Attachment_J-7_-_Definitions.pdf

FMSS LOGISTICS SERVICES

ATTACHMENT J-7, DEFINITIONS

Attachment J-7

Terms Definitions

24/7 24 hours a day, 7 days a week.

Acceptable Quality Level Maximum percent defective or the maximum number of defects per hundred units considered satisfactory for purpose of sampling inspection; Allowable variance from a standard expressed by narrative description before the Government will reject the specific service.

Acceptance The act of an authorized representative of the Government by which the Government assumes ownership of existing identified supplies tendered or approves specific services rendered as partial or complete performance of the contract.

As-is Condition The present state of any object at the time it is evaluated, given, received, or exchanged.

Automated Management Information and Inventory System (AMIS)

Computerized system that tracks all work order requests from receipt by the contractor to completion by the contractor; inventory received, inventory stored and inventory delivered to the customer.

AWSS Agency Wide Shared Services - Provide shared expertise and advice necessary to deliver shared services throughout the IRS.

Base Year The performance period following the phase-in period when the contractor becomes fully responsible for performing the activity.

Basic Services Includes Warehousing, Transportation, Campus Box and Property Moves, Utility Hours, Campus Office Repairs, Locksmith services and Excessing/Disposal of IT and Non- IT Property

Batch Cart A metal cart of equipment, with wheels and shelves, used to transport files within and between facilities.

Bidder’s List A list of entities that have expressed interest in possibly submitting a bid on a solicitation.

Bread Cart A metal piece of equipment, with wheels and shelves, used to transport boxes, files, mail, and other goods within and between facilities.

Bursters Equipment that assists in the separating of continuous forms into single forms.

Terms Definitions

Campus IRS has 13 locations that support the tax process:

Andover, MA; Atlanta, GA; Austin, TX; Brookhaven, NY;

Covington, KY; Fresno, CA; Kansas City, MO; Memphis, TN; Washington, DC; New Carrollton, MD; Oakland, CA; Ogden, UT; and Philadelphia, PA.

Capital Equipment Item costing more than $25,000.

Commercial Off the Shelf (COTS) Software

Computer software products that are ready made and available for sale to the general public.

Computing Center IRS has three locations that manage tax data:

Martinsburg, WV; Memphis, TN; and Detroit, MI.

Continuity of Operations Plan

A description of how operations will be maintained in the event of a natural or man-made disaster.

Contract A mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of written commitments that obligate the Government to an expenditure of appropriated funds. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts;

orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance;

and bilateral contract modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. 6301, et seq.

Contract Discrepancy Report

A report sent by the Government to the Service Provider that the Service Provider is required to complete if any element of performance under this contract is unsatisfactory based on the Acceptable Quality Level (AQL) identified in the Performance Requirements Summary (PRS). The CDR requires the Service Provider to explain to the Contracting Officer, in writing within 1 workday, why performance is unsatisfactory, how performance shall be returned to satisfactory levels, and how recurrence of the problem shall be prevented in the future.

Contracting Officer's Representative (COR)

A technical representative designated by the Contracting Officer to monitor service provider's performance and other contract administration duties associated with the award of a formal contract.

Attachment J-7

Terms Definitions

Current Operating Environment

The Operating Systems and Applications are currently hosted within the IRS firewall. Examples are Microsoft 2003 Server, SQL 2000 Server software on Dell and HP hardware platforms, and Oracle on SUN platforms.

Customer Individuals and organizations that request or use IRS production services. Includes all personnel and entities including those operating under a Support Agreement, Memorandum of Agreement, or Memorandum of Understanding. Also includes all personnel or entities that reimburse IRS or otherwise provide sources of funding for delivery of products and services by IRS.

Defect Rate This a formula used for computing the rate of defects uncovered in a period of contractor performance evaluation.

Deficiency An existing condition identified during the Phase-In inspection which costs $500 or more in labor and materials to correct.

Desktop Delivery Describes the delivery of property to a customer's desk location.

Disaster Recovery Plan A description of how the contractor will capture, maintain, and update AMIS system data to avoid work stoppage and data loss during system downtime.

Discrepancy Report A formal, written documentation of contractor nonconformance or lack of performance for work. The DR is initiated by the Contracting Officer, or an authorized representative, whenever the performance as determined by the Contracting Officer is unsatisfactory. The contractor completes and returns the report to the Designated Government Representative.

Disposal The process of identifying and removing published products and/or property that have been deemed by the Government to be obsolete, revised/disposed, damaged, or excess to either a landfill, dumpster, etc.

Embedded Loading Dock Loading dock attached to a warehouse

Employee Resource Center (ERC)

Work order processing center, known as ERC. Operation located in Memphis, TN. that provides assistance to IRS customers to resolve problems and answer questions to a variety of issues including real estate, property, logistics, personnel, etc.

Evaluation Period A specified period of time to evaluate the contractor’s performance and determine compliance with the Government quality requirements.

