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UNITED STATES POSTAL SERVICE
Surface Transfer Center(STC)
This Statement of Work Will be Issued In Accordance With the U.S. Postal
Service Supplying Principles and Practices
Date Issued:
June 13, 2014
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UNITED STATES POSTAL SERVICE
STATEMENT OF WORK
PART 1 – SCHEDULE
SECTION 1--PURPOSE OF CONTRACT AND PRICING OVERVIEW
1.1 Purpose
The purpose of this procurement is to contract the management and operation of terminal handling
and mail sorting activities at the Dallas, TX Surface Transfer Center (STC) referred to as “Dallas
STC.” The period of performance will be for a term beginning on Sept 2014 and ending Sept 2018.
This contract is a Firm-Fixed-Price contract.
Firm-Fixed-Price (FFP) pertains to the rate that covers the supplier’s fixed costs associated with
the performing of this contract.
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SECTION 2--SPECIFICATION STATEMENT OF WORK
2.1 Overview
The Dallas STC will provide a terminal link for the continued on-time delivery of mail routed
through the postal surface transportation network. The supplier should provide terminal handling
services for loading and unloading of mail or freight, mail drayage, mail sorting, maintenance and
repair of terminal handling equipment, and upkeep of the STC facility as specified throughout this
statement of work.
The Postal Service expects 100% on-time dispatch performance and 100% distribution accuracy for
all mail tendered to and processed by the supplier.
2.2 Background
a. The supplier will provide resources sufficient to accomplish all mail sorting activities in support
of operations at the STC.
b. The supplier will load and unload surface vehicles, sort containerized mail products to the
specified destinations, and maintain service delivery commitments as determined by the Postal
Service.
c. The supplier will maintain a level of flexibility to accommodate out-of-schedule events and
ensure that 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
or extra service (scheduled or unscheduled).
d. The supplier will load and unload: containers, pallets, loose mailbags, and parcels from surface
transportation.
e. The supplier will open and distribute mail received in all working containers within the network
as well as breaking and sorting working pallets as determined by the Postal Service. The supplier
will transport containers and pallets between the trucks and the sort area, perform and complete
sorting cycle, prepare containers, pallets, and loose mail for outbound shipment, sequence load
trailers according to Postal Service provided load plans, and oversee operations critical to the
success of the STC facility.
f. 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.
g. The supplier will perform all data entry.
2.3 Facility Requirement
The supplier will provide a secure facility with adequate workspace and operational loading
dock bays sufficient to accommodate daily STC operations. The facility platform must be
capable of accommodating the loading and unloading trailers up to 53 feet long and between 48
to 52 inches in height from the ground to trailer bed.
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The facility must contain working space sufficient to accommodate the mail in order to build,
break, and sort, stage and store empty equipment, load and unload surface vehicles and perform
other related terminal handling services as outlined in this contract.
The general vicinity for the STC facility should be within no greater than a XX circle mile
radius from the Airport.
The facility must meet established Postal Service’s safety rules and regulations and be certified
for use by the Postal Inspections Service and approved by the Contracting Officer and/or the
Contracting Officer’s Representative (COR) prior to operational start-up.
The facility must be capable of providing access for all Postal Service approved containers,
sizes and types referenced in Attachment II adjust the attachment numberings.
The supplier must allow Postal Service authorized employees access to the facility/site during
term of the contract.
The supplier will provide adequate administration office space for the Postal Service. Four
offices with the following criteria are required: air conditioning, telephone, lights, and locking
doors. The USPS will furnish data lines and computers for USPS usage.
2.4 Term and Frequency
1. Term
The term of this contract will be 4 years with two, two-year unilateral Postal Service options
The annual operating frequency for the facility will be daily. The Postal Service identifies this
perpetual frequency as DLY.
2. Frequency Adjustment
The Postal Service reserves the right to adjust or cancel the frequency of operations at the
discretion of the Contracting Officer’s Representative (COR) with seven (7) days prior notice to
the supplier.
2.5 Minimum Guarantee
The Postal Service guarantees that, for the term of this contract (including any extension thereof), the
Postal Service will dispatch a minimum of XXX containers daily on days where STC operations will
be conducted.
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2.6 Extra Service
a. The Postal Service may require the supplier to perform an additional day(s) of service.
Unless otherwise specifically provided in this contract, the supplier, if ordered, shall
perform such additional service:
At the agreed to variable cost, and
During the operating times specified by the Postal Service
The contracting officer may exercise the option provided for in this clause at any time by giving a
seven day written notice to the supplier, by facsimile, or through the US Mail or within a shorter
period upon mutual agreement.
2.7 Division of Operational Responsibilities
The supplier will work in concert with all Postal Service highway contract route suppliers and
representatives to ensure smooth operation of the STC. Functional responsibilities are divided as
follows:
Postal Service
1. The Postal Service will provide a management team at the STC to coordinate and oversee
network management, and monitor the supplier’s performance to ensure network compliance.
2. The Postal Service manager at the STC will have the authority to enforce the necessary
decisions to ensure the supplier meets the daily service goals and contractual requirements.
3. The Postal Service manager will coordinate all activities between the supplier and highway
contract drivers.
Supplier
1. The supplier will provide a management team at the STC to coordinate and oversee
management, monitor performance, exchange and relay information, and coordinate and
track information pertinent to the day-to-day operations.
2. The supplier must provide the necessary resources of people and equipment in support of the
STC.
3. The supplier must notify the Postal Service through the Postal Service STC Manager of any
changes or anticipated changes in the services rendered, including subcontractors and
suppliers that support the operations or facility.
4. The supplier will provide terminal handling services which include, but are not limited to,
the following:
a) Loading and unloading vehicles
b) Distributing mail to/from Postal Service mail transport equipment (MTE)
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c) Handling of live, perishable, and HAZMAT parcels
d) Complete, accurate, and efficient sorting and transfer of mail
e) Proper reloading of all vehicles
f) Prompt and timely dispatch of all vehicles
g) Handling of overflow volumes through disposition as per Postal Service direction
h) Recording information for required daily activity reports
i) Ensuring all data input is timely and accurate
j) Loading and unloading MTE for repair, use or storage
k) Verifying security seals
l) Ensuring security of all mail at all times
m) Scanning mail pieces, containers, and mail transport equipment in support of the USPS
Surface Visibility program.
5. The supplier will ensure adequate and timely communications are in place to provide arrival
notice of all vehicles.
2.8 Operational Requirements
a. Daily Operational Activities
The supplier must provide the following features for STC activities:
1. The supplier will provide the necessary personnel to meet and direct inbound trucks, unload
the containers and loose mail, and transport to the sort area, induction area, or directly to
outbound trucks and perform the required scans to confirm mail acceptance and departure.
2. As each truck arrives, the supplier will direct drivers to an assigned bay door, scan arrival
(Trailer Arrival Scan), and open the bay door to allow unloading.
3. Prior to unloading, the supplier will scan the security seal, cut the seal on the trailer door and
verify the number against the PS Form 5398A (Container Route Vehicle Record) contained
inside the vehicle.
4. The supplier will scan vehicle contents unloaded from vehicles (Unload Scan) to record
arrival information.
5. The supplier will unload containers, pallets, loose mailbags, and parcels from vehicles and
transport them to either the sort area, induction area, or directly to outbound trucks and/or
outbound staging area(s).
6. Containers, pallets, loose mailbags, parcels staged for outbound departure and not requiring
sortation will be scanned (Container Stage Scan).
7. The supplier will read either placards or labels on containers, pallets, loose mailbags, or
parcels to determine the correct disposition of the containers, pallets, loose mailbags or
parcels. Containers must be directed to the corresponding bullpen set-up upon trip arrival.
8. The supplier will scan placards (Ready to Process Scan) upon entry of the mail into the sort
area or induction area.
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9. The supplier will perform sorting as determined by the Postal Service.
10. The supplier will maintain the separation of mail by mail type and/or mail class while
accomplishing the required sort. The sort area will be composed of a minimum of three
separate container breakdowns to maintain separation of mail by mail type (letter, flats and
mailbags) and/or mail class. Placards will be used to identify container contents and
destination.
11. A bullpen style setup should be established for sorting destinations in accordance with the
provided matrix as per the approved placards. Placards for outbound operations will be
available through the postal Mail Transportation Equipment Labeler (MTEL) system. Any
combining of mail types is at the discretion of the Postal Service and must be approved in
writing by the postal manager on duty.
12. Prior to beginning distribution of mail, all outgoing containers must have a placard affixed to
mail handling equipment, such as pallets and containers, in accordance with instructions
furnished by the Postal Service. The supplier will scan the placard generated and affixed to
outbound containers to assign the container to the appropriate destination (Placard Assign
Scan).
13. The supplier will read either labels on mail trays, tubs, loose mailbags or parcels to determine
the correct placement of mail into outbound containers corresponding with the same ZIP
Code.
14. The supplier will scan all mail pieces placed into outbound containers (Build Scan).
15. Full containers ready for dispatch must be scanned via the placard to indicate the container is
closed (Close Scan). The supplier will then be required to transport all containers that are
closed to the appropriate outbound transportation staging area for loading and scanned
(Container Stage Scan).
16. The Postal Service will maintain a master copy database of the placards and the supplier will
print placards as necessary using the MTEL On-Demand application, or by other means as
required by the Postal Service. The supplier will ensure that current placards are in use and
all previous editions are destroyed.
17. The supplier will accurately record each unit of mail (by number, type, and time of receipt)
upon receipt and dispatch to/from the STC via an electronic scanning device provided by the
Postal Service. The supplier shall validate that the time on the scanners is accurate.
18. The supplier is responsible for providing notification to the Postal Service when equipment
becomes broken or is not working properly. This notification must be provided immediately
by telephone through the USPS Help Desk (1-800-USPS-HELP).
