Attachment 1 - Statement of Work.pdf

FA452821R0001

Attachment 1

Statement of Work

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

Minot AFB, ND

Prepared by: 5 CES/CEOEM

DATE: 15 December 2020

COCESS

STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. Scope 4

1.2. Objectives 4

1.3. Inventory Processing Requirements 4

1.4. COCESS Components 6

1.5. Sources of Supply 8

1.6. Fair and Reasonable Pricing 8

1.7. Procurement of Materials 10

1.8. Delivery 11

1.9. Documenting Receipt of Items 12

1.10. Authorized Users For Material Issue 13

1.11. Contract Attributes and Responsibilities 13

1.12. Hazardous Materials (HAZMAT) 15

1.13. Warranties 17

1.14. Sales Tickets 17

1.15. Required Reports and Listings 17

1.16. Record Keeping and Inspection 19

2. DELIVERY OBJECTIVES 19

2.1. Objective Table 19

2.2. Contract Surveillance 22

3. GOVERNMENT FURNISHED PROPERTY & SERVICES 22

3.1. Facilities 22

3.2. Equipment 22

3.3. Services 23

3.4. Government Provided Training 24

3.5. Damage to Government Facilities and Equipment 24

3.6. Government Liability 24

4. GENERAL INFORMATION 24

4.1. Hours of Operation 24

4.2. Contractor Responsibilities 25

4.3. Reserved 27

4.4. Security Requirements 27

4.5. Safety Requirements and Reports 29

4.6. Environmental Requirements 29

4.7. Invoicing 30

4.8. Contractor Transition 31

4.9. Contract Modifications 31

4.10. Phase-Out Plan 31

TABLE OF CONTENTS CONTINUED

5. REFERENCED DOCUMENTS 32

6. APPENDICES 32

Appendix 1: High-Use Item listing – For estimating purposes only 33 Appendix 2: Floor Plan 36 Appendix 3: Off-Line Transaction Form 37 Appendix 4: Example of Monthly Summary Report 38 Appendix 5: U-Fix It List 39 Appendix 6: AETC Form 435 Mishap Data Worksheet 40

COCESS

STATEMENT OF WORK (SOW)

1. DESCRIPTION OF SERVICES.

1.1. SCOPE. The Contractor shall provide all necessary labor, supervision, equipment, supplies,transportation and materials to support a Contractor Operated Civil Engineer Supply Store (COCESS) located on Minot AFB, North Dakota. The Contractor shall source, purchase, receive, issue, deliver and stock a variety of materials, equipment, parts and supplies for construction and facility maintenance and repair for use by authorized Government personnel.

1.2. OBJECTIVES. To provide a simplified method for Civil Engineer Squadron (CES) personnel and Facility Managers to purchase quality materials, tools and equipment used for work tasks, construction, recurring preventive maintenance, repairs and the Base U-Fix-it program. The Contractor shall be responsible for performing identified Inventory Technician (InvTech) transactions in NEXTGEN. The Contractor shall have a storefront located in Minot AFB, North Dakota. The store shall contain a variety of commercial and industrial products and stock high-use/critical/consumable materials for immediate purchase. Suggested high-use stock items are identified in Appendix 2 – High-Use Item List. Store management and personnel shall provide quality customer service.

1.2.1. COMMERCIAL MATERIALS. The typical areas of commercial materials include electrical, plumbing, heating, ventilation, air conditioning, refrigeration, sheet metal, welding, pipe fitting, carpentry, pavement, controls and alarms, painting, hardware, liquid fuels maintenance, power production, generators, water and waste treatment, pest control and general construction. This list is not all inclusive.

1.2.2. BASE U-FIX-IT. The U-Fix-It program is a tier reduction from the legacy Self Help program. The U-Fix-It program is intended for Facility Managers to perform minor maintenance and repair tasks that do not require special tools or technical expertise. Examples of U-Fix tasks include: changing light bulbs (ceiling height defined in the Facility Management Reference Guide or base Handbook), replace nuts/bolts/screws or facility hardware, replace switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc. Contractor will ensure only Facility Managers (FMs) who have a work task loaded in NEXTGEN or Nextgen IT system will withdrawl material from the contractor. Contractor will supply all items on the U-Fix-It list. See Appendix 5 – U-Fix It List.

1.3. INVENTORY PROCESSING REQUIREMENTS.

1.3.1. STORE STOCK OWNERSHIP. The Contractor shall own all store stock until sold to the Government. At contract completion, the Contractor shall retain ownership of store stock not sold to the Government. The Government reserves the right to purchase the store stocked items at contract completion.

1.3.2. NEXTGEN. The Contractor and the Government shall use NEXTGEN functionality for all material control processes such as creating specifications and inventory items, creating stock locations, creating purchase requests (PR), processing purchase orders (PO), receiving inventory, stocking the Government warehouse (GW), issuing of parts and PO invoicing. NEXTGEN is the official material control IT system and its use is mandatory. The Contractor will be provided InvTech rights within NEXTGEN for data entry.

1.3.2.1. While NEXTGEN does not transfer any PO information to actual vendors, the PO assignment to the Contractor by the Chief of Material Control ( ) will serve as the notice to proceed with the order. The Contractor shall use their own procedures for order request items.

1.3.2.2. The Contractor shall comply with the InvTech roles and responsibilities identified in the Material Control Playbook and NEXTGEN Material Control Management Reference Guide.

The Reference Guide will be provided by the 5 CES/CEOEM Supply Technician or CoMC at the contract start.” The Reference Guide provides step by step instructions for performing tasks in

NEXTGEN.

