PWS Moron AB Postal 30 June 2022.pdf

PERFORMANCE WORK STATEMENT

FOR

Postal Services

MORÓN AIR BASE, SPAIN

30 June 2022

Chapter Title 1 Description of Services/General Information 2 Postal Services & Communications Support 3 Government Furnished Property and Services Chapter

Chapter 1

Description of Services/General Information

1.0. DESCRIPTION OF SERVICES: The Performance Work Statement (PWS) focuses on performance outcomes. The requirements consist of day–to–day base operation and services for the post office at Morón Air Base, Spain. The contractor shall support military exercises and provide contingency support as defined within the PWS and as directed by the Contracting Officer. The contractor shall provide all personnel, supervision, equipment, tools, materials, transportation, and other items and services necessary to perform the PWS requirements with the exception of the Government Furnished Property & Services. The contractor shall also perform necessary phase-in services (to include a joint property inventory with the outgoing contractor IAW FAR 45) during the contract phase-in period, as well as perform necessary activities to phase-out upon award of a successor contract IAW FAR 52.237-3.

1.1. GENERAL PERSONNEL QUALIFICATIONS: The contractor shall employ 3 postal personnel who are qualified for their particular position. The requirement is 1 postal supervisor, 2 postal clerks. The contractor shall not hire an employee identified by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. All employees filling positions identified as American National (AN) shall have a U.S. SECRET Security Clearance or Interim U.S. SECRET Security Clearance prior to the beginning of the basic period of performance or within 90 days from start of employment thereafter. The contractor shall be responsible for obtaining any necessary licenses, clearances, permits, etc. to comply with applicable U.S., Base, and Host Nation (HN) laws, codes, and regulations. The contractor shall maintain records of training and ensure availability for Government review. The Government shall retain the right to review the qualifications of all personnel filling positions with specific qualification requirements.

1.1.1. The contractor shall ensure employees maintain proper personal hygiene and a neat, professional appearance while in the performance of their duties. Contractor employees shall be easily recognizable by distinctive clothing or appropriate badges. Clothing and badges must bear the name of the company. For managers and supervisors, badges must include name and job title.

1.1.2. Personnel Language Proficiency. Contractor personnel shall be proficient in reading, writing, understanding and speaking English as well as being able to converse in Spanish at a level necessary to perform the duties and tasks of their position. The Contracting Officer may request demonstrations of ability to meet language proficiency requirements by any reasonable method.

1.2. ORGANIZATIONAL CONFLICT OF INTEREST (OCI): The contractor (to include any subsidiary, affiliate, or successor entity) shall not compete (as a prime contractor, subcontractor, main supplier or consultant) during the period of this contract (to include extensions and one year thereafter) for any contract award for construction, supplies or services principally applying to any or all of the contract work sites under this contract for which the contractor initially served as the design agent or requirements developer. The Contracting Officer must provide prior written consent for any exceptions. This prohibition does not extend to a competitive follow–on to this contract.

1.3. RECORDS MANAGEMENT: The contractor shall conduct a comprehensive records management program to include creating, maintaining, and disposing of Government required records that are specifically cited in the PWS or required by the provisions of mandatory directives. If requested by the Government, the contractor shall provide the original record, or a reproducible copy of any such record, within 5 working days of receipt of the request.

1.3.1. The contractor shall retain and keep current all official files, manuals, charts, drawings, technical orders, and electronic documents required for the performance of this contract in accordance with AFMAN 37–123, AFI 33–322 and DoD 5015.02– STD. Furthermore, the contractor shall transfer all official documentation and files created, managed, and received to the follow–on contractor or Government personnel during the contract phase-in period. The contractor shall dispose of operational records and data as directed by the Contracting Officer if disposal guidance is not provided within other directives.

1.3.2. The contractor shall keep Posters, publications, and DoD policy (PPP) libraries up-to-date. After receiving an updated to the PPP, the contractor shall update the library within one business day.

1.3.3. The contractor shall refer requests for information to the Contracting Officer.

1.4. LOGISTICS SUPPORT: Many services and facilities are available at the installations serviced by the contractor. The use of these services and facilities by authorized contractor personnel shall be in accordance with the Status of Forces Agreement (SOFA). The lack of availability of any facility or service shall not serve as the basis for claims by the contractor against the Government for increased cost of contract performance. Facilities and services may include the following:

1.4.1. Commissary

1.4.2. NEX facilities

1.4.3. Customs exemptions and duty–free importation of household goods in accordance with HN country custom clearance regulations covering personal property of US contractor personnel.

