PWS FY23.pdf

FA440719C0002P0010

Attachment 1

PERFORMANCE WORK STATEMENT

POSTAL SERVICE CENTER

Scott AFB IL

November 1, 2022

TABLE OF CONTENTS

SECTION I DESCRIPTION OF SERVICES

1.1 SCOPE

1.2 GENERAL

1.3 REQUIREMENTS

1.3.1 Task 1 – RECEIVE MAIL

1.3.2 Task 2 – IINSPECT MAIL

1.3.3 Task 3 – DISTRIBUTE MAIL

1.3.4 Task 4 – PROVIDE DIRECTORY SERVICE

1.3.5 Task 5 – MANAGE MAIL RECEPTACLES

1.3.6 Task 6 – PROVIDE CUSTOMER SERVICE

SECTION II SERVICES SUMMARY

SECTION III EQUIPMENT AND SERVICES PROVIDED BY THE GOVERNMENT

3.1 EQUIPMENT PROVIDED BY THE GOVERNMENT

3.2 SERVICES PROVIDED BY THE GOVERNMENT

SECTION IV GENERAL INFORMATION

4.1 PERIOD/PLACE OF PERFORMANCE

4.2 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.3 CONTRACT MANAGER

4.4 QUALITY CONTROL

4.5 SECURITY

4.6 PERFORMANCE DURING CRISIS

APPENDICES

1 APPLICABLE DOCUMENTS AND REFERENCES

2 HOURS OF OPERATION/RECOGNIZED FEDERAL HOLIDAYS

3 DELIVERY LOCATIONS/NUMBER OF RECEPTACLES/WORKLOAD

ESTIMATES

4 DORMITORY MAP

POSTAL SERVICE CENTER

PERFORMANCE WORK STATEMENT

SECTION I - DESCRIPTION OF SERVICES

1.1 SCOPE The contractor shall operate the base Postal Service Center (PSC) and provide services for receiving, processing, distributing mail, directing mail, managing receptacles/cluster boxes, and providing customer services. The contractor shall preserve and protect the security of the mail at all times in his/her custody from unauthorized opening, inspection, reading contents/covers, tampering, delays, loss, or other unauthorized acts.

1.2 GENERAL The contractor shall perform in accordance with all applicable United States

Postal Service (USPS) regulations and with the publications referenced in the Performance Work

Statement (PWS). The applicable documents/references is listed in Appendix 1, Hours of

Operation in Appendix 2, the delivery locations/number of receptacles and workload estimates in

Appendix 3 and a dormitory map in Appendix 4 of this PWS.

1.3 REQUIREMENTS

1.3.1 Task 1 – Receive Mail: The contractor will receive mail from the USPS, Official Mail

Center (OMC), small parcel delivery companies, and authorized government agencies Monday-

Saturday. USPS mail is received each day between 0830-0930 and small parcel mail is received between 0930-1130.

1.3.2 Task 2 – Inspect Mail: Process damaged mail as required by the USPS and DoD 4525.6-

M, para C3.2.3.2. Before receiving any mail from the servicing USPS facility, the contractor will ensure any damaged articles are properly endorsed and repaired or rewrapped, if needed. If damaged articles are received in closed bags, they will be repaired and endorsed “Received in

Damaged Condition” along with the date of receipt and identity of individual repairing the article. Every effort will be made to match articles found loose with envelopes or wrappers.

Articles not matched and/or stamps found loose in the mail will be returned to the servicing

USPS facility. All mail/parcels will be x-rayed before being distributed. PSC personnel may use the x-ray machine located in the OMC to accomplish this.

1.3.3 Task 3 – Distribute Mail: The contractor will distribute mail only to authorized PSC box holders. Personal mail shall be delivered to addressee following USPS guidelines and DoD

4525.6-M, para C3.3.7. The contractor will have all General Delivery Service dormitory mail and receipts for packages sorted/delivered in mail receptacles NLT 1600 hrs daily. Mail not correctly addressed will be referred to the contractor’s directory service. Contractor will give

“General Delivery” and “Hold Mail” to authorized PSC users or authorized agents upon request.

Contractor will place notification of receipt of oversized mail in the proper receptacle or the proper area for General Delivery or Hold Mail NLT 1300 hrs daily.

