D01_PWS_Clauses_1_6.doc

DRAFT PWS

Document Title

DOI Uniform Contract - Indefinite Delivery Indefinite Quantity (IDIQ) Contract Page | 1

TABLE OF CONTENTS

1TABLE OF CONTENTS

3PART A – CONTINUATION OF SF 1449

3Supplemental Information

4Performance Work Statement

41.0 Background

61.1 Purpose

61.2 Scope

61.3 Period of Performance

71.4 Contract Type

71.5 Place of Performance

71.6 Recognized Holidays

71.7 Applicable Documents

82.0 Specific Tasks

82.1 Initial and Secondary Sourcing and Inventory Activities

92.2 Uniform Item Approval and Testing Procedures for New Items

112.3 Standard Sizes, Made-to-Measure Sizes and Cotton/Uniform Material Requirements

122.4 Inventory and Warehousing

122.5 Web-based Ordering System (WBOS)

192.6 Kitting & Shipping

212.11 Phase-In Period

213.0 Testing, Inspection & Acceptance

213.1 Place of Inspection

213.2 Scope of Inspection

223.3 Basis of Acceptance

224.0 Plans & Deliverables

224.1 Transition Plans

234.2 Quality Control Plan (QCP)

245.0 Post Award Kickoff & Contract Administration

245.1 Post Award Kickoff Meeting

245.2 Contracting Officer Representative (COR)

245.3 Key Personnel

245.4 IDIQ Ordering

255.5 Payments and Electronic Invoicing

265.6 Physical Security

265.7 Post Award Evaluation of Contractor Performance

275.8 Areas of Efficiencies

276.0 Government Furnished Items

287.0 Contractor Furnished Items

31PART B – COMMERCIAL CONTRACT CLAUSES

31Addenda to 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial Services (NOV 2021)

31Addendum 1.0: Schedule of Supplies and Services

31Addendum 2.0: Ordering Procedures

32Addendum 3.0: Additional Clauses Incorporated by Reference

32Addendum 4.0 Additional Clauses Incorporated by Full Text

34Addendum 5.0 Department of the Interior Local Clauses

38FAR CLAUSE 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders – Commercial Products and Commercial Services (JAN 2022)

PART A – CONTINUATION OF SF 1449

Supplemental Information

1. This procurement is unrestricted under NAICS code 315210 “Cut & Sew Apparel Contractors” with a size standard of 750 Employees.

2. The price schedule (Blocks 19-24) applicable to this IDIQ is available in Attachment 1 – Pricing Matrix.

3. The Government will award one (1) Indefinite Delivery Indefinite Quantity (IDIQ) contract as a result of this solicitation.

4. The minimum contract value for all orders issued against this contract shall not be less than the minimum contract value stated in the following table. The maximum contract value for all orders issued against this contract shall not exceed the maximum quantity and contract value stated in the following table. The guaranteed Minimum Contract Value is $10,000.00.Due to the change in the ability to utilize the credit card, task orders may be placed as low as $100 for items as needed.

5. This requirement is a total Buy American Requirement. All items on the uniform shall be in accordance with the Buy American Federal Acquisition Guidance and Clause.

6. Submitted offers shall be valid for 150 calendar days from the date specified for receipt of offers.

Performance Work Statement Department of the Interior - Uniforms

Performance Work Statement

Version: 7/17/2024

1.0 Background

The uniform requirements of up to seven separate federal land management Bureaus (hereafter “Uniformed Bureaus”/”Bureaus”) are included under this Performance Work Statement (PWS): the National Park Service, U.S. Park Police, U.S. Fish and Wildlife Service, Bureau of Land Management, Bureau of Reclamation, Bureau of Safety and Environmental Enforcement, Bureau of Indian Affairs (will be added to this IDIQ as a new Bureau, items to be approved and added upon award) and the U.S. Army Corps of Engineers.

The requirements under this PWS include civilian and law enforcement uniforms, patches, insignia, headwear, footwear, outerwear, and related items for an estimated 35,000 total employees of the Uniformed Bureaus. An effective uniform program is vital to meeting the uniform and related equipment needs of the employees of these Uniformed Bureaus.

Duty stations range from extremely cold climates in Alaska, Montana, and North Dakota, extremely dry and hot climates in the deserts of the southwestern United States, to extremely tropical climates in Florida and the Caribbean. Duty stations also range from urban or suburban areas to remote or very remote areas. Uniforms and related equipment that can effectively meet the variable climate and work conditions of the Uniformed Bureaus are a high priority and require commercially modern and flexible approaches to fabrics, patterns, and finishing.

