COCESS_Statement of Work_4AUG20.docx

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

ELLSWORTH AFB, SD

DATE: 4 August 2020

COCESS

STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

TABLE OF CONTENTS CONTINUED

5. REFERENCED DOCUMENTS 29

6. APPENDICES 30

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 on Ellsworth Air Force Base (AFB), SD. 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 have a storefront located in Building 7613 on Ellsworth Air Force Base (AFB), SD. 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 Exhibit 1 – Historical High-Use/Critical Items. Store management and personnel shall provide quality customer service.

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

1.2.2. BASE U-FIX-IT. The U-Fix-It program is a tier reduction from the legacy Self Help program. The U-Fix-It program is intended for Facility Managers to perform minor maintenance and repair tasks that do not require special tools or technical expertise. Examples of U-Fix tasks include: changing light bulbs (ceiling height defined in the Facility Management Reference Guide or base Handbook), replace nuts/bolts/screws or facility hardware, replace switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc. The COR will provide the contractor a list of authorized users and materials those users can procure from the store.

1.3. INVENTORY PROCESSING REQUIREMENTS.

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

1.3.2 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 Government must update TRIRIGA with the appropriate substitute item information. Inventory Item Numbers may change over the course of the contract. These numbers are specific for an item specification/name and an inventory location. If the location changes, a new Inventory Item Number will be created. Therefore, the manufacturer, part number, and item description are the important information elements of any item description in TRIRIGA.

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

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).

COCESS ITEM CATEGORIES:

1.3.3.1 Category Definitions:

Electrical Systems install, inspects, maintains, troubleshoots, repairs, and modifies electrical distribution systems and components, airfield lighting systems, fire alarms and intrusion detection systems

Power Production is responsible for the operation and maintenance of generators, aircraft arresting systems (crash barriers and nets), automatic transfer switches, and other essential power generation and control equipment.

HVAC/Controls installs, operates, maintains, and repairs heating, ventilation, air conditioning and refrigeration systems, combustion equipment, industrial air compressors, and kitchen equipment.

Structures is responsible for constructing and repairing buildings and heavy structures, erecting prefabricated structures, laying masonry, finishing concrete, plaster, stucco, and mortar, all types of locks including regular door hardware to high security safe locks and welding/metal work.

Utilities Installs and operates plumbing, water, wastewater, fire suppression and backflow prevention systems/components and Liquid Fuels system maintenance.

Horizontal Repair Constructs and maintains concrete and asphalt runways, aircraft parking aprons, and roads. Operates and maintains heavy construction equipment

Tools/Safety Items in this category will consist of tools both hand and shop as well as any safety items required for daily operations (PPE/shop safety items)

The sale price of each item shall be determined by calculating the categorically specific discount coefficient for the item using Attachment 2, Pricing Discount Coefficient Table. Attachment 2 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.

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

1.3.3.3. The Contractor shall seek agreement/concurrence with the 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 for non-emergency. 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 2, Pricing Discount Coefficient Table. The Contractor’s completed bid schedule for Attachment 2, Pricing Discount Coefficient Table will be used 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 2. 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 shall provide fully burdened pricing for items identified on Attachment 3, Supplemental Priced with pricing will be used for the duration of the contract.

1.4.3.1 The Contractor may also work with the CO during performance of the contract to periodically add commonly purchased items not found in the databases identified in Attachment 2, to the SPI List. For additions, 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.

1.4.4. 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; however, 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.

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 may use an Off-Line Transaction Form (Appendix A) to document over-the-counter sales in order to expedite transactions. All over the counter sales orders will be documented and provided to the COR by 1000hrs the following day.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in Attachment 2 Pricing Discount Coefficient Table or Attachment 3 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. 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.

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. 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 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 COR 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 COR. 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 2, 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. For those generic items which the database is listed as a manufacturer or as approver of an item, those items will not require prior approval from the COR for “like-item” substitutes unless a brand name justification is required. Any like-item substitutes shall be sold for equal to or less than the pre-priced sale price of the originally requested database item. Hazardous items shall not be substituted. Following approval of a like-item substitute, the Government 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. COR Approved GPC cardholders are authorized to request purchase of materials up to the micro-purchase threshold for payment by GPC only.

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

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

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

1.7.3. NON-OBLIGATION TO PURCHASE. This contract does not obligate or require the purchase of materials by any organizations within or affiliated with Ellsworth AFB or the United States Air Force. The Government reserves the right to purchase any materials outside of the COCESS contract if the Government determines it is in the Government’s best interest.