1.3.2.3. All NEXTGEN Item Specifications and Item Names are specific to a manufacturer and part number and cannot be changed to substitute a different item unless these part numbers are already included as part of the item description. If a “like-item” substitute is approved in accordance with section 1.6.2.5 of this SOW, the CoMC must update NEXTGEN with the appropriate substitute item information. Inventory Item Numbers may change over the course of the contract. These numbers are specific for an item specification/name and an inventory location. If the location changes, a new Inventory Item Number will be created. Therefore, the manufacturer, part number, and item description are the important information elements of any item description in NEXTGEN.

1.3.2.4. All Contractor personnel will require access to NEXTGEN for processing material transactions. The Government will provide two (2) computers and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in

NEXTGEN.

1.3.2.5. The Contractor may use its own IT system to order and track materials, barcode and scan inventory, account for COCESS store inventory/stock, forecast customer needs, perform trend analysis and issue Sales Tickets outside of NEXTGEN at no cost to the Government. Any double entry of data will not be charged to the Government.

1.3.2.6. The Contractor shall comply with the instructions presented in the most current edition of the NexGenIT and NEXTGEN Materiel Control Management Reference Guide for processes and procedures to ensure material control transactions are performed as required in NEXTGEN.

The 5 CES/CEOEM Supply Technician or CoMC shall provide all hands-on NEXTGEN training to the Contractor. See section 4.2.2. for other network access and training requirements.

1.3.3. ONLINE PRICING DATABASE. Online pricing databases or catalogues (referred to collectively henceforth as “databases”) shall be used to calculate sale prices of items found within the database(s). The Contractor shall identify a primary and alternate database from the following list of optional databases to price items for each COCESS item category:

COCESS ITEM CATEGORIES CORRESPONDING DATABASE OPTIONS

1. HVAC https://www.grainger.com/ https://www.repairclinic.com/ https://www.ferguson.com/

2. Plumbing https://www.grainger.com/ https://www.ferguson.com/ https://www.homedepot.com/ Minot Store # 3703

3. Electrical https://platt.com/ https://www.grainger.com/ https://www.homedepot.com/ Minot Store # 3703 https://www.graybar.com/

4. Building Supplies/Structures (includes Lawn & Garden/Hardware) https://www.homedepot.com/ Minot Store # 3703 https://www.grainger.com/

1.3.3.1. The sale price of each item shall be determined by calculating the categorically specific discount coefficient for the item using the Pricing Discount Coefficient Table located in the solicitation/contract. The table will identify a primary and alternate database per category. If an item is located in the primary database, the item shall be sold for no more than the resulting categorical discount. If an item cannot be found in the primary database, the Contractor shall utilize the alternate database and sell the item for no more than the resulting categorical discount of the alternate database. See paragraph 1.4.5. and 1.6. for additional information regarding items not found in either the primary or alternate databases. Additionally, use the Minot Store # when pricing items from databases identified above.

1.3.3.2. The utilization of online databases is for pricing purposes only. Contractors are not required to purchase items from any particular supplier or distributor, regardless of pricing database. See paragraph 1.4.2. PRE-PRICED ITEMS for additional information regarding the required use of online pricing database(s).

1.3.3.3. The Contractor shall seek agreement/concurrence with the 5 CES/CEOEM Supply Technician or CoMC when pricing what are believed to be categorically ambiguous items. If agreement on an item’s category cannot be reached by the Contractor and the 5 CES/CEOEM Supply Technician or CoMC, the Contractor shall request Contracting Officer determination for categorizing the item(s) in question.

1.4. COCESS COMPONENTS.

1.4.1. FIRM FIXED PRICE. All items purchased on this contract are considered Firm Fixed Price (FFP). Sale prices shall include fully burdened prices that account for delivery/freight costs and/or pass through charges. Premium freight charges shall be approved separately by the 5 CES/CEOEM Supply Technician or CoMC prior to an item being placed on order.

1.4.2. PRE-PRICED ITEMS. Pre-priced items are defined as items found in the online pricing database(s) identified in the Pricing Discount Coefficient Table located in the solicitation/contract. During the initial solicitation of the contract, the Contractor shall complete a bid schedule for the Pricing Discount Coefficient Table located in the solicitation/contract to identify discount percentages for categorically assigned items.

1.4.2.1. For items listed in primary and alternate databases, the Contractor will discount the appropriate list price using a categorically proposed coefficient identified in the Pricing Discount Coefficient Table located in the solicitation/contract. Multiplying the fixed coefficient for the appropriate category to the database’s listed price of the item at the time of sale will result in the sale price of the item to the Government. The Contractor may further discount an item below the calculated sale price at the Contractor’s own discretion.

1.4.2.2. For items not listed in the pricing database(s), the Contractor shall follow the Non- Priced Items (NPI) procedures described in sections 1.4.5. and 1.6. of this SOW.

1.4.2.3. Pre-priced items valued at or above $25,000 require approval from the Contracting Officer (CO) prior to purchase.

1.4.3. INITIAL OPERATIONS REVIEW AND SUPPLEMENTAL PRICED ITEM (SPI)

LIST. During the initial 30 calendar days following contract award, the Contractor and the 5 CES/CEOEM Supply Technician or CoMC may agree to add items not found in the proposed databases to a SPI List.

