THS Surface Optimization Statement of Work STATEMENT OF WORK. Terminal Handling Surface Optimization Program (TOP) Facility Services.

Transcription

1 STATEMENT OF WORK Terminal Handling Surface Optimization Program (TOP) Facility Services June 9, 2014 Surface Transportation Operations Surface Transportation CMC Page 1 of 25

2 Table of Contents STATEMENT OF WORK Section 1 General Statement of Work Elements: Section 2 Statement of Work Operational Elements: Section 3 Delivery and Performance: Section 4 Administrative Elements: Section 5 Security and Safety: Section 6 THS-Surface Optimization Facilities: Section 7 Contract Type: Section 8 Contract Term (Period of Performance) and Option Periods: Section 9 Contract Line Items and Prices: Section 10 List of Attachments / Exhibits / PS Forms / Acronyms: Page 2 of 25

3 STATEMENT OF WORK 1. SECTION 1 GENERAL STATEMENT OF WORK ELEMENTS: Introduction & Purpose: 1.1 Introduction: The concept of a Terminal Handling Service Surface Optimization Programilot (TOP) Facility services is to T-Stack or unload a T-Stacked container of mail volume to/from a brick-layed form into Postal Service empty equipment onto trailers to/from the identified Postal facility serviced by the THS-Surface Operations Facility. The mail volume traveling on the TOP network is primarily First Class Mail and Small Parcels and Rolls (SPRs). The following general functions of loading/unloading trailers, transferring mail from one trailer to another trailer, adhering to required separations, record keeping, and electronic data submissions, are critical to success. The THS-SOF (TOP) supplier shall implement an integrated material handling system that provides the required services in accordance with the terms and scope of the contract. 1.2 Purpose: The purpose of this procurement is to contract for the material handling personnel, management, facility and related resources necessary to operate a trailer T-Stack operation and T-Stacked container unloading operation, terminal and corresponding mail handling activities. 1.3 Overview: The THS-SOF will provide a terminal link for the continued on-time delivery of mail routed through a predetermined Postal Service facility (Plant, Surface Transfer Center, NDC or any other identified Postal Service Facility). Supplier s operational requirements will be to provide terminal handling services for loading and unloading of mail or freight, mail drayage, mail sorting, and upkeep of THS-SOF facility as specified throughout this statement of work. The THS-SOF supplier, as directed by the Postal Service, will T-Stack and unload T-stacked containers of mail volume from/to trailers for optimal utilization of trailer cubic capacity to reduce the number of trips/loads within a given Originating/Destinating Lane. The THS-SOF Supplier will T-Stack mail received on designated shuttles from a predetermined Postal facility into a specified single container for long haul dispatch to another facility (Postal or THS-SOF). The THS-SOF supplier will unload the T-stacked inbound long haul containers from other THS-SOFs, Page 3 of 25

4 containerize into designated postal equipment and load onto multiple shuttles for dispatch to the identified Postal facilities. The Postal Service expects 100% on-time dispatch in accordance with schedules provided (attachment B). The Postal Service expects 100% distribution accuracy for all mail tendered to and processed by the supplier in accordance with separation requirements provided (attachment H). 1.4 General Requirements: a. Site Reviews: The Postal Service reserves the right to conduct periodic operational inspections on a scheduled or unscheduled basis to ensure contract compliance, assess contractor performance, and determine if modifications are necessary. b. Peak Holiday Season The supplier may be required to handle additional trips and load/unload service as requested by the Contracting Officer (CO) for the Peak Holiday Season. Supplier must be able to provide service to meet the needs of increased mail volume during the Peak Holiday Season. Supplier will be given a minimum 30-day notice prior to start date of the required exceptional service except during emergency situations. Additional needs such as those stated above will be negotiated separately. c. Resources Supplier will oversee operations and provide sufficient resources (i.e. staff, material handling equipment, etc) to accomplish all loading and unloading of mail or freight, mail drayage, mail sorting, and all consolidating/deconsolidating activities critical to the success of THS- SOF operations. d. Service Delivery Supplier will use prescribed methods to load and unload surface vehicles, maximize trailer cubic capacity, and maintain service delivery commitments as determined by the Postal Service. e. Equipment: Supplier will provide adequate industrial step aids to support overhead loading/unloading inside the trailers. Supplier will provide adequate lighting to illuminate the trailer interior to support safety and mail security. f. CDF Phone Line Page 4 of 25

