Attachment 2 - Performance Work Statement for EUCOM.pdf

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

INTRODUCTION

This Performance Work Statement is for Global Supply OCONUS Logistics Operations

Solutions Support in the EUCOM Area of Responsibility (AOR). The requirement will establish a forward supply logistics solution in the EUCOM region, the purpose of which is to provide faster delivery of certain commercial items to customers in the area. The solution will be available for use by Federal Agencies, including the State Department, and Department of

Defense (DoD) customers in the following countries:

Portugal, Spain, Norway, Sweden, Finland, Ireland, the UK, Turkey, Malta, Lithuania, Estonia, Latvia, Greece, and Cyprus (delivery in 7 Business days); Denmark, Germany, Belgium, Netherlands, France, Monaco, Luxembourg, Switzerland, Czech Republic, and Austria (delivery in 3 business days); Italy, the Slovakia Republic, Croatia, Kosovo, Bosnia Herzegovina, Romania, Bulgaria, Hungary, Poland, Moldova, Albania, Andorra, Macedonia, Montenegro, Serbia, Slovenia, Vatican (delivery in 5 business days).

Additional countries may be added during contract performance.

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

Number (NSN) items, and for delivering ordered item(s) within the above-listed number of business days after receipt of order.

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 to the solicitation represent National Stock Number

(NSN) items that the contractor will need to source, procure, transport, warehouse, and ultimately deliver upon customer delivery order for specific item(s).

b. Attachment 6 provides the National Stock Number Descriptions. All items must conform to the Item Product Description (IPD) specifications of the NSN in Attachment

6.

c. The actual list of products will be dynamic during the life of the contract with additions, modifications and deletions of items matching NSN or part numbers which are within the scope of this solicitation. Either the government or contractor may suggest these types of changes, and require approval by a bi-lateral modification to the contract.

d. Demand will be dynamic. Attachment 3 identifies forecasted volumes in EUCOM. This is not a guarantee of such demand levels and demand will change overtime. The contractor is expected to track demand and make forecasts accordingly.

e. All items must be in compliance with the Trade Agreements Act (TAA). All items must meet domestic sourcing restrictions. The contractor must monitor and ensure suppliers’ compliance with the Domestic Sourcing Restrictions contained in the contract, Preference for Certain Domestic Commodities, Berry Amendment, Trade Agreements Act (TAA), Restriction on Acquisition of Carbon, Alloy and Armor Steel Plate, shelf-life requirements, Restrictions on Certain Foreign Purchases, and Restriction on Acquisition of Hand or Measuring Tools.

f. Toners must meet Original Equipment Manufacturer (OEM) requirements and must be through approved distribution channels as allowed by the manufacturer.

g. 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 SourceAmericaitems 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 UNICOR in Column D in Attachment 3 are mandatory sources for the contractor and must procure those items from UNICOR, unless a waiver is granted for the item.

• All other items listed in Attachment 3 not identified as AbilityOne must be TAA compliant per FAR subpart 25.4. A list of countries with Trade Agreements with the

United States is located at: https://ustr.gov/trade-agreements/free-trade-agreements.

• 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.

h. Unit of Issue. The items identified in Attachment 3 are standard U.S. government units of issue.

II. Warehousing

a. The contractor must have ownership or lease at least one warehouse in the EUCOM area within the scope of this contract.

b. More than one warehouse is allowable but is not required.

c. Warehouse(s) must be climate controlled.

d. Warehouse(s) must meet all security control protocols included at Attachment 8.

e. Warehouse spaces are to be used solely for the storage of items that support this initiative. The warehouse is not required to be a stand-alone facility; however, if the facility is not stand-alone the space to be used solely for the storage of items that support this initiative must be separated by at least an immovable wall (no chain link fence) and all security protocols must be met, but otherwise the warehouse space(s) are not required to be a separate facility. However, note that the warehouse space to the designated area servicing this contract must have its own loading dock(s) and entrance & exit doors for foot traffic into the designated warehouse area.

https://ustr.gov/trade-agreements/free-trade-agreements

f. The contractor must have access to a warehouse or consolidation point within the United

States (US), which will be used to consolidate items procured in the US prior to overseas shipment.

