Performance Work Statement_8 May 2023.pdf

Performance Work Statement

FOR

Official Mail Center (Lakehurst) & Postal Service Center (McGuire)

DESCRIPTION OF SERVICES

The contractor shall provide all management, tools, supplies, and labor necessary to perform operation of the Official Mail Center (OMC) (Lakehurst) and the Postal Service Center (PSC) (McGuire). Both facilities are located on Joint Base McGuire-Dix-Lakehurst (JB MDL). This effort will be completed as defined in this Performance Work Statement (PWS) and in accordance with (IAW) standards established by the United States Postal Service (USPS) and the Department of Defense. The contractor shall submit reports and documentation as identified throughout this PWS. Requests for such reports, documentation, and responses shall be coordinated through the government Contracting Officer Representative (COR). Contractor tasks include:

• Official Mail Center (Lakehurst)

The OMC Lakehurst operation is to provide service for receiving, processing, posting, re-directing, and distributing mail for any government agency or individual that is in direct support of the military mission IAW regulations listed in Para 1.3 and Appendix C.

• Postal Service Center (McGuire)

The PSC McGuire operation is to provide service for receiving, processing, re-directing, and distributing mail for dormitory residents and members assigned General Delivery addresses IAW regulations listed in Para 1.3 and Appendix C.

Customer Eligibility for PSC Support: The primary customers for the PSC are dormitory residents. These are military personnel who are authorized postal services at the expense of the government. Secondary customers of the PSC are newly assigned military personnel receiving General Delivery service. General Delivery service is provided to newly assigned personnel who are in the process of obtaining a permanent mailing address and to personnel assigned to JB MDL on temporary duty status. General delivery mail will be held for no more than 30 days unless information is available indicating the individual is due to arrive or otherwise instructed.

1. OPERATION OF THE OFFICIAL MAIL CENTER (OMC)

1.1. Only contractor staff with a minimum Secret security clearance are authorized to work at the OMC. The contractor staff shall preserve and protect the security of the mail at all times in his/her custody from unauthorized opening, inspection, theft, tampering, delays, loss, or other unauthorized acts. Contract personnel must possess a Common Access Card (CAC) in order to maintain/update automated mail system(s).

1.2. Contractor staff shall be readily identifiable to customers (company uniform or company name tags) and US

Postal Service carriers delivering mail.

1.3. The contractor staff shall comply with the following regulations for day-to-day operations of the OMC:

DoDI4525.09_AFI36-365 – Military Postal Service https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36- 365/dodi4525.09_afi36-365.pdf

DoDI4525.8_AFMAN36-306 – DoD Official Mail Manual https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36- 306/dodm4525.8_afman36-306.pdf

DODI4525-09 - Military Postal Service https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/452509p.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36-365/dodi4525.09_afi36-365.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36-365/dodi4525.09_afi36-365.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36-306/dodm4525.8_afman36-306.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36-306/dodm4525.8_afman36-306.pdf

AFI 33.332 – AF Privacy and Civil Liberties Program https://static.e-publishing.af.mil/production/1/saf_cn/publication/afi33-332/afi33-332.pdf

1.4. Transport and distribute mail.

1.4.1. The government shall provide transportation for mail delivery to identified official military customers.

Only authorized OMC personnel shall enter and/or operate the mail delivery vehicle. Contractor personnel operating mail delivery vehicles must have a valid New Jersey Driver’s License and keep it current for duration of the contract.

1.4.2. Contractor staff are responsible for completing all pre-trip/post-trip documentation for the vehicle.

Contract staff are responsible for keeping the Official Mail Manager (OMM) aware of when routine maintenance is due or other maintenance is necessary.

1.4.3. Contractor staff are responsible for keeping the vehicle keys and gas card secure and ensure that the gas card is only used for the government vehicle.

1.4.4. The contractor staff shall notify the OMM of any incidents/accidents concerning the government vehicle.

1.4.5. When delivering mail to authorized locations, contractor staff shall not “give” mail to any individual not listed on the AF Form 4332, Accountable Communications Receipt, or addressed to the individual without presentation of proof of identification.

1.5 The contractor shall receive mail from the United States Postal Service (USPS) for distribution to JB MDL units/authorized locations. All mail delivered to the OMC will be made available to the customer within 24 hours of receipt or first business day (whichever is soonest). All official mail received from customers before 9:00am will be metered and delivered to USPS the same business day. Mail dropped off after 9:00am will be metered same business day and delivered to USPS within 24 hours.

1.6 Personal mail packages are not to be delivered/dropped off to the OMC by the USPS or units. If personal mail is accepted by the OMC in error, contractor staff should contact the individual and notify them they have a personal package for pick-up. Notify member that the package must be picked up within three (3) duty days of notification. If package is not picked up after the three (3) duty days, it will be “Returned to Sender”.

