USAG CBPA_2026_PWS_DHR_ASD_VER4_20261006.pdf

PERFORMANCE WORK STATEMENT (PWS)

US ARMY GARRISON CARLISLE BARRACKS, DIRECTORATE OF HUMAN RESOURCES

(DHR)

Administrative Management Support Services

PART 1: GENERAL INFORMATION

1. General

This is a non-personal services requirement to provide administrative management support services, official mail and distribution handling, records management, Freedom of Information Act (FOIA)/Privacy Act (PA) support, publications and forms management, print management, office-symbol management, correspondence management, and related administrative services to the United States Army Garrison (USAG) Carlisle Barracks.

1.1. Description of Services

This is a non-personal services contract to provide all personnel, labor, work planning, programming, administration, supervision, and execution oversight necessary to provide Installation Administrative Management Support Services and Official Mail Center (OMC) Operations for the United States Army Garrison (USAG) Carlisle Barracks supporting all tenant organizations on the installation. The services encompass four primary functional areas:

Official Mail Center Operations and Mail Distribution Management Freedom of Information Act (FOIA) and Privacy Act (PA) Program Support Army Records Management Program (ARMP) Services Publications & Forms Management, Printing/Reproduction Service Management, and

General Administrative Services

The Government shall not exercise any direct supervision or control over Contractor personnel. Contractor personnel are accountable solely to the Contractor’s management.

1.2. Scope of Work

The Contractor shall perform administrative and mail services for all authorized tenant activities and organizations of the Army University, the Army Heritage and Education Center, the United States Army War College (USAWC), USAG Carlisle Barracks, the Dunham U.S.

Army Health Clinic (DUSAHC), reserve component units, and organizational elements having approved Army Regulation (AR) 5-9 Installation Support Agreements or Inter-Service Support Agreements (ISSA) with Carlisle Barracks. Supported organizations and volume are subject to operational adjustments during the contract period of performance.

1.3. Objectives

The objective is to deliver comprehensive, customer-focused, and audit-compliant administrative and official mail center operations that satisfy Department of Defense (DoD), PART 1: GENERAL INFORMATION

HQDA, Army Materiel Command (AMC), Installation Management Command (IMCOM), and USAG Carlisle Barracks standards. The Contractor shall ensure all work meets the Acceptable Levels of Performance (ALP) specified in the Performance Requirements Summary (PRS), meets all quality and financial controls, reporting, records retention requirements, aligns with Installation Status Report Services (ISR-SP) Service #113 metrics and execution requirements and standards in the applicable DoD and Army regulations.

1.4. Quality Control and Quality Assurance

1.4.1. Quality Control Plan (QCP)

The Contractor shall develop, implement, and maintain a comprehensive QCP in accordance with FAR Part 12 and commercial best practices. The QCP shall establish clear inspection systems, deficiency identification and prevention procedures, key indicator and financial tracking, and audit-ready documentation across all PWS tasks.

Submission: The Contractor shall submit a proposed QCP to the Contracting Officer (KO) and Contracting Officer’s Representative (COR) within thirty (30) calendar days of contract award (Deliverable 1). The Government will review and return comments or acceptance within ten (10) business days. Revisions shall be resubmitted within ten (10) business days.

Annual Analysis: The Contractor shall deliver a Quality Control and Timeliness Analysis within thirty (30) calendar days following each contract option period completion (Deliverable 2).

Deficiency Notification: The Contractor shall notify the COR in writing within forty-eight (48) hours of identifying any operational issue that could degrade contract performance, followed by a formal corrective action report within ten (10) working days.

1.4.2. Monthly Status Report (MSR)

The Contractor shall submit an MSR by the fifth (5th) business day following the end of each reporting month (Deliverable 3). The MSR shall include:

Period of Performance covered by the report.

Operational workload accomplished by PWS subtask and Technical Exhibit C categories.

Staffing status, hours worked per task, employee turnover, and vacancy analysis.

A Matrix Summary of each contractor employee’s mandatory training status required under this contract, outlined in Paragraph 1.9. (e.g. Cyber Awareness, Anti-Terrorism…) Internal QC inspections performed, sampling methodologies, deficiency root causes, and corrective actions taken.

ISR-SP Service #113 data metric compilation.

Monthly print-reproduction order expenditures by organization, running cumulative expenditures by organization for the current Fiscal Year. (Attachment) Postage expenditures, by organization and method monthly and a running Annual (Fiscal

Year) expenditure by method for each organization. (Attachment)

1.4.3. Government Quality Assurance Surveillance

The Government will evaluate Contractor performance using a Quality Assurance Surveillance Plan (QASP). Methods of surveillance include random sampling, 100% inspection of accountable actions, periodic checklists, verified customer feedback through the Interactive Customer Evaluation (ICE) system, and scheduled/unscheduled command audits.

1.5. Operational Parameters

1.5.1. Operating Hours and Workweek

Government Operating Hours: 0730–1630 hours, Monday through Friday, excluding Federal holidays.

Contractor Support Hours: The Contractor shall maintain dedicated customer service and operational coverage between 0730 and 1600 hours, Monday through Friday. Work schedules shall be staggered to ensure continuous coverage during lunch periods and high-volume mail/customer intake windows without incurring overtime.

Recognized Federal Holidays: Work is not performed on federally recognized U.S. Holidays occurring during the normal work week. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively. Any day designated by Executive Order or Presidential Proclamation shall also be observed as a federally recognized holiday.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

DONSA / Training Days: Military Training Holidays / Days of No Scheduled Activities (DONSA) and command-approved Administrative Leave (e.g., "59-minute rules") are not excused absences for Contractor personnel. The Contractor shall utilize these periods for system maintenance, backlog reduction, records audits, and mandatory professional training.

