DRAFT PWS 17 Sep.pdf

PERFORMANCE WORK STATEMENT

FOR

Lease of Postal Equipment

26 July 2010

Tinker Air Force Base, OK

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

1.1 Basic Services

1.2 Specific Requirements

1.3 Specific Designs

1.4 Mandatory Provision

2. SERVICE SUMMARY

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

APPENDICES

A. DEFINITIONS

B. WORKLOAD ESTIMATES

C. SAFETY SPECIFICATION

SECTION - 1 GENERAL REQUIREMENTS

SECTION - 2 SAFETY ELEMENTS

SECTION - 3 BIBLIOGRAPHY OF PUBLICATIONS/DIRECTIVES

PWS

PERFORMANCE WORK STATEMENT

FOR

Lease of One (1) Postal Meter

1. DESCRIPTION OF SERVICES:

1.1. BASIC SERVICES. The contractor shall provide a lease for automated mailing processing machine and one (1) mail meter to include all preventive and remedial maintenance, software upgrades, initial installation, training on location and by phone on a continuing basis, and incidentals necessary to furnish one (1) automated mail processing machine and one (1) mail meter capable of transmitting mail and private carrier cost to a management system used to track account expenditures in support of official mail dispatched for organizations assigned to Tinker AFB, OK. The Contractor shall provide all labor, parts, materials, equipment, initial expendable supplies, transportation, and supervision necessary to meet the specification set forth in this PWS at Tinker Air Force Base Oklahoma.

1.2. SPECIFIC REQUIREMENTS: The Contractor shall provide one (1) automated mail processing machine capable of automatically feeding mail up to ½ inches in thickness; determining the weight of the mail piece; determining the correct postage; have the capability to process private carrier shipments; transmit electronic mail manifest to appropriate carrier; generate shipping/address labels with appropriate barcode information; and communicate with a management system used to track cost for each account.

1.3. SPECIFIC DESIGN:

1.3.1. The contractor shall provide mail processing machine capable of operation utilizing available 120 volt wiring.

1.3.2. The contractor shall provide mail processing machine capable of processing like weight mail pieces at a minimum speed of 200 pieces per minute.

1.3.3. The contractor shall provide a sizable portion of process mail consist of mixed weight envelopes, the mail process machine shall be capable of processed mixed weight envelopes at a minimum rate of 100 pieces per minute.

1.3.4. To ease operations, the contractor shall ensure the mail processing machine shall have both touch screen and keyboard control panels and have “help” screens to aid in training of new or temporary operators. Equipment for the tech order warehouse shall be provided with scanners for ease in processing tech orders.

1.3.5. The contractor shall ensure mail processing machine shall have programmable function keys (macros) to prevent repetitious key strokes.

1.3.6. The contractor shall ensure mail processing machine Postal Security Device shall meet US Postal Services highest level of security and maintain compliance.

1.3.7. To meet USPS requirements, the contractor shall ensure the mail processing machine shall be Information Based Indicia compliant.

1.3.8. To meet USPS requirements. The contractor shall ensure loading of postal funds into mail meters shall be accomplished through use of modems.

1.3.9. The contractor shall ensure the system shall have the capability of supporting use of Ad Dies and mail class dies such as First Class.

1.3.10. The contractor shall ensure the mail Processing machine shall be equipped with a scale that will allow mail to be weighed as it passes through the machine.

1.3.11. The contractor shall ensure the mail processing machine shall be equipped with a stand and remote 40 pounds scale having differential weighing capability.

1.3.12. The contractor shall ensure the mail processing machine shall be equipped with power stacker and conveyor.

1.3.13. The contractor shall ensure the mail processing machine shall include multi-level password access.

1.3.14. The contractor shall ensure the mail processing machine shall include rate shop capability between USPS First Class, USPS standard mail, UPS Ground, and FedEx Ground and Air to allow mail to be dispatched by the most economical carrier.

1.3.15. The contractor shall ensure the mail processing machine shall be capable of tracking both USPS and private carrier shipments.

1.3.16. The contractor shall ensure the mail processing machine shall be capable of transmitting UPS and USPS Delivery Confirmation information to the appropriate carrier.

1.3.17. The contractor shall ensure each mail processing machine shall be equipped with touch screen monitor.

1.3.18. The contractor shall ensure each mail process machine shall be equipped with a thermal printer for printing USPS delivery confirmations, FEDEX shipping labels, and UPS shipping labels.

1.3.19. The contractor shall ensure each mail processing machine shall allow for searches/report by account, customer number, tracking number, class of mail, and date range that also provides for package details to allow operators to see details of individual shipments.

