Attachment 1 - Kirtland Postal Mail Service PWS 6 Jan.pdf

KIRTLAND AFB POSTAL MAIL SERVICE CONTRACT

PERFORMANCE WORK STATEMENT

(PWS)

Official Mail Center (OMC) And

Postal Service Center

(PSC)

377TH FORCE SUPPORT SQUADRON (AFGSC)

6 January 2023

TABLE OF CONTENTS

1.0. DESCRIPTION OF SERVICES

1.1. Scope of Work

1.2. Operational Requirements and Specific Tasks for OMC

1.3. Operational Requirements and Specific Tasks for PSC

2.0. SERVICES SUMMARY (SS)

2.1 Services Summary

3.0. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

3.1. Overview

3.2. Government Furnished Facilities

3.3. Government Furnished Property Joint Inventory

3.4. Property Leased by the Government

3.5. Government Provided Services

4.0. GENERAL INFORMATION

4.1. Contract (Site) Manager

4.2. Employee Appearance

4.3. Employment of Government Personnel

4.4. Quality Control Plan (QCP)

4.5. Performance Evaluation

4.6. Mail Handling Designation

4.7. Holidays and Hours of Operation

4.8. Security Requirements

4.9. Postal Offenses and Losses

4.10. Service Contract Reporting Requirement

5.0. ITEMS INCIDENTAL TO PERFORMANCE

6.0. APPENDICES

1.0. DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK. The contractor shall provide all personnel, materials, transportation, supervision, and other items/services necessary to perform operations of the Official Mail Center (OMC) and Postal Service Center (PSC) as detailed in this Performance Work Statement (PWS), except as specified in paragraph 3.0. (Government-Furnished Property - GFP). The contractor shall perform to the standards of this PWS. The location of work as well as the workload estimates are detailed in Appendices 1 through 8 of this PWS.

1.2. OPERATIONAL REQUIREMENTS AND SPECIFIC TASKS FOR OMC. The contractor shall perform OMC services in accordance with (IAW) the following regulations/instructions/manuals as necessary to meet the requirements of this PWS:

Department of Defense (DoD) 4525.6-M, DoD Postal Manual DoD 4525.8M, DoD Official Mail Manual DoDI 4525.09, Military Postal Service (MPS) DoDM 4525.8_AFMAN 36-306, DoD Official Mail Manual DoDI 4525.09_AFI 36-365, Military Postal Service Supplement United States Postal Service (USPS) Domestic Mail Manual (DMM) USPS International Mail Manual (IMM) USPS Postal Bulletin

The United States Postal Service (USPS) will deliver mail to OMC. The contractor shall be responsible for delivering all official mail (non-accountable and accountable as defined in DODM

4525.8 AFMAN 36-306 section DL1.1.55 & C7.6.1.5) to include sorting, consolidating, and applying correct metered postage as required and coordinating dispatch with the private carriers United Parcel Service (UPS), Federal Express (FedEx) and USPS. The contractor shall service all Activity Distribution Office (ADO) locations identified in Appendices 3 through 8. The contractor shall provide services for receiving, processing, distributing, and dispatching all official mail/parcels for all base-supported units. The contractor shall separate all personal mail addressed to unaccompanied personnel and dispatch to Postal Service Center (PSC) receptacles. The contractor shall safeguard and protect all mail IAW the USPS DMM. The contractor shall be responsible for all tasks listed in the subparagraphs of 1.2 (unless otherwise noted).

1.2.1. Process and Pickup/Deliver Official Mail. Contractor shall provide pickup and delivery services to base organizations (to include misdirected mail) as specified in Appendices 3 and 5.

Process return-to-sender and undeliverable mail (to include customer notification) services.

Furthermore, contractor shall sort, separate, and redistribute mail. Process regular and redistributed mail, load onto delivery trucks, and deliver to ADOs/PSC mail receptacles. Process and meter all out-going mail for dispatch to the USPS on the same duty day of receipt. Consolidate outgoing official mail using “pouch mail services” where possible to save postage expenditures. Daily pickup times for official outgoing mail, registered, and certified mail are maintained by the Government Official Mail Manager (OMM).

1.2.2. Mail Security. Notifiy OMM if there is suspicious mail. Secure the mail at all times. Keep accountable mail in approved GSA containers if held overnight, lock the delivery vehicle when not attended, and transport the accountable mail with at least two persons in the vehicle IAW DoDM

4525.8_AFMAN 36-306.

1.2.3. Accountable Mail. There are five types of accountable mail; insured, express, registered, signature confirmation, and certified. Use official forms of receipt to control accountable mail.

