PERFORMANCE WORK STATEMENT Postal Service ASD DRAFT.pdf

PERFORMANCE WORK STATEMENT

Postal Service Center – Joint Base Lewis-McChord - McChord Field HHR, Administrative Services Division

FY 2025

1. GENERAL INFORMATION. This is a non-personal services contract to operate the Postal Service Center (PSC) at Joint Base Lewis McChord (JBLM) – McChord Field. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to operate the Postal Service Center as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. The Contractor shall comply with applicable Federal, State, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations, and acceptable commercial practices in the delivery of required services.

1.2. Background. The Records Management Branch requires contract personnel to operate the PSC for JBLM-McChord Field dormitory residents, Temporary Duty (TDY) personnel, personnel who have General Delivery addresses while awaiting a permanent mailing address, and active duty and retired military personnel residing at Holiday Park who are eligible for General Delivery service. The Air Force structure does not include personnel at the unit level who can perform these functions. This service is vital for the morale and welfare of those who live and work at JBLM-McChord Field.

1.3. Contractor tasks to be performed include:

• Receive, process, and deliver mail and packages

• Manage General Delivery Program

• Maintain directories/record cards

• Manage and maintain mail receptacles

• Verify customer eligibility

• Manage records and report data

1.4. Period of Performance. The period of performance shall be for one (1) phase-in period, one (1) base year of 12 months, and four (4) 1-year option periods. The Periods of Performance are as follows:

Phase-In Period 1 March 2025 – 15 March 2025 Base Year 1 March 2025 – 28 February 2026 Option Year 1 1 March 2026 – 28 February 2027 Option Year 2 1 March 2027 – 28 February 2028 Option Year 3 1 March 2028 – 28 February 2029 Option Year 4 1 March 2029 – 28 February 2030

1.5. General Information

1.5.1. Recognized Holidays. The Contractor is not required to perform services on the following Federal holidays. The term "Federal holidays" includes days on which Federal holidays are observed in lieu of the actual holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.5.2. Hours of Operation. The Contractor is responsible for conducting business Monday through Friday between the hours of 7:00 a.m. and 4:30 p.m. and Saturday from 7:30 a.m. to 12:00 p.m. except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.3. Place of Performance. The work to be performed under this contract will be performed at JBLM– McChord Field, Building 735 5th Street. Mail route on JBLM-McChord Field is also required. Mail route is

5.6 miles long with stops at seven buildings and a total of 624 mailboxes to be managed and maintained.

Each stop averages 10 – 15 minutes. See Technical Exhibit 3 for list of locations and a breakdown of the number of mailboxes at each location.

1.5.4. Security Requirements. The Contractor is required to conduct a Local Agency Check prior to employment. A National Agency Check and Credit Review will be required after employment for the required unclassified clearances for each employee. These investigations will be available for verification in the Defense Information System for Security (DISS). The JPAS system can be accessed at https://www.dcsa.mil/Systems-Applications/Defense-Information-System-for-Security-DISS/. The Contractor shall obtain valid visitor and vehicle passes for all employees and vehicles used for daily operations IAW current JBLM procedures.

1.5.4.1. Physical Security. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.4.2. Key Control. The Contractor shall establish and implement methods of ensuring all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan (QCP). Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys to the COR.

1.5.4.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall notify the Contracting Officer (KO) that the locks need to be re-keyed or replaced. The Government will replace the affected lock or locks or perform re-keying and invoice the Contractor.

1.5.4.2.2. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.5.4.3. Lock Combinations. The Contractor shall establish and implement methods to ensure no lock combinations are revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

https://www.dcsa.mil/Systems-Applications/Defense-Information-System-for-Security-DISS/

1.5.5. Post Award Conference/Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.6. Contracting Officer Representative (COR). The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR may be authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change price, delivery, or any other item that affects the terms and conditions of the resulting order.

2. CONTRACTOR PERSONNEL

2.1 The Contractor shall provide personnel who possess the skills, knowledge, and training to satisfactorily perform the services outlined in this PWS. Personnel shall be able to read, write, and speak English fluently and to enunciate with sufficient clarity to communicate with Government personnel with whom they interact.

2.2 Contractor employees shall be required to lift boxes weighing up to and including 70 pounds. Contractor may utilize a Contractor-provided cart or dolly/hand truck to transport heavier items.