19. The Postal Service reserves the right to monitor scanning performance activity. The supplier
shall maintain a log or other system of records to accurately record and summarize the
number and type of mail units tendered each day. The supplier’ records are subject to audit
by the Postal Service. The supplier will prepare a written report of the volume of mail units
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received, sorted, and dispatched. The report will be submitted to the postal STC Manager at
the end of each operational day.
20. The supplier will load all mail that is has been sorted or received for transfer (intact
containers) onto outbound transportation. This will require the supplier to scan the placard
affixed on MTE (mail containers, mail bags, pallets) – (Load Scan).
21. When the outbound trucks are ready to depart (according to a set schedule), the Postal
Service will authorize departure and the supplier will scan appropriate departure information
(Trailer Assign Scan and Trailer Depart Scan). The supplier will print PS Form 5398a
(Container Route Vehicle Record) and place copies inside of the trailer prior to sealing the
vehicle with security seals.
22. All information must be captured in the Surface Visibility program to monitor mail
movement via the STC. The supplier will perform scans required to monitor receipt,
movement and dispatch of mail. In event of computer failure, the supplier is responsible for
collecting and recording all data manually. This information will be input into the electronic
system at the earliest possible time after the system becomes available.
23. The supplier will ensure all trucks have the appropriate number (2 every 10 feet) of secured
shoring straps, or shoring bars, or an approved restraining device prior to departure. The
supplier will maintain a supply of shoring straps at the STC facility. The Postal Service will
provide shoring straps.
24. The supplier should be aware that mail delivered under this contract may need forklifts or
pallet jacks to unload and/or load. It will be the supplier’s responsibility to furnish the
forklifts or pallet jacks as needed.
25. The supplier must process all mail units tendered by the Postal Service in an efficient and
expedient manner to meet the departure requirements specified in this contract. All mixed
containers must be sorted and available for dispatch within one (1) hour after arrival scan.
Direct containers must be available for dispatch within one-half (1/2) hour after arrival scan.
The Postal Service reserves the right to curtail processing.
26. The Postal Service will oversee surface vehicle operations to and from the facility and provide
instructions relative to operating at the facility. The Postal Service will determine extra
transportation needs and setting up extra service with highway contractors.
27. The 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. Postal Service management team will authorize issuance (signature)
PS Form 5500 and PS Form 5466 when required.
28. The supplier will stay abreast of changing conditions, including but not limited to late
arriving or departing trucks, mechanical breakdowns, etc. and make adjustments accordingly.
29. The supplier will incur the costs of repairs and/or replacement of damaged postal equipment
or facilities if the damages are the fault of the supplier. The supplier is also responsible for
the cost of replacing lost or damaged scanning equipment.
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30. The Postal Service reserves the right to require work force adjustments due to installation of
any future mechanized and/or automated mail handling system or equipment for sorting mail.
31. The supplier is responsible for limited maintenance of mechanized and/or automated
equipment in the STC.
32. The supplier is responsible for counting all mails not dispatched by the end of each
operation. This information must be provided in writing to the postal manager on duty.
33. The supplier will coordinate movement of vehicles at the STC.
34. The Postal Service will provide all Surface Visibility equipment. Quantity will be based on
site surveys performed by the Postal Service. Equipment used in association with this
program include Intelligent Mail Device (IMD), IMD cradles, Hands Free Imager (HFI), HFI
cradles; IMD holsters, Access Points, Surface Visibility Cabinets, Routers, Mobile Printers,
Mobile Printer paper, MTEL workstation;, MTEL printers and MTEL cabinets.
35. The supplier shall not at any time except with permission from the Postal Service:
1. Unplug the wireless access points
2. Move cradles to different LAN outlets
3. Create duplicate placards by reproducing facsimile copy
36. The supplier must take advantage of every opportunity to pre-load outbound vehicles.
37. At a minimum the supplier will ensure that for each truck entering the facility a record of the
arrival time, departure time, company name, driver’s name, trailer number, and the trailer
contents and estimated load percentage is recorded.
38. Throughout the daily operation, the supplier must inspect all containers in their possession to
ensure that no mail has been left in any container. If any mail is found, the supplier must
immediately notify the Postal Service manager.
b. Required STC Sorts
1. The supplier will sort all mail to final destination affixed with a Dispatch & Routing (D&R)
tag for dispatch and/or Postal slide label for surface transportation dispatch as identified in
Attachment # I.
2. In addition, where specified, the supplier must sort all mail tendered to and delivered from
the network by mail type.
3. All mail sorting will be conducted indoors or under cover to the greatest extent possible.
4. The supplier will train all sort personnel to recognize damaged [crushed, torn, open or leaking
parcel(s) and/or sack(s)], missing D & R Tags and labels. This mail will be placed in a
separate APC and taken by USPS to the P&DC. Any unidentifiable parcels or sacks must be
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presented to the Postal official on site for proper resolution. Minor repairs will be made by
the supplier.
5. The supplier must transfer and sort volumes up to the total daily capacity of surface
transportation servicing the STC.
6. The supplier must create and place visual aids to assist sort personnel in the distribution of all
mail.
7. The supplier will report all sorting irregularities to the Postal Service.
8. The supplier will provide to the Postal Service a daily report of all findings from sorting
irregularities, quality checks and inspections.
c. Vehicle STC Arrival & Departure Profile
The Postal Service will provide a current schedule of transportation arriving and departing the
Dallas STC (Attachment # I). Changes to the current schedule will be communicated to the
supplier when postal management receives written notification.
d. Yard Control
1. The supplier will maintain yard control to ensure timely and accurate data is kept pertaining
to vehicle movements and disposition on the facility property.
2. The supplier will perform a complete yard inspections prior to and after each operational
tour. This inspection is to encompass a physical examination of all unsealed trailers at the
STC. All sealed trailers must be identified on the lot check sheet. Completed yard tracking
sheets will be provided to the Postal Service.
e. Reporting Requirements
1. The supplier will maintain and generate reports for postal reporting systems such as MCRS,
ERS, LRRS, Surface Visibility and other necessary reporting systems as requested. Postal
Service will supply initial training as necessary.
2. The supplier will upon request of the Postal Service provide special reports, information, and
internal operational documentation not covered as part of the input of the aforementioned
postal computerized report identified above in section 2.8.e.1, but is specifically associated
with the performance of the network.
3. At a minimum, the following reports will be required:
a) Work hours by function (weekly) with a weekly recap (to include all supervisory,
maintenance, security and housekeeping hours)
b) Scheduled vs. Actual work hours (daily)
c) Productivity (per work hour) (daily)
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d) Mail Transport Equipment inventory report (daily)
e) Significant personnel issue (i.e., theft, security violations, etc.) (per occurrence)
f) Non-operational equipment (weekly)
g) Accident reports, including personnel and equipment involved (per occurrence).
4. The supplier will attend and participate in operations meetings at the STC when scheduled at
the discretion of the Postal Service.
f. Special Handling Procedures
1. Hazardous Materials (HAZMAT)
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. (Postal definitions and ability
to mail and transport hazardous materials can be found in the Domestic Mail Manual under
section 601 subsection 10.) The supplier will comply with Title 14, CFR, Part 139, and
Hazardous Materials Regulations (HMR: 49 CFR 100 through 199), and any federal, state, or
local requirements. The supplier is responsible for any risks associated with changes in
federal, state, or local requirements.
2. Live Animals
a) The supplier will handle and transfer mailings of live animals according to the
restrictions and conditions specified in the Domestic Mail Manual. (Section 601
subsection 9- Perishables, reference 3.0 Live Animals)
b) The supplier must develop operating procedures for alerting, loading/unloading,
handling, transporting, load planning, and preparing documentation and the notifications
of live animals.
c) At all times the supplier will provide covered protection and a heated protective holding
area for the handling of live animals.
d) The supplier will inform the Postal Service representative immediately of any animal(s)
loose from carton and/or dead.
3. Non Transferable Pieces:
The supplier must isolate all non-transferable pieces including, but not limited to,
damaged mail and/or mail without routing information, and notify a postal
representative.
a) The supplier will train all personnel to recognize damaged (crushed, torn, open, or
leaking) parcels, and recognize parcels and mailbags that have missing D&R Tags and
slide labels.
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g. Contingency Plans
1. The supplier must establish and maintain a current contingency plan for dealing with
unscheduled and unexpected events affecting the expeditious operation of the STC.
2. These plans are to include, but not be limited to, ensuring service when one or more of the
following conditions occur:
a) Delays and/or cancellations of surface vehicles caused by weather conditions from any
part of the network.
b) Any surface vehicle mechanical delays or cancellations from any part of the network
caused by Labor disruptions and/or staffing shortages.
c) Periods of national emergency.
d) Delays caused by environmental issues such as fuel spills, HAZMAT, etc.
e) Other conditions that may impact on-time operations.
3. Responsiveness to Out of Schedule Vehicles
While no contingency or back-up plan can provide for all occurrences, the supplier must be
positioned with resources to seamlessly handle the possibility of an out-of-schedule truck.
This includes all aspects of ground handling and mail transferring as outlined in this
document.
h. Preferential Treatment of Express Mail:
1. The supplier must ensure preferential movement of Express Mail on all vehicles departing
the STC.
2. The supplier must ensure that all available Express Mail is dispatched prior to other classes
of mail.
3. All containers with mixed classes of mail must be loaded with Express Mail on top and all
containers, to the greatest extent possible, must be placed in the most advantageous location
(preferably tail gated) for quick and efficient unloading at destination.
i. Training
1. The Postal Service will provide the initial training for Postal Service systems.
2. The supplier will train all of its employees.
3. The supplier will provide training to include but not be limited to the following items:
a) Safety and health training that address overall work safety, drug/alcohol abuse, and good
housekeeping.
b) Identification of various mail classes/types and an overview of postal regulations as it
pertains to mail security.
