PWS (2).docx

PERFORMANCE WORK STATEMENT

MARFORRES POSTAL SERVICES

1. Objective. The objective of this Performance Work Statement (PWS) is to obtain United States Postal Service support for units within Marine Forces Reserve (MARFORRES).

2. Background. The Postal Operations System (POS) for MARFORRES receives and sends official mail for 113 sites. The mail rooms at each of these locations vary in capacity and are governed by Title 39, U.S. Code, DoD Instruction 4525.6-M, OpNav Instruction 5118.7C and Marine Corps Order 5110.4A; requiring reporting, accountability, and fiscal responsibility. All system requirements must be fully operational and functional no later than the beginning of the business day on 03 January 2026.

2.1 Delivery and Service. Support shall be in place and operational by 3 January 2026. The Vendor shall contact the Ordering activity at least 1 week prior to Equipment delivery to coordinate and establish the Delivery schedule.

3. Scope. The POS shall be functional at all 113 sites. Sites are located throughout the continental United States and Puerto Rico, with collective historical throughput of over one million pieces of mail annually. Approximately 90 percent of mail throughput is first class mail and 10 percent is accountable mail. As required, expedited mail will also be utilized on a limited basis.

3.1 Definitions

Postal support package will consist of: scale, meter and feeder and/or an online solution in order to provide a stand-alone and online capability where suitable and acceptable to the Marine Corps and its associated networks.

Small sites require support for one unit that typically negotiates 150 to 200 pieces of mail per month -- MARFORRES requires support for 66 sites. (See paragraph 15 herein for specifications).

Medium sites require support for at least two units that typically negotiate 1000 pieces of mail per month with frequent mass mail-outs -- MARFORRES requires support for 37 sites. (See paragraph 15 herein for specifications).

Large sites require support for multiple units that typically negotiate over 2000 pieces of mail per month -- MARFORRES requires support for 10 sites. (See paragraph 15 herein for specifications).

4. System Requirements. The postal solution for daily postage must accommodate postage throughput as defined by sites in paragraph 3.1. Web-based functions in part or total require Marine Corps Enterprise Network – NIPRnet (MCEN-N) access and compliance throughout the life of the system. Compliance must be completed by full operational capability. All cloud activity shall be managed in a secure FedRAMP hosted environment. The proposed system:

4.1 Shall provide the ability to select and print postage at each reserve site per the requirements of each location (see attachment A for requirements by site) via a standalone device or web based application;

4.2 Shall provide hierarchical reporting as explained in paragraph 6 and tracking of postage activity including, but not limited to costs and package sizes. Hierarchical reporting provides data, information, and reports available and accessible from using site, through the chain of organizational units, and to MARFORRES.

4.3 Shall provide organizational management of funds locally and/or remotely with hierarchical control measures.

4.4 Shall provide a web-based catalog for ordering consumables that are directly related to the postal system. Costs for these consumables will be absorbed by the individual site and will not be part of the contract.

4.5 Shall provide a web-based cloud Management Report function that is housed in a FedRAMP environment to provide standard reports defined in Para 6.1. The reports must be available on a real-time basis which means the data is immediately available for viewing by MARFORRES Administrators.

5. Functional Requirements. The system shall:

5.1 Calculate postage (by weight multiplied by dimensions or by utilization of an integrated scale).

5.2 Be capable of utilizing any and all postage options authorized by United States Postal Service (USPS).

5.3 Have funds remotely capped by the Program Manager, who must have the ability to adjust funding as needed.

5.4 The resultant award may need to provide additional equipment if any new locations are acquired; this will only happen via a contract modification issued by a Government Contracting Officer.

5.5 Be capable of utilizing (1) Signature Confirmation, (2) Tracking, and (3) Certified delivery receipt; allowing delivery and record tracking for mail. These services shall provide information regarding dates and times an article was delivered or, if delivery was attempted but not successful, the date and time of the delivery attempt requiring a signature from the person who accepts the package, and location of mail.

