USNA Postal Services PWS.docx

POSTAL OPERATIONS

PERFORMANCE WORK STATEMENT

for

U.S. NAVAL ACADEMY

1. Introduction USNA will be relocating the current post office due to renovations and is looking to optimize the operations by utilizing a reduced footprint while gaining efficiency, internal parcel tracking and notification to users through an experienced four employee team. The vendor will be required provide (1) Postal manager and (3) mail clerks to perform all postal duties and maintain cleanliness of associated areas.

2. BACKGROUND:

The Naval Academy is operated by the Department of the Navy. The USNA Post Office has been operated by USPS. Their services are restricted to passports, outbound mail, and receipt of Midshipmen inbound mail while using a substantial area to house more than 4,000 P.O. boxes which will be renovated to create living spaces for midshipmen. The USNA mail room is being shifted to Leahy Hall with the intent to modernize inbound parcel processing with smart lockers, and provide an efficient mail service to Midshipmen and staff across the university. The project in is support of a modernization effort to the current postal location and will provide a central point for all inbound mail to all of USNA.

3. SCOPE OF WORK: The contractor shall provide direct labor, supervision and equipment/supplies required to perform the required postal support services in support of the United States Naval Academy (USNA) Areas of Responsibility (AOR). Navy Mail Service Centers as defined in this Performance Based Statement of Work (PBSOW), except as specified herein as Government-furnished property, materials, and services.

3.1 DESCRIPTION OF SERVICES: The Naval Academy intends to hire a postal service with capabilities that exceed and match/beat the cost of services provided by USPS. The scope of this contract requires mail delivery/services to the Naval Academy in Annapolis, Maryland. See full list of items in Paragraph 3.5 Deliverables.

3.2 DELIVERY SCHEDULE AND LOCATION: Mail will be delivered to USNA and loaded in smart locker and/or made available for pick up in the postal office between the hours of 9:00 am and 5:00 pm Monday through Friday and Saturday from 11:00 am to 1:00 pm. We anticipate completion of the post office June 2026.

3.3 DELIVERY AND INSTALLATION: Equipment shall be delivered and installed in concurrence of the Supply Department staff. The mail room will be outfitted with all necessary equipment to facilitate inbound/outbound mailing services and tracking.

3.4 BASE ACCESS: The postal team will require vetting in order to gain access to the Naval Academy. The Naval Academy will act as the vendor’s sponsor and will assist with the vetting process. Each of the postal team members will be vetted through base Security and their vehicles will be subject to inspection. All members of the team will be required to pass a criminal background check in order to be granted permission to enter the Naval Academy. Screening and inspection can take up to 2 hours depending on the level of activity at the inspection entrance. Vendor must anticipate this delay when entering the Naval Academy.

3.5 Deliverables

3.5.1 Contract positions required:

3.5.2 Mail Clerks:

a. The contractor serves as Mail & File Clerk at the assigned USNA mail facility. The functions of the mail facility activities are the receipt, and delivery of U.S. Mail, Inter-Agency Mail, and within the USNA. The mail activities also provide postal and other mail equipment.

b. On a regular basis the contractor shall perform a wide range of Mail & File Clerk mail handling and processing functions within the areas of responsibility of the USNA. Customers serviced are all Navy Midshipmen students assigned to the academy as well as all staff members across the university. Use of contracted DOD/DON services as well as US Postal Service involves the application of diverse and complicated regulations/requirements. Workloads may vary with no prior notice and special handling requests cannot be anticipated.

c. Contractor contacts are with coworkers, supervisors, DOD/DON and USPS postal officials, mail clerks within DOD/DON activities/serviced.

d. Contacts are made to provide or obtain information; to route, deliver, process or package mail; to arrange transportation or shipment.

e. The contractors work regularly involves prolonged standing, walking, and bending; frequent lifting/carrying of up to 70-pound objects; effort in loading/unloading vehicles; normal vision; hand and eye coordination; and manual dexterity. The contractor as required, must be able to pass an annual medical examination provided at government expense, and shall be required to pass sporadic substance abuse analysis. Upon assignment to the position, the contractor must be enrolled and pass a series of postal correspondence course of study provided by the DON. A general description of duties includes processing mail which is essential for the prompt and systematic flow of communications between the originator and the ultimate receiver. Duties involve the performance of clerical work related to the processing of inbound mail. The contractors will work in conjunction with UPSP staff on the safeguarding of registered, certified, express, UPS, FEDEX, classified mail, hand-carried, and ensuring its direct delivery. The United States Postal Service shall operate a kiosk alongside to perform outbound mail services and passport processing. Knowledge of prescribed systems for governing the flow and control of communications and knowledge of the organization and the functions of each site and their corresponding offices and facilities. Communications include all types of documents that are received or dispatched within each respective site and to other Government agencies, private concerns, organizations, and individuals via the U.S. Postal Service. Under the terms of this contract, the contractor will not be permitted to take overflow work off the premises.

f. The contractors work involves a widely varied segment of postal operation duties and responsibilities, which are conducted independently to meet the mission requirements of the DON and other customers of the USNA. Operating on a rotational basis as required among the workstations on an assigned shift. The contractor shall perform a variety of administrative and technical support services concerned with the handling of USPS, Contracted Courier, DON/DOD mail, UPS, FEDEX and Inter-Agency and Messenger Mail and other supplemental postal services.

g. The contractor receives, sorts, collects, handle, processes, delivers, and directs the distribution of all incoming U.S. Mail, DOD and DON Inter-Agency and Messenger Mail within the assigned area of responsibility. The contract will then process which mail, both parcel and packages, are for the Midshipmen. Those mail items are to be delivered via van or truck to satellite smart lockers in Bancroft Hall for the students to receive their mail.

h. The contractor determines the correct organizational segment to which mail is addressed and distributes into principal classifications by Identification Mail Code numbers, USPS stop numbers, ZIP Codes, locations or similar routing instructions. Mail process ranges from mail directory service, clearly identifiable materials to vague addresses/general and specialized subject-matter requiring research and review.