1.7 Contractor staff will process all command and tenant command outgoing official mail through postage metering equipment, ensuring it is charged to the correct account. Ensure all outgoing mail meets guidelines as per the DOD regulations listed in Appendix C of this PWS. If mail does not meet the guidelines, the contractor staff will affix a discrepancy notification of mailing policies to the package and return to sender for correction. Each package will be weighed, proper postage affixed, and records kept of accountability for the postage. Outgoing bulk rate mail will be delivered to the servicing post office if required.

1.8 Contractor staff are required to report daily meter expenses, number and type of mail pieces metered, and number and type of non-metered mail pieces handled to the OMM/or designated OMM staff on a daily basis.

1.9 During mail runs, contractor staff will pick up out-going mail when delivering mail to specified units and either deliver the mail to the appropriate offices during the next scheduled mail run, place the “interoffice” mail in the recipient’s mailbox at the OMC, or apply postage to the mail for pick up by USPS on the next business day.

1.10 Contractor staff will sort all incoming mail directly into the appropriate bin by building number, unit/support activity or name. Official Mail that cannot be identified by any of these methods will be looked up in the appropriate database to locate address or individual. If unable to locate, mail will be stamped/marked “Returned to Sender”.

1.11 Contractor staff will not accept any parcel for mailing that exceeds 70 lbs or 20”x20” per USPS guidelines.

1.12 Contractor staff will notify the Official Mail Manager (OMM) when remaining postage meter funds load reaches below $500.00.

1.13 Contractor staff will provide an account summary at the end of each business day. Contractor will also complete the Common Output Levels of Service Spreadsheet at the end of each day. This spreadsheet will be provided to the Official Mail Manager (OMM), Official Mail Center/Ft Dix.

1.14 Provide customer service. The contractor shall advertise/post operating hours, answer inquiries, resolve complaints, and provide forms and briefings in a professional and courteous manner. The contractor shall staff the OMC during the hours of 7:00am – 3:00pm, Monday through Friday excluding Federal holidays with no less than 3 staff present during business hours.

1.15 Contractor staff will maintain the AMPS (Automated Military Postal System) database to update changes in unit names, addresses, and Activity Distribution Office (ADO) information listed on AF Forms 4332.

Contractor staff will scan all accountable mail into AMPS upon receipt and out (delivered) of AMPS upon delivery/customer signature. Only staff listed on the AF Forms 4332 (thus entered in AMPS) are authorized to receipt for mail. All customers receiving accountable mail will sign the AMPS scanner confirming receipt.

1.16 Contractor staff will collect AF Forms 4332 from each Activity Distribution Office (ADO) via email and submit them to the OMM for inputting into A MPS. Included in the email to the OMM will be the USPS street address and phone number of the ADO/Unit. Once input, the OMM will sign and return the forms via email to the Lakehurst OMC for filing in the Lakehurst ADO binder and to the ADO.

2. OPERATION OF THE POSTAL SERVICE CENTER (PSC).

2.1. Contractor staff working in the PSC require a background investigation. The contractor staff shall always preserve and protect the security of the mail in his/her custody from unauthorized opening, inspection, theft, tampering, delays, loss, or other unauthorized acts. Contractor staff must possess a Common Access Card (CAC) in order maintain/update automated mail system(s).

2.2. Contractor staff shall be readily identifiable to customers (company uniform or company name tags) and US Postal Service carriers delivering mail. The contractor staff shall provide excellent customer service to PSC customers with no more than 5 valid complaints per quarter. The contractor will advertise/post operating hours, answer inquiries, resolve complaints, and provide forms and briefings in a professional and courteous manner. The contractor shall staff the PSC during the hours of 9:00am – 5:00pm (Mon-Fri) and 10:00am – 2:00pm (Saturday) excluding holidays with no less than 3 staff present during business hours.

2.3. The contractor staff shall comply with the following regulations for day-to-day operations of the PSC:

DoDI4525.09_AFI36-365 – Military Postal Service https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36- 365/dodi4525.09_afi36-365.pdf

DoDI4525.8_AFMAN36-306 – DoD Official Mail Manual https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36- 306/dodm4525.8_afman36-306.pdf

DODI4525-09 - Military Postal Service https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/452509p.pdf

AFI 33.332 – AF Privacy and Civil Liberties Program https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36-365/dodi4525.09_afi36-365.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodi4525.09_afi36-365/dodi4525.09_afi36-365.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36-306/dodm4525.8_afman36-306.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dodm4525.8_afman36-306/dodm4525.8_afman36-306.pdf

2.3.1. The contractor staff shall always preserve and protect the security of the mail in his/her custody from unauthorized opening, inspection, reading contents or covers, tampering, delays, loss, or other unauthorized acts.

