Attachment A - PWS.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

MICHIGAN ARMY NATIONAL GUARD ONLINE POSTAGE

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform an online postage solution for the Michigan Army National Guard (MI ARNG), as defined in this PWS.

1.2 Background: The government requires an overarching postal service program for 38 locations within the state of Michigan. To fulfill the requirements of this effort, the Contractor shall provide the following products and services for the postal solution and consumable supplies. The Contractor shall furnish all labor, transportation, parts, equipment and all required supplies (except envelopes), necessary for operation of postal service solution as defined herein except as specified as Government furnished services. This contract includes maintenance, repair and/or replacement, training and diagnostic service calls to various locations within the boundaries of the Illinois Army National Guard. The contractor provide visibility of into postage spending for all locations via a secure reports tool.

1.3 Period of performance: The period of performance shall be for one year beginning 22 September 2024 to 21 September 2025.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800 and 1630 Monday through Friday, except on recognized US holidays or when government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at thirty-eight (38) locations, specifically in counties of Eaton, Allegan, Alpena, Bay, Genesee, Livingston, Oscoda, Kalkaska, Baraga, Calhoun, Chippewa, Crawford, Houghton, Ingham, Ionia, Jackson, Kalamazoo, Kent, Livingston, Macomb, Marquette, Menominee, Oakland, Oscoda, Saginaw, Shiawassee, Van Buren, Washtenaw, and Wayne and throughout the state of Michigan as needed.

The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Telework is authorized.

1.4.1.1 Telework: The Government will permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1.1 Reserved

1.4.5.1.2 Reserved

1.4.5.1.3 Reserved

1.4.5.1.4 Reserved

1.4.5.1.5 Reserved

1.4.5.1.5.1 Reserved

1.4.5.1.6 Reserved

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.3 Reserved

1.4.5.4 Reserved

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy, and their actions affect the most vulnerable portion of the Army Enterprise Infrastructure (AEI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.6.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.6.2 Reserved

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.6.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved.

1.4.5.14 Reserved

1.4.6 Reserved

1.4.6.1 Reserved

1.4.6.1.1 Reserved.

1.4.6.1.2 Reserved

1.4.6.1.3 Reserved

1.4.6.2 Reserved

1.4.7 Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved

1.4.10.1 Reserved

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Reserved

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infrastructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CAGE Commercial And Government Entity Code CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DUNS Data Universal Numbering System EFT Electronic Funds Transfer

FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IMB Intelligent Mail Barcode IMpB Intelligent Mail Package Barcode IS Information System(s) KO Contracting Officer LBS Pounds NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RMF Risk Management Framework SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence JELC Joint Exercise Life Cycle CALFEX Combined Arms Live Fire Exercise RTU Rotational Training Units ADSI Air Defense Systems Integrator AMDWS Air and Missile Defense Workstations AFATDS Advanced Field Artillery Tactical Data System TAIS Tactical Airspace Integration System ADAM/BAE Air Defense Airspace Management / Brigade Aviation Element ASR Aviation Support Request MATES Maneuver and Training Equipment Sites TPFDD Time Phased Force Deployment Data AAR After Action Review JLLIS Joint Lessons Learned Information System JNTC Joint National Training Capability PDSS Pre Deployment Site Survey USB Universal Serial Bus USPS United States Postal Service

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Reserved

3.2 Reserved

3.3 Reserved

3.4 Reserved

3.5 Reserved

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.1.2 Reserved

4.2 Reserved

4.3 Reserved

5.0 Requirements: The contractor shall:

5.1 The online postage solution shall meet or exceed the following specifications, but is not limited to:

5.1.1 Automatically update USPS rate changes within 24 hours of the USPS effective rate change date.

5.1.2 Vendor shall have a website only access and a computer-based software with the ability to calculate and print USPS postage from a Department of Defense (DoD) computer to purchase postage for 100+ users at 38 sites, (10-50 letters and/or packages per month).

5.1.3 The Government will provide a comprehensive list of locations and POC information to assist the contractor in initial setup.

5.1.4 Site addresses to be pre-loaded into software and perfected within USPS standards.

5.1.5 Software provided by the vendor shall calculate and display the lowest available postage rates for letters, flats, and USPS parcels.

