Bulk Mailing Services for CVB_2

Statement of Work provided below and as attachment. Please send your responses to email address:
patricia_herrera@ao.uscourts.gov
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STATEMENT OF WORK (SOW)

1. DESCRIPTION OF TASK

Currently the Central Violations Bureau (CVB), part of the U.S. Courts, mails approximately

125,000 Notices to Appear annually. The CVB is seeking bids to print, fold, stuff, sort, and

mail the notices on a daily basis (business days only). The noticing information will be

supplied in pipe delimited or XML data and PDF files via secure on-line means. Part of the

data provided for each printed Notice is the address. The Contractor is expected to add a

mailing bar code to each. Each Notice consists of one #10 window envelope, a one or two

(duplex printed) page perforated Notice, and a #9 return envelope. The envelopes and paper

will be supplied by the vendor. The envelopes will be printed with the CVB address. The bid

should be for a five year term beginning on October 1, 2018 or the first quarter possible after

the award of the contract.

1.1 INTRODUCTION

The federal judiciary's Central Violations Bureau (CVB) is a national center responsible for

processing violation notices (tickets) issued and payments received for petty offenses charged

on a federal violation notice. This includes violations that occur on federal property such as

federal buildings, national parks, military installations, post offices, Veteran Affairs medical

centers, national wildlife refuges, and national forests.

CVB receives the original citation from law enforcement agencies throughout the country and

enters them into a computer system. CVB maintains the official court record for each case,

mails court notices to defendants, as well as prepares and mails to each magistrate judge a

docket package for each docket call. Cases are kept open until the defendant has posted

collateral or when the magistrate judge dismisses the case.

Besides defendants, customers include: courts, U.S. Attorney and law enforcement agencies.

For more information about the CVB visit the website at http://www.cvb.uscourts.gov.

1.2 PURPOSE

This contract will provide the federal judiciary with essential bulk mailing services that are

associated with the collection of fines from violation notices issued on federal property

throughout the United States and its territories.

1.3 SCOPE

The scope is limited to the daily production and mailing of Notices to Appear over a five year

period.

1.4 SPECIAL REQUIREMENTS

The data file will be delivered to vendor each business day by 10 AM CT. The vendor shall

merge the data into side one of the fillable PDF Notice to Appear and merge the form with

side 2 (if required). Most notices are one sided. The contractor will print, fold, stuff, postal

sort, and mail the notices on a daily basis (business days only). The noticing information will

be supplied in ASCII text data files via secure on-line means. Side 2 of the notice will be

supplied in PDF format and will vary for each Notice. Part of the data provided for each printed

Notice is the address. The Contractor is expected to add a mailing bar code to each. Each

Notice consists of one #10 window envelope, a one or two page (duplex printed) perforated

Notice, and a #9 return envelope. The envelopes and paper will be supplied by the vendor.

The envelopes will be printed with the CVB address. The Contractor is expected to have all

notices processed and delivered to the U.S. Post Office within 1 business day of receipt of the

data unless the volume of notices is less than 200 for the day. The contractor should combine

the job with the following day to reach the 200 piece threshold in order to qualify for the presorted

postage discount. Each Notice consists of one #10 window envelope, a one page

single sided or duplex printed perforated Notice, and a #9 return envelope. Sample

documents are attached.

Contractor must be able to accommodate infrequent form changes.

Postage will be paid directly by the U.S. Courts to the U.S. Post Office via a bulk mail services

contract (permit G-18). A completed form PS 2600-R, Statement of Mailing With Permit

Imprints - First Class Mail, will be presented to the postal facility along with the mail. A copies

of the postal form will need to be emailed to the Central Violation Bureau regularly as agreed

by the CVB and the contractor. Billing for services should be for labor and materials only.

2. DELIVERABLES

At the conclusion of each month's processing, the Contractor will provide the Central Violations

Bureau with a written certification showing the number of items processed and mailed.

3. SCHEDULE OF PERFORMANCE AND DELIVERY

The Contractor will begin service with the first business day of October 2015 or as soon

possible after the contract is awarded. All Notices should be printed, folded, inserted and

delivered to the U.S. Post Office within one business day after receipt of the file unless the

quantity is below 200 pieces. If the quantity falls below 200 pieces for the day, the job should

be combined with the next business day.

3.1 PERIOD OF PERFORMANCE

The overall period of performance consists of a Base and four Options. The period of

performance for the Base period is from the date of the award of this contract through one year

thereafter. Options, if exercised, will be one year from the date of option exercise.

4 REVIEW PERIOD FOR DELIVERABLE

The review period for each mailout will be 45 days from each respectively.

5 ACCEPTANCE CRITERIA FOR DELIVERABLE

Acceptable performance will be determined from feedback from the CVB customers. The

contractor must maintain quality standards with less than .1% errors. Feedback will include

random surveys of customers to ensure timely receipt of mailings as well as sample mailings

back to the CVB. The CVB reserves the right to cancel the contract at any time for

unacceptable performance. The determination of unacceptable performance will be at the sole

discretion of the CVB.

6. ENVIRONMENT:

6.1 LOCATION FOR PERFORMANCE

All work will be performed at the Contractor's site.

