Attachment__1-PWS_14_Mar_13.doc

PERFORMANCE WORK STATEMENT (PWS)

POSTAL OPERATIONS

FOR OFFICIAL USE ONLY

14 March 2013

POSTAL OPERATIONS - DIRECT SUPPORT

1.0. Scope of Work

2.0. Requirements

3.0. Supervision

4.0. Workload/Labor

5.0. Finance Section

6.0. Parcel Inspection Section

7.0. Postal Claims and Inquiries Section

8.0. Operations Section

9.0. Accountable Mail

10.0. Directory Service Section

11.0. Postal Supply

12.0. Security

13.0. Maintenance

14.0. Government Furnished Equipment

15.0.General Information

16.0. Reporting

17.0. Special Qualifications

18.0. Medicial Support

19.0. Other Direct Costs

20.0. Training

21.0. OCONUS Proccessing

22.0. Medicial

23.0. Contractor Personnel Authorized to Accompany U.S. Armed Forces Deployed Outside the United States

24.0. Required Contractor Docments

25.0. Weapons/Equipment Restrictions and Responsibilities

26.0. Roles for The Use of Forces

27.0. Retention and Review of Records

28.0. Quarterly Reporting

29.0. Appendices

PERFORMANCE WORK STATEMENT (PWS)

POSTAL OPERATIONS

FOR OFFICIAL USE ONLY

14 March 2013 GENERAL OVERVIEW OF CONTRACTOR/DoD FUNCTIONAL RESPONSIBILITIES Contractor Contractor Mail Handling Activities

· Receipt and Dispatch of Mail

Sorting and Distribution

· Mail Rewrap

· Directory (locator) Services

· Rerouting

· Accountable Mail

(Requires U.S. SECRET Clearance for

Registered Mail)

· Dispatch of Mail

Postal Finance Activities

· Start of Day Preparation

· Mail Acceptance

· Retail Window Transactions (Stamp Sales, Money Order Sales, Weighing and rating)

--Open Parcel Inspections

--Inquiries

-- Outbound Mail Preparation (contractor can prepare dispatch forms, with the exception of AV-7s)

· End of Day Reports

· Mail Call

· Physical Security of the Mail

· Ordering Supplies

· Performance Reporting, Offenses

DoD Governmental Functions

· Perform Quality Assurance (QA) inspections and contract administration

· Develop DAYSTAT

· Monitor mail on/offload from contracted carriers

-- Create and sign flight manifests verifying weights (which obligates Government funds)

· Process sealed packages which require re-inspection due to suspicious images found during X-ray procedures

· Inspect unit mail rooms

-- Accompany Registered Official Mail when the means of transportation does not have personnel with SECRET clearance available.

-- Create and submit Postal Net Alert (PNA) for disruption of mail movement.

PERFORMANCE WORK STATEMENT (PWS)

POSTAL OPERATIONS

FOR OFFICIAL USE ONLY

14 March 2013

1.0 Scope of Work

The contractor shall operate a Military Post Office (MPO) and provide postal support to authorized personnel at United States Air Force (USAF) locations within United States Central Command’s (USCENTCOM) Area of Responsibility (AOR); the locations will be Transit Center Manas, Kyrgyzstan, Ali Al Salem Air Base, Kuwait, and Al Dhafra Air Base, UAE. Postal support shall consist of mail acceptance, delivery, receipt and dispatch as outlined in DoD 4525.6-M, Department of Defense Postal Manual, DoD 4525.8-M, Official Mail Manual, and various United States Postal Service (USPS) directives identified in Appendix A. In addition to following general guidelines contained in the aforementioned manuals and directives, the contractor shall accomplish specific tasks as outlined in this Performance Work Statement (PWS). Operational and technical direction will also be provided by the local Communications Squadron Commander through the Contracting Officer Representative (COR) and USAFCENT A6 Postal Staff CORs. Equipment required to perform tasks identified in this PWS will be Government furnished. All personnel employed by the contractor shall have a SECRET security clearance.

2.0. Requirements

2.1. The contractor shall provide performance based services at the following APOs: Transit Center Manas, Kyrgyzstan, Ali Al Salem Air Base, Kuwait, and Al Dhafra Air Base, UAE. The services include: Processing and Distribution (Operations Section) including Parcel Inspection, Accountable Mail, Postal Claims, Postal Supply, and Finance Operations.

2.2. The following categories of mail should be processed: All prograde, retrograde, redirect and accountable mail IAW DoD 4525.6-M. Casualty mail shall be handled IAW DoD 4525.6-M, 3.4.9. Official mail shall be handled IAW DoD 4525.8-M, Ch. 3.

2.3. The contractor shall process all Priority and First Class mail (to include directory) within 24 hours of reception and all other prograde mail received within 48 hours of reception.

2.4. The contractor shall ensure all customers at the post office are Military Postal Service (MPS) authorized users, by verifying the customers’ common access card (CAC)/identification card (ID) or memorandum of agreement (MOA) authorizing postal privileges. (Reference: DoD 4525.6-M, appendix AP1.2)

2.5. The contractor shall provide customer service ten hours daily, six days a week. Customer service hours will vary by location as directed by the installation commander. However, hours may be extended to accommodate heavier than normal mail volumes due to the holiday mailing season (15 Nov - 15 Jan) and redeployments of personnel.