The National Park Service (NPS) consists of more than 420 Units in the Park System and has an estimated 20,000 full-time employees in uniform, including an estimated 8,000 uniformed seasonal employees hired each year. There are seven Regional Uniform Coordinators in the National Park Service who represent the uniform field divisions and serve as the liaison between the field and the Service-wide Uniform Coordinator on all issues pertaining to the Uniform Program. The Service-wide Uniform Coordinator is the primary Contracting Officer’s Representative (COR) of this contract. Each individual Park location also has a Park Uniform Coordinator.

The U.S. Park Police (USPP) is an entity of the National Park Service with the responsibility to provide law enforcement services consistent with the purpose and goals of the Service. It consists of an estimated 700 uniformed law enforcement personnel. There are three main Field Office duty stations: Washington Metropolitan DC, New York City and San Francisco. Each office has a Uniform Coordinator who represents the uniformed officers and serves as the liaison between field personnel and the Department-wide Coordinator on all issues pertaining to the Uniform Program. The Department-wide Coordinator is the USPP Bureau COR for this contract.

The U.S. Fish and Wildlife Service (FWS) consists of over 750 duty locations, with the majority represented by 568 Wildlife Refuges and approximately 121 National Fish Hatcheries and Fish Aquatic Conservation Offices. The FWS has an estimated 6,000-6,500 full-time and seasonal uniformed employees. There are eight Regions in the U.S. Fish and Wildlife Service. Each Region has a Regional Uniform Coordinator who represents the uniform field divisions and serves as the liaison between the field and the National Uniform Coordinator on all issues pertaining to the Uniform Program. The National Uniform Coordinator is the FWS Agency COR for this contract. Each individual Wildlife Refuge also has a Station Uniform Coordinator.

The Bureau of Land Management (BLM) consists of 195 offices throughout the continental United States and Alaska and has an estimated 4,000 uniformed employees. There are 12 state offices primarily in the western United States, 175 Field Offices, a National Operations Center (Denver, CO), a National Office of Fire & Aviation (Boise, ID), a National Law Enforcement Office (Boise, ID), a National Training Center (Phoenix, AZ), a National Wild Horse & Burro Center (Sparks, NV), an Alaska Fire Service (Ft. Wainwright, AK), an Anasazi Heritage Center (Dolores, CO), and an office of Helium Operations (Amarillo, TX). Each Center has a State/Center Uniform Coordinator who represents the uniform field divisions and serves as the liaison between the field and the National Uniform Program Manager on all issues pertaining to the Uniform Program. The National Uniform Program Manager, located at the National Operations Center in Denver, Colorado, is the BLM Agency COR for this contract.

The Burean of Indian Affairs (BIA) Division of Wildland Fire Management In 2024, there were 3,830 wildfires that originated on Bureau of Indian Affairs (BIA) protected lands or nearby private land, resulting in approximately 316,000 acres burned. The BIA and Tribal wildland fire management programs encompassed

· 2,915 firefighters and fire support staff. This includes 935 AD (hired as needed) firefighters and 924 Tribally-hired firefighters.

· 7 Interagency Hotshot Crews (IHCs): 4 Tribally managed and 3 BIA.

· 12 helicopters (8 for suppression and 4 special mission use), 7 single-engine air tankers, 3 single-engine water scoopers and 3 air attack platforms used for suppression, search and rescue and special missions.

· 3 Fire Fleet Centers (located in Eagle Butte, SD, Dulce, NM and Missoula, MT) that provided service to approx. 214 engines of various models and types, along with other fire apparatus in support of programs such as IHCs, fire operations and aviation.

· 36 wildfire prevention programs, including 22 Tribally managed programs, that served 988 communities.

The Bureau of Reclamation (BOR) consists of an estimated 5,400 employees delivering water to more than 31 million people annually via 289 sites in which, approximately 300 authorized employees wear uniforms. BOR has offices located in Washington, DC, and throughout the 17 western states including Arizona, California, Colorado, Idaho, Kansas, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, South Dakota, Texas, Utah, Washington, and Wyoming. The National Uniform Program Manager, located at the Denver Federal Center in Denver, Colorado, is the BOR COR for this contract.

