Performance Work Statement (PWS) - Central Mailroom Fort Irwin.pdf

Performance Work Statement (PWS)

Resource Management Office

Administrative Services

Postal Services - Central Mailroom

Fort Irwin, California

25 March 2020

Table of Contents

1.0 INTRODUCTION……………………………………………..………………………5

1.1 Background…………...…………………………………..…………………………..5

1.2 Objectives……………………………………………………………………………..5

1.3 Climatic Conditions………..…………………………..…………………………

1.4 Facility Access……………………………………………………………………….N/A

1.5 Traffic Flow.………………….………………………………………….……………N/A

1.6 Drainage……………………………………………………………………………...N/A

1.7 Restoration of Landscape Damage………………………………......…………..N/A

1.8 Dust Suppression……………………………………………………….............….N/A

1.9 Resources Management Office ……………………………………….........……...6

2.0 REQUIREMENTS………………………………………….………………………...23

2.1 Description of Services……………………………………………………………...23

2.2 General Information……………………………………………………...........…... 23

2.3 Emergency Services.…………….…………………………...…….……………

2.4 Contract Administration and Management...……………………………………..25

2.5 Work Management

2.6 Demand Maintenance Orders (DMOs)…………………………………….......…N/A

2.7 Preventive Maintenance Orders (PMOs)………………..………………………..N/A

2.8 Operations Work Orders (OWOs)……………………..…………………………..N/A

2.9 Project Work Orders (PWOs)……………………………………...……………….N/A

2.10 Warranty Program……………………………………..…………………………….N/A

2.11 Technical Document Library Operation……………………………………………N/A

2.12 Maintain As-Builts……………………………………………………………………N/A

2.13 Historic Property or Archeological Site…………………………………………….N/A

2.14 Security……………………………………,,,…………………………………………29

2.15 Security Training………………………………………………………………………31

2.16 Safety……..………………………..………………………….……………………….32

2.17 Training, Physical Requirements, or other Expertise Required…………….……32

2.18 Environmental Requirements……………………..……………………….………...32

2.19 Contingency Plans………………...…………………………….…………….……..N/A

3.0 PERFORMANCE REQUIREMENTS AND STANDARDS……………….………33

3.1 Quality Assurance…………………………………………………………………….33

3.2 Quality Control Plan………………………………………………………….……….33

3.3 Customer Feedback Program............................................................................N/A

4.0 PERFORMANCE TASK REQUIREMENTS……………………...…….….………34

4.1 Performance Task Requirements, Standards and Acceptable Quality Levels

(AQLs)……………………………………………………………………………………….….34

5.0 COMMON LEVELS OF SUPPORT (CLS)……………………………..…….…

6.0 DELIVERABLES - PROVIDED AS ATTACHMENT ………………..……….…...36

7.0 RELATED DOCUMENTS………..…………………...………………………..…

7.1 Definitions and Acronyms……………………………………....………..………

7.1.1 Definitions………………………...……………………………………………..…..…37

7.1.2 Acronyms……………………………………………………………….…..…………..45

7.2 Applicable Directives, Publications…………..……………..………...……………..50

7.2.1 Forms…………………………………………………………………………………...54

7.3 Technical Exhibit (TE) Index…………….……………………………………………54

7.4 Government-Furnished Facilities (GFF) and Equipment (GFE)………….………54

7.4.1 Initial Inventory…………………………..…………………………………………...N/A

7.4.2 Utilities………………………………………………………….……………………..N/A

7.4.3 Damage Caused by Contractor………………………………………………….…N/A

7.4.4 Third Party Repair Damaged Areas………………………………………..………N/A

7.4.5 Equipment Replacement (Government Property)…………………………….…..N/A

7.4.6 Documentation……………………………………………………………………..…N/A

7.4.7 Other Documents………………………………………………………………….…N/A

7.4.8 Joint Inventory………………………………………………………………………..N/A

7.5 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE)……

7.5.1 Contractor-Furnished Material and Responsibilities……………………….………55

7.5.2 Permits………………………………………………………………………..……….N/A

7.5.3 Contractor Furnished Items…………………………………………………..….…...55

7.5.4 Identification of Contractor Vehicles and Trailers…………………………….…..N/A

7.5.5 Unserviceable Contractor Equipment…………………………………….…….….N/A

7.5.6 Fuels……………………………………………………………..………………….…N/A

7.5.7 Contractor Facilities………………………………………………………..………...N/A

7.6 U.S. Department of Labor Wage Determination (DOL WD)……………….…….N/A

7.7 Enterprise Contractor Manpower Reporting Application (ECMRA).…....……

7.8 ECMRA Reporting Labor Hours…………………………..…………………….…...56

1.0 Introduction. This is a non-personal services contract to provide postal services in the Central Mailroom, Administrative Services Division, Resource Management Office, U.S. Army Garrison Fort Irwin, California. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS.

