Attachment A Statement of Work.docx

Attachment A

STATEMENT OF WORK (SOW)

1.0 BACKGROUND:

The Federal Housing Finance Agency (FHFA) was created by the Housing and Economic Recovery Act of 2008 to regulate and supervise Fannie Mae, Freddie Mac, and the 12 Federal Home Loan Banks (jointly, the “regulated entities”). FHFA’s headquarters office is located at 400 7th Street, SW, Washington, DC (hereinafter referred to as Headquarters). FHFA provides on-site services to staff members including complementary coffee services for the enhancement of productivity, reduce stress and improve department creativity and collaboration, creating a positive workplace environment for staff members and guests.

2.0 SCOPE:

The Contractor shall provide FHFA coffee machines and supplies necessary to meet the requirements of this Statement of Work (SOW) on an as need basis. This SOW requires the Contractor(s) to provide coffee machines and supplies to FHFA kitchen/pantry areas. Services may include but are not limited to the following: coffee machines; providing agreed-upon coffee supplies including placing authorized orders as necessary; transporting and delivering coffee supplies to FHFA; providing repair and replacement (if necessary) for coffee machines; and producing accurate and complete billings, preparation of various reports, and maintenance of records.

3.0 OBJECTIVES:

The Contractor shall provide all coffee machines and supplies for FHFA’s headquarters office located at 400 7th Street, SW, Washington, DC. The coffee machines shall be of a current model, use a water line hook-up, and provide for individual servings. FHFA may adjust the number of coffee machines over the life of the contract by modification against the contract. The Contractor shall keep abreast of the latest technologies and/or methods of procuring coffee machines and supplies. The contractor shall make recommendations to FHFA for overall supply chain improvements.

4.0 TASKS:

4.1. The Contractor shall provide eleven (11) single-serve coffee machines; one (1) in each of the following FHFA pantries, Plaza Level and on floors 9,8,7,6, and 4; two (2) machines in the 10th floor panty and Director's kitchen/pantry; and three (3) machines in the 5th floor pantry and expansion spaces. The Contractor shall provide one (1) drip coffee machine in the Director’s kitchen/pantry.

4.2. The Contractor shall provide ten (10) Newco CX Coffee Brewer, one (1) Newco ACE-TC Coffee Brewer, and one (1) Newco Fresh Cup 4 Coffee Brewer (See Appendix 1), brand name or equal coffee machines. Salient characteristics include serving size, number of drink options, and water delivery method.

4.3. The Contractor shall provide repair and maintenance service to all provided coffee machines at no additional cost.

4.4. The Contractor shall respond to maintenance service request within 24 hours of notification, all necessary repair work shall be completed within 48 hrs. at no additional cost.

4.5. The Contractor shall replace non-functioning coffee machines at no additional cost.

4.6. The Contractor shall provide an online portal that supports an unlimited number of users and shall allow for administrative access to add users, remove users, approve orders, track/monitor orders by location, and run usage reports in electronic format. Portal shall include item descriptions and images of the actual item.

4.7. Include on electronic orders a distinct order number, FHFA Contract Number, ordering location, date, product number, unit of issue, quantity, and price.

4.8. Allow online review of order status, including backorders, by item and quantity by both the requestor and FHFA Invoice Approver. If the system does not have this capability, the Contractor must provide a means to notify the requestor and Invoice Approver of backorders.

4.9. Be compatible with FHFA’s existing electronic environment and any updates/changes that may be made to it.

4.10. FHFA will use online ordering whenever possible, however, the Contractor must accept transmission of orders by email/facsimile machine when electronic ordering is unavailable or for items that must be obtained from another source to satisfy a request.

4.11. The Contractor shall not accept any orders that have not been approved by the Invoice Approver or authorized personnel.

4.12. The Contractor shall provide brand name or equal coffee supplies that work in conjunction with provided coffee machines, as well as all items listed on the Agency Commodity List. (See Appendix 1)

4.13. The Contractor shall ensure that the coffee, teas, and other listed coffee supplies on Appendix 1, have the salient characteristics as flavor and compatibility with provided coffee machine.

4.14. The Contractor shall provide all specific supplies i.e., tea, cocoa, nonfat milk listed on the Agency Commodity List. (See Appendix 1)

4.15. The Contractor shall ensure all provided coffee supplies are not expired and have the furthest expiration date as possible when ordered.

4.16. The Contractor shall monitor the status of orders for items on back order and respond to requests for information from the Invoice Approver. For any item backordered longer than 10 business days, the contractor shall notify the requestor and explain the circumstances and expected resolution. FHFA has the right to cancel any such backorders at no cost.

4.17. The Contractor shall provide the necessary vehicles (vans/trucks) and equipment (hand trucks, pallets, etc.) needed for the transfer of coffee machines and supplies from the Contractor’s warehouse(s) to the designated locations. Equipment needed for use in the delivery, loading, unloading, and pickup of coffee machines and supplies shall be provided by the Contractor at its sole cost and expense. It is the Contractor’s responsibility to ensure the delivery vehicle, and the configuration of its delivery, can be accommodated by the receiving areas, freight elevator(s), and vehicle delivery areas (loading or unloading ramps) at the specific FHFA locations. Under no circumstances shall the Contractor delivery personnel be permitted to use the passenger elevators for delivery of supplies.

4.18. The Contractor shall ensure orders placed before 3:00pm are delivered by the next business day. Order placed after 3:00pm shall be delivered within 2 business days.