1.5.2. Facility Closures and Curtailment

During inclement weather or emergency base closures, Contractor personnel shall adhere to the USAG Carlisle Barracks operational status. Announcements are broadcast via local media, official Carlisle Barracks social media channels, and the Directorate of Emergency Services (DES) weather line: (571) 821-7501.

1.5.3. Telework and Alternate Work Site Policy

Situational telework may be authorized by the COR during adverse weather, installation closures, or health protection emergencies, provided it aligns with mission feasibility and operational security.

Telework Plan & Reporting: The Contractor shall submit a Telework Implementation Plan to the COR for approval prior to execution (Deliverable 4). Telework hours and completed task metrics shall be itemized by individual employee within the Monthly Status Report (Deliverable 5). Telework must be executed at no additional cost to the Government.

1.5.4. Continuity of Operations Plan (COOP)

Official mail handling and controlled forms distribution are designated mission-critical base functions. In the event of emergency activation under the Carlisle Barracks Integrated Installation Protection Plan (I2P2) Annex D, Appendix 16 (COOP), the Contractor shall continue critical operations at the designated alternate installation facility.

Fly-Away Kit: The Contractor shall establish, inventory, and maintain an emergency "Fly- Away Kit" containing essential operational supplies, procedures, offline templates, and account documentation. The Fly-Away Kit inventory and cost baseline shall be submitted to the COR within one hundred eighty (180) calendar days of contract award for purchase, and reviewed annually (Deliverable 6).

1.6. Security and Installation Access Requirements

1.6.1. Facility and Personnel Clearances

Facility Clearance: The Contractor must have and maintain a valid Secret Facility Clearance or higher and the time of proposal/offer submission, issued by the Defense Counterintelligence and Security Agency (DCSA) and maintain the level of security throughout the contract lifecycle, in compliance with the DD Form 254 and

DoD 5220.22-M (NISPOM).

Personnel Security Clearances: (AT/OPSEC Item 12) All Contractor personnel assigned to this contract must possess an active or interim Secret security clearance documented in the Defense Information System for Security (DISS) at contract start or entrance on duty (EOD) and maintain clearance throughout employment.

Controlled Unclassified Information (CUI): (AT/OPSEC Item 13) Contractor systems processing CUI must meet NIST SP 800-171 standards and maintain a valid Supplier Performance Risk System (SPRS) score IAW DFARS 252.204-7012, 7019, and 7020.

1.6.2. Physical Security, Key Control, and Installation Access

Access Control: All Contractor personnel must satisfy installation vetting requirements via the Claremont Visitor Control Center or National Crime Information Center Interstate Identification Index (NCIC-III).

Common Access Cards (CAC): Contractor employees requiring physical access and NIPRNet access shall be processed for a CAC following a favorably adjudicated Tier 1 (T1) background investigation. Contractor personnel must provide all required information for the background check (AT/OPSEC Item 2). Contractor roster data for CAC processing shall be submitted to the COR within five (5) business days of contract award (Deliverable 7). CACs are considered government property and must be accounted for at all times. Lost CACs must be reported to the COR and the Directorate of Emergency Services Police Desk within twenty-four (24) hours of discovery.

Key and Key Card Accountability: The Contractor shall manage and safeguard all issued master keys, core keys, and electronic access badges (including Root Hall G-2 restricted area access cards obtained from the USAWC G-2 Office). Government keys shall not be duplicated. Misplaced or compromised keys shall be reported to the COR within twenty-four

(24) hours. The Contractor may be held pecuniarily liable for total re-keying costs resulting from employee negligence.

Physical Security Plan: The Contractor shall maintain a comprehensive Physical Security Plan covering the OMC facility (Bldg 651, Rm T-058), postal screening annex (Bldg 309), and transport vehicles IAW AR 190-13, DoDI 4525.09, and DoDM 5200.01 (Deliverable 8) and submit a copy of the plan to the COR within 30-days after contact award.

Contractor Employee Departure: The Contractor shall notify the COR by COB when a contracted employee resigns and notifies the COR before an employee’s termination. The contracted employee must turn in all security and sensitive items (keys, security badges, CAC, equipment) and clear the installation using an off-boarding checklist provided by the COR, before the last day of employment.

1.6.3. Operations Security (OPSEC) and Communications Security (COMSEC)

Contractor personnel shall adhere to Carlisle Barracks OPSEC policies. Security badges shall not be displayed outside secure facilities. Government communications (VoIP, MS Teams, email, networks) are subject to COMSEC monitoring; the use of Government IT systems constitutes explicit consent to monitoring.

1.7. Key Personnel, Staffing, and Administration

1.7.1. Program and On-Site Management

Contract Manager (Off-Site): The Contractor shall appoint an off-site Contract Manager with complete corporate authority over operational, personnel, and contractual issues. The Manager’s name and contact information shall be provided to the KO and COR within five (5) working days of award (Deliverable 9). The Contract Manager shall respond to Government inquiries within two (2) business days.

On-Site Point of Contact (Lead): The Contractor shall designate an On-Site Lead with operational authority to manage daily task execution, interface directly with the COR, and resolve technical issues. Written designation shall be submitted within five (5) business days of start of performance (Deliverable 10). The On-Site Lead shall respond to COR calls within four (4) business hours during regular duty days.

