PWS.pdf

PERFORMANCE WORK STATEMENT

(PWS) POSTAL SERVICES

OFFICIAL MAIL CENTER (OMC)

(INCLUDING DOCUMENT

SECURITY) AND

POSTAL SERVICE CENTER (PSC)

06 JUNE 2024

TABLE OF CONTENTS

SECTION TITLE PAGE

1 DESCRIPTION OF SERVICES

OMC

Receiving and Processing Incoming Mail Dispatching Official Mail Processing Outgoing Mail Document Security Dispatching Accountable Mail Containers Directory Service Postage Meters Advisory Services Monthly Postage Expenditures and Reports

PSC

Receiving and Processing Incoming Mail Distribution of Incoming Mail Postal Directory File Directory Mail Processing of Return Mail Managing Receptacles/Cluster Boxes Provide Customer Service

OMC AND PSC

Maintenance of Publications and Forms Equipment Maintenance Emergency Services

GENERAL INFORMATION

Contractor Personnel Quality Assurance Physical Security Hours of Operation

Records

2 SERVICE DELIVERY SUMMARY

3 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

GENERAL INFORMATION

In Place Office Equipment Government-Furnished Services

4 APPENDIXS

1. Workload Estimates ................................................................................... 19/20

2. Applicable Publications and Forms ........................................................... 21-23

3. Required Reports

4. Government Furnished Facilities Floor Plan (OMC)

5. Government Furnished Facilities Floor Plan (PSC)

6. Government Furnished Equipment ............................................................. 27-29

7. Mail Delivery Route ........................................................................... 29-30 ii

SECTION 1

1. DESCRIPTION OF SERVICES and GENERALINFORMATION

1.1. OFFICIAL MAIL CENTER (OMC) (INCLUDING DOCUMENT SECURITY) GENERAL

INFORMATION. The contractor shall provide all personnel, equipment, tools, materials, supervision, training and other items and services necessary to operate the Official Mail Center (including Document Security) in accordance with DODI4525.08_AFI33-365 and all other applicable regulations as defined in this Performance Work Statement (PWS). The contractor shall provide services for receiving, processing, and dispatching all official mail including accountable mail; forms, publications, parcels, and distribution for all base supported activities. The contractor shall be responsible for sorting, consolidating, applying correct official postage and coordinating dispatches with United States Postal Service (USPS), FedEx, United Parcel Service (UPS) and other small carriers all official outgoing material. The contractor shall prepare all mail for transmission in compliance with the private express statute (summarized in DODI4525.08_AFI33-365); provide referral mail service for mail that is undeliverable as addressed; analyze service available from USPS and private small parcel delivery companies and select the most cost efficient mode that will satisfy the delivery requirement. The contractor must ensure official postage is only used in accordance with US Code 39 and the USPS Domestic Mail Manual. The contractor shall safeguard and protect all mail in accordance with USPS Domestic Mail Manual and all administrative communications IAW DODI4525.08_AFI33-365; dispatch mail only to authorized individuals and offices and advise official activities on the correct procedures for sending official mail.

1.1.1. RECEIVING AND PROCESSING INCOMING MAIL:

1.1.1.1. Receive and Process Incoming Mail. Pickup/accept and process all incoming mail from the USPS, small parcels delivery companies, and authorized government agencies.

1.1.1.1.1. USPS Mail. Pickup/accept delivery of mail from servicing USPS facility to include overnight mail. When receipting mail from servicing USPS facility, inspect mail to ensure damaged articles are properly endorsed and repaired or rewrapped. If damaged articles are received in closed bags, repair and endorse “Damaged in Handling by the Postal Service,” along with the date of receipt and the identity of the person repairing the article. First Class letters received unsealed shall be endorsed “Received Unsealed.”

1.1.1.1.2 OMC has to follow local procedures for reporting mail suspected of harmful contents. Mail suspected of harmful contents shall be reported immediately to the servicing postal activity and the Contracting Officer Representative (COR). The COR or 19th Security Forces Squadron (SFS) reports to servicing postal activity. See DODM 4525.8_AFMAN 33-306 for instructions on identifying and reporting suspected mail bombs.

1.1.1.2. Check for Accountable Mail Intermingled with Nonaccountable Mail. If accountable mail is discovered, immediately return it to the USPS.

1.3.10. Small Parcel Delivery Company Mail. Receive parcels from any small parcel delivery company. Check parcels against carrier register/receipt and verify parcels are accounted for and undamaged prior to signing carrier's register. Retain copy of receipt. Dispose of mail documentation generated by small parcel delivery companies after two years, or specified in the contract, whichever is longer. Maintain delivery record and dispose of these records IAW AFRIMS and the local base file plan.

1.1.1.3. Government Agency Mail. Accept administrative communications (e.g., leave and earning statements, net pay advisories, holey joes, etc.) brought directly to the OMC. Mail shall not be accepted if the terms “resident” or “occupant” are used.

1.1.1.4. Cash on Delivery (COD) Mail. Mail of this type shall not be accepted from the USPS or small parcel delivery companies.

1.1.1.5. Special Delivery Mail. This type mail shall be accepted but shall be delivered as regular mail.

1.1.1.6. Short Paid Mail. The contractor shall accept this type of mail and pay for it by meter strip.

1.1.2. DISPATCHING OFFICIALMAIL:

1.1.2.1. The contractor shall operate the customer service window from 0800 -1630, Monday - Friday. Any changes to the customer service window hours must be coordinated with the Official Mail Manager (OMM)/COR.

