PWS OMC 6 May 2024.pdf

Buckley Air Force Base

Official Mail Center Performance Work Statement

11 Jan 2024

Table of Contents

I. DESCRIPTION OF SERVICES

1. Scope of Work 3

2. Program Overview 3

3. General Requirements 3

4. Contractor Identification 5

5. Personnel Security Requirements 5

6. Federal, State, and Local Laws 5

7. Position Training and Certification 5

8. Emergencies, Contingencies, and Exercise Situations 6

9. Security Requirements 6

10. Quality Control Program Requirements 7

II. SERVICE DELIVERY SUMMARY

1. Performance Objectives 8

2. Deliverables 9

III. GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT AND SERVICES

1. Property and Equipment 9

2. Services 9

IV. CONTRACTOR-FURNISHED PROPERTY, EQUIPMENT AND SERVICES

1. Contractor Vehicles 10

2. Employee Vehicles 10

V. GENERAL INFORMATION

1. Location 10

2. Hours of Operation 11

3. Federal Holidays 11

APPENDIX A 12

APPENDIX B 13

PERFORMANCE WORK STATEMENT

I. DESCRIPTION OF SERVICES

1. Scope of Work. The Contractor shall, except as specified in this Performance Work Statement (PWS), provide all personnel, supervision, and any items and services necessary to perform official mail services at Buckley AFB (BAFB) as defined in this PWS. The Contractor shall perform the requirements in this PWS and conform to the professional standards identified in this contract, and shall follow all applicable instructions and directives as identified by this PWS. Contractor will provide on-site mail services to Buckley Air Force Base (BAFB), joint tenants and other supported base activities in accordance with Department of Defense Manual (DODM) 4525.8_AFMAN 33-306, DoDI 4525.08_AFI33-365, DoD Official Mail Management, and United States Postal Service (USPS) Domestic Mail Manual (DMM).

Contractor tasks include, but are not limited to the following: processing incoming/outgoing mail and administrative communications, operating the customer services window, delivering mail to the dorms, assigning dorm mailboxes and general delivery boxes and securing all accountable mail. Daily mail consists of approximately 200 lbs. per day and is a combination of packages and letters.

The period of performance is one base year with four option years.

2. Program Overview. The Official Mail Center (OMC) processes official government correspondence and personal mail for dorm residents. The OMC operates 0730-1730 with customer service hours 0800-1700 Monday through Friday. The OMC is closed on federal holidays, Air Force Space Command family days, and 460th Space Wing down days.

3. General Requirements.

a. In-processing/Out-processing. Contractor shall receive orientation/training from the Official Mail Manager (OMM) and will be issued a DD Form 285 appointing them as mail clerks within 7 work days of beginning work. When personnel are relieved from mail duties, the Contractor shall immediately return the DD Form 285 to the OMM (within 3 work days).

b. Processing Incoming/Outgoing Mail. The Contractor shall be responsible for sorting and distributing incoming mail into organizational mail boxes. The Contractor shall also be responsible to notify organizations to retrieve their mail if organizational mailboxes are not checked periodically.

c. Customer Services. The Contractor shall work with the unit Activity Distribution Officers (ADOs) on a daily basis for all questions and concerns. The Contractor shall refer all questionable mail to the ADO for official or nonofficial determination. The Contractor shall provide customer service and transfer accountable mail through the use of PS Form-A 3883 between action offices for base customers. The Contractor shall provide assistance to customers on policies and procedures concerning all services and programs. Additionally, mail will be sent at the lowest rates possible.

(1) Package Delivery Cost Comparisons. The Contractor shall assist customers in determining the most cost-effective method for delivery services. The Contractor shall use the most economical means when sending out items and must consolidate mail when possible. All mail must be sent via United States Postal Service (USPS) channels (exception: packages can be sent via small package carriers if coordinated through 460 LRS). Additionally, the Contractor shall notify the OMM when the descending balance on the meter machine is $5,000 or less.

(2) Mail Referral Service. The Contractor shall provide referral/directory service for all mail incorrectly addressed including those sent to individuals without a functional address symbol IAW DODM4525.8_AFMAN 33-306, DoD Official Mail Manual, C7.3.1.8. The Contractor shall utilize the Global Address Book located in Microsoft Outlook to validate addressee’s office symbol. If the member cannot be located, all First Class Mail and packages will be returned to sender; bulk mail or presorted postage mail will be shredded in accordance with the 460 SW 100% shred policy.

