Attachment 2 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

MAIL AND DISTRIBUTION SERVICES

AT THE

MIKE MONRONEY AERONAUTICAL CENTER

OKLAHOMA CITY, OKLAHOMA

Rev 00

30Aug2017 jth/abj

PWS FY18-22 M&D Services

TABLE OF CONTENTS

STATEMENT OF WORK

1. SECTION 1 – GENERAL

1.1 STATEMENT OF NEED

1.2 PERSONNEL

1.3 HOURS OF OPERATION

1.4 SERVICE LEVELS

1.5 DISASTER RESPONSE WORK

1.6 FACILITY OPERATIONS

1.7 REPORTS

1.8 TRAINING REQUIREMENTS

1.9 ENVIRONMENTAL/SAFETY/QUALITY CONTROL/QUALITY ASSURANCE

2. SECTION 2 – DEFINITIONS & ABBREVIATIONS

3. SECTION 3 - GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 FACILITIES

3.2 SUPPLIES AND MATERIALS

3.3 GOVERNMENT MATERIALS.…………………………………………………………

3.4 NON ROUTINE EQUIPMENT

3.5 UTILITIES

3.6 TRANSPORTATION

3.7 IDENTIFICATION BADGES…………………………………………………………...

4. SECTION 4 – WORK TASKS…………………………………………………………………..

4.1 TASK 1 USPS MAIL PICK-UP AND DELIVERY

4.2 TASK 2 URGENT MAIL INCOMING

4.3 TASK 3 ENTERPRISE SERVICE CENTER (ESC) TASKS …………………………

4.4 TASK 4 ACADEMY STUDENT BOX PICK-UP AND PROCESSING………………

4.5 TASK 5 CAMI MEDICAL FORMS PROCESSING AND DISTRIBUTION………..

4.6 TASK 6 AJW BULK ISSUANCE TECH OPS MANUALS SERIES STORAGE……

4.7 TASK 7 KEY PERSONNEL ……………………………………………………..

4.8 TASK 8 ADDITIONAL SERVICES …………………………………………………..

4.9 TASK 9 DELIVERABLES……………………………………………………………….

4.10 TASK 10 SERVICE LEVEL SUMMARY………………………………………………

5. SECTION 5 – PERSONNEL QUALIFICATIONS / TRAINING REQUIREMENTS………

6. TECHNICAL EXHIBITS………………………………………………………………………..

T1. TECHNICAL EXHIBIT 1: QUALITY ASSURANCE SURVEILLANCE PLAN…………..

T2. TECHNICAL EXHIBIT 2: LIST OF DELIVERY BUILDINGS

T3. TECHNICAL EXHIBIT 3: TASK VOLUME ESTIMATES

T4. TECHNICAL EXHIBIT 4: ORDERS, DIRECTIVES, FORMS

T5. TECHNICAL EXHIBIT 5: GOVERNMENT FURNISHED PROPERTY

T6. TECHNICAL EXHIBIT 6: CONTINGENCY PLANS

SECTION 1. GENERAL

1.1 STATEMENT OF NEED. The Contractor shall furnish all labor, knowledge of service, transportation, office supplies and office equipment to accomplish mail delivery and distribution services task to the FAA / MMAC campus Government owned and leased facilities in accordance with the terms of the contract. Performance shall be according to the standards contained in this PWS and in the contract. The main functions include processing all incoming and outgoing mail. Perform delivery and pick-up services of all USPS mail and interoffice mail. Perform receiving, distribution and delivery of all urgent mail which includes all couriers such as Fed Ex, UPS, and DHL etc. Operate and oversee the government furnished Package Tracking System (PTS). Perform warehousing, inventory and issuance of bulk publications. Perform pick-up and delivery services for AMK Office of Media

Services. Perform pick-up and delivery of recycled document destruction services. The contractor shall comply with all federal, state, local and MMAC rules, regulations and orders.

1.2 PERSONNEL

1.2.1 Key Personnel The following positions are key personnel to this contract:

a. Project Manager

Required qualifications for key personnel positions can be found at Section 5.0, Personnel Qualifications. All other personal assigned to this contract shall be qualified within industry standards of delivery, mail, and distribution tasked environment.

1.2.2 Contractor Employee Identification and Tracking Each contract employee shall have and display a Government-furnished identifying badge (PIV), which shows the employee’s full name and the expiration date of the contract. Contractor personnel shall wear uniforms, not provided by the

Government, identifying them as Contractor employees, which will be not less than a shirt and pants.

All contract employees shall maintain a professional appearance while on duty at the center. The

Contractor shall maintain a tracking process for all assigned work to include staff locations and equipment being serviced on a daily, weekly and monthly basis.

1.3 HOURS OF OPERATION

1.3.1 Hours of Operation. Normal operations will generally occur between the hours of 8:30 a.m.

and 3:30 p.m. CST, Monday through Friday. The Contractor shall ensure sufficient employees are available to pick up the mail at the main US Post Office downtown station, to be transported back to the

Screening Facility (SF) Building 229 for sorting and delivery to the MMAC. Mail and Distribution

Services are designated as COOP (Continuity of Operation Plan) protocol. In emergency and COOP situations, availability may be required outside of normal duty hours and may be subject to change based on FAA’s operational needs.

1.4 SERVICE LEVELS As a result of unknown budget restraints; the FAA has defined different service levels for each task. Multiple service levels have been defined to allow for options of reduced services during anytime of the fiscal year.