1.1.2.1.1. When notified by Support Flight Commander, of an organizational name change, contractor shall update Activity Distribution Office (ADO) listing and provide a copy to the OMM/COR and the Support Flight Commander.

1.1.2.2. OMC Contractor personnel acting as the mail agent for all official activities on the installation, may sign for all official accountable mail. USPS considers official mail delivered when OMC personnel accept it. The contractor shall dispatch accountable mail only to authorized personnel as designated on AF Form 4332, Accountable/Non- Accountable Communications Receipt Authorization. The unit commander, staff agency chief, deputy, executive officer, or ADO director will appoint assigned individuals to receipt and dispatch communications using AF Form 4332. The appointing official is responsible to ensure security clearances are verified by the applicable security manager. Appointment forms should be displayed near the pick-up point at the OMC for easy reference. The OMC will file AF Form 4332 for 2 years after they are superseded.

1.1.2.2.1. Obtain signature from authorized person for accountable mail. Maintain signed receipts in accordance with the Records Disposition Schedule (RDS).

1.1.2.3. Mail endorsed, “DO NOT FORWARD”/”RETURN SERVICE REQUESTED” shall be handed to an authorized ADO person. If mail with this endorsement is undeliverable or still in the OMC at the end of the duty day, place in the safe for storage.

1.1.2.4. Receipt for all outgoing official mail and sign for incoming accountable mail at the customer service window.

Check outgoing mail to ensure originating office has prepared it for dispatch IAW DODM 4525.8_AFMAN 33-306.

If material does not meet these requirements, return to the originator with a memorandum identifying discrepancies.

1.1.2.5. The contractor shall distribute categorically addressed correspondence.

1.1.2.6. Provide ADOs with USPS registered and certified labels and return receipt requested forms, upon request.

1.1.2.7. Mail shall be safeguarded and protected at all times. Accountable mail shall not be left unattended at any time.

1.1.3. PROCESSING OUTGOING MAIL:

1.1.3.1. Utilizing an accounting system assign account numbers for the wing, each group, squadron and tenant activity, and when requested by the COR or Support Flight Commander. The contractor will add or delete account numbers and change organizational titles in system, as changes occur. When notified by OMM/COR, of an organization name change, contractor shall make change in the accounting system database.

1.1.3.2. Sort mail by activity account before the mail is metered. Process mail to ensure postage is assigned to the proper activity account for the semi-annual mail management reports.

1.1.3.2.1. Ensure official postage is only used IAW DODI4525.08_AFI33-365 & DODM 4525.8_AFMAN 33- 306 and USPS Domestic Mail Manual (DMM). Analyze service available from USPS and select the most cost effective mode that will satisfy requirements. All mail shall be processed each duty day in time for delivery to

USPS.

1.1.3.3. Establish and dispatch consolidated pouch mail. Prepare mail for consolidated shipment IAW DODI4525.08_AFI33-365 and DODM 4525.8_AFMAN 33-306. On consolidated mail, the return and delivery address shall be clear. Addresses shall be typed or affixed with a typed/computer-generated label.

1.1.3.4. Process permit mail using Postal Service (PS) forms, as required, to receive presorted and bulk rate discounts.

The contractor shall ensure all bulk rate mailings are processed IAW DODM 4525.8_AFMAN 33-306 and the DMM.

1.1.2.8. The contractor shall distribute categorically addressed correspondence.

1.1.3.5. After daily mail drop offs, deliver all mail received to the USPS facility. At time of delivery to USPS, contractors will pick-up all incoming mail.

1.1.4. DOCUMENT SECURITY:

1.1.4.1. Process all incoming and outgoing accountable mail containers. Prepare receipts as required for accountable mail IAW DODM 4525.8_AFMAN 33-306. Receive accountable mail delivered by authorized government agencies;

to be dispatched on-base or process for off-base dispatch. Accountable mail shall be safeguarded at all times.

1.1.4.1.1. Receipt and account for each mail piece by container number listed on PS Form 3883 or DD Form 2825.

Verify that the container number and special service on the package matches the form. If there are any discrepancies, have USPS or ADO correct the form prior to receipting for mail.

1.1.4.1.2. Process and dispatch all accountable mail, notify the ADO to determine what time they would like to pick-up the package.

1.1.4.1.3. Scan each type of special service mail addressed into the computer. Prepare and print an ADO report listing each piece per ADO tracking number/container number.

1.1.4.1.4. Maintain a copy of AF Form 4332, for each ADO that receives accountable mail. Ensure that individuals directly receipting for accountable mail are authorized. Ensure reviews of the AF Forms 4332 are conducted.

1.1.4.2. If mail appears suspicious or tampered with, don’t rewrap, notify OMM/COR or the Support Flight Commander for disposition. If damage is from handling (USPS should have annotated on package) rewrap mail prior to dispatching. If it’s not annotated, write or stamp “Received damaged, organization/office symbol, and date.” Do not accept improperly packaged mail from an ADO.

1.1.5. DISPATCHING ACCOUNTABLE MAIL CONTAINERS:

1.1.5.1. Contractor shall inspect all incoming mail prior to dispatch to ensure it has an official return address, container number, sufficient delivery address, and is properly packaged. Accept receipt of accountable mail on the DD Form 2825. Apply registered, certified, express, signature confirmation, or insured numbers as appropriate.