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 COR 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 Ellsworth AFB Bldg 7613. 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 COR 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. RDDs will be based on one of the following three material requirement classifications:

1.8.1.1 Emergency requirements. Requirements for corrective maintenance work materiel requests that must be available immediately. Emergency work is designed to mitigate the emergency but not necessarily restore to the operating condition prior to the emergency event. The Government will provide a list of any recommended specialty items and desired stock levels to communicate items that are anticipated to be required for immediate over the counter issue. Some items such as electrical transformers, breakers, or utility valves may require stocking to assure immediate availability for emergency responses that are integral to restoring service to a wide number of customers. Emergency requirements must have an Agreed Delivery Date (ADD, see paragraph 1.8.2) within 24 hours of requirement notification.

1.8.1.2 Plant Operations or Preventative Maintenance. Requirements for items or materiel repetitively purchased throughout the year. Such items are used to support plant operations or preventive maintenance and shall be available for issue from the store within 48 hours of request. The Government will provide the contractor with a list of these items which are strongly encouraged for store-stock in order to ensure the 48 hour RDD requirement is met.

1.8.1.3. Scheduled Sustainment and Enhancement Work. All other requirements for items or material are considered Scheduled Sustainment and Enhancement Work and should have an Agreed Delivery Date of not more than 14 Days.

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 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. See FAR clause 52.212-4(f) for additional information regarding excusable delays.

1.8.6. EMERGENCY PICK-UP AND DELIVERY. Occasionally, COR may require the Contractor to immediately procure and pick-up item(s) available in the local area within a 50 Mile radius of Ellsworth AFB, SD 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 50 Mile Radius.

1.8.7. HOLDING AND STORAGE. 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 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 Designated area in Building 7613.

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 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 1.14.1.

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 Contractor shall use the established form to track items that need to be issued to customers. The authorized user MUST have an active TRIRIGA work task 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. The COR will provide training on this process

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

1.11. Support for End of Fiscal Year. The Contractor shall be responsible to process PO’s on 30 September, annually, 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 materiel includes all materiel 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 Materiels Management

1.12.1. The Government will utilize the Enterprise Environmental Safety and Occupational Health Management Information System (EESOH-MIS) for requesting authorization approval and keeping track of hazardous materiel. The COR will maintain oversight for all HAZMAT requests. The CES Environmental section will provide EESOH-MIS training to the COR and Contractor. The Contractor shall ensure all items added to a PO have been approved and are entered into EESOH-MIS for tracking prior to ordering the materials. The Contractor shall not exceed the HAZMAT maximum stock level when ordering materials if they will be stored in the COCESS store or Government warehouse.

1.12.2. Hazardous material shall be stored in a segregated area, not commingled with other stock items. Materials shall be labeled according to regulations listed in 4.6., Environmental Requirements. Safety Data Sheets (SDS) shall be kept near the storage area for each item.

1.12.3. Hazardous Materiel Receipt: Contractor shall utilize the EESHOH-MIS to process receipt of hazardous materiel.

1.12.4. Hazardous Material Labeling and Issue. The Contractor shall utilize the approved hazardous materiel tracking system’s bar coding functions to assign bar code numbers and print bar code labels (when required) when hazardous materiel is issued. The appropriate bar code label shall be affixed to each hazardous materiel container before issuance.

1.12.5. Hazardous Materiel Exception List. All items approved for the Ellsworth AFB Hazardous Material Exception List do not require input into ESHOH

1.13. WARRANTIES. The Contractor shall provide the original warranty documents to the Government at the time of issue and keep a copy on file for one year.

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

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

· Contractor’s company name

· Contractor’s unique sales ticket number

· Date sold

· PO identification number

· Work task number

· Inventory item number (if available)

· Line item description (including manufacturer and part number)

· Unit quantity

· Unit price

· Item extended total (quantity multiplied by unit price)

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

· Sales Ticket total cost

· A line for printed customer name and signature

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

1.14.3. Sales Ticket Distribution. The Contractor shall retain all original sales tickets. One copy shall be distributed to the COR Monthly. An electronic copy of the monthly sales tickets will also be provided along with all accompanying quotes and documentation for monthly invoicing.

1.15. REQUIRED REPORTS AND LISTINGS. The Contractor shall provide the reports and listings in an electronic format. The Contractor shall use a format that is compatible with the Government’s software (e.g. Microsoft Word, Excel, etc.). The Contractor shall submit reports and listings within specified time frames for each report as requested with no additional cost to the government.

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

1.15.1.1. The Contractor shall collect the daily sales tickets and all vendor invoices showing NPI freight charges. Copies of these documents shall be submitted to the COR at the end of each month to support the sales shown on the monthly summary of sales report.