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c) Proper handling procedures of HAZMAT, live mail matter, and damaged mail.
d) Emergency plan or procedures such as facility evacuation, hazardous chemical spills,
threats, severe weather, etc.
e) Security training that addresses the proper wearing of identification badges and the
challenging of all persons not displaying a proper ID.
f) Sort procedures for all operations to include mail sortation as directed by the Postal
Service, proper and safe loading and use of containers and postal equipment.
g) Dock operations to include the postal-approved procedures for scanning, opening and
sealing of trucks and all data entry functions (e.g., Surface Visibility).
h) Supervisor and Lead training.
i) Orientation training for new employees.
j) Recurring training for employees as needed.
k) Specialized training for employees who must perform certain technical or special
functions that may require certification.
l) Newly required training due to changed conditions, laws, or regulations.
m) Suppliers will cross-train employees to allow greatest flexibility.
4. Safety Reviews
a) The 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. Appropriate supplier management representatives, local
Postal Service representatives, and invited guests should be in attendance. Any and all
expenses incurred by the supplier resulting from attendance at these meetings will be the
sole responsibility of the supplier.
j. Computers
1. Administrative
a) The supplier will provide the procurement, installation, and maintenance of computers,
computer systems, and computer networks used for the administration of their
company’s operations.
b) The computer systems must be compatible with Postal Service computing standards,
with access to the Internet and email capabilities. The supplier is required to comply
with Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the
Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 (refer to
http://www.section508.gov/). Features accessible by USPS employees and suppliers
shall comply with Section 508.
c) The repair and maintenance of these computers is the responsibility of the supplier.
d) The supplier will provide staffing necessary to perform support, maintenance, and repair
of these computers.
e) The supplier will provide all computer-related supplies and materials.
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f) The supplier will maintain and/or replacing all administrative computers and computer
related equipment consistent within the Postal Service standard.
2. Operations
a) Postal Service will procure, install, and maintain computers, computer systems, and
computer networks used by the Postal Service for operations at the facility.
b) Postal Service will provide technical personnel to perform repair maintenance, and
upkeep of the operations computers.
c) The Postal Service will provide all related supplies for these operations computers such
as, including but not limited to, toner and paper in sufficient quantities to ensure and
maintain the continuous operational capabilities.
d) Postal Service will provide replacement and/or repair of operations computers and
computer-related equipment.
e) The supplier will ensure the proper use and handling of operations computer equipment
provided by the Postal Service and will reimburse the Postal Service for any damage,
misuse, or theft incurred while in its custody.
k. Uniforms
1. Uniforms are not required at this time. However, the supplier is encouraged to ensure all
employees are properly attired in compliance with all federal, state and local safety requirements.
2. The Postal Service reserves the right to require uniforms, either in whole or in part, at any point
in term of this contract. Any costs or design elements of such a requirement would be negotiable
at that time.
l. Vehicle Parking/Positioning
1. The supplier will provide and assign all parking spaces for vehicles in support of Postal Service
operations at the STC.
2. The supplier will ensure that all parking locations are adequately labeled and directions provided
to facilitate the safe and expeditious movement of vehicles.
3. The supplier is further responsible for sufficient parking for employees is labeled (signage and
lines) and general maintenance of employee parking.
3. The supplier will provide adequate parking space for on-site Postal Service staff as agreed upon
between the supplier and the USPS.
m. Facility Maintenance
Postal Service Administrative and General Area Maintenance
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1. The supplier is required to provide all general maintenance and daily cleaning throughout the
facility including the Postal Service designated space and common ground area. Common
ground area is defined as any floor space that is non-operational and is used by contract and
Postal Service personnel.
2. Daily cleaning includes, but not limited to:
a. All restrooms
b. All break rooms
c. All Postal Service office space
d. All windows, doors and floors
e. All general hallways and entrances
f. All carpets are cleaned four times a year.
g. All tile flooring waxed and buffed every other month
h. Workroom floor is cleaned daily
3. Emergency Cleaning: The supplier must be responsive to any emergency cleaning task
that may arise at the STC. Removal of Trash, Garbage, etc.
a) The supplier will remove of all trash, garbage, etc. from the facility.
b) The supplier must ensure all such removal is done in accordance with all federal, state
and local regulations.
c) In addition, the supplier must ensure that they establish and maintain recycling
procedures, which are congruent with those, supported by the Postal Service.
4. Snow Removal
a) The supplier is responsible for all snow removal for the entire facility.
b) This includes, but is not limited to the truck service areas, pedestrian walkways,
employee parking areas, etc.
c) The supplier must ensure that snow, ice, etc is removed in a timely fashion as to allow
for the smooth operation of the work that is to be performed under this contract. This
may necessitate removal to be performed more than once an occurrence to ensure every
possible opportunity to have an on-time, delay free operation.
d) Pedestrian passageways must be kept clean and passable at all times.
5. Supplies
a) The supplier must provide and pay for all supplies relative to the support and the
maintenance of its operation at the STC.
b) Supplies will include but will not be limited to, custodial, administrative, sort operations,
placarding, and maintenance and security supplies.
6. Telephones
a) The supplier will acquire, maintain, and pay of all telephone equipment at the STC.
b) The supplier will provide its inter-office network communications between contractors
and the Postal Service.
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c) The Postal Service and the other contractors will pay for their own long distance
telephone use.
7. Vending Services
a) The supplier will arrange for vending services for all employees of the STC facility in
Dallas.
8. STC Utilities
a) The supplier will pay for costs incurred for the electrical, water, sewer, and natural gas
utilities and will pay the respected utility vendor directly.
b) The supplier must manage utilities in a manner consistent with energy conservation
practices and safety at all times.
9. General Landscaping
The supplier must maintain all STC landscaping as to present a favorable and professional
image.
2.9 Subcontracting
The supplier must not subcontract any portion of the work that is the core function as specified in
this contract. Core function is defined as a directly related task relative to the movement of mail.
The Contracting Officer must authorize in writing any core function subcontracting activity, either at
inception or at any time through the term of this agreement. Subcontracting non-core support
functions will not require prior approval from the Contracting Officer.
2.10 Security/Safety
(The Postal Service reserves the right to delete this section and provide the security service for the
facility)
a. 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 at the STC facility.
1. The supplier must provide a safe and secure work environment at all times.
2. The supplier is expected to maintain and preserve the sanctity of the mail.
3. All security procedures are subject to review by the Postal Inspection Service prior to
contract award.
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4. Any time security deficiencies are identified, the Contracting Officer may unilaterally direct
the supplier to upgrade the level of security based on Inspection Service reports.
5. The supplier may also be held responsible for claims made against the Postal Service for
items stolen from the mails while in the contractor’s possession. However, if the supplier
has complied with all recommended security procedures and has cooperated with Postal
officials, the supplier would not be held liable for loss due to theft by its employees.
6. The supplier must report all matters of security breaches and mail tampering to the local
Postal Official in charge immediately upon identifying an occurrence.
7. The supplier shall 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.
8. Supplier must ensure that employees must store personal effects including but not limited to
coats (weather permitting), purses, backpacks, etc. prior to accessing the workroom floor or
area where mail is processed, staged, or otherwise located.
b. Supplier must provide the following:
1. Procedures to protect persons and property at the ramp operation and facility. These
procedures must be outlined in a Security Design Plan and approved by the Postal
Inspection Service prior to ratification of this contract.
2. A level of security that ensures the protection and sanctity of mail. This includes, but is
not limited to, protection from theft, inclement weather, etc.
3. A system which deters all unauthorized personnel from having access to the mail.
4. Inspection Service access to the site and facility, at all times and without prior
knowledge of visit.
5. 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.
6. A photo identification system for all employees authorized entry into the building.
Identification badges MUST be worn in a visible location ABOVE the waist.
7. 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 110 db horn which will
sound every time the door is open and will continue to sound as long as the door remains
open. The door should also be equipped with a visual device such as a strobe light. If
the door is not on the workroom floor, it is required to have a remote signaling device to
STATEMENT OF WORK
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notify management the door is being used.
8. The Postal Service reserves the right to close portions of the building and deem them off
limits to the supplier employees. These areas will still be required to be under security
surveillance.
c. If a non-Postal facility is required, the Postal Service requires that the offeror expressly address
the following requirements in an Alternate Security Design Plan:
1. A burglar alarm system.
2. Provision for fencing around the facility, if required. Fencing must be designed or
modified to allow the Inspection Service free and hidden access to the space provided for
the criminal investigative system.
3. Provision for a Criminal Investigative Office (CIO) for exclusive use of the Inspection
Service. The CIO must have a view of the work floor, a bathroom, direct access to the
workroom floor, and a covert and surreptitious entry. The supplier shall install a burglar
alarm system approved by the Inspection Service for the CIO.
i. The CIO houses the Closed Circuit Television (CCTV) console,
equipment and controls. A “covert” entrance shall be provided to the CIO
for the use by the Inspection Service in an area remote from the primary
employee entrance, and should be either recessed into the building or
“screened” with a “privacy wall” or fence. The CIO should be located with
the capability to view 70% of the workroom.
ii. Provide a minimum of a 100 Sq. ft. CIO. This area does not include non-
useable space, such as a vestibule, stair, etc. The office should be located
on the second floor, mezzanine level, or raised platform so as to see 70%
of the workroom floor
iii. Provide an observation window in the CIO on the wall looking out
towards the workroom, providing a panoramic view of the workroom
floor. Additional windows may be required due to the room orientation.
