D.1 - Performance Work Statement (PWS).pdf

Solicitation 12-3J14-24-Q-0496 AMS Third Party Logistic (3PL) Short Term Supplemental Services (Kansas City, MO) Attachment D.1 - Performance Work Statement (PWS)

TASK: Contractor shall provide storage and transportation services for USDA

INDICATOR: 1. Project Management Approach & Reporting Requirements

PERFORMANCE STANDARD ACCEPTABLE QUALITY LEVEL

(AQL)

MONITORING

METHOD

INCENTIVES/DISINCENTIVES

For Meeting or Not Meeting the Performance Standard

A Provide key personnel and lead contacts responsible for organizing, planning, and directing all contract support activities.

Key personnel must be capable of negotiating and making binding decisions.

Key personnel and lead contacts will be accessible to USDA CO and CORs during normal business hours and 24/7 for emergencies.

Any change in key personnel and lead contacts will be communicated in writing to the CO, USDA COR prior to the change.

Normal contract administrative functions.

Review of Government and Contractor’s reports.

Exemplary performance will result in individual letters of commendation.

Issuance of Cure/Show Cause Letter and other administrative remedies as appropriate and in accordance with FAR Clauses in Section C.

B Must have a Quality Assurance/Quality Control (QA/QC) plan covering all performance standards. QA/QC plan shall also include thorough security, safety, pest control, and food safety plans covering all performance standards.

QA/QC plan addresses security, safety, and 100% of all contract performance standards and is revised and updated as needed.

Government review of QA/QC Plan.

Random and periodic warehouse examinations by Government personnel as needed.

Issuance of Cure/Show Cause Letter and other administrative remedies as appropriate and in accordance with FAR Clauses in Section C.

C Contractor will submit an end of month invoice to the AMS COR. The invoice will be itemized according to the contract CLIN schedule and supported by documentation as necessary.

Invoices are accurate and properly itemized per the contract CLIN schedule 100% of the time.

Inaccurate invoices will be rejected.

USDA review of all Contractor’s reports.

USDA approval of Contractor’s reports as required.

Random and periodic warehouse examinations by Government personnel as needed.

Under Prompt Payment Act, incomplete invoice reports will be returned to Contractor, thus causing a delay of payment and not accruing interest.

Poor performance will be reported into the Government-wide Past Performance database.

D Contractor(s) shall have a system that tracks real time inventory and can provide data to the government upon request.

Data should include scheduled inbound loads, outbound load information (i.e.

BOLs), and shipment activity.

Inventory system should reflect inbound Purchase Requisition/Purchase Order information, truckload contents identifier, manufacturing and best if used by (BIUB) dates, program, and remaining lot quantity.

Random audits by authorized government personnel as needed.

Poor performance will be reported into the Government-wide Past Performance database.

E Maintain an exigency plan to ensure all performance standards are met in the event of an emergency such as, but not limited to, power or system outages.

The exigency plan will clearly explain how performance standards will be met in the event of an outage.

Government audit of exigency plan as needed.

Issuance of Show Cause Letter, which may result in termination for cause of contract in accordance with the FAR.

Commented [CG1]: To simplify and get these services ASAP, do we just want to have this part down when it arrives at PB later? This contractor simply unloads and deals with O/S/D?

Commented [KS2]: I added this exigency plan item here and removed the exigency plans from the rest of the document.

INDICATOR: 2. Receipt of Commodities

PERFORMANCE STANDARD ACCEPTABLE

QUALITY LEVEL

(AQL)

MONITORING

METHOD

INCENTIVES/DISINCENTIVES

For Meeting or Not Meeting the Performance Standard

A Make available and schedule unload appointments with all inbound shippers of USDA commodities within their specified delivery date window.

The contractor shall obtain approval from the USDA COR prior to receipting of commodities outside of the Required Delivery Date window. (For Example: if the required delivery date is 7/15/XX the delivery window would be

7/1/XX – 07/15/XX).

All appointment requests must be received at least 24 hours in advance of delivery.

95% of inbound deliveries scheduled and received within their delivery date window.

Deliveries required outside of normal business hours must be mutually agreed upon.

Government reporting using internal database.

Poor performance will be reported into the Government-wide Past Performance database.

B Verify all inbound loads to ensure USDA commodity was secured and maintained properly during shipping and upon arrival, perform a full count to verify any over, short or damaged (O/S/D) product and note on bill of lading and send to USDA.

Inspect the shipment to determine if the USDA Foods have been delivered in good condition and with no evidence of product tampering.