Staffing Roster & Changes: A certified staffing roster indicating employee names, roles, clearance levels, and military reserve/retiree status shall be provided within fifteen (15) calendar days of contract start (Deliverable 11). Revisions, substitutions, or departures must be reported in writing within three (3) calendar days.

1.7.2. Minimum Contractor Personnel Qualifications

All personnel performing under this contract shall:

Possess a verified SECRET security clearance prior to operational placement.

Hold a high school diploma or equivalent.

Demonstrate absolute integrity with no record of theft convictions or removals for cause from military, federal, or postal communications activities.

Possess physical capability for prolonged standing, walking, bending, and lifting packages weighing up to seventy (70) pounds (using two-person lift or equipment assistance).

Possess a valid civilian state driver’s license with a clean driving record to operate Government-leased vehicles.

Display professional English verbal and written communication skills suitable for drafting command correspondence and briefing senior leadership.

1.7.3. Employee Conduct, Badging, and Workspace Identification

Contractor personnel shall:

Wear visible company identification badges between the waist and shoulder at all times on duty.

Signature blocks on emails, memorandums, and phone greetings must clearly identify contractor status.

Contractor-occupied workspaces in Building 651 and Building 309 shall display professional signage indicating operations are conducted by contractor personnel, and include the contact’s company name, and names of all employees with their contact information.

All contract employees must meet the highest standards of professionalism and personal integrity, and personal conduct in accordance with the DoD Directive 5500.7-R “Joint Ethics Regulation” on the rules governing the acceptance of gifts/gratuities and to the non-disclosure of sensitive contract, controlled unclassified (CUI), or personally identifiable information (PII).

Contractors must observe and comply with local policies and procedures concerning safety, security, sanitation, environmental protection, and conduct themselves so as not to reflect discredit upon the Government.

1.7.4. Post-Award Kick-Off and Progress Meetings

The Contractor shall participate in a Post-Award Conference (Kick-Off) within ten (10) calendar days after award via MS Teams or on-site. The Government COR shall document and deliver meeting minutes to the Contract Manager within ten (10) business days.

Progress review meetings shall be attended as requested by the KO or COR.

1.7.5. Proof of Insurance

The Contractor shall furnish proof of commercial general liability and workers' compensation insurance IAW FAR 52.228-5 within ten (10) calendar days of contract award and annually upon policy renewal (Deliverable 12).

1.7.6. Exit Transition and Succession Planning

The Contractor shall submit an Exit Transition Plan thirty (30) calendar days prior to contract expiration (Deliverable 13). The plan shall address phase-out operations, joint inventory of incidental property, work-in-progress status, knowledge transfer protocols for A365 SPO records and FACTS cases, and out-processing/security debriefings. An updated employee payroll roster with seniority dates shall accompany the plan (Deliverable 14).

1.8. Safety, Health, and Environmental Compliance

Safety & Occupational Health Plan: The Contractor shall submit a site-specific Safety Plan adhering to USACE EM 385-1-1, “Safety and Occupational Health Requirements”. Appendix A, paragraph 3(k) (Abbreviated Accident Prevention Plan for Limited Scope Service Contracts) to the COR and Installation Safety Office (ISO) no later than ten (10) working days prior to on-site work (Deliverable 15).

(https://www.publications.usace.army.mil/USACE-Publications/Engineer- Manuals/u43544q/333835/) Safety Corrective Action Plan: The contractor shall notify the KO/COR of any OSHA or other regulatory inspection of the contractor workplace to allow the COR to accompany the inspection. Hazardous or non-compliant conditions identified by the COR or the ISO, and not attributed to the government, shall be promptly addressed, and if required by the ISO/COR, a corrective action plan submitted to the COR NLT 5-work days after notification (Deliverable 16). Failure to correct hazardous conditions, or recurring non-compliance will be reported to the KO, who may order a work stoppage, issue a cure notice, and may result in contract termination.

Mishap Reporting: Any workplace injury, vehicle accident, or damage to Government incidental property shall be reported immediately to the COR, ISO, and Director of Human Resources, followed by a formal report written within twenty-four (24) hours.

Fire Prevention Safety, Housekeeping and Inspections: The Contractor shall maintain compliance with NFPA standards and Carlisle Barracks Regulation (CBKS REG) 420-3. The Contractor’s site lead should become familiar with requirements in the CBKS REG and monitor worksite operations for safe daily operations. Workspaces, mail operations area, and storage spaces shall remain orderly and free of fire hazards. Fire Department Inspector will conduct regular prevention inspections of all post facilities.

1.9. Mandatory Training Requirements

The Contractor shall ensure that all contract personnel complete mandatory DoD, Army, and local Carlisle Barracks training courses within required timeframes. Certificates of completion shall be submitted to the COR within five (5) business days of course completion and tracked in the Monthly Status Report (Deliverable 17). Main On-Line training platforms are:

the Army Training Information System (ATIS) https://learn.atis.army.mil/learning/; Joint- Knowledge Online (JKO), https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf; and the Center for Development of Security Excellence (CDSE), https://www.cdse.edu.