The Bureau of Safety and Environmental Enforcement (BSEE) was formally established on October 1, 2011, as part of a major reorganization of the Department of the Interior's offshore regulatory structure. BSEE uses the full range of authorities, policies, and tools to compel safety, emergency preparedness, environmental responsibility and appropriate development and conservation of offshore oil and natural gas resources. The BSEE Oil Spill Preparedness Division consists of an estimated 20 employees who oversee oil spill planning and preparedness for oil and gas exploration, development, and production facilities in both state and Federal offshore waters of the U.S. The Uniform Program Coordinator located in Sterling, Virginia/ Camarillo, California is the BSEE COR for this contract.

The U.S. Army Corps of Engineers (USACE) consists of eight Divisions, 37 Districts, and 456 Projects, and has an estimated 2,600 permanent employees and approximately 1200 seasonal in uniform. Each District has a District Uniform Coordinator who represents the uniform field projects and serves as the liaison between the field, Corps National Uniform Committee, and the Washington Office Uniform Coordinator on all issues pertaining to the Uniform Program. The Washington Office Uniform Coordinator is the Agency COR for this contract. The Uniform Committee Chair is a primary point of contact in addition to the COR.

1.1 Purpose

The purpose of this IDIQ is to provide as a service civilian uniforms, patches, insignia, headwear, footwear, outerwear, and related items; overall program and contract management; product inventory management; uniform service operations; a secure, web-based uniform ordering and account management system; and efficient, high-quality customer service.

With this contract the Government seeks to: maximize the use of commercial-off-the-shelf (COTS) products for maximum efficiency and value to spend; use modern fabrics to achieve greater flexibility and comfort across a wide range of duty station climates; implement true masculine and feminine sizing to reflect the diversity of the uniformed workforce; and update uniform article patterns to reflect the wide variety of physical activities unformed personnel perform.

This contract seeks to deliver uniform articles that better serve uniformed personnel that perform field work in indoor and outdoor settings and experience wide variations in temperature and exposure to elements such as sun, wind and cold, as well as wide variations in the level of physical activity required by their jobs including bending, stretching, kneeling and reaching, getting in and out of vehicles, traversing even and uneven ground, navigating outdoor hazards such as branches and bushes and dealing with bugs and pests.

It is central to the mission of each Uniformed Bureau that the uniform components remain consistent with the most recognizable features and spirit of each Uniformed Bureaus’ aesthetic. In order to achieve the Department-wide goals of modernizing and enhancing the form, fit, and function of uniform components, achieving and maintaining effective programs, inventory and ordering account management, permitting timely and meaningful reporting, and permitting expedited order processing and highest quality customer service, the Contractor must demonstrate a measurable and constant commitment to innovative approaches for the utilization of commercially available textiles, including advanced performance fabrics (e.g. moisture-wicking, UV blocking/filtering, flame retarding, anti-microbial or made of recycled content), information technology services and data, supply chain and risk management.

1.2 Scope

The overall scope of this action is to satisfy uniform requirements (a complete range of commercial duty and work uniforms, footwear, headwear, outerwear, emblems, accessories, and customization capabilities, as needed) in accordance with the Performance Work Statement (PWS) and specifications for Bureaus within the United States Department of Interior (DOI) as well as the United States Army Corps of Engineers (USACE) as a complete service. To the greatest extent possible, the Contractor shall fulfill the uniform garment requirements using commercial-off-the-shelf (COTS) products as defined by the Federal Acquisition Regulation (FAR), Subpart 2.101, Definitions.

1.3 Period of Performance

The contract will consist of a five-year ordering period (60 months), to include five, 12-month pricing periods. Pricing shall be updated at the expiration of the bureau task order annually or based on the below dates.

Pricing Period 1: 29 Sep 2027 – 28 Sep 2028 Pricing Period 2: 29 Sep 2028 – 28 Sep 2029 Pricing Period 3: 29 Sep 2029 – 28 Sep 2030 Pricing Period 4: 29 Sep 2030 – 28 Sep 2031 Pricing Period 5: 29 Sep 2031 – 28 Sep 2032

1.4 Contract Type

The resultant contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract under which Firm Fixed Price orders will be placed by any of the covered Bureaus or by the NPS on behalf of any of the covered Bureaus.

If required, travel will be billed at cost, in accordance with Federal Travel Regulations (FTR).

1.5 Place of Performance

The primary place of performance is expected to be the Contractor’s facility.