5.6 Supplies. The Vendor shall be responsible for transporting and issuing all Vendor-furnished supplies.

5.7 Parts and Supplies Availability. The Vendor shall have an inventory of parts and/or supplies in quantities sufficient to service this contract. The contractor shall have an Inventory and Delivery system for parts and/or supplies. Initial consumable supplies (e.g. postage tape and ink cartridges) shall be provided at no additional cost to the Government upon each machine(s) installation and set-up. Additional Consumable costs will be the responsibility of each customer location and will not be part of the resulting contract.

6. Reporting Requirements. The solution shall be capable of capturing all postal operation activities, including spending trends, postage debits, usage and the number of each class of mail (First Class, Certified, etc.) posted at each site. Due to the fact that MARFORRES is the program manager for all sites, MARFORRES shall have the ability to view each site’s activity from a master account. Also, each site shall have the ability to view its own activity via their own account in order to internally manage their postal operations.

6.1 Administrators shall be capable of viewing monthly, quarterly and annual reports. At a minimum the reports shall include the following:

a. Postage consumption by site;

b. Classes of mail being used by site;

c. Number of items being mailed by site;

d. Total expenditure to date by site;

e. Daily inventory, by class of mail; i.e. first class, certified, etc.

7. Security Requirements. The system/service provider shall:

7.1 Allow individual accounts by site, with individual login and password/pin information.

7.2 Allow individual unit postage funds to be capped monthly or quarterly as determined by the Program Manager.

7.3 Allow individual units the capability of adding postage funds and ordering supplies utilizing individual login and password/pin information. NOTE: funding for postage and payment of supply orders will not be included under the resulting contract.

7.4 Under no circumstance establish an account for any individual site not included in the basic contract, or enhance the service at an existing reserve site unless authorized via a contract modification issued by the Regional Contracting Office, Marine Forces Reserve, 2000 Opelousas Ave., New Orleans, LA 70114.

7.5 Under no circumstance shall the vendor replace any serialized equipment without first notifying the Program Manager.

7.6 Under no circumstance shall the vendor replace any serialized equipment without first notifying the Program Manager.

8. Service Requirements. The service provider:

8.1 Shall have a network of qualified technicians that are readily available for consultation concerning repair or replacement of malfunctioning equipment and/or associated software. The response time on a service notification begins when Government personnel notifies the Vendor. The Vendor shall respond to service notifications within four (4) working hours after notification of the rental equipment malfunction. The malfunctioning rental equipment must be completely operational within two (2) Business days after notification, or the Vendor shall replace the equipment (regardless of the problem or difficulty) with operational equipment that has equivalent capabilities. The Vendor shall provide service during a normal Business day.

8.2 Definition of a Normal Business Day. A normal business day is between the hours of 7:30 a.m. through 4:30 p.m., Local Time of the serviced unit, excluding Federal holidays observed by the Federal Government.

8.3 Shall ensure rental equipment at 95% of sites is fully operational 95% of the time.

8.4 Shall ensue all web-based applications are operational and available 95% of the time.

9. Vendor requirements.

9.1 The Vendor shall designate a Local Servicing agent (Point-Of-Contact) who will be empowered to make daily decisions to ensure that the contract implementation and day-to-day operations satisfy the terms and conditions of this contract. However, these decisions shall in no way change the terms and conditions of the contract.

9.2 The Vendor is responsible for tracking vendor-owned devices to include the model number, serial number and current location (i.e. physical address) of each piece of equipment. Equipment locations shall reflect the Government's site requirement listing (attachment A).

9.3 The Vendor shall provide service and maintenance as needed, included as part of the contract so that individual units are not required to utilize local funding for repairs and/or service. The Vendor shall maintain records of repair for each system. If the repair record of any one unit reflects a downtime of 10 percent or more of the normal working days in two consecutive months, the Vendor shall replace the system with another new system. The replaced unit will not be placed back into service under this contract.

