Attachment 2 Performance Work Statement.pdf

ATTACHMENT 2 PERFORMANCE WORK STATEMENT

INTRODUCTION

This Performance Work Statement is for Global Supply OCONUS Logistics Operations

Solutions Support in Puerto Rico. The requirement will establish a forward supply logistics solution in Puerto Rico. The purpose of which is to provide faster delivery of certain commercial items to customers in the area. The solution will be used by Federal and Department of Defense (DoD) customers.

The contractor will be responsible for sourcing, transporting, and warehousing National Stock

Number (NSN) items, and for delivering ordered item(s) within 3 business days after receipt of order to customers in Puerto Rico Large furniture items will also be included in this contract but those items will not be subject to the same 3 business days delivery requirement. The

Contracting Officer (CO) and the Program Management Office (PMO) will determine the delivery time frame for large furniture items which will be identified in the specific delivery orders for those items.

The contract is established to support only those DoD components and Federal civilian agencies operating in and around Puerto Rico. The contractor shall not use the shipping of commodities or the warehouses used to store the commodities associated with this IDIQ contract in any capacity other than to support this contract and GSA’s requirement for Puerto Rico.

REQUIREMENTS

The contractor is required to provide a total supply chain solution from sourcing, procurement, warehousing, transporting or arranging for transportation, and delivery to the location identified in each DO. Specific business rules and requirements are identified below.

I. Procuring

a. The items identified in Attachment 3 represent commercially available items, such as office supplies, janitorial and sanitation supplies, and industrial products.

Attachment 6 provides the National Stock Number Descriptions. All items must conform to the specifications of the NSN in Attachment 6.

b. The actual list of products will be dynamic during the life of the contract with additions, modifications and deletions of items matching NSN’s or part numbers which are within the scope of this solicitation. Either the government or contractor may suggest these types of changes but change approval rests solely with the government.

c. The contractor must have a plan for monitoring suppliers’ compliance with the

Domestic Sourcing Restrictions contained in the contract, Preference for Certain

Domestic Commodities, Berry Amendment, Buy American Act (BAA), Restriction on Acquisition of Carbon, Alloy and Armor Steel Plate, Restrictions on

Certain Foreign Purchases, and Restriction on Acquisition of Hand or Measuring

Tools.

d. The contractor is responsible for sourcing all products in Attachment 3, as well as other products added throughout the life of this IDIQ, and the products must meet the following requirements:

● Pursuant to the provisions of the Javits-Wagner-O’Day Act, production facilities of the NIB and NISH items marked as AbilityOne in Column D in

Attachment 3 are mandatory sources and the contractor must procure those items from AbilityOne distributors.

● Pursuant to FAR 8.6, items marked as Federal Prison Industries (UNICOR) in Column D in Attachment 3 are mandatory sources for the contractor and the contractor must procure those items from UNICOR.

● All other items listed in Attachment 3 not identified as AbilityOne or

UNICOR must be BAA compliant.

● Contractors must provide Letters of Authorization for all toner items in

Attachment 3 stating that the contractor or their subcontractors are authorized distributors for the specified type of toner product that will be supplied.

e. Unit of Issue. The items identified in Attachment 3 are standard U.S. government unit of issue. Variances from this unit of issue must be explicitly identified in the proposal.

II. Warehousing

a. The contractor must have ownership or access to at least one warehouse in Puerto

Rico or the contractor must provide documentation showing that it will have ownership or access to at least one warehouse immediately upon contract award.

b. The proposal must detail the total number of warehouses available to the contractor in Puerto Rico, and worldwide to fulfill the contract, the sizes of the warehouses, and when the warehouses will be fully operational.

c. Warehouse spaces are to be used solely for the storage of items that support this initiative. A warehouse may be separated to allow for designated warehouse space to support this contract. The designated warehouse space must at least be separated by an immovable wall and must have separate access and must meet all security controls and restrictions. However, the warehouse for this requirement does not have to be a stand-alone facility.

III. Transportation/Delivery

a. The contractor will deliver all items to the destination identified in the DO within 3 business days of receipt of the DO from GSA. Attachment 3 identifies forecasted volumes in Puerto Rico.

b. The contractor must meet the installation security requirements listed as Security

Considerations in the solicitation.

c. The contractor shall comply with FAR 52.247-64 (Alternate 1) and that all containers will be shipped to Puerto Rico on US flag vessels to comply with the

United States Department of Transportation Maritime Administration (MARAD) requirements.

d. Consolidation of orders is allowed; however, the delivery requirements for all items in the shipment, and identified on the DOs, must not be affected by the consolidation.