Window size should be as large as possible. Windows looking out to the
workroom floor from the CIO are to be made of “one-way” mirrored glass
glazing. All glass glazing shall provide a minimum STC rating of 35.
iv. Provide a direct access to the workroom from the CIO though a connected
stairwell that can go directly to the workroom floor or a breakout ladder
system from out of the room directly down to the floor. The CIO will still
need staircase access for equipment and furniture movement and setup.
v. Because of the covert nature of the Inspection Service’s criminal
investigations, there can be no monitoring of entry and exit to the CIO by
the supplier or its’ employees. All CIO doors are to have a mortise
deadbolt lock installed.
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4. Provision for a Criminal Investigative System (CIS), which will facilitate the collection of
evidence for use in Inspection Service investigations. The system is for exclusive use of
Inspection Service. The SUPPLIER will not have access to the system except for
preventive maintenance and required repairs. The system must provide a clear view of
the work floor, loading docks, mail vehicles, lunchrooms, employee entrance, rest room
entrance, and entrance to any locker rooms. The system should 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.
i. The CIS must provide a clear and detailed view of all employees on the
workroom floor under natural, artificial, variable, and low light conditions.
The system must provide viewing capability inside trailers at the dock
locations. The system must permit scrutiny of hand movements of an
employee regardless of the location of obstructions such as sorting cases,
counters, cages, desks, and any automated systems that may be installed in
these facilities. The system must permit observations and tracking of
employee actions from at least three directions simultaneously and provide
for the recording of events from these observation points. The system
must be designed to provide observation of an individual or a piece of mail
throughout the building. The system must be able to operate without any
environmental interference.
ii. The Criminal Investigative System (CIS) CCTV system will observe
Registered Mail unloading and entrance to storage areas, entrances to the
Registry Cage on the workroom floor (when applicable), and employee
entrances. Observation may be required at all gates to the employee and
compound parking along with truck loading docks. The system will also
monitor all access controlled entrances, both pedestrian (building) and
vehicular.
iii.
Cameras located on the dock or in areas accessible 24 hours a day to be
public shall be secured in vandal-resistant housings and all wiring must be
in a flexible armored conduit entering the housing. The mounts for these
cameras must be secured to prevent easy removal. They can also be
installed in a deep ceiling with a wedge housing to maintain a viewing
angle. Dock or canopy cameras viewing door shall view opening (i.e. the
non-hinged side of the doors).
iv. Provide the Cameras and CCTV equipment to the following
specifications:
v. Locate CCTV equipment rack, if applicable, and associated wiring in area
(storage room) adjacent to the CIO.
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vi. All CCTV wiring must be run in conduit. Use of bridle rings or tie-
wrapping or free wiring to or around beams is not acceptable unless
justified in your deviation request.
vii. All cameras must be wired back to the CIO. If the supplier wants viewing
option of external or entry level cameras, a monitoring video console can
be installed outside of the CIO into the supplier’s designated location.
These cameras will normally be fixed, access control cameras and not the
movable, internal, PTZ CIS cameras.
viii. Special attention or dedicated cameras need to be in the following
locations:
ix. Interior cameras on the workroom floor will need to be PTZ on a
minimum 50 ft grid (maximum 100 ft grid), with no camera being closer
than 20 feet from any wall.
x. In the Dock area, place one PTZ (Pan, Tilt and Zoom) camera in the
middle of every three (3) dock locations.
xi. The Accountable/Registry Cage (if needed) needs a dedicated PTZ camera
in the inside the cage, and one per every 200sq. ft. of cage. A
dedicated fixed camera is also required at all entry and exit points of the
cage.
xii. Lunchroom (one PTZ camera) every 50 ft, 25ft from the walls for larger
rooms.
xiii. It is required that fixed cameras view any entry doors, especially the main
entrance, Employee Entrances, and at exterior emergency exit doors.
xiv. Vehicle loading and unloading area not dock located. One PTZ in the same
100 ft. grid.
5. Accountable/Registered Mail Cages
i. Wire mesh enclosures are required for Accountable Mail Cages such as
Registry Cages.
ii. The wire mesh shall be 1½ in. woven diamond mesh, 11 gauge minimum
wire with 1 in. steel channel frames extending flush to the floor
iii. All cage partitions shall either extend full height to the underside of the
structure or to a wire screen ceiling of similar construction.
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iv. All finishes are to be galvanized, including bolts, washers, fasteners and
doors.
v. For Registry Cages, provide wire mesh ceiling over the entire cage at 9”-
0” above the finished floor. Where Accountable Mail and Registered Mail
are stored, closures are required. These closures are to eliminate any
spaces or gaps over ¼-inch outside of the normal wire mesh cage area
through which mail could be passed from within the cage. These spaces
and gaps include but are not limited to toe spaces and closures around
gates along with any gaps or spaces around or under the entry door and the
enclosure itself.
2.11 Personnel Screening
Section 1
The supplier and all subcontractors shall be responsible for assuring that all employees hired,
must undergo the security screening process prior to employment. The supplier must supply, for
each employee, the following forms and information to the Security Investigations Service
Center (SISC), 225 N. Humphreys Blvd., 4th Floor, Memphis, TN 38161-0008:
(Forms can be obtained by calling the SISC at (901) 747-7712 or by email at [email protected])
1. PS Form 2025, Contract Personnel Questionnaire. Each item must be addressed
2. PS Form 2181-C, Authorization and Release—Background Investigation (one original
form). Applicants must give their complete residential address, including city, state, and
ZIP+4. The form must be signed and dated by the applicant within one year of
submission to the administrative official.
3. Form FD 258, Fingerprint Card (two original cards) The fingerprint chart will be
submitted to OPM by the SISC for a check of the FBI national database. A check of the
fingerprint database is essential, and in the event that a classifiable print cannot be
obtained, a second card submission is allowed.
i. Prints must be taken using black ink only.
ii. Ink must be distributed evenly on the inking slab.
iii. Impressions must be recorded in order.
iv. Notations of amputations or deformity must be made in the individual
finger block.
v. If a physical condition makes it impossible to obtain perfect impressions,
documentation must be attached to the card explaining the circumstances.
vi. The Reason Fingerprinted block must include the Postal Service contract
number.
vii. Employer and Address must include the name and address of the supplier,
not the applicant.
viii. The United States Postal Inspection Service is not responsible for
fingerprinting applicants.
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ix. Exception: If Case Closing Transmittal (CCT) results from OPM are
available, the CCT results may be submitted in lieu of FD-258’s. The
CCT must be dated within the previous 12 months.
4. Transmittal Cover Sheet. The administrative official’s name, telephone number, facility
name, and mailing address must be included.
Section 2
The supplier is responsible for conducting the following background investigation steps and
submitting the results to the SISC along with items 1-4 from the above section. It 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 worked for the past five years
for felonies and misdemeanors. In order to perform the criminal history checks the
employee must have resided in the United States for the previous 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. In order to verify employment the employee must have resided in the United
States for the previous five years.
3. The results from a drug-screening test 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.
4. Verification of U.S. citizenship or legal work status authorizing them to work in the
United States. Proof of citizenship may consist of: Certified copy of Birth Certificate
(US Citizen), copy of Passport (US Citizen), or copy of permanent resident card or
unexpired work visa from INS. If unique expertise arises and foreign contractors
without the required 5 years United States residency are necessary, then contact with
the Inspection Service is mandatory.
Section 3
The supplier shall not hire under this contract any person who:
1. Tested positive for a prohibited drug without the authorization by a legal prescription
or other exemption under Federal, state or local law.
2. Has been convicted of any criminal violation during the past five years or is on parole,
probation, or suspended sentence for a felony.
3. Has been convicted of any criminal violation during the past five years, for offenses
involving dishonesty, moral turpitude, illegal financial gain, theft or assault or is
currently on parole or probation for such violations.
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4. Has been convicted of illegal use, possession, sale or transfer of controlled substances
during the past five years or is currently on parole or probation for such violations.
5. Have pending felony criminal charges or any charges involving drugs, theft or assault.
6. Have any active warrants.
7. Sex crimes. An individual will be denied a clearance if:
a). he/she has pending felony or misdemeanor sexual assault charges
b). he/she has a conviction for sexual assault (F or M) within the past five years
c). he/she is currently on probation, parole, or under deferred adjudication for a
sexual assault
d). he/she has been charged or convicted for failing to register as a Sex Offender
(only those states/counties where Sex Offender Registers exist)
8. Has been a suspect in an Inspection Service investigation and has been identified for
specific criminal conduct.
9. If there is an established pattern of criminal conduct that could undermine the
efficiency of the Postal Service or the safety of its employees.
10. Any other derogatory information obtained in the background investigation that could
undermine the efficiency of the Postal Service or the safety of its employees.
Section 4
All information identified through personnel screening shall be held by the supplier and made
available for review by representatives of the US Postal Service upon their request. This
information is also submitted to the SISC as stated in Section 2. 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. Records may
be electronically stored. 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. Copy of drug screen results
6. Clearance notification from SISC
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SECTION 3--DELIVERY/PERFORMANCE
3.1 Performance
a. Performance Standards
1. The supplier is expected to dispatch 100% of all departures at the scheduled departure times.
The supplier will be held accountable for delays other than delays imposed by Postal Service.
2. The supplier will maintain 100% accuracy for Quality of Dispatch. “Quality of Dispatch” is
defined as no missent containers or loose pieces placed on departing transportation.
3. The supplier will maintain 100% accuracy level for Quality of Sort. “Quality of Sort” is
defined as pieces sorted to a destination container other than the intended final destination.
4. The supplier will perform 100% of required scans necessary to support the USPS Surface
Visibility program.