5.1.6 Software shall have a current RMF at time of implementation. Possible Exception – A RMF may not be required if the software is entirely web based.

5.1.7 The vendor shall provide three user logons per site in addition to no more than five program administrator accounts.

5.1.8 Website and software shall allow administrative control over subaccounts regarding the purchase of expendable items.

5.1.9 Website and software shall include administrative capability to allow for MI ARNG personnel to track expenditures down to the penny for audit purposes and limit postage download amounts by location, department, or account.

5.1.10 Website and software shall have ability to gather historical data up to 12 months previous from date of report. Reports shall show daily and monthly piece counts, usage and spending by location, department, or account.

5.1.11 Purchase postage within a set of administrator customizable policies and limits at all locations/accounts.

5.1.12 The administrative policies shall allow for setting max number of items and maximum cost amount of each package shipped. Locations that need to exceed the policy limits need to be able to send request to administrators in a timely fashion in order to request an exception to policies.

5.1.13 One main MI ARNG account with ability by the MI ARNG to disseminate funds into subaccounts (specific Army Guard locations) shall be able to have multiple sub accounts at each location. These subaccounts shall be able to be changed at any time by MI ARNG personnel in case of turnover. Subaccounts shall be set up with individual and unique username and passwords to differentiate expenditure of postage.

5.1.14 Consolidated recipient address repository for all items shipped that is accessible to all users, and the ability to perfect and print address labels that qualify for USPS discounts for presorting and commercial based pricing schemes.

5.1.15 Provide electronic certified mail capabilities to each site.

5.1.16 The contractor shall ensure that software is capable of functioning with at least the last two major revisions of the latest Internet Edge, Firefox, and Chrome internet browsers currently in the marketplace.

5.1.17 The contractor shall ensure that software is capable of functioning within at least the last two major revisions of the latest version of any required internet browser plug-in services (i.e., Java, Adobe Flash, etc.).

5.1.18 Website and software shall be Intelligent Mail Barcode (IMB) and Intelligent Mail Package Barcode (IMpB) compliant.

5.1.19 Website and software shall contain the GSA Federal Supply Schedule discounted rates.

5.1.20 All postage shall be drawn from a centrally funded account separate of any other general program, maintenance, and misc. fees. Funding of the account will take place via EFT, using the organization’s DUNS and CAGE code. Must be registered in System for Award Management (SAM) and account shall be current.

5.1.21 Volume of funds per location will be managed by administrator logons and limited to “by approval” only.

5.1.22 The contractor shall provide initial in-person administrator training for state postal representative and one alternate no less than 30 days after contract award.

Location of the training will be in Lansing, Michigan.

5.1.23 The contractor shall provide initial web-based user training for all site users and make the training program available for new users at any point for no additional cost not less than 30 days after contract award.

5.1.24 The contractor shall provide real time Technical/customer service shall be available during business hours to subaccounts either via telephone or through online means at no additional cost.

5.1.25 The contractor shall provide usage reports to the Government on the first of the month for the previous month’s activity.

5.1.26 The contractor shall provide thirty-eight (38) scales to calculate weight of items to be shipped. Scales included shall be compatible with Microsoft Operating System, connect via USB and must weigh packages up to 15 lbs.

5.1.27 Printers - Software shall be able to print industry standard postage labels to existing networked laser printers.

5.1.28 Required expendable items (special printer paper, labels, etc.) shall be, but not restricted to, locally available or same day shipping.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation Advisory https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement

Advisory http://www.acq.osd.mil/dpap/dars/dfarspgi /current/index.html or https://www.acquisition.gov/dfars Joint Travel Regulation (JTR) Advisory https://www.defensetravel.dod.mil/site/tra velreg.cfm DoDM 1000.13-M-V1

DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020)

Advisory http://www.esd.whs.mil/Directives/issuanc es/dodm

Federal Information Processing Standards (FIPS) Publication 201-2

Personal Identity Verification (PIV) of Federal Employees and

Contractors (Paragraph 9)

August 2013 Advisory http://nvlpubs.nist.gov/nistpubs/FIPS/NIS T.FIPS.201-2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/201

Advisory https://www.esd.whs.mil/Directives/issuan ces/dodm/

DoDI 5200.46

DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC)