5 During operational hours provided in the schedule to the Supplier (attachment B), a contact name and number for real time communication must be available to enable efficient, cost effective adjustments to unexpected operation events as they arise. g. MTE: The originating and destinating Postal facility of the shuttle transportation (Host Postal Facility) will be the point of contact to request Mail Transport Equipment (MTE). The Supplier will use specific MTE at the direction of the Host Postal Facility during the unloading of T-stacked container operations (Exhibit A). The Supplier will recycle and reuse cardboard containers. Cardboard containers are not to be cut or damaged during loading/unloading procedures. h. Load: Supplier will load and unload containers, Non-machinable outside (NMOs), Parcels, pallets, loose mailbags, letter trays, flat tubs, etc. from surface transportation. Supplier will prepare containers and break down pallets to maximize container cubic capacity. With prior notification, supplier may be required to sequence load containers according to Postal Service provided load plans established for specific travel lanes. i. Operations: Supplier must notify the Host Postal Facility of any contingency events/changes or anticipated events/changes impacting the operational services provided by the supplier. j. Schedule Flexibility: Supplier will maintain a level of operational flexibility to accommodate out-of-schedule events and ensure they are handled with the same level of efficiency and accuracy as the regularly scheduled trips. Out of schedule events can be defined as (but not limited to) late arriving trips, extra trips (scheduled or unscheduled) or Postal system failures. k. Mail Protection: At all times, while mail is in the supplier s possession, the supplier will ensure the mail is secured and protected from depredation and weather damage. l. Data: Supplier will be responsible for all data entry to record and track all trip arrivals, departures and trailer utilization in the Transportation Information Management Evaluation System (TIMES) or other system identified by the Postal Service. m. Equipment Protection: Supplier will be responsible for costs of repairs and/or replacement of damaged postal equipment or facilities if the damages are the fault of the supplier. Page 5 of 25

6 n. Meetings or teleconferences: Supplier attendance and/or participation at the Host Postal Facility operational meetings or teleconferences is required when requested. 1.5 Facility Requirements: a. Supplier must provide a secure facility with adequate workspace and operational loading dock bays sufficient to accommodate daily THS- SOF operations. b. Facility platform must be capable of safely accommodating the loading and unloading of trailers up to 53 feet long and between 48 to 52 inches in height from the ground to trailer bed. c. Facility must have sufficient space to accommodate staging of inbound/outbound mail to build and break all volume arriving and departing in accordance to attachment B for transfer to outbound long haul and shuttle trailers. d. Facility must accommodate the storage of MTE, material/cargo handling equipment (forklifts, pallet jacks, etc.), and space to perform other related terminal handling services. 1. Supplier is required to provide resources for the loading and unloading of MTE for repair and storage. e. Facility must meet all established Postal Service safety rules and regulations, be certified for use by the Postal Inspection Service, and approved by the CO and/or the Contracting Officer s Representative (COR) prior to operational start-up. f. Facility must be capable of providing access for all Postal Service approved containers sizes and types referenced in Exhibit A. g. Supplier must allow authorized Postal Service employee access to the facility/site during the term of the contract. h. Supplier must adhere to all facility security requirements of the United States Postal Service (USPS). i. Supplier must ensure that all personnel gaining access to the THS- SOF have been properly cleared to have access to mail products. 1.6 Division of Operational Responsibilities: Supplier will work in concert with all Postal Vehicle Service (PVS) and Highway Contract Route (HCR) suppliers and representatives to ensure efficient and effective operation of the THS-SOF. Functional responsibilities are divided as follows: a. Postal Service: The Host Postal facility serviced by the THS-SOF will serve as a point of contact for the Supplier to provide information and resources to support the THS-SOF operation. The information and resources include, but are not limited to, transportation network changes, Page 6 of 25

7 operational changes, MTE requests, and directions related to daily operations. The Host Postal Facility in consultation with Headquarters (HQ) Surface Transportation Operations will have the authority to direct and instruct the supplier to ensure compliance with daily operational goals and contractual requirements. b. Supplier: Supplier will provide a management team at the THS-SOF to oversee and coordinate operations, exchange and relay information, monitor performance, and track data pertinent to the day-to-day operations. The supplier management team will consult with the Host Postal Facility for instruction or clarification of issues related to daily routine operations. Page 7 of 25

