W91B4N-16-R-5009-0003-Clarifications.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to provide clarification on questions received in response to solicitation amendment 0002. PWS Postal- Revised - 3 June 2016 is the final version of the performance w ork statement for this solicitation. Offerors that already submitted proposals may revise those proposals in light of these questions and answ ers, or may have their original proposals considered as submitted.

Proposals are extended and due 10 Jun 2016 @ 0800 Afghanistan time.

1. CONTRACT ID CODE PAGE OF PAGES

S 1 74

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 03-Jun-2016

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W91B4N-16-R-5009

X 9B. DATED (SEE ITEM 11)

04-May-2016

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

03-Jun-2016

CODE

REGIONAL CONTRACTING CENTER - EAST

BUILDING 13897

BAGRAM AF, AFGHANISTAN

APO AE 09354

W91B4N 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W91B4N-16-R-5009

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

CLARIFICATION TO AMENDMENT 2

1. Reference: Question 20 Escorts to Kabul Cluster

Ambiguity/Clarification: The Government stated that it will not be providing armed security, nor will the Contractor be allowed to provide armed security for the transportation of mail to and from the Kabul Cluster.

Please provide clarification on the Government’s “comprehensive security of the mail and personnel” is evaluated without any protection from potential hostile encounters enroute.

Answer: The Government does not consider movement of mail between Bagram and Kabul inherently dangerous; the mail has moved on this route for five years without incident. Accordingly, the Government will not commit scarce tactical resources to provide overwatch to contractor vehicles. The contractor may – at its own expense -- arrange for security with the Afghan Public Protection Force (APPF) if it desires, but Afghan law prohibits contractors from hiring any other Private Security Companies as subcontractors. The Government reserves the right to suspend ground transportation of mail at any time if conditions warrant;

under such circumstance the mail will be flown from Bagram to Kabul and the contractor will not be responsible for ground transportation.

2. Reference: Question 65 Operator Licenses

Ambiguity/Clarification: The Government revised the PWS paragraph 5.22.4 to include “Operators shall be licensed for operating equipment IAW with the US Standards.” This guidance is ambiguous. A Class A and Class B commercial driver’s licenses can only be issued by a (U.S.) State, and that non-U.S. citizens would need to provide documentation from U.S. Citizenship and Immigration Services, per the Federal Motor Carrier Safety Administration. Please objectively clarify the meaning of “…IAW with the US Standards” and how the Government will evaluate substitute licensing criteria.

Answer: The Government will accept a current operator’s license from any competent jurisdiction, including U.S. states and foreign governments.

3. Reference: Question 71 MHE & PWS 5.22.7

Ambiguity/Clarification: Extensive research has concluded that not only are these vehicles (2011 model or newer) unavailable in the AOR, but also that the current equipment being used to perform the functions listed in 5.22 are not 2011 or newer. If 2011 or newer vehicles are required, they would need to be purchased out of country and brought in, significantly increasing the cost to the Government. Contractors are responsible for maintaining the vehicles and ensuring all other stated operational specifications are met. The Government’s intent is not clear.

Please clarify the requirement for vehicles in in objective terms such as an operational readiness rate or mission statement.

Answer: Vehicles and Material Handling Equipment need only be 2001 or later; however, offerors are reminded of the contractual requirement that non-functional equipment be repaired or replaced within 72 hours.

4. Reference: Page 142; Technical Exhibit 1, Performance Requirements Summary, Objective 1

Ambiguity/Clarification: The performance objective states “The contractor shall handle and distribute a large volume of mail consistent with the quantities listed in Appendix A.” The standard for this objective lists PWS paragraph 5.18, however 5.18 deals with Government Life Support Services. Please clarify if this is a typo and provide the intended PWS paragraph reference.

Answer: The proper PWS citation is ¶5.3.1.

