Performance Work Statement.pdf

Statement of Work (PWS)

FOR

Desktop/PC Postage

1.0 General: PWS for postage and services provided in support of mailing and desktop pc/postage needs of the California Army National Guard (CAARNG).

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform desktop postage services as defined in the PWS.

1.1.1 Objectives: provided mailing postage for United States Postal Service (USPS) items.

1.2 Background: The California Army National Guard intends to issue a GSA Schedule order for lease or subscription for a solutions capable of meeting all of the requirements of this PWS. An award will be issued for a FEDRAMP Certified cloud data storage (outbound package shipping functionality as well as all postage services), with the necessary components to include mail metering capability for online virtual meters to be utilized at a workstation (desktop computer) and the ability work with third party carriers.

1.3 Beginning 01 September 2025. Period of Performance (POP) shall be one base year of 12 months and four additional 12-month option years.

1.4 General Information:

1.4.1 Place and Performances of Services: 24 hours a day Sunday-to-Sunday, except on recognized US holidays or when the government facility/installation is closed due to local or national emergencies, administrative closings, or similar government-directed facility/installation closings. Performance of services shall be the Joint Force headquarters (JFHQ), California Army National Guard (CAARNG), 10601 Bear Hollow Drive, Rancho Cordova, 95670.

1.4.1.1 Telework: Is NOT authorized.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.1 Telework: Is NOT authorized.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day

1.4.2.6 Independence Day

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated subcontractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.3 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.4 Network Security In order to maintain security and ensure that data entered into and stored by the solution are kept confidential, the solution must support the following requirements.

1.4.5.4.1 The URL web link that connects the various California National Guard Armories at user locations must be a port 443 Secure Socket Layer connection. URL is unique to California National Guard users and must only be used by locations serviced by California National Guard.

1.4.5.4.2 The data must be consolidated by each California National Guard armories by user location into one report on a real-time (current-time) basis meaning that at any point in time, the User and only the User can immediately create a report on postal and carrier activity across all User locations for all UPS, FedEx, and USPS to include all virtual/online meters. In addition, system must real-time display the current unused postage for all postage meters on a single report.

1.4.5.4.3 User mail data must not be comingled with the data of any other User, agency or commercial business.

1.4.5.4.4 The mail data must be captured and all applications supported via a contractor supplied hosting facility. Contractor shall provide details on the hosting center security, redundancy, failover and operations.

1.4.5.4.5 The mail data consolidation program must be web-based with all administration, backup and redundancy the responsibility of the contractor.

1.4.5.4.6 All data collection must happen on a real-time (current-time) basis without any California National Guard operation intervention at any of the User locations.

1.4.5.4.7 All carrier rate updates for the solution shall be performed by the contractor via a web-based application.

1.4.5.4.8 The solution must support enterprise business rules configuration and enforcement so as to reduce carrier costs by the most efficient means and associated services without compromising on delivery services.

1.4.5.4.9 Cloud-based data hosting services shall be FedRAMP certified an must have received a provisional authorization from either the Joint Authorization Board or another.

U.S. Federal Executive Branch Agency at time of offer submission. The solution’s cloud-based data hosting services must meet the applicable additional requirements for cloud computing documented in NIST SPs 800-144, 800-145 and 800-146.

1.4.5.4.10 Data hosting shall include backup and failover of FedRAMP services with hosting centers to be located in the United States and be geographically separated by over 750 miles.

1.4.5.4.11 Postage Funding – Applies to all postage (virtual PC Postage that are included in this requirement). California National Guard supports a wide range of National Guard locations throughout the state and as such, requires the enterprise solution to be able to simultaneously support through a single enterprise application postage funding for virtual meters and cannot accept any credit account to fund any USPS meter transactions. California National Guard will not accept having to fund separate commercial postage accounts or subscriptions. Enterprise postage balance reporting must have one reporting database that collectively reports all virtual meter serviced by California National Guard. In addition, system must have the ability to process 1st class letter postage for desktop users, using one centralized managed California National guard postage fund account for the various locations supported under this contract.

Physical Security – The contract shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Data/Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.11 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive

IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

5.0 Requirements: The contractor shall:

5.1 Provide guidance on initial account set up within 24-48 hours of opening accounts, and 24-48 hours with any assistance thereafter with issues that may arise, to include publications, and online training. The KTR shall provide phone numbers and email addresses.

5.1.1 Set up administrative rights and funding approval hierarchy for subordinate units to request funds, authorized account users, authorization to create and run reports on a daily, weekly, monthly, quarterly, and yearly basis.

5.1.2 Provide clear means of communication and assistance within a 24–48 hour period for any technical assistance and dedicated line of service for equipment replacement and/or repairs.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of

Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars

Regulation Supplement

DoDM 1000.13-M- V1

DoD Identification (ID) Cards

(Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing

Standards (FIPS) Publication 201-2 Personal Identity

Verification (PIV) of Federal Employees and Contractors (paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

DoDD 5400.11 Department of

Defense Privacy Program

01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of

Defense Privacy Program

05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce

Management

10/05/2020 OK https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015)

OK https://www.esd.whs.mil/Directives/issuances/dodm/

AR 25-2

Information Assurance

04/04/2019 OK http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

DoD 5220.22-M National Industrial Security Program Operating Manual

02/28/2006 (Change 2:

05/18/2016)

OK https://www.esd.whs.mil/Directives/issuances/dodm/

AR 381-12

Threat Awareness and Reporting Program (TARP)

(Section II, ¶ 2-4.b)

06/01/2016 OK http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodm/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx https://www.esd.whs.mil/Directives/issuances/dodm/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

10/21/201 https://www.uscis.gov/sites/default/files/files/form/i- 9.pdf

DD 441

Department of Defense Security Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms000 1-0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.2 Reporting The Vendor shall

provide a monthly report on status and issues during initial implementation phase monthly, if required.

91% Periodic Inspection / COR Weekly updates and conference calls until entire transition is in place. To include reports, timelines, logistics and movement of equipment.

Delivery Vendor shall ensure proper delivery of equipment on time.

100% 100% inspection/COR Notification of non-deliverables to the COR is required.

http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/ https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable

Title

Frequency Number of Copies

Medium/Format Submit To

5.2 Reporting The Vendor shall

provide a monthly report on status and issues during initial implementation phase monthly, if required.

1 Electronic Submission

COR

Delivery Vendor shall ensure proper delivery of equipment on time.

Each Delivery

Physical Inspection

COR