DRAFT_COCESS_SOW_14_Apr_15.docx

Statement of Work

FOR

Contractor Operated Civil Engineer Supply Store (COCESS)

EGLIN AIR FORCE BASE, FLORIDA OFFICE OF THE BASE CIVIL ENGINEER

14 April 2015

PERFORMANCE WORK STATEMENT

Contractor Operated Civil Engineer Supply Store (COCESS)

TABLE OF CONTENTS

2. CONTRACTOR PERFORMANCE OVERSIGHT 15

5. DEFINITIONS 21

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 Eglin AFB, Florida (this includes servicing outlying areas of Duke Field, the Army Ranger Camp and remote sites on Okaloosa Island). The contractor shall acquire, issue, deliver, store, warehouse and inventory a variety of material, equipment, parts and supplies for construction, 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, ventilation, air conditioning & refrigeration, pipe fitting, carpentry, pavement & grounds maintenance, electronic monitoring, controls & alarms, painting, wall covering, floor covering, hardware, liquid fuels maintenance, power production, exterior electric, aircraft arresting systems (non-depot parts), water, waste water treatment & distribution and pest control trades. Also to provide a simplified method for authorized civil engineer personnel to purchase for pick up and/or delivery bulk base materials including, but not limited to, concrete, asphalt, limestone base, stone, crushed recycled concrete/asphalt, Class I & II Riprap, river gravel, river pea gravel, red clay, fill dirt; etc. 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 as outlined in paragraph 1.4.5.1, Fair and Reasonable Pricing.

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 and clear identification of pricing. Store-stocked items shall be easy to identify and locate.

1.3.5. Provide current and accurate status of all orders (including backorders) upon request.

1.3.6. Advise customers on customer return policy and methods and maintain electronic database and appropriate electronic and "hard paper copy" documentation as outlined in paragraph 1.5.3, Customer Return Policy.

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

1.3.8. Deliver materials as follows:

1.3.8.1. Provide items by the Government’s Required Delivery Date (RDD), Agreed Delivery Date (ADD) or by the Adjusted (ADD) when the delivery date is modified in advance by mutual agreement between the Government and contractor.

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

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

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

1.3.10. Provide timely and accurate reports and information in accordance with paragraph 1.10, REPORTS & LISTINGS.

1.3.11. Provide safe working conditions and environment for employees and customers in accordance with all applicable OSHA regulations.

1.3.12. Provide warehousing support for purchased items for Government work orders or purchase requests until the customer requests partial or full issue release in accordance with section 1.6, HOLDING & STORAGE.

1.3.13. Deliver material to applicable Government warehouse or other delivery point(s) designated by the Government at time of material receipt/issue.

1.4. ACQUISITION: Contractor shall perform acquisition, storage, 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 (GPC). 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/” (refer to paragraph 1.11.3, Invoicing).

1.4.2. Non-Obligation to Purchase: This acquisition is not a requirements contract. The customer, 96th Civil Engineer Group, reserves the right to purchase supplies and services from other commercial sources or federal contracts. It does not obligate or require performance from any other organizations within or affiliated with Eglin AFB 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) Required Delivery Date (RDD); (2) Agreed Deliver Date (ADD); (3) Adjusted ADD (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)).

1.4.3. Excusable Delays: The contractor will not be assessed with a negative evaluation comment on the annual Contractor Performance Assessment Report for 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), Contract Terms and Conditions—Commercial Items, 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 in accordance with below subparagraphs:

1.4.5.1. Fair and Reasonable Pricing: A method by which the contractor and Government can determine the cost of items. The intent of this term is to ensure the Government pays the fair and reasonable price for items that can be purchased within the local area (defined in paragraph 5.16, Local area). This does not limit the contractor from offering discount prices. If an item is not commonly supplied within the local area, the contractor shall perform a price comparison in accordance with paragraph 1.4.5.2, Price Comparison.

