Mail_Haulage_Draft_PWS.pdf

PERFORMANCE WORK STATEMENT

UK MAIL HAULAGE

1. DESCRIPTION OF SERVICES. The U.K. Mail Haulage operation is dedicated to providing transportation of military mail, postal equipment and supplies originating and destined to and from military personnel assigned within the U.K. The contractor shall perform loading, transportation and unloading of mail cargo, in accordance with this Performance-based Work Statement (PWS). The Contractor will provide a professional and timely delivery of mail to the highest commercial standards

2. SPECIFIC REQUIREMENTS.

2.1. Services shall be performed at the following locations:

2.1.1. London Heathrow International Airport, Terminal 4, Cargo Center, hereafter referred to as the Mail Control Activity (MCA). The telephone number for U.S. government personnel at the MCA is 07899 345850.

2.1.2. RAF Alconbury, Bldg. 560, Huntingdon, PE28 4DA, hereafter referred to as the Aerial Mail Terminal (AMT). The telephone number for U.S. government personnel at the AMT is 01480 843205, 01480 823194 or 01480 843196.

2.1.3. The contractor shall transport mail directly between the MCA and the AMT using a contractor-supplied enclosed vehicle(s) capable of meeting the workload estimates stated in Paragraph 4.

2.2. Basic Transportation Services.

2.2.1. The contractor shall arrive at the MCA where they will collect mail from airlines as specified by U.S. government personnel. The contractor shall then deliver the mail directly to the AMT for unloading and reloading. The contractor shall then travel directly back to the MCA for unloading.

2.2.2. The contractor is responsible for all loading and unloading of mail at the MCA. U.S. government personnel are responsible for all loading and unloading of mail at the AMT.

2.2.3. Upon completion of loading, U.S. government personnel shall affix a lock and a seal to the vehicle’s cargo door and prepare a DD Form 1372, Mail Manifest. This form shall identify the quantity of mail and the seal number used for the shipment. The driver shall verify the seal number with the completed manifest and sign the form, signifying acceptance of “Sealed Container”. At the delivery location, U.S. government personnel will inspect the seal to ensure it has not been tampered with in transit and that the seal number matches the seal number listed on DD Form 1372. U.S. government personnel will break the seal and inspect the mail. If the seal is broken in transit (by other than authorized U.S. government personnel), the contractor shall immediately notify U.S. government personnel at the destination (see paragraph 1.1 for phone numbers). The driver will be given instructions that will include him being required to remain with the vehicle until the completion of a physical count of the mail is documented and security measures are taken to ensure the mail is safe.

2.2.4. If a vehicle breakdown occurs while transporting mail, the contractor shall immediately notify U.S. government personnel at the destination. The contractor shall have a replacement vehicle on site within 2 hours. The contractor shall wait for U.S. government personnel to arrive at the vehicle breakdown location when mail must be transferred from one vehicle to another. U.S. government personnel will break the door seal, monitor the mail transfer, and reseal the door. U.S. government personnel are the only personnel authorized to break the door seal. The contractor is responsible for all labor required in transferring the mail.

2.2.5. The contractor shall protect the mail from inclement weather, such as rain or snow, during transit.

The contractor shall ensure mail is not damaged in transit.

2.2.6. In the event a new truck or driver is required, the change-over shall take place at the AMT or

MCA.

2.2.7. Upon U.S. government request, the contractor shall supply an additional driver and vehicle which meets the requirements identified in paragraph 2.1.3. of this PWS, to move excess mail between the MCA and the AMT. The additional driver and vehicle shall arrive at the MCA within 3 hours of the request unless a later time is requested by U.S. government personnel.

2.3. Hours of Operation. The contractor shall perform services Monday through Sunday unless indicated in this PWS. All times are local.

2.3.1. The contractor shall arrive at the MCA between 0700 – 0730 to collect the mail. Upon release by U.S. government personnel No Later Than (NLT) 1100, the contractor shall travel directly to the AMT arriving NLT 1300 where the vehicle will be offloaded and reloaded with mail. The vehicle (or trailer if detachable) shall remain at the AMT until released by U.S. government personnel NLT 1800. Upon release, the contractor shall travel directly to the MCA arriving NLT 2000.

2.3.2. No services are required during the following days:

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

3. CONTRACT PERSONNEL

3.1. Project Manager. The contractor shall provide in writing the name and contact information of the full-time primary Project Manager NLT 10 calendar days before the start of performance. In addition, the contractor shall provide the name and contact information of the person who shall perform as the alternate for the contractor when the Project Manager is absent NLT 3 calendar days prior to their absence and sent to the Contracting Officer Representative (COR). The Project Manager or alternate is responsible for the performance of work and shall have full authority to act on behalf of the Contractor on all contract matters related to daily operations of this contract. The Project Manager or alternate shall be contactable by phone at all times. The Contractor shall have a Project Manager or alternative at all times. The Project Manager and alternate shall be able to fluently read, write, speak and understand English.