1.4.3.1. The 5 CES/CEOEM Supply Technician or CoMC will develop a pricing bid schedule for SPI items to submit to the CO for approval. The CO will send the item bid schedule to the Contractor to provide fully burdened prices. The items on the bid schedule shall include, at a minimum, the Inventory Item Number (if available), Item Name, item description, manufacturer part number and/or supplier’s part number, unit of measure, manufacturer name and estimated initial usage levels (for contract period of performance). Once the Contractor has returned the fully burdened bid schedule to the CO, the CO may issue a contract modification to incorporate the items into a SPI List.

1.4.3.2. The Contractor may also work with the CO during execution of the contract to periodically add commonly purchased items not found in the databases identified in the Pricing Discount Coefficient Table located in the solicitation/contract, to the SPI List following the same procedures identified in paragraph 1.4.3.1.

1.4.4. COCESS STORE. The COCESS store is a convenient source for the Contractor and authorized personnel to use for filling material requests. The store shall be stocked and managed by the Contractor. All items and materials in the store shall be the property of the Contractor until sold to authorized Government personnel. The Government will provide categories of recommended high-use/recurring items for the store, Appendix 1; however, it is the responsibility of the Contractor to decide which items to stock in the store. The Contractor shall provide the 5 CES/CEOEM Supply Technician or CoMC with a list of initial store stock items no later than 30 days post contract award. The Contractor may use their COCESS store stock to fulfill material requests.

1.4.4.1. The Contractor shall use Microsoft Office Excel to supply the 5 CES/CEOEM Supply Technician or CoMC with a current, electronic pre-priced store stock item listing within the first 30 calendar days of contract award. This listing shall include the name of the item, description, manufacturer (or supplier), manufacturer part number, and current item sale price. All “over-the-counter” items sold in the store must be priced in accordance with Pre-Priced Items paragraph

1.4.2 of this SOW.

1.4.4.2. The Contractor’s store items shall be added to the NEXTGEN inventory with a “zero” quantity. These items shall have a “collection” location assigned to designate the “Store.”

Training to perform InvTech tasks will be provided by the 5 CES/CEOEM Supply Technician or CoMC (see paragraph 3.4.).

1.4.4.3. The Contractor may use an Off-Line Transaction Form (Appendix A) to document over-the-counter sales in order to expedite transactions. However, prior to 1200 noon on the following duty day, all transactions from the previous duty day shall be accurately documented in NEXTGEN.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in the Pricing Discount Coefficient Table located in the solicitation/contract or any SPI List placed on contract in accordance with the procedures described in paragraph 1.4.3. No NPI “over-the-counter” sales are authorized. All NPI purchases under the micro-purchase threshold must be approved by the CO. The Contractor shall acquire all NPIs using fair and reasonable pricing in accordance with paragraph 1.6 of this SOW. All NPI items shall be quoted at fully burdened prices, including core charges for batteries.

1.5. SOURCES OF SUPPLY. The Contractor shall acquire items from merchants or vendors of their choice and should include local and small businesses. The Contractor shall use manufacturers and other industry sources for obtaining information to compare prices. The Contractor shall perform all research required to successfully procure all PO and GPC item requests.

1.6. FAIR AND REASONABLE PRICING. The Contractor shall offer fair and reasonable pricing for NPIs.

1.6.1. NPI MATERIALS PRICE COMPARISON. All price comparisons must be for the same manufacturer and part number items as requested.

1.6.1.1. Ordering NPIs Equal To or Less than the Micro-Purchase Threshold. The 5 CES/CEOEM Supply Technician or CoMC shall use an on-line search to determine fair and reasonable pricing for any single NPI purchase for a PO where the total fully burdened price (to include freight) is equal to or less than the micro-purchase threshold. The 5 CES/CEOEM Supply Technician or CoMC shall assign the PO to the Contractor to purchase.

1.6.1.2. Ordering NPIs over the Micro-Purchase Threshold. No GPC purchases may be made through COCESS for items over the micro-purchase threshold. If the pricing for any single NPI is over the micro-purchase threshold, the Contractor must obtain two (2) quotes or advertised prices from different sources of supply for the item, in addition to the Contractor’s proposed sale price, for a total of three (3) quotes. The Contractor shall provide quoted pricing to the 5 CES/CEOEM Supply Technician or CoMC within 2 duty days for commercially available items and within 5 duty days for special order items. Pricing/quote information will then be forwarded to the CO for approval prior to the PO being assigned to the Contractor to purchase.

1.6.2. OTHER PRICING CONSIDERATIONS.

1.6.2.1. Evaluating One Quote. For NPI materials over the micro-purchase threshold, where only one response is received, price fairness and reasonableness shall be determined and approved by the CO.

1.6.2.2. Sole Source/Brand Name. At times the Government will require sole source/brand name materials. The 5 CES/CEOEM Supply Technician or CoMC shall request a sole source/brand name justification from the requestor for all sole source/brand name NPIs. The sole source/brand name justification shall be sent to the CO for approval. The 5 CES/CEOEM Supply Technician or CoMC must receive the CO approval prior to assigning the PO to the Contractor. In the event the Contractor cannot provide multiple quotes as required by the NPI processes, the Contractor shall submit their proposed sale price in accordance with paragraph 1.6.2.1, Evaluating One Quote.

1.6.2.3. Hazardous Material Approval. The Contractor is responsible to check for Shop submission of HAZMAT request. If a hazardous material is not currently approved, the Contractor shall send the request back to the shop so that they may initiate the new HAZMAT request. Once the shop has been authorized to purchase the HAZMAT item, they will submit a request in EESOH-MIS. The Contractor shall verify that the HAZMAT is authorized for the shop and the quantity allowed. See section 1.12. for further information.

