1. Draft- Postal Ops PWS.pdf

DRAFT

786 Force Support Squadron Postal Operations (786 FSS/FSX)

PERFORMANCE WORK STATEMENT

(PWS)

FOR

Third Air Force (3 AF), US Air Forces Europe (USAFE) Postal

Operations

Contract Number: Undetermined

Original Date: 7 February 2022

USAFE Postal Operations

Contract Number Here

Table of Contents

SECTION A

DESCRIPTION OF SERVICES

1.0 SCOPE OF WORK

1.1 Introduction/Mission

1.2 Background

1.3 Scope

2.0 PROGRAM MANAGEMENT

2.1 Government Program Management

2.2 Contractor Program Management

2.3 Contractor Human Resources

2.4 Contract Administration

2.5 Problem Management

2.6 Meetings

2.7 Contractor Identification

2.8 Quality Control

2.9 Publications

3.0 POSTAL OPERATIONS TASKING

3.1 General Postal Requirements

3.2 Customer and Inquiry Services

3.3 Finance Services

3.4 Receipt and Dispatch (R&D) Services

3.5 Register Mail Services

3.6 Official Mail Services

3.7 Postal Supply Services

3.8 (Applicable to Options A and B only) Mail Control Activity (MCA) Services.

4.0 OTHER REQUIREMENTS

4.1 DoD Identification Card

4.2 Lodging

4.3 Transportation

4.4 Personnel Protective Equipment (PPE)

4.5 Host Nation Visas, Permits, and Licenses

4.6 Housekeeping

4.7 Service Contract Reporting (SCR)

4.8 Clothing

5.0 SECURITY

5.1 Compliance

5.2 Personnel Roster

5.3 Visitor Group Security Agreement (VGSA)

5.4 Security Assistant Appointment

5.5 Clearance Requirements

5.6 Notification

5.7 Pass and Identification Items

5.8 Retrieving Identification Media

5.9 Traffic Laws

USAFE Postal Operations

Contract Number Here

5.10 Weapons, Firearms, and Ammunition

5.11 Reporting Requirements

5.12 Physical Security

5.13 Controlled/Restricted Areas

5.14 Key Control

5.15 Lock Combinations

5.16 Controlled Unclassified Information (CUI)

5.17 Computer Security

5.18 Non-Government Networks

5.19 Automatic Data Processing Equipment (ADPE)

6.0 CONTRACTOR TRAVEL

6.1 Theater and Country Clearance Requirements

6.2 Letters of Authorization (LOA)

6.3 Country Entry/Work Requirements

6.4 Defense Base Act Insurance

7.0 DELIVERABLES

7.1 D01 - Management/Staffing Plan

7.2 D02 – Transition - -In Plan

7.3 D03 - Quality Control Plan

7.4 D04 - Monthly Program Status Report (MPSR)

7.5 D05 - Operating Instructions (OIs) / Operating Procedures (OP)

7.6 D06 – Continuity of Operations Plan (COOP)

7.7 D07 –Personnel Roster

SECTION B

SERVICES SUMMARY

1.0 SERVICES SUMMARY (SS)

1.1 Purpose

1.2 Components

1.3 Quality Assurance Surveillance Plan (QASP)

1.4 Right to Surveil

1.5 Contract Non-Conformance

2.0 MEASUREMENT, ANALYSIS, AND IMPROVEMENT (MA&I)

2.1 Quality Assurance

2.2 Risk Assessment

SECTION C

GOVERNMENT-FURNISHED SUPPORT

1.0 GOVERNMENT EQUIPMENT/SUPPLIES

1.1 Equipment

1.2 Consumable Supplies

2.0 GOVERNMENT-FURNISHED SERVICES

2.1 Lodging

2.2 Support Services

2.3 Telephone Services

2.4 Emergency Medical Service

3.0 GOVERNMENT-OWNED VEHICLES

3.1 Vehicle Assignment

Contract Number Here

3.2 Vehicle Training Certification and Licensing

3.3 Automobile Liability Insurance

SECTION D

GENERAL INFORMATION

1.0 TRANSITION

1.1 Assuming Functional Responsibility

1.2 Transition - In/ Out

2.0 WORK HOURS

2.1 Hours of Operation

2.2 Holidays

3.0 PERFORMANCE OF SERVICES DURING CRISIS

3.1 Service During Crisis

3.2 Evacuations

4.0 ADDITIONS, RELOCATIONS and CLOSURES

APPENDICES

Appendix A – Definitions, Abbreviations & Acronyms

Appendix B – Personnel Qualification/Certification Requirements

Appendix C – Publications and Forms

Appendix D – Historical Workload Data

Appendix E – Sample Military Post Office (MPO) Equipment Listing

ATTACHMENTS

Attachment 1 – Common Access Card (CAC) Application Template

Attachment 2 – D04 Monthly Status (MONTHSTAT) Report Template

Contract Number Here

SECTION A

DESCRIPTION OF SERVICES

1.0 SCOPE OF WORK.

1.1 Introduction/Mission.

The Military Postal Service is operated as an extension of the United States Postal Service

(USPS) as authorized by 39 U.S.C. 406. The Department of Defense (DoD) operates military post offices in support of armed forces operations, and personnel, at locations outside the United

States. The DoD administers service in accordance with U.S. and Host Nation laws, policies and regulations of the USPS, and any additional DoD or service specific policy. The primary mission of the Postal Operations Contractor is to provide postal services for military post offices

(MPO) in the Third Air Force (3 AF), US Air Forces Europe (USAFE) Area of Responsibility

(AOR) for the requirement owner 786 FSS/FSX.

