Attachement 2 - Rota Postal Service - PWS.pdf

PERFORMANCE WORK STATEMENT (PWS) 725 AIR MOBILITY SQUADRON

MAIL CLERK NAVAL STATION (NS) ROTA 16 June 2020

1. DESCRIPTION OF SERVICES:

1.1. The contractor shall provide required personnel and labor necessary to maintain a Unit Mail Room (UMR) for the 725th Air Mobility Squadron (AMS). The position is responsible for providing all official and personal mail support for the Air Mobility Command (AMC) and any associated units receiving postal services at building 1994, 725th AMS, Naval Station Rota, Spain. All support provided must be In Accordance With (IAW) DoD, OPNAV, NAVSUP and NAVSUP FLCSI instructions and policies, and failure to maintain a passing score on annual UMR Inspections conducted by FMC Rota or assigned Postal Advisor can result in contract termination.

1.2. Duties include:

1.2.1. Receiving and dispatching personal and official mail.

1.2.2. Assigning mail receptacles for incoming personnel in bldg. 1994.

1.2.3. Developing and maintaining Standard Operating Procedure IAW DOD 4525.6-M, para C10.2.

1.2.4. Developing and Maintaining Security Plan been developed per DOD 4525.8-M, C2.2.4.

1.2.5. Ensuring current copies of the following references are readily available and assigned personnel are familiar with the references:

1.2.5.1. DOD 4525.6-M, “DoD Postal Manual” (2002)

1.2.5.2. DOD 4525.8-M, “DoD Official Mail Manual” (2001)

1.2.5.3. DODI 4525.08, “DoD Official Mail Management” (2006)

1.2.5.4. DOD 4525.09, “Military Postal Service (MPS)” (2018)

1.2.5.5. OPNAVINST 5112.6 (Series), “NAVY POSTAL INSTRUCTION” (2019)

1.2.5.6. OPNAVINST 5218.7 (Series), “NAVY OFFICIAL MAIL MANAGEMENT

PROGRAM” (2017)

1.2.5.7. NAVSUP Instruction 5112.1, “POSTAL MANAGEMENT PROCEDURES”

(2020)

1.2.5.8. OPNAV 5218/6 (Rev 4/2011), “Official Mail Center’s (OMC)/Unit Mail Room

(UMR) Inspection Checklist”

1.2.6. Ensure assigned personnel are properly designated by 725 Commanding Officer and the following forms are completed prior to beginning duties:

1.2.6.1. OPNAV 5112/1 Offenses Against The Mail and Mail Orderly Designation Form (Must be updated every 365 days)

1.2.6.2. DD Form 285

1.2.6.3. DD Form 2260 Mail Orderly Designation Log

1.2.7. Ensuring assigned personnel have received and documented Mail Orderly training from FMC Rota.

1.2.8. Ensuring personal mail with barcodes are delivered to customers on PS Form 3849 and PS 3849’s are maintained in sequential order by last 2 digits of barcode and date delivered.

1.2.9 Ensuring official accountable mail is received and delivered to the unit using PS Form 3883 (or a computerized version).

1.2.10. Restricting access to UMR to employees and escorted personnel only.

1.2.11. Ensuring Official Mail Manager (OMM) changes combinations when personnel rotate, are temporarily assigned, upon compromise or at least annually and seals them in an SF Form 700.

1.2.12. Ensuring OMM stores and seals additional facility keys in PS Form 3977.

1.2.13. Ensuring all personnel receive virtual mail box from FMC Rota Directory Section upon assignment to unit.

1.2.13.1. Maintaining OPNAV 5110/5 “Directory File Cards” or computerized version of data for each virtual box and patron assigned. This is completed by patron at unit check-in, after assignment of virtual box from FMC Rota Directory Section. If maintaining directory file cards, they shall be kept in alphabetical order by patron’s last name.

1.2.13.2 Collecting and maintaining forwarding addresses for all outgoing personnel. The forwarding addresses shall be provided to FMC Rota Directory Section on a weekly basis.

1.2.14. Providing directory service to for patrons who have departed or are on temporary duty.

1.2.15. Destroying all directory records for departed members no sooner than thirteen months after departure.

1.2.16. Maintaining United States Postal Service (USPS) and AMC equipment. If lost or damaged due to negligence, reimbursement will be required.

1.3. The details outlined within this PWS encompass and is the sole purpose for the position.

2. QUALIFICATIONS:

2.1. Employees must be a U.S. citizen.

2.2. Employee must be able to lift 70 lbs.

2.3. Employees must have knowledge of organization procedures sufficient to maintain locator files, directories, and/or similar supportive material.

