Attachment_1_PWS_Postal_Services.pdf

PERFORMANCE WORK STATEMENT (PWS)

POSTAL SERVICES CONTRACT

Official Mail Center (OMC) for

Fairchild AFB, WA

5 June 2019

FA462019QA206

Attachment 1 - PWS

1. DESCRIPTION OF SERVICE

1.1. Scope of Work

The contractor shall provide all personnel, equipment, tools, materials, transportation, supervision, and other items and services necessary to perform the operations of the Official Mail Center (OMC) defined in this Performance Work Statement (PWS). The contractor shall perform to the standard in the contract and in compliance with all local, state and federal regulations and laws. The estimated quantities of work are listed in Appendices A & B, Workload Estimates. All contractor personnel shall be trained and qualified to perform their assigned duties.

1.2. Operational Requirements and Specific Tasks for OMC.

1.2.1. Official Mail Center (OMC). The contractor shall be responsible for operating the manual and mobile OMC. The contractor shall operate the OMC in accordance with (IAW):

DOD OFFICIAL MAIL MANUAL - DODM4525.8_AFMAN33-306

DOD OFFICIAL MAIL MANAGEMENT - DODI4525.08_AFI33-365

The contractor is responsible for picking up all official outgoing mail, sorting, consolidating, and applying correct official metered postage as required and coordinating dispatches with United States Postal Service (USPS), United Parcel Service (UPS), Federal Express (FedEx), and Federal Express Ground (FedEx Ground).

1.2.1.1. USPS Mail. The contractor shall receive accountable and non-accountable mail from the servicing USPS facility, at 100 N Chennault Ave, Fairchild AFB WA 99011, at approximately 07:30 (Pacific Time), Monday through Friday, IAW established standards described in this PWS and all governing directives. The contractor shall separate mail for OMC delivery. Any erroneously delivered mail items shall be returned to USPS for redistribution by close of business the same duty day.

1.2.1.2. USPS Accountable Mail. In accordance with regulations, the contractor shall return accountable mail found within the regular mail to the on-site USPS representative for processing within one business day.

1.2.1.3. Small Parcel Delivery Company Mail. The contractor shall receive parcels from the following commercial delivery companies: UPS, FedEx, FedEx Ground, No personal parcels will be received by OMC from the listed companies for delivery to dormitory residents. This service is provided by USPS. The contractor is only responsible for delivering parcels to restricted areas.

1.2.2. Route.

1.2.2.1. The Contracting Officer’s Representative (COR) will provide the contractor with an “initial” distribution stop listing. The contractor shall establish a distribution schedule and make timely distribution of mail by arriving at scheduled delivery points within 15 minutes before or after scheduled time. The distribution schedule and any subsequent changes must be approved by the COR and Contracting Officer before implementation. Distribution stops will be added or deleted as units are assigned and deactivated. Additions and/or deletions to the route that add or subtract more than 15 minutes to the route time may result in negotiated changes to the overall contract price.

1.2.2.2. The contractor shall develop logs or tracking system (manual or automated) to assist in monitoring accountable mail processing to show date and time the accountable mail was received at OMC, date of receipt, the person and unit that received, etc. Logs can be used in addition to official forms that the contractor shall use to record receipt IAW DODM4525.8_AFMAN33-306 (AF Form 627, Application for Registration or Certification of Official Mail).

1.2.3. Processing Outgoing Mail.

1.2.3.1. The contractor shall have mail ready for dispatch to the USPS no later than 14:30 (Pacific Time) weekdays. The contractor shall ensure all nonconsolidated mail available for dispatch is dispatched according to the contractor provided, government approved schedule.

1.2.3.2. Processing Outgoing Accountable Mail. The contractor shall prepare a separate AF Form 627, for each type and shipment of accountable mail that will enter into the USPS mailing system.

1.2.4. Postage Meters.

1.2.4.1. The contractor shall ensure a postage meter is in place for processing outgoing mail. The contractor is responsible for replenishing postage meter consumables such as ink and postage tape. Meter funds are the contractor’s responsibility. A request for reimbursement of postage paid on a pass through basis must be completed as a separate line item on monthly invoices. The contractor shall notify the COR if additional postage meter funds need to be added to the contract.