2.3.2. The contractor shall receive mail to include United States Postal Service, United Parcel Service, Federal Express, and from all other small package delivery companies. The contractor staff shall distribute mail from the USPS to appropriate mailboxes upon receipt but no later than 3:00pm (1500 hours) Monday thru Friday and no later than 2:00pm (1400 hours) on Saturdays. Mail from UPS, FedEx, and other small package delivery companies must be documented on PS Forms 3849 which should be placed in mailboxes within 24 hours of receipt of package.

2.3.3. Temporary Mail Distribution Orders/Notifications. Customers can control the delivery of their mail by completing a PS Form 3801 - "Standing Delivery Order," PS Form 3849 - "Delivery Notification/Reminder/Receipt, or DD Form 2258 - "Temporary Mail Disposition Instructions."

2.3.3.1. Contractor staff should place orders/notifications in the proper receptacle or the proper area for General Delivery by the end of each workday and hold mail up to 30 days for PSC Mailbox patrons and 15 days for incoming personnel. The contractor shall provide notification and storage of packages for dormitory residents and General Delivery customers. Mail for inbound members will be held for 15 days past the arrival/report-no-later-than date. If mail is unclaimed at that time, the contractor will determine the sponsor's status by contacting the gaining unit or the military or civilian personnel office and make disposition of the mail accordingly. If there is no status change, return the mail to sender endorsed “Attempted - Not Known." If there is no indication of an arrival/report-no-later-than date, but there is reason to believe the individual is due to arrive, hold the mail for 30 days.

2.3.3.2. The contractor will screen mail being held for personnel against the directory at least weekly.

The contractor shall give oversized mail to customers when they present proper military identification. Notification cards (PS Form 3849) for oversized mail received from the USPS and small package delivery companies will be prepared and placed in the correct PSC mailbox. Annotate date of receipt on the notification card and the oversized mail piece.

2.3.3.3. Contractor is responsible for filing PS Forms 3849 that have been signed by the addressee acknowledging receipt at the end of each business day by year and by the last two digits of the form.

Forms are maintained on file at the PSC for 2 years.

2.3.4. Distribute mail. Mail shall be distributed in mailboxes no later than 3:00pm (1500 hours) Monday thru Friday and no later than 2:00pm (1400 hours) on Saturdays. Mail not correctly addressed shall be re-directed and returned to the servicing USPS office or commercial carrier within 24 hours of receipt.

Directory mail service shall be provided for undeliverable mail, using the criteria in DOD 4525.8_AFMAN 36-306 and USPS guidance, by close of business on day received. Mail being returned to USPS shall be properly endorsed/returned within 24 hours of receipt. Contractor staff will conduct a check every mail on a weekly basis to ensure excessive mail is not accumulating.

2.3.5. Provide customer service. The contractor shall advertise operating hours at the Postal Service Center window, answer inquiries, resolve complaints, and provide forms and briefings in a professional and courteous manner. The contractor shall staff a customer service window during the hours of 0900-1700 (Mon-Fri) and 1000-1400 (Saturday) and provide courteous, professional customer service to all dorm and General Delivery patrons, both in person and on the telephone. Ensure a minimum of two (2) personnel are available to provide quality customer service during “Customer Window Service” hours.

2.3.6. General Delivery Service. The contractor shall use general delivery service for military transients, persons who are on temporary duty (TDY) for more than 30 days and newly assigned personnel until a permanent resident address is established. Before placing mail in the general delivery mailbox, the contractor shall check each piece of mail against alpha roster ensuring that the individual is assigned to the general delivery section. The contractor shall not hold mail addressed for general delivery more than 15 days unless information, such as an arrival date and/or report-no-later-than date is available indicating that the individual is to arrive at a specified date later than 15 days. Contractor staff shall obtain report-no-later-than dates from sponsors when they are setting up general delivery for incoming personnel.

2.3.7. Automated Military Postal System (AMPS). AMPS is a web-enabled management system that integrates and optimizes business processes across the United States Postal Service and Department of Defense. Contractor staff will be responsible for inputting data into the AMPS system daily and updating data as necessary. Contractor staff will ensure all package tracking numbers/labels are scanned into the AMPS system and that all customers sign the AMPS scanner when picking up packages.

2.3.8. Security of mail. Contractor staff shall insure mail is secured at all times and that only contractor staff with the appropriate background investigation have access. Only authorized personnel are permitted to enter the storage area of the PSC. Contractor staff will physically escort authorized visitors such as janitorial staff, repair persons, delivery staff, etc. when they enter the mail storage area.

2.3.9. Undeliverable mail. Provide directory service and deliver: Check with base locator, military personnel flight, and civilian personnel office. If still undeliverable, do not forward mail to Official Mail Center. Return to sender marked "INSUFFICIENT ADDRESS."