(3) Mailbox Assignment. The Contractor shall maintain and provide keys or combinations for assigned mailboxes located in the OMC and dormitories and will provide general delivery services to newly assigned personnel. The Contractor shall report to the OMM any maintenance issues or requested repairs on mail receptacles as applicable.

d. Accountable Mail. The Contractor shall assist the OMM with obtaining appointment letters annually from the organizations designating ADOs authorized to sign for accountable mail. The number of organizations may fluctuate depending on the needs of organizations serviced. The Contractor shall ensure only authorized personnel sign for accountable mail, in accordance with DODM4525.8_AFMAN 33-306, DoD Official Mail Manual, C7.3. The Contractor shall maintain electronic records for all accountable mail, including certified receipts, certified and registered logs, and PS Form 3883-A, Firm Delivery Receipt to establish a chain of custody. The Contractor shall scan all paper files into the electronic records. Undeliverable accountable mail shall be stored in a secured container or safe. Safe maintenance will be the responsibility of the Government. All outgoing accountable mail shall be processed in accordance with regulations included in Appendix A.

e. Safeguarding Mail. The Contractor shall safeguard and protect all mail and administrative communications in accordance with regulations. The Contractor shall secure undelivered certified, registered, and Express Mail; items shipped through the General Services Administration's overnight contract carrier; items bearing DoD accountable container numbers;

and similar items in a government provided container approved for storing SECRET material.

The Contractor shall immediately report the loss or possible compromise of accountable material to the OMM or 460th Force Support Squadron Security Manager.

f. Mail Delivery. The Contractor will not be responsible to deliver mail to any organization on BAFB; however, the Contractor will deliver mail to the on-base dorms. The Contractor will provide their own vehicle for mail delivery.

g. Suspicious Packages. The Contractor will be familiar with the OMC General Security Plan and will handle suspicious packages in accordance with the established guidelines. The General Security Plan will be exercised quarterly.

4. Contractor Identification. The Contractor shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and by displaying distinguishing badges or other visible identification for all meetings with government personnel.

In addition, the Contractor shall appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence IAW Defense Federal Acquisition Regulation Supplement (DFARS) 211.106 – Purchase Descriptions for Service Contracts.

5. Personnel Security Requirements. The Contractor shall sign and comply with the installation Visitor Group Security Agreement (VGSA). The VGSA is an agreement between the Installation Commander and the Contractor that describes the conditions that must be met to gain access to the installation and sensitive information. The Government will provide initial and follow-up security procedures training to Contractor personnel who work in controlled and restricted areas.

i. Secret security clearance eligibility. According to the DOD 4525.8-M DOD Official Mail Manual, Section C2.4.1 Employee Qualifications:

“Mail center employees must have an interim secret clearance or be eligible for a Secret clearance based on having a favorable Entrance Agency Check (ENTNAC) or National Agency Check (NAC) on file.”

The Contractor will provide screening of personnel to ensure this requirement is met.

6. Federal, State, and Local Laws. The Contractor shall perform the requirements of this contract in such a manner as not to violate any federal, state, or local laws, to include all Code of Federal Regulations (i.e. Occupational Safety and Health Act, Environmental Protection Act, etc.). The Contractor shall be solely responsible for any reporting requirements and repercussions resulting from violations.

7. Position Training/Certification. The Contractor must complete the following courses within 30 days of hire:

a. DoD Cyber Awareness Challenge

b. Records Custodian (RC) Training (online and in-class)

The Contractor shall maintain their training records and make these records available for Government review. These records are to include required position training, certifications, and ancillary training identified in the PWS. The Contractor shall not perform any mail operations until properly trained and certified.

The Contractor shall keep current on commercial applications to maintain a well-trained workforce.

8. Emergencies, Contingencies, and Exercise Situations.

a. During emergencies, contingencies, and exercise situations the Contractor shall comply with the installations’ emergency plans and procedures. The Government reserves the right to perform or supplement performance of contract functions with government personnel during periods of disaster, war emergencies, police actions, or acts of God.

b. The Government reserves the right to perform installation-wide exercises. The level of Contractor participation for any given exercise or inspection will be defined by the 460 FSS Director to meet exercise objectives. This requirement includes Contractor personnel on duty.

Exemptions for Contractor personnel involvement in exercises may be provided by the 460 FSS Director when required. Additionally, The Contractor shall support evaluation/inspection teams.

The Contractor shall provide written inputs for the Government’s final inspection and exercise reports as required. Overtime is not authorized for Contractor participation in inspections and exercises.