1.2 Background.

Military Postal Operations are not an organic mission in the United States Air Force (USAF).

98% of the USAF’s postal assets are stationed overseas in the European (USAFE) and Pacific

(PACAF) theaters. Their mission is to furnish mail service to overseas military personnel equal to that provided to the civilian population in the United States. Recent restructuring within the

Air Force that merged the Postal and Administrative Career Fields has hampered the ability of postal Chief Enlisted Managers to leverage seasoned postal personnel across commands to fill key overseas positions; to include, postal positions within the 3 AF (USAFE) AOR. The objective of this effort is to minimize the strain of providing qualified Air Force personnel to support 786 FSS/FSX MPOs, with the goal of providing greater continuity and predictable postal operations support to the warfighter.

1.3 Scope

The contractor shall operate MPOs and provide postal support to authorized personnel and organizations, including authorized coalition personnel and units, at locations within the 786 FSS/FSX AOR. The contractor must be able to comply with all U.S. law, U.S. code, as well as established USPS, DoD, Combatant Command, and service component rules and regulations as it applies to domestic mail supporting the Department of Defense overseas.

1.3.1 The contractor shall be licensed and able to perform work in each of the countries identified in this requirement, without delaying the start of contract performance because it is not in compliance with host nation business and labor rules and laws. Postal support shall consist of the following functions in accordance with USPS, DoD, United States Air Forces Europe (USAFE), 2 Air Postal Squadron (2 AIRPS) directives and manuals and as specified in this performance work statement (PWS): Mail processing and acceptance, unit mail delivery, receipt and dispatch (R&D) functions, registered mail, postal finance, locator and directory services. In addition to following general guidelines contained in the aforementioned manuals and directives, the contractor shall accomplish specific tasks as outlined in this PWS. A requirement for additional Mail Control Activity (MCA) requirements may be added in future option years of the contract. All contractor employees performing registered mail functions must have a U.S.

SECRET security clearance prior to the start of the contract. USAF personnel will fulfill

Postmaster, 786 FSS/FSX Postal Operations Contract Number Here

Official Mail Manager (OMM) and other positions that obligate government funds at all locations.

1.3.1.1 The specified postal operations support is for the below-listed MPO locations:

• Ramstein North Side Post Office, Ramstein Air Base, Germany

• Kapaun Post Office, Kapaun Air Station, Germany

• South Side Post Office, Ramstein Air Base, Germany

1.3.1.2 All labor, travel, and other direct costs associated with this requirement are firm fixed price (FFP). The Contractor shall be responsible for performing all services and meeting all directives noted in this PWS by imperative verbs regardless of whether such services and directives are preceded by the words “the Contractor shall.”

1.3.2 If Government actions such as availability of Government-furnished support significantly impair the Contractor's ability to meet established performance thresholds, the Contractor shall provide written justification for noncompliance and waiver request within one (1) business day of the date when the action or event was discovered by the Contractor or Government.

1.3.3 Optional Support.

1.3.3.1 Option A – North Side Post Office (NSPO). If the Government exercises the option for NSPO, the contractor shall provide all services outlined in this PWS and associated appendices no later than (NLT) 90 days after the award of the contract option. Appendix D, Historical Workload Data, outlines the optional level of service required at NSPO.

1.3.3.2 Option B – South Side Post Office (SSPO). If the Government exercises the option for SSPO, the contractor shall provide all services outlined in this PWS and associated appendices no later than (NLT) 90 days after the award of the contract option. Appendix D, Historical Workload Data, outlines the optional level of service required at SSPO.

1.3.3.3 Option C - Kapaun Post Office (KPO). If the Government exercises the option for KPO, the contractor shall provide all services outlined in this PWS and associated appendices no later than (NLT) 90 days after the award of the contract option. Appendix D, Historical Workload Data, outlines the optional level of service required at KPO.

2.0 PROGRAM MANAGEMENT.

2.1 Government Program Management.

2.1.1 Headquarters, US Air Forces Europe, Acquisition Management and Integration Center

(HQ USAFE AMIC). HQ USAFE AMIC is located at Ramstein Air Base, Germany. AMIC provides the Government contracting officer (CO), program manager (PM) and quality assurance management support for this contract.

2.1.2 786 FSS/FSX (USAFE). 786 FSS/FSX (USAFE) manages U.S. Air Force postal support for the Ramstein Air Base AOR and is the requirement owner for this contract. 786 FSS/FSX (USAFE) will also provide personnel to function as the Contracting Officer Representatives

(COR) for this contract.

2.1.3 Specified MPO Locations. Each specified MPO location will have a military or

Department of Defense (DoD) civilian Postmaster and OMM to manage all facets of postal operations, obligate Government funds and perform inherently Governmental functions.

2.2 Contractor Program Management.

Contract Number Here

The Contractor shall exercise management and operational control over, and retain full responsibility for, the performance requirement set forth in this PWS. The program management approach must focus on meeting or exceeding performance objectives and ensure compliance with all mandatory, statutory and regulatory requirements. This includes the management and oversight of all activities performed by contractor personnel, including subcontractors and teaming partners. The contractor shall develop a contract Management/Staffing Plan; the requirements of this plan are outlined in Paragraph 7.1.

