APV DRAFT SOW.pdf

FOR OFFICAL USE ONLY DRAFT STATEMENT OF WORK APV PROJECT CL20357003

SECTION C – STATEMENT OF WORK

The vendor is responsible for supply chain management, which includes distribution, parts acquisition, customer service and technical support (Technical Assistance to customers in areas such as part number identification, clarification of requirement, item description, obsolete item solutions, support needed prior to or after requisition is received).

1. SUPPLY SERVICES

The vendor shall serve as a single point of contact for the customer. In addition, the vendor shall provide easy access communications to all customers such as toll-free number, e-mail access, etc. The prime vendor shall be responsible for the following:

Order status information- monitor, analyze, and provide visibility of all existing order information to the customer and DLA Land and Maritime. Method of visibility must be acceptable to customer and DLA Land and Maritime. The government may explore different options of transportation management systems that provide in-transit visibility of shipments. The customer or DLA shall report instances of nonconforming material, incorrect quantities, or late delivery performance to the vendor using existing deficiency and discrepancy reporting forms/formats and procedures.

Partial wavier of the Non-Manufacturer Rule applies for items not manufactured by a small business.

Waiver of the Non-Manufacturer Rule does not waive other legal requirements applicable to Government procurements, such as the Buy American Act and Trade Agreements Act. If a small business manufacturer or processor is available and the item is made in the United States that meets the scope of the contract, meets the customer requirements and the price can be proven fair and reasonable then the vendor has to buy the item from a small business manufacturer or processor.

2. CUSTOMER SERVICE TECHNICAL RESEARCH

The prime vendor shall provide technical assistance to customers in areas such as part number identification, clarification of requirement, item description, obsolete item solutions, and any other support that may be necessary prior to submission of a requisition, or after the requisition is received.

The prime vendor shall provide easy access communications such as toll-free telephone, e-mail access, etc.

Examples of customer service required are listed below:

• Timeliness and adequacy of response(s) to (a) customer requests for assistance on both pre- and post-award issues, and (b) requests made by the DLA Land and Maritime Contracting Officer, Basic Contract Administrator and Delivery Order Buyer.

• Responds within 24 hours to all customer requests for assistance

• Expedites orders when requested

In addition to what the contractor provides to support evidence of their efforts, the Contracting Officer will consider information or feedback received from APWV customers.

3. SUPERSEDED PART AND/OR PART NUMBER CHANGES

A part is considered to have a superseded part number if the superseding item is manufactured by the same source and possesses functional and physical characteristics, such that it is completely interchangeable with the original part without alteration to the item or the adjoining items. Approval is not required prior to shipment. However, written notification shall be provided to both the customer and the contracting office advising of the change in part number, no later than time of shipment.

4. QUALITY ASSURANCE

The vendor shall ensure corrective action is taken when notified of a quality discrepancy/deficiency.

Once a defective item has been identified by the contracting officer or customer, and communicated to the vendor, the vendor shall be responsible for ensuring a conforming item is expedited to the customer while also researching and determining the cause of the defect to alleviate future product compliance failure. The vendor shall pass on and monitor any commercial warranties as applicable. If the customer finds a part to be defective, the vendor shall replace it immediately with an acceptable (conforming) part.

5. IMPLEMENTATION

During the implementation stage the contractor shall put in place the infrastructure, EDI capabilities, systems, and processes necessary for the contractor to meet the Government’s performance requirements for the execution stage. Within 60 days after award, the contractor shall have EDI capabilities and systems ready to support the contract. If an awardee fails to implement the activities described in its implementation plan within the times specified as to endanger timely and successful completion of the implementation stage, the Contracting Officer may terminate the contract for default and award to the next eligible offeror under this solicitation.

6. RAMP-UP PERIOD

The ramp-up period shall not exceed the 45-day period following the effective date of the contract.

During this period, the prime vendor shall demonstrate his capability to receive and transmit orders and any other actions necessary to perform. The prime vendor will not be responsible for meeting delivery requirements until the ramp-up period has expired.

7. ORDER PROCESSING

Order placement shall be by EDI transmissions in accordance with ANSI X12 Standards through a registered Value Added Network (VAN). Issuance of an EDI transmission constitutes a binding order. The contractor is required to commence performance upon receipt of a binding order. In general, the process will work as follows: The customer will submit requisitions, requisition follow-ups and requisition cancellations to the DLA Land and Maritime. The customer requirements will be then forwarded to the contractor via a delivery order issued from the Enterprise Business Systems (EBS) in the appropriate EDI transaction set. The contractor shall provide real-time shipping status corresponding to the customer’s requisition using an appropriate transaction set.

