Attach A SOW GITM Warehouse Final.docx

19AQMM21R0331, Attachment A, Task Order SOW 10/28/2021

I. PROGRAM NAME: Global IT Modernization Program (GITM)

II. GOVERNMENT MANAGER: Henly Cheng

III. WORK DESCRIPTION:

a. Background IRM provides the knowledge, resources and Information Technology (IT) services needed for the worldwide Department of State (DOS) diplomatic team to accomplish the foreign affairs mission of the United States. The administration has focused on reforming the Department of State to provide the most value for the United States on behalf of the American people. The Department seeks to utilize all the tools at its disposal to gain efficiencies by harnessing the power of technology and the talents of our people. The need for a Warehouse Management Services solution expands across the Bureau of Information Resource Management (IRM), is led by the Department’s Global Information Technology Modernization (GITM) office in conjunction with the Enterprise Network Management (ENM) office and the Telecom, Wireless Data (TWD) office.

The current GITM warehouse is called Gunston and is located in Lorton, Virginia. The immediate requirement is to find a Contractor to take over the work associated with this warehouse that is roughly 30,000 square feet. There is a second warehouse, SA-21, that is government leased in Springfield, Virginia. The GITM program is managing and using a portion of the SA-21 warehouse which is shared between multiple tenants. GITM currently manages roughly 15,000 square feet within SA-21.

IRM is in the midst of planning for the remodeling of the SA-21 Warehouse to support high pile storage and standardizing the racks to better achieve interoperability between the GITM warehouse and SA-21. If the space requirements work out, the long-term goal is to close out the GITM warehouse by consolidating operations at SA-21.

Due to the pandemic, routine Classified Pouch shipments have stopped for over a year. As a result, the GITM warehouse is consistently over 100% capacity. Until this is resolved and the inventory levels at the GITM warehouse come down, efforts to consolidate warehouses will be challenging.

b. Objective:

IRM provides the knowledge, resources and Information Technology (IT) services needed for the worldwide Department of State (DOS) diplomatic team to accomplish the foreign affairs mission of the United States. The administration has focused on reforming the Department of State to provide the most value for the United States on behalf of the American people. The Department seeks to utilize all the tools at its disposal to gain efficiencies by harnessing the power of technology and the talents of our people. The need for a Warehouse Management Services solution expands across the Bureau of Information Resource Management (IRM), is led by the Department’s Global Information Technology Modernization (GITM) office in conjunction with the Enterprise Network Management (ENM) office and the Telecom, Wireless Data (TWD) office.

The objective of this task order is to deliver warehouse services more or less as currently performed in the base year, and to deliver warehouse services as they are expected to change for a consolidated warehouse scenario in the coming years in a manner that assures the efficient provision of IT assets for the department.

IRM High Level Objectives for the GITM program

· Operate and manage the day-to-day functions of warehouses. This includes the basic warehouse operations of Receiving, Storing, Picking, Packing, Shipping, and entering data related to each operation.

· Assist with the analysis and work involved with the consolidation of warehouses and internal space. This includes efforts to standardize different warehouses with the most efficient and cost beneficial layouts, equipment, processes, and logistic software.

· Continually work with the government and the IT Contractor teams to improve operations by expeditiously submitting requests to the product updates to the authorized government systems Deployment Management System (DMS) and the Integrated Logistics Management System (ILMS)

· Purchase and analytics support - maximize budget for purchases and reduce shipping costs by analyzing all available data points. Support the DOS in purchasing the right equipment to meet requirements. Analyze requirements and warehouse inventory to generate shipping orders.

c. Scope of Work: The scope of work for this task order includes providing and maintaining the Gunston Warehouse or like facility, maintaining the government provided warehouse space in SA-21, (government provided), providing warehouse services, and providing logistics and surge support for the GITM program.

d. Requirements: The Contractor shall perform the following tasks.

1. Provisioning and Maintaining Warehouse Space In the base year, the contractor shall provide the Gunston warehouse, as currently leased, or a like facility, and maintain the warehouse, as well as, the SA-21 warehouse space in a manner that ensures efficient and safe warehouse operations.