8 2. SECTION 2 STATEMENT OF WORK OPERATIONAL ELEMENTS: 2.1 Daily Inbound Operational Requirements: a. Supplier will provide the necessary dock personnel to meet and direct all inbound trucks to the proper bay. 1. Ensure all facility safety requirements are followed prior to proceeding (chocked trailer, red/green light if applicable, door chain, etc.). 2. Verify the security seal number against P.S. Form 5398A, (Container Route Vehicle Record) 3. Cut the security seal. 4. Open the trailer door. 5. Input all information from Form 5398 (to include trailer, driver, utilization, and actual arrival/departure times) into a predetermined Postal Service Systems. For reporting purposes, the Postal Service defines vehicle utilization as 100% of the trailer floor space and 100% of the Cubic space above the floor. 6. Supplier is responsible to ensure that all arriving shoring straps are returned to trailer. 7. Supplier is responsible for creating PS Form 5500 (Transportation Contract Irregularity Report), PS Form 5466 (Late Slip) and printing PS Form 5398A (Contract Route Vehicle Record) as appropriate. b. Inbound Shuttles from Postal facilities serviced by the THS-SOF 1. Supplier must process all mail units tendered in an efficient and expedient manner to meet long haul trip departure times to the destinating facility (attachment B). 2. All shuttles must be off-loaded and T-Stacked for dispatch within 1.0 and 2.5 hours to meet the departure of the specific long haul (attachment B). 3. All placards from containers must be kept for specific outbound long haul to be placed in wall pocket, envelope, on wall and/or remain on containers. c. Inbound unloading of T-stacked containers from other THS-SOF or Postal Operations 1. Supplier must efficiently unload and process all mail units arriving by long haul trips from originating THS-SOF or Postal facility within 1.0 to 2.0 hours to meet the departure of specified shuttle trips to the Host Postal Facility. 2. Supplier must utilize existing arriving placards found in wall pocket, envelope, wall and/or containers to identify contents Page 8 of 25

9 when building destinating containers for the outbound shuttles to the Postal facilities serviced by the THS-SOF. 3. Separations of volume received from unloading of T-stacked containers will be according to attachment H and facility specific. The National Distribution Labeling List (NDLL) will be used to identify facility specific required separations and will be communicated by Headquarters personnel only. The placards arriving in wall pocket will match the separations required by the NDLL. If a conflict arrives, Supplier is not to exceed the required separations provided by headquarters personnel. 2.2 Daily Outbound Operational Requirements: a. Supplier will provide the necessary dock personnel to dispatch all outbound trucks by scheduled departure time as follows: 1. Ensure all facility safety requirements are followed prior to proceeding (chocked trailer, red/green light when applicable, door chain, etc) 2. Verify the contents are for the designated destination 3. Verify load is properly separated when applicable 4. Complete PS Form 5398a (Container Route Vehicle Record) Provide driver copy Keep origin copy Place destination copy in trailer on trailer wall 5. Close the trailer door 6. Affix security seal 7. Confirm driver utilizes required padlock to trailer door 8. Input all information from PS Form 5398 (to include trailer, driver, utilization, and actual departure time) into predetermined Postal Service system. For reporting purposes, the Postal Service defines vehicle utilization as 100% of the trailer floor space and 100% of the Cubic space above the floor. 9. Ensure all trucks have on board and use a minimum of 2 shoring straps every 10 feet (or an approved restraining device) to secure loads prior to departure. b. Outbound Shuttles for Host Postal Facility: 1. Supplier will be required to maintain the separations of mail provided by attachment H to be facility specific and in accordance with the NDLL. 2. Supplier must adhere to directions provided by the Postal Headquarters regarding necessary separations to support induction at the Host Postal Facility. Page 9 of 25