2.6 Monitor host nation customs examinations and document the disposition of confiscated items (if applicable). DoD 4525.6-M C10.6.10.1 to C10.6.10.2.

2.7 Prepare postal service forms involving notification and receipt of accountable and non-accountable mail, and obtain required signatures from unit mail clerks.DoD 4525.6-M C3.2.7 and C3.2.8.

2.8. The government will periodically evaluate the contractor’s performance by appointing local CORs, in addition to the “lead” USAFCENT A6P COR’s semi-annual visits (Shaw AFB), to monitor performance to ensure services are performed satisfactorily. The locally assigned COR will evaluate the contractor’s performances through monthly, random and/or 100% on-site inspections by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, or inspecting the task or its results to determine whether or not performance meets the standards contained in the PWS. The government will receive, investigate, and validate customer complaints from customers located on the installation. Surveillance results will become the official Air Force record of the contractor’s performance.

2.9. The contractor shall develop and submit for the Contracting Officer, lead and local CORs, a Quality Control Plan (QCP) to ensure work is IAW the standards established in this PWS. Appendix B contains minimum requirements for the QCP. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. Quality control records shall be maintained throughout the contract performance period. The QCP is one of the standards with which the contractor shall comply and against which QA Personnel will measure contractor performance. The QCP requires government acceptance and shall be submitted with the contractor’s proposal. A final QCP shall be provided within 10 days of contract award. The contractor shall update the quality control plan and submit it 60 days prior to the beginning of each contract year.

Table 1.0. SERVICES SUMMARY (SS).

see NOTE 1 below.

Periodic Audits and Customer Feedback

see NOTE 1 below.

Periodic Audits and Customer Feedback

NOTE 1. Performance Threshold compliance will be based on USAFCENTI33-302, Postal Functional Inspection Checklist(provided by COR)

3.0. Supervision

3.1. Prepare and utilize postal standard operating procedures (SOPs) in accordance with USPS, DoD, USCENTCOM, and USAFCENT, policies, publications, regulations, and procedures and update them as mission requires.

3.2. Contractor shall ensure postal offenses are reported IAW DoD 4525.6-M, paragraph C14.1.3.2, to the postal chain of command and through the Automated Military Postal System (AMPS) within 72 hours of discovery.

3.3. The Site Lead shall be educated on the procedures for posting PNAs in AMPS. DoD 4525.6-M, C11.2.9.2.

3.4. The Site Lead shall understand the provisions for detaining and seizing mail. DoD 4525.6-M, C10.7.1,3,4,6,10

3.5. Contractor shall ensure required manuals, policies, publications, regulations, and applicable posters are maintained and are in compliance in each section of the postal facility. The Site Lead is required to conduct a thorough self inspection on all mail handling areas. Records of all periodic inspections shall be maintained . DoD 4525.6-M, C4.1.3, C1.1.6.9.9 and the USAFCENT Postal Publications Listing.

3.6. The Site Lead shall ensure each postal employee has in their possession a valid DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly, and ensure original copy of the DD Form 285 and DD Form 2257, Designation/Termination MPC-FPC-COPE-PFO, and PS Form 8139, Your Role in Protecting the U.S. Mail, is maintained in APO files. DoD 4525.6-M, C5.4.1.

3.7. Personnel shall be made aware of their responsibilities, obligations, and liabilities in handling postal funds/mail, and ensure personnel who handle postal effects and/or accountable mail are designated properly on DD Form 2257, signed by the Postal Officer. Designations will be terminated properly when an individual is relieved or reassigned. DoD 4525.6-M, C5.4.1 and C5.6.1.

3.8. The contractor shall ensure postal facility is adequate and employees maintain required internal security measures. DoD 4525.6-M, C13.7

3.9. Contractor shall create key log and safeguard keys to postal facilities and mail collection boxes. DoD 4525.6-M, C3.1.3.1.4 and C15.10.6.

3.10. Contractor will be responsible for paying local commercial bills with USPS funds on behalf of the APO/MPO.

4.0. Workload/Labor

4.1. The contractor shall ensure that employees are trained to handle balloting materials in accordance with USPS, DoD, and USCENTCOM regulations, policies, and procedures.

4.2. The contractor shall provide training to Unit Mail Clerks (UMCs) and issue DD Form 285. UMCs’ DD Forms 285 will be checked daily by the contractor before UMCs are allowed to pick up unit mail. Contractor will maintain a copy of UMCs’ DD Forms 285 and PS Forms 8139.

4.3. Contractor shall implement plans to monitor employees to prevent theft and tampering of mail and present to the Lead COR for approval.

4.4 Contractors will only utilize military volunteers for basic services i.e. breaking down mail, load/off load trucks not to be depended upon for any specific period of time in order to fulfill the mission.

5.0. Finance Section

5.1. The contractor shall ensure a Finance SOP is on hand and utilized, to include operating manually if Integrated Retail Terminal (IRTs) are not operational.

