GAMT IV - PERFORMANCE WORK STATEMENT - RFI.pdf

DRAFT PERFORMANCE WORK STATEMENT (PWS)

UNITED STATES AIR FORCES IN EUROPE AND AFRICA

(USAFE-AFAFRICA) GERMANY AERIAL MAIL TERMINAL –

IV (GAMT-IV)

FOR

MAIL HANDLING AND DISTRIBUTION

Request for Information (RFI)

11 June 2025 (Draft)

SECTION 1: DESCRIPTION OF SERVICES

1. OVERVIEW. The GAMT operation ensures the efficient receipt, processing, and dispatch of mail, including postal equipment and supplies, for military personnel, Department of Defense (DoD) civilians, and contractors within the European Theater and other designated Areas of Responsibility. Primary customers include military and civilian personnel utilizing Army and Air Force Post Offices (APOs). This facility supports mail operations for all military locations in the European Theater, international destinations, and designated delivery points within the Continental United States (CONUS) gateways.

2. SPECIFIC REQUIREMENTS

2.1.1. The contractor shall process inbound (prograde), and outbound (retrograde) mail as specified in this PWS and in the publications referenced in Table 1. The contractor shall provide all necessary facilities, management, tools, supplies, equipment, labor, and supervision to ensure military mail services for U.S.

Forces are performed in compliance with the applicable documents, manuals, instructions, and regulations outlined in Table 1.

2.1.2. The contractor shall receive mail from the United States Postal Service (USPS)-contracted airline's Ground Handling Agent (GHA) at Frankfurt International Airport, referred to as the "staging area." This includes managing the intake, verification, and initial processing of inbound mail to ensure accurate sorting and distribution within the staging area.

2.1.3. The contractor shall be responsible for the loading and unloading of loose mailbags, parcels, mail equipment, and supplies to and from mail trailers within the staging area. This includes ensuring proper handling to prevent damage, verifying item counts against manifest documents (primarily DD Form 1372), and organizing mail for efficient transfer within the prescribed timelines based on route’s specifications without delays and/or missing movements.

2.1.4. The contractor shall sort and distribute outbound (prograde and/or Inter-theater Delivery Service (IDS) mail to be transported via commercial or military air according to its designated end destination (three-digit airport codes) and process prograde mail based on the destination ZIP code. All sorting and distribution activities for ground transportation shall align with the Standardized Transportation Movement Request (STMR) truck dispatch schedule provided by the Contracting Officer’s Representative (COR) after contract award.

2.1.5. To ensure accurate tracking and alignment with DoD/USPS requirements, the contractor shall scan the Enhanced Distribution Label (EDL), Universal Postal Union Label (UPU), and/or the Product Tracking and Reporting (PTR) numbers to the associated DD Form 1372 for all mail transported via ground, including APO to APO shipments. This scanning process is mandatory for maintaining proper tracking and documentation of all mail in transit.

2.1.6. The contractor shall notify the COR once outbound (retrograde/IDS) mail has been scanned and assigned transportation via commercial air for validation and closeout of the PS-Form 2942-A, AV-7 Military Mail Delivery Bill within the Automated Military Postal System (AMPS), the USPS mail processing system for military mail.

2.1.7. The contractor shall operate and provide a central empty equipment depository to store and manage all empty postal equipment, including mailbags, containers, and other related items. This depository will ensure that equipment is properly accounted for, maintained in good condition, and readily available for future use in mail processing and distribution operations.

2.1.8. The contractor shall comply with any new written directions, instructions, and regulations, whether received via email or memorandum, within 24 hours of receipt from the COR. However, if any publication or form revision results in a change to the contractor’s processes, procedures, and/or standards of operation, the contractor shall notify the COR and Contracting Officer (CO) in writing within 10 calendar days of receipt.

2.2. The contractor shall adhere to the documents, manuals, instructions and regulations as prescribed in Table 1.

TABLE 1: Publication and Regulation Listing

1 USAFE Postal Publications and Policies Listing (maintain all applicable documents IAW the Current Version)

2 USAFE-AFAFRICA GM 2019-36-01, USAFE Air Postal Squadron (AIRPS) Guidance Memorandum for the postal mission of the United States Air Forces in Europe – Air Forces Africa

3 DoD Instruction 5200.08, Security of DoD Installations and Resources and the DoD Physical Security Review Board (PSRB)

4 Zip Code Look up: https://tools.usps.com/go/ZipLookupAction_input 5** USAFE Standardized Pouching and Routings Instructions (SPRINT) 6* European Command Manual (ECM) 4504.1 Transportation Management within USEUCOM Area of Responsibility 7 Military Postal Service Procedures Manual:

https://api.army.mil/e2/c/downloads/2022/12/12/8472a899/mpm-9dec22.pdf

8 Defense Transportation Regulation (DTR) 4500.9-R, Part V, DoD Customs and Border Clearance Policies and Procedures

9 AMPS Dispatching and Nesting System. The Nesting and Dispatching standard operating procedures are available in AMPS Knowledge Management (https://amps.usps.gov)

* Documents are available at USAFE AIRPS, Ramstein AB, in hard copy. All others are available electronically at http://www.dtic.mil/whs/directives/forms/index.htm and https://about.usps.com/forms-publications/welcome.htm or as indicated.

