Addendum A - PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

UNITED STATES AIR FORCE ACADEMY (USAFA)

CADET MOVE 2021

TABLE OF CONTENTS

SECTION AND TITLE PAGE NO.

1. General 3

1.1. Scope 3

1.2. Program Overview 3

1.3. Place of Performance 3

2. Specific Tasks 3

2.1. Preparation and Packing Shipments 3

2.2. Time and Documentation Requirements 6

3. Security and Safety Requirements 7

3.1 Installation Access 7

3.2 Personnel 7

3.3 COVID-19 and/or Future Pandemics 7

3.4 Personally Identifiable Information (PII) and

Federal Information Laws 7

3.5 Safeguarding Information 7

4. Contractor Responsibilities 8

4.1 Quality Control 8

4.2 Quality Assurance 8

4.3. Contractor-Provided Supplies/Materials 9

4.4. Contractor Manpower Reporting Requirement 9

4.5. Facilities 10

4.6. Cargo Insurance 10

4.7. Claims 10

4.8. Contractor Capacity 11

4.9. Government-Furnished Property and Supplies 11

4.10. Invoicing 11

5. Services Summary 11

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

UNITED STATES AIR FORCE ACADEMY (USAFA) GRADUATE CADET MOVE

1. General. The non-personal services being acquired are for the packing, containerization and drayage of personal property of the USAFA Cadets residing at the USAFA, Colorado. 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 Scope. The Contractor shall furnish all personnel, equipment, facilities, supplies, services, vehicles and materials necessary, except as specified herein as Government-furnished, for the preparation for shipment and/or storage and related services of personal property shipments and related services of Air Force Cadets at the USAFA, Colorado. Contractor tasks include, but are not limited to, the following: preparation and packing of articles, inventorying and preparing packing list, containerization, affixing security seals, weighing, banding, loading of shipments, drayage, daily removal of debris, holding of shipments at Contractor warehouse until scheduled for released to freight forwarder/Transportation Service Provider (TSP), and final loading onto TSP equipment for onward movement to final destination. The Contractor shall submit reports and documentation as identified throughout this PWS. If specific instructions or requirements are not provided, commercial standards of services and best business practices are acceptable.

1.2 Program Overview. USAFA Cadet moves are coordinated by the Joint Personal Property Shipping Office North Central (JPPSO-NC) and consists of providing transportation-related services and subsequent movement of Air Force Cadets during the months of May through June of each year, unless otherwise extended. Generally, upon graduation USAFA Cadets are authorized to ship personal property to various locations worldwide. The movements consist of Permanent Change of Station, Temporary Duty Assignments and Home of Record shipments.

1.3 Place of Performance. The Contractor shall provide packing crews at two (2) separate USAFA Cadet Area processing locations consisting of multiple packing lines as designated by the Contracting Officer’s Representative (COR) to service approximately 75 shipments daily (Monday through Friday) and dray them to the contractor’s warehouse subject to further shipment. The Contractor shall complete packing, pickup and drayage on the dates specified on the DD Form 1299 (see Attachment 1) or similar local document unless JPPSO-NC provides advance approval to a change in date(s). The contractor shall be prepared to commence packing at 7:00 am and process all Cadets that are in line by 3:30 pm daily.

2. Specific Tasks.

2.1 Preparation and Packing shipments. The Contractor shall pack, tape, band and mark all types of shipments (i.e. Household Goods (HHG) and Unaccompanied Baggage (UB)) destined for Continental United States (CONUS), Outside Continental United States (OCONUS) and overseas areas. The Contractor shall perform all preparation and packing in a manner requiring the least cubic measurement, producing packages that withstand normal movement without causing damage to the container or contents and at a minimum of weight. The Contractor shall containerize all shipments in such a manner that a freight forwarder can accept the shipment (An example of this would be a Gaylord’s box or other acceptable method and skidded when necessary) and contain a copy of orders provided by the Cadet. The Contractor shall pack all bicycles in bicycle cartons. The Contractor shall protect all shipments from the elements (rain, snow, sun, etc.) and theft at all times.