10 3. MTEL placards from unloaded T-stacked containers are to be used to identify container contents and destination by affixing to appropriate containers prior to dispatch to shuttle trips for the Host Postal Facility of the THS-SOF. Separations will not exceed the NDLL and Headquarters required separations for THS-SOF. c. Outbound T-Stacked containers for other THS-SOF or Postal facilities: 1. Supplier must place all placards from containers T-stacked onto transportation into wall pocket, on wall, in envelope or leave affixed to containers. 2. Supplier may be required to read either placards or labels on containers, pallets or parcels to determine the correct disposition of the mail on outbound T-stacked container. 3. Supplier is required to load in an efficient and safe manner utilizing all available cubic space on the trailer (floor to ceiling). d. Outbound Trailer Weight: 1. During the loading process, supplier must be aware of the maximum weight capacity of the trailers and factor the weight into the trailer loading plans (Exhibit C). 2. The United States Department of Transportation (DOT) regulates the maximum weight of vehicles traveling on interstate highways. Guidelines for weight are defined in part of the FMCSA rules and regulations. Supplier is expected to be aware of the rules and regulations in the FMCSA and comply accordingly. 3. Supplier can be expected to rebalance and/or adjust a load on any trailer that is found to be over weight. 2.3 Reporting Requirements: In the event of weather, mechanical, or other operational delays, including HCR or Postal Service operational events, the THS-SOF Supplier is required to immediately contact the Host Postal Facility. Supplier is required to report all delays in the appropriate system identified by the Postal Service (TIMES, LCRS, etc). A follow-up report must be submitted via at the end of operation. Upon request of the Postal Service, supplier is required to provide special reports, information, and internal operational documentation not addressed in the Statement of Work (SOW). Information must be reported in writing via to the local Postal Service designee and the Area Networks Operations. Rollover Mail Volume: Supplier must count and report all mails not dispatched at the end of every operational day. Supplier will report the rollover volume in writing via to the Postal facilities serviced by the THS-SOF, the Area Networks Operation, and USPS Headquarters Surface Page 10 of 25

11 Operations. In addition, supplier will document all rollover volume in the appropriate system to be identified by the Postal Service. At a minimum, the following reports will be required: 1. Mail Transport Equipment inventory report (monthly). 2. Significant personnel events/issues (i.e., theft, security violations, etc. all per occurrence). 3. Accident reports, including personnel and equipment involved (all per occurrence). 4. All rollover volume by destination and mail type (daily). 5. Daily Operation (trips arrived, departed, cancelled, late, extra, etc. (daily). 6. Subcontracting Report (quarterly)/plan. 2.4 Mailing Requiring Special Handling: a. Hazardous Materials: Hazardous Materials (Hazmat) and restricted materials are defined as a substance or material in a quantity and form that may pose a risk to health, safety or property in commerce as defined by Postal, DOT and FAA regulations. Supplier will be required to have trained individuals to recognize and handle HAZMAT in accordance with USPS requirements and must comply with Title 14, CFR, Part 139, and Hazardous Material Regulations (HMR) - 49 CFR 100 through 199, and any federal, state or local requirements. A standard operating plan identifying each step the supplier will follow after identifying potential hazardous material must be available at all times. b. Live Animals: Transportation of any lives through the Postal Service System. Lives are not permitted to travel on THS-SOF (TOP) transportation. Supplier is required to document any lives received and immediately return to the Postal Service Facility serviced by the THS-SOF. 2.5 Contingency Plans Supplier must establish and maintain a current contingency plan for dealing with unscheduled and unexpected events affecting the expeditious operation of the THS-SOF. These plans are to include, but not be limited to, ensuring service when one or more of the following conditions occur: Late or early arriving trucks Page 11 of 25

12 Trips / Mail arriving out of normal sequence Trucks not on site for dispatch Inclement weather during operations Labor disruptions and/or staffing shortages An inability to complete all loading-unloading in time to meet dispatch Overflow mail Less than required MTE on hand Periods of national emergency or natural disasters Delays caused by environmental issues (i.e. fuel spills, HAZMAT). Other conditions that may impact on-time operations Power losses Damaged or non-labeled mail Matrix or schedule changes 2.6 Options for Exceptional Service: The Postal Service may require the supplier to perform an exceptional service. Unless otherwise specifically provided in this contract, the supplier shall perform such additional service at the current contract rate, during the operating times identified by the Postal Service. 2.7 Vehicle Operations and Arrival/Departure Profile Changes to the current schedule will be communicated to the supplier by the Postal Facility serviced by the THS-SOF in consultation with HQ Surface Operations. 2.8 Frequency of Operation: The THS-SOF will operate DAILY ( days per year) in support of and in conjunction with the Postal Service transportation network scheduled to operate on various USPS frequencies. However, the latest transportation schedule (arrival departure schedule) provided to the supplier to submit their proposal (price and technical) will be applicable for the operation / will supersede days per year. The Postal Service reserves the right to cancel or modify the frequency of operations at the discretion of the COR with seven (7) days prior notice to the supplier. Expanded operations, such as additional operating hours per day, may be required due to peak holiday season operations (i.e., 21 days prior to Christmas including weekends), contingency operations for Acts of God, or major work disruptions. Compensation for expanded operations will be negotiated. Page 12 of 25

