Att I - Scope of Work (3).docx

NB 27-88009

Ammunition Scope of Work Attachment I

The respondent shall provide the following provisions that establish the contractual performance requirements applicable to the resulting contract with the Indiana Department of Administration (IDOA). These requirements are mandatory and will be incorporated into the contract upon award. Bidders should carefully review each provision and ensure their Bid reflects the ability to comply.

The term of any contract resulting from this solicitation will be for five (5) years with the option to have one (1) additional-year extension. If a mutual agreement for a contract extension cannot be met, the contract will expire at the end of the current contract term.

1.0 Product Categories

This solicitation covers all Law Enforcement (LE) catalog ammunition, specified ammunition categories (other than LE), specified Less-Than-Lethal (LTL), specified training/marking ammunition, and specified aerosol charges.

The Contractor must provide source(s) of supply representing a broad spectrum of ammunition calibers and types:

· Live/Duty Ammunition

· Training Rounds, marking cartridges, and specialty training devices

· Munitions-impact rounds and distractionary devices

· Aerosols (OC/chemical agents/smoke) and specialty weapons

1.1 Live/Duty Ammunition Specifications

· Caliber Weight Metrics:

· 9mm: 124 or 147 grains

· 9mm: +P 135 grains

· .223 Rem / 5.56mm: 55 or 62 grains

· .308: 168 grains

1.2 Frangible Ammunition Specifications

· Materials: Projectiles must be made of lead-free compressed powdered metal, copper, or copper/tin.

· Mechanics: Projectiles must disintegrate into the original powdered metal upon striking a hard surface.

· Caliber Weight Metrics:

· 9mm: 90–100 grains

· .223 Rem / 5.56mm: 40–55 grains

· Primers: Boxer-type, completely free of lead and heavy metals.

All products delivered must adhere strictly to the following manufacturing standards:

1.3 General Ammunition Requirements

· Origin: Must be manufactured within the United States, not including marking or training ammunition.

· Condition: Products must be strictly factory new. Refurbished, reloaded, or surplus ammunition is prohibited.

· Composition: Clean-burning, non-corrosive formulas that prevent excessive weapon wear or fouling.

· Casing Construction: All centerfire pistol and rifle ammunition must utilize brass or nickel-plated brass casings. Steel, aluminum, or polymer casings are not acceptable.

· This requirement reflects participating agency preferences and supports brass recovery and resale programs operated by some ordering entities.

· Shotshell Ammunition Exception: Must feature standard factory plastic or paper hull construction matching the requested gauge/load.

· Primers: Centerfire items must utilize non-mercuric, non-corrosive boxer-type primers. Berdan-primed items are prohibited.

· Projectiles: Full Metal Jacket (FMJ) or Total Metal Jacket (TMJ) for core variants. Qualification/precision items (e.g., Jacketed Hollow Point, Open Tip Match, Bonded Soft Point) will be evaluated per industry standard norms.

2.0 Certification and Quality Testing

· SAAMI Certification: Proof of compliance with SAAMI (Sporting Arms And Ammunition Manufacturer’s Institute) standards for internal ballistics, external ballistics, and cartridge dimensions.

· Sample Testing: Upon specific request of an ordering entity, vendors must submit 100 rounds per caliber to ensure it meets certain performance specifications.

· Shipment Testing: Ordering agencies reserve the right to field-test delivered batches for misfire rates and ballistics performance. The Contractor must provide complete ballistics data upon request to support such testing. Acceptance of items designated as “or equal/similar” must be determined by the using agency.

2.1 Shipping, Packaging, & Labeling Requirements

Unit prices established under this Contract cover the cost of the ammunition only and do not include freight or shipping costs. Freight costs, including any applicable hazardous materials handling charges, must be invoiced as a separate line item on every invoice submitted to the ordering agency.

· Unit Containment: All cartridges must be packed inside either a plastic or foam tray to maximize handling durability.

· Moisture Protection: Case mouths and primers must feature a protective sealant.

· Case Bundling: Ammunition must be shipped in standard counts of 200, 250, 500, or 1,000 rounds per case not including specialty types.

· Bulk Protection: Bulk configurations must arrive securely palletized using standard industrial packaging.

· Batch Tracing: Cases and boxes must display a legible lot number. Contractors must supply manufacturing date records instantly upon request.

· Note: A "lot" constitutes an execution run traceable to a specific calendar day, shift, and machine, where components (casings, bullets, gunpowder, primers) share a singular batch origin.

2.2 Delivery Proposal Requirement

· The Contractor must outline explicitly within their response exactly how they intend to execute and manage product shipments to ordering entities.

