PWS NGAR Virtual and Physical Meters 2027.pdf

PERFORMANCE WORK STATEMENTS (PWS) (Postal Services 2026 NGAR)

TABLE OF CONTENTS:

1.0 General

2.0 Definitions and Acronyms

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S)

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E)

5.0 Requirements

6.0 Applicable Publications

TECHNICAL EXHIBIT 1 - Performance Requirements Summary (PRS) TECHNICAL EXHIBIT 2 - Deliverables Schedule TECHNICAL EXHIBIT 3 - Estimated Workload Data

PERFORMANCE WORK STATEMENT (PWS)

FOR

Provide Virtual and Physical Postage and Meter Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Virtual and Physical Postage Meter Services, as defined in this PWS.

1.2 Background: The NGAR has used 19 Virtual Meter Accounts (with and two being in reserve) and one (1) High Volume Physical Meter Machine with a bar code hand scanning automated tracking system for all incoming and outgoing mail, packages, to include Certified.

1.3 July 19 2026 through July 18 2031 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and 4 renewable 12-month option years.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide virtual postage services 24 hours a day, seven days a week. Installation of the physical meter and technical support for both the physical meter and postage meters services between the hours of 0700-1630 hours on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at 19 virtual locations and one physical location at building 5302 3rd Street and Kansas, Camp Robinson, North Little Rock, AR 72199- 9600. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.3 Recognized Holidays: Contractor shall not perform installation or maintenance services on holidays. The following are recognized United States (US) holidays. The contractor shall not perform installation or maintenance services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth: June 19th

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran’s Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 25th

1.4.4 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). (See the list of deliverables required in Technical Exhibit (TE) 2, Deliverables Schedule.) A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.5 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.6 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.6.1 For Contractors that do not require CAC, but require access to a DoD Facility and/or Installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Air Force Instruction (AFI) 10-245, AFI 31-101 and Air Force Manual (AFMAN) 31-113), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative)

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses for operating postage meters used in the performance of this contract.

This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified to provide services.)

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11 Data Rights. The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.12 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.13 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the installation/implementation/updates/upgrades of software or applications of equipment/services and 60 days prior and 30 days thereafter phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. After award of contract installation/services any upgrades, updates or transitions in software or applications must not disrupt operational or functional services established in this agreement. Such transitions, updates, or upgrades that disrupt the organizations function or operations and products or services provided in this agreement will be considered a breach of contract.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Info-structure AR Army Regulation ARNG Arkansas Army National Guard AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager CON Certificate of Net-worthiness COR Contracting Officer Representative DA Department of the Army DCSIM Deputy Chief of Staff, Information Management DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) JFHQ Joint Force Headquarters KO Contracting Officer NGAR National Guard Arkansas NGB National Guard Bureau OCI Organizational Conflict of Interest OMDC Official Mail Distribution Center PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program

SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence USPS United States Postal Service

Source: https://dodprocurementtoolbox.com/faqs/gfp-reporting-faqs/contracting-0

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will NOT furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment

3.2 Materials: None

3.3 Equipment: None

3.4 Services: Wi-Fi to Non-DoD/DA internet access

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Purpose: To provide each select location (17 Virtual Accounts Active/2 in Reserve;

One Physical Meter location at Camp Joseph T. Robinson, North Little Rock, AR 72199- 9600 Official Mail Distribution Center OMDC Building 5302 3rd and Kansas) in the Arkansas National Guard (AR ARNG), Camp Joseph T. Robinson with Postage Management, which meets mission requirements and accommodate growth of the organization. Currently, the AR ARNG is in the last of its five year Postage Management Contract. The intent of this contract is to establish virtual online postage accounts for select locations throughout the State for the AR ARNG. Physical location https://dodprocurementtoolbox.com/faqs/gfp-reporting-faqs/contracting-0 includes a weigh-on-the-way variable size envelope postage metering; printed adhesive label metering; access to online funds; package and certified mail tracking with barcode recognition and handheld barcode scanner; complete postage fund management, and tracking and reporting with remote access. Services must provide administrative controls, tracking, and management of account (virtual and physical meters) limits and funds transfers; maintenance agreement and local technical support. Must be able to report number of pieces of mail, mail metered, and funds allocated, and funds transferred, fund limits by accounts, by users and accounts. Accounts and users must utilize a secure username and password method that can be changed by the organization’s administrator account. Funds must be able to be transferred from the organization main administrative account and disbursed to individual accounts as needed.