13 2.9 Trailer Activities Description and for Pricing Purposes: For the purposes of this SOW and price proposal, payment will be based on a Job Rate based on the two types of jobs applicable to the operation of the THS Surface Optimization Facilities. A description of the two job types follows: a. Trailer T-Stacking 0utbound: Activities: The T-Stacking operation requires the THS-SOF to unload the mail from two or more shuttle trailers for T-Stacking into one long haul out-bound container for specified destinations. Shuttle trailers are loaded by the Postal Service facility being serviced by the THS-SOF and transported to the THS-SOF operation. Trailers will contain USPS MTE containing mail (either rolling or pallets identified in Exhibit A). Unloading scheduled shuttles (destination specific) from the Postal Service facility serviced by the THS-SOF will be timely in order to prepare and load out-bound network transportation. Unloading may require fork lifts, pallet jacks, or mail may be rolled off. b. T-Stacked Container Unload: The T-Stacked container unload operation requires the THS-SOF unload inbound long haul transportation that has been fully or partially brick-layed at origin. The THS-SOF will re-containerize the brick-layed portion of the trailer and off load all other MTE containing mail (either rolling stock or pallets). The THS-SOF will build the volume into Postal Service containers performing predetermined separations identified in attachment H and load containers into shuttle transportation to the Postal Service facilities being serviced by the THS-SOF. The THS-SOF will load empty MTE for the Postal Service facility on space available shuttle transportation. Page 13 of 25

14 3. SECTION 3 DELIVERY AND PERFORMANCE: 3.1 Performance Standards: a. The supplier is expected to dispatch 100% of all departures at the scheduled departure times in accordance with attachment B. Supplier will be held accountable for all delays other than delays imposed by USPS or HCR Operations. b. Supplier will be expected to maintain 100% accuracy for Quality of Dispatch in accordance to attachment H. Quality of Dispatch is defined as no containers or loose pieces placed on incorrect departing containers or transportation. Supplier will be responsive to feedback and immediately correct the source of the error to ensure the error does not reoccur. c. Supplier is expected to perform internal quality monitoring. Supplier is responsible to have a quality assurance program established in-house to perform daily monitoring. d. Periodic performance meetings between the supplier and local Postal facilities serviced by the THS-SOF will be performed on a regular basis (schedule to be determined). 3.2 Irregularities a. The Postal Service requires 100% contractual compliance. Actions by the supplier that result in service failures are considered irregularities and will be addressed individually as they occur. b. When an irregularity is noted, (i.e. THS-SOF delays not related to or resulting from USPS or HCR operations) the USPS will issue a PS Form 6166, Contractual Noncompliance Document to the supplier. c. Upon receipt of PS Form 6166, the supplier shall promptly take all necessary corrective action to bring performance into contract compliance. Supplier and local Postal facility representative will discuss completed 6166 on an individual basis. Supplier will complete appropriate areas of 6166 documenting corrective action to ensure error does not occur in the future. Supplier will inform local Postal facility representative of action taken to alleviate future occurrences. d. Irregularity Compliant Examples: 1. Failure to Load: Refusal or failure to accept, transport, or load mail at the THS-SOF as specified in this contract. This is to include any mail missing an advance dispatch to a destination where space is available. 2. Delivered to Wrong Destination: The destination Postal facilities will identify and report mail loaded and dispatched Page 14 of 25