1.5 DISASTER and SEVERE WEATHER RESPONSE WORK. In the event Government personnel, contractors, students, visitors, property or equipment is damaged or exposed to a safety hazard or risk due to any disaster or severe weather event the Contracting Officer and/or Contracting

Officers Representative may determine emergency response from the contractor is necessary. Responses may be required to protect Government assets and he/she may direct the Contractor to perform emergency work to the extent necessary to alleviate the hazard or risk. When the CO directs the contractor to perform emergency work some requirements of this PWS may be delayed, postpone or cancelled during the emergency work timeframe. Contractor resources normally utilized for the delayed, postponed or cancelled task(s) shall be reassigned to the emergency response as directed by the CO.

After award, the Contractor shall develop written emergency plans and submit them to the Contracting

Officer for review.

1.6 FACILITY OPERATIONS. All equipment issued to the Contractor shall be kept in operating condition by the Contractor. The Contractor shall perform routine general maintenance to all

Government-furnished equipment (GFE) issued. The Contractor shall keep assigned facility, Building

229 Screening Facility, in a neat, safe condition and meet all Federal and State safety regulations pertaining to the facility and work site operations.

1.7 REPORTS. The Contractor shall make reports to provide information on the performance of each task listed in Section 4 of this PWS. Reports shall be made on a daily, weekly, monthly and annual basis as required by the Government. Reports may be reoccurring or may be requested on an as needed basis.

Reports shall be requested by the COR.

1.8 TRAINING REQUIREMENTS. All Contractor personnel performing shall have current and appropriate training prior to being assigned tasks. All applicable training records shall be maintained by the contractor. All FAA/MMAC training must be met by each contract employee on an annual basis.

1.9 ENVIRONMENTAL/SAFETY/QUALITY CONTROL/QUALITY ASSURANCE

1.9.1 Environmental/Safety The Contractor shall establish a complete Environmental/Safety management program to assure all federal, state, local and FAA regulations are met. Copies of the

Contractor's program shall be provided to the COR prior to starting any work activities under this contract. Changes that adapt the program to this contract must be provided to the / COR within 10 calendar days as they occur. The Contractor shall perform an annual review no later than January 31 st of each calendar year. The program shall include, but not be limited to, the following:

1.9.1.1 Development of Standard Operating Procedures (SOP), contingency plans, checklist and other compliance procedures for all areas of this PWS. All SOPs shall be reviewed and approved by the appropriate COR.

1.9.1.2 An inspection system covering the services stated in this PWS. It must specify areas to be inspected on both a scheduled or unscheduled basis and the title of the individual who will do the inspection.

1.9.1.3 A method of identifying deficiencies in the Environmental/Safety management program and recommended corrective actions.

1.9.1.4 A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the COR upon request.

1.9.1.5 A documented employee training program to meet all required regulations.

1.9.2 Quality Control. The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Copies of the Contractor's quality control program shall be provided to the COR prior to starting any work activities under this contract.

Updated copies that adapt the program to this contract must be provided to the COR on the contract start date and as changes occur. The Contractor shall perform an annual review no later than April 1 st of each year. The program shall include, but not be limited to, the following:

1.9.2.1 An inspection system covering the services stated in this PWS. It must specify areas to be inspected on both a scheduled or unscheduled basis and the title of the individual who will do the inspection.

1.9.2.2 A method of identifying deficiencies in the quality of services performed before the level of performance is unacceptable.

1.9.2.3 A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the COR upon request.

1.9.3 Quality Assurance Surveillance Plan (QASP). The Government will monitor the

Contractor's performance under this contract using the quality assurance surveillance procedures specified in Technical Exhibit 1. The QASP is to be considered a living document and the Government may modify / change quality surveillance items and methods as deemed necessary to ensure satisfactory contract performance.

1.9.4 Performance Evaluation Meetings. After award, the Government may establish regular progress meetings to discuss performance, upcoming operational needs, and other information necessary to allow proper communication between the Contractor and the Government necessary to ensure successful performance.

SECTION 2 DEFINITIONS AND ABBREVIATIONS

2.1 DEFINITIONS AND ABBREVIATIONS. The following special terms, phrases, and abbreviations are used in this Performance Work Statement (PWS):

2.1.1 Contract Discrepancy Report (CDR). A written document issued by the Government to the Contractor identifying unsatisfactory performance.

2.1.2 Contracting Officer’s Representative (COR). Individuals delegated, in writing by appointment letter, the authority to act on behalf of the Contracting Officer for the purposes of day-to-day technical oversight and management of the contract. CORs are limited by the authorities outlined in their appointment letter. More than one (1) COR may be appointed for this requirement.

2.1.3 Contracting Officer (CO). A person with the authority to enter into, administer and/or terminate contracts and to act on behalf of the Government.

2.1.4 Government-Furnished Equipment (GFE). Government owned equipment provided to the contractor for use in fulfilling the terms of the contract.

2.1.5 Government-Furnished Property (GFP). All facilities and materials provided by the

Government for the exclusive use of the contractor in fulfilling the terms of the contract.

2.1.6 Inspection. Those actions taken by the Government to verify successful performance of all tasks, terms & conditions of the contract.

2.1.7 MMAC. Mike Monroney Aeronautical Center or Aeronautical Center.

2.1.8 Original Equipment Manufacturer. (OEM) The manufacturer of the complete production equipment whether assembled from parts of its own manufacturer or from parts or components furnished by other manufacturers or a combination of both.