1.3.20. The contractor shall ensure the mail processing machine shall be capable of tracking mail cost for up to 200 accounts with each having three (3) sub-accounts.

1.3.21. The contractor shall ensure the mail processing machine shall be capable of printing meter stamps for processing small parcels.

1.4. MANDATORY PROVISIONS

1.4.1. Orientation Period. To ensure a smooth transition in the change of work effort, the Contractor shall begin the orientation period 30 calendar days prior to start date. The Contractor shall be allowed access to the facilities to familiarize with procedures and processing needs of the government.

1.4.2. Phase Out. If there is a change in the Contractor, the incumbent Contractor shall provide familiarization to the government or the follow-up contractor, whichever the case. During the phase out familiarization period, the incumbent shall be fully responsible for operation of Mail Processing Equipment at Tinker AFB, OK.

1.4.3. Hours of Operation. The Contractor shall provide customer support from 0700 to 1630 hours, Monday through Friday for all facilities mentioned above, except Federal Holidays.

1.4.4. Operation Manuals. The contractor shall furnish a complete set of operational manuals for the mail processing machine/meter and for the accounting PC and its components. The manuals shall be written in English and shall include specifications of each mechanism and sufficient illustrations of each mechanism to clearly identify set up and operation techniques.

1.4.5. Components and Supplies. The contractor shall provided all components such as but not limited to cables, power cords, fuses, interconnection devices necessary for the operation of the machine. The Contractor shall provide a start-up kit of initial expendable supplies.

1.4.6. Installation and Demonstration. The contractor shall install the mail processing machine/meter and accounting PC in the Government mail processing facility located in at Building 23, 7744 5th Street; . The contractor shall be responsible for the unloading uncrating, set-up, test runs, and demonstrations of the equipment.

The contractor shall ensure that the machine and all components are fully operational in accordance with manufacturer’s specifications. The contractor shall provide personnel to conduct a minimum of one-day on-site training on the job training and an orientation period for up to 14 employees subsequent to machine installation.

1.4.7. Repair. The contractor shall maintain and repair the mail processing machine/meter and accounting PC’s during the period of this contract. The maintenance and repair shall be performed in accordance with manufacturer’s specifications and shall be conducted on-site at the Government location. The Contractor shall perform repair services on the machine and its components within eight

(8) working hours after receipt of notification by the Government that repairs are needed. The Contractor shall ensure that there is a help line phone number made available to enable operators to call a technician for assistance.

1.4.8. Preventable Maintenance. The Contractor shall accomplish a preventative maintenance schedule for all mail process equipment and meters on a quarterly basis.

1.4.9. Quality Control. The contractor shall develop; submit for contracting office acceptance, A Quality Control Plan (QCP). The written QCP is required when proposals are submitted. The QCP shall be maintained; and the QCP shall ensure the requirements of this contract are performed in accordance with established standards.

The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in the Service Summary and all safety and health requirements. The Contractor shall make appropriate modifications (at no additional costs to the government) and obtain acceptance of the plan by the CO.

The Air Force shall reserve the right to determine acceptability of the contractor QCPs initially and at any time during contract performance. If a QCP is found to be unacceptable, the contractor shall be notified and the CO will take action to enforce the Inspection of Services clause requiring an inspection system acceptable to the government.

1.4.10. Quality Assurance. The QAP(s) is/are a representative of the CO and will participate in the administration of this contract. Any matter concerning a change to the scope, prices, terms, or conditions of this contract shall be referred to the CO. The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the CO and QAP.

1.4.11. Inspection & Negative Incentives. The Quality Assurance Personnel (QAP) will perform inspections to ensure contractor compliance with the PWS and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the QAP will notify the contractor and the contracting officer of the deficiencies for correction. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor shall notify the QAP of the time needed for correction. The QAP will document minor contract discrepancy and observations on the QAP certification form. When the deficiency is major, (a major deficiency is defined as an error above the performance threshold) the QAP will use a Contractor Action Report (CAR). The information in the CAR shall be included in the Contractor Performance Assessment Report (CPAR). The QAP shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the QAP will be forwarded to the Contracting Officer (CO) for action.

1.4.12. Performance Evaluation Meetings. The Contract manager may be required to meet with the QAP and the CO during the performance period of this contract. Meetings will be as often as necessary thereafter as determined by the CO.

The written minutes of all performance evaluation meetings may be prepared by the government and signed by the contract manager, CO, and QAP. Should the contractor not concur with the minutes, the contractor shall so state any areas of non concurrence in writing to the CO within 10 calendar days of receipt of the signed minutes. The minutes will be included in the contract file.