15 from the originating THS-SOF routed to a destination other than the designated delivery point (containers, NMOs, parcels, sacks, etc). This information will be provided to the THS-SOF by receiving THS-SOF and Postal Service facilities. 3. Failure to Protect: Failure to safeguard the mail from depredation or other hazards while in the supplier s custody or control. This includes failure to prevent unauthorized persons from having access to the mail. 4. Failure to Protect Postal Service Equipment: All Postal Service supplied equipment is subject to this assessment. 5. Late Dispatch: Outbound trips not dispatched by the departure time of the applicable HCR schedule. e. Adjudication of Irregularities: 1. All irregularities will be documented by the postal official who first identifies the occurrence (PS Form 6166): a. Supplier is expected to respond upon receipt of PS Form Supplier will receive a copy of the 6166 and any supporting documentation to prepare for adjudication. a. Supplier will have a minimum of 14 days to prepare for the adjudication process. b. Following the adjudication process, the completed original will be forwarded to the CO. 3. Adjudication may result in a determination as to whether an irregularity is a chargeable offense and to what level. f. Repeated Irregularities 3.3 Theft of Mail 1. Repeated contract irregularities, with no or ineffectual attempts at correction, may result in contract termination for default. a. In cases where mail theft is committed by the supplier s or subcontractor s personnel, actual investigative costs to the Postal Inspection Service and/or the Office of the Inspector General (OIG) may be assessed as actual damages. 1. Costs will be reasonably determined and may begin accruing only when a specific investigation begins on the basis of probable cause. 2. Costs of routine surveillance not associated with a specific theft or series of thefts will not be assessed. 3. Postal Service may assess actual damages for loss of product value resulting from insurance claims where payout to postal customers can be traced to the incident/s. a. Amounts for incidents shall not exceed $10, per incident. Page 15 of 25

16 b. In addition to the above, in cases where mail theft occurs due to the supplier s failure to diligently follow the mail handling employee screening requirements set forth in the contract, the Postal Service may assess an administrative damage in the amount of $5, a. This is in lieu of actual administrative costs that would be associated with a complete audit of the supplier s adherence to the terms and conditions of the appropriate contract clauses and SOW. c. Depending upon the circumstances of the incident, the Vice President, Network Operations and USPS Management, in consultation with the Postal Inspection Service or (OIG) may determine that damages are not appropriate, and may waive a portion or all of the amounts that may otherwise be due the Postal Service. 1. The OIG or Inspection Service will consider such factors as the supplier s level of cooperation in investigations, implementing corrective action, and efforts directed at loss recovery. 3.4 Contracting Officer Representative The Contracting Officer (CO) will appoint a Contracting Officer Representative (COR), responsible for the day-to-day administration of the contract, who will serve as the Postal Service s point of contact with the supplier on all routine matters. A copy of the notice of appointment defining the COR s authority will be furnished to the supplier upon award of the contract. Page 16 of 25

17 4. SECTION 4 ADMINISTRATIVE ELEMENTS: 4.1 Training Supplier will be responsible for providing employees all of the necessary training to perform the functions and duties to comply with the SOW. The training will include but not be limited to the following items: Orientation training for new employees Supervisor and Lead training Identification of mail by type, size and shape for the purpose of separating mail per the direction of the Postal Service facility serviced by the THS-SOF to support efficient induction at the Postal facility Proper and safe loading and use of containers and postal equipment Recurring training for employees as needed Proper handling procedures of HAZMAT, damaged mail, and lives Security training to address mail security and identification badge requirements Dock operations to include the postal-approved procedures for opening and sealing of trucks and inputting all transportation data Specialized training for employees who must perform certain technical or special functions that may require certification Newly required training due to changed conditions, laws, or regulations Suppliers will cross-train employees to allow greatest flexibility 4.2 Non-Core Functions Non-core functions are requirements that the supplier must provide as specified below in this SOW which are not directly related to the transfer, sorting, loading and unloading of mail to and from vehicles. c. Administrative and General Area Maintenance Supplier is required to provide all general maintenance and daily cleaning throughout the facility to ensure unimpaired operations. Supplier is responsible for all snow/ice removal for the entire facility to ensure operations continue unimpaired. Supplier is responsible to ensure all roadways/driveways on facility property are clear of debris. Page 17 of 25

18 5. SECTION 5 SECURITY AND SAFETY: 5.1 Security/Safety The Postal Service reserves the right to delete this section and provide the security service for the facility. The supplier will provide a secure and safe environment for the mail and all employees working in support of this contract in the areas where distribution and administrative functions are performed including all buildings, equipment, vehicles, and other property located thereon, on a 24 hour basis, 7 days a week. a. Supplier is expected to maintain and preserve the sanctity of the mail as follows: Failure to protect and secure the mail may be subject to liquidated damages If security deficiencies are identified, the CO may unilaterally direct the supplier to upgrade the level of security based on Inspection Service reports. b. Supplier will ensure all employees are properly attired in compliance with all federal, state and local safety requirements. c. All security procedures are subject to review by the Postal Inspection Service prior to contract award. d. Supplier may be held responsible for claims made against the Postal Service for items stolen from the mails while in the contractor s possession. e. Supplier must report all matters of security breaches and mail tampering to the local Postal Service facility serviced by the THS-SOF immediately upon identifying an occurrence. f. Supplier must establish a system for the identification of individuals having access to US Mail under the contract. A single system shall be used to identify both supplier and subcontractor employees At a minimum, each employee shall be issued a laminated identification badge with a color photograph of the bearer Badges shall be of such nature as to clearly distinguish the bearers from employees who do not have legitimate access to the US Mail Accountability controls for badges shall be developed and such plans must be included in the Security Design Plan g. Supplier must ensure that employees store personal effects, including but not limited to purses, backpacks, lunchboxes, etc., in a secure Page 18 of 25