2.1.1. Cadet-Packed Items. Items already packed prior to bringing to the packing station shall be inspected and repacked by the Contractor as necessary. The Contractor assumes liability for whatever the Cadet packs. The Contractor has the right to inspect all items and shall use the appropriate carton(s) to pack all items (i.e., clothes in wardrobe boxes) thereby affording items the proper protection.

2.1.2. Trunks/Footlockers/Totes or Tubs. Trunks/footlockers/plastic totes or tubs already-packed by Cadets may provide for a properly packed quantity of HHG/UB that is reasonable for the construction and condition of the container. The Contractor shall inspect and decide if the trunks/footlockers/plastic totes or tubs should be shipped as is and subsequently placed in an external carton or container for safe movement. The Contractor shall not place tape directly on the trunks/footlockers/plastic totes or tubs. If the Contractor detects the already packed trunks/footlockers/plastic totes or tubs will not provide sufficient protection during movement, the Contractor shall empty and re-pack all contents in cartons and then stack empty trunks, footlockers, plastic totes or tubs separately for onward movement. The decision to ship trunks/footlockers/plastic totes or tubs as is or empty and re-pack is at the contractor’s discretion.

Cadets cannot insist that the contents must remain in the trunks/footlockers/plastic totes or tubs since the contractor assumes liability for the trunks/footlockers/plastic totes or tubs and the contents. If the contractor encounters difficulty with a cadet, they shall report the incident to the COR (See Para 9, Quality Assurance).

2.1.3. Security Seals. The Contractor shall seal all exterior HHG/UB containers, including overflow and oversize boxes with security seals at the authorized locations. The Contractor shall apply seals upon completion of packing and annotate serial numbers on the inventory, cross-referencing the container number. As a minimum, the Contractor shall use two (2) seals for UB and four (4) seals for HHG per container and seals shall secure the access overlap top and ends.

If only two seals out of a set of four are used, the seals not used will be destroyed at the time of sealing or given to the member.

2.1.4. Removal of Debris. The Contractor shall remove all materials and other debris accumulated within the USAFA Cadet packing areas each day to meet safety and environmental requirements.

2.1.5. Loading. The Contractor shall accomplish the loading of packed containers on-site to Contractor’s equipment. And, upon final release, the Contractor shall load Freight Forwarder/TSP equipment at the Contractor’s warehouse.

2.1.6. Marking. Direct Procurement Method (DPM) HHG and UB containers shall have a completed Contractor-furnished label, affixed on one side and one end panel for all shipments.

Label information shall include Cadet’s name, number of pieces, weight, cube and destination Contractor information.

2.1.7. Banding. The Contractor shall band containers in accordance with (IAW) Commercial Standard American Society for Testing and Materials (ASTM) D3953-15, Standard Specification for Strapping, Flat Steel and Seals or of equal quality with non-metal banding.

2.1.8. Storage. Identification. All shipments will be properly identified by the cadet’s name, and the contractor lot number. Such identification will be in plain view on each lot.

2.1.8.1. Vehicles will not be used for the storage of shipments. Pickup and drayage includes placing the goods within the facility on the pickup date specified in the order; however, at the latest, the shipment will be placed in the facility no later than the day following pickup. When the contractor chooses to allow the personal property to remain on the truck until the next working day, contractor will be held liable for any loss or damage occurring during this time without regard to cause.

2.1.8.2. All personal property will be stored to maintain a minimum of 2 inches of clearance from the floor to the undermost portion of the personal property. This elevation requirement will apply after 3 workdays handling-in period. Items waiting for the completion of handling-in services will be protected at all times. In addition, the property will not be stored in contact with exterior walls.