2.2.1 Both the Government and the Contractor recognize that no employer-employee relationship between Government and Contractor personnel exists or will exist under this contract. The Government will not exercise any direct supervision over Contractor employees performing services under this contract. Accordingly, the Contractor’s employees shall remain under the Contractor’s direct supervision at all times. Although the Government Program

Manager (PM), Contracting Officer’s Representative (COR), Military Postmaster, Squadron

Commander will coordinate directions within the scope of the contract, detailed instructions for the Contractor’s employees and the associated supervision shall remain the sole responsibility of the Contractor.

2.2.2 Pursuant to FAR Subpart 7.5, the Contractor shall not perform any tasks that are inherently governmental functions.

2.2.3 While Contractor management and personnel will have daily exchanges with various

Government personnel in performance of their duties, contract administration rests with the

Contracting Officer (CO) and any conflicts in directions should be brought to his/her attention directly or via the PM and COR.

2.3 Contractor Human Resources.

The Contractor shall provide a qualified workforce to sustain postal operations in the 786 FSS/ FSX AOR. PWS Appendix B identifies minimum workforce experience and qualifications.

2.3.1 Contractor Program Manager (CPM). Provide a CPM responsible for the performance of all work required under this contract. The CPM serves as the single interface between the

Government program office and Contractor. The CPM shall maintain overall responsibility for all operating MPO locations identified in Paragraph 1.3.1.1. The CPM shall have extensive experience managing postal operations, meet the experience requirements outlined in Appendix

B and shall have full authority to act for the Contractor on all matters relating to the program and contract execution, to include the authority to negotiate agreements with the Government. The

CPM shall establish Contractor postal management functions, as necessary, to ensure organizational functions at each location operate with standardized processes and discipline.

The CPM shall exercise management and operational control for contract requirements and retain full responsibility for all elements of performance. The Contractor shall designate, in writing, an alternate CPM to the Government if the primary CPM is to be absent at any time.

Additionally, the CPM or alternate shall be available no later than the next business day during normal business hours, 0800 to 1700 , to meet telephonically with the Government to discuss contract issues.

2.3.2 Site Lead. The Contractor shall provide and identify a qualified site lead for each location specified in Paragraph 1.3.1.1 responsible to execute daily MPO mission requirements.

Contract Number Here

This site lead shall be the single focal point for each MPO location and function as the single interface between Contractor and the designated Postmaster or on-site military MPO personnel.

The site lead shall always be available within two hours, deployed site local time, to meet (face-to-face or through telephonic communications) with the on-site military or Government MPO personnel to discuss postal issues.

2.3.3 Human Resources.

2.3.3.1 The contractor shall select and employ personnel in sufficient numbers to manage, supervise, and perform all tasks required by this PWS. Contractor personnel shall be properly trained, qualified and certified when applicable. The Contractor is required to satisfy all PWS requirements in spite of any vacancies in key and non-key contractor positions. Daily business with the US Government is conducted in English, and the Contractor shall ensure personnel performing management functions, interfacing with the Government and performing postal customer service functions are fluent (oral and written) in the English language (Interagency

Language Roundtable Level 4 – Full Professional Proficiency).

2.3.3.2 In order to satisfy an established agreement between the USPS and DoD concerning handling of U.S. Mail, the contractor shall ensure no person of questionable integrity is employed to fulfill contract services outlined in this PWS. The contractor shall ensure all personnel performing postal duties are loyal, trustworthy, and honest and have favorably completed a Tier 1 (T1) background investigation. Per DoD 4525. 6-M, Chapter 5, Contractor personnel performing postal functions shall:

Have no record of conviction of a crime involving theft or moral turpitude

Have no record of disciplinary actions reflecting unfavorably upon their integrity

Have no record of psychiatric disorder, alcoholism, or drug abuse, unless a medical evaluation determines the condition no longer exists

Possess high moral standards

Be financially responsible

Not have been previously relieved from postal duties for cause or criminal convictions

2.3.3.3 All Contractor employees performing postal services at a location identified in Paragraph

1.3.1.1 must be physically able to lift 70 pounds and have no permanent physical restrictions prohibiting work involving prolonged standing, walking, bending or lifting. Contractor employees shall also be able to operate the USPS Point of Sale (POS)/Retail Software System

(RSS), postage meters and scales used to weigh parcels, calculate postage and account for funds remittances.

2.3.3.4 The Contractor shall ensure all personnel obtain access to Automated Military Postal

System (AMPS) and provide evidence of successful completion of required AMPS training and certifications within 30 days of arrival at the outside contiguous United States (OCONUS) locations. 786 FSS/FSX (USAFE) will provide the instructions for AMPS registration and site specific training requirements after contract award.

2.3.4 Key Personnel. Key personnel are those contractor personnel filling Government-identified, key positions considered to be essential to the successful performance of the contract.

Designated key personnel shall be in place at the start of the contract performance period. The http://www.govtilr.org/ http://www.govtilr.org/

786 FSS/FSX Postal Operations

Contract Number Here

Contractor shall identify key personnel and their associated qualifications as related to Appendix

B for each key position in the Management/Staffing Plan (D01) delivered IAW Paragraph 7.0.

2.3.4.1 Government Identified Key Personnel. The program manager, site leads, stock custodians and personnel who handle registered mail, as identified in Appendix B, are considered key personnel.