2.1.9 Preventive Maintenance (PM). That service performed by the Contractor on a scheduled basis, which is designed to keep the equipment/systems, vehicles etc. in proper operating condition. All actions as necessary and appropriate in accordance with the manufacturer's maintenance specifications and as authorized in a PM schedule. The term also includes "inspection."

2.1.10 Quality Assurance (QA). Those actions taken by the Government to monitor performance and completed task, services to determine if they meet contract requirements.

2.1.11 Quality Control (QC). Those actions taken by the Contractor to control the contracts performance and completed task or service so they meet the requirements of the contract.

2.1.12 Accountable Mail. Control material, barcoded mail. Any mail that is deemed trackable by any means.

2.1.13 Package Tracking System. All Accountable Mail computer-based electronic system that stores and records all data from delivery to receipt of barcoded mail. PTS is government furnished and government owned. Requires the operation, knowledge and oversite of contractor personnel. The

PTS is hardware and software which includes iPad Mini devices, Scanners, software and other intellectual based properties.

2.1.14 Pick-up Call. A call for pick-up service that may be made from any known customer on the MMAC campus or off-site. These calls for service may occur anytime in the operations of hours and will facilitate the pick-up service action.

2.1.15 Customer. Aeronautical Center organizations and tenant organizations in any and/or all of the Aeronautical Center buildings and sites.

2.1.16 Defective Service. A service output that does not meet the standard of performance in the

Performance Requirements Summary (PRS).

2.1.17 Delivery Service. Moving materials from one designated area to another.

2.1.18 Distribution. The process of making an initial distribution of any issuance to designated addresses.

2.1.19 Distribution Scheme. An orderly plan to move materials.

2.1.20 DOT. Department of Transportation

2.1.21 Employee Privacy Information. This is employee information, which must be dispensed and protected in accordance with Protecting Privacy of Information about Individuals, FAA

1350.22A.

2.1.22 Express Mail. The express mail next day service provided by the U S POSTAL Service

Express mail will be delivered to the Mail & Distribution Screening Facility (#229).

2.1.23 FAA. Federal Aviation Administration

2.1.24 FORM 1099 1098-INT. Forms 1099-INT 1098 tax documents are used to report the back pay interest earned by DOT employee to the Internal Revenue Service and the employee.

2.1.25 International Students/Student Boxes. Students from foreign countries attending classes at the FAA Academy.

2.1.26 Interoffice Mail. sent for one organization to another at the Aeronautical Center.

2.1.27 Initial Distribution. Sending the first issuance to designated addresses. Distribution and initial distribution are used synonymously.

2.1.28 Insured Mail. Requires that record of receipt and dispatch by Distribution Services by utilized for tracking purposes if necessary. Indemnity is provided for insured mail that is lost or destroyed.

2.1.29 Inventory Control System. An information system that gives the location and on-hand quantity of individual warehoused items.

2.1.30 Metered Mail. Mail that has been processed through a metering machine to have postage applied.

2.1.31 Misaddressed Mail. will be considered misaddressed if the address is not a substantially complete organizational name or an accurate routing symbol for first and second-class mail.

2.1.32 Mail Piece. An individual unit of mail.

2.1.33 Mailing. An individual piece of mail sent to a specific address. Can be a letter, flat or parcel.

2.1.34 Mailing List Issuance. A publication that is distributed to addresses on an established mailing list.

2.1.35 Material. A general term used in reference to various type of issuances such as Airman

Test Material and Correspondence Study (Training) Material.

2.1.36 Urgent/Overnight Mail which has been designated as time critical and must be delivered within one day/overnight. A commercial carrier established through a General Services

Administration (GSA) contract is utilized for delivery of this type mail.

SECTION 3 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 Facilities The Government shall provide at no cost to the Contractor, facilities for administrative use, shop space, vehicle parking, and storage space for supplies, materials, and equipment as set forth in

Technical Exhibit 3: Facilities for Contractor Use. The Contractor shall be responsible for physical security and adequate routine maintenance of Government-furnished facilities.

3.2 Supplies and Materials. The Government shall provide supplies and materials required to accomplish specified work. The Government will request the Contractor to purchase supplies or materials under the Additional Services task as listed in PWS section 4.8.

3.3 Government Material and Accountable Property. All property will be tracked in accordance with FAA Order 4600.27x. The Government Furnished Equipment (GFE) will be inventoried annually by the Contractor. Copies will be provided to the CO and COR. The Contractor shall be accountable for equipment issued under this contract. The contractor shall maintain the master copy of the inventory of all GFE and Government Furnished Property (GFP) in accordance with AMS Clause 3.10.3-2

Government Property - Basic Clause (April 2004). No Government-furnished tools, materials, equipment, or supplies shall be removed from the MMAC.

3.4 Non-Routine Equipment and Materials. The Government shall provide to the Contract an inventoried list of all Government property. All Government furnished equipment and property will be issued to the Contractor. Only equipment and property listed in the provided inventory shall be furnished by the Government. Copy of the master document for all Government Furnished Equipment shall be maintained by the Contractor, CO and the appropriate COR. All equipment and property furnished and assigned to the Contractor shall be tracked in accordance with FAA AC Order 4600.27x.

