Attachment 1 - Performance Work Statement.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

MAIL HAULAGE SERVICES

21 December 2022

1. DESCRIPTION OF SERVICES

1.1 OVERVIEW. The U.K. Mail Haulage operation is dedicated to providing transportation of military mail, postal equipment, and supplies originating and destined to and from military personnel assigned within the U.K. The contractor shall perform loading, transportation and unloading of mail cargo, in accordance with this Performance-based Work Statement (PWS). The Contractor will provide a professional and timely delivery of mail to the highest commercial standards.

1.2. SPECIFIC REQUIREMENTS.

1.2.1. Services shall be performed at the following locations:

1.2.1.1. London Heathrow International Airport, Terminal 4, Cargo Center, hereafter referred to as the Mail Control Activity (MCA). The telephone number for U.S. government personnel at the MCA is 07522312498 or 01895616036. NOTE: The Government anticipates the MCA location changing to the following consolidated location at some point during the period of performance: Unit 2 Airlinks Industrial Estate, Spitfire Way, Heston, Heathrow, TW5 9NR. The MCA location will be as directed by the Contracting Officer Representative (COR).

1.2.1.2. RAF Alconbury, Bldg. 560, Huntingdon, PE28 4DA, hereafter referred to as the Aerial Mail Terminal (AMT). The telephone number for U.S. government personnel at the AMT is 01480 843205, 01480 823194 or 01480 843196.

1.2.1.3. The contractor shall transport mail directly between the MCA and the AMT using a contractor- supplied enclosed vehicle(s) capable of meeting the workload estimates stated in Paragraph 4.

1.3 BASIC TRANSPORTATION SERVICES.

1.3.1 The contractor shall collect mail from airlines at all the required pickup locations of the MCA, as specified by U.S. government personnel. The current pickup locations are listed below:

Day Shift: GHAs Air Carriers

LAMU

DNATA (East Point)

DL

WFS AA

Menzies QR & SK Swissport UA IAG (Premia) BA

IAG (VTAS) BA

DHL PO

Night Shift: GHAs Air Carriers Airworld NH & JL DNATA (Unit 1) EK

The contractor shall then deliver the mail directly to the AMT for unloading and reloading. The contractor shall then travel directly back to the MCA for unloading.

1.3.2 The contractor is responsible for all loading and unloading of mail at the MCA. Government personnel’s primary role is to scan mail at the MCA, not to aid the contractor in the handling, loading and unloading process. U.S. government personnel are responsible for all loading and unloading of mail at the AMT.

1.3.3. Upon completion of loading, U.S. government personnel shall affix a lock and a seal to the vehicle’s cargo door and prepare a DD Form 1372, Mail Manifest. This form shall identify the quantity of mail and the seal number used for the shipment. The driver shall verify the seal number with the completed manifest and sign the form, signifying acceptance of “Sealed Container.” At the delivery location, U.S. government personnel will inspect the seal to ensure it has not been tampered with in transit and that the seal number matches the seal number listed on DD Form 1372. U.S. government personnel will break the seal and inspect the mail. If the seal is broken in transit (by other than authorized U.S. government personnel), the contractor shall immediately notify U.S. government personnel at the destination (see paragraph 1.2.1.1 and 1.2.1.2 for phone numbers). The driver will be given instructions that will include him being required to remain with the vehicle until the completion of a physical count of the mail is documented and security measures are taken to ensure the mail is safe.

1.3.4 If a vehicle breakdown occurs while transporting mail, the contractor shall immediately notify U.S.

government personnel at the destination. The contractor shall have a replacement vehicle on site within 2 hours. The contractor shall wait for U.S. government personnel to arrive at the vehicle breakdown location when mail must be transferred from one vehicle to another. U.S. government personnel will break the door seal, monitor the mail transfer, and reseal the door. U.S. government personnel are the only personnel authorized to break the door seal. The contractor is responsible for all labor required in transferring the mail.

1.3.5 The contractor shall protect the mail from inclement weather, such as rain or snow, during transit.

The contractor shall ensure mail is not damaged in transit.

1.3.6 Upon U.S. government request, the contractor shall supply an additional driver and vehicle that meets the requirements identified in paragraph 1.2.1.3 of this PWS, to move excess mail between the MCA and the AMT. The additional driver and vehicle shall arrive at the MCA within 3 hours of the request unless a later time is requested by U.S. government personnel.

1.4 HOURS OF OPERATION. The contractor shall perform services Monday through Sunday unless indicated in this PWS. All times are local. Round-trip services are required Monday through Saturday. On Sundays only collection at the MCA, transportation, and unloading at the AMT are required.

