Description
The National Institutes of Health is conducting a market survey to determine the availability and potential technical capability of Hubzone and 8(a) small businesses. The intended procurement will be classified under NAICS code 492210, with a size standard of 21.5 million. The Office of Financial Management (OFM) serves as the principal accounting point providing for accounting services in support of direct operations for the NIH headquarters and designated stations; controls obligations; consolidates, reconciles, and analyses accounting reports prepared by accounting points, and prepares and consolidates NIH financial reports for NIH management and higher headquarters. The OFM is in need of a contract for Mail and Messenger Services. The services required are to provide administrative support in both general and specific areas as directed by the Administrative Officer of the OFM Division. These services include: a. Provide mail and messenger services for all of OFM. b. Maintain accountable mail receipts for Vendor and OFM Internal inquiries. c. Draft and send out general correspondence in support of the OFM invoice processing function. d. Scan and conduct quality control for the processing of all invoice documents into the OFM database and maintain a computerized filing system for batches scanned. e. Interface with vendor inquiries concerning invoices and invoice status. f. Manage the Records Retention Program for the OFM in accordance with appropriate NIH policy for record archiving. g. Retrieve, receive and scan documents in preparation for inventory; sort, date, stamp and route incoming and outgoing documents for both external and internal applications. h. Deliver mail/reports and other documents to rooms/individuals within OFM, including picking up incoming and outgoing material and sorting and processing for external sources. i. Provide routine support to assigned office equipment. j. redirect mail and merchandise shipped to the OFM directorate in error utilizing knowledge of the NIH Campus and outlying buildings to ensure proper receipt of documents/items. k. Organize and set up meeting rooms for the OFM directorate. l. Provide special messenger services on and off the NIH campus for the OFM. Contractor Requirements: 1. The Contractor shall provide three (3) general clerks and one supervisory clerk to work an eight (8) hour day, forty (40) hours per week (except for Federal Holidays) in Building 31, Office of Financial Management (OFM) at the National Institutes of Health, 9000 Rockville Pike, Bethesda, MD 20892. a. The clerks shall be able to read and speak English, and shall be U. S. Citizens. b. All employees require bonding to a level of $50,000 and must pass a security and criminal background check. The Contractor shall provide to the Contracting Officer, names, citizenship status and social-security numbers of staff for a criminal and background check by the NIH Police and proof of the required bonding. c. All staff shall have a valid driver’s license and familiarity with the Washington area. The staff shall have the capability of lifting boxes weighing up to 35 lbs. 2. The Contractor shall provide to the Contracting Officer, references from previous work of similar scope to the required services. 3. The Contractor shall provide two (2) mail clerks and one (1) supervisor for overtime on Saturdays, as required by the Government. 4. Specific duties and responsibilities of the Contractor shall be as follows: a. The Contractor shall greet and serve the public. b. The Contractor shall receive all incoming mail delivered to OFM mailroom by the NIH main mail center, that is located on the first floor, Building 31 twice per day. c. The Contractor shall receive documents via US Mail, courier services, and individuals. The Contractor shall open and sort said documents for distribution to various destinations, including but not restricted to the following offices: Commercial Accounts, Government Accounts, Contracts, General Ledger, Chief Financial Officer, Administrative Officer, Administrative Officer Systems, Travel Branch, Fellowship, Cashier and Central Services Budget & Accounting Branch. The documents are as follows: i. Commercial Accounts documents shall be prepared and sorted by priority, scanned into the View Star system with quality control ensuring minimum 95% accuracy. A computerized record of scan documents shall be prepared and maintained on-site until such time they are transferred to the Washington Federal Record Center in Suitland, MD. ii. Government Accounts documents shall be prepared and sorted (separately from Commercial Accounts documents) by priority, scanned into View Star system with quality control ensuring minimum 95% accuracy. A computerized record of scanned documents shall be prepared and maintained as delineated in paragraph (i) above. iii. Contract documents shall be date-stamped and sorted alphabetically then distributed to the appropriate individuals. leases, which are processed by the Contracts Office, shall be prepared and scanned with the same procedures as delineated in paragraph (ii) above. iv. Copies of incoming checks shall be made and maintained, and a record of “Checks Delivered to the Cashiers” shall be maintained. d. The Contractor shall pick up boxes of reports (up to 12 boxes daily) from the Center for Information Technology (CIT) in Building 12, as well as documents from the Cashiers’ offices and the FAES Office in Building 10 using a government vehicle. The materials picked up shall be sorted and distributed throughout OFM (Building 1, Building 10 and Building 31). e. The Contractor shall print, assemble, and mail out “vendor letters,” Consisting of correspondence to vendors whose invoices contain matters that prevent the invoice processing to occur. f. The Contractor shall pack, prepare documentation and track the records in the Records Storage Program for OFM in accordance with NIH policy on records retention and disposal. Work includes preparing boxes for the Federal Record Center, Suitland MD; writing the accession numbers on the box and putting payment schedule in the marked boxes. Accession numbers will be provided by the Administrative Officer, OFM. g. The Contractor shall complete (fill in, date, and vendor name, address) and mail NIH mail center standard forms to vendors (approximately 25 per week). h. The Contractor shall prepare records for microfilm operations. The Contractor shall prepare boxes, arrange the invoices, and arrange the vouchers and payment schedules in marked boxes for puck up by the microfilming contractor. i. The Contractor shall review the microfilm returned from the Federal Records Center, Suitland MD, by comparing the label on the microfilm cartridge to the printer header on the first page of the microfilm. Errors or defects shall be brought to the attention of the Administrative Officer. j. The Contractor shall be responsible for maintaining a neat and orderly work place in the areas assigned for mail and messenger services. k. The Contractor shall provide window service from 8:30 AM to 5:00 PM each workday. Personnel Requirements: a. The supervisor shall have three years of supervisory experience in a fast paced environment that included the use of computers. The experience shall include a least two (2) years in the Microsoft Windows environment. b. The supervisor shall have a minimum of three (3) years experience in managing a mail and distribution operation of similar size involving scanning of mail and distribution of mail and reports, consisting of at least 25,000 to 35,000 pieces per month. The relevant experience shall be demonstrated in a resume to be submitted with the bid. c. Employees shall posses proven computer skills with at least two (2) years experience in the Microsoft Windows environment and shall include experience working in a mailroom or similar environment. Employees shall possess experience in scanning documents with experience using copy machines, printers and fax machines desirable. d. The Contractor shall ensure a full team of one (1) supervisor and three (3) employees for every shift. Program Management and Control Hours of Coverage: 8:30 AM - 5:00 PM Location: Building 31/Room B1-B39 Report to: Ms. Kathy Adams & Ms. Liz Pulliam Administrative Project Officer, OFM Building 31/Room B1-C34 Telephone; (301)496-9498 The responding firms should provide two(2) copies of their capability statements to the sources sought to the above address not later than July 6, 2004.