1.4.4. Local government transportation for official government business (non–tactical vehicle).

1.4.5. Community recreational facilities.

1.4.6. Military banking services, accounting and finance services, and/or credit union.

1.4.7. Military Postal Service. IAW DoD 4525.6–M, DoD Postal Manual, USAFE- AFAFRICA AIRPS GM 2020-36-01, Interim Guidance for Air Force Postal Manual, personal mail services are available for U.S. citizen contractor employees and sponsored dependents. Contract related mail is authorized as official mail. Official guidance will be posted on the USAFE-AFAFRICA SharePoint page which they will require access to. https://intelshare.intelink.gov/sites/USAFE-AFAFRICA- A1/AIRPS/po/_layouts/15/start.aspx#/

1.4.8. Officer and non–commissioned officer clubs.

1.4.9. Privately owned vehicle (POV) license.

1.4.10. POV registration.

1.4.11. Purchase of petroleum and oil (POL) products.

1.4.12. Messing facilities at remote sites (only on a reimbursable basis).

1.4.13. Continuing education services.

1.4.14. Chapel services.

1.4.15.Dependent schools (On a space-available, tuition–paying basis). NOTE:

Dependent schools are not authorized on a space-required basis for contractor personnel.

1.4.16. Immunizations and physical examinations (only on a space available basis).

1.4.17. Law enforcement (limited to accident investigation and on-scene interpreters).

1.5. MEDICAL SUPPORT

1.5.1. Emergency medical and dental services on a reimbursable basis.

1.5.2. Emergency transportation incidental to medical and dental treatment on a reimbursable basis.

1.6. CONSERVATION OF UTILITIES: Contractor personnel shall conserve utilities and comply with established energy reduction policy. Contractor personnel shall reduce waste and recycle IAW mandated installation policy.

https://intelshare.intelink.gov/sites/USAFE-AFAFRICA-A1/AIRPS/po/_layouts/15/start.aspx#/ https://intelshare.intelink.gov/sites/USAFE-AFAFRICA-A1/AIRPS/po/_layouts/15/start.aspx#/

1.7. TRAVEL: The contractor shall conduct travel in support of mission requirements as defined in the PWS or as directed by the Contracting Officer.

1.8. CONTINGENCY/EXERCISE SUPPORT: The contractor shall support military exercises as required.

1.8.1. The contractor shall segregate contingency/exercise costs and submit separate invoices for reimbursement. The contractor shall detail contingency/exercise funds expended in the Cost Element Breakout (CEB).

1.9. HOURS OF OPERATION: Normal post office operating hours are 1000-1800 Monday through Friday unless those days fall on a Federal Holiday. The pick-up and delivery hours to the Sevilla Airport for incoming and outgoing mail might fall outside of these hours but need to be factored into coverage of the post office. The work hours for local national employees should comply with applicable labor laws and/or labor agreements. Operating hours do not include transportation time to and from work. Post Offices are normally closed on USAFE family days and U.S. Federal Holidays. The contractor is responsible for providing services on Host Nation Holidays where non-performance may cause mission failure. Holidays are scheduled events and services performed on holidays are not above and beyond requirements.

1.10.1 Contracting Officer may request an extended opening hours of the Military Post Office during the Christmas Holiday.

1.10. GOVERNMENT-FURNISHED PROPERTY. The Government will provide the contractor the property as listed in Appendix K.

1.10.1. Inventory: The successful offeror and the incumbent contractor shall begin a joint inventory of GFP during the phase-in period of this contract and complete no later than completion of the phase-in period of this contract. The contractor shall conduct an annual inventory within ten (10) calendar days of the start of any option periods, and a final inventory not later than ten (10) calendar days before completion of the contract period (including any option periods). The contractor shall sign a receipt for all equipment provided by the Government. The contractor and the Government representative jointly determine the working order and condition of all equipment and document their findings on the inventory. The Government will replace missing items and repair all items not in working order, or the ACO will direct the contractor to replace the missing items(s), or accomplish the repair and the contractor shall be reimbursed thereafter. The Government representative will give disposition instructions for items beyond repair. The contractor and the Government representative certify their agreement as to the working order of the equipment. If the contractor does not participate in the inventory, the contractor must accept as accurate the listing and stated condition of equipment provided by the Government.