5.1.1 Project Scope:

• Initial implementation includes one (1) virtual master online account with multiple 19 sub-accounts throughout the State (1-142d; 1-153d; 1-206th; 2- 142d; 2-153d; 217th; BSTB; FMS; HQ 142d; JMTC; JSS Family Support;

Recruiting and Retention; RMTC; Walnut Ridge; JFHQ; AUXILIARY)

• The AR ARNG requires flexibility to add/remove postal meters (virtual) by rental and Combine Single Maintenance Agreement into one contract to include options.

• The virtual postage account funds must be capable of Web-based management to allow for consolidated management at a single administrator level. This includes, but not limited to, total management with the ability to view and manage meter locations, balances, and expenditures, downloads, and set download limits. It includes the administrative ability to increase and move funds between accounts and the ability to establish sub-accounts as necessary at the discretion of the primary administrator(s). Online administrative management of virtual meter account(s) must be manageable through a consolidated centralized online portal, tailored for the needs and processes of the AR ARNG. Online administrative management must have full administrative privileges to all virtual meter(s), their accounts, groups or subgroups.

• The vendor is required to coordinate with Deputy Chief of Staff Information Management (DCSIM), Information Assurance (IA) Officer for network requirements. This will happen through the designated COR.

• Vendor shall initially provide onsite training and supplemental, online, and web-based training required throughout the duration of the contract for remote location and end users available on demand in video format. This includes training on virtual meters, physical meter, tracking system, and administrative management of accounts.

• For initial installation/implementation, vendor will ensure all locations have complete capabilities, services and functionality of virtual meters. Vendor will provide continues technical support throughout the duration of the contract.

• Vendor will provide a single point of contact for all maintenance, product, and service issues.

• Vendor will be responsible for conducting a site visit to coordinate network capabilities in order to identify requirements the government needs prior to the installation.

• Vendor will provide a demonstration of system, products, and services to include complete online administrative management, tracking, reporting, and funds management and account management prior to award of contract.

• Online administrative management of virtual meter(s) must be able to be managed through a consolidated centralized online portal. Online administrative management must include the ability to establish funds in groups and subgroups by meter locations and/or serial numbers as applicable or through multiple reserve accounts, on the same contract, from which select meters download. Online administrative management must allow for the cross-transfer/movement of postage funds between groups and subgroups.

Online administrative management must have full administrative privileges to all virtual meters, their accounts, groups or subgroups. Vendor will provide a single repository for both online or phone ordering of consumables such as ink cartridges, stamp sheets, tape, etc. Vendor will provide a master list of accounts usernames and passwords of which can only be changed by the Arkansas Army National Guard Postage Administrator(s).

• Stamp sheets must be compatible with universal/organizational multi-function devices. Purchase of stamp sheets must be made available online with use of a government purchase card.

• Online postage service applications must be internet based and securities meet Department of Defense (DoD)/Department of the Army (DA) Certificates of Net-worthiness (CONs) and organizational secure measures/restrictions.

Absolutely no client base software or hardware installation requirements to meet the requirements of these services. Any future upgrades or updates must not interrupt services.

• Establish one (1) physical postage meter and funding account. (Camp Robinson Mail Distribution Center) that downloads postage funds from the same master account as the 19 virtual meters.

• The AR ARNG is interested to review options including Lease/Rental.

• Arkansas National Guard requires flexibility to add/remove postage meter(s) (virtual/physical) and/or funding accounts by lease/rental.