1.4.5.2. Price Comparison: The contractor shall use appropriate industry sources for obtaining information to compare prices. For the purposes of this SOW, industry sources are considered appropriate when the items and services meet all of the following conditions: (1) are exact or functionally the same to the items and services being purchased, (2) are the actual market retail price on the day of inquiry, and (3) are the predominate reason for which the business operates. Examples of appropriate industry sources are, but not limited to, TRA-SER Pro, home improvement centers, hardware stores, trade specific wholesale/retail stores, manufacturer catalogs, industry supply vendors, etc. For price comparison purposes, and if there is a dispute between the customer and contractor, the Contracting Officer shall determine if a source is appropriate. The Government may provide estimates from sources other than the Civil Engineer Material Acquisition System (CEMAS) (refer to paragraph 5.14, IWIMS/CEMAS). The contractor shall not consider either CEMAS prices or previous purchases using CEMAS prices plus their COCESS fees as exclusive Government estimates and shall not use CEMAS or previous purchases with their COCESS markup fees as a source for obtaining competitive pricing. The contractor shall compare prices by using the following methods:

1.4.5.2.1. Items equal to or less than $3,000: The price of any single item that is $3,000 or less shall be the price that is at the lowest cost to the Government.

1.4.5.2.2. Items between $3,001 and $10,000: If the price of any single item, including freight, costs between $3,001 and $10,000, the contractor shall use appropriate sources to obtain competitive quotes from a minimum of two different sources of supply. The lowest competitive quote shall be compared to the Government's estimate. If the difference between the Government estimate and the lowest competitive quote is 5% or less, the contractor shall purchase the item at the lowest competitive quoted price. If the price is greater than 5% of the Government's estimate, the contractor must obtain the Contracting Officer's approval before purchasing the item.

1.4.5.2.3. Items $10,001 or greater: If the extended price of a single item, including freight, is $10,001 or greater, the contractor shall use appropriate sources to obtain competitive quotes from a minimum of two different sources of supply. The lowest competitive quote shall be compared to the Government's estimate. If the lowest contractor's quote exceeds the Government estimate, the contractor must obtain the Contracting Officer's approval before purchasing the item.

1.4.5.2.4. Evaluating One Quote: For items where only one response is received, price fair and reasonableness can be determined by the methods described in FAR 15.4004-1(b) Price Analysis for Commercial and Non-Commercial Items. The contractor shall document method of determining price fairness and reasonableness for approval by the Contracting Officer. The contractor must receive the Contracting Officer's approval before purchasing the item.

1.4.5.2.5. Manufacture Suggested Retail Price (MSRP): The contractor shall not use the MSRP when comparing retail prices. When comparing prices, the contractor shall use the actual market retail price of the item as published, listed and sold to the public on the day of inquiry.

1.4.6. Freight On Board (FOB) Pricing: For all purchases, the contractor shall obtain Freight On Board (FOB) destination pricing when available from their sources of supply. The contractor shall consider freight and delivery fees when evaluating prices. The contractor shall make available freight invoices that correlate with items ordered other than FOB destination. Freight and delivery fees shall be listed as separate items on the electronic invoice.

1.4.7. Pricing Non-Recurring Items: The contractor shall offer fair and reasonable prices in accordance with terms and definitions in paragraph 1.4.5.1, Fair and Reasonable Pricing. If the contractor cannot meet the conditions in paragraph 1.4.5.1, the Government may exercise its rights under paragraph 1.4.2, Non-Obligation to Purchase.

1.4.8. Unpublished Non-priced Items: The contractor shall acquire and sell items in accordance with the terms and definitions of paragraph 1.4.5.1, Fair and Reasonable Pricing. If the contractor cannot meet the conditions of paragraph 1.4.5.1 and its subparagraphs, the Government may exercise its rights under paragraph 1.4.2, Non-Obligation to Purchase

1.4.9. Sources of Supply and Ordering: The contractor shall acquire items from merchants or vendors of its choice and should consider small and local businesses. The contractor shall use appropriate industry sources for obtaining information to compare prices (for definition of appropriate sources, refer to paragraph 1.4.5.2, Price Comparison).

1.4.10. 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 Contracting Officer with specification information on the substituted item(s). The Contracting Officer or appointee will determine if the proposed substituted or sole source/brand name item(s) is/are acceptable or unacceptable prior to the contractor ordering the item(s).

1.5. MISCELLANEOUS:

1.5.1. Government Furnished Computers: The Government will not provide computers for the contractor’s use. The contractor shall be responsible for furnishing their own computers, software, support, internet and all other items associated with their computers.

1.5.2. 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 are not interrupted.