Develop log or tracking system (manual or automated) to monitor accountable mail processing. Logs will show the date the accountable mail is/was received at the OMC, the person and unit that received, etc. Assist Activity Distribution Office (ADO) to prepare AF Form 627 (Application for Registration or Certification of Official Mail) or a PS Form 3877 (Firm Mailing Book for Accountable Mail) in duplicate for each type and shipment of out-going accountable mail that will enter into the USPS mail stream. The contractor will sign form as the accepting clerk. Give copy to ADO and maintain original form on file. File will be maintained for 2 years. When accountable mail is found in ordinary (as defined in DODM 4525.8_AFMAN 36-306 para C7.5.1.3.2.) mail, start accountability procedures. Prepare a PS Form 3883 and document with, “FOUND IN ORDINARY MAIL at (location)” on the front of the bill. Immediately contact point of origin to notify of receipt.

Forward the duplicate copy of the bill to the office of origin. Ensure that accountable mail found commingled with non-accountable mail is returned to the USPS on the same day of discovery.

Dispatch all accountable mail by the time established by the USPS. Undeliverable accountable mail must be safeguarded at all times IAW applicable mail regulations.

1.2.4. Non-Accountable Mail/Parcels. Deliver non-accountable mail and parcels to units identified on the distribution schedule as listed in Appendices 3 and 5. Any changes to the distribution schedule need to be done through the OMM. Distribution stops will be added or deleted as units are assigned and deactivated. The contractor shall service additional, newly assigned units, and discontinue runs to deactivated units with an increase or decrease in contract price, when applicable. New route schedules will be approved by the OMM and the Contracting Officer (CO).

1.2.5. Customer Hours of Operation. The contractor shall operate the OMC for the hours shown in Appendix 7. Be aware that some offices may be close on recognized holidays and designated base/wing down days.

1.2.6. Activity Distribution Office Management. The OMM will maintain an updated listing of consolidated mail shipment locations and provide this listing to the ADOs and contractor as updates occur. Contractor shall maximize use of the consolidated mail shipment listing for mail consolidations. Notify ADOs of accountable mail/parcels to be picked up at the OMC, if the items cannot be delivered by the Contractor. Notify the ADOs when express mail is received after the last distribution run. The ADOs will be given the option of picking up the mail immediately or waiting until the next scheduled distribution run. Ensure all accountable mail is received and signed for by an individual listed on AF Form 4332, Accountable/Non-Accountable Communications Receipt Authorization. Maintain AF Form 4332 for each unit. Update AF Form 4332 as changes occur and submit those changes to the Offical Mail Manager (OMM). Ensure ADOs sign PS Forms 8139, “Your Role in Protecting the Security of the United States Mail”. File signed copies with AF Form 4332. The OMM shall provide initial ADO training to all assigned ADO representatives (military and civilian) within 30 days of designation and provide annual refresher training thereafter as needed. In accordance with DoDM 4525.8_AFMAN 36-306, paragraph C2.3.5.2.3. Provide annual Activity Distribution Office training (T-0). Where OMC’s are contracted, the OMM or quality assurance evaluator should ensure they or the contractor conducts training (T-0). The OMM shall provide training to government ADOs on their responsibilities for securing and dispatching mail. All ADO training must be approved by the Government OMM and must be documented.

1.2.7. Base Distribution Delivery Scheme. The delivery schedule (scheme) is shown in Appendix 5. The government has the authority to add, replace, or remove distribution stops as base organizations are assigned/deactivated. A modification will be provided to the contractor to add or remove a distribution stop with the established prices agreed upon at contract award. The contractor shall submit new route schedule to OMM for approval.

1.2.8. Postage Meters. When the postage meter descending register balance drops below $3,000, contact the OMM to have funds added to the postage meters. Submit a “spoiled” (damaged) postage meter error report to the government in order to receive a credit. The contractor shall be responsible for performing minor maintenance, which includes replacing ribbons, toner and troubleshooting minor problems. Contractor shall also contact the OMM (for other than minor maintenance/problems) who will be responsible for determining which additional problems require repair by a government authorized repair technician. Any major maintenance required for the meter machine must be reported to the OMM immediately after the machine becomes non-operational or there is an apparent problem.

Web postage applications such as USPS Stamps.Com, Pitney Bowes (PB) Smart Postage, or Quadient Mail N’ Ship may be used if authorized by the OMM.

1.2.9. Mail Violations. Require all personnel using the OMC to show government identification.

Accordingly, deny any personnel that are not authorized to use OMC services. Ensure that only official government correspondence is distributed through OMC. Items of question shall be referred to the OMM/COR.

1.2.10. Mass Mail Reduction. The contractor is encouraged to reduce mass mailings (retail flyers, etc.), and in coordination with the COR, may institute processes to reduce the amount of mass mail coming into the OMC.

1.2.11. Network Access and Training. Contract employees requiring access to the Air Force network must have at least a favorably completed National Agency Check plus written Inquires (NACI) to access the Air Force network, to include completed training courses. Contractor employees who require access to the Air Force network will be required to complete the training shown below. Employees requiring a Common Access Card (CAC) shall complete all Air Force Network training within 30 days of employment and annually thereafter. The current courses required for Air Force network access are listed below and are subject to change:

Force Protection (ZZ133079) Cyber Awareness Challenge (ZZ133098)

These online training courses are available in AF myLearning at https://lms-jets.cce.af.mil/moodle/.

