PWS Postage Service (Revised).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Online Enterprise Postal Solution 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 Enterprise Postal Solution Services, as defined in this PWS.

1.2 Background: The Ohio Army National Guard (OHARNG) requires an Enterprise, multi-user, multi-location solution to provide users with an online postage solution to ship packages and mail envelopes at multiple locations throughout Ohio.

1.3 Period of Performance (PoP): October 1 2025-30 September 2026 The Period of Performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The period of performance reads as follows:

1.4 General Information:

1.4.1 Place and Performance of Services: Throughout the State of Ohio The contractor shall provide services between the hours of 0800 to 1700 EST 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 approximately 60 locations. The contractor shall at all times maintain an adequate workforce 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 workforce are essential.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 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 from Government property or revoke access to Government systems 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.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.4 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).

1.4.5 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.

1.4.5.1 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Reserved

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 contractor 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 KO, 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: 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. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Reserved

1.4.13 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.

1.4.14 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.

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:

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: a comprehensive list of locations and POC information to assist the contractor in initial setup.

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:

5.1 Online Postage:

The online postage solution (referred to as “solution” from here forward), both in software or web-based format, shall meet or exceed the following specifications, but is not limited to:

5.1.2. Web based or software solution to purchase postage by multiple users at 60 locations.

5.1.3. The Government will provide a comprehensive list of locations and POC information to assist the contractor in initial setup. Approx 55-60 locations.

5.1.4 Site addresses to be pre-loaded into solution and perfected within USPS standards.

5.1.5 The solution requires the use of USPS Schedule 48.

5.1.6 If the solution is web based only, administrators and users must be able to access the website while on the Ohio National Guard network. If the solution is web based only, the vendor must provide a user login (username and password) to G6 online postage administrator to test that the website is in fact accessible while on the Ohio National Guard network and that we are able to print a test shipping label from a networked printer.

5.1.7 If the solution is a downloadable software application, approval from the ARNG RMF (Risk Management Framework) Assess Only Program must already be in place at time of implementation and must work on the OH National Guard network.

5.1.8 At least three user logons per each of the 60 locations is required.

5.1.9 A minimum of three administrator accounts required for solution program management by the G6.

5.1.10 Solution must allow administrative control over subaccounts regarding the purchase of expendable items.

5.1.11 Solution must include administrative capability to allow OHARNG personnel to track expenditures down to the penny for audit purposes and limit postage download amounts by location, department, or account.

5.1.12 Solution must have the ability to gather historical data up to 12 months previous from date of report. Report must show daily and monthly piece counts by location, department, or account.

5.1.13 Purchase postage within a set of administrator customizable policies and limits at all locations/accounts.

5.1.14 The administrative policies need to allow for setting max number of items and maximum cost amount of each package shipped. Locations that need to exceed the policy limits need to be able to send request to administrators in a timely fashion to request an exception to policies.

5.1.15 One main OHARNG account with ability by the OHARNG to disseminate funds into subaccounts (specific Army Guard locations) must be able to have multiple sub accounts at each location. These subaccounts must be able to be changed at any time by OHARNG personnel in case of turnover. Subaccounts must be set up with individual and unique username and passwords to differentiate expenditure of postage.

5.1.16 Consolidated recipient address repository for all items shipped that is accessible to all users at one location, and the ability to perfect and print address labels that qualify for USPS discounts for presorting and commercial based pricing schemes.

5.1.17 Provide electronic certified mail capabilities.

5.1.18 Vendor will ensure that software is capable of functioning within at least the last two major revisions of the latest Microsoft Edge and Chrome internet browsers currently in the marketplace.

5.1.19 Vendor will ensure that software is capable of functioning within at least the last two major revisions of the latest version of any required internet browser plug-in services (i.e. Java, Adobe Flash, etc.).

5.2 ACCOUNT FUNDING:

5.2.1 All postage should be drawn from a centrally funded account separate of any other general program, maintenance, and misc. fees. Funding of the account will take place via EFT, using the organization’s DUNS and CAGE codes.

5.2.2 Volume of funds per location will be managed by administrator logons and limited to “by approval” only.

5.3 Software Requirements:

5.3.1 Army National Guard (ARNG) Risk Management Framework (RMF) Approval. Solution must already have ARNG RMF Approval if downloadable/ installed software, drivers, etc. are required to operate the solution, printing to thermal label or stamp printers, etc.

5.3.2 While not required if no software or drivers must be downloaded to government computers, RMF approval will be taken into consideration when evaluating proposals.

5.3.3 Federal Risk and Authorization Management Program (FedRAMP). FedRAMP approval is not required per the www.FedRAMP.gov website.

5.3.4 While not required, FedRAMP approval will be taken into consideration when evaluating proposals.

5.4 Equipment:

5.4.1 Scales for online postage solution - to calculate weight of items to be shipped. Scales included must work on a standalone basis (not required to plugin to computer) and must weigh packages at a minimum of 30 lbs.

5.4.2 Printers for online postage solution – web-based solution or installed software must be able to print industry standard postage labels to thermal shipping label printers and/or existing networked laser printers.

5.4.3 Required expendable items (special printer paper, labels, etc.) must be, but not restricted to, locally available or same day shipping.

5.5 Training:

5.5.1. Vendor will provide initial in-person or virtual administrator training for program administrators in no less than 30 days of the effective contract date. In-person location of training will be in Columbus Ohio, JFHQ.

5.5.2. Vendor will provide initial web-based user training for all site users and make the training program available for new users at any point for no additional cost within 30 days of effective contract date.

5.6 Support:

5.6.1 Real-time Technical/Customer service must be available during business hours via telephone or through online means at no additional cost. OHARNG business hours are Monday-Friday 8 am to 5 pm EST.

5.7 Deliverables:

5.7.1 Online postage solution (software or web-based), scales, administrator training, web-based training, and support contact info.

6.0 Service Contract Reporting:

6.1 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 via a secure data collection site.

6.2 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.

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

Publication (Chapter/Page)

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/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 (Change 1: 07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 09/09/14 (Change 1: 05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors 03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance 04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Software Functionality

The contractor shall provide regularly functioning web-based software that is compatible within two major revisions of the latest version of any required internet browsers or browser plug-in services

Ver. October 2022