• The postage meter(s) must be capable of Web-based management to allow for consolidated management at a single administrator level. This includes, but not limited to, total management with the ability to view and manage meter locations, balances, and expenditures, downloads, and set download limits. It includes the administrative ability to increase and move funds between accounts and the ability to establish sub-accounts as necessary at the discretion of the primary administrator(s). Online administrative management of physical or virtual meter(s) must be manageable through a consolidated centralized online portal, tailored for the needs and processes of the AR ARNG. Online administrative management must have full administrative privileges to all physical or virtual meter(s), their accounts, groups or subgroups.

• The vendor is required to provide onsite service & replacement of a physical postal meter (when necessary).

• The vendor is required to coordinate with Deputy Chief of Staff Information Management, Information Assurance Officer for network requirements. This will happen through the designated Contract Office Representative (COR).

Vendor will be responsible for conducting a site visit to coordinate network capabilities in order to identify requirements the government needs prior to the installation.

• Vendor shall initially provide onsite training and supplemental, online, or web-based training as required throughout the duration of the contract. This includes training on physical and virtual meter(s) covered under this contract by lease/rental, installation, or maintenance agreement.

• For initial installation/implementation, vendor will ensure all capabilities;

services and functionality of physical and virtual meter(s) are complete and fully functional. Vendor will provide continued technical support throughout the duration of the contract.

• Vendor will provide a demonstration of system/product prior to award of contract to include the product itself and the online web-based management.

• Vendor will provide a single repository for both online or phone ordering of consumables such as ink cartridges, tape, stamp sheets, etc.

• Vendor WILL NOT bill this contract using the personal name, address, and phone number or email of any individual or employee of the Arkansas National Guard. Billing will be direct to the Arkansas Army National Guard.

5.1.2 Best value source selection process: The AR ARNG will award a task order to the responsible vendor whose proposal, conforming to the solicitation, is fair and reasonable, and has been determined to be most advantageous to the Government.

Past performance, technical capabilities and price will be included in this consideration.

Technical and past performance when combined is approximately equal to cost or price.

The AR ARNG intends to evaluate proposals and award a task order without discussions, therefore, vendors initial proposal should contain the vendors best terms from a cost or price and technical standpoint.

5.1.2.1 The vendor shall provide the best value for overall postage management and timely service with a single corporate point of contact for the entire state. If that POC changes, the vendor will immediately notify the AR ARNG COR. The vendor’s single point of contact shall be able to coordinate technical support, installation, provide AR ARNG any required reports on meter usage, and all other miscellaneous coordination account issues to include billing and invoice resolutions. The vendor selected will be responsible for conducting a site visit to Camp Robinson in order to identify any network capability requirements the AR ARNG needs to provide prior to the installation. The vendor will also be required to provide technical support during the initial installation.

The vendor will also need to be able to support future functionality enhancements and provide necessary technical expertise in order to implement these changes as needed.

The vendor shall initially provide onsite training and supplemental (onsite or web-based) training during the period of performance as required. For initial installation, onsite technical support will be required for Camp Robinson to ensure successful integration of the product into the AR ARNG administrative systems. The vendor will provide help desk phone support once the initial installation has been finished.

5.1.2.2 The vendor shall prepare a proposal in accordance with the information provided herein, to include taking the appropriate actions to become familiar with the technology and equipment currently utilized by the AR ARNG. The plan will be refined within 10 days of awarding the contract. All site visits will be coordinated through the COR. The vendor will be given the opportunity to address the items covered in the written proposal. The vendor should have samples of the meter(s) proposed in their quote available for demonstration during the site visit. Oral presentations and demonstrations will be stopped after two hours. Therefore, it is imperative that vendors’ address the key elements identified herein within the time allotted. The vendor will provide us with the best option concerning the size and type of the proposed meter(s) based on the annual estimated yearly usage with an estimated 10% volume increase/decrease. The vendor’s written proposal shall address at a minimum:

5.1.2.3 The capabilities of the postage meter systems (virtual): The vendor must indicate if the proposed virtual meter(s) or account does not meet or exceed the standard requirements. If the vendor does not meet or exceed the requirements, a written explanation is required. The vendor may add additional information to describe any features that are considered above and beyond the requirements listed. This information will assist the Government in determining which proposal is the “best value”.