1.15.2. MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the COR . This report is due no later than the fifth duty day of the month for the previous month. The summary report shall show the date range of sales (beginning to end of previous month), the range of sales ticket numbers (beginning and ending) and have separate totals for all applicable POs. The report shall also identify whether an item’s price was calculated using Attachment 2, Pricing Discount Coefficient Table, or the SPI or NPI processes described in Sections 1.4.3 and 1.6.1. If Attachment 2 pricing was used, the report shall document the category of the item, applicable pricing database, and corresponding coefficient used to determine the final sale price. If the item was priced using the NPI process described in paragraph 1.6.1 of this SOW, the report shall document the date the item was approved for sale by the COR or CO depending on the price of the item (under the micro-purchase threshold items are approved by the COR, over the micro-purchase threshold items are approved by the CO).

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

1.15.4. COCESS STORE STOCK LISTING. The Contractor shall submit an Excel listing of all items available in the COCESS Store to the COR. This report should be sent electronically to the COR within 30 calendar days of the beginning of the contract and as changes are made.

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

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

1.16.1. All records are subject to the Freedom of Information and Privacy Act. The Contractor shall immediately make these records available to the COR or CO upon request for review/inspection.

1.16.2. The Contractor shall keep these items current and maintain and dispose of them IAW the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule. The 28 CS/SCOK, Ellsworth AFB Records Management Office, 675-4190 will provide assistance and training to the Contractor to ensure compliance with Federal record keeping requirements.

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

2.1. Services Summary. The Contractor shall be rated on each Performance Objective identified below:

2.2. COR SURVEILLANCE. The COR will inspect and evaluate the Contractor’s performance objectives to ensure materials are received in accordance with requirements set forth in this SOW. The COR will inspect by validating actual work performance, checking management information reports, investigating customer complaints, conferring with facility managers or otherwise inspecting the task results to determine whether or not performance meets the standards contained in this SOW. The COR may use a random inspections and customer complaints to perform surveillance. Results of the surveillance will be recorded and become the official Air Force record of the Contractor’s performance. The COR is authorized to designate personnel who are authorized to obtain materials from the on-base store. The COR performs technical surveillance over the operation of the store and performs other duties as authorized and required by the CO.

2.3. QUALITY CONTROL: The Contractor shall provide a Quality Control Plan to the CO with their proposal. The plan must contain, at a minimum, the items listed below:

2.3.1.1. A description of the inspection system to cover all requirements listed in the Service Summary including specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any Government provided keys or lock combinations shall be included.

2.3.1.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

2.3.1.3. The Contractor shall document all inspections and corrective actions taken. The Contractor shall provide a description of the types of documents that shall be maintained regarding quality inspections and corrective actions taken to the COR.

2.3.1.4. The records of inspections shall be kept and made immediately available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

2.3.1.5. The Contractor shall maintain a customer service survey system for both store issue and online ordering/purchasing. The Contractor shall also maintain a system which shall accept, acknowledge and forward customer complaints to appropriate parties and provide a tracking system to ensure resolution of complaints.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government furnished items listed below will not be used for any purpose other than fulfillment of the requirements of this contract.

3.1. FACILITIES. The Government will provide one (1) facility and basic utilities to the Contractor. The facility is: Building 7613 (7,000 sq.ft.). The Contractor shall return the property to the Government in the same condition as received, fair wear and tear and approved modifications are acceptable.

3.1.1. The Contractor shall allow the COR access to the facility during normal duty hours 630am-530pm.

3.2. EQUIPMENT. The Government may furnish existing shelving and counters in the warehouse in “as is” condition, four hazardous materials storage lockers, five desks and four chairs. All Government furnished equipment shall be returned at the conclusion or termination of this contract.

3.2.1. The Contractor shall maintain, retain and replace any items, at the Contractors expense, with similar items if damage is caused by the Contractor.

3.2.2. GOVERNMENT FURNISHED COMPUTERS. The Government will provide two (2) computers with monitors, one (1) printer, computer hardware and appropriate software and Local Area Network (LAN) connections. The Contractor shall be responsible for all consumable supplies such as paper, toner, compact discs, etc. The Contractor is prohibited from using software on Government computers that is not approved by the Government. The Contractor shall work with the COR and/or CO to obtain Government approval for requested software downloads/uploads to Government computers.

3.2.2.1. Maintenance, upgrades or replacement of the Government provided computers, monitors and printer will be provided by the Government at the Government’s discretion.

3.2.3. Key Control. The COR will issue entry keys to Building 7613 on a temporary hand receipt (AF Form 1297). Contractor shall be responsible for security and control of all issued keys. An annual key inventory shall be accomplished jointly by the Contractor and COR. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the COR.

3.3. SERVICES.

3.3.1. Telephone Service. The Government will only provide base and local commercial telephone service. The Contractor is responsible for long distance service, fax and internet service for Contractor provided computers. These services shall be at the Contractor’s expense.

