Attachment_0014_-_PWS_14_-_Mail_Services.pdf

Attachment 0014 September 15, 2018

PWS 14 – MAIL SERVICES (INDIRECT)

1. MAILROOM OPERATIONS: IAW AR 25-51, a single Official Mail Distribution Center (OMDC) will be established 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/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.

Official mail properly packaged for distribution will be gathered internally within such offices and passed to the OMDC courier for further processing. A LCAAP Government Staff member will be appointed as the Installation Postal Officer (IPO), per 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 C.2.4.1, 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 (FPCON) levels.

1.2.2. Outgoing mail shall be processed by the OMDC in order to be included in the next daily pickup by the USPS.

1.3. The Contractor shall be available to provide assistance to 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 DoDI 4525.09 paragraph 2.2 (j), and AR 25-51 paragraph 1-6.d, Official Mail and Distribution Management. 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 any/all deficiencies that are detected during OMDC inspections. Timelines for correcting deficiencies will be determined at the conclusion of the inspections and be based on the urgency/importance of the deficiency.

1.4. Contractor employees performing OMDC duties shall be trained in the subjects listed in 1.4.2. These subjects, unless otherwise indicated, can be found in the current edition of the USPS Domestic Mail Manual (DMM), and the current edition of the USPS International Mail Manual (IMM). Both manuals are available at http://about.usps.com/manuals/welcome.htm or from the local post office. Additional training may be accomplished online at the GSA Mail Management Policy website (https://www.gsa.gov/policy-regulations/policy/mail-management-policy/training-conferences-and-seminars)

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. 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 review the subjects listed below within four months of assignment to the OMDC duties. After review of these subjects, the Contractor shall retain documentation consisting of the subject that was reviewed, name of the employee, and the date the employee reviewed each subject. This documentation will be provided to the USG upon request.

1.4.2.1 Material that cannot be mailed.

1.4.2.2 Classification of mail.

1.4.2.3 International mail requirements.

1.4.2.4 Postage and fees required.

1.4.2.5 Addressing mail.

1.4.2.6 Cost-saving methods.

1.4.2.7 Protection of mail is addressed at the following USPS website:

http://about.usps.com/publications/pub166/pub166fm_007.htm

1.4.2.8 Handling of suspicious mail is addressed at the following USPS website:

https://about.usps.com/publications/pub166/pub166_tech_015.htm

1.5. The Contractor shall ensure protective clothing is available when suspected chemical/biological agents are introduced into the mail inspection areas. All personnel opening suspicious 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- Machine) to detect suspicious packages, explosive devices, and contraband before sorting is conducted in accordance with DA PAM 25-52 http://about.usps.com/manuals/welcome.htm https://about.usps.com/publications/pub166/pub166_tech_015.htm

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 provide an SOP for the operation of official mail center IAW DoD 4525.8M, Chapter 2. (A090)

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 DD Form 285 is returned to the LCAAP Government mail personnel for retention/destruction in accordance AR 25-400-2.