5.2. The contractor shall ensure IAW USAFCENT Postal Publications Listing that references are displayed in plain view for postal patrons and all required postal forms are readily available. DoD 4525.6-M, C10.3.3.

5.3. The contractor shall ensure finance clerks enforce standards for packaging and labeling of mail; clerks ensure articles presented for mailing are addressed on one side only; and priority and SAM service is endorsed on mail prior to the application and sale of postage. DoD 4525.6-M, C10.4.2.2., C10.4.2.3., C10.4.2.7. and Domestic Mail Manual (DMM) 602 1.2

5.4. The contractor shall ensure finance clerks are familiar with which services are available for each class of mail; and that clerks properly compute fees for special services and add them to the postage for the article mailed.

5.5. The contractor shall ensure proper rates of postage are being assessed according to class, weight, and zone. DoD 4525.6-M, C10.4.1.1. to C10.4.1.3.

5.6. The contractor shall ensure mail accepted as MPS/IDS meet the size/weight restrictions and policy requirements. DoD 4525.6-M, C3.2.11. and USCENTCOM Regulation CCR 25-103, paragraph 6

5.7. The contractor shall ensure correct fees are charged for oversize or non-machinable pieces and the “15 lb rule” is applied when appropriate. DMM

5.8. The contractor shall ensure finance clerks are familiar with what types of mail are eligible for Insured service. Finance clerks shall be aware that items exceeding $5,000 in value are recommended to be mailed Registered mail. DoD 4525.6-M, C10.4.5.1. and C10.4.5.2.

5.9. The contractor shall ensure personal property is not stored in fixed-credit containers and the containers are secured or under constant guard by a finance clerk. DoD 4525.6-M, C6.5.2.

5.10. The contractor shall ensure finance clerks only cancel postage stamps in view of the postal patron. The contractor shall ensure the postal patron affixes postage stamps on articles to be mailed. DoD 4525.6-M, C6.6.4.

5.11. The contractor shall ensure finance clerks affix postage meter tapes (PVI Labels) at the time of acceptance in view of the postal patron. DoD 4525.6-M, C7.1.5.2.

5.12. The contractor shall ensure parcels with an address label have the postage stamps or meter tapes affixed so that the postage stamps or tapes overlap the upper right corner of the address label. DoD 4525.6-M, C6.6.4.

5.13. The contractor shall ensure finance clerks know the maximum amount for a single money order, the maximum amount of money orders a patron can purchase per day, and the use of PS Form 8105-A, Funds Transaction Report (FTR). DoD 4525.6-M, C8.7.2 and DMM 14.2.2.

5.14. The contractor shall ensure finance clerks know when a no fee money order can be issued. DoD 4525.6-M, C8.7.5.

5.15. The contractor shall ensure finance clerks follow proper procedures for cashing money orders. DoD 4525.6-M, C6.8.

5.16. The contractor shall ensure money order imprinters at the APO are safeguarded and have the correct office plate number. DoD 4525.6-M, C8.2.

5.17. The contractor shall ensure finance clerks know the procedure when a money order is lost, issued out of sequence, when a voucher is missing, or for handling spoiled money orders. DoD 4525.6-M, C8.8.2. and C8.13. and USPS bi-monthly Postal Bulletin. www.usps.com

5.18. The contractor shall ensure finance clerks complete PS Form 3806, Receipt for Registered Mail, when accepting Registered mail and maintain duplicates in numerical sequence. DoD 4525.6-M, C9.3.5.2.

5.19. The contractor shall ensure a PS Form 3854, Manifold Registry Dispatch Book, is used to make transfers to the registry section when the acceptance window is a separate operation.

(Anyone handling Registered mail must be a US Citizen and maintain a SECRET clearance). Reference: DoD 4525.6-M, C9.2.7.

5.20. The contractor shall ensure finance clerks maintain a duplicate of the PS Form 3369, Consigned Credit Receipt and PS Form 17, Stamp Requisition/Stamp Return, for their fixed credit extended from the Custodian of Postal Effects (COPE). Reference: DoD 4525.6-M, C6.3.5.1.

5.21. The contractor shall ensure finance clerks are printing PS Form 1412-A, Daily Financial Report, at the end of shift and funds are turned into the COPE. DoD 4525.6-M, C7.3.4.5.

5.22. The contractor shall ensure finance clerks are entering any Account Indicator Code (AIC) 553s for spoiled PVI labels and properly preparing PS Form 3533, Application of Voucher for Refund of Postage Fees. DoD 4525.6-M, C7.3.4.4.

5.23. Conduct monthly, and as required, audits of stamp stock and funds to ensure proper accountability, and properly document the audits. DoD 4525.6-M, C12.3.

5.24. Overages or shortages must be remitted to USPS. DoD 4525.6-M, C6.3.1.4.

5.25. Submit reports, monthly or as required concerning mail received and dispatched, and financial sales to specified government representative. DoD 4525.6-M, C4.2.5.