1.6.2.4. Transportation/Shipping Charges. Pre-priced items shall not have reimbursable transportation charges as they are fixed price. The Contractor shall obtain Free on Board (FOB) pricing when available from their source of supply. Freight charges beyond FOB shall require preapproval by the 5 CES/CEOEM Supply Technician or CoMC. Premium freight charges for expedited shipment of emergency items must have verified funding and approval by the 5 CES/CEOEM Supply Technician or CoMC prior to ordering the item(s). Freight/shipping charges are reimbursable for NPIs where freight costs could not be determined prior to shipment.

All reimbursable freight charges shall be a separate line on the Contractor Sales Ticket.

1.6.2.5. “Like-Item” Substitutes. If a requested item is available in the database(s) identified in the solicitation/contract for the Pricing Discount Coefficient Table, but the Contractor recommends a like-item substitute that is not available in the database, the Contractor shall seek 5 CES/CEOEM Supply Technician or CoMC approval of the like-item substitute prior to Government purchase. For those generic items for which the database is listed as a manufacturer or as approver of an item, and it is in the database for the like-item substitute, those items will not require prior approval from the 5 CES/CEOEM Supply Technician or CoMC for “like-item” substitutes unless a brand name justification is required. Any like-item substitutes shall be sold for equal to or less than the pre-priced sale price of the originally requested database item.

Hazardous items shall not be substituted. Following approval of a like-item substitute, the CoMC must update NEXTGEN with the appropriate requested item information.

1.7. PROCUREMENT OF MATERIALS.

1.7.1. AUTHORIZED PERSONNEL TO REQUEST PURCHASE OF MATERIALS. The 5 CES/CEOEM Supply Technician or CoMC is authorized to request purchase of materials through the issuance of a PO. GPC cardholders are authorized to request purchase of materials up to the micro-purchase threshold for payment by GPC only.

1.7.2. ITEMS EXCLUDED FROM PURCHASE. The following items are excluded from this contract:

1.7.2.1. Materials under Maintenance and Repair Contracts. Parts and materials covered under separate contracts for maintenance and repair will not be purchased under this contract unless approved by the CO.

1.7.2.2. Centrally Managed/Procured Items. Centrally managed/procured items or items that require purchase from mandatory sources (such as office furniture) will not be furnished under this contract accept as authorized by the CO for Defense Logistics Agency (DLA) and General Services Administration (GSA) items.

1.7.3. NON-OBLIGATION TO PURCHASE. This contract does not obligate or require the purchase of materials by any organizations within or affiliated with Minot AFB or the United States Air Force. CES reserves the right to purchase materials from other commercial sources or federal contracts.

1.7.4. CONTRACTOR’S MERCHANDISE RETURN POLICY. The Contractor shall accept returns of full issue, unopened or unused items identified on the Government’s suggested store stock item listing within 60 business days of issue to the Work Task or shop with no penalty to the Government. If items that are not listed on the suggested store stock item listing are incorrectly ordered by fault of the Government, the Government will be responsible for restocking fees or other penalties associated with returning the item to the vendor of purchase.

The Contractor shall obtain approval from the 5 CES/CEOEM Supply Technician or CoMC before charging additional vendor restocking fees. Throughout the duration of the contract, the Contractor shall prominently post the return policy for customers to review upon entering the store. The contractor shall honor and provide a fully detailed merchandise return policy for any item purchased. This information shall be made available with all purchases and will be tailored to the type of product and reason returned. If items cannot be returned to the manufacturer once purchased, the Contractor shall inform the customer prior to purchase.

1.7.4.1. A sales issue ticket documenting the returned items shall be clearly marked as a “credit” and shall show any vendor’s restocking fee as one item and return shipping fee as a second item.

Sufficient restocking fee documentation from the vendor is required prior to Government reimbursement. The Contractor shall not charge a restocking fee in addition to the vendor’s restocking fee.

1.8. DELIVERY. The Contractor shall accept deliveries at Minot AFB. Alternate delivery locations are permissible but shall require approval from the 5 CES/CEOEM Supply Technician or CoMC prior to delivery. The Contractor shall inspect all boxes for damage prior to acceptance. Items addressed to COCESS shall be processed into the Contractor’s inventory or set aside until PO material requirements are complete. Notify the CoMC or his/her designated representative of all other items delivered to CES personnel. Upon request, the Contractor shall move and store items into the holding area of the Government Warehouse (GW).

1.8.1. REQUIRED DELIVERY DATE (RDD). Work Tasks in NEXTGEN will identify RDDs for individual items or material required for purchase. The Contractor shall not input, edit, or adjust the RDDs in NEXTGEN. RDDs will be based on one of the following three material requirement classifications:

1.8.1.1. Emergency requirements. Requirements for corrective maintenance work materiel requests that must be available immediately. Emergency work is designed to mitigate the emergency but not necessarily restore to the operating condition prior to the emergency event.

The Government will provide a list of any recommended specialty items and desired stock levels to communicate items that are anticipated to be required for immediate over the counter issue.

Some items such as electrical transformers, breakers, or utility valves may require stocking to assure immediate availability for emergency responses that are integral to restoring service to a wide number of customers. Emergency requirements must have an Agreed Delivery Date (ADD, see paragraph 1.8.2) within 24 hours of requirement notification.

1.8.1.2. Plant Operations or Preventative Maintenance. Requirements for items or materiel repetitively purchased throughout the year. Such items are used to support plant operations or preventive maintenance and shall be available for issue from the store within 48 hours of request.