5. Reference: Page 142; Technical Exhibit 1, Performance Requirements Summary, Objective 1

Ambiguity/Clarification: The performance threshold for this objective states “No more than 5 claims of lost mail per month.” Once mail is processed and turned over to the shipper, the contractor has no control over whether the mail was lost or where it could have been lost. Please clarify how the performance threshold demonstrates the contractor is capable of handling large volumes of mail. Please explain how the performance objective is evaluated.

Answer: Mail will be tracked using automated technology; losses will be attributed to the next step after the last known location of the mail. The Performance Requirements Summary objective will apply only to lost mail attributable to the contractor using this evaluation rubric.

6. Reference: Page 142: Technical Exhibit 1, Performance Requirements Summary, Objective 2

Ambiguity/Clarification: The method of surveillance for this objective is “Periodic surveillance and random sampling.” Please provide clarification on the sample size and the Acceptable Quality Limits (AQL) if random sampling will be used.

Answer: Random sampling of mail will not be used. The Government will engage in periodic surveillance of mail operations -- and will provide heightened oversight during surge periods – in order to ensure that mail is processed for movement within 24 hours. The performance objective of no more than three failures to move mail within 24 hours per month remains, but will be verified through surveillance, not sampling.

7. Reference: Page 142: Technical Exhibit 1, Performance Requirements Summary, Objective 3

Ambiguity/Clarification: The method of surveillance for this objective is “100% inspection”. Please further clarify how this surveillance method will be evaluated

Answer: Each shipment of mail – 100% -- will be inspected upon departure from Bagram and at arrival at Kabul to ensure performance objectives (vehicle availability, base access and registration, tin-band seal intact, and manifest at destination) are met.

8. Reference: Page 43-44; Instructions to Offerors, B. Organization Volume I, and Volume II

Ambiguity/Clarification: Volume I – General Requirements, (a) requires offerors to submit a completed SF1449 and acknowledge all amendments. Volume II – Pricing Proposal, (a)(1) and (4) states that offerors are required to submit a completed SF1449 and acknowledge all amendments (SF30), placing them immediately behind the SF1449. Please confirm that offerors are to submit the SF1449 and SF30(s) in both Volumes I and II.

Answer: Offerors must submit a completed SF1449 in Volumes I & II, and must also include SF 30 in each modified volume as well.

9. Reference: Page 102; PWS paragraph 5.17.2 Leave Travel Ambiguity/Clarification: Please confirm this paragraph should be numbered 1.6.14 (with all subsequent paragraphs adjusted accordingly).

Answer: Yes, Leave Travel is now numbered ¶1.6.14 and subsequent paragraphs have been appropriately renumbered.

10. Reference: Page 128; PWS paragraph 5.23 Kabul Cluster Mail Security Ambiguity/Clarification: Please clarify if the Government will provide security for the convoy or is this a Contractor function. If it is a contractor function, please confirm that it is not a requirement for this contract.

Answer: Please see response to Question no. 1. The Government will not provide security for ground transportation, and the Contractor may only obtain security – at its own expense – from the Afghan Public Protection Force. Security is not a requirement for this contract.

11. Ambiguity/Clarification: Please confirm who is currently providing security for the mail convoy, or if there is no security provided.

Answer: Mail convoys are not currently provided a security escort. Because the current contract includes the requirement that registered mail be transported by ground – a provision that has been removed from the proposed contract – an American citizen with appropriate security clearance accompanies the mail during ground transport. That escort was allowed to voluntarily self-arm (arming was not a contractual requirement) for self-protection only. Because registered mail will not be distributed by ground transportation, the proposed contract will not require personnel with security clearance to accompany the ground convoy, and as noted in response to Questions 1 & 10, armed security for ground transportation of mail is not a contractual requirement.

12. Reference: Page 128; PWS paragraph 5.23 and page 101; PWS paragraph 1.6.11 Key Personnel

Ambiguity/Clarification: Currently the Government is not requiring a key position for CLIN X008 to serve as the Movement Coordinator for the Kabul Cluster ground transportation. We recommend the Government add a key personnel position to supervise and coordinate mail movement as this requirement calls for not only additional management, but also possible access to SIPR to coordinate movement schedules with the military. This requires the Movement Coordinator to be a US Citizen with a secret clearance.