Training Course Title Target Audience Completion Suspense

Cycle / Refresher

Anti-Terrorism (AT) Level I (JKO) (Deliverable 18)

All Personnel Within 30 days of award / hire

Annual iWATCH Carlisle Barracks (AT- Officer) (Deliverable 19)

All Personnel Within 30 days of award / hire

Initial / As directed

OPSEC Level I Awareness (ATIS) (Deliverable 20)

All Personnel Within 30 days of award / hire

Annual

Cyber Awareness Initial and Refresher Training (ATIS or JKO) (Deliverable 21)

All NIPR Users Prior to network access / 30 days

Annual

Information Security (InfoSec)

(CDSE) IF011.16

(Deliverable 22)

All Personnel Within 30 days of award/ hire

Annual

Identifying and Safeguarding Personally Identifiable Information

(PII) (CDSE) DS-IF101.06

(Deliverable 23)

All Personnel Within 30 Days of Award / Hire

Annual

Threat Awareness & Reporting Program (TARP) (ATIS) (Deliverable 24)

All Personnel Within 30 days of award / hire

Annual

Privacy & Civil Liberties Training

(ATIS)

(Deliverable 25)

All Personnel Within 30 days of award / hire

Annual

Combating Trafficking in Persons

(CTIP) (JKO)

All Personnel Within 30 days of award / hire

Annual

(Deliverable 26)

DoD Controlled Unclassified Information (CUI) (CDSE) DS-IF101 (Deliverable 27)

All Personnel Within 30 days of award / hire

Annual

Training Course Title Target Audience Completion

Suspense Cycle / Refresher

Army Records Management Training

(ATIS)

(Deliverable 28)

All Personnel Within 30 days of award / hire

Annual

Army Records Management Officials (RMO)Training (ATIS) (Deliverable 29)

Records Manager/Records Coordinators Action Officers

Within 30 days of award/ hire

Annual

IMCOM Virtual Records Management Officials Training (Deliverable 30)

Records Manager/ Records Coordinators

Within 60 days of award / hire

Annual

DoD Official Mail Manager & Clerk

(AMPS)

(Deliverable 31)

All Postal Personnel

Within 30 days of appointment

Annual

IMCOM Virtual FOIA / DOJ Exemption Training (Deliverable 32)

FOIA Admin First available session / 60 days

Semi-Annual /

IMCOM Service Culture Operational Excellence (OPEX) (Deliverable 33)

All Personnel Within 150 days or when scheduled by

COR

Initial

Sexual Harassment/Assault Response, and Prevention (SHARP) Program (In-Person) (Deliverable 34)

All Personnel Within 90 days of award/hire

Annual

Additional Assigned Training Mandated by DoD/HQDA through Tasking System (Deliverable 35)

As outlined in Guidance

Per Guidance/ Tasker

On-Demand

PART 2: DEFINITIONS AND ACRONYM

2. Definitions and Acronym

2.1. Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Acceptable Level of Performance (ALP): The allowable variance from a defined performance standard before the service is deemed non-conforming.

Accountable Mail: Official mail requiring postal registration, certification, insurance, or specific chain-of-custody signatures.

Army Records Information Management System (ARIMS): an obsolete IT system that was used for identifying, arranging, managing and storing, retrieving and applying disposition instructions to Army electronic records. Sunset on 1 October 2024.

Army Records Management Program: Governs the capture, labeling, maintenance and disposition of Army Information.

Ascending / Descending Register: Quantitative metrics on postage meters recording total cumulative postage used (ascending) and remaining balance loaded (descending).

Contractor Deficiency Report (CDR): A formal, written process used to report/ track/ resolve identified contract deficiencies. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory; how performance shall be returned to satisfactory levels and how recurrence of the problem shall be prevented in the future.

Controlled Unclassified Information (CUI): Information requiring safeguarding and dissemination controls pursuant to applicable federal laws, regulations, and government-wide policies.

Government Incidental Property (IP): Government-owned property (desks, computers, sorting bins, postal meters) provided at the place of performance for official contract execution; not subject to FAR Part 45.

Installation Postal Officer (IPO): The Contractor position nominated by contractor management and officially appointed in writing by the Garrison Commander to execute daily mail center operations.

Official Mail: Mail related solely to official U.S. Government business, funded exclusively through appropriated funds.

Official Mail Manager (OMM): The designated Government official (typically the Garrison Director of Human Resources or COR) who retains statutory fiscal and supervisory authority over installation postal programs.

Organizational Records List (ORL): A structured file plan and metadata taxonomy implemented in Army 365 SharePoint Online (SPO) governing the retention and disposition of official records.

Quality Assurance Surveillance Plan (QASP): Government developed surveillance process (SP) document applied to Performance Based Service Contracting (PBSC).

Used for assessing Contractor performance by ensuring that systemic, quality assurance methods validate that the Contractor quality control efforts are timely, effective, and are delivering the results specified in the PWS. The QASP corresponds to the performance objectives & standards (i.e. quality, quantity, timeliness, standard, AQL) specified in the PWS. Provides details on how the Government will survey, observe, test, sample, evaluate and document Contractor performance to determine if the Contractor has met the required standards for each PWS Specific Task Objective. The QASP Surveillance Plan (SP), with very few exceptions, is internal to the Government only.

Records Management: The planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to record information creation, maintenance (use, labeling, storage, retrieval), and disposition in order to achieve adequate and proper documentation of Federal policies, transactions and effective and economical management of DA operations.

Records Retention System–Army: The system governing the identification, retention, and disposition of recurring series or types of Army record information. An Army Directive, usually an AR prescribes policy on the creation, maintenance, and use of record information. The DA Pam provides procedures on how to implement the policy established in the AR. The purpose of the RRS–A is to provide continuing authority to dispose of, transfer, or archive record information.

Record series: A group of records that are generally used and filed as a unit because they relate to a particular subject or function, result from the same activity, document a specific type of transaction, or relate in some other fashion.