1.4.13. 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, and Christmas. If the holiday falls on a Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday. Instances when the base is closed, the Contractor shall not be required to provide service.

1.4.15. Environmental Protection & Safety. The contractor shall be knowledgeable of and comply with all applicable federal, state, and local laws, regulations and requirements regarding environmental protection. In the event environmental laws or regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

1.4.16. In performing work under this contract the contractor shall conform to the safety requirements established by the Occupational Safety and Health Administration (OSHA) and Appendix C. It is the contractor’s sole responsibility for compliance with the Occupational Safety and Health Act (OSHA) (Public Law 91-596). The contractor shall furnish all personal protective equipment and clothing for the contractor’s staff.

1.4.17. The Contractor shall measure their safety program and report to the government their total Case Incident Rate (TCIR) and Days Away Restricted Transferred case rate (DART) in accordance with the OSHA’s Voluntary Protection Program as identified in CSP 03-01-002 - TED 8.4 - Voluntary Protection Programs (VPP): Policies and Procedures Manual, and calculated per Appendix A: Instructions for Calculating Injury and Illness Rates.

1.4.18. The contractor shall provide their OSHA 300 information and TCIR/DART rates by January 15 each year to the QAP for submission as part of the installation’s annual VPP self evaluation report.

1.4.19. The contractor shall maintain and provide information to QAP as requested.

1.4.20. The contractor shall ensure its employees and subcontractors promptly report pertinent facts regarding mishaps involving reportable damage or injury to the Air Force 72 ABW/SE and the QAP and cooperate (IAW 91-204) in any Air Force safety investigation. Cooperation shall include toxicology testing.

1.4.21. Emergency Evacuation Procedures. Contractor employees shall follow the direction of Government employees in regards to emergency evacuation procedures, i.e. fire, tornado, bomb threats. It is the responsibility of the contractor to provide guidance and establish procedures for responding to emergency for their employees. It is the contractor responsibility to account for their employees following an emergency evacuation.

2. SERVICE SUMMARY. The Contractor service requirements are summarized into Performance Objectives that relate directly to mission essential items. The Performance Threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to the mission success.

SS Number and Performance Objective

PWS

Paragraph

Performance Threshold

Training for employees when receiving new equipment 1.4.6 No errors

8 hour response time for service calls 1.4.7 No errors

Technical support by phone through a help line number 1.4.7 No errors

Preventive Maintenance 1.4.8 No errors

OSHA 300 information and TCIR/DART rates by January 15 each year to the QAP for submission as part of the installation’s annual VPP self evaluation report.

1.4.18 No errors

No errors

The contractor shall ensure its employees and subcontractors promptly report pertinent facts regarding mishaps involving reportable damage or injury to the Air Force 72 ABW/SE and the QAP and cooperate (IAW 91-204) in any Air Force safety investigation. 1.4.20. No errors

3.0 SECTION III - GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1 Government Furnished Property (GFP) is not applicable to the performance of this contract.

3.2 Government Furnished Services are applicable during the performance of this contract.

The Government will furnish the following services:

3.2.1 Security Forces. The Government will provide general on-base security forces' service. The security forces’ telephone numbers are 911 for emergencies, 734-2000 for crime in progress, and 734-3737 for non-emergency calls.

3.2.2 Fire & Emergency Services. The Government will provide general on-base fire protection services. The Contractor shall comply with fire prevention rules and regulations enforced by the Tinker AFB Fire Prevention Branch. Call 911 for emergencies. For routine fire prevention matters call 734-3981. For routine calls to dispatch call 734-7964.

3.2.3 Emergency Medical Service. The Government will provide 24 hour on-base state certified paramedic level emergency response and patient transport services for Contractor personnel who are injured or become seriously ill while on Tinker Air Force Base. The telephone number is 911 for emergencies.

Note: Calling 911 from a cell phone will be received by off-base emergency 911 system, causing a delay in response time by emergency personnel. When possible use a base telephone to receive on-base help.

3.2.4 Utilities. The Government will furnish utility services. These utilities include natural gas, electricity, water, and sewer for the sole purpose of accomplishing this contract. If the contractor requires additional utility services, it shall be the contractor’s responsibility to provide. Contractor shall use due care and diligence in efforts to conserve utilities to reduce utility costs.

APPENDIX A

DEFINITIONS AND ACRONYMS

Contractor. The term “Contractor” used herein refers to the prime Contractor. The Contractor shall be responsible for ensuring that all subcontractors comply with the provisions of this contract.