1.5.3. Customer Return Policy: The contractor shall provide a fully detailed merchandise return policy for any item purchased. The 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 1.11, 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.

1.6. HOLDING & STORAGE:

1.6.1. 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 (refer to paragraph 1.5.2, Post-Post/Backup System Procedures).

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

1.6.3. 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.

1.6.4. Initial Store Stock Items: The contractor shall provide to the Contracting Officer or designated Government representative a listing of proposed store stocked items to include a separate hazardous material initial store stock list no later than 10 calendar days after the award of the contract. The listing shall include, at the minimum, Government CSL number (when available), noun, item description, unit of measure, manufacturer name for hazardous material items, manufacturer part number and estimated initial stock level. It shall be the contractor's responsibility to determine the quantities and types of items to be initially stocked. Refer to section 1.7, Hazardous Material, for approval requirements for stocking hazardous material. For estimating purposes only, Appendix B provides the contractor with a listing of historical high-use, non-hazardous items previously used by the Government. Appendix C provides the contractor with a listing of historical high-use previously authorized hazardous materials. These lists are not all inclusive and may be used by the contractor for estimating the initial quantities and types of items only. The Contracting Officer and/or designated Government representative will review the contractor’s initial store stock listings (hazardous and non-hazardous items), make recommended additions/deletions and provide approval/disapproval of initial hazardous material store stock items within 20 (twenty) calendar days.

1.6.5. Store Stock Items, After Initial Period: Prior to the start of the contract, the contractor shall submit a store stock plan to include a proposed method for determining store stock items and procedures for replenishment of store stock items after the initial store stocking period as outlined in para 1.6.4, Initial Store Stock Items. The Contracting Officer or designated Government representative shall review the contractor's proposal and make recommended additions/deletions, if needed, for the contractor to implement.

1.6.6. Non-Store Stock Items: The contractor shall provide non-store stock items. .

1.6.7. Trade Service Pro (TRA-SER Pro): The contractor shall provide access to Trade Service Company, LLC., TRA-SER Pro software product for the Government to utilize independent of the contractor. The contractor shall utilize the latest version of TRA-SER Pro at all times and ensure the Government has access to the latest version at all times. Access to the latest version of TRA-SER Pro shall be given to the Government within 30 (thirty) calendar days after of award of the contract.

1.6.8.. The contractor shall provide warehousing support for items stored in the Government holding warehouse and outside storage areas to include, but not limited to, the physical storage of material, issuing of material to customers, delivering issued material to customers as requested, assisting the Government with daily random inventories and assisting with resolving any inventory discrepancies as needed.

1.7. HAZARDOUS MATERIAL:

1.7.1. 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 references below. The contractor shall be responsible for knowing which materials are hazardous.

• 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

1.7.1.1. The contractor shall order, receive, stock, store, warehouse, issue, inventory and deliver hazardous material (HAZMAT) as needed to support authorized Civil Engineer customer requirements. The contractor shall obtain approval from the 796 Civil Engineer Squadron (CES) Unit Environmental Coordinator (UEC), 796 CES Chief of Logistics and/or designated HAZMAT Government representative prior to purchasing, stocking and/or issuing hazardous material.

1.7.1.2. Safety Data Sheet (SDS): In accordance with FAR 52.223-3, Hazardous Material Identification and Safety Data, a SDS shall accompany each item of hazardous material issued and/or delivered by the contractor. The contractor shall maintain a master SDS file and will validate all SDSs received against their master SDS file for update and/or changes.

1.7.1.3. Hazardous Material Store Stock Approval: The contractor shall submit for approval a list of all hazardous material, along with the corresponding Safety Data Sheets, that will be stocked by the contractor on the installation. The list shall include the product name, item description, manufacturer, unit of measure and maximum stock level for each hazardous material to be stocked.

1.7.1.4. Hazardous Material Storage: The contractor shall ensure all hazardous material is stored in a segregated and secure warehouse, not commingled with other store stocks, and shall not store any hazardous materials in the decentralized COCESS location at Duke Field. The Government furnished facility, building 650, is designated as an authorized hazardous material storage area (refer to Appendix A, Government Furnished Property, Services and Facilities).

