Attachment_A_COCESS Statement of Work 10 Jul 20.pdf

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

HANSCOM AFB

CONTRACTING OFFICER:

JESSICA MULLIGAN

JESSICA.MULLIAN@US.AF.MIL

LEAD BUYERS:

TIM PRYMAK

TIMOTHY.PRYMAK@US.AF.MIL

781-225-0154

CONTRACTING OFFICER TECHNICAL REPRESENTATIVE:

THOMAS STONE

THOMAS.STONE.15@US.AF.MIL

QUALITY ASSURANCE EVALUATOR

RACHEL LARABEE

RACHEL.LARABEE@US.AF.MIL

DATE:

10 July 2020

COCESS

STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 5

1.1. Scope 5

1.2. Objectives 6

1.3. Inventory Processing Requirements 7

1.4. COCESS Components 9

1.5. Sources of Supply 9

1.6. Fair and Reasonable Pricing 10

1.7. Procurement of Materials 11

1.8. Delivery 14

1.9. Documenting Receipt of Items 14

1.10. Authorized Users For Material Issue 15

1.11. Contract Attributes and Responsibilities 16

1.12. Hazardous Materials (HAZMAT) 20

1.13 Hazardous Waste 24

1.14. Warranties 24

1.15. Sales Tickets 22

1.16. Required Reports and Listings 16

1.17 Store Operations and Minimum Manning 24

1.18 Employee Listing 25

1.19. Record Keeping and Inspection 25

20. DELIVERY OBJECTIVES 26

2.1. Objective Table 26

2.2. COR Surveillance 29

3. GOVERNMENT FURNISHED PROPERTY & SERVICES 29

3.1. Facilities 29

3.2. Equipment 29

3.3. Services 30

3.4. Government Provided Training 30

3.5. Damage to Government Facilities and Equipment 30

3.6. Government Liability 30

4. GENERAL INFORMATION 31

4.1. Hours of Operation 31

4.2. Contractor Responsibilities 32

4.3. Security Requirements 34

4.4 Contractor Vehicles 34

4.5 Contractor Badge Responsibilities 35

4.6 Security Training 35

4.7 Anti-Terrorism 35

4.8 Reporting Requirements 36

4.9 Weapons, Firearms, Ammunitions and Security 36

4.10 Safety Requirements and Reports 36

4.11 Environmental Requirements 36

4.12 Invoicing 37

4.13 Contractor Transition 37

4.14 Contract Modifications 38

5. REFERENCED DOCUMENTS 38

6. APPENDICES 39

Appendix 1: Historical Store Stock High-Use Item listing (Benchstock) Appendix 2: Historical Recurring High Use Item listing (Recurring) Appendix 3: Historical Non-Recurring Items Appendix 4: COCESS Monthly Price Comparison Report Appendix 5: COCESS Monthly Customer Information Report Appendix 6: COCESS Daily Sales Report Appendix 7: COCESS Quarterly Price Comparison Report Appendix 8: U-FIX IT (Self Help) Store Stock List

7. ATTACHMENT 44

Attachment C: Attachment C, Pricing Discount Coefficient Table

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 Hancom AFB. 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 TRIRIGA. The Contractor shall have a store located in Hancom AFB.

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 1 – Historical High-Use/Critical Items (Store Stock). 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 switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc. The U-Fix-It store can be a designated are within the provided space for the COCESS store. A list of Facility Managers authorized to purchase from the U-Fix-it will be provided to the Contractor by the COR. U-Fix-It inventory is considered Benchstock.

Appendix 13 provided a listing of U-Fix-It items.

1.3. INVENTORY PROCESSING REQUIREMENTS. (See CDRL A0003)

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. TRIRIGA. The Contractor and the Government shall use TRIRIGA 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. TRIRIGA is the official material control IT system and its use is mandatory. The Contractor will be provided InvTech rights within TRIRIGA for data entry.