Consolidated shipments must only be consolidated to the end user identified in the

“Mark For” data field of the DO.

e. Dangerous Goods/Hazardous Items. The contractor shall be responsible for compliance with all dangerous goods/hazardous items regulations governing shipping, storing, and handling.

IV. Packing and Marking The contractor shall be responsible for the creation and application of supply and shipping documentation, shipping labels, and package markings meeting customer requirements. The

Contracting Officer’s Representative (COR) will ensure that all goods received conform to applicable regulations, as well as agency requirements, related to documentation, preservation, packing, packaging, marking, and labeling to include a readable 2d barcode. The primary references for this are:

● Defense Standard Practice for Military Packaging (MIL-STD-2073)

● Department of Defense Standard for Military Marking for Shipment and Storage

(MIL-STD-129)

Holding Vendors Financially Accountable:

If contractors are noncompliant with clause 52.211.73 – Marking; and all other contract clauses addressing marking, labeling, packing, and packaging in the MAS contract, delivery order, BPA, etc., (excluding GSA Advantage Orders) the contractor may be charged for incorrect packaging or marking.

If supplies shipped are not packaged, packed, and marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor, to perform the required repackaging/repacking/remarking, by contract or otherwise, and charge the

Contractor at the following rates:

First Hour - $150.00

Each Additional Hour - $70.00

● A minimum of 2 hours is required for each incident, making the minimum charge for repackaging/repacking/remarking $220.00

The Contractor may also be charged for material costs, if incurred. This right is not exclusive, and is in addition to other rights or remedies provided for in this contract. The rate in the above clause shall be determined and may be periodically updated by the Commissioner, Federal

Acquisition Service, or a designee.

The Government reserves the right to increase this amount at any time in the future with 30 days notice.

V. Vendor e-Portal and EDI Requirements

The contractor must have an e-portal system that meets the requirements noted in the solicitation and shall provide GSA and its customers access to the e-portal. The e-portal system must allow the government to view current, up to date information on all shipments, including the requisition numbers, purchase order number and delivery status. Through this e-portal the contractor must provide current, up to date stock levels as well as additional information on all commodities such as the country of origin and whether the items are AbilityOne or UNICOR specific, as well as other statistical data the government may request to view via the e-portal.

The e-portal must have warehouse documentation illustrating how shipments to the warehouse are compliant with BAA and AB1 requirements. These reports shall be downloadable in

Microsoft Word or PDF. The e-portal shall have live tracking of shipments as they travel across the ocean to the country wherein the warehouse is located.

In the e-portal, the offeror must demonstrate how they would provide tracking for items throughout the entire delivery process including when the commodities are traveling by land, air or sea.

The contractor must have EDI interfaces with GSA as the primary method for transmission of data in the normal course of business. The contractor must establish the EDI interfaces during the ramp up period following award and must maintain those interfaces as they will be the primary method of data transmission throughout the life of the contract.

VI. Performance Metric

The following metrics will be used to measure contractor performance:

a. Order fulfillment. The right item, in the right quantity and condition will be delivered within the specified time-frame at a level not less than 97.5% for each quarter of each

Fiscal Year. The basis for this measurement will be from the date the DO is issued until the date of delivery (proof supplied by the contractor) or the customer processes the delivery receipt, whichever is earlier.

b. Use of mandatory sources. All items must be sourced as identified in this PWS and the solicitation.

VII. Contingency/Surge Requirements

Surge requirements may occur in the event of a real-world contingency or planned exercise. The contractor must demonstrate it has the capability to meet the increased demand, by as much as 30% for each item, for a period of 30 days to 6 months at a time.

The contract also must provide a detailed report on how the contractor plans to ramp up and fully prepare for the fourth quarter. The details for this requirement are outlined in

Attachment 5, QASP.

VIII. Warranty and Recalls

The contractor will immediately notify the CO and the customer when an issue associated with warranties or recalls for any product identified in Attachment 3, or later added to the contract, arises. The contractor shall review orders for items that may have a warranty or be under recall and directly notify customers who have purchased items within these categories, in addition to notifying the GSA CO and other responsible government parties as identified.

IX. Non-Stock Items

Large furniture items will also be included in this contract but those items will not be subject to the same 3 business day delivery requirement. Non-Stock items are identified in the list of NSNs included at Attachment 3.

The CO and the Program Management Office (PMO) will determine the delivery time frame for large furniture items which will be identified in the specific delivery orders for those items for which 30 calendar days, or another amount as determined by the PMO, will be allowed for delivery.

X. Partially Filling Orders

The contractor may partially fill an order as long as no less than 75% of the order is shipped in the initial shipment. The remainder of the item(s) in the order must then be shipped in the next shipment. The remainder of the order must be treated as a backorder in GSA’s Electronic Data

Interchange (EDI) and on reports.

XI. Large Orders

Large orders are out of the ordinary, such as an order for 638 pails of wiping rags going to Navy

Inventory Stock. Large orders will be addressed on a case-by-case basis. A large order is an order that is larger than three months of the contractor’s inventory stock. An order is only deemed a large order with the PMO’s approval. The PMO office will determine an order to be a large order in coordination with the COR. The contractor must submit a request in writing to the

PMO, COR, and CO in order to be granted large order approval for the order. Any order determined to be a large order as approved by the PMO will not be filled using available stock in the Puerto Rico warehouse(s) but rather will be filled using material shipped from CONUS and the delivery requirement will be 35 business days after receipt of order.

Note: Large orders are typically an order for a quantity to satisfy the customer's inventory stock, SSA Authorized Stock List ASL, or a project inventory stock and not a customer order for regular use. An order that depletes the contractor’s stock based on inventory issues or based on the contractor being down to your safety stock will not be granted large order status.

However, a requisition that, if filled, will consume all of the contractor’s well-managed inventory stock may be deemed a large order with the PMO’s approval.

Process: The order will come from the customer to the contractor through GSA OMS. The contractor will acknowledge receipt of the large order with Backorder status (EDI 855) with a new estimated shipping date.

The contractor will send to the PMO office and the COR a weekly large order report that will include NSN, item, shipping status, tracking number when applicable, and estimated shipping date. The PMO and COR will review the weekly large order report and will provide approvals and/or disapprovals. Approved orders will be granted an allowable delivery time of

35 days after receipt of order.

XII. Base and Installation Security Access

General Information

Contractor access to military installations for delivery personnel and vehicles shall be coordinated through the CO or designated representative. The contractor shall obtain identification cards and base passes for employees and vehicles. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall return identification cards and base passes to Security

Forces within 24 hours. The contractor shall submit all quests on company letterhead to the CO listing the following: contract number, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The CO will endorse the request and forward it to the issuing base pass and registration office or security police for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

When work under the contract requires unescorted entry to controlled or restricted areas, the contract holder shall comply with AFI 31-101, Volume 1, The Air Force Installation

Security Program, and AFI 31-501, Personnel Security Program Management, citing the appropriate paragraphs as applicable.

These procedures are subject to change. No changes to base access procedures will constitute the basis for a claim against the government. The CO will assist the contractor with installation access procedures.

Employees

● The contractor shall be responsible for compliance with base and installation security and access requirements for each location. The contractor and/or its subcontractor(s) must provide the CO, within 15 days of contract award, the delivery drivers’ and contractor employee’s/representative’s social security number ; date of birth; copy of drivers’ license and a copy of the individual’s passport for those individuals that will need to obtain base and installation access.

Contractor will be assessed a penalty of $300 (U.S. Dollars) per day for failure to register employees within 15 days of contract award. Contractor will also be assessed $300 (U.S. Dollars) per day for any day it is found not in compliance with base access, vehicle requirements during the life of the contract. The CO will also assess a negative CPARS report for the contractor or subcontractor.

● The contractor’s employees must be easily recognized as its employees or as a subcontractor. This may be accomplished by either (1) the employee wearing distinctive clothing bearing the company’s name or subcontractor’s name and employee’s name, or (2) the employee wearing an identification badge bearing the company’s name or subcontractor’s name and the employee’s name, with the badge worn or attached to the employee’s outer garment at all times. Clothing or badges shall be provided by the contractor. Employees shall present a neat and clean appearance.

Motor Vehicles

All company-owned and privately-owned motor vehicles requiring access to military installations during performance of the contract must be registered with each installation prior to gaining access. The requisite decals and/or permits will be issued and displayed on the vehicles in the manner as directed by the Vehicle Registration Officer. Vehicle decals shall be removed from vehicles and turned into Vehicles Registration at the end of the contract or as soon as the vehicles are no longer used in the performance of the contract or as directed by the CO. The contractor or its subcontractor’s vehicle shall have its name neatly exhibited on each side of the vehicle. The vehicle shall be maintained in a satisfactory mechanical condition and display a valid license plate, have the proper insurance and safety inspection sticker. The contractor shall operate vehicles in compliance with base traffic regulations. There is a 15 day approval period, at minimum, before contractor and/or subcontractor vehicles are allowed to enter bases and installations.

Contractor will be assessed a penalty of $300 (U.S. Dollars) per day for failure to register each vehicle within 15 days of contract award. Contractor will also be assessed $300 (U.S. Dollars) per day for any day it is found not in compliance with base access, vehicle requirements during the life of the contract. The CO will also assess a negative CPARS report for the contractor or subcontractor.

XIII. Insurance

All vehicles must be properly inspected/insured as indicated herein. Prior to the commencement of work, the contractor shall furnish to the CO a document confirming the required insurance has been obtained for each contract vehicle. The contractor must ensure that the requisite insurance policies, as identified herein, provide that any cancellation of or any material change to the policy shall not go into effect for no less than thirty (30) calendar days after written notice of the cancellation or change has been provided to the GSA CO and the GSA CO has submitted his or her approval to the cancellation or change.

The contractor shall be required to demonstrate it will be in compliance with the following at the time of contract award:

a. Automobile Property Damage Insurance Amount: $1,500,000 U.S. Dollar

b. Bodily Injury Insurance Amount: $1,500,000 U.S. Dollar

Contractor will be assessed a fee of $1,500 per day (U.S. Dollars) if it fails to maintain insurance and will result in a negative CPARS report for the contractor or subcontractor and could result in future option periods not being exercised.

XIV. Vendor Portal (VP) and Electronic Data Interchange (EDI) Requirements

The contractor will be responsible for establishing EDI interfaces with GSA as the primary method for transmission of data associated with conducting business with GSA Vendor Portal

(VP) and Electronic Data Interchange (EDI) Requirements

The government will allow the vendor to choose either VP or EDI for conducting business transactions with GSA. VP requires retrieval of orders and significant manual entries of transactional data via a GSA provided portal. EDI is better suited for higher volume vendor but upfront costs can be significant. Additional information and points of contact for business transaction processing requirements can be found at http://www.gsa.gov/portal/content/151058.

Note:

● Within 3 days of contract award, the contractor must contact gsaedi@gsa.gov to start the

EDI or VP onboarding process. Failure to contact GSA EDI within the above identified timeframe may result in negative CPARS reports.

● Contractors which may temporarily receive both fax and EDI/VP orders are responsible for ensuring that they do not duplicate] orders.

a) VP Transactional Business Requirements

Vendors choosing VP shall be provided with an internet portal address and logon to perform commodity transaction processing with GSA.

All transactions will be submitted to and received by the “prime” vendor ONLY. Any additional electronic transaction communication that is required to fulfill Customer Order(s) between the vendors and its suppliers shall be the responsibility of the “prime” vendor ONLY. No subcontractor submissions accepted.

The contractor must coordinate with GSA on a regular basis, to be determined by the CO and the contractor, in order to understand and verify compliance with GSA business rules and requirements as they relate to:

● Processing of backorders;

● Purchase order acknowledgements;

● Shipment information;

● Delivery information;

● Delivery documentation;

● Accuracy of data provided to GSA;

● Contractor cancellations;

● Customer cancellations;

● Interpretation of GSA data in order to meet GSA shipping documentation guidelines; and

● Processing of emergency purchase orders

b) VP Transactional Data Requirements http://www.gsa.gov/portal/content/151058 mailto:gsaedi@gsa.gov

The Vendor is required to retrieve orders and provide the following information and data via the

VP:

● Acknowledge receipt of a purchase order within one calendar day

● Acknowledge receipt of a purchase order change within one calendar day

● Provide Requests for:

o Backorder o Changes in delivery dates o Substitution o Cancellation

● Provide purchase order status of: canceled, backordered, or shipped;

o Back Orders MUST have an Estimated Delivery Date included

● Provide shipment information o Shipment Status (ship, cancel or backorder) o Carrier tracking number

● Export Packing Facility or Consolidation and Containerization point used

● Provide Advance Ship Notice within one calendar day following shipment

● Provide delivery confirmation information including, but not limited to, date of delivery for all shipments

● Invoice for orders fulfilled when delivered o Correct erroneous information provided to GSA on the disposition of a purchase order;

o Full line accountability is required o Utilize the FedPay portal at http://apps.ocfo.gsa.gov/vendorpayment/index.htm.

In addition, GSA may require the vendor to fully comply with future system or transaction changes including, but not limited to, the following:

● Transportation Carrier Shipment Status Message/Shipment Delivery Date

● Inventory Inquiry/Advice codes

c) EDI Transactional Business Requirements

Vendors must reliably perform commodity transaction processing with GSA by utilizing a standardized electronic method of communication, compatible with GSA transactional systems. GSA utilizes the ANSI (American National Standards Institute) X-12 family of transaction sets to electronically communicate both “Inbound” and “Outbound” transaction sets.

All transactions will be submitted to and received by the “prime” vendor ONLY. Any additional electronic transaction communication that is required to fulfill Customer Order(s) between the vendors and its suppliers shall be the responsibility of the “prime” vendor ONLY. No subcontractor submissions accepted, and contractor teaming arrangements must designate a lead vendor.

The contractor must coordinate with GSA on a regular basis, to be determined by the CO and the contractor, in order to understand and verify compliance with GSA business rules and requirements as they relate to:

● Processing of backorders;

● Purchase order acknowledgements;

● Shipment information;

http://apps.ocfo.gsa.gov/vendorpayment/index.htm

● Delivery information;

● Delivery documentation;

● Accuracy of data provided to GSA;

● Contractor cancellations;

● Customer cancellations;

● Interpretation of GSA data in order to meet GSA shipping documentation guidelines; and

● Processing of emergency purchase orders

All electronic communications between GSA vendors shall be through the GSA EDI Gateway or a GSA identified third-party service provider.

d) Initiating Electronic Communications with GSA

GSA reserves the right to test and validate the vendor’s EDI capabilities for all required transaction sets before on-boarding is authorized.

GSA will coordinate the process to on-board the contractor selected for award directly to the

GSA EDI Gateway or an approved GSA identified third-party service provider using the ANSI

X-12 EDI standards detailed in the sections below and identified in the Table in section C.3.6, below, of this document.

To initiate the onboard process, GSA will provide vendors with a list of EDI questions which are used to determine specific vendor EDI capabilities. The questions shall be completed by the vendor and returned to GSA within five (5) business days.

Upon completing the EDI-Survey, GSA will coordinate end-to-end process testing with the vendor to assure compliance with EDI specifications. The end-to-end testing is estimated to be completed within 90 days after contract award/modification, excluding any protest periods.

e) EDI Transaction Implementation Conventions

The Table below shows the EDI Implementation Specification for a given transaction set. The following web site is available as a resource for researching detail on the business to government and government to business transactions https://vsc.gsa.gov/EDIUser/eddven.cfm.

TABLE 1

EDI TRANSACTION IMPLEMENTATION CONVENTIONS

EDI

Transaction Version Notes

ISA

(Interchange)

Version

GS (Group)

Version

Invoice 810 4010 00401 004010

Invoice 810 3010

(4010 is preferred) 00401 003010

Delivery Order 850 3040 00304 003040

Delivery Order

Acknowledgement 855 4010 00401 004010 https://vsc.gsa.gov/EDIUser/eddven.cfm

Advance Ship Notice

(ASN) / Manifest 856 4010 00401 004010

Delivery Order

Cancellation /

Customer Initiated

Change 860 4010 00401 004010

Functional

Acknowledgement 997

3010, 3040, Based on interchange version same version of transaction set it is acknowledging.

Note:

GSA reserves the right to implement additional ANSI X-12 transaction sets as its business operations deem appropriate and will require vendors to implement them in a timely manner. Future transaction sets may include EDI 846 (Inventory Inquiry/Advice), EDI 214

(Transportation Carrier Shipment Status Message/Shipment Delivery Date), EDI 865 (Purchase

Order Change Acknowledgement), and EDI 315 (Status Details, Ocean).

f) Validation Testing of EDI Transaction Sets

GSA personnel will validate vendor’s EDI Transaction Set communication following contract award or modification. GSA will coordinate end-to-end testing with GSA systems and the vendor’s systems. At a minimum, the following transactions will be validated:

● EDI 850 Purchase Order

● EDI 997 Functional Acknowledgement

● EDI 855 Purchase Order Acknowledgement

● EDI 856 Advance Ship Notice/Manifest

● EDI 860 Purchase Order Cancellation / Customer Initiated Change

● EDI 810 Invoice

GSA may select up to 20 items from the vendor’s offering for end-to-end testing and conduct testing with live production orders. These items will be tested under a number of different scenarios, such as: cancellation, backorder, multiple shipments, etc.

g) Business Communications to and from the Government

GSA utilizes the ANSI X-12 family of EDI specifications to electronically communicate both

“Inbound” (transactions provided by the vendor to GSA) and “Outbound” (transactions sent by

GSA to the vendor) transaction sets for its business operations.

The following Inbound and Outbound EDI transaction sets are required for EDI vendors:

● Inbound EDI types (Transactions sent to GSA from Vendors)

● 855: Purchase Order Acknowledgement with three possible types of status:

▪ Accept, Backorder or Cancel (Note: Any backorder must be accompanied by an expected ship date) o 856: Advance Ship Notice/Manifest with three possible types of status:

▪ Ship, Backorder or Cancel (Note: Any backorder must be accompanied by an expected delivery date) o 810: Invoice o 997: Functional Acknowledgement

Outbound EDI types (Transactions sent from GSA to Vendors) o 850: Purchase Order (PO)

▪ GSA POs are transmitted hourly to the vendor. The vendor is required, at a minimum, to acknowledge all purchase orders within 24 hours of receipt.

o 860: Purchase Order Cancellation / Customer Initiated Change o 997: Functional Acknowledgement

h) Business to Government Communications using EDI Transaction Sets

This section provides details regarding business-to-government transactions using EDI.

Vendors shall work with GSA to understand and adhere to GSA business rules and requirements as they relate to:

● Accuracy of data provided to GSA

● Purchase Order Acknowledgements

● Shipment information

● Delivery information

● Delivery documentation

● Processing of emergency Purchase Orders

● Processing of Backorders with the appropriate Estimated Ship Dates

● Customer cancellations

● Vendor cancellations

● The Interpretation of GSA data in order to meet GSA shipping documentation guidelines

Note: Submission of Vendor’s offering will be direct to GSA using current mechanisms of EDI or the Schedule Input Program (SIP) process. Currently, GSA is transitioning to a new Formatted

Product Tool (FPT) for catalog uploads which will replace the SIP process.

● Functional Acknowledgement (EDI 997)

An EDI 997 is sent from the vendor to GSA in order to acknowledge the receipt of any EDI transmission sent from GSA. The EDI 997 must be sent no later than four (4) hours after receipt of an EDI transaction set from the GSA.

● Purchase Order Acknowledgement (EDI 855)

Purchase Order Acknowledgements shall be communicated with one of three possible types of status for each line item of the PO. The possible status types are; Accept, Backorder or Cancel.

Any EDI 855 Backorder shall be accompanied by an estimated ship date.

● Advanced Ship Notice/Manifest (EDI 856)

The Advance Ship Notice/Manifest shall be communicated with one of three possible types of status for each line item of the PO. The possible types of status are; Ship, Backorder or

Cancel. EDI 856 for shipped orders shall be communicated within 24 hours after an order has been shipped to a customer.

Any EDI 856 Backorder shall be accompanied by an estimated ship date.

GSA reserves the right to require any additional information it deems appropriate to conduct normal business operations. This may include but is not limited to, Proof of Delivery, Signature information of the individuals receiving items and Date of Delivery, etc.

The EDI 856 shall be provided to GSA prior to submitting the invoice (EDI 810) for any item.

● Purchase Order Cancellations or Customer-Initiated Change Request (EDI 860)

Within 24 hours after a Purchase Order Cancellation or Customer-Initiated Purchase Order

Change Request has been received by the vendor, the vendor shall provide status on any order with either a Purchase Order Acknowledgement (EDI 855) or the Advance Ship Notice/Manifest

(EDI 856).

● Invoice (EDI 810)

Invoices shall be sent via the EDI 810 in a timely manner and only after the item(s) being invoiced have actually been delivered and GSA has been provided the appropriate status via the

EDI 856. Invoices shall be sent to GSA via their EDI Gateway and forwarded to Fedpay for processing.

i) Government to Business Communications Using EDI Transaction Sets

This section provides details regarding government-to-business transactions using EDI.

● Purchase Order (EDI 850)

GSA will submit Purchase Orders to vendors utilizing the EDI 850 transaction sets. EDI 850 transaction sets provide all the data necessary to identify commodity information and detailed customer information as well as delivery, payment and billing requirements for all orders. These

POs are transmitted hourly to the vendor, seven (7) days a week.

● Purchase Order Cancellation (EDI 860)

An EDI 860 Cancellation (GSA Initiated) transaction set cancels a customer order in its entirety or for the full/partial quantity of a line item. GSA receives a cancellation status if the cancellation was successful or a shipment status if the cancellation was unsuccessful.

An EDI 860 Customer-Initiated Change Request transaction set initiates an overage shipment transaction (a situation where the customer desires to retain and pay for the extra items received) and provides the data necessary to generate a proper invoice.

● Functional Acknowledgement (EDI 997)

An EDI 997 is sent from GSA to the vendor to acknowledge the receipt of any EDI transmission sent to the GSA.

j) Customer Order Fulfillment Exceptions

All DO line item(s) that have not been fulfilled within the contractual delivery time-limit (with exceptions) must be communicated to the GSA Contracting Officer, or a duly authorized GSA representative, within one calendar day of the delivery with the appropriate method and timeline for resolution. This communication must include the entire population of transactions and must include, at a minimum, the expected shipment or cancellation date for each line item. The preferred format for this communication is Microsoft Excel or equivalent.

XIV. WARRANTY AND RECALLS

The contractor must review orders for items that may have a warranty or be under recall and will immediately notify the CO and the customer regarding any issues associated with warranties or recalls for any product identified in Attachment 3.

XVI. DELIVERY ORDER (DO) DELIVERABLES

The contractor must comply with the QASP in Attachment 5. The QASP sets forth the procedures and guidelines the government will use to ensure the required performance, quality standards, and levels of service are achieved by the contractor. This will occur by applying the

Methodologies to Monitor Performance as outlined in Section 3.0 of the Attachment 5, QASP.

The methods include Surveillance, Customer Feedback, and determination of adherence to

Acceptable Quality Levels that are listed in the QASP section for Performance Work Summary.

All of this information is used to monitor contract performance, quality, as well as to identify the required documentation and necessary resources.

The QASP will be used to monitor contractor compliance with the requirements in the solicitation.

XVII. DISCLOSURE OF DATA

Duplication or disclosure of the data and other information produced by the contractor hereunder is prohibited. Accordingly, the contractor shall not disclose any data, any interpretations thereof, or data derivation therefrom, to third parties whether real or artificial in contravention of these provisions, without the prior written approval of the CO. The contractor shall ensure that this clause is incorporated in any agreements reached with any subcontractors, consultants, agents, or representatives employed by the contractor in contract performance or otherwise.

XVIII. SAFEGUARDING OF INFORMATION

The contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person or entity any information known to them by reason of their performance of service under this contract which has not been made public, except in the course of their duties or by written authorization of the

CO. Further, no article, book, pamphlet, recording, broadcast, speech, television appearance, film, or photographs concerning any aspect of the contract shall be published or disseminated through any media without the prior written authorization of the CO. These obligations do not cease upon the termination of this contract. The contractor shall include the substance of this provision in all contracts for employment and in all subcontracts hereunder.

XIX. RECORD KEEPING, INSPECTION AND ACCEPTANCE

1. Delivery Receipt:

A government representative must sign for receipt of the items at each location. This signature(s) does not imply inspection and acceptance. The signature only acknowledges the delivery was made.

2. Inspection/Acceptance:

Inspection and Acceptance will be in accordance with FAR section 52.212-4.

XX MINIMUM AND MAXIMUM ORDER QUANTITIES

The Contractor shall accept all orders. There are no minimum or maximum individual order quantities.

XXI. EXERCISE OF OPTIONS

Per FAR Subpart 52.2179-9, the Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least _60_ days before the contract expires.

The preliminary notice does not commit the Government to an extension.

If the Government exercises this option, the extended contract shall be considered to include this option clause.

The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

XXII. FULL OPERATIONAL CAPABILITY

The offeror must be ready to operate at Full Operational Capability (FOC) no later than June 01, 2023, or within 120 days after the date the Government sends notice that ordering will be available prior to June 01, 2023. The Government anticipates that the Government ordering system will begin to accept orders for this contract on or around June 01, 2023. FOC must include all NSNs except for non-stock items as identified in Attachment 3 and as discussed in

PWS Section IX.

FOC is full deployment of the solution and must include all NSNs except for non-stock items as identified in Attachment 3 and as discussed in PWS Section IX above.

XXIII. CUSTOMER SERVICE

The contractor must provide GSA with an email address and phone number of a Point of Contact

(POC) for customer questions regarding orders, including order statuses. For example, if an order is delayed, a customer may contact GSA’s National Customer Service Center (NCSC) for status.

NCSC will then contact the contractor POC to discuss the order and receive a status update to send to the customer.

XXIV. SURVEILLANCE

The Quality Assurance Surveillance Plan (QASP) will be used to monitor contractor compliance with the requirements of the contract. The QASP sets forth the procedures and guidelines the government will use to ensure the required performance, quality standards, and levels of service are achieved by the contractor. This will occur by applying the

Methodologies to Monitor Performance. The methods include Surveillance, Customer

Feedback, and determination of adherence to Acceptable Quality Levels.

The contractor’s performance will be monitored in accordance with the QASP. The QASP is included as solicitation Attachment 5 but may be updated during contract performance.

XXV. CLIMATE RISK MANAGEMENT PLAN

GSA is seeking to better understand climate related risks to its supply chain and the contract holder’s ability to manage those risks. Offerors will include with their proposal a Climate

Change Risk Management Plan that identifies climate-related risks that could negatively impact performance under this contract

The plan must include the following:

● What is your process for identifying, assessing, and responding to climate-related risks for successful performance or delivery (e.g., migration of smoke from wildfires, increases in precipitation-driven flooding, extreme heat events, and inundation due to sea level rise and storm surge)?

● What inherent climate-related risks have you identified that may have a substantive financial or strategic impact on your business? Provide details of risks identified with the potential to have a substantive financial or strategic impact on your business.

● What is your business continuity plan? Describe your disaster contingency, continuity plans and response protocols for potential event-driven changes (e.g., hurricane, earthquake, flooding, wildfire and etc.) and chronic risks due to longer-term shifts in climate patterns (e.g., changes in precipitation, increased average temperature, and sea level rise).

○ describe which assets, products, and services would most significantly disrupt operations if they experienced short term acute impacts (i.e. degraded service, loss of service, equipment failure, loss of asset or other unacceptable outcomes).

○ describe which assets, products, and services would most significantly disrupt operations if they experienced gradual long-term cumulative impacts

(degraded service, loss of service, equipment failure, loss of asset or other unacceptable outcomes).

○ Describe proactive and reactive approaches to dealing with potential disruptions.

The offeror must also address the following:

● Items under this requirement are not highly specialized and are common commodities. The contractor must address how they will quickly shift manufacturers if there is a supply chain disruption, without negatively impacting the requirement.

● What insurance does the contractor have to help reduce risk of unmanageable costs after an environmental or geographical event.

● Describe how the contractor’s inventory and warehouse space will allow for sufficient inventory to cover potential disruptions.

● Describe warehouse generators, earthquake ratings, and any other applicable preemptive measures taken by the contractor to minimize potential damage.

Additionally within 12 months after award (and yearly thereafter), the contract holder must submit to the CO and COR a Climate Change Risk Management Plan Follow-up Report consisting of an overview of actions taken, or opportunities identified, to adapt to the climate-related risks that may have a substantive financial or strategic impact, as identified in the Climate

Change Risk Management Plan.

XX. REPORTS

● Monthly delivery reports

The contractor must submit a monthly report with delivery times for the past month. The report is due on the 15th of the month. If the 15th falls on a weekend or holiday, then the report is due on the next business day. The reports are due by email to the Program

Manager, Project Manager, COR, and Contracting Officer.

● Weekly backorder reports

The contractor must submit a weekly backorder report with a list of the orders that have not been delivered. The report must include the order number, NSN item, # of items, order date, anticipated delivery date, and reason for backorder. The backorder report is due by the end of business on Friday of each week. The reports are due by email to the

Program Manager, Project Manager, COR, and Contracting Officer.

● Weekly large order reports

The contractor must submit in accordance with Section X of this PWS, a weekly large order reports. The contractor will send to the PMO office and the COR a weekly large order report that will include NSN, item, shipping status, tracking number when applicable, and estimated shipping date.

● On Demand Reports

Reports regarding BAA and mandatory source compliance must be available to download at any time from the e-portal, which will be required to have downloadable reporting regarding BAA and AB1 compliance. The Contracting Officer and COR must have access for downloading reports ad hoc.

● Yearly Reports

Contractor shall submit by April 1 of each year a detailed report on how it will ramp up inventory in Puerto Rico for the fourth quarter of that fiscal year.

Within 12 months after award, the contract holder must submit a Climate Change Risk

Management Plan. A Follow-up Report must be submitted by 24 months after contract award. See PWS Section XXII.