2.4. Employees must have knowledge of procedural instructions and postal regulations.

2.5. Employees must have knowledge of USPS and DoD requirements with relations to processing and dispatching all types of outgoing mail, packages and materials.

2.6. Employee must have a valid state and government driver’s licenses.

2.7. Employee will be required to transport official and personal mail to and from FMC Rota in a government owned vehicle to the UMR. Duties may be physically demanding, and long periods of standing, walking and bending may be required.

3. RESPONSIBILITIES:

3.1. Receipt and Dispatch. Transport personal and official mail to and from FMC Rota in a GOV, which will be supplied by government.

3.2. Mail Orderly (MO) Handling Requirements:

3.2.1. Ensure only MO handles U.S. mail.

3.2.2. Ensure mail is securely locked inside the vehicle.

3.2.3. Ensure proper dispatch documentation utilized IAW OPNAV and NAVSUP Instructions..

3.2.4. Ensure only U.S. citizens handle and transport registered mail, after being properly assigned as an MO.

3.2.5. Ensure all MOs have a properly completed DD Form 285, DD Form 2260 and OPNAV 5112/1 on file with FMC Rota OMM, and MO carriers DD Form 285 Card any time they are collecting or handling mail.

3.2.6. Receive and sort mail by category such as form type, special action, kind of issuance, originator, location, subject matter or type correspondence.

3.3. Directory and Locator Operations. Maintain OPNAV 5110/5 or equivalent automated database that includes record of each customer served. Redirect and forward mail according to USPS standards, DoD, OPNAV and NAVSUP standards and procedures.

3.4. Mail Receptacles. Ensure all assigned personnel receive a virtual box number from FMC Rota upon arrival, prior to issuing a mail receptacle in bldg. 1994.

3.5. Comply with procedures for issuance, maintenance and withdrawal of receptacles.

3.6. Collect forwarding addresses of all patrons prior to departure, and provide an updated list to FMC Rota on a weekly basis.

3.7. Registered Mail. Mail orderly shall contact the appropriate military authorities for receipt and dispatch of registered mail through FMC Rota.

3.8. Official Mail. Sort incoming and outgoing official mail for delivery.

3.8.1. Verify accuracy of all outgoing OM addressing standards and deliver outgoing OM to FMC Rota.

3.9. Classified Materials. Mail Orderlies will not handle classified mail. Classified mail will only be handled by an active duty service member with an active SECRET security clearance, who has been properly appointed by the Commanding Officer.

3.10. Comply with all instruction and references listed within this Performance of Work.

4. ADDITIONAL GUIDANCE AND CONTROLS

4.1. Guidance. MO guidance is outlined in OPNAVINST 5218.7 (Series), NAVSUP Instruction 5112.1.

4.1.1. Most assignments are performed independently according to established procedures.

4.1.1.1. The unit Official Mail Manager, Designated Representative or Commanding Officer will be consulted when problems arise for which there are no precedents.

4.1.2. Completed work is subject to spot checks or may be selectively sampled and reviewed occasionally for compliance with regulations.

4.1.3. Area shall be kept clean and orderly.

4.3. Complexity. Assignment involves a variety of discrete types of mail and mail processing duties, as well as the official government interdepartmental mail. The employee must consider subject matter content and choose the appropriate procedure accordingly.

4.4. Hours of Operation. Mail Orderly duty hours will be from 1000-1600 on Monday thru Friday and on 24 December. Parcel pick-up hours will be 1200-1600 daily, when UMR is open.

Mail will not be delivered on weekends or U.S. Federal Holidays. All mail will be posted no later than 1600 daily.

4.5. Contacts. All contact information obtained from working in the Unit Mail Room, should only be used For Official Use Only (FOUO). All Mail Room employees will only use contact information in execution of mail duties.

4.6. Government Email. Mail orderly will be provided access to government computer for execution of official duties.

5. SERVICES SUMMARY:

Special Provision: Prior to cancellation of this contract, by either party, a written notice must be received NLT 60 days prior to final work day.

Contractor or Authorized Representative Government Representative

Printed Name: Printed Name:

Title: Title:

Date: Date:

5. SERVICES

SUMMARY:

Performance Objective

PWS Paragraph Performance Threshold

All mail picked up, arranged and posted by 1600 on delivery days

4.4 100% of the time

Ensure all qualifications are satisfied for requirement

2.0 At contract award

Ensure handling requirements are adhered to when

3.2 100% of the time

Clean/maintained Mail room

4.1.2 and 4.1.3 95% of the time