1.2.4.2. The contractor shall prepare and submit a monthly postage expenditure report to the COR by the second work day of each month. The report shall show the starting balance, total expenditures and remaining balance.

1.2.4.3. The contractor shall submit a quarterly postage expenditure report by base organization to the COR.

1.2.4.4. The contractor will make distribution of written administrative communications within the installation IAW DODM4525.8_AFMAN33-306.

1.2.5. Records Maintenance and Disposition. Government records created by the contractor shall be provided to the COR.

1.2.6. Mail Inspection and Handling. Before the contractor receives mail from the servicing USPS facility, the contractor shall ensure any damaged articles are properly endorsed and repaired or rewrapped, if needed. If damaged articles are received in closed bags, they shall be repaired and endorsed “Received in Damaged Condition,” along with the date of receipt and the identity of the individual repairing the article. Every effort shall be made to match articles found loose with envelopes or wrappers from which lost. Articles not matched and stamps found loose in the mail shall be returned to the servicing USPS facility immediately.

1.2.7. Mail Distribution.

1.2.7.1. The contractor shall not deliver mail with additional postage due. Collect on Delivery (COD) mail shall be returned to the servicing USPS facility for processing.

1.2.7.2. Mail opened by mistake shall be resealed, endorsed “Opened by Mistake” and signed by the person opening the mail and then returned to the postal source from which received, so it can be forwarded to the correct address. Mail received unsealed shall be resealed, endorsed using the USPS Form PS 3899 “Registered Matter-Damaged, Unsealed or Without Cover” (Self-adhesive label), so it can be returned to the postal source from which received.

1.2.7.3. The contractor shall assist customers controlling delivery of mail addressed to them.

This is done by completing a DD Form 2258, Temporary Mail Disposition Instructions,

1.2.7.4. Addressees can refuse mail they do not want to receive. The addressee shall be requested to write on the front of the envelope or wrapper “Refused,” and sign and date it. If the addressee declines to make the endorsement, the contractor shall endorse it “Refused by Addressee,” and date and sign it. All mail refused by the addressee shall be returned to sender.

1.2.7.5. The contractor shall lock their vehicle while unoccupied when delivering to base agencies. All mail shall be removed from the vehicle upon return to the MPO after mail distribution. No mail shall be stored/left in the vehicle.

1.2.7.6. General Delivery Service. The contractor shall coordinate with USPS on general delivery service for transients, persons who are on temporary duty (TDY), and newly assigned personnel until a permanent resident address is established. Military retirees and personnel in leave status will receive general delivery service through the local USPS facility. The contractor shall advise customers that mail will be returned to sender as “unclaimed” if not picked up within 15 days of receipt. Persons entitled to USPS delivery are not authorized general delivery service.

1.2.7.7. Oversized Mail. The contractor must be able to support oversized mail delivery of items weighing up to 70lbs.

1.2.7.8. Registered Mail. The contractor shall ensure that all registered mail shall be dispatched and received by U.S. Citizens with secret clearance or higher and on an approved AF Form 4332 IAW DODI4525.08_AFI33-365. The COR will coordinate all Units AF Form 4332 to ensure security clearances are valid for registered mail delivery. The COR will provide the finalized AF From 4332 to the contractor.

1.2.8. Return to Small Parcel Delivery Company. The contractor is responsible for returning undeliverable parcels to the small parcel delivery company. Endorse parcel with forwarding address when possible. Provide the documentation generated by small parcel delivery companies to the COR.

1.2.8.1. Return to Government Agency. The contractor shall return administrative communications that are “Undeliverable as Addressed” to the originating government agency through OMC.

1.3. Provide OMC Customer Service.

1.3.1. The contractor shall answer inquiries, resolve complaints, provide forms, and conduct briefings during normal duty hours.

1.3.1.1. Advertise Hours. The government will post OMC operating hours and a sample address on the OMC doors.

1.3.1.2. Answer Inquiries. The contractor is responsible to answer telephonic, written, and personal inquiries concerning OMC matters.

1.3.1.3. Resolve Complaints. Contractor shall resolve complaints within the contractor’s authority IAW DOD 4525.6-M, Chapter 10, Paragraph C10.3.2. Contractor must identify complaints, regardless of validity, to COR for trend analysis by the last business day of each month. If unable to resolve the complaint, the contractor shall refer the complainant to the COR.