5. The supplier is expected to establish an internal quality monitoring.
3.2 Irregularities
The Postal Service requires 100% contract compliance. Non-compliance by the supplier is
considered an irregularity. When an irregularity occurs, the Postal Service will issue a PS Form 6166
(IMTC/HASP Contractual Noncompliance) document to the supplier. Upon receipt of PS Form
6166, the supplier shall promptly take corrective action to bring performance into contract
compliance and appraise the Postal Service of the action taken.
Irregularity Complaint Examples (includes but not limited to):
a. Failure to Load: Refusal or failure to accept, transport, or load mail at the STC as
specified in this contract. This is to include any mail missing an advanced dispatch to a
destination where space was available.
b. Sorted to Wrong Destination: Mail sorted and dispatched from the STC routed to a
destination other than the designated delivery point (letter and flat trays; pouch). This
information will be provided to the STC via the error reporting system (ERS).
c. Dispatched to Incorrect Destination: Container of Mail dispatched from the STC routed
to a destination other than the designated delivery point. This information will be
provided to the STC via the ERS.
d. 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.
e. Failure to Protect Postal Service Equipment: All Postal Service supplied equipment is
subject to this assessment.
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f. Late or Omitted Dispatch: This includes trips that are not dispatched in accordance with
the outbound transportation schedule due to the supplier’s failure dispatch mail to the
dock timely or late sort with trucks having to be held.
Adjudication of Irregularities
1. All irregularities will be documented by the postal official who first identifies the occurrence
using PS Form 6166. The supplier will receive a copy of the written documentation and the
original will be forwarded to the STC Postal Manager. The designated supplier
representative must respond to the written documentation within 14 days of receipt.
Adjudication may result in a determination as to whether an irregularity is chargeable or not.
3.3 Repeated Irregularities
Repeated contract irregularities will be forward to the Contracting Officer for resolution and may
result in contract termination for default.
3.4 Theft of Mail
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
may be assessed as actual damages. These costs will be reasonably determined and may begin
accruing only when a specific investigation begins on the basis of probable cause. The costs of
routine surveillance not associated with a specific theft or series of thefts will not be assessed. In
addition to allocable investigative expenses, the 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. Amounts for incidents as discussed in this paragraph shall not exceed
$10,000.00 per incident.
b. In addition to the above, in cases where mail theft occurs and it is determined that the supplier
has failed 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 $5,000.00.
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
Statement of Work.
c. Depending upon the circumstances of the incident, the Vice President, Network Operations
Management, in consultation with the Postal Inspection Service or Office of the Inspector
General 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. The Vice President, Network Operations
Management will consider such factors as the suppliers level of cooperation in investigations,
implementing corrective actions, and efforts directed at loss recovery.
3.5 Contracting Officer’s Representative (COR)
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SECTION 4--PAYMENT AND FUNDING
4.1 General - Payment
This contract will be a Firm-Fixed-Price.
Fixed costs shall constitute minimum consideration under this contract.
a) The supplier must list all of the fixed cost items in the original offer.
b) The total of the fixed cost items will provide the data for the above calculation.
c) The supplier will be paid a fixed cost rate weekly as follows:
d) Annual fixed costs ÷ 52 weekly payments = Fixed-costs payment per week (See
Attachment II, “PRICING PROPOSAL FIXED AND VARIABLE COST PRICING
SHEETS”.)
Variable Costs
Compensation due the supplier for these functions will be determined by:
Inbound Container Rates
b) The complete calculation will be as follows:
Total Containers Handled x Rate Per Container(s) = Variable Costs
a. The supplier will submit weekly invoices to the COR or Administrative Officer
appointed by the Postal Service for payment of services provided under this contract.
These invoices must include total inbound containers handled, subsequent
calculations and (rate per containers) and supporting documentation.
b. Invoices will be certified by Postal representatives (COR or Administrative Officer)
at the STC and submitted to Surface Transportation CMC for payment.
4.2 Annualized Cost Information
a. Fixed Costs:
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1. The supplier’s initial offer and subsequent revisions should clearly identify costs
attributed to its’ total fixed costs related to this contract.
b. Variable Costs:
1. The supplier initial offer and subsequent revisions should clearly identify cost attributed
to its total variable costs related to all inclusive container rate.
Instructions to Supplier: Fixed and variable costs relevancy will be an item of discussions
before contract award.
4.3 Payment
Payment will be made for items accepted by the Postal Service that have been
delivered to the delivery destinations set forth in this contract. The Postal Service
will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903)
and 5 CFR 1315. Payments under this contract may be made by the Postal Service
either by check, electronic funds transfer or government credit card at the option of
the Postal Service.
In conjunction with any discount offered for early payment, time will be computed
from the date of the invoice. For purposes of computing the discount earned,
payment will be considered to have been made on the date which appears on the
payment check or the date on which an electronic funds transfer was made.
4.4 Payment - Adjustments
Any amounts otherwise due the supplier are subject to adjustment for service not
performed, irregularities, or for other reasons set out in the contract or allowed by law.
Payments due the supplier also are subject to downward adjustment or withholding
pursuant to USPS Supplying Practices and Principles process step 5 available at
http://www.usps.com/purchasing/purchasingpubs/pubsmenu.htm, Withholding.
Claims for compensation or adjustments must be made in writing by the supplier to the
Contracting Officer or the Manager, Transportation, St. Louis Accounting Service
Center within two years of the performance of services upon which the claim is based.
4.5 Interest (Clause B-22) (March 2006)
4.6 Disallowance of Costs (Clause B-17) (March 2006)
4.7 Federal, State and Local Taxes
The contract price includes all applicable federal, state, and local taxes and duties.
STATEMENT OF WORK
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4.8 Indemnification and Insurance
a. The supplier shall indemnify the Postal Service and hold it harmless against claims for injury to
persons (including employees of the supplier) or damage to property (including property of the
supplier) arising from its performance of this contract.
b. The supplier shall, at its own expense, procure, maintain, and keep in force or cause to be
procured, maintained, and kept in force, at all times, during the term of this contract personal
liability/property damage liability insurance in accordance with 14 CFR 205.5, and any other
applicable law or regulation.
1. Prior to commencing performance, the supplier shall provide to the Postal Service: (1)
certificates or (2) other evidence of insurance acceptable to the Postal Service that
demonstrate that all required coverages are in force.
2. The supplier will cover third party liability arising from its performance of this contract,
which is in excess of, or not covered by, the liability insurance required above. The Postal
Service shall be named as an additional insured. The cost of this and any additional coverage
is included in the Contract price.
4.9 Invoices (March 2006) (Clause B-20) (Tailored)
4.10 Pricing of Adjustments (Clause B-10) (March 2006)
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STATEMENT OF WORK
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PART 2 - SOLICITATION PROVISIONS
SECTION 5 - PROVISIONS
5.1 Restriction on Disclosure and Use of Data (Provision A-1) (March 2006)
5.2 Supplier Clearance Requirements (Provision 1-1) (March 2006)
5.3 Prohibition Against Contracting with Former Postal Service Officers or PCES Executives
(Provision 1-4) (March 2006)
5.4 Proposed Use of Former Postal Service Employees (Provision 1-5) (March 2006)
5.5 Evaluation of Options (Provision 2-3) (March 2006) (Tailored)
5.6 Accounting System Guidelines - Cost Type Contracts (Provision 2-9) (March 2006)
(Tailored)
5.7 Notice of Small, Minority, and Woman-owned Business Subcontracting Requirements
(Provision 3-1) (March 2006)
5.8 Standard Solicitation Provisions (Provision 4-1) (March 2006) (Tailored)
5.9 Information That Must be Provided (Provision 4-1 Addendum)
In order for the Postal Service to evaluate proposals in accordance with the criterion stated in Provision
4-2, the following information must be provided. In general, the offeror should be concerned with
providing specific facts in lieu of broad generalizations and flowery descriptions. Supplier must also
complete and return the Representations and Certifications (Provision 4-3 below).
a. Supplier Capability
The offeror must supply a narrative with supporting documentation as necessary and in sufficient detail
to allow the evaluators to determine its capability with regard to the following:
Resources necessary to successfully perform the work. If the required resources are not currently at hand
or available, the offeror should submit an acquisition plan demonstrating its ability to obtain. This
includes, but may not be limited to:
a. Facility or facilities
b. Capital Equipment
c. Operational Equipment
Evidence that the resources to be used to perform this service are available to meet required time tables
in light of all existing commitments, including awards pending.
The necessary organization, experience, accounting and operational controls, technical skills, and
production and property controls. Include detailed information on company organization and key
personnel who will be working on this contract.
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The offeror must include a statement that it is otherwise qualified and eligible to receive an award under
applicable laws and regulations, and that it is not encumbered in any way with regard to its ability to
perform the services required.
b. Past Performance
The offeror must supply a narrative with supporting documentation as necessary and in sufficient detail
to allow the evaluators to determine its performance record with regard to the following:
Quality (a record of conformance to contract requirements and standards of good workmanship)
including the ability to establish and maintain performance levels as required in this contract.
Timeliness of performance (adherence to contract schedules, including the administrative aspects of
performance) including experience in achieving performance levels required in previous contracts.
Business relations (a history of being reasonable and cooperative with customers; commitment to
customer satisfaction; integrity and ethics).
Cost control (a record of forecasting and containing costs).
A listing of contracts (Postal and/or non-Postal) of similar size, scope and nature as in this Request for
Proposals, along with their on-time performance information.