** SPRINT updates will be received via email or can be found on AMPS Knowledge Management (https://amps.usps.gov). The contractor shall review SPRINT for updates daily.

3. CONTRACTOR PROVIDED SERVICES

3.1. The contractor shall provide Aerial Mail Terminal (AMT) services, which include receiving and dispatching trailers, processing parcels and pouches, managing empty equipment, and handling associated documentation. The contractor is responsible for ensuring the efficient and accurate processing of all https://tools.usps.com/go/ZipLookupAction_input https://api.army.mil/e2/c/downloads/2022/12/12/8472a899/mpm-9dec22.pdf https://amps.usps.gov/ http://www.dtic.mil/whs/directives/forms/index.htm https://about.usps.com/forms-publications/welcome.htm https://about.usps.com/forms-publications/welcome.htm https://amps.usps.gov/ mail, including managing the necessary paperwork for each shipment. Historical workload data, which will help inform resource allocation and planning, are provided in Appendix B.

4. RECEIVING AND DISPATCHING MAIL

4.1.1 The contractor shall receive and dispatch mail to and from commercial air carriers, military transport (air or ground), and commercial ground 24 hours per day, 7 days per week, in accordance with the specified schedules provided by the COR. The contractor is responsible for ensuring timely and efficient processing of inbound and outbound mail and maintaining continuous operations to meet the required delivery timelines and support mail volumes. The schedules for receiving and dispatching will be provided and adhered to for all modes of transport monthly, or as the mission requires.

4.1.2. The contractor shall develop the STMR schedule based on requirements provided by the COR to support effective mail movement. In coordination with the COR, the contractor shall finalize and make available all Federal Holiday STMR schedules no later than 14 days before the official holiday to ensure proper planning and dissemination. The COR shall provide a list of all U.S. Federal Holidays for the upcoming year no later than November 1st.

4.1.3. The STMR schedule (sample provided in Appendix C) includes approximately 45-50 arrivals and departures per weekday (Monday-Friday) and 2-10 arrivals and 2-10 departures per day on weekends.

The contractor shall be prepared to load and/or unload trucks at any time of the day, ensuring that all mail is processed in accordance with truck pull and arrival times specified in the STMR schedule. The contractor shall coordinate exact arrival times with the COR and ensure all dispatches shall align with the STMR schedule.

4.1.4. Special trucking segment schedules may be required during the peak holiday mailing season (November - December), or as otherwise needed based on emergency situations, or war time contingency operations. During this period, the contractor shall accommodate dispatches to support extended opening hours and surges in mail volumes for APOs, ensuring that all mail is processed and dispatched efficiently to meet heightened demand and operational requirements.

4.1.5. The contractor shall be prepared to process an approximate 30 percent increase in mail volume during the peak holiday mailing season and up to an 80 percent increase in mail volume during wartime contingency operations. Additionally, the contractor should have the capability to store up to 20,000 kilograms of mail for two weeks in support of wartime contingency operations.

4.2. Receiving, Unloading, and Documenting Prograde (Inbound) Mail.

4.2.1. The contractor shall receive commercial air carrier mail at the staging area from the carrier handling agents. CORs will retrieve the AV-7 from the Automated Military Postal System (AMPS) to validate the weight.

4.2.2. The contractor shall receive ground-transported mail at designated spot times as required by the STMR schedule or as coordinated with COR. The contractor shall maintain accountability of the mail consigned to the trailer dispatch using DD Form 1372, Mail Manifest, in accordance with SPRINT instructions.

4.2.3. The contractor shall scan all requisite Enhanced Distribution Labels (EDL), Universal Postal Union labels (UPU), and/or Product Tracking and Reporting (PTR) numbers to the corresponding DD Form 1372 for all ground-transported mail, including APO-to-APO shipments for mail arriving at the GAMT from APOs.

4.2.4. The contractor shall receive surface containers as outlined in SPRINT and unload them in a timely manner to meet the designated pull time in accordance with the STMR. The COR will use AMPS to validate the weight.

4.3. Loading, Delivering and Documenting Retrograde and IDS (Outbound) Mail.

4.3.1. The contractor shall ensure that all commercial air carrier mail is sorted and delivered to the staging area within the Carrier Critical Entry Times (CET) provided by the COR. The COR will use the AV-7 to validate the weight.

4.3.2. The contractor shall scan all requisite EDLs, UPU labels, and/or PTR numbers to the corresponding DD Form 1372 for all ground-transported mail, including APO-to-APO shipments for mail dispatching from the GAMT to the APOs.

4.3.3. The contractor shall ensure that all ground-transported mail and equipment are sorted and loaded into trailers awaiting dispatch in accordance with the outbound STMR schedule. Mail shall be loaded in a manner that prevents damage, with larger and heavier pieces placed in the front of the trailer (closest to the cab). The contractor shall organize mail within trailers based on the ZIP code or 3-digit airport code on the receptacle. Additionally, express mail, election ballots, and letter-class mail shall be positioned closest to the trailer doors to facilitate priority handling and timely processing.

4.3.4. The contractor shall prepare DD Forms 1372 as required by SPRINT and ensure accuracy in documentation. The contractor shall validate that the driver possesses the necessary credentials and access to the destination APO by verifying the driver’s badge using the list provided by the COR. A copy of the completed DD Form 1372 shall be provided to transportation personnel, including the vehicle driver, to facilitate proper mail accountability and tracking.