3.5 Utilities. Water, sewage service, electricity, heat and refuse collection to include dumpster usage shall be furnished by the Government for accomplishing work described in this PWS. The Government will provide on-Center telephones for use by the Contractor. The Contractor shall use Government-furnished utilities in a prudent manner consistent with current energy conservation policies.

3.6 Transportation. The Government shall furnish General Services Administration (GSA) leased vehicles required to accomplish specified work. Total number, Make and Model of the vehicles needed will be determined and approved by the COR/CO. Other types of transportation shall be furnished and listed in Government Furnished Equipment document. GSA Vehicles may not be used for personal transportation by the Contractor to include lunch breaks, personal errands not related to work under the contract, or as primary transportation of Contractor employees to and from the MMAC. The

Government will furnish Off Road Vehicles for on campus mail delivery. The Contractor shall provide vehicles for transportation of mail from main USPS Reno Ave. Oklahoma City hub to MMAC campus.

Also to provide transport of various other daily tasks listed in the PWS.

3.7 Identification Badges. The Government shall furnish each employee identification badges.

COR will provide instruction on how to obtain security credentials.

SECTION 4. WORK TASKS

The Contractor shall provide in writing a Transition Plan for services that specifies the method of transitional performance, beginning at award for the first 30 calendar days, through contractor Phase-In /

Phase-Out periods for different service levels throughout each contract year, and at the end of the contract to insure uninterrupted services are provided to MMAC in accordance with the service and support requirements for all areas of the PWS.

To ensure a smooth transition in the change of work effort from the current contract; the new Contractor shall begin the 30 day Transition Period as required by the contract. The purpose of this Transition

Period is to:

Observe work accomplished by current employees.

Become thoroughly familiar with work requirements and work procedures.

Complete personnel requirements (work force) including the hiring of personnel to assure satisfactory performance beginning on the start of the first performance period. Soliciting personnel for employment during their duty hours is prohibited, unless interview arrangements are made through the current contractor’s human resources department.

Obtain security clearances.

Complete training requirements and accomplish necessary training of employees.

Complete the development of necessary work plans and procedures.

The Contractor will be allowed access to the facilities to familiarize supervisors, key personnel and staff with equipment, reporting, work scheduling and procedures. However, such access will not interfere with the production efforts of current personnel. To preclude such interference, arrangements for access to the government facilities will be made with the CO. Access will be limited to the following;

Contractor key personnel will be permitted access to observe operations, work flow, priorities, scheduling, equipment handling, storage, parts, safety security, etc.

The Contractor shall provide proper mail and distribution services for all areas on the MMAC campus to include the following work tasks listed in this section.

The government reserves the right to reduce or increase the service level at any time. Some factors that may cause service level changes include: budget changes or constraints, reductions in workload levels, unforeseeable changes that include weather, natural disaster etc. This is not an all-inclusive list or intended to be. Service Levels will be reduced when budget constraints occur or as needed in the government’s best interest.

4.1 TASK 1 USPS-UNITED STATES POSTAL MAIL PICK UP AND DELIVERY

The Contractor will be responsible for the pick-up and delivery of daily USPS Mail from the OKC Reno

Hub. The Hub is located at 4025 W. Reno Ave. OKC OK 73125. The Contractor will be required to arrange for staff to arrive at this location daily by 8:00 am. The staff will be required to load all USPS

Mail onto the Contractors vehicle for transport back to the MMAC/FAA Screening Facility Building

(SF) #229. The Contractor staff will also sign for any and all accountable mail and P.O. Boxes that are destined for the FAA/MMAC. The Contractor is required to provide a delivery vehicle daily for transport.

4.1.1 All Incoming USPS Mail must be sorted, cataloged into the delivery sections for routing stop destinations. Before the mail sorting begins, 100% of all mail will be security scanned by the

AMP-300 Security Contractor for any and all security measures. All Accountable Mail with barcodes will be separated and scanned into the PTS (Package Tracking System) for electronic record keeping.

All accountable mail must be signed and accounted for in the PTS with 100% of the incoming mail delivered the day of receipt. All non-accountable mail must also be delivered the same day of receipt.

4.1.2 Bad Addressed Mail, incorrect address or non-conforming mail delivery pieces will be searched via computerized electronic MMAC FIND Directory for the correct routing symbol and then forwarded into the next cycle of delivery routes. Any mail that is deemed unacceptable for the standards of delivery will be sent Return To Sender (RTS) and shipped back to the USPS office the same day of receipt. Any non-MMAC mail will be returned to the USPS the same day of receipt. Any USPS mail that is non-profit, advertisement or categorized as junk mail will not be delivered and sorted for trash disposal. All attempts for searching for intended recipients must be exhausted before any USPS Mail is

Returned To Sender (RTS). Some USPS Mail may have to be opened to search for information of where the mail piece is intended for final delivery. Some batch mail and regional mail comes in boxes, parcels and larger delivery envelopes. These packages will have generic addressing and will have to be opened internally in the mailroom. These pieces will have several destinations for final delivery.

4.1.3 All Center-wide delivery USPS Mail must be delivered the same date as receipt of mail.

This includes inner-office mail and package delivery from building to building. The contractor will deliver mail correctly to over 180 Mailstops that are in several different buildings and area locations.

Mail delivery will happen one (1) time per route each day. All Accountable Mail will be sorted and monitored for collected signature and receipt of delivery during these pre-determined routs and times.

