PWS_Prepaid Postage.pdf

PERFORMANCE WORK STATEMENT (PWS)

Prepaid Postage Services

Directorate of Admissions, United States Military Academy (USMA), West Point, NY

Background The Directorate of Admissions, United States Military Academy (USMA), requires a commercial prepaid postage solution to support official mail processing operations. The system must allow authorized Government users to generate and print postage from Government computers while maintaining centralized administrative controls, reporting capability, and operational efficiency.

Scope The Contractor shall provide a prepaid postage service solution including software access, web client access, administrative controls, printing capability, reporting capability, technical support, and digital scale hardware necessary to support official mail operations at USMA.

Place of Performance United States Military Academy 667-A Ruger Road First Floor West Point, NY 10996

Period of Performance Base Period: 12 months from date of contract award.

Option Periods: Four (4) additional 12‑month option periods exercisable at the sole discretion of the Government.

Technical Requirements The Contractor shall provide a prepaid postage system meeting the following minimum requirements:

a. Provide simultaneous access to both a downloadable software client and a web-based client.

b. Provide Headquarters (HQ) Administrator functionality for centralized oversight and account management.

c. Provide Local Administrator functionality to manage user permissions and operational settings.

d. Support multiple web browsers including Microsoft Edge, Google Chrome, Mozilla Firefox, or equivalent.

e. Allow users to print all available postage options from both network printers and locally connected desktop printers.

f. Provide three (3) digital mailing scales of varying weight capacities suitable for mailroom operations at no additional cost.

g. Ensure compatibility with Government‑furnished Windows operating systems.

h. Provide system updates, patches, and maintenance necessary to maintain functionality and security.

i. Provide user documentation and basic user support.

Cybersecurity and System Compatibility The solution shall comply with applicable Federal and Department of Defense cybersecurity requirements where applicable. The system shall not require administrative privileges inconsistent with standard Government workstation configurations. Any cloud-based components shall maintain industry standard data security and authentication protections.

Deliverables The Contractor shall provide the following deliverables:

a. System access and configuration for prepaid postage software and web client.

b. Delivery of three (3) digital mailing scales of varying weight capacities.

c. Administrative configuration for HQ and Local Administrator roles.

d. User documentation and/or training materials.

e. Quarterly postage expenditure reports.

Reporting Requirements The Contractor shall provide a Quarterly Postage Expenditure Report. Reports shall be submitted electronically within ten (10) business days after the end of each fiscal quarter and shall include at a minimum:

a. Total postage funds expended during the reporting period.

b. Remaining prepaid postage balance.

c. Breakdown of expenditures by postage service type (e.g., First Class, Priority Mail, Certified Mail).

d. Transaction summaries by user or organizational unit if available.

e. Identification of unusual or high‑volume postage activity.

Performance Standards The Contractor shall maintain the following minimum performance standards:

a. System availability of 99 percent during normal Government business hours.

b. Technical support response within one (1) business day.

c. Resolution of critical system issues within two (2) business days.

Contractor Responsibilities The Contractor shall:

a. Maintain the prepaid postage system and ensure continuous functionality.

b. Provide system updates, patches, and routine maintenance.

c. Provide replacement or repair of defective digital scales.

d. Provide technical assistance and troubleshooting support.

Dedicated Contractor Point of Contact The Contractor shall designate a dedicated Point of Contact (POC) responsible for technical support and billing inquiries related to this contract. The POC shall be available during normal business hours and shall respond to Government inquiries within one (1) business day. The Contractor shall provide contact information (name, phone number, and email address) within five (5) business days of contract award.

Government Responsibilities The Government shall:

a. Provide network connectivity and Government workstations.

b. Designate HQ and Local Administrators.

c. Provide appropriate workspace for digital mailing scale usage.

Recommended Contract Line Item Structure (CLIN) CLIN 0001 – Prepaid Postage Software Access and Administration (Base Year) CLIN 1001 – Prepaid Postage Software Access and Administration (Option Year 1) CLIN 2001 – Prepaid Postage Software Access and Administration (Option Year 2) CLIN 3001 – Prepaid Postage Software Access and Administration (Option Year 3) CLIN 4001 – Prepaid Postage Software Access and Administration (Option Year 4)

Acceptance Criteria The Government will consider the requirement fulfilled when:

a. The prepaid postage system is operational.

b. Administrator accounts have been established.

c. Postage printing functions from both network and desktop printers.

d. All three digital mailing scales have been delivered and are functional.

e. Quarterly reporting capability has been implemented.

Contract Type This requirement will be awarded as a Firm‑Fixed‑Price contract.