PWS-_Postal_and_ground_Services-Afghanistan.docx

POSTAL OPERATIONS - DIRECT SUPPORT

C.1.0 SCOPE of Work C.2.0 Requirements C.3.0 Supervision C.4.0 Workload/Labor C.5.0 Finance Section C.6.0 Parcel Inspection Section C.7.0 Postal Claims and Inquiries Section C.8.0 Operations Section C.9.0 Accountable Mail C.10.0 Directory Service Section C.11.0 Postal Supply C.12.0 Reports C.13.0 Security C.14.0 Maintenance C.15.0 Air-Stop Mail Distribution and Movement C.16.0 Kabul Cluster Mail Transportation C.17.0 Safety C.18.0 Materials and Equipment C.19.0 Inherently Governmental Tasks C.20 Travel C.21 Government Furnished Life Support Services C.22 Government Furnished Fuel C.23 Government Furnished Equipment C.24 Installation Transportation C.25 Assets/GFE Requirements C.26 Preventive Maintenance Checks and Services C.27 Attachments:

Attachment (A) Historical Afghanistan Mail Volume Nov 13 – Jul 14 Attachment (B) Kabul Cluster Delivery Schedule Attachment (C) GFE Listing Attachment (D) Postal Policy References Attachment (E) Glossary Attachment (F) Applicable Postal Memorandums

PERFORMANCE WORK STATEMENT (PWS)

POSTAL OPERATIONS- AFGHANISTAN FOR OFFICIAL USE ONLY

07 March 2016

FOR OFFICIAL USE ONLY

GENERAL OVERVIEW OF CONTRACTOR/DoD FUNCTIONAL RESPONSIBILITIES

POSTAL OPERATIONS- AFGHANISTAN FOR OFFICIAL USE ONLY

C.1.0 SCOPE of Work

The Contractor shall operate Army Post Offices (APOs), Satellite Army Post Offices (SAPOs), Military Address Only (MAOs) in Afghanistan capable of providing support to United States Armed Forces and authorized customers on Bagram Airfield (BAF) (one APO 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.

C.2.0 Requirements

C.2.1 The contractor shall provide performance based services at the following APOs, SAPOs, and MAOs. This list is subject to change depending on the need for postal operations in other areas within Afghanistan: BAF (one APO and Warrior Retrograde Facility), KAF, HKIA, RSHQ, and NKC. The services include the following: Processing and Distribution (Operations Section) including Parcel Inspection, Accountable Mail, Postal Claims, Postal Supply, Finance Operations, and transportation of mail to the Kabul Cluster. The Government has also established the option for the contractor to also be prepared to provide support at “Any Other Location” within the AOR. The Government reserves the right to exercise up to 10 new locations per option period.

C.2.2 The Contractor shall handle the following categories of mail:

15.11.2, C2.7.5.9, C10.7.4.2 and USPS Publication 52.

C.2.3 The contractor shall process the movement of all prograde mail received within 24 hours of reception at the Air Stops, APOs, SAPOs and FPOs. Reception is defined as when the contractor has access to the pallets.

C.2.4 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 APO/FPO privileges. (Reference: DoD 4525.6-M, appendix AP1.2) C.2.5 The contractor shall ensure customer service hours are clearly posted. Current hours of operation for the Customer Service Area (Post Office) are 0900-1730 Monday through Saturday and 1200 – 1600 on Sundays. Changes in 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.

C.2.6 Quality Assurance Evaluation (QAE) of the contractor’s performance shall be evaluated by designated CORs, ACORs, and/or Technical Monitors (TM) utilizing approved QASP on an unannounced monthly basis.

C.2.7 In the event of future DoD restructuring in Afghanistan resulting in a closure of an APO, the contractor shall be notified of the event as soon as possible, but no later than 30 days prior to APO closure. The contractor will also be notified of the opening of an APO a minimum of 60 days prior. The contractor will shift their personnel accordingly from a closing APO to a new opening APO as timely as feasible.

C.2.8 Contractor shall plan for up to 4 customer mail service counters (inspectors/finance clerks) at BAF and KAF each. Contractor will determine the need for up to 4 based on the volume of customers. At smaller locations, the number of customer service counters will be based on the availability of space, usually up to 2 customer service counters. In accordance with the availability of Government provided space and equipment. Contractor is not responsible for providing the space and equipment at each location

C.3.0 Supervision

C.3.1 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.

C.3.2 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.

C.3.3 The contractor supervisor shall be educated on the 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).