1.4.1 The contractor shall arrive at the MCA between 0630 – 0700 to collect the mail. Upon release by U.S. government personnel no later than (NLT) 1100, the contractor shall travel directly to the AMT arriving NLT 1400, where the vehicle will be offloaded and reloaded with mail by U.S. government personnel. The vehicle (or trailer if detachable) shall remain at the AMT until released by U.S.

government personnel NLT 1900. Upon release, the contractor shall travel directly to the MCA arriving

NLT 2200

1.4.2 No services are required during the following days:

New Year’s Day January 1st Martin Luther King 3rd Monday of January

Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day July 4th Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day November 11th Thanksgiving Day 4th Thursday of November Christmas Day December 25th

1.5. CONTRACT PERSONNEL.

1.5.1. Project Manager. The contractor shall provide in writing the name and contact information of the full-time primary Project Manager NLT 10 calendar days before the start of performance. In addition, the contractor shall provide the name and contact information of the person who shall perform as the alternate for the contractor when the Project Manager is absent NLT 3 calendar days prior to their absence. All contact information shall be and sent to the Contracting Officer Representative (COR). The Project Manager or alternate is responsible for the performance of work and shall have full authority to act on behalf of the Contractor on all contract matters related to daily operations of this contract. The Project Manager or alternate shall be contactable by phone at all times. The Contractor shall have a Project Manager or alternative at all times. The Project Manager and alternate shall be able to fluently read, write, speak, and understand English.

1.5.2. Contract Employees. The contractor shall provide licensed drivers, vehicles, and mail handling personnel to accomplish all requirements of this PWS. All drivers are required to speak and understand fluent English. The Government reserves the right to restrict access to Government facilities for any contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the operating locations and their population. Contract personnel shall be easily recognized as contract employees.

1.6. CONTRACTOR FURNISHED PROPERTY AND SERVICES. The contractor shall provide all management, tools, equipment, transportation, fuel, oil, and lubricants, and labor necessary to perform loading, transportation and unloading of mail, in accordance with this PWS.

1.6.1 Vehicles used in the transportation of mail shall be hard-sided, equipped to protect against damage of the mail with interior lighting in trailer, be clean, and conform to standards required by all UK laws and regulations pertaining to those vehicles and applicable for this service. All vehicles used under this contract shall conform to DOD 4525.6M closed- body vehicle equipped with lockable doors.

Vehicles shall be subject to the inspection at all times by the COR.

1.7. CONTRACTOR INSTALLATION ACCESS.

Required for all UK Nationals/Foreign Nationals and US Citizens (Non-Dependents who meet residency requirements) contracted or sub contracted to the US Government and its entities to work on installations within the UK. There is no charge to the contractor for this process.

1.7.1 Local national Contractor employees requiring access to United States Air Force-occupied United Kingdom bases must comply with AFI 31-501 (USAFE Sup), and all local Security Forces requirements.

In the UK, this Host Agency Check (HAC) is conducted by the Ministry of Defence (MOD) Defence

Vetting Agency (DVA). This is an overview and does not contain all the specifics contained in the Instruction.

1.7.2 New Contractor employees may be escorted onto the installation, only to fill out paperwork. The employee is not to start work until all required paperwork has been submitted to the appropriate office.

1.7.3 The contractor shall provide the following for each employee requiring installation access:

1.7.3.1 Completed MOD Form 1109, Security Questionnaire (required for Counter Terrorist Check (CTC) or Security Check (SC)) MOD Form 1109 shall be completed and submitted after the prospective employee has been issued with a letter of employment.

1.7.3.2 Completed USAFE Form 19, Residency Check for Employment with United States Air Forces in Europe.

1.7.3.3. Completed AF Form 2583, Request for Personnel Security Action.

1.7.3.4. Completed Basic Check Verification Record (BCVR).

1.7.4 Prior to beginning employment on the installation, Contractor employees must, at a minimum, have a completed Local Files Check (LFC). Individuals with LFCs, are required to be escorted by an authorized US citizen (reference AFI 31-501 for US citizen clearance requirements) or a local national with a SC or HAC who has escort authority. The COR will notify the Contractor when LFCs are completed for each employee.

1.7.5 Unescorted access requires a HAC. There are two levels of background investigations that meet the standards for this requirement. The level of background check required, will depend on whether the position is considered sensitive or non-sensitive. The COR will notify the Contractor when HACs are completed for each employee.

1.7.6. The CTC is a national-level security and police background investigation conducted by the DVA.

This is the minimum check required for all Contractor/Sub-Contractor employees in non-sensitive positions requiring unescorted installation access. The CTC expires three years from the issue date.

1.7.7 Contractor employees have the right to obtain a copy of the background check report from the COR.

Contractor employees have the right to challenge the accuracy and completeness of any information contained in the report through the Privacy Program described in DoDI 5400.11-R. The Contracting Officer (CO) shall inform the Contractor of employees whose criminal history background checks result in an unfavorable or derogatory report. The Contractor shall immediately remove this employee from their service on all United States Air Force-occupied United Kingdom bases.

1.7.8 Contractor employees who have previously received a background check must provide proof of the check to the COR who will inform the Contractor if and when a new background check is required.

1.7.9 Investigation renewal. All employees renewing their background investigation will complete an MOD Form 1109, Security Questionnaire. On the front cover of the form, under General Details, the employee will mark the appropriate block indicating a security questionnaire has been completed before and will complete the form with current information. Renewal paperwork should be submitted six months prior to the current background expiration date to avoid a possible lapse in installation access.