Contracting Officer (CO). The Government person authorized to bind the Government in any and all contractual matters.

Defective Service. A service output that does not meet the standard of performance specified in the contract for that service.

Designated Representative. A person, designated in writing to the Contractor, who is empowered to act on behalf of the Wing Commander, or other officials designated in the contract. These individuals do not have the authority to bind the Government on any contractual matters relating to this contract.

matters.

Equipment. A tangible asset that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use.

Equipment Maintenance. Includes all forms and levels of equipment upkeep from simple preventive maintenance and cleaning through complete inspection, disassembly, assembly, repair, corrosion control, adjustment and calibration, as applicable. It includes the repair and replacement of component parts and subassemblies.

Functional Commander/Functional Director (FD/FC). The local base or installation functional director for civilian personnel and Functional Commander for military personnel of any functional area where contract services are used.

Government Furnished Property (GFP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the contractor for use on this contract.

Hazard. Condition, procedure, or practice which creates a potential for producing death, injury, illness, or equipment or property damage.

Hazardous Material (HM). Any material that presents a physical or health hazard and requires an

MSDS.

Hazardous Waste (HW). Any solid waste defined in 40 CFR 261.3 or State HW management rules and regulations.

Host-Tenant Support Agreement. As it relates to Tinker Air Force Base, an agreement between tenant organizations on or off Tinker Air Force Base, stating the support which shall be provided by the Host (Tinker) and Tenant (ACW, Navy, 3CCG etc.) organization responsible for accomplishment of all activities set forth in the PWS through day-to-day management of the required service. (This period excludes the orientation period and any interval between award of the contract and commencement of performance).

Interservice Support Agreement. An agreement which states that type of specific support to be given another agency in the DoD or other governmental organizations Local Area Network (LAN). The sharing of information by electronic means.

Metered Mail. A piece of mail in which the amount of postage has been either imprinted with postage by a postage meter or to which a postage meter stamp has been fastened.

Military Post Office. A United States post office operated by the DoD.

Mission Impact. When a mission is interrupted due to uncontrollable circumstances.

Official Matter. Any item belonging to or exclusively pertaining to the business of the US Government.

Orientation Period. The interval of time during which the follow-on contractor is observing the incumbent contractor.

Physical Condition. The physical state of a piece of equipment. Condition considers assessment of cracks, chips, dents, abrasions, rust, corrosion, general cleanliness and appearance, and the presence of parts, and accessories.

Performance Plan. An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the contractor.

Preventive Maintenance (PM). Scheduled testing, cleaning, and adjusting of equipment.

Priority Mail. First Class Mail weighing more than 12 ounces

Property Administrator (PA). An authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

Property Control System. The system that identifies a contractor’s internal management programs encompassing the protection, preservation, accounting for, and control of property from its acquisition through disposition.

Quality Assurance. A planned and systematic pattern of all actions necessary to provide confidence to the government that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purpose of this document, Quality Assurance refers to actions by the government.

Quality Assurance Personnel (QAP). A functionally qualified person who performs quality assurance functions for a contracted service

Quality Control. Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

Security. Those actions taken to safeguard Government property from loss or damage

Service Summary. The point that divides acceptable and unacceptable performance of a task according to the Service Summary and the Inspection of Services clause. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable.

Performance work statement. Performance requirements of what work shall be done by the contractor.

ZIPSORT. The method for sorting the base mail by Zip + 4.

ACRONYMS.

ADO - Activity Distribution Office ADPE – Automatic Data Processing Equipment AF – Air Force AFB – Air Force Base AFI - Air Force Instruction AFM – Air Force Manual AFMC – Air Force Materiel Command AFOSH – Air Force Occupational Safety and Health AFOSI – Air Force Office of Special Investigations AFR - Air Force Regulation APO – Army or Air Force Post Office CO - Contracting Officer CDR – Contract Discrepancy Report CONUS – Continental United States COR - Chief of Office of Record DISA – Defense Information System Agency DoD – Department of Defense DMM – Domestic Mail Manual DRMO – Defense Reutilization and Marketing Office DSS – Document Security Section EC - Equipment Custodian FAC – Facility Area Custodian FAR - Federal Acquisition Regulation FARM - Functional Area Records Manager FAS - Functional Address Symbol FEDEX – Federal Express FOUO – For Official Use Only FPO – Fleet Post Office GFP - Government Furnished Property GFS – Government Furnished Services GSA - General Services Administration GPO – Government Printing Office HQ - Headquarters HQ USAF - Headquarters United States Air Force IAW - In accordance with LAN - Local Area Network MAJCOM - Major Command MICAP - Mission Incapability OI - Operating Instruction OMM - Office Mail Manager OPR - Office of Primary Responsibility OSHA – Occupational Safety and Health Administration OSI - Office of Special Investigation PP - Performance Plan PSC - Postal Service Center PLC - Postal Locator Card PWS – Performance work statement QAP – Quality Assurance Personnel SP - Security Police TAFB - Tinker Air Force Base TDY – Temporary Duty USAF - United States Air Force UPS - United Parcel Service USPS - United States Post Office