6.2 GOVERNMENT FURNISHED PROPERTY

For the task the CVB will supply a data file, PDF copies of side 2 of the Notice to Appear for

those Notices that require it and a PDF fillable form for side 1 of the Notice to Appear. The

CVB will not supply paper or envelopes.

6.3 CONTRACTOR FURNISHED PROPERTY

The Contractor is responsible for providing all equipment necessary to complete the task as

well as perforated paper to print the Notices, white window envelopes printed with the CVB

return address along with printed #9 return envelopes.

6.4 MEETINGS/CONFERENCES

Technical meetings and/or post-award/pre-performance conference and/or meeting during

contract performance may be necessary to resolve problems and to facilitate understanding of

the technical requirements of the contract. Participants at this meetings/conferences shall be

members of the Contractor's technical staff and technical representatives of the Central

Violations Bureau. These meetings/conferences shall be scheduled with the agreement and

arrangements made between Patrica Delgado or a representative and the Contractor. All

Contractor costs associated with the attendance at these meetings shall be incidental to the

contract and not separately billed.

DELIVERY ORDER TERMS AND CONDITIONS

JP3 Clause B-5, Clauses Incorporated by Reference (JAN 2003)

This procurement incorporates one or more clauses by reference, with the same force and

effect as if they were given in full text. Upon request, the contracting officer will make their full

text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.uscourts.gov/procurement/clauses.htm

The following clauses are included by reference.

JP3 Clause 7-30 - Public Use of the Name of the Federal Judiciary (JAN 2003)

JP3 Clause 7-235-Disputes (JAN 2003)

JP3 Clause 2-90C, Option to Extend Services (JAN 2003)

The judiciary may require continued performance of any services within the limits and at the

rates specified in the contract. These rates may be adjusted only as a result of revisions to

prevailing labor rated provided by the Secretary of Labor. The option provision may be

exercised more than once, but the total extension of the performance hereunder shall not

exceed 6 months. The contracting officer may exercise the option by written notice to the

contractor within 30 calendar days prior to the then current expiration date of this contract.

JP3 Clause 2-90D, Option to Extend the Term of the Contract (JAN 2003)

(a) The judiciary may extend the term of this contract by written notice to the contractor

within 30 calendar days prior to the then current expiration date of this contract;

provided that the judiciary gives the contractor a preliminary written notice of its intent to

extend at least 5 calendar days before the contract expires. The preliminary notice

does not commit the judiciary to an extension.

(b) If the judiciary exercises this option, the extended contract shall be considered to

include this option clause.

(c) The total duration of this contract, including the exercise of any options under this

clause, shall not exceed 60 months.

JP3 Clause 7-35, Disclosure or Use of Information (AUG 2004)

(a) Judiciary information made available to the contractor for the performance or

administration of this contract shall be used only for those purposes and shall not

be used in any other way without the written agreement of the contracting officer.

This clause takes precedence over and is an explicit limitation to the rights

enumerated in section (b)(2) of Clause 6-60, "Rights in Data - General."

(b) To the extent the information is otherwise publicly available, it is public

information and is not restricted by operation of this clause. However, if public

information is provided to the contractor for use in performance or administration

of this contract in a media, format, or otherwise in a manner in which it is not

available the public, such information may not be used for any other purpose by

the contractor except with the written permission of the contracting officer. If the

contractor is uncertain about the availability or proposed use of information

provided for the performance or administration of this contract, the contractor

shall consult with the contracting officer regarding use of that information for

other purposes.

(c) The contractor agrees to assume responsibility for protecting the

confidentiality of judiciary records which are not public information. Such

information may include, but is not limited to, all employee data and any written

and oral information of a personal nature. Such information is to be safeguarded

to ensure that it is not improperly disclosed. Each officer or employee of the

contractor to whom information may be made available or disclosed shall be

notified in writing by the contractor that such information may be disclosed only

for a purpose and to the extent authorized herein, and that further disclosure of

any such information for a purpose or to an extent not so authorized may subject

the person(s) responsible to criminal sanctions imposed by 18 U.S.C. § 641. That

section provides, in pertinent part, that whoever without authority, sells, conveys,

or disposes of any record of the United States or whoever receives the same with

intent to convert it to their use or gain, knowing it to have been converted, will be

guilty of a crime punishable by a fine up to $10,000, or imprisoned up to ten

years, or both. The contractor shall obtain written acknowledgment from each

officer and employee to whom information is made available, that they are aware

of the above penalties associated with authorized disclosure. Such

acknowledgments are subject to the review of the contracting officer.

(d) Performance of this contract may require the contractor to access and use

data and information, proprietary to the judiciary or to a judiciary contractor,

which is of such a nature that its dissemination or use, other than in performance

of this contract, would be adverse to the interests of the judiciary and/or others.

(e) Contractor and/or contractor personnel shall not divulge or release data or

information developed or obtained in performance of this contract until made

public by the judiciary, except as authorized by the contracting officer. The

contractor shall not use, disclose, or reproduce proprietary data which bears a

restrictive legend, other than as required in the performance of this contract.