1.6 Recognized Holidays

New Year’s Day

Martin Luther King Jr.’s Birthday

President’s Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

1.7 Applicable Documents

The Contractor shall ensure that personnel and subcontractors adhere to all relevant uniform and equipment policies and procedures established by DOI and DOD, as well as any particular standards for uniform items delineated in this PWS or the attached specifications. Moreover, in accordance with the anticipated total value of this contract, the Contractor and any subcontractors shall ensure compliance with all applicable trade agreements consistent with FAR Part 25. At a minimum and in all applicable instances the Contractor shall comply with the following list of documents, which may be updated by the Government during contract performance as necessary:

· NPS Uniform Regulation, Policy and Guidance documents (https://www.nps.gov/policy/DOrders/DO_43_amended.htm and https://www.nps.gov/subjects/policy/upload/DORM43_508.pdf)

· BLM Regulation, Policy and Guidance documents (RFP Attachment 14 & 15)

· FWS Regulation, Policy and Guidance documents (RFP Attachment 16)

· BOR Regulation, Policy and Guidance documents (RFP Attachment 17)

· USACE Regulation, Policy and Guidance documents (RFP Attachment 18)

· USPP Regulation, Policy and Guidance documents (RFP Attachment 29)

· BSEE Regulation, Policy and Guidance documents (document being finalized will be provided to the Contractor once it is complete or attached to the solicitation if possible)

· National Fire Protection Association (NFPA) 2112: Standard on Flame-Resistant Garment for Protection of Industrial Personnel Against Flash Fire (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=2112)

· NFPA 1977: Standard on Protective Clothing and Equipment for Wildland Fire Fighting and Urban Interface Fire Fighting ( NFPA 1977: Standard on Protective Clothing and Equipment for Wildland Fire Fighting and Urban Interface Fire Fighting)

· NFPA 1975: Standard on Station/Work Uniforms for Emergency Services (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=1975)

· DOI Information Management and Technology Compliance Acquisition Policy, Appendix A: baseline Compliance Contract Requirements (provided as an attachment)

2.0 Specific Tasks

The objective of this acquisition is to provide uniforms for Uniformed Bureau personnel to include law enforcement, volunteers and special purpose employees, and fire protection personnel. The Contractor shall utilize current, innovative, and compliant technical approaches to managing the supply chain of the DOI/USACE Multi-Agency Uniform Program contract in accordance with standard commercial business practices, FAR regulations, and DOI and DOD policies.

2.1 IDIQ Information

This IDIQ allows for the addition, replacement, and deletion of uniform items as needed for each bureau. Additions and replacements shall include the requirement of sourcing and approval prior to obtaining an advanced approval or addition through modification to the IDIQ.

Upon approval of sourcing new items and replacement items, the COR and Contractor shall discuss estimated quantities and ensure an understanding of Minimum Ordering Quantities (MOQs). The COR will work with the Contractor on Initial and Secondary Sourcing and Inventory Activities. Items shall be approved through an advanced approval process or through quarterly modifications to the IDIQ. All pricing shall remain unchanged on the IDIQ unless it is a new item or a replacement.

2.2 Initial and Secondary Sourcing and Inventory Activities

In accordance with the table below, the Contractor shall provide sourcing information, color swatches and first article samples for each Bureau’s core items, identified in the specifications, to the COR and Uniformed Bureau CORs for approval. The Contractor shall include Minimum Order Quantity requirements.

Table 1 – Initial Sourcing and Inventory Due Dates

In accordance with the table below, the Contractor shall provide sourcing information, color swatches and first article samples for each Bureau’s non-core items, identified in the specifications, to the COR and Uniformed Bureau CORs for approval.

Unless otherwise stated, all references to days in the entire PWS refer to calendar days.

Table 2 – Secondary Sourcing and Inventory Due Dates

The Contractor shall perform testing of the uniform item(s) prior to submitting the first article samples. All uniform items tested shall be, at a minimum, in compliance with the design, configuration, workmanship, dimensions, and other requirements included in the relevant specification. The applicable Uniformed Bureau will review the first article uniform samples for dimensions, visual defects, general quality and workmanship. Inspections shall be performed to determine whether the garments and materials meet the requirements of the specifications and contract. The designated Uniformed Bureau COR will provide the Contractor with a written decision on each first article sample within 30 days of receipt.

2.2 Uniform Item Approval and Testing Procedures for New Items

All uniform items required under this contract shall follow the approval and testing procedures outlined below. Following first article approval, items shall be made available for bureau ordering. As previously stated, to the maximum extent practicable the Contractor shall utilize commercial-off-the-shelf (COTS) items to fulfill needs under this contract.