Answer: The Government does not require a dedicated Movement Coordinator for ground transportation. The contractor may communicate with its ground transport personnel as it deems necessary, and the (appropriately cleared) Operations Manager and Site Supervisor may access secure Government networks as circumstances dictate.

13. Reference: DBA Insurance

Ambiguity/Clarification: Please confirm if, aside from DBA, there is any additional insurance needed, such as professional liability insurance.

Answer: DBA is the only insurance required by contract. Offerors may obtain whatever other insurance they deem prudent, but the Government will not reimburse insurance costs other than DBA.

14. Reference: Quality Control

Ambiguity/Clarification: Please confirm that registered mail is included as part of the quality control inspection, and as such at least one Quality Control manager must be a US Citizen with a Secret clearance.

Answer: The Government does not require a Quality Control Manager. The PWS requires that the contractor develop and implement a Quality Control Plan, and the plan must address all aspects of contractor quality management, but activities associated with the plan that involve clearances may be performed by any properly cleared contractor employee, including the Operations Manager and/or Site Supervisor.

15. Reference: Page 3; SF 1449 continuation sheets, base year period of performance

Ambiguity/Clarification: The base period quantity for CLINS 0001-0005 is listed as 9 months. However, the period of performance from 10 September 2016 through 26 June 2017 is actually more than 9 months.

Please clarify how the successful offeror will be able to bill for the time between 10 June 2017 and 26 June 2017, as this time is after the 9-month mark.

Answer: The period of performance of the base period has been adjusted and will end on 9 June 2017 so that contracted monthly performance may be properly priced. Optional performance periods are adjusted accordingly.

16. The RFP Is Ambiguous In Non-Holiday Surge Period Time Frame Duration Ranges.

A solicitation requirement is ambiguous if it is susceptible to two or more reasonable interpretations. Engineered Fabrics Corporation, B-284154, 2000 U.S. Comp. Gen. LEXIS 38. There is a significant ambiguity in the RFP.

An ambiguity is a portion of an RFP that has two possible, reasonable interpretations.

The government's response to Question 5, Amendment 0002, is vague in informational content in that there is no information conveyed regarding non-holiday surge period time frame duration ranges. The government states in its answer to Question 16 that 45-day notice will be given to the contractor whereupon additional information will be provided concerning an upcoming surge period, but this response is of no use to a contractor attempting to calculate total pricing based on all potential personnel manning requirements and the number of required personnel numbers to handle such contingencies.

Answer: The Government will provide 45-day advance notice of surge periods. Several relatively large-scale relief-in-place/transfer-of-authority (RIP/TOA) events are likely to occur during the base and optional contract performance periods, whereby a replacement force of as many as 300 personnel will arrive to replace a similar number of soldiers who will redeploy. Large-scale RIP/TOAs will cause a surge in mail of up to forty days, as the departing unit’s members mail a number of packages back to CONUS, and the incoming unit will fall in on mail sent from CONUS prior to its departure. Offerors may extrapolate from historical average mail volume of approximately two pounds per person per day to forecast mail volumes during non-holiday surge periods. Many other smaller RIP/TOAs may occur at any time during contract performance, but will not generally rise to the level of a forecast “surge” requiring change to contractor staffing levels.

17. The RFP Is Ambiguous In The Timely Execution Of An Equitable Adjustment.

The government's response to Question 8, Amendment 0002, indicates that cases where mail volume exceeds stated volume ranges will be handled through a "possible equitable adjustment in price and/or schedule." This response is vague and contains no specificity or guarantees regarding the timely execution of an equitable adjustment or how reimbursement will be calculated.