1.3.1.4. Provide Postal Forms. The contractor shall provide and use postal forms as required to perform postal duties. Replacement or new forms shall be ordered and stockpiled as required. In addition, the contractor shall provide postal forms to customers and brief them on their use. The contractor may request in writing through the COR to the CO for permission to utilize computer generated or contractor obtained log, spreadsheets, or forms in lieu of using government forms.

1.3.1.5. Provide Briefings. The contractor shall brief personnel on OMC entitlements as needed.

1.3.1.6. Contractor Daily Goal. The daily goal of the contractor is to process all daily Official mail according to DODI4525.08_AFI33-365. If this goal is not met at the end of the duty day, the lead clerk will communicate what is left to finish for the day to the COR. Once communicated, the contractor will finish handling the mail the following duty day.

1.4. Additional Local Requirements.

1.4.1. Government Observations. Other government personnel such as Inspector General or Higher Headquarters Staff are authorized to observe contractor operations but may not interfere with contractor performance. Other government personnel may inspect Air Force records maintained by the contractor. The COR must be present during inspection of any records maintained by the contractor and the inspection will not interfere with contractor performance.

1.4.2. Documentation and Records. All documentation, records, and schedules, as described in this PWS, that are the responsibility of the contractor are the property of the government and shall remain so upon termination or completion of the contract. Documentation shall be maintained IAW AFI 33-322 and AFMAN 33-364. The contractor shall keep these items current. Documentation records shall be turned over to the government upon completion of the contract. All records are subject to the Freedom of Information Act and Privacy Act. If requested by the government, the contractor shall provide the original record or a reproducible copy of any such record within 5 work days of receipt of the request

2. SERVICES SUMMARY. The contract service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Performance Objective (PO) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance, and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success.

Table 1 Performance Objective PWS Para Performance

Threshold Remedy

SS-1. Process incoming and outgoing mail in operating the OMC and initial distributions within +/- 15 minutes of scheduled delivery time.

1.2.2.1.

No more than 2 discrepancies per month

Immediate re-performance.

SS-2. Redistribute USPS Mail by COB the same duty day.

1.2.1.1. - 1.2.1.2.

Re-perform within the following duty day of notification by the COR.

SS-3. Process accountable mail transactions

1.2.1.2. – 1.2.3.2.

No discrepancies per month following duty day of notification by the COR.

SS-4. Ensure accountable mail found within regular mail is returned to USPS within one business day.

1.2.1.2.

following duty day of notification by the COR.

SS-5. Dispatch outgoing mail on time.

1.2.3. – 1.2.3.2.

following duty day of notification by the COR.

SS-6. Dispatch accountable mail on time

1.2.1.1.

following duty day of notification by the COR.

SS-7. Preserve and protect the security of the mail at all times

4.14. – 4.14.2.

following duty day of notification by the COR.

2.1. Quality Control. The contractor shall develop and submit for CO acceptance, a Quality Control Plan (QCP) to ensure services are performed IAW standards established within this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non\recurrence of defective services. Quality Control Records shall be maintained and made available to the government throughout the contract performance period and for the period after contract completion this contract. The QCP requires government acceptance and shall be provided within 15 days (calendar days) of contract award. The contractor's QCP shall include, as a minimum:

2.1.1. A description of the inspection system to cover all tasks and services listed on the Service Summary (SS). The description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, submission of quality control inspection schedule, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations should be included.

2.1.2. A description of the methods to be used for identifying and preventing defects in the quantity of service performed. Include a description of the records to be kept to document inspections and corrective or preventive actions taken.

2.1.3. Include a customer complaint feedback system for correction of complaints. All customer complaint records, (locally produced) shall be answered, all necessary corrective actions taken, and the completed forms returned to the COR by the end of the next duty day.

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

2.2. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will provide the CO a Customer Complaint for issuance to the contractor. The contractor shall respond to the Customer Complaint IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3. CO and COR (Quality Assurance Personnel). The CO will appoint a primary and alternate COR that will be responsible for surveillance for this contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

2.4. Performance Assessment

2.4.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation. Periodic validations will be conducted on an unscheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service (if possible) within 24 hours after notification. If re-performance is not an option the contractor shall provide corrective actions outlining the steps taken to ensure the requirements of the PWS will be met in the future. The contractor’s corrective action report must be approved by the CO.

