SOURCES SOUGHT
R -- Mail Service
- Notice Date
- 6/23/2020 11:03:15 AM
- Notice Type
- Sources Sought
- NAICS
- 561431
— Private Mail Centers
- Contracting Office
- 258-NETWORK CNTRCT OFF 22G (36C258) MESA AZ 85212 USA
- ZIP Code
- 85212
- Solicitation Number
- 36C25820Q0246
- Response Due
- 7/10/2020 3:30:00 PM
- Archive Date
- 09/08/2020
- Point of Contact
- Tammy Perrine, Contracting Specialist, Phone: (520)629-4712
- E-Mail Address
-
tammy.perrine@va.gov
(tammy.perrine@va.gov)
- Awardee
- null
- Description
- PERFORMANCE WORK STATEMENT 1.0. Scope of Work: The service provider (SP) shall be responsible for providing all personnel, supervision, equipment, tools, materials, and other items and services necessary to provide mail processing and presort mail services for Southern Arizona Veterans Affairs Health Care Services (SAVAHCS), except for those government furnished property and services listed in Section 3 of this Performance Work Statement (PWS). The SP shall follow all governing regulations and requirements of the United States Postal Service (USPS) as well as laws affecting the processing of official Government mail. Outgoing mail to be processed under this contract shall meet all USPS requirements for the processing services applied to each mailing piece. Mail includes first class correspondence, flats, standard mail, certified/registered mail, pharmaceuticals, and other related items, inserted and sealed in mailing envelopes, packages, and boxes. 1.1. Partnering: This PWS describes a performance based work environment in terms of ""what"" service outputs are required rather than ""how"" to perform the work. The SP is encouraged to strive for constant improvement and innovation in the performance of this contract, as long as the performance objectives are being achieved at the desired levels of performance. Successfully identifying and applying best practices can reduce business expenses and improve customer satisfaction. Cited publications and forms references are required in specific areas to support compatibility, safety, security, and public law/executive order issues. This PWS attempts to create a government-service provider relationship that promotes achievement of mutually beneficial goals and promotes a partnership environment. The success of this contract is dependent upon free and open communication between the SP and the government. The ultimate goal of this PWS is for the SP to establish a quality customer-focused multifunctional team fulfilling the requirements of the SAVAHCS. 1.2. Program Management: Program management includes management of the SP as an entity, as well as management of specific programs integral to mail processing and/or required by SAVAHCS or other instructions. Contract Manager: The SP shall provide management oversight for all work performed in this PWS. The SP shall identify a contract manager to serve as the interface between the government and SP. The SP shall exercise management and operational control for their areas and be responsible for performance IAW this PWS. The SP shall appoint an alternate program manager if the primary is unavailable for duty (vacation, illness, etc.). The SP shall aggressively pursue timely responsiveness to Contracting Officer or Contracting Officer Representative (COR) requests. The contract manager shall be readily available to assist the COR with problem mailings, cost savings initiatives, quality performance issues or other matters relating to this contract. Availability: The program manager or alternate shall be available during normal duty hours within 1 hour to meet on the installation with the contracting officer (CO) or COR to discuss problem areas. Performance Evaluation: SP performance outputs are subject to surveillance by government the COR to ensure compliance with this PWS. At a minimum, the SP shall: 1.2.2.1. Access: Allow CORs access to work areas and data, provide support, and not interfere with the COR s, or other state, federal, and other designated personnel in the performance of their official duties. The contractor shall permit the CO or authorized representative access to all records, data, and facilities used in the performance of the contracted services. Access shall be provided as soon as possible but not to exceed one workday of the request. 1.2.2.2. Non-conformances: Take immediate remedial and corrective actions for all non-conformances identified during government surveillance. We may need to stipulate a timeframe such as three workdays, five workdays, etc., and/or provide a corrective action plan for non-conformances that can t be resolved within the established timeframe within three workdays. Safety: The SP shall establish a safety and health program for employees compliant with the Occupational Safety and Health Act (OSHA) (Public Law 91-596) and the resulting OSHA Standards 29 Code of Federal Regulations. The SP shall ensure their employees comply with all the current and applicable Federal, State, and local safety and fire regulations and codes. Traffic: The SP shall comply with all posted SAVAHCS traffic regulations and directions/instructions of the SAVAHCS Police while on SAVAHCS. SDS: The SP is to retain copies of all SDS Forms for all chemical products used, and EPA must approve all chemicals used. Quality: The SP shall ensure that a quality system is put in place to ensure that mail is processed in accordance with this PWS. The SP shall document their quality system in a Quality Control Plan that shall be accepted by the CO prior to contract performance. 