1.2.12. Unauthorized Mail or Correspondence. Unauthorized correspondence is any correspondence that should not be processed through the OMC per DoDM 4525-8_AFMAN 36-306.

This type of correspondence includes personal correspondence that was erroneously picked up at a base organization. This mail will be sent back to that organization. Similarly, incoming mail that has a PSC address on it shall be given to the PSC for disposition. All unauthorized mail that does not meet the OMC established requirements shall be sent back to the applicable ADO with a discrepancy https://lms-jets.cce.af.mil/moodle/ letter/notice attached to it detailing why the mail cannot be processed through official mail channels.

1.2.13. Records Management. All records, files and documents (such as forms) described in this PWS (regardless of media, such as paper, electronic, etc.) are the responsibility of the contractor.

These records must be managed/safeguarded/disposed/transferred IAW AFI 33-322 (Records Management and Information Governance Program), Chapter 1, paragraph 1.1.1. and Chapter 6. All records are the property of the government. The contractor shall keep these items current and maintain/dispose of them according to the regulations above. All records shall be turned over to the government upon completion of the contract, unless otherwise stated. All records are subject to the Freedom of Information Act (FOIA) and Privacy Act (PA).

1.2.13.1. Records Custodian (RC). The contractor shall designate an employee to be a RC for each OMC function. Ensure that each RC completes the mandatory RC training as specified in DOD/AF regulations. RCs are required to abide by the tenets of AFI 33-322. The OMM will appoint RC on a designation memo. After training, the contractor shall submit the certificate of completion to the OMM/COR/Functional Area Records Manager (FARM).

1.2.13.2. Handling Records. Before any records are destroyed, the OMM will review the records and witness the destruction. All remaining records shall be turned over to the government upon completion of the contract. The Government reserves the right to inspect all records, at any time, without notice to the contractor. The contractor shall comply with Staff Assistance Visits (SAV) that are conducted at least every 24 months. Additionally, if requested by the OMM, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request. The contractor shall provide replies and copies of delivery/disposition records of mail and distribution items within 48 hours of inquiry or request.

1.2.14. USPS Supplies. The contractor is responsible for ensuring sufficient USPS supplies are on hand for both OMC and PSC. When supply stock becomes low, notify the OMM and/or the local USPS for supply replenishment.

1.2.15. Interagency Administrative Communications and Referral Mail. Receive and process all interagency administrative communications (such as holey Joes), categorically addressed letters, boxes, and small parcels brought directly to the mail center/customer window by authorized government employees. Contractor shall process all referral mail the same day as receipt and return administrative communications that are undeliverable to the originating government agency.

1.2.16. USPS Expenditures. Track USPS expenditures for tenant organizations as detailed in the Host Base Tenant Support Agreement and IAW DoD 4525.09, Military Postal Service, Section 2, paragraph 2.3.g. Automated Military Postal System (AMPS) accounts may be required as requested by the OMM.

1.2.17. Natural Disasters/Base Exercises. The contractor personnel are deemed non-essential. The contractor shall follow processes for all base emergency situations, i.e. natural disasters, severe weather conditions, structural fires, accidents, etc. according to the center’s Continuity of Operations Plan and Business Recovery Plan. The contractor is not required to participate in base exercises; however, they should not hinder base response personnel. The OMM will notify the contractor with as much advance notice as possible of all upcoming base exercises that could affect operations.

1.2.18. Additional Facility Duties. The contractor will be assigned to appoint an employee(s) as the office anti-terrorism representative, equipment custodian, safety representative, facility manager, and Management Internal Control Toolset (MICT) assessor for the OMC and PSC. The contractor will also be responsible for ensuring the selected employee(s) coordinate and complete the required government training. These duties are considered standard office duties that each work center would be expected to have representatives assigned to perform these duties.

1.3. OPERATIONAL REQUIREMENTS AND SPECIFIC TASKS FOR PSC. The contractor shall perform PSC services IAW Department of Defense (DoD) 4525.6-M (DoD Postal Manual) to meet the requirements of this PWS. The contractor shall be responsible for receipt and delivery of all personal mail (non-accountable and accountable) to permanent dormitory residents, newly assigned personnel awaiting a permanent address and individuals on Temporary Duty (TDY) or Temporary Additional Duty (TAD) status. Provide customer service and preserve and protect the security of mail at all times from unauthorized opening, inspection, reading contents/covers, tampering, delays, loss or other unauthorized acts. Provide directory mail service (electronic or manual listing). The contractor shall be responsible for all tasks listed in the subparagraphs of 1.3. (unless otherwise noted).