1.1 Background. The National Training Center (NTC) Fort Irwin, California is located in San Bernardino County, California. Fort Irwin consists of approximately 753,537 acres and 6,971,497 Square Feet (SF) of total building space. Ft. Irwin is located in the Mojave Desert, approximately 37 miles north east of Barstow, California, in San Bernardino County. The population base consists of approximately 9890 military, Government civilian, 5,629 (average per rotation) rotational military and Contactor personnel, as well as 7,433 resident family members. Fort Irwin is a remote installation located in the Mojave Desert, approximately 37 miles northeast of Barstow, California. The Fort Irwin website can be located at https://home.army.mil/irwin/

1.2 Objectives. The Contractor shall ensure all work accomplished in the performance of this PWS standards are consistent and meet all applicable Federal, State, and local laws, regulations, and directives to include, but not limited to, the publications in Section 7, Related Documents.

1.2.1 The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conforms to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

1.2.2 In accordance with (IAW) the PWS and the Technical Exhibit (TEs). During performance of the contract.

1.3 Climatic Conditions. The average annual rainfall is less than 1 inch; with the wettest months being July thru October with potential of flash flooding which could be up to over

4.85 inches in less than 24 hours. The average annual snowfall is not applicable to the high desert normally but could have the potential of less than 6 inches during the winter months of November thru April. The average frost-free period (growing season) during the year is about nine (9) months. The first killing frost may be expected about end of November, and the last killing frost generally occurs in March. The average annual maximum and minimum temperatures are approximately 102 and 34 degrees Fahrenheit, respectively. Monthly normal temperatures ranged from a low of 34 degrees in the month of December to a high of 102 degrees in the month of July. Summer temperatures often reach 102 plus degrees Fahrenheit, while sub-freezing weather is not common during the winter months.

1.4 Facility Access. N/A

1.5 Traffic Flow. N/A

1.6 Drainage. N/A

1.7 Restoration of Landscape Damage. N/A

1.8 Dust Suppression. N/A

1.9 Resource Management Office (RMO) Administrative Support Services

1.9.1 Resource Management Office (RMO) Administrative Support Services

1.9.2.1 Provide Incoming Official Mail and Distribution Management Services CLS 113A – see TE 4A – “CLS – Service Name and Measure Description”.

1.9.2.2 Description. The Contractor shall operate a Central Mailroom located in Building 306, Monday through Friday, (excluding Federal holidays, Saturdays, and Sundays) from 0800 to 1630 (TE 1A – “Central Mail Room Hours of Operation and Location”). Provide customer service and postal guidance to U.S. military personnel, their family members, units training on a rotational basis on Fort Irwin, DoD/DA Civilians, and contractor personnel. Operate a Customer Service Window Monday through Friday, from 0800 to 1630 (excluding Federal holidays, Saturdays, and Sundays). The Contractor shall process incoming mail and distribution, receive and deliver United Parcel Service (UPS) parcels IAW applicable publications, policies and procedures listed in PWS Section 7.2 – “Applicable Directives and Publications.”

1.9.2.3 Personnel Qualifications. Contractor personnel performing mailroom services shall possess qualifications listed in AR 25-51 and a Secret security clearance.

Mailroom employees can perform services under an Interim Secret Clearance while a background investigation is adjudicated; however, a Secret clearance must be obtained within one (1) year of contract start date. Government computer access is required.

1.9.2.4 Tasks. The Contractor shall:

1.9.2.4.1 Receive official mail not addressed to private Fort Irwin housing residences from the United States Postal Service (USPS);screen, sort, and deliver all properly addressed incoming mail to the correct customers. Mail suspected of being dangerous to persons or property shall be processed IAW DoD 4525.6 M. Monitor, integrate, and comply with installation Force Protection Conditions (FPCON) IAW guidance outlined in AR 525-13, Antiterrorism, and/or when suspicious mail is identified. Individual Personal Protective Equipment (PPE) shall be worn IAW DoD 4525.6-M, OSHA, and USPS guidelines.

1.9.2.4.2 Maintain Central Mailroom equipment operational at all times with no deviations attributable to the Contractor. Comply with on-site maintenance services contract requirements for equipment IAW manufacturer recommendations such as annual Preventive Maintenance (PM) checks, operational/calibration checks, and replacement equipment training. If Central Mailroom equipment malfunctions, consider the malfunction as an emergency. Report malfunction to COR within two (2) duty hours.

Central Mailroom equipment will remain in place unless authorized in writing by the KO authorizing removal.

1.9.2.4.3 Open consolidated mail; sort and deliver mail using standardized address management and the appropriate zip code.

1.9.2.4.4 Route all official mail and distribution to correct mail receptacles to include internal mail (distribution). Disseminate street address information, flyers, and bulletins by address, office symbol, and/or organization name. When flyers are received from a non-Fort Irwin, non-Federal Government source, notify and obtain approval from the Official Mail Manager prior to distribution in mail receptacles. File and maintain Central Mailroom records IAW AR 25-400- 2 and DA Pamphlet 25-403 guidance. Safeguard personally identifiable information IAW Privacy Act of 1974 and DoD 5400.11-R.

Comply with AR 380-5, Army Information Security Program.