· Delivery of purchased ammunition shall be made within thirty (30) to sixty (60) calendar days after receipt of order for stocked items or other agreed upon delivery window with Authorized User.

· For non-stock or specialty items, delivery shall be made within ninety (90) to one hundred twenty (120) calendar days after receipt of order or other agreed upon delivery window with Authorized User.

· If a supplier is unable to meet the standard delivery timeframe, the supplier must notify purchaser in writing within five (5) business days of order receipt.

2.3 Inspection and Rejection

· State agencies maintain the right to inspect shipments upon arrival.

· Non-conforming items will be rejected via formal written notice or email.

· The Contractor must deliver compliant replacements at their sole expense within thirty (30) calendar days of the notice. Failures may trigger default remedies under State Contract Terms.

3.0 Defective Cartridges

· The Contractor and manufacturer are responsible for ensuring all ammunition delivered under this contract is free from defects, including squib loads and hot loads.

· Batches displaying such defects must be subject to immediate rejection by the ordering agency. The Contractor assumes all return transportation and replacement shipping costs at no cost to the ordering agency.

3.1 Safety Recall and Notice

In the event of a product recall, safety notice, or advisory issued by a manufacturer, SAAMI, or any federal agency affecting any lot number delivered under this contract, the Contractor must notify the IDOA and all affected ordering agencies in writing within forty-eight (48) hours of the Contractor’s knowledge of such recall or notice. Notification must identify the affected lot numbers, the nature of the issue, and the Contractor’s proposed remedy, which may include replacement, credit, or return at the Contractor’s expense.

4.0 Pricing Adjustments & Financial Terms

· Initial Term: Unit prices for each awarded line item shall be bound strictly to the distinct, year-by-year rate schedules submitted by the Contractor within their formal Cost Proposal.

· The unit price submitted for each individual contract year shall remain completely fixed and firm for the duration of that specific twelve (12) month period.

· Renewal Adjustments: Price shifts for the optional renewal term are linked directly to changes in the U.S. Bureau of Labor Statistics (BLS) Producer Price Index for Ammunition (Series: PCU332992332992) or the most appropriate BLS successor index if that series is discontinued.

· Request Windows: Written price increase requests must be submitted at least sixty (60) calendar days prior to the renewal start date. Requests must include supporting BLS data for the preceding 12-month timeline. Approved increases cannot surpass the official percentage shift logged by the index.

· Mandatory Price Reductions: If the chosen BLS index decreases, the Contractor is legally required to pass the corresponding cost reduction through to the State on the renewal effective date.

5.0 Fill Rate

The Contractor must maintain a minimum quarterly fill rate of ninety percent (90%) across all ordering agencies and eligible public agencies during each quarter of the Contract term.

The fill rate is calculated as the percentage of line items ordered, across all agencies, that are delivered in full and without substitution. Orders placed by political subdivisions under the Public Agency Clause must be included in the fill rate calculation.

Failure to maintain the required fill rate may be cause for non-renewal or termination of the Contract at the discretion of IDOA.

6.0 Surviving Purchase Orders

· Purchase orders issued by ordering agencies prior to the expiration or termination of this Contract must remain in full force and effect. Provided that such orders were placed while the Contract was in effect orders must be fulfilled by the Contractor in accordance with the terms of this Contract.

· The Contractor's obligation to fulfill open purchase orders survives expiration or termination of the Contract and is not extinguished by the end of the Contract term.

· This section does not require the Contractor to fulfill orders placed after the Contract expiration or termination date.

7.0 Records Retention

The Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

8.0 Non-QPA Catalog Discount Pricing

During the term of this Contract, participating State Agencies and eligible political subdivisions (Authorized Users) may require items that are not explicitly listed as fixed-price QPA line items in this solicitation. The Contractor shall permit Authorized Users to purchase any item from the Contractor’s entire, commercially available manufacturer product catalog under the following terms:

· MSRP Base Pricing: Catalog purchases shall be priced using a fixed percentage discount established in the Contractors Cost Proposal. This is to be deducted from the manufacturer's current, officially published Manufacturer’s Suggested Retail Price (MSRP).

· Verifiable Quotes: When requesting a quote for non-QPA items, the Contractor must clearly display the current baseline MSRP alongside the applied contract discount percentage and the final net price.

9.0 Key Performance Indicators

The State will use Key Performance Indicators (KPIs) to measure performance and outcomes of the Contract. The specific KPIs and their targets will be defined and agreed upon by the State and the Contractor during the initial phases of the requirements under the Contract. At a minimum, on time delivery at quality standards of the scope provided within the budget set forth in the Contract will each be measured. Additionally, the State will collect a modified Net Promoter Score from customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPIs may be deemed, at the discretion of the State, to constitute default under the Contract.