2.1.8.3. Shipping Containers. The contents of containerized shipments will not be removed from containers when placed in storage or decontainerized prior to delivery to residence unless ordered by the ordering officer.

2.1.8.4. Storage Charges. Storage charges for outbound HHG/UB shipments will not commence earlier than the sixth workday following the original pickup date from the USAFA cadet area.

Storage charges will apply for each 30-day period or computed as a fraction thereof. Date of release from storage will not be considered in computation of storage charges.

2.1.8.5. When the contractor cannot release a shipment from storage or deliver a shipment on the date requested by the ordering officer, the storage charges will cease on the requested date instead of the actual date of release.

2.1.8.6. The ordering officer will follow Service guidelines when authorizing additional storage.

The ordering officer will notify the contractor of the storage extension or expiration date of storage at government expense.

2.1.9 Additional Services. The contractor must provide additional services not included in the schedule, but required for satisfactory completion of the services ordered under this contract, at a rate comparable to the rate for like services as contained in tenders on file with the state regulatory bodies or USTRANSCOM, in effect at the time of the order.

2.2. Time and Documentation Requirements.

2.2.1. The Contractor shall furnish weight tickets, original inventories and packing list via email to JPPSO-NC.ShipmentDistribution@us.af.mil within three (3) business days after completion of each day during the USAFA Cadet performance period.

2.2.2. Weight Tickets. The Contractor shall submit weight tickets reflecting gross, tare, and net weight for all shipments. The Contractor will determine weights through the use of scales properly certified by a state inspector of weights and measures in accordance with the regulations of the state or district having legal jurisdiction over the scales. Personnel designated to operate the scales will be licensed or otherwise qualified as weigh masters if required by the state, commonwealth, or district.

2.2.3. Inventory Form. The Contractor shall prepare an accurate and legible descriptive inventory, listing all items received. See Attachment 4, Household Good Descriptive Inventory for sample. This listing shall include contents of cartons, in coordination with the customer or the customer’s representative. The contractor must provide the customer or their representative the opportunity to identify in writing high-risk or high-value items or the optional use of a high-risk or high-value inventory. The inventory shall include the member’s information and security seal numbers. Proper annotations of property condition shall be reflected and listed accordingly.

The Contractor shall retain one copy, provide one copy to the Cadet, one copy shall be secured to the first container labeled “No. 1,” and one copy goes inside “No. 1” container. The inventory form shall bear the signatures of the Cadet or their designated representative and the Contractor’s representative, and include dates for each signature certifying to its accuracy and completeness.

2.2.4. Professional Books, Papers & Equipment (PBP&E). For PBP&E, ensure the term Military Professional Books, Papers & Equipment “M-PRO” is used to identify such articles on the inventory, together with a description of item(s) and cube or weight of the individual carton. An example of this would be a line entry item for each container, such as, carton M-PRO, 3 cubic ft.

or 21 lbs. A constructed weight of seven (7) pounds per cubic foot may be used for PBP&E.

When a constructed weight is used for PBP&E, the symbol (C) will be inserted by the contractor after the weight to indicate a constructed weight was used. The Cadet will identify PBP&E items separate from other items of the shipment. These items should be placed in separate boxes or cartons to provide safe transportation and weighed separately. The Contractor shall record the total weight of the packed PBP&E items on the last page of the inventory and on packing list for outbound HHG and UB shipments.

2.2.5. Military Shipment Label (MSL). The Contractor shall use the MSL identified in Attachment 2, or a similar format. The contractor shall prepare a MSL noting the number of each piece, weight, cubic measurement, origin and destination. The Contractor shall affix the MSL to the outside of each UB/HHG’s container.

2.2.6. Packing List. The contractor shall provide a consolidated packing list for each shipment with the following information:

- Number of containers to include the kind of containers

- The aggregated weight and cube of each different type of container.

- The total shipment gross, tare and net weight.

