Attachment_1_Statement_of_Work.docx

Statement of Work

FOR

Contractor Operated Civil Engineer Supply Store (COCESS)

HURLBURT FIELD, FLORIDA

OFFICE OF THE BASE CIVIL ENGINEER

Revised 16 July 2012

PERFORMANCE WORK STATEMENT

Contractor Operated Civil Engineer Supply Store (COCESS)

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

1.1 Scope

1.2 Objectives

1.3 Store Attributes

1.4 Acquisition

1.5 On-line Order/Purchase System

1.6 Miscellaneous

1.7 Holding & Storage

1.8 Hazardous Material

1.9 Hazardous Waste

1.10 Delivery

1.11 Reports & Listings

1.12 Receipts

2. CONTRACTOR OVERSIGHT

3. GOVERNMENT FURNISHED PROPERTY & SERVICES

3.1 Damage to Government Facilities and Property

3.2 Facilities and Equipment

3.3 Services

4. GENERAL INFORMATION

4.1 Normal Business Hours

4.2 Contractor Oversight

4.3 Contractor Responsibilities

4.4 Quality Control

5. DEFINITIONS

Appendices:

Appendix 1: Government Furnished Property/Services/Equipment Appendix 2: High-use item/historical listing

1. DESCRIPTION OF REQUIRMENTS:

1.1. Scope: The contractor shall provide all necessary labor, supervision, equipment, supplies and materials to support a Contractor Operated Civil Engineer Supply Store (COCESS) located at Hurlburt Field, Florida.

The contractor shall acquire, issue, deliver, store and warehouse a variety of material, equipment, parts and supplies for the Self-Help/Tool Issue Center, construction, family housing repair, facility maintenance and maintenance on real property for use by civil engineer personnel and approved Self-Help customers.

1.2. Objectives: To provide a simplified method for authorized Civil Engineer personnel and Self-Help customers to purchase materials, equipment and supplies including but not limited to electrical, plumbing, sheet metal, welding, landscaping, heating/air conditioning/ refrigeration/ventilation, pipe fitting, carpentry, pavement and grounds maintenance, electronic monitoring, controls and alarms, painting and wall covering, floor covering, hardware, liquid fuels maintenance, power production, exterior electric, aircraft arresting systems (non depot parts), water and waste water treatment and distribution and pest control trades. These items shall be used for work orders, construction, recurring maintenance and repair and Self-Help type work. The COCESS contract does not replace the use of other contracts that are already established or will be established. The contractor may stock high use/consumable items for immediate purchase.

1.3. STORE ATTRIBUTES: The following are mandatory attributes of this SOW unless otherwise noted. The contractor shall at minimum:

1.3.1. Acquire items from merchants or vendors of his/her choice.

1.3.2. Provide fair and reasonable prices.

1.3.3. Perform all research required to successfully fill all item requests.

1.3.4. Provide an on base customer-friendly store environment that presents a clean, organized and systematic product identification, pricing and presentation of merchandise and products of store stock. Store-stocked items shall be easy to identify and locate.

1.3.5. Provide a user-friendly store stock product/merchandise ordering, issuing, purchasing and back ordering system.

1.3.6. Provide current and accurate status of all orders (includes backorders) and items upon request.

1.3.7. Advise customer on customer return policy and method and maintain electronic database and appropriate electronic and "hard paper copy" documentation.

1.3.8. Accept government delivery orders and Government Purchase Cards (GPC) for authorized purchases.

1.3.9. Provide a user friendly Web based/Internet automated on-line/remote merchandise ordering and purchasing system.

1.3.10. Maintain and provide access to printed and web-based/on-line item search engines to various product catalogs and items.

1.3.11. Deliver materials as follows:

1.3.11.1. Provide items by the ADD.

1.3.11.2. Provide store stocked items for immediate purchase and immediately issue (sell) items that are in store stock upon authorized customer request.

1.3.11.3. Deliver large or bulk merchandise to authorized customers, upon request.

1.3.12. Provide long distance telephone, Internet and fax services at the contractor's own expense.

1.3.13. Provide timely and accurate reports and information in accordance with (IAW) paragraph 1.11 -Reports and Listings.

1.3.14. Provide safe working conditions and environment for employees and customers IAW with all applicable OSHA regulations.

1.3.15 Hold purchased items for government work orders or purchase requests unless the customer requests partial or full release.

1.3.16 Deliver materials to Material Control warehouse or other point designated by the government at time of order.

1.3.17 Provide an on-base Self-Help store/area serving base facility managers and other authorized government personnel.

1.3.17.1 Provide an easy system/method to indentify store merchandise for authorized base Self-Help (S/H) personnel.

1.4. ACQUISITION: CONTRACTOR SHALL PERFORM THE FOLLOWING STORAGE, ACQUISITION, ISSUING, STOCKING, HOLDING, DELIVERY AND REPORTING REQUIREMENTS: The contractor shall provide the following unless otherwise prohibited by law or this agreement:

1.4.1 PAYMENT METHOD: The contractor shall accept delivery orders and the Government Purchase Card. The contractor shall submit their original summary invoice electronically to the Defense Finance Accounting System (DFAS) utilizing the Wide-Area-Work-Flow system. The contractor shall self-register at https://wawf.eb.mil/ (See paragraph 1.12.3 for submitting invoices).