4.3.5. The contractor shall properly seal all trailers with a numbered USPS seal (Postal Service Identification Number [PSIN] 0817E or 0817A). The contractor shall annotate the seal numbers on the DD Form 1372 for proper tracking. The contractor shall load, close, seal, and document all trailers in sufficient time to meet dispatch times outlined in the STMR schedule. The driver shall sign for the container and seal number as prescribed by Military Postal Service Procedures Manual (MPM).

4.3.6. The contractor shall assign flight transportation to outbound mail using the AMPS and securely affix UPU labels to mail. Additionally, the contractor shall notify the COR upon completion of processing so that consignments may be validated and finalized in preparation for handover to the carriers.

5. MAIL PROCESSING

5.1. The contractor shall have the capability to process mail 24 hours per day, 7 days per week, as required. The need for 24/7 operations will be determined by the COR based on mail volumes and flight schedules. The contractor shall ensure the accountability, safety, security, and integrity of the mail at all times throughout handling, processing, and transportation.

5.2. The contractor shall identify the destination of mail using either a 3-digit airport code flight tag (USPS Tag 135-B), Enhanced Distribution Label (EDL), or ZIP Code. Mixed Working Mail pouches containing ZIP code 09060 EDLs shall require further sorting in accordance with paragraphs 5.9 and 5.10.

5.3. The contractor shall correct parcels and pouches with incorrect EDLs, USPS Tags, or improper nesting by the APO before processing to prevent unnecessary delays and avoid return to sender unless directed by the COR. The contractor shall document any discrepancies in accordance with paragraph 7.2 and submit a DD Form 2273 against the offending APO in AMPS.

5.4. The contractor shall scan all EDLs or UPUs to accurately manifest mail onto the DD Form 1372 for tracking purposes. This requirement applies to all truck dispatches destined for APOs, including truck-to-truck transfers. Additionally, the contractor shall scan prograde UPU labels IAW with SPRINT to ensure compliance with DoD guidelines.

5.5. Upon identification of a rifled parcel, the contractor shall submit a postal report by the end of the shift and immediately notify the COR. Additionally, the contractor shall report any dead mail to the COR before the end of the shift for action.

5.6. If registered mail is encountered during performance, the contractor shall immediately deliver it to the COR for proper handling and processing.

5.7. The contractor shall expedite the processing of election ballots and express mail to prevent delays.

Election ballots and express mail shall receive priority booking on direct flights to the intended destination.

5.8. The contractor shall deliver missent international mail to the Deutsche Bundespost (German Federal Post). Additionally, the contractor shall hand over international mail originating from foreign countries to Deutsche Bundespost/DHL to ensure proper routing and delivery.

5.9. The contractor shall manifest all outbound mail shipments entering the Defense Transportation System via Air Mobility Command (AMC) using a DD Form 1384, Transportation Control and Movement Document (TCMD), through the sponsoring shipper service Airlift Clearance Authority at Ramstein Air Base's Aerial Port. The contractor shall use Transportation Account Codes (TAC) provided by the COR.

5.10. The contractor shall process mail items on hold due to failing to meet Global Trade Compliance (GTC) requirements IAW procedures provided in AMPS and by the COR.

5.11. Mixed Working Pouches. The contractor shall process Mixed Working Pouches as part of the central processing function of the GAMT, which serves as a low-volume massing point for APOs and the Fleet Post Offices FPOs that do not generate sufficient mail volume to justify direct pouches. These mixed pouches shall be addressed to the GAMT (ZIP Code 09060) for consolidation IAW SPRINT. The contractor shall sort and process this mail using the AMPS Dispatch and Nesting system and pouch it to each destination in compliance with SPRINT and Navy Mobile Routing message requirements.

5.11.1. During the processing of mixed mail pouches, the contractor shall sort the mail into appropriate breakdown bins or pouches. The contractor shall enclose sorted parcels, letters, and flats in pouches, letter trays, and flat tubs, ensuring that EDLs are attached for the intended destination. The contractor shall process all working mail pouches in a timely manner to meet the outbound STMR schedule, as well as the CONUS retrograde and foreign segment mail outbound dispatch schedule.

5.11.2. The contractor shall use AMPS and SPRINT to properly sort and handle mixed working pouch mail IAW the MPM. The contractor shall contact the COR for disposition instructions when proper disposition cannot be determined.

5.12. Damaged Mail Procedures. The contractor shall re-wrap parcels or letters received in a damaged condition on the same day they are received. The contractor shall date and stamp or affix appropriate labels indicating that the parcel was received in a damaged condition and re-wrapped before forwarding it to the destination. Additionally, the contractor shall make every effort to dry mail received in a wet condition before forwarding it to the intended destination.

5.13. Registered Mail Processing. Reserved

6. EMPTY EQUIPMENT MANAGEMENT

6.1. The GAMT serves as a depository for usable excess pouches, plastic tubs/lids, serviceable letter trays/sleeves, and other postal equipment. APOs shall dispatch empty equipment (EE) to the GAMT as directed by SPRINT. The contractor shall consolidate and prepare all USPS EE for return to CONUS in accordance with established procedures.