Exceeding the performance threshold for any of these performance objectives in any one month period may result in a warning or letter of concern from the CO.

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a fiscal year may constitute justification to hold an immediate Progress Meeting with the Multi-Functional Team.

2.4.2. Customer Complaints. Validated customer complaints shall be re-performed IAW the service summary.

2.5. Periodic Progress Meetings. The CO, COR, other government personnel as appropriate, and the contractor shall meet as needed to discuss the contractor’s performance. Both positive and negative performance trends will be discussed. The following issues could potentially be discussed:

- Improvement Opportunities;

- Modifications required of the contract

- Unsatisfactory inspections and valid customer complaints;

The written minutes of these meetings will be created by the contractor and signed by the CO and any other signatures as deemed appropriate. Minutes will be distributed to the government functional area and the contractor. Should the government not concur with the minutes provided by the contractor, the government will provide written notification to the contractor identifying areas of non-concurrence for resolution. Those comments will be attached to the formal minutes.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Government-Furnished supplies and equipment. The government will provide water and electricity at no cost to the contractor. Public restrooms in the vicinity of the work site may be used by the contractor’s personnel. The government will provide police and fire protection. In the event of a medical emergency, ambulance service for transporting an injured employee to a local hospital is available at contractor’s expense. Local ambulance service for transporting an injured employee to a local hospital will respond by dialing the emergency phone number of the Security Forces and Fire Department, 911. The government will provide military network access to include one to two military computer which includes computer, monitor, mouse, printer, keyboard and a government furnished phone and number (Commercial/DSN).

3.2. Conservation of Utilities. The contractor shall make sure employees practice utility conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities.

4. GENERAL INFORMATION

4.1. Hours of Operation. Normal working hours are 0730-1430 Monday through Friday with 1430 to 1630 for administrative time, excluding Federal Holidays.

4.2. Federal Holidays.

If a holiday falls on a scheduled service day, the contractor shall schedule services for the first business day after the holiday observance. The following federal holidays are observed.

January 1 New Year’s Day 3rd Monday in January Martin Luther King, Jr. Day 3rd Monday in February President’s Day Last Monday in May Memorial Day July 4 Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day November 11 Veterans Day 4th Thursday in November Thanksgiving Day December 25 Christmas

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for providing missed services the following duty day.

4.2.1. Pacing Days. The Wing Commander has the authority to grant military personnel, ten minimum-staffing days per year at his discretion. Contractor personnel will either be given the choice of working those days, depending on the workload, or to take the day off. Time off shall be coordinated with both the contractor and the COR.

4.3. Special Event Services/Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the aforementioned customer service hours. When required by the CO, the contractor's workload may be increased to respond to emergency situations (i.e., natural disasters, severe weather conditions, structural fires, accidents, etc.). The contractor shall provide services as requested by the CO. This will be negotiated on a case-by-case basis and incorporated into the contract as a bilateral modification.

4.4. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.5. Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander. IAW DODI 1100.22 Policy and Procedures for Determining Workforce Mix, and any applicable AF implementation (unless otherwise directed by an authorized government representative), services under this PWS have been determined by the Functional Commander/Functional Director as being not mission essential during Force Protection Condition Delta; however, they will be required to continue services during Force Protection Conditions Charlie.

4.6. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. All documentation needed for base passes shall be submitted at the Pre-Performance Conference. Due to the nature of the work only US nationals or verified Green Card holders are eligible to enter FAFB.

4.7. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations/requirements change the term of this contract, the contractor shall comply with such law/regulation as changed. If there is an increase or decrease in cost as a result of the change, the contractor shall immediately inform the CO.

4.8. Environmentally Preferable Purchasing. In order to comply with federally mandated environmental preference programs and DOD “Sustainable Procurement Program” SPP policy, FAFB requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, products which are non-ozone depleting or are non-toxic or less toxic alternatives and environmentally preferable products. These program elements are described on the Fed Center website at https://www.fedcenter.gov/programs/buygreen/. The Green Procurement Compilation website (http://sftool.gov/greenprocurement) provides a comprehensive green purchasing resource and identifies all product types covered by mandatory federal environmental programs.