1.3.1. Process and Deliver Personal Mail. The contractor shall comply with DoD 4525.6-M for this paragraph. Receive mail from the USPS, FedEx, UPS, or OMC (misdirected mail). Receive accountable mail notices from USPS representative upon delivery. Ensure that accountable mail that is found intermingled with regular mail is returned to the USPS within 60 minutes after discovery or whomever the accountable mail was receipted from. Check mail for damages and annotate date of receipt on all parcels. Sort, separate, and redistribute mail IAW DoD 4525.6M, Chapter 3, paragraph C.3.1. Direct all undeliverable-as-addressed mail IAW DoD 4525.6M, Chapter 3, paragraphs C3.4.5.1 and tables C3.T1, T2, T3, T4, T5 and T6. Direct First-Class/priority mail within 24 hours of receipt and mail received on weekends or holiday NLT the next duty day IAW DoD 4525.6M, Chapter 3, paragraph C3.4.5.2.

1.3.2. Notifications. IAW DOD 4525.6-M, paragraph C3.3.7.3. contractor shall complete PS Form 3849, Delivery Notification/Reminder/Receipt (see Figure C3.F3. for an example), or PS Form 3907, Post Office Mail Pickup Notice (see Figure C3.F8.) for an example), in cases where the customer must sign for an accountable package or the package is too large to fit in the receptacle.

Place completed form(s) in addressee’s receptacle. In addition, contractor shall properly mark all undeliverable mail with “return to sender” designation and return to the sender.

1.3.3. Special Case Mail (DoD 4525.6-M). The contractor shall process “special case mail” as shown in the table below:

Table 1 – Special Case Mail Type of Mail Description Action Casualty Deceased, AWOL, hospitalized, missing, captured or injured personnel. Government will notify as occurs.

Follow guidance’s IAW paragraph C3.4.9

Confinement Government will notify as occurs. Forward mail IAW paragraph C3.2.9

Balloting Priority processing is required for ballots of all PSC customers.

Process IAW paragraphs C3.1.3.5, C3.2.3.5 and paragraph C10.4.9

Perishable Dispose of perishables that carry a Required Delivery Date (RDD), which cannot be forwarded or returned.

Nonperishable food, tobacco products, toothpaste, and similar articles will be sent to base family support organizations if the sender instructs to abandon if undeliverable.

Process IAW paragraphs C3.4.6.12 and C10.5.4.2

Abandoned General Delivery mail that has not been called for in 30 days.

Process IAW paragraphs C3.3.5.3 and C3.T6

1.3.4. General Delivery Mail. General Delivery Mail is a service provided to military/civilian members who are newly assigned to the base, are on TDY to the base, or other types as they occur.

The contractor shall verify the member’s official orders before allowing the use of General Delivery Mail services. Bulk store the mail IAW DoD 4525.6-M, paragraphs C3.2.6 and C10.4.7.1 until the mail is picked up by the authorized member. Compare the member’s government identification (ID) card and/or military orders before releasing the bulk storage mail.

1.3.5. Mail Security. All mail shall be secure at all times. Contractor shall lock the PSC facility when not occupied by contractor personnel. Lock the delivery vehicle when not attended. NOTE: If the contractor is transporting official accountable mail, at least two persons must be in the vehicle during transport and delivery.

1.3.6. Receptacle Administration. The contractor shall comply with DoD 4525.6-M for this paragraph. Establish procedures to manage receptacles/mail cluster boxes. Determine eligibility and assign mail receptacles to authorized users IAW paragraph C3.3.3. Assign or closeout receptacles IAW paragraph C3.3.3. The contractor shall use DD Form 2262 (Receptacle Record) to record the date of receptacle assignment IAW C3.3.3.7. See Figure C3.F5. for an example of DD Form 2262.

The contractor shall assign PSC receptacles for National Guard, Reserves, and active duty members of all military services when such members are temporarily assigned (quartered on base or commercially contracted quarters) to the base for periods greater than 30 days. No receptacles shall be assigned for personnel quartered in residential on-base/off-base housing where mail service is provided by the USPS. Receptacles assigned to unauthorized holders or personnel departing PCS, retiring or separating shall be withdrawn as soon as discovered or notified by the authorized government agent.

Withdrawal procedures shall be IAW paragraph C3.3.8. Use the DD Form 2262 to record the date of receptacle closure. Update and maintain receptacle record cards IAW paragraph C3.3.4

Maintain an AF Form 624 annotated with individual’s forwarding address, closure date and place in an inactive file for one year after customer permanently departs or six months after for transient personnel depart.

1.3.7. Receptacle Maintenance. Refer to DoD 4525.6-M for this paragraph. Manage all receptacles identified in Appendices 4, 6 and 8. The contractor shall lubricate receptacle door hinges when necessary and combination/key lock wheels when they become difficult to turn by placing a small quantity of powdered or flaked graphite on the moving parts of the lock. Any necessary major receptacle repairs (such as broken receptacle doors) should be reported to the OMM/COR. Issue and/or replace receptacle keys IAW paragraph C3.3.6. and change receptacle combinations and cluster box locks IAW DoD 4525.6-M, para C3.3.6.. Change key locks/combinations within five duty days from date of withdrawal. Change the key locks immediately when cylinder is believed to be compromised or when inoperable. The contractor may use recycled mailbox locks. Maintain a minimum of three keys for each receptacle; one will be issued to the customer and two will remain in the PSC as spares. Check each assigned receptacle IAW with paragraph C3.3.5. If receptacle/cluster box contains mail with postmarks in excess of 30 days old, verify status of receptacle/cluster box holder, and make proper disposition of mail IAW paragraph C3.3.5.3.