Provide a list of any defaults and debarments within the last 3 years, with explanation if any.
c. Proposal Specific Technical Criterion
The offeror must supply a narrative with supporting documentation as necessary and in sufficient detail
to allow the evaluators to determine its ability to succeed in performing the services required in this
contract with regard to the following:
1. Facility Operations:
Provide a narrative on how you intend to operate the facility operation, in sufficient detail to allow the
evaluators to determine your understanding of the work to be performed and how you intend to
successfully meet the technical requirements as stated in the Statement of Work. Your narrative should
give special attention to the following:
1. Location of work to be performed and description of property including security aspects,
adequate workspace, operational loading dock bays, and distance to the Postal Service
facility.
2. Facility or workspace platform capabilities of accommodating the loading and unloading
of trailers up to 53 feet long and between 48 to 52 inches in height from the ground to
the trailer bed.
3. Equipment. List each type, amount, make, model, year, and condition.
4. Load/unload and handling of containers (methodology and manpower, and productivity
rates)
5. Handling of overflow volumes and contingency capabilities.
6. Recording required daily activity reports.
7. Ensure all data input is timely and accurate.
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8. Interface and communications between supplier and USPS.
9. Maintenance of schedules.
10. Verification of security seals and ensures security of mail.
11. Handling of HAZMAT, live animals, and non-transferable pieces.
12. Detailed plan for hiring, training, and maintaining a viable workforce.
13. Peak Season Capabilities
2. Backup/Contingency Plan:
Describe in detail your contingency plan for dealing unscheduled and unexpected events affecting the
expeditious operation of the STC. These plans will be used to cover the required service in the event of
mechanical failure or other occurrences that would endanger on-time performance. Provide a detailed
contingency plan to include, but not limited to ensuring service when one or more of the following
conditions occur:
1. Delays and/or cancellations of surface vehicles caused by weather conditions from any
part of the network.
2. Any mechanical delays of surface vehicles or cancellations from any part of the network.
3. Labor disruptions and/or staffing shortages.
4. Periods of national emergency.
5. Delays caused by environmental issues such as fuel spills, HAZMAT, etc.
6. Other conditions that may impact on-time operations.
7. Late arriving trucks
8. Early arriving trucks
9. Mail arriving out of normal sequence
10. Inclement weather (snow, thunderstorms, etc.) – operating.
11. Inclement weather (snow, thunderstorms, etc.) – protection of the mail
12. Labor actions
13. An inability to complete all loading in time to meet tender
14. Overflow mail
15. Having less MTE (or surface containers) than required
16. Having damaged and/or non-road worthy containers
17. Handling or damaged or non-labeled mail
18. Matrix and schedule changes
19. Loose load mail
20. HAZMAT – acceptable and non-acceptable pieces
21. Handling and staging of live animals
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22. Running out of supplies such as placards, bypass tape, etc.
23. Power losses
24. Natural Disasters
25. Equipment breakdowns
3. Communications:
Describe in detail your plan to establish and maintain communications systems including:
1. All interfaces (software/hardware) to Postal, suppliers, and any other pertinent systems.
2. Supplying reports and an information exchange as outlined in this solicitation.
3. Avoiding and rectifying miscommunication between supplier and USPS.
4. Security Design Plan:
For each location the offeror must provide a Security Design Plan in accordance with the Security
requirements of this solicitation.
If a non-Postal facility is involved, offeror must provide an Alternate Security Design Plan in accordance
with Security requirements of this solicitation.
5. Cost/Price Proposal:
Total compensation will be calculated as follows:
{FIXED COSTS rate} + {Variable Costs (rates per fixed-container) x Volume} = Supplier
Compensation
Offeror must submit completed PS Form 8203 with their initial offer/bid. The individual CLIN prices
must be entered on the “Contract Line Item Numbers (CLIN) Prices” page of this solicitation, and
attached to a signed PS Form 8203. Contract pricing must include, but is not limited to, the following:
1. Fixed shall constitute minimum consideration under this contract.
Detailed fixed cost components including but not limited to the following should be
shown on Contract Line Item Numbers page:
a. Facility Costs
b. Facility Utilities
c. Facility Maintenance
d. Telephone Expense
e. Equipment and equipment expense
f. Administrative Costs
g. A separate cost proposal for each Security Design Plan
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2. Detailed variable pricing data/pricing sheet for fixed container rates include, but not
limited to the following should be shown on the Contract Line Item Numbers page:
a. Labor categories and number of employees in each category.
b. Daily number of hours for all employees in each category (exclude professional)
c. Annual number of hours for all employees in each category (exclude
professional)
d. Annual base rate for professional employees and employees covered under SCA
Wage Determination.
e. Extended annual cost for professional employees and employees covered under
SCA Wage Determination.
f. Hourly overtime rate for each labor category
5.10 Instructions to Offerors- Commercial Items
a. Submission of Offers
Technical and initial price proposals must be received by 12:00 P.M. Eastern Standard Time on
SUPPLIER OBLIGATIONS AND/OR PROCEDURES REGARDING PARTICIPATION IN THE
ONLINE AUCTIONS
Bids which supplier submits in the event’s procurement process are legally valid quotations without
qualification, except for data entry errors. As mentioned previously, offerors must submit initial bids
through the USPS RFP process. These bids will be used as the starting price for individual suppliers. If
a supplier’s initial bid through the USPS RFP process is not competitive, then the supplier will not be
able to participate in the online event.
Suppliers agree to submit bids in the event’s final round only through the online bidding mechanism
supplied by Global eProcure. All parties will prohibit unethical behavior and are expected to notify the
USPS if they witness practices that are counter-productive to the fair operation of the online auctions.
Pricing and Competitive Bid Process
After the evaluation of eligibility, schedule, past performance and capability, those offerors having
acceptable proposals will be invited to take part in a competitive web-based bidding event provided by
Global eProcure that may ultimately lead to the awarding of a contract or contracts.
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Suppliers will submit initial pricing before the start of the auction. Suppliers with competitive offers will
be invited to participate in the reverse auction. Suppliers will not be able to place bids higher than their
initial offer. During the event suppliers will see their own bid price and their current rank. If a supplier
loses internet connection or has some other trouble bidding during the live event they must contact the
Global eProcure help desk and ask for surrogate bidding. If a supplier loses connection at the end of the
auction they must contact the USPS during the "verifying bid period". The lot bidding may be extended
at the Contracting Officers' discretion. If the USPS decides to extend an auction because of a supplier's
technical problem all qualified suppliers will have an opportunity to continue bidding. The bidding will
not be complete until the bid status changes to completed.
Suppliers will be provided training from Global E Procure before the start of the event. The exact date
and time of the auction will be determined by the Contracting Officer.
Supplier Obligations
Supplier obligations and/or procedures regarding participation in the online auction have been
established to govern the online markets, and participants are required to conduct themselves in a manner
consistent with these obligations. The Postal Service reserves the right to exclude bidders from
participating in future markets due to the Bidder’s violation of any of the obligations.
Bidders who violate the obligation or engage in behavior that disrupts the fair execution of the event will
be removed from the event. Examples of violations include, but are not al inclusive to:
Failure to honor prices submitted to the marketplace;
Breach of the terms of the published Request for Quotation;
Bidder collusion or other anti-competitive behavior will be reported to the appropriate controlling legal
authority.
Preaward Survey
A preaward survey may be conducted on those offerors who are eligible for award based upon the
evaluation of their proposal. The preaward survey may be conducted by a Postal Purchase Team to
determine a supplier’s capability and verify information. The survey will include (but not limited to): 1)
examination of financial statements and records; and 2) on-site inspection of facilities and terminal
handling equipment. This inspection will be limited to a sampling of facilities, and equipment to be used
in the performance of this contract.
5.11
5.11 Evaluation (Provision 4-2) (March 2006) (Tailored)
General. The Postal Service will award a contract resulting from this solicitation to the offeror whose
offer conforming to the solicitation is deemed to offer the Postal Service the best value, price and other
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factors as specified considered. The following performance evaluation factors will be used in the
evaluation of offers:
1. Supplier Specific Criterion:
Supplier Capability
Past Performance
2. Proposal Specific Technical Criterion: (Listed in order of importance)
Facility Operations
Backup/Contingency Plan
Communications
Security Design Plan(s) and Alternate Security Design Plan(s)
In evaluating the technical criteria, the Postal Service will consider the information requested in
Provision 4-1, and “Information That Must be Provided (Provision 4-1 Addendum)”. Contract award
determination will be based upon price and the technical criteria.
3. Cost/Price Factors - Proposed rates
The evaluation of the offeror’s proposed rates will be accomplished as follows:
(Fixed Annual Price) + (Price per container x Volume) = Estimated Annual Total Price
4. Contract Award
A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful
offeror within the time for acceptance specified in the offer, shall result in a binding contract without
further action by either party. Before the offer’s specified expiration time, the Postal Service may accept
an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice
of withdrawal is received before award.
Award will be made to the offeror who proposes the best combination of price and technical/management
factors. Award will not necessarily be made to the offeror who provides the highest-rated
technical/management proposal or to the offeror who offers the lowest price. The award decision will be
made based on a trade-off between these factors. The cost/price proposal will be most important in
selecting between or among closely ranked technical/management proposal.
Options. The Postal Service will not evaluate offers for award purposes by adding the total price for all
options to the total price for the basic requirement. The Postal Service may determine that an offer is
unacceptable if the option prices are significantly unbalanced. Evaluation of options will not obligate the
Postal Service to exercise the option(s).
The Postal Service may determine that an offer is unacceptable if the Fixed Annual Price (CLIN 1) is
significantly unbalanced in relation to the Price per Container rate (CLIN 2).
Notice of Award. The Postal Service may accept an offer (or part of an offer), whether or not there are
discussions after its receipt, before an offer’s specified expiration time, unless a written notice of
withdrawal is received before award. A written notice of award or acceptance of an offer mailed or
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otherwise furnished to the successful offeror within the time for acceptance specified in the offer, will
result in a binding contract without further action by either party.