Answer: The Government does not guarantee that it will consider requests for equitable adjustment based on mail volumes outside of historical norms or forecast during this contract period; instead, the Government merely acknowledges that a significantly increased volume of mail above the forecast might constitute a constructive change to the contract, pursuant to which the contractor would be entitled to seek an equitable adjustment in contract price. The contractor would be required to show that handling and processing mail at higher volumes than forecast required it to incur additional costs; if such costs are attributable to mail volumes significantly outside of forecast norms, the Contracting Officer will negotiate an equitable adjustment to contract terms and conditions.

18. The RFP Is Ambiguous Concerning "Scope Determination" Upon The Requirement o f Establishing A

New Military Post Office (MPO).

The government's response to Question 10, Amendment 0002, is vague in informational content in that no specific information or details were provided concerning "scope determination" upon the requirement of establishing a new military post office (MPO.) The contractor must be made aware in advance of contract award of the factors the government would take into account during scope determination as the contractor must ensure the numbers of personnel it must provide and maintain are consistent with the government's funding calculations.

The promise of future negotiations in such cases is insufficient information.

Answer: The information is provided in the solicitation to inform offerors of the potential for additional MPOs during optional performance periods. The notification is provided so that all potential offerors understand that the Government considers such additional locations to be within the scope of this contract. No such facilities will be added unilaterally; instead the Government will negotiate the scope of operations at each potential new facility and enter into a bilateral modification to the contract when the parties agree on price. If the parties cannot agree on the price of a new facility, the Contracting Officer may direct the (in-scope) change, subject to an equitable adjustment of contract terms and conditions, or the disputes clause if no agreement can be reached.

19. The RFP Is Ambiguous Concerning Front Counter Staffing Determinations at MPO Locations

The government states in its response to Question 11, Amendment 0002, that the COR will determine front counter staffing numbers at MPO locations but provides no information or guidance as to what those personnel staffing requirements will entail. It is impossible to calculate pricing based on personnel numbers with this vague information.

Answer: Neither the COR nor the PWS requires a particular level of staffing at customer service counters. PWS ¶5.1.7 indicates that the Government will provide four customer service counters at Bagram and Kandahar, and two such counters at smaller facilities; the same paragraph concludes that “The contractor shall make the determination on how many service counters are open during customer service hours based on the volume of customers requiring postal services.”

20. The RFP Is Ambiguous Concerning Heightened Security Measures

The government's response to Question 18, Amendment 0002, is vague in that it does not indicate what additional heightened security measures the contractor must undertake, and how many additional personnel will be required to meet these directives; it is not possible to calculate pricing based on personnel numbers with this vague information.

Answer: Heightened security measures range on a continuum from “0” – no security – to security level “3” wherein individual body armor and helmet must be worn by all military and civilian personnel at all times, unless in a hardened structure. Security level “1” means that body armor and helmet must be within a ten-minute walk of the individual at all times, and security level “2” means that body armor and helmet must be at-hand (but not worn) at all times.

PWS- CLARIFICATIONS

REVISED PERFORMANCE WORK STATEMENT (PWS)

POSTAL OPERATIONS- AFGHANISTAN

3 June 2016

PART 1: GENRAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide Postal Operations – Afghanistan The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Postal Operations-Afghanistan as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Contractor will provide Postal Service at designated locations throughout Afghanistan to ensure Postal Services are provided for all Soldiers and civilians supporting the war effort.

Current Postal services are in place and the need to continue the services are required as long as we have individuals in theatre.

1.3 Objectives: To provide Postal Operations throughout Afghanistan, Area of Operation (AOR) in a timely manner and IAW all Military Postal Regulations and CENTCOM instructions.