III. Transportation and Delivery

a. The contractor is to deliver the NSN items listed in Attachment 3, in accordance with the individual delivery orders. An example GSA Delivery Order (DO) is included as

Attachment 4 to the solicitation. Upon receipt of the DO, delivery must be made to the location included in the DO within 3 - 7 business days after receipt of order, depending on the country.

i. Delivery requirements per country are as follows:

a. Denmark, Germany, Belgium, Netherlands, France, Monaco, Luxembourg, Switzerland, Czech Republic, and Austria, delivery in 3 business days (Zone 1)

b. Italy, the Slovakia Republic, Croatia, Kosovo, Bosnia Herzegovina, Romania, Bulgaria, Hungary, Poland, Moldova, Albania, Andorra, Macedonia, Montenegro, Serbia, Slovenia, Vatican, delivery in 5 business days. (Zone 2)

c. Portugal, Spain, Norway, Sweden, Finland, Ireland, the UK, Turkey, Malta, Lithuania, Estonia, Latvia, Greece, and Cyprus delivery in 7 business days. (Zone 3)

b. The contractor must meet the installation security requirements in accordance with the requirements of each installation. Delivery may be made by commercial carriers but this does not exempt the contractor from ensuring installation security and processing requirements are met during deliveries.

c. Deliveries must be made in accordance with installation policies and procedures, including the location to where items are to be delivered.

d. The contractor must comply with FAR 52.247-64 (Alternate 1) and that all containers will be shipped to EUCOM on US flag vessels and rated (master) carrier Bills of Lading for each shipment to be reported in a timely manner to comply with MARAD requirements;

e. 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. If a shipment is consolidated, each individual order must be individually packaged and must follow all packing and labeling requirements in accordance with MIL-STD-129 and MIL-STD 2073.

f. Orders may be shipped to DLA facilities for forward shipment by DLA to other countries. Orders will be coordinated between the GSA Program Manager and DLA.

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

h. Customs and border clearance procedures. The contractor must adhere to all customs requirements and regulations for each country The most up-to-date EUCOM customs and border clearance requirements, regulations and directives must be adhered to.

Customers must not be charged taxes or duties on items delivered under this contract.

Contractors are responsible for handling customs and border clearance procedures in accordance with country requirements while ensuring customs, taxes, and other duties are either waived or reimbursed.

i. The contractor shall not use the shipping of commodities (both by ships to the warehouse and by delivery truck to the destination) or the warehouse space(s) used to store the commodities associated with this IDIQ contract in any capacity other than to support this contract and GSA’s requirement under this solicitation and subsequent contract. For overseas transportation, the individual container(s) must only include items for this contract.

IV. Base and Installation Access Considerations

a. If required for delivery or other logistical considerations, installation Security Forces may conduct a background check on drivers or other employees/subcontractors. Following installation procedures is mandatory. Installation procedures may change based on current security levels or other considerations.

b. If an employee requires access to the installation, the contractor must submit a written request 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 if it is determined that the request is needed for performance under this contract, and forward it to the issuing base pass and registration office or security police for approval and processing. Access is not granted until the cognizant security/registration office approves. 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.

c. If an employee terminates or is terminated from employment, the contractor must notify the CO and must return identification cards and base passes to Security Forces within 24 hours, if such identification cards and base passes had been provided to the individual.

V. Packing and Marking

The contractor is responsible for the creation and application of supply and shipping documentation, shipping labels, and package markings meeting customer requirements. The

COR will ensure that all goods received must 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)

Please see supplemental packing and documentation information at Attachment 9.

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 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.

VI. 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

40% for each item, for a period of 30 days to 6 months at a time. The contractor should also be prepared for potentially higher demand at the 4th quarter of each fiscal year.