In the option years, DOS will either maintain both the Gunston (or Gunston like) warehouse and SA-21 warehouse spaces, or to move to a SA-21 consolidated warehouse scenario. Under the consolidated scenario, DOS would expect to realize operational efficiencies and costs savings.

2. Warehouse Operations

i. Receiving Packing and Shipping.

The contractor shall receive, pack and ship workstations, laptops, printers, monitors, telephones, emergency support kits, Wi-Fi kits, back-office technology, and miscellaneous IT equipment. GITM has a need for logistical services for all equipment in the GITM life cycle and IRM agreed upon equipment.

The contractor shall ship and inventory GITM equipment using government-owned software and existing processes.

The Contractor shall recommend and implement improvements to existing processes. Create DOS receiving and shipping reports through ILMS, manage warehouse material and packing, control quality, and issue equipment.

The Contractor shall provide logistical deployment of material using the best delivery options within DOS guidelines. In 2018, almost 27,000 items were shipped in under 2,800 shipments with 90% going overseas to Embassies and Consulates. Note: all packing material is government furnished equipment (GFE). Also, shipping costs through the government pouch system will be borne by the government.

The contractor shall assist with using specific commercial shipping methods for government equipment and material on a reimbursable basis when cost savings may be realized.

The contractor shall coordinate and prepares shipments with the receiving locations through surveys, emails, and/or phone calls. Commercial driver licensed employee(s) will be required for driving a GSA box truck. Certain employees will need the IATA Non-Radioactive Dangerous Goods Certification.

Contractor shall coordinate and move equipment within the national capital region at the direction of the Contracting Officer (CO) and Contracting Officer’s Representative (COR). This includes moving equipment from one warehouse to another, delivering and picking up equipment from a government-controlled facility in the region, potentially supporting a local VIP delivery request, and all the coordination necessary to deal with the movement of equipment. For equipment destined outside of the national capital area, the Contractor shall move/coordinate the shipments to the appropriate logistics operations (pouch facility, freight forwarder, express shippers, etc). GITM currently has one GSA box truck and one GSA van for contractor use.

ii. Inventory and asset tagging

The Contractor shall manage warehousing and distribution operations in a manner that promotes productivity, reduces cost, and meets all IRM programmatic mandates including inventory and space management. In 2020, the primary warehouse has over 53K items with over 483-line items. If items are not asset tagged, the Contractor shall place government provided asset tags on non-expendable property items upon receipt, and at the point at which the government assumes ownership for them, enter assets into the ILMS and take appropriate action when items are transferred.

iii. Repair, Return, and Disposal

The contractor shall support IRM’s management of the repair, return & destruction authorization, and equipment disposition process. The Government has a requirement to support the receipt and return of defective or failed equipment through a return authorization process.

Return defective or failed equipment to the original equipment manufacturer (OEM), or vendor, for equipment repair or replacement under warranty. Provide equipment maintenance support for equipment in the form of bench level repairs and equipment reconditioning for reutilization and quality assurance testing on equipment repairs within warranty and out-of-warranty bench repaired equipment prior to redeployment. Manage and perform the decommissioning, destruction, and removal of onsite equipment and approve offsite destruction in accordance with applicable government regulations and guidelines. For calendar year 2018, 1,143 tickets were closed, 1,026 items were destroyed locally, and 24 items were received for onsite bench level repairs.

iv. Process Flow Diagrams Services shall be performed in accordance with the provided process flow diagrams, as provided in the attachment to the solicitation or edited/updated as a result of accepted contractor recommended changes prior to or after task order award.

3. Warehouse Advisory and Logistics Support

i. Warehouse, Analytics, and Vendor Management Support The contractor shall support IRM’s requirement for procurement support that includes requirements determination and forecasting, procurement planning and cost estimating, procurement determination and tracking, and coordinating procurement execution and procurement award.