1.7.1.5. Hazardous Material (HAZMAT) Issue and Labeling: The contractor shall obtain approval from the designated HAZMAT Government representative prior to issuing any hazardous material to CE customers. The contractor shall ensure the required hazardous material label is obtained and affixed by the designated Government HAZMAT representative to each hazardous material item before issuing and/or delivering hazardous material to CE customers.

1.7.1.6. Hazardous Material Handling and Disposal: The Contractor shall handle and dispose of hazardous material in support of this contract in accordance with (IAW) AFJMAN 23-209, Storage and Handling of Hazardous Materials; AFI 32-7086, AFMC Sup 1, Hazardous Materials Management; AFI 91-203, Air Force Consolidated Occupational Safety Instruction 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.

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

1.7.2. 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.

1.8. HAZARDOUS WASTE (HW): 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 EAFBI 32-7003, Hazardous Waste Management, to include all pertinent supplements to the above regulations and instructions.

1.8.1. 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 796 Civil Engineer Squadron Unit Environmental Coordinator or the base environmental management functions prior to beginning any process that will generate solid waste.

1.8.2. Spill Prevention and Response: The contractor shall ensure all employees are knowledgeable on spill prevention procedures and capable of following required spill plans to the extent necessary to protect them in the event of a spill or leak of a hazardous chemical from a sealed container in accordance with 29 CFR 1910.1200(b)(4)(iii), Hazard Communication. 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).

1.8.2.1. 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.

1.8.2.2. 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.

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

1.8.2.4. The contractor shall not store hazardous waste on Eglin AFB.

1.8.3. 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.

1.8.4. 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.

1.8.4.1. 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.

1.8.5. Recycling Program: The contractor shall adhere to the installation's recycling program. The contractor shall coordinate with the 96 Civil Engineer Group Installation Recycling Program Managers for specific installation recycling program requirements.

1.9. DELIVERY:

1.9.1. Required Delivery Date (RDD): The contractor shall make every effort to include using the Government's recommended source to meet the customer's RDD (refer to paragraph 5.20, RDD (Required Delivery Date)).

1.9.2. Agreed Delivery Date (ADD): If the contractor cannot meet the customer’s original RDD, the contractor shall deliver items according to the new ADD (refer to paragraph 5.1, ADD).

1.9.3. Adjusted ADD: The contractor may request an adjusted ADD if the original ADD cannot be met. At the Government's option, it may agree to the contractor’s requested adjusted ADD. The Government’s acceptance of the adjusted ADD obligates the contractor to deliver all items to the customer on or before this date (refer to paragraph 5.2, Adjusted ADD).

1.9.4. Estimated Delivery Date (EDD): Delivery dates may be modified in advance by mutual agreement between the Government and contractor. When the RDD cannot be met, the contractor shall notify the designated Government representative by annotating the purchase order with the mutually agreed to revised delivery date, at least 2 (two) days prior to the RDD. The new mutually agreed delivery date becomes the agreed delivery date (ADD) (refer to paragraphs 5.1, ADD and 5.10, EDD).

1.9.5. Immediate Pickup and Delivery of Items: When directed by the Contracting Officer or designated Government representative, the contractor shall be required to immediately procure and pick up items available in the local area within a 50 mile radius of Eglin AFB and deliver the item(s) to the COCESS receiving area or designated Civil Engineer shop. There will be no pick up/delivery cost to the Government for any items procured within the 50 mile radius.

1.10. Reports & Listings: The contractor shall provide the reports and listings in an electronic (i.e. via Email or compact disc (CD/DVD)) 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. MS Word, MS Excel; etc.). The contractor shall, unless otherwise specified, submit the following reports to the Contracting officer and/or designated Government representative within 10 (ten) calendar days after the designated reporting period:

1.10.1. Historical Sales and Inventory Data: The contractor shall maintain five (5) years of transaction history data (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. Historical data shall be requested and used by the Government, to include, but not limited to, for audit purposes, to establish estimated sales and budget data for future references and to evaluate the contractor's ability to meet contract statement of work requirements.