VII. Warranty and Recalls

Commercial items are being acquired by ordering customers under this contract. Standard commercial warranties and standard manufacturer warranties will be included. There is no separate charge for standard commercial warranties.

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 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.

VIII. 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 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 for which 35 calendar days will be allowed for delivery.

IX. 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, and must be treated as backorders both in EDI and on the reports. The vendor must follow EDI instructions for inputting backorder information for the remaining items that were not initially shipped.

X. Large Orders

The Large order Policy only applies for the first 4 months after FOC. After this point, large orders will be treated as all other 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 would reasonably deplete 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 EUCOM 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.

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.

XI. Insurance

All vehicles (located CONUS and OCONUS), warehouses and products must be properly inspected/insured as indicated herein. Prior to the commencement of work, the contractor shall furnish to the CO a certificate of liability insurance form 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. General Liability Coverage:

Each Occurrence: $1,000,000,00

Damages to Rented Premises (if applicable): $100,000.00

Medical: $5,000.00

Personal and ADV Injury: $1,000,000.00

General Aggregate: $4,000,000.00

Products: $5,000,000.00

b. Automobile:

Combined Single Limit: $500,000.00

Bodily Injury (Per Person); $500,000.00

Bodily Injury (Per Accident): $1,000,000.00

Property Damage (Per Accident): $1,000,000.00

c. Umbrella”Liability insurance

Each Occurrence: $1,000,000,00

Aggregate: $10,000,000.00

d. Excess Liability

Each Occurrence: $1,000,000,00

Aggregate: $10,000,000.00

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

The contractor must list the United States Government, General Services Administration as an additional insured on the policy and/or quote.

XII. Minimum and Maximum Order Quantities

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

XIII. Full Operational Capability

The offeror must be at Full Operational Capability (FOC) by estimated date March 22, 2024, or within 120 days from the date the Government gives notice that ordering will be available. FOC must include all NSNs except for non-stock items as identified in Attachment 3 and as discussed in PWS Section VIII above.

XIV. Security Requirements

a. The contractor is required to strictly follow the security controls that are included at

Attachment 8. The security controls address contractor security training, warehouse and systems access procedures and authorizations, access monitoring, transportation security, personnel security, and other controls. All security controls included in the attachment are a requirement of the contract.

b. The contractor will be required to follow any transportation restrictions that may be imposed by EUCOM at any given time and as security levels change.

c. The contractor is responsible for fulfilling all orders. If there are security incidents that prevent items from being delivered, the contractor is responsible for re-attempting delivery in accordance with the current installation security status and associated requirements. Any damage or loss of items during transportation, warehousing, or delivery will not be the responsibility of the Government.

d. The contractor is responsible for compliance with base and installation security and access requirements for each location. Contractor access to military installations for delivery personnel and vehicles, as well as locations for delivery, must be coordinated through the CO or designated installation representative. Installation policies and procedures must be strictly adhered to.

XV. Vendor e-Portal

a. 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, shelf-life information, 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.

b. The e-portal must have warehouse documentation illustrating how shipments to the warehouse are compliant with TAA 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. Tracking must be available and downloadable for at least 6 months after shipment.

XVI. Electronic Data Interchange (EDI) and Vendor Portal (VP)

a. General

i. The contractor must have and will be responsible for establishing EDI interfaces with

GSA as the primary method for transmission of data with GSA.

ii. Contractor must be in compliance with EDI requirements and must keep all information regarding order status information, including backorder status, up-to-date at all times.

iii. As stated in the EDI/VP instructions below, either EDI or VP can be used. However, the contractor is encouraged to use EDI for this requirement.

iv. If one of the methods is down, the contractor must use the other method (i.e. must use

Vendor Portal to transmit data if EDI is down or otherwise not transmitting data).

v. 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.

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

The government will allow contractors 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 contractors. GSA prefers EDI, and suggests contractors expecting to receive greater than 50 orders per month to choose EDI. Additional information and points of contact for business transaction processing requirements can be found at http://www.gsa.gov/supplyedivp.

b.1 Transactional Business Requirements

Regardless of whether orders are received via VP or EDI, the contractor is required to work with GSA to understand and adhere to GSA business rules and requirements.