Table 3 – COTS Item Approval and Testing Procedures

For all first article samples, the Contractor shall provide:

· Two (2) identical copies of first article samples of each uniform item for Government testing per sizing request for the agency. These samples shall include an identification tag which outlines the uniform item number, sample purpose (prototype, first article, field wear test, final approval, other), and whether the item is Commercial-Off-the-Shelf (COTS) or other.

· Warranty information with the first article sample;

· A detailed specification to include at a minimum: fabric content, weight, weave, dimensions, specific color, style description, performance details, gender sizes and fit describing the item submitted; and

· Written confirmation that the item submitted for first article testing meets the uniform requirements and specifications.

· Replacement first articles must meet the quality and specification(s).

If a COTS item is not available to meet the Government requirement(s), the Contractor will be requested to provide a non-COTS item for the Government approval. Non-COTS items proposed may require a prototype and field testing before first article approval. The Contractor is encouraged to provide multiple potential sources for non-COTS items that will meet the Government’s requirements. Non-COTS items shall be provided in accordance with the approval and testing procedures outlined below. As needed, other COTS items may also follow these approval and testing procedures. Any use of the approval and testing procedures outlined in Table 3 requires mutual agreement between the Contractor and Government and the approval of the IDIQ CO.

Table 4 – Non-COTS Item Approval and Testing Procedures

The Government shall own the uniform base patterns and The Government may waive specific testing activities for certain uniform items; however, the first article samples will still be required for all uniform items. specifications for each non-COTS item provided under this contract.

Field Testing

For field testing, the Contractor shall provide up to 30 samples of the item per each field-testing request, sizing to be communicated to Contractor by COR. The Contractor shall coordinate with the Bureau-COR to obtain the sizing information and mailing addresses for the wear testers. The Contractor shall provide a proposed questionnaire for the wear testers to utilize and propose a time period for wear testing, both of which shall be in accordance with typical industry standards. Upon Bureau-COR approval of the questionnaire and time period for wear testing, the Contractor shall mail the prototypes for field testing and send instructions as to how to electronically complete the questionnaire. Prototypes will typically not be returned to the Contractor; however, the Government may return the prototypes upon special request by the Contractor.

Change in Availability Status of Items

The process outlined in Tables 3 and 4 shall also be followed for any previously approved items that are no longer available. The Contractor shall notify the Government within five days of the change in item availability, provide the COTS Item Source Identification within 30 days after the change in item availability and follow the remaining timelines in Table 3. If the unavailable item is a non-COTS item, the contractor shall notify the Government within five days of the change in item availability, provide the Non-COTS Item Potential Source Identification within 60 days after the change in item availability and follow the remaining timelines in Table 4. The initial notification sent after the change in item availability shall include estimates of remaining quantities and sizes that may be available to order.

2.3 Standard Sizes, Made-to-Measure Sizes and Cotton/Uniform Material Requirements

The Contractor shall provide uniform items in accordance with the following guidelines:

· Standard Sizes: The Contractor shall define and provide the body measurements that accompany each of its standard sizes for uniform items. Standard sizes shall be considered the sizes for which a standard stock pattern already exists.

· Made-to-Measure Sizes: In addition to maintaining the standard sizes, the Contractor shall have the capability to produce or purchase garments with unique sizing requirements for employees whose measurements do not allow a standard stock pattern to be used. The Contractor shall be able to deliver all made-to-measure items within 60 calendar days from the Delivery Order date. Made-to-measure size patterns shall be saved for each employee that requires a made-to-measure uniform and shall be submitted to the applicable Uniformed Bureau COR upon the end of the contract.

· Female Uniforms: The Contractor shall produce female uniforms with true female sizing, pattern design construction, and grading to pattern alteration. This shall also include skirt options and maternity uniforms.

· Uniform Materials: The Contractor shall seek to balance performance characteristics and materials with reduced exposure to potential allergens, chemicals or other substances that may be harmful or induce sensitivities.

2.4 Inventory and Warehousing

The Contractor shall provide inventory control management, warehousing and tracking of all inventories either manufactured or sourced to ensure secure storage and timely deliveries of all uniform items in accordance with current commercial standards and the standards established in the Performance Requirements Summary (PRS). The Contractor is expected to manage levels of inventory to the minimums necessary to meet the Government’s requirements. This includes cancellation of items and back orders. A backorder is any item not shipped within the Uniform Delivery Table listed below. Backorder shall be tracked and reported to the COR with updated information to meet the requirements.