1.3.8. Oversized Receptacle Administration. The contractor shall comply with DoD 4525.6-M for this paragraph. Establish procedures to manage oversized receptacles. Oversized receptacles will be used for large, non-accountable mail packages that do not require signatures. The contractor shall place the oversized package into the oversized receptacle and place a copy of the key inside the member’s mail cluster box. Large non-accountable mail packages that do not fit into the oversized receptacles will be managed IAW para 1.3.2.

1.3.9. On-The-Job Training. IAW DoDM 4525.-8_AFMAN 36-306, paragraph C2.4.3.

“Employee Training. Mail center managers should establish and carry out a program to train all mail center employees to perform all mail center functions and to maintain their proficiency in those functions.” The contractors shall attend and complete local training. Complete all required training within 30 days of employment and recurring training annually thereafter as required. If requested by the OMM/COR, the contractor shall allow government mail employees in training status to shadow contractors on their daily duties.

1.3.10. Automated Military Postal System (AMPS) Dispatching and Nesting: The contractor will submit AMPS account request to AFIMSC. The contractor shall use AMPS to perform proper receipt, nesting, and dispatching of all mail. Contractor shall use handheld scanners to scan existing labels on incoming and outgoing mail, if attached, for tracking purposes. Handheld scanners are provided for by AFIMSC. Contractor must complete training requirements in AMPS and pass the quizzes before personnel can be assigned nesting/mail dispatch tasks in AMPS. Nesting and Dispatching Standard Operating procedures are available in AMPS Knowledge Management (https://amps.usps.gov).

1.3.11. United Parcel Service (UPS) and Federal Express (FEDEX) Services. Receive parcels from small parcel delivery companies. Check parcels against carrier register or receipt; verify parcels are undamaged and accounted for. Sign and date the register/receipt and retain copy of receipt.

Dispose of mail documentation generated by small parcel delivery companies after two years.

Maintain delivery record and dispose of these records IAW AFRIMS and the local base file plan.

1.3.12. Distribution of Mail. The contractor shall provide all services IAW with this paragraph and Appendices 4 and 6. Place all correctly addressed PSC mail in the proper receptacles. Mail incorrectly addressed shall be referred to the contractor’s directory service. General delivery and hold mail shall be sorted and placed in the designated receptacle. The contractor shall use their own contractor-owned vehicle to transport PSC mail to the cluster boxes as specified in DoD 4525-6M as referenced in Chapter 15.10.7. Cell phones are not to be used while driving on a military base.

https://amps.usps.gov/

1.3.13. Customer Service. Provide customer service for the PSC locations identified in Appendix 8.

Customer service includes answering telephonic, written, and personal inquiries concerning PSC matters, operating customer window service for parcel and oversized mail pickup, and briefing incoming and departing personnel on PSC entitlements.

1.3.14. Customer Complaint Resolution. The contractor shall resolve all customer complaints within two duty days. Prominently display government provided customer comment cards. The OMM may implement a feedback program online that will be assessable to the base populace for customer complaints and compliments.

2.0 SERVICES SUMMARY (SS). The purpose of this section is to state the performance objectives, reference, and performance threshold to be use by the government to ascertain the overall effectiveness of critical services delivered to the Government.

2.1 The Services Summary table below summarizes the most important performance objectives and performance thresholds (specific standards) as identified within the body of the PWS.

2.2 The absence of any performance objective and threshold from this Services Summary shall not detract from its enforceability or limit the rights or remedies afforded under this task order. Metrics shall be calculated monthly unless otherwise specified

Table 2 – Service Summary Items PWS Objective PWS Para Performance Threshold

1. Track accountable mail from receipt and dispatch

Paragraph 1.2.3

Accurately maintain receipt and dispatch of accountable mail 98% of the time

2. Timely reporting of mail security

Paragraph 1.2.2

Notification made to the OMM and Base 911 within 1 hour of discovery 100 % of the time

3. Timely delivery and disposition of mail records

Paragraph 1.2.13

Provide replies and copies of delivery/disposition records of mail and distribution items within 48 hours of inquiry or request 100% of the time

4. Maintain copy of AF Form 4332

Paragraph 1.2.6. Ensure AF Form 4332 are current and updated when FSS/CC/CL rotates or ADOs are no longer dispatching/reeiving unit official mail. Accurately maintain 98% of the time

5. Maintain directory services files

Paragraphs 1.3 & 1.3.12

Accurately maintain of directory services files 95% of the time

6. Assign and withdraw mail receptacles

Paragraphs 1.3.6,

1.3.7. & 1.3.8.