Track accountable mail to ensure dispatch to appropriate agency. Maintain historical records (back up) to prove delivery and dispatch of accountable mail.

1.1.5.2. Annotate PS Form 3883 with the ADO’s Organization and Functional Address Symbol (FAS) for regular and return receipt for merchandise. List each piece of mail on AF Form 627 (registered or certified) or appropriate postal form (registered, certified, signature confirmation, insured, merchandise return, or express), for dispatch to the USPS. Prepare separate AF Form 627 by mail class. For consolidated packages, list the original container numbers in the second “registered or certified number” column.

1.1.5.3. Maintain record copies of DD Form 2825 and AF Form 627. Conduct end of day audit of AF Form 627.

Ensure that for each container listed has a signed copy of DD Form 2825 attached to the AF Form 627.

1.1.5.4. Maintain suspense and record copies of PS Form 3883s. Conduct end of day audit by checking off and attaching signed copies of DD Form 2825 to the PS Form 3883. The PS Form 3883 shall remain in suspense until all packages are signed for.

1.1.5.5. Annotate the original DD Form 2825, when accountable mail is returned to Document Security to be returned to sender, sent to a forwarding address, or another organization. For on base dispatch, annotate the new organization, off-base dispatch, reference the AF Form 627, or appropriate postal form and its date.

1.1.5.6. Secure all accountable mail, merchandise return receipt, and mail endorsed “POSTMASTER DO NOT FORWARD”/”RETURN SERVICE REQUESTED” in the safe. Certify the opening and closing of safe on SF 702, Security Container Check Sheet, each time it is opened and closed.

1.1.5.7. Immediately notify the OMM/COR or the Squadron Security Manager upon termination of any person that has the safe combination. Personnel shall not write down or transfer the safe combination to other personnel. Provide OMM/COR contact information for the Contract Manager and an alternate(s), in case of an emergency.

1.1.6. DIRECTORY SERVICE:

1.1.6.1. Contractor shall provide directory service for all undeliverable as addressed and general delivery mail. If undeliverable parcels/mail for which an appropriate OPR cannot be determined, shall refer to the base inbound listing, student roster, and/or the global address database for directory service. See DODM 4525.8_AFMAN33-306 Table C7.T1.

1.1.6.2. When possible, readdress mail without opening. Mail that does not have enough information on the wrapper for directory service may be opened by the OMM/COR to determine the subject matter and correct address. If opened, it shall be endorsed “Opened for Routing,” signed and dated by the person performing the referral/directory service on the outer container.

1.1.7. POSTAGE METERS:

1.1.7.1. A PS Form 3602-A, Daily Record of Meter Readings or the electronic equivalent shall be maintained by the contractor on the meter IAW DODM 4525.8_AFMAN 33-306. Each day the meter is operated, the contractor shall enter into the book those figures appearing in the ascending and descending register. If the sum of these two figures fails to equal the total entered at last setting, the contractor shall take the meter to the Post Office for examination. The contractor is responsible for providing one postagemeter.

1.1.7.2. When postage meter descending register balance is $3,000, the contractor shall contact the OMM/COR or Support Flight Commander to obtain postage funds.

1.1.7.3. The contractor shall submit spoiled meter errors to servicing USPS facility for credit using PS Form 3533, Application and Voucher for Refund of Postage and Fees. A copy of the credit voucher shall be submitted to the COR and Support Flight Commander.

1.1.7.4. The contractor shall ensure meters are secured IAW DODM 4525.8_AFMAN 33-306.

1.1.8. ADVISORY SERVICE. The contractor shall advise all base agencies on postal matters IAW AF DODI4525.08_AFI33-365 and USPS Domestic Mail Manual. Respond to official inquiries and provide assistance to ensure cost-effective mailing practices are used.

1.1.9. MONTHLY POSTAGE EXPENDITURES AND REPORTS:

1.1.9.1. See Appendix 3 for required reports.

1.2. POSTAL SERVICE CENTER GENERAL INFORMATION. The contractor shall manage and operate the Postal Service Center (PSC) to provide service for receiving, processing, distributing and directorizing mail, managing receptacles/cluster boxes, and customer service by providing mail service to all authorized personnel supported by the PSC. The contractor shall also be responsible for accepting parcels and accountable mail from the USPS, and any small parcel carriers for personnel supported by the PSC. The contractor shall preserve and protect the security of the mail at all times from unauthorized opening, inspection, reading of contents or covers, tampering, delays, loss, or other wrongful acts, specified in U.S. postal regulations or DOD 4525.6-M.

1.2.1. RECEIVING AND PROCESSING INCOMING MAIL:

1.2.1.1. Receive and Process Incoming Mail. Pickup/accept and process incoming mail from the OMC and small parcel delivery companies.

1.2.1.2. USPS Mail. Pickup/accept delivery of mail from USPS. Inspect mail before receipting for it from the servicing USPS facility IAW DOD 4525.6-M (DOD Postal Manual). It is the contractor's responsibility to ensure that the transportation of mail is IAW DOD 4525.6-M (DOD Postal Manual).

1.2.1.3. Small Parcel Delivery Company Mail. Receipt for parcels from any small parcel delivery company. The contractor is responsible to ensure parcel notifications are placed in the appropriate mail receptacle or general delivery folder on the date of receipt.