1.10.2. COCESS Monthly Price Comparison Report: The contractor shall provide a monthly listing of all store stocked and non-store stocked items purchased in work order number sequence. The listing shall include, at a minimum, the following information: work order number, CEMAS CSL number, identify if item is store stocked or non-store stocked, noun, item description, part number, manufacturer, unit of measure, Government purchase order document number (to include organization and shop code, Julian date and serial number), quantity of items sold, Fair Market Value (FMV) or TRA-SER Pro per unit sale price, price source (i.e., TRA-SER Pro or FMV), contractor's final per unit and extended price sold to the Government, percentage of any discount and cumulative unit and extended contractor sale price totals per work order number along with cumulative overall totals.

1.10.3. COCESS Monthly Customer Information Report: The contractor shall a monthly listing of all over-the-counter store stock items issued to all authorized customers in work order sequence. The listing shall include, at minimum, the following information: work order number, issue date, customer name, customer ID number, facility number for issues to facility managers, Government organization and shop code, CEMAS CSL number, noun, item description, part number, manufacturer, unit of measure, quantity sold, unit & extended price sold to the Government, and cumulative unit & extended price totals by work order number along with cumulative overall totals.

1.10.4. COCESS Monthly Store Stock Report: The contractor shall provide a monthly listing of store-stocked items in CSL number sequence. The listing shall include, at a minimum, CEMAS CSL number, noun, item description, part number, manufacturer, unit of measure, unit price, stock level, on hand balance, bin location and quantity sold year-to-date by calendar year.

1.10.5. COCESS Daily/Quarterly Government Purchase Orders Not Meeting RDD/ADD Report: The contractor shall maintain a list of all Government purchase orders not meeting the Government’s RDD (or ADD if adjusted). The contractor shall provide a daily report to the Government no later than 10:00 a.m. each day for the previous day’s activities in work order number sequence. The contractor shall provide a quarterly consolidated report no later than 10 consecutive working days after the end of the quarter in Apr, Jul, Oct and Dec. The contractor shall provide a “negative” daily/quarterly report if applicable. The report shall include, at a minimum, the work order number, customer/planner name, CEMAS CSL number, purchase order document number (to include organization and shop code, Julian date and serial number), noun, part number, quantity, unit of measure, RDD, ADD (if adjusted), date item was received, number of days not meeting RDD or ADD (if adjusted) and any contractor comments/mitigating factors.

1.10.6. COCESS Biannual Addition and Deletion Store Stock Report: The contractor shall provide a two-part, biannual listing in Jan and Jul, of non-store stocked items recommended for addition consideration and store stocked lines items recommend for deletion consideration for joint review by the contractor and designated Government representative for action. The list will be produced in two parts in CSL sequence as follows: Part One, “Recommended Additions” shall include non-store stocked items sold three or more times within the previous 6 months and shall include, at a minimum, CEMAS CSL Number, noun, item description, part number, unit of measure, unit price, number sold per month and cumulative number sold. The contractor shall provide an addition recommendation of “yes or no” with any applicable comments for Government review. Part Two “Recommended Deletions” shall include store stocked items with the number of items sold per month equal to zero over the previous 6 months and shall include, at a minimum, CEMAS CSL number, noun, item description, part number, stock level, on hand balance, unit price, date of last purchase and cumulative quantity sold over the previous 365 days. The contractor shall provide a deletion recommendation of “yes or no” with any applicable comments for Government review.

1.10.7. COCESS Biannual Hazardous Material Inventory Report: The contractor shall provide an inventory listing biannually in Jan and Jul, or more often as requested, of all hazardous material physically on hand in the contractor’s inventory. The listing shall include at a minimum the following information: CEMAS CSL number, noun/product name, description, manufacturer, unit of measure, unit price and quantity on hand.

1.10.8. The reports listed above are required a minimum. "Real-time" inventory systems and reports may be considered as strength for evaluation purposes, if considered beneficial to the Government.

1.10.9. For listings, reports and administrative documentation not listed in this section, the Contracting Officer shall determine the frequency when the contractor must deliver them to the Government.

1.10.10. CEMAS Access Identification (ID) Listing: Authorized COCESS CE customers shall be identified on the CEMAS generated, CEMAS Access ID listing. The Government shall provide the contactor an initial and updated copy of the COCESS Access ID listing on a monthly basis. Material Control (796 CES/CEOEM) will be responsible for updating and keeping the list current.