1.4 Scope: The Contractor shall operate Military Post Offices (MPOs) and Satellite Military Post Offices (SMPOs) in Afghanistan capable of providing support to United States Armed Forces, authorized Coalition Elements, DoD Civilians, and authorized U.S. citizen contractors on Bagram Airfield (BAF) (one MPO and Warrior Retrograde Facility), Kandahar Airfield (KAF), Hamid Karzai International Airport (HKIA), Resolute Support Headquarters (RSHQ), New Kabul Cluster (NKC), and any other area where postal operations are required within Afghanistan. The Contractor is responsible for providing all labor, resources, vehicles, and other items necessary to support, manage and operate the safe movement of United States Postal Service (USPS) and Military Postal Service (MPS) items between BAF and the Kabul Cluster (RSHQ, HKIA, and NKC). Operations shall be IAW USPS bulletins, manuals, and publications; DoD Postal Manual 4525.6-M, dated 15 August 2002;

USCENTCOM policies and regulations; Postal Operations Division (POD) Standard Operating Procedures (SOPs), and Army regulations

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) six (6)-month option periods

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. This is due to the Contracting Officer within 30 days after award. Any changes to the quality control plan will be submitted within 14 days of the change and a copy provided to COR and the Contracting Officer. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is required to perform all postal services on holidays. New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, during hours 0700 - 2000 Monday thru Sunday except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. These hours are a range and depending on location and mail volume may be adjusted based on mission needs and any adjustments will be approved by the Contracting Officer. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Based on mission requirements the Contractor may be required to provide service 24/7 during upsurge timeframes (such as Holidays). During surge periods, when the contractor is required or authorized to operate 24/7, the 12-hour shift limitation may be waived with the prior approval of the Contracting Officer.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at various Operating Bases in Afghanistan to include (Bagram, Kandahar and Kabul Cluster).

1.6.6 Type of Contract: The government will award a Firm Fixed Price Contract

1.6.7 Security Requirements: Contractor Key personnel performing work under this contract must have a secret clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Government will ensure security practices are in place IAW DoD 4525.6-M, C10.5, which states the Postal Facilities shall be locked at all times during non-duty hours or when not in use. The Government will ensure security measures for point of entry and exit are in place, 24 hours a day; seven days a week. The COPE will be appointed as the key custodian of the post office keys and will establish a key control program. The COPE will issue keys to the contractor as needed to complete the contractual duties. (DoD 4525.6- M). Contractor is not authorized to make any copies of keys assigned by the COPE.

1.6.8 Special Qualifications: Not Applicable

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key by the government:

KEY PERSONNEL: LOCATION:

Operation Manager (1) * Bagram

Site Supervisors (5) * Bagram, Kandahar, HKIA, RS HQ and New Kabul Compound

Primary and Alternate Registered Mail Clerks (6) (Site Supervisors may also be an Alternative Registered Mail Clerk)

Bagram, Kandahar, and HKIA

Resumes for Key Personnel (*) must demonstrate past experience managing postal service operations.

Operations Manager/Site Supervisors must have a minimum of four (4) years postal operations experience and two

(2) years of supervisory experience.

Only Supervisors and Site Supervisors need Resumes BUT all key personnel will have Final Secret

Clearance. All Contractor “Key” employees shall have an active U.S. final secret security clearance. The Government upon receipt of the proposal will request Contractors to provide information to pass to security team for verification of Secret Clearances verified through the Joint Personnel Adjudication System (JPAS). No interim Secret clearance accepted.

The Key Personnel must have a favorable Entrance National Agency Check (ENTNAC) or

National Agency Check (NAC). Names and additional information will be requested after receipt of proposal for the Government to verify.

Postal site supervisors: shall act for the contractor at each location is absent shall be designated in writing to the contracting officer. Site Supervisors must have a current Final Secret security clearance at the time of proposal submittal and must be maintain throughout the life of the contract.

Operations Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The operations manager or alternate shall be available between postal hours 0700 - 2000, Seven (7) days a week including Federal holidays or when the government facility is closed for administrative reasons must be available/reachable by the COR.

Registered Mail Clerks - The contractor shall ensure all postal personnel assigned as Registered Mail clerks are U.S.

citizens and must have a current Secret security (Final) clearance at the time of proposal submittal and must be maintain throughout the life of the contract. The contractor shall provide one primary, and one alternate Registered mail clerk per each location. Registered Mails Clerks must be U.S. citizens.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Contractor will ensure employees have a name tag to be worn during work hours.