1.11. GOVERNMENT-FURNISHED MATERIAL. The contractor and a Government representative inventory the initial stock of Government-furnished materials provided to the contractor, within ten (10) calendar days after contract start. The contractor annotates any missing items on the inventory and notifies the ACO. The contractor is responsible for keeping enough materials on hand for performance of the contract according to its terms. At the end of the contract period, including any option periods, the contractor returns all residual inventory to the Government.

1.12. GOVERNMENT-FURNISHED SERVICES:

1.12.1. Government-Furnished Utilities, including: Electricity, gas, water, and sewage, Telephone Services (restricted class). Postal and Installation Distribution.

Security Police and Fire Protection. Limited Emergency Medical Services--during normal operating hours, on a reimbursable basis.

1.13. GOVERNMENT-PROVIDED TRAINING: The contractor ensures appropriate personnel are identified to the Contracting Officer/COR Supervisor for attending Government-provided training as referenced herein or as directed by the Contracting Office. The contractor ensures that Government provided training does not impact the performance required under this contract to the maximum extent possible.

Section 2 Description of Program Management

Chapter 2 - Program Management

2.0. PROGRAM MANAGEMENT (PM): The contractor shall appoint a Program Manager that shall have full authority to act for the contractor on all matters relating to daily operation of this contract. The PM shall not participate in strikes or labor unrest activities that result in absence from work.

2.1. KEY PERSONNEL: Key personnel shall be available to meet with Government representatives during normal work hours. For emergencies outside of normal work hours, the contractor and military Postmaster will provide shall provide security forces a list of key personnel and associated phone numbers appointed on the Alarm Access Letter.

2.2. SECURITY: The contractor shall implement a Security Training and Education program IAW installation Security Forces policies. The contractor shall train personnel within 30 calendar days of employment and annually thereafter. The contractor shall prevent unauthorized access to post office facilities and equipment. The contractor shall develop procedures for key and lock combination control. The contractor shall ensure Information Condition (INFOCON) and Force Protection Condition (FPCON) are posted at the entrance to all contractor-operated or contractor- occupied facilities. The contractor shall comply with the Installation Security Plan (ISP) and the Anti– Terrorism/Force Protection (AT/FP) Plan.

2.3. INTERPRETATION/TRANSLATION SUPPORT: The contractor shall provide translation of operating instructions, procedures and all other documents required for efficient performance of this contract. The contractor shall develop procedures to rapidly communicate, translate, and/or interpret information between all organizational levels.

Interpreters/translators shall be present during all exchanges of information requiring interpretation or translation.

2.4. POSTAL SERVICES. Provide personal and official mail postal services to authorized customers. Employ at least 1 U.S. citizen with a SECRET security clearance to handle registered mail containing CONFIDENTIAL or SECRET material in a facility with a security clearance issued by the Defense Security Service. AN or LN can Manage United States Postal Service (USPS) funds and equipment and reimburse USPS for all financial and equipment losses or damages. Provide services in accordance with USPS, DoD, USAFE and Moron AB standards and procedures. Prepare for annual MAJCOM inspection based on DoD M 4525.6, C12.4.3 requirements, and USAFE Form 33-8, Unit Compliance Inspection Checklist

- Postal Operations. The military postmaster will perform inherently governmental functions such as obligating official mail expenditures, conducting audits, and obligating DoD funds for mail movement on air carriers. Resolve service problems identified by the military postmaster and implement new policies or procedures directed by USPS, DoD, HQ USAFE AIRPS

2.5. CUSTODIAN OF POSTAL EFFECTS (COPE). Perform all duties as outlined in USAFE Postal Training Guide 2, Custodian of Postal Effects (COPE). Maintain a USPS provided flexible COPE credit within required tolerance limits. Issue flexible clerk credit accounts on PS Form 17. Maintain control of capital equipment on PS Form 1590 Supplies and Equipment Receipts. Maintain money order accountability, issue blank money order forms, and identify money order shortages. Provide all available USPS services to include the sale of stamps, money orders, and priority shipping boxes. Apply flexible credit tolerance to clerks conducting financial transactions. Audit flexible credit accounts IAW DoD 4525.6-M, and DoD 4525.6- M. Prepare the final PS Form 1412 and verify for accuracy daily on business days only IAW USPS Handbook F-101.