1.4.2 NON-OBLIGATION TO PURCHASE: This acquisition is not a requirements contract and the responsible organization is the 1 Special Operations Civil Engineer Squadron. It does not obligate or require performance from any other organization within or affiliated with Hurlburt Field or the Air Force.

1.4.2.1 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) ADD; (2) Adjusted ADD; (3) RDD; (4) agreed delivery point; or (5) fair and reasonable pricing (for the exact same Stocked and Non-Stocked item(s)) with another source as provided by the customer (i.e. the government considers the pricing to be excessive for the commodity). [Note: This requirement is non-negotiable.]

1.4.3 EXCUSABLE DELAYS: The contractor will not be charged with a late delivery if the cause of delay is beyond the reasonable control of the contractor and without its fault or negligence such as acts of God or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather or delays of common carriers. See procedures in FAR clause 52.212-4 (f) for excusable delays.

1.4.4 PRICING: The contractor shall use the following methods:

1.4.5 PRICE COMPARISON and COMPETITIVE PRICE QUOTES: The contractor shall provide competitive quotes and compare prices IAW paragraph 5.13 and its subparagraphs.

1.4.6 PRICING NON-RECURRING ITEMS: The contractor shall offer fair and reasonable prices in accordance with terms and definitions in Section 5. If the contractor cannot meet the conditions in Section 5, the government may exercise its rights under paragraph 1.4.2- Non-Obligation to Purchase.

1.4.7 UNPUBLISHED NON-PRICED ITEMS: If the price of the item is not listed in the contractor's automated on-line ordering /purchasing system or catalogs, the contractor shall acquire and sell items IAW the terms and definitions of Section 5. If the contractor cannot meet the conditions of Section 5, the government may exercise its rights under paragraph 1.4.2- Non-Obligation to Purchase.

1.4.8 SOURCES OF SUPPLY AND ORDERING: The contractor shall acquire items from merchants or vendors of its choice and should include small and local businesses. The contractor shall use appropriate industry sources for obtaining information to compare prices. (For definition of appropriate sources, see Section 5.)

1.4.9 SOLE SOURCE/BRAND NAME: At times, the government will require sole source/brand name items. The Contracting Officer or appointee must approve these items as a sole source/brand name prior to ordering by the contractor. The contractor may offer substitutions for sole source/brand.name items. If the contractor offers a substitution, he/she shall provide the QAPC with specification information on the substituted item. The Contracting Officer or appointee will determine if the proposed substituted or sole source/brand name item acceptable or unacceptable prior to the contractor ordering the item.

1.5 WEB-BASED/INTERNET ON-LINE AUTOMATED ORDERING AND PURCHASING SYSTEM:

The fully automated ordering and purchasing system shall be the contractor's own choice. The system shall be a user-friendly, state-of-the-art on-line ordering and purchasing system with a "shopping cart" feature, similar to commercial on-line shopping sites, such as www.lowes.com, www.homedepot.com, www.grainger.com, www.fastenal.com, or www.acehardware.com. All ordering activities under this agreement must be able to utilize the system by accessing the system via the Internet. (See section 5.15 for on-line and pricing electronic catalog details.)

1.5.1 System Functionality. The contractor's web-based/Internet ordering/purchasing/back ordering system shall provide the following minimum capabilities and performance characteristics:

1.5.1.1 This system shall allow the customer three methods of acquiring product: (1) primary method - store stock issue; (2) secondary - purchase directly on line through contractor's system and; (3) last option - place an order on-line through the contractor for items not available for direct purchase in store or on-line such as, but not limited to, non-vendor stocked items, concrete, asphalt, lumber, specialized items, custom-made items.

1.5.1.2 Ability to transmit/receive transactions via the Internet primarily through point and click method.

1.5.1.3 A backup system for down time (e.g., telephone and facsimile orders or email acceptance of orders) as an alternate means of meeting the needs of the activity.

1.5.1.4 On-line Internet ordering, purchasing and back ordering capability primarily through the point and click method.

1.5.1.5 Ability to dynamically search across multiple supplier sites and distributed supplier catalogs

1.5.1.6 Ability to provide customer with suppliers, current pricing and specifications of product to precisely meet requirements

1.5.1.7 Ability to collect, present and generate management statistical data and reports as required by this SOW.

1.5.1.8 Ability to track all orders/purchases/expenditures in a work-order/user/organizational unit/activity format.

1.5.1.9 Ability to maintain five (5) years of transaction history (three (3) years on-line and two (2) years offline) with off-line data to be made available on-line within twenty-four (24) hours notification.