C.3.4 The contractor supervisor shall understand the provisions for detaining and seizing mail. (Reference: DoD 4525.6-M, C10.7.1,3,4,6,10)

C.3.5 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)

C.3.6 The contractor’s APO 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 MPO files. (Reference: DoD 4525.6-M, C5.4.1 and POD SOP, Mail Security Briefing Memorandum)

C.3.7 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 APO files. (Reference: DoD 4525.6-M, C5.4.1)

C.3.8 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 APO location)/COR, and designations are terminated properly when an individual is relieved or reassigned. (Reference: DoD 4525.6-M, C5.4.1, C5.6.1)

C.3.9 The on-site contractor supervisor and Postal OIC/NCOIC shall ensure postal facility is adequate and employees maintain required internal security measures. (Reference: DoD 4525.6-M, C13.7)

C.3.10 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)

C.3.11 The contractor supervisor shall inspect all connexes and containers assigned to the APO for any old or overlooked mail and unaccounted for equipment. (Reference: DoD 4525.6- M, C5.3.2.6)

C.3.12 The on-site contractor supervisor and Postal OIC/NCOIC shall safeguard keys to postal facilities and mail collection boxes. The COPE shall safe-guard keys to the 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)

C.4.0 Workload/Labor

C.4.1 The contractor shall ensure all employees complete the required training within 3-5 days upon arrival in theater and submits the training certifications, qualifications, and qualification checklist (i.e., security clearances, background checks, etc.) specified in the PWS to the COR. The contractor shall provide the required NAC documents to the Contracting Officer. The Government will conduct the NAC investigation.

C.4.2 The contractor must possess the ability to process mail at a volume of 0 -1,554,033 pounds at BAF and 0 – 649,999 pounds at KAF per month, and be prepared for peak periods due to holiday mail (1 November – 31 January) and lasting up to thirty days or more for all classes and types of mail. The contractor shall ensure preparedness to adjust capability as troop presence fluctuates at no additional cost to the Government within the base range mail volume pricing. The contractor shall provide the local distribution and transportation of mail to and from the Air Stop operation with the capability of delivering an average of 2.0 lbs. of mail per person daily in the Afghanistan Theater through the Period of Performance. The Government will provide a 45 day notice for anticipated increases in mail volume to allow the contractor to bring in additional personnel. For additional guidance the Historical Afghanistan Mail Volume for Feb 15 – Jan 16 is attached to this PWS.

C.4.3 The contractor shall ensure that employees are trained to handle balloting materials in accordance with USPS, DoD, POD, and USCENTCOM regulations, policies, and procedures.

C.4.4 The contractor will operate 365 days a year, and have adequate personnel available for operations 24 hours a day, if required.

C.4.5 The contractor must perform a background and certification check on all employees. Any contracted employee shall be a U.S. citizen. Contractor will be held liable for any financial and equipment losses or damages and will make immediate restitution. (Reference: DoD 4525.6-M, C5.3)

C.4.6 The contractor shall provide specific training for Unit Mail Clerks (UMC) IAW MCO 5110.6C for Marine Corps/Navy and AR 600-8-3 for Army/Air Force/civilians. DD form 285 cards will be kept to a minimum necessary for mail pick up. UMC DD Form 285 cards will be checked daily by the contractor prior to allowing pickup of the unit’s mail.

C.4.7 The contractor shall support the volume of mail as established in C.4.2 as the base range for BAF and KAF individually in their firm fixed pricing. Any increases of mail volume at individual APOs that do not go above the total base range mail volume for BAF and KAF will need to be covered by the contractor via movement of existing contractor personnel. Travel for movement of personnel in theater to cover individual APO surges will be provided by the Government.

C.4.8 Contractor shall accommodate changes in workloads caused by temporary events, such as redeployments or holiday, with 45-days notice. As an example 01 Nov to 31 Jan is one of the main annual Holiday mail surges.

C.4.9 Contractor shall provide written plans for one-time events that include but are not limited to personnel work stoppage, strikes, labor disputes, national disasters, terrorist acts, chemical and biological contamination situations, declared and undeclared states of emergency, and military contingency operations.

C.4.10 Contractor shall implement plans to monitor employees to prevent theft and tampering of mail and present to the COR for approval.

C.4.11 DBA Insurance is required.

C.5.0 Finance Section

C.5.1 The contractor shall ensure a Finance SOP is on hand and utilized, to include operating manually if Meter/Scales are not operational and Click-N-Ship service is not available at the post office.

C.5.2 The contractor shall ensure postal posters are in plain view for postal patrons and all required postal forms are readily available. (Reference: DoD 4525.6-M, C10.3.3)

C.5.3 The contractor shall ensure finance clerks enforce standards for packaging and labeling of mail; clerks ensure articles presented for mailing have a legible return and mailing address on the front of the mailing article only; First Class, Priority and Standard Post service, and its sub-classes, is endorsed on mail prior to the application and sale of postage. (Reference: DoD 4525.6-M, C10.4.2.2, C10.4.2.3, C10.4.2.7 and Domestic Mail Manual (DMM) module A)

C.5.4 The contractor shall ensure finance clerks are familiar with which services are available for each class of mail; clerks are properly computing fees for special services and adding them to the postage for the article mailed. (Reference: DMM)

C.5.5 The contractor shall ensure proper rates of postage are being assessed according to class, weight, and zone. (Reference: DoD 4525.6-M, C10.4.1.1 to C10.4.1.3)

C.5.6 The contractor shall ensure mail accepted as MPS/IDS meet the size/weight restrictions and policy requirements. (Reference: DoD 4525.6-M, C3.2.11. and CCR 25-63)

C.5.7 The contractor shall ensure correct fees are charged for Balloon Rate, Oversized, and/or non-machinable parcels are applied when appropriate. (Reference: USPS Notice 123, DMM and International Mail Manual (IMM))