Nothing herein will preclude the use of any data independently acquired by the

contractor without such limitations or prohibit an agreement at no cost to the

judiciary between the contractor and the data owner which provides for greater

rights to the contractor.

(f) The judiciary and contractor agree that neither expects the performance under

this contract to involve reporting or handling of classified information or materials.

Either party shall notify the other promptly in writing if the expectation of that

party changes, and shall include in the notice reasons therefore. If there are

sealed records, in camera proceedings or grand jury matters, the contractor shall

consult with the contracting officer as to the proper safeguarding, security, and

secrecy of the original notes and transcript orders.

(g) The contracting officer will advise the contractor whenever the judiciary

places a service order which will require classified information or materials. The

contractor will have the right to decline to provide services, in which event such

services shall be outside the scope of this contract.

(h) The contractor shall hold inviolate and in strictest confidence any and all

information of an official nature not for inclusion in the document, any information

which the presiding judicial official designates as "off the record" and all classified

information and material.

(i) The contractor shall classify, safeguard, and otherwise act with respect to all

classified information and material in accordance with applicable law and

requirements of the contracting officer. The contractor shall not permit any

individual to have or gain access to the classified information or material without

written permission of the contracting officer, except as access may be necessary

for authorized employees of the contractor to perform services under this

contract.

(j) Notwithstanding any other provision of this contract, the contractor may deliver

transcript containing classified material or information only to the judiciary. The

contractor shall never sell or deliver such document to a private person without

the express written permission of the contracting officer. Notwithstanding any

other provision of this contract, the contractor shall never keep a copy of a

document containing classified material or information after the delivery of the

original to the contracting officer.

JP3 Clause 7-120, Availability of Funds for the Next Fiscal Year (JAN 2003)

Funds are not presently available for performance under this contract beyond

September 30, 2015. The judiciary's obligation for performance of this contract

beyond that date is contingent upon the availability of appropriated funds from

which payment for contract purposes can be made. No legal liability on the part

of the judiciary for any payment may arise for performance under this contract

beyond October 1, 2015, until funds are made available to the contracting officer

for performance and until the contractor receives notice of availability, to be

confirmed in writing by the contracting officer.

JP3 Clause 7-125, Invoices (JAN 2003)

(a) Invoices shall be submitted in an original and two (2) copies to the address

specified on the SF 26 or SF 33 as applicable, or as otherwise specified with this

contract. Invoices shall be submitted in accordance with the schedule for

payments as set forth elsewhere under this contract.

(b) The office that will make payments due under this contract will be designated

as specified in the contract at the time of contract award.

(c) To constitute a proper invoice, the billing document shall include the following

information and/or attached documentation:

(1) name of business concern and such business's Taxpayer Identification

Number;

(2) period(s) covered by invoice and invoice date;

(3) purchase/delivery/task order or contract number or other authorization

for delivery of property or services;

(4) for each line item - general description of product delivered or services

rendered, measured unit, and associated price;

(5) payment terms;

(6) total amount billed;

(7) a subtotal of any and all fees or credits applied to the invoice;

(8) an amount due (if any) or credit balance;

(9) name (where practicable), title, phone number, fax number, and

complete mailing address of the responsible official to whom payment is to

be sent. The "remit to" address shall correspond to the remittance address

in the contract;

(10) other substantiating documentation or information as required by the

purchase/delivery/task order or contract;

(11) all follow-up invoices shall be marked "Duplicate of Original."

Contractor questions regarding payment information or check identification

shall be directed to the relevant paying authority specified in the contract.

JP3 Clause 7-130, Interest (Prompt Payment) (JAN 2003)

The provisions of the Prompt Payment Act of 1982 and OMB Budget Circular A-

125 concerning interest on overdue payments are not applicable to the judiciary.

Therefore, interest is not payable under this contract for overdue payments.

JP3 Clause 7-140, Discounts for Prompt Payment (JAN 2003)

(a) Discounts for prompt payment will not be considered in the evaluation of

offers. However, any offered discount will form a part of the award, and will be

taken if payment is made within the discount period indicated in the offer by the

offeror. As an alternative to offering a discount for prompt payment in conjunction

with the offer, offerors awarded contracts may include discounts for prompt

payment on individual invoices.

(b) In connection with any discount offered for prompt payment, time will be

computed from the date of the invoice. If the contractor has not placed a date on

the invoice, the due date will be calculated from the date the designated billing

office receives a proper invoice, provided the judiciary annotates such invoice

with the date of receipt at the time of receipt. For the purpose of computing the

discount earned, payment will be considered to have been made on the date that

appears on the payment check or, for an electronic funds transfer, the specified

payment date. When the discount date falls on a Saturday, Sunday, or legal

holiday when judiciary offices are closed and judiciary business is not expected

to be conducted, payment may be made on the following business day.

JP3 Clause 7-223 Termination for Convenience of the Judiciary (Short Form) (AUG

2004)

The contracting officer, by written notice, may terminate this contract, in whole or

in part, when it is in the judiciary's interest. If this contract is terminated, the

judiciary shall be liable only for payment under the payment provisions of this

contract for products received or services rendered before the effective date of

termination.

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