Draft_-Postal_PERFORMANCE_WORK_STATEMENT-10Jul18_v2.docx

PERFORMANCE WORK STATEMENT

POSTAL OPERATIONS- AFGHANISTAN

Part 1

General 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, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Postal Operations-Afghanistan as defined in this Performance Work Statement (PWS) 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 Military Postal Service (MPS) authorized Soldiers and civilians supporting the war effort. Current Postal services are in place and the need to continue the services is an enduring need.

1.3 Objectives: Contractor shall operate and maintain Military Post Offices (MPOs) capable of providing support to customers throughout the Afghanistan Area of Operation (AOR). Operations shall be IAW DOD 4525.6-M, DOD Postal Manual, 15 August 2002 or later, USPS policies and regulations, USCENTCOM regulations, policies and procedures, Postal Operations Division (POD) standard operating procedures (SOP) and other applicable DOD policies and regulations. The contractor shall abide by all postal military regulations and policies.

1.4 Scope: The contractor shall operate MPOs and Satellite Army Post Offices (SAPOs) 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), Camp Fenty and Camp Dahlke. The Contractor is responsible for providing all labor, resources, vehicles, ITV tracking devices 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).

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.

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

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 under a quality control plan 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. The quality control plan 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 Contracting Officer Representative (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. 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 shall 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 all US Holidays as shown below and on all Afghan Holidays.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-2000 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 COR. 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 COR.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at various Bases in Afghanistan to include (Bagram, Kandahar, HKIA, NKC, RSHQ, Camps Fenty and Dahlke. If any future needs to include new locations arise, the Government will negotiate an equitable adjustment to schedule and price (after scope determination) on this contract within 30 or 45 days notification.

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. The contractor shall ensure security of all mail and equipment staged inside and outside the MPO, and shall ensure protection from loss, theft, and rifling. The Contractor shall ensure security practices are in place IAW DOD 4525.6-M, C10.5.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 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 Custodian of Postal Effects (COPE) will be appointed as the key custodian of the post office keys and will establish a key control program. NOTE: All references to keys include key cards and key codes.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be issued to the contractor in the form of a debt letter.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: The Contractor is responsible for submitting a Sexual Assault/Harassment Training Plan -See Attachment E (CDRL A001)

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, 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 (GFP), 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 contract.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government and must be a US Citizen and have a Secret Clearance: Operation Manager, Site Supervisors, Registered Mail clerks.

Operation Manager (1) * Operations alternate can be a site supervisor Bagram

Site Supervisors (9 at minimum) * (1 USC minimum at each location) Bagram (3), Kandahar, HKIA, RS HQ, New Kabul Compound (NKC), Camp Fenty, and Dahlke.

Registered Mail Clerks 1 Primary and 1 Alternate minimum at each site. (Site Supervisors may also be an Alternate Registered Mail Clerk)

Bagram and Kandahar

The contractor shall provide an operations manager who shall be responsible for the performance of the work. The name of this person and an *alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The operations manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0800-2000, Monday thru Sunday when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

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 security clearance. All Contractor “Key” employees shall have an active U.S. final secret security clearance. No interim Secret clearance will be accepted.

· Postal Site Supervisors: Shall act for the contractor at each location. In the absent of the site supervisor, there shall be a designated official in writing to the contracting officer. All Site Supervisors must be a U.S Citizen and must have a current final secret security clearance at the time of proposal submittal and must be maintain throughout the life of the contract.

· Registered Mail Clerk: Shall be U.S. citizens and must have a current final secret security 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 designated location (Resume must show experience in handling Registered mail).

· 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 0800 - 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.

The Contractor shall ensure personnel performing under this contract have the ability to fluently speak, read, and comprehend the English language. Employees must be U.S. citizen or other country national (OCN), Local Nationals shall work on this contract only as a driver from Bagram to Kabul Cluster.

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 contractors. Contractor must also ensure that all documents or reports they produced 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 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. 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

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel, if any, 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.

1.6.15 Phase-In/Phase- Out Plan. 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. The Government shall provide NIPR network access for all required Contractor personnel, including OCNs, performing postal functions.