6.2. The contractor shall coordinate all EE matters with the COR and ensure sufficient EE is available to support APOs served by the GAMT for a minimum of 30 calendar days, estimated at five bundles of each type of equipment per APO. The contractor shall fulfill equipment requests from the COR within one calendar day of the request.

6.3. The contractor shall return excess EE to USPS as follows:

6.3.1. The contractor shall contact the Branch Movement Control Team (BMCT) to obtain an Export Traffic Release (ETR) document for each departing container. Upon dispatch of the EE container, the contractor shall provide this document (CDRL A006) to USAFE AIRPS/PT, Joint Military Postal Activity (JMPA), and the COR.

6.3.2. The contractor shall complete a DD Form 1384 IAW ECM 4504.1 Transportation Management within the USEUCOM Area of Responsibility DTR 4500.9 R, DoD Customs and Border Clearance Policies and Procedures, and SPRINT.

6.3.3. For excess EE weighing 2,000 kilograms or more, the contractor shall load it in an outbound surface container. For excess EE weighing less than 2,000 kilograms, the contractor shall dispatch this volume to the designated USPS-contracted airline.

7. DOCUMENTATION

7.1.1 The contractor shall gather the following data from processed mail items using worksheets provided by the COR. The contractor shall complete and provide these worksheets to the COR no later than the 5th calendar day of the following month. See CDRL A003, CDRL A007 and CDRL A008.

7.1.2. The Prograde and Retrograde Mail Processing Report, Mail Data Contractor Collection Worksheet and the Mixed Working Bags Worksheet

7.2. The contractor shall document and report all irregularities or discrepancies made by dispatching post offices using PS Form 2273, Irregularities in Dispatch and Makeup of Mail report, in accordance with SPRINT (CDRL A004). This documentation shall be completed daily by the end of each shift and submitted to the COR. Additionally, the contractor shall immediately report Postal Offenses via AMPS.

7.3. The contractor shall prepare and submit a Surface Container Report within 48 hours of receipt of the container to JMPA, USAFE AIRPS/PT and the COR (CDRL A005). The contractor shall submit the report online in AMPS or in the format identified by the SPRINT, Attachment 10, Surface Mail Container Receipt Report, if AMPS is unavailable.

7.4. The contractor shall retain electronic file copies of mail dispatch and receipt records. The contractor shall retain, and store file copies of mail records as required by the Air Force Records Information Management System (see Table 2, below). The contractor shall dispose of obsolete records as directed by

COR.

7.5. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of Air Force System for Award Management (SAM) via a secure data collection site. The contractor shall completely fill in all required data fields at http://www.sam.gov . 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 the contractor may report inputs any time during the FY, all data shall be reported no later than 31 October. The contractors may direct questions to the SAM help desk.

TABLE 2: Air Force Records Information Management System

TABLE RULE RECORD RETENTION

33-34 3 DD Form 1384, Transportation Control and Movement Document 2 Years

33-34 21 Postal analyses and summaries, Transit Time Information System for Military Mail, Postal Activity Report System and Container Receipt Summaries

6 Months

8. COOPERATION WITH AUTHORITIES

8.1. Security/Inspection. The contractor shall allow the German Bundespolizei (German Police), German/US Customs, US Military Police and USPS/military inspector’s access to the GAMT to conduct investigations concerning mail fraud, mail theft, mail tampering, security reviews, biohazard, mail bombs or other types of incidents. In addition, the contractor shall fully cooperate with US and host nation government authorities in providing information, resources and access when requested.

8.2. Bio-Environmental. The contractor shall allow military and civilian members of the US and/or local government contracted bio-environmental engineering personnel to access and test mail processing areas for biological or chemical contamination. The contractor shall fully cooperate with US and local government authorities in providing information, resources and access when requested.

8.3 Environmental Management System (EMS)

Conformance with Environmental Management Systems. The Contractor shall:

http://www.sam.gov/

Perform work under this contract consistent with the relevant environmental policy, instructions, directives, and objectives identified in the installation Environmental Management System (EMS) applicable for this requirement.

Perform the requirements of this contract in a manner that conserves water, energy, and other resources to the maximum extent feasible.

Produce the minimum amount of waste possible, giving preference to recycling and reutilization opportunities.

Use the least toxic materials available that are still reliable for their work.

Immediately take corrective and/or preventative actions as soon as it is determined by the Contractor or by the Government that the Contractor’s work fails to conform with applicable requirements, as stated in paragraphs a. and b., and objectives based on the time schedule established by the EMS coordinator.

Ensure their employees are aware of the Environmental Management System on base, and how these requirements affect the work performed under this contract.

Ensure all on-site contractor personnel receive the installation EMS awareness level information.

b. Conformance with Environmental Requirements. The Contractor shall:

(1) Perform all work in accordance with DoD and Environmental policies, instructions, and directives, including, but not limited to, DoDI 4715.05, Environmental Compliance at Installations Outside the United States, DoDM 4715.05, Overseas Environmental Baseline Guidance Document (OEBGD), and applicable host nation environmental policies, instructions, directives, and Final Governing Standards (FGS).

(2) Comply with environmental policies, instructions and directives that are in effect at the time of contract award or that come into effect during the period of performance of this contract.

(3) Be immediately capable of understanding and addressing environmental policies, instructions, and directives as they pertain to work performed under this contract.

