centralized automated system that tracks all postal spending at each site, using client access codes, and a consolidated report monthly, quarterly, and annually of postage consumed at each location and account totals to date.

u. The Contractor’s shall provide prepayment options and will allow postage purchase’s uploads up to 90 days usage at no additional cost for processing. Postage reloads will be processed once or twice a month upon request from the account user. The Contract’s second payment option will allow for government purchase card payments.

v. The Contractor shall provide two invoices to DOL agencies. One invoice for quarterly maintenance service and one (1) for monthly postage usage/expenditure.

5.2 Task 2:

The solution shall include the following hardware and/or supplies:

Digital scales will be included and replaced during the contract period as necessary by the Contractor at no cost. Larger centers will require larger scales. The following are the scale options:

· Small Equipment Interfaced Scale option is: 10-lb

· Medium equipment Interfaced Scale option is: 30-lb

· Large equipment Interfaced Scale options are 70-lb and 150-lb capacity

Sheet stamp printing labels the solution must be USPS approved and allows the user to calculate and print postage to include both traditional and sheet stamp printing. Sheet stamp printing is defined as using an 8.5x11 sheet of label stock to print multiple stamps from a user’s desktop or network printer. The label stock can be contractor specific stock if the label stock is considered a controlled item.

Electronic return labels the system must provide delivery and signature confirmation to include an electronic return receipt option. Electronic return receipt is defined as the sender receiving an email with a file copy of the receiver’s signature with date and time stamp. The certified return labels must be USPS approved by contract award date.

Postage printing supplies should not be restricted to contractor’s specific supply inventories only.

The system shall provide recommendations for optimal delivery methods to include automatic rate calculation based on both dimension and weight.

System must offer print address and postage in one step for both labels and envelopes, in addition, to automated address verification.

System must provide batch or bulk processing for priority mail flats as defined below:

User imports a file into the system. The file has multiple receiver addresses (up to a 1,000) that the system must verify as part of the processing; upon address verification completion the system must print the address and postage for each recipient in the same format on a continues run.

The system must allow the user to verify the return address and select batch or bulk mail processing.

System must allow for edits of the batch or bulk list after import.

In the event of a restart, the system must be able to continue from where it left off in the address list.

5.3 Task 3:

Required Specifications:

a. A comprehensive postage accounting and tracking system that is capable of monitoring, tracking, and reporting of all shared mail operations.

b. Mailing system database that allows for the remote or onsite compilation of the data from all the on-line postage accounts under the DOL organizational structure and data downloading to a third-party spreadsheet, database program, or to mail accounting software.

c. Specific and ad-hoc report printing capabilities to print status or postage activity reports using an external printer.

d. Upload departmental cost center, building and region codes (provided by DOL).

e. Generate a variety of reports at the level of detail that will provide the classes of mail, number of items processed, postage cost, transaction date and time, weight, user ID information.

f. The contractor shall provide a standard reports function to summarize data as specified below:

· These reports shall provide on-line account/profile and manifest information, by cost center, on a real-time basis. Real Time is all mailing information is available whenever any mail is processed at any location from a consolidated basis to include the data from all locations on one web-based system and report.

· The reports shall provide information on all package shipments that include shipper, date, weight, destination zip code, customer name, customer address, cost, and cost center.

· The reports shall provide information on all mail shipments that include mail class, date, weight, cost, and cost center.

· Proposed reports shall be easy to use and shall be customizable.

· Proposed system shall be web-based allowing for viewing of the reports from any DOL desktop without any software loaded to a DOL computer.

· The on-line postage system shall make all data available using a secure File Transfer Protocol (FTP) in a data format (for example: CSV, Excel, TXT, XML, Adobe Reader etc.).

g. The Contractor must provide refund administrative support between DOL and USPS at no additional cost.

h. All equipment must receive routine preventive maintenance service.

i. Service calls must be responded to within 4 business hours after receiving the call and service must be rendered in a timely manner and completed within 6 business hours after receiving the call.

j. Installation of the equipment must be completed by a fully trained and qualified technician.

k. Equipment shall comply and meet all Occupational Safety and Health Administration (OSHA) requirements.

l. Training must be unlimited and available to all DOL employees responsible for the mail, including Departmental Mail Management Team, regional administrative officers, and mail coordinators.

m. A written quality assurance plan that provides the mitigation steps and/or specific remedies for service delivery issues, to include the integrity, availability, reliability, and security of all data and systems. The plan should also address a continuity of operation plan for instances that exceed the 6-business hour equipment repair requirement.

n. All installations, training, software updates, and maintenance fees are included in the price quote.

o. The Contractor shall provide recommendations for optimal delivery methods to include automatic rate calculation based on both dimension and weight.

p. The Contractor shall provide ability to export historical information on an annual basis for historical retention.

q. Postage payment solution must be capable of being approved by USPS to provide users with the highest level of USPS strategic sourcing discounts through GSA Schedule 36 and Schedule 48.

r. Shall provide new non-refurbished equipment (no grey market items) capable of generating codes used by USPS for Delivery Confirmation. Signature Confirmation and Certified Mail. System must support and print USPS Intelligent Mail Package Barcode (IMPB) labels.