1.2.1.4. Government Agency Mail. Accept administrative communications, (e.g., payroll checks, leave and earning statements, net pay advisories, holey joes, etc.) sponsor packages brought directly to the PSC by OMC. No mail shall be accepted if the terms “resident,” or “occupant” are used. Payroll checks, leave and earning statements, and net pay advices, and W-2s shall be processed on day of receipt. Other mail shall be processed within one duty day.

1.2.1.5. Oversize Receptacle Mail. Each piece of oversized mail received from USPS shall be annotated with date of receipt. PS Form 3907 “Mail Pickup Notice” will be used to notify customers of non-accountable articles that are too large to fit in receptacles. It shall contain the date received, receptacle number, and the last name of the addressee.

1.2.1.6. Cash on Delivery (COD) Mail. Mail of this type shall not be accepted from the USPS or small parcel delivery companies.

1.2.1.7. Postage Due and Special Delivery Mail. This type of mail shall be accepted, but shall be delivered as regular mail. Postage due shall not be collected from the patron.

1.2.1.8. Express/Insured/Certified/Registered Mail. Contractor personnel shall sign for all express/insured/ certified/registered letters or parcels from the OMC. DOD 4525.6-M, Section C3.2.7.

1.2.1.8.1. Contractor personnel shall add the packages to the Small Parcel Delivery Form and have personnel sign for the package when received.

1.2.2. DISTRIBUTION OF INCOMINGMAIL:

1.2.2.1. Mail for Authorized Users. Distribute mail to authorized PSC users, their authorized agents or to family members who hold a valid identification card except those items requiring restricted delivery IAW DOD 4525.6- M (DOD Postal Manual) Section C3.2.5.

1.2.2.2. Distribute Mail. Delivery of personal mail shall be IAW DOD 4525.6-M. Place all correctly addressed mail, to include oversized mail notifications in the addressees’ receptacles, cluster boxes, General Delivery and Hold Mail receptacles by 1430 on date of receipt.

1.2.2.2.1. Mail shall be delivered and placed in the Government-procured receptacles/cluster boxes located in the Postal Service Center (bldg. 834). Units shall be assigned to/utilized by permanent party personnel, sister service personnel, TDY personnel and Non-Prior Service (NPS) students whose training course is 8 weeks (52 days) or longer.

1.2.2.2.2. All mail (except Government Agency Mail), undeliverable as addressed, shall be provided directory service IAW DOD 4525.6-M. This mail shall be turned over to the Directory Section.

1.2.2.3. General Delivery Service. This service shall be provided to all authorized users IAW DOD 4525.6-M, section C.3.2.6.

1.2.2.3.1. Military retirees and personnel in leave status shall receive General Delivery Service through the local USPS facility. If the servicing USPS facility does not provide General Delivery Service, then the PSC may be used.

Personnel in this category must request written approval by the Support Flight Commander prior to having mail sent to the PSC. Retiree and personnel on leave status should receive mail service from a local USPS Post Office.

1.2.2.4. Mail for Due-In Personnel. Mail addressed for members due-in shall be handled IAW DOD 4525.6-M (DOD Postal Manual). In the upper left corner of the reverse side of each piece of mail, indicate datescreened.

1.2.2.5. Mail for Confined Personnel. Handle mail IAW DOD 4525.6-M (DOD Postal Manual). Security Forces Squadron personnel are authorized to pick up mail for confined personnel receiving mail through the PSC.

1.2.2.6. Mail for Casualties. Handle mail IAW DOD 4525.6-M, (DOD Postal Manual), paragraph C3.4.9.

1.2.2.7. Mail for AWOL Personnel. Handle mail IAW DOD 4525.6-M, (DOD Postal Manual) paragraph C3.4.6.3

1.2.2.8. Income Tax Mail. Handle IAW DOD 4525.6-M, Para C3.4.6.11.

1.2.2.9. Perishable Mail. If the required delivery date (RDD) has passed, dispose IAW DOD 4525.6-M, Para C.3.4.6.12.

1.2.3. POSTAL DIRECTORY FILE:

1.2.3.1. Postal Directory File. Contractor shall maintain a postal directory file (AF Privacy Act System of Records #) and maintain it IAW DOD 4525.6-M, (DOD Postal Manual), paragraph C3.4.3. The contractor shall ensure the PSC Information Transfer Sheet is correct prior to the customer leaving the service window. If the customer refuses to fill out the PSC Information Transfer Sheet, the contractor shall fill out the form to the best of their ability using the alpha roster or any other source available. The contractor shall annotate the form indicating the customer refused to complete. When the postal activity no longer services the sponsor, enter a purge date of 12 months for permanent party and 6 months for students and other personnel temporarily assigned as a projected gain. During the first workweek of each month, the postal activity must screen the directory file and purge all required forms and database records.

1.2.4. DIRECTORY MAIL:

1.2.4.1. Directory Mail. Mail that is undeliverable as addressed, because of an incomplete or incorrect mailing address. This mail will be processed IAW DOD 4525.6-M, (DoD Postal Manual, para C.3.4.5) and USPS Domestic Mail Manual (DMM).

1.2.4.2 Endorse directory mail IAW DOD 4525.6-M, (DOD Postal Manual) paragraphs C3.4.5.2.1. – C3.4.5.2.9 .and USPS Domestic Mail Manual (DMM).