2.2.7. Personal Property Government Bill of Lading/Bill of Lading (PPGBL/BL). Upon receipt of the packing list, inventory and weight tickets, JPPSO-NC will make freight forwarder/TSP selection and provide the contractor a PPGBL/BL. The contractor shall contact the freight forwarder/TSP to arrange pickup. Contractor must provide the original and 2 copies of the PPGBL/BL to the carrier when the shipment is picked up. The contractor shall return a TSP signed copy of the PPGBL/BL to the JPPSO NLT close of business the next workday after the day the shipment is picked up. . The copy of the PPGBL/BL returned to the JPPSO shall bear a legible pickup date, carrier pro number (sticker), and signature of the carrier’s representative.

2.2.8. Contractor Weekly Report of Shipments On-Hand. Once shipment releasing begins, the contractor shall submit a weekly report to the COR indicating all outbound shipments still on-hand. The Contractor shall submit this reports every Wednesday and thereafter until all shipments are released.

3. Security and Safety Requirements.

3.1. Installation Access. All crew members must be able to pass installation background check to be granted access to the USAF Academy. The contractor shall prepare Attachment 5, USAFA Form 13, Application for United States Air Force Academy Access Credential, for each employee requiring access to the USAFA, and submit to the COR 30 days prior to start of the Cadet Move period.

3.2. Personnel. The Contractor shall supervise, furnish labor, materials, supplies, vehicles, and equipment to securely perform all services required in this PWS. The contractor shall be staffed at all times during working hours with personnel authorized to arrange for service under the contract. The Contractor shall provide at least one employee who can read write, and speak English on-site at all times. The contractor will not use prison labor in the movement of personal property belonging to members/employees of the Department of Defense.

3.3. COVID-19 and/or Future Pandemics. Contractor must comply with appropriate City, State, and Federal laws/guidance during the performance of the contract. Contractor must ensure all crew members have been screened consistent with Centers for Disease Control (CDC) guidelines for COVID-19 and/or future pandemics and must immediately notify the COR of any COVID-19 and/or future pandemic positive test results to alert of potential exposure, mitigate the spread, and identify the possible need for medical attention.

3.4. Personally Identifiable Information (PII) and Federal Information Laws. The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all government data. The Contractor shall also ensure the confidentiality, integrity, and availability of government data in compliance with all applicable laws and regulations, including data breach reporting and response requirements, IAW Defense Federal Regulation Supplement (DFARS) Subpart 224.1 (Protection of Individual Privacy), which incorporates by reference current versions DoDD 5400.11, “DoD Privacy Program,” and DoD 5400.11-R, “DoD Privacy

Program.” The Contractor shall also comply with federal laws relating to freedom of information and records management. The Contractor shall analyze any breach of PII for which it is responsible under the terms of this contract under both the Privacy Act, if applicable, to determine the appropriate course of action under the requirement, if any.

3.5. Safeguarding Information. The Contractor shall safeguard information of a confidential or sensitive nature. Neither the Contractor nor any of its employees shall disclose or cause to be disseminated any information concerning the operation that could increase the possibility of a breach in security, or interrupt the continuity of operations or which breach the requirements of the Federal Privacy Act of 1974.

4. Contractor Responsibilities. Permits, Licenses, and Certifications. Unless otherwise specified in this PWS, the Contractor shall obtain necessary permits, licenses, and; give all required notices; and comply with applicable Federal, State, County, and local laws, codes, and regulations in performance of the requirements of this PWS. Maintain records of such requirements and make the documentation available to the Government for review upon request, but no later than 10 days from contract award.

4.1. Quality Control. The Contractor shall develop and maintain a quality control program to ensure contracted services are performed in accordance with the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

4.1.1. The Contractor shall maintain records of all audits and inspections and make available to the Government upon request. The Quality Control records shall indicate the nature of the number of observations made, the number and type of deficiencies found, and the nature of corrective and preventive action taken as appropriate.