Terms Definitions

Excess Indicates the property is still usable but not needed by the current user. The process of removing property from its current location and either disposing of it in accordance with appropriate regulations or may require warehouse storage for future use.

Existing Condition A need for repair that exists prior to the start of full contract services and may be identified during the phase-in inspection.

Federal Holidays The following holidays are identified as Federal holidays:

New Year's Day, Martin Luther King’s Birthday, Washington’s Birthday (President’s Day), Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas Day and any day designated by the President of the United States.

Firm Fixed Price A firm-fixed-price contract provides for a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. This contract type places upon the contractor maximum risk and full responsibility for all costs and resulting profit or loss. It provides maximum incentive for the contractor to control costs and perform effectively and imposes a minimum administrative burden upon the contracting parties.

Fiscal Year The Government Fiscal Year is September 1 through September 30.

Government Equipment Furnished

Equipment in the possession of, or directly acquired by, the Government and subsequently made available to the contractor in “as is” condition for the sole use by the contractor in the performance of this contract.

Government Facilities Furnished

Buildings or structures, in whole or in part, furnished by the Government and provided to the contractor for contract performance. Government Facilities Furnished are located at the Martinsburg Computing Center, Martinsburg, WV, Memphis Campus, Memphis, TN and Kansas City Campus, Kansas City, MO.

Government Property All Property owned or leased by the Government.

Government Property includes both Government- Furnished and Contractor-acquired property.

HUBZone A Government program that provides Federal contracting opportunities for qualified small businesses located in distressed areas.

Terms Definitions

Indirect Costs Costs which are not readily identifiable with a particular cost objective but nevertheless are necessary to the general operation of an organization and the conduct of the activities it performs. The cost of executive salaries, payroll, accounting, personnel, depreciation, general telephone expenses, general travel and supplies expenses are examples of expenses usually considered as indirect costs.

Inside Delivery Describes delivery to specific locations within a building, except desktop delivery.

Inspection Examining and testing supplies or services (including, when appropriate, raw materials, components, and intermediate assemblies) to determine whether they conform to requirements.

Jogger Machine Piece of equipment that provides rapid alignment for envelopes, checks and other documents.

K-9 Unit Specially trained dogs used to assist in the detection of explosives and narcotics.

KC Cart A metal piece of equipment, with wheels and shelves, used to transport boxes, files, mail, and other goods within and between facilities.

Key Personnel Contractor staff identified in the PWS as essential to the performance of the terms of the contract.

Keyboard J-Arm Device that allows the raising or lowering of a computer keyboard.

Lektrievers File storage system consisting of mobile shelving units.

Knowledge, Incident/Problem, Service Asset Management

(KISAM)

The subsequent Work order processing center, to the ERC. Operation located in Memphis, TN that provides assistance to IRS customers to resolve problems and answer questions to a variety of issues including real estate, property, logistics, personnel, etc.

Local Posts of Duty Any facility within a 50 mile radius of the main campus and computing centers that house IRS employees.

Logistics Services Warehousing, transportation, repair services and other logistics services.

Lot Size Group of service output related to the performance standards in the Performance Requirements Summary, such as work orders; therefore, the number of outputs in a lot is the lot size.

Terms Definitions

Major Nonconformance A nonconformance, that is likely to result in failure of the supplies or services, or to significantly reduce the usability of the supplies or services for their intended purpose.

Minor Nonconformance A nonconformance that is not likely to significantly reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

Move Property Describes the movement of Government Property from one location to another not exceeding 15 employees.

Non-Peak Season Campus processing periods when operations are at their lowest level

Obsolete The status of a published product that is no longer valid and therefore is unavailable.

Option Year A unilateral right in a contract by which, for a specified time, the Government may elect to purchase additional supplies or services called for by the contract, or may elect to extend the term of the contract.

Packing and Unpacking Describes the packing and unpacking of deliveries transported to the customer. This does not refer to the packing and unpacking of desks, cabinets, bookcases, credenzas, etc.

Peak Season Campus processing periods when operations are at their highest level

Performance Indicator/Measure

Tool used to measure actual occurrence to the performance standard. Determines if the work performed was below, met or exceeded the standard.

Performance Requirements Summary

A summary chart that identifies the required services that will be evaluated by the Government to ensure that the contractor meets performance standards. Refer to Section C.6, Performance Requirements, of the Solicitation.

Performance Work Statement

Section C in the solicitation that identifies the technical, functional, and performance characteristics of the agency's requirements. The PWS is performance-based and identifies essential outcomes to be achieved, specifies the agency's required performance standards, and specifies the location, units, quality, and timeliness of the work.

Phase-In Period 90-day period between contract award and contract start provided to a successor contractor to transition responsibility for providing Logistics Services to include On-Site Observation Period.

Terms Definitions

Physical Security Plan Document that provides an auditable system of controls and procedures, which will secure facilities and Government furnished equipment and maintain key control for the performance of the PWS.

Pipeline Equipment Describes any equipment that is directly used to support the processing of taxes.