1.3 MAIL SERVICES: The SP shall ensure that all mail is picked up at least daily from SAVAHCS, building 14 loading dock no later than 3:00pm, and Prosthetics Building 57 no later than 3:30pm Monday through Friday (excluding Federal Holidays identified in Section 4.2 and other days declared by Presidential authority). During periods of high mail volume, the COR (with a 24 hour notification) may require the SP to pick-up and process additional mail besides the one day pickup. The SP shall ensure that an adequate quantity of trays, tubs, bags, and hampers are available at all times. The SP should have a contingency plan in place to ensure mail services are performed in accordance with this PWS should an equipment breakdown, vehicle breakdown, etc. occur. The SP will furnish metering mail machines for the Community-Based Outpatient Clinics (CBOC); up to a total of nine (9) metered mail machines. The SP will provide initial training to CBOC employees and annually thereafter. All packages/letters will be done/inserted according to USPS regulations. Payment of the rental equipment/supplies will be paid upon receipt of a proper invoice from contractor. Machine Requirements: Able to process up to 38 thick envelopes Process up to 30 first class envelopes per minute Updated rates included in pricing Local support for maintenance Capable of sealing envelopes Up to ten (10) presents needed Passcode protection Training included for all software updates 24/7 technical support included 1.3.1. Mail Control: The SP shall sign daily a Customer Control Record for pick-ups. Control record shall indicate the date, customer name, time of pick-up, driver name, and number of trays, tubs, bags, boxes, etc. 1.3.2. Cost Control: The SP shall process mail utilizing the most cost effective class of service available through the USPS. 1.3.3. First Class Mail: The SP shall pick up, meter and presort all USPS mail with the appropriate metered postage. Outgoing daily mail shall be processed by the SP and released to USPS no later than 24 hours after receipt. The SP shall guarantee that 100% of First Class automation compatible mail will receive automated price savings. 1.3.4. Mass Mailing: The SP shall process all mass VA appointment letters, announcements, flyers, correspondence, etc., identified as first class correspondence or bulk mailings. SP shall fold, insert, seal, address, pre-sort and meter all said items in VA provided windowed and/or non-windowed envelopes (VA specialty envelopes) prior to release to the USPS. At a minimum, these mass mailing items shall be picked up IAW 1.2.1., in conjunction with other mail. should this be paragraph 1.3 instead of 1.2.1? These mass mailings should be processed in a manner identified below to allow sufficient receipt of the mailings by the recipient. The SP shall be advised of pending mass mailings ahead of pick-up dates. The SP shall process mass mailings accordingly: 1-5,000 pieces shall be processed within two working days 5,001-10,000 pieces shall be processed within three working days; 10,001 pieces and higher shall be processed within four working days. The SP will return the CD with veteran addresses to the COR within one business day following completion of addressing the envelopes. 1.3.5. NARC Mail: All NARC packages shall be picked up at Outpatient Pharmacy Building 80 Room 1704 each day between 2:00-3:00 P.M., Monday through Friday. All NARC packages shall be posted and delivered to the local USPS Post Office the same day. 1.3.5.1. Tracking: The SP shall affix a tracking number on all NARC packages and supply these numbers to the Pharmacy Manager daily. 1.3.5.2. NARC Priority: All NARC packages shall be shipped Priority Mail with Signature Confirmation Delivery and the tracking information will be assigned by the contractor and reported daily to the Pharmacy Manager. Packages less than one pound weight may be shipped Standard Mail as long as delivery time averages less than three days. 1.3.6. Delays: The SP shall immediately notify the SAVAHCS representatives of any unexpected delay in the transit of mail, citing reason and expected recovery time. The SP will be provided with the name and contact information of the Contracting Officer s Representative (COR). 1.3.7. Material Security: The SP shall be responsible for the security of all mail received from the SAVAHCS until the mail is released to the USPS. The SP shall ensure their control methods that safeguard the mail are compliant with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) requirements. In the event any mail is damaged or if SP determines mail has an undeliverable or incorrect address, the COR should be immediately notified. The SP shall fully cooperate in any investigation of missing and/or tampered NARC and other accountable mail. 1.3.8. Reports: The SP shall provide a Daily Mail Report to the COR. The report shall outline and list the total costs, to include a breakdown of all fees. The Daily Mail Report shall reflect as a minimum the following information: Total Automated, pieces count, and cost/price. Total Presort, pieces count, and cost/price. Total Full rate, pieces count, and cost/price. Total Presort Flats, pieces count, and cost/price. Total Certified, pieces count, and cost/price. Total Priority, pieces count, and cost/price. Total