4.8.1. Products and Materials. If it is determined that if a product does not meet government performance requirements, the contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance.

Products that fall under the Environmental Protection Agency EPA Comprehensive Procurement

Guidelines (CPG) (https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program) shall meet the minimum recovered (recycled) content. Bio-based products shall meet the requirements of the biobased product listing from the United States Department of Agriculture (USDA) (http://www.biopreferred.gov/). The contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

4.10. Recycling. The contractor shall participate in the base recycling program by recycling all materials that are accepted at the Base Recycling Center.

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

4.12. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately-owned vehicle while on FAFB.

4.13. Reporting Requirements. Contractor personnel shall report any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information to the Base Defense Operations Center (BDOC) at (509) 247-5494.

4.13.1. The contractor shall immediately report the occurrence of all suspected or known postal offenses or losses through the COR to the CO.

4.13.2. The contractor shall provide a copy of all required AF 3545, Accident Incident Reports, to the CO or COR within 24 hours of each occurrence. The contractor shall report contractor personnel occupational injuries, illnesses and other related activities IAW the Occupational Safety and Health Act (OSHA). The contractor shall provide the records to the COR.

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

4.14.1. Contractor employees shall comply with FAFB security requirements imposed by the Installation Commander at all times while on the premises. The contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services The contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment with the contractor. The contractor shall comply with all policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only, and are not authorized in other facilities or areas without prior government authorization. Due to safety/security requirements, contractor personnel shall be required to fluently speak, comprehend, read, and write English.

4.14.2. The contractor shall maintain a current listing of employees. The list shall include the employee's name and level of security clearance. The list shall be validated and signed by the FSS Security Manager, and made available for inspection upon request by the CO. An updated contractors listing shall be provided to the FSS Security Manager when an employee's status or information changes.

4.15. Operations Security (OPSEC) Requirements. The contractor shall protect critical and/or sensitive information from disclosure and perform the following:

Be familiar with their organization’s critical information. When publicly posting or publishing work-related information that potentially contains critical or sensitive information airmen are encouraged to solicit the advice of their immediate supervisor, security office and/or OPSEC Program Manager/Coordinator.

Consider attempts by unauthorized personnel to solicit critical and/or sensitive information as human intelligence (HUMINT) gathering and consider it a HUMINT incident.

Contract personnel who have been involved in or have knowledge of a possible incident will report all facts immediately to the COR who will report it to the nearest supporting Air Force Office of Special Investigations (AFOSI) office.

If AFOSI is not readily available, HUMINT incidents will be reported by the COR to the organization’s security manager or commander who will ensure that, without exception, reports are relayed as securely and expeditiously within 24 hours to the nearest AFOSI organization.

4.16. Key Control. The contractor shall establish and implement methods of making sure all keys/combinations issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The contractor shall immediately report to the COR any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks at cost to the government. The government may, however, at its option, replace the affected lock or locks or, at its option, perform re-keying and deduct the cost of such from the monthly payment due the contractor.

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

4.16.2. The contractor shall control access to all government provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers. Registered mail must be secured in a GSA-approved safe in accordance with DoDM 4525.6-M C9.3.2.

4.17. Restrictions. The government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4.18. Safety. The contractor shall comply with all applicable Federal, state and local safety standards. Current Occupational Safety and Health (OSHA) standards also apply.

4.19. Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the COR as soon as possible of each occurrence of damage to government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO through the COR within five (5) calendar days of receipt of report for each occurrence.

5. Fire Prevention.

5.1. General. The contractor shall report any fire, no matter how small, by dialing 911. Make sure you state you are calling from FAFB so the operator can forward your call. Fire hoses and extinguishers shall not be moved or used for any purpose other than firefighting. Smoking is strictly prohibited on FAFB except in designated areas. The contractor shall notify the Fire Department of any utility outage that might affect fire suppression or detection systems. Prior to leaving the work site at the end of each day, the contractor shall ensure the area is left in a fire-safe condition. Bulk storage of gasoline and burning of any material is strictly prohibited.