2.2. Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field. Army Abbreviations, Brevity Codes and Acronyms can be found at the Army Publishing Directorate’s website at https://www.armypubs.army.mil/abca/SearchABCA.aspx

A365: Army 365 (Microsoft© Enterprise Cloud Environment) ALP / AQL: Acceptable Level of Performance / Acceptable Quality Level AMPS: Automated Military Postal System APD: Army Publishing Directorate AR: Army Regulation ARMP: Army Records Management Program ARIMS: Army Records and Information Management System (obsolete 1 Oct 2024) ASD: Administrative Services Division CAC: Common Access Card CBKS / CBPA: Carlisle Barracks, Pennsylvania CJA: Command Judge Advocate CONUS: Continental United States (excludes Alaska and Hawaii) COOP: Continuity of Operations Plan

DA PAM: Department of the Army Pamphlet DHR: Directorate of Human Resources DRM: Directorate of Resource Management, G-8, RM DISS: Defense Information System for Security DLA: Defense Logistics Agency (Document Services) DMM: Domestic Mail Manual (USPS) DoD/ DoW: Department of Defense / Department of War DPIMS: Defense Privacy Information Management System EPS: Enterprise Payment System (USPS) FACTS: Freedom of Information Act Case Tracking System (Army) FMO: Forms Management Officer FOIA: Freedom of Information Act FY: Fiscal Year (01-Oct-YY through 30-Sep-YY) HQDA: Headquarters, Department of the Army IAW: In accordance with IMCOM: Installation Management Command IPO: Installation Postal Officer (Contractor Position) ISR-SP: Installation Status Report – Service Performance (Service #113) MPO: Military Post Office (Overseas U.S. Post Office supporting Service Members) MSR: Monthly Status Report NARA: National Archives and Records Administration NLT: No Later Than OCONUS: Overseas from the Continental United States (includes Alaska & Hawaii) OMC: Official Mail Center OMM: Official Mail Manager (Government Position) OMDMP: Official Mail and Distribution Management Program PA: Privacy Act of 1974, U.S.C.§ 552a PAPAS: Positive Accountability Postage Administrative System PCLO: Privacy and Civil Liberties Officer PCO: Publications Control Officer PII: Personally Identifiable Information QASP: Quality Assurance Surveillance Plan RC: Records Coordinator RM: Records Manager, Resource Management SAV: Staff Assistance Visit SOP: Standard Operating Procedures SPO: SharePoint Online USACE: United States Army Corps of Engineers USPS: United States Postal Service

PART 3: GOVERNMENT PROPERTY AND SERVICES

3. Government Property and Services

3.1. Facilities, Utilities, and Equipment

Facilities: The Government will provide adequate operational facilities to support contract tasks:

o Official Mail Center and Administrative Services Office: Building 651 (Root Hall), Room T-058 (~420 SF).

o Postal Screening Facility: Building 309 (~250 SF).

Utilities: The Government will furnish electricity, water, heating/cooling, sewage and trash.

Contractor personnel shall remove trash daily to outside dumpster bins and practice strict utility conservation.

Emergency Response: On-post police and structural fire response are provided by the Directorate of Emergency Services (DES). For life-threatening emergencies, personnel shall dial 911 using cell phone or VoIP equipment (do not utilize MS Teams for emergency calling).

3.2. Information Technology and Network Systems

The Government will supply desktop/laptop computers, dual monitors, docking stations, network printers, scanners, and a government leased multi-functional devices (MFDs) connected to the Army A365 Cloud based network to the Army’s Non-Classified Internet Protocol Router Network (NIPRNet), as overseen by the Carlisle Barracks Network Enterprise Command (NEC). Usage of the CBKs NIPRNet implies consent to monitoring all network activity. The NIPRNet and Internet shall be used for official business only.

Software: Standard operating environments include Microsoft© A365 Enterprise, SharePoint Online, Adobe Acrobat Pro, Adobe Experience Manager, and web systems Army and DoD systems (FACTS, AMPS, DPIMS, ATIS, TMS).

System Support: Network infrastructure issues shall be routed through the Army Enterprise Service Desk (AESD). Unresolved technical tickets impacting operations shall be elevated to the COR.

3.3. Specialized Postal and Reproduction Equipment

Postal Metering System: The Government will provide a commercial postal metering machine under an active Government lease, including maintenance and postage resets funded via appropriated funds. The Contractor shall monitor equipment serviceability and coordinate vendor warranty maintenance through the COR.

Official Vehicle (GSA Fleet): The Government will provide one (1) GSA-leased cargo van or light truck for the pickup and dispatch of official mail and administrative distribution across the installation. The vehicle includes an automated fuel card. The Contractor shall perform pre-operation safety checks, adhere to the 30-day motor pool dispatch cycle at the Logistics Readiness Center (LRC), and maintain dispatch logs. Failure to comply with the LRC terms of use may result in negative performance feedback within the terms of the contract and this

PWS.

3.4. Consumable Office and Postal Supplies

The Government will provide standard expendable materials (toner, paper, meter ribbons, labels, envelopes, packaging tape, packing paper). The Contractor shall maintain a 60-to-90-day operational inventory on hand and submit restocking requests via Email to the COR at least thirty (60) days in advance of depletion.

3.5. Joint Inventories and Property Accountability

A joint inventory of all Government Incidental Property (IP) shall be conducted by the Contractor and the Government Hand Receipt Holder within ten (10) calendar days prior to contract start and ten (10) days prior to contract completion (Deliverable 36). Damaged, destroyed, or stolen property resulting from Contractor negligence shall be investigated and reported within three (3) working days (Deliverable 37) and repaired or replaced at Contractor expense.