The Contractor shall house uniform items in a secured facility/warehouse(s) that is:

· Clean and has a system for fire prevention.

· Adheres to all applicable basic guidelines outlined by the International Organization for Standardization (ISO) which can be found by visiting its website at www.iso.org/iso/home/standards.htm;

· Protected from theft by security system.

· Has a separate, locked area (e.g., cage or room) to house individual branded uniform items (e.g., patches, badges, shoulder emblems, and other individual branded items not affixed to a uniform). This area must be access-controlled, and the Contractor is required to maintain an access log.

· Maintained at a temperature and relative humidity consistent with the storage standards applicable to textile preservation and storage; and

· Protected from direct sunlight and/or exposure to ultraviolet radiation.

2.5 Web-based Ordering System (WBOS)

The Contractor shall provide a secure Web-based Ordering System (WBOS) that is wholly owned, operated, and maintained by the Contractor. This website shall be user-friendly and allow for data entry for the creation and management of uniform personnel accounts and the ordering of uniforms and uniform components by account holders. Consistency in formatting, simplicity and accuracy of reporting data will be considered critical performance factors. Additionally, the WBOS shall be Section 508 EIT regulation compliant, as well as compliant with all applicable FAR regulations and applicable DOI and DOD policies. The Government shall own and have full access to all data provided by the Government for use in the WBOS.

The WBOS shall include at a minimum:

· The ability for Uniformed Bureau uniform program management personnel to access the WBOS to create, delete and modify the account information, including designating special requirements for all authorized uniform account holders within their designated Uniformed Bureau.

· The ability to place orders, including a process for changes and cancellations.

· The ability to relay order status information, including expected shipment date to the end user, after initial order or any change in the order status.

· The ability to track real-time uniform allowance balances, as provided by the Bureau-COR. Allowance balances are to be debited when orders are placed and are to be updated when a return/exchange is processed.

· The ability to allow for employee changes if an employee moves, transfers, or if a delivery location needs to be updated.

· Reporting capabilities for items ordered, back ordered items, amounts expended, delivery times, order status, pending orders, size history, shipping/tracking details, and customer feedback. Reports shall be available at the level of each Bureau and its individual users.

· A mechanism for accepting the combination of personal credit cards, Government credit cards, and/or allowance expenditures, as authorized per Uniformed Bureau.

· An online catalog, segregated by Uniformed Bureau, of all contract uniform items and related articles that includes pictures, item descriptions, material composition(s), fitting instructions, measuring guides, garment care instructions and pricing.

· The ability to coordinate returns/exchanges.

· The ability for employees to request special purpose items through the WBOS if approval is given by the Bureau-COR.

· The ability for approval of orders within the system for supervisors, COR, or Contract Specialist/Contracting Officer.

· The ability to create new employee accounts that are operational/accessible within one (1) business day of receipt of authorized Uniformed Bureau personnel account creation activity.

· The capability to add or delete uniform items from the WBOS; and

· The ability for customers to leave feedback on customer service and item quality.

2.5.1 User Access

The Contractor shall provide a WBOS that allows authorized Uniformed Bureau personnel to create and manage upwards of 35,000 online accounts for the applicable Uniformed Bureaus’ individual employees. Access shall include bulk purchase accounts and separate accounts with the functionality for authorized users to use Government Purchase Cards, Government Uniform Drawdown cards, or personal charge cards.

This WBOS shall be used exclusively by the Contractor and authorized Government employees; access shall be denied to all other individuals. The WBOS shall have a process for individuals to log into the system using unique credentials (e.g., unique username and password), to perform a variety of functions related to the establishment and management of accounts, the ordering of uniforms or uniform components, the tracking of employee uniform allowances, and the generation of reports. The Contractor shall provide each individual with an initial username and password, which must not contain Personally Identifiable Information (PII). The WBOS must be equipped to allow the password to be changed by the individual user after initial login.

The WBOS shall allow various levels of access while ensuring the security and integrity of the site, employee allowance amount information and any other data provided by the Government for use in the system. Certain Government employees identified by the IDIQ CO, or COR shall have full access to account creation and management modules for individual Uniformed Bureaus, all catalog items, all ordering data, and all contract management data and reports, including customer feedback. The Contractor shall manage the WBOS to ensure the integrity of its data, maintain the website and implement enhancements in coordination with the IDIQ CO and the Uniformed Bureaus.