1.16.15.1 Phase-In Plan. Contractor shall develop and provide a Phase-In Plan that addresses those actions, plans, and procedures necessary to ensure a smooth transition after contract award providing for full operational status (Phase-In) within 15 days after award. The Phase-In Plan shall include a detailed plan for the initial 45-day period which comprehensively addresses mobilization, training, and orientation of the work force; assessment of potential security risks; and assumption of full operational responsibility for all functional areas in Section C. The Phase-In Plan shall describe the Contractor’s approach to develop and disseminate operational instructions, procedures, and control directives in preparation for the performance of all work. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.16.15.2 Phase-Out Plan. Contractor shall develop and maintain a Phase-Out Plan that will affect a smooth and orderly transfer of contract responsibility to a successor Contractor. The Phase-Out Plan shall fully describe the Contractor’s approach to such issues as GFP/GFE inventories, employees, data and information transfer, and any other actions required to insure continuity of operations.(Demob clause 252.225-7997 CONTRACTOR DEMOBILIZATION (DEVIATION 2013-O00)

1.16.16 Licenses/Passes: Contractor owned vehicles and equipment used to perform the terms of this contract shall have all required licenses, fees, permits, and insurance for legal operation in Afghanistan. The contractor shall ensure all operators/vehicles have required passes, including proper civil IDs, passports and visas to allow them to legally operate.

1.6.17 Installation Access and Procedures to Obtain Badges: The contractor shall be able to access all locations where this contract will operate under on day one of the contract’s period of performance (POP) and maintain badge access to all area needed to fulfill the PWS for the duration of the contract. The contractor shall provide the names, nationalities, passport copies, visa copies, and instillation ID cards of the minimum required operating personnel (i.e. drivers, supervisors, mail handlers) to the Operations Manager or COR in order to facilitate the creation of both temporary base passes and permanent base passes.

1.6.18 Synchronized Pre-deployment and Operational Tracker (SPOT): Contractor shall enter all U.S. citizen and third country national (TCN) contractor employees and sub-contractor employees performing services under this contract who will provide services for 30 consecutive days or longer into the SPOT system. The LOA also will identify any additional authorizations, privileges, or Government support to which Contractor personnel are entitled under this contract. The LOA will be regenerated by the Contractor upon expiration of the LOA. Information and standards for the SPOT system is posted on the U.S. Government Foreign Clearance Guide website at https://www.fcg.pentagon.mil/fcg.cfm for the country of employment. Access to SPOT is https://spot.altess.army.mil.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1 AIR STOP. A general and direct support facility established at foreign airports or U.S. overseas bases to send, receive, distribute, combine, transfer, and dispatch military mail for transportation to, from, and within overseas areas for all Service Components via air and surface networks without an MCA function (smaller scale of a JMMT).

2.1.2. 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.

2.1.3. 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.

2.1.4. 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.

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

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

2.1.7. 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.

2.1.8 MILITARY POST OFFICE/FLEET POST OFFICE (MPO/FPO). A branch of a designated USPS civilian post office which falls under the jurisdiction of the Postmaster of either New York or San Francisco. It is operated by the Department of Defense to serve military personnel overseas or aboard ships where the USPS does not operate and a military situation requires the service. It may be either a U.S. Army Post Office (APO) that serves the U.S. Army or U.S. Air Force or a Fleet Post Office (FPO) that serves the U.S. Coast Guard, U.S. Navy, or U.S. Marine Corps.

2.1.9. PERFORMANCE WORK STATEMENT (PWS). A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

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

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

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

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

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

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

2.1.15. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide at a minimum:

· Facilities w/ amenities (10)*

3.2 Utilities: 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 water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.3 Equipment: The Government will provide at a minimum:

· Computers (25)

· Electronic Scales (5)

· Pallet Jacks (25)

· Pitching Cases Pitney Bowes (20)*

· Printers (10)

· Projectors (1)

· Push Carts (10)

· Safes (10)

· Scanners w/ chargers (25)*

· Shredders (10)

· Telephones (20)

3.4 Materials: The Government will provide at a minimum:

· APDS Stamps (50)*

· Cancellation Stamps (50)*

· Cash Boxes (25)*

· Mail Bins*

· Mailbag Racks (15)*

· Manual Scales (15)

· Office Furniture/Office Supplies

3.5 Government will provide fuel for equipment and vehicles.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all resources including but not limited to, equipment, supplies, transportation, tools, materials, and other items and non-personal services necessary to perform Postal Operations in Afghanistan as defined in this Performance Work Statement except for those items specified as government furnished property and services..

4.2. Equipment: The contractor shall provide (2008 and newer) vehicles and Material Handling Equipment (MHE) in the quantities for the locations listed in the chart below to meet the requirements under this PWS.

(At a minimum)

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide postal services at the following MPOs and SAPOs. This list is subject to change depending on the need for postal operations in other areas within Afghanistan: BAF (one MPO and Warrior Retrograde Facility), KAF, HKIA, RSHQ, NKC, Camp Fenty, and Dahlke. The services include the following: Processing and Distribution (Operations Section) including Open Parcel Inspection, Accountable Mail, Postal Claims, Postal Supply, Finance Operations, Directory Mail and transportation of mail to the Kabul Cluster.