1.5.1.10 Ability to handle large volume of transactions and ability to expand to support growing number of transactions without degradation in service level.

1.5.1.11 Ability to provide user access to functionality via a web browser without requiring client software

1.5.1.12 System shall use graphical user interface icons and point/click features such as drop box, check box and radio buttons for the majority of ordering functions

1.5.1.13 System shall be compatible with industry Uniform Product Code (UPC), Bar Coding and SKU coding.

1.5.1.14 Maintain store operations during normal duty hours 06:45 -15:30 Monday through Friday, local time.

1.5.1.15 Ability to select views to be presented to any given user.

1.5.1.16 Ability to present multiple pricing levels (discounts, specials) if applicable, and include items that based upon demand, may be required to be "added" to the catalog.

1.5.1.17 Description of "help" button/function.

1.5.1.18 Ability to assign synonyms to define alternate terms for words in an item's description.

1.5.1.19 Ability to store and provide item pictures if provided by vendor.

1.5.2 Ordering/Purchasing Features: The contractor's on line ordering system shall include the following minimum capabilities and/or performance characteristics:

1.5.2.1 An ordering/purchasing system, with a search engine optimized shopping cart for the customer, which is capable of systematically and continually adding and deleting a significant number of items placed at one time at the users request. The ordering/purchasing shall be accomplished through the use of commercially available vendor's sites or electronic catalogs. The system shall have the ability to search and source products both in contractor's site and electronic catalog and other vendor's sites and electronic catalogs. Non-contractor catalogs will be made available through click and point links and if available the option of placing an item from these catalogs into the customers shopping cart either directly or through the use of the copy/paste or drag/drop function, or other on-line method. The ordering/purchasing feature shall have the capability for additions and deletions to the order/purchase prior to releasing the total number of items ordered/purchased (stock containment of orders placed at one time). System shall provide a shopping cart summary on screen for review. The system shall have the capability of "crash protection;" in other words, customer's items will remain in cart until next visit.

1.5.2.2 Ability to display multiple products with descriptions, photos if available and product options (color, size, weight, length, finish, style...).

1.5.2.3 Ability to easily find related accessories and recommended products for specific requirement.

1.5.2.4 Ability to provide shipping calculation options, allow partial shipments.

1.5.2.5 Market search of products offered for purposes of obtaining the "best buy" (e.g., widget offered by brand A is on sale for $ XX, for a savings of $XX).

1.5.2.6 Ability to establish default information (e.g., Ship To, POC, Billing Data, etc.) for each user, and the ability to change default information at time of order creation or release.

1.5.2.7 Capable of Repeat Customer Recognition, access by user to "user profiles", which contain data such as name, address, email address (if provided), telephone and facsimile numbers (w/area code), last order placed with date, item and total price, etc., for review and purposes of updating profile information.

1.5.2.8 Ability to view order history, live order tracking/status and modify/cancel orders not shipped yet by individual work order number (See functional characteristics listed above).

1.5.2.9 Ability to add attachments either to the purchase order or to a specific line item within a purchase order and the ability to add a text message/remark.

1.5.2.10 Ability to allow customer to forward an order/purchase through supervisory channels for review, approval or rejecting and returning order to planner.

1.5.2.11 Automatic shipping confirmation email to buyer when ordered and shipped.

1.5.2.12 Ability to download/copy segments of a purchase order or the total purchase order for sending to different departments prior to placement of a purchase order. Also, the ability to copy selected items or total purchase order(s) for purposes of making a new order (with the ability to change the purchase order number, ship to information, etc.) for purposes of updating data interlinked with the purchase.

1.5.2.13 Ability to view, copy, store or print a single purchase order or series of purchase orders, using any of the required field for Default Receipts/Invoices (Ref. 1.12.)

1.5.2.14 Ability to attach notes to the purchase order (for internal use only not transmitted with the purchase order).

1.5.2.15 Ability to delete purchase orders either singularly or by "batch" prior to release.

1.5.2.16 The capability to perform "quick" search by generic description/keyword is a mandatory feature of the on-line ordering system. For example, the ordering activity/user requires a name-brand electric motor containing special features known only by sight. The user would insert the term "electric motor" and the search engine/system would return with all available brands of electric motors, which meet the criteria. The more specific the description, the more accurate the search engine is capable of performing. Searches must be capable, as a minimum, to provide a response to the generic description/keyword. Search results will be organized by either category of product, manufacturer and will be easy to review. The customer shall be able to expand the search results through point and click links to review additional details of product such as specifications, photos and pricing options or have the ability to further refine and sort the search results quickly. After selection, the user would then be able to select the desired item and have it included into the total order/purchase placed.

1.5.2.17 Additional Ordering Capabilities: In addition to the above ordering system, the ordering system shall have the capability to transmit and receive orders via facsimile and telephone. Orders will also be accepted for those customers without electronic ordering capability.