The contractor shall provide life cycle support of existing blanket purchase agreements (BPAs) and other equipment contracts. Obtain price quotes, enter requisitions into the procurement system, and track for completion. Monitor vendor procurements and coordinate deliveries. Monitor vendor payments and resolve any vendor issues. Track and report vendor performance against delivery criteria to the government.

ii. Continuous Process and Technical Improvements The contractor shall support IRM’s focus on the continuous improvement of the warehouse processes by employing industry best practice KPIs in warehouse management (see Part 1 Section F Delivery or Performance Period Requirements). Emphasis will be on optimizing and reducing the cost of logistics, distribution activities and decrease time from procurement to installation. Tracking multi-disciplinary processes, production schedules, control gates, quality audits, documentation, and production goals to ensure equipment modernization lifecycles are within cost constraints and agreed upon performance criteria.

iii. Other Program Support Activities and Surge Support

The contractor shall support IRM’s requirement to develop and implement Standard Operating Procedures (SOPs), and assist the generation of warehouse reports. Additionally, various unforeseen tasks related to warehouse activities will be required as the environment, emergencies or re-organization may dictate.

· Facilities and lease Management - FFP

· Insurance – Defense Base Act - FFP

· Administrative - FFP

· Travel ODCs - OTFFP

· Transportation and shipping fees – OTFFP

· Warehouse Surge Support - OTFFP

e. Service Constraints

· The Warehouse (Gunston or like facility) must be located 5 miles from GITM operations (7374 Boston Boulevard, Springfield VA), must be approximately 30,000 square feet (office and warehouse) with the following additional requirements:

· Diplomatic Security certified consolidated receiving point.

· County approved high-pile storage permit.

· Location must be Department approved for OpenNet and ClassNet processing.

· IRM is in the beginning stages of a reorganization that will affect the GITM operations. This will require a Contractor who is both flexible and adaptable to changing conditions.

· With the reorganization, warehouses may be consolidated. If successful, the result should be a reduction in costs for leases, staffing equipment, and ODC costs but could pose constraints on warehouse logistics with a reduced number of options.

· An analysis will be performed to determine the minimum number of warehouses needed for current and surge needs, warehouses that are most efficient and with the best locations. The actual location and number of locations could impact how the contractor conducts operations as there could be less flexibility.

· An analysis will be performed to determine the best warehouse management software used at the current DOS facilities now and in the commercial sector. The contractor will have to work with the approved software platform.

· The Contractor shall provide administrative support to purchase and track the delivery of IT equipment and material.

· A firm fixed price model will be used primarily. OTFFP will be only be used when all options for firm fixed pricing are analyzed and found not to work.

· Costs for things like facility repair/upgrade and new furniture will not be included in the contract. These costs will be addressed separately funded through an ODC CLIN not included in the firm fixed price model. Costs for these items would require DOS approval prior.

· Under a FFP model the prospective Contractors will be given the scope of work and they can determine the appropriate staffing levels.

· It will be imperative to build in schedule variances for the firm fixed price project contracts to account for schedule slips due to conflicts at the embassy and/or logistical challenges in getting parts/supplies to the embassy.

· Support may be required for emergencies such as natural and man-made disasters, special events, international conferences, VIP visits, etc. The Contractor shall be prepared to support these unscheduled events with little or no advance notice.

· The Contractor supports storage of IT equipment in an environmentally controlled facility. If temporary government provided swing space is needed, the Contractor shall be responsible for moving inventory from existing warehouse space(s) to swing space, and then moving inventory again to new warehouse space.

· The Contractor shall remain current with standards and methodologies used by the Government and provide necessary training for personnel to perform tasks.

· The Contractor shall seamlessly transfer from the current contract environment to the new contract without interruption.

· The Contractor shall implement policies and procedures to protect sensitive information, including information provided on a proprietary basis by other Contractors and other public and private entities.

· The Contractor shall evaluate and modify on a regular basis its approaches and processes for performing work including its processes to achieve cost, service level, and performance objectives in delivering quality products and services.

· The Contractor, with Government approval, shall identify and implement any emerging technologies, processes, standards, or tools that will improve overall services.

· The Government and the Contractor shall retain the right to modify the Service Level Agreements (SLAs) throughout the period of performance in partnership.