09/09/14 (Change

1:

05/04/2018) ces/dodi/

Homeland Security Presidential Directive (HSPD)-12

08/27/200

Advisory https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs

01/29/201 ces/dodi/

DoD 5400.11-R

Department of Defense Privacy Program

05/14/200

Advisory https://www.esd.whs.mil/Directives/issuances

/dodm/ DoDD 8140.01

Cyberspace Workforce Management

10/05/202 ces/dodd/

DoD 8570.01-M

Information Assurance Workforce Improvement Program

12/19/200 5 (Change 4:

11/10/2015) ces/dodm/

Army Directive 2014-05 Policy and Implementation

Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 Advisory https://armypubs.army.mil/ProductMaps/P ubForm/ArmyDir.aspx

AR 25-2

Information Assurance

04/04/2019 Advisory http://armypubs.army.mil/ProductMaps/Pu bForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 Advisory http://armypubs.army.mil/ProductMaps/Pu bForm/AR.aspx

AR 525-13

Antiterrorism

12/09/2019 Advisory http://armypubs.army.mil/ProductMaps/Pu bForm/AR.aspx

AR 381-12

Threat Awareness and

Reporting Program (TARP) (Section II, ¶ 2-4. b)

06/01/2016 Advisory http://armypubs.army.mil/ProductMaps/Pu bForm/AR.aspx

AR 600-8-3 Postal Operations

17 Dec 2019 Mandatory https://armypubs.army.mil/epubs/DR_pub s/DR_a/pdf/web/ARN19795_AR600_8_3_CC

_FINAL.pdf

AR 25-51 Official Mail and Distribution Management

20 March

Mandatory https://armypubs.army.mil/epubs/DR_pubs/ DR_a/pdf/web/ARN20004_AR25-51_FINAL.pdf

DoD Instruction 4525.09 Military Postal Service

10 July 2018 Mandatory https://www.esd.whs.mil/Portals/54/Docu ments/DD/issuances/dodi/452509p.pdf?ver=_ s7buxkjiblQXqkJmAspBQ%3D%3D

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL) for postal operations within the Michigan National Guard.

Performance Objective

Performance Standard

Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

5.1.2 Allow authorized

government personnel the ability to calculate and print USPS postage from a postal machine 38 locations (10-50 letters and/or packages per month).

Providing successful, continuous, and uninterrupted postal services for all 38 locations, with the exception being forecasted and un-forecasted closings of government facilities

Unhindered postal operations

AQL main service interrupted not more 6 times with a month.

Surveillance will be Customer complain

/COR

5.1.22 Provide initial

software/hardware training to state postal representative and one alternate.

The primary and Alternate OMM’s are trained on the new postal system

Training occurs not more than 33 days after contract award

Collection of Documentation / COR

5.1.15 Provide electronic

certified mail capabilities to each site.

Certified Mail ability

Failed to provide Certified mail at least three time per month

Continuous monitoring

/ COR

5.1.1 Automatically update USPS rate changes within 24 hours of the USPS effective rate change date.

Automatically update USPS rate changes within 24 hours of the USPS effective rate change date.

Failed to update the software 6 time during the

POP

Continuous monitoring

/ COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies/Equipment

Medium/Format

Submit To

5.1.26

Scales to calculate weight of items to be shipped. Scales included must be compatible with software, connect via USB and must weigh packages up to 15lbs.

38 Shipped in Mail COR

5.1.25 Reports will be due

the first of the month for the previous month activity

1 Electronic COR

TECHNICAL EXHIBT 3

Estimated Workload Data

This information is provided for historical background only. It is not a guarantee of workload quantities.

Reports will be able to determine workload for future estimates of workload. Based on estimates from Lansing, MI location

Totals for 2022 County Envelopes Packages Eaton

2,000 400, (5lb/PKG)

Allegan Alpena

Genesee Livingston Oscoda

Kalkaska Allegan Alpena Baraga Calhoun

Chippewa Crawford

Eaton Genesee Houghton Ingham

Ionia Jackson

Kalamazoo Kent

Livingston Macomb

Marquette Menominee

Oakland Oscoda Saginaw

Shiawassee Vanburen

Washtenaw Wayne

Bay