2.3.10. Handling Mail for Casualties (Deceased, Missing, Captured, and Hospitalized): Verification. Under no circumstances is mail for casualties returned to sender or forwarded to next of kin until absolute verification is obtained that the next of kin has been notified. Postal activities can obtain this information from the summary court officer (USAF), casualty mail section (USA and USMC), or command element (USN). Hold the mail as long as necessary to prevent inadvertent disclosure of the casualty. Once the appropriate Military Department officially notifies the next of kin, return the mail to the sender or forward it to the next of kin with an authorized endorsement. Deliver jointly addressed mail, as addressed by the sender, when one of the addressees can receive it at the place of address. Postal activities may deliver, to the executor or administrator, jointly addressed mail not deliverable at the place of address, as well as other mail addressed to the deceased. Such mail is then considered delivered to the addressee and is subject to the disposition of the executor or administrator. (Exception: Return Federal Government checks to the sender.)

2.3.11. Automated Military Postal System (AMPS). AMPS is a web-enabled management system that integrates and optimizes business processes across the United States Postal Service and Department of Defense. Contractor will be responsible for keeping the AMPS system updated with changes to customers and/or information such as address changes, departures, arrivals, general delivery, package delivery, mail tracking, and tracking mailbox repairs and mailbox availability.

2.3.12. Excessive Mail. Contractor staff will conduct a check of every mailbox on a weekly basis to ensure excessive mail is not being accumulated in the box. Addressees or addressees’ unit should be contacted to determine status for mailboxes with excessive mail.

2.3.13. The contractor staff shall be responsible for keeping desks, tables, counter tops, general work areas, mailboxes, and miscellaneous mail equipment and government furnished appliances clean/dusted, organized and free of debris.

3. MANAGE AND MAINTAIN PSC MAILBOXES

3.1. Manage mailboxes. The contractor shall establish procedures to determine eligibility in accordance with DOD 4525.8_AFMAN 36-306. Contract personnel shall assign mailboxes to authorized users and withdraw mailboxes from customers no longer authorized service.

3.2. Maintain mailboxes. The contractor shall perform minor maintenance on mailboxes to ensure proper function.

The contractor shall repair inoperable equipment to include, but not inclusive of, replacing and lubrication of components, parts, handles, hinges, gaskets, etc. Perform maintenance on mailboxes as needed. The government will provide all replacement parts. Parts may be obtained by notifying the Contract Officer Representative (COR).

3.2.1. The contractor shall change key cylinders any time a combination or key is believed to be compromised, when inoperable, or prior to the mailbox being reassigned. The combination or key change shall be recorded on DD Form 2262, Receptacle Record (DOD 4525.6-M) and documented into the AMPS database. For major repairs such as cracked, broken lock(s), key broken off in lock(s), and failure of lock to lock or unlock with designated key notify the COR for repair.

3.2.2. Lost Keys. If a dormitory resident should lose their receptacle key, the key will be replaced at the government’s expense by contacting the COR. The last key to any lock cylinder shall never be issued.

3.2.3. Out-processing. All Air Force military members stationed at JB MDL must out-process the PSC.

Members will report in person to the PSC to turn in their mailbox key. Contractor staff will collect key and provide member a signed copy of the PSC out-processing memo to provide to the Military Personnel Flight to out-process the base. Members who do not have PSC mailboxes will be provided a memo for out-processing the Military Personnel Flight. When keys are collected, contractor staff will close out the mailbox, annotate records, and input the action in AMPS. Contractor staff will make 2 copies of all out-processing memos, give one copy to the member, file one copy in the PSC PCS Out-processing binder, and give the original memo to the OMM.

4. SERVICE SUMMARY (SS)

SS No. PERFORMANCE

OBJECTIVE

PWS

REFERENCE

PERFORMANCE THRESHOLD

SS-1 Compliance with Government Manuals, Regulations and Forms

Description of Services, Para 1.3 and Appendix C

Staff will be expected to comply with all official mail manuals, regulations and forms listed in Appendix C of this PWS. As manuals, regulations, forms are added/deleted and/or updated, contractor will be informed and provided copies. Inspections will be conducted monthly

SS-2 Delivery Incoming Official Mail (OMC)

Para 1.5. All mail delivered to the OMC will be made available to the customer within 24 hours of receipt or first business day (Whichever is soonest). No more than five (5) valid complaints per quarter.

SS-3 Post Outgoing Official Mail

(OMC)

Para 1.5. All official mail received from customers before 9:00am will be metered and delivered to USPS the same business day. Mail dropped off after 9:00am will be metered same business day and delivered to USPS within 24 hours. No more than five (5) valid complaints per quarter.

SS-4 Customer Service (OMC) Para 1.14. Provide courteous, professional customer service to all JB MDL Official Mail Customers, both in person and on the telephone. Ensure personnel are available to provide quality customer service during “Customer Service” hours. No more than five

(5) valid complaints per quarter.