C.5.8 The contractor shall ensure finance clerks are familiar with the classes and content of mail eligible for Insured service. Finance clerks shall be aware that items exceeding $5,000 in value are recommended to be Registered. (Reference: DoD 4525.6-M, C10.4.5.1 and C10.4.5.2)

C.5.9 The contractor shall ensure personal property is not stored in Cash Boxes/containers and they are secured or under constant guard by the finance clerk. (Reference: DoD 4525.6-M, C6.5.2)

C.5.10 The contractor shall ensure finance clerks only cancel postage stamps in view of the postal patron. The contractor shall ensure the postal clerk will affix postage/stamps on articles to be mailed in the presence of the customer. (Reference: DoD 4525.6-M, C6.6.4)

C.5.11 The contractor shall ensure finance clerks affix postage meter tapes at the time of acceptance in view of the postal patron. (Reference: DoD 4525.6-M, C7.1.5.2)

C.5.12 The contractor shall ensure parcels with an address label have the postage stamps or meter tapes affixed so that the postage stamps or tapes overlap the upper right corner of the address label. (Reference: DoD 4525.6-M, C6.6.4)

C.5.13 The contractor shall ensure finance clerks complete PS Form 3806, Receipt for Registered Mail, when accepting Registered Mail from the customer and maintain duplicates in numerical sequence. (Reference: DoD 4525.6-M, C9.3.5.2)

C.5.14 The contractor shall ensure a PS Form 3854, Manifold Registry Dispatch Book, is used to make transfers to the registry section when the acceptance window is a separate operation. (Anyone handling Registered mail must have a favorable National Agency Check (NAC) and shall have and maintain a SECRET clearance (Interim or Final). (Reference: DoD 4525.6-M, C9.2.7)

C.5.15 The contractor shall ensure finance clerks maintain a duplicate of the PS Form 3369 and PS Form 17 for their fixed credit extended from the COPE. (Reference: DoD 4525.6-M, C6.3.5.1)

C.5.16 The contractor shall ensure finance clerks are printing PS Form 1412-A at the end of shift and funds are turned into the COPE or e-mailing them to the COPE if the clerks are not co- located with the COPE. (Reference: DoD 4525.6-M, C7.3.4.5) C.5.17 The contractor shall ensure finance clerks are entering any AIC 509s for spoiled Postage Meter Tapes. The contractor shall give all PS Form 3533 with the spoiled Postage Meter Tapes the COPE at the close of each business day (Reference: DoD 4525.6-M, C7.3.4.4).

C.5.18 The contractor will ensure that all personnel receive training and know how to operate the Pitney Bowes Postage Meter and Click-N-Ship kiosk in order to provide finance services IAW DoD 4525.6M.

C.6.0 Parcel Inspection Section

C.6.1 The contractor shall utilize the USCENTCOM Regulation 25-63, Contingency Postal Operations, Appendix D; USPS Publication 52: USPS IMM, and USPS Bi-Monthly Postal Bulletin when conducting open parcel inspection to determine the mailability of articles. (Reference: CCR 25-63 and POD SOP, Parcel Inspection Requirements CCR 25-63)

C.6.2 The contractor shall ensure open parcel inspectors verify common access card (CAC) Uniformed Service Members, DoD Civilian Employees, authorized Coalition/Foreign Military Members, and authorized U.S. Civilian Contractors (who are required to provide their LOA and secondary U.S. Government Issued identification) prior to the inspection process.

C.6.3 The contractor will utilize metal detector wands during inspection when practical; i.e. to aid in inspecting clothing, carpets or rugs, blankets, authorized military gear, and other fabrics where live or expended rounds could be intentionally hidden or accidently trapped. When the metal detector alarm sounds the inspector should further inspect the item to identify the cause of the alarm and determine if the metal item is a non-mailable (Reference: POD SOP, Parcel Inspection Requirements and Authorized MPO Users) C.6.4 The contractor shall ensure parcel inspectors thoroughly inspect each parcel and verify contents against items listed on customs form. (Reference: POD SOP, Parcel Inspection Requirements)

C.6.5 The contractor shall ensure parcel inspectors remove prohibited articles, notify the mailer why the article is not authorized for mailing, and return the article to the patron; as long as the article was not concealed with the intent of mailing. (Reference: POD SOP, Parcel Inspection Requirements)

C.6.6 The contractor shall ensure parcel inspectors follow procedures for non-mailable articles when discovered. (Reference: POD SOP, Parcel Inspection Requirements)

C.6.7 The contractor shall ensure parcel inspectors seal the parcel in view of the postal patron. (Reference: POD SOP, Parcel Inspection Requirements)

C.6.8 The contractor shall ensure parcel inspectors sign customs form legibly to identify inspector. (Reference: POD SOP, Parcel Inspection Requirements)

C.6.9 The contractor shall ensure copies of customs forms are kept for 60 days.

C.7.0 Postal Claims and Inquiries Section C.7.1 The contractor shall ensure the claim and inquiry SOP is on hand and utilized. C.7.2 The contractor shall ensure claims are initiated according to correct procedures.