1.2.4.3. Undeliverable as addressed mail received at the PSC, shall be returned to the Directory Section, on the day of receipt and handled IAW DOD 4525.6M. (See paragraphs C3.4.6, C.4.5.1and Tables C3.T1 – C3.T6.

1.2.4.4. Endorsements for Mail Undeliverable-as-Addressed received on Saturday and Monday through Thursday shall be completed the following duty day after receipt. Endorsements for Mail Undeliverable-as-Addressed received on Friday shall be completed on Monday.

1.2.5. PROCESSING OF RETURN MAIL:

1.2.5.1. USPS Mail. Return all classes of Undeliverable-as-Addressed mail received Monday through Thursday to the USPS the following duty day after receipt. Endorsements for Mail Undeliverable-as-Addressed received on Friday shall be delivered to the USPS on Monday.

1.2.5.2. Small Parcel Delivery Company Parcels. Return undeliverable parcels within two duty days of receipt, annotating contractor's small parcel delivery log “returned” and obtaining carrier's signature. When applicable, endorse parcels with a forwarding address.

1.2.5.3. Government Agency Mail. Notify originator for pick-up of undeliverable administrative communications.

Document notification with name and phone number of person(s) notified.

1.2.6. MANAGING RECEPTACLES/CLUSTER BOXES:

1.2.6.1. Assigning Receptacles/Cluster Boxes. Assign receptacles/cluster boxes to authorized users IAW DOD 4525.6-M, (DOD Postal Manual). Contractor shall maintain DD Form 2262, Receptacle Record to annotate assignment of receptacles on a daily basis. All non-prior service students who graduate in 8 weeks or less will be given general delivery service —not a physical mailbox—all others will receive a mailbox in building 834.

1.2.6.2. Withdrawal of Receptacles/Cluster Boxes. Receptacles/cluster boxes assigned to unauthorized holders and individuals departing PCS, separating, or retiring will be withdrawn immediately upon discovery or notification.

Members departing PCS close box no earlier than 3 duty days prior to departure date. All withdrawal procedures shall be IAW DOD 4525.6-M, (DOD Postal Manual)

1.2.6.3. Monitoring Receptacles/Cluster Boxes. IAW DOD 4525.6-M, (DOD Postal Manual), assigned receptacles/cluster boxes will be checked at least monthly for excessive mail accumulation, old mail, or non-use.

This will be accomplished by the insertion of AETC VA 33-3, Postal Service Center Receptacle Review Card, on the 10th duty day of each month. Remove remaining notices NLT the 16th duty day of the month and determine individual’s status NLT the last duty day of the month. This check will also serve to determine if present users are still authorized. The notice reads: “Postal Service Centers periodically review receptacle utilization. This notice is our means of doing this. Please check your mail box at least twice a week to avoid designation as an inactive mail box. Please deposit this notice in the nearest trash receptacle after you have read it. To avoid box closure remove tag now”.

1.2.6.4. Key or Combination Change. Key or Combination Changes. Key lock cylinder or combination changes shall be accomplished IAW DOD 4525.6-M, (DOD Postal Manual) (See paragraph C3.3.6). The contractor shall change key cylinders or combinations within five calendar days after personnel have closed the receptacle out.

1.2.7. PROVIDE CUSTOMER SERVICE:

1.2.7.1. Window Service. The PSC customer service window located in building 834 will be opened Monday through Friday NLT 0800 and close NET 1700: Full staffing will be maintained for lunch-time peak hours from 1100 until 1300.

1.2.7.2. Advertise Hours of Operation. Post PSC operating hours and a sample address in the PSC lobby.

1.2.7.3. Inquires. Answer telephonic, written, and personal inquiries concerning PSC matters NLT three dutydays.

1.2.7.3.1. Resolve complaints IAW DOD 4525.6-M, (DOD Postal Manual) within three duty days. If unable to resolve the complaint, refer the complainant to the COR.

1.2.7.4. Provide briefings. Brief incoming and departing personnel on PSC entitlements IAW DOD 4525.6-M, (DOD Postal Manual). Briefings will be conducted each during in/out processing at the Postal Service Center.

1.3. OMC AND PSC

1.3.1. MAINTENANCE OF PUBLICATIONS AND FORMS: The contractor shall be responsible for maintaining and replenishing OMC and PSC with up-to-date USPS and small parcel delivery companies’ publications and forms.

Most publications and forms can be procured free of charge.

1.3.1.1. Contractor shall have Internet capability to download forms and publications needed. If forms or publications are not available electronically, then the contractor should have an account with the Air Force Publications Distribution Center (AFPDC) to obtain the needed items.

1.3.2. EQUIPMENT MAINTENANCE:

1.3.2.1. Minor maintenance shall include cleaning, adjusting, ordinary lubrications, tightening of nuts and bolts, and preventive maintenance actions recommended by the equipment manufacturer.

1.3.2.2. The contractor shall have the Pitney Bowes DM475 meter and scale leased and serviced IAW the terms of any existing maintenance agreements or IAW the manufacturer’s instructions.

1.3.2.3. (PSC) Perform minor maintenance on receptacles IAW DOD 4525.6-M, (DOD Postal Manual) Lubricate lock mechanism each time the combination is changed. Contractor shall be responsible for changing out all cluster locks when they become inoperable.