1.5.3 Systems Security: The ability to enter and access vendor information (including updates thereto), inclusive of name, address, phone number (w/ area code), facsimile number (w/area code), and email address. All proposals submitted should address the following minimum capabilities and/or performance characteristics:

1.5.3.1 Description of security features, including encryption of password, authentication, access control and specific scaling capability (e.g., read, write, execute, control). Whether the password selection allows for any combination of letters, numbers or special characters. Ability for users to change passwords at any given time.

1.5.3.2 Ability to use passwords to define different levels of authorization (e.g., access to catalog, approve purchase order, delete or submit purchase order, systems administration, etc.). Other security features currently utilized and functional in the marketplace that may be considered.

1.5.3.3 Other security features currently utilized and functional in the marketplace that may be considered mandatory for this type of system.

1.5.3.4 Sales register/computer shall be able to scan commercial bar codes and credit cards.

1.5.3.5 Computer shall have the ability to cross reference commercial product codes and user authorization listings or magnetic cards to identify products that are authorized by the different types of customers (i.e. CE, facility managers, other authorized customers).

1.5.3.6 Ability to retrieve product information by any of the fields required for receipts.

1.6 MISCELLANEOUS

1.6.1 GOVERNMENT FURNISHED COMPUTERS: The government will not provide computers. The contractor shall be responsible for furnishing their computers, software, support, internet, and all other items associated with their computers.

1.6.2 ELECTRONIC VENDOR PRICES AND ITEM CATALOGS: Prices available through the contractor's web based on-line ordering/purchasing system or electronic catalogs shall be in accordance with paragraphs 1.4.3. and paragraph 5.15. Actual published prices will be clearly documented in contractor-provided electronic product sites or catalogs. Vendor's product sites and catalogs shall not be exclusively created for Hurlburt Field and items that are not published publicly cannot appear in the sites or catalogs. Prices may adjust as changes are made to sites or catalog listings; however, the government will pay the amount listed on the date of order. The contractor shall publish all discounts on their web site and in the store(s).

1.6.3 POST-POST/BACKUP SYSTEM PROCEDURES: Post-post procedures are required when the computer systems are non-operational. The contractor shall comply with the base civil engineering post-post procedures if using the government approved Material Acquisition System (MAS) to ensure continuous service and inventory accuracy. If not using the government MAS, the contractor will provide procedures to ensure required information, documentation (to include receipts and invoices) and service is not interrupted.

1.6.4 CUSTOMER RETURN POLICY: The contractor shall provide a fully detailed merchandise return policy for any item purchased. Contractor shall honor their proposed merchandise return policy. This information will be made available with all purchases and will be tailored to type of product and reason returned. The contractor shall provide immediate reimbursement/credit on all store stocked items returned within 14 calendar days of issue. The contractor shall also negotiate reimbursement/credit, which may include restocking fees (not to exceed the product vendors actual fees), on all other items returned within 60 days.

Electronic invoices documenting returned items shall be clearly marked CREDIT. The electronic invoice shall include all mandatory information required by paragraph 1.12 -RECEIPTS and must be distinguishable in appearance from the original invoice. Any net credit amount must be enclosed in parenthesis 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 electronic invoices must be cross-referenced. Canceled/voided and "credit" electronic invoices must be given the same distribution and retained in the same sequence as regular electronic invoices. An exchange involving no change in price will also be documented in accordance with this paragraph. The contractor shall administer warranty work as required to ensure the government obtains full benefit from available warranty coverage. The contractor shall support the effective use of the warranty guarantee program.

1.7 HOLDING & STORAGE

1.7.1 INVENTORY MANAGEMENT: The contractor shall use the inventory management system of their choice to maintain the inventory of all store-stocked items sold to the government. Service will not be interrupted when maintenance is performed on computer systems (See paragraph 1.6.5 for Post-Post/Backup procedures). If the contractor's system is used exclusively, the contractor shall provide inventory listings LAW the paragraph 1.11-Reports and Listing requirements of this SOW. The contractor shall provide a method of separating normal COCESS items from Self-Help items.

1.7.2 Store Stock and Non-store Stock Items: The contractor shall provide store stocked and non-store stocked items in accordance with this SOW. The contractor shall maintain an inventory of materials in stock for immediate purchase. Non-store stock items shall be provided and delivered upon request.

1.7.3 Store stock inventory shall be maintained by an automated inventory management system capable of barcode/scanning of products, forecasting customer needs, trend analysis and determining store-stock levels. The sales register/computer shall be able to scan commercial bar codes and credit cards as required and retrieve product information by any of the standard invoice/receipt data fields. At contract completion, the contractor shall retain ownership of items that are store-stocked. However, the government reserves the right to purchase store-stocked items at contract completion.

1.7.4 Initial Store Stock Items: The contractor shall provide to the Contracting Officer or designated representative a listing (IAW the Reports and Listings section of this SOW) of proposed store stocked items no later than 10 calendar days after the award of the contract. It shall be the contractor's responsibility to determine the quantities and types of items to be initially stocked. For estimating purposes only. Appendix 2 provides the contractor with a listing of historical high-use items previously used by the government; however, this list is not all inclusive and may be used (by the contractor) for estimating the initial quantities and types of items only. The Contracting Officer and QAPC will review the listing and make recommended additions/deletions to the store stock within 20 (twenty) days.

