PWS UNIT MAIL ORDERLY 2025.pdf

PERFORMANCE WORK STATEMENT

MAIL ORDERLY (MO)

SEPTEMBER 2025

1. DESCRIPTION OF SERVICES

1.1. BACKGROUND

The Contractor shall provide required personnel and labor necessary to maintain a Unit Mail Room (UMR) for Air Mobility Command (AMC) personnel stationed at Naval Station Rota, Spain. The Mail Orderly (MO) position shall provide all official and personal mail support for AMC personnel receiving postal services at building 1994, Naval Station Rota, Spain. All support provided shall be In Accordance With (IAW) DoD, OPNAV, NAVSUP and NAVSUP FLCSI instructions and policies, and failure to maintain a passing score on annual UMR Inspections conducted by Fleet Mail Center (FMC) Rota or assigned Postal Advisor can result in contract termination.

1.2. SCOPE

The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that Unit Mail Room Operations are performed at Building 1994, Naval Station Rota, Spain in a manner that results in efficient, secure storage and delivery of Command official and Command personnel mail. The Contractor shall perform services in adherence to the requirements of this Performance Work Statement (PWS). The Contracting Officer (CO) and Contracting Officer Representative (COR) will evaluate Contractor performance based on the results required by the Services Summary (SS) and not the frequency or method of performance. The Contractor shall comply with applicable federal, regional, and local laws and commercial standards.

1.2.1. Non-Personal Services. This requirement is a non-personal services contract, defined by Federal Acquisition Regulation (FAR) as a “contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.”

1.2.2. The Government will not supervise or otherwise direct Contractor employees. The Contractor shall not supervise or otherwise direct Government employees, nor shall the Contractor supervise employees of other Contractors outside the Contractors’ own subcontracting/teaming arrangements.

1.2.3. The details outlined within the PWS encompasses and are the sole purpose for the position.

1.3. SPECIFIC SUPPORT SERVICES

1.3.1. Receiving and dispatching personal and official mail.

1.3.2. Assigning mail receptacles in Bldg. 1994 for command personnel.

1.3.3. Developing and maintaining Standard Operating Procedure IAW Military Postal Service Procedures Manual (MPM), section 2.12.n.

1.3.4. Developing and Maintaining Security Plan IAW Military Postal Service Procedures Manual (MPM), section 8.

1.3.5. Ensuring current copies of the following references are readily available and assigned personnel are familiar with the references:

1.3.5.1. Military Postal Services Procedures Manual (MPM), Aug 2025

1.3.5.2. DoD 4525.09, Military Postal Service (MPS) (2024)

1.3.5.3. OPNAVINST 5112.6 (Series), Navy Postal Instruction (2024)

1.3.5.4. OPNAVINST 5218.7 (Series), Navy Official Mail Management Program (2017)

1.3.5.5. NAVSUP Instruction 5112.1, Postal Management Procedures (2020)

1.3.5.6. USPS Domestic Mail Manual, Military Standard-3007B

1.3.5.7. USPS Postal Operations Manual, Vol 3 of DoD Manual

1.3.5.8. OPNAV Form 5218/6 (Rev. 8/2022), Official Mail Center’s (OMC)/ Unit Mail Room (UMR) Inspection Checklist

1.3.6. Ensure assigned personnel are properly designated by 725 AMS Commanding Officer and the following forms are completed prior to beginning duties:

1.3.6.1. OPNAV 5112/1 Offenses Against the Mail and Mail Orderly Designation Form (Shall be updated every 365 days)

1.3.6.2. DD Form 285 Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly

1.3.6.3. DD Form 2260 Unit Mail Clerk/Orderly Designation Log

1.3.7. Ensuring assigned personnel have received and documented Mail Orderly training from FMC Rota.

1.3.8. Ensuring personal mail with barcodes is delivered to customers on PS Form 3849 and PS Form 3849s are maintained in sequential order by last 2 digits of barcode and date delivered.