All transactions will be submitted to and received by the “prime” contractor ONLY. Any additional electronic transaction communication that is required to fulfill Customer Order(s) between the contractors and its suppliers shall be the responsibility of the “prime” contractor

ONLY. No subcontractor submissions accepted, and contractor teaming arrangements must designate a lead contractor.

Each contract may contain specific information regarding information below. The contractor is required to work with their GSA Contracting Officer to understand and adhere to 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;

mailto:gsaedi@gsa.gov http://www.gsa.gov/supplyedivp

● Customer cancellations;

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

● Processing of emergency purchase orders b.1.1 Universal requirements required of all contractors supporting GSA Global

Supply orders:

● Acknowledge receipt of a purchase order within one business day

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

● Process purchase order cancellation requests within one business day

● Provide Requests for*:

○ Backorders

■ Back Orders MUST have an Estimated Delivery Date included

○ Changes in delivery dates

○ Substitutions

*Requests should be communicated to your GSA Contracting Officer prior to execution via the system.

● Provide shipment information

○ Shipment Status within one business day following shipment

○ Valid carrier tracking numbers

● Provide delivery confirmation information including, but not limited to, date of delivery (when requested for specific shipments)

● Invoice for orders only after you have provided shipment information

○ Correct erroneous information provided to GSA on the disposition of a purchase order;

○ Full line accountability is required b.2 Vendor Portal (VP) Transactional Data Requirements Contractors choosing VP shall be provided with an internet portal address and logon to perform commodity transaction processing with GSA. The contractor is required to retrieve orders and provide the information outlined from b.1.1 via VP.

VP training guides are available at http://www.gsa.gov/supplyedivp.

Invoicing cannot be done through the Vendor Portal. All contractors are able to submit invoices via EDI 810 (even if not receiving POs via EDI) or may utilize the FedPay portal at http://apps.ocfo.gsa.gov/vendorpayment/index.htm.

Note: FedPay portal cannot be used for invoicing if your contract allows for charging convenience fees.

b.3 EDI Transactional Data Requirements Contractors shall be able to reliably perform commodity transaction processing with GSA by utilizing a standardized electronic method of communication, compatible with GSA transactional systems.

GSA utilizes the American National Standards Institute (ANSI) X-12 family of transaction sets to electronically communicate both “Inbound” and “Outbound” transaction sets.

http://www.gsa.gov/portal/content/151058 http://www.gsa.gov/portal/content/151058 http://apps.ocfo.gsa.gov/vendorpayment/index.htm http://apps.ocfo.gsa.gov/vendorpayment/index.htm

The contractor is required to retrieve orders and provide the information outlined from b.1.1 via EDI. Additionally, EDI contractors are required to work with GSA to understand and adhere to GSA business rules and requirements as they relate to section b.3.2.

All electronic communications between GSA and its contractors shall be transmitted through the designated GSA EDI gateway.

b.3.1 Initiating EDI Communications with GSA

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

GSA will coordinate the process to on-board awarded contractors to the designated

GSA EDI gateway using the ANSI X-12 EDI standards detailed in the sections below and identified in Table 1 of this document.

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

Upon completing the EDI-Survey, GSA will coordinate end-to-end process testing with the contractor 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.

b.3.2 EDI Transaction Implementation Conventions

The table below, shows the EDI Implementation Specification for a given transaction set.

The most current transaction sets used to support GSA Global Supply orders can be obtained by emailing gsaedi@gsa.gov . A copy of the most recent specifications and versions can also be found on http://www.gsa.gov/supplyedivp.