5.2. Assistance. The Base Fire Department Technical Services Section is available to advise and assist on matters related to fire prevention and fire protection. They can be reached at (509) 247- 3222.

6. Contractor Personnel.

6.1. Non-Personal Services and/or Inherently Governmental Services. The government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the government.

6.2. Contract Manager. The contractor shall provide a contract manager to be responsible for the performance of the work. The name of this person and an alternate(s), who will act in the absence of the contract manager, will be designated in writing to the CO prior to the start of the contract. The contract manager or alternate shall be available during normal duty hours. The contract manager and alternate(s) shall be able to read, write, speak, and understand English.

6.3. Personnel Appearance. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract.

This shall be accomplished through the wear of distinctive clothing, bearing the company name or logo that is visible at all times. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

6.4. Contractor Manpower Reporting (CMR). The contractor shall report all contractor labor hours (including sub-contractor labor hours) required for performance of services provided under this contract for “U.S. Air Force” via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the electronic Contractor Manpower Reporting Application (eCMRA) help desk.

7. APPENDICES

Appendix A – OMC Workload Estimate and Delivery Route

Appendix B – Applicable Publications and Forms

Appendix C – Definitions and Acronyms

Appendix D – Base Map and Delivery Route

APPENDIX A

OMC WORKLOAD ESTIMATES

ACTIVITY QTY. FREQ.

Pieces of mail received from USPS 1400 avg Monthly Pieces of Accountable Mail received from USPS 220 avg Monthly Pieces of outgoing mail sent to USPS 650 avg Monthly Number of distribution stops 37 Daily Mon - Fri Total number of miles travel 16.1 avg Daily Number of runs 1 Daily

RECOMMENDED OMC DELIVERY ROUTE

FAIRCHILD AFB, WA (AMC)