The following table outlines individual WBOS access rights required under this PWS:

Table 4 – Employee Level of WBOS Access

· Applicable Uniformed Bureau COs & CORs

· Applicable Uniformed Bureau COs & CORs

· Uniformed Bureau COs

· Uniformed Bureau COs

· Uniformed Bureau CORs

Within 30 days after award and/or after the exercise of subsequent option periods, the Government will provide the Contractor with a list of employee classifications and the uniform items that are within each classification each fiscal year, specific to each Uniformed Bureau. The classifications may change at the discretion of each Bureau. The Contractor shall create an electronic master Uniformed Bureau file that contains all classification information and their associated uniform(s) by Bureau and keep track of any changes year over year.

2.5.2 Ordering Process

The WBOS ordering process for Uniformed Bureau personnel with user accounts shall include the following procedures at a minimum:

· Personnel select/request(s) the uniform item(s) they want to receive.

· WBOS stores the uniform request details, including the employee’s name, account number, item number, item size, item description, item quantity, item price, shipping details, and either of the following: 1) remaining allowance balance, 2) personal funds details (if applicable), or 3) Government purchase card (GPC) funds (if applicable).

· For allowance accounts, uniform requests within the total authorized allowance amount shall be fulfilled immediately when a funded delivery order is in place.

· Order fulfillment shall occur upon receipt of a funded delivery order or presentation of an appropriate method of payment when an order is in place.

· In the event a uniform request otherwise fulfilled using allowance funds requires personal funds in order to pay in full for the request, the Contractor shall require the user to provide the payment information on the WBOS (e.g., credit card number) and the Contractor shall pre-approve the payment information. The request shall be included in the Uniform Requests report

· Separate orders may be placed by Uniformed Bureau COs to fulfill orders for work, duty, and ceremonial uniforms and accessories or other bulk purchases, urgent requests for disaster responses, and employee hardship replacement requests.

In the case of sales where personal credit cards are used to pay for a transaction, state sales tax shall apply only to the portion of the order that is funded by personal credit cards. Any personal credit cards used shall be tracked separately from Government funds for audit and data reporting purposes.

Uniforms shall be delivered in accordance with the following timelines:

Table 5 – Uniform Delivery Requirements

Shipping for standard uniform items shall be accomplished via standard ground shipping in accordance with current commercial standards or greater. Shipping requirements for bulk and hardship orders may vary.

2.5.3 Employee Allowances

Each Bureau may elect to manage its uniform allowances in the WBOS. Allowance amounts will be established per Uniformed Bureau Regulations. This information will be communicated to the Contractor by the Bureau CORs, and individual account allowances will be entered into the WBOS and maintained by authorized Uniformed Bureau personnel. The Uniformed Bureaus’ employees’ allowance account spending shall not exceed the established allowance amounts. Any spending exceeding the authorized allowance amount can be accomplished by personal credit card funds only. Should an employee place a uniform order that exceeds the uniform allowance balance, the WBOS shall require the employee to use a personal credit card to complete the uniform order. The Contractor shall manage and report on cumulative funding expenditures per Uniformed Bureau delivery order(s).

Allowance Account Reporting/Reconciliation The Contractor shall provide the IDIQ CO and CORs of the applicable Uniformed Bureaus a report of each employee’s current allowance balance on a monthly basis. The reports shall be segregated by individual Bureau. CORs shall direct authorized Uniformed Bureau program management personnel to verify the accuracy of employee account information based upon the report and shall perform updates to employee accounts if/as required. Authorized Uniformed Bureau program management personnel shall have the ability to suspend the accessibility of individual employees’ accounts in real-time if required based on verifications performed using the report including invoicing, reporting and reconciliation.

2.5.4 WBOS Training and Acceptance

WBOS training, testing and acceptance by the IDIQ CO and Uniformed Bureau CORs must occur within 180 days after award in order to be considered delivered on time. The IDIQ CO will verify with the contract COR, the individual Bureau CORs and other authorized Uniformed Bureau personnel responsible for account creation and management whether the WBOS meets all requirements outlined in the PWS and confirm acceptability of the WBOS to the Contractor. The contractor shall create training materials and provide up to five hours of online training sessions on use of the WBOS for each Bureau. Training materials shall be approved by the IDIQ CO and Uniformed Bureau CORs prior to implementation. Upon completion of training sessions, all training materials shall be provided to the IDIQ CO and Uniformed Bureau CORs for Government use.