The Contractor is responsible for completed delivery as well as monitoring of delivery record-keeping in the PTS. All Interoffice Mail will be delivered after pick-up on these same delivery schedules listed above. If mail is delivered incorrectly or is rejected by delivered location, those mail pieces will be investigated and determined if they are re-directed to other locations are Retuned To Sender (RTS).

4.1.4 All outgoing USPS mail received before 1:00 pm must be metered, postage marked and placed with collective of postal containers and carts for USPS Mail pick up. The USPS mail pick-up is approximately 3:00 pm daily on the south side dock area of Building 229 (SF). The MMAC sends thousands of mail pieces per day outbound and the Contractor must provide enough staff to accomplish this task. USPS mail metering is the process of affixing postage to any MMAC outbound, outgoing mail piece. The Contractor staff will insure that the most effective method of USPS mail delivery category is used in the most cost effective way. Postage will be affixed to post cards, letters, flats, tubes, parcels, packages, boxes or any other type of shipping container. The staff will use the Government provided equipment Pitney Bowes Mailing Systems and any other external method for metering mail. Outgoing mail that is picked up from the MMAC campus will be sorted into the appropriate categories listed below that will insure that all mail pieces are properly metered with postage. All non-metered mail, pre-post marked, Postage Paid, Postage Direct and other stamped mail must be sorted and given to the USPS daily.

4.1.4.1 Most widely used USPS Mail delivery categories are:

Priority Mail- Only used in case of extreme importance.

Media Mail- Widely used by the MMAC for parcels, packages and boxes (students).

Standard Mail A- First Class A mail 13 oz. and under, shipments with timeframes.

Library Mail- Used for Documents mail and shipments of books depository

International Mail- Any mail that will be metered at non-USA domestic rates.

First Class Pre-Sorted Mail- Envelopes metered at the FCPS rate, discounted special*.

Certified/Return Receipt Mail- Accountable Mail, PS Form #3849 Green cards, based on customer need.

Registered Mail- Accountable Mail, PS Form #3849 Pink cards based on customer need.

Registered Mail metered must now be taken to the USPS office on Air Cargo Rd.

4.1.4.2 Presorted First Class Letter Mail will be sorted/metered, trayed and arranged to the First Class Presort (FCPS) Contractor standards. There are thousands of pieces of daily letter mail that is metered at the discounted rate*. The First Class Presort Contractor will pick-up metered mail daily at 2:00 pm, in Building 229 (SF). Staff will fill out the appropriate documentation for FCPS receipt and place on dock for pick-up. The mailing staff will insure that all FCPS mail pieces will have the correct First class rate postage (discounted rate) and that the meter mark, address view, and return address are all in the appropriate placement.

4.1.4.3 PM will oversee the stock levels for USPS MMAC customer supplies, which includes Priority boxes, envelopes, Certified Return Receipt green cards (PS Form 3811) and Certified

Mail Receipt green tracking sticker (PS Form 3800) other customer related shipping supplies. Contractor is responsible for keeping a working, stocked amount of these shipping supplies on hand in Building

229. The staff will utilize these stocked items by supplying the MMAC customers on an “as-needed” basis.

4.1.4.4 PM and staff shall be tasked with refilling the postage dollar amounts with digital downloadable postage from the Washington D.C. Master Postage Account. Contractor must have working knowledge of the postage download process. Documentation and recordkeeping will be within the electronic software of the Pitney Bowes (PB) mailing machines. Such data must be available and staff should have the working knowledge on how to retrieve data at will. From time to time, Contractor will provide as needed reports, ad hoc documentation, postage related information, postage utilization reports and cost comparisons to Fed Ex or other shipping couriers.

4.1.4.5 The PM and Contractor Staff shall insure and quality control check that all Pitney

Bowes (PB) mailing machines are in daily working order and efficiency. Periodic checks on mail meter, postage dollar metering and clarity of postage mark will happen throughout the given workday and metering process. The staff shall check the software, downloading upgrades and overall machines performance daily. Quality control will be task of the PM for maximum efficiency of mail class metering usage. The PM shall take random samplings of all mail daily to ensure all postage marks are correct. Staff will report maintenance issues as well as work stoppage on any machine. Staff will make calls for service, identifying any service errors from the PB machines diagnostics. Calls for repair or routine maintenance issues will be made to the Pitney Bowes. Arrangements for the PB technical repair person will be made in-house for the escorting of the technician on to the MMAC campus. Before any call for service is made, the COR must be contacted first. A log-on Pitney/MMAC account and password must be established before any employee is allowed to meter mail. No employee will be able to meter mail of any task without a log-on ID and password.

4.1.4.6 Inter-office Mail is any type of mail correspondence, sent from office to office.

This mail generally does not leave the MMAC facility and must be sorted by staff in the next mail run for delivery service. This mail may be delivered to any of the 180+ mailstops or delivery locations.

4.1.5. The Package Tracking System must be monitored and checked daily, several times throughout the day before and after deliveries are made. All status updates will be the responsibility of the Contractor. Routine updates to the PTS and software upgrades and maintenance of the system will come from the Government AMP-100/300 offices. The Package Tracking System (PTS) is the sole property of the Government. This includes all components: iPad Minis (handhelds), scanners, charging cradles, cords, protective cases etc. PTS property also includes: all applications, software/updates, data base, programming and other intellectual properties. The Contractor will have one employee deemed as the Point-of-Contact (POC) for the overall maintenance and performance issues of the PTS. This employee (POC) will have the knowledge and expertise of the system and all of the viable components.