3.2. Contract Employees. The contractor shall provide an adequate number of licensed drivers, vehicles, and mail handling personnel to accomplish all requirements of this PWS. All drivers are required to speak and understand fluent English. The Government reserves the right to restrict employment under this contract of any contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the operating locations and their population. Contract personnel shall be easily recognized as contract employees.

4. CONTRACTOR FURNISHED PROPERTY AND SERVICES. The contractor shall provide all management, tools, equipment, transportation, fuel, oil, and lubricants, and labor necessary to perform loading, transportation and unloading of mail, in accordance with this PWS.

4.1. Vehicles used in the transportation of mail shall be clean, conform to standards required by the laws and regulations pertaining to those vehicles, and equipped to protect against damage of the mail.

All vehicles used under this contract shall be hard-sided. Vehicles shall be subject to the inspection at all times by the COR.

5. CONTRACTOR QUALITY CONTROL. The contractor shall establish and maintain a quality control and inspection system that ensures operations are performed IAW this contract, PWS, applicable laws and regulations and best commercial practices to cover all services listed in the Services Summary and this PWS. Quality control procedures shall present all aspects to include those listed in the Services Summary.

6. CONTRACTOR SECURITY REQUIREMENTS. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the installation, shall abide by all security regulations of the installation.

6.1. Prior to the start of performance, the contractor shall furnish a list (5 copies) of all vehicles and personnel involved in the contract work to the COR to ensure access to the respective installations. The following information must be furnished on the list:

6.1.1. Vehicles. Make, model, year of manufacture, capacity, type, license number, and insurance policy number.

6.1.2. Personnel. First and last name, date of birth, place of birth, passport or identification card number, place of residence and any such other information, as required, to satisfy individual government security regulations governing access to a particular location.

6.2. Passes shall be obtained from the COR. Installation passes shall be returned immediately to the COR when:

6.2.1. The pass expires.

6.2.2. The contractor no longer employs the pass holder.

6.2.3. The contract is completed.

6.2.4. Upon direction of the Contracting Officer (CO).

6.3. Contract vehicles and personnel are subject to search, at the discretion of the installation commander, when entering or leaving the installation.

7. PERFORMANCE OF SERVICES DURING CONTINGENCIES. All contractor services identified in this PWS are essential for performance during crisis declared by the National Command Authority or Overseas Combatant Commander affecting the European theater of operation. The Government will notify the contractor in writing when such a crisis is declared. The contractor shall provide a contingency plan IAW DFARS Clause 252.237-7024 to the Contracting Officer with the proposal.

8. CONTRACTOR MANPOWER REPORTING.

8.1. The contractor shall report ALL contractor labor hours, including subcontractor labor hours, required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at https://www.ecmra.mil.

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

8.3. Reporting Period. Contractors are required to input data by 31 October of each year.

8.4. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

8.5. User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link.

However, user manuals for government personnel and contractors are available at the Army CMRA link at https://www.ecmra.mil.

9. SERVICES SUMMARY (SS)

SS Performance Objective PWS Para Performance Threshold

1 MCA and AMT Arrival Times Para. 2.3 Met required arrival times 95% of the time.

Remaining 5% no later than 30 minutes after the required time.

2 Mail Security Para. 2.2.4 Affixed lock and seal shall be unbroken 100% of the time upon arrival at the destination.

3 Vehicle Reliability Para. 2.2.5 No more than one vehicle breakdown every 3 months. This only applies to a vehicle containing mail.

10. GOVERNMENT FURNISHED PROPERTY AND SERVICES

None

11. WORK LOAD ESTIMATES

Month

Piece Count MCA tot AMT

Piece Count AMT to MCA

January 13,562 4,395 February 13,967 3,912 March 14,503 4,577 April 13,033 3,921 May 14,410 4,180 June 13,401 4,697 July 13,581 4,701 August 14,644 3,730 September 14,214 4,470 October 16,117 4,115 November 16,323 5,279 December 21,765 6,262

12. APPENDICES

APPENDIX A: ACRONYMS/TERMS

AMT – Aerial Mail Terminal CO – Contracting Officer COR – Contracting Officer Representative MCA – Mail Control Activity NLT – No Later Than PWS – Performance Work Statement

8. CONTRACTOR MANPOWER REPORTING.