1.6.13 Contractor Travel: Official Travel – Contractor duty hours during forward deployment will coincide with those of military personnel which are usually 12 hour work days. Additional instructions include: Official travel will be coordinated with the COR, Travel by military transportation on official business is authorized by DoD REG 4515-13-R. November 1994. The contractor will not be charged for travel within theater. If required to travel contractor employees will show their orders and, with space permitting, they will be allowed a seat.

1.6.14 Leave Travel – Contract employees are authorized travel from United States Military Installations for the purpose of work, vacation, etc. If employee departs installations for vacation purposes, employee will comply with local laws and regulations. The Government will not provide any transportation outside of the Afghanistan

AOR.

1.6.15 Reserved for Other Direct Costs & Data Rights

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work 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 Organizational Conflict of Interests (OCI) as defined in

FAR Subpart 9.5. The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect 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.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2: DEFINITIONS & ACRONYMS

2. 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. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. 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 Key Personnel listed in 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.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. WORK WEEK. Monday through Sunday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AMPS Automated Military Postal System AR Army Regulation CAMALS Consolidated Air Massing and Labeling Scheme CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COPE Custodian of Postal Effects COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FEDSTRIP Federal Standard Requisitioning and Issue Procedure FPCON Force Protection Conditions FPO Fleet Post Office GFE Government Furnished Equipment GSA General Service Administration IAW In Accordance With IDS INTRA/INTER-Theater Delivery Service IPO Phase In/Phase Out JMMT Joint Military Mail Terminal JMPA Joint Military Postal Activity KO Contracting Officer MHE Mail Handling Equipment MPO Military Post Office MPSA Military Postal Service Agency OCONUS Outside Continental United States (includes Alaska and Hawaii) OMDC Official Mail Distribution Center PNA Postal Net Alerts POC Point of Contact PRS Performance Requirements Summary PVI Postage Validation Imprinter PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit USPS United States Postal Service

PART 3: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will be responsible for facility maintenance and postal machinery maintenance for all Government provided facilities and equipment.

3.1.1 The Government will provide fuel for Contractor furnished vehicles and Material Handling Equipment (MHE) used in the performance of this contract.

3.2 Facilities: The Government will provide the appropriate workspace to include computers and office space in accordance with-Attachment C

3.3 Utilities: The Government will provide all utilities required to run and operate the Postal Operations IAW the PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the lights, equipment (when applicable) when not in use.

3.4 Equipment: The Government will provide only the items listed in Attachment C

3.5 Materials: The Government will provide all Postal Regulations, manuals and policies on each work computer for individuals use. (References are too large in volume for printing)

PART4: CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 G eneral: The Contractor shall furnish all personnel, Material Handling Equipment and Vehicles referenced in paragraph 5.15 of this performance work statement.

PART 5 –SPECIFIC TASKS

5.1 GENERAL OVERVIEW OF CONTRACTOR/DoD FUNCTIONAL

RESPONSIBILITIES Contractor Department of Defense Mail Handling Activities Governmental Functions -- Receipt and Dispatch of Mail -- Perform Quality Assurance (QA) -- Sorting and Distribution inspections and contract administration -- Mail Rewrap -- Develop DAYSTAT -- Directory (locator) Services -- Monitor mail on/offload from contracted -- Rerouting carriers -- Accountable Mail (Requires U.S. SECRET Clearance for Registered Mail) -- Creates and signs manifests DD 1372 and

AV-7s verifying weights (which obligates government funds)

-- Dispatch of Mail Postal Finance Activities -- Process sealed packages which require -- Start of Day Preparation re-inspection due to suspicious images found -- Mail Acceptance during X-ray procedures

-- Retail Window Transactions (Postage Sales, -- Inspect unit mail rooms Weighing and rating) -- Perform Mobile Postal Finance