TABLE 1: EDI TRANSACTION IMPLEMENTATION CONVENTIONS as of March 30, 2021

EDI Transaction

Name

Transaction X12

Version

ISA

Version

GS

Version

Notes

Purchase Order 850 4010 00401 004010 Preferred

850 5010 00501 005010

Purchase Order

Acknowledgement

855 4010 00401 004010 Preferred http://www.gsa.gov/portal/content/151058

Purchase Order

Change

860 4010 00401 004010 Preferred

Advance Ship

Notice (ASN)

Manifest

856 4010 00401 004010 Preferred

Invoice 810 4010 00401 004010

Preferred

Functional

Acknowledgement 997 4010 00401

Based on interchange version

Based on interchange version

Note:

GSA reserves the right to implement additional ANSI X-12 transaction sets and/or update transaction versions as its business operations deem appropriate. Additional EDI changes may be necessary in cases when changes in order data are required by the program. GSA will work with the contractor to establish an agreed upon time frame for implementation of any future transaction updates/upgrades or additional transaction sets needed in support of this requirement.

b.3.3 Validation Testing of EDI Transaction Sets GSA personnel will validate the contractor's EDI Transaction Set communication following contract award or modification. GSA will coordinate end-to-end testing with

GSA systems and the contractor’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 contractor’s catalog for end-to-end testing and conduct testing with live production orders. These items will be tested under a number of different scenarios (cancellation, backorder, multiple shipments, etc.)

b.3.4 EDI 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 shall be required for EDI contractors:

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

○ 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)

○ 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)

○ 810: Invoice

○ 997: Functional Acknowledgement

● Outbound EDI types (Transactions sent from GSA to Contractors)

○ 850: Purchase Order (PO)

○ 860: Purchase Order Cancellation / Customer Initiated Change

○ 997: Functional Acknowledgement

c. Customer Order Fulfillment Exceptions

All Purchase Order line item(s) are expected to be shipped or delivered by the due date printed on the purchase order. Any exceptions must be communicated to the GSA

Contracting Officer, or a duly authorized GSA representative.

d. Contractor Performance

On-time performance will be included in contractor performance evaluations. GSA will review and communicate contractor performance by sharing purchase order detail information, listing all purchase order due dates, and identifying those which are past due and require immediate action. This information will be driven by how accurately the contractor is able to update information via VP or EDI.

XVII. Inspection and Acceptance

a. Delivery Receipt

A government representative may sign for receipt of the items at each location.

Signature does not imply inspection and acceptance. The signature only acknowledges the delivery was made.

b. Inspection/Acceptance

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

XVIII. 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 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 reports are due by email to the Program Manager, Project

Manager, COR, and Contracting Officer by the end of business on Friday for each week.

The contractor must also include their plan to fill those backorders.

● Weekly large order reports - in accordance with Section X of this PWS, the contractor must submit weekly large order reports every Wednesday (if U.S. holiday, it will be on next business day) after the contractor has fully ramped up in accordance with PWS

Section XIII. The contractor will send to the PMO office and the COR a weekly large order report that will include NSN, item, quantity, shipping status, tracking number when applicable, and estimated shipping date.

● Reports regarding TAA and mandatory source compliance and allowing for analysis of the program’s performance must be available to download at any time from the e-portal. The Contracting Officer and COR must have access for downloading reports ad hoc.

● Within 12 months after award, the contract holder must submit 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 submitted with proposals. This report is due to the Contracting Officer within 12 months of contract award.

● The contractor must submit an Annual Greenhouse Gas report within 14 days of each option start date, if exercised, in accordance with PWS Section XXII. This report is due to the Contracting Officer and is applicable to Other Than Small businesses only.

● The contractor must attend and participate in an annual Program Management Review meeting, either in person or virtually, depending on whether the PMR is taking place in person or virtually. The contractor will be notified of the PMR location by the

Contracting Officer.

XIX. 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.

The POC must respond with the appropriate order status in 1 business day of receiving the inquiry.

XX. 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.

The contractor must allow for and participate in an annual warehouse inspection, either virtually or in person at the warehouse(s) location(s), conducted by the COR and/or program representatives and the Contracting Officer.

XXI. Disclosure and Use 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 there from, 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.