The capabilities of the postage meter systems (physical): The vendor must indicate if the proposed meter does not meet or exceed the standard requirements. If the vendor does not meet or exceed the requirements, a written explanation is required. The vendor may add additional information to describe any features that are considered above and beyond the requirements listed. This information will assist the Government in determining which proposal is the “best value”.

5.1.2.4 Service response time: AR ARNG must have the capability to contact the vendor directly on service related issues as directed through the single AR ARNG point of contact (J6/DCSIM). The vendor will have an online help desk/trouble ticket submission application. Problem resolutions must be completed within 24 hours of ticket submission to vendor. If vendor cannot meet this standard, the vendor needs to identify the required service response time and the procedures that are to be followed by the user to obtain service on the meter. The written proposal should address the minimum and maximum response times for each meter (virtual) location. The vendor also needs to specify a schedule of preventative maintenance on each of the system(s) deployed. Describe the scope of service included in basic service plan. Outline services which would be at an additional cost item.

5.1.2.5 Specific Tasks and Requirements of Base Quote: POSTAGE METER SYSTEM

(VIRTUAL) AND SERVICE REQUIREMENTS

Initial implementation includes one (1) virtual online account with multiple sub-accounts for initially 19 locations throughout the State.

Virtual meters must be capable of having download limits set by centralized management.

Virtual meter locations require dual sign-on authentication for access (primary and alternate username/password). Virtual meter location username and password management to be administrated by the AR ARNG. As well as, a primary and alternate state level administrative DCSIM access to the main account and all sub-accounts.

Continuous training options available and consolidated classroom instructions with coordination with AR ARNG J6/DCSIM as needed.

Web-based account access for administrators to view account status, downloads, expenditures, funds transfers (to, from, and between accounts) and meter balances.

One-year contract with four renewable option years.

USPS (United States Postal Service) IMI (Intelligent Based Indicia) approved.

Web-based postage application must be compatible and compliant with AR

ARNG RCAS network securities and certifications to operate with organizational networked multifunctional devices. Any additional software or driver requirements must receive prior coordination and approval before awarding of this contract.

Digital scales will be provided by the AR ARNG and are not part of the scope of this contract.

Software capable of online digital rate increases.

Vendor will provide notification to AR ARNG 10 working days prior to any software or application updates, upgrades, or changes.

Implementation of web-based (no add-ons or third party software) accounts and user training at all sites within 30 days of purchase.

Quick reference operation instructions furnished for each location.

Vendor to demonstrate capability to provide all required support and services statewide without subcontracting to other firms or companies.

Contract allows for 10 % increase/decrease of virtual meter locations over the life of the contract (due to closing armories/relocation of units).

Contract allows for deactivation of virtual accounts and activation of new accounts as necessary.

Virtual meter accounts, capabilities, and services will be reviewed annually.

Billing invoices should be generated based on the awarded contract, along with subsequent modifications, and must be submitted via Wide Area Workflow

(WAWF).

Online administrative management must include the ability to establish funds in groups and subgroups by meter locations, and/or serial numbers (as applicable), or through multiple reserve accounts, on the same contract, from which select meters download.

Capability to view meter operational status, meter balances on all meter(s) (to include all sub-accounts), check all account balances, transfer funds, move funds, or procure funds online, print reports and save reports electronically in MS Excel or Adobe .pdf files format.

Quick reference operation instructions furnished.

Operator’s manuals provided.

Application capable of electronic report archiving.

Contract allows for relocation of meter if necessary.

Online administrative management must include the ability to download through a select reserve account on the same contract as any other virtual meter(s).

Consisting of meter, meter head, sorter, stacker, scale, printer, and accessories.

Meter capable of 185 lpm (letters per minute) streamline speed.

