Attachment_0014_-_PWS_14_-_Mail_Services.pdf

Attachment 0014 June 20, 2018

PWS 14 – MAIL SERVICES (INDIRECT)

1. MAILROOM OPERATIONS: In accordance with (IAW) Army Regulation (AR) 25-51, the Contractor shall establish a single Official Mail Distribution Center (OMDC) at LCAAP to receive, process, dispatch, and deliver incoming and outgoing official mail distribution. The Contractor shall operate the installation OMDC and provide sorting and distribution of official United States Postal Service (USPS) mail IAW the immediate PWS and all regulations, policies, and directives referenced herein. The Contractor shall deliver official mail to the Administration Office on the installation that is authorized official mail services. Internal distribution of official mail and distribution within an organization is the responsibility of that organization. Such offices are responsible for properly packing, gathering, and passing mail to the OMDC courier for further processing. A LCAAP Government Staff member will be appointed as the Installation Postal Officer (IPO), per Department of Defense (DoD) 4525.6-M, and will oversee the operations of the OMDC.

1.1. Contractor personnel performing duties within the OMDC shall meet the employee qualifications required in DoD 4525.8M, paragraph C2.4.1, DoD Official Mail Manual. The requirement to have an Interim Secret clearance or be eligible for a Secret clearance based on having a favorable Entrance National Agency Check or National Agency Check on file applies to those handling incoming Accountable Mail (mail requiring a signature of the recipient). All other mailroom personnel must have passed a criminal background check.

1.2. The Contractor shall provide mail delivery and pickup service for the LCAAP Government staff twice a day on each business day at Buildings 1, 2, 3, 5, 6, 8, 12- A, 35, and 65.

1.2.1. Delivery of incoming USPS mail for the LCAAP Government staff shall be by 9:30 a.m. daily with exceptions recognized for severe weather and heightened Force Protection Condition levels.

1.2.2. The OMDC shall process outgoing mail in order to be included in the next daily pickup by the USPS.

1.3. The Contractor shall be available to assist the IPO in conducting OMDC inspections and correcting any deficiencies in the operations of the OMDC.

1.3.1. At a minimum, the IPO will conduct annual inspections as required by DoD Instruction (DoDI) 4525.8 paragraph E4.3.4, DoD Official Mail Management, and AR 25-51 paragraph 1-6.d, Official Mail and Distribution Management. Other inspections from higher headquarters, Army, DoD, and/or the USPS may occur.

The Contractor shall be available to provide assistance in all OMDC inspections.

1.3.2. The Contractor shall remedy all deficiencies that are detected during OMDC inspections. Timelines for correcting deficiencies will be determined at

Attachment 0014 June 20, 2018 the conclusion of the inspections and will be based on the urgency and severity of the deficiency.

1.4. Contractor employees performing OMDC duties shall complete all applicable training in DoDI 4525.08.E4.3.2. Training may be accomplished online at the GSA Mail Management Policy website (https://www.gsa.gov/policy). The Contractor shall provide notification of completion to the IPO.

1.4.1. The Contractor shall have at least one OMDC employee fully trained by the time these duties are to be performed under the immediate PWS (i.e., operational control). The Contractor shall maintain at least one fully trained OMDC employee throughout the performance of this contract.

1.4.2. New Contractor OMDC employees shall complete the applicable training within four months of assignment to the OMDC duties.

1.5. The Contractor shall ensure protective clothing is available to protect against suspected chemical/biological agents in the mail inspection areas. All personnel opening mail shall wear strong non-powdery gloves, shirts/blouses with long sleeves, and protective masks. Masks that carry a National Institute of Occupational Safety and Health rating of N-100 are recommended. The Contactor shall take appropriate security and medical actions in the event a mail handler is suspected of being contaminated.

1.6. The Contractor shall use the Government-furnished x-ray detection device (currently a Rapiscan X-Ray Machine) to detect suspicious packages, explosive devices, and contraband before sorting mail in accordance with Department of the Army Pamphlet 25-52 Section IV. The Contractor shall furnish training to ensure all official mail personnel using x-ray equipment can recognize threat mail.

1.7. The Contractor shall ensure a Standard Operating Procedure is established for the operation of official mail IAW DoD 4525.8M, Chapter 2 and provided to the Government upon request.

1.8. The Contractor shall notify LCAAP Government mail personnel of all new-hires to process DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly. Contractor employees shall carry DD Form 285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly, authorization whenever engaged in official handling of Government mail. During non-working hours, the Contractor shall leave DD Form 285 on-site in a secured location. When an appointee is relieved of official Government mail handling duties, the Contractor shall ensure the appointee returns its DD Form 285 to the LCAAP IPO for retention/destruction in accordance AR 25-400-2.