Attachment_1,_SOW_Amend_2_20190213.pdf

FA4819‐19‐Q‐A003

Tyndall AFB Digital Mailing System - Statement of Work Current as of: 13 Feb 19

1.0 DESCRIPTION OF SERVICES

1.1 GENERAL. The contractor shall provide all, equipment, tools, materials and labor necessary to perform Digital Mailing System services at Tyndall Air Force Base (TAFB) in accordance with this Statement of Work.

1.2 DESCRIPTION OF SERVICES. The contractor shall provide a digital mailing system that is Indicia Based Information Program (IBIP) compliant. The digital mailing system shall comply with USPS mandates for secure postage printing. This fully digital system will be utilized by the Official Mail Center (OMC) personnel for everyday mail operations at Tyndall Air Force Base.

1.3 INHERENTLY GOVERNMENTAL FUNCTIONS. The Contractor shall not perform inherently governmental functions as defined in FAR Subpart 7.5 in relationship to this PWS.

1.4 PLACE OF PERFORMANCE. The contractor shall perform services in the Official Mail Center (OMC) at Tyndall AFB, FL 32403.

2.0 SERVICES SUMMARY

2.1 SPECIFIC TASKS. The contractor shall provide all equipment, tools, materials and labor necessary to support the digital mailing system as necessary in the following task areas: meter machine, inbound tracking system, initial installation, training, supplies, service and maintenance. Supplies shall be provided to operate the equipment upon installation and consumable supplies shall be purchased separately as needed by the Government.

2.2 TASK AREAS

2.2.1 METER MACHINE. The meter machine shall contain the following:

2.2.1.1 Be able to secure postage to envelopes and packages and enable digital printing and allow password protection

2.2.1.2 Must have vendor provided and government approved network connection.

2.2.1.3 Be able to auto date and time settable rollover, job presets, low postage warning, prevent over posting, and automatically default to assigned postage amounts

2.2.1.4 Must support one point of entry weighing, processing, postage management and accounting

2.2.1.5 Provide a separate weigh scale and must be portable as well as accommodate weights of up to 70 pounds.

2.2.1.6 Process over 100 letters per minute, must process postcards and flats that range up to and including 10” X 13” and up to and including 5/8” thickness. Will accept a machine with sealing thickness of 5/16”

2.2.1.7 Must be able to detect all nonstandard mail and automatically apply any additional surcharges.

2.2.1.8 As mail is processed, the system shall provide automatic oversize protection and apply the necessary surcharges.

2.2.1.9 All USPS domestic and international rates must be included and must provide online updates for postal rates and services and provide automatic software updates online. The systems must also postage blank check, review statements and historical information, and reload postage via analog or download online. One credit line can be used for payment for the postage for package shipping.

2.2.1.10 Reporting procedures require consolidated management reporting in hard copy form and on-line access to mailing related expenses and standard accounting for postage charge back. The government will accept printing of reports from the online consolidated program. Single account reporting requires the ability to track and print accounting reports by single account, account name, sub account, account number, account piece count, and account postage value total.

Multi-account reports must provide the exact requirements of single account report and also include all accounts and sub-accounts.

2.2.1.11 The account system must have the capability to store a minimum of 110 accounts with the expandability of up to 200 or more accounts. A laser printer must be provided for printing standard reports.

2.2.2 INBOUND TRACKING SYSTEM. The inbound tracking system shall contain the following:

2.2.2.1 System shall record received packages and enter into data collection system via one of three portable data collectors.

2.2.2.2. System shall create internal delivery manifest that can be sorted by mail stop, or delivery route.

2.2.2.3 System shall record deliveries to recipients by requiring a signature or capturing a signature with portable data collector.

2.2.2.4 Portable data collector shall have employee database reside in the portable data collector for verification of delivery via signature or name of employee accepting delivery.

2.2.2.5 After delivery data is transferred from data collectors or entered directly to the system, information must include date, time, and who signed for the package.

2.2.2.6 Query and report capability provides package status information, enabling system to quickly determine the where about of a received item.

2.2.2.7 System shall automatically identify carrier service and sender from inbound bar code.

2.2.2.8 System shall generate alert upon arrival of item if recipient requests.

2.2.2.9 System shall records package contents.

2.2.2.10 System shall generate internal delivery labels.

2.2.2.11 System shall store important notes, signatures, and photos with memo and test files.

2.2.2.12 System shall archive data.

2.2.2.13 System shall produce an electronic delivery manifest on the portable data collectors.

2.2.2.14 Portable data collectors to be able to store up to 15,000 combined record look up tables.

2.2.2.15 Portable data collectors to be able to store up to 1,000 receipt transactions.

2.2.2.16 Portable data collectors to be able to store up to 1,000 delivery transactions with signatures.

2.2.2.17 Portable data collectors shall have integrated laser scanners.

2.2.2.18 Portable data collectors to have a drop test up to 4 feet.

2.2.3 INITIAL INSTALLATION, TRAINING AND SUPPLIES

2.2.3.1. Installation of the mailing system shall be provided and all debris and waste materials will be properly disposed with the completion of the installation. Contractor will provide on-site initial training to all OMC personnel. Future training and technical support will be required for all new or updated equipment and/or software and hardware.

