Abacus
Location
Seattle, WA | United States
Job description
SECTION B - Schedule of Supplies and/or Services and Pricing STATEMENT OF WORK B-1.0 Introduction/Overview Mailroom services at the Social Security Administration (SSA), Regional Office (RO) in Seattle, WA, Region 10. Location: Social Security Administration Region 10 Office Columbia Center 701 5th Avenue, Suite 2900 Seattle, WA 98104-7075 B-1.1 Background/Purpose This is a non-personal service contract. Mail services are required to provide facility support services to the SSA, Seattle Regional Office. Seattle Regional Office includes the Office of the Regional Commissioner, the Office of the General Counsel, the Office of Quality Performance, and the Office of Inspector General. B-1.2 Scope The contractor shall provide services for various functional mailroom and clerical tasks. Some of the tasks to be completed include: • Pick-up and delivery of mail from US Government Client drop-off to SSA mailroom distribution boxes. • Receive and distribute mail and packages from other carriers to SSA mailroom distribution boxes. • Outgoing mail delivered to the mailroom is prepared for sending and mailed. • Returned mail is processed • Daily outgoing packages are prepared for sending, and mailed The contractor shall operate the mail processing function 5 days per week, Monday through Friday year-round and shall be present from 9:30 am to 1:30 pm PT except Federal holidays and emergency closures, such as during inclement weather. Any substitute employees used to cover for vacations or illness, in advance of their work on site shall be oriented to the requirement by the contractor and have received a favorable suitability clearance in accordance with Section C-2 2352.204-1 - Security and Suitability Requirements. The contractor shall provide services necessary to fulfill performance requirements, including copying and/or scanning materials, filing, maintaining supply inventory, organization and 28321322FDX030233 Page 4 distribution of office supplies, and basic administrative duties for such as maintaining reference logs. The contractor's on-site personnel shall be fluent in speaking, reading, and writing the English language, general office skills such as typing, basic arithmetic, and basic computer skills to use online account services and Client mail metering equipment. The contractor shall be knowledgeable of United States Postal Service rules and regulations. The contractor's on-site personnel must possess the physical strength and agility to stand, walk, maneuver hand trucks or mail carts with boxes or packages, and lift and carry up to 50 pounds. The contractor shall answer the freight elevator for receipt of deliveries when their staff is in the mailroom. The contactor's on-site personnel shall always present a professional business casual appearance, (e.g., clean pressed slacks or jeans with no holes, shirt with collar and sleeves to cover shoulders, chest, core, and tattoos [no t-shirt], and closed-toe shoes) in accordance with standard office attire, within SSA space. The contractor's personnel shall always present a courteous and professional manner, and shall follow all applicable laws, regulation, and agency policies. The contractor shall participate in training on topics relevant to mailroom functions, protocols, and procedures including protection of SSA computer systems and personally identifiable information. The contactor shall communicate regularly with the onsite Contracting Officer's Representative (COR). The contractor's on-site personnel must obtain a current clearance through the Social Security Administration background check prior to working onsite. B-1.3 Period of Performance The period of performance for the base year and 4 one-year option periods is (if all option periods are exercised): Base Year- September 30, 2022 - September 29, 2023 Option Year 1 - September 30, 2023 - September 29, 2024 Option Year 2 - September 30, 2024 - September 29, 2025 Option Year 3 - September 30, 2025 - September 29, 2026 Option Year 4 - September 30, 2026 - September 29, 2027 B-1.4 Reimbursable Expenses The contractor is not authorized to incur expenses on behalf of the government. No purchase activities or travel are required or permitted. Should an unexpected situation arise wherein the contractor believes an expenditure is warranted, the contractor shall request direction from the COR before acting. B-2.0 Tasks The contractor shall receive and distribute mail daily. Outgoing mail delivered to the mailroom shall be prepared for sending, and mailed, and returned mail shall be processed. 28321322FDX030233 Page 5 Mail shall be received daily and may be from the US Government Client or any express carrier. Contractor shall bring unaddressed mail to the attention of a government representative (unopened). The contractor shall sort mail by mailroom distribution boxes when received from the courier. The contractor shall have knowledge of current postal standards and provide the most costefficient means for sending and receiving mail and packages Mail will include regular postal mail, certified mail, and express mail. The contractor shall prepare outgoing mail, metering for weight, and add postage. The contractor shall prepare outgoing express mail to include packaging the contents, filling out the air bill and inputting into the tracking system (as needed). Express mail will include FedEx, UPS, and DHL deliveries. The contractor shall prepare certified mail, including completing the required forms, tracking, and providing the information to the person who sent the certified mail. Certified mail shall be Contractor must manually record