1.3.2.4. (OMC) The contractor shall keep a maintenance log for each piece of equipment in the mail center. The log shall show a date the equipment was initially placed in use and its cost. It shall also show the date the equipment stopped working properly, the nature of the malfunction, the date and time repairs were requested, the date and time the repair person first arrived, the date and time the repair was completed, a summary of what was done, the cost of the repair, and how long the equipment was out of operation.

1.3.2.5. The contractor shall be responsible for the ADPE account (Items listed in Appendix 6) and ensuring that the COR is notified of any changes to the account.

1.3.3. CLEANING SCHEDULE AND FACILITY MAINTENANCE:

1.3.3.1. The contractor will provide an alternate facility manager for the Postal Service Center.

1.3.3.2. The contractor will perform general office housekeeping, i.e. dusting, cleaning, sweeping and vacuuming to personal work areas and common areas in their use.

1.3.4. EMERGENCY SERVICES:

1.3.4.1. On occasion, the contractor's service may not be required, or may be required at a reduced level of service (e.g., alerts, disaster situations, etc.). The contracting officer will notify the contract manager or alternate if this should occur.

1.3.4.2. Surge requirements beyond the capability of the contractor may be augmented by the Government at its option when the Government perceives that mission accomplishment is endangered.

1. 4. GENERAL INFORMATION FOR CONTRACTOR PERSONNEL:

1.4.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer and Quality Assurance Person

(COR).

1.4.1.1. 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.

1.4.1.2. The contract manager or alternate shall be available during normal duty hours within sixty (60) minutes, to meet on the installation, with government personnel (designated by the contracting officer) to discuss problem areas.

After normal hours, the manager or alternate shall be available within three (3) hours.

1.4.2. Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

1.4.2.1. Contractor personnel shall present a neat and professional appearance and be easily recognized as contractor employees.

1.4.2.2. Contractor’s employees shall meet mail clerk/orderly qualifications set forth in DOD 4525.6-M, Chapter 15, paragraph C 15.3, AF and USPS directives. All personnel receiving/handling mail from the United States Postal Service (USPS) shall hold a DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly.

The contractor shall prepare three copies of this form for the signature of the Official Mail Manager, one week before starting work. The DD Forms 285 shall be validated by the servicing USPS facility. One copy shall be provided to the individual, to be carried at all times when handling mail, one shall be provided to the servicing USPS facility and the third copy will be maintained by the COR.

1.4.2.3. When personnel are relieved from mail handling duties, the DD Form 285 shall be retrieved from the employee and the servicing USPS facility by the contract manager, and provided to the COR. Disposition of DD Form 285 shall be IAW the Air Force Records Disposition Schedule (RDS).

1.4.2.4. The contractor shall not employ any person who is an employee of the US Government or Department of the Air Force, either military or civilian, unless such person seeks and receives approval and if such employment would not be contrary to the DoD policies in AFI 64-106, Contractor Labor Relations Activities.

1.4.3. Official Mail Center (OMC) Security Requirements:

1.4.3.1 Little Rock Air Force Base, Information Protection Office contact information:

19th Airlift Wing Information Protection Office (IPO) 1255 Vandenberg Blvd., Ste 147 Little Rock AFB, AR 72099 Commercial Phone Numbers: 501-987-6264, 6984, and 8950 Security Management Office (SMO): LP1LF0K55

Chief, Information Protection (CIP) Phone: 501-987-8950

Information and Industrial Security (INFOSEC/INDSEC) Phone: 501-987-6264

Personnel Security (PERSEC) Phone: 501-987-6984

1.4.3.2. Obtaining and Retrieving Identification Media. As prescribed by the AFFAR 5352.242-9000, Contractor access to Air Force installations, the contractor shall comply with the following requirements:

1.4.3.2.1. The contractor shall obtain base identification and passes for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

1.4.3.2.2. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, and valid vehicle insurance certificate, to obtain a vehicle pass.

1.4.3.2.3. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

d. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

1.4.3.2.4. Failure to comply with these requirements may result in withholding of final payment.

1.4.3.3. Required Contractual Notification. The contractor The contractor shall notify the Little Rock Air Force Base, Information Protection Office no later than 30-days prior to the start of contractual responsibilities (as stated within the approved DD Form 254). The contractor shall notify the Little Rock Air Force Base, Information Protection Office no later than 30-days prior to the end, completion or termination of contractual responsibilities (as stated within the approved DD Form 254).

1.4.3.3.1. The contractor shall provide the following information through the company’s facility security officer (FSO) to the Little Rock Air Force Base, Information Protection Office no later than 30-days prior to the start of contractual responsibilities. Requested information will include: Contract Number (as stated within the approved DD Form 254), company’s home office (HOF) physical and mailing address, company’s program manager’s contact information, company’s facility security officer (FSO) contact information, and the company’s security manager office (SMO) designator as identified within Joint Personnel Adjudication System (JPAS), Defense Information System for Security (DISS) or successor system.

1.4.3.4. Unescorted Entry to Restricted Areas. When contractor personnel require unescorted entry to restricted areas, the Air Force shall submit NAC investigations for contractor employees at no additional cost to the contractor.

Contractor personnel shall be the subject of a favorably completed NAC investigation to qualify for unescorted entry to a restricted area. The contractor shall comply with DoD 5200.2-R, and AFI 31-501, Personnel Security Program Management, requirements.