2.3.4.2 Key Personnel Vacancies. The contractor shall notify the PM, COR and CO via email of any key personnel vacancies or pending vacancies within two calendar days of discovery. This email notification shall include the date and time the position will be vacant, anticipated replacement date, and what management action will be taken to ensure mission completion. As stated in PWS Paragraph 2.3.3.2, the Contractor is required to satisfy all PWS requirements in spite of any vacancies in key positions. Key position vacancies shall not exceed 14 calendar days from start of the vacancy to the date the Government is notified the position is filled by a qualified person. Continental United States (CONUS)-based key personnel shall be in place no later than (NLT) 14 calendar days after the Government is notified a position is filled and

OCONUS key personnel shall be in place NLT 60 calendar days after the Government is notified the position is filled, unless otherwise approved in writing by the CO. The Contractor shall ensure all replacements and any temporary substitutions meet the minimum qualifications of the key position and provide this information to the CO for Government review and acceptance.

2.3.5 Non-Key Personnel Vacancies. As specified in PWS Section A, Paragraph 2.3.3.1, the contractor shall provide sufficient personnel to perform all tasks required by this PWS. The contractor shall notify the PM, COR and CO within two calendar days via email when manning for non-key personnel positions falls below 75 percent of the manning level accepted in the contractor’s proposal and incorporated into the contract. This email notification shall identify the efforts taken to fill the vacancies, anticipated get-well date, and management action taken to ensure continued performance of all tasks required by this PWS.

2.3.6 CO-Requested Removal. The CO may request, in writing, that the Contractor remove any employee from their assignment to perform services under this contract when retention of such employee endangers life, property, national security, and the integrity and standards of the

786 FSS/FSX (USAFE) Postal Operations Program. The CO may also request that the

Contractor remove any employee from their assignment who does not meet the minimum education and experience qualifications established in the Contractor’s technical proposal and approved by the Government.

2.3.7 Notification of Terminations. Report any employee terminations to the PM within 24 hours.

2.4 Contract Administration.

All program administration required to fulfill contract requirements is the sole responsibility of the Contractor. The Contractor shall develop operating instructions and operating procedures

(D05) as required to govern internal program operations. Provide all data and information, including contract deliverables specified in Paragraph 7.0, to the Government in electronic format compatible with Microsoft-based software unless otherwise directed by the Government.

2.5 Problem Management.

786 FSS/FSX Postal Operations

Contract Number Here

The Contractor shall notify the Government PM, CO, and CORs within one (1) business day of any problem affecting mission accomplishment or contract performance. Contractor notification may be by phone and/or email.

2.6 Meetings.

The contractor shall attend and support the below-listed program related meetings. Telephonic or in person meeting support at each site is consider the cost of doing business with the

Government. Travel associated with the Kick-Off Meeting and annual Program Management

Review (PMR) is part of the fixed price requirement.

2.6.1 Kick-Off Meeting. The contractor shall support a contract Kick-Off Meeting within 30 days of contract award. The Kick-Off Meeting will be held at Ramstein Air Base, Germany.

2.6.2 Program Management Review (PMR). The contractor shall attend and support an annual, one day Program Management Review (PMR) at Ramstein Air Base, Germany. The contractor shall submit agenda items to the PM/CO when requested.

2.6.3 Periodic Meetings. The Contractor shall attend and support meetings concerning postal operations support under this contract by teleconference/video conference, as required.

Contractor site-level personnel shall support meeting with the Postmaster or official mail manager in-person, as required. The Contractor shall submit or respond to agenda items to the

Government CO, PM, CORs, and 786 FSS/FSX (USAFE) when requested.

2.7 Contractor Identification.

Each contractor employee shall wear a durable, easily legible identification badge (or company logo shirt with name) while on duty at any government location. The badge shall be worn in plain view on the upper portion of the outer garment at all times, except in locations where such display would threaten the safety and security of the contractor employee. The company shall furnish the identification badge, and it must contain the company name, employee name, employee photograph and government organization that the contractor employee supports at the place of performance.

2.7.1 When performing any contract related duties, contractor employees shall clearly identify themselves as “contractor” at all times, in communications and representations, including in the workplace, at meetings, in conversations, telecommunications, mail, electronic mail (e-mail), and faxes, whether with government personnel, other contractor personnel, or with the public.

2.7.2 Contractors with access to a government Local Area Network (LAN) and/or with an official government provided email address shall have signature blocks that include the contractor company name in the signature block, the word “contractor” clearly visible, and the designation “CTR” in the contractor employee’s global address.

2.8 Quality Control.

The contractor shall develop and implement a Quality Control Plan (QCP) that outlines

Contractor’s approach for ensuring the successful accomplishment of all tasks and services identified in this contract. The contractor shall establish an internal surveillance program to identify risk areas, performance issues and associated mitigation strategies. Complete records of all internal surveillance efforts shall be maintained and made available to the Government during

786 FSS/FSX Postal Operations

Contract Number Here contract performance. The Contractor shall submit a Quality Control Plan (D03) IAW PWS, Paragraph 7.3.

2.8.1 Performance Evaluation. Contractor performance outputs are subject to surveillance by the Government to ensure compliance with this PWS. The Contractor shall permit the

COR(s)/CO, or authorized representative, access to all records, data, and facilities used in the performance of the contracted services. Access shall be provided as soon as possible (unless the

CO agrees to an extension). At a minimum, the Contractor shall:

2.8.1.1 Allow COR/CO/PM access to work areas and data, provide support, and do not interfere with the COR(s) and other designated personnel in the performance of their official duties.

2.8.1.2 Support independent audits and inspections of MPS facilities conducted by Air Force or other Government agencies. These audits and inspections are separate from COR audits;

however, the results may feed into the Quality Assurance Surveillance Plan (QASP) processes.