BLDG. # ORGANIZATION ADDRESS SCHEDULE

644 141 ARW

100 N Chennault Ave (drop in facility)

2245 92 CS 220 W. BONG ST 0900

2245 INFO PROTECTION 220 W. BONG ST 0905

2245 ADC/AFLOA 220 W. BONG ST 0910

2245 92 CPTS 200 W. BONG ST 0915

2185 92 MSG 5 W. BONG ST 0920

2187 92 ARW 1 E. BONG ST 0925

4200 92 ARW/HC 300 E. POPLAR RD 0935

2465 AAFES 101 W. SPAATZ RD 0945

2464 DECA 105 W. SPAATZ RD 0950

2464 GLOBAL CREDIT UNION 103 W. SPAATZ RD 0955

2380 LIBRARY 2 W. CASTLE ST 1010

2365 AIRMAN & FAMILY READINESS 4 W. CASTLE ST 1015

2380 BASE EDUCATION CENTER 6 W. CASTLE ST 1020

2451 92 CES 100 W. ENT ST 1025

2451 92 CONS 110 W. ENT ST 1030

9000 92 MDG 701 HOSPITAL LP 1040

9010 CORPS OF ENGINEERS 713 HOSPITAL LP 1045

2007 92 OG 701 W. ARNOLD ST 1200

2050-2 92 MXG/MOS 301 ARNOLD ST 1210

2050-1 92 MXS 201 W. ARNOLD ST 1215

2125 INTEL/XP 100 W. ARNOLD ST 1220

2045 92 LRS 500 W. ARNOLD ST 1230

2040 92 FSS 7 W. ARNOLD ST 1235

2040 509 WPS 7 W. ARNOLD ST 1240

2071 92 SFS 2 E. ARNOLD ST 1245

2097 93 ARS 600 S. HANSELL RD 1250

2097 92 AMXS 300 W. ARNOLD ST 1255

2036 36 RQS 106 TAXIWAY RD 1305

2090 92 ARS 800 S. HANSELL RD 1310

2060 92 OSS 101 W. ARNOLD ST 1315

4400 US ARMY RESERVE 300 E. EAKER AVE 1320

1255 JPRA 800 W. SURVIVAL LP 1335

1268 336 TRG 1015 W. SURVIVAL LP 1340

1268 22 TRS 2509 W. SURVIVAL LP. 1345

1268 336 TRSS 1067 W. SURVIVAL LP. 1350

1268 66 TRS 2505 W. SURVIVAL LP. 1355

APPENDIX B

Applicable Publications and Forms

1.0. APPLICABLE PUBLICATIONS AND FORMS

1.1. GENERAL. Publications and other directives/documents that apply to the PWS is listed below. The publications and forms have been coded as mandatory (M) or advisory (A). The contractor is obligated to follow those publications and use those forms coded as mandatory to the extent specified in other sections of this PWS. The contractor shall be guided by those publications or use those forms coded advisory to the extent necessary to accomplish requirements in this PWS. It is the contractor's responsibility to ensure that all mandatory publication are posted and up to-date. Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The contractor shall immediately implement publication changes that do not affect contract pricing and notify Contracting Officer (CO) in writing.

1.1.1. HTTP Links. The contractor shall use the following Internet links to obtain publications and forms as required.

Air Force Pubs and forms: http://www.e-publishing.af.mil/ DoD Pubs and Forms: http://www.dtic.mil/whs/directives/ Records Management: https://www.my.af.mil/afrims/afrims/afrims/rims.cfm USPS Forms: https://www.usps.com/nationalpremieraccounts/forms.htm GSA Forms Library: https://www.gsa.gov/reference/forms

1.2. PUBLICATIONS

1.2.1. Department of Defense Directives, Regulations, Manual/Handbooks

SHORT TITLE PUBLICATION TITLE CODE Date DoDI 1100.22 Policy and Procedures for

Determining Workforce Mix M 12/01/2017

DoD 4525.6-M DoD Postal Manual M 08/31/2018 DoD 4525.8-M DoD Official Mail Management M 08/31/2018 DoDM 5400.07 DoD Freedom Of Information Act

(FOIA) Program M 01/25/2017

DoD 5500.7-R Joint Ethics Regulation (JER) A 11/17/2011

1.2.2. Air Force/Air Mobility Command/Fairchild AFB Indexes (AFIND)

SHORT TITLE PUBLICATION TITLE CODE DATE

AFMAN 33-363 Management of Records M 03/01/2008 AFMAN 33-326 Preparing Official Communications A 05/25/2017 AFI 16-1404 Air Force Information Security

Program M 05/29/2015

AFI 31-118 Security Forces Standards and Procedures

M 03/05/2014

AFI 32-7086 Hazardous Materials Management M 02/04/2015 AFI 33-397 Operational Maintenance of Postal explosive trace detections systems A 01/09/2014

AFI 33-332 AF Privacy and Civil Liberties Program

A 01/12/2015

AFI 33-360 Publications and Forms Management

M 12/01/2015

AFI 33-364 Records Disposition--Procedures and Responsibilities

A 12/22/2006

DoDI4525.08_AFI 33-365 DoD Official Mail Management M 05/31/2011 DoDM4525.8_AFMAN33-

DoD Official Mail Manual M 10/12/2006

1.2.3 United States Postal Service Publications. The contractor shall be responsible for ensuring employees have access to most current postal publications and terms.

SHORT TITLE PUBLICATION TITLE CODE DATE

S911 Registered Mail A 8/2003 USPS Handbook

Post Offices Serving DoD Installations A 4/2000

Pub 25 Designing Letter and Reply Mail A 11/2018 Pub 28 Postal Addressing Standards A 5/2015 Pub 38 Postal Agreement with the DoD A 2/1980 Pub 52 Hazardous, Restricted, and Perishable Mail A 6/2018

1.3. FORMS

1.3.1. The contractor shall use forms available to the Air Force. (A form is a predetermined arrangement of captioned spaces, developed for collecting, recording and extracting information or data in a standardized order). If a form in use by the Air Force, Air Mobility Command, or FAFB does not meet the contractor’s needs, the contractor shall submit a request for approval of a FAFB form through the CO and Base Forms Manager IAW AFI 33-360, as supplemented, for final determination.