1.9.2.4.5 Utilize current accurate, available information such as personnel rosters, Unit Identification Code (UIC) listing, S1 Listing, NTC Leadership Roster, Postmaster Messages, NTC Sharepoint Portal, Email Messages, NTC Website, and official correspondence, to reconcile information contained in all deliverable reports, official documents, and to provide customer guidance. Provide relevant postal related informational handouts, pamphlets, and/or flyers in a neat, organized manner immediately outside the Central Mailroom for customer access. Obtain pre-approval from Official Mail Manager on all informational handouts prior to dissemination.

1.9.2.4.6 Receive and issue receipts for all accountable mail from the USPS and customers authorized official mail services by completing Postal Service (PS) Form 3883-A and PS Form 3849.

1.9.2.4.7 Prepare, control, and restrict the use of special/extra services (accountable) mail IAW AR 25-51 and by ensuring special/extra services are only used when law, DoD, and/or Army Directives require them or when deemed mission essential by the Official Mail Manager. Contact the Official Mail Manager for further guidance on mission essential determinations when regulatory guidance cannot be determined.

1.9.2.4.8 Secure accountable mail in a GSA-approved security container that meets at a minimum, SECRET security requirements of AR 380-5 until delivered to the authorized recipient. The Contractor shall maintain only the accountable security container and parcels in the accountable mail portion of the mailroom.

1.9.2.4.9 Distribute accountable mail only to individuals who possess a valid DD Form 285 and to individuals listed on an authenticated Letter of Appointment and PS 3801 on file with the Central Mailroom. Obtain signatures of all customers accepting accountable mail. The Contractor shall verify signatures against authenticated appointee postal documents on file.

1.9.2.4.10 Ensure misuse, as outlined in AR 25-51, of accountable mail does not occur, that is, zero (0) defects. Report attempted misuse to the Official Mail Manager via secure Government email.

1.9.2.4.11 The accountable mail area shall remain locked at all times except during receipt and distribution of accountable mail.

1.9.2.4.12 Provide daily customer assistance at the service counter window, to include the following tasks:

a. Ensure all customers sign in on a sign-in sheet. Sign-in sheet shall contain customer name, date and time signed in. This information is for tracking peak times for scheduling of personnel.

b. Accept, collect, and process incoming official mail retrieved from the Central Mailroom drop box, from official mail customers at the service window, and redirected non-accountable personal mail addressed to unit mailrooms.

c. Provide correct guidance and information to customers on packaging and addressing standards IAW postal regulations. Ensure customers make corrections to previously rejected packaging before accepting mail.

1.9.2.4.13 Maintain a clean work site area free of debris and excess trash. Conduct a walk around the outside perimeter of the work site building twice weekly and pick up any debris or trash to include cigarette butts and discard appropriately. Notify the Building Manager within 24 hours via email of any identified emergency building deficiencies affecting employee work, health, and/or safety;report to Building Manager any other non-emergency building related concerns within 3 working days.

1.9.2.4.14 Obtain and maintain current versions of all applicable USPS, DoD, DA, and local forms and publications; utilize current, accurate, official web sites and sources.

1.9.2.4.15 Receive, log, and report customer complaints via Government secure email to COR and Official Mail Manager. Document pertinent information about complaint such as date/time, complaint subject, complainant name, organization, contact information, and actions taken to attempt to resolve the complaint. The Contractor shall attempt to resolve the complaint when possible and when the issue is within contract purview.

1.9.2.4.16 Verify the postal appointment documents on file in the Central Mailroom (e.g. Letter of Appointment, PS 3801, Statement of Understanding, and On-the-Job [OJT] memorandum [for unit postal appointees only] of personnel picking up mail from the Central Mailroom. The documents shall be current and maintained on file in the Central Mailroom. All completed and authenticated postal appointment documents shall be filed with the mailroom manager at least one (1) day prior to issuing/receiving personal or official mail. If all required postal appointment documents are not presented to the Central Mailroom at the time of submission, the Contractor shall reject receipt of the documents until all required documents are provided concurrently. If information is identified as incorrect, pen/ink changes shall not be made to postal documents and accepted by the Central Mailroom.

1.9.2.4.17 Restrict access to the Central Mailroom to only authorized personnel.

Authorized personnel include Central Mailroom employees, USPS personnel, Central Mailroom COR, KO, Installation Official Mail Manager, USPS Postal Inspectors, and Fort Irwin law enforcement on official business. Others, whether Government or Contractor employee shall be pre-approved for entry by the Official Mail Manager and only when the individual is escorted by authorized personnel. The Contractor shall allow appointed unit postal personnel building back door entry to pick up, reconcile, or drop off unit mail. Back door access shall be strictly controlled by the authorized escort, and restricted to a 6' x 6' area immediately inside the entryway. Under no circumstances shall these individuals be left unattended. The contractor shall ensure unit mail personnel sign in on a paper roster when picking up mail. The roster shall contain date and time of visit, unit mailroom building number, the rank, first and last name, and unit of assignment of the individual picking up the mail. A copy of all rosters shall be maintained and filed by month in the Central Mailroom.