1.3.2.1. While TRIRIGA does not transfer any PO information to actual vendors, the PO assignment to the Contractor by the Chief of Material Control (CoMC) will serve as the notice to proceed with the order.

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

The Reference Guide will be provided by the Contracting Officer Representative (COR) or CoMC at the contract start.” The Reference Guide provides step by step instructions for performing tasks in TRIRIGA.

1.3.2.3. All TRIRIGA 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 Contractor must update TRIRIGA with the appropriate substitute item information upon written approval by the CoMC. 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 TRIRIGA.

1.3.2.4. All Contractor personnel will require access to TRIRIGA for processing material transactions. The Government will provide up to six (6) computers, one per Contractor employee and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in TRIRIGA.

1.3.2.5. All work related to this contract must be completed in TRIRIGA. The contractor may use a backup system to order and track materials, account for COCESS store inventory/stock however, any double entry of data will not be charged to the Government. The Contractor may use their own computer system to barcode and scan inventory, forecast customer needs, perform trend analysis and issue Sales Tickets.

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

TRIRIGA. The Government shall provide all hands-on TRIRIGA training to the Contractor.

See paragraph 4.2.2.3. 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 database and a minimum of one alternate database. The contractor may propose more than one alternate. A suggested list of optional databases to price items for each COCESS item category:

COCESS ITEM CATEGORIES:

1. Electrical

2. HVAC

3. Structures

4. Plumbers

The sale price of each item shall be determined by calculating the categorically specific discount coefficient for the item using Attachment C, Pricing Discount Coefficient Table. Attachment C 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 1.4.2.2 for additional information regarding items not found in either the primary or alternate databases.

1.3.3.1 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).

1.3.3.2. The Contractor shall seek agreement/concurrence with the COR 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 COR, 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 COR 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 Attachment C, Pricing Discount Coefficient Table. During the initial solicitation of the contract, the Contractor shall complete a bid schedule for Attachment C, Pricing Discount Coefficient Table 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 Attachment C.

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 paragraphs 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. SUPPLEMENTAL PRICED ITEM (SPI) LIST. The Contractor and the CO may agree to add items not found in the proposed databases to a SPI List.

1.4.3.1 The COR 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 Attachment C, 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 recommended high-use/recurring items for the store. It is the responsibility of the Contractor to decide which items to stock in the store. The Contractor shall provide the COR 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. (See CDRL A0002)

1.4.4.1. The Contractor shall use Microsoft Office Excel to supply the COR 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 TRIRIGA 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 COR (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 TRIRIGA.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in Attachment C, Pricing Discount Coefficient Table 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 COR. All NPI purchases over 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 COR 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 COR 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 COR 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 COR shall request a sole source/brand name justification from the Government requestor for all sole source/brand name NPIs. The sole source/brand name justification shall be sent to the CO for approval. The COR 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 CO. Premium freight charges for expedited shipment of emergency items must have verified funding and approval by the COR 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 Attachment C, but the Contractor recommends a like-item substitute that is not available in the database, the Contractor shall seek COR approval of the like-item substitute prior to Government purchase. 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 TRIRIGA with the appropriate requested item information.

1.7. PROCUREMENT OF MATERIALS.

1.7.1. AUTHORIZED PERSONNEL TO REQUEST PURCHASE OF MATERIALS. The COR is authorized to request purchase of materials through the issuance of a PO. Facility Managers that are GPC cardholders are authorized to request purchase of materials via the U- Fix-It 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. Purchase from mandatory sources (such as office furniture) will not be furnished under this contract accept as authorized by the CO.

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 Hancom 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 CO 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 Hancom AFB. Alternate delivery locations are permissible but shall require approval from the COR 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 TRIRIGA will identify RDDs for individual items or material required for purchase. The Contractor shall not input, edit, or adjust the RDDs in TRIRIGA. 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. If that delivery time cannot be met, the Contractor must notify the Government within two (2) hours during normal duty hours or four (4) hours after normal duty hours from receipt of material request. When delivery cannot be met, the Contractror will be required to collaborate on a reasonable Actual Delivery Date. (See CDRL A0005)

1.8.1.2 Plant Operations or Preventative Maintenance. These are considered 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.