Accurately of assigned and withdraw of mail receptacles 90% of the time

7. Track postal expenditures

Paragraphs 1.2.16. Ensure postal expenditure are tracked and reported 98% of the time

3.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE) AND SERVICES

3.1 Overview. The government will provide facilities, equipment, materials, services, and other items as specified in the PWS Appendices and be responsible for the tasks in paragraphs 3.2 through

3.6.7 (Unless otherwise noted). Incidental government furnished items are also identified in the solicitation/contract. Any GFP and services not listed herein shall be provided by the contractor (supplies, materials, and other items) in performance of this PWS.

3.2 Government-Furnished Facilities. The contractor shall identify any hazards that are not in compliance with Occupational Safety and Health Administration (OSHA) standards to the OMM/COR. Additionally, the contractor shall be responsible to contact the OMM for all required facility repairs encountered during the performance of this contract. The contractor shall contact the Base Safety Office for local safety mandates and guidance.

3.3 GFP Joint Inventory. A joint inventory shall be conducted NLT five working days after contract award by the contractor and OMM. Additionally, a joint inventory shall be conducted within 10 days prior to the start of a new option-year period and within 10 days prior to the completion of the contract. After the joint inventory is completed, the contractor shall sign a receipt for all equipment provided by the government. Items of equipment missing or not in working order shall be recorded and the Contracting Officer (CO) notified in writing. The contractor and OMM shall jointly determine the working order and condition of all equipment and document their findings on the inventory listing. In the event of disagreement between the contractor and the OMM on the working order and condition of the equipment, the disagreement shall be referred to the CO for final resolution.

3.4 Property Leased by the Government. The government will maintain/repair all GFP leased except in the case of loss or damage beyond normal wear and tear. The contractor shall be liable to reimburse the government for 100% of all expenses incurred for items lost or damaged beyond normal wear and tear. Property leased by the government, which will be provided to the contractor includes (but is not limited to), Postage (Pitney Bowes, Neopost, etc.), meter head, postage printers, meter machines and scales.

3.4.1 GFP Repair/Replacement. The contractor is not responsible for repairing/replacing any GFP items, except in the case of contractor negligence. The contractor is responsible to immediately identify and report any GFP that needs replacement/repair to the OMM. The contractor shall report all lost, damaged, or destroyed GFP to the OMM NLT 72 hours after discovery.

3.4.2 GFP Accountability. The contractor shall be liable for loss, damage, or destruction to GFP that are beyond normal wear and tear. In the case of damage, loss, or destruction beyond economical repair to property and equipment, the CO will determine the amount of the contractor’s liability.

3.4.3 Turn-In of Excess GFP. Contractor shall be held responsible for turning in all excess/unusable GFP to the Defense Logistics Agency Disposition Service (DLADS), updating the GFP listing, and notifying the OMM of any updates. The contractor shall coordinate and receive approval from the OMM prior to turn in of any items.

3.5 Government Provided Services. The government will furnish facility utilities to the contractor that is reasonable and necessary to perform the work required by this PWS.

3.5.1 Telephone Service. The government will provide telephone service for official use only. This includes long distance service for official business. Government furnished phones shall not be used for personal business. All commercial long-distance calls shall be at the contractor’s expense. The contractor shall be held accountable for all costs associated with the installation, repair, and operation of a commercial telephone system. The government will provide sufficient lines/phones in order for the contractor to accomplish the tasks of this PWS.

3.5.2 Custodial Services. Weekly custodian services will be provided by the government via the base custodial contractor. Minimal services to be provided during hours of operation may include the cleaning of floor spaces, office trash collection and cleaning of restrooms. Where government base custodial contract support is not provided, the contractor shall be responsible for office trash collection and other housekeeping services (i.e. clean, clutter-free workspaces, desks, floor).

3.5.3 Refuse Collection. The contractor shall participate in the Base Recycling Program. All recyclable material shall be placed in the appropriate containers provided by the recycling program and placed in the designated recycling pickup area for regularly scheduled pick up. The contractor shall coordinate with the OMM to schedule any additional pickups when recyclable material exceeds the capacity of the recycling containers provided.

3.5.4 Insect and Rodent Control. The government will provide routine insect and rodent control.

3.5.5 Grounds Maintenance. The government will provide grounds maintenance services IAW locally established procedures and prescribing directives.

3.5.6 Security Forces and Fire Protection. The OMM will provide the contractor the telephone number of the Security Forces and Fire Department. The contractor shall follow published guidance for each location provided by the OMM.

3.5.7 Emergency Medical Treatment. The government medical facility may or may not depending on the location provide medical treatment for contractor personnel on an emergency basis only. The medical facility may or may not provide emergency care up to the point that the patient is stabilized.

At that point the patient may or may not be transported (at contractor’s expense) to their normal off-base medical facility. Contractor personnel are responsible for preparing necessary paperwork and shall reimburse the government medical facility for the cost of medical treatment at the current emergency room rate.