The contractor is responsible for notifying COR and AMP-100/300 ARCHIBUS Automation Team if the system is not properly working or if there is a work stoppage. On occasion, the AMP-100

Automation Team will adjust the capability of the PTS. The COR and Contractor will adjust work flow operations and schedules. The Contractor is responsible to keep all of the PTS components in operational working order. The Contractor will be made responsible for any missing, lost or stolen devices that are part of the PTS. The Contractor will agree to have all staff read, acknowledge and sign any AMP-300, MMAC/FAA User Agreements. Contractor POC will be tasked with inquiries on the behalf of the MMAC customers in search of tracking data and whereabouts of any incoming package.

4.1.6 Service Levels

4.1.6.1 Level 4 Fully staffed - provide staffing to complete 100% of all scheduled activities in this task per day.

4.1.6.2 Level 3 Reduced staffing - provide staffing to complete 75% of all scheduled activities in this task per day.

4.1.6.3 Level 2 Reduced staffing - provide staffing to complete 50% of all scheduled activities in this task per day.

4.1.6.4 Level 1 Reduced staffing – provide no services in this task

4.2 TASK 2 URGENT MAIL INCOMING-RECEIVING AND DELIVERY

The Contractor will receive daily incoming Urgent Mail from all shipping vendors which includes Fed

Ex, UPS, DHL, Sonic Air, Office Depot etc. The Contractor shall provide staff to offload and receive an average of 1500 packages daily. Occasionally the MMAC has received up to 5000 incoming packages on a given day therefore the Contractor shall be prepared to handle fluctuating volumes. These packages will include any size and shape of envelope, flat, parcel, box or crated mail piece. The contractor will accept any package that weighs up to 150 Lbs. The contractor will not accept pallet type deliveries for delivery. All Urgent Mail is considered Accountable mail and should have a scanning traceable barcode. The Contractor shall scan via the Package Tracking System (PTS) all incoming

Urgent Mail, as the status of “RECEIVED” in Building 229 –Screening Facility. This receipt of the

Urgent Mail must be 100% accurate by piece count and will be the responsibility of the Contractor.

4.2.1 After all Urgent Mail is received and PTS scanned, the mail must be security scanned by the AMP-300 Security Guard Force. 100% of ALL Incoming Mail must be X-ray scanned and security checked before it is sorted by the contractor on the un-secure side of the building. After the security process is completed, the load of the mail will be moved into the secured side of Building 229 (SF).

Once on the secure side, the Contractor can start the first sort with pre-determined routes and building destinations for delivery. Some instances such as Airplane On Ground (AOG), First Overnight, CAMI

Tox Boxes, and Hangars 8/9 will require immediate priority one delivery.

4.2.2 All Urgent Mail must be delivered the same date as receipt of mail. The contractor will deliver mail correctly to over 180 mailstops and drop spots that are in several different buildings and area locations. After all shipping vendors have been received, the delivery process starts promptly. The

Urgent Mail will be delivered in contract vehicles and GSA Government vans for maximum efficiency.

After the Urgent Mail pieces are delivered to the intended recipients, the delivery process will be completed in the PTS and update in the system as “DELIVERED”. This status update will be final completed delivery status for all Urgent Mail. The Contractor staff must monitor and assure that this status is updated and appears in the PTS with a “SIGNATURE” .pdf file for viewing and data storage.

The PTS must be monitored and checked multiple times daily to ensure that the system and all data is correctly input and all status updates are being met for delivery completion. All status updates will be the responsibility of the Contractor. Routine updates to the PTS and software upgrades and maintenance of the system will come from the Government AMP-100/300 offices. The contractor is responsible for notifying COR and AMP-100/300 ARCHIBUS Automation Team if the system is not properly working or if there is a work stoppage.

4.2.3. The Package Tracking System must be monitored and checked daily, several times throughout the day before and after deliveries are made. All status updates will be the responsibility of the Contractor. Routine updates to the PTS and software upgrades and maintenance of the system will come from the Government AMP-100/300 offices. The Package Tracking System (PTS) is the sole property of the Government. This includes all components: iPad Minis (handhelds), scanners, charging cradles, cords, protective cases etc. PTS property also includes: all applications, software/updates, data base, programming and other intellectual properties. The Contractor will have one employee deemed as the point-of-contact (POC) for the overall maintenance and performance of the PTS. This employee will act as the source of administering communication between package inquiries from COR and MMAC employees about the tracking data for all shipments. This employee (POC) will have the knowledge and expertise of the system and all of the viable components. The contractor is responsible for notifying the

COR and AMP-100 ARCHIBUS Automation Team if the system is not properly working or if there is a work stoppage. On occasion, the AMP-100 Automation Team will adjust the capability of the PTS. The

COR and Contractor will adjust work flow operations and schedules. The Contractor is responsible to keep all of the PTS components in operational working order. The Contractor will be made responsible for any missing, lost or stolen devices that are part of the PTS. The Contractor will agree to have all staff read, acknowledge and sign any AMP-300, MMAC/FAA User Agreements. Management and Leads will be tasked with inquiries on the behalf of the MMAC customers in search of tracking data and whereabouts of any incoming package.