5.2 The contract awardee shall be required to ensure the contract is bonded for the protection of the Government in an amount equal to 10 percent of the original contract price. The Government may require additional performance bond protection if the contract price is increased. The Government may secure the additional protection by directing the Contractor to increase the penal amount of the existing bond or to obtain an additional bond. The Government has attached a form for a performance bond (Standard Form 1418). If the Contractor proposes to submit any other type of bond it will need to be submitted to the Government for review. Additional information can be obtained at: http://about.usps.com/manuals/ipm/html/ipmc7_001.html

5.3 References for the contractor who shall handle the following categories of mail:

· All prograde, retrograde, directory and barcode/accountable mail IAW DoD 4525.6-M and current POD SOP.

· 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, USCENTCOM Regulation (CCR) 25-63, DOD 4525.6-M- Ch. 3, DOD 4525.8, AR 25-51, Official Mail and Distribution Management and USCENTCOM FRAGO 09-1717

· 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, C15.11.2, C2.7.5.9, C10.7.4.2 and USPS Publication 52, Hazardous, Restricted, and Perishable Mail.

5.4 The contractor shall process the movement of all prograde mail received within 24 hours of reception at the RMDC, MPOs and SAPOs. Reception is defined as when the contractor has access to the pallets. All barcoded and accountable mail shall be scanned into AMPS to reflect its disposition (available for pickup, forwarded, etc). All barcoded and accountable mail that is forwarded to a FOB shall have an internal tracker to reflect the date and the FOB location. Tracker shall be maintained for 6 months. (Reference: CCR-25-63).

5.5 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 privileges. (Reference: DoD 4525.6-M, appendix AP1.2).

5.6 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, Tuesday, Wednesday, Friday and Saturday, and 1200-1600 on Thursday and Sunday. Changes in hours will be coordinated through and approved by the Contracting Officer Representative (COR) upon approval of written justification.

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

5.8 In the event of future DoD restructuring in Afghanistan resulting in opening or closuring of an MPO, the contractor shall be notified of the event as soon as possible, but no later than 30 days prior to MPO closure.

5.9 The government will provide a minimum of 3 mail customer service counters at BAF and 2 at KAF. At the smaller locations, the government will provide a minimum of 1 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. In accordance with the availability of Government provided space.

5.10 Supervision

5.10.1 The contractor’s MPO Site 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).

5.10.2 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, C5.4.1).

5.10.3 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).

5.10.4 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).

5.10.5 The contractor on site 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).

5.10.6 The on-site Contractor supervisor and Postal OIC/Non-Commissioned Officer In Charge (NCOIC) shall ensure postal facility is adequate and employees maintain required internal security measures. (Reference: DoD 4525.6-M, C13.7).

5.10.7 The contractor supervisor 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.

5.10.8 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 24 hours of discovery.

5.10.9 The contractor supervisor shall comply with procedures for posting Postal Net Alerts (PNAs) in Automated Military Postal System (AMPS). The Postal Officer In Charge (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).

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

5.10.11 The on-site contractor supervisor, Postal OIC/NCOIC, and COPE shall 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).

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

5.11 Workload/Labor

5.11.1 The contractor shall ensure all employees complete all required postal operations training (DD285 Mail Cards) within 3-5 days after 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. Contractor shall ensure that MPO personnel are fully trained/qualified prior to performance of duties when relocated/reassigned IAW DOD 4525.6-M. The contractor shall notify the COR of all key personnel relocation/reassignment in writing.

5.11.2 The contractor shall possess the ability to process mail at a volume of 0 -1,600,000 pounds at BAF and 0 – 700,000 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 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 Jun 2017 to Jun 2018 is attached to this PWS.

5.11.3 The contractor shall ensure that employees are trained to handle balloting materials in accordance with USPS, DoD, POD, and USCENTCOM regulations, policies, and procedures. (Quality Assurance) QA of balloting materials will be done by a military representative to ensure proper processing, clear postmarks and tracking.

5.11.4 The contractor shall operate Postal Services 365 days a year, and have adequate personnel available for operations 24 hours a day, if required.

5.11.5 The contractor is responsible to ensure each employee has an Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) background completed, the background checks are the responsibility of the Contractor. All background checks and certification checks will be verified by the contractor on all employees and the contractor will be able to provide the documents upon request of the Government. Personnel who perform postal duties must be trustworthy, and honest. By agreement between the USPS and the Department of Defense, personnel of questionable integrity shall not be assigned to duties in MPOs, mailrooms, mail terminals, or other postal facilities. Contracted employees shall be a U.S. citizen or Other Country National. Local Nationals can be used for the transport of mail from Bagram to Kabul Cluster. In an event where the contractor is responsible for equipment damage or losses the contractor shall be responsible for the immediate financial or physical replacement of the loss (es).