At a minimum, the following EDI transaction sets will be used:

• EDI 850 (Purchase/delivery order)

• EDI 997 (Functional acknowledgement)

• EDI 856 (Shipment notice manifest)

• EDI 810 (Invoicing)

• EDI 865 (Purchase Order Change Request—Seller Initiated)

• EDI 860 (Purchase Order Change Acknowledgement—Buyer Initiated)

8. PRICE REASONABLENESS

The vendor will establish and determine the price is reasonable under the standards in Federal Acquisition Regulation (FAR) Subpart 15.4 and FAR 31.201-3 for all spot buys. The vendor will also check GSA schedules to determine if a lower price can be obtained. The vendor will provide a report monthly about what was definitized to include determination of price reasonable which included price reasonableness code, quantity, requisition number, delivery order number, quotes received, and number of contractors solicited.

9. PERIOD OF PERFORMANCE

The initial period of performance is for four years beginning on the effective date of the contract with a total of one one-year option period. The total contract period shall be five years if the option is exercised. The option period stands alone and will be subject to approval of waiver of the Non- Manufacturer Rule by the U.S. Small Business Administration. As a part of the preliminary review process, the prime vendor shall submit quarterly reports to the Contracting Officer that include the number of awards to large business, small business and the dollar amounts of each award under a prime vendor program.

10. FAST PAYMENT

Fast Payment procedures shall apply to all orders valued at $35,000.00 or less and are OCONUS DVD.

FAR 52.213-1, Fast Payment Procedure, applies.

11. REQUIREMENTS

The contractor is required to provide On Time Delivery (OTD) of conforming parts, in the correct quantity, to the specified destination for each delivery order issued against the basic contract. OTD is defined to be receipt of conforming supplies at a designated address in the requested quantity on or before a required delivery date. DLA will use the Enterprise Linked Logistics Information Source (ELLIS, http://ellis.dscr.dla.mil/), to measure the contractor’s performance on a monthly basis. For tracking purposes, the date the order is issued will start the OTD tracking. The Carrier Tracking Data will be used to determine the date of delivery, which ends the OTD period (these orders will be Fast Payment if they are less than or equal to $35,000.00 in value). The contractor will be required to utilize and access the Vendor Shipment Module (VSM) for shipping information. Carrier tracking data must be provided for each shipment. The data may be provided in the VSM system (Tracking Nbr field) or via an approved EDI transmission that is suitable for ELLIS. In accordance with DLAD, 4.1303-90, Personal identity verification of contractor personnel, the contractor is required to obtain a CAC/ECA certificate in order to obtain access to the ELLIS system for contract performance. This certificate must be obtained no later than 120 days after contract award.

12. CYBERSECURITY REQUIREMENTS

Independent Verification and Validation

1. Upon request, provide the Contracting Officer a copy of the most current plan of action to mitigate or correct identified weaknesses and vulnerabilities within information system(s) owned and operated by the contractor, which enables the contractor’s ability to meet the requirements/deliverables outlined within the solicitation.

2. Upon request, provide the Contracting Officer documentation verifying compliance with NIST SP 800- 171 requirement 3.11.1. Periodically assess the risk to organizational operations (including mission, functions, image, or reputation), organizational assets, and individuals, resulting from the operation of organizational systems and the associated processing, storage, or transmission of information categories defined in the Controlled Unclassified Information (CUI) Registry and the relevant NIST SP 800-53 security controls RA-3 Risk Assessment.

3. Allow DLA’s Cyber Assessment Team or a 3rd Party Assessor (DLA will be privy to all the standards and requirements of the 3rd Party Assessor prior to agreeing to this) to perform a security assessment (Blue Team review, penetration test, etc.) of the information systems owned and operated by the contractor or subcontractor that will be processing, storing, transmitting, or displaying Covered Defense Information, or that will be used to perform the requirements of the contract designated as operationally critical support, as defined in DFARS 252.204-7012. This will be a measured assessment with pre-defined IP address ranges identified up front and will include technical and operational reviews designed to test the rigor of all required security controls implemented.

a. If this assessment is to be performed by DLA’s Cyber Assessment Team or 3rd Party Assessor engaged by DLA, the rules of engagement that will govern this action will be provided to the contractor at least ninety (90) days prior to the actual engagement.

b. Continuity of Operations Upon request, provide the Contracting Officer documentation verifying compliance with NIST SP 800- 171 requirement 3.8.9 Protect the confidentiality of backup CUI at storage locations.

C. Other Safeguarding or Reporting Requirements

The cybersecurity requirements identified for this contract in no way abrogates the contractor’s responsibility for other safeguarding or cybersecurity related reporting, etc., as it pertains to its covered information systems as required by other applicable clauses within this contract, or as a result of other applicable U.S. Government statutory or regulatory requirements.

D. Subcontracts The contractor shall include all the cybersecurity requirements detailed above in all subcontracts and agreements with applicable third parties that are/will be processing, storing, or displaying Covered Defense Information in performance of the contract.

13. END OF CONTRACT

In the event the successor contract goes to another vendor, the government reserves the right to extend the contract in increments of 60 days during the transition period. This is in addition to any option period exercised. While the contract may be extended more than once, the total extension of performance shall not exceed six months. If the government determines not to exercise any of its option periods under these contracts, the prime vendor shall be notified as soon as possible, but no later than 30 days prior to the end of the contract period.