9. Security Requirements

a. Compliance. The Contractor shall comply with all BAFB security requirements. BAFB is a controlled/restricted area and special security procedures are utilized to deter espionage, sabotage, and theft of Air Force resources. The Contractor shall be responsible for security of his work areas in cooperation with applicable base agencies. All Contractor personnel must have legal United States residency and work authorization status. Contractors will be responsible to verify legal work status in accordance with US Code, Section 274a. 2., regarding I-9 (Employment Eligibility Verification Form).

b. Denying entry to BAFB. The installation commander reserves the right to deny entry to BAFB to any person whose National Agency Check with Inquiries (NACI) is unfavorable or upon disclosure of information that indicates the individual’s continued entry to BAFB is not in the best interest of the USAF. Additionally, the violation of, or deviation from established security procedures by any Contractor employee may result in the confiscation of restricted/controlled area badges and denial of future entry to BAFB.

c. Verify identity before entry. 460 SFS personnel will verify the identity and entry authorization of each Contractor employee and vehicle, and may conduct a search of any baggage, articles, or vehicles on BAFB.

d. Reporting of lost badges. The Contractor shall immediately report the occurrence of lost badges to the Contracting Officer’s Representative (COR), who will in turn report to 460 SFS. If the COR is not available, the loss shall be reported directly to 460 SFS within one duty day of loss. Replacement badges will not be issued until reporting procedures are satisfactorily completed.

e. Cost associated with badges. All costs incurred by the Contractor associated with security requirements (with exception of the NACI investigations) including submission of necessary security investigation paperwork, and routine entry/exit delays are to be anticipated by the Contractor and shall be included in the price of the contract.

f. Storage Containers. The Government shall provide storage containers for classified information/material, classified reproduction facilities, use of base classified mail services, security badging, base visitor control services, investigation of security incidents, base traffic regulations, the use of security forms, conducting inspections, and the Information Security (INFOSEC) provisions of AFI 16-1406 as provided by sponsoring government organization security manager for integrated visitor groups.

10. Quality Performance Program Requirements

a. Quality Assurance. The Government will periodically evaluate the Contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. These government representatives will typically be the Primary and Alternate CORs.

The Government representative will evaluate the Contractor's performance through intermittent on-site inspections of the Contractor's quality control program. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections. Likewise, the Government may decrease the number of quality control inspections if performance dictates.

b. Quality Control Program. The Contractor shall establish, through an independent function, a quality program which shall encompass all aspects of the contract. The Contractor shall implement the quality program in accordance with the Quality Control Plan (QCP).

c. Quality Control. The Contractor shall develop and maintain a Quality Control (QC) inspection system that encompasses all functions of the contract. The QC inspection system shall satisfy the requirements in the Inspection of Services clause in the Request for Proposal and resultant contract and shall be designed to keep the Contractor's management informed of all issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

d. Government Remedies. The Contractor shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for Contractor's failure to perform satisfactory services or failure to correct non-conforming services.

II. SERVICE DELIVERY SUMMARY

1. Performance Objectives. The following matrix describes the acceptable performance levels to be utilized by the COR:

Performance Objective PWS Para Performance Threshold Method of Performance

Assessment

Distribute mail to organizational boxes within the OMC.

3b Contractors will process and distribute 100% of the daily incoming mail

Periodic inspection by the

OMM.

Deliver mail to dormitories 3f Contractor will deliver mail to dormitories 80% of the time weekly

Periodic inspection by the

OMM.

Send mail at the lowest possible rate and consolidate mail when possible.

3c1 Contractor will send 100% mail at the lowest possible rate and consolidate mail when possible.

Periodic inspection by the

OMM.

Safeguard and account for all accountable mail (Certified, Registered, Express Mail, items shipped through the General Services Administration's overnight contract carrier; items bearing DoD accountable container numbers; and similar items), and will be documented utilizing a PS Form 3883-A.

3d, 3e Contractor will safeguard all accountable mail 100% of the time

The OMM will pull a report weekly outlining the accountable mail that has been received, delivered, and what is safeguarded in the safe. This report tracks the daily handling of accountable mail, ensuring it is in the safe.

Ensure only authorized personnel sign for accountable mail

3d Contractor will ensure only authorized personnel sign for accountable mail 100% of the time.

Periodic inspection by the

OMM.

2. Deliverables

Support Area Title Date Due Description Management Monthly Status

Report Within the first five duty days of each month

Synopsis of Contractor activities during the month to satisfy task requirements. Includes amount of mail processed and any other amplifying information.

Management Personnel Roster Within 10 days after contract award

List of personnel and contact information.