Processing speed = 105 lpm (letters per minute) WOW (Weigh-on-the-Way).

Meter capable of storing 200 programmable and traceable accounts.

Meter capacity of at least 10 programmable jobs.

Meter requires eight character password security (not pin numbers).

Continuous training options available (both onsite and media formats to include web-based and DVD).

Web-based access for business units to view account balances.

One-year contract with four renewable option years.

USPS IMI (Intelligent Based Indicia) approved.

Capable of variable size and weight auto feed up to 13 oz.

Capable auto sealing up to 1/3” thick.

Equipped with 600-piece auto stacker.

Capable of utilizing standard meter or roll tape as well as capable of printing postage on envelope.

100 MB internal memory capacity.

Electronic delivery and signature confirmation.

5 lbs (minimum) digital scale.

Electronic certified and priority mail tracking.

Operational wireless bar code reader that functions with mail tracking database application.

Capable of multiple operator profiles with password protection.

Bar code label printer and first class mail tracking.

Detailed accounting reports – detailed listing of department/director usage, # of pieces processed, type of mail processed, etc.

Instant system updates at no additional cost (i.e. software updates, rate changes, etc).

System is complete to include meter, scales, stacker, etc. (turnkey).

System database must be compatible with AR ARNG current Windows Operating

System.

System capable of processing online digital rate increases.

Maintenance agreement for the duration of contract on existing meter and components/accessories. Maintenance - 4 hour response by phone and operational not later than next business day (Monday-Friday, 7:00 a.m. – 4:30 p.m.).

No cost upgrade of systems if parts are unavailable or USPS compatibility issues arise.

Installation of equipment (as applicable) and training conducted within 30 days of purchase and/or renewal of contract.

Quick reference operation instructions furnished.

Operator’s manuals provided.

Ink cartridge capable of 42,100 impressions per cartridge.

Capable of issuing low postage funds alert.

Capable of assigning auto oversize charge.

Capable of determining differential weight mode and adjusting accordingly.

Capable of issuing low ink alert.

Capable of anti-skew adjustment (automatically corrects misalignment).

Capability to view meter operational status, meter balances on all meter(s) (to include all sub-accounts), check all account balances, transfer funds, move funds, or procure funds online, print reports and save reports electronically in MS Excel or Adobe .pdf files format.

Meter processes 105 envelopes per minute with Weigh-on-the-Way.

Package tracking system for delivery/pick-up of USPS packages. System should include software, a handheld bar code scanner/electronic signature pad capable of capturing signatures and MS Outlook sync for e-mail notification – primary purpose of tracking system is for automation package delivery and pick-up.

System should be able to operate off stand-alone system with monthly exchange server updates or capable of full Army Enterprise solution. On average, the mail distribution center only has 5 USPS packages delivered each day. Computer, monitor, keyboard, and mouse will be provided by installation.

System should include ERR (E-Return Receipt) capability.

System capable of electronic report archiving.

Contract allows for relocation of meter if necessary.

Online administrative management must include the ability to download through a select reserve account on the same contract as any other physical meter(s).

5.1.2.6 Operating System Support: The vendor will need to verify what the Government and vendors need to do prior to installation of the new meters (if applicable). Please identify additional cost items associated with this migration (additional network drops).

Proposed initial installation/completion date: The vendor will need to provide a proposed delivery and installation plan with their proposal. The plan will be refined within 15 days of being awarded the contract.

5.1.3 Implementation Information

• Deliverables and Schedules: TBD

• Acceptance Criteria: Compliance, compatibility, and adherence to criteria as stated within this Statement of Work.

• Payment: Lease/Rental payments will be made quarterly by the USP&FO.

Paperless billing and invoice options should be available and accessible by Director Chief of Staff, Information Management budget office and Information Services Officer. All virtual meters are under one master account. All invoices must be detailed for each virtual meter. Each virtual meter account will be assigned an identifiable billing code and listed separately on one consolidated invoice, in billing code order. Invoices will not include any additional corporate fees. Billing cycles, fees, and charges must match consistently the requirements of contract awarded under this Statement of Work. If necessary, the vendor must be willing and capable of adjusting their business model to comply with the government business processes. Vendor will provide a demo of invoicing documents with a flow chart of billing process model and vendor single point of contact for billing issues. Invoice discrepancies will be resolved prior to payment.