1.10.11. Civil Engineer (CE) Facility Manager Listing: Authorized COCESS CE and non-CE facility manager customers shall be identified on a CE Facility Manager Listing. The Government shall provide to the contractor an initial and updated copy of the listing on a monthly basis, or as deemed applicable, based on the number of facility manager appointment changes. The Requirements and Optimization (796 CES/CEOER) individual appointed to manage the base facility manager program will be responsible for updating and keeping the list current.

1.11. RECEIPTS: The contractor shall provide the following items:

1.11.1. 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: contractor’s company name, contractor unique invoice number, date sold, customer ID number for over the counter sales, work order number, organizational code, shop code, Government document number (consisting of Julian date and serial number), CEMAS CSL number, product/item description, hazardous material stock number (MSN), unit quantity, unit of issue, unit price, line-item cost sub-total, invoice total cost, and customer printed name and customer electronic signature for over the counter sales. 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 reference the original electronic invoice.

1.11.1.1. 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 1.5.3, Customer Return Policy.

1.11.2. Distribution: The contractor shall make available daily electronic documentation to the designated Government representative of all store stock item issues and turn-ins. Contractor-provided electronic invoices shall be provided to the designated Government representative not later than 12:00 noon the next work 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 and the authorized recipient.

1.11.3. Invoicing: The contractor will submit monthly to the designated Government representative, no later than the 10th calendar day of the month, 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 designated Government representative. Each summary invoice must be signed by the contractor annotating that the charges are true and accurate before payment can be made. When the Government Purchase Card (GPC) is used, payment will be made at time of sale.

1.11.4. Premium Freight: The Contracting Officer or designated Government representative must approve premium freight costs prior to ordering the item(s). Each summary invoice shall be annotated and signed by the contractor 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 Government shall also monitor and investigate customer complaints for the purpose of ensuring the contractor is providing quality service. The Contracting Officer or designated Government representative may schedule progress meetings as required.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

3.1. DAMAGE TO GOVERNMENT FACILITES 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. FACILITIES 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. Facilities: 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. The COCESS Store Manager or designated representative will be assigned as building custodian for the assigned facilities, storage areas; etc.

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 or designated Government representative.

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 and/or 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 systems.

3.2.1.4. Key Control: The contractor shall have a choice of either providing all facility keys and locksets or having the Government provide them.

3.2.1.4.1. Government provided facility keys and locksets: If the contractor elects to have the Government provide the 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. 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.

3.2.1.4.2. Contractor provided keys and locksets: The contractor shall provide to the Government a "master key" for the facility, storage sheds and storage yards if required by the base Security Forces or Fire Department or Contracting Officer.

3.2.2. Property, Service and Equipment: The Government shall provide facilities and basic utilities to the contractor. The proposed property, services and equipment are listed in Appendix A. The contractor shall obtain a license from the Eglin Real Property Management Office, 96 CEG/CEIAP (850-882-1348), for use of Air Force facilities, identified in Appendix A, at contract award of the COCESS contract in accordance with AFI 32-9003, Granting Temporary use of Air Force Real Property. The contractor shall allow the Contracting Officer and other designated Government representatives, as listed in a separate document, unescorted access to all Government provided facilities at any time. The contractor will produce and maintain a facility unescorted access listing. The list shall be updated as required. The access listing shall be signed by both the COCESS Store Manager and the designated Government representative.

3.2.2.1. Government-furnished material (GFM)/Government-furnished equipment (GFE) will be returned at the termination of the contract in good condition and repair. The contractor shall maintain, repair and replace GFM/GFE items at the contractor's expense with items of similar construction, capacity and/or 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 their 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 designated 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.

3.2.2.5. 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

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 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 shall be open for business during normal duty hours; i.e., 06:45 A.M. - 4:30 P.M. local time, Monday through Friday excluding federal holidays.

4.2. CONTRACTOR'S RESPONSIBILITIES:

4.2.1. Emergency Support: In the event of emergencies or contingencies as declared by the Base Commander or the Contracting Officer, the store shall be available for operations 7 days per week, 24 hour per day, if necessary.

4.2.1.1. The contractor shall ensure that sufficient personnel are available at all times during store hours, whether normal or emergency operations, to provide uninterrupted, across-the-counter sales and emergency requests, regardless of other normal daily work requirements.

4.2.1.2. Contractor Transition: The contractor shall provide a reasonable and realistic transition plan in accordance with…