4.1.2. Customer Complaints. The contractor shall coordinate all customer complaints/resolutions with the COR. The contractor shall maintain records of all customer complaints and corrective actions.

4.2. Quality Assurance. The Government will periodically evaluate the Contractor’s performance by appointing a COR to monitor performance to ensure services are received. The COR will evaluate the Contractor’s performance through intermittent on-site inspections, inspections of the Contractor's quality control program and receipt of any complaints from customers. The Government may inspect each task as completed or increase the number of quality control inspections if appropriate due to failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if merited by performance. The Contractor shall initially validate customer complaints. The COR will make the final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.1. The COR is the authorized representative for the Contracting Officer and will perform assessments of the Contractor’s performance. Subsequent to contract award, the Contracting Officer will furnish the identity of the COR(s) to the Contractor.

4.2.2. The COR will inform the Contracting Officer when discrepancies occur and request corrective action be taken by the Contractor. The COR will make a notation of the discrepancy on the Certificate of Service (COS) report with the date and time the discrepancy was noted.

4.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer, and not to the COR.

4.2.4. The contractor’s service performance shall be subject to review by the Contracting Officer or authorized representative(s).

4.3. Contractor-Provided Supplies/Materials.

4.3.1. Supplies: Weight Tickets/Inventories/. The contractor shall provide weight tickets and inventories to the COR no later than three (3) business days after the completion of each day of performance during the Cadet Move period. The contractor shall maintain all supporting documents for audit and dispute purposes for five (5) years. Weight tickets must be legible, signed by the person performing weighing, be prepared in duplicate and contain the following minimum information:

- The complete name and location of the scale;

- The date of each shipment was weighed;

- Identification of the weight entries (tare, gross and/or net weights);

- Company or TSP identification of the vehicle;

- Shipper’s last name

NOTE: Tare Weight will consist of the weight of empty outer containers/pallet/skid before loading personal property.

4.3.2. Materials. The Contractor shall provide cartons, tape, filler material, paper pads, containers, security seals, banding materials, wrapping and other type material required to ensure proper packing for damage free movement. All materials shall be new or in sound condition.

The Contractor shall completely obliterate all previous markings pertaining to any previous shipment and all material shall be free of any substance injurious to the articles being packed and to the owner. The Contractor shall use new materials for packing linens, bedding and clothing.

The Contractor shall furnish the Government representative with the predetermined amount of cartons and tape to Vandenberg and Sijan Hall at the USAFA Cadet area 20 days prior to the schedule Cadet move.

4.4. Contractor Manpower Reporting Requirement. The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Air Force via a secure data collection site. The Contractor shall completely fill in all required data fields at the data collection site. Use the following web address to get to the Department of the Air Force data collection site:

https://sam.gov.

4.4.1. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, the Contractor shall report all data no later than October 31 of each calendar year. Contractors may direct questions to the System Award Management (SAM) help desk.

4.4.2. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data.

4.5. Facilities. Contractor’s Facilities shall meet the guidelines outlined in Appendix D and Appendix E of the Defense Transportation Regulation (DTR) 4500.9-R- Part IV. See https://www.ustranscom.mil/dtr/dtrp4.cfm. The Contractor shall provide proof of current Storage Management Office (SMO) certification. SMO certification must remain current throughout the life of the contract. If a facility is found to be unsatisfactory, it may be declared ineligible to receive further orders under the contract.

4.6 Cargo Insurance. The Contractor shall provide a certification of cargo insurance reflecting coverage on an annual basis in at least the amount shown below to cover legal liability. The underwriter of cargo insurance shall have a policyholder’s rating of “A.” The certificate shall be prepared with original signatures and provided to the designated installation Contracting Officer.

The following is the minimum cargo liability coverage required:

Amount Per Aggregate Losses / Amount Per Shipment

Damages at Any One Place and Time

Domestic $ 50,000 $150,000

International $ 50,000 $150,000

4.7 Claims. The provision of Full Replacement Value (FRV) coverage to all DoD customers provides for the replacement, repair, or payment for the non-depreciated value of lost or damaged items.