1.3.9. Ensuring official accountable mail is received and delivered to the unit using PS Form 3883 - Firm Delivery Receipt (or a computerized version).

1.3.10. Restricting access to the UMR to employees and escorted personnel only.

1.3.11. Ensuring Official Mail Manager (OMM) changes the UMR’s combinations when personnel rotate, are temporarily assigned, upon compromise or at least annually and seals it in an SF Form 700 - Security Container Information.

1.3.12. Ensuring OMM stores and seals additional facility keys in PS Form 3977.

1.3.13. Ensuring all personnel receive a virtual mailbox from FMC Rota Directory Section upon assignment to unit.

1.3.13.1. Maintaining OPNAV 5110/5 - Directory File Cards or computerized version of data for each virtual box and patron assigned. This is completed by patron at unit check-in, after assignment of virtual box from FMC Rota Directory Section. If maintaining directory file cards, they shall be kept in alphabetical order by patron’s last name.

1.3.13.2. Collecting and maintaining forwarding addresses for all outgoing personnel. The forwarding addresses shall be provided to FMC Rota Directory Section on a weekly basis.

1.3.13.3. Providing directory service for patrons who have departed or are on temporary duty.

1.3.13.4. Destroying all directory records for departed members no sooner than thirteen months after departure.

1.3.14. Maintaining United States Postal Service (USPS) and AMC equipment. If lost or damaged due to negligence, reimbursement will be required.

1.3.15. The details outlined within this PWS encompass and are the sole purpose for the position.

2. QUALIFICATIONS:

2.1. Employee shall be a U.S. citizen.

2.2. Employees shall be able to lift 70 lbs.

2.3. Employees shall have knowledge of organization procedures sufficient to maintain locator files, directories, and/or similar supportive material.

2.4. Employees shall have knowledge of procedural instructions and postal regulations.

2.5. Employees shall have knowledge of USPS and DoD requirements with relations to processing and dispatching all types of outgoing mail, packages and materials.

2.6. Employees shall have valid state and government driver’s licenses.

2.7. Employees shall be required to transport official and personal mail to and from FMC Rota in a government owned vehicle to the UMR. Duties may be physically demanding, and long periods of standing, walking and bending may be required.

3. RESPONSIBILITIES:

3.1. Receipt and Dispatch. Transport personal and official mail to and from FMC Rota in a GOV, which will be supplied by government.

3.2. Mail Orderly (MO) Handling Requirements:

3.2.1. Ensure only an MO handles U.S. mail.

3.2.2. Ensure mail is securely locked inside the vehicle.

3.2.3. Ensure proper dispatch documentation utilized IAW OPNAV and NAVSUP Instructions.

3.2.4. Ensure only U.S. citizens handle and transport registered mail, after being properly assigned as an MO.

3.2.5. Ensure all MOs have a properly completed DD Form 285, DD Form 2260 and OPNAV 5112/1 on file with FMC Rota OMM, and MO carries DD Form 285 Card any time they are collecting or handling mail.

3.2.6. Receive and sort mail by category such as form type, special action, kind of issuance, originator, location, subject matter or type correspondence.

3.3. Directory and Locator Operations. Maintain OPNAV 5110/5 or equivalent automated database that includes record of each customer served. Redirect and forward mail according to USPS standards, DoD, OPNAV and NAVSUP standards and procedures.

3.4. Mail Receptacles. Ensure all assigned personnel receive a virtual box number from FMC Rota upon arrival, prior to issuing a mail receptacle in Bldg. 1994.

3.4.1. Comply with procedures for issuance, maintenance and withdrawal of receptacles.

3.5. Collect forwarding addresses of all patrons prior to their departure, and provide an updated list to FMC Rota on a weekly basis.

3.6. Registered Mail. Mail Orderly shall contact the appropriate military authorities for receipt and dispatch of registered mail through FMC Rota.