SS-5 Maintain AMPS (OMC)

Para 1.15.

Daily update of system that communicates with the US Postal Service on movement/status of official mail No more than three (3) valid oversights per quarter.

SS-6 Delivery to PSC Mailboxes

(PSC)

Para 2.3.2., & 2.3.4.

Mail shall be sorted and pitched to the correct PSC mailbox no later than 1500 hrs M-F and 1400 hrs Sat. No more than five (5) valid complaints per quarter.

SS-7

Distribute Oversized Mail

(PSC)

Para 2.3.3.2. Notification cards (PS Form 3849) for oversized mail received from the USPS will be prepared and placed in the correct PSC mailbox by 3:00 pm (M-F) and 2:00 pm (Saturday). For oversized mail received from small package delivery companies, prepare notification cards and place in the correct PSC mailbox within 24 hours of receipt.

Annotate date of receipt on both the PS Form 3849 and the oversized mail piece. PS Form 3849s must be filed/maintained in accordance with DOD regulations. No more than five (5) valid complaints per quarter.

SS-8 Directory Mail Service (PSC) Para 2.3.4. & 2.3.9. Directory mail service shall be provided for undeliverable mail, using the criteria in DOD 4525.8_AFMAN 36-306 and USPS guidance, by close of business on day received. Mail being returned to USPS shall be properly endorsed/returned within 24 hours of receipt.

No more than five (5) valid complaints per quarter.

SS-9 Customer Service (PSC) Para 2.3.5. Provide courteous, professional customer service to all dormitory and General Delivery patrons, both in person and on the telephone.

Ensure two (2) personnel are available to provide quality customer service during “Customer Window Service” hours. No more than five (5) valid complaints per quarter.

SS-10 General Delivery Service/Hold Mail (PSC)

Para 2.3.5, 2.3.6, & 2.3.11

Place notification (PS Form 3849) in the proper receptacle or the proper area for General Delivery and hold mail for up to 30 days for dormitory patrons and 15 days for incoming personnel. The contractor shall provide notification and storage of packages for dormitory residents and General Delivery customers. Mail for inbound members will be held for 15 days past the arrival date. If mail is unclaimed at that time, the contractor will determine the sponsor's status by contacting the gaining unit or the military or civilian personnel office and make disposition of the mail accordingly. If there is no status change, return the mail to sender endorsed “Attempted- Not Known." If there is no indication of a due in date, but there is reason to believe the individual is due to arrive, hold the mail for 30 days. The contractor will screen mail being held for personnel against the directory, at least weekly. The contractor shall give oversized mail to customers when

SS-10

(Continued)

General Delivery Service/Hold Mail (PSC)

Para 2.3.5, Para 2.3.6, & Para 2.3.11 they present proper military identification.

PS Forms 3849 for oversized mail delivered by USPS will be prepared and placed in the correct PSC mailbox by 3:00 pm M-F, 2:00 pm Saturday. PS Forms 3849 for oversized mail delivered by small package carrier will be placed in mailboxes within 24 hours of receipt. Annotate date of receipt on notification card and oversized mail piece.

SS-11 AMPS – Automated Military Postal System Database

(PSC)

Para 2.3.7. & Para 2.3.11.

Daily update of system for customer movement, forwarding addresses and special instructions. Daily update of system that communicates with the US Postal Service on movement/status of mail and delivery of packages. Tracks receipt and delivery of mail/packages from USPS. Tracks PSC box availability and repairs

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES

5. The government will provide the equipment, materials, and services listed below and in Appendix B.

5.1. SERVICES AND EQUIPMENT

5.1.1. Removal of any equipment condemned or replaced from the Official Mail Center or Postal Service Center facilities.

5.1.2. Electrical power into the building and circuit breakers.

5.1.3. Alteration, repair, and maintenance of buildings.

5.1.4. Adequate building space to be used by the contractor for operation and package storage.

5.1.5. Utilities. The government will provide gas, electricity, sewage, and water.

5.1.6. Telephone. The government will provide a “Class A” telephone line for official business only.

5.1.7. Custodial Service. The government will provide custodial service for the Official Mail Center and Postal Service Center (trash removal and restrooms). The contractor staff will ensure custodians are escorted when in the mail areas of the facility. The contractor shall be responsible for keeping desks, tables, counter tops, general work areas, mailboxes, and miscellaneous mail equipment clean/dusted, organized and free of debris.