(Reference: DMM S00-S020, IMM 194)

C.7.3 The contractor shall ensure claims for loss of unnumbered insured items are filed only by the mailer. (Reference: DMM S010)

C.7.4 The contractor shall check total loss claims against delivery records before initiating a claim to determine proper disposition. (Reference: DoD 4525.6-M, C10.5.6.3)

C.7.5 The contractor shall ensure claims clerk is familiar with what constitutes evidence of insurance, value and proof of loss; and procedures for submitting duplicate claims. (Reference: DMM S010)

C.7.6 The contractor claims clerk shall ensure that packaging and items are presented for damage or loss of contents. Damaged items with little or no salvage value are retained by the customer. (Reference: DoD 4525.6-M, DMM S010 and PS Form 1000)

C.7.7 The contractor shall ensure copy 2 of PS Form 1000 (Domestic Claim or Registered Mail Inquiry) is maintained at the APO if a customer chooses to fill out the form at the APO. (Reference: DMM S00-S010)

C.7.8 The contractor shall ensure the PS Form 673, (Report of Rifled Parcel), is prepared immediately upon discovery of each rifled parcel and a postal offense report is submitted to the on-site Postal OIC/NCOIC/Operation Chief.

C.7.9 The contractor shall ensure that upon discovery of wrappers without contents, the claims clerk processes according to instructions on PS Form 3760, Parcel Search Request. (Reference: DoD 4525.6-M, C10.5.4.4)

C.7.10 Final approval of ALL mail claims is USPS, unless DoD is deemed liable to pay the claim. Contractor shall only assist customer in filling out claim fund forms. Contractor should direct mail claim handlers to www.usps.com.

C.8.0 Operations Section C.8.1 The contractor shall ensure the postal operations SOP is on hand and being utilized. C.8.2 The contractor shall ensure mail call hours are clearly posted. (Reference: DoD 4525.6- M, C10.3.3.10)

C.8.3 The contractor shall ensure that mail collection boxes are located conveniently for authorized customers to deposit outgoing mail. (Reference: DoD 4525.6-M, C3.2.10.1)

C.8.4 The contractor shall ensure lobby and collection boxes have notices that display the last collection and dispatch time and state that mail deposited after the last collection time will not be processed or postmarked until the following business day. (Reference: DoD 4525.6-M, C3.1.3.2.1)

C.8.5 The contractor shall ensure mail collection boxes display the USPS Label 55-A, US Mail Emblem, and list collection times on USPS Label 55, Deposit Mail for Collection. (Reference: DoD 4525.6-M, C3.1.3.1)

C.8.6 The contractor shall ensure mail is collected from collection boxes within 20 minutes of posted collection times. Dispatch schedules shall coincide with collection times to prevent unnecessary mail delays. This is the only ground mission contractor will be required to perform. Contractor will not be required to perform mail ground transportation outside of their designated Forward Operating Base (FOB). (Reference: DoD 4525.6-M, C3.1.3.1)

C.8.7 The contractor shall ensure outgoing letters and flats are legibly postmarked to show the date of receipt. (Reference: DoD 4525.6-M, C3.1.3.2)

C.8.8 The contractor shall ensure letter class mail is prepared and processed on the first available means of transportation to the inter-theater gateways with as high a priority as possible.

C.8.9 The contractor shall ensure that operations section follows rules pertaining to preparation of pouches, sacks, and trays and that the mail is properly prepared for dispatch. (Reference: DoD 4525.6-M, C3.1.4.3 and CAMALS Attachments, 3, 4, and 5)

C.8.10 The contractor shall ensure correct slide labels are used for all pouches, sacks, and trays. Slide labels shall include the APO zip code of the postal activity making the dispatch and shall be stamped with the date of dispatch. (Reference: DoD 4525.6-M, C3.1.4 and CAMALS Attachment 3, 4, and 5)

C.8.11 The contractor shall ensure all pouches are properly tagged with the correct flight tag and mail class tag when appropriate. (Reference: DoD 4525.6-M, C3.1.4.3 and CAMALS Attachment 3, 4 and 5)

C.8.12 The contractor shall ensure the APO has the latest copy of the USCENTCOM Consolidate Air Massing And Labeling Scheme (CAMALS) for proper massing and labeling scheme and routing charts for use and posting in the appropriate sections of the post office.

C.8.13 The contractor shall ensure international mail is properly routed for countries with routing of International Exchange Office (IEO). The contractor shall ensure international mail for countries showing routing of JFK is properly dispatched to AMC/JFK Kennedy, NY 00300. (Reference: DoD 4525.6-M, C10.4.11)

C.8.14 The contractor shall ensure case and rack design is IAW the USCENTCOM CAMALS Attachment 1-1; contractor shall add sorts when they have recurring volumes that generate enough for direct pouches.