2.8.2 Self-Assessment Checklists (SAC). Accomplish semi-annual SACs assigned in the

Management Internal Control Toolset (MICT) by 786 FSS/FSX (USAFE). As part of the Commander’s Inspection Program, the Contractor shall assess new or updated SACs within 30 days of publication or revision. The contractor shall report compliance or non-compliance with assigned SACs through MICT IAW AFI 90-201, including any non-compliance identified during

COR surveillances. Change in compliance status will be updated within 10 calendar days. The contractor shall email the Government COR office by 1600 local time the next duty day when an observation has been created/closed or a SAC has been locked for validation.

2.9 Publications.

All publications, instructions and documents applicable to this PWS are listed in Appendix C, Publications and Forms. The publications listed in Appendix C are coded as mandatory or advisory. Adhere to all publications/instructions coded as mandatory, as indicated by an “X” under the appropriate postal operation in the Postal Publications Listing (PPL), without deviation and only be guided by those publications coded advisory to the extent necessary to accomplish requirements in this PWS. Additionally, Appendix C contains a cross reference chart identifying the publications and applicable sections for specific postal areas and functions.

2.9.1 The 786 FSS/FSX (USAFE) PPL at Appendix C identifies the publications that must be available and displayed in each section or area of the post office. The Government will assess the availability of PPL-identified references during contact audits and Government inspections.

The contractor is responsible for ensuring the correct and current publications or visual aids are available, displayed and implemented in the MPO.

2.9.2 The Contractor shall use and update all Government-furnished, Operating Instructions

(OI) and its own Operating Procedures (OP) IAW PWS Paragraph 7.0 (D05). Develop, implement and update any additional non-proprietary OIs/OPs as necessary to manage postal operations at all operating locations.

3.0 POSTAL OPERATIONS TASKING.

In addition to the requirements listed in the below paragraphs, the contractor shall adhere to the applicable mandatory guidance listed in PWS, Appendix C. Appendix C - Publications & Forms USAFE-AFAFRICA GM 2022-33-01 identifies the applicable guidance by postal function.

Contract Number Here

3.1 General Postal Requirements.

The contractor shall:

3.1.1 Determine eligibility of patrons by verifying customer’s Common Access Card

(CAC)/Identification Card (ID), Letter of Authorization (LOA), or Memorandum of Agreement

(MOA) authorizing postal privileges for each visit. Facial recognition shall not be used to determine eligibility.

3.1.2 Advise patrons on mailing services available, classes of mail, restrictions and mail acceptance.

3.1.3 Provide customer service hours (not to include pre-opening and closing procedures) as required by 786 FSS/FSX; NSPO generally 9 hours per day, six days a week. SSPO generally 9 hours per day, five days a week. KPO generally 9 hours per day, five days a week. Current customer service hours by location are:

• North Side Post Office: M/T/Th/F/S (1000-1700), Wed (1200-1700)

• South Side Post Office: M/T/Th/F (1000-1700), Wed (1200-1700)

• Kapaun Post Office: M/T/Th/F (1000-1700), Wed (1200-1700)

Customer service hours may vary by location as directed by the installation commander or mission needs. The Postmaster may temporarily extended hours to accommodate heavier than normal mail volumes due to personnel rotational months (January/April/July/October) and holidays (e.g. Christmas).

3.1.4 Assist the Government representatives with monitoring host nation customs examinations and document the disposition of confiscated items, if applicable. Report issues to 786 FSS/FSX (USAFE) through email, telephone, and the AMPS within 24 hours. The MCA team or

Postmaster (deployed or permanent party U.S. Air Force) will conduct any required customs-related tasks with the host nation.

3.1.5 Initiate and report all mail incidents regarding mail theft, loss, shortage, rifling, shipment of prohibited matter and initiate Postal Net Alerts (PNA) via AMPS within 24 hours as well as inform the local postal chain of command.

3.1.6 Requisition and maintain all applicable USPS, DoD, and Air Force publications and forms listed in Appendix C. Additionally, the contractor shall manage any applicable changes to mandatory publication IAW the instructions listed in Appendix C.

3.1.7 Control access to mail processing areas IAW applicable directives. Establish and maintain an Entry Authorization Listing (EAL) identifying personnel authorized unescorted entry. Maintain an AF Form 1109, Visitor Register Log, for all authorized visitors not listed on the EAL.

3.1.8 Ensure all personnel supporting postal operations receive an initial briefing before assuming duties and annual refresher on mail security. Document, validate, maintain original copies of designation and termination forms for all postal employees and comply with the disposition procedures listed in applicable directives. The Postmaster will maintain the following forms for all personnel (contractor and Government) supporting postal operations:

DD Form 2257, Designation/Termination MPC-FPC-COPE-PFO, DD Form 285, Appointment of

786 FSS/FSX Postal Operations

Contract Number Here

Military Postal Clerk, Unit Mail Clerk or Mail Orderly and PS Form 8139, Your Role in

Protecting the U.S. Mail.

3.1.9 Process Absentee Balloting Material IAW CCR 25-64, USCENTCOM Absentee Ballot

Postal Policy and Procedures, and report movement and inventory via AMPS.

3.1.10 Report any issues or deficiencies with postal facilities to on-site military MPO personnel.

3.1.11 Clearly post mail call hours for the unit mail clerks (UMC).

3.1.12 Ensure postal employees protect the security of all mail in custody from unauthorized opening, inspection, reading of contents, tampering, delay, theft, damage and compromise during all phases of processing and transmission.