8.4. Conformance with Host Nation Labor Laws. The contractor shall comply with Host Nation Labor Laws such as section 613a BGB (German Civil Code) that may apply to this contract for personnel employed in Germany that likely involves the transfer of employment relationships. Performance of this contract does not confer status accreditation to contractor employees under the North Atlantic Treaty Organization (NATO), Status of Forces Agreement Supplementary Agreement (SOFA) for Germany.

8.5. Combating Trafficking in Persons. The contractor shall comply with Combating Trafficking in Persons guidance IAW Federal Acquisition Regulation 52.222-50, Combating Trafficking in Person.

9. GENERAL INFORMATION

9.1. Hours of Operations. The contractor shall maintain the capability to receive, process and dispatch mail 24 hours per day, 7 days per week to include federal holidays.

9.2. Contract Personnel. The contractor shall provide in writing the name and contact information of the full-time primary Project Manager and the alternate Project Manager NLT 10 calendar days after contract award that is responsible for the performance of work. The Project Manager or alternate shall have full authority to act on all contract matters related to daily operations of this contract. After normal duty hours, the Project Manager or alternate shall be available by phone. The position shall at no time be vacant. All non-US citizen personnel under this contract shall provide documentation and proof of their proficiency in English equivalent to Cambridge English Proficiency level B2.

9.3. Contractor Security and Personnel Requirements. The contractor shall ensure all personnel employed by the contractor in the performance of this contract, or any representatives of the contractor or subcontractor entering the contractor-operated facility or handling U.S. military mail, shall abide by all security regulations directed by the Military Postal Service Procedure Manual (MPM). In addition, all contractor personnel shall submit prior to performance on subject contract, a Good Conduct Certificate (Polizeiliches Führungszeugnis). All contractor employees will be provided with an airport access badge based upon their duties and assigned work location. The access badge shall be worn and displayed at all times.

10. PHASE-IN AND CONTRACTOR TRAINING REQUIREMENTS

10.1. Phase-In. IAW CDRL A001, the contractor shall ensure a smooth and seamless transition to provide continuity of services to all customers. The contractor shall be ready to commence full performance in all contracted areas at the start of the basic contract period. The contractor shall maintain continuous communication with the COR, COR Supervisor, and CO during the transition period. The contractor shall develop and provide the COR an effective phase-in plan addressing all elements including, but not limited to, quality control, security, safety, and contingency, along with milestones for these events in accordance with CDRL A001, NLT 10 calendar days prior to contract award.

10.2. Phase-Out. IAW CDRL A001, the contractor shall work with the COR, COR Supervisor, CO and inbound contractor to ensure a smooth and seamless transition while providing continuity of services to customers. All areas shall be transitioned to permit commencement of full performance at the start of the basic contract period of the follow-on contract. The contractor shall provide the COR, COR Supervisor and CO its working relationship details with all subcontractors and with Frankfurt International Airport for facilities management. The contractor shall turn-in all airport security badges to the appropriate airport authority at least two days prior to departure. The contractor shall identify equipment and material deficiencies including shortages. The contractor shall transfer contingency operations material to the COR. The contractor shall develop and provide the COR, COR Supervisor and CO an effective phase-out plan addressing all elements of phase-out including, but not limited to, quality control, property control, security, safety and contingency, along with milestones for these events in accordance with CDRL A001, NLT 10 calendar days after contract award.

10.3. Initial Training. The Government will provide initial training on USPS equipment to a contractor trainer at the place of performance during the phase-in period at no charge to the contractor. The contractor trainer is responsible for training other contractor employees.

10.4. The contractor shall ensure each employee is trained IAW AMPS, MPM, Postal Manual, and SPRINT governing AMT services prior to operating any government provided USPS equipment and shall maintain training records to validate such training.

11. CONTRACTOR QUALITY CONTROL

11.1. The contractor shall establish and maintain a quality control and inspection system that ensures the GAMT operation is performed IAW this contract, applicable laws and regulations and best commercial practices to cover all services listed in the Services Summary and this PWS. The contractor shall ensure that quality control procedures cover all aspects of contract performance, to include responsibility for surveillance requirement, a description of records to be kept, methods for identifying and preventing defects in the quality of service and making records of inspections available to the Government upon request.

12. CONTRACT MEETINGS

12.1. The contractor shall ensure the Project Manager meets with the CO, COR, USAFE AIRPS representatives and other government personnel monthly, or as needed within 24 hours of notification, to discuss contract status. Meetings will normally be held at the Frankfurt International Airport unless the attendees mutually agree to meet elsewhere. The contractor may request a meeting with the Government when the contractor believes such a meeting is necessary. If the Government deems necessary, written minutes of any such meetings may be recorded by the Government and retained in the contract file and signed by the contractor and the CO. If the contractor does not concur with any portion of the minutes, the contractor shall provide their written non-concurrence to the CO within 5 calendar days following receipt of the minutes.

13. PERFORMANCE OF SERVICES DURING CONTINGENCY/WARTIME OPERATIONS

13.1 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.

14. CONTRACTOR PROVIDED FACILITIES AND EQUIPMENT

14.1. The contractor shall ensure the GAMT facility is located on Frankfurt International Airport (FRA).

The GAMT facility shall support the receiving, processing, sorting and distributing of US forces military, DoD Civilians, and DoD Contractors mail as directed by SPRINT. The GAMT shall be accessible for delivery by USPS-contracted airlines to load and unload mail directly into or out of the facility. The contractor shall provide restrooms, utilities and maintenance at the GAMT, and is responsible for the upkeep and custodial costs of the GAMT, to include consumable supplies. The contractor shall provide an internet connection to gain access to AMPS for US military and contractor personnel.