9.4 All Postage Mail Meter systems shall be delivered and installed no later than 3 January 2026. The only basis for payment shall be based on the pricing provided by the contract award.

9.5 The Vendor shall inspect rental equipment at 100% of sites annually for operational capability.

9.6 The Vendor shall provide service and replacement equipment as needed, within two (2) business days. Failure to maintain adequate personnel to meet the required efficiency level and response time may result in Termination for Cause.

9.7 The Vendor shall perform preventive maintenance according with the manufacturer’s recommendation schedule.

9.8 The Vendor shall provide a reliable customer service representative with contact phone number to include an answering service and email address/notification or a contract action officer to address issues pertaining to the account and other contractual discrepancies. Regardless of the mode used, response time will be calculated from the time authorized Government personnel provide notification. Note that only the contracting officer is authorized to make changes to the contract. No other Government personnel may change the terms and conditions of the contract.

9.9 The Vendor shall notify the Contracting Officer’s Representative (COR), identified in paragraph 12 herein, of any changes in contact information for the customer service representative or designated action officer identified to support military units.

9.10 Replacement and Back-up Units. Back-up systems will be required. Backup systems are those units that are installed in place of a malfunctioning system in order to provide Temporary relief until the original equipment is repaired or until a replacement unit is installed. When a unit cannot be repaired within two (2) business days from the initial notification for service, the Vendor shall provide a backup system of equal performance capabilities with equivalent accessories until the initial unit is repaired. This backup unit shall be delivered and operational within three (3) Business days from the Government's initial service notification and shall be invoiced at the same rate as the unit that it is temporarily replacing. Backup units shall remain in place for a maximum of five (5) business days. If the original unit is not repaired and operable within five (5) business days, the Vendor shall provide a replacement of equal, or better, performance capabilities.

9.11 Replacement units are those Postage Mail Metering systems that are installed in place of a malfunctioning one and are intended to remain in place for the remainder of the Contract period. If the system fails to operate at the time of installation, the Vendor shall provide a Replacement unit of the same configuration within two (2) business days. Replacement units shall remain in place for the remainder of the Contract period.

9.12 When equipment is removed during the course of the month, the monthly invoice shall be prorated based on 1/30 of the Contract Fixed-price monthly Service rate based on the total number of Calendar days minus the number of days the unit was out of service.

9.13 Damage to Equipment. Title to all Mail Postage Metering equipment provided under this contract shall remain the property of the Vendor. The Vendor assumes all responsibility for loss or damage to equipment, except for loss or damage caused by negligence or willful act of the Government. As a result of such damage, the Vendor may submit a claim for reimbursement of Equipment repair and/or replacement costs. If the damage results in the total loss of the equipment, the Vendor may submit a claim for reimbursement of equipment repair and/or replacement costs.

9.14 Relocation of Postage Mail Metering systems. Relocation shall be performed by the Vendor unless the Vendor provides notice to the Contracting officer, in writing, that the relocation would not require Technically-trained Vendor personnel and the Vendor authorizes Government personnel to move the units at no risk (or liability) to the Government. The Contracting officer will provide written notice to the Vendor of any Postage Mail Metering system relocation. The Vendor shall relocate the unit within five (5) business days of notification. The cost of the first 10 relocations (per performance period), performed by the Vendor if any, shall be at the Vendors expense. Relocation charges, if any, shall be approved by the Government prior to the relocation. The Vendor shall not submit for relocation charges when Government personnel have performed Vendor-approved relocations. Relocation of mail systems shall be within the service area.

10. Training Requirements.

10.1 The Vendor shall provide training for the system and/or all equipment at each reserve site.

10.2 Within the first 30 days after contract award, the Vendor shall provide training for each reserve site.

10.3 The Vendor shall offer on-line training for at least one person for each reserve site and 10 persons at MARFORRES.

10.4 The Vendor shall provide training for new system users resulting from personnel turnover as requested by MARFORRES.

11. Contract

11.1 Contract Termination. If this contract is terminated, the Vendor shall be responsible for coordinating removal of those systems with Government personnel.