• All billable supply stock/consumables will not be directly billed against the contract. These items must be paid for at the time of purchase with a Government Purchase Card.

• Government Point of Contact: USP&FO CONTRACTING OFFICER (501) 212-5329 or DCSIM COR 212-5076.

• Government furnished information, services, and equipment: The government will provide access to facilities as required within work hours (0700-1630 hrs.). The government will not provide phone services, access to computers or other information systems for organizational daily operations. The government does not provide tools needed to complete the installation or labor support that should be subcontracted or provided by the contractor awarded the contract. The facility will be readied for installation by the government. Any additional cost beyond the scope of this contract incurred in the process of implementing this contract will be at the sole expense of the contractor.

• Period of Service: The lease/rental will extend for a period of 1 year with 4 renewable options years.

• Hours of Operation: Standard business hours are Monday through Friday, closed on all Federal Holidays.

• Program and Configuration: Once the web-based application is installed, the contractor will program and test each of the sites. The vendor/contractor will work with the ARNG to design programmed elements and scenarios. The vendor will build these elements and will include them within the Test Plan for validation.

• Test and Turn up: The vendor will provide the ARNG a Test Plan/checklist that validates’ each interconnection throughout the system. The vendor and ARNG will work together to validate these elements and will generate a list of deficiencies as they are found. Deficiencies will be corrected prior to any invoice payment.

• Documentation Services: The vendor/contractor will clearly label the web-based application systems 800-number for technical support. Vendor will provide a "quick start" users guide for each model/location of services provided.

5.1.4 Technology Support/Technology Management

• The vendor Technology Specialists are available, as contracted, to support ongoing technical needs and troubleshoot operational issues.

• The vendor manages its document services software technology as contracted, proposing additional technology acquisitions, as required, to meet customer’s needs.

5.1.5 Project Specific Security of Information: There are no conditions for security to protect the confidentiality of the National Guard documentation, processes, scope of work, and other proprietary information. The Contractor is invited to supply a NDA (non-disclosure agreement). In addition, the contractor, as a general practice, will hold confidential any and all information about this pending project.

5.1.6 Presentations and Meeting: A monthly coordination/review meeting will be conducted three months prior to and after the fielding of virtual meters under this contract. Meetings will be announced three day(s) in advance in order to best utilize all parties time. This includes telecom conference as well as in person meetings. A representative, at all meetings, will take minutes and create follow up documentation.

The vendor should be prepared to have at least one onsite quarterly meeting at Camp Joseph T. Robinson.

5.1.7 Deployment: Vendor will arrange coordination meeting within 7 to 14 days prior to deployment for planning\details with Contracting Officer Representative. All virtual meter sites will be deployed within 8 weeks of coordination meeting.

5.1.8 Holiday, Weather and other delays: Work will start no earlier than (0700-1630 hrs.) Monday through Friday and on all Federal Holidays. This document recognizes that weather may delay travel to and from the site. Safety will always be a consideration.

5.1.9 Site Security and Safety: At the time of this document, no specific items for security have been listed. All due care will be taken to keep the job site safe and secure. The ARNG is invited to prepare any security or safety documentation for review by the contractor.

5.1.10 Training Session: Once integration is completed, the Systems Integrator (SI) will be required to train staff on the operation of the equipment install. The training guides for these sessions will cover Standard Operating Procedure (SOP) as well as a list of test scenarios. The training sessions should include:

- familiarization with each device/service (physical or virtual)

- device interconnection

- device external controls

- troubleshooting and problem resolution

- web polling and account management

- training roster of date, location, and personnel trained

Initial training will be consolidated classroom instruction at Camp Robinson. Date and time will be coordinated with the AR ARNG COR. Additional follow-up/makeup training may be provided via webinar. Vendor will also provide a link to online video training for the duration of this contract.