PART 4: CONTRACTOR FURNISHED ITEMS AND SERVICES

PART 4: CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1. General Responsibilities

The Contractor shall furnish all corporate administrative support, off-site management, recruitment, credentialing, payroll, travel allowances, and compliance oversight required to maintain fully qualified personnel on site.

4.2. Personal Protective Equipment (PPE)

The Contractor shall provide employees with standard PPE appropriate for mail handling and physical stockroom environments, including non-slip safety footwear, heavy-duty utility gloves, and ergonomic lifting belts. Any specialized biohazard or biological screening equipment required under elevated installation Health Protection Conditions (HPCON) will be supplied by the Government.

4.3. Non-Disclosure Agreements (NDAs)

Due to operational contact with sensitive procurement, legal, classified, and Privacy Act records, the Contractor shall ensure each employee signs a standard Government Non- Disclosure Agreement prior to beginning work (Deliverable 38).

PART 5: SPECIFIC TASK OBJECTIVES

5. Specific Tasks

Basic Service Functional Areas: The Contractor shall provide administrative support across the installation, including Official Mail Center (OMC) operations and mail distribution management, Freedom of Information Act (FOIA)/Privacy Act support, Army records and information management, installation forms and publications development, Defense Logistics Agency printing and document services liaison, and general administrative services.

5.1. Functional Area 1: Official Mail Center (OMC) Operations

5.1.1. Installation Postal Officer (IPO) Appointment and Governance

Nomination and Appointment: The Contractor shall nominate a qualified Installation Postal Officer (IPO) meeting AR 25-51, paragraph 1-8. c. standards and to perform delegated OMM duties within ten (10) working days of award. (Deliverable 39). The OMM will sign off on the Appointment Orders, that outlines the delegated IPO duties from AR 25-51.

Policy & SOP Execution: The IPO shall develop, maintain, and publish the Carlisle Barracks Official Mail Center SOP and revise CBKS REG 25-53 within one hundred twenty (120) calendar days of contract start, subject to OMM/COR approval (Deliverable 40).

OMM Coordination: The Government DHR / COR serves as the statutory Official Mail Manager (OMM) and retains final approval for all postal funding decisions, account modifications, and external postal agreements.

5.1.2. Inbound Mail Screening, Sorting, and Distribution

Intake and Biological Screening: The Contractor shall receive official USPS mail, parcels, and express packages daily (Monday through Friday) at Building 309. Personnel shall screen 100% of incoming items for suspicious indicators (powders, excessive postage, leaking substances, abnormal wiring) IAW USPS Poster 84. Suspicious packages shall trigger immediate emergency evacuation and DES Police/Fire dispatch and further emergency actions IAW the Carlisle Barracks Official Mail Center SOP.

Sorting & Customer Windows: Following screening, mail shall be transferred to Building 651, Room T-058, counted, logged, sorted into designated unit bins, and distributed via customer window between 0730–1100 and 1200–1530 daily. All inbound official mail shall be available to authorized unit mail couriers within one (1) business day of receipt.

Third-Party Carrier Receiving: The Contractor shall receive, sign for, log, and process inbound FedEx, UPS, and DHL packages within one (1) business day, utilizing PS Forms 3801/3883 or digital accountability systems.

Mail Piece Counts (Inbound and Outbound): The Contractor shall conduct detailed monthly tracking reports of all incoming and outgoing mail piece counts, by postal conveyance (USPS First Class, Accountable, FedEx, permits etc.) for ISR-SP Service #113-AC-01-03 reporting. (Deliverable 41) Undeliverable / Redirect Mail: The Contractor shall cross-reference directory locators (PERSLOC), annotate change of addresses (DA Form 3955), redirect misdirected mail daily, and return non-forwardable items to the USPS within twenty-four (24) hours of receipt.

5.1.3. Outbound Mail Metering and Cost Optimization

Metering Operations: The Contractor shall receive, verify, and meter all outbound First Class, Priority, and standard official mail received before 1300 hours on normal duty days, dispatching it to the local USPS post office the same day.

Cost Minimization: The Contractor shall enforce prepaid official mail policies IAW AR 25-51, utilizing the lowest-cost postal conveyance that satisfies unit mission requirements (evaluating consolidated bulk mail, pre-sort rates, flat-rate options, and commercial express alternatives).

Ascending / Descending Register Logging: The Contractor shall record daily postal meter register balances on PS Form 3602-A or automated logging spreadsheets to guarantee financial reconciliation (Deliverable 42).

Consolidated Bulk Mail: The Contractor shall execute consolidated mailings to major military hubs at least twice weekly.

5.1.4. Accountable and Classified Mail Administration

Chain of Custody: The Contractor shall maintain an unbroken chain of custody for all registered, certified, insured, and Secret-level classified mail entering or leaving the installation IAW AR 380-5 and DoDM 4525.09.

Standing Delivery Orders (PS Form 3801): The Contractor shall maintain an active register of unit personnel authorized to sign for accountable mail. Active cards shall be audited every twelve (12) months; expired or rescinded cards shall be formally marked, cancelled, and archived in separate files. (Deliverable 43).

Secure Vault Storage: Undelivered or pending accountable mail shall be stored overnight in an approved GSA-rated safe or locked security container inside Building 651.

5.1.5. Postal Accounting, AMPS, and Financial Reporting

AMPS / PAPAS Reporting: The IPO shall submit monthly Positive Accountability Postage Administrative System (PAPAS) transaction reports via the Automated Military Postal System (AMPS) (Deliverable 44) and attach copies to the MSR (Deliverable 45).