19 area prior to accessing the workroom floor or area where mail is processed, staged, or otherwise located. h. Supplier is required to conduct monthly safety reviews to ensure full compliance with all federal, state, and local agencies (i.e., OSHA, DOT) and provide and maintain a safe working environment. i. Supplier must conduct regular security self-assessments (security of mail and personnel screening), at least once a year, of their operations and the operations of their subcontractors to ensure appropriate security procedures are in place to protect the mail. Supplier shall provide advanced notice to the Postal Service (CO, COR, or designee), who may also participate in the assessment. Supplier shall maintain the results of the assessment and make such results available to the Postal Service upon request. j. Supplier must ensure that all drivers gaining entrance to facility hold a valid Postal Service Employee ID, a valid Non Postal Service Temporary Employee ID, or a valid Non Postal Service Contract Employee ID. k. Supplier must provide the following: 1. Inspection Service access to the site and facility at all times and without prior knowledge of visit. 2. A reporting system that identifies all mail found to be tampered with or rifled within, and adjacent to, the facility as well as found in vehicles. 3. A photo identification system for all employees authorized entry into the building (identification badges MUST be worn in a visible location ABOVE the waist). 4. Limited access to the site and facility through controlled access points with a maintained record of access for a minimum of one year. All other doors, except for those used for mail receipt, delivery, and dispatch, must be equipped with a system identifying door is open. Door should be equipped with a visual device while open. If the door is not on the workroom floor, it is required to have a remote signaling device to notify management the door is being used. l. If a non-postal facility is required, the Postal Service requires that the Supplier expressly address the following requirements in an Alternate Security Design Plan: 1. A burglar alarm system. Page 19 of 25

20 2. The THS-SOF shall provide a facility monitoring system, (i.e. CCTV system) which will facilitate the collection of evidence for use in Inspection Service investigations. System is for exclusive use of Inspection Service. THS-SOF will not have access to the system except for repairs and preventive maintenance. System must provide a clear view in natural, artificial and low light conditions of the work floor, loading docks, mail vehicles, lunchrooms, employee entrance, rest room entrance, and entrance to any locker rooms. System must provide a continuous, uninterrupted, and independent viewing of one or more employees moving through the facility and be fully functioning and operational for the term of the contract. 5.2 Personnel Screening and Records a. Supplier and all subcontractors are responsible for assuring that all employees hired, who have access to the U.S. Mail, as described above, undergo the required security screening process prior to having that access. b. Supplier will ensure an adequate number of employees are certified by the USPS Inspection Service for the purpose of removing and installing trailer seals and inputting data into TIMES. 1. A list is to be provided to postal management of all employees cleared to remove and install seals. 2. A list is to be provided to postal management of all employees cleared to access and input information into TIMES. 3. Supplier is required to inform postal management immediately when an employee with any type of clearance is no longer employed by the supplier. 4. All changes to employment are to be communicated to Postal Management immediately to keep list updated on all additions and deletions. c. Supplier must supply, for each employee, the following forms and information to the Security Clearance Unit, U.S. Postal Inspection Service, 225 N. Humphreys Blvd., 4th Floor, Memphis, TN (Memphis SISC-Security Investigations Service Center): 1. Certification and Transmittal Cover Letter 2. PS-Form 2181-C, Authorization and Release Background Investigations 3. PS-Form 2025, Contract Personnel Questionnaire 4. FD-258, Applicant Fingerprint Chart Page 20 of 25