Under FRV the contractor shall replace, repair, or pay the non-depreciated value of lost or damaged items. The liability limits for FRV are the greater of $7,500.00 per shipment, or $6.00 times either the net weight of the HHG shipment or the gross weight of UB shipment, in pounds, not to exceed $75,000.00. For detailed claims and liability procedures see Attachment 3, DPM Claims and Liability Procedures.

4.8 Contractor Capacity. Contractor Capacity is the total capacity of the contractor to provide pick-up and/or delivery of personal property, as measure in Net Hundred Weight (shipping) (NCWT), which the contractor must assure is available to meet Government requirements during each working day, between the hours of 0800-1700, before being committed to non-Government requirements. The following are the required NCWT:

AREA 1: Zone 01 El Paso County (Outbound)

Government's Est.

Maximum Acceptable Daily Capability

Gov. Est. Minimum Acceptable Daily Capability

NCWT NCWT

250 250

4.9 Government-Furnished Property and Supplies. DD Form 1299, Application for Shipment and /or Storage of Personal Property, with applicable Special Order and Customs Forms (when required) (see Attachment 1), to be used to prepare shipment documentation and MSL.

4.10. Invoicing. Contract payments will be made via the DoD-approved electronic third party system and associated processes outline in Defense Transportation Regulation, Part IV, Attachment G7. https://www.ustranscom.mil/dtr/part-iv/dtr_part_iv_app_g_7.pdf

5. Services Summary.

The Services Summary (SS) is a listing of critical services objectives (services required) with associated performance thresholds (specific standards) that will be periodically verified by Government personnel. Each performance threshold represents the minimum acceptable level of Contractor performance for its corresponding SS. The SS and thresholds represent only the critical components of this PWS and do not excuse the Contractor from performance of other responsibilities identified in this PWS.

Services Summary Performance Work Statement

Paragraph #

Performance Threshold Method of Surveillance

1. Proper Preparation, Packing, Loading, and Containerization of Personal Property for onward movement

Paragraph 2.1 Contractor shall pack, load, and containerize all shipments with no more than 3% of total number of shipments incorrectly packed/loaded/containerized IAW the PWS.

Random Inspection

2. Maintain adequate facilities and vehicles

Paragraphs 4.5. and DTR Appendix D and

E (DTR 4500.9-R-

Part IV)

No more than one violation based on inadequate facilities or vehicles as outlined in Appendix D and E of the

DTR.

Random Inspection

3. Security Seals Paragraphs 2.1.3., 4.3.2.

No more than 3% Defects Daily

Random Inspection

4. Removal of debris Paragraphs 2.1.4. No more than 3% Defects Daily

Random Inspection

5. Loading Paragraphs 2.1.5. No more than 3% Defects Daily

Random Inspection

6. Marking Paragraphs 4.3.2. No more than 3% Defects Daily

Random Inspection

7. Weighing Paragraphs 4.3.1. No more than 3% Defects Daily

Random Inspection

8. Banding Paragraphs 4.3.2. No more than 3% Defects Daily

Random Inspection

9. Proper pick-up, return, and preparation of documentation

Paragraphs 2.2.1.

through 2.2.8., 4.3.1.

98% on-time return of completed, accurate, legible documentation to JPPSO within the timeframes indicated in the applicable subparagraphs of the PWS.

Random Inspection

10. Materials Paragraph 4.3.2. 98% on-time delivery of packing materials IAW the

PWS.

Random Inspection

Attachments:

1) DD Form 1299 - Application for Shipment and/or Storage of Personal Property

2) DD Form 1387 - Military Shipment Label (MSL)

3) DPM Claims and Liability Procedures

4) Household Good Descriptive Inventory

5) USAFA Form 13 - Application for United States Air Force Academy Access Credential