Management Feedback By the 5th duty day of each month

Contractor will provide CORs with a monthly feedback indicating issues, concerns or praise, if any.

III. GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT, AND SERVICES. The government shall provide the facilities, fixtures, equipment, materials and services listed here.

1. Property and Equipment

a. Facilities. The Government shall furnish or make available facilities described in section IV. No alterations to the facilities will be made without specific written permission from the contracting officer.

b. Equipment. The Government will furnish the equipment listed in appendix B.

c. Equipment Inventory. An inventory of government furnished equipment must be done within 3 work days following the start of the contract period, and not later than 10 calendar days before the completion of the contract period (including any option periods). The Contractor and a government representative (identified by the contracting officer) shall conduct a joint inventory of all government-furnished equipment and the Contractor shall sign a receipt for all equipment provided by the Government. Items of equipment missing or not in working order shall be recorded and the contracting officer notified in writing. The Contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

d. Equipment Loss or Damage. The Contractor shall submit requests for replacement of government-furnished equipment to the OMM for processing. Such requests shall specify the reason for the replacement request.

e. Supplies. The Government will provide all supplies necessary to operate OMC equipment (e.g., toner for meter machines).

2. Services. The Government is responsible for:

a. Condemned Equipment. Removal of any equipment condemned or replaced from the

OMC.

b. Telephone. The Government will provide local and Defense Switching Network (DSN) telephone service. Government provided telephone service shall be used for official calls necessary in the performance of the PWS. All commercial long distance expenses shall be the Contractor’s responsibility. The Contractor shall provide his or her own non-government telephone service through off-base switching equipment for personal or unofficial business.

c. Building Maintenance and Repairs. The Contractor shall report any building maintenance or repairs requests to the OMM.

d. Garbage Collection. The Contractor shall dispose of any garbage in the dumpster located outside of the OMC.

e. Security Forces and Fire Protection. The Government will provide police and fire protection. From a government landline, dial 911 for emergencies; or dial 720-847-9117 from a cell phone. Dial 720-847-9252 for non-emergency Buckley AFB Security Forces and 720-847- 9925 for non-emergency BAFB Fire Department. NOTE: Dialing 911 from a cellular phone on BAFB will connect to the off base authorities and response time may be delayed.

IV. CONTRACTOR-FURNISHED PROPERTY, EQUIPMENT AND SERVICES. Except for those items or services specifically stated in section III., the Contractor shall furnish everything needed to perform the PWS according to all its terms. The following mentioned requirements are not all inclusive of the Contractor furnished items and services required in the performance of the PWS.

1. Contractor Vehicles. The Contractor shall provide their own vehicle support. Vehicles shall meet local, state, and federal safety and insurance requirements.

2. Employee Vehicles. All employee vehicles shall meet local, state, and federal safety and insurance requirements. Employees shall comply with base traffic regulations. Parking in many locations on BAFB is limited.

V. GENERAL INFORMATION

1. Location. The OMC is located in Building 207 on Buckley Air Force Base. The alternate OMC is located in building 347.

2. Hours of Operation. The OMC is open to customers Monday through Friday 0800-1700.

The OMC is closed to customer on Federal Holidays, Family Days and 460 SW down days.

3. Federal Holidays.

New Year’s Day, January 1st or the Friday preceding or Monday following Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February

Memorial Day, Last Monday in May Juneteenth Day, 19th of June Independence Day, July 4th or the Friday preceding or Monday following Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th or the Friday preceding or Monday following Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th or the Friday preceding or Monday following

NOTE: The OMM will notify the Contractor of Family Days and 460 SW down days.

APPENDIX A

APPLICABLE PUBLICATIONS AND FORMS

Publications Code

AFI - Air Force Instruction

AFMAN - Air Force Manual

DODI - Department of Defense Instruction

DODM - Department of Defense Manual

AF Form - Air Force Form

DD Form - Department of Defense Form

Publications

DODI4525.08_AFI33-365, DoD Official Mail Management, 7 Oct 2015

DODM4525.8_AFMAN 33-306, DoD Official Mail Manual, 17 Aug 2020

DODI 4528.09_DAFI 36-3804, 23 May 2023

United States Postal Service (USPS) Domestic Mail Manual (DMM)

Forms

AF Form 4332, Accountable Communications Receipt Authorization, 25 May 17

DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly, Jun 67

PS Form 3883-A, Firm Delivery Receipt, Dec94

PS Form 3849, Delivery Notice

PS Form 3877, Firm Mailing for Accountable Mail

AF Form 1109, Visitor Register Log