1.9.2.4.18 Key Control and Accountability. The Contractor shall appoint a Central Mailroom Key and Lock Custodian in a memorandum format and conduct key and lock controls and 100% key inventory IAW AR 190-11 and AR 190-13. Submit a copy of the memorandum to the Government COR and Official Mail Manager and maintain a copy on file in the Central Mailroom. Notify the Government COR and Official Mail Manager via email within 24 hours when any Central Mailroom related keys are lost, broken, stolen and when any Central Mailroom locks require rekey/recore. Maintain all keys in a GSA-approved key lockbox within the Central Mailroom and ensure the box is secure at all times. Maintain a written record to identify each key and the location of the lock(s) it unlocks in a secure location.

1.9.2.4.19 A key to gain daily entry into the building and/or work site office area is authorized for direct issuance to Central Mailroom employees. All other keys shall remain in the Central Mailroom. At no time shall a Central Mailroom employee place non-issued keys on a personal key ring and take them home.

1.9.2.4.20 Utilize completed postal appointment documents to enter data into the Key Control Register and Inventory Form (DA Form 5513). Issue mail receptacle receptacle keys only to authorized individuals listed on an authenticated Letter of Appointment.

Postal appointment documents will be reviewed and updated at least once every 18 months or earlier if a discovery or report of a changeover of appointed personnel (those listed on a Letter of Appointment and/or DA Form 5513) has occurred. The contractor shall notify the appropriate official whose signature block is on the Letter of Appointment via secure Government email that new postal documents are necessary. Additional contact information may be obtained from the most recent NTC Leadership Roster, Government email global address list, Fort Irwin sharepoint portal, Fort Irwin telephone directory, or other available official rosters. Provide the reason for the request along with a copy of the required postal appointment documents. Provide a 30-day suspense date and copy furnish the Official Mail Manager on the email. If a response is not received by the suspense date, notify the Official Mail Manager. Upon receipt of updated postal appointment documents, update contract report deliverables as well as postal related files located in the Resource Management Office shared drive folder. If information is identified as incorrect, pen/ink changes shall not be made to postal documents and accepted by the Central Mailroom.

1.9.2.4.21 The contractor shall conduct a key inventory of all keys IAW AR 190-13.

Notify the official mail receptacle key holder and authenticating official (listed on the Letter of Appointment) via secure Government email that key inventory is due requiring a physical visual inspection of the key at the Central Mailroom customer service window. Provide a 30-day suspense date and copy furnish the Official Mail Manager on the email. If a response is not received by the suspense date, notify the Official Mail Manager and lock the mail receptacle box until key inventory for this receptacle is accomplished.

1.9.2.4.22 Monitor official mail receptacles for unauthorized access. Ensure receptacles are accessed only by authorized postal personnel listed on the current Letter of Appointment on file in the Central Mailroom. If unauthorized access is discovered, document and maintain a log that includes the time/date, mail receptacle number, name, and organization (if available) of the individual accessing the mail receptacle box. Lock the mail receptacle box and notify the COR and Official Mail Manager. Notify the authenticating official listed on the Letter of Appointment via Government secure email of the attempted unauthorized access

1.9.2.4.23 Key issuance process is provided in TE 1B– “Central Mailroom Key Issuance Steps”.

1.9.2.4.24 Receive, review, and process postal appointment documents received in the Central Mailroom of personnel picking up mail from the Central Mailroom. Verify documents for accuracy and completeness. If all required postal appointment documents are not presented to the Central Mailroom at the time of submission, the Contractor shall reject receipt of the documents until all required documents are provided. If information is identified as incorrect, pen/ink changes shall not be made to postal documents and accepted by the Central Mailroom. Submit the Letter of Appointment to the Installation Personnel Security Office via secure Government email to obtain appointee security clearance status. Track and follow-up on requests.

1.9.2.4.25 When available, obtain access to relevant web-based postage meter account website(s) to obtain statistical data/meter balance to complete reports. Submit the following reports to the COR, KO, and Official Mail Manager:

1.9.2.4.26 Prepare and submit the following reports to the COR, KO, and the Official Mail Manager:

a. Official Mail Receptacle and Distribution List shall be updated once every six (6) months. Information will be reconciled against postal appointment documents maintained on file in the Central Mailroom for accuracy. Report shall be provided by the fourth (4th) working day of every sixth (6th) month. List shall be provided to each official mail receptacle postal account holder on Fort Irwin. The list shall contain date of report, preparer’s name and office contact information, the official mail receptacle number, the complete name of office/organization assigned the mail receptacle number, and assigned, approved office symbol.

b. Mail Statistic Report shall be submitted on a monthly basis. Report shall be provided by the fourth (4th) working day of each month. The report shall be identify “incoming mail statistics”, “outgoing mail statistics”, “directory mail statistics”: By each week of the month, display the total number of incoming and outgoing mail by type; total number of directory mail services provided by type of service; number of redirected mail pieces by type, and post locator inquiries. The report shall be provided in an Adobe pdf document.