6.0. Parcel Inspection Section

6.1. The contractor shall utilize the USCENTCOM CCR 25-103, USCENTCOM Non-Mailable Article (NMA), Suspicious Mail, and Intra/Inter -Theater Delivery Service (IDS) Policy and Procedures; USPS Publication 52, Hazardous, Restricted, and Perishable Mail; USPS IMM when conducting open parcel inspection to determined the mailability of articles. CCR 25-103

6.2. The contractor shall ensure parcel inspectors thoroughly inspect each parcel and verify contents against items listed on customs form.

6.3. The contractor shall ensure parcel inspectors remove prohibited articles, notify the mailer why the article is not authorized for mailing, and return the article to the patron.

6.4. The contractor shall ensure parcel inspectors seal the parcel in view of the postal patron.

6.5. The contractor shall ensure parcel inspectors endorse parcel to show proof parcel was inspected. CCR 25-103

6.6. The contractor shall ensure copies of customs forms are kept for 30 days from the date of mail. After 30 days for will be destroyed by shredding.

7.0. Postal Claims and Inquiries Section

7.1. The contractor shall ensure the claim and inquiry SOP is on hand and utilized; and a claims log must be maintained.

7.2. The contractor shall ensure claims are initiated according to correct procedures. DMM 609.

7.3. The contractor shall ensure claims for loss of unnumbered insured items are filed only by the mailer. DMM 609.

7.4. The contractor shall check total loss claims against delivery records before initiating a claim to determine proper disposition. DoD 4525.6-M, C10.5.6.3.

7.5. The contractor shall ensure claims clerk is familiar with what constitutes evidence of insurance, value and proof of loss; and procedures for submitting duplicate claims. DMM 609.

7.6. The contractor claims clerk shall ensure that packaging and items are presented for damage or loss of contents. Damaged items with little or no salvage value are retained by the customer. PS Form 1000, Domestic Claim or Registered Mail Inquiry must be completed. DoD 4525.6-M, C10.5.6.8 and DMM 609.

7.7. The contractor shall ensure copy 3 of PS Form 1000 is maintained at the APO. DMM 609.

7.8. The contractor shall ensure money order inquiries are processed on PS Form 6401, Money Order Inquiry. DMM S020

7.9. The contractor shall ensure PS Form 673, Report of Rifled Parcel, is prepared immediately upon discovery of each rifled parcel and a postal offense report is submitted in AMPS.

7.10. The contractor shall ensure that upon discovery of wrappers without contents, the claims clerk processes according to instructions on PS Form 3760, Parcel Search Request. DoD 4525.6-M, C10.5.4.4.

7.11. The contractor will provide customers the USPS phone number (1-800 ASK USPS) to initiate inquiries for non-accountable mail.

7.12. Final approval of mail claims shall come from USPS. Contractor shall not approve claim funds but shall only assist customer in filling out claim fund forms. Contractor should direct mail claim handlers to www.usps.com.

8.0. Operations Section

8.1. The contractor shall ensure mail call hours are clearly posted. DoD 4525.6-M, C10.3.3.10.

8.2. The contractor shall ensure that mail collection boxes are located conveniently for authorized customers to deposit outgoing mail. DoD 4525.6-M, C3.2.10.1.

8.3. The contractor shall ensure mail collection boxes display the USPS Label 55-A, US Mail Emblem, and list collection times on USPS Label 55, Deposit Mail for Collection. Also, ensure lobby and collection boxes USPS Label 55 have notices that display the last collection and dispatch time and state that mail deposited after the last collection time will not be processed or postmarked until the following business day. DoD 4525.6-M, C3.1.3.2.1.

8.4. The contractor shall ensure mail from collection boxes are collected within 20 minutes after the last collection time posted and collection times coincide with dispatch schedules to prevent unnecessary mail delays. DoD 4525.6-M, C3.1.3.1.

8.5. The contractor shall ensure outgoing letters and flats are legibly postmarked to show the date of dispatch. DoD 4525.6-M, C3.1.3.2.

8.6. The contractor shall ensure letter class mail is prepared and processed on the first available means of transportation to the inter-theater gateways with as high a priority as possible.

8.7. The contractor shall ensure that operations section follows rules pertaining to preparation of pouches, sacks, and trays and that the mail is properly prepared for dispatch. DoD 4525.6-M, 3.1.4.3. and USAFCENT Consolidated Air Massing And Labeling Scheme (CAMALS).

8.8. The contractor shall ensure correct slide labels are used for pouches, sacks, and trays. Slide labels shall include the APO ZIP code of the postal activity making the dispatch and shall be stamped with the date of dispatch. DoD 4525.6-M, C3.1.4.

8.9. The contractor shall ensure pouches and outside pieces are properly tagged with the correct flight tag and mail class tag when appropriate. DoD 4525.6-M, C3.1.4.3.

8.10. The contractor shall ensure the APO has the latest copy of the USCENTCOM CAMALS for proper massing and labeling scheme and routing charts for use and posting in the appropriate sections of the post office.

8.11. The contractor shall ensure international mail is properly routed for countries with routing of International Exchange Office (IEO). The contractor shall ensure international mail for countries showing routing of air stop code JFK is properly dispatched to AMC/JFK Kennedy, NY 00300. DoD 4525.6-M, C10.4.11.

