Site Visit Question and Answer.pdf

Warehouse Site Visit – Questions and Responses.

I was not able to capture all question asked and even some of the question did not pertain to this contract. They were more supply chain Inventory Manager, Planner, and Engineer related. The questions below may not be 100% as they were asked, but I attempted to capture the essence of the questions and answers.

All vendors should reference the SOW / TSOW for complete requirements.

Logistic Center Questions:

1. What systems are used?

a. We are currently using 2 systems. Warehouse Management System (WMS) and

Industrial & Financial System (IFS). The program used mainly in the logistic center is WMS in combination with handheld scanners.

2. Who is responsible for maintaining all the inventory?

a. This would be the planners and inventory managers.

b. As for any warehouse inventory counts, those are accomplished by our inventory branch. There is no contract position associated with this contract.

3. Are there any contract position in the Inspection process.

a. No, these positions are all government / fed.

4. How do you handle time compliance and first-in/first-out, hazardous, and other materials.

a. The coding for these items is identified in WMS / IFS by the Inventory Manager, Planner, and Engineer. As for the warehouse process, the material handler will scan the label and store the item in a location that was assigned by WMS / IFS.

5. How is the material stored?

a. The material handler will scan the label and store the item in a location that was assigned by WMS / IFS.

6. How do you handle hazardous materials?

a. This items are identified by marking labels and the location is assigned by WMS / IFS.

7. Do you have a facility for hazardous materials?

a. Yes, outside in our hazardous building.

8. Do these buildings have safety items such as Fire Extinguishers?

a. Yes, both builds (LSF and the Hazardous) have handheld fire extinguishers as well as a built-in fire suppression systems.

b. In addition, both building have fire doors that will close automatically when the fire alarm is triggered. This will sound alarms / flashing lights throughout the build. Any and all personnel will have the ability to exit through personnel doors within those stockrooms

9. Do you store any aircraft parts in the warehouse.

a. No

10. Who preforms your Programed Maintenance (PM) on your equipment?

a. This is done by our facilities branch and our forklift maintenance branch.

11. Where is your batteries and PIT (forklifts) equipment stored.

a. We have a maintenance department that handles all our PM and maintenance issues.

This is also where employee’s pick-up/dop off equipment when it needs a charge or needs maintenance / repairs.

b. I showed the group where the maintenance department is located.

12. Who maintains the facilities?

a. We have a maintenance department AMP who tends to any / all maintenance issues

13. Are the employees required to hold any certs?

a. The only certifications would be related to powered industrial trucks (PIT), fall protection and hazmat training which is identified in the SOW / TSOW. These are not actual certifications.

i. My idea to the answer of certifications is Airline Pilot or PMP related. Not warehouse related.

14. Who performs the certification of the equipment?

a. We have a warehouse maintenance branch who maintains our certification on items such as our weight scales and other type of equipment

15. Who provides your forklift training?

a. We do. We provide in-house PIT training for all employees within the logistic center.

b. In-addition we work with our Safety Office and Facilities branch (AMP) to ensure each employee is properly trained on the equipment required for their duties.

16. Who provides all the employee protective equipment?

a. For the most part the Logistic center provides PPE. The exceptions would be steel toed shoes which are to be provided by the contractor. While the logistic center will provide eye / hearing protection as well as fall protection (harness) and hard hats. Per the SOW/TSOW if the contractor provides harnesses, they must be approved by our safety office and inspected annually. As for additional items, we can also provide gloves, mask, hand sanitizer. Their may be other items as needed for each position not listed here or in the SOW/TSOW.

b. Now for the woodworker per the OSW/ TSOW, the contractor is responsible in providing an initial (base) hearing exam and annual hearing exam.

17. What is the size of the warehouse?

a. The Logistic Center is roughly 500,000 square feet

b. Our Thomas Road facility is approximately 240,000 square feet.

c. We have around 17 acres of space outside

d. And we have our Hazardous building which is located on the other side of our cable yard

18. Who monitors your inventory?

a. This is not a warehouse function for this contract. Inventory is monitored by the

Inventory Manager and planners.