Point to Point Describes the pick-up location and delivery location. This could be the loading dock, inside pickup or delivery or desktop pick-p or delivery

Population Refers to the number of expected occurrences of a service during the surveillance period, i.e., quantity of work.

Position Of Public Trust Level of security clearance which will grant employees “staff-like access” to IRS facilities.

Posts of Duty Any IRS facility nationwide that is not a campus/ computing center or their local posts of duty.

Program Manager Contractor employee responsible for overall management, contract oversight, and quality assurance.

Project Leader Contractor employee(s) responsible for the management of daily performance and ensuring the quality of all PWS requirements.

Property, Personal Personal property includes a variety of expendable and nonexpendable items such as vehicles, published products, conventional and systems furniture, office machines, office equipment, and IT equipment.

Property, Real Real property is any interest in land, together with improvements, structures, and fixtures located thereon.

Quality The composite of material attributes including performance features and characteristics of a product or service to satisfy a given need.

Quality Assurance A method used by the Government to provide some measure of control over the quality of purchased goods and services.

Quality Assurance Program

A planned and systematic pattern of all actions necessary to provide adequate confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved.

Quality Assurance Evaluator

The person(s) responsible for surveillance of contractor performance. QAE’s are Government employees.

Terms Definitions

Quality Assurance Procedures

The processes and procedures developed by the Government to provide details on implementing the Government’s Quality Assurance Surveillance Plan.

Quality Assurance Surveillance Plan

An organized written document used by the Government to explain the Government’s approach to quality assurance surveillance. The QASP may contain sampling/evaluation guides and checklist templates.

Quality Control Those actions taken by the contractor to control the production of outputs to ensure that they conform to the requirements.

Quality Control Plan Document that details the contractor’s plan to ensure that services and standards contained in and required by the PWS are satisfied.

Random Sampling A sampling method whereby each possible sample has the same probability of being selected.

Rapid Extraction Desk Equipment used in the processing of mail that assists with the opening of envelopes and removal of envelope contents.

Re-key Describes the act of changing the cylinders and providing matching keys for locks on Government Property.

Repair Services Services that include, but are not limited to, the repair of office equipment, tax processing equipment, systems furniture, locks, chairs, and desks.

Response Time The time allowed the contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials ready to perform the work required. Response times are designated in the appropriate paragraphs of this specification.

Safety Program Plan Safety program developed by the contractor to comply with all requirements of the contract.

Sample One or more work elements drawn from a lot for quality assurance surveillance. The number of work elements selected for evaluation is the sample size.

Sampling Guide Identifies the AQL associated with the requirement, the lot and sample size, how the output sampling and inspection will be performed, and the number of defects that will be allowed before the performance is considered unsatisfactory.

Terms Definitions

Scheduled Routes Describes pre-established transportation schedules.

Deliveries may require inside or desktop delivery.

Sealers Equipment used to fold and seal documents in preparation for mailing.

Skid/Pallet A wood slatted piece of equipment used to temporarily store and transport merchandise; transport accomplished using a forklift.

Standard Form 294 Form addressing Subcontracting Report for Individual Contracts.

Standard Form 1034 Form addressing Public Vouchers for Purchases and Services Other Than Personal.

Strike Contingency Plan A document describing how the contractor will continue to perform the services required by the PWS in the event of work stoppage by contractor employees.

Sub-Contracting Officer’s Technical Representative

Individual with the authority to act on behalf of the Government responsible for day-to-day program oversight and is located at the Campus and Computing Center locations.

Support Special Events Describes the movement and placement of tables, chairs, easels, podiums, boxes, and/or containers to prepare for an IRS event.

Surveillance Schedule Schedule based on the QASP requirements that indicate when the various requirements will be monitored; Must cover all hours of operation to include nights, holidays, and weekends.

Systems Furniture Systems furniture are components that divides large spaces into private work areas and are usually comprised of panels, work surfaces, and storage areas.

Technical Direction Direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

Transportation Services Services provided by the contractor that include, but are not limited to, preparing, securing, receiving, loading and unloading, picking-up, delivering, inspecting, controlling, tracking, reporting, shipping, and work order processing.

Unscheduled Pickup and Delivery

Describes the need to pick up property from and/or deliver property to a location on a regular scheduled route at a different time or pickup from and/or delivery to a location not on a scheduled route.

Attachment J-7

Terms Definitions

Velo Binders Equipment used to hole-punch and bind documents, usually with spiral binding.

War Wagon A metal piece of equipment, with wheels and shelves, used to transport boxes, files, mail, and other goods within and between facilities.

Warehouse Pickup and Delivery

The process of picking up and delivering property from the warehouse to the customer and from the customer to the warehouse.

Warehouse Services Services provided by the contractor that includes, but are not limited to, receiving, loading and unloading, inspecting, controlling, reporting, tracking, preparing, storing, retrieving, shipping, excessing, and work order processing.

Work Order Directives to the contractor to perform a specific task.

Work orders will be received by the contractor through the ERC/KISAM system.