8.12. The contractor shall ensure case and rack design are IAW USCENTCOM CAMALS; contractor shall add sorts when they have recurring volumes that generate enough for direct pouches.

8.13. The contractor shall ensure the designated person breaks the seal on the truck and verifies the seal number against the seal number on DD Form 1372, Mail Manifest,. DoD 4525.6-M, C11.4.2.

8.14. The contractor shall ensure mail is protected from loss, theft, tampering, damage and compromise during all phases of processing and transmission. DoD 4525.6-M, C11.4.1.1.

8.15. The contractor shall ensure operations personnel examine pouches and sacks to ensure mail and labels have been removed, and equipment can be used again. DoD 4525.6-M, C3.1.4.5.1.1.

8.16. The contractor shall ensure mail received in damaged condition is properly rewrapped, endorsed, and delivered on the day of receipt. DoD 4525.6-M, C10.5.3.

8.17. The contractor shall ensure misrouted mail is postmarked and endorsed to indicate the date of receipt before it is dispatched to the appropriate destination. The contractor will report high volumes of misrouted mail on DD Form 2273, Irregularities in Makeup and Dispatch of Mail, to the NCOIC Postal Transportation at USAFCENT Det 4, via e-mail with the following information: piece count, date mail was received, and means of delivery. DoD 4525.6-M, C3.1.3.2.4.

8.18. The contractor shall ensure free mail meets size and contents limitations, and is correctly addressed. DoD 4525.6-M, C2.8.

8.19. The contractor shall ensure USPS Poster 84, Suspicious Mail is posted in the work area and personnel are knowledgeable on what actions they must take for a suspicious mailing. DoD 4525.6-M, C15.11.2.

8.20. The contractor shall ensure contractor operations clerks examine DD Form 285 to verify whether UMC is authorized to pick up unit mail, and provides escort and assistance to mail clerks. DoD 4525.6-M, C5.4.1.

8.21. The government representative will coordinate with contract and military organizations to ensure that trucks and aircraft are available, scheduled and providing delivery and pick up service on a daily basis and inform the contractor to ensure mail is prepared for manifest two hours before transportation assets arrival to the air stop/MPO.

9.0. Accountable Mail

9.1. The contractor shall operate and manage the accountable mail section.

9.2. The contractor shall ensure the accountable mail SOP is on hand and utilized and ensure at all times that adequate personnel at each APO are qualified to operate the accountability mail section (and must possess a SECRET clearance for Registered mail).

9.3. The contractor shall ensure all postal personnel assigned as registry clerks are U.S. citizens and are eligible for a SECRET clearance. DoD 4525.6-M, C9.2.7.

9.4. The contractor shall ensure that the registry section meets construction standards of 5 square feet per 1,000 people. DoD 4525.6-M, C13.5.2.3.2.

9.5. The contractor shall ensure that there is a GSA three-position changeable combination padlock securing the Registry cage/section. The contractor shall ensure a seal is used after business hours. DoD 4525.6-M, C9.3.2 and C9.3.2.5.1.

9.6. The contractor shall ensure access to the Registry work area is limited to the Registry clerks on-duty, witnesses, the section supervisors, and personnel authorized to inspect and audit DoD postal facilities. DoD 4525.6-M, C9.3.3.

9.7. The contractor shall ensure a PS Form 1625, Record of Entry-Registry Section, is utilized as an entry control log.

9.8. The contractor shall ensure Registered mail is under constant surveillance or secured properly at all times. DoD 4525.6-M, C9.2.1.

9.9. The contractor shall ensure the Registry clerk and witness verify the Registry numbers on mail manifest against pieces received from AMC. DoD 4525.6-M, C9.4.1.2. and C9.6.1.

9.10. The contractor shall ensure a PS Form 3826, Registry Irregularity Report, is completed for irregularities when detected in the preparation or acceptance of a Registered mail articles. DoD 4525.6-M, C9.6.3.11.

9.11. The contractor shall ensure Registry records and approved USPS or DD forms are completed and maintained to ensure a continuous chain of receipt through delivery.

9.12. The contractor shall ensure a balance and inventory is conducted at the close of each business day or shift change, and a DD Form 2261, Registered Mail - Balance and Inventory, is properly completed.

9.13. The contractor shall ensure Registered mail that is retained overnight is listed on the reverse side of DD Form 2261.

9.14. The contractor shall ensure a separate PS Form 3854, Mail Manifest, is used. Incoming and Outgoing (inside and outside) Truck Bill, is used for inside bills. The original copy of the inside bill is placed in the Registered pouch.

9.15. The contractor shall ensure registered pouches and sacks are sealed with PS Item 0-817C or 0-817A, Tin Ban Seal. The seal number of the pouch is entered on the outside bill using the letter “S”. DoD 4525.6-M, C9.7.5.4. and USPS Pub 247 Equipment Catalog.