1.3.3.1 Mail addressed to personnel who are Absent Without Leave (AWOL) will be held until the individual has been AWOL for at least 30 days. After the 30th day, the contractor will endorse First, Third, and Fourth Class mail as “Moved, Left No Address, and “Return to

Sender.” Do not mark this type of mail as “Change of Address Due to Official Orders.” Prepare

USPS Form 3579 for each Second Class publication and endorse it with an address label to the appropriate publishers.

1.3.3.2 Mail addressed for individuals that are in transit to Scott AFB due to Permanent Change of Station (PCS) or Temporary Duty (TDY) to Scott AFB will be processed by the contractor in accordance with (IAW) DoD Manuals 4525.6M.

1.3.3.3 Voting and balloting material will be processed by the contractor IAW DoD Manuals

4525.6M/4525.8M.

1.3.3.4 Casualty Mail under no circumstances will be returned to sender by the contractor until absolute verification is obtained that the next of kin have been notified of casualty status. This information can be obtained from the Summary Court Officer, USAF Casualty Mail Section.

Mail will be held as long as necessary to preclude inadvertent disclosure of casualty status prior to official notification of next of kin. Once next of kin have positively been notified, the mail will be returned to sender with appropriate endorsement. Back-stamp each article to indicate date forwarded. Authorized endorsements include “Deceased” when the individual has died and next of kin have been notified.

1.3.3.5 Mail for confined personnel will continue to be placed in lock boxes assigned to individuals before their confinement. Use USPS Form 3801, Standing Delivery Order, to release mail to an authorized agent. For personnel residing off-base or not authorized to use the PSC, issue a PSC Box for their use while in confinement.

1.3.3.6 When the individual has been hospitalized and the hospital address is known, the

Contractor will also include the hospital address.

1.3.3.7 The contractor will return mail to USPS or OMC within 48 hours of receipt for mail undeliverable as addressed and endorse mail. Return to OMC or USPS empty USPS equipment such as mailbags, trays tubs, etc., the same day mail is emptied from containers.

1.3.3.8 The contractor will return undeliverable parcels to the small parcel delivery company;

obtain signatures the next delivery day, not to exceed two workdays; endorse each parcel with a forwarding address when possible; and dispose of documentation generated by small parcel delivery companies after one year.

1.3.3.9 Perishable Mail, which carries a required delivery date and cannot be forwarded or returned before spoiling, will be disposed of as waste by the Contractor.

1.3.3.10 The contractor will return administrative communications that are undeliverable as addressed to the originating government agency. The contractor shall return the communication the same way it was delivered.

1.3.3.11 The Contractor will immediately report the occurrence of all suspected or known postal offenses or losses to the Contracting Officer Representative (COR) and Contracting Officer

(CO).

1.3.4 Task 4 – Provide Directory Service: Directory service shall be provided following USPS guidelines and DoD 4525.6-M, para C3.4.5. The contractor will maintain a computer based directory service file to be used to process directory mail. All mail needing directory service will be accomplished NLT 1600 on the day received.

1.3.5 Task 5 – Manage Mail Receptacles:

1.3.5.1 The contractor will establish procedures to determine eligibility and assign receptacle to authorized users, withdraw receptacles from customers no longer authorized service, perform minor maintenance, and monitor the use of receptacles.

1.3.5.2 The contractor will assign a receptacle to personnel who are authorized PSC privileges.

1.3.5.3 The contractor will withdraw receptacle service from personnel who become ineligible for PSC service, remove any mail, close the withdrawn receptacle, and forward any mail to directory service.

1.3.5.4 The contractor will change the combination or key cylinders any time a combination or key is believed to be compromised, when inoperable, or prior to the receptacle being assigned.

The combination or key change shall be recorded on a DD Form 2262.

1.3.5.5 The contractor will perform minor maintenance on receptacles as needed and replacement parts will be obtained by notifying the COR.

1.3.5.6 The contractor will check each receptacle for usage monthly. If receptacle contains mail with postmarks in excess of 30 days, the contractor must verify status of the receptacle holder, make proper disposition of the mail, and take required action IAW DoD Manuals

4525.6M/4525.8M.

1.3.6 Task 6 – Provide Customer Service: The contractor shall staff a customer service window. The contractor shall advertise and post operating hours in the PSC lobby, answer telephone/written/personal PSC matter inquires, respond to written inquires no later than 3 days after inquiry receipt, and resolve complaints within contractor’s authority. Complaints that cannot be resolved will be directed to the COR. The contractor will provide any mail related forms, weekly newcomer’s briefings concerning PSC entitlements, and training. The Contractor will process DD Form 285 for personnel approved by the COR and authenticate all three copies of DD Form 285, forward two copies to the originator, and file the third copy. Upon receipt of notification of termination of appointment, annotate the PSC copy of DD Form 285 and return to the COR.