1.7.5 STORE STOCK ITEMS, AFTER THE INITIAL PERIOD: Prior to the start of the contract, the contractor shall submit a proposed method for determining store stock items after the initial period in accordance with the contractor's proposed store stock plan and replenishment of store stock procedures. The Contracting Officer shall review the contractor's proposal and make recommended additions if needed for the contractor to implement. The contractor shall submit a listing of high use store stocked items to the Contracting Officer as stated in paragraphs 1.11-REPORTS & LISTINGS and 1.12 RECEIPTS.

NON-STORE STOCK ITEMS: The contractor shall provide non-store stock items. The list associated with the RFP is not all inclusive and may be used by the contractor for estimating purposes only.

1.7.6 BACKORDERS: If a store stock item is not immediately available, the contractor shall place the item on backorder. The contractor shall provide a listing of store stock items not in stock/available for immediate purchase to the Contracting Officer. (See paragraphs 1.11.5 and 1.11.7 REPORTING PROCEDURES)

1.8 HAZARDOUS MATERIAL:

1.8.1 Hazardous material includes all material hazardous to health, safety or the environment such as, but not limited to hazardous chemicals, hazardous substances, toxic chemicals and extremely hazardous substances, as defined by any of the following:

· 29 Code of Federal Regulation (CFR) 1910.1200

· 40 CFR Part 302, Table 302.4

· 40 CFR Part 355 with Appendices

· 40 CFR 372.65

· 49 CFR 172.101

· AFI32-7086, Hazardous Materials Management The contractor shall be responsible for knowing which materials are hazardous.

1.8.1.1 The contractor shall order and deliver hazardous materials as requested and approved by the Civil Engineer (CE) hazardous materials issue points. The contractor shall adhere to AFI 32-7086 pertaing to hazardous processing for Hurlburt Field.

1.8.1.2 IAW FAR 52.223-3, "Hazardous Material Identification and Material Safety Data", a material safety data sheet (MSDS) shall accompany each item of hazardous material issued or delivered by the contractor. The contractor will validate all MSDS received against their master MSDS file for update and changes. A copy of the MSDS will stay with the materials and be delivered to the issue points.

1.8.1.3 The Contractor shall handle and dispose of hazardous materials in support of this contract IAW AFJMAN 23-209, "Storage and Handling of Hazardous Materials", AFI 32-7086, "Hazardous Materials Management' and AFI 91-501, AF, "AF Occupational Safety and Health Standard' and IAW FAR 52.223-3, "Hazardous Material Identification and Material Safety Data". The contractor shall comply with federal, state and local requirements pertaining to properly using, labeling, storing, transporting and managing of hazardous material. The contractor shall provide all appropriate hazardous material storage containers. The Government is not responsible for hazardous waste generated by the contractor.

1.8.1.4 The contractor shall train all contractor personnel; contractor personnel shall be trained on the proper handling and storing of hazardous material by the contractor.

1.8.2 AFFIRMATIVE PROCUREMENT PROGRAM: The contractor shall adhere to the Affirmative Procurement Program specified in the Resource Conservation and Recovery Act (RCRA) section 6002 and Executive Order 13101 and the installation's pollution prevention program.

1.9 HAZARDOUS WASTE: Hazardous waste includes, but is not limited to, material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosiveness or flammability, or which is listed as hazardous waste by any of the following: 40 CFR Parts 260 to 279, HW regulations, Resource Conservation and Recovery Act (RCRA) Subtitle C, AFI 32-7042, "Waste Management" and the Hurlburt Field hazardous Waste Management Plan. Hazardous waste generation, collection, storage and disposal shall be managed IAW these directives.

1.9.1 The government's policy is to reduce the generation and thereby reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated as a result of the contract. The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall provide the base environmental management function data associated with any hazardous waste disposal action that would be required, i.e., data needed for waste characterization, transportation, storage, etc. Additionally, the contractor shall request and receive approval from the Civil Engineer environmental coordinator or the base environmental management functions prior to beginning any process that will generate solid waste.

1.9.2 Spill Prevention and Response: The contractor shall ensure all employees are knowledgeable on spill prevention procedures and capable of following required spill plans. If a spill does occur, the contractor shall take immediate action to contain it and report the incident to the Fire Department by dialing 911 from any base phone. The contractor shall also notify Civil Engineer Environmental section (CEV).

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

1.9.2.2 The contractor shall anticipate that governmental regulatory agencies, as appropriate, will hold the contractor responsible for cleanup and remedial action according to agency specification. The contractor shall be held responsible for cleanup and remedial actions for any spills that were caused by the contractor.