1.3.2. Department of Defense Forms:

FORM NO. FORM TITLE CODE DATE

DD Form 2260 Unit Mail Clerk/Orderly Designation Log M 05/01/2000 DD Form 2262 Receptacle Record M 06/01/2000 DD Form 2825 Internal Receipt M 06/01/2000

1.3.3. Air Force Forms.

AF Form 310 Document Receipt and Destruction Certificate M 11/01/1995 AF Form 4332 Accountable Communications Receipt

Authorization M 05/25/2017

AF Form 3545 Incident Report M 04/01/1999 AF Form 627 Application for Registration or Certification of Official Mail M 07/01/1999

1.3.4. Standard Forms:

SF 700 Security Container Information M 04/2001 SF 701 Activity Security Checklist M 11/2010 SF 702 Security Container Checklist M 11/2010

Notes:

1. Should there be a conflict between or among two or more such references, those coded M by the PWS shall control over those coded A: between or among those similarly coded those issued by a higher authority shall control over those issued at lower authority, except in the case of the lower authority supplementing the higher within this chain of command: and between or among those at the same level of authority those with a later date of issue shall control over those with earlier dates of issue.

2. Forms and publications that can be accessed and maintained by electronic means (i.e., AF Electronic Publishing Library or other electronic medium) shall be considered on hand.

APPENDIX C

Definitions and Acronyms

Terms, Definitions, and abbreviations relevant to this contract are located in DoD 4525.6-M, and DoD 4525.8-M.

AAFES – Army Air Force Exchange Service ADC/AFLOA – Area Defense Council/Air Force Legal Operations Agency AF - Air Force AMC – Air Mobility Command AMXS – Air Maintenance Squadron ARS – Airman Readiness Squadron ARW – Air Refueling Wing ARW/HC - Chapel CES – Civil Engineering Squadron CPTS-Comptroller Squadron CO – Contracting Officer COR – Contracting Officer Representative COD – Collect on Delivery CONS – Contracting Squadron CS – Communications Squadron DECA-Defense Commissary Agency Document Security - Ensuring the safe handling of mail and packages to include the preparation of forms for proper tracking and accountability.

DoD – Department of Defense Endorse – Writing, labeling, or stamping mail to indicate the status of the mail, or the status of the addressee. Endorsements provide information, explain condition of a piece of mail, or return or reroute a piece of mail.

FAFB – Fairchild Air Force Base FAR – Federal Acquisition Regulation FedEx – Federal Express FedEx Ground – Federal Express Ground FOIA – Freedom of Information Act FOUO – For Official Use Only FPCON – Force Protection Conditions FSS – Force Support Squadron General Delivery – Mail delivered at a MPO intended primarily for transients and customers who are not permanently located or who prefer not to use mail delivery receptacles.

IAW – In accordance with INTEL/XP – Intelligence/Plans and Programs JPRA – Joint Personnel Recovery Agency LRS – Logistics Readiness Squadron Mail – Letters, parcels, financial documents and instruments, and administrative communications sent and delivered through the USPS or the Air Force internal distribution system and small parcel delivery companies. Major commands/local bases will determine what items may be delivered through the internal distribution system.

MDG – Medical Group Minor Maintenance – Preventive maintenance or repair that can be accomplished without special tools or skilled technical expertise.

MPF – Military Personnel Flight MPO – Military Post Office; a facility through which mail is delivered to authorized MPO users by delivery receptacles or general delivery without regard to unit of assignment.

MSDS – Material Safety Data Sheets MSG – Mission Support Group MXG/MOS – Maintenance Group/Maintenance Operations Squadron MXS – Maintenance Squadron NLT – Not later than OG – Operations Group?

OMC – Official Mail Center OSHA – Occupational Safety and Health Act OSS - Operations Support Squadron Oversized – An item that will not fit into a mail receptacle, or would fit if folded, but folding would damage the contents.

PDT – Pacific Daylight Time PST – Pacific Standard Time PWS – Performance Work Statement QASP – Quality Assurance Surveillance Plan QC – Quality Control QCP – Quality Control Plan PWS – Performance Work Statement RNLTD – Report No Later Than.

RQS-Rescue Squadron SFS – Security Forces Squadron Small Parcels – Parcels weighing 70 pounds or less.

Small Parcel Delivery Company – A company other than the USPS that delivers parcels of 70 pounds or less.

SS – Service Summary TDY – Temporary duty TRG-Training Group TRS-Training Support TRSS-Training Support Squadron UPS – United Parcel Service USAF – United States Air Force USPS – United States Postal Service WPS-Weapons Squadron

APPENDIX D

Base Map and Delivery Route