3.7. Official Mail. Sort incoming and outgoing official mail for delivery.

3.7.1. Verify accuracy of all outgoing OM addressing standards and deliver outgoing OM to FMC Rota.

3.8. Classified Materials. Mail Orderlies will not handle classified mail. Classified mail will only be handled by an active-duty service member with an active SECRET security clearance, who has been properly appointed by the Commanding Officer.

3.9. Comply with all instructions and references listed within this Performance of Work.

4. ADDITIONAL GUIDANCE AND CONTROLS

4.1. Guidance. MO guidance is outlined in OPNAVINST 5218.7 (Series), NAVSUP Instruction 5112.1.

4.1.1. Most assignments are performed independently according to established procedures.

4.1.1.1. The Official Mail Manager (OMM), Designated Representative or Commanding Officer will be consulted when problems arise for which there are no precedents.

4.1.2. Completed work is subject to spot checks or may be selectively sampled and reviewed occasionally for compliance with regulations.

4.1.3. Area shall be kept clean and orderly.

4.2. Complexity. Assignment involves a variety of discrete types of mail and mail processing duties, as well as the official government interdepartmental mail. The Mail Orderly shall consider subject matter content and choose the appropriate procedure accordingly.

4.3. Hours of Operation. Mail Orderly duty hours will be from 1000-1600 Monday through Friday and on 24 December. Parcel pick-up hours will be 1200-1600 daily, when UMR is open. Mail will not be delivered on weekends or U.S. Federal Holidays. All mail will be posted no later than 1200 daily unless exceptional circumstances occur, e.g. Holiday deliveries, sick call.

4.3.1. U.S. Federal Holidays. The Contractor is not required to work the following United States federal holidays: New Years’ Day, Martin Luther King Jr Day, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

4.4. Contacts. All contact information obtained from working in the Unit Mail Room is Controlled Classified Information (CUI). All Mail Room employees will only use contact information in execution of mail duties.

4.5. Government Email. Mail orderly will be provided with access to government computer for execution of official duties.

5. SERVICES SUMMARY

5.1. The Services Summary (SS) is a tool for identifying the major performance objectives of the contract, where they can be found in the PWS, and the performance threshold describing the minimally acceptable levels of service required for each performance objective. Government inspection is not limited to SS objectives.

Services Summary (SS) Performance Objective

PWS Para Performance Threshold

Remedy CPARS Category and Ratings

All mail picked up at 1000, arranged and posted by 1200, and available for pick-up until 1600 on delivery days. Mon-Fri, excluding federal holidays.

4.3

100% of the time.

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR and Contractor. A percentage price reduction shall apply to CLIN 0001 for each remedy based on the number of days where the performance objective was not met.

E.g., there are 250 federal working days in a year so if ten days are missed a price reduction of 4% of the overall CLIN will be applied.

Category: Quality, Management

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Ensure all qualifications are satisfied for requirement.

1.3 2.0

At contract award.

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR and Contractor. A percentage price

Category: Schedule

Ratings:

Exceptional Very Good Satisfactory reduction shall apply to CLIN 0001 for each remedy based on the number of days where the performance objective was not met.

Marginal Unsatisfactory

Ensure handling requirements are adhered to.

1.3 3.0 4.4

100% of the time

Re-performance within 2 hours of notification

Category: Quality, Regulatory Compliance

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

Keep an organized, clean and well-maintained Mail Room

1.3.13 4.13

100% of the time.

Exceptions for periods where employee is arranging and sorting new deliveries.

6. GOVERNMENT FURNISHED PROPERTY AND SERVICES

6.1. Government Provided Services

6.1.1. Facilities. The Government will provide the necessary workspace for the Contracted staff to provide the support outlined in this PWS to include desk space, and other items necessary to maintain an office environment. The Contractor shall comply with Government regulations for use of Government telephones and computers, if issued. All Contractor personnel with computer access at Government facilities shall complete annual Cyber Awareness training via the Network User’s Licensing CBT, and observe local computer security policies and procedures.

6.1.2. Utilities. The Government will provide all utilities in the building where the MO is located.

The Contractor shall operate under conditions that preclude the waste of utilities, which includes turning off lights and water faucets or valves after using the required amount.