If that delivery time cannot be met, the Contractor must notify the Government within two hours during normal duty hours or 4 hours after normal duty hours from receipt of material request.

When delivery cannot be met, the Contractror will be required to collaborate on a reasonable Actual Delivery Date.

1.8.1.3. Scheduled Sustainment and Enhancement Work. All other requirements for items or material are considered Scheduled Sustainment and Enhancement Work. The remainder of the material requirements used by Civil Engineering is for all levels of activity. These items support corrective maintenance and shall be provided by the contractor within thirty (30) calendar days or the Required Delivery Date (date the Civil Engineer Maintenance shop determines that material must be available for issue to craftsmen to perform the required work) by individual work task whichever is longer. If the contractor is unable to meet the RDD due to the item being a special order or requiring special manufacturing, the government COR can agree to a different date for the material to be provided. This adjustment of the RDD can be collaborated and agreed to between the government COR and the contractor. This is known as an Agreed Delivery Date (ADD). When an ADD is used the material must be provided by that date in lieu of the RDD. If the COR requests an Estimated Delivered Date (EDD), the Contract shall provide that EDD to the COR within one (1) calendar day. If that delivery time cannot be met, the Contractor must notify the Government within four (4) hours during normal duty hours or eight (8) hours after normal duty hours from receipt of material request. When delivery cannot be met, the Contractror will be required to collaborate on a reasonable Acutal Delivery Date.

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.

TRIRIGA does not provide an options for an ADD; therefore, the Contractor shall request revision of the RDD in TRIRIGA by the COR or CoMC when appropriate. Under no circumstances shall the Contractor adjust the RDD in TRIRIGA.

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. TRIRIGA does not use EDDs, so this process would be performed entirely outside of the TRIRIGA 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, CoMC/COR may require the Contractor to immediately procure and pick-up item(s) available in the local area within a seventy-five (75) miles radius of Hancom 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 seventy-five (75) miles radius.

1.8.7. HOLDING AND STORAGE. Upon delivery of an item, the Contractor shall update TRIRIGA IAW the TRIRIGA 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

COR.

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 the Government Warehouse and identify the item’s location in TRIRIGA IAW paragraph 1.3.2 of this SOW and the TRIRIGA 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 TRIRIGA IAW the TRIRIGA 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 COR prior to 1200 noon on the following duty day. At a minimum, daily sales reports shall include the information categorized in Appendix 6.

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 COR. 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 COR will provide the Contractor with a list of authorized users and facility managers.

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 user MUST have an authorized TRIRIGA work task and PR in the TRIRIGA 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 TRIRIGA at a later date. The Contractor shall use the established off-line issue form to track items that need to be received and issued. Once the TRIRIGA system is operational, all off-line issue forms must be input into TRIRIGA. The COR will provide training on this process.

1.10.4 AUTOMATED INVENTORY MANAGEMENT SYSTEM. The Contractor must use TRIRIGA 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 TRIRIGA as identified in the Material Control Playbook and the TRIRIGA 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 TRIRIGA POs.

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

1.11.5. Coordinate with COR for identified InvTech material transactions. Coordinating items to be purchased with the CEO shops, coordinating purchase order authorization with shops and processing approved orders

1.11.6. Accept GPC, or PZI contracting transactions for materials.

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 TRIRIGA 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 return.

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 Deliver materials to designated locations or jobsites as requested by the government.

This is not intended to be an everyday practice and generally will be done on an exception basis for high priority work tasks when approved by the Operations Superintendent with lead responsibility for the Work Task. This will not be used for low priority work or for issue to work groups.