11.2 Contract End. The Government will not be responsible for any charges after the period of performance ends.

12. Points of Contact.

At MARFORRES Regional Contracting Office:

Email: parren.tatum.civ@usmc.mil

The COR (i.e. responsible officer) and the Subject Matter Expert (SME) for approving work against this PWS are:

COR: Master Sergeant Vires, Andrew

13. Period of Performance. One base year with four option years. Base year must start on January 3, 2026.

14. PWS ADDENDUM (INJURY/ACCIDENT REPORTING AND REPORTING LABOR HOURS)

SAFETY GUIDANCE

Contractors shall adhere to all relevant safety guidance, including (but not limited to):

(a) EM 385-1-1 – U.S. Army Corps of Engineers Safety and Health Requirements Manual

(b) OPNAVINST 5100.23 (series), Navy Occupational Health and Safety Program Manual

(c) MCO 5100.29 (series), Marine Corps Safety Program

(d) MCO 5100.8, Marine Corps Occupational Safety and Health (OSH) Policy Order

(e) NAVMC DIR 5100.8, MARCOR OSH Program Manual

Contracting Officer’s Representatives shall immediately report accidents/injuries sustained during contract performance to the Contracting Officer so that the Contracting Officer may report said accidents/injuries to responsible agency safety officials.

15. Performance Requirements Summary (PRS)

16. SPECIFICATIONS:

The following specifications to include USPS Certified Postage Meter:

Small Sites:

Semi-automatic/hand feed mailing system, integrated to 5lb electronic postage scale; shall include:

1. Virtual PC Postage Meter.

2. Automated meter dating.

3. All first-class rates and special services for USPS to include certified return receipt addressee, signature confirmation, and tracking.

4. Ability to track postage usage and resetting requirements from web site.

5. Ability to use commercial scale separate from the vendor peripheral equipment.

6. Compatibility with analog phone line and digital phone system.

Medium Sites:

Interfaced integrated to 5lb. electronic scale and Digital meter; shall include:

1. Meter;

1. Automated meter dating;

3. All first class rates and special services for USPS to include certified return receipt addressee, signature confirmation, and tracking;

4. System must be able to post approximately 65 #10 envelopes per minute;

5. System can automatically feed, seal envelopes and have stacker tray;

6. Has ability to track postage usage and resetting requirements from web site designed for Marine Forces Reserve;

7. Ability to cap postage downloads monthly or quarterly;

8. Compatibility with analog phone line and digital phone system.

9. Compatibility with commercial internet line supplied by MARFORRES in the event the vendor Mi-Fi device is not able to access a commercial network.

Large Sites:

Digital Mailing System Integrated to 5 lb. electronic scale and Digital meter; also include:

1. Meter;

1. Fully automatic at approximately 145 LPM with Envelope Self aligning feed deck;

1. Approximately 13 OZ. In-line weigh capacity (approximate speeds: Speeds: 70 LPM

1. Self-aligning feed system;

1. Continuous feeding – Continually add to the stack while processing;

1. Automatic feed;

1. Approximately 4” feeding and 4” stacking capacity;

1. Secure sealing;

9. Integrated weighing options – 70 lb. (one scale maximum).

10. All first class rates and special services for USPS to include certified return receipt addressee, signature confirmation, and tracking;

11.Compatibility with commercial internet line supplied by MARFORRES in the event the vendor Mi-Fi device is not able to access a commercial network.

12. Compatibility with analog phone line and digital phone system.

The Government will not:

- purchase or take ownership of mail sorting or processing equipment; and,

- buy out the remainder of the contract (i.e. lease) should the Government not exercise an option period.