5.1.8. Refuse Collection. The government will provide refuse collection.

5.1.9. Recycling. The government will provide recycling service.

5.1.10. Insect and Rodent Control. The government will provide insect and rodent control service.

5.1.11. Grounds Maintenance. The government will provide grounds maintenance.

5.1.12. Security Forces and Fire Protection. The government will provide all security and fire protection services. The emergency phone number is: 911

5.2. Building Custodian. The government will provide the following Building Custodial duties: trash pickup in common areas, mopping, restroom cleaning, and buffing the floor in conjunction with the existing cleaning contract for the facility.

5.3. Equipment – See list of equipment in Appendix B of this PWS.

6. GENERAL INFORMATION.

HOURS OF OPERATION

6.1. The contractor shall maintain operating hours at the Mail Centers as listed below.

OMC Lakehurst 488 Walsh Rd, JB MDL Lakehurst NJ 08733

DAY

HOURS OF

OPERATION

Monday- Friday

7:00am-3:00pm Lakehurst

Postal Service Center McGuire

2907 Tuskegee Airmen Ave, JB MDL, NJ 08641 McGuire AFB

DAY

HOURS OF

OPERATION

CUSTOMER

WINDOW SERVICE

Monday-

Friday 9:00am – 5:00pm 9:00am – 5:00pm

Saturday 10:00am –2:00pm 10:00am –2:00pm

6.2. Holidays. The Official Mail Center and Postal Service Center shall be closed on all Federal Holidays. Those currently include: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

6.3. Deviation from Posted Hours. No deviation from posted hours shall be made. In extreme emergencies, contractor personnel are required to contact the OMM if changes in posted hours need to be made. If the OMM receives approval, contractor staff shall ensure change is posted in full view of customers.

7. SECURITY/TRAINING REQUIREMENTS - All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation, shall abide by all security regulations of the installation.

7.1. Base Access. The contractor shall obtain personal identification passes for all employees requiring entry onto Joint Base McGuire-Dix-Lakehurst.

7.2. Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work shift, all government facilities, equipment, and materials shall be secured.

7.3. Inclement Weather. The contractor will use the same first line defense as military members, which is to call the Base Weather phone line or check official social media web sites and follow the instructions prior to leaving home.

7.4. Force Protection Conditions (FPCON). The contractor staff should be knowledgeable of the 5 FPCON:

Normal, Alpha, Bravo, Charlie and Delta as per the training provided. Explanation of each condition can be reviewed at https://www.dla.mil/About-DLA/News/News-Article-View/Article/2740252/force-protection-conditions-a-tutorial/. If additional precautions, over and above normal precautions are required, contractor staff well be notified by the Official Mail Manager (OMM) or the OMM designated representative.

7.5. Anti-Terrorism. The contractor shall comply with the attached Antiterrorism Guide (Appendix D). As a prelude and during performance of any contract, it is critical that the Contractor be supportive of all Department of https://www.dla.mil/About-DLA/News/News-Article-View/Article/2740252/force-protection-conditions-a-tutorial/ https://www.dla.mil/About-DLA/News/News-Article-View/Article/2740252/force-protection-conditions-a-tutorial/

Defense (DoD) requirements to protect personnel and their families, installations, facilities, information, and other resources from terrorist acts. All Contractors and Sub-Contractors are responsible for providing their personnel information on the JB MDL Antiterrorism Program. During performance of work, personnel security and protection of resources is critical for the installation to maintain a safe work environment. Contractors and contracted personnel will be alert for any suspicious activities while on the installation. If any situation appears to be suspicious, immediate actions must be taken to properly notify the 87th Security Forces Squadron (SFS) Emergency Control Center at 609-754-6001. Contractors must ensure that contracted personnel and vehicles are strictly controlled during performance of duty. For instance, Contractors shall use reasonable efforts to prevent any personnel or equipment from being placed in harm’s way or in a position that could aid or abet terrorists. It is strongly recommended that all contracted personnel take the computer-based training (CBT) for the DoD-approved Antiterrorism Level I Training at https://jkodirect.jten.mil/pdf/atl1/launch.html contractors are encouraged to contact the JB MDL Antiterrorism Office at 609-754-1397 for information regarding the installation Antiterrorism Program.

Administrative Note: In the event of an emergency dial 9 1 1 from any land line on the installation. The call will be routed to the Emergency Operations Center (EOC) (609-754-6001) on the Joint Base. If you use a cell phone and dial 9 1 1 you will be routed to the county 9 1 1 dispatch (Burlington County for McGuire and Dix or Ocean County for Lakehurst) at that time you must inform the dispatcher that you are on i.e. McGuire, Dix, or Lakehurst. The county dispatcher will route your call directly to the JB MDL

EOC.