If a shipment is missing a seal, it should be immediately rejected and contractor shall notify the USDA CORs.

The consignee is responsible for the removal of the security seal, unloading the shipment of USDA Foods, and for removing and disposing of dunnage and other debris.

Identify cases or other units of USDA Foods, or those USDA Foods within a case or other unit, that are out-of-condition and segregate such foods from those that are in good condition, making note on the delivery documentation (e.g., BOL) as applicable. USDA Foods with cosmetic damage (e.g., small dents) should be retained for use as feasible.

If more than 10% of the unit count (i.e., cases) of the load is damaged, over, short or includes substandard pallets, identify immediately upon discovery, and contact USDA COR for instructions.

Random and periodic warehouse examinations by Government personnel as needed.

Deductions in accordance with Section D.2, Schedule of Deductions.

Photographs (date and time stamped) and supporting documentation of damaged product must be furnished to the USDA COR within 24 hours.

C Contractor shall maintain truckload contents’ identity and traceability (cross reference to Inbound PO, PO line item number, and PR numbers) from receipt into warehouse to delivery to 8600 or 8800 NE Underground Drive, Kansas City, MO 64161.

Contractor shall not mix truckloads.

Assign one unique truckload contents’ identity number specific to the case count/manufacturer date per commodity received within a truckload.

100% of all inbound shipments have a lot number truckload contents identity number assigned by the warehouse to ensure traceability to the inbound Purchase Order and Purchase Order Line Item and PR numbers.

All truckload contents’ identity number shall be assigned within the same business day as received, and truckload contents’ identity number must be preserved 100% of the time.

Review of Contractor’s and Government’s Inventory Reports.

Random and periodic warehouse examinations by Government personnel as needed.

Deductions in accordance with Section D.2, Schedule of Deductions.

(Note: Outbound Bills of Lading shall include truckload contents’ identity number and inbound PO and PO line items and their PR numbers for each truck shipped.)

Poor performance will be reported into the Government-wide Past Performance database.

D The identity and traceability of the commodities must be maintained and documented throughout receipt of commodities, storage and handling of commodities.

100% of commodities are maintained and documented with inbound truckload identity and shipment traceability intact.

Review of Contractor’s invoices and inventory reports.

Periodic and spot inventory audits by Government personnel as needed.

Deductions in accordance with Section D.2, Schedule of Deductions.

Poor performance will be reported into the Government-wide Past Performance database.

E Provide accurate Bills of Lading to USDA CORs electronically (email, One Drive link, or similar) to document receipt of commodity. BOLs will be signed and dated by the receiver and document any over, short, or damaged quantity.

BOL shall have manufacturing date.

100% of commodities received shall be accurately documented on the BOL and sent to USDA CORs within 24 hours of delivery.

Review of Bills of Lading.

Deductions in accordance with Section D.2, Schedule of Deductions.

Poor performance will be reported

INDICATOR: 3. Storage and Handling of Commodities

QUALITY LEVEL

(AQL)

MONITORING

METHOD

INCENTIVES/DISINCENTIVES

For Meeting or Not Meeting the Performance Standard

A Contractors must meet or exceed all applicable requirements and standards set forth under the Food Safety Improvement Act (FSMA) and have a valid Executed Lease Agreement regarding leased space throughout the effective period of the contract.

Space utilized, or proposed to be utilized, under the contract must be made available to USDA warehouse auditors to conduct a physical warehouse examination to verify all information submitted.

Identify proposed truck receiving/loading capacity per day for USDA under this potential contract.

All space utilized for the storage of USDA commodities shall meet all applicable standards and requirements under the Food Safety Modernization Act and its related FDA regulations and shall be held under a current executed lease agreement, if applicable.

All contract requirements and standards apply to any subcontracted storage space that may be used to fulfill this contract.

Prime contractors under this contract will ensure that subcontractors comply with all contract requirements and standards.

Random and periodic warehouse examinations by Government Personnel as needed.

Contractor’s QA/QC plan.

Issuance of Cure/Show Cause Letter, which may result in termination for cause of contract in accordance with Contract Clauses.

Poor performance will be reported into the Government-wide Past Performance database.

B Maintain proper temperature, ie, no commodity stored dry is to be stored below 33°F or consistently above 80°F.

Contractor shall record and maintain daily temperature readings in a log and be available upon request by the Government.

Contractor shall immediately notify the Government of any occurrence of non-compliance under storage/humidity requirements and advise of remedial action undertaken by the contractor.

100% of commodities are stored and maintained in a good, acceptable condition.