Remainder of page intentionally left blank
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5. Provision 4-3 Representations and Certifications (March 2006)
a. Type of Business Organization. The offeror, by checking the applicable blocks, represents that it:
(1) Operates as:
_ a corporation incorporated under the laws of the state of
_____________________; or country of ____________________, if incorporated in a country other than the United States of America.
_ an individual;
_ a partnership;
_ a joint venture;
_ a limited liability company;
_ a nonprofit organization; or
_ an educational institution; and
(2) Is (check all that apply)
_ a small business concern;
_ a minority business (indicate minority below):
__ Black American
__ Hispanic American
__ Native American
__ Asian American:
_ a woman-owned business; or
_ none of the above entities.
(3) Small Business Concern. A small business concern for the purposes of Postal Service purchasing means a business, including an affiliate, that is independently owned and operated, is not dominant in producing or performing the supplies or services being purchased, and has no more than 500 employees, unless a different size standard has been established by the Small Business Administration (see 13 CFR 121, particularly for different size standards for airline, railroad, and construction companies). For subcontracts of $50,000 or less, a subcontractor having no more than 500 employees qualifies as a small business without regard to other factors.
(4) Minority Business. A minority business is a concern that is at least 51 percent owned by, and whose management and daily business operations are controlled by, one or more members of a socially and economically disadvantaged minority group, namely U.S. citizens who are Black Americans, Hispanic Americans, Native Americans, or Asian Americans. (Native Americans are American Indians, Eskimos, Aleuts, and Native Hawaiians. Asian Americans are U.S. citizens whose origins are Japanese, Chinese, Filipino, Vietnamese, Korean, Samoan, Laotian, Kampuchean (Cambodian), Taiwanese, in the U.S. Trust Territories of the Pacific Islands or in the Indian subcontinent.)
(5) Woman-owned Business. A woman-owned business is a concern at least 51 percent of which is owned by a woman (or women) who is a U.S. citizen, controls the firm by exercising the power to make policy decisions, and operates the business by being actively involved in day-to-day management.
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(6) Educational or Other Nonprofit Organization. Any corporation, foundation, trust, or other institution operated for scientific or educational purposes, not organized for profit, no part of the net earnings of which inures to the profits of any private shareholder or individual.
b. Parent Company and Taxpayer Identification Number
(1) A parent company is one that owns or controls the basic business polices of an offeror. To own means to own more than 50 percent of the voting rights in the offeror. To control means to be able to formulate, determine, or veto basic business policy decisions of the offeror. A parent company need not own the offeror to control it; it may exercise control through the use of dominant minority voting rights, proxy voting, contractual arrangements, or otherwise.
(2) Enter the offeror's Taxpayer Identification Number (TIN) in the space provided. The TIN is the offeror's Social Security number or other Employee Identification Number used on the offeror's Quarterly Federal Tax Return, U.S. Treasury Form 941. Offeror's TIN: ____________________________
(3) Check this block if the offeror is owned or controlled by a parent company: _____
(4) If the block above is checked, provide the following information about the parent company: Parent Company's Name:_______________________________ Parent Company's Main Office:___________________________ Address:_____________________________________________ No. and Street:________________________________________ City:________________ State:______ ZIP Code:_____________ Parent Company's TIN:__________________________________
(5) If the offeror is a member of an affiliated group that files its federal income tax return on a consolidated basis (whether or not the offeror is owned or controlled by a parent company, as provided above) provide the name and TIN of the common parent of the affiliated group: Name of Common Parent: ______________________________ Common Parent's TIN: _________________________________
c. Certificate of Independent Price Determination
(1) By submitting this proposal, the offeror certifies, and in the case of a joint proposal each party to it certifies as to its own organization, that in connection with this solicitation:
(a) The prices proposed have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to the prices with any other offeror or with any competitor;
(b) Unless otherwise required by law, the prices proposed have not been and will not be knowingly disclosed by the offeror before award of a contract, directly or indirectly to any other offeror or to any competitor; and
(c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition.
(2) Each person signing this proposal certifies that:
(a) He or she is the person in the offeror's organization responsible for the decision as to the prices being offered herein and that he or she has not participated, and will not participate, in any action contrary to paragraph a above; or
(b) He or she is not the person in the offeror's organization responsible for the decision as to the prices being offered but that he or she has been authorized in writing to act as agent for the persons responsible in certifying that they have not participated, and will not participate, in any action contrary to paragraph a above, and as their agent does hereby so certify; and he or she has not participated, and will not participate, in any action contrary to paragraph a above.
(3) Modification or deletion of any provision in this certificate may result in the disregarding of the proposal as unacceptable. Any modification or deletion should be accompanied by a signed statement explaining the reasons and describing in detail any disclosure or communication.
d. Certification of Nonsegregated Facilities
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(1) By submitting this proposal, the offeror certifies that it does not and will not maintain or provide for its employees any segregated facilities at any of its establishments, and that it does not and will not permit its employees to perform services at any location under its control where segregated facilities are maintained. The offeror agrees that a breach of this certification is a violation of the Equal Opportunity clause in this contract.
(2) As used in this certification, segregated facilities means any waiting rooms, work areas, rest rooms or wash rooms, restaurants or other eating areas, time clocks, locker rooms or other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment area, transportation, or housing facilities provided for employees that are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or otherwise.
(3) The offeror further agrees that (unless it has obtained identical certifications from proposed subcontractors for specific time periods) it will obtain identical certifications from proposed subcontractors before awarding subcontracts exceeding $10,000 that are not exempt from the provisions of the Equal Opportunity clause; that it will retain these certifications in its files; and that it will forward the following notice to these proposed subcontractors (except when they have submitted identical certifications for specific time periods):
Notice: A certification of nonsegregated facilities must be submitted before the award of a subcontract exceeding $10,000 that is not exempt from the Equal Opportunity clause. The certification may be submitted either for each subcontract or for all subcontracts during a period (quarterly, semiannually, or annually).
e. Certification Regarding Debarment, Proposed Debarment, and Other Matters
(This certification must be completed with respect to any offer with a value of $100,000 or more.)
(1) The offeror certifies, to the best of its knowledge and belief, that it or any of its principals:
(a) Are ___ are not ___ presently debarred or proposed for debarment, or declared ineligible for the award of contracts by any Federal, state, or local agency;
(b) Have ____ have not ___, within the three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property;
(c) Are ___ are not ___ presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in subparagraph (b) above;
(d) Have ___ have not ___ within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in conjunction with obtaining, attempting to obtain, or performing a public (Federal, state or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion or receiving stolen property; and
(e) Are ___ are not ___ presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in subparagraph (d) above.
(2) The offeror has ___ has not ___, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal, state, or local agency.
(3) "Principals," for the purposes of this certification, means officers, directors, owners, partners, and other persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).
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(4) The offeror must provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
(5) A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered as part of the evaluation of the offeror's capability (see the Conduct Supplier Capability Analyst topic of the Evaluate Proposals task of Process Step 2: Evaluate Sources in the Postal Service Supplying Practices). The offeror's failure to furnish a certification or provide additional information requested by the contracting officer will affect the capability evaluation.
(6) Nothing contained in the foregoing may be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
(7) This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under section 1001, Title 18, United States Code.
(8) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making the award. If it is later determined that the offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Postal Service, the Contracting Officer may terminate the contract resulting from this solicitation for default.
f. Incorporation by Reference. Wherever in this solicitation or contract a standard provision or clause is incorporated by reference, the incorporated term is identified by its title, its provision or clause number assigned to it, in the Postal Service Supplying Practices, and its date. The text of incorporated Provisions may be found at http://www.usps.com/purchasing/purchasingpubs/pubsmenu.htm. If checked, the following provision(s) is incorporated in this solicitation by reference: (contracting officer will check as appropriate)
(1) Provision 1-2, Domestic Source Certificate - Supplies (March 2006) ___
(2) Provision 1-3, Domestic Source Certificate - Construction Materials (March 2006) ___
(3) Provision 9-1, Equal Opportunity Affirmative Action Program (March 2006) _X__
(4) Provision 9-2, Preaward Equal Opportunity Compliance Review (March 2006) _X__
(5) Provision 9-3, Notice of Requirements for Equal Opportunity Affirmative Action (March 2006) _X__
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PART 3—CONTRACT CLAUSES
SECTION 6--SPECIAL CLAUSES
6.1 Definitions (Clause B-1) (March 2006) (Tailored)
As used in this contract, the following terms have the following meanings
“All Purpose Containers” (APC): A type of Postal Service mail transport equipment into which
mail is sorted.
“Breaking Containers”: To unload containers and separate mail by class, Dispatch and Routing
Tag (D&R Tag), or distribution label destination into postal equipment such as, but not limited to,
general mail containers such as APCs, ERMCs and the like, over-the-road (OTR) containers, or as
directed by Postal Service officials.
“Break and Build”: The effort of unloading and loading surface containers for the purpose of
redistributing and transporting mail.
“Building Containers”: To build containers by loading and/or consolidating mail into surface
containers, separating mail by ACT Tag, distribution label, or as designated by Postal Service
officials
“BMC OTR-HD”: Bulk Mail Container Other the Road- Heavy Duty – An over-the-road
container made of heavy-duty aluminum that is used by the Postal Service for sorting and
transporting mail.
“Container”: A unit load device that is used to collect loose mail for handling as a consolidated
unit. Container includes, but is not limited to, units such as APC, ERMC, GPMC, OTR, and
hamper.
“Containerization”: The use of a unit load device in which mail is collected into, stored, and
transported to facilitate handling smaller quantities of mail as a single unit.
“Contracting Officer” or “CO”: The person properly designated in this solicitation as
Contracting Officer executing this contract on behalf of the Postal Service..