4.0 GENERAL INFORMATION.

4.1 Contract (Site) Manager. The contractor shall provide a full-time project manager and alternate, who shall act with full authority for the Contractor and shall be responsible for the overall management and coordination of work under this contract. The names of these individuals shall be submitted in writing to the CO and Contracting Officer’s Representative (COR) no later than the start of the contract. The project manager or alternate, shall be available within one hour after being contacted by the CO or COR to discuss problems during duty hours (0700-1600). Project manager or alternate shall be available in person during duty hours.

4.2 Employee Appearance. Contractor personnel shall present a neat and presentable appearance at all times. The contractor shall be separately identifiable and wear a company badge/logo with employee’s name. The contractor shall be responsible for acquiring an appropriate number of company badges to cover all employees for the entire contract period

4.3 Employment of Government Personnel. The contractor shall not employ any person who is an employee of the government if the employment of that person could create a conflict of interest (or appearance thereof). The contractor shall not employ any person who is an employee of the government, unless such person seeks and receives approval IAW DOD 5500.7-R Joint Ethics

Regulation (JER). In addition, the contractor shall not employ any person who is an employee of the government if such employment would be contrary to the policies contained in AFI 64-106, Contractor Labor Relations Activities. The contractor is cautioned that off-duty, active duty military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours or military deployment at any time. Additionally, Military Reserve and National Guard members may be subject to recall or active duty. The abrupt absence of these personnel could adversely affect the contractor's ability to perform this PWS. Their absence at any time shall not constitute an excuse for non-performance under this contract.

4.4 Quality Control Plan (QCP). The contractor shall develop, implement, and maintain a comprehensive quality inspection system that assures compliance with all requirements of this PWS, as well as the tenants of Federal Acquisition Regulation (FAR) Subpart 46.105 – Contractor Responsibilities. As part of the inspection system, the contractor shall develop and implement procedures to identify, correct, and ensure no-recurrence of unacceptable services. The CO will notify the contractor of acceptance or required changes that need to be made to the QCP. The plan shall include (at a minimum) below in paras 4.4.1. – 4.4.4.

4.4.1 A description of the inspection system to cover all services listed on the SS. The description shall include specifics as to the areas inspected on a scheduled and unscheduled basis, frequency of inspections, submission of QC schedule, and the title and organizational placement of Quality Control Inspectors (QCI). Additionally, the control procedures for any government-provided keys or lock combinations shall be included in the QCP.

4.4.2 A description of the methods used for identifying and preventing defects in the quality of service performed.

4.4.3 A description of the records will be kept to document inspections and corrective/preventive actions to be taken. This includes the use and distribution of required forms and reports.

4.4.4 The records of inspections shall be kept and made available to the government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.5 Access. The contractor shall permit the CO or authorized representative access to all work areas, records, and data used in the performance of the contracted services. The contractor shall provide support, and not interfere with the CO, OMM/CORs, state, federal, and other designated personnel in the performance of their official duties. Access shall be provided as soon as possible, but not to exceed one workday after the government request.

4.6 Mail Handling Designation. The contractor shall prepare DD Form 285, (Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly) in three copies for all personnel who will receive mail from the USPS, for signature by the OMM. The servicing postal facility will validate all copies. One copy goes to the designated individual to maintain whenever handling mail, one copy goes in the contractor’s files and one copy goes in the OMM file. When relieved from mail-handling duties, the DD Form 285 will be retrieve from the employee, the contractor’s file, and given to the OMM for disposition. Voided forms will be retained for 2 years.

4.7 Holidays and Hours of Operation. The contractor shall perform the services required under this contract during the hours specified in appendices 7 and 8. The contractor is not required to provide any services for the Office of Personnel Management (OPM) designated holidays listed in Table 3 below. Service that is scheduled, but cannot be performed due to a recognized holiday, shall be performed either the day before or the day after the holiday. For example, if a service is scheduled for a Monday (and that Monday is a holiday), then the service shall be performed on the day after (Tuesday) the holiday. For a service scheduled for a Friday and the holiday is on the same Friday, then the service shall be performed on the Thursday before the holiday.

Table 3 – Designated Holidays Holiday Date of Observance New Year’s Day 1 January Martin L. King Day 3rd. Monday in January Washington’s Birthday 3rd Monday in February Memorial Day Last Monday in May

Juneteenth Day 19 June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

4.8 Security Requirements. The contractor shall be responsible for the requirements as identified in the subparagraphs below.

4.8.1 Visitor Group Security Agreement (VGSA). This contract requires a DD Form 254, Department of Defense Contract Security Classification Specification. Accordingly, the contractor shall abide by the information shown in AFFARS 5352.204-9000 (Notification of Government Security Activity and Visitor Group Security Agreements). The contractor shall enter into a long-term visitor group security agreement if contract performance is on base for 90 days or more. This agreement shall outline how the contractor integrates security requirements for contract operations with the Air Force to ensure effective and economical operation on the installation. The agreement should address the following below.