The Government will provide the contractor with a list of these items which are strongly encouraged for store-stock in order to ensure the 48 hour RDD requirement is met.

1.8.1.3. Scheduled Sustainment and Enhancement Work. All other requirements for items or material are considered Scheduled Sustainment and Enhancement Work.

1.8.2. AGREED DELIVERY DATE (ADD). The ADD is an adjusted delivery date agreed to by the Contractor and the Government’s authorized customer in instances when the Contractor cannot meet the RDD or proposes an adjusted delivery date in order to obtain better pricing. If an ADD is established for an item, the Contractor shall complete delivery of the specified ADD.

NEXTGEN does not provide an options for an ADD; therefore, the Contractor shall request revision of the RDD in NEXTGEN by the 5 CES/CEOEM Supply Technician or CoMC when appropriate. Under no circumstances shall the Contractor adjust the RDD in NEXTGEN.

1.8.3. ESTIMATED DELIVERY DATE (EDD). Per the Materiel Control Playbook and Reference Guide, if the Government requests an EDD, the Contractor shall provide the EDD within 1 duty day from the time of the initial request/purchase order is received. NEXTGEN does not use EDDs, so this process would be performed entirely outside of the NEXTGEN system, by either email, phone call, or face-to-face interaction.

1.8.4. OPTION TO CANCEL. The Government reserves the right to cancel orders for items at no cost to the Government and purchase items from other sources if the Contractor cannot meet any of the following: (1) RDD (2) ADD or (3) Competitive Price. These occurrences will be recorded in the Contractor Performance Assessment Reporting System (CPARS).

1.8.5. EXCUSABLE DELAYS. The Contractor’s performance rating will not be negatively impacted for late deliveries caused by excusable delays. Excusable delays are the result of events beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather and delays of common carriers. See FAR clause 52.212-4 (f) for additional information regarding excusable delays.

1.8.6. EMERGENCY PICK-UP AND DELIVERY. Occasionally, 5 CES/CEOEM Supply Technician or CoMC may require the Contractor to immediately procure and pick-up item(s) available in the local area within a 25 mile radius of Minot AFB and deliver the item(s) to the COCESS receiving area. There will not be a pick-up/delivery cost to the Government for any items procured within the 25 mile radius.

1.8.7. HOLDING AND STORAGE. Upon delivery of an item, the Contractor shall update NEXTGEN IAW the NEXTGEN Materiel Control Management Reference Guide. The Contractor shall be responsible for holding items in storage for work tasks until all items have been received for the corresponding task. Partial release or distribution of items to authorized users prior to the Government’s Acceptance of all work task items will require written authorization from the 5 CES/CEOEM Supply Technician or CoMC.

1.8.7.1. Government accepted items may require holding beyond completed delivery of the work task order. The Contractor shall store such items in building 521 on Minot AFB and identify the item’s location in NEXTGEN IAW paragraph 1.3.2 of this SOW and the NEXTGEN Materiel Control Management Reference Guide.

1.8.7.2. The Contractor shall be responsible for replacing lost or misplaced Government Property that is lost or misplaced within a Contractor controlled facility or area. The Government reserves the right to access and use all on-base warehouse facilities as necessary.

1.9. DOCUMENTING RECEIPT OF ITEMS. The Contractor shall process receipt of all items in NEXTGEN IAW the NEXTGEN Materiel Control Management Reference Guide and paragraph 1.3.2 of this SOW. The Contractor shall also provide paper copy receipt to authorized users upon Government Acceptance of an item, to include over-the-counter sales referenced in Section 1.10.2. of this SOW. Daily sales reports shall be submitted to the 5 CES/CEOEM Supply Technician or CoMC prior to 1200 noon on the following duty day. At a minimum, daily sales reports shall include the information categorized in Appendix 4.

1.9.1. CORRECTIONS AND ADJUSTMENTS. Minor pen and ink changes on original sales slips shall be initialed by the contractor and verified by the 5 CES/CEOEM Supply Technician or CoMC. Corrections may also be itemized on a separate sales slip and cross-referenced to the original sales slips. The paperwork should reflect the materials were inspected by the appropriate Government representative and signed off as being received by the Government for payment.

1.9.2. CREDITS: Sales slips documenting returned items shall be clearly marked "CREDIT."

Any net credit amount must be easily identified (via parenthesis, font color, etc.) to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips must be cross-referenced. Canceled/voided and "credit" sales slips must be given the same distribution and retained in the same sequence as regular sales slips.

An exchange involving no change in price will also be documented in accordance with this paragraph.

1.10. AUTHORIZED USERS FOR MATERIAL ISSUE. The Contractor shall not issue items to individuals who are not authorized CES users or facility managers. The 5 CES/CEOEM Supply Technician or CoMC will provide the Contractor with a list of authorized users and facility managers within one week of contract award.

1.10.1. SALES TO UN-AUTHORIZED PERSONNEL. Any sales made to un-authorized personnel may result in non-payment.

1.10.2. OVER-THE-COUNTER SALES. The authorized user MUST have a NEXTGEN work task and PR in the NEXTGEN system to complete over-the-counter sales. Over-the-counter sales are for COCESS store stock items only. No over-the-counter sales are authorized for NPIs.

1.10.3. OFF-LINE TRANSACTIONS. When the computer system is non-operational, the Contractor shall be required to track transactions that will need to be input into NEXTGEN at a later date. The Contractor shall use the established off-line issue form to track items that need to be received and issued (see Appendix 3). Once the NEXTGEN system is operational, all off-line issue forms must be input into NEXTGEN. The 5 CES/CEOEM Supply Technician or CoMC will provide training on this process.