Combating Trafficking in Persons (CTIP), DoDI 2200.01, SEP 10

• Trafficking in persons (TIP) is defined as the recruitment, transportation, transfer, harboring, or receipt of persons by means of threat, use of force, coercion, abduction, fraud, deception, abuse, or exploitation

• Second largest criminal activity in the world

• DoD has established a ZERO tolerance for Trafficking In Persons

8. TRAINING

8.1. The contractor shall provide necessary training to employees as outlined in DoD4525.8M, DoD Official Mail Manual, and DoD 4525.8M_AFMAN 36-306, DoD Official Mail Manual, DoDI4525.09_AFI36-365 – Military Postal Service maintain records of all training on-site and have said records available for government review.

8.2. All contractor employees performing mail-handling duties shall be designated as a “Unit Mail Clerk”.

Designations will be accomplished using DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly, before personnel assume mail-handling duties. The contract manager will notify the Official Mail Manager (OMM) of all employees that require such designation. When designated personnel are relieved, the contract manager is responsible for retrieving DD Forms 285 and returning them to the OMM for logging of the revocation date and destruction.

8.3. The contractor staff at Lakehurst OMC with Secret security clearances will also require a DD Form 4332 and ADO Training. The OMM will prepare, record appointment, validate, and distribute all copies of DD Form 4332.

Mail handling personnel shall carry their DD Form 4332 when performing mail-handling duties and shall present it when receipting for mail. When designated personnel are relieved, the contract manager is responsible for retrieving DD Forms 4332 and returning them to the OMM for logging of the revocation date and destruction.

8.4. All contractor staff are required to become knowledgeable of all regulations and forms sited in this PWS (see Appendix C).

9. CONTRACTOR PERSONNEL.

9.1. Management. The contractor shall provide a point of contact (POC) that shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer and contracting officer Representative. The POC shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The POC should be available to the government at all times during normal duty hours to meet at JB MDL with government personnel designated by the contracting officer to discuss problem areas. The POC must be able to fluently read, write, speak, and understand English. The position shall at https://jkodirect.jten.mil/pdf/atl1/launch.html no time be vacant. He/she shall comply with installation rules and regulations for motor vehicle use. He/she will be familiar and trained by the contractor on the PWS and the regulations in Sections 2.3. and Appendix C.

9.2. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless person seeks and receives approval in accordance with DOD-5500-7 (for military) or AFI 36-701 Civilian Employee and Labor Management Relations.

In addition, the contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be in conflict with the policies contained in AFI 64-106 (Air Force Industrial Labor Relations Activities).

9.3. Employees.

9.3.1. Contractor shall only hire personnel for the OMC that have a Secret Clearance per DoD4525.8M, DoD Official Mail Manual for duty in the Official Mail Center (Lakehurst).

9.3.2. Employees for the Postal Service Center require background investigations in order to access base IT resources.

9.3.3 Contractor personnel shall present a neat professional appearance and be easily recognized as contractor employees. This may be accomplished by the wearing of a uniform and/or badge bearing the name of the company.

9.3.4. The contractor shall provide personnel who are physically capable of performing all tasks in the OMC and PSC. Personnel shall not have physical restrictions prohibiting duty involving prolonged standing, walking, or lifting weights up to and including the maximum weight for a mail piece. Mail pieces may weigh up to 70 pounds.

9.3.5. The contractor shall ensure employees have a current DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly, prior to starting work under this contract.

9.3.6. The contractor shall ensure employees obtain a DBIDS card for entry on to JB MDL. The contractor is responsible for collecting the DBIDS cards and turning them in to the Official Mail Manager upon relief/termination of contractor staff duty.

9.3.7. Reporting loss/damage: Contractor personnel are required to report lost PSC mailbox keys and/or damage/repairs needed to mailboxes (beyond what is stated in Para 3.2. and 3.2.1.), equipment or to premises to the Official Mail Manager.

9.3.8. Contractor staff are required to report emergencies, damage to facility, required repairs, required equipment needed, equipment repairs needed, damage to equipment, theft of equipment, missing accountable mail, missing personal packages, etc. to the Official Mail Manager and Contract Officer Representative.

9.3.9. Cleanliness: Contractor personnel are required to maintain the cleanliness of the PSC between janitorial contractor cleaning services. Contractor personnel are responsible for keeping work areas clean, countertops free of clutter and all areas organized and free of debris.

10. CONDUCT - Contractor personnel shall conduct themselves in a professional manner and maintain a neat, professional appearance at all times and be easily recognized as contractor employees (Para 4.5 & 9.3.3.) The contractor will not allow loitering of any kind on the premises during duty hours.

11. DECLARED CRISIS

11.1. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE PRESIDENT OR THE

SECRETARY OF DEFENSE. This service does not meet the criteria for continuation of performance during a crisis in accordance with Department of Defense Instruction (DODI) 3020.37.