APPENDIX B

WORKLOAD ESTIMATES

The following workload data is the Government’s best estimate of the volume of work shown for each area listed.

These exhibits are not intended to cover all the workload items, but list the major categories of work.

ESTIMATED ANNUAL

QUANTITY IN $$

BASE INFORMATION TRANSFER CENTER 143,000

(Bldg 23)

20 AUG 2009

APPENDIX "C"

LEASE OF POSTAL EQUIPMENT

PRE FILE NO: SEG-09-221

PREPARED BY: 72 ABW/SEG

SECTION I - GENERAL REQUIREMENTS

A. Safety Program Requirements. The contractor will implement a safety program that ensures protection of Government personnel and property. The program will consist of, as a minimum:

1. Mishap notification/reporting as defined in paragraph B. below.

2. A Safety Program that addresses, as a minimum, the subjects listed in Safety Program

Elements, Section II and to be used during performance of the work described in the contract.

B. Mishap Notification.

1. The contractor shall notify the procuring Safety Office or a designated Government

Representative (GR) within one (1) hour of all mishaps or incidents. A written report of the mishap/incident shall be sent within three calendar days to the GR, who will forward it to the

Procuring Safety Office. For information not available at the time of initial written report, the contractor shall provide the remaining information no later than 20 calendar days after the mishap, unless extended by the Safety Office.

2. Mishap notifications shall contain, as a minimum, the following information:

a. Contract, Contract Number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (Events leading to accident/incident)

d. Cause of accident/incident, if known

e. Estimated cost of accident/incident (material and labor to repair/replace)

f. Nomenclature of equipment and personnel involved in accident/incident

g. Corrective actions (taken or proposed)

h. Other pertinent information

3. If requested by the designated government representative, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Procuring Safety Office.

C. The safety provisions of this contract, shall apply to any subcontracts/subcontractors.

D. Safety requirements listed herein that do not concern contractor’s operations or services shall be considered self-deleting as mutually agreed by the contractor and the procuring office.

SECTION II - SAFETY PROGRAM ELEMENTS

The contractor’s Safety Program shall clearly define procedures, personnel qualifications, facilities and required equipment necessary to fulfill the following elements:

Element/Requirement Referenced Benchmark

Mishap Notification/Reporting AFI 91-204

Housekeeping AFOSH Std 91-501

Material Handling Equipment (MHE) AFOSH Std 91-46 and

AFOSH Std 91-501

Handling, Storage and use of AFOSH Std 91-501

Flammable/Combustible Liquid

Vehicle Operations AFI 91-207

Tool Control AFI 21-101, AFMC

Sup.

Foreign Object Damage (FOD) AFI 21-101, AFMC Sup

Tobacco Use in the Air Force AFI 40-102

Hazardous Energy Control AFOSH Std 91-501

Confined Spaces AFOSH Std 91-25

Welding Operations AFOSH 91-5

Fire Protection Tinker Instruction 32-2001

SECTION III - BIBLIOGRAPHY OF PUBLICATIONS/DIRECTIVES

These publications/directives and all supplements/changes thereto apply to the extent required by the provisions of Sections I, and II.

AFI 91-204 Feb 06 Safety Investigations and Reports

AFI 91-207 May 07 USAF Traffic Safety Program

AFOSH Std 91-66 Oct 97 General Industrial Operations

AFOSH Std 91-501 Jul 04 Air Force Consolidated Occupational Safety

Standard

AFOSH Std 91-100 May 98 Aircraft Flight Line – Ground Operations and Activities

AFI 21-101 Jun 06 Aircraft and Equipment Maintenance Management

AFI 21-101, Dec 07 Aircraft and Equipment Maintenance Management

AFMC Sup

AFI 40-102 Jun 02 Tobacco Use in the Air Force

AFOSH Std 91-25 Feb 98 Confined Spaces

AFOSH Std 91-5 May 97 Welding, Cutting, and Blazing

Tinker Instruction

32-2001 Sept 97 Fire Protection Program