C.8.15 Both the military postal clerks and the contractor shall ensure the designated person breaks the seal on the truck and verifies the seal number against the seal number on the DD Form 1372 (Mail Manifest) and 1384-2 (Transportation Control and Movement Document). (Reference: DoD 4525.6-M, C11.4.1.1)

C.8.16 The contractor shall ensure mail is protected from loss, theft, tampering, damage and compromise during all phases of processing and transmission. (Reference: DoD 4525.6-M, C11.4.1.1) C.8.17 The contractor shall ensure operations personnel examine pouches and sacks to ensure all mail and labels have been removed, and equipment can be used again. (Reference: DoD 4525.6-M, C3.1.4.5.1.1)

C.8.18 The contractor shall ensure mail received in damaged condition is properly rewrapped, endorsed, and delivered on the day of receipt. (Reference: DoD 4525.6-M, C10.5.3)

C.8.19 The contractor shall ensure miss-sent mail is postmarked and endorsed to indicate the date of receipt before it is dispatched to the appropriate destination and complete an Irregularity Report, DD Form 2273. The contractor will report high volumes of misrouted mail (received on direct tri-walls) to the Postal OIC/NCOIC and Bahrain Mail Control Activity (MCA) via e-mail with the following information: piece count, date mail was received, and means of delivery. (Reference: DoD 4525.6-M, C3.1.3.2.4)

C.8.20 The contractor shall ensure free mail meets size and contents limitations, and is correctly addressed. (Reference: POD Free Mail, Information and Standards Memorandum, DoD 4525.6-M, C2.8.)

C.8.21 The contractor shall ensure USPS Poster 26, Letter and Package Bomb Indicators, and USPS Poster 84,Suspicious Mail, is posted in the work area and personnel are knowledgeable on what actions they must take for a suspicious mailing. (Reference: DoD 4525.6-M, C15.11.2)

C.8.22 The contractor shall ensure contractor operations clerks examine DD Form 285 to verify whether unit mail clerk is authorized to pick up unit mail, and provides escort and assistance to mail clerks. (Reference: DoD 4525.6-M, C5.4.1)

C.8.23 The Government representative will coordinate with contract and military organizations to ensure that trucks and aircraft are available, scheduled and providing delivery and pick up service on a daily basis and inform the contractor to ensure mail is prepared for manifest two hours before transportation assets arrival to the Air Stop/MPO.

C.9.0 Accountable Mail

C.9.1. The contractor shall operate and manage the accountable mail section.

C.9.2 The contractor shall ensure that the accountable mail SOP is on-hand and utilized and shall also ensure that, at all times, adequate personnel at the APO and FPO are qualified to operate the accountable mail section. Accountable mail for Marines/Sailors will follow Marine Corps regulations and the Army/Air Force/civilians will follow POD and Army regulations. (Reference DoD 4525.6-M, and POD SOP, Accountable Mail requirements)

C.9.3 The contractor shall ensure all postal personnel assigned as Registered Mail clerks are U.S. citizens and are eligible for a SECRET (Interim or Final SECRET) clearance. A favorable Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) shall be on file. (Reference: DoD 4525.6-M, C9.2.7)

C.9.4 The contractor shall ensure that the registry section meets construction standards of 5 square feet per 1,000 population and submit a detailed report for location(s) to ACOR and COR when government provided facility does not meet minimum standard. (Reference: DoD 4525.6- M, Chapter 13, C13.5.2.3.2.)

C.9.5 The contractor shall ensure that there is a three-position changeable combination padlock securing the registry cage. The contractor shall ensure a seal is used after business hours. (Reference: DoD 4525.6-M, C9.3.2 and C9.3.2.5.1)

C.9.6 The contractor shall ensure access to the registry work area is limited to the registry clerk’s on-duty, witnesses, the section supervisors, and personnel authorized to inspect and audit DoD postal facilities. (Reference: DoD 4525.6-M, C9.3.3)

C.9.7 The contractor shall ensure a PS Form 1625, Record of Entry-Registry Section, is utilized as an entry control log daily.

C.9.8 The contractor shall ensure registered mail is under constant surveillance or secured properly at all times. (Reference: DoD 4525.6-M, C9.2.1)

C.9.9 The contractor shall ensure the registry clerk and witness verify the registry numbers on PS Form 3854 against pieces removed from the truck. (Reference: DoD 4525.6-M, C9.4.1.2 and C9.6.1)

C.9.10 The contractor shall ensure a PS Form 3826, Registry Irregularity Report, is completed for irregularities when detected in the preparation or acceptance of a registered article. (Reference: DoD 4525.6-M, C9.6.3.11) C.9.11 The contractor shall ensure registry records and approved USPS or DD forms are completed and maintained to ensure a continuous chain of receipt through delivery.

C.9.12 The contractor shall ensure a balance and inventory is conducted at the close of each business day or shift change, and a DD Form 2261, Registered Mail - Balance and Inventory, is properly completed.

C.9.13 The contractor shall ensure registered mail that is retained overnight is listed on the reverse of DD Form 2261.

C.9.14 The contractor shall ensure a separate book of PS Form 3854 is used separate the Incoming (Inside Bill), Outgoing (Outside Bill), Truck Bill, and the creation of a Dummy Bill when required. The original copy of the inside bill is placed in the registered pouch.

C.9.15 The contractor shall ensure registered pouches and sacks are sealed with PS Item 0- 817C or 0-817A, tin ban seal or orange anti-pilferage seal, and place the seal number in the "Remarks" section of the DD Form 2261. The seal number of the pouch is entered on the outside bill using the letter “S”. (Reference: DoD 4525.6-M, C9.7.5.4 and USPS Pub 247)

C.9.16 The contractor shall ensure when dispatching by truck, a separate book of PS Form 3854 is used and the outside bill lists each pouch and outside piece (OSP).