2.6. RETAIL SERVICES. Perform all duties as outlined in USAFE Postal Training Guide 3, Finance Clerk Procedures. Validate patron eligibility for service IAW DoD 4525.6-M and DoD 4525.6-M. Validate customs forms for parcels that require a customs declaration. Ensure parcel security statement portion of customs forms are completed; maintain unit copy on file for required time frame. Accept credit/debit card transactions for postal services. Maintain flexible clerk credit within established tolerance limits and provide all available USPS services to include money orders, and credit/debit card acceptance. Prepare individual clerk and terminal reports each business day and provide to the COPE IAW USPS Handbook F- 101 to include PS Form 1412, Daily Financial Report, money order list, consolidated terminal close out list IAW USPS Handbook F-101.

2.7. RECEIPT AND DISPATCH. Perform all duties as outlined in USAFE Postal Training Guide 5 Ensure only authorized postal employees handle U.S. mail. Ensure only U.S. citizens with a SECRET security clearance transport registered mail. Transport U.S. personal and official mail to/from U.S. mail delivery point Seville Airport, three days a week to the Moron AB post office as scheduled to match the incoming and outgoing flights. Will also need to pick-up/deliver business and international mail to/from the Morón de La Frontera Post Office bi-weekly. Vehicle moving mail shall meet standards outlined in DoD 4525.6-M. Lock mail inside the vehicle and secure with numbered metal tin band seals. Use appropriate forms to accomplish dispatch documentation. Ensure drivers possess DD Form 285, Appointment of Military Postal Clerk, Unit Mail Room Clerk, or Mail Orderly prior to loading and releasing mail.

Ensure seal number is annotated on DD Form 1372 mail manifest and matches the form provided to mail delivery point. Maintain a Post Office Box at the Morón de La Frontera Post Office for incoming and outgoing international mail. Adhere to DoD 4525.6, USAFE Supplement 1, Chapter 16 Postal Anti-Terrorism/Force Protection (AT-FP) procedures. Prior to Dispatch email documentation to groundforce Seville airport.

2.8. POSTAL SERVICE CENTER. Perform all duties as outlined in USAFE Postal Training Guide 5. Process mail for delivery on the day of receipt. Identify and report postal offenses and other mail irregularities IAW USAFE procedures. Control accountable mail IAW DoD 4525.6-M. Ensure proper receipt and delivery of all accountable mail. Use USPS Postal Tracking System (PTS) to scan accountable mail upon receipt at the post office, upon delivery to the customer, and as missent or returned as applicable. Upload PTS data in AMPS daily.

Maintain all accountable mail delivery documentation IAW AFI 33-322, Air Force Records Management Program, and AFM 37-139, Disposition of Air Force Records. Implement a weekly quality control process to identify and resolve old or mispitched mail situations.

2.9. DIRECTORY AND LOCATOR OPERATIONS. Perform all duties as outlined in USAFE Postal Training Guide 6. Maintain AF Form 624 or equivalent automated database to include a record of each customer served. Redirect and forward mail according to USPS standards and procedures.

2.10. CLAIMS. Process USPS customer claims following procedures outlined in USAFE Postal Training Guide 6, Receptacles, Directory, Claims and Inquires.

2.11. USPS SUPPLY AND EQUIPMENT. Order USPS supply and equipment items for daily operations and maintain an accurate inventory IAW USAFE Postal training Guide 9, Postal Supply and Equipment Management procedures.

2.12. REGISTERED MAIL. Employ a US citizen with a SECRET clearance to process and transport registered mail, at a minimum once per week between the Moron AB post office and the Fleet Post Office at Rota Naval Air Station (NAS), according to DoD 4525.6-M. Receipt for and dispatch registered mail through the Fleet Post Office at Rota NAS. Protect mail from loss or compromise.

2.13. FORCE PROTECTION (FP) BINDER. Maintain a FP binder according to the supporting squadron’s FP office. FP Binder will include a Standard Operating Procedure (SOP) providing step-by-step procedures to isolate potentially hazardous material (HAZMAT), shutdown ventilation systems, call emergency response teams, evacuate facilities and submit postal offenses to report events

2.14. CONTRACTOR PERSONNEL: The qualification and experience requirements for specific Postal positions are listed below.

• Postal Supervisor (Mandatory AN). Possess the qualifications of a Postal Specialist (Air

Force Specialty Code 3F5X1) IAW the Air Force Enlisted Classification Directory (AFECD), Part II and DOD 4525.6-M, Postal Manual or equivalent.