11.2. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE LOCAL INSTALLATION

COMMANDER. The contractor shall use all means at their disposal to continue to provide service, in accordance with Department of Defense Instruction (DODI) 3020.37 and Air Force implementation thereof and the terms and conditions of the contract during periods of crisis, as directed by the Contracting Officer. Hours of operation will remain unchanged. During Base Closure Phases, the contractor is considered Phase C Non-essential Personnel. The contractor will not report for duty during base closures. The contractor can call 754-BASE or 323-SNOW or access official social media web sites for delayed reporting procedures.

12. QUALITY ASSURANCE.

12.1. Performance Evaluation Meetings. The Contracting Officer (CO), COR (Contract Officer Representative) and QA personnel may request meetings with the contractor when deemed necessary. The contractor may request a meeting with the contracting officer when he or she believes such a meeting is necessary. Meetings will be scheduled within seven (7) days from the date of request.

12.2. The OMM/Facility Manager/Contract Officer Representative are required to inspect the OMC and PSC on a monthly basis. Feedback from the inspections will be reported to the Contracting Officer.

13. NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL SERVICES

13.1 The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks as long as regulations and instructions are adhered to. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

14. APPENDIXES.

A. Workload Estimates B. Government Furnished Facilities/Equipment C. Publications/Forms D. JB MDL Antiterrorism Guide for Civilian Contractors

APPENDIX A

ESTIMATED WORKLOAD DATA

Official Mail Center (Lakehurst)

Average pieces of mail processed

Estimate Amount: 15,000 Frequency: Monthly

Average Number of Delivery Stops: 33 Average Number of Pick-up: 20

Average Length of Mail Run: 2 hours

Population: 2,500

Postal Service Center (McGuire)

Average pieces of mail processed

Estimate Amount: 17, 000 Frequency: Monthly

Mailboxes

Numbers of boxes available for issue: 1,536 Monthly number typically in use: 1,400

APPENDIX B

GOVERNMENT FURNISHED FACILITIES/EQUIPMENT/PUBLICATIONS/FORMS

a. GOVERNMENT-FURNISHED FACILITIES

The government will furnish the contractor the following facilities in which contractor’s work is performed:

BLDG NO. USE/DESCRIPTION APPROXIMATE SQ FT

488 (Lakehurst) Official Mail Center 30’ X 30’ 2907 (McGuire) Postal Service Center 57’ X 17’ RESERVED PARKING SPACE: None.

b. GOVERNMENT-FURNISHED EQUIPMENT:

Item Quantity OMC (Lakehurst)

Door Keys 3 Computers 3 Telephone 3 Vehicle 1 Postage Meter 1 Printers 2 Postal Arrivals Sys/Business Mgs 1

Item Quantity PSC (McGuire)

Door Keys 3 Computers 3 Printer 2 Telephone 3

APPENDIX C

GOVERNMENT-FURNISHED PUBLICATIONS AND FORMS:

Publications and forms that apply are listed below. The publication and forms have been coded as mandatory or advisory. The contractor is obligated to follow those publications and use those forms coded as mandatory. The contractor shall be guided by those publications or use those forms coded advisory to the extent necessary to accomplish requirements of this PWS. The government at the start of the contract will provide all publications and forms listed. The government will provide follow-on requirements to the contractor when changes occur.

Supplements or amendments to listed publications from any organization level may be issued during the life of the contract. The contractor can access the electronic publications web site below for the listed publications. Refer to:

http://www.e-publishing.af.mil/.

MANDATORY/

PUBLICATION TITLE ADVISORY

AFI 33-332 Air Force Privacy & Civil Liberties Program A

DOD 4525.6-M Vol II DoD Postal Manual M

DOD4525.8_AFMAN 36.3-6 DoD Official Mail Manual M

DOD4525.8_AFI 36-365 DoD Official Mail Management M

DOD5400.7-R_AFMAN 33-302 Freedom of Information Act M

FORM TITLE ADVISORY

AF Form 624 Base/Unit Locator and PSC Directory M/AFI 37-129 AF Form 4332 Accountable Communications Receipt Authorization M/DOD4525.8_AFMAN 33-306 DD Form 2825 Internal Receipt M/DOD4525.8_AFMAN 33-306 PS Form 0-53A Closure, Corrugated for Blocking A Lock Boxes Nr 1 Box PS Form 3546 Forwarding Order Change Notice A PS Form 3575 Change of Address Order (card) M/DOD4525.6V1/904.1.b PS Form 3579 Undeliverable 2nd, 3rd, 4th Class Matter M/DOD4525.6V2/605.2.c PS Form 3801 Standing Delivery Order (card) A PS Form 3849 Delivery Notification/Reminder/Receipt M/USPS DD Form 285 Appointment of Military Postal Clerk M/DOD4525.6V2/305.1 Unit Mail Clerk or Mail Orderly DD Form 2258 Temporary Mail Disposition Instructions M/DOD4525.6V2/502.12 DD Form 2262 Receptacle Record M/DOD4525.6V2/502.8