C.9.17 The contractor shall ensure that all registered mail is dispatched only on U.S. Flag Carriers or a postal clerk accompanies the Registered Mail as an escort when a on a non-U.S. Flag Carrier is used to transport Registered Mail. (Reference: DoD 4525.6-M, C9.8.1.1)

C.9.18 The contractor shall ensure that suspense files for PS Forms 3854 and 3830-A, Registry Dispatch Record, are established and prompt tracer action is taken when copies are not returned within the normal two-day transit time. (Reference: DoD 4525.6-M, C9.7.11.1)

C.9.19 The contractor shall ensure proper procedures are followed when Registered mail is discovered in ordinary mail. (Reference: DoD 4525.6-M, C9.5.2.6)

C.9.20 The contractor shall ensure Registered mail is postmarked with the All Purpose Date Stamp (APDS) at the time of acceptance into the MPS, or when received from another APO. (Reference: DoD 4525.6-M, C9.3.5.4 and C9.6.2)

C.9.21 The contractor shall ensure the registry clerk examines DD Form 285 to verify whether unit mail clerk is authorized to pick up accountable mail. (Reference: DoD 4525.6-M, C3.2.5.7)

C.9.22 The contractor shall ensure PS Forms 3849, Delivery Notification/Reminder/Receipt, for Registered, Insured and Certified mail are filed numerically by the last two digits of the number identifying the article. (Reference: DoD 4525.6-M, C9.3.5.11.1)

C.9.23 The contractor shall ensure PS Forms 3883, Firm Delivery Book, is used to deliver registered, numbered insured and certified mail. (Reference: DoD 4525.6-M, C9.2)

C.9.24 The contractor shall ensure a Chain of Custody will be established using PS Form 3883 and PS Form 3849 on all Accountable Mail from the destination APO to the Mail Recipient. (Reference: POD SOP, Accountable Mail Requirements)

C.9.25 The contractor shall ensure that damaged registered items are opened in the presence of the delivery clerk. (Reference: DoD 4525.6-M, C10.5.6.9)

C.10.0 Directory Service Section

C.10.1 The contractor shall ensure a directory SOP is on-hand and utilized. The contractor shall use Theater Unit Locator List (TULLs), Theater Alpha Roster, Postal Automated Locator System (PALS), Deployed Theater Accountability System (through government representative) and any other directory information for directory service as necessary. (Reference: Pod SOP theater Unit Locator List (TULL) and MCO 5110.6C)

C.10.2 The contractor shall ensure that adequate personnel have a SECRET (Interim or Final) clearance if allowed access to SIPR networks.

C.10.3 The contractor shall ensure DA Forms 3955 (Change of Address cards), or PS Form 3575 (Change of Address Order), are in order for all units/organization – present and departed for Army/Air Force/civilians only. This reference does not apply to Marine Corps/Navy units.

(Reference: DoD 4525.6-M, C3.4.2 and AR 600-8-3 C4-1)

C.10.4 The contractor shall ensure directory service is provided for all units/organizations for 365 days after departure from the APO service area. (Reference: DoD 4525.6-M, C3)

C.10.5 The contractor shall ensure mail that requires directory service is properly endorsed, date stamped and processed within 24 hours of receipt. (Reference: DoD 4525.6-M, C3.4.5.2 and C3.4.5.2.9)

C.10.6 The contractor shall ensure mail that unit mail clerks return to directory section is inspected to ensure proper and legible endorsements are used. (Reference: DoD 4525.6-M, C3.T1-T6)

C.10.7 The contractor shall ensure “Undeliverable as addressed” mail is properly processed.

(Reference: DoD 4525.6-M, C3.4.6)

C.10.8 The contractor shall ensure PS Form 3579, Undeliverable Standard (A) and (B) and Special Standard Mail (B), forms for undeliverable periodical mail are sent to publishers after 60 days of patron’s departure from APO. (Reference: DoD 4525.6-M, C3.4.6.2.2)

C.10.9 The contractor shall ensure the APO keeps a log of PS Forms 3579 to prevent sending duplicate notifications to publishers. (Reference: DoD 4525.6-M, C3.4.6.2.2)

C.10.10 The contractor shall ensure changes to the TULLs are submitted weekly; including unit arrivals, departures, or other changes that affect the unit/organization’s mailing address. (Reference: POD SOP, Theater Unit Locator List (TULL))

C.10.11 The contractor shall process Casualty Mail for military and civilian personnel. The units will ensure the casualty mail is pushed to the appropriate location. Casualty Mail shall be handled with the utmost care and receive the highest level of attention at the servicing FPO. Contractor shall ensure that all Casualty mail is accompanied with a memorandum from that Soldier’s unit commander and forwarded to the Theater Casualty Mail Section, JMMT-K, Attn: Casualty Mail Section, APO AE 09357. (Reference: POD SOP, Casualty Mail)

C.10.12 The contractor shall ensure undeliverable IDS mail is processed to the correct receiving facility. (Reference: DoD 4525.6-M, C3.4.6.7.1, POD SOP Intra/Inter Theater Delivery Service)

C11.0 Postal Supply

C.11.1 The contractor shall ensure a postal supply SOP is on hand and utilized.