19. Who performs your warehouse inventory?

a. The warehouse inventory is conducted by our inventory branch. This is not the same as the projected Supply Tech (Inventory) for this contract.

b. The Supply Tech (Inventory) for this contract will conduct inventory inspection and audits of bench stock items located throughout MMAC, to include Radar. Refer to the SOW/TSOW for further information

20. How often is your inventory checked?

a. We conduct our inventory all year throughout the year. This means we will have a 100% inventory audit every three years

21. How do you handle stock discrepancies?

a. When a material handler is tasked with pulling stock and they arrive at that location.

They locate the item, and if the inventory count is low or no item in location. We have a discrepancy process where the material handler can select a function of there scanner which will notify the inventory branch of the discrepancy. However, prior to this, we have requested all material handlers notify a lead or management prior to conducting a discrepancy report. We’ve asked the lead, manager, and employees to do a through search of the area and surrounding location to double check for the item(s). Once this is accomplished a discrepancy can be submitted.

22. What are the hours of operation?

a. As per the SOW/TSOW the hours of operation are from 6:00am to 6:00pm. We have employees who work different schedules based on the needs of the government.

b. As for our Thomas Road facility I would reference the SOW/TSOW.

c. We also have a second shift that starts at 12:00pm and work till 8:30pm

23. What about overtime?

a. As per the SOW/TSOW any overtime request must be request in advance and approved by the COR and/or the CO.

24. Badges and access throughout the warehouse and other building to accomplish duties?

a. Each employee will receive the access needed to accomplish their duties. This may require electronic key card in-addition to having a hard key.

b. When an employee is required to operate a PIT (forklift) we will assign them an electronic key card which gives them access to operate their equipment. This card will be given to the employee when they start their PIT (forklift) training.

25. We talked about the Hazmat training.

a. The Packer and Woodworker are the only two position that are required to attend and maintain this qualification.

b. The government pays for this training which is conducted on site and last about a week.

c. Refer to the SOW / TSOW training requirement for these two positions

d. Why?

i. The packer and woodworker are the two positions that would be shipping out hazardous material. They will work with our transportation branch to get the shipments out the door.

26. Are there set delivery metric for the delivery truck (Center delivery)?

a. No, not specifically. Since there is not always material to deliver, we have no set metrics.

b. However, the current drive does his best to get all orders out and delivered to the customer the same day.

c. If the item is a priority, we make every effort to get this delivered to the customer as soon as possible

d. It’s also possible for a planner or technician contact us to expedite a P5.

e. Deliveries / pickup are made throughout the center approximately 4 to 5 times a day. Or as needed

27. Are all items pulled today, getting shipped today? Is there requirement to get the material out the door / delivered?

a. The material handlers and shippers do there best to get all P1, P2, P4 and P5 items process and loaded on the outbound freight or express truck that day / night no matter what the priority is.

b. All P1 orders go to the front of the shipping line in order to expedite processing

c. P5 orders do not have the same expedite requirement as a P1

d. Our outbound items are picked up twice a day.

i. Express pickup is around 5:00pm

ii. Freight pickup is around 7:30pm

28. Are Photos allowed?

a. No, we have to get approval prior to taking video and/or photos

29. Is the warehouse air conditioned?

a. No, as per the SOW/TSOW the warehouse is not climate controlled

30. Will any of these positions require travel?

a. No, a travel line was added to the contract as a just in case.

Thomas Road Facility Questions:

31. What is the ratio of federal and contract employees at Thomas Road?

a. At this time, we have only one contract employee at Thomas Road

32. What is the purpose of this warehouse (Thomas Road)?

a. Thomas Road is the repository for where all the parts for R&M are located for the program office in Washington DC. These parts are all located in WMS / IFS and maintained by the program office planner.

b. Thomas Road handles R&M material while the Logistic Center handles Ops Stock

c. In addition, Thomas Road is a recycle location for the FAA in Oklahoma City.

d. Thomas Road facility also handles the sale of excess and unused material.