Detailed Reimbursable Accounting: The Contractor shall track outgoing postage and shipping expenditures by tenant unit activity billing code, and postal conveyance, providing a monthly expenditure roll-up to the Directorate of Resource Management (DRM/G-8) and COR within five (5) business days after the close of the month (Deliverable 46).

Postage Meter & USPS Enterprise Payment System (EPS) Replenishment: The Contractor shall track meter funds and USPS EPS trust balances, submitting replenishment requisitions through the OMM/COR at least sixty (60) calendar days prior to fund exhaustion.

Semi-Annual DA Form 7224: The Contractor shall prepare and deliver the Semi-Annual Positive Accountability Postage Administration System Report by 1 May and 30 November annually (Deliverable 47).

5.1.6. Unit Courier Certification and Postal Surveys

Mail Orderly / Courier Training: The IPO will conduct quarterly certification training for newly assigned organizational mail clerks and unit couriers covering postal security, accountable mail, and suspicious package handling as outlined in AR 600-8-3, Chapter 2-5 and ISR-SP SVC #113-AC-01-01 (Deliverable 48). The ISO shall maintain a current list of organization certified mail couriers’/admin personnel authorized to drop off and pick-up official mail; and separate roles for couriers/clerks authorized to also pick up accountable mail. Basics of labeling/processing official mail.

Annual Mail Survey: The Contractor shall conduct an installation-wide postal customer satisfaction survey annually during March–April, analyzing results to implement process improvements (Deliverable 49).

USPS Street Addressing/ ZIP + 4: IPO will coordinate changes with the USPS for street addressing & ZIP+4 unit address changes; review continuity of mail distribution annually.

Limited Personal Mail Services: With the approval of the COR, the Contractor shall administer limited personal mail receipt and distribution services for Service Members in military courses lasting less than six (6) months. Due to the OMC’s limitations, incoming permanent party are not authorized temporary personnel mail services.

5.2. Functional Area 2: Freedom of Information Act (FOIA) and Privacy Act (PA) Support

5.2.1. FOIA Intake, Perfecting, and Case Tracking

Intake and FACTS Registration: The Contractor’s designated FOIA Administrator shall receive, intake, and log all formal FOIA and Privacy Act requests into the Freedom of Information Act Case Tracking System (FACTS) within one (1) business day of receipt.

Perfection and Routing: The Administrator shall review requests for legal completeness ("perfected requests"), clarify ambiguous scopes with requesters, identify the Carlisle Barracks or USAWC proponent office holding responsive records, and route taskers to the record custodian within two (2) working days.

Referrals to Outside Proponents: If Carlisle Barracks is not the primary proponent for requested records, the Administrator shall draft a formal referral memorandum to the appropriate DoD or federal agency within five (5) business days of receipt.

5.2.2. Records Processing, Redaction, and Legal Review

Exemption Reviews: The Contractor shall analyze responsive records provided by Directorate custodians, applying statutory knowledge of FOIA exemptions (5 U.S.C. 552) and Privacy Act exemptions (5 U.S.C. 552a). The Contractor shall recommend justifiable redactions (utilizing Adobe Acrobat redaction tools) to protect personal privacy, deliberative process, or security data.

Legal Coordination: The Contractor shall package complete case files—including original requests, responsive records, redaction rationales, search fee calculations, and draft response letters—and submit the package to the Command Judge Advocate (CJA) for legal review and formal opinion.

Release Deadlines: Full-release responses approved by the Government FOIA Officer shall be transmitted to the requester within three (3) working days of approval. Redacted or adverse determinations ("No Records Found") shall be finalized and submitted to the designated Initial Denial Authority (IDA) within five (5) working days, maintaining compliance with the statutory 20-working-day timeline.

Signature Authority: The Contractor shall never sign FOIA determination or denial letters. All official correspondence and fee decisions are reserved exclusively for the Government FOIA Officer and IDA.

5.2.3. Fee Administration and Statutory Reporting

Fee Accounting (DD Form 2086): The Contractor shall calculate search, review, and duplication costs on DD Form 2086, enter billing data into FACTS, and prepare fee assessment letters for Government signature. Approved fee collections shall be hand-carried to DRM for deposit within five (5) working days.

Case Tracking & Reporting: The Contractor shall provide a bi-weekly FOIA case status report to the FOIA Officer and COR reflecting open case milestones, next actions and intermediary suspense(s). (Deliverable 50).

Annual FOIA Report (DD Form 2564): The Contractor shall compile Carlisle Barracks data and draft the Annual FOIA Report (DD Form 2564) and associated contractor labor-cost documentation by 15 October annually (Deliverable 51).

Workforce Training: The Contractor shall conduct semi-annual FOIA compliance briefings for Garrison Records Coordinators and Action Officers, and tenant unit Action Officers to improve the Installation’s understanding of the FOIA process (Deliverable 52).

5.2.4. Privacy Act and Civil Liberties Administration

Privacy Impact Assessments (PIA): The Contractor shall review submitted DD Form 2930 PIAs, provide technical guidance to activity action officers, verify relevant System of Records Notices (SORNs), and submit completed assessments to the Government Privacy Officer for approval.

PII Breach Reporting: Upon receiving notification of a potential or actual Personally Identifiable Information (PII) breach, the Contractor shall notify the Government Privacy & Civil Liberties Officer (PCLO), COR, CJA, USAWC G-6/CIO, and NEC within two (2) hours of discovery. The Contractor shall document incident details and send them to the PCLO within 6 hours to document in the Defense Privacy Information Management System (DPIMS) within (24) hours IAW DoDM 5400.11 Vol 2.