1.7.10 The COR, or designee, will be the point-of-contact for processing security clearances. They will provide necessary documents to Contractor employees, compile completed forms, submit documents to Security Forces, and complete and sign USAFE Form 79.

1.7.11 Upon receipt of a favorable HAC and all required documentation, the COR will ensure that the Contractor employee will be placed into the installation Joint Personnel Adjudication System (JPAS) database. This information will be monitored periodically by the Installation Security Manager.

1.7.12 After all necessary background checks are complete, the COR will inform the Contractor of completion and prepare an USAFE Form 79. The employee will report to Pass and Registration for base pass issuance; the employee shall hand carry the DVA certificate, USAFE Form 79, BCVR (if applicable), and identity credentials. Acceptable identity credentials include UK Driver’s License (with photograph), a valid Passport, P45, or Birth Certificate (issued within six weeks of birth).

1.8 PERFORMANCE OF SERVICES DURING CONTINGENCIES. All contractor services identified in this PWS are essential for performance during crisis declared by the National Command Authority or Overseas Combatant Commander affecting the European theater of operation. The Government will notify the contractor in writing when such a crisis is declared. The contractor shall provide a Mission Essential Services Plan IAW DFARS Clause 252.237-7024 to the Contracting Officer with the proposal.

1.9 CONTRACTOR MANPOWER REPORTING.

1.9.1 The contractor shall report ALL contractor labor hours, including subcontractor labor hours, required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at https://www.ecmra.mil/Default.aspx

1.9.2 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. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

1.9.3 Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

1.9.4 User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at https://www.ecmra.mil/Default.aspx

2. Quality Control

2.1 Services Summary

SS Performance Objective PWS Para Performance Threshold

Mail Security

Para. 1.3.3

Affixed lock and seal shall be unbroken 100% of the time upon arrival at the destination.

Vehicle Reliability

Para. 1.3.4

No more than one vehicle breakdown every 3 months. This only applies to a vehicle containing mail.

MCA and AMT Arrival Times

Para. 1.4

Met required arrival times 95% of the time. Remaining 5% no later than 30 minutes after the required time.

4 MCA Mail and Freight Handling Para. 1.3.2

The contractor is responsible for ALL loading and unloading of mail at the MCA without any government personnel assistance. No more than one incidence allowed every 3 months.

2.2. Quality Control Plan

2.2.1. The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the services required in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Contracting Officer.

2.2.2.Three specific sections should be addressed to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Service Summary (SS) items found in the Performance Work Statement PWS. The three sections are:

2.2.2.1.Quality Management Approach: The overall approach for managing contract quality is described in this section of the QCP. Discuss your overall quality philosophy and describe how your employees are integrated into the quality management process.

2.2.2.2 Quality Assurance: Quality assurance activities focus on the processes being used to manage and deliver the services or deliverables. Organizational charts, communication lines, decision making authorities, criteria to be employed when determining if and when to elevate a performance issue are among the areas that should be thoroughly described in the QCP.

2.2.2.3 Quality Control and Quality Standards: Quality control activities should be performed continually throughout a contract to verify that management, services rendered or deliverables are of high quality.

The PWS contains SS items that establish performance thresholds or quality standards. The contractor’s performance will be evaluated against the SS criteria before the performance is accepted. The QCP should describe how the contractor will determine when services or deliverables specified in the SS are complete and correct. The contractor may also discuss and describe areas in the PWS felt to be of particular importance in the successful performance of this contract. As a minimum each SS item should be discussed. Topics to be covered in this section of the QCP include:

2.2.2.3.1. Identify each performance area and the level of importance to the overall contract;

2.2.2.3.2 Identify the specific quality tools or tracking method(s) to be utilized for each performance area;

2.2.2.3.3. Identify contractor’s metrics or report areas and frequencies;

2.2.2.3.4 Identify the methods to be used to identify a performance weakness and describe resolution approaches whether discovered by your quality control processes or identified by the government.

2.2.3. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

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

2.2.5. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

2.3. Contractor Inspection Records: 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.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. None

4. WORK LOAD ESTIMATES

Month

Piece Count MCA to

AMT

Piece Count AMT to

MCA

January 18,813 5,511 February 15,741 3,912 March 17,870 4,577 April 16,096 3,921 May 16,538 4,180 June 16,043 4,697 July 17,059 4,701 August 18,503 5,448 September 18,470 4,470 October 17,828 4,115 November 20,708 5,279 December 28,249 7,651

APPENDICES

APPENDIX A: ACRONYMS/TERMS

PWS – Performance Work Statement MCA – Mail Control Activity AMT – Aerial Mail Terminal NLT – No Later Than COR – Contracting Officer Representative USAFE – United States Air Force in Europe HAC – Host Agency Check MOD – Ministry of Defence CTC – Counter Terrorist Check SC – Security Check BCVR – Basic Check Verification Record LFC – Local Files Check FY - Fiscal Year CMRA - Contractor Manpower Reporting Application QCP - Quality Control Plan SS - Service Summary IAW – In Accordance With CO – Contracting Officer JPAS – Joint Personnel Adjudication System