“Contracting Officer Representative” or “:COR” The Postal Service employee designated by
the Contracting Officer as an authorized representative to take action relating to the administration
of a specified contract or contracts, subject to the limitation and restrictions of the position.
“Cross-Dock Transfer”: Movement of direct containers or loose mail from one truck to another
without going through the sort operation
“Dangerous Goods” or “Hazardous Material”: Articles or substances which are capable of
posing a significant risk to health, safety or to property when transported by air and which are
classified according to Section 3 (Classification) of the International Air Transport Association
(IATA) Dangerous Goods Regulations, regardless of variations, exceptions, exemptions, or
limited quantity allowances.
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“Delivery”: The delivery of mail to the destination in accordance with contract requirements.
Delivery will be considered complete with the arrival of the final piece of mail correctly sorted
and loaded as required
“Delivery Time”: The latest scheduled time the contractor has to complete the delivery of mail to
the designated locations.
“Direct Container (Intact)”: A container filled at origin postal facility for transport to another
facility with the intention of transfer directly from one truck to another without going through the
sort facility. Also, a container loaded at an origin specifically for unload at an intermediate point,
or a container loaded at an intermediate point specifically for unloading at destination. This is
also referred to as a “by-pass container.”
“Dispatch and Routing Tag (D&R Tag)”: A bar-coded Postal Service label that is attached to
Handling Units. The D&R Tag provides an identification number in human and machine-readable
format that is unique for thirty days from generation. The D&R Tag also identifies in human
readable format the destination aviation supplier ramp identifier.
“Drayage”: The physical movement of mail by truck between two locations, such as between the
aviation supplier facility and the Postal Service STC.
“ERMC”: Eastern Region Mail Container. A wheeled container used to transport all types of
mail in mailbags, trays, and bundles. Originally, the ERMC was developed for and used within
the Eastern Region. Today, ERMCs are utilized in all regions.
“ERS”: Error Reporting System. System used to report internal Postal irregularities concerning
mail make up; dispatch problems; container issues; and identification concerns;
“Freight”: All products carried on aircraft that is not mail or passenger baggage.
“GPMC”: General Purpose Mail Container. A wheeled container mainly used for the transport
of mail in facilities and on surface vehicles.
“Hamper”: A canvas basket supported by a steel and wood frame for sorting and transporting
mail.
“LRRS”: Load Restraint Reporting System. System used to report irregularities concerning load
restraints in vehicles servicing the STC. DOT requirement are 2 pieces of shoring equipment for
every ten feet of trailer. (i.e. 53 foot trailer needs 12 pieces of shoring equipment.
“Highway Contract Route” or “HCR”: Postal Service-contracted surface transportation.
“Holiday Peak Season”: Twenty-one days prior to Christmas including weekends
“Intermediate Stop”: An interim point of service, on multiple stop segments between origin and
destination.
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“Letter Tray”: Closed and secured containers with dimensions no greater than 24 inches by 11 ½
inches by 5 1/’4 inches used to carry First Class Mail.
“Local”: Relating to places closest to where an event or circumstance exists.
“Loose Mail” or “Loose Load Mail”: Any mail, mailbags or parcels, handled outside a
container. The terms “Loose Sack Mail” and “Loose Bag Mail” are synonymous with “Loose
Load Mail”.
“MCRS”(also known as webMCRS) standard way of reporting information concerning
conditions at a facility. The Postal Service uses MCRS to monitor delayed; late and on hand
volumes. ERS (Error Reporting System) resides in the MCRS program.
“Mailbags”: Postal Service bags with maximum dimensions of 30 inches by 15 inches by 15
inches. The closure of the Mail Bag must be such that no straps or strings are hanging loose. The
Mail Bag must have a permanently affixed location on the side of the bag which allows the
routing label to be affixed in such a manner that it can be scanned by the Aviation supplier’s
automated sorting equipment.
“Mail Tub”: Closed and secured container with dimensions no greater than 21 inches by 19
inches by 19 inches used to carry mail.
“Mixed Container”: A container that contains mail for a number of different destinations that
requires unloading and sortation.
“MTE”: Mail Transportation Equipment, including bags, trays, containers, pallets and other
devices for consolidating and transporting mail.
“Outsides”: A mail product not transported in a mailbag or container.
“Overflow Mail”: Mail that cannot be loaded unto its intended mode of transport due to space or
weight limitations
“Package”: Any box or envelope that is accepted by the Postal Service for delivery to the
consignee.
“Placard”: A tag to be fixed to a container that that provides specific information or instructions
concerning the container, such as contents, weight, and destination.
“Pallet”: Rigid platforms on which mail is stacked to be moved as a single unit. Pallets are
constructed of either wood, molded wood fiber, or thermoformed plastic.
“Presort”: Mail directly assigned to final destination not requiring sortation
“PVS”: Postal Vehicle Service.
“Rewrap Area”: The area in which damaged or broken package and mailbags are repaired.
“Shipment”: All mail moving on an individually processed D&R Tag.
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“Shipping Day”: A day on which the surface supplier performs the service.
“Site Daily Rate”: The supplier rate of compensation, as per the contract, for one day of work.
“Slide Label”: A hard paper or cardboard insert on tray, tub or mailbag identifying the contents
including origin and destination.
“Staging of Mail”: The holding of mail in a secure area until it can be transported in Postal
Service transportation. Under no circumstance should this mail be dispatched to the aviation
supplier.
“Surface Only Mail”: Mail identified by the Postal Service as mail that can only be transported
via surface transportation.
“Surface Visibility”: Passive data collection system that uniquely identifies, tracks and checks
postal assets for improved decision analysis and automated forms generation.
“Splits” or “Separations”: The manner in which the mail is required to be sorted for delivery to
either the aviation supplier or Postal Service.
“Tender Time”: The latest time at which the contractor will receive mail from the Postal Service.
“Terminal Handling”: All ground handling of mail between arrival and departure at the
supplier’s facility.
“THS”: Terminal Handling Supplier.
“THS Facility”: The Terminal Handling Supplier’s secure and covered location where mail may
be sorted and transferred and equipment stored and staged.
“Transportation Network”: The combined transportation segments linking transportation of mail
between various facilities by surface (HCR or PVS), including any hub-and-spoke system to
transport, transfer, and sort mail to its final destination.
6.2 Responsibility for Postal Property
The supplier assumes the risk of, and shall be responsible for, any loss, destruction, or damage to
any postal-furnished property including but not limited to postal containers while in the custody
and control of the supplier. The supplier is not responsible for reasonable wear and tear to such
property. The supplier will promptly take all measures necessary to remedy any loss,
destruction, or damage to postal-furnished and other postal property that exceeds reasonable
wear and tear.
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SECTION 7 - GENERAL CLAUSES
7.1 General Terms and Conditions - Commercial Items (Clause 4-1)
7.2 Contract Terms and Conditions Required to Implement Policies, Statutes or Executive
Orders (Clause 4-2)
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PART 4--LIST OF ATTACHMENTS
ATTACHMENT TITLES
I. STC SURFACE MATRIX
II. PRICING PROPOSAL FIXED AND VARIABLE COSTS PRICING SHEETS
(including container sizes and types)
III. SCA Wage Determination No.:
IV. PS Form 8203
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ATTACHMENT II
PRICING PROPOSAL:
FIXED AND
VARIABLE COSTS PRICING SHEETS
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ATTACHMENT II - PRICING PROPOSAL FIXED COSTS PRICING SHEETS
FIXED-COSTS WEEKLY RATE PRICING SHEET
FOR THE DALLAS STC
CLINS FIXED COST*
COMPONENTS
ANNUAL COSTS TOTAL ANNUAL
COSTS ÷ 52 =
WEEKLY PAYMENT
a. $
b.
TOTAL -Fixed Annual Costs & Per Week Cost: $_____________________ $______________________
*Add rows as needed.
Note: Loaded hourly labor rates include the supplier’s direct labor and the fringe benefits,
overhead, and profit applied to direct labor.
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ATTACHMENT II - PRICING PROPOSAL VARIABLE COSTS PRICING SHEETS
VARIABLE-COSTS WEEKLY RATE PRICING SHEET
FOR THE DALLAS STC
CLIN 2 VARIABLE COST*
COMPONENTS
ANNUAL COSTS ($) TOTAL ANNUAL
COSTS ÷ 52 =
WEEKLY PAYMENT
$
TOTAL - Variable Annual Costs & Per Week Cost: $__________________ $______________________
*Add rows as needed.
Note: Loaded hourly labor rates include the supplier’s direct labor and the fringe benefits,
overhead, and profit applied to direct labor.
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PRICING PROPOSAL VARIABLES PRICING DATA/PRICING SHEET FOR FIXED
CONTAINER RATES FOR THE DALLAS STC
Instructions to Supplier: Provide prices for the using the per unit measurement of a
GPMC container.
.
CONTAINER DESCRIPTIONS/DIMENSIONS
GPMC= APC, ERMC 1. GPMC (General Purpose Mail Container)
2. APC (All Purpose Containers)
3. ERMC (Eastern Region Mail Container)
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4. BMC/OTRC-HD (Bulk Mail Container Other the Road –
Heavy Duty
NAME SIZE CAPACITY UNIT EQUIVALENT
GPMC 42x29x69 Usable capacity 36.4 ft 1 GPMC
APC 42x29x69 Usable capacity 36.4 ft 1 GPMC
ERMC 42x29x69 Usable capacity 36.4 ft 1 GPMC
BMC/OTRC 63x43x70 Usable capacity 100.6 ft 2 GPMC’s
PALLET 48x40 Usable capacity 81.1ft 2 GPMC’s
HAMPER 44x32x38H Usable capacity 21 ft 1 GPMC