1.4.3.5. Pass and Identification Items. The contractor shall ensure pass and identification items required for contract performance are obtained for employees.

a. Contractor/Subcontractor Access Affidavit

b. Application for Personnel to work under Air Force Contract.

c. DoD Common Access Card (CAC), (AFI 36-3026).

1.4.3.6. Additional Security Requirements. In accordance with DoD 5200.1-R and AFI 31-401, the contractor shall comply with AFI 33-202, Computer Security; AFI 33-203, Emission Security (EMSEC) Program; AFI 33-204, Information Protection Security Awareness, Training, and Education (SATE) Program; applicable AFKAGs, AFIs, and AFSSIs for Communications Security (COMSEC); and AFI 10-1101, Operations Security (OPSEC) Instructions.

1.4.3.7. Information Protection (IP). Information Protection is a subset of the Air Force Security Enterprise. Information Protection consists of a set of three core security disciplines (Personnel (PERSEC), Information (INFOSEC), and Industrial (INDSEC) Security). All contractor personnel supporting the contract as prescribed by the DD Form 254, will comply will the following Department of Defense (DoD) and U.S. Air Force (AF) security policy:

a. DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM)

b. DoDM 5220.22 Volume 2_AFMAN 16-1406 Volume 2, National Industrial Security Program:

Industrial Security Procedures for Government Activity

c. DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program

d. DoDM 5200.01 Volume 1_AFMAN 16-1404 Volume 1, Information Security Program: Overview, Classification, and Declassification

e. DoDM 5200.01 Volume 2_AFMAN 16-1404 Volume 2, Information Security Program: Marking of Information

f. DoDM 5200.01 Volume 3_DAFMAN 16-1404 Volume 3, Information Security Program:

Protection of Classified Information

g. DoDI 5200.48, Controlled Unclassified Information (CUI)

h. AFI 16-1402, Counter-Insider Threat Program Management

i. AFI 33-322, Records Management and Information Governance Program

j. AFMAN 17-1302-O, Communications Security (COMSEC) Operations

1.4.3.8. The Information Protection program will be used to:

1.4.3.8.1. Determine military, civilian, and contractor personnel’s eligibility to access classified information or occupy a sensitive position. (Personnel Security).

1.4.3.8.2. Ensure the protection of classified information that may be released or has been released to current, prospective, or former contractors, licensees, or grantees of United States agencies. (Industrial Security).

1.4.3.8.3. Protect classified information that, if subject to unauthorized disclosure, could reasonably be expected to cause damage to national security. Protect controlled unclassified information (CUI) which may be withheld from release to the public. (Information Security).

1.4.3.9. Freedom of Information Act Program (FOIA). The contractor shall comply with DoD Regulation 5400.7/ Air Force Supplement, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. The contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFMAN 37-139, Disposition of Records—Standards, or other directives authorized in AFI 37-138, Records Disposition—Procedures and Responsibilities.

1.4.3.10. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations, and Volume-2 Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

1.4.3.11. Antiterrorism/Force Protection. All contractor personnel will comply with all Antiterrorism/Force Protection measures in the event there is a threat to the installation. Although not required for contractor personnel, they shall be afforded the opportunity to complete the Antiterrorism Level I awareness training. For personnel who do not have access to the Air Force’s Advance Distance Learning Systems (ADLS), they can receive this training from the following web site: https://atlevel1.dtic.mil/at/.

1.4.3.12. Physical Security. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property including controlled forms provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. IAW Air Force Instruction 10-245.

1.4.3.13. Operating Instructions. The contractor shall develop an Operating Instruction (OI) for internal circulation control, protection of resources and to regulate entry into Air Force controlled areas during normal, simulated and actual emergency operations. The OI shall be written in accordance with AFI 31-101, the local base Operations Plan usually referred to as an OPLAN and AFI 31-210, The Air Force Antiterrorism/Force Protection (AT/FP) Program Standards, and coordinated through the ISPM.

1.4.3.13. Industrial Security (INDSEC). IAW DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM), and DoDM 5220.22 Volume 2_AFMAN 16-1406 Volume 2, National Industrial Security Program: Industrial Security Procedures for Government Activity, this industrial security contract requires a DD Form 254, Department of Defense Contract Security Classification Specification.

1.4.3.14. Facility Security Clearance (FCL). IAW DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM), and DoDM 5220.22 Volume 2_AFMAN 16-1406 Volume 2, National Industrial Security Program: Industrial Security Procedures for Government Activity, contractors entering into a classified contract (via

DD Form 254) with the U.S. Government (USG) must receive and maintain a valid facility security clearance (FCL) from the Defense Counterintelligence and Security Agency (DCSA) (formerly the Defense Security Service (DSS)) prior to being granted and/or maintain access to classified information. An interim FCL may be granted by the Defense Counterintelligence and Security Agency (DCSA) in accordance with applicable policy. Contractors are responsible to work with the Government Contracting Activity (GCA), and the Defense Counterintelligence and Security Agency (DCSA) when applying for a facility security clearance (FCL).