1.11.17. Provide Government Warehouse (GW) support.

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

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

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

1.11.18. Support for End of Fiscal Year. The Contractor shall be responsible for providing the manning to create and process PO’s in TRIRIGA on 30 September, annually, or on the designated end of fiscal year date, at no additional cost to the Government. This may include Saturday or Sunday, depending on the year. The COR/CO shall notify the Contractor of expected time requirements as soon as possible.

1.12. HAZARDOUS MATERIAL (HAZMAT) 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

HANSCOM AIR FORCE BASE HAZARDOUS MATERIALS OPERATION PLAN December The contractor shall be responsible for knowing which materials are hazardous.Typical CE hazardous materials include but are not limited to compressed gases; paints; primers; thinners;

solvents; welding; brazing and soldering materials; adhesives; sealants; chemical drain openers;

pesticides; herbicides; insecticides; aerosols; petroleum products; antifreeze; coolants;

refrigerants; water treatment chemicals and test kits; etc.

The COCESS contractor will perform the duties of the HAZMAT Cell/Operation through the prescribed government system (ESOH-MIS or other government approved system), ensure that all local, base, and federal directives are followed and that this material is charged to the correct Work Task within TRIRIGA.

1.12.2 CONTRACT: If a contract requires a contractor to bring or to use HAZMAT on an installation, the requiring activity working with the Contracting Office shall include the following contract requirements to ensure that contractor materials can be evaluated for authorization and tracking under the HMMP.

Federal Acquisition Regulation (FAR) Clause 52.223-3, Hazardous Material Identification and Material Safety Data.

FAR Clause 52.223-5, Pollution Prevention and Right-to-Know Information.

FAR Clause 52.223-19, Compliance with Environmental Management Systems.

AFFARS Clause 5352.223-9001, Health and Safety on Government Installations.

FAR Clause 52.223-7, Notice of Radioactive Materials.

1.12.3 AF HAZMAT Guidance Linkages. AFI 32-7086 is not the governing document for all aspects of AF HAZMAT management. It is a cross-functional, coordinating directive guidance document that connects functional AF HAZMAT management policies, standards, and procedures and that supplements those documents with additional directive guidance on the authorization and tracking of HAZMAT. The key authoritative sources of functional guidance that should be used in conjunction with this AFI include:

1.12.3.1 HAZMAT Material Management – AFI 23-101, Air Force Material Management;

AFMAN 23-122, Material Management Procedures; Storage and Handling of Hazardous Materials; Air Force Handbook (AFH) 23-123, Material Management Reference Information.

1.12.3.2 HAZMAT-related Occupational Safety and Health – AFI 48-145, Occupational and Environmental Health Program; AFI 90-821, Hazard Communication (HAZCOM) Program; AFI 91-203, Air Force Consolidated Occupational Safety Instruction.

1.12.3.3 Weapon System Life Cycle HAZMAT Reduction and Management – AFI 63-101/20- 101, Integrated Life Cycle Management; AFI 63-131, Modification Management; Technical Order (TO) 00-5-1, Air Force Technical Order System, Chapter 9, “Recommending Changes to Technical Orders.”

1.12.3.4 HAZMAT Transportation – AFI 24-203, Preparation and Movement of Air Force Cargo; AFI 24-210 IP, Package of Hazardous Material; AFMAN 24-204 IP, Preparing Hazardous Materials for Military Air Shipments.

1.12.4 The contractor shall work with the maintenance shops to determine HAZMAT items that are required for use on Work Tasks, Projects, and Work Groups and submit a list of all hazardous material, along with the corresponding Safety Data Sheet (SDS), for each item that shall be stocked by the contractor on the installation. The listing shall include product name, chemical type, and maximum stock level for each material. The list and SDSs shall be submitted to the the CO for approval at least thirty (30) days prior to beginning work or bringing hazardous materials onto the installation. Approval will include the authorization of each hazardous material by (base) Hazardous Material Pharmacy (HMP) or CE HAZMAT cell (when used) and the acceptance of maximum stock-level numbers for each material by (base) Base Bio- Environmental Engineer (BBE or BEE). A copy of this list will also be provided to the Operations Flight, Requirement and Optimization section and the COR. The COR will be a member of the HMMP and attend any meeting necessary to gather information respective to HAZMAT or HAZWASTE to share with the COCESS contractor and to use for surveillance of the contractors operational activities.