9.16. The contractor shall ensure Registered mail is dispatched only on AMC flights. DoD 4525.6-M, C9.8.1.1.

9.17. The contractor shall ensure proper procedures are followed when Registered mail is discovered in ordinary mail. DoD 4525.6-M, C9.5.2.6.

9.18. The contractor shall ensure Registered mail is postmarked with the All Purpose Date Stamp (APDS) at the time of acceptance into the MPS, or when received from another APO. DoD 4525.6-M, C9.3.5.4 and C9.6.2

9.19. The contractor shall ensure the Registry clerk examines DD Form 285 to verify whether unit mail clerk is authorized to pick up Registered mail. DoD 4525.6-M, C3.2.5.7.

9.20. The contractor shall ensure PS Forms 3849, Delivery Notification/Reminder/Receipt, for Registered, Insured, and Certified mail are filed separately in numerical order by the last two digits of the number identifying the article. DoD 4525.6-M, C9.3.5.11.1.

9.21. The contractor shall ensure PS Form 3883, Firm Delivery Receipt for Accountable and Bulk Delivery Mail, is used to deliver registered, numbered insured over $200 in value, and certified mail. DoD 4525.6-M, C9.2.

9.22. The contractor shall ensure a Chain of Custody will be established using PS Form 3883-A and PS Form 3849 on all Accountable Mail from the destination APO to the Mail Recipient.

9.23. The contractor shall ensure that damaged Registered items are opened in the presence of the delivery clerk. DoD 4525.6-M, C10.5.6.9

10.0. Directory Service Section

10.1. The contractor shall ensure a directory SOP is on hand and utilized. The contractor shall use the Automated Postal Locator System (APLS) for directory service as necessary.

10.2. The contractor shall ensure that adequate personnel have a SECRET clearance if allowed access to SIPR networks.

10.3. The contractor shall ensure PS Form 3575, Change of Address Order, are in order for all personnel - present and departed. DoD 4525.6-M, C3.4.2.

10.4. The contractor shall ensure directory service is provided for all personnel for 6 months after departure from the APO service area. DoD 4525.6-M, C3

10.5. The contractor shall ensure Priority and First Class mail that requires directory service is properly endorsed, date stamped and processed within 24 hours of receipt. DoD 4525.6-M, C3.4.5.2 and C3.4.5.2.9.

10.6. The contractor shall ensure mail that UMCs return to directory section is inspected to ensure proper and legible endorsements are used. DoD 4525.6-M, C3.T1-T6

10.7. The contractor shall ensure “Undeliverable as addressed” mail is properly processed. DoD 4525.6-M, C3.4.6.

10.8. The contractor shall ensure PS Form 3579, Undeliverable Standard (A) and (B) and Special Standard Mail (B), forms for undeliverable periodical mail are sent to publishers after patron’s departure from APO. DoD 4525.6-M, C3.4.6.2.2.

10.9. The contractor shall ensure the APO inputs in AMPS PS Forms 3579 to prevent sending duplicate notifications to publishers. DoD 4525.6-M, C3.4.6.2.2.

10.10. The contractor shall ensure undeliverable Intra-theatre Delivery Service (IDS) mail is sent to the IDS Mail Recovery Center, JMMT-Kuwait. DoD 4525.6-M, C3.4.6.7.1.

11.0. Postal Supply

11.1. The contractor shall ensure a postal supply SOP is on hand and utilized.

11.2. The contractor shall appoint a postal supply clerk and one alternate per location. DoD 4525.6-C

11.3. The contractor shall ensure the supply clerk maintains between a three to five month supply of postal items. DoD 4525.6-C, C1.1.10.

11.4. The contractor shall ensure minimum required inventories are completed every six months and a PS Form 1586, Supply Record, is maintained for each postal supply item. DoD 4525.6-C, 1.1.8.

11.5. The contractor shall ensure the supply clerk utilizes FEDSTRIP and AMPS for ordering postal items. The contractor is responsible for applying and obtaining approval for access of AMPS through USAFCENT Det 4 within 72 hours of contract award.

11.6. The contractor shall ensure the supply area is adequate and organized. DoD 4525.6-C, C1.1.11.2.

11.7. The contractor shall ensure requisitions are numbered consecutively and filed at the APO. DoD 4525.6-C, Ch. 1

12.0. Security

12.1. The contractor shall ensure security of all mail and equipment staged inside/outside the APO. The contractor shall ensure mail is protected from loss, theft, and rifling. DoD 4525.6-M, C1.1.5.11.

12.2. The Contractor shall ensure the Registered mail is stored in a wire cage and locked with a GSA approved, 3 position and dial type combination lock. During business hours, secure the Registry Section when not in direct control of the registry clerk(s). After business and during non-duty hours, store official Registered mail in an authorized secure container within the Registry Section, if possible. Secure oversize pieces in the registry cage. DoD 4525.6-M, C9.3.

12.3. Contractor shall ensure security practices are in place IAW DoD 4525.6-M, C10.5., which states that postal facilities shall be locked at all times during non-duty hours or when not in use. The contractor shall ensure security measures for points of entry and exit are in place, 24 hours a day; seven days a week. The contractor will appoint an employee as key custodian of the post office keys and will establish a key control program. The Site Lead shall keep a master key log created to record the total number of keys available and issued for the entire postal facility. Keys shall be issued using a PS Form 1628, Individual Key Record. The keys shall be strictly controlled at all times and key issue shall be kept to a minimum. DoD 4525.6-M, C10.5.