2.3 All persons employed under this contract shall remain employees of the Contractor and not of the Government. The Contractor shall ensure that all Contractor personnel present a clean, neat, professional appearance when performing work under the contract and that their conduct shall not reflect discredit upon the military.

2.4 The KO may require the Contractor to remove and may bar from the job site any employee found to be under the influence of alcohol, drugs, or any incapacitating agent, or who is determined to be a security risk.

The removal, barring or both of such a person from the job site shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service.

3. PERSONNEL QUALIFICATIONS

3.1. Drivers Licenses. Each driver shall always carry a valid and current State driver’s license with the proper endorsements.

3. 2. Common Carrier Permit. The Contractor shall obtain all permits required by federal, state and local laws to include but not limited to the Washington State Common Carrier Permit.

3.3. Contract Manager. The Contractor shall provide an available contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the KO. This individual will be identified effective the first day of work. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. and 4:30 p.m. Monday through Friday and Saturday from 7:30 a.m. to 12:00 p.m. except Federal holidays or when the Government facility is closed for administrative reasons.

3.4 Identification of Contractor Employees. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contract personnel will be required to obtain a government-sponsored identification badge and wear it during performance of their duties.

4. VEHICLE. The Contractor shall provide a vehicle for the delivery and pickup of mail. This includes registration, fuel, maintenance, emissions testing, and insurance. Vehicle(s) to be used for deliveries shall be properly registered in the State of Washington as well as certified as compliant with all applicable environmental regulations.

5. TRANSITION OF CONTRACTOR OPERATIONS

5.1. Phase-In. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the fifteen (15) calendar day phase in period. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

5.2. Phase-Out. During the fifteen (15) calendar day period immediately prior to termination or completion of the contract, the Contractor shall permit the successor organization to observe Contractor personnel in performance of contract requirements.

6. GOVERNMENT-FURNISHED FACILITIES, UTILITIES, AND SERVICES

6.1. The Government will provide adequate building space to be used by the Contractor for operation and package storage. The facility will include adequate desks and workspace for the Contractor staff, telephones, computers, and other items necessary to maintain a proper office environment. This is Building 735, JBLM McChord Field.

6.2. The Government will provide utilities to include gas, electricity, sewage, and water. The Government will provide the Contractor with “Class A” telephone service. The Contractor shall furnish their own commercial and FAX lines.

6.3. The Contractor will provide its own janitorial service for their work and common areas.

6.4. Local Area Network (LAN). LAN access will be provided to the Contractor via Government-provided Common Access Cards (CAC) in accordance with established procedures. Government training is required to access Government networks and will be provided by the Government during normal business hours.

6.5. Publications. The Government will provide all reference Regulations and Instructions, Standard Operating Procedures and Policies. See paragraph 10 for a list of publications the Government will furnish to the Contractor.

7. DEFINITIONS AND ACRONYMS

7.1. CONTRACTOR. A supplier or vendor that has a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

7.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

7.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the KO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

7.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

7.5. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

7.6. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

7.7. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

7.8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

7.9. QUALITY CONTROL (QC). All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

7.10. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

7.11. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

7.12. WORK WEEK. Monday through Saturday, unless specified otherwise.

8. SPECIFIC TASKS

8.1. Basic Services. The Contractor shall operate the Postal Service Center for JBLM-McChord Field dormitory residents, Temporary Duty (TDY) personnel, personnel who have General Delivery addresses while awaiting a permanent mailing address, and active duty and retired military personnel residing at Holiday Park who are eligible for General Delivery service.

8.2. Operate Postal Service Center

8.2.1. Provide personnel, equipment, transportation, and supplies to receive, process, distribute and direct regular and accountable mail from and to the USPS and various small package delivery services (i.e., FedEx, UPS, etc.).

8.2.2. Maintain postal records and files, both paper and electronic to include directories and record cards.

The disposition of Army information and recordkeeping policies shall be in accordance with Army Regulation 25-400-2, The Army Records Information Management System (ARIMS).

8.2.3. Preserve and protect the security of the mail at all times from unauthorized opening, inspection, reading contents or covers, tampering, delays, loss, or other unauthorized acts.

8.2.4. Provide notification and storage of packages for dormitory residents and General Delivery customers.

8.3. Transport and distribute mail. The Contractor shall provide transportation of mail from the USPS to dormitories in a vehicle that is able to be secured. Mail shall be distributed in boxes daily, Monday through Saturday no later than 12:00 p.m.