4.8.1.1 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 DODM 5220.22 Vol 2, National Industrial Security Program: Industrial Security Procedures for Government Activities, and Air Force Instruction (AFI) 16-1406, Air Force Industrial Security Program.

4.8.1.2 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-valued pilferable property.

4.8.1.3 On base, the long-term visitor group security agreement may take the place of a Standard Practice Procedure (SPP).

4.8.2 Clearance Requirements. This contract requires a DD Form 254, Department of Defense Contract Security Classification Specification. The contractor must possess or obtain a facility security clearance at the classification level of SECRET prior to performing contract work. If the contractor does not possess a facility clearance the government (Contracting Office) will request one.

The contractor shall also adhere to DoD 4525.8-M, paragraphs C2.4.1.6. and DoDM 4525.8_AFMAN 36-306, paragraph C.2.4.1.6. All contractor employees shall possess a SECRET clearance or be eligible for a SECRET clearance based on having a favorable Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) for file. The contractor shall request SECRET security clearances (Submit Clearance Paperwork through DSS to the Office of Personnel Management) for personnel requiring access to classified information within 15 days after receiving a facility clearance or, if the contractor is already cleared, within 15 days after contract award. Due to costs involved with security investigations, requests for contractor security clearances shall be kept to an absolute minimum necessary to perform contract requirements.

4.8.2.1 Notification. The contractor shall notify the Servicing Security Activity (SSA) and the local unit through the Joint Personnel Adjudicative System (JPAS), 30 days prior to contract performance on base. In the remarks section in the JPAS visit request add the contract number and the company Facility Security Officer’s (FSO) name and contact number.

4.8.2.2 The contractor shall coordinate and notify the Servicing Security Activity (SSA) at each local unit through the Joint Personnel Adjudicative System (JPAS) and must be updated annually.

The list shall be validated and signed by the Company Facility Security Officer (FSO) and provided to the contracting officer and the Information Protection Office (IPO) at each performance site 30 days prior to the contract start date.

4.8.3 Security Listing of Contractor Employees. The contractor shall maintain a current listing of authorized company personnel. The list shall include the employee's name, social security number, and level of security clearance. The list shall be validated and signed by authorized individual and provided to the Sponsoring Agencies Security Manager. An updated listing shall be provided when an employee's status or information changes.

4.8.4 Security Manager. The OMM/Security Manager will provide contractor employees with training required by DODM 5200.1-Vol 3, DoD Information Security Program: Protection of Classified Information, and AFI 16-1404, Air Force Information Security Program. The OMM/Security Manager will also provide initial and follow-on training to contractor personnel who work in Air Force controlled/restricted areas. Air Force restricted areas and controlled areas are explained in AFI 31-101, Integrated Defense (ID).

4.8.5 Pass and Identification Items. The contractor shall coordinate through the COR and ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles.

4.8.6 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. employment termination, retirement, etc. These documents shall be returned to the COR within seven days for proper accountability and destruction.

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

Vehicle operators shall have a valid driver’s license. Contractor personnel shall not use the base Army and Air Force Base Exchange Services (AAFES) gas station to fuel contractor-owned vehicles.

4.8.8 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 Kirtland AFB.

4.8.9 CONTROLLED UNCLASSIFIED INFORMATION (CUI). The contractor shall comply with DoDM 5400.7, DoD Freedom of Information Act (FOIA) Program, Chapter 4, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

4.8.10 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by FSS leadership, for a meet and greet, upon initial on-base assignment.

4.8.11 Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each workday, all government facilities, equipment, and materials shall be secured.

4.8.12 Key/Combination Control. The contractor shall establish and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

4.8.12.1 The contractor shall immediately report to the OMM or Program Manager any occurrences of lost or duplicated keys.

4.8.12.2 In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system.

4.8.12.3 The contractor shall prohibit the use of keys, issued by the government, by any persons other than the contractor’s employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

4.8.12.4 The contractor shall maintain and control three keys for each mailbox. Control of extra keys will be included in the QCP. The contractor will be responsible for tracking all keys lost by patrons of the PSC.

4.8.12.5 Lost or duplicated keys shall be immediately reported to the government OMM. The contractor shall be responsible to brief all mailbox users that it is forbidden to duplicate their key. If a key to a box is lost or not returned when the customer leaves, then the lock shall be changed IAW DoD 4525.6-M, para C3.3.6.

4.8.12.6 The contractor shall control access to all government provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the OMM. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the GSA-approved containers.

4.9 Postal Offenses and Losses. The contractor shall immediately report the occurrence of all suspected or known postal offenses or losses to the CO, IAW DoD 4525.6-M, Chapter 14.

4.10 Service Contract Reporting Requirement. In order to support the requirements of title 10, U.S.C., section 235 and 2330a, DOD contractors will report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Department of the Air Force, Kirtland AFB via the Service Contract Reporting (SCR) section of the System for Award Management (SAM) (http://sam.gov). Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.