· The Government will furnish limited workspace and other appropriate furnishings, computer hardware and software, telephones, and other material appropriate to the performance of tasks. All computer resources in use at U.S. Government facilities will be Government furnished.

· Any Government furnished materials, data, or property shall remain the property of the Government and shall be returned upon completion of the support services. Government furnished equipment shall be tracked through applicable procedures that will be provided by the Contracting Officer Representative.

· The Contractor shall be responsible for providing its disabled employees with reasonable accommodations in the Contractor designated workplace.

· The Contractor shall use the DOS designated repository for all deliverables. The Contractor shall maintain full and open communications with the DOS Contracting Officer’s Representative (COR) and/or Government Technical Monitors (GTM) on all matters including security.

· Must use government authorized IT systems. This includes working with IT solutions developed by the IT Contractor who will be responsible for tracking the Warehouse Key Performance Indicator (KPI) metrics.

IV. DELIVERABLES

a. Technical Deliverables

b. Reports, Plans, and Meetings:

1. Monthly Work Plan:

The Contractor shall develop and maintain a monthly work plan that details all deliverables and services that are to be delivered. See “d. Requirements” under “Task Description” (above) for tasks to be addressed, and “Technical Deliverables” above for deliverables to be addressed in the work plan. The GTM shall review and approve the work plan. The work plan will describe the deliverables and services to be provided, and the due dates for the deliverables. A draft work plan shall be submitted one week prior to the beginning of the month for review and acceptance by the GTM. The GTM will provide comments and concerns within three days. Upon addressing GTM comments and concerns, the contractor shall submit a final work plan prior to the beginning of the month.

2. Monthly Status/Progress Reports:

The Contractor shall provide a monthly status report to the GTM and COR by the 10th of the following month. The status/progress report will report progress on the deliverables and services described in the Monthly Work Plan, including any changes to deliverables and services, the labor provided (labor categories, hours and cost expended) for each deliverable and service, and the dates that the deliverables and services were provided. At the CO’s, COR’s, or GTM’s request, a monthly status meeting may be held. In addition, the contractor shall meet as necessary with the government to discuss progress and problems. These meetings shall enable problems to be identified and resolved quickly. The contractor shall document the problems and the solutions.

See attached work plan and status/progress report templates.

b. Schedule of Deliverables:

c. Format and Destination of Deliverables:

V. ACCEPTANCE CRITERIA

Acceptance of all written documents and other deliverables will be contingent upon Contracting Officer’s Representative’s (CORS’s) review and approval. The COR will discuss each specific task with the Contractor to ensure that the goals and objectives are clearly defined. Required graphs, charts, columns and rows of data shall be legible and properly formatted. Unless valid justification is cited to the contrary, the COR comments will be incorporated into the respective final documents and reports. If COR comments given do not conform to safe business practices, or are deemed technically unsound; it is the responsibility of the Contractor to advise the COR. Consensus is required between the COR and the Contractor; however if consensus is not achieved, actions will be as directed by the COR.

Upon approval of the final draft, deliverables will be submitted in final form to the GTM. All deliverables shall be delivered to the GTM in both hard copy and electronic format, which will be determined upon contract award.

VI. KEY PERSONNEL (if applicable)

The following labor categories are considered as “key” personnel under this task order:

a. Warehouse Operations

i. Warehouse Operations Manager

ii. Warehouse Operation Assistant Manager

VII. STANDARDS

a. General DOS Standards The Contractor shall ensure that all work is completed in accordance with US Government and Department of State standards, policies, procedures and guidelines as provided. The following are relevant Foreign Affairs Handbook (FAH) references:

b. Warehouse Key Performance Indicators (KPIs):

The Contractor shall perform the required services in accordance with the following measures and guidelines unless otherwise stated at the task order level. As part of collaboration between the Government and awardee, KPIs will be identified for each functional area and monitored to assess the performance by the vendor. KPIs will be reviewed to allow for modernization of program approaches, ensure measures provide value, determine if a KPI has exceeded its ability to improve year over year, and assess where greater improvements can be made based on the services being provided by the Contractor.