c. Monthly Account Expenditures Report on a monthly basis by the fourth (4th) working day. The report shall identify the account holder for each supported activity and the account expenses. The report shall be broken up into each individual account holder instead of one combined report. The report shall be provided in an Adobe pdf document.

d. Consolidated Quarterly Postage and Account Expenditures Report shall be submitted on a quarterly basis by the fourth (4th) working day after end of the quarter. The report shall identify all the items as listed in subparagraph 1.9.2.4.26.c but consolidated for the quarter and in one report. The report shall be provided in a modifiable Excel document.

e. Record of Meter Readings Report shall be submitted on a monthly basis by the fourth (4th) working day. The report shall provide a daily register of postal meter funds from ascending to descending order. The report shall be provided in an Adobe pdf document.

f. Semi-Annual Positive Accountability Postage Administration System Report. This report shall be submitted on a monthly basis on the last working day of the month.

The report shall record postage expenses on DA Form 7224, “Semi-Annual Positive Accountability Postage Administration System form”. Data from this report may be used to enter data into the Automated Military Postal System (AMPS).

1.9.2.4.27 Standards. IAW CLS 113A - TE 4A – “CLS – Service Name and Measure Description”) the Contractor shall process all incoming official mail. Deliver mail to the correct customers within one (1) business day. Mail shall be properly routed with no more than three (3) Contractor attributable discrepancies per month. Notification for all accountable mail shall be routed to the customer's mail receptacle the same day.

Complete PS Forms 3883-A and 3849 correctly for accountable mail. The Contractor shall schedule and conduct accurate key inventory as outlined in AR 190-13 with 100% accountability of all Central Mailroom keys. All initial key control inventories shall be completed within 30 days of the contract performance start date. Prepare and submit reports to the COR, KO, and Official Mail Manager IAW CDRL requirements.

1.9.2.4.28 Workload. Reference TE 1A – “Central Mail Room Hours of Operation;” TE TE 1B – Central Mailroom Key Issuance Steps”, and TE 2A – “Central Mail Room Work Load”,

1.9.2.5 Provide Outgoing Official Mail and Distribution Management Services. CLS 113C: see TE 4A – “CLS Service Name and Measure Description”

1.9.2.5.1 Description. The Contractor shall process outgoing official mail and distribution IAW applicable publications, policies and procedures listed in PWS Section

7.2 – “Applicable Directives and Publications.”

1.9.2.5.2 Tasks. The Contractor shall:

1.9.2.5.3 Process, sort, meter (affix postage), and deliver all outgoing official mail using standardized address management practices and the appropriate zip + four digit addresses. Guard against loss, misuse, or theft of postage.

a. Distribute internal mail (distribution), flyers, and bulletins.

b. Review all outgoing mail for compliance with proper USPS addressing and packaging standards to ensure mail is not subject to surcharges for size/weight.

c. Ensure customers make corrections before accepting mail.

d. Consolidate and forward correspondence addressed to a single addressee or installation in one envelope or container when possible.

e. Meter mail IAW postal regulations and AR 25-51.

f. Maintain and stock postal meter supplies.

g. Obtain and maintain current postage rate software for postal meter prior to the effective date of the rate change.

h. Use of the postage meter is restricted to Government-authorized personnel and will be maintained in a secured area and/or will be locked when not in use.

i. The Contractor shall report meter loss, meter malfunctions, spoiled meter postage, unauthorized use, loss, or theft of postage to the designated COR and Official Mail Manager.

j. The Contractor shall complete, but not sign, PS Form 3533 (Application for Refund of Fees, Products of Withdrawal of Customer Account) for the spoiled postage. The Contractor shall submit the PS Form 3533 along with unopened mail to the Official Mail Manager within 3 working days of completing PS form 3533.

k. The Contractor shall develop and maintain a Government approved postal meter failure contingency plan within fifteen (15) days of contract performance start date.

Contingency Plan shall be submitted to KO and COR for approval/acceptance.

l. Deliver properly addressed and metered mail to the USPS within one (1) business day of receipt.

m. The Contractor shall obtain and maintain access to, and submit postage expenditure data into the Account Management and Provisioning System (AMPS) on a monthly basis.

1.9.2.5.4 The Contractor shall receive and issue receipts for all outgoing accountable mail from the USPS and authorized customers by completing PS Form 3883-A or PS Form 3849 based on type of mail. The Contractor shall prepare, control, and restrict the use of special/extra services (accountable) mail IAW AR 25-51 and by ensuring extra services are only used when law, DoD, or Army Directives require them or when deemed mission essential by the Official Mail Manager.

1.9.2.5.5 Distribute accountable mail only to individuals who possess a valid DD Form 285 and to those individuals listed on an authenticated postal appointee documents on file with the Central Mailroom. Obtain signatures of all customers accepting accountable mail. The Contractor shall verify signatures against authenticated appointee postal documents The Contractor shall correctly file all receipt forms.

1.9.2.5.6 Verify that all Appointments of Military Postal Clerk or Mail Orderly (DD Form

285) specifically state an individual is authorized to receive personal and official mail.