14.2. The contractor shall provide adequate staging space to support daily truck dispatches to and from the GAMT. This staging space must be covered to protect mail from environmental elements. In cases where mail must be staged in uncovered areas, it shall be done on a temporary basis and coordinated with the COR, with all mail securely covered to prevent damage.

14.3. The contractor facility shall have adequate dock space to support truck dispatches to and from the GAMT. To enhance mail security and ensure personnel safety, all docks should be centralized in one area.

14.4. Facility Security Requirements. The contractor shall secure the facility such that only authorized personnel are able to access it. The contractor shall ensure that all personnel carrying bags will be searched prior to the beginning of their work shift and at the end of their work shift.

14.5. Facility Trailer Requirements. The contractor shall receive and dispatch US military or commercial trailers IAW the STMR truck pull and arrival times, as well as commercial air carrier or surface containers. The contractor shall coordinate trailer docking times with the COR. The contractor shall ensure there is ample space and easy access for parking or staging to meet the STMR schedule.

These trucks or trailers may consist of a tractor-trailer combination measuring 60 feet long by 8 feet wide by 11 feet high (18.29 x 2.44 x 3.35 meters), 40-foot (12.2 meter) STMR trailers, 40-50 foot (12.2 to 15.2 meter) commercial trailers, or smaller STMR vans and trucks. The contractor shall ensure the facility has the space to stage and maneuver 50 air carrier containers to meet the receipt and dispatch of mail volume.

14.6. Hardstand and docks are mandatory. The contractor shall load and unload US military or commercial trailers using any means necessary if the STMR truck pull, and arrival times and mail security requirements are met. Dock heights shall be between 51 inches and 56 inches (1.296 and 1.422 meters) to meet US Army and commercial trailer heights for 40–50-foot (12.2 to 15.2 meters) trailers.

The contractor shall ensure ramps or other load, and unload positions can accommodate the loading and unloading of STMRs that utilize light cargo vans without impeding staged trailer operations.

14.7. The contractor shall ensure the load and unload areas have outdoor lighting to ensure personnel can safely coordinate truck movement. The contractor shall ensure the trailers are able to load and unload under a covered shelter to prevent weather damage when moving mail. Additionally, the contractor shall have a dry location to store EE identified in section 6.

15. OFFICE SPACE

15.1. The contractor shall provide a minimum of 110 square meters of empty office space for government personnel located at the GAMT. Co-located office space is preferred, but office space maybe split between separate facilities up to a maximum of 500 meters from the GAMT. All office spaces shall be heated and shall correspond to the host nation’s occupational safety and health law (Arbeitsschutzgesetz) and have sanitary facilities.

15.2. The Office space shall include space for nine (9) workstations and may be broken into separate rooms as long as one room can accommodate four (4) workstations and is within proximity to the mail receiving and dispatch area to facilitate timely processing of inbound and outbound trailers. Each workstation within the office(s) shall be wired with one telephone drop and at least two electrical outlets.

15.3. The contractor shall provide official Government parking to support these offices for a minimum of 10 vehicles within 100 meters of the processing facility.

15.4. The contractor shall hold mail during periods where the transportation network conditions prevent the unimpeded flow of mail. The contractor shall notify the COR if delays occur due to transportation network conditions.

15.5. In the event that a STMR delivery is canceled due to truck/trailer breakdowns or inclement weather conditions, the contractor shall unload and stage the mail for the next available dispatch from vehicles that cannot be staged at the GAMT. The contractor shall document this additional workload on the Mail Data Collection Worksheets.

15.6. Container Scale. The contractor shall provide a calibrated trailer or container scale at the GAMT facility for government or USPS-contracted airline use in support of this contract. The contractor shall calibrate all weight scales and provide the calibration certificate(s) to the COR and the COR supervisor in accordance with CDRL A009.

SECTION 2: SERVICES SUMMARY (SS)

TABLE 3: SS Performance Thresholds

SS Performance Objective PWS Para. Performance Threshold 1 Process Prograde and

Retrograde Mail

4.2 and 4.3 Process 95% of prograde and retrograde ordinary mail daily into trucks/trailers or staged in GAMT facility, ready for the first scheduled outbound STMR(s) or flight(s). Remaining 5% processed and staged for the next available outbound STMR(s) or flight(s).

2 Process Mixed Working Pouches

5.11 Process 100% of mixed working pouches daily into

trucks/trailers or staged in GAMT facility, ready for the first scheduled outbound STMR(s) or flight(s).

3 Unload Inbound Trucks/Trailers

4.1 and 4.2 Unload 100% of mail in time to meet the designated critical entry/exit times and pull times IAW with STMR schedule.

4 Load and Document Outbound

4.1 and 4.3 Load 100% of mail on trucks/trailers prior to pull times. Prepare dispatch documents as required by SPRINT and provide completed

5 Mail and USPS Equipment Accountability

5.1 The contractor shall ensure the accountability, safety, security and integrity of the mail and all USPS equipment in its possession at all times.