3.3.2. Security, Fire and Medical Services. The Government will provide police and fire protection on Ellsworth AFB, SD. In the event of a medical emergency, call “911” for transportation of an injured employee to the local hospital. The Government will provide emergency medical treatment on site for life-threatening emergencies only until a civilian ambulance arrives.

3.3.3. Trash Removal. The Contractor shall be allowed to use trash dumpsters for the purpose of disposing of store-generated trash. All trash accumulated in the office and “store stock” areas shall be taken to the dumpster by Contractor personnel.

3.3.4. Utilities. The Government will provide basic utilities of gas, electricity and water. The Contractor shall observe conservation practices as regards the use of Government utilities. The Contractor shall instruct employees in utilities conservation practices.

3.4. GOVERNMENT PROVIDED TRAINING. The Government will provide the Contractor with initial training on the workflow processing procedures. The Government will also provide computer based training to meet annual training requirements. Following initial training, it shall be the Contractor’s responsibility to train employees on the system.

3.5. DAMAGE TO GOVERNMENT FACILITIES AND EQUIPMENT. The Contractor shall reimburse the Government if details of formal investigation of fire or other related or unrelated structural damage result in pecuniary liability assessed to the Contractor. The Contractor shall replace all damaged or lost Government Furnished Facilities, Government Furnished Equipment and Government Furnished Materials at no cost to the Government.

3.6 GOVERNMENT LIABILITY. The Government shall not be liable for any loss or damage to the Contractor's property including stock or for expenses incidental to such loss or damage.

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. The Contractor shall operate the COCESS store, Monday-Friday 7am-4pm. The Contractor shall ensure that sufficient personnel are available during store hours.

4.1.1. Emergency Support. The Contractor shall provide emergency support during other than normal duty hours as described above only upon authorization by the CO. Emergency personnel must be authorized to purchase, receive and issue materials. Emergency personnel must be able to be reached and respond to the workplace within two (2) hours after notification. The Contractor shall provide the COR and CO a listing of emergency personnel and an acceptable means (cell phone, telephone, etc.) of how they can be contacted. It is estimated that emergency support will be required approximately two(2) times annually.

4.1.2. Holidays. Excluding Emergency Support, the Contractor is not required to provide routine services on the following holidays:

4.1.2.1. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.1.3. Base Closures. The Contractor is not required to report to work if the base is closed due to weather, exercises, or actual alert unless CO directed emergency support is required.

4.1.4. Performance of Service During Crisis or Heightened Security. Services at Ellsworth AFB, SD are considered mission essential and service will continue in the event of a crisis or heightened security caused by a national emergency, natural disaster or other cause, as necessary, in support of the Air Force mission. Contractor employees with approved background checks will be allowed access to the base for performance of work, except during “Charlie” conditions. If the “Charlie” condition exists for an extended duration, some services may be required. The CO may direct that services continue on a case-by-case basis.

4.1.5. Pandemic Response. All personnel present on Ellsworth AFB are required to follow any and all pandemic response policies established by the base leadership. Personal protective measures (face masks, gloves, hand sanitization, etc.) may be increased or decreased related to the current pandemic conditions on Ellsworth AFB. Contractors performing on Ellsworth AFB will follow the guidance provided by the local work center where contract performance will occur or other government representatives on the base. Contractors that refuse to comply with any and all pandemic response policies may be denied access to the installation which can result in corrective contract actions.

4.2. CONTRACTOR RESPONSIBILITIES.

4.2.1. CONTRACTOR PERSONNEL.

4.2.1.1. On-Site Store Manager. The Contractor shall provide an on-site Store manager who shall be responsible for contract performance on a daily basis. The on-site manager shall have a minimum of two (2) years’ experience in merchandising the type of materials used for this contract or supply logistics. The name of this person and an alternate shall be designated in writing to the CO and COR within ten (10) calendar days of contract award. The Store Manager and alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of the COCESS contract. During normal hours, the on-site manager or alternate shall be available within 30 minutes to meet on the installation with Government personnel to discuss issues.

4.2.1.2. Contractor personnel shall present a neat, professional appearance and be easily recognized. Steel toed work shoes shall be required for working in the warehouse.

4.2.1.3. All contractor personnel must be able to read, write, speak and understand the English language.

4.2.1.4. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval IAW DOD 5500.7, Joint Ethics Regulation.

4.2.2. COMPUTER ACCESS AND TRAINING. In order for Contractor personnel to gain access to the Government Network and other computer based training programs, each employee must have a Department of Defense Common Access Card (CAC). This process shall be started within the first five (5) duty days from contract start.

4.2.2.1. CAC ACCESS. The Contractor employee shall initiate the request to access the Government network access through the COR. The COR will ensure the employee’s information is entered into the Trusted Agent Sponsorship Program so that a CAC card can be issued.