5.1.11 Support: The contractor will provide Help Desk Services to the AR ARNG end user during regular business hours. Technical Service and Supply support will be available Monday through Friday 0700-1630 hrs. for duration of the contract.

This job site location is an Active Military reservation and can be subject to shutdown to outside entities for any of the following reasons: acts of civil insurrection, disobedience, war, terrorism have and will affect all present and future projects. This SOW recognizes that delay in the schedule or travel may occur as well as delay in access to secure facilities. The client and the contractor agree to work in a fair and good faith manner to insure that the safety of the crew is maintained and that if delays are excessive that the contract be extended in a period; monetary compensation; or terminated after the delay/safety issue has ended.

5.1.12 Warranty and Maintenance (Managed Services – Physical/Virtual Meters)

5.1.12.1 Warranty

The warranty for all OEM (Original Equipment Manufacturer) will be supplied to the AR ARNG COR Technical Representative (COTR). Devices should have the ability to be covered under a maintenance support agreement as part of the lease agreement; AR ARNG requires support during regular National Guard business hours.

For items not covered under a standard maintenance agreement, the contractor will list items that the AR ARNG should have on-hand and provide training on how to swap/install the replacement part.

Postage Meter(s) identified as “lemons” will be replaced by the vendor upon receiving written notification from the AR ARNG. A lemon will be identified as a system/application/machine that has had at least three trouble tickets submitted for the same issue.

5.1.12.2 Management Services

The following Management Services are included as part of the services to be provided pursuant to this Agreement.

Account Marketing - The vendor communicates the capabilities of the managed service to client departments and maintains client awareness so that services may be rendered where and when needed. The vendor communicates capabilities of administrative accountabilities and controls to include physical meter management, controls, and interactive web-based visibility of all accounts.

Equipment Service - The vendor manages and performs equipment service as contracted.

The vendor provides all required documentation and training under this scope of work.

Technology Support/Technology Management - The vendor Technology Specialists are available, as contracted, to support ongoing technical needs and troubleshoot operational issues. The vendor manages its document services hardware and software technology as contracted, proposing additional technology acquisitions, as required, to meet customer’s needs.

5.1.12.3 Discharge of Contract

When the contract ends because all of the parties to the agreement have performed or completed all of their contractually stipulated duties and obligations as negotiated, the vendor will be required to reimburse AR ARNG of any unused postage budget.

5.2 Service Contract Reporting:

5.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau (NGAR DCSIM) via a secure data collection site.

5.2.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1- September 30).

The DoD Guidebook for Service Contract Reporting in the SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

https://sam.gov/ https://dodprocurementtoolbox.com/site-pages/service-https://dodprocurementtoolbox.com/site-pages/service-https://sam.gov/ https://www.fsd.gov/

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi /current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/tra velreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/201

(Change 2:

07/01/2025) http://www.esd.whs.mil/Directives/issuanc es/dodm

Federal Information Processing Standards (FIPS) Publication

201-3 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9)

January https://doi.org/10.6028/NIST.FIPS.201-3

DoDM 5200.2 Procedures for the DoD Personnel Security

Program (PSP)

04/03/2021 https://www.esd.whs.mil/Directives/issuan ces/dodm/

DoDI 5200.46 DoD Investigative and

Adjudicative Guidance for Issuing the Common Access

Card (CAC)

09/09/14 (Change 2:

11/21/2020) https://www.esd.whs.mil/Directives/issuan ces/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common

Identification Standard for Federal Employees and

Contractors

03/27/2024 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs

01/29/201 9 (Change 1:

12/08/2020) https://www.esd.whs.mil/Directives/issuan ces/dodi/

DoD 5400.11-R Department of Defense

Privacy Program

05/14/200 https://www.esd.whs.mil/Directives/issuan ces/dodm/ https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi https://www.acquisition.gov/dfars https://www.defensetravel.dod.mil/site/tra…