1.12.5 Each item of hazardous material delivered by the contractor shall be accompanied by an SDS IAW FAR 52.223-3, “Hazardous Material Safety Data Sheet,” unless an approved SDS is on file. If not on file, a copy of the SDS will be provided to the requestor.

1.12.6 The government will provide the computer hardware, bar code printer, and connectivity for the HAZMAT tracking system to the contractor to enable the tracking of hazardous material.

1.12.7 The contractor shall ensure the following activities are accomplished utilizing the approved hazardous material tracking system (ESOH-MIS) or other higher headquarters approved hazardous materials management system as appropriate.

1.12.7.1 Hazardous Material Requests/Authorizations: The contractor shall not issue any hazardous material items to any installation shop/organization that does not possess the proper authorization. The contractor shall validate that each shop/organization’s request for hazardous materials is authorized by reviewing the shop’s current Authorized User List (AUL) maintained by the approved hazardous material tracking system (ESOH-MIS). All new authorizations not contained within the shop’s current AUL require that Civil Engineer shops obtain authorization for use of hazardous material. When conducting maintenance activities such as Work Tasks, Projects, and Work Group work, if the shops require HAZMAT be on hand in the COCESS store to be issued the COCESS contractor has the authority to request additional storage if required.

The Base Bio-Environmental Engineer (BBE or BEE) has the authority to approve or disapprove authorizations for shop use of hazardouse material. The LRS HAZMART Pharmacy or contractor managing the base hazmat program will provide the COCESS contractor information on how to utilize ESOH-MIS or other government approved system used for keeping track of hazardous material.

1.12.7.2 Hazardous Material Receipt: Contractor shall utilize the approved hazardous material tracking system’s Receive Material From functions upon initial stocking and during additional receipt of hazardous material.

1.12.7.3 Hazardous Material Issue: The contractor shall utilize the approved hazardous material tracking system’s Issue Material To functions to issue a hazardous material item to an authorized shop. The contractor is responsible for ensuring all hazardous material issued from store stock, non-store stock to work tasks or workgroups have a hazardous bar code label firmly attached to each item.

1.12.7.4 Contractor shall utilize the approved hazardous material tracking system’s bar coding functions to assign bar code numbers and print bar code labels (when required) when hazardous material is issued. The appropriate bar code label shall be affixed to each hazardous material container before issuance. When installations use other “higher level” approved alternative barcoding the contractor shall follow those procedures in lieu of approved hazardous material tracking. These procedures will be approved by the Civil Engineer Environmental Flight Chief and the BEE or equal authority since this information is critical for both tracking and reporting use and disposal of hazardous materials.

1.12.7.5 No hazardous material shall be issued from the COCESS without the transaction being indicated in the tracking system and without the appropriate bar code label.

1.12.7.6 All material control transactions for HAZMAT items requested but that are zero quantity in the COCESS store must be processed in TRIRIGA each time an hazardous material item is requested. This includes the Purchase Request (PR), Purchase Order (PO), Issue, Receipt, and Invoice. For items in stock in the COCESS store, the over the counter issue process can be used provided that the approved authorization for issue of the HAZMAT has been previously approved by base agencies and is on file in the COCESS contractors office and kept current. Processing of transactions within the ESOH-MIS and NexGen TRIRIGA/CMMS systems is required for all purchase requests, purchase orders, Issues, Receipts, and Final Invoices. See the Material Control reference guide for instructions on how to perform these duties.

1.12.7.7 The COCESS contractor conducts the cradle to grave duties it is imperative that the Civil Engineer Hazardous Materials Management Process (HMMP) Playbook and other authoritative references such as policies, Air Force instructions. Air Force and DoD manuals, Federal and State laws, and local requirements respective to properly using, labeling, storing, transporting, and managing hazardous material are followed. The COCESS contractor is responsible for following local, state and federal government directives when handling and disposing of HAZMAT and HAZWASTE. The contractor shall provide the base environmental management function data associated with any hazardous material disposal action that would be required, i.e., data needed for material turn-in as excess, transportation, storage, etc.

Additionally, the contractor shall request and receive approval from the Civil Engineer environmental coordinator or the base environmental management functions prior to disposal.

The COCESS contractor shall handle and dispose of hazardous materials in support of this contract in accordance with AFJMAN 23-309, Storage and Handling of Hazardous Materials, AFI 32-7086, Hazardous Materials Management, and AFI 91-501, Air Force Occupantional Safety and Health Standard, and Federal Acquisition Regulation 52.223-3, Hazardous Material Identification and Material Safety Data.

1.12.7.8 Used Hazardous Material Containers: The authorized shop will provide the bar code number and usage data to the HAZMAT contractor or to the COCESS contractor . Once a hazardous material has been consumed it can be entered into the approved hazardous material tracking system. If the COCESS contractor is responsible for setting up a HAZMAT cell the contractor must also ensure that material within the contractors control when determined to be HAZWASTE will follow guidance provided within the Hazardous Waste Playbook.

1.12.7.9 The contractor shall not issue any additional containers of a specific hazardous material to a shop until that shop has provided usage information and all previously generated bar codes confirming previous issues of that material to the shop are cleared.

1.13 HAZARDOUS WASTE: Hazardous waste includes, but is not limited to, material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosiveness, or flammability, or which is listed as hazardous waste by any of the following: 29 CFR 1910.1200 “Hazard Communication”, 40 CFR Part 261, AFI 32-7086, Hanscom AFB (Decemeber 2016) for example, Hazardous Waste Management Plan and NDCC 33-24-02 to include all pertinent supplements to the above regulations and instructions.

1.13.1 The government’s policy is to reduce the generation and thereby reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated as a result of the contractor’s actions. The contractor will not be held responsible for hazardous waste generated by the government rather this responsibility falls to the government. When HAZWASTE is contracted at the base, the COCESS contractor would not be responsible for providing this service. The contractor is still responsible for following local, state and federal government directives when handling and disposing of hazardous waste.The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall provide the base environmental management function data associated with any hazardous waste disposal action that would be required, i.e., data needed for waste characterization, transportation, storage, etc. Additionally, the contractor shall request and receive approval from the Civil Engineer environmental coordinator or the base environmental management functions prior to disposal.

1.13.2 Spill Prevention and Response: The contractor shall ensure all contractor employees are knowledgeable on spill prevention procedures and capable of following required spill plans. The government will provide a spill response kit. If a spill does occur, the contractor shall take immediate action to contain it and report the incident to the Fire Department by dialing 911 from any base phone. The contractor shall also notify Civil Engineer Asset Management section (CEAN).The COCESS contractor shall also notify Base Bio Environmental at (insert phone number).

1.13.3 The contractor shall clean up and contain, to the satisfaction of the CO, any spills caused by contractor employees such that no petroleum product, toxic chemical or hazardous substance enters any creek, gutter or other appurtenance leading to natural drainage, storm drainage or sanitary sewer systems. This includes any chemicals or substances that cause soil staining or other potential for air, water, or soil degradation as determined by the base Environmental Engineer.

1.13.4 The contractor shall anticipate that governmental regulatory agencies, as appropriate, shall hold the contractor responsible for cleanup and remedial action according to agency specification.

1.13.5 Spill cleanup using government resources shall be charged to the contractor at an amount determined by the CO, based upon actual costs incurred.

1.13.7 The contractor shall store and manage hazardous or potentially hazardous materials IAW DODR 4145.19, AFI 32-7086,(which requires contractors…