C.11.2 The contractor shall appoint a postal supply clerk and one alternate per location. (Reference: DoD 4525.6-C)

C.11.3 The contractor shall ensure the supply clerk maintains between a three to five month supply of postal items which are supplied as Government Furnished Supplies. (Reference: DoD 4525.6-C, C1,1.10)

C.11.4 The contractor shall ensure minimum required inventories are completed every six months and a PS Form 1586, Supply Record, is maintained for each postal supply item. (Reference: DoD 4525.6-C, C1.1.8)

C.11.5 Army: The contractor shall ensure that the supply clerk submits the requisition of all required supplies to the COPE. In turn the COPE, utilizing their FEDSTRIP and AMPS, will order supplies for their servicing post offices. The contractor is responsible for applying and obtaining approval for access of AMPS through POD within 72 hours of contract award. The contractor shall utilize a JMMT or POD Postal Supply for emergency purposes only. Marines: WWLR supply clerk will prepare, verify and turn over supply list to the Operations Chief to order supplies.

C.11.6 The contractor shall ensure the supply area is adequate and organized. IAW (DoD 4525.6-C, C1.1.11.2)

C.11.7 The contractor shall ensure requisitions are numbered consecutively and filed at the APO. (Reference: DoD 4525.6-C, CH. 1)

C.12.0 Reports

C.12.1 The contractor shall provide daily reports as required by the Postal Officer in Charge (OIC) (Postmaster) for operational reporting. Reports to include, inbound volumes by source, outbound volumes by destination, current inventory by source, inventory processed and awaiting transportation by destination, directory/locator inventory and activity, casualty mail inventory and activity, registered mail inventory and activity, and container inventory by size. Current required reports are:

Daily:

3 Days per week:

Transit Time Information Standard System for Military Mail (TTISSMM)

Weekly

Monthly:

Yearly:

Contractor Manpower Report

C.12.2 The contractor shall provide reports on Quality Control activities including the volume of mail checked by type and destination, discrepancies found and DD Form 2273 is created and reported by Postal Activities.

C.12.3 Reconciliation Reports: On a weekly and monthly basis, the Government and the contractor will verify the volumes of mail received at each location and resolve any discrepancies. The volumes of the smaller APOs are tracked and measured by the Air Stop before being sent to the smaller APOs. Once discrepancies are resolved, both the Government and a contractor representative will sign and date the weekly and monthly reports and submit a copy to the Contracting Officer, COR and contractor’s home office. For those locations without scales, a tri-wall weighs 350 pounds for the purpose of verifying volumes of mail received at each location other than Air Stops. Air Stop Volumes for BAF, and KAF will be verified by using the Actual DHL Mail Manifest (where available for each pallet of mail received and any other volumes received from flights other than DHL). BAF Weekly/monthly Weight will include Air Stop and all FOBS that fall under BAF, for the purposes of determining the total monthly weight for BAF as there are no separate CLINs for any other location at the present time. All mail arriving at KAF will be considered KAF Volume.

C.12.4 The Government shall prepare and submit accurate and timely Postal Net Alerts (PNA) reports when any incident of a critical nature occurs which affects the flow of mail. (Reference: DoD Postal Manual 4525.6-M, C11.2.9.2.)

C.12.5 The Government shall provide all necessary information to the OIC/NCOIC of Postal Offenses observed so that proper reporting can be done through AMPS and notifications submitted to MPSA and USPS.

C.12.6 The contractor shall submit a weekly Commerce Data Report to the COR on every Saturday of every week. This report consist of APO daily totals of the following; Postage Meter sales, stamp sales, total amount of cash received for the day, total pieces (example: crates, boxes, bags, containers) of incoming and outgoing mail, weight of incoming and outgoing mail, and registered pieces (example: crates, boxes, bags, containers) in and out of the APO.

C.12.7 The contractor shall report all Contractor Manpower (to include subcontractor manpower) employed for the performance of this contract. The Contractor shall complete all required fields in the reporting system using the web address: https://cmra.army.mil/. The requiring activity will assist the contractor with the reporting requirement as necessary. The contractor may enter reports at any time during the reporting period, which is defined as the contract’s period of performance not to exceed twelve (12) months ending 30 September of each Government fiscal year. Reporting must be completed no later than 31 October following the fiscal year during which the contract is in place. Reporting must be completed for every year or part of a year for which the contract is in place. Failure to comply with this reporting requirement will result in contract termination.

C.13.0 Security

C.13.1 The contractor shall ensure security of all mail and equipment staged inside/outside the APO during normal working hours, provided the area is securable. The contractor shall ensure mail is protected from loss, theft, and rifling. At a minimum two locks between outside and the mail, unless the mail is in tri-walls covered and palletized. (Reference: DoD 4525.6-M, C1.1.5.11).