3.1.13 Generate and deliver the MPS Monthly Activity Status (MONTHSTAT) Report (D04) that covers the previous month.

3.2 Customer and Inquiry Services.

The contractor shall provide a customer service capability and manage and address postal inquires at all MPO locations identified in Paragraph 1.3.1.1. The Contractor shall:

3.2.1 Create, maintain and disposition official records IAW Air Force Records Information

Management System (AFRIMS), AFI 33-322, Air Force Privacy and Civil Liberties Program

AFMAN 33-363, Management of Records, AFI 33-364, Records Disposition –Procedures and

Responsibilities and applicable supplements.

3.2.2 Scan and upload required Product Tracking and Reporting (PTR) data into AMPS daily.

3.2.3 Provide mail directory service within prescribed timelines outlined in DoD 4525.6-M, collect and forward information, and maintain directory service in AMPS daily.

3.2.4 Manage, maintain and deliver mail through post office receptacles/mail boxes, where applicable for permanent party personnel.

3.2.5 Provide directory service by maintaining forwarding addresses for personnel in the

AMPS Directory Module. Forward and return mail as required by individual class of mail IAW applicable directives.

3.2.6 Accept and prepare USPS indemnity claim applications and other customer inquiry forms. Provide postal patrons information and guidance as applicable about the online process for submitting postal claims.

3.3 Finance Services.

The contractor shall provide a postal finance services at all MPO locations identified in

Paragraph 1.3.1.1. Postal finance services includes, but is not limited to the below-listed requirements. The Contractor shall:

3.3.1 Maintain accountability for all funds and liability for missing or unaccounted funds. The only payment methods accepted are debit card, credit card and EagleCashTM. MPOs identified in this requirement will not accept cash or checks.

3.3.2 Perform Stock Custodian (SC) duties IAW applicable directives identified in Appendix

C.

Contract Number Here

3.3.3 Verify customs forms and perform open parcel inspections for every parcel IAW CCR

25-63, Appendix E. Enforce customs regulations and proper address standards.

3.3.4 Maintain the customer service lobby. Perform POS/RSS functions, assist customers with

Click-n-Ship, process debit card, credit card, and EagleCashTM card transactions.

3.3.5 Sell USPS provided money orders and stamps; accomplish required forms and documentation to properly account for and remit funds IAW applicable directives.

3.3.6 Ensure all available finance windows are open if the customer service line exceeds five personnel for greater than five minutes.

3.3.7 Ensure the Stock Custodian conducts and properly documents monthly audits of stamp stock and funds to ensure proper accountability. Conduct audits on random days within each month. Report any audit discrepancies to the Government PM/COR/CO and Postmaster or

OMM within 24 hours of completion of the audit.

3.4 Receipt and Dispatch (R&D) Services.

The contractor shall provide postal R&D services at all MPO locations identified in Paragraph

1.3.1.1. R&D services includes, but are not limited to the below-listed requirements. The

Contractor shall:

3.4.1 Process all incoming and outgoing mail within established guidelines and standards IAW

DoD 4525.6-M.

3.4.2 The contractor shall process all Priority and First Class mail (to include directory) within

24 hours of reception and all other prograde mail received within 48 hours of reception.

3.4.3 Perform PTR scans on all mail upon arrival (prograde, retrograde, re-routing, delivery etc.) upload data into AMPS daily.

3.4.4 Forward or return undeliverable mail according to disposition instructions.

3.4.5 Ensure mail is secured and protected from the elements and unauthorized access.

3.4.6 Apply proper endorsements and seals to mail labels, tags, pouches and vehicles.

3.4.7 Remove labels and tags from empty mailbags and trays. Consolidate Empty Equipment

(EE) and return excess equipment IAW applicable directives.

3.4.8 Repair or rewrap damaged letters or parcels.

3.4.9 Monitor mail collection boxes located throughout the installations for authorized customers to deposit outgoing mail. Notify on-site military MPO personnel of any issues noted regarding condition or location of mail collection boxes.

3.5 Registered Mail Services.

The contractor shall provide registered mail services at NSPO and KPO only via the Finance window. Registered mail services include, but are not limited to the below-listed requirements.

The Contractor shall:

3.5.1 Process, secure and protect all register mail IAW established guidelines and standards identified in Appendix C.

3.5.2 Perform PTR scans on all mail upon arrival (prograde, retrograde, re-routing, delivery etc.) upload data into AMPS daily.

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3.5.3 Apply proper endorsements and seals to mail labels, tags, pouches, and vehicles.

3.5.4 Ensure registry records are completed and maintained IAW applicable directives identified in Appendix C.

3.5.5 Ensure all postal employees assigned as registered mail clerks have a U.S. SECRET clearance.

3.5.6 Notify on-site military MPO personnel of any issues or deficiencies in registry section facilities to ensure they meet construction, security and safety standards IAW established guidelines.

3.5.7 Perform open parcel inspections IAW CCR 25-63, Appendix E for every parcel and enforce customs regulations.

3.5.8 Process damaged registered mail within established guidelines and report mail incident thru AMPS within 24 hours.

3.5.9 Prepare postal service forms involving notification and receipt of accountable and non-accountable mail, and obtain required signatures from unit mail clerks (UMC) and authorized customers.