SECTION 3: USPS FURNISHED PROPERTY AND SERVICES

1. The Government will provide the contractor USPS-unique supply, forms, and equipment items as outlined in Appendix D. The contractor shall maintain a minimum 3-month supply of these items in stock. The contractor shall submit a written request(s) to replenish supply items to the COR with a minimum 3-month lead-time to re-stock items.

2. The contractor shall use and maintain the AMPS Dispatching and Nesting system.

3. The contractor shall use the computer provided by the USPS to access AMPS. The contractor shall procure an internet connection at access AMPS. (Reference paragraph 14).

4. The Government will provide the contractor with electronic updates to USPS and DoD instructions that are not publicly available.

5. The contractor shall return all USPS furnished equipment and unused supplies at the completion of the contract to the COR.

SECTION 4: APPENDICES

APPENDIX A: Acronyms

AIRPS – Air Postal Squadron

AFAFRICA – United States Air Forces Africa

AMPS- Automated Military Postal System

AMT – Aerial Mail Terminal

APO – Army/Air Force Post Office

BMCT – Branch Movement Control Team

CDRL – Contract Data Requirements List

CO – Contracting Officer

COR – Contracting Officer Representative

CONUS – Continental United States

DoD – Department of Defense

DTR – Defense Transportation Regulation

EDL – Enhanced Distribution Label

EE – Empty Equipment

ETR – Export Traffic Release

EUCOM – European Command

FRA – Frankfurt/Main International Airport

GAMT – Germany Aerial Mail Terminal

IAW – In Accordance With

IDS – Intra-Theater Delivery System

JMPA – Joint Military Postal Activity

MCA – Mail Control Activity

PS – Postal Service

PSIN – Postal Service Identification Number

PWS – Performance Work Statement

SAM – System for Award Management

SPRINT – Standard Pouching and Routing Instructions

STMR – Standard Transportation Movement Request

TAC – Transportation Account Code

UPU – Universal Postal Union

USAFE – United States Air Forces in Europe

USPS – United States Postal Service

ZIP – Zone Improvement Plan

APPENDIX B: HISTORICAL WORKLOAD DATA

TABLE B-1: ORDINARY MAIL HISTORICAL WORKLOAD DATA

2021 2022 2023 2024 Total Yearly Kilograms 11,385,082 10,065,222 9,468,959 9,081,282

Prograde Kilograms 8,104,807 7,062,383 6,959,763 6,848,123 Retrograde Kilograms 2,302,243 2,138,630 1,683,656 1,562,933

Surface/EE/IDS Kilograms 978,032 864,209 825,540 670,226 Daily Kilograms *31,192 *27,575 *25,942 *24,880

TABLE B-2.: PEAK MAILING SEASON HISTORICAL WORKLOAD DATA

(NOV – DEC in Kilograms)

MONTH 2021 2022 2023 2024

November 964,140

881,697 924,154 837,523

December 1,118,576 1,066,202 1,120,363 999,280

*The contractor shall calculate daily kilograms in a Mail Data Collection Worksheet provided by the COR by taking the sum of the following daily volumes: prograde and retrograde mail weight as documented on the Postal Service (PS) Form 2942-A, AV- 7 Delivery List; IDS mail weight; the surface container mail as documented in AMPS; and the DD Forms 1372 and 1384.

TABLE B-3. MIXED WORKING BAG HISTORICAL WORKLOAD DATA

DAILY NUMBER OF BAGS (20-25) ESTIMATED NUMBER PIECES

Letters Flats Small Boxes

2,000 -2,500 1,000

*The CORs will validate the contractor’s monthly volume (kilograms) using AMPS, DoD Forms 1372 and 1384, and locally generated data sheets.