1.9.2.3 Spill cleanup using government resources will be charged to the contractor at an amount determined by the Contracting Officer, based upon actual costs incurred.

1.9.2.4 The contractor shall not store hazardous waste on Hurlburt Field.

1.9.3 OZONE DEPLETING SUBSTANCES (ODS): Government policy precludes the use of Class 1 ODS procurements. Class 1 ODS shall not be used in the design, manufacture, test, operation or maintenance of any system, subsystem, item, component or process.

1.9.4 PENALTIES AND FINES: Any penalties or fines levied against the installation due to the contractor's failure to comply with applicable federal, state or local laws concerning occupational safety, health, environmental to include hazardous material, hazardous wastes, spills or ODS shall be the responsibility of the contractor and reported immediately to the Contracting Officer.

1.9.4.1 Inspections and Compliance: The contractor shall comply with all applicable federal, state and local laws, regulations, codes, etc. The contractor will be subject to random and unannounced inspections by other federal, state and local regulatory or compliance agencies such as, but not limited to Environmental Protection Agency, Occupational Safety and Health Administration, etc. The contractor shall make the facility available to base Contracting, Safety, Fire, Security and federal, state and local occupational safety, environmental and health agencies at all times.

1.9.5 RECYLING PROGRAM: The contractor shall adhere to the installation's recycling program.

1.10 DELIVERY

1.10.1 AGREED DELIVERY DATE (ADD): The contractor shall deliver items according to the ADD. (See paragraph 5.1.)

1.10.1.1 ADJUSTED ADD: At the government's option, it may request an Adjusted ADD (See paragraph 5.2).

1.10.2 ESTIMATED DELIVERY DATE (EDD): Delivery dates may be modified in advance by mutual agreement. When the RDD cannot be met, the contractor shall notify the QAPC by annotating the order with the mutually agreed to revised delivery date, at least two days prior the RDD.

1.10.3 REQUIRED DELIVERY DATE (RDD): The contractor shall make every effort (to include using the government's recommended source(s)) to meet the customer's RDD. (See paragraph 5.2)

1.10.4 IMMEDIATE PICKUP AND DELIVERY OF ITEMS: When directed by the Contracting Officer or designated representative, the contractor shall be required to immediately procure and pick up items available in the local area within a 50 mile radius of Hurlburt Field AFB and deliver the item(s) to the COCESS. There will be no cost to the government for any items procured within the 50 mile radius.

1.11 REPORTS & LISTINGS: The contractor shall provide the reports and listings in an electronic (i.e. via Email or computer disc) format. The contractor's electronic reports shall be in a format that is compatible with the government's programs/software. The government shall specify the type(s) of programs/software formats (i.e. AF Approved Material/Environmental Systems, MS Word, MS Excel, MS Access, etc.) unless otherwise specified, the contractor shall submit to the Contracting officer within ten calendar days after the reporting period, the following reports:

1.11.1 HISTORICAL SALES AND INVENTORY DATA: Historical data shall also be used by the government for audit purposes, to establish estimated sales and budget data for future references, and to evaluate the contractor's ability to meet the performance threshold. The contractor shall maintain five (5) years of transaction history (three (3) years on-line and two (2) years off-line) with off-line data to be made available on-line within twenty-four (24) hours notification.

1.11.2 COCESS MONTHLY PRICE COMPARISON REPORT: The contractor shall provide a listing of all store stocked and non-store stocked (to include catalog items) items purchased in work order number sequence. The listing shall include (at minimum) the following information: CSL#, item's description, unit of issue, contractor's per unit price, final price sold to the government, percentage of discount, number of times item sold by unit of issue, receipt/TSN#, store stock/non-store stock with cumulative and individual totals per work order #. The contractor shall provide the report to the Contracting Officer no later than ten (10) consecutive working days after the end of the calendar month.

1.11.3 COCESS MONTHLY CUSTOMER INFORMATION REPORT: The contractor shall provide a listing of all items issued to all authorized customers. The listing shall include (at minimum) the following information: work order #, customer name, rank, item description, unit of issue, final price sold to government, quantity (total number of units issued), sub-total, cumulative total, office symbol, organization code, shop code, and facility number. The contractor shall provide the report to the Contracting Officer no later than ten consecutive working days after the end of the calendar month.

1.11.4 COCESS QUARTERLY PRICE COMPARISON REPORT: The contractor shall provide a listing of store stocked and non- store stocked items (to include catalog items) sold three or more times. The contractor shall provide the report to the Contracting Officer no later than ten consecutive working days after the end of the quarter. The report shall include a listing of proposed additions/deletions for review by the Contracting Officer. If the Contracting Officer determines the list is incomplete, the contractor will be notified to make the appropriate additions and return the updated list within five working days. The Contracting Officer shall review the list by line item within twenty (20) working days after receipt for discrepancies in pricing or possible missing items. If discrepancies are noted, the contractor shall explain the reason for the discrepancy to the Contracting Officer or designated representative in writing no later than 14 working days after notification. The listing shall include (at minimum) the following information: CSL#, item's description, unit of issue, contractor's per unit price, final price sold to the government, percentage of discount. The contractor shall provide a recommended list for addition/deletion of items, comments for the Contracting Officer's review.