Service missions -- Open Parcel Inspections -- Accompany Registered Mail when the -- Inquiries means of transportation does not have -- End of Day Reports personnel with a SECRET clearance -- Mail Call -- After receipt of PNAs from contractor -- Security of Mail the Government will enter in to AMPS -- Performance Reporting Offenses -- Serve as Custodian of Postal Effects Mail Transportation to Kabul (COPEs) -- Provide closed body vehicles/containers -- Office physical security -- Deliver/pick-up manifested requirements -- Official Mail -- Provide all required maintenance -- Submit Daily Financial Report 1412

5.0.1 Specific Tasks:

5.1 Basic Services. The contractor shall provide performance based services at the following MPOs and SAPOs: BAF (one MPO and Warrior Retrograde Facility), KAF, HKIA, RSHQ, and NKC. Postal Services include Processing and Distribution which includes but is not limited to Parcel Inspection, Accountable Mail, Postal Claims, Postal Supply, Finance Operations; and ground transportation of mail to the Kabul Cluster. If any future needs arise to open another MPO (up to 10 per option period) the Government will negotiate an equitable adjustment to schedule and price (after scope determination) on this contract.

5.1.1 The Contractor shall handle the following categories of mail:

• All prograde, retrograde, redirect and accountable mail IAW DoD 4525.6-M.

• Casualty mail shall be handled IAW DoD 4525.6-M, C3.4.9, MCO 5110.6C and/or POD SOP, Casualty Mail.

• Official mail shall be handled by the Government IAW DoD 4525.8-M and USCENTCOM Regulation

(CCR) 25-63.

• Approved coalition mail shall be handled IAW DoD 4525.6-M, C2.10 and AP1. 3.12.

• Contaminated and suspicious mail shall be reported to the Government.

• The Government will handle contaminated and suspicious mail IAW DoD 4525.6-M, PWS and USPS

Publication 52.

5.1.2 The contractor shall process the movement of all prograde mail received within 24 hours of reception at the Air Stops, MPOs and SAPOs. Reception is defined as when the contractor has access to the pallets.

5.1.3 The contractor shall ensure all customers at the post office are Military Postal Service (MPS) authorized users and approved Coalition partners, by verifying the customers’ common access card (CAC)/identification card (ID) and ensuring the post office has a copy of the coalition partner’s approved memorandum of agreement granting the coalition country MPS privileges and for contractors, a letter of authorization reflecting MPO/FPO privileges. (Reference: DoD 4525.6-M, appendix AP1.2)

5.1.4 The contractor shall ensure customer service hours are clearly posted. Current hours of operation for the Customer Service Area as determined by the government (Post Office) are 0900-1730 Monday through Saturday and 1200 – 1600 on Sundays. Hours may fluctuate based on location and mail volume.

Changes in customer service hours will be coordinated through and approved by the Contracting Officer Representative (COR) and/or the appropriate Assistant Contracting Officer Representative (ACOR) upon COR/ACOR approval of written justification.

5.1.5 Quality Assurance Evaluation (QAE) of the contractor’s performance will be evaluated by designated CORs and ACORs utilizing approved QASP on an unannounced monthly basis.

5.1.6 In the event of future DoD restructuring in Afghanistan resulting in a closure of an MPO, the contractor will be notified of the event as soon as possible, but no later than 30 days prior to MPO closure.

The contractor will also be notified of the opening of an MPO a minimum of 60 days prior.

5.1.7 At BAF and KAF, the government will provide 4 mail customer service counters. At the smaller locations, the government will provide 2 mail customer service counters. The contractor shall make the determination on how many service counters are open during customer service hours based on the volume of customers requiring postal services.

5.2 Supervision

5.2.1 The contractor shall prepare and utilize postal standard operating procedures (SOP’s) in accordance with USPS, DoD, USCENTCOM, and POD directives and procedures and update them as mission requires.