1.4.3.15. Personnel Security (PERSEC). IAW DoD 5220.22-M, National Industrial Security Program Operating Manual, DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program, and DoDM 5220.22 Volume 2_AFMAN 16-1406 Volume 2, National Industrial Security Program: Industrial Security Procedures for Government Activity, contractors operating under the National Industrial Security Program (NISP) must obtain and maintain a favorable national security clearance determination (commiserate to the level of classified information as stated within the approved DD Form 254), and have a valid need-to-know (as stated within the approved DD Form

254) prior to being granted access to classified information by the Government Activity. Security clearances Investigative requests shall be submitted for contractor personnel, who require access to classified information under the NISP, through the Defense Counterintelligence and Security Agency (DCSA) (formerly known as the Defense Security Service (DSS)) in accordance with Department of Defense (DoD) and U.S. Air Force (AF) policy as stated above. Due to costs associated with security clearances, requests for contractor security clearances shall be kept to an absolute minimum necessary to perform contractual requirements.

1.4.3.16. Tier-1/T-1 Suitability for Unclassified AF Network Access. IAW DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program, contractor personnel shall successfully complete and maintain, as a minimum, a favorable Tier-1/T-1 (formerly known as a National Agency Check Inquiries (NACI)) background check and associative suitability, before being granted physical and/or logical access to any unclassified U.S. Air Force (AF) information system, and/or AF Network (AFNET).

1.4.3.16.1. If contractor personnel have been granted, and maintain a current Tier-3/T-3 or Tier-3R/T-3R (formerly known as a National Agency Check with Law and Credit (NACLAC) or Access National Agency Check and Inquires (ANACI)) (completed prior to October 1, 2015), or a Tier-5/T-5 or Tier-5R/T-5R (formerly known as a Single Scope Background Investigation), then a favorably adjudicated Tier-3/T-3 or Tier-3R/T-3R or Tier-5/T-5 or Tier-5R/T-5R meet the requirements for access to the unclassified U.S. Air Force (AF) information system, and/or AF Network (AFNET).

1.4.3.17. On-site Contractor Employee List. The contractor’s home office (HOF) shall provide the installation’s Information Protection Office (IPO) with a list of all on-site contractor personnel that will perform contractual services (as stated within the approved DD Form 254) at Little Rock AFB, AR. The list shall be on official company letterhead, and provided to the IPO through the company’s facility security officer (FSO).

1.4.3.17.1. The list shall include the minimum information for each on-site contractor employee that will perform contractual services at Little Rock AFB, AR: legal name (First Name, Middle Initial, and Last Name), and complete social security number (SSN). Requested information is for official use, and will be utilized to validate security clearances information within the Joint Personnel Adjudication System (JPAS), Defense Information System for Security (DISS) or successor system.

1.4.3.17.2. Provided information will not be released or forwarded to any entity outside official Department of Defense (DoD), and/or U.S. Air Force (AF) channels. The provided list shall be kept up-to-date by the contractor, and provided to the IPO as changes occur. It is strictly the contractor’s facility security officer’s (FSO) responsibility to communicate changes to the IPO. Requested on-site contractor list shall be send over an unclassified, encrypted email to the IPO. Contact the Little Rock AFB Information Protection Office for current contact (i.e. email) information.

1.4.3.17.3. If the company has a Joint Personnel Adjudication System (JPAS), Defense Information System for Security (DISS) or successor system account, the facility security officer’s (FSO) shall submit a “visit request” to the installation’s Information Protection Office (IPO) in lieu of an on-site contractor list. The company’s facility security officer’s (FSO) shall submit visit requests to the following security manager office (SMO) designator: LP1LF0K55.

If the contractor submits a “visit request” to the SMO, the contractor’s facility security officer’s (FSO) will follow-up with the installation’s Information Protection Office (IPO) within 24 hours or first business day (whichever is earlier) to validate receipt of the “visit request.”

1.4.3.18. Security Assistant (SA) Designation and Appointment. The company’s facility security officer (FSO) shall work with the Government Activity’s leadership, as appropriate, to determine is on-site contractor personnel should be designated and appointed as an activity security assistant (SA). Designation and appointment may be necessary to ensure that all elements of the information security program are being administered effectively, efficiently, and in a coordinated manner.

1.4.3.18.1. Activities, as warranted, may assign contractor employees as security assistants (SA) to perform administrative security functions under the direction of the activity security manager without regard for job series or title or for rank, rate, or grade as long as they have the clearance required for the access needed to perform their assigned duties and tasks. Prior to appointed as an activity security assistant (SA), contractor employee(s) must have and maintain a current Tier-3/T-3 or Tier-3R/T-3R (formerly known as a National Agency Check with Law and Credit (NACLAC) or a Tier-5/T-5 or Tier-5R/T-5R (formerly known as a Single Scope Background Investigation), whichever is required (as stated within the approved DD Form 254).

1.4.3.18.2. If contractor employee(s) are appointed as an security assistant (SA), the contractor shall accomplish and maintain required security training IAW DoDM 5200.01 Volume 1_AFMAN 16-1404 Volume 1, and DoDM

5200.01 Volume 3_AFMAN 16-1404 Volume 3. Contractor employee(s) shall contact the activity security assistant (SA), or the installation’s Information Protection Office (IPO) for further training details.

1.4.3.19. Security Education, Training and Awareness (SETA). Contractor employee(s) shall accomplish and maintain required training IAW DoDM 5200.01 Volume 1_AFMAN 16-1404 Volume 1, and DoDM 5200.01 Volume 3_AFMAN 16-1404 Volume 3.