1.9.2.5.7 Restrict access to the Central Mailroom to only authorized personnel.

Authorized personnel include Central Mailroom employees, USPS personnel, Central Mailroom COR, KO, Installation Official Mail Manager, USPS Postal Inspectors, and Fort Irwin law enforcement on official business. Others, whether Government or Contractor employee shall be pre-approved for entry by the Official Mail Manager and only when the individual is escorted by authorized personnel. The Contractor shall allow appointed unit postal personnel building back door entry to pick up, reconcile, or drop off unit mail. Back door access shall be strictly controlled by the authorized escort, and restricted to a 6' x 6' area immediately inside the entryway. Under no circumstances shall these individuals be left unattended. The contractor shall ensure unit mail personnel sign in on a paper roster when picking up mail. The roster shall contain date and time of visit, unit mailroom building number, the rank, first and last name, and unit of assignment of the individual picking up the mail. A copy of all rosters shall be maintained and filed by month in the Central Mailroom.

1.9.2.5.8 Distribute personal and official outbound mail to authorized unit postal personnel between 0900 and 1200, Monday through Friday, with the exception of Federal holidays.

1.9.2.5.9 Deliver all outbound official mail to the USPS daily by 1500, Monday through Friday, with the exception of Federal holidays.

1.9.2.5.10 Outbound official mail received after 1500 on Friday shall be processed and delivered to the USPS the following Monday (unless Monday is a holiday, in which case the mail shall be delivered to USPS the following Tuesday).

1.9.2.5.11 With the exception of Federal holidays, all accountable mail shall be prepared and available for distribution to USPS not later than 1300, Monday through Friday.

1.9.2.5.12 Receive, log, and report customer complaints via Government secure email to COR and Official Mail Manager. Document pertinent information about complaint such as date/time, complaint subject, complainant name, organization, contact information, and actions taken to attempt to resolve the complaint. The Contractor shall attempt to resolve the complaint when possible and when the issue is within contract purview.

1.9.2.5.13 Standards. IAW CLS 113C, provide outgoing official mail and distribution services. Process, affix postage, meter, and dispatch all properly addressed outgoing official mail within one (1) day of receipt. The mail shall be properly routed with no more than three (3) noted Contractor attributable discrepancies per month. Notification for all accountable mail shall be routed to the customer's mail receptacle within same day of receipt. Complete PS Forms 3883-A and 3849 for accountable mail. Notification of spoiled meter malfunctions, spoiled meter postage, unauthorized use, loss, or theft of postage shall be made to the COR and Official Mail Manager within 2 hours of identification. The Contractor shall complete but not sign, PS Form 3533 and submit form along with unopened mail to Official Mail Manager within 3 working days of notification.

1.9.2.5.14 Workload. Reference TE 2A – “Central Mailroom Work Load.”

1.9.2.6 Mail Directory Services.

1.9.2.6.1 Description. The Contractor shall provide mail directory services. The Contractor shall comply with all applicable publications, policies and procedures IAW applicable publications, policies and procedures listed in PWS Section 7.2 – “Applicable Directives and Publications.”

1.9.2.6.2 Tasks. The Contractor shall:

1.9.2.6.3 Create and maintain directory files. The files will consist of Change of Address and Directory Cards (DA Form 3955). Ensure directory files include all personnel serviced such as those on Temporary Duty (TDY), personnel scheduled to arrive, and those permanently departed from Fort Irwin within the past 13 months. File DA Form 3955 cards are filed by last name regardless of status or grade.

1.9.2.6.4 All mail received in the Central Mailroom shall be screened to ensure a correctly formatted address has been utilized by customers. Directory mail shall be correctly redirected, endorsed, and distributed to the addressee, or returned to the USPS IAW postal regulations. The Contractor shall process appropriate action within one (1) day of mail receipt. Casualty mail will receive special care and be processed IAW DoD/AR postal regulations.

1.9.2.6.5 Identify status of serviced customers. The Contractor shall use current official, Government approved available informational rosters and/or systems to identify the status of serviced customers. Obtain and maintain current access to central mailroom related computer systems such as PERSLOC (Personnel Locator) and AMPS (Automated Military Postal System) at all times.

1.9.2.6.6 Maintain hold mail IAW postal regulations for inbound or newly-arrived personnel pending unit of assignment. Upon receipt of additional information, the Contractor shall endorse mail as necessary, distribute mail as appropriate. Receive, hold, and distribute mail addressed to rotational personnel on a case-by-case basis.

The Contractor shall:

a. Receive DA Form 3955 for Soldiers in-processing and out-processing the installation. Use service member's orders and/or PERSLOC to check DA Form 3955 cards for accuracy and completeness. The Contractor shall ensure cards are prepared, processed, and filed IAW AR 600-8-3. The Contractor shall return incorrect cards to the service member or unit mail clerk for correction.

b. Respond to inquiries received by phone, email, or the central mailroom customer service window. Inquiries containing a request for personal information shall be processed IAW current Privacy Act guidance. Maintain an accounting (log) of all inquiries by date and time of inquiry, full name of requestor, and the information released IAW the Privacy Act. Directory Mail Service information shall not be used as an Installation Personnel Locator. Information received from customers on DA Form 3955 shall not be released without the consent of the individual except as identified in DoD 4525.6-M, Chapter 10.

c. Refer customers to the Fort Irwin Freedom of Information (FOIA)/Privacy Act Office for information determined not releasable. Make FOIA/PA request forms available to customers.