5.2.2 The contractor supervisor shall ensure postal offenses are reported IAW DoD 4525.6-M, paragraph C14.1.3.2, to the postal chain of command within 72 hours of discovery. Technical Exhibit 2

5.2.3 The contractor supervisor shall comply with procedures for posting Postal Net Alerts (PNAs) in AMPS.

The Postal OIC will input all PNA in AMPS, while the contractor will provide information. (Reference: DoD 4525.6-M, C11.2.9.2, and POD SOP, Reporting Postal Net Alerts (PNA) and Postal Offenses). Contractor shall submit resumes for the Site Supervisory Position (Key) employee and required to obtain and maintain a final secret clearance through the period of performance.

5.2.4 The contractor supervisor shall understand the provisions for detaining and seizing mail.

(Reference: DoD 4525.6-M, C10.7.1, 3, 4, 6, 10)

5.2.5 The contractor supervisor shall ensure all required manuals, policies, publications, regulations, and applicable posters (manuals may be hard copy, CDs or electronic copies), are maintained in each section of the postal facility. (Reference: DoD 4525.6-M, C4.1.3)

5.2.6 The contractor’s MPO Location Supervisor shall ensure postal clerks are briefed on mail security before assuming postal duties and reviewed by resigning annually, thereafter using POD Form 1 and PS form 8139, "Your Role in Protecting the U.S. Mail." The original POD Form 1 and PS Form 8139 remains in APO files.

(Reference: DoD 4525.6- M, C5.4.1 and POD SOP, Mail Security Briefing Memorandum)

5.2.7 The contractor supervisor shall ensure each postal employee has in their possession a valid DD Form 285 "Appointment of Military Postal Clerk, Unit Mail Clerk or Mail Orderly," and ensure original copy of the DD Form 285 and DD Form 2257, "Designation/Termination MPC- FPC-COPE-PFO" is maintained in MPO files. (Reference: DoD 4525.6-M, C5.4.1)

5.2.8 The contractor supervisor must inform all personnel of their responsibilities, obligations, and liabilities in handling postal funds and mail and ensure all personnel who handle postal effects and/or accountable mail are designated properly on DD Form 2257 signed by the Human Resource Company Commander or designated Military Postal Officer (at each MPO location)/COR, and designations are terminated properly when an individual is relieved or reassigned. (Reference: DoD 4525.6-M.

5.2.9 The on-site contractor supervisor shall coordinate with the Postal OIC/NCOIC to ensure the postal facility is adequate and employees maintain required internal security measures. (Reference: DoD 4525.6- M, C13.7)

5.2.10 The contractor supervisor shall ensure compliance with all manuals, policies, publications, regulations and conduct thorough unannounced inspections of all mail handling areas. The contractor supervisor shall maintain records of all periodic inspections of the mail handling areas. (Reference: DoD 4525.6-M, C1.1.6.9.9)

5.2.11 The contractor supervisor shall inspect all conexes and containers assigned to the MPO for any old or overlooked mail and unaccounted for equipment. (Reference: DoD 4525.6- M, C5.3.2.6)

5.2.12 The on-site contractor supervisor shall coordinate with the Postal OIC/NCOIC, and COPE to safeguard keys to postal facilities and mail collection boxes. Keys will be issued to the contractor as necessary. (Reference: DoD 4525.6M, C3.1.3.1.4 and C15.10.6)

5.3 Workload/Labor

5.3.1 The contractor shall ensure all employees complete all required postal operations training within 3-5 days upon arrival in theater and submit the training certifications, qualifications, and qualification checklist (i.e., security clearances, background checks, etc.) specified in the PWS to the COR. All employees will be required to read, write and speak English. Employees must be U.S. citizen or other country national (OCN), No Local National shall work on this contract with exception of the Kabul cluster delivery drivers (PWS 5.23). The contractor shall provide the required National Agency Clearance (NAC) documents with its proposal to the Contracting Officer. All Contractor employees must have an active U.S. final secret security clearance verified through the Joint Personnel Adjudication System (JPAS). No interim Secret clearance accepted.

5.3.2 Contractor must…