4.2.4 Call-Ins, Special Delivery and Pick-up Request are routinely, the calls from MMAC customers that will communicate the need for services via phone, e-mail or instant message to request for Special Pick-up Services. These special requests are “Call-Ins” and may made be multiple times a day. Call-Ins can range from 8:00 am – 2:00 pm. These requests are out of the ordinary and may be large in quantity, special location pick-up areas or Urgent Mail services that need to be processed the same day as of pick-up. Call-Ins will include:

Large piece counts and parcels that are out of the normal routine of the pick-up schedule

Urgent Mail outgoing pieces, Fed Ex, UPS, Express, etc.

National Wireless Program and wireless media devices

Printing and printing customers, which include on and off-center locations and businesses

4.2.5 Urgent Mail Outgoing is the process of collecting outgoing Fed Ex, UPS, and DHL etc. from the MMAC campus and preparing shipments for outbound pick-up from each shipping vendor. These outgoing shipments are a daily task and will be processed throughout the 8 hour workday. Pick-up times vary for each shipping vendor and delivery service. All collected shipments must be placed in the appropriate shipping vendor’s method of delivery service. All outgoing collection points are in Building

229 (SF).

4.2.5.1 Process Fed Ex Outgoing Urgent Mail is the task of collection, sorting and data input to a shipping system. Some Fed Ex shipments will need processing from the AC form 1720-11

Urgent Overnight Mail Form or other requested means. The staff will input the address data that’s provided on the AC Form to generate a shipping label, tracking number and barcode. Once the shipping label is generated it will be placed on package(s) and then added to the cart for Fed Ex outgoing pick-up.

Final pick up time for Fed Ex is 3:00 pm daily. The Contractor staff will keep a manifest copy of the shipping transactions per day. Manifest records must be kept by daily, weekly, monthly, and yearly intervals. The Contractor will be tasked to research any and all tracking history and provide feedback to the MMAC customers. The Powership system provided by Fed Ex is the shipping system that will be used to process all outgoing Fed Ex. On some occurrences, the MMAC shipping party will have their shipments prepared and ready for Fed Ex pick-up. These are the shippers that have their own Fed Ex customer account numbers.

4.2.5.2 Other Urgent Mail collections will be UPS, DHL, Office Depot, etc. These shipments will be prepaid and have shipping labels attached when the mail staff picks up these shipments at various locations on center. Collection times from each vendor will vary throughout the 8 hour workday. 100% of all collected outgoing shipments must be transferred to each shipping vendor each day.

4.2.6 Service Levels

4.2.6.1 Level 4 Fully staffed - provide staffing to complete 100% of all scheduled activities in this task per day.

4.2.6.2 Level 3 Reduced staffing - provide staffing to complete 75% of all scheduled activities in this task per day.

4.2.6.3 Level 2 Reduced staffing - provide staffing to complete 50% of all scheduled

4.2.6.4 Level 1 Reduced staffing – provide no services in this task

4.3 TASK 3 ENTERPRISE SERVICE CENTER (ESC) TASKS

4.3.1 Printing services from the MMAC Media Services (Print shop) include Courier delivery services across the MMAC center as well as in the Oklahoma City Metropolitian area. The Contractor shall deliver any and all products ordered by the Print shop. Deliveries may include printed materials, photographs, displays, Fed Ex, supplies, job proofs, videos, mail etc. This task requires interaction with several customers per day and pre-delivery outgoing mailing services. This position will require the operation, training and working knowledge of the Government Furnished Equipment (GFE).

4.3.2 The Contractor shall only employee individuals able to operate and maintain applied working knowledge of the Government Furnished Equipment (GFE). The GFE includes the operation of: Folder/Inserter Bell + Howell machines, folding machines, shrink-wrap, bindery, personal PC job input data and many other print shop machinery operations. The Contractor shall assist with production of completing print shop media, operation of a GSA van and be able to operate a large contractor provided vehicle with a hydraulic lift for deliveries on and off campus.

4.3.3 The Folder/Inserter Bell + Howell machines (GFE) will be routinely maintained by the

Contractor. It will be the responsibility of the Contractor to keep these machines and all equipment associated, in working operational order. The Government has a contract for maintenance and repair. If at any time the machines are not in working order, the staff will notify COR and start the process of placing a service call to the current maintenance contractor.

4.3.4 The Contractor staff will be responsible for completing several task and job functions.

Media Services produces several different types of documents which include:

Airway AFS-750, 760- Airmen Certificates, Airplane Registry documents folded stuffed

Printed Documents - For shipping USPS, Fed Ex or Local deliveries

Airworthiness Documents (ADs) - Used for pilot/airplane notification, emergency, addressing etc.

Video media, Multi-media deliveries which includes all forms of media produced.

Photography – Prints and electronic copies, banners signs etc.

CAMI certificates and surveys- AAM-520, AAM-300 series documents and surveys for outgoing

Retirement Certificates – merging, hand stuffed, packaged tracked – shipments

Various Jobs - may require addressing (task associated with addressing machine), postage, Order Envelopes - for the completion of daily task, special services and customer completion

4.3.5 The Document Destruction Pick-up is a service that is provided for MMAC customers for recycling and destruction of sensitive printed materials. This pick-up service is provided as part of a

Print shop Media Services AMK-223C services agreement. This service requires the transportation of a large scale contractor vehicle with hydraulic lift. Pick-ups can be random and used as “as-needed” services or can be part of a regular scheduled task which is scheduled for Thursday of each week. This task includes picking up locking, empty recycle bin containers and delivering those to locations were document destruction is needed. The Registry Building (RB #13) 1 st floor, 2 nd floor are the locations for the scheduled stops. Several containers may be utilized. When these containers are full, they will be picked up and taken to the Multi-purpose Building (MPB #21) basement room 15 for the destruction by

Print shop staff. These bins will be tracked, categorized, stored and locked. On occasion, the Print shop will instruct staff to pick up locations other than the Registry Building for special pick-ups. All of the customers will be located on the MMAC campus.

4.3.6 Airworthiness Directives (AD) and Federal Executive Board (FEB) documents are time-sensitive special printed productions of the AMK Print shop. The Contractor will coordinate and deliver

ADs and FEBs to the Screening Facility (SF) building 229 and process each batch by predetermined address listings. The staff will process the documents by operating the addressing machine producing address information on each individual mail piece. Some documents may require the sealing and preparation of using a mailer tab, either by hand or by using an electronic tabber machine. The final step is to meter each mail piece with postage and tray for USPS mail delivery. Emergency ADs received before noon must be processed on the same day of receipt from the AMK Print shop. Any AD received

12:00 pm must be processed and completed by the next business day. All FEBs have a 2 work day processing completion time to process and complete.

4.3.7 Inserter Machine tasks are services that will be processed on either of the inserter machines.

These tasks can originate in the AMK Print shop or by other organizations. Printing can be daily, monthly, or annually printed documents. CAMI, AFS-750, AFS-760 and other MMAC organizations will have “at will” requested task that will require tri-folded documents for inserting. AMK/ESC will have annual tax documents, W-2s, W-4s, 1099-series, 1098 series and other documents for processing throughout the fiscal year. The Contractor will employ knowledgeable staff of the Inserters functions and operations, and the working capability to adjust and calibrate the folder components to meet the mailing needs of USPS standards for mail outs. All annual Tax documents will be processed/ metered within 5 days of receipt. All daily, weekly documents will be processed/ metered within 2 days of receipt. All “at will” documents will be processed/metered within 5 days of receipt.

4.3.8 Runway Safety is a national program with printed materials that are stored in the Building

229 Screening Facility (SF). The contractor will be tasked with receiving, storage control, warehousing, inventory, and distribution and final delivery of these documents. Request for these printed products may come from DOT sources, asset owners or originators of the materials. Request will be coordinated with the asset’s point-of-contact for mailing and distribution. Once an order is pulled, it will be shipped by various shipping methods. Any order can contain multiple inventory items as well as have multiple mailing addresses. It is the Contractor’s responsibility for inventoried items as well as the documentation of the request by keeping spreadsheets and logs of any and all accountable assets. All requests must be kept and stored in paper form or via electronic PC, e-mail log for accountability.

Monthly and annual logs must be kept for record-keeping and asset utilization. All requests must be filled and completed within 3 days of request receipt.

4.3.9 Service Levels

4.3.9.1 Level 4 Fully staffed - provide staffing to complete 100% of all scheduled

4.3.9.2 Level 3 Reduced staffing - provide staffing to complete 75% of all scheduled activities in this task per day.

4.3.9.3 Level 2 Reduced staffing - provide staffing to complete 50% of all scheduled

4.3.9.4 Level 1 Reduced staffing – provide no services in this task

4.4 TASK 4 ACADEMY STUDENT BOX PICK-UP AND PROCESSING

4.4.1 The Contractor will provide Academy Student Box pick-up services on Tuesday and

Thursday of each week. Pick-up service is parcel and box delivery and USPS processing from various pre-determined pick-up locations in 8 or more separate building locations .This service is provided to the

MMAC/FAA Academy for the sending of classroom and training materials back to student’s facility locations. On occasion students or instructors will send some of these shipments to residential, commercial or hotel or seminar locations. The shipping destinations are local, domestic and international. The segregation of the Student Mail shipments requires special attention for local and international delivery. For international delivery, internet research for the appropriate country codes will be conducted at the website: www.usps.com On occasion there will be random training class locations added. Special Student Box pick-ups may be called in as a Special Pick-Up service.

4.4.2 Service Levels

4.4.2.1 Level 4 Fully staffed - provide staffing to complete 100% of all scheduled activities in this task per day.

4.4.2.2 Level 3 Reduced staffing - provide staffing to complete 75% of all scheduled activities in this task per day.

4.4.2.3 Level 2 Reduced staffing - provide staffing to complete 50% of all scheduled

4.4.2.4 Level 1 Reduced staffing – provide no services in this task

4.5 TASK 5 CAMI MEDICAL FORMS PROCESSING AND DISTRIBUTION

4.5.1 Medical Forms processing and distribution is the acceptance and storage of CAMI AAM-

500 Medical forms and the filling of requested items for distribution. AAM-500 CAMI staff will send requests on the form number AC-1720-49 Medical Forms Request. Request will have several medical forms listed by form number, title and name. The Contractor is required to process each request, filling the order of the forms and documenting the items sent. The AC Form 8500-8 is a controlled form that requires serial number recording and verification of each set of forms. After the requests are filled, the staff will package and prepare each individual shipment for USPS or Fed Ex delivery. After distribution is completed the tri-part form will be separated and the “yellow” form copy will be sent to AAM-500 for completion documentation. The Contractor’s responsibility is to notify the AAM-500 office of any arriving, incoming stock, low-stock items, out-of-stock items, discontinued or outdated stock and all non-conforming stock. The Contractor will keep, weekly, monthly and annual records of request sent.

Medical forms must be processed within 3 working days of…