• Experience. Two years in the general and financial postal services areas.

• Postal Craftsman (AN/LN). Possess the qualifications of a Postal Specialist (Air Force

Specialty Code 3F5X1) IAW AFECD, Part II and DOD 4525.6-M, Postal Manual or equivalent.

• Postal Craftsman (AN/LN). Possess the qualifications of a Postal Specialist (Air Force

Specialty Code 3F5X1) IAW AFECD, Part II and DOD 4525.6-M, Postal Manual or equivalent.

Section 2 Services Summary

The Services Summary (SS) performance objectives and associated performance thresholds establish a baseline for the Government’s surveillance program. The Government may unilaterally change items in the SS based on the contractor’s demonstrated successful or unsuccessful performance. Unless otherwise stated, all thresholds will be assessed on a monthly basis.

SS Performance Objective PWS Para Performance Threshold 1 Hours of Operation-Post Office Para. 1.9 95% of the time

Operate a pick-up and delivery service of mail to/from Sevilla Airport

Para. 1.9 Or Para. 2.7

100% of the time

Safeguard Post Office Facility, maintain accountability of registered mail, accountable & expendable items.

Para. 2.2 100% of the time

Process mail in accordance with standards, class, and USAFE sprint charts.

Para. 2.4 No more than 2 valid customer complaints and/or discrepancies per month

COPE credit and finance accounts are properly maintained and accounted.

Para. 2.5 100% of the time

6 Retail Services Para. 2.6 No more than 2 valid customer complaints and/or discrepancies per month

7 Mail Security Para. 2.7 Affixed lock and seal shall be unbroken 100% of the time upon arrival at the destination.

Operate a mail delivery and retrieval service to and from Morón De La Frontera post office as required.

Para. 2.7 95% of the time

Maintain customer database and incoming mail posting shall be completed within 24hrs of arrival

Para. 2.8 98% of the time.

SECTION 3

GOVERNMENT FURNISHED PROPERTY AND SERVICES CHAPTER 3

GENERAL REQUIREMENTS & PROGRAM MANAGEMENT

3. The contractor accounts for all Government-Furnished Property (GFP) used by the contractor in accordance with the Government property clause and the general provisions of the contract.

3.1. GOVERNMENT-FURNISHED FACILITIES. The Government provides or makes available to the contractor the facilities described in this section. Prior to any modification of the facilities performed by the contractor, the contractor furnishes the ACO documentation describing, in detail, the facility modification requested. The contractor makes no alterations to the facilities without specific written permission from the ACO. The contractor returns the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted. The contractor uses these facilities for performance of this contract only.

LOCATION

BUILDING

DUTY STATION

SQUARE

FOOTAGE

Morón AB, Spain Bldg 106 Postal Facility 1160

Note: With the exception USPS equipment, the contractor provides all equipment needed to perform postal operations.

SECTION 3 WORKLOAD ESTIMATES

The quantities of output in this appendix to be furnished to the contractor, as stated herein, are estimates. These estimates are provided for the contractor to understand the full scope of workload to be performed during the hours of operation stated in Section I. The tables below list overall functions and the sub-functions or tasks.

Postal Services, Moron AB Estimated Workload Morón AB Process Incoming Mail 3000 Kilos Monthly Process Outcoming Mail 1,000 Kilos Monthly Certified/Insured Mail 10 Pieces Monthly Maintain Flexible Credit COPE and Clerk Account $2,000 Run to Morón de La Frontera

2 Times Monthly (Bi-weekly)

Run to Sevilla Airport (SVQ) 3 times a week

Process Spanish Mail 10 Pieces Monthly Mail Run to/from Rota NS (incl. Registered mail pickup)

As needed.

General Delivery Service 10 Pieces Monthly Opening/Closing Mail Boxes 5 Pieces Monthly Directory Service 150 Pieces Monthly Official Mail Deliveries 15 Pieces Monthly Official Mail Acceptance 10 Pieces Monthly Registered Mail 1 Pieces Monthly Seasonal increase in mail volumes must be expected during, but not limited to Christmas

Workload Estimate for Mail Runs to/from Sevilla Airport

Month

Piece Count SVQ to APO

Piece Count APO to SVQ

January 1272 109 February 1105 111 March 2355 126 April 2690 117 May 1694 48 June 2288 90 July 2247 70 August 2403 98 September 2073 176 October 1857 117 November 1279 74 December 1465 97