International, pieces count, and cost/price. Total Handling/Processing and class of service/price. Total Metering Fee, pieces count, and cost/price. Total Machine Rejected Mail (MRM), pieces count, and cost/price. Total Standard Mail only as required. This should include ensuring mail metering strips are securely attached as well as validating that the correct postage is applied to all mail prior to delivery to the USPS. The SP shall be liable for all postage costs incurred for Postage Due mail processed by the SP. SECTION 2 SERVICE DELIVERY SUMMARIES PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE THRESHOLD Mass mailings 1-5,000 pieces shall be processed within two working days 5,001-10,000 pieces shall be processed within three working days; 10,001 pieces and higher shall be processed within four working days. No more than three exceptions per each 12 month period of performance. Daily Mail reports Provided daily No more than five exceptions per quarter. Invoicing Submitted within 5 business days of period closeout No more than four exceptions per quarter. SECTION 3 GOVERNMENT-FURNISHED PROPERTY AND SERVICES There is no Government furnished items in performance of this contract. SECTION 4 GENERAL REQUIREMENTS 4.1. SERVICE PROVIDER EMPLOYEES: Due to the nature of where work is to be performed, all conduct of SP personnel shall be respectable and sensitive to patients, visitors, and VA personnel. The SP agrees that none of employees shall use or reveal any research, statistical, medical, or security information obtained during the performance of the work or as a result of their presence on Government premises without the prior written consent of the Government. 4.1.1. Language: All SP personnel working at this facility must be able to read, write, and speak English fluently. 4.1.2. Clearances: The performance of this contract requires the Contractor to have routine, unescorted access to SAVAHCS facilities. VA requires that all Contractor personnel involved in the actual handling and shredding ??what are they shredding?? of documents at any facility, and who have access to Protected Health Information (PHI) undergo an FBI National Criminal History Fingerprint Check. All Contractor employees shall be the subject of a low-level security background investigation (National Agency check with written inquiries; approximate cost $200.00) and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. The cost for such investigation shall be borne by the Contractor. The Contractor shall be required to furnish all applicable employee information to conduct the investigation. If the investigation is not completed within 40 days from contract award, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Failure to complete a background investigation may result in Contractor personnel being prohibited from performing services under this contract. 4.1.3. Appearance: The SP's employees shall wear visible identification, at all times, while on the premises of the SAVAHCS. Identification shall include, but not be limited to, a company identification card, which shall include the company name, employee name, title, and a photograph of the employee, and current Contract Number with the SAVAHCS. All employees of the SP providing services to the SAVAHCS must wear a company uniform identified with the company name and/or logo. Uniforms must be neat and clean at all times while working the SAVAHCS premises and not contain any profane or offensive wording or images. Uniforms and logos shall be submitted to the CO for approval prior to being implemented. 4.1.4. Smoking: All SP personnel shall be instructed that smoking and vaping is prohibited on SAVAHCS and CBOC s property. 4.1.5. Employee Training: All personnel handling the mail have received initial and annual Privacy and HIPAA training. The SP shall also comply with VA Handbook 6500 6 Appendix C. Training can be received on this site: https://www.tms.va.gov/SecureAuth35/ Each employee shall create a profile and take the following courses: General Employee Privacy Training VA Information Security Awareness Completion certificates and signed Contractor Rules of Behavior discussed in VA Handbook 6500 6 Appendix C shall be provided to the COR. 4.2. Holidays: If the holiday falls on a Saturday or Sunday, it may be observed on Friday or Monday as directed. Holidays include: New Year's Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas 4.3. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA): In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate Standard. This contract and its requirements meet the following exception and does not require a Business Associate Agreement (BAA) in order for Covered Entity to disclose Protected Health Information to: An organization (admin support services, mail presort services, or electrician) whose access to Protected Health Information would be incidental, if at all; Based on this exception, a Business Associate Agreement (BAA) is not required for this contract.
- Web Link
-
SAM.gov Permalink
(https://beta.sam.gov/opp/97de8da5feee4ebf9341fa74700ac5fc/view)
- Place of Performance
- Address: Department of Veterans Affairs Southern Arizona VA Healthcare System 3601 S. 6th Avenue, Tucson 85723
- Zip Code: 85723
- Zip Code: 85723
- Record
- SN05700668-F 20200625/200623230143 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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