3.6 Official Mail Services - This process must be removed.

The contractor shall provide official mail services at all MPO locations identified in Paragraph

1.3.1.1. Official mail services include, but are not limited to the below-listed requirements. The

Contractor shall:

3.6.1 This process must be removed: Process, secure and protect all register mail IAW established guidelines and standards identified in Appendix C.

3.6.2 Maintain security and use of the Official Mail EagleCashTM Card at each MPO used for air base’s official mail.

3.6.3 Separate, scan, apply proper endorsements/postage and seals to mail labels, tags, pouches and vehicles.

3.6.4 Generate and maintain required forms, expenditure reports/logs and documents IAW applicable directives.

3.6.5 Perform open parcel inspections IAW CCR 25-63, Appendix E for every parcel and enforce customs regulations.

3.6.6 Verify the UMC's authority to receive and drop off mail via AF Form 4332, Accountable

Communications Receipt Authorization.

3.6.7 Sort incoming mail by organization and prepare the mail for pickup by the UMC during prescribed times.

3.6.8 Prepare postal service forms involving notification and receipt of accountable and non-accountable mail, and obtain required signatures from unit mail clerks.

3.6.9 Provide and document UMC training using Government-furnished training plan.

3.6.10 Accept and prepare USPS indemnity claim applications and other customer inquiry forms.

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3.6.11 Ensure only authorized personnel obtain access to non-customer locations in the postal facility. Deliver to, and collect mail from, authorized agents only.

3.7 Postal Supply Services.

The contractor shall provide postal supply services at all MPO locations identified in Paragraph

1.3.1.1. Postal supply services include, but are not limited to the below-listed requirements. The

Contractor shall:

3.7.1 Ensure postal supply OP is on hand and utilized for reference.

3.7.2 Identify a Postal Supply Clerk in writing to the site Postmaster. The Postmaster will notify 786 FSS/FSX, who will appoint the member to this position in AMPS.

3.7.3 Place and track supply requisitions for postal equipment, publications and forms through

AMPS.

3.7.4 Ensure each postal facility maintains no less than a three-month and no more than a six-month inventory of available postal supplies for each postal facility.

3.7.5 Perform and document the semi-annual inventories according to established guidelines and standards.

3.7.6 Maintain and update postal facility equipment inventory through AMPS. Ensure all equipment is serviceable and perform equipment deletions and request equipment repairs through AMPs. A sample equipment listing for each MPO is located at Appendix E.

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4.0 OTHER REQUIREMENTS.

4.1 DoD Identification Card.

All contract performance locations identified in Paragraph 2.1.1 have restricted base access. All personnel entering must have specific permission of the installation commander for entry. This permission is granted when the Contractor and employees are issued a contractor identification card. The contractor shall do all required paperwork for ID issuance. Upon approval, the

Contractor’s personnel shall proceed to Pass and Registration for issuance of their civilian employee identification card and CAC, if required for the performance of duties (e.g. Registered

Mail). Refer to USAFE Special Instructions for Communications (SPIN-C) for CACs for Other Country Nationals (OCN)/Local Nationals (LN) The below link is not accurate for Ramstein (https://orgs.nosc.786 FSS/FSX.af.mil/sites/a6o/docs/33-Comm_Info/SPIN-C/index.htm). For CACs, the Contractor shall:

4.1.1 Submit the information listed in Attachment 1 – CAC Application Template to the identified Government Trusted Agent (TA) for each individual requiring a Common Access Card

(CAC) in performance of this contract.

4.1.2 Once validated by the Government, complete the application process via the Trusted

Agent Sponsorship System (TASS) and obtaining the CAC from a Real-Time Automated

Personnel Identification System (RAPIDS) facility within the TASS-mandated timelines.

4.1.3 Retrieve all CACs from employees who depart for any reason before the contract expires

(e.g. terminated for cause, retirement, etc.) or at contract expiration and return them to the

Government TA. If CACs are returned directly to a RAPIDS station, provide a contract letter identifying the RAPIDS facility and contact information for the individual taking possession of the CAC.

4.3 Transportation.

The Contractor, or contractor employee, shall arrange transportation support to and from off base housing for all contractor personnel, if applicable. Vehicle access to each base will be IAW both host nation and host USAF unit policies and directives.

4.4 Personnel Protective Equipment (PPE).

The contractor shall provide standard PPE required to satisfy the requirements outlined in this

PWS; such as but not limited to, work gloves, safety shoes.

4.5 Host Nation Visas, Permits, and Licenses.

Unless and until exempted by international agreement, the contractor shall be responsible for obtaining all necessary entrance documents (e.g. visas) and work permits for its employees, as well as complying with all host nation legal requirements governing foreign corporations, such as registration, frequency management, and broadcast system certification.

https://orgs.nosc.afcent.af.mil/sites/a6o/docs/33-Comm_Info/SPIN-C/index.htm

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4.6 Housekeeping.

Maintain Contractor-occupied, Government furnished facilities, work spaces and other assigned areas in clean, safe, and sanitary condition IAW industry standards and/or host base policy.

Perform the duties of general housekeeping of both the interior and exterior work areas and grounds maintenance of all assigned facilities not covered by host base contracts. The

Contractor-occupied facilities shall present a professional image at all times.

4.7 Service Contract Reporting (SCR).

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the Service Contract

Reporting (SCR) section of the System for Award Management (SAM) (http://sam.gov).

Reporting supports the requirements of Title 10, United States Code (U.S.C.), Section 235 and

2330a, and Contractor inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY) which runs from 1 October to 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31

October of each calendar year. The DoD Guidebook for SCR in the SAM is available in the

DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr.