Coding Accuracy Support System (CASS) Certification with Address Correction and Validation:

a. Validate, correct, and standardize customer address data against a mailing list.

b. Validate, correct, and standardize customer address data against individual addresses entered in the shipping system.

c. Add and/or certify ZIP+4 codes.

d. Report all data updates as well as records that still cannot be validated.

Required Specifications

Part 6

Applicable Publications

6.1 Publications Applicable to this PWS:

Contractor shall meet all current standards of The United States Postal Service (USPS), Government computer security standards, including, but not limited to Federal Information Security Management Act (FISMA) standards. The intent is to obtain best value for services that effectively support a nationwide mail system by a USPS Certified Mail Equipment Vendor.

The Contractor must warrant that they will have all licenses and permits required by law to include County, State, and the Federal Government that are required within the PWS.

The Contractor must have USPS authorization to sale postage to the public and private sectors through either physical mail meters or virtual meters.

6.2 Special BPA Requirements

Proprietary Data, Privacy and Sensitive Information:

The contractor shall not divulge, or release data or information developed or obtained in performance of this BPA except as authorized by Government personnel or upon written approval of the CO.

The contractor shall refrain from using the information for any purpose other than that for which it was furnished.

As required for performance under this BPA, contractor personnel may be required to sign confidentiality/non-disclosure agreements.

Privacy Act Information: Portions of information disclosed during the performance of this BPA are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this BPA are required to take proper precautions to protect the information from disclosure.

Sensitive Information: The contractor shall not copy, release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records).

6.3 Confidentiality:

The contractor cannot make use of nor disclose any information obtained from the performance of this BPA for any activity outside the scope of this BPA. All records/documents developed during the course of this BPA shall be protected from examination by unauthorized persons. Such records include all forms, computer files, program listings, manuals, documentation, correspondence files, contract records and reports. The contractor shall retain all records/documents in a secure manner. No materials or any summary of these materials shall be released to any individual or organization without prior written permission from the CO or COR.

No work involving information furnished under this BPA will be subcontracted without the specific advance written approval of the CO or COR.

In performance of this BPA, the contractor agrees to comply with and assume responsibility for compliance by its employees with the following requirements:

All work will be performed under the supervision of the contractor or the contractor’s responsible employees.

Any information provided to, or collected by, the contractor, in any format, will be used only for the purpose of carrying out the provisions of this BPA. This information will be treated as confidential and will not be made known in any manner to any person except as may be necessary in the performance of this BPA. In addition, all related output shall be given the same level of protection as required for the source material. The contractor and all contractor personnel shall provide DOL with signed confidentiality agreements.

Part 7

Technical Exhibit Index

1. Technical Exhibit 1 – Performance Requirements Summary

Performance Requirements Standards:

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Performance Requirements Summary Matrix in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Required Services (Tasks)

PWS Part 5

Tasks 1, 2, and 3 Performance Standard & Acceptable Quality level

Acceptable Quality Levels Method of Surveillance

Incentive (Positive and/or Negative) Impact on Contractor

Part 5, Section 5.1

5.1 Task 1: Quality Control

On-line turnkey mail management solution The Contractor shall provide Sections 5.1 of the PWS.

100% - AQL

100%

100% Inspection:

Monthly review of all accounts and random observations Validated Customer Complaint: Complaints must be validated.

Positive: Likely that option will be exercised.

Negative: Continued unacceptable performance will be reflected in CPARS.

Part 5, Section 5.2

5.2 Task 2: Quality Assurance

Hardware and Supplies

The Contractor shall provide Sections 5.2 of the PWS.

100% - AQL

100%

100% Inspection:

Monthly review of progress report, random observations.

Validated Customer Complaint: Complaints must be validated Positive: Likely that option will be exercised.

Negative: Continued unacceptable performance will be reflected in CPARS.

Part 5, Section 5.3

5.3 Task 3: Required Specifications

The Contractor shall provide Sections 5.3 of the PWS.

95% - AQL

95%

100% Inspection:

Monthly review of progress report, random observations.

Validated Customer Complaint: Complaints must be validated Positive: Likely that option will be exercised.

Negative: Continued unacceptable performance will be reflected in CPARS image1.emf