D -- EXPRESS DELIVERY SERVICES

Express Delivery Services I. BACKGROUND CDC?s use of Express Delivery Services has grown substantially over the years. CDC shipments have increased as have the dollars spent on such services. The receipt and payment of Express Delivery Service Invoices was initially done in house when the volume of CDC shipments was much more manageable. In 1993, the Financial Management Office sought a vendor who would support an increasing need to properly manage all of CDC?s Express Delivery Service Needs. This vendor was required to receive all of CDC?s express delivery service invoices thru EDI, properly code the invoices and related shipments for proper payment and accounting, and also audit the rates charged by the service provider to see that CDC is not being overcharged. The vendor would also seek credits on CDC?s behalf for shipments that were not made in a timely manner. The vendor would have to perform these functions timely to ensure that invoice payments were not delayed which could result in interest penalty payments being made. II. PURPOSE The purpose of this contract is to obtain the services of a vendor who can process all express delivery service payments for CDC?s Financial Management Office. The vendor would need to effectively and accurately receive and transmit billing information, identify account numbers that would match up with common accounting numbers (CAN), generate reports, assemble all data and submit an electronic payment file that can be easily uploaded into our Payables module of CDC?s Oracle based Financial System called UFMS. III. SCOPE OF WORK: The vendor shall provide all the labor and material necessary to accomplish the tasks for the express delivery services for the Financial Management Office (FMO) at the Centers for Disease Control and Prevention (CDC). These tasks will be performed at an offsite location and payment files will be sent electronically every week for payment processing. TASKS TO BE PERFORMED: The vendor will: 1. Process all express delivery service invoices weekly with the designated GSA vendor (Currently FEDEX). 2. Perform automated auditing and departmental coding of all express delivery service invoices to ensure proper accounting. 3. Match CDC express delivery account numbers to appropriate CIO?s CANs. 4. Enter the manual, automated and unidentified shipments. 5. Provide detailed reports showing shipment details. 6. Adjust data when and where applicable for over shipments, unacceptable shipments, and errors. 7. Merge data from the EDI and manual invoices to prepare for payment. 8. Transmit files to CDC for upload into CDC?s accounting system, namely UFMS no later than 21 days after receipt of invoice from the shipping company. 9. Prepare and transmit remittance files, non-pay files and any other files required by the shipping company. IV. GOVERNMENT-FURNISHED PROPERTY Non-applicable for this requirement. V. PERIOD OF PERFORMANCE The period of performance will be: 7/1/2007 ? 6/30/2008 (Base Period) 7/1/2008 ? 6/30/2009 (Option Period 1) 7/1/2009 ? 6/30/2010 (Option Period II) 7/1/2010 ? 6/30/2011 (Option Period III) 7/1/2011 ? 6/30/2012 (Option Period IV) VI. PROJECT OFFICER Curtis Meusel will be the Project Officer. Upon award, all questions regarding the technical aspects of this order shall be referred to the Project Officer. VII. MINIMUM QUALIFICATIONS OF VENDOR OR VENDOR REPRESENTATIVE CDC will need to receive a flat file from the vendor. CDC will provide the flat file format. The vendor will need to provide all of the accounting information shown in the format including fiscal year (FY) and common accounting numbers. Vendor needs to check express delivery service invoices for pricing discrepancies. A one hundred percent audit is required of all shipping charges to ensure that CDC was billed fairly and billed at the government rate. CDC wants access to the data. CDC also needs to have the capability of reviewing and querying reports on line and creating adhoc reports. Allow CDC CIO?s to access the data via Internet. Generate and send email messages to cost centers for reconciliation. Information should provide all relevant shipping information such as account numbers, shipping numbers, complete shipping information for the sender and receiver including name and address and proof of delivery. VIII. DELIVERABLES Flat file from vendor to upload into UFMS. IX. PAYMENT TERMS Payment will be made thirty days following receipt/acceptance of services by the Project Officer identified herein or receipt of proper invoice to address shown in block 21 of purchase order, whichever is later. X. TECHNICAL APPROACH AND EVALUATION CRITERIA The government will perform a qualitative technical review of the proposals. The technical review will be performed in accordance with the following criteria: 1. Technical Approach: Contractors are to provide a written report of their technical approach for providing the services required for this procurement. This criteria will be evaluated according to the creativity, soundness, practicality, and feasibility of the vendors technical approach. The vendor shall demonstrate its understanding of the Governments requirement through a description of its: ? proposed approach, ? scheduling and assignment of tasks, ? proposed labor hours, and labor mix including staffing and management for each task requirement. 2. Staffing and Management: Contractors are to provide (1) a staffing plan that demonstrates their understanding of the labor requirements of this procurement; (2) a management plan that describes their approach for managing the work, and (3) brief descriptions of all professional individuals proposed for the procurement, indicating experiences with Domestic Express delivery Services. 3. Similar Experience: Contractors are encouraged to describe similar engagements with other federal government agencies. This description should include a brief summary of the results of your efforts. EVALUATION CRITERIA The contract shall be awarded to the contractor whose proposal is considered to be the most advantageous to the Government, price and other factors (identified below) considered. Technical factors will be equal to cost in this evaluation. The Government will not make an award at a significantly higher overall cost to the Government to achieve only slightly superior performance. Criteria Value of Criteria A. Technical Approach 20% B. Staffing & management 20% C. Similar Experience 60% Total Total 100% The Proposal should include a total dollar estimate for the Base Year and each of the 4 Option Years. The criteria to use when estimating the total proposed dollars is as follows: Average Monthly CDC Shipment Volume: 9,000 Average Monthly Dollar Value of Shipments Made: $130,000 Average Monthly Paper Invoices Requiring Manual Coding: 15