Warehouse_Services_PWS_draft.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

WAREHOUSE AND STORAGE MANAGEMENT SERVICES

Bldg 832, Maxwell AFB-Gunter Annex, Alabama

Dated 2 October 2019

BACKGROUND: The Warehouse and Storage Management Services provides a repository for all paper, digital, and physical products for the Air Force as a whole. This service includes training, recruitment, and testing materials. Additionally, this service includes the mailing of these materials to the designated users throughout the world.

1. DESCRIPTION OF SERVICES. The contractor will provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to receive, store, assemble/package, mail, and manage the inventory of educational and recruiting materials except for the government furnished property and equipment identified in Paragraph 9 and Appendices J, K, and L, located at the Headquarters Air University’s Material Distribution Center (MDC), Maxwell AFB-Gunter Annex, Alabama as defined in this PWS.

1.1. BASIC WAREHOUSE AND STORAGE MANAGEMENT SERVICES. Accomplish all warehouse and storage management tasks to meet the following requirements. Contractor is required to be fully operational on day one of contract.

1.1.1. Receipt of Materials. Inventory and receive mailings of educational and recruiting materials delivered to the AU MDC, along with any associated materials, e.g., flyers, leaflets, brochures, information sheets, etc. The contractor will not accept edible perishable items, hazardous items or items which are pose a safety concern such as explosive devices or guns or any other item prohibited by Air Force safety regulations. The contractor shall inventory all mailings and document receipt to include owning organization. Document damaged items prior to storage and provide a written or electronic report of all damaged items to include description of the damages, number of damaged items, order number, box number and copy of receiving document from product providers to the contracting officer’s representative (COR) as damages occur. The damaged product must be provided with the report. Also, contractor is required to provide a cumulative report for previous months, not later than (NLT) the 5th workday of each month. (A001)

1.1.1.1. MDC customers are required to have all material delivered to MDC, Bldg 832, Gunter Annex.

1.1.1.2. Notify all organizations of receipt of materials at MDC and maintain a copy of receipt notification documentation.

1.1.1.3. Material returned to the MDC will be placed back in stock, if appropriate and the inventory adjusted.

1.1.2. Inventory. Maintain inventory records, which are consistent in format, and are provided to respective owning organizations and COR Personnel at least once a month (A002)

1.1.2.1. Maintain education and recruiting materials and miscellaneous items inventories utilizing contractor provided web based inventory system. The contractor shall provide an inventory of all items once per month (A003)

1.1.2.2. Accuracy of inventory. Certify education and recruiting materials and miscellaneous items inventories ---monthly to ensure physical inventory and computer inventory are accurate within +/- 2 percent. Notify appropriate organization(s) of discrepancies and maintain a copy of all notifications. Maintain inventory records, which are consistent in format, and are provided to respective owning organizations at least once a month. (A004)

1.1.3. Mailing Requests. Receive mailing requests and label generation instructions from approved COR customer points of contact (POCs).

1.1.3.1. Mailing Labels. Receive mailing labels as agreed upon from label generation instructions. Maintain a copy of all label instruction sets for education and recruiting material mailings.

1.1.4. Assembly and Packaging of Materials. Assemble education and recruiting materials according to the approved COR customer POCs request. Package utilizing appropriate and cost effective packaging methods.

1.1.4.1. Quality of Packages. Ensure materials mailed contain all required items and are packaged in a way to protect items during mailing.

1.1.5. Mailing. Complete mailing, including any required postal or customs documentation as appropriate, along with any associated materials, e.g. flyers, leaflets, brochures, information sheets, etc., to accompany and to be inserted in materials as appropriate prior to mailing. Notify COR of mailing totals by close of business each day, the notification must include organizational name for example, Holm Center, number of packages, mailing cost and mailing carrier. All associated mailing and customer documents must be completed and a copy maintained. The contractor shall provide mailing costs, number of packages mailed per organization and mode of mailing. (A005)

1.1.5.1. Mailing Modes. Determine and utilize the most economical mode of mailing for materials in accordance with postal regulations and instructions. As required, coordinate and ship materials with the Freight Shipping and Receiving Section 42 Logistics Readiness Flight (LRF/LGRTF) providing all required documentation.

1.1.5.2. Weight Codes/Postal Rates. Update and maintain weight codes and postal rates in appropriate systems as required.

1.1.5.3. Postal Funds. Monitor funds used to mail packages via United States Postal Service (USPS), United Parcel Service – Mail Innovations (UPS-MI), and any other modes of delivery. Follow all written instructions setting postal fund threshold spending limits at the direction of the COR or Official Mail Manager.

1.1.5.4. Postage Verification. Comply with and perform the Mailer Quality Control Procedures for Itemized Manifest Postage Verifications listed in the USPS Manifest Mailing System Agreement as required.

1.1.5.5. Postal