12.4. The contractor shall employ heightened security measures as required by the COR within 24 hours of notification of changes to the Force Protection Conditions (FPCON).

Changes to equipment and tools required in the FPCON shall be addressed through the COR. Due to military requirements, the contractor shall be prepared to relocate the work site should guidance be received from Commander.

12.5. The contractor shall require UMCs to present valid DD Form 285 card before receiving mail from the APO. Access to APO is restricted, and UMCs and visitors are escorted when entering the APO. Contractor shall ensure UMCs pick up mail only at the designated time in a lockable, closed vehicle. DoD 4525.6-M, C3.2.5.7.

13.0. Maintenance

13.1. The government shall be responsible for repair and replacement of facility maintenance, postal machinery, and vehicular equipment maintenance for all government provided facilities, equipment, and contractor acquired property.

13.2. In the event that equipment becomes inoperable and requires repair, the contractor shall notify the COR and the government shall repair or replace the inoperable Government Funded Equipment (GFE).

13.3. The government shall provide the contractor the necessary fuel to operate the vehicles.

14.0. Government Furnished Equipment

14.1. The government will provide office space, furniture, telephone service,office supplies, containers for classified information, and equipments for Contractor personnel to perform required work in the Military Post Office (MPO).

14.2. The government will make available, at the MPO, any computer hardware and/or software required to fulfill the assigned requirements of this PWS and any associated work plan/schedule. Computer terminals and access to computer resources provided will be sufficient to enable the contractor to perform assigned tasks and meet all schedules. Government provided systems will include:

14.2.1. Automated Postal Locator System (if no automated locator system is available, contractor shall maintain manual directory cards, AF Form IMT 624, Base/Unit Locator and PSC Directory (PA).

14.2.2. Integrated Retail Terminal.

14.3. DoD Identification

Card. The areas of responsibility have restricted base access. All personnel entering must have specific permission of the installation commander for entry. This permission is granted when the Contractor and employees are issued a Contractor Identification card. The contractor shall do all required paperwork for ID issuance. After approval is received, the contractor’s personnel shall proceed to Pass and Registration for issuance of their civilian employee identification card and Common Access Card (CAC).

14.4. Annual Information Awareness training. The contractor shall be compliant with local computer access requirements, policies and training.

14.5. The Government will provide vehicles required to transport mail while fulfilling the requirements of this PWS.

14.6. An initial inventory of government equipment will be done at turnover to contractor. The contractor shall sign for acceptance of government property at conclusion of inventory. The inventory team will consist of the current Site Lead, turning over equipment; the contractor, signing the acceptance of equipment; and a government representative. Thereafter, the contractor, in conjunction with the COR shall accomplish a monthly inventory.

14.7. The Government will provide electricity, heat, and air conditioning to the Military Post Office (MPO). The contractor shall exercise responsible use of all utilities.

14.8. When available, as determined by the local base commander, the Government will provide Army and Air Force Exchange Service, Commissary, check cashing and MPO privileges to deployed contractor personnel.

14.9. Any services not available from the Government and detailed in the PWS shall be the responsibility of the contractor.

14.10. Billeting and meals will not normally be provided by the Government. The Government will only provide lodging and meals to the contractor in cases where it is more convenient, advantageous to the Government or otherwise unavailable. The contractor shall pay all appropriate charges where the Government has instituted such procedures.

15.0. General Information

15.1. The contractor shall be required, as a part of this PWS, to carry a cell phone or pager. The contractor shall assume the responsibility, when required to be on call, to remain in the area of coverage. The contractor shall provide a cell phone/pager to the lead Postal Specialist. Cell phones must be approved by Force Protection (FP) and cannot have any internet, Global Positioning System (GPS), or photo taking capabilities. FP will issue a cell phone authorization card.

15.2. The contractor is responsible to provide standard items (work gloves, safety shoes and safety glasses), if required. Personal Protective Equipment will be provided during deployment training based on deployed location requirements.

15.3. Unless and until exempted by international agreement, the contractor shall be responsible for obtaining all necessary entrance documents (e.g. visas) and work permits for its employees, as well as complying with all host nation legal requirements governing foreign corporations, such as registration, frequency management, and broadcast system certification.

15.4. Visitor Group Security Agreement (VGSA). The contractor shall enter into a long term visitor group security agreement if contract performance is on base for 90 days or more. 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:

15.4.1. 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 Air Force Instruction 31-601, Industrial Security Program Management.

15.4.2. 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 pilferable property.