Certified mail in a daily manual log. Returned mail must be sent back to the appropriate carrier if required. The contractor must compare express mail bills to air bills to ensure all charges are authorized. The contractor shall perform courier services to include moving mail from the US Government Client mail boxes on the 3rd floor to Suite 2900 and from Suite 2900 floor mailroom to the US Government Client mail boxes on the 3rd floor. Courier services must be performed once per day. The contractor shall perform postal machine maintenance including notifying Designated Government Representative when machine balance reaches $1,000, as well as providing troubleshooting and calling maintenance contractor for breakdowns. The contractor shall stock the office supply room is after receipt and verification of products by government staff. The contractor shall distribute office supplies with mail deliveries. This contractor shall provide mail services to approximately 314 persons. The daily average of outgoing mail is 300 pieces. The daily average of incoming mail is 20 pieces. During the months of September and October, the number of incoming packages may be higher than the remainder of the year. Note: These are only estimates, not guaranteed volumes. The SSA centralized mailroom is located on the 29th floor. The servicing US Government Client mailboxes are located on the 3rd floor in the Columbia Center. FedEx, UPS, and all other courier mail is delivered to the 29th floor by the courier. The contractor shall follow Safe Mail Handling Procedures (Attachment 1). 28321322FDX030233 Page 6 Contractors are required to comply with the guidance on SSA's internet page, under the Important Alerts tab, COVID-19 FAQs for Contractors & Subcontractors. B-2.1 Deliverables Delivery: Mailroom personnel shall distribute mail by noon each day to the centralized mailroom on 29th floor and put the mail into the appropriate boxes. Pick-up: The contractor shall pick up mail once daily; at the servicing US Government Client mailboxes that are located on the 3rd floor in the Columbia Center. FedEx, UPS, and all other courier mail is delivered to the 29th floor by courier. Outgoing Mail: The contractor shall review all outgoing mail to determine that it has a complete address and zip code. All mail shall be packaged in accordance with US Government Client and agency regulations or private carrier procedures. This includes weighing and logging outgoing parcels. All outgoing mail shall be processed and prepared for pick-up by courier service and/or private carrier by 12:30pm. On the first day of performance, SSA will provide an in-person orientation to show the layout of the mailroom and the location of US Government Client mailboxes that are located on the 3rd floor of the Columbia Center. The contractor shall provide any new staff during the performance of this contract with job tasks orientation, for example, to cover during contractor scheduled leave. The contractor shall use a government provided mail-metering machine to meter outgoing mail. The government does not provide any automated machinery for processing incoming mail. The contractor shall provide responses to inquiries received on missing mail, or other mail questions. Anytime the contractor is in the mailroom, the contractor shall respond to the freight elevator for receipt of deliveries. When the contractor is out of the mailroom making deliveries, government staff will receive deliveries from the freight elevator. B-2.2 Anticipated Daily Schedule The contractor shall operate the mail processing function 5 days per week, Monday through Friday year-round and shall be present from 9:30 am to 1:30 pm PT except Federal holidays and emergency closures, such as during inclement weather. For inclement weather questions and notifications, the contact person is the COR, Jacek Cameron-Rulkowski, (206) 615-2151. Any substitute employees used to cover for vacations or illness, in advance of their work on site shall be oriented to the requirement by the contractor and have received a favorable suitability clearance in accordance with Section C-2 2352.204-1 - Security and Suitability Requirements. 28321322FDX030233 Page 7 B-3.0 Monitoring Progress/Compliance The COR will monitor the contractor's technical progress including assessment of performance and will recommend to the CO any changes in requirements. The COR will conduct an assessment for review and rating in April through Contractor Performance Assessment Report (CPAR), as required and when notified. The COR will perform evaluations and inspections of services provided to the RO components and will assist with resolutions to technical problems, as required. Contractor employees performing services under this order shall be controlled, directed, and supervised at all times by contractor management personnel. Contactor employees shall perform independent of and without the supervision of any Government official. The Government will control access to the facility and will perform the inspection and acceptance of the completed work. B-4.0 Government Property The government will provide a wheeled cart, a US Government Client mail cart, a hand truck, a postage metering machine, and all mail packaging supplies for the contractor's use in performing under this contract. The contractor is not required to leave the building to provide services. The government will provide maintenance on all government provided equipment. The contractor shall report equipment problems or concerns to the COR on a timely basis to allow remedy of problems with minimum impact to mail services
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