6.1.3. Equipment. The Government will provide the MO the necessary equipment for the efficient management of the UMR, such as hand cart, trolley, Government vehicle, etc.

7. GENERAL INFORMATION

7.1. Period of Performance. Period of Performance will be from 12 October 2025 to 11 October 2026, including 4 option years.

7.2. Place of Performance. The Unit Mail Room is located on Naval Station Rota Spain, Building 1994.

7.3. Security Requirements. The content and details of security documentation developed and maintained under this contract is and shall remain the property of the U.S. Government.

7.4. Base Access.

7.4.1. Base Pass Requirements. The Contractor shall submit a roster of all employees requiring access to the installation within 5 days of issuance of an agreement/award. The roster shall include the full name, current address, and date of birth of all contract personnel that will require access. Additionally, Contractor employees shall submit their United States Social Security Number (SSN) and passport number, or two other documents (i.e. driver’s license and national insurance number) with corresponding issue and expiration dates.

7.4.2. Base Pass Return. The Contractor shall return all employee base passes to the CO or Unit Security Manager if employees are terminated or no longer employed for this contract. If the Contractor cannot return the base pass, the Contractor shall report the First and Last Name, Date of Birth, and the reason they are no longer employed to the CO, COR, and Unit Security Manager within three (3) calendar days of termination or leave of absence.

7.4.3. Contractor Credentials. Contractor employees and subcontractor employees shall possess the proper credentials to work in The Kingdom of Spain. Persons later found to be undocumented, or illegal aliens will be remanded to the proper authorities. The Contractor shall not receive compensation for delays or expenses incurred to comply with the provisions of this clause.

Furthermore, nothing in this clause shall excuse the Contractor from proceeding with the contract as required.

7.4.4. Badges. The Contractor shall provide identification badges for their employees. All Contractor personnel wear these badges while on duty on the Government site. Badges shall identify the individual’s name, company name, and the clear, distinct marking “Contractor.” Size, color, style, etc.

are to be mutually agreed to by Contractor and Government. The Contractor’s identification badge shall not be used as a requirement for installation entry, or for entry into Government-designated controlled or restricted areas.

7.5. Privacy Act. Performance on this contract may require access to Privacy Information. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

7.6. Physical Security. The Contractor shall safeguard all Government-owned facilities, equipment, and materials in the Contractor’s possession or used in the day-to-day performance of the contract.

7.7. Environmental, Health, and Safety. The Contractor shall provide their employees with the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local Spanish laws. The Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

APPENDICES

Appendix A, Standards – Availability of Publications and Documents Appendix B, Acronyms

Appendix A, Standards – Availability of Publications and Documents

Military Postal Services Procedures Manual (MPM), Aug 2025

DoDI 4525.09 Military Postal Service (MPS) (2024)

OPNAV INST 5112.6 (Series) Navy Postal Instruction (2024)

OPNAV INST 5218.7 (Series) Navy Official Mail Management Program (2017)

NAVSUP INST 5112.1 Postal Management Procedures (2020)

USPS Domestic Mail Manual, Military Standard-3007B

USPS Postal Operations Manual, Vol 3 of DoD Manual

Appendix B, Acronyms

MO Mail Orderly UMR Unit Mail Room AMC Air Mobility Command DoD Department of Defense OPNAV Office of the Chief of Naval Operations NAVSUP Navy Supply Systems Command FLCSI Fleet Logistics Center Sigonella FMC Fleet Mail Center PWS Performance Work Statement CO Contracting Officer COR Contracting Officer Representative SS Services Summary FAR Federal Acquisition Regulation IAW In Accordance With\ MPM Military Postal Service Procedures Manual MPS Military Postal Service USPS United States Postal Service OMC Official Mail Center PS Form Postal Service Form OMM Official Mail Manager GOV Government-Owned Vehicle CUI Controlled Classified Information CLIN Contract Line Item Number POP Period of Performance OSHA Occupational Safety and Health Acts