1.9.2.6.7 IAW AR 600-8-3, provide postal support to U.S. military personnel and DoD civilians operating a unit mailroom. Prepare a training program for unit postal appointees that includes (at a minimum) information emphasizing the proper performance of their duties, the importance of safeguarding mail, handling accountable mail, mail delivery, and consequences of negligence of duty, for review and acceptance by the Government Official Mail Manager within sixty (60) days after contract start date.

Before appointment, all appointees must be administered and pass a written exam on all aspects of unit postal operations and submit all required postal appointment documents to the Central Mailroom. Upon contractor notification of an interested and qualified applicant, the Contractor shall:

a. Screen applicant for appointment qualification eligibility IAW AR 600-8-3.

b. Training. Make training sessions available monthly.

c. Provide training in a classroom-type setting. Convey information in a clear, concise manner. Receive and respond to questions.

d. Log the names, unit of assignment, and date of training attendance of attendees and submit the information via email to the Official Mail Manager for issuance of completion certificate within three (3) working days of training date.

e. Identify and submit training dates to the Government Official Mail Manager for approval 12 months in advance. Maintain a copy of the current NTC Rotational Calendar and consider non-training days for Soldier availability when establishing training dates. Submit training dates and training location to the Government Official Mail Manager for approval within ninety (90) calendar days of contract award.

f. Prepare and revise course material and handouts based on current postal program requirements.

g. Receive, review, and maintain postal appointment documents to include on-the-job (OJT) training. Verify that a minimum of twenty (20) working days of supervised on-the-job training has been completed by unit postal appointees in the form of written notification (memorandum format).

h. Administer the Government approved/Government provided postal written test which includes test questions on all aspects of unit postal operations to prospective postal appointees IAW DoD postal regulations and AR 600-8-3. Test, score and provide test completion results to prospective postal appointee. Provide all test completion results to Government personnel within three (3) working days of test completion date for Government approval.

1.9.2.6.8 The Contractor shall receive and review all duty appointment documents to verify all appointment requirements have been met. The Contractor shall prepare DD

Form 285 (Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly) cards for unit personnel meeting all qualifications, except for Mail Orderlies. The Contractor shall:

a. Obtain appointee’s signature on the DD Form 285 and submit card to the Installation Official Mail Manager for signature.

b. Laminate printed cards upon signature and provide to appointee.

c. Receive, review, and process postal appointment documents received in the

Central Mailroom (e.g. Letter of Appointment, PS 3801, Statement of Understanding and On-the-Job [OJT] memorandum [unit appointees only) of personnel picking up mail from the Central Mailroom. Verify documents for accuracy and completeness. If all required postal appointment documents are not presented to the Central Mailroom at the time of submission, the Contractor shall reject receipt of all the documents until all required documents are provided. If information is incorrected, the contractor shall not make pen/ink changes to appointment documents. Submit the Letter of Appointment to the Installation Personnel Security Office via secure Government email to obtain appointee security clearance status. Track and follow-up on requests.

1.9.2.6.9 Provide Inspection Mail Services. CLS 113D: see TE 4A – “CLS – Service Name and Measure Description”.

1.9.2.6.10 Description. Utilize DA Form 7698, Unit Mail Room (UMR), Consolidated Mail Room (CMR), and Postal Service Center (PSC) Inspection Checklist to conduct and document unannounced unit mailroom inspections. The Contractor shall:

a. Prepare a Unit Mailroom Inspection Schedule. Submit schedule to the Government Official Mail Manager for approval 12 months in advance. Maintain a copy of the current NTC Rotational Calendar and consider non-training days for Soldier availability when establishing inspection dates. Submit schedule to the Government Official Mail Manager for approval within ninety (90) calendar days of contract award.

Serviced unit mailrooms shall be inspected at least once quarterly and documented using DA Form 7698.

b. Maintain accurate, current unit mailroom information such as unit mailroom location, building number, posted hours of operation, and unit postal appointee listing.

c. Conduct unit mailroom inspections of all serviced unit mailrooms during unit mailroom posted hours of operation.

d. Submit completed DA Form 7698 via email (Read Receipt) to all appointed unit postal personnel listed on appointment documents within five (5) working days along with a memorandum coversheet indicating purpose for submission, rating results, and inspector contact information. When unit postal individuals are present during inspection, obtain a wet signature on the form in the postal personnel In-Briefed and/or Out-Briefed section

e. Confirm receipt of submitted DA Form 7698 by obtaining an email “Read Receipt” notice from current, active postal appointee. Unit mailrooms rated unsatisfactory shall be re-inspected by the Contractor within thirty (30) working days.

f. A copy of all DA Form 7698 shall be placed in the ASD shared drive folder within four (4) working days of completed inspection. If shared drive is not available, a copy of the DA Form 7698 shall be forwarded to the Government Official Mail Manager via Government email within four (4) working days of completed inspection for Government approval. Copies of all DA Form 7698s shall be maintained in the Central Mailroom and be readily accessible to the COR and Official Mail Manager.