Random and periodic warehouse examinations by Government personnel, as needed, will review the daily temperature logs.

Contractor’s QA/QC Plan.

Claims will be assessed against the Contractor for the purchase value of the damaged commodity.

Deductions in accordance with Section D.2, Schedule of Deductions.

Poor performance will be reported into the Government-wide Past Performance database.

C Handle and stack USDA commodities in accordance with each manufacturer’s guidelines as printed on outer

No commodity damage due to improper handling, storage, and/or stacking.

Random and periodic warehouse examinations

Invoice deductions will be assessed against the Contractor for the containers or, if not printed on containers, or if manufacturer’s guidance is not clear, contact USDA CORs.

by Government personnel as needed.

Contractor’s QA/QC plan.

Government reporting using internal database.

purchase value of the damaged commodity.

Deductions in accordance with Section D.2, Schedule of Deductions.

Poor performance will be reported into the Government-wide Past Performance database.

D Contractor shall forward documentation for all warehouse damages to the USDA CORs. Required documentation includes picture evidence (date and time stamped), a written description of damages, and identifying information to include the commodity PO and line item and program identification.

All inventory adjustment information shall be submitted via e-mail to the USDA CORs within 24 hours of the identification of discrepancy.

Hidden vendor damage (including leaks) must be reported to USDA CORs with required documentation attached.

Required documentation will be the same as for warehouse damages.

Documentation for all damages must be submitted within 24 hours of discovery.

Random and periodic warehouse examinations by Government personnel as needed.

Contractor’s QA/QC plan.

Warehouse damages will result in a deduction against invoices equal to the original purchase cost of the damaged product.

Ongoing problems may result in the issuance of a Show Cause Letter and ultimately termination of the contract in accordance with FAR procedures.

Poor performance will be reported

INDICATOR: 4. Delivery of USDA Foods Orders to Primary Warehouse

QUALITY LEVEL

(AQL)

MONITORING

METHOD

INCENTIVES/DISINCENTIVES

For Meeting or Not Meeting the Performance Standard

A Contractor shall receive notification via email from USDA COR of orders to be delivered within 5 business days to primary USDA contracted 3PL warehouse located at:

8600 or 8800 NE Underground Drive, Kansas City, MO 64161.

Original (commodity vendor) inbound BOL shall be attached to the Contractor’s outbound BOL.

100% of trucks will be delivered on time.

Issuance of Show Cause Letter, which may result in termination for cause of contract in accordance with FAR.

Deductions in accordance with Section D.2, Schedule of Deductions.

Poor performance will be reported into the Government-wide Past Performance database.

B The Contractor must ensure that the quality of each type of commodity(s) is maintained during shipment through delivery to recipient. All items will be shipped dry.

100% of commodities are delivered in good, acceptable condition.

Government reporting using internal database.

Claims will be assessed against the Contractor for the purchase value of the damaged commodity.

Claims will be assessed against the contractor for the previously paid out handling charge on the damaged commodity.

Deductions in accordance with

C The Contractor is responsible for placing a seal(s) on all doors of each Truckload. The seal number(s) shall be entered on the bill of lading, which must be signed or acknowledged by the carrier or its agent.

Seals are required to be tamper-evident commercial flat metal, wire, or plastic security seals.

100% of commodities are delivered in conveyances with required type of seals intact.

Corresponding signed Bill of Lading is provided with seal number recorded.

Review of Transportation Invoice and Supporting Documentation

The Government reserves the right to reject product delivered without proper seals in place on a case-by-case basis.

Claims may be assessed against the Contractor for the purchase value of the rejected commodity.

Deductions in accordance with

D Action to prevent shipment or distribution of Commodity(s) placed on hold or recalled shall be immediately taken. The Contractor will receive notice from the USDA CORs, with documentation to follow, if there is a hold or recall issued.

The Contractor will be required to work closely with USDA in the event of a hold or recall. The Contractor shall be responsible to provide documentation regarding the specific commodity(s) that has been shipped, placed on hold, or recalled. If the product is still in the contractor’s warehouse, the commodity should immediately be placed on hold.

100% compliant to prompt response to commodity(s) placed on hold or recalled.

Random use and monitoring of the real time inventory system by authorized government personnel.

E Provide outbound shipment Bills Of Lading and relevant information through email to USDA CORs. This information will be submitted the same business day as the shipment is made.

100% of commodities shipped shall be reported to USDA CORs within the same business day as shipped.

*Incentives/disincentives explicitly listed in this Section do not preclude the Government from any and all administrative remedies provided by law, regulation, or the contract terms.