APPENDIX C: SAMPLE STMR

TABLE C-1. SAMPLE OUTBOUND STMR SCHEDULE

Combined 2024 STMR Schedule OUTBOUND to APOs

STMR ORIGIN GAMT FROM GAMT TO APO

NO. DESTINATION PULL ARRIVE FREQUENCY

104 104 & MUNSS RR (6966TH) 2400 0930 MON-FRI

069 BREMERHAVEN (6966TH) 2400 1430 TUE

705 /

714 SHAPE / BRUSSELS** (6966TH) 0130 1000 MON & THU

261 (DP) MUNSS 214/261 (DHL) 0500 1030 TUE & THU

214 (DP) MUNSS 214 Only (DHL) 0500 1030 M-W-F

020 ROBINSON BARRACKS 0630 0930 MON-FRI

263 Panzer 263 (DHL) 0800 1000 MON-FRI 128 STUTTGART (Patch)(DHL) 0800 1100 MON-FRI

752 BRUNSSUM (6966TH) 0900 1430 MON-FRI

094 RAMSTEIN IMR MIXED (6966TH) 0900 1100 MON & THU

053 GARMISCH (DHL) 1000 1530 MON-FRI

173 HOHENFELS(DHL) 1100 1500 MON-FRI

112 VILSECK (DHL) 1100 1530 MON-FRI

114 GRAFENWOEHR (DHL) 1130 1600 MON-FRI

126 SPANGDAHLEM 1130 1530 MON-SAT

264 KATTERBACH 1145 1515 MON-TUE

021 KAPAUN 1200 1730 MON-FRI

034 BAUMHOLDER (DHL) 1300 1500 MON-FRI

012 RAMSTEIN APO 1300 1500 EVERYDAY

140 ILLESHEIM (DHL) 1315 1645 MON-FRI

067 Rhein Ordnance Bks 1315 1500 MON-FRI

095/ 200 Germersheim GAD(DDDC) 1315 1500 MON-FRI

142 SEMBACH 1330 1530 MON-FRI

180 Landstuhl 1330 1545 MON-FRI

096 WIESBADEN 1345 1445 MON-FRI

227 KLEBER Kaserne 1345 1530 MON-FRI 011 DARMSTADT (Dagger) 1400 1500 WEDS

UPDATED: 12 JUL 2024

TABLE C-2. SAMPLE INBOUND STMR SCHEDULE

Combined 2024 STMR Schedule INBOUND from APOs

STMR ORIGIN GAMT FROM APO TO GAMT

NO. ORIGIN PULL ARRIVE FREQUENCY

069 BREMERHAVEN (6966th) 0830 1630 WED

263 Panzer 263 (DHL) 1030 1230 MON-FRI

214 (DP) MUNSS 214 Only (DHL) 1100 1200 M-W-F

214 (DP) MUNSS 214/261 (DHL) 1100 1400 TUE & THU

094 RAMSTEIN IMR (6966th) 1200 1400 MON & THU

104 104 & MUNSS RR (6966th) 1315 1700 MON-FRI

095/ 200 GEMERSHEIM GAD 1530 1815 MON-FRI

705/714 SHAPE/BRUSSELS (6966th) 1530 2230 TUE & FRI

011 DARMSTADT (Dagger) 1600 1700 WED

067 Rhein Ordnance Bks 1600 1815 MON-FRI

173 HOHENFELS (DHL) 1600 2130 MON-FRI

227 KLEBER Kaserne 1630 1815 MON-FRI

126 SPANGDAHLEM 1630 2030 MON-SAT

053 GARMISCH (DHL) 1630 2200 MON-FRI

752 BRUNSSUM (6966th) 1630 2200 MON-FRI

264 KATTERBACH 1630 2000 MON-FRI

112 VILSECK (DHL) 1630 2230 MON-FRI

180 LANDSTUHL 1645 1845 MON-FRI

034 BAUMHOLDER (DHL) 1700 2000 MON-SAT

142 SEMBACH 1700 1900 MON-FRI

114 GRAFENWOEHR (DHL) 1700 2130 MON-FRI

140 ILLESHEIM 1730 2100 MON-FRI

021 KAPAUN 1730 1930 MON-FRI

096 WIESBADEN 1800 1930 MON-FRI

128 STUTTGART PATCH (DHL) 1800 2030 MON-FRI

020 ROBINSON BARRACKS 1800 2030 MON-FRI

012 RAMSTEIN APO 1800 2000 MON-SAT

UPDATED: 5 JUL 2024

APPENDIX D: USPS PROVIDED, EQUIPMENT, SUPPLIES AND FORMS

1. The Contractor shall submit to the COR all requisitions for USPS, Supplies and Forms as identified in PUB 223 using the PS Form 7380. The contractor shall maintain a three months stock of supplies and forms on hand.

TABLE D-2. USPS PROVIDED EQUIPMENT

USPS

Equipment

Description Unit of Issue Quantity Provided

Quantity for Return

USPS EQUIP AMPS Dispatching and Nesting System

EA 6 6

APPENDIX E: REQUIRED REPORTS/CDRLs

TABLE E-1: REPORTING MECHANISMS

CDRL Title Reference Remarks Frequency Format Distribution

A001 Phase-In and Phase-Out Plans Paragraph 10.1 and 10.2

Provide NLT 10 calendar days after contract award

One Time Government, Electronic Format

COR, COR

Supervisor, CO

A002

Project Manager and Alternate

Paragraph 9.2

Provide name of Project Manager (PM) NLT 10 calendar days prior to contract award and contact details of delegated PM NLT 3 days prior to absence of primary

PM; include English proficiency ifi

As Required

Electronic Format

Supervisor, CO

A003

Prograde and Retrograde Mail

Processing Report

Paragraph 7.1 Provide NLT 5th calendar day of the following month

Monthly

Electronic Format, provided by COR

COR

A004

Mail Irregularity Report

Paragraph 7.2

Daily at the end of each shift

Daily

Electronic, USAFE Form 838 Provided by COR

A005

Surface Container

Report

Paragraph 7.3

Complete in AMPS after each arriving container within 48 hours of receipt of the container, or alternate method IAW SPRINT if AMPS is not available

As Required

Electronic, Provided by COR

AIRPS/PT,

JMPA,

A006

Empty Equipment Management Export Traffic

Release (ETR)

Paragraph 6.3.1

Provided for each departing container

As Required Electronic Format

Provided by BMCT

AIRPS/PT,

JMPA,

COR

A007 Mail Data Contractor Collection Worksheets

Paragraph 7.1 Provide NLT 5th calendar day of the following month Monthly Electronic, Provided by COR

Supervisor

A008

Mixed Working Bags

Worksheet

Paragraph 7.1

Provide NLT 5th calendar day of the following month

Monthly

Electronic, Provided by COR

A009

Scale Calibration

Paragraph 15.6 Certificate NLT 10 calendar days after contract start date and NLT 10 Jan

Annually

Contractor, Electronic Format

Supervisor