2.5.5 Online Catalog

The Contractor shall provide an online catalog for all uniform items on a date designated by the agency. The catalog should be updated bi-annually or annually depending on COR guidance. Each item shall include a high-resolution thumbnail photo that can be expandable to full-screen view. In addition, the item description, size scales, garment care instructions, country of origin, pricing, and accurate size/fit guides shall be provided. Garment care instructions shall be viewable for all items even if the item is discontinued or no longer available for purchase on the WBOS. The online catalog shall also be available for download in PDF format for printing for each Bureau’s items. The PDF version of the online catalog shall be updated on an annual basis at a minimum and shall be available upon Government acceptance of the WBOS.

Individual employees shall be able to view only the catalog items for their Uniformed Bureau. There will be certain uniform items identified as available for purchase by multiple Uniformed Bureaus and these will be identified in the contract and viewable by all relevant Bureau employees. The IDIQ CO, COR, and other personnel as provided shall be able to access and view all catalog items for all participating Uniformed Bureaus.

Any other uniform guidance graphic document needs, such as posters with wear guidelines, may be ordered under this IDIQ but shall be separately priced under individual orders and not calculated in overall uniform unit prices.

2.5.6 Returns/Exchanges/Cancellations

The Contractor’s process for returns, exchanges, cancellations, warranty issues or recalls shall be described in an accessible area of the WBOS. The Contractor shall accept returns/exchanges that are shipped back to the Contractor within 60 calendar days of delivery. The Contractor shall pay shipping costs for all returns/exchanges on all orders regardless of size of order. Orders that will not be available to ship to the end user within 30 days after receipt of the order may be cancelled within five days after receipt of order acknowledgement.

At a minimum, the WBOS shall be capable of tracking and processing all returns/exchanges online. The Contractor must be able to manage returns/exchanges that extend beyond the contract end date but fall within the 60-calendar day return timeframe. The WBOS shall be capable of allowing an individual to obtain and print a pre-paid return shipping label for returned/exchanged item(s). Prior to printing the pre-paid return shipping label, the WBOS shall require the employee to select the item he or she is returning or exchanging from his or her account order history. Subsequently, the WBOS shall require the employee to provide the following information on the item(s) he or she is returning or exchanging:

· Returns: Reason for return, and additional comments

· Exchanges: Reason for exchange, order number, shipped item size, requested exchange item number, requested exchange size, and additional comments

All returns, exchanges and cancellations shall be managed by the Contractor through the WBOS. For all returned items, the Contractor shall issue refunds in the same amount that was charged when the order was placed to the funding source used to place the order. There will be no use of credit memos. Serviceable returned inventory shall be returned to the inventory from which it was pulled. Items that have only been tried on for fit, and are then returned, are considered serviceable. Items that have obviously been worn, laundered or are damaged or defective are no longer serviceable. The Contractor will track the number of unserviceable items returned or exchanged per individual employee account.

The WBOS shall link the original order number and employee information with the return or exchange for reporting purposes. The Contractor shall manage any refunds to the employee’s allowance amount, personal credit card, Government Uniform Drawdown card or Government purchase card based on the return, exchange, or cancellation.

2.5.7 WBOS Data Tracking/Reporting Capability

The following reports shall be available either by COR ability to pull them out of the WBOS system or by Contractor providing the reports given system capability. The WBOS shall provide a capability for users authorized by the IDIQ CO and COR and /or Uniformed Bureau CORs to run data queries. The data queries shall be exported in an electronic format that allows for data manipulation (e.g., Microsoft Excel, Access, and Word). PDF files will not be accepted.

Reports available for query and download through the WBOS system.

· Backorder percentage

· Working Days to Ship

Monthly

· How much money is currently authorized Monthly

· Login information

· Email

· Shows active personnel Monthly

Real-time data (if applicable) shall be searchable by Uniformed Bureau, Bureau sub-division(s), and contract wide. The data queries shall be searchable by a time period (i.e., Month/Quarter/Year) and shall be user-friendly. Levels of access to this information shall be restricted as directed by the IDIQ CO and COR or the delivery order CO and COR for each applicable Uniformed Bureau.

For Uniformed Bureaus with individual employee allowances, the IDIQ CO and COR and applicable Bureau COs and CORs shall all receive an email alert when the Uniformed Bureau reaches 80%, 90%, 95%, and 100% of its cumulative…