Order Management KPIs:

· KPI #1: Order fulfillment accuracy Measures the accuracy of the order fulfillment process. This includes correct order documentation, location shipped to, and correct items picked. The goal is to prevent errors before equipment is actually shipped.

Based upon the agreed upon measurement system, achieve more than 99% order fulfillment accuracy.

· KPI #2: Shipped Complete per Customer Order Percent of orders which shipped completely, meaning that all line/units ship with the order per agreement between the customer and shipper.

Based upon the agreed upon measurement system, Contractor ships completed orders more than 99% of the time.

· KPI #3: Percent of Orders On-Time Ready to Ship (stock to dock) Percent of orders that are Ready-to-Ship at the agreed-on time. Ready-to-Ship is the last point before calling the shipper or deliver to the pouch facility or commercial shipper.

Deliver more than 99% of orders within Ready to Ship time agreement.

· KPI #4 Outbound Ordered Shipped Damage Free Percent of customer orders shipped in good and usable condition. Orders damaged in transit are not considered here. This is damage in the preparation for shipment phase or items damaged in the warehouse by the contractor.

Ship over 99.5% of orders without damage.

Warehouse Management KPIs:

· KPI #5 Inventory Count Accuracy by Location Accuracy of physical inventory in relation to inventory reported in enterprise systems.

Achieve a 99.9% match of physical inventory to reported inventory.

· KPI #6 Dock to Stock Cycle Time Time elapsed between the arrival of goods and when they are put away and recorded into inventory management systems.

Achieve a dock-to-stock cycle time within two business days.

· KPI #7 First In First Out Inventory Controls Oldest inventory by item category is used first to maintain a stock that is more current. This will lessen the need to excess items that have been sitting on the shelves and become obsolete. FIFO measures accuracy in picking and issuing oldest equipment first. This is measured through a system of scheduled spot checks.

Based on the agreed upon measurement system achieve 98% compliance.

· KPI #8 Identified Excess Items Removed

Within five business days, all government identified items for excess are processed in the Property Excess Module up to the point where the Inventory Office can take over.

Pass / Fail per instance of items requested for excess (aligns with excess/stale equipment report).

· KPI #9 Communications

All communications via approved customer service channels will be acknowledged within one business day. If information cannot be immediately furnished in the initial response, communications will be followed up every two business days until issue is resolved.

Based on the agreed upon measurement system achieve 98% compliance.

List of Monthly Reportable Items (does not count against the Contractor):

The format of these reports is negotiable.

· Average Warehouse Capacity Used Average amount of warehouse space used over a specific interval, such as a monthly or yearly window.

Utilize 75% of available warehouse capacity.

· Peak Capacity Warehouse Used Amount of warehouse capacity used during designated peak seasons.

Use 100% warehouse capacity during peaks.

· Order Fill Rate Percent of orders filled from stock according to customer request.

Track customer preference and availability.

· On-time Shipments Percent of orders shipped at the planned time, meaning off the dock and in transit to its final destination through a commercial shipper. This is when the commercial shipper picks up the shipment.

· Excess/Stale Equipment Report listing all the equipment that is over three years old.

· Supplier Orders Arrival Condition Report listing all the equipment that were received damaged. Used for planning and examining root cause of problems.

VIII. QUALITY CONTROL

The Contractor shall submit a Quality Control Plan (QCP) for the COR review fifteen (15) calendar days after the contract award date. The COR will review/approve the QCP, in whole or in part within fifteen (15) duty days after receipt. A rejected plan, or any part thereof, must be corrected and resubmitted to the COR within thirty (30) calendar days to the COR. Future changes to the QCP must be submitted to the COR for review approval. The QCP shall at a minimum include the following contents:

a. Objective: The purpose of this plan is for the Contractor to describe its internal performance tracking and evaluation system that shall ensure, as a minimum, delivery of services that meet all contract criteria standards, as well as, industry standards. This plan provides a basis for the COR to evaluate the quality of the Contractor’s performance compared to the minimum performance levels described in throughout the contract. The oversight shall help to ensure that the Contractor service is performed under the terms and conditions of the contract. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required annual past performance evaluation.