5.11.6 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.

5.11.7 The contractor shall support the volume of mail as established in attachment A as the base range for BAF and KAF individually in their firm fixed pricing. Any increases of mail volume at individual MPOs 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 MPO surges will be provided by the Government.

5.11.8 Contractor shall accommodate changes in workloads caused by temporary events, such as redeployments or holidays, with 45-days advanced written notice. Examples include the 01 Nov to 31 Jan Holiday mail surge and major redeployment of units. When the government is notified of surges due to redeployment a 45 day notice will be provided to Contractor- additional information would be provided at that time relating to each occurrence. 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 contract performance period, 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. Many other smaller RIP/TOAs may occur at any time during contract performance, but do not generally rise to the level of a forecast “surge” requiring change to contractor staffing levels.

5.11.9 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.

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

5.11.11 The Contractor shall scan all barcoded and accountable mail received and produce a DoD-Modified 3883. In the event mail from a designated MAO/MPO is comingled with the parent ZIP code, the MPO will scan that mail and produce a DoD-Modified 3883.

5.11.12 The only exception to the above is units assigned a MAO/MPO ZIP code who receives mail via pure tri-walls. The contractor shall ensure scanning and generating delivery records for all accountable/barcoded mail before distributing to the unit mail clerks.

5.11.13 Defense Base Act (DBA) Insurance is required.

5.12 Finance Section

5.12.1 The contractor shall ensure a Finance SOP is on hand and utilized, to include operating manual Meter/Scales. The Contractor will ensure that all personnel receive training and know how to operate the Pitney Bowes Postage Meter in order to provide finance retail services IAW DoD 4525.6M.

5.12.2 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).

5.12.3 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).

5.12.4 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).

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

5.12.6 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).

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

5.12.8 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).

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

5.12.10 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 meter tape on articles to be mailed in the presence of the customer. (Reference: DoD 4525.6-M, C6.6.4).

5.12.11 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).

5.12.12 The contractor shall ensure parcels with an address label have the postage meter tape affixed so that it overlaps the upper right corner of the address label. (Reference: DoD 4525.6-M, C6.6.4).

5.12.13 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).

5.12.14 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 be a U.S citizen, have a favorable National Agency Check (NAC) and shall have maintain a SECRET clearance (Interim or Final). (Reference: DoD 4525.6-M, C9.2.7).

5.12.15 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).

5.12.16 The contractor shall ensure finance clerks are printing PS Form 1412-A, PS Form 3602-PO or a printed Meter Tape showing the Meter’s Register beginning and ending reading for the workday 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).

5.12.17 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).

5.13 Parcel Inspection Section

5.13.1 Contractor shall ensure that all classes of retrograde mail are inspected for non-mailable items IAW 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 mail-ability of articles. (Reference: CCR 25-63 and POD SOP, Parcel Inspection Requirements CCR 25-63).

5.13.2 The contractor shall ensure open parcel inspectors verify common access card (CAC) of 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.

5.13.3 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. Contractor shall ensure parcel inspectors follow procedures for unauthorized/non-mailable items when discovered. Reference 25-63 (or its successor), USPS Pub 52, USPS International Mail Manual, and USPS DMM.

5.13.4 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).

5.13.5 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).

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

5.13.7 The contactor shall ensure parcel inspectors places an additional pre-addressed mailing label inside the parcel prior to sealing the parcel in view of the postal patron. (Reference: POD SOP, Parcel Inspection Requirements.

5.13.8 The contractor shall ensure parcel inspectors sign customs form legibly to identify inspector. Contractor shall ensure that copies of customs forms are kept for 90 days. (Reference: POD SOP, Parcel Inspection Requirements).

5.14 Postal Claims and Inquiries Section

5.14.1 The contractor shall ensure the claim and inquiry SOP is on hand and utilized. Contractor shall operate a postal claims and inquiries section at MPO to assist patrons in filing postal claims and inquiries on letters, parcels, and money orders which have been lost, damaged, rifled, and/or stolen during the shipment.

5.14.2 The contractor shall ensure claims are initiated according to correct procedures. (Reference: DMM (reference (o) section S010 for domestic mail or IMM (reference (p)) for international mail.

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

5.14.4 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).

5.14.5 The contractor shall ensure claims clerk is familiar with what constitutes evidence of insurance, value and proof of loss; and…