SOW Postage - Final.pdf

STATEMENT OF WORK (SOW)

FOR

West Virginia Army National Guard (WVARNG) Enterprise Postal Solution

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, supplies, materials, and other items necessary, except as specified in Paragraph 3.0 as Government Furnished, to provide an enterprise postal solution (referred to as “solution” from here forward).

1.2 Background: The WVARNG requires an Enterprise, multi-user, multi-location solution to provide a postage solution for shipping packages and mailing envelopes at multiple locations throughout West Virginia.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and four 12-month option years.

Base Year: 01 May 2025 – 30 April 2026 Option Year One: 01 May 2026 – 30 April 2027 Option Year Two: 01 May 2027 – 30 April 2028 Option Year Three: 01 May 2028 – 30 April 2029 Option Year Four: 01 May 2029 – 30 April 2030

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services for the duration of the base year and any exercised option years. Performance shall be online for the locations provided to contractor after contract award. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this SOW. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.2 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.

1.4.3 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.4 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.

1.4.5 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 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.

1.4.6 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.

1.4.7 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 nonmanufactured 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 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:

ARNG Army National Guard CM Contract Manager COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation FEDRAMP Federal Risk and Authorization Management Program HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance

IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest OPSEC Operational Security PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact QA Quality Assurance QC Quality Control QCP Quality Control Program RMF Risk Management Framework SCR Service Contract Reporting USD(I) Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Materials, and Equipment (GFP/M/E):

3.1 The Government shall be responsible for purchase of mailing supplies such as stamp sheets, label rolls, etc.

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

4.1 The contractor shall provide the standalone scales for each of the 1 locations (to be provided after contract award) and shall replace them when necessary.

5.0 Requirements:

5.1 Training:

5.1.1 Contractor shall provide initial in-person administrator training for program administrators within 30 days of effective contract date. Location of the training will be in Charleston West Virginia JFHQ 1703 Coonskin Drive.

5.1.1.2 Any travel required by the contractor shall be at the contractor’s own expense.

5.1.2 Contractor shall provide initial web-based user training for all site users within 30 days of effective contract date. Contractor shall make the training program available for new users at any point for no additional cost; this can be accomplished via written guides, pre-recorded training videos, online, 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 Billing & Payment Methods

5.3.1 Contractor must use WAWF for payment of contract fees.

5.3.2 The enterprise postal solution must allow the account to be setup so individual locations cannot charge supplies to the main account but to purchase their own supplies via the Government Purchase Card (GPC) credit card.

5.4 General Requirements:

5.4.1 The solution must allow 11 locations for the initial contract with ability to add more or subtract via contract modifications.

5.4.1.1 The Government will provide a comprehensive list of locations and POC information to assist contractor in initial setup.

5.4.1.2 Site address to be pre-loaded into solution.

5.4.2 Solution must allow at least three administrator accounts.

5.4.3 Solution must allow at least three user accounts per location.

5.4.4 Solution offered will include automated postal rate changes when they occur, at no additional cost to the government (domestic and international).

5.4.5 Solution must be approved by USPS for discounts for shipping and delivery services.

5.4.6 Solution must include electronic certified mail capabilities.

5.5 Software Requirements:

5.5.1 The enterprise postal solution can be a web-based program.

5.5.1.1 If the solution is a web-based program, it must be accessible from Government computers on the WVARNG network. At time of offer and prior to acceptance, the contractor must provide a user login (username and password) to J6 online postage administrator to test that the website is in fact accessible while on the WV National Guard network and that we are able to print a test shipping label from a networked printer.

5.5.1.2 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 WVARNG network. At time of offer and prior to acceptance, proof of RMF approval must be provided.

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

5.5.1.4 Federal Risk and Authorization Management Program (FedRAMP) approval is not required per the www.FedRAMP.gov website. While not required, FedRAMP approval will be taken into consideration when evaluating proposals.

5.5.2 Solution must allow/include the following items regarding administrative control.

5.5.2.1 Control over subaccounts regarding the purchase of expendable items.

5.5.2.2 Administrative capability for WVARNG personnel to track expenditures down to the penny for audit purposes and limit postage download amounts by location, department, or account.

5.5.2.3 Must have the ability to gather historical data up to 24 months previous from date of report. Report must show daily and monthly piece counts by location, department, or account.

5.5.2.4 Administrative controls must allow for setting max number of items and maximum cost amount of each package shipped. Locations that need to exceed the policy limits must be able to send requests to WVARNG account administrators in a timely fashion to request an exception to policies.

5.5.2.5 Ability for WVARNG administrators to change (update/create new/etc.) user subaccounts at any time. Subaccounts must be setup with individual and unique username and passwords to differentiate expenditure of postage.

5.5.3 Contractor will ensure solution software is capable of functioning within at least the last two major revisions of:

5.5.3.1 The latest Microsoft Edge and Google Chrome internet browsers currently available in the marketplace.

5.5.3.2 The latest version of any required internet browser plug-in services (i.e. Java, etc.).