SECTION II - SERVICES SUMMARY

Performance Objective PWS Paragraph Performance Threshold

Receive Mail 1.3.1 95% of the time. Compliance based on random inspection

Inspect Mail 1.3.2

95% of the time or no more than 8 customer complaints per month.

Distribute Mail 1.3.3 100% of the time. Compliance based on customer complaint

Provide Directory Service 1.3.4

95% of the time or no more than 8 customer complaints per month.

Manage Mail Receptacles 1.3.5

95% of the time Compliance based on random inspection and customer complaint

Provide Customer Service 1.3.6

95% of the time or no more than 8 customer complaints per month.

SECTION III EQUIPMENT AND SERVICES PROVIDED BY THE GOVERNMENT:

3.1 EQUIPMENT FURNISHED BY THE GOVERNMENT The Government will provide the Contractor with the following of equipment. Title for procured items will remain with the government.

Mail sorting table 1 ea

Metal file trays for locator cards 4 ea

Class A telephone 3 ea

Portable mail box units 10 ea

Master mail box key receptacle 4 ea

Desktop Computer 2 ea

Dymo Label Writer 2 ea Printer 1 ea

3.1.1 Obtaining Additional or Replacement Equipment: The Contractor will submit written requests for additional and/or replacement equipment to the Quality Assurance Evaluator.

3.1.2 Equipment Maintenance. The Contractor is responsible for minor maintenance of the

Government furnished equipment. Minor Maintenance includes cleaning, adjusting, ordinary lubrication, tightening of nuts and bolts, and preventive maintenance actions recommended by the equipment manufacturer.

3.2 SERVICES PROVIDED BY THE GOVERNMENT The Government will provide the

Contractor with the following services:

3.2.1 Utilities to include heat, water, electricity, lights, gas, and air conditioning.

3.2.2 Class A Telephone service for official use only.

3.2.3 Custodial Service

3.2.4 Refuse Collection

3.2.5 Recycling Service

3.2.6 Insect and Rodent Control

3.2.7 Ground Maintenance

3.2.8 Security Police and Fire Protection. The Contractor will call 911 for emergency services requiring security police or fire protection. For routine issues Base Security Forces may be reached by calling 256-2223.

SECTION IV - GENERAL INFORMATION

4.1 PERIOD/PLACE OF PERFORMANCE The period of performance will be a base period of 1 October 2017 to 30 September 2018 with four option years each beginning 1 October to 30

September of the following year. The place of performance is Scott AFB IL, building 1650.

4.2 CONTRACTOR FURNISHED PROPERTY AND SERVICES Except for the property or services specifically stated in Section III above, the contractor shall furnish everything needed to perform the contract in accordance with this PWS.

4.3 CONTRACT MANAGER The Contractor shall provide a Contract Manager that will be responsible for the performance of work as stated in the PWS. The Contract Manager or alternate will be available during normal duty hours within 60 minutes to meet on the installation with Government personnel designated by the CO to discuss problem areas.

4.4 QUALITY CONTROL The contractor shall provide the COR a Quality Control Plan

(QCP) no later than 30 days after contract award, which shall include:

4.4.1 A description of the inspection system to cover all services listed in Section II – Services

Summary of this PWS. The description shall include specifics as to the areas to be inspected, frequency of inspections, and the title and organizational placement of inspectors.

4.4.2 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

4.4.3 A description of the records to be kept to document inspections and corrective or preventive actions taken.

4.5 SECURITY

4.5.1 Contractor Consent to Background Checks. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement

Agency Data System (LEADS) through the National Crime Information Center. LEADS checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to LEADS background checks. Contractor and subcontractor personnel who do not consent to an LEADS check will be denied access to the installation. Information required to conduct an LEADS check includes: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. The contractor shall provide this information using the Scott AFB Form 21, Contractors Consent for Background Check, and shall submit it in conjunction with the contractor’s request for either base or vehicle passes.

Completion of a successful LEADS check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas.

4.5.1.1 Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. The contractor is required to provide secret security clearances for their employees. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities.

4.5.1.2 The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

4.5.2 Badges. The contractor is required to provide identification badges for their employees until the clearance investigation is completed and the common access cards are provided. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government.

The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area.

4.5.3 Contractor Registration of Vehicles on Scott AFB. All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a persons need to be on Scott AFB.

4.5.4 Access to Installation During Force Protection Conditions (FPCONs). Contractors will be assigned a mission essential designation IAW requirements contained in SAFBI 31-

101/Installation Security Instruction. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

4.5.5 Property Protection. Property protection for facility where the contractors’ primary work center is located will be the responsibility of the local facility manager and local Government

Security Manager, or their duly authorized representative IAW AFI 31-101, The Air Force

Installation Security Program and command/local directives. The contractor shall safeguard all government-owned equipment and materials in his/her possession or use.

4.5.6 Safeguarding Classified or Unclassified Information. The contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, all resources (e.g. maps, publication/instructions, photos) provided by the government to assist the contractor in the performance of their contract will be surrendered upon termination of employment or the end of the contract performance period.

4.5.7 Non-Disclosure Agreements. To safeguard information, the contractor shall enter into non-disclosure agreements with the responsible local security manager.

4.5.8 Privacy Act. Work on this project requires that personnel have access to Privacy

Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

4.6 PERFORMANCE DURING CRISIS

Performance of Services During Crises Declared by the President or Secretary of Defense. In accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During

Crises, Postal Service Center (PSC) services performed during the period of 1 October through

30 September each year under this contract have been determined to be mission essential by the

375th Air Wing Commander, and as such, must continue during crises declared by the President or Secretary of Defense, contingencies, emergencies, and periods of increased force protection.

The contractor shall identify, in writing, those employees who perform PSC services so that the

Contracting Officer may ensure those individuals are cleared for continued access to Scott Air

Force Base during declared contingencies, emergencies, and periods of increased force protection.

Days and hours of operation for those services will remain as specified in Appendix 3 of this

PWS unless notified by the Contracting Officer in writing.

APPENDIX

Applicable Documents and References

DoD 4525.6M (Aug 02) DoD Postal Manual http://www.dtic.mil/whs/directives/corres/pdf/452506m.pdf

DoD 4525.8M AFMAN 33-306 (Oct 06) DoD Official Mail Manual http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/dodm4525.8_afman33-

306/dodm4525.8_afman33-306.pdf

DoD 4525.08I AFI 33-365 (May 11) DoD Official Mail Management http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/dodi4525.08_afi33-

365/dodi4525.08_afi33-365.pdf

Air Force Records Disposition Schedule https://www.my.af.mil/afrims/afrims/afrims/rims.cfm http://www.dtic.mil/whs/directives/corres/pdf/452506m.pdf http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/dodm4525.8_afman33-http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/dodi4525.08_afi33-http://www.my.af.mil/afrims/afrims/afrims/rims.cfm

APPENDIX

Hours of Operation

PSC Hours of Operation Window Service

0800-1700 Mon-Fri 1100-1700 Mon-Fri

0800-1400 Sat 1200-1400 Sat

Note: Three days prior to Thanksgiving and Christmas holidays, hours will change to

1000-1700 (Monday-Friday) and 1200-1500 on Saturday.

Recognized holidays

The Contractor is not required to provide service on the following US Federal Holidays:

New Year’s Day

Martin Luther King, Jr. Day

President’s Day

Memorial Day

Juneteenth Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

APPENDIX

Delivery Locations/Number of Receptacles (Totals/locations may change as needed)

Building Address Receptacles at Location

PSC 1 UNIT Bldg 1650 400

PSC 1 General Delivery 50

PSC 2 UNIT Bldg 1830 144

PSC 3 UNIT Bldg 1810 270

PSC 4 UNIT Bldg 1820 270 Total 1134

Workload Estimates

Item Qty Unit

Mail pick up and Distribution 245,700 Pieces/Month

Re-Directed/forwarded Mail 2,500 Pieces/Month Outgoing Mail Delivered to USPS 2,500 Pieces/Month

1000 receptacles x 9 pieces of mail x 25 days distribution (1st Class/Parcels/Flat)

350 x 6 pieces x 25 days redirected or forwarded

4 Dorms x 25 pieces x 25 days outgoing

Receptacles: Frequency

Number available for issue 250 Daily

Number in use 1100 Daily

Population:

Total population eligible for

Receptacle assignment 900 individuals Daily

Customer Service Briefings 30 individuals Weekly

Directory Mail 200 pieces Daily

APPENDIX

Dormitory Map

Bldg 1650

Bldg 1850

Bldg 1820

Bldg 1830

Scott AFB IL