Compliance Tracking: The Contractor shall track USAG completion of mandatory ATIS Privacy & Civil Liberties training for all USAG personnel, report metrics semi-annually per ISR-SP SVC# 113-AC-04-16 (Deliverable 53).

5.3. Functional Area 3: Army Records and Information Management (ARIM)

5.3.1. Cloud-Based Records Architecture (Army 365 SharePoint Online)

In compliance with HQDA ALARACT 063/2025 and AMC OPORD 25-214 (sunsetting ARIMS), the Contractor shall serve as the Garrison Records Manager (RM), implementing and administering the Garrison’s enterprise Official electronic records repository hosted within Army 365 (A365) SharePoint Online (SPO).

Architecture Maintenance: The Contractor shall structure, monitor, and maintain the secure USAG Carlisle Barracks SPO Records repository, establishing standardized metadata columns, document libraries, and access permissions IAW the Army Records Retention Schedule - Army (RRS-A) and National Archives and Records Administration (NARA) mandates.

Organizational Records Lists (ORL): The Contractor shall review, approve, and maintain annual electronic File Plans (ORLs) for every active installation directorate, tenant unit, and division office symbol within thirty (30) days of each fiscal year start (Deliverable 54).

5.3.2. Program Oversight, Staff Assistance Visits, and Triennial Surveys

RMO Network Management: The Contractor shall maintain an active roster of appointed Directorate Records Coordinators (RCs), filing formal appointment orders by office symbol, and delivering quarterly roster updates to the COR (Deliverable 55).

Staff Assistance Visits (SAV): The Contractor shall conduct on-site records SAVs with all Garrison Directorates on a recurring cycle. A formal written assessment report shall be delivered to the COR within ten (10) working days of visit completion and provided to the directorate within fifteen (15) working days (Deliverable 56). Organizational corrective action plans shall be turned into the RM NLT 15-days after receipt of SAV results and tracked to resolution within 120 calendar days. (Deliverable 57)

Triennial Records Surveys: The Contractor shall conduct systematic records surveys across all supported activities to ensure 100% triennial coverage IAW AR 25-400-2 and ISR-SP Service #113-AC-03-13 metrics, delivering findings to the COR within seven (7) calendar days of completion (Deliverable 58).

5.3.3. Training, Searches, and Lifecycle Disposition

Records Coordinator Training: The Contractor shall develop materials and conduct quarterly in-person or virtual training sessions for newly appointed Records Coordinators and Action Officers covering SPO repository workflows, metadata labeling, and retention standards (Deliverable 59).

ATIS Compliance Tracking: The Contractor shall track and record annual ATIS Records Management training compliance for all USAG employees, providing quarterly roll-ups for ISR-SP SVC #113- reporting (Deliverable 60).

Document Searches: The Contractor shall execute comprehensive electronic records searches across garrison archives upon command request within ten (10) working days.

Records Disposition and Destruction: The Contractor shall assist RCs with preparing permanent records packages for accessioning to NARA / Federal Records Centers (FRCs).

The Contractor shall oversee the lawful destruction of eligible temporary records, verifying and tracking signed Certificates of Destruction (DA Form 7914). Only authorized Government officials shall sign final disposition approvals.

5.4. Functional Area 4: Publications, Forms, Print, and General Administration

5.4.1. Publications Control and Forms Management

PCO / FMO Appointment: The Contractor shall nominate an individual to serve as the Installation Publications Control Officer (PCO) and Forms Management Officer (FMO) IAW AR 25-30 and DA PAM 25-40 within ten (10) days of award.

Carlisle Barracks Publications & Forms Updates: The PCO/FMO shall administer the mandatory 18-month review of local forms and publications with proponent activities, and track compliance with review on local control logs IAW ISR-SP SVC# 113-AC-05-17 and AR 25-30, to ensure local forms/regulations are current and relevant. (Deliverable 61).

Publishing Review and Formatting: The Contractor shall review, edit, and format all command administrative publications (regulations, memorandums, circulars, pamphlets) for grammar, clarity, brevity, and policy consistency, publishing finalized products to the command SharePoint portal within thirty (30) business days of receiving completed staffing packages ISR-SP SVC# 113-AC-05-18, AR 25-30, Para. 1-30 (Deliverable 62).

Electronic Forms Development: The Contractor shall design, revise, and digitize official installation forms utilizing Adobe Experience Manager (AEM), Adobe Acrobat Pro. New or revised forms shall incorporate e-signature capabilities, verify Privacy Act data justification statements, and be finalized within thirty (30) business days of intake IAW ISR-SP SVC# 113-AC-05-18, DA PAM 25-40, para 4-2 (a)(7)) (Deliverable 63).

Portal Indexes & Annual Reviews: The Contractor shall maintain live, searchable electronic indexes of all active and archived installation forms and publications on SharePoint.

(Deliverable 64).

5.4.2. Forms Stockroom and Accountable Forms Vault

Stockroom Operations: The Contractor shall operate the installation physical forms stockroom, maintaining a 120-day supply of non-electronic forms, certificates and pubs requisitioned through the Army Publishing Directorate (APD) / AMC Media Distribution Division ordering portal.

Bulk Shipments & Customer Orders: The Contractor shall inspect, verify, and break down bulk shipments within (3) workdays, fulfilling customer supply orders within (3)…