2024.07.23 Appendix E (Required Reports)_DRAFT.pdf

HTC711-XX-R-R0XX

Appendix E (Reports)

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REQUIRED REPORTS

E.1 Transition Report. Transition reports shall be submitted to the CO and COR monthly commencing one month after award for the first six-months of transition, and twice a month for the final three months of transition. All transition reports shall detail the Contractor’s progress towards accomplishing the tasks necessary to begin performance on the date specified.

Transition reports shall specifically address in detail progress in the following:

E.1.1. Contractor IT system and Government system interfaces, E.1.2. Contractor invoicing system and Government invoice system interfaces, E.1.3. Contractor’s IT systems’ ability to securely handle processing of required shipments NLT contract base period year one (1) start date, and

E.1.4. Storage services and facilities – Address listing of all storage facilities and available storage volume.

E.2 Facility Location Report. The Contractor shall provide a facility location report to include the full address, phone number, and email contact for each facility quarterly.

E.3 Performance Report. The Contractor shall provide a monthly performance report for all key metrics contained within the Service Delivery Summary of the Performance Work Statement (PWS).

E.4 Volume Report. The Volume Report shall include the total hundred weight of Household Goods (HHG) shipments handled-in, stored, and handled-out each month at each storage location. This report shall also include the amount of available capacity each month at each storage location.

E.5 Tender of Service (TOS) Transition Report. The TOS Transition Report shall include the number of TOS shipments handled-in to the Contractor’s storage facilities.

This report shall be submitted monthly.

E.6 Contingency TOS Transition Report (Case-by-Case). The Contingency TOS Transition Report shall include the number of TOS shipments handled-out and relocated to the Contractor’s storage facilities, as directed by the Government. The report shall also include the number of TOS shipments still remaining in said facility.

This report shall be provided daily until all TOS shipments remaining at said facility have been handled-out or relocated to the Contractor’s storage facilities.

E.7 Facility Report. The Facility Report shall include inspection data to include monthly insect and rodent mitigation, quarterly fire suppression systems, security measures, daily remote climate sensor monitoring readings, and daily temperature and humidity monitoring readings at each storage location.

E.8 Funds Report. The Funds Report shall include invoiced, pending invoice, and

E-2 estimated invoiced dollar amounts by month for all services for the month the report is issued.

E.9 Claims Report. The Claims Report shall include the number of claims submitted, number of claims paid, number of claims pending, and number of claims appealed to the CO, broken down by Branch of Service.

E.10 Accident Report. The Contractor shall immediately notify the COR, of all accidents involving injury to any individual at each storage facility that pertains/specific to Government household goods. The Contractor shall provide the COR a completed accident report no later than the next day, as required.

E.11 Incident Report. The Contractor shall store and release all HHG items in the same condition as tendered upon receipt. In the event HHG is stolen, lost, or damaged, to include but not limited to damage resulting from fire (or water damage incident due to a fire), flood, earthquake, tornado, and hurricane, or any other similar type of occurrence, while in the care, custody or possession of Contractor. The Contractor shall immediately notify the COR within 24 hours of all unusual occurrences. In addition, the Contractor shall submit a full written incident report detailing the particular facts to the COR and customer no later than three (3) Government Business Days (GBD) after initial discovery. The Contractor shall submit a remediation plan which includes an initial assessment of loss and damage, steps taken for remediation, and a timeline for remediation completion to the COR, not later than seven (7) GBDs after initial discovery. The Contractor shall submit weekly status updates with determination of loss and damage, to include remediation efforts (with percent completed) of affected lots, by name and Branch of Service, to the COR. All reports and status updates will be forwarded to the CO and Military Claims Office Representatives.

E.12 Facility Closure Report. In the event the Contractor choses to close a facility, the Contractor should notify the Government in writing no later than 90 days prior to closure. The notification shall include a movement timeline and the location of the facility where the shipments will be placed into storage. The Contractor shall provide a weekly report to the COR outlining the number of shipments and weight relocated and the number of shipments and weight that remain in the facility being closed.

E.13 Expired Storage Report. The Expired Storage Report shall be provided monthly and include the following information for shipments in storage 45 days or less to entitlement expiration and shipments remaining in storage beyond entitlement:

customer order number, last name, service, number of days beyond entitlement, record of all notification attempts, and response received, date the file was provided to the COR, and pertinent information regarding communications with customer.

E.14 Converted Lot Report. The Converted Lot Report shall include the total number of lots converted from Government expense to member expense, listed by Branch of Service. This report shall include the weight of the lot, location, and storage amount due.

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E.15 Small Business Utilization Report. This report shall include a monthly cumulative summary of the total dollar amount of the work awarded to small business subcontractors for performance of the services identified in the PWS.