1.9.2.6.11 Receive, log, and report customer complaints via Government secure email to COR and Official Mail Manager. Document pertinent information about complaint such as date/time, complaint subject, complainant name, organization, contact information, and actions taken to attempt to resolve the complaint. The Contractor shall attempt to resolve the complaint when possible and when the issue is within contract purview.

1.9.2.6.12 Standards. Directory mail shall be endorsed, distributed or returned to USPS within one (1) day of receipt. Maintain hold mail for no more than thirty (30) calendar days with no more than three (3) errors per month. Schedule, register, and train registered prospective, qualified postal personnel monthly. Conduct inspection of unit mailroom operations as scheduled with no deviations attributable to the Contractor.

Submit completed DA Form 7698 via email (Read Receipt) to all appointed unit postal personnel listed on appointment documents within five (5) working days along with a memorandum coversheet indicating purpose for submission, rating results, and inspector contact information.

1.9.2.6.13 Workload. Reference TE 2A – “Central Mailroom Workload.”

1.9 Utility Location. N/A

1.10 Excavation Permits. N/A

2.0 Requirements

2.1 Description of Services. See Section 5.0 for the specific CLS or Functional Area

(FA).

2.1.1 Non-Personal Services. The personnel rendering the services are not subject;

either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.2 General Information.

2.2.1 Transition (Phase In/Phase Out). The Contractor shall prepare and submit within ten days of award, a Phase In/Phase-Out Plan to be implemented by the Contractor to include IT/Network accounts and access with the appropriate Government organizations. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency. During the phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS, to include office functions, procedures, and operations, and any other operations as deemed necessary by the Contractor that will enable Contractor personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Contractor shall commence all operations required by the contract as of the first day of the contract period. Therefore, on the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

2.2.2 Phase-out. During the sixty (60) calendar day period immediately prior to the end of the contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

2.2.3. Period of Performance (PoP). The Period of Performance (PoP) shall be for a base year, which includes a 60 day phase-in period, and four (4) one-year options periods.

The PoP is as follows:

Phase-in/out Period Base Period Option Period I Option Period II Option Period III Option Period IV

2.2.4 Place of Performance and Hours of Operation.

2.2.4.1 Place of Performance. The work to be performed under this contract will be performed in Building 306, Central Mailroom, Fort Irwin, California.

2.2.5 Hours of Operation. The Government's regular (normal) hours are Monday thru Friday, 0700 – 1600 hours, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

2.2.6 Installation Closures. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a recognized Federal holiday, and when routine work is not scheduled for that day; or reschedule the work for the next business day following the closure.

2.2.7 Inclement Weather Delay. N/A

2.2.8 Federal Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

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

2.2.9 Travel/Temporary Duty. Contractor employees may require technical training during the contract period in order to support new systems/equipment fielded after the initial contract performance start date, when such training is deemed essential to the successful performance of the Contractor’s duties. Such training may be provided on the work site or at other Government designated locations.

2.3 Emergency Services.

2.3.1 Contractor shall have personnel trained with basic Red Cross or equivalent first aid certification and capable of dealing with minor personnel injuries. The Contractor shall notify the KO or COR within 30 minutes of becoming aware of any emergency incidents.

Emergency 911 is available on Fort Irwin. If the contractor is unable to transport injured/sick personnel because of life threatening conditions, personnel can be transported to Fort Irwin medical facilities (Weed Army Community Hospital). Once personnel are stabilized, they will be transported to nearest facility outside of Fort Irwin.

Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

2.3.2 The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the KO or COR immediately, not later than (NLT) two (2) hours of the incident.

2.3.3 The Contractor shall be responsible for the emergency medical treatment services for Contractor personnel. Accident Reporting shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the KO and COR within one (1) hours of each such occurrence. A completed typed original plus one (1) copy of ENG

FORM 3394 United States Army Corps of Engineers Accident Investigation Report shall be delivered to the KO within five (5) calendar days of occurrence, whenever an accident involving personal injury or government owned property occurs.

2.4 Contract Administration and Management.

2.4.1 Post Award Conference/Performance Evaluation Meetings. The Contractor shall attend post award conferences or meetings convened by the contracting activity or contract administration office IAW FAR Subpart 42.5 upon request. Written minutes of meetings will be recorded by the Contractor and signed by both the Project Manager and the KO. The written minutes will be distributed within five (5) workdays after the meeting. If the Government does not concur with any portion of the minutes, recorded by the Contractor, the non-concurrence shall be provided in writing to the KO, COR within two (2) calendar days following receipt of the minutes.

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

2.4.2 The following provides the roles and their respective authority during the performance of the contract:

2.4.2.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO.