Attachment 1 - Postal PWS.docx

PERFORMANCE WORK SATEMENT

FOR THE

POSTAL SERVICE CENTERS (PSC’S), LACKLAND AIR FORCE BASE,

LACKLAND TRAINING ANNEX,

OFFICIAL MAIL CENTER (OMC), LACKLAND AIR FORCE BASE

AND

CENTRAL MAIL ROOM (BLDG 171), PORT SAN ANTONIO

APRIL 2010

TABLE OF CONTENTS

Paragraph Reference

1. Description of Services

1.1. Official Mail Center (OMC))

1.2. Postal Service Centers (PSC

1.3. Central Mail Room (CMR)

1.4. Contractor Furnished Equipment

1.5. General Information

1.5.2. Security

2. Service Summary

3. Government Furnished Equipment and Services

Activity Distribution Office (ADO) Distribution Listing

1. DESCRIPTION OF SERVICES.

Contractor shall provide all personnel, equipment, tools, supplies, supervision and transportation necessary, except as listed in Appendix 4 for performing operation of the Official mail Center (OMC), Postal Service Center (PSC), Central Mail Room (CMR), and mail delivery to Activity Distribution Offices (ADOs) as defined in this Performance Work Statement (PWS), at Lackland AFB Texas, Lackland Training Annex (LTA) and CMR located at Port San Antonio. Workload estimates are provided at Appendix 1, 1-1, and 1-2. Contractor is not required to provide service on “observed” Federal holidays. The Contractor shall perform to the standards of Department of Defense (DoD), Air Force (AF) and United States Postal Service (USPS) directives for the OMC, PSC’s and CMR (also referred to as Building 171).

1.1. Official Mail Center (OMC)

1.1.1. The Contractor shall pick up official mail from USPS – Lackland Branch Post Office Facility - in Building (Bldg) 7243 and accountable mail for PSCs #2, 3, 6, and 7 (See Appendices #2-1, 2-2, 2-3, 2-4), and CMR, Bldg 171 Port San Antonio- See Appendix #2-5), Monday through Friday. The OMC is located in Bldg 7243 (See Appendix #2). Hours of operation for the OMC are Monday through Friday, 7:30 AM to 4:30 PM. Contractor employees shall, at all times, preserve and protect the security of the mail from unauthorized acts.

1.1.2. The Contractor shall provide official mail services to base agencies by processing administrative communications for on-base pickup at OMC Bldg 7243 for distribution to Activity Distribution Offices (ADOs) listed in Appendix 5 and off-base transmission (sorting, consolidating, metering, and dispatching); perform referral/directory service for all “Undeliverable as Addressed Mail”; inspect mail to ensure damaged envelopes and packages are properly repaired: immediately report suspicious mail to the Installation Official Mail Manager (OMM) and QAEs; and provide base-wide guidance and assistance with appropriate cost effective mailing practices to control mailing costs.

1.1.3. The Contractor shall pick up mail by 9:45 AM in the OMC and Document Security for scheduled distribution to ADO, as listed in Appendix 5. The Contractor shall sort mail using the ADO schedule in Appendix 5. Mail delivery to organizations on the ADO distribution list must be within +/- 15 minutes of scheduled time. The Contractor shall transport mail in accordance with DoD, AF and USPS directives.

1.1.4. The Contractor shall process daily, all official accountable mail received from the Document Security Section ensuring 100% accountability. The Document Security Section will maintain receipts of all mail issued to OMC personnel. Mail endorsed “Return Service Requested” still in the OMC at the end of the workday will be secured in the OMC for storage.

1.1.5. The Contractor shall provide referral/directory service for all mail by the first pickup of the following workday. Date of receipt will be stamped on the back of the mail.

1.1.6. The Contractor shall ensure supervisory personnel perform a daily inspection of the OMC to ensure the mail is handled correctly and promptly in accordance with DoD, AF and USPS directives.

1.1.7. The Contractor shall perform daily screening of mail packages using the IONSCAN 400B scanner. The Contractor will comply with the guidance provided in AETCI 33-30.

1.2. POSTAL SERVICE CENTERS (PSC).

0. The Contractor shall pick up all personal mail from USPS (Bldg 7243) and ensure delivery to each PSC of all correctly addressed mail to include oversized/accountable mail, through general delivery or to individual mailboxes to the addressee not later than 24 hours of receipt. The Postal Service Center Buildings (Bldg) are Bldg 7243 (PSC#2), Bldg 9122 (PSC#3), Bldg 2017 (PSC #6 for AFISR), and Bldg 118 (PSC #7 at LTA).

1.2.1.1 The Contractor shall provide daily service for receiving, processing, distributing and directing mail, assigning, withdrawing mailboxes within three working days, and providing customer service to all eligible personnel. “Notice to Call at Window” will be used to notify customers of non-accountable articles that are too large to fit in mailboxes. Government agency Mail such as payroll checks, Leave and Earning Statements and net pay advices will be processed on day of receipt. All other government agency mail shall be processed within one work day. Any mail addressed to “Commander of” an individual will be considered official mail to the commander. Deliver “Postage Due” and “Special Delivery” mail as regular mail. Return “Collect on Delivery” (COD)” mail to the servicing USPS facility for processing and delivery. Reseal any mail opened by mistake and endorse it with “Opened by Mistake”, sign and return to USPS facility from which received so it can be forwarded to the correct address for processing. Contractor shall transport mail in accordance with DoD, AF and USPS directives.

1.2.1.2. All Basic Military Trainee (BMT) mail will be processed at PSC #3, Bldg 9122. BMT instructors will pickup BMT mail at the PSC #3 customer service window. Contractor shall deliver all permanent party mail delivered at PSC #3 to the cluster mailboxes, located between dormitory buildings 1200 and 1400.

0. The contractor shall provide general delivery service for persons who are on temporary duty (TDY), military retirees or their dependent(s), and newly assigned personnel (unless mailbox has been assigned) until a permanent resident address is established. Before placing mail in general delivery, each piece of mail must be checked against directory cards to ensure the individual is assigned to the general delivery section. Each piece of mail must be endorsed showing date received with a date and time stamp or stamping machine. General delivery mail cannot be held more than 30 calendar days unless information on addressee indicates the addressee is due to arrive after 30 calendar days. This mail will be endorsed in accordance with DoD, AF and USPS directives. Persons entitled to USPS delivery service are not authorized to receive mail at the PSCs unless authorization has been obtained by the Installation Commander. The Contractor will provide weekly briefings on types of services and general postal information to personnel on TDY and newly assigned personnel. Date and time will be provided by Quality Assurance Evaluators (QAE) personnel.

1.2.4.The Contractor shall stamp on the back of all mail requiring directory service (e.g. forwarding, Return to Sender, etc.) on the date received and turn over to the Directory Service Section not later than the following work day. This mail will be endorsed in accordance with DoD, AF and USPS directives. Mail containing an endorsement restricting forwarding, as well as mail identified as “Undeliverable as Addressed” will be returned to USPS not later than two work days. In addition, mail received from delivery companies (e.g. FedEx, DHL, USPS, etc.) identified “Undeliverable as Addressed” will be returned to the respective delivery company within two work days of receipt.

1.2.5.The Contractor shall maintain directory mail in accordance with DoD, AF and USPS directives. Directory mail will be processed daily except for “observed” Federal holidays.

1.2.6. The Contractor shall provide customer service window support daily. With the exception of official holidays, customer service windows will provide service on days and times indicated at the end of this paragraph only. Windows will not close earlier than times indicated. Service will include but not be limited, to delivery of oversized/accountable packages, briefings on service and general postal information, issuance/withdrawal of mailboxes and complaint resolution.

POSTAL SERVICE CENTER HOURS OF OPERATION

PSC #2 3:30 PM – 5:30 PM Monday through Friday PSC #3 5:00 PM – 7:00 PM Monday through Friday PSC #6 3:30 PM – 5:30 PM Monday through Friday PSC #7 5:00 PM – 7:00 PM Monday through Friday

1.2.7. The Contractor shall manage, assign and withdraw mailboxes in accordance with DoD, AF and USPS directives.

1.2.8. The Contractor shall ensure supervisory personnel performs a daily inspection of the PSCs to ensure that all mail is handled correctly and promptly. Contractor shall establish a weekly inspection checklist as part of their quality control plan. This checklist will cover postal policies and procedures, directory files, mailbox operations, and maintenance of postal records as prescribed by DoD, AF and USPS directives. The Contractor shall conduct and document self-inspections weekly. PSCs will be inspected at least once monthly utilizing checklists in DoD, AF and USPS directives.

0. CENTRAL MAIL ROOM (CMR), BLDG 171, PORT SAN ANTONIO

0. Mail pre-sorted by the contractor for CMR, Bldg 171, shall be delivered by government personnel to the CMR. The Contractor will operate the CMR and provide customer service window support daily to units located in Bldg 171, (Port San Antonio). With the exception of “observed” Federal holidays, customer service shall be provided Monday through Friday from 7:30 AM to 4:30 PM only. Customer Service Window will not close earlier than times indicated. Service shall include but not be limited to customer service window delivery of all official mail, regardless of class, briefings on service and general postal information, and complaint resolution. All complaints will be resolved within three workdays and any unresolved complaints will be referred to the Quality Assurance Evaluator for necessary action.

0. CONTRACTOR FURNISHED EQUIPMENT/PROVIDES

1. The Contractor shall provide a mobile distribution vehicle (MDV) with lockable doors, preferably a ¾ or 1 ton closed vehicle, to transport mail to ADOs and PSCs within Lackland AFB and Lackland Training Annex. The MDV will be equipped with nonskid surfaces or other safety devices as determined by Wing Safety and display a magnetic sign stating “CAUTION-FREQUENT STOPS” or have a rotating flashing yellow beacon installed on top. The use of privately owned vehicles (POV) to transport any type of mail is unauthorized, therefore, the contractor’s vehicle must display company name or logo so as to be distinguished from a POV.

1. Equipment Maintenance: The Contractor shall perform minor preventative maintenance of Government furnished equipment. Minor maintenance includes cleaning, adjusting, ordinary lubrications, tightening of nuts and bolts, calibration of meter equipment, and minor preventative maintenance actions recommended by the equipment manufacturer. Contractor personnel will notify QAEs of any OMC equipment in need of repair the same work day as equipment is found to be malfunctioning. Contractor personnel will notify QAE personnel of any PSC equipment not working and in need of repair within 24 hours.

0. GENERAL INFORMATION

2. Security Clearance . The Contractor and its employees must possess current security clearance at the classification level of Secret for contract award evaluation purposes and Secret clearance must be in effect and current for the performance of contract work. The contractor and its employees shall maintain Secret clearances throughout the contract term.

1.5.1.2. Security Management. The Contractor will be responsible for submitting proof of contractor employees’ security clearance at the classification level of Secret and for ensuring that Secret clearances remain current. The contractor will submit employees’ Standard Form (SF) 86, determination of eligibility that was adjudicated within a current 10 year period of employees’ contract performance.

1.5.1.3. Personnel. The Contractor will provide a point of contact (different than the on-site supervisor) to be responsible for overall performance of the work. The Contractor will provide the contracting officer, in writing, the names of the point of contact (POC) and the POC’s alternate with their phone numbers prior to the start of the contract, and as changes occur during the term of the contract. Contractor personnel shall be fully trained, professional, and customer service oriented.

1.5.1.4. List of Employees. The Contractor shall provide the Contracting Officer and the 37th TRW/IP office a current list of employees within 3 working days after receiving award on Notice of Award. The list shall include the contract number, name, address, telephone numbers of company representatives, each employee’s name, date of birth, state driver’s license/state ID number and state of issue, social security number, location(s) of contract performance, the beginning and ending date of contract performance period. During the term of the contract, name(s) of any employee additions or removals must be submitted within 5 working days to the Contracting Officer, 37 TRW, and Quality Assurance Evaluator of all contractor employee additions and deletions with the same information listed above.

1.5.2. Visitor Group Security Agreement (VGSA The Contractor shall enter into a long term visitor group security agreement. This agreement shall outline how the contractor integrates security requirements for contract operations with the Air Force to ensure effective and economical operation on the installation. The agreement should address:

1.5.2.1. Security support provided by the Air Force to the contractor to include storage containers for classified information/material, use of base destruction facilities, classified reproduction facilities, use of base classified mail services, security badging, base visitor control, investigation of security incidents, base traffic regulations, the use of security forms, and conducting inspections required by DoD 5220.22-R, Industrial Security Regulation, and AFI 31-601, Industrial Security Program Management.

1.5.2.2. Security support requiring joint Air Force and contractor coordination includes packaging classified information, mailing and receiving classified materials, implementing emergency procedures for protection of classified information, security checks, and internal security controls for protection of classified material and high value property.

1.6. Adherence. The Contractor shall abide by all local, base, state, and federal laws/regulations during performance of this contract. All documentation, records, and schedules, regardless of media, as described in this PWS, that are the responsibility of the Contractor are the property of the Government and will remain so upon termination or completion of the contract. Government personnel, such as the Inspector General or higher headquarters staff, are authorized to observe operations. However, these personnel may not interfere with the Contractor performance.

1.7. Observed Federal Holidays. The following is a list of federal holidays: New Year’s Day (January 1st), Martin Luther King’s Birthday (3rd Monday in January), President’s Day (3rd Monday in February), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans’ Day (November 11th), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th). If an observed federal holiday falls on a Saturday, the immediate Friday before the holiday will be observed, and if the holiday falls on a Sunday, the Monday following the holiday will be observed.

1.8. Service During Crisis Situations. In accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis, this service has been identified as a non-mission essential service.

1. SERVICE SUMMARY

The contractor service requirements are summarized into performance objectives in the table below, and directly relate to essential service elements. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

Reference Performance Threshold

100% of time

3. GOVERNMENT FURNISHED EQUIPMENT AND SERVICES.

3.1. The Government shall provide facilities with appropriate amenities (restrooms, refuse collections and equipment) as noted in Appendix 4. Emergency services may be made available on a reimbursable basis. Security police services (phone 671-2018), fire protection services (671-2921), and emergency police or fire phone (911).

3.2. The Contractor and a government representative shall conduct a joint inventory of all Government Furnished Equipment (GFE) listed in Appendix 4 not later than 5 days after the start of the basic contract period and during normal duty hours. The Contractor shall sign receipt for all equipment selected for use and provided by the Government. Prior to contract expiration, to include expiration of each option period, a joint inventory shall be conducted by the Contractor and a government representative to ensure equipment accountability.

1. APPENDICES.

4.1. Estimated Workload Data (Appendices 1, 1-1, and 1-2)

4.2. Government Furnished Facilities (Appendices 2, 2-1, 2-2, 2-3, 2-4, 2-5)

2. Required Directives

2. Government Furnished Property

2. ADO Distribution Listing

APPENDIX 1

ESTIMATED WORKLOAD DATA - OMC

OFFICIAL MAIL CENTER

16,800/17,800 flats

1,600/2,000 parcels & boxes

2,000 flats

1525 parcels & boxes

APPENDIX 1-2

ESTIMATED WORKLOAD DATA – CMR (BLDG 171)

Bldg 171

APPENDIX 2

GOVERNMENT FURNISHED FACILITIES

OFFICIAL MAIL CENTER, (OMC) BLDB 7243

2261 HUGHES AVE STE 101

LACKLAND AFB, TX

78236-9801

APPROXIMATELY 1,150 SQ FT

MAIN OMC

ENTRANCE

HALLWAY

ENTRANCE

OMC DOCK AREA

Solicitation FA3047-10-R-0009 Attachment 1

APPENDIX 2-1

POSTAL SERVICE CENTER (PSC) # 2,

BLDG 7437, 2220 ANDREWS AVE

LACKLAND AFB, TX

78236-6012

APPROXIMATELY 831 SQ FT

OFFICE AREA

EE

Mailboxes

LOBBY

ENTRANCE

CUSTOMER SERVICE

WINDOW

APPENDIX 2-2

GOVERNMENT FURNISHED FACILITIES

POSTAL SERVICE CENTER (PSC) # 3

BLDG 9122, 1320 Truemper Dr, LACKLAND AFB, TX

78236-6014

APPROXIMATELY 1,689 SQ FT

Mailboxes Mailboxes Mailboxes Mailboxes

Mailboxes Mailboxes

LOBBY

Work Area

Loading Dock Entrance

APPENDIX 2-3

POSTAL SERVICE CENTER (PSC) #6,

BLDG 2017, 2261 HUGHES AVE UNIT #6220001-623110,

LACKLAND AFB, TX

78236-3201

CUSTOMER

SERVICE

WINDOW

LOBBY

OFFICE AREA

PSC ENTRANCE

AFISR AREA

LOBBY

MAILBOXES

MAI LBOXES

Customer Service Window

APPENDIX 2-4

LOBBY

PSC ENTRANCE

)POSTAL SERVICE CENTER (PSC) # 7,

BLDG 118, 1080 Apollo Dr, LACKLAND AFB, TX

78236-9909

APPROXIMATELY 856 SQ FT

CUSTOMER

SERVICE WINDOW

MAI L B O X E S

M A I L B O X E S

MA I L B O X E S

OFFICE AREA

Restroom ) Rear Entrance

CUSTOMER

WINDOW

OFFICE AREA

Glass Double Doors to Dock Entrance

S O R T N R A C K S

Overhead Door off Loading Dock, 6 Ft Wide

USPS SORT’N BINS

STORAGE CABINETS

OFFICE WORK AREA

Customer Counter

Proposed Break Area Doors Suite 700

APPENDIX 3

REQUIRED DIRECTIVES

c/c 27 May 08

*M denotes mandatory

APPENDIX 4

GOVERNMENT-FURNISHED PROPERTY

NON-EAID

POSTAL SERVICE CENTERS

TOTAL:

$3,904.00

Location

TOTAL:

$10,063.00

Location

Location

Location

CHAIR, OFFICE (ROTARY DESK), LOW

BACK, W/O ARMS, CASTERS

TOTAL:

$5,829.00

Description

Location

(Central Mail Room, TBD)

ADPE

$40.00

CNC65161VXN

$150.00

$1400.00

$3000.00

$3000.00

$2500.00

$2500.00

$1200.00

$1200.00

AUTOMATED LOCATOR ADPE EQUIPMENT

OMC

GOVERNMENT FURNISHED LEASES

APPENDIX 5

ADO DISTRIBUTION/PICK UP LISTING

Time

DAILY

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