b. Partnering: All parties involved must work as a team and foster open communication at all times. Close coordination and active cooperation on a continuous basis between the Contractor and those representing the Contracting Officer are necessary to ensure adequate security to DOS offices and facilities.

c. Performance Standards: Quality level – By monitoring the Contractor, the COR will determine whether performance levels have been achieved.

d. Evaluating Performance: During the life of the contract, performance will be evaluated by the Government and contractor through conducting and/or performing Annual Contract Compliance Reviews, Inspections, Customer Surveys, Interim Performance Evaluations, and other means to ensure Contractor compliance. Incentives and Disincentives are found in performance summary table.

· Contractor Performance: Quality and timeliness of the Contractor’s (including Sub-contractor) performance, as well as customer response will be used to assess Contractor compliance with the terms of the contract.

· Inspections: DOS may make inspections of services being provided. Each phase of the services rendered under the contract is subject to Government inspection, both during the Contractor’s operation and after completion of the task.

· Customer Surveys: DOS may solicit feedback from customers by generating customer surveys regarding lock services, i.e. routine, urgent and emergency repair calls and hardware installations.

· Deductions: A deduction will be made for any service call not responded to or when response and/or completion times are not met. The deduct ion will be computed at the as prescribed in the performance summary table. Deductions will be computed by the contractor and annotated on the next invoice.

· Incentives: There will be no positive incentives other than the potential for award of option years.

· Performance Evaluation Report: Prior to the annual anniversary date of the contract, the Government will summarize performance information and prepare an interim evaluation report. These reports will be used to assess past performance for consideration in exercising options and award of future contracts.

IX. GOVERNMENT-FURNISHED EQUIPMENT / INFORMATION AND DATA (if applicable):

The Government will furnish workspace and other appropriate furnishings, computer hardware and software, telephones and other material appropriate to the performance of tasks. All computer resources in use at the U.S. Government facility will be Government furnished.

Any Government furnished materials, data, or property shall remain the property of the Government and will be returned upon completion of the support services. Government furnished equipment shall be tracked through applicable procedures that will be provided by the Contracting Officer in accordance with the Federal Acquisition Regulation (FAR).

X. PERIOD OF PERFORMANCE:

This task is for a base year, which will commence 30 days after date of award. This task will also have four, additional 1-year options, which may or may not be exercised by the Government.

XI. STANDARD WORK HOURS:

The Department of State normal work hours are 8:15 a.m. to 5:00 p.m., Monday through Friday. Contractor personnel are to be available both during normal working hours and as required for after-hours on-call support, when approved in advance by the GTM.

XII. PLACE OF PERFORMANCE:

The work shall take place at the DoS facilities located in the Washington, Dc Metropolitan Area, including the following:

Gunston Warehouse, Lorton, Virginia (or other warehouse leased by contractor) SA-21, (government leased), Springfield, Virginia

Specific task work locations will be directly coordinated between the Contractor Representative and the designated COR.

XIII. SECURITY REQUIREMENTS:

Contractor personnel assigned to this contract shall possess up to a TOP SECRET personnel security clearance issued by the Defense Security Service commensurate with the level of access required, prior to contract performance. Security clearance requirements for contractors accessing DoS information systems shall be in accordance with Volume 12, Foreign Affairs Manual, Section 600. Furthermore, while at DoS locations, the Contractor shall comply with applicable DoS regulations relative to the protection of classified and/or sensitive information.

See the contract clauses and DD 254 for the complete security requirements.

XIV. TRAVEL:

In performance of this task order, occasional travel to other locations may be required. Travel is receipt reimbursable and in accordance with the Joint Travel Regulation, as applicable. Travel related expenses should be in accordance with travel clause.

XV. FUNDING:

This task order will be incrementally funded.

XVI. INVOICE APPROVAL:

The COR must approve all invoices before submission for payment.

SENSITIVE BUT UNCLASSIFIED