8.4. Provide customer service. A customer service representative shall be available during the hours specified in paragraph 1.5.2. The Contractor shall post operating hours at the PSC, answer inquiries, and resolve complaints in a professional and timely manner.

8.5. Manage and Maintain Mail Receptacles

8.5.1. Manage receptacles. The Contractor shall verify identity and authorization to receive mail at the PSC in accordance with DOD 4525.6-M, Department of Defense Postal Manual. He/she will also assign receptacles to authorized users and withdraw receptacles from customers no longer authorized service.

8.5.2. Maintain mail receptacles. The Contractor shall perform minor maintenance on receptacles to ensure proper function as needed. The Contractor shall repair inoperable equipment to include, but not limited to, replacing and lubrication of components, parts, handles, hinges, gaskets, etc. on receptacles. The work that cannot be accomplished by the Contractor will be done by the Government Directorate of Public Works (DPW). DPW will also replace/repair any damaged locks on Neighborhood Delivery Collection Box Units (NDCBU) within 24 hours of notification from the dormitory manager. The Government will provide all replacement parts.

8.5.3. Changing combination locks. The Contractor shall change combinations any time a combination has been potentially compromised, when inoperable, or prior to the receptacle being assigned. The combination change shall be recorded on DD Form 2262, Receptacle Record. (DOD 4525.6-M)

8.5.4. Lost Keys. At no time shall the Contractor issue a General Delivery PSC box to a resident who has lost a receptacle key.

8.5.5. Relocation of dormitory residents. The Contractor shall process all submitted PS Form 3575 within one working day.

8.6. Customer Verification. Prior to issuance of a mailbox, the Contractor shall verify customer eligibility.

8.6.1. Contractor shall check dormitory resident Government ID Card and Permanent Change of Station Orders during individual in-processing.

8.6.2. Secondary customers are newly assigned military personnel who have General Delivery addresses and are in the process of obtaining a permanent mailing address. Temporary Duty (TDY) personnel are also eligible for General Delivery services. Active duty and retired military residing at Holiday Park are also eligible for General Delivery service. Contractor shall verify identity and authorization to receive mail at the PSC by checking the individuals Government ID Card, Permanent Change of Station Orders, Temporary Duty Orders, and DD 214, Certificate of Release or Discharge from Active Duty during individual in-processing.

8.7. Training

8.7.1. The Government will provide annual Information Assurance (IA) training to ensure access to applicable JBLM networks.

8.7.2. The Government shall provide necessary training to employees as outlined in DoD 4525.6-M. All contract employees performing mail-handling duties shall be designated as a Unit Mail Clerk using DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly before personnel assume mail-handling duties. The COR will notify the Contractor of all employees that require such designation. Mail handling personnel shall carry their DD Form 285 when performing mail-handling duties and shall present it when receipting mail.

8.7.2.1. Upon proof of completed training by the Contractor, the Government will prepare, record appointment, validate, and distribute all copies of the DD Form 285. When designated personnel are relieved, the Contract Manager is responsible for retrieving DD Form 285 and returning them to the COR for logging of the revocation date and destruction.

8.8. Records Management and Data Reporting

8.8.1. Records. The Contractor will comply with AR 25-400-2 and DA Pamphlet 25-403 regarding records management.

8.8.2. The Contractor shall submit a Mail / Package Movement Count monthly using the attached document, Technical Exhibit 4. This report will be submitted within three working days of the end of month and must be in hard copy. Report will be submitted to the COR.

9. QUALITY CONTROL/ASSURANCE

9.1. Quality Control (QC). The Contractor shall develop and maintain an effective quality control program 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 quality control program (QCP) is the means by which the Contractor assures that the work complies with the requirements of the contract. The initial QCP plan is due within 30 days from the start of the contract. Two copies of the QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the Contractor shall receive the KO’s acceptance in writing of any proposed change to the Contractor’s QC system.

9.2. Quality Assurance. The Government shall 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 must 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 the maximum allowable degree of deviation from requirement.

10. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

DoDI 4525.09 Military Postal Service, https://www.esd.whs.mil/Directives/issuances/dodi/

Military Postal Military Postal Service Procedures Manual (MPM) Service Agency https://www.army.mil/mpsa#org-manual

AR 25-50 Preparing and Managing Correspondence, http://www.apd.army.mil/AdminPubs/ProductsMap.asp

AR 25-400-2 The Army Records Information Management System (ARIMS), http://www.apd.army.mil/AdminPubs/ProductsMap.asp

DA Pam 25-403 Guide to Recordkeeping in the Army, http://www.apd.army.mil/AdminPubs/BrowsePams.asp https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.army.mil/mpsa#org-manual http://www.apd.army.mil/AdminPubs/ProductsMap.asp http://www.apd.army.mil/AdminPubs/ProductsMap.asp http://www.apd.army.mil/AdminPubs/BrowsePams.asp

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

Required Service PWS Para Standard Maximum Allowable Degree of Deviation from Requirement

The Contractor shall receive, process, and deliver all mail and parcels from the USPS and other small parcel delivery services for Dormitory and general delivery customers.

Para 8.2.1

Mail is processed on time in accordance with the PWS without causing programmatic delay to the Government or violating the milestones or procedures identified in DoDI

4525.09 and MPSA Military Postal Service Procedures Manual (MPM)

Delivery completed daily per schedule. No more than 12 valid discrepancies per month.

Maintain Directories/Record Cards and assign/withdraw mail receptacles for in-processing and out-processing of dormitory residents. Manage General Delivery Program for authorized transient personnel.

Para 8.2.2

Directories and record cards are maintained accurately in accordance with the PWS without causing programmatic delay to the Government or violating the milestones or procedures identified in DoDI

4525.09 and MPSA Military Postal Service Procedures Manual (MPM) and appropriate Army Regulations.

No more than 3 valid discrepancies per month.

Corrective action must be taken within 3 working days.

Maintain Mail Delivery Receptacles. Para 8.5

Mail receptacles are repaired and kept in good working order in accordance with the PWS without causing programmatic delay to the Government or violating the milestones or procedures identified in DoDI

4525.09 and MPSA Military Postal Service Procedures Manual (MPM)

No more than 3 valid discrepancies per month.

Corrective action must be taken within 3 working days.

Validate customer eligibility through the review of appropriate documentation.

Para 8.6

Ensure only eligible customer receive services in accordance with the PWS and DoDI

4525.09 and MPSA Military Postal Service Procedures Manual (MPM)

No more than 3 valid discrepancies per month.

Corrective action must be taken within 3 working days.

Submit a Mail / Package Movement Count monthly. Para 8.8.2

Weekly reports are consolidated and submitted to COR within the allotted time frame. Technical Exhibit 4

Within 3 working days of the end of the month.

Establish and Maintain Key Control

Para 1.5.4.2.

Establish and implement methods of ensuring all keys/key cards issued are not lost or misplaced and are not used by unauthorized persons.

Issued within one week of performing in position

Submit Quality Control Plan Para 9.1.

The initial QCP plan is due within 30 days from the start of the contract.

Not later than 30 days from the start of the contract.

TECHNICAL EXHIBIT 2

DELIVERABLES

Submit a Mail / Package

Movement Count monthly.

Para 8.8.2

Weekly reports are consolidated and submitted to COR within the allotted time frame. Technical Exhibit 4

Within 3 working days of the end of the month.

Submit Quality Control Plan

Para 9.1.

The initial QCP plan is due within 30 days from the start of the contract.

Not later than 30 days from the start of the contract.

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

Below are the descriptions and estimated number of pieces that are handled annually for the requirements of this PWS based on historical data. The Contractor is responsible for proposing the appropriate hours and labor mix to perform the requirements of this PWS. This data is provided for informational purposes only.

Item Name Estimated Quantity

1 Incoming Mail 241,500

2 Incoming Flats 12,800

3 Incoming Packages 12,900

4 Forwarding Mail 12,300

5 Return Mail 6,000

6 Hold Mail 328

7 General Delivery 9,300

TECHNICAL EXHIBIT 4

LIST OF LOCATIONS AND NUMBER OF MAILBOXES AT EACH LOCATION

Location Number of Mailboxes

1. Building 1151-1152 144

2. Building 567 100

3. Building 564-565 240

4. Building 572 70

5. Building 574 70

Total Boxes 624

TECHNICAL EXHIBIT 5

Date________________ Weekly Mail / Package Movement Count

Types of

Mail Monday Tuesday Wednesday Thursday Friday Saturday

Initial Incoming

Mail

Initial

Flats

Initial

Packages

General Delivery

Forwarding Mail

Forwarding Mail

(Magazines)

Return Mail

Return Mail (Magazines)

Hold Mail

Daily Totals

Weekly Total