C.13.2 The contractor shall ensure the registered mail is stored in a wire cage and locked with a GSA approved, 3 position and dial type combination lock. During business hours, secure the Registry Section when not in direct control of the registry clerk(s). After business and during non-duty hours, store official Registered mail in an authorized secure container within the Registry Section, if possible. Secure oversize pieces in the registry cage. (Reference: DoD 4525.6-M, C9.3)

C.13.3 The Government shall 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 shall 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)

C.13.4 The contractor shall employ heightened security measures as required by the COR within 24 hours of notification of changes to the Force Protection Conditions (FPCON). Changes to equipment and tools required in the FPCON shall be addressed through the COR. Due to military requirements, the contractor shall be prepared to relocate the work site should guidance be received from the POD. (Reference: CJTF-76 FPCON Policies)

C.13.5 The contractor shall require unit mail clerks to present valid DD Form 285 card and CAC before receiving mail from the APO. Access to APO is restricted, and unit mail clerks and visitors are escorted when entering the APO. Contractor shall ensure unit mail clerks pick up mail only at the designated time in a lockable, closed vehicle. If no such vehicle is available, the unit mail clerk rides in the compartment with the mail (bag smaller parcels to minimize possible loss). (Reference: DoD 4525.6-M, C3.2.5.7)

C.13.6 The contractor shall allow all USPS, MPSA, DoD, and POD inspectors full and unlimited accompanied access to all mail processing facilities and records that the contractor generates or should generate.

C.13.7 The contractor shall have the responsibility and legal authority to seek security clearances for all U.S. citizens and perform background checks.

C.13.8 For locations in which the Military has offices within the postal facilities, and occupy the facilities outside of normal postal operating hours, the Contractor and the Military will create a security plan to limit access to the facilities in order to maintain security of the mail.

C14.0 Maintenance

C.14.1 The Government shall be responsible for repair and replacement of facility maintenance and postal machinery maintenance for all Government provided facilities and equipment.

C.14.2 The Government shall provide the contractor the necessary fuel to operate the vehicles.

C.15.0 Air-Stop Mail Distribution and Movement

C.15.1 The contractor must possess the ability to process mail within the mail volume ranges that are established in C.4.2 as the base range for the base contract and each option year with the ability to prepare for peak periods due to holiday mail (1 November – 31 January) lasting up to thirty days or more for all classes and types of mail. The contractor shall ensure preparedness to adjust capability as troop presence fluctuates at no additional cost to the Government within the base range mail volume. The contractor shall provide the local distribution and transportation of mail to and from the Air Stop operation with the capability of delivering an average of 2.0 lbs. of mail per person daily in the Afghanistan Theater through the Period of Performance. The Government will notify the contractor within 45 days prior to the date that the US Government expects the contractor to adjust their personnel numbers in the AOR any significant increase or decrease in personnel within the AOR that may impact operations.

C.15.2 General Support (GS) Postal Operations – Air Stops- Air Stops include FPO/APO locations where mail is flown directly from an established theater HUB by a designated contracted or commercial carrier to the location/Air Stop for further processing of mail received to outlying locations. The contractor shall provide the personnel and equipment to operate and maintain split Air Stops operation vicinity in Bagram and Kandahar. These locations subject to change based on operational requirements.

C.15.3 The APOs/Air-Stops/Regional Mail Distribution Centers (RMDCs) must be operated by contractor provided U.S. personnel who are trained and qualified (certified by the postal supervisor) to receive, sort, store and issue all prograde, retrograde, redirected, casualty, international, accountable and host nation mail, and provide the capability to identify and handle suspicious and/or contaminated mail for United States and Coalition Partners’ Mail for all services (Army, Navy, Air Force and Marines), US civilians and US Coalition Partners operating in the USCENTCOM areas of responsibility, to include directory services. IAW DoD Postal Manual, 4525.6M, dated 15 August 2002. Employment of current military or DoD civilian personnel by the contractor is a conflict of interest and prohibited.

C.15.4 The Government postal personnel will coordinate mail delivery systems with designated contracted/commercial carrier operators at the Air Stops (WWLR at BAF and DHL at KAF) to move mail to and from the flight line. The Government shall coordinate with WWLR to move mail movement from the BAF Regional Mail Distribution Center (RMDC) to the BAF APO.

C.15.5 The contractor shall operate General Support (GS) Postal Operations (Air Stops) capable of providing support to those Direct Support postal units within Afghanistan. Operations shall be IAW USCENTCOM, DoD, and USPS manuals, policies, publications, and regulations. The contractor shall receive, sort, store, and deliver mail for the period of performance.

C.15.6 The contractor shall provide all resources required to manage and operate GS Air Stops/RMDCs in Afghanistan. The contractor shall handle the following categories of mail: all prograde and retrograde, redirect, official, casualty, coalition, accountable, and/ or contaminated and suspicious mail.

C.15.7 The contractor shall receive all prograde and retrograde mail for processing and/or Directory Service, for delivery by either ground or air to all authorized Military Post Offices (MPOs). The contractor shall have the ability to operate 365 days a year, 24 hours a day, if required. The contractor shall set hours according to workflow and according to guidance provided by the Air Stop Government Officer in Charge (OIC) or COR.

C.15.8 The contractor shall ensure all classes of mail, to include prograde, retrograde, Directory Service, registered, certified, accountable, and coalition both intra and inter-theater, are processed in accordance with USPS and DoD standards and requirements by both the Air Stops and all MPOs. Prograde mail is mail coming in to the Air/Stops, and APOs (Mail entering the AOR). Retrograde mail is mail that is leaving Afghanistan (Mail leaving the AOR).