1.10.4. AUTOMATED INVENTORY MANAGEMENT SYSTEM. The Contractor shall use their own system to account for the Contractor’s store stock inventory. Items in the COCESS Store will be issued to Work Tasks or Work Groups using the over the counter procedures IAW paragraph 1.10.2. of this SOW. The Contractor may use their own system to barcode/scan products, forecast customer needs, perform trend analysis, and determine store-stock for the contractors own needs and requirements.

1.11. CONTRACT ATTRIBUTES AND RESPONSIBILITIES. The Contractor shall follow instructions in the most current Material Control Reference Guide for processes and procedures for ensuring material control transactions are processed correctly. Unless otherwise stated, the following are mandatory attributes of this SOW:

1.11.1. Perform InvTech responsibilities/tasks for material transactions in NEXTGEN as identified in the Material Control Playbook and the NEXTGEN Materiel Control Management Reference Guide.

1.11.2. Perform market research to provide fair and reasonable pricing in accordance with the Pre-Priced Items and Non-Priced Items processes described in paragraphs 1.4 and 1.6 of this

SOW.

1.11.3. Acquire items/materials from assigned NEXTGEN POs.

1.11.4. Provide items/materials within the RDD or ADD.

1.11.5. Coordinate with 5 CES/CEOEM Supply Technician or CoMC for identified InvTech material transactions.

1.11.6. Accept GPC transactions for materials up to the micro-purchase limit of $10,000.00 without ECARS approval from contracting and $25,000.00 with ECARS approval from contracting.

1.11.7. Accept deliveries of materials from shipping companies.

1.11.8. Process “Receipt” transactions in accordance with paragraph 1.9 of this SOW

1.11.9. Provide a customer-friendly COCESS store environment that presents a clean, organized and systematic product identification.

1.11.10. Sell COCESS store stock “Over-the-Counter” to authorized personnel in accordance with paragraph 1.10 of this SOW.

1.11.11. Manage COCESS store stock to include inventory identification/input in the NEXTGEN system.

1.11.12. Advise customers on return policy and method.

1.11.13. Accept return of unused material when returned in full issue quantity and process credit to Government within 14 calendar days of issue.

1.11.14. Provide a current status of orders (including back orders and materials with long lead time) upon request.

1.11.15. Maintain electronic database and appropriate electronic and hard copy documents.

1.11.16. Provide GW support.

1.11.16.1. Transport and organize items/materials purchased from the COCESS contractor to appropriate shelf locations or designated areas within GW and update NEXTGEN with item quantity and location information.

1.11.16.2. Accept return of unused GW items/materials when returned in full issue quantity.

Process returned items back into GW stock and update NEXTGEN accordingly.

1.11.17. Support for End of Fiscal Year. The Contractor shall be required to create and process PO’s in NEXTGEN on 30 September, annually, at no additional cost to the Government.

This may include Saturday or Sunday, depending on the year. The 5 CES/CEOEM Supply Technician, CoMC or CO shall notify the Contractor of expected time requirements as soon as possible.

1.12. HAZARDOUS MATERIAL:

1.12.1. Hazardous material includes all material hazardous to health, safety, or the environment such as, but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, and extremely hazardous substances, as defined by any of the following:

29 Code of Federal Regulation (CFR) 1910, 1200 40 CFR Part 302, Table 302.4 40 CFR Part 355 with Appendices

40 CFR 372.65

49 CFR 172.101

AFI 32-7086, Hazardous Materials Management Minot AFB Hazardous Material Management Plan

The Contractor shall be responsible for knowing which materials are hazardous.

1.12.2. The Contractor shall submit a list of all HAZMAT, along with the corresponding MSDS or SDS, for each item that will be stocked by the Contractor on the installation at least fifteen (15) days before purchase or bringing the HAZMAT on the installation. In an emergency, this time limit can be waived, but the Contractor must purchase the minimum amount to get the job done and contact the installation Hazardous Materials Program Manager (723-4870, 723-4144 or 723-1964) by 0800 hours on the next duty day. The list of hazardous material shall include the product name, manufacturer, container size, and maximum stock level for each material. The list and MSDS or SDS shall be submitted to the installation Hazardous Material Program Manager (5 CES/CEIE) through the 5 CES/CEOEM Supply Technician or CoMC for approval at least 15 days prior to beginning work or bringing the HAZMAT onto the installation. Approval of proposed HAZMAT shall include the maximum stock-level numbers for each material by the installation Fire Department and the Base Bioenvironmental Engineer Element (BBE or BEE). Additionally, new MSDSs or SDSs will be provided to the customer when property is issued and when requested by the customer.

1.12.3. Upon receipt of a HAZMAT shipment into the COCESS, Contractor must verify that material has an expiration date of no less than six (6) months from date of receipt. Materials that will expire between 3-6 months from date of receipt should only be accepted if they will be used up immediately by the requesting shop. Material shipments with three (3) or less months until expiration date should be rejected and returned for newer materials.

1.12.4. IAW FAR 52.223-3, each item of hazardous material issued or delivered by the Contractor shall be readily identified as a hazardous material and shall be accompanied by a MSDS or SDS. The Contractor shall validate all MSDSs or SDSs received against their master MSDS or SDS file for update and changes to ensure the Contractor master MSDS or SDS file is kept current. A copy of the MSDS or SDS shall be given to the installation HAZMART whenever the MSDS or SDS changes for an existing hazardous material.