1.11.7 TRACKING ORDERS NOT MEETING ADD LISTING: The contractor shall keep a listing for all orders/items not meeting the ADD. The listing shall include the customer's name, office symbol, item description, quantity, RDD, ADD, Adjusted ADD (if used), date item received and number of days not meeting the ADD. The contractor shall provide a daily report to the Contracting Officer or designated representative no later than 1000 hours each day for the previous day's activities. The contractor shall also provide a quarterly listing of all items not meeting the ADD for the entire quarter. The quarterly report is due no later than 10 consecutive working days after the end of the quarter. (See paragraph 1.11 REPORTS & LISTINGS and 1.12 RECIEPTS for listing requirements)

1.11.8 AUTHORIZED CUSTOMERS: Authorized customers will be limited to 1 SOCES and the 823 RED HORSE squadrons assigned to Hurlburt Field.

1.11.9 BACKORDERS LISTING: The contractor shall provide access to an on-line daily listing that has the current and accurate status of all backordered store stocked items to the QAPC as requested by the QAPC or authorized approval official. The backordered status provided shall as a minimum be in document number sequence, contractor purchase order number, vendor information to include vendor's name, address and phone, nomenclature, date ordered, required delivery date, agreed delivery date, customer information work order number and estimated total cost of each item.

1.12 RECEIPTS: The contractor shall provide the following items:

1.12.1 SALES SLIPS: The contractor shall utilize contractor-generated electronic invoices. Contractor-generated electronic invoices shall be used for sales of non-high-use items to authorized customers. All invoices must be clear and shall contain, at a minimum, the following information: customer ID number, company name, date, transaction serial number, work order number, shop code, organizational code, hazardous material ID name and code number, unique invoice number, CSL, product/item description, unit quantity, unit of issue, unit price, line-item cost sub-total, invoice total cost, date ordered, date received, customer printed name and customer electronic signature. The contractor shall annotate freight and delivery fees as a separate line on the electronic invoice. Copies of freight invoices shall be available at the time of delivery to the government. If the freight invoice is not available at the time of delivery to the government, the contractor shall generate a separate electronic invoice, reference the freight invoice and original electronic invoice.

1.12.1.1 Sales made to individuals not authorized in accordance with this SOW may result in nonpayment. Once the electronic invoice has been generated the authorized customer must approve it. Upon approval manipulation of the invoice should not be possible, hence a "Read-Only" format. If changes need to be made, they must be made on a separate invoice and approved by the customer. Unused portions of any physical sales slips or receipts will be lined out with a "Z" prior to signature. Separate electronic invoices will be prepared for each work order number combination. The contractor is responsible for completion of all electronic and physical receipts and invoices.

NOTE: Exchange items furnished by the contractor will be billed at the exchange price. The government will normally furnish the exchange item(s) at the time of sale; however, when the exchange item(s) is/are not available at the time of sale, a separate charge will be listed on the sales slip. A credit slip will then be processed according to paragraph 1.6.6 "CUSTOMER RETURN POLICY".

1.12.2 DISTRIBUTION: The contractor shall make available daily electronic documentation to the QAPC of all store stock item issues and turn-ins. Contractor-provided electronic invoices shall be provided to the QAPC not later than 1200 noon the next duty day. The contractor shall store electronic invoices to support the summary invoice. Distribution shall include any electronic invoices that may have been voided. No item should be entered on an electronic invoice until it is available for delivery, but if this occurs inadvertently, the item must be clearly documented on the electronic invoice and verified by the contractor or the contractor's designated representative and the authorized recipient.

1.12.3 INVOICING: The Contractor will submit monthly to the QAPC an original summary invoice and two copies. The last working day of the month is the cut-off date for invoices. A consecutively numbered listing of sales slips shall support the summary invoice. Reimbursement for premium transportation must be supported by copies of freight invoices and approval slips signed by the Contracting Officer or his/her designated representative. Each summary invoice must be signed by the Contractor or his designated representative annotating that the charges are true and accurate before payment can be made. When the GPC is used payment will be made at time of sale.

1.12.4 PREMIUM FREIGHT: The Contracting Officer or authorized government approval official must approve Premium Freight costs prior to ordering the item(s). Each summary invoice shall be annotated and signed by the contractor or his/her designated representative that the charges are true and accurate.

2. CONTRACTOR PERFORMANCE OVERSIGHT: The government shall monitor the contractor's performance by performing scheduled and unscheduled surveillance. The government may increase or decrease its surveillance as performance dictates. The Contracting Officer or designated representative may schedule progress meetings as required.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 DAMAGE TO GOVERNMENT FACILITIES AND PROPERTY: The contractor shall reimburse the government if details of formal investigation of fire or other related or unrelated structural damage result in pecuniary liability being assessed to the contractor. The contractor shall replace all damaged or lost government furnished equipment (GFE) and government furnished materials (GFM) at no cost to the government.