21 Note: All forms and further instruction can be obtained by calling the local Inspection Office in Memphis, TN at (901) d. The security screening process must include: 1. A Criminal records check: The records check shall be made through local agencies (city, county, state) where the employee has resided and/or worked for the past five years. 2. Employment verification: The verification shall identify reasons for termination or resignation from prior positions during the five years prior to employment under this contract. 3. Fingerprints: All employees shall be fingerprinted and those fingerprint files shall be maintained at a central location in the facility at which the employee works. Fingerprint chart must be submitted to the Memphis ISOSG, who shall in turn submit them to OPM for a check of the FBI national database. Check of the fingerprint database is essential, and in the event that a classifiable print cannot be obtained, a second card submission is allowed. In the event the second card is also unclassifiable, the employee s clearance shall be rescinded, and they may no longer have access to the mail. 4. Supplier is responsible for employee drug screening tests for prohibited drugs. The term prohibited drugs means marijuana, cocaine, opiates, phencyclidine (PCP), amphetamines, or a substance specified in Schedule 1 or Schedule 2 of the Controlled Substances Act, 21, U.S.C. 811, 812 unless the drug is being used as authorized by a legal prescription or other exemption under Federal, State, or local law. A laboratory certified by the U.S. Department of Health and Human Services must perform the drug test meeting the requirements of the Substance Abuse and Mental Health Services Administration. The prime suppliers and all subcontractors must maintain the name of the institution conducting the test and a document indicating if the employee passed or tested positive 5. Supplier is responsible for verification of U.S. citizenship or legal work status authorizing them to work in the United States. e. Supplier shall not hire under this contract any person who: 1. Does not meet the requirements of the personnel security screening procedures as outlined in this section. Page 21 of 25

22 2. Tested positive for a prohibited drug without the authorization by a legal prescription or other exemption under Federal, state or local law. 3. Is on parole, probation, or suspended sentence for commission of a felony during the past five years. 4. Has been convicted of any criminal violation during the past five years, for offenses involving dishonesty, moral turpitude, and illegal financial gain, theft or assault. 5. Has been convicted of illegal use, possession, sale or transfer of controlled substances during the past five years. 6. Pending felony criminal charges, an individual will not be authorized access to US mail until the charge(s) are satisfactorily resolved. f. At no time can an employee that has not completed the screening requirements have access to the mail without supervision. g. All information identified through personnel screening shall be held by the supplier and made available for review by US Postal Inspectors upon their request. Upon request for inspection of the personnel screening records, the supplier and subcontractor must identify where the records are kept and make them available for inspection at the employees work location. h. Employee records must contain, at a minimum, the following information: 1. Social Security Number 2. Current Address 3. Date of Birth 4. Employee Identification Badge Number 5. Finger Print Card Page 22 of 25

23 6. SECTION 6 THS-SURFACE OPTIMIZATION FACILITIES: 6.1 THS-SOF Sites Arrival Departure Profile: THS-SOF Transportation Arrival Departure schedule is the respective arrival departure schedule for the site. This schedule should be used to prepare and submit your proposal. Page 23 of 25

24 7. SECTION 7 CONTRACT TYPE: This will be a firm-fixed type of contract with fixed unit rates. 8. SECTION 8 CONTRACT TERM (PERIOD OF PERFORMANCE) AND & OPTION PERIODS: The period of performance for contract awards as a result of the solicitation will be for a 4-year base period. Contracts will begin on or around October 1, 2014 and will end on or around June Contracts will contain Clause 2-19, Option to Extend, which can be exercised with mutual agreement of both parties. The contract s POP (start and end dates) is as follows: POP From To Base 10/1/2014 9/30/2018 Option Period 1 10/1/2018 9/30/2020 Option Period 2 10/1/2020 9/30/ SECTION 9 CONTRACT LINE ITEMS AND PRICES: 9.1 General: The mail handling operation usually includes four (4) separate Contract Line Item Numbers (CLIN), as applicable, for each site. Separate prices are required for each line item to which a unique Contract Line Item Number (CLIN) has been assigned. Other Line Items may be added, as necessary for each site. Offerors will provide firm-fixed price unit rates. Following are the CLINs, as applicable, for each site: CLIN 01: CLIN 02: CLIN 03: CLIN 04: Consolidation Job Unit Rate Deconsolidation Job Unit Rate Facility Cost (Weekly) Other Direct Fixed Cost (Weekly) (See Attachment 1 Contract Line Items & Prices, which displays the format on how the price proposal be submitted, based on applicable site) Page 24 of 25

25 10. SECTION 10 LIST OF ATTACHMENTS / EXHIBITS / PS FORMS / ACRONYMS: List of Attachments: THS-SOF Arrival Departure Schedule. Line Items and Prices. Page 25 of 25