4.19. Emergency orders are to be delivered, at no additional charge, at a time agreed upon by the Invoice Approver or authorized personnel. FHFA estimates emergency orders will constitute no more than one percent (1%) of the number of total orders placed on an annual basis.

5.0 TRANSITION:

The Contractor shall have a minimum of 7 calendar days for transition in services. Full contract performance shall begin by March 21, 2024. The transition period will allow the Contractor to have the all coffee machines, including coffee supplies in place by March 21, 2024. The Contractor shall be responsible for coordinating with the incumbent Contractor on the removal of existing machines and supplies to allow for placement of the Contractor's machines and supplies. Upon completion of the contract or FHFA’s decision not to exercise all options, the Contractor shall be responsible for transitioning this requirement to another Contractor. The transition out process will be dictated in part by the incoming Contractors’ transition period as well as transition guidance provided by FHFA.

6.0 INSPECTION AND ACCEPTANCE:

6.1 Initial inspection of all supplies furnished by the Contractor shall be made at the point of receipt by the Invoice Approver or designee authorized to receive coffee supplies. At this check point, FHFA or designee will check for proper quantities, correct items, conforming packaging and marking, and any visible damage. Inspection at this point and acceptance by the authorized receiving personnel does not waive FHFA’s right to further inspect items after distribution and opening. All deliveries will be inspected by FHFA within 10 business days to ensure receipt of the quantity and quality of items ordered.

6.2 Substandard and defective items shall be returned to the Contractor at own cost.

6.3 Items found to be substandard, damaged, wrongfully delivered, or in any way misrepresented by the Contractor shall be picked up by the Contractor within 2 business days following notification by FHFA. The Contractor shall credit FHFA's account within 2 business days of notification of receipt of returned supplies. The Contractor shall replace any expired, substandard, damaged, or misrepresented supplies within 48 hours of notification by the FHFA Invoice Approver of such supplies. The Invoice Approver’s determination of what merchandise is returnable is final.

7.0 QUALITY CONTROL AND ASSURANCE:

7.1 The Contractor shall establish and maintain a complete quality control program to ensure the requirements are provided as specified. The Contractor shall deliver to the Invoice Approver and CO a Quality Control Plan (QCP) within 7 business days of the contract effective date. An updated copy shall be provided to as changes occur.

7.2 FHFA shall monitor the Contractor’s performance. Items ordered shall be evaluated to assure that products received comply with those proposed by the Contractor. Inspection by FHFA does not relieve the Contractor from quality control responsibilities. Any continuing discrepancies in products supplied shall be noted in writing by the recipient to the Invoice Approver and CO who will, in turn, notify the Contractor. The Contractor shall immediately investigate product discrepancies and provide the Invoice Approver and CO a written report detailing corrective action. The reports identified in Section 8.0 will be used by the government as indicators of quality assurance.

7.3 The table below includes the key performance requirements required for the performance of this contract.

8.0 DELIVERABLES:

8.0 The Contractor shall provide to the Invoice Approver a monthly cost summary report of pantry coffee supplies and services. The Contractor shall submit the report to the Invoice Approver within 7 calendar days after the end of the month. Upon request of the Invoice Approver, the Contractor shall add additional data fields to the report. The Invoice Approver has 10 business days to review and provide feedback.

8.1 The following table summarizes the deliverables that shall be submitted in the performance of this contract. All deliverables shall be submitted electronically.

9.0 GOVERNMENT-FURNISHED PROPERTY/ACCESS

9.1 FHFA will provide the following access in support of the Contractor’s contractual responsibilities:

· Headquarters’ facilities.

· Loading dock and freight elevator.

· Eleven (11) kitchenette coffee pantries areas

9.2 It is the responsibility of the Contractor to coordinate access to the facilities with the Invoice Approver. If the Invoice Approver is unavailable, an alternate will be identified.

9.3 The Contractor shall not remove any FHFA-furnished property without the written approval of the Invoice Approver.

9.4 Building freight elevators and loading dock are available at no charge Monday through Friday, except federal holidays, between the hours of 7:00am and 5:00pm, unless otherwise specified. Freight elevators and loading dock usage is on a first come, first served basis.

10.0 CONTRACTOR-FURNISHED PROPERTY:

10.1 The Government will not be responsible in any way for damage or loss caused by fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials, or equipment.

11.0 INFORMATION COMMUNICATION TECHNOLOGY (ICT) ACCESSIBILITY (SECTION 508)

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities.

As such, the following requirements apply to this solicitation:

1) Products, platforms and services delivered as part of this work statement that are ICT, or contain ICT, must conform to the Revised 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

2) Electronic Documents/Deliverables E102 / 702.10 – Web Content Accessibility Guidelines (WCAG) success criteria level A & AA are incorporated as a requirement. The referenced WCAG criteria is available at http://www.w3.org/TR/WCAG20/

The following items are identified as containing ICT: Quality Control Plan (QCP) & Pantry Supplies Cost Reports*

Applicable requirements for electronic documents and/or support services:

· E205 – WCAG Level A & AA Success Criteria

· E302 – Functional Performance Criteria

· E602 – Support Documentation

· E603 – Support Services

12.0 PLACE OF PERFORMANCE:

Headquarters Offices 400 7th Street SW Washington, DC 20219

13.0 PERIOD OF PERFORMANCE:

The period of performance is for a 12-month base period with four 12-month option periods, if exercised.

Appendices

Appendix 1 Agency Commodity List