3.2 FACILITY AND EQUIPMENT: The items listed below will be furnished for use in the operation of the COCESS without cost to the contractor. The government furnished items listed below will not be used for any purpose other than filling the requirements of the contract.

3.2.1 The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment and materials shall be secured.

3.2.1.1 The contractor may be permitted to renovate, paint, erect shelving and signage or alter the interior of the facility at the expense of the contractor, but only with the approval of the Contracting Officer.

3.2.1.2 The contractor shall insure proper housekeeping of all interior and exterior storage areas, parking lots, buildings and fence lines. These areas shall be clean, free of trash, debris and other obstacles that present an aesthetic problem, create a safety or health hazard.

3.2.1.3 The government shall retain the right to make upgrades, repairs or changes to the utility and mechanical systems, structure, alarms and communications system.

3.2.1.4 KEY CONTROL: The government shall provide all facility keys and locksets.

3.2.1.4.1 Government provided facility keys and locksets: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. Government keys issued to the contractor shall not be duplicated unless approved by the Contracting Officer. The contractor shall develop procedures covering key control that will be included in the contractor's quality control system. The contractor shall immediately report the occurrences of lost or duplicated keys to the Contracting Officer or designated representative.

3.2.1.4.1.1 The CE locksmith will keep a master log of all keys.

3.2.2 PROPERTY/SERVICES/EQUIPMENT: The government shall provide facilities and basic utilities to the contractor. The proposed property, services and equipment are listed in Appendix 1. The contractor shall allow the QAPC and other designated government representatives, as listed in a separate document, access to all facilities.

at any time. List shall be updated as required. When the listing is updated, the document shall be signed by both the COCESS manager and the government representative. A copy of the updated document shall be submitted to the Contracting Officer within 10 days of receipt.

3.2.2.1 The government-furnished materials (GFM) will be returned at the termination of the contract in good condition and repair. The contractor shall maintain, repair and replace GFE and GFM items at the contractor's expense with items of similar construction, capacity, and style.

3.2.2.2 GOVERNMENT FURNISHED COMPUTERS: The government will not provide computers in support of this contract. The contractor shall be responsible for furnishing its own computers, software, support, etc.

3.2.2.3 FACILITY SECURITY: The contractor shall be responsible for security of the facility, storage yards, sheds and contents at all times.

3.2.2.4 EQUIPMENT INVENTORY: An inventory of Government Furnished Equipment must be done no later than five (5) calendar days before the start of the contract period, and no later than ten (10) calendar days before completion of the contract period including any option periods. The contractor and a government representative (identified by the Contracting Officer) shall conduct a joint inventory of all government-furnished equipment and the contractor shall sign a receipt for all equipment provided by the government. Items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The contractor and the government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

EQUIPMENT LOSS OR DAMAGE: The contractor shall immediately notify the Contracting Officer of any damaged, lost or stolen Government Furnished Equipment/Government Furnished Material (GFE/GFM). At the contractor's expense, any damaged, lost, or stolen GFE/GFM assigned to the contractor shall be immediately replaced with another item of exact or similar construction, style, make, color and specifications. All GFE/GFM damaged, lost or stolen items replaced by the contractor shall become government property. (Note: The contractor must be held responsible for any damaged, lost, or stolen GFE or GFM. If replaced by the contractor, the property (GFE/GFM) will become government property.

3.3 SERVICES: The government shall provide the following services unless otherwise noted:

3.3.1 Bulk trash removal: The contractor shall be allowed to use bulk trash containers for the purpose of disposing of store-generated trash. All hazardous materials shall be disposed of in accordance with federal, state and local laws, rules and regulations and base policy. The government's contract refuse collector will provide bulk trash containers and service. The government shall provide recycling containers.

3.3.2 Initial emergency medical treatment: The government shall provide initial medical treatment for life-threatening emergencies. It shall be the responsibility of the contractor or the employee to seek continued medical treatment if needed. The contractor or employee shall reimburse the government for all government-provided medical services. The emergency phone number is 911.

3.3.3 Fire-fighting services. The government shall provide fire-fighting capabilities. The emergency number is 911.

3.3.4 Utilities: The government shall provide basic utilities: gas, electricity, sewage disposal and water.

3.3.5 The contractor at his/her expense shall provide long distance telephone, Internet/Web service, and fax services.

3.3.6 The contractor shall perform all janitorial services, maintenance and repairs to the interior of the facility, unless otherwise directed by the Contracting Officer.

3.3.7 The contractor shall allow inspection by Base Security Forces, Safety and Fire Department and other federal and state regulatory agencies.

4. GENERAL INFORMATION

4.1 NORMAL BUSINESS HOURS: The COCESS store shall be open for business during normal duty hours; i.e., 06:45 A.M. - 3:30 P.M.