2.2.3.2. A minimum 90-day supply of ink, tape, and toner for the meter and laser printer will be provided upon installation

2.2.4 SERVICE AND MAINTENANCE

2.2.4.1 A service agreement and on-site maintenance shall be provided throughout the lifetime of the lease of the equipment to include quarterly inspections and emergency call outs.

2.2.4.2 Service and maintenance work will have a response time of no later than 24 hours.

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES. N/A

4.0. GENERAL INFORMATION.

4.1 SECURITY REQUIREMENTS.

4.1.1 The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

4.1.1.1 DoD Common Access Card (CAC), AFI 36-3026(I). Process through USM, Trusted Agent Sponsorship System (TASS) point of contact for a CAC card.

4.1.1.2 AF Form 75, Visitor/Vehicle Pass (AFI 31-204): The contractor shall adhere to local security policy when applying for short/long term visitors’ passes. Any contractor requesting a pass for more than 3 days will complete a Local Files Check with 325 SFS/Pass & ID. Vehicle passes (personal vehicles) are no longer required.

4.1.2 RETRIEVING IDENTIFICATION MEDIA. The contractor shall retrieve all identification media from employees who depart for any reason before the contract expires; e.g., terminated for cause, retirement and submit them to the COR.

4.1.3 LISTING OF EMPLOYEES. The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number and level of security clearance or base access (to include if escort privileges are authorized), on company letterhead.

The list shall be validated and signed by the company facility security officer (FSO), provided to the Unit Security Manager prior to the contract start date, and to the Contracting Officer (upon request). Updated listings shall be provided when an employee's status or information changes.

4.2 FREEDOM OF INFORMATION ACT PROGRAM (FOIA). The contractor shall comply with DoD Regulation 5400.7/Air Force Supplement, DoD Freedom of Information Act Program requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.2.1 PRIVACY ACT (PA) PROGRAM. The contractor shall comply with DoD 5400.11-R, The Privacy Act Program requirements and Air Force Instruction 33-332. The regulation sets mandatory guidelines for collecting, safeguarding, maintaining, using, accessing, amending and disseminating personal information kept in systems of records to comply with the Privacy Act, Title 5, United States Code (U.S.C.), Section 552a.

4.2.2 FOR OFFICIAL USE ONLY (FOUO). The contractor shall create and maintain FOUO material IAW DoD 5400-7R, DoD Freedom of Information Act Program; AFI 33-129, Transmission of Information via the Internet, paragraphs 7.4, 8.2.3, 16 and 17; and AFI 33-201, Communications Security (COMSEC), Table 1. Mark all documents meeting the requirements identified in DoD Regulation 5400-7/Air Force Supplement, paragraphs C3.2.1.2 thru 3.2.1.9 as “For Official Use Only” IAW instructions identified in paragraph C4.2.1. Safeguard all sensitive data IAW DoD Regulation 5400.7/Air Force Supplement, paragraph C4.4. When documents containing FOUO material are authorized for destruction, shred the records in an approved shredder fit for the classification. Degauss or overwrite magnetic tapes or other magnetic media.

4.3 OPERATING INSTRUCTIONS. Adhere to the Air Force activity Operating Instruction (OI) for internal circulation control, protection of resources and to regulate entry into Air Force controlled areas during normal, simulated and actual emergency operations.

4.4 KEY CONTROL. If applicable, the contractor shall not duplicate keys issued by the government.

4.5 TRAFFIC LAWS. The contractor and its employees shall comply with base and local traffic regulations.

4.6 QUALITY CONTROL PROGRAM. In compliance with the clause entitled “Inspection of Services”, 52.246-4, the contractor shall establish a complete Quality Control Program to ensure the requirements of this contract are provided as specified.

4.7 QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on- site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.7.1 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer.

4.7.2 The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

4.7.3 GOVERNMENT OBSERVATIONS. Government personnel, other than contracting officers (COs) and quality assurance personnel (QAPs), may from time-to-time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4.8 NORMAL HOURS OF OPERATION. The contractor shall perform the services required under this contract during the following hours: Monday through Friday, 0630 to 1530 Local Time. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

4.9 RECOGNIZED HOLIDAYS. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.10 CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.10.1 Lights shall be used only in areas where and when work is actually being performed.

4.10.2 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.10.3 Water faucets or valves shall be turned off after the required use has been accomplished.

4.11 COMPLIANCE WITH LAWS AND REGULATIONS. The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.12. SAFETY REQUIREMENTS. In performing work under this contract, the contractor shall:

4.12.1 Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.12.2 Take such additional immediate precautions as the contracting officer may reasonably require for safety and mishap prevention purposes.

4.12.3 Record and report promptly (within 24 hours) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.12.4 In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

4.12.5 If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

4.13 PUBLICATIONS. Publications can be accessed on-line at http://www.e-publishing.af.mil/.

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

4.13.1 Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.13.2 They pertain to the procedures for materials expediting herein and where the contractor is authorized by the statement of work to accomplish the work specified in the publication, regulation or operating instructions.

4.13.3 The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements. The contractor is required to acquire and work on the latest version of the publication