Performance of this contract requires the Contractor to access and use order data and information that is proprietary to a Government agency or Government contractor. Contractor and/or contractor personnel shall not divulge or release order data or information developed or obtained in performance of this effort except to authorized Government personnel or upon written approval by the GSA Contracting Officer. The contractor shall not use, disclose, or reproduce proprietary order data that was developed or obtained under this contract other than as required in the performance of this effort.

XXII. 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 confidentiality obligations shall survive the termination of this contract. The contractor shall include the substance of this provision in all contracts for employment and in all subcontracts hereunder.

Any contractor and/or its subcontractors found in violation of this section shall be liable for its breach. The Contracting Officer may elect to file an action for enforcement of contractor or subcontractor breach in the U.S. District Court, District of Columbia. In any action brought pursuant to this authority, GSA may seek appropriate relief, including injunctive relief, compensatory and exemplary damages, and attorney fees and costs.

XXIII. Greenhouse Gas Emissions and Reporting - APPLICABLE TO OTHER THAN

SMALL BUSINESSES ONLY

Please review Attachment 10 in its entirety prior to reviewing this section.

GSA is seeking to understand and reduce, as far as practicable, the energy and environmental impacts of services provided under this contract. There are multiple stages of performance under this requirement that have the potential for high GHG emissions, including overseas shipping, warehouse storage, and truck transportation. In order to reduce this potential risk,

1. The awarded contractor will be required to submit the following:

a. A Greenhouse Gas Impact Statement must be submitted 12 months after award. This impact statement must include a Greenhouse Gas (GHG) inventory resulting from the contract for the first year of performance. GHG inventories must be prepared in a format similar to that described by the World Resources Institute/World Business Council for

Sustainable Development Greenhouse Gas Protocol Corporate Accounting and Reporting

Standard, ISO 14064 standard.

The Statement must also include the GHG reduction target(s) for future option years. The targets should be for reduction of absolute annual quantity of greenhouse gas emissions, and/or for reduction of “carbon intensity” i.e., reduction of carbon footprint per activity measure such as sales, number of employees, square feet of facilities, etc. GHG inventories and targets must include Scope 1 and 2 GHG emissions

(https://www.epa.gov/climateleadership/scope-1-and-scope-2-inventory-guidance). Inclusion of Scope 3 emissions (https://www.epa.gov/climateleadership/scope-3-inventory-guidance) is encouraged but not required.

Any barriers to GHG emission reductions should also be noted.

b. The contractor will be required to submit GHG reduction progress reports at each subsequent option year. This report must include information on progress towards meeting the GHG reduction target(s) during the option year that was just completed, as well as overall progress since contract award (cumulative).

2. The contractor will be evaluated in the Contractor Performance Assessment Reporting

System (CPARS) regarding timely submission of the Sustainable Practices and Impact

Statement and GHG Reduction Progress Report and progress towards meeting the GHG targets.

XXIV. Annual Supply Chain Risk Management (SCRM) Plan Submission

To ensure Contractors remain aware of and are implementing emerging SCRM requirements over the life of the contract, a SCRM Plan update will be submitted to the Contracting Officer no later than 60 calendar days before the end of each contract year. Refer to NIST SP 800-161 for additional guidance. GSA has developed and provided a template to aid the development of your SCRM Plan.

To ensure Contractors remain aware of and are implementing emerging SCRM requirements over the life of the contract, a SCRM Plan update will be submitted to the Contracting Officer via email no later than 60 calendar days before the end of each contract year. Refer to NIST SP

800-161 for additional guidance.

https://www.epa.gov/climateleadership/scope-1-and-scope-2-inventory-guidance https://www.epa.gov/climateleadership/scope-3-inventory-guidance https://docs.google.com/spreadsheets/d/16FwoIuI7MGk93CPU2vu6kOxjrnvhW1mgRjnbBrLUK5o/edit#gid=606693175 https://docs.google.com/spreadsheets/d/16FwoIuI7MGk93CPU2vu6kOxjrnvhW1mgRjnbBrLUK5o/edit#gid=606693175