4.8 Clothing.

All Contractor employees must follow the current civilian wear guidance IAW Air Force Instruction (AFI) 36-2903: Dress and Appearance of Air Force Personnel. The current guidance is:

At a minimum, civilian clothing will be neat, clean and present a professional image.

Clothing must be conservative and take into account local customs and traditions.

Examples of inappropriate clothing include ripped, torn, frayed, or patched clothing;

sleeveless, mesh or netted shirts; tank or halter tops (except when in the act of or participating in sports or activities); short shorts or short skirts; undergarments worn as outer garments; bathing suits (except in designated pool areas); revealing or excessively tight fitting garments (except during on-base physical fitness activity or travel to and from the fitness center); or any garments containing offensive words or graphics.

5.0 SECURITY.

5.1 Compliance.

5.1.1 The Contractor and all contractor personnel shall abide by all Air Force and local rules, procedures and standards of conduct. The Contractor shall also perform in accordance with the

Compliance with National Industrial Security Program Operating Manual (NISPOM--

DoD5220.22M). A DoD Contract Security Classification Specification (DD Form 254) is required for access to classified material. Additional security guidance can be found in the task order DD Form 254. The prime contractor is required to accomplish a separate DD Form 254 for each subcontractor or teaming partner.

5.1.2 The contractor shall comply with all base access, security, vehicle control, safety, environmental protection, and other policies while on installations or areas under 786 FSS/FSX http://sam.gov/ https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr

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(USAFE) control. Compliance with Force Protection policies shall be IAW the Overseas

Environmental Baseline Guidance Document (OEBGD) and guidelines established by the local military authority.

5.2 Personnel Roster.

The Contractor shall submit a list of personnel IAW D07, Personnel Roster. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided also to the

Sponsoring Agencies Security Manager. The contracting officer or sponsoring agencies security manager may also request employees’ social security numbers on an as needed basis. Do not include social security numbers in the D07. An updated listing shall be provided when an employee's status or information changes.

5.3 Visitor Group Security Agreement (VGSA).

The new AFMAN 16-1406 does not require the contractor to sign VGSA. Contractor who operate as an independent visitor group are subject to this AFMAN and AFI 16-1404 and must identify an on-site security point of contact (POC) to the local Information Protection Office.

Upon notification of the presence of the visitor group, the Information Protection Office will provide the FSO with the local security policies in writing (e.g., email, electronic media or paper) when the PWS requires classified performance. The security policies will address:

5.3.1 Security support provided by the Air Force to the contractor to include storage containers for classified information/material, use of base destruction facilities, classified reproduction facilities, use of base classified mail services, security badging, base visitor control, investigation of security incidents, base traffic regulations, the use of security forms, and conducting inspections required by DOD 5220.22-R, Industrial Security Regulation, and Air Force

Instruction (AFI) 16-1406, Industrial Security Program Management.

5.3.2 Security support requiring joint Air Force and contractor coordination includes packaging classified information, mailing and receiving classified materials, implementing emergency procedures for protection of classified information, security checks, and internal security controls for protection of classified material and high value pilferable property.

5.3.3 On base, the long term visitor group security agreement may take the place of a Standard

Practice Procedure (SPP).

5.4 Security Assistant Appointment.

The contractor shall appoint a Security Assistant for the on base Visitor Group. The Security

Assistant may be a full time position or an additional duty position. The Security Assistant and sponsoring agency's Security Manager shall ensure all contractor personnel are integrated into sponsoring agencies Information Protection Program and receive initial and recurring security education training IAW DoDM 5200.01, DoD Information Security Program Manual, and AFI

16-1404, Air Force Information Security Program.

5.5 Clearance Requirements.

5.5.1 Facility Clearance. Due to the mission critical nature of the Postal Operations Contract, the contractor must possess a SECRET Facility Clearance prior to the solicitation closing date.

USAFE AMIC and 786 FSS/FSX (USAFE) will not sponsor offerors for Facility Clearances.

786 FSS/FSX Postal Operations

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5.5.2 Personnel Clearances. Contractor personnel performing registered mail duties outlined in the PWS shall be U.S. citizens suitable for holding a position of trust, and shall have a favorably completed and adjudicated Tier 3 (SECRET) investigation resulting in SECRET access eligibility. Contractor personnel shall have appropriate clearances prior to arrival at the performance location and commencing work on this effort. The Contractor shall complete visit requests for individual contractor employees in the Defense Manpower Data Center Joint

Personnel Adjudication System (JPAS) or Defense Information for Security Services (DISS) prior to performance start unless otherwise approved in writing by the CO. The Prime

Contractor shall ensure any teaming partners or subcontractors have the appropriate clearances prior to beginning performance.

5.6 Notification.

The contractor shall notify the Servicing Security Activity (SSA) at each location and the local unit through JPAS or DISS 30 days prior to contract performance on base. In the remarks section in the JPAS visit request add the contract number and the company FSO name and contact number.

5.7 Pass and Identification Items.

The contractor shall ensure the pass and identification items required for contract performance are obtained for contractor employees and non-government owned vehicles.

5.8 Retrieving Identification Media.

The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires (e.g. terminated for cause, retirement, etc.)

or at contract expiration.

5.9 Traffic Laws.

The contractor and its employees shall comply with base traffic regulations.

5.10 Weapons, Firearms, and Ammunition.

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on U.S.

government installations.

5.11 Reporting Requirements.

Contractor personnel shall report to an…