1.12.5. The Contractor shall train all Contractor personnel on the proper handling, managing and storing of hazardous materials, and maintain current training records for inspection by Government and outside agency inspectors. The Contractor shall use the approved Air Force Enterprise Environmental Safety and Occupational Health Management Information System, Hazardous Materials (EESOH-MIS). Contractor training shall be accomplished within one month of contract start date. Personnel shall be trained on the proper handling and storing of hazardous material by the Contractor, with documentation provided to the base CE Logistics section within two (2) weeks of beginning employment and renewed annually thereafter.

Training shall be no less stringent than that provided to Government employees.

1.12.6. The Contractor shall ensure the following activities are accomplished utilizing the approved hazardous material tracking system or other higher headquarters approved hazardous materials management system as appropriate.

1.12.7. The Contractor will not issue any hazardous material items to any installation shop/organization that does not possess the proper authorization. The Contractor shall validate each shop’s/organization’s request for chemical products from COCESS is authorized, and the material request will not exceed the amount of material a shop is authorized. This is accomplished by reviewing the information contained in the USAF approved hazardous materials tracking system. In EESOH-MIS, the “Chemical Authorization by Shop”, “Chemical Issues by Shop”, the “Authorized User List” (AUL), and “Max Allowed on Hand” will be reviewed. Because the lists are dynamic, they shall be reviewed each day the shop makes a request.

1.12.8. The Contractor shall use the USAF approved hazardous material tracking system to determine installation approved HAZMAT for initial stocking and during receipt of customer requested HAZMAT. Use of the currently implemented hazardous material tracking database will be required. The Contractor shall issue one barcode label for each hazardous material purchased by a customer and input that information into the HAZMAT tracking system. The Contractor shall use a bar coding system that is compatible with the current Government HAZMAT tracking system. When the customer is finished with the hazardous material, the material and attached barcode shall be turned into the Hazardous Materials Pharmacy (HAZMART).

1.12.9. Hazardous Material Issue: The Contractor is responsible for ensuring all hazardous material issued from store stock, work orders, job orders and line items have a hazardous bar code label firmly attached to each item before issuance.

1.12.10. Hazardous Material Exception List: All items approved for the Minot AFB Hazardous Material Exception List do not require input into DESCIM-approved HAZMAT tracking system. Each item shall require a separate bar code label provided by the Contractor and must be firmly attached to each item.

1.13. WARRANTIES. The Contractor shall provide the original warranty documents to the 5 CES/CEOEM Supply Technician or CoMC at the time of sale and keep a copy on file for one year.

1.14. SALES TICKETS. The Contractor shall utilize a Contractor-generated sales ticket. This sales ticket shall be used for sales of all items sold “over-the-counter” and for items sold on POs for work tasks/PR items.

1.14.1. Sales tickets must include the following information, at a minimum:

- Contractor’s company name

- Contractor’s unique sales ticket number

- Date sold

- PO identification number

- Work task number

- Inventory item number (if available)

- Line item description (including manufacturer and part number)

- Unit quantity

- Unit price

- Item extended total (quantity multiplied by unit price)

- NPI freight costs on a separate line (if applicable)

- Sales Ticket total cost

- A line for printed customer name and signature

1.14.2. Freight Tickets. The Contractor shall retain all original freight tickets. The Contractor shall make two (2) copies of any NPI shipping/freight tickets/invoices showing freight costs over $20. One copy shall be distributed to the 5 CES/CEOEM Supply Technician or CoMC daily and the second copy shall be collected for the month to accompany the summary of sales report to the CO.

1.14.3. Sales Ticket Distribution. The Contractor shall retain all original sales tickets. The Contractor shall make two (2) copies of all sales tickets. One copy shall be distributed to the 5 CES/CEOEM Supply Technician or CoMC daily and the second copy shall be collected for the month to accompany the summary of sales report to the CO.

1.15. REQUIRED REPORTS AND LISTINGS. The Contractor shall provide the reports and listings in an electronic format. The Contractor shall use a format that is compatible with the

Government’s software (e.g. Microsoft Word, Excel, etc.). The Contractor shall submit reports and listings within specified time frames for each report.

1.15.1. DAILY SALES TICKETS. The Contractor shall submit copies of the Contractor generated daily sales tickets to the 5 CES/CEOEM Supply Technician or CoMC not later than 0900 hours on each duty day for the previous duty day’s sales. This includes all PO and over-the-counter sales. If freight is over $20, a copy of the vendor invoices shall be included (once received). The daily sales tickets shall be reconciled against the monthly summary of sales report prior to invoice payment.

1.15.1.1. The Contractor shall collect the daily sales tickets and all vendor invoices showing NPI freight charges. Copies of these documents shall be submitted to the 5 CES/CEOEM Supply Technician or CoMC and CO at the end of each month to support the sales shown on the monthly summary of sales report.

1.15.2. MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the 5 CES/CEOEM Supply Technician, CoMC, or CO. This report is due no later than the fifth duty day of the month for the previous month. The summary report shall show the date range of sales (beginning to end of previous month), the range of sales ticket numbers (beginning and ending) and have separate totals for all applicable POs (See example – Appendix 4) The report shall also identify whether an item’s price was calculated using the Pricing Discount Coefficient Table located in the solicitation/contract, or the SPI or NPI processes described in Sections 1.4.3 and 1.6.1. If the Pricing Discount Coefficient Table pricing was used, the report shall document the category of the item, applicable pricing database, and corresponding coefficient used to determine the final sale price. If the item was priced using the NPI process described in paragraph 1.6.1 of this SOW, the report shall document the date the item was approved for sale by the 5 CES/CEOEM Supply Technician, CoMC or CO depending on the price of the item (under the micro-purchase threshold items are approved by the 5 CES/CEOEM Supply Technician or CoMC, over the micro-purchase threshold items are approved by the CO).

1.15.3. MONTHLY HAZARDOUS MATERIAL PURCHASE REPORT. The Contractor shall submit a monthly report to the 5 CES/CEOEM Supply Technician or CoMC within five (5) duty days that documents all hazardous materials that were purchased for the prior month. This report shall include the name of the item and the amount purchased. Months without any hazardous material purchases still require a report be submitted and annotated accordingly. This report will be used by the 5 CES/CEOEM Supply Technician or CoMC to verify EESOH-MIS entries.

1.15.4. COCESS STORE STOCK LISTING. The Contractor shall submit an Excel listing of all items available in the COCESS Store to the 5 CES/CEOEM Supply Technician or CoMC.

This report should be sent electronically to the 5 CES/CEOEM Supply Technician or CoMC within 30 calendar days of the beginning of the contract and as changes are made. All store stock items shall be input into NEXTGEN in accordance with Section 1.3.2 of this SOW and the NEXTGEN Materiel Control Management Reference Guide with a quantity of zero.

1.15.5. EMPLOYEE LISTING. The Contractor shall submit a listing of all Contractor employees on Minot AFB to the 5 CES/CEOEM Supply Technician or CoMC and CO. The listing shall also include phone contact information for after duty hours for the COCESS Store Manager and alternate manager. This report shall be sent electronically to the 5 CES/CEOEM Supply Technician or CoMC and CO within five (5) duty days from the start of the contract and as changes are made.

1.16. RECORD KEEPING AND INSPECTION. The Contractor shall maintain all sales record files including freight charges and supporting documents for the entire order period of this contract. Upon completion or termination of the contract, the Contractor shall turn these records over to the Government.

1.16.1. All records are subject to the Freedom of Information and Privacy Act. The Contractor shall immediately make these records available to the 5 CES/CEOEM Supply Technician, CoMC or CO upon request for review/inspection.

1.16.2. The Contractor shall keep these items current and maintain and dispose of them IAW the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule. The 5 CES/CEOEM Supply Technician or CoMC can provide further guidance and referenced instructions upon request.

2. DELIVERY OBJECTIVES. The Contractor’s delivery requirements are summarized into performance objectives that relate directly to the required attributes of the contract. The performance thresholds briefly describes the minimum acceptable levels of service required for each measureable attribute. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

2.1. OBJECTIVE TABLE. The Contractor shall be rated on each Performance Objective identified below:

# Performance Objective

SOW

Reference

Performance Threshold

Remedy

1 Customer Service 1.2.

No more than 2 valid complaints per 100 customers served.

5 CES/CEOEM Supply Technician or CoMC will determine complaint validity and address complaints with Contractor to prevent future issues.

NEXTGEN InvTech Roles and Responsibilities Compliance

1.3.2.

inclusive and 1.11.

inclusive

90% of the time Errors shall be corrected within 1 duty day of discovery or notification

Contractor Training Compliance

1.3.2.6., 3.4., 4.2.2 inclusive,

4.4.4. and 4.6.6.

95% on time

Contractor shall contact 5 CES/CEOEM Supply Technician or CoMC if extension of training time is required

Premium Freight and Transportation Charges 5 CES/CEOEM Supply Technician or CoMC Approval

1.4.1. and 1.6.2.4.

98% of the time Errors shall be corrected within 1 duty day

Items>$25K CO Approval

1.4.2.3. and 1.6.1.2.

100% of the time

Unapproved items over $25K ordered shall be cancelled and resubmitted to CO for approval prior to re-ordering

Off-Line for Over-the- Counter Sales updated next duty day

1.4.4.3. and 1.10.3.

98% of the time Errors shall be corrected within 1 duty day of discovery or notification

NPI Quotes Received on Time

1.4.5., 1.6.

inclusive and 1.11.2.

98% of the time

Contractor may request extension of quote timeline on a case-by-case basis from the 5 CES/CEOEM Supply Technician or CoMC

Hazardous Material Approval Compliance

1.6.2.3., 1.12 inclusive, and 4.6.1.

98% of the time

Unapproved hazardous material orders shall be cancelled and process re-started in EESOH- MIS for approval prior to re-ordering

"Like-Item" Substitutes Approval

1.6.2.5. 100% of the time

Unapproved substitute orders shall be cancelled and resubmitted to 5 CES/CEOEM Supply Technician or CoMC for approval prior to re-ordering

Contractor’s Merchandise Return Policy Compliance

1.7.4., 1.7.4.1.,

1.11.12. and 1.11.13.

98% of the time Errors shall be corrected within 1 duty day of discovery or notification

Provide Items by Required/Agreed Delivery Date for All Requirement Categories.

Provide Estimated Delivery Date Upon Request

1.8.

inclusive, and 1.11.14.

95% of the time

Estimated Delivery Date shall be provided within 1 duty day of missing RDD or ADD or upon request from the 5 CES/CEOEM Supply Technician or CoMC

Performs Receipt and Issue Transactions in NEXTGEN to Authorized Users

1.9.

inclusive, 1.10.

inclusive,

1.11.8. and 1.11.10.

90% of the time Errors shall be corrected within…