15.5. On base, the long term visitor group security agreement may take the place of a Standard Practice Procedure (SPP).

15.6. The contractor must possess or obtain a facility security clearance at the classification level of SECRET prior to performing contract work. If the contractor does not possess a facility clearance, the government (Contracting Office) will request one. The Government assumes costs and conducts security investigations for Top Secret, Secret, and Confidential facility security clearances. The contractor shall request security clearances (submit Clearance Paperwork to the Defense Security Service) for personnel requiring access to classified information within 15 days after receiving a facility clearance or, if the contractor is already cleared, within 15 days after contract award. Due to costs involved with security investigations, requests for contractor security clearances shall be kept to the absolute minimum necessary to perform contract requirements.

15.7. The contractor shall notify USAFCENT A7, Shaw AFB SC 29152, two weeks before deployment on this contract. The notification shall include:

15.7.1. Name, address, and telephone number of company representatives.

15.7.2. The contract number and contracting agency.

15.7.3. The highest level of classified information which contractor employees require access.

15.7.4. The location(s) of contract performance.

15.7.5 The date contract performance begins.

15.8. The contractor shall maintain a current listing of employees. The list shall include the employee's name, social security number and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the COR and forward operating location. An updated listing shall be provided when an employee's status or information changes.

15.9. The contractor shall appoint a security manager for the on base Visitor Group. The security manager may be a full time position or an additional duty position. The security manager shall provide employees with training required by DOD 5200.1-R, and AFI 31-401. The contractor will also provide initial and follow-on training to contract personnel who work in Air Force controlled/restricted areas. Air Force restricted areas and controlled areas are explained in AFI 31-101, The Air Force Installation Security Program.

15.10. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles. The contractor shall assume responsibility for coordinating with the Government for access to U.S. facilities. Identification cards and badges will be returned to the government upon termination of employment and/or prior to departure from host country.

15.11. The government shall provide appropriate base passes and other clearances for access to required U.S. facilities controlled by contractor and subcontractor personnel. Contractor shall provide all information required to obtain passes, etc.

15.12. Each contractor employee working on DoD bases (including subcontractors) shall hold a current pass to gain access without American intervention or assistance. Contractor personnel shall be required to carry and/or display at all times, identification cards issued by the Government and/or Host Nation Government according to applicable instructions.

15.13. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc. These items will be returned to the U.S. and/or Host Nation Government as required prior to departure from the host country.

15.14. The contractor and its employees shall comply with base traffic regulations.

15.15. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while deployed.

15.16. The contractor shall comply with DoD 5400.07, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

15.17. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the of DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

15.18. 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 and equipment shall be secured.

15.19. The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agencies Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a favorably completed National Agency Check (NAC) investigation before receiving a Restricted Area Badge. Interim access can be granted IAW AFI 31-501.

15.20. Contractor employees shall have a completed National Agency Check (NAC), investigation before being granted access to U.S. Government computers and local area networks.

15.21. The contractor shall establish and implement methods of making sure all keys 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.

15.22. The contractor shall immediately report to the COR any occurrences of lost or duplicated keys.

15.23. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

15.24. 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.

15.25. 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 government Program Manager. 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.

15.26. The contractor shall treat all site alarms as actual threats until verified by on-site personnel. The contractor shall ensure their installation, operation, and maintenance procedures comply with Government security regulations.

15.27. The contractor shall follow existing security procedures and instructions applicable to the forwarding operating location.

15.28. The government will not be liable for delays caused by inaccessibility due to contractor non-compliance with security requirements through the Host Nation Security and no associated contract extension shall be granted.

15.29. The contractor shall follow established procedures for security of the mail and access to the APO controlled area. Each contractor employee working on DoD bases, (including subcontractors) shall hold a current pass necessary to gain access without American intervention or assistance.

15.30. The contractor shall comply with all base access, security, vehicle control, safety, environmental protection, and other policies while on installations or areas under USAFCENT control. Compliance with Force Protection policies shall be IAW the guidelines established by the local military authority.

15.31. The government will issue a DD Form 254, DoD Contract Security Classification Specification, to support this contract. For subcontracting, the prime contractor shall complete another DD Form 254 for each sub-contractor operation requiring access to classified information. The prime contractor is responsible for preparing the DD Form 254 and must provide a copy to 20 SFS/SFAC for review to ensure it correctly reflects instructions furnished by the Procurement Contracting Officer (PCO). The PCO must ensure that any questions of adequacy on the DD Form 254 are resolved to the mutual satisfaction of the prime contractor, subcontractor, and the Contracting Officer, or are referred for resolution to the program manager. The prime contractor signs item 16 of the DD Form 254 for subcontracts and makes required distribution.

15.32. The contractor shall follow procedures for key and lock control as directed, have a physical security plan, and any facilities housing unclassified sensitive and non-sensitive property shall be protected.

16.0. Reporting.

16.1. The contractor shall maintain and manage Government furnished tools, equipment, and technical documents.

16.2. All contractor furnished property and equipment shall be clearly marked.

16.3. The contractor shall, in conjunction with a government representative, create an inventory of all equipment. The inventory shall be submitted to USAFCENT A6/SCM under the following delivery schedule; initial – within 30 days of location start up, every January 1, April 1, July 1, and October 1.

16.4. All inventories submitted after the initial shall include a summary of changes to the previous inventory.

17.0. Special Qualifications

17.1. Contractor employees must possess the qualifications of a…