National Visa Center Presort Mailing Services

Statement of Work Presort Mailing Services National Visa Center Portsmouth, NH 03801-2909 The U.S. Department of State requires Presort Mailing Services for the National Visa Center (NVC) located in Portsmouth, NH. Scope: It is the desire of the NVC to minimize postage and other related costs by using presort mailing services. The NVC processes and sends via 1st Class mail approximately 80,000 pieces of domestic mail envelopes each month. Approximately 99 percent of the envelopes are size 6 X 9, with the remaining volume consisting of flat-size mail. These pieces range in weight from one (1) ounce to three (3) ounces. The NVC stuffs, seals, and prepares for pick-up each piece. The Contractor shall maintain the capability to support temporary increases in mail volume (“surge volumes”) beyond normal monthly levels. Surge volumes may occur due to operational demands, seasonal fluctuations, special projects, or other unplanned circumstances. Over time, as the electronic mail increases, the printed mail volumes will decrease. The services required include: Pick up domestic mail at the NVC on a daily basis Provide services to ensure domestic mail meets presort postal regulations (sort by zip code, add barcodes, and endorsement line, etc.). Provide lowest possible automation rate for 1st Class presort mail Provide NVC with a mailing permit imprint to be used for first Class presorted letters and flats. This permit imprint may be pre-printed on Client’s envelopes by the envelope manufacturer, in accordance with USPS requirements and specifications provided by vendor. Maintain a dedicated Postage Balance Account on behalf of the Client. The Postal Balance Account will be pre-funded by the Client to a level mutually agreed upon. Same day delivery of processed mail to the appropriate USPS acceptance facility. The current presort category percentage breakdown of the month quantity is: AADC Automated 18% Mixed AADC Automated 77% Non-Automated 5% PERIOD OF PERFORMANCE The period of performance shall be a base period of one year with four, one year option periods to be exercised at the Government’s discretion. PLACE OF PERFORMANCE The Contractor shall perform these tasks primarily at the contractor’s facility, unless otherwise directed. Domestic Mail Pickup Location: U.S. Department of State National Visa Center 32 Rochester Avenue Portsmouth, NH 03801 PERFORMANCE BASED SERVICE LEVEL MATRIX The following is the service level matrix for Presort Mailing Services for the National Visa Center. Desired Outcome Required Service Performance Standard Monitoring Method Daily mail pick-up Mail is picked up each business day (M-F) Contractor picks up mail from NVC every business day Monthly reports from contractor showing pick-up times Mail reaches post office the same day it is picked up from NVC Pick up mail, sort it, stamped and take it to the post office for mailing on the same day Mail delivered to post office on same day as pick-up and in time to make the final USPS pick-up Mail delivered to USPS with a date stamped other than day of delivery is returned to NVC for re-dating Ability to use lowest pre-sort postage rate Sort mail into the proper categories so that NVC can use the lowest pre-sort postage rate No mail returned by USPS for postage shortages due to improper pre-sorting Monitoring returned mail from USPS and contractor for improper sorting (i.e. International or no postage) Non-compliant mail is returned for correction Any mail not compliant with pre-sort requirements is returned to NVC Non-compliant mail is returned to NVC with next pick-up Monitor returned mail from contractor Disincentives Performance analysis will be performed on a monthly basis. Any month the contractor does not meet over 95% of the performance service level, a 1% reduction in charges is credited against the invoice. This reduction in charges can be offset by any credits the contractor has received in prior months. SAFEGUARDING INFORMATION The Contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this Task Order, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of the work under this Task Order shall be for the sole use of and become exclusive property of the U.S. Government. Furthermore, no data, database records, articles, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this Task Order shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this Task Order. The Contractor shall include the substance of this provision in ll contracts of employment and in all subcontracts hereunder. NONPAYMENT FOR UNAUTHORIZED WORK No payments will be made for any unauthorized supplies or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of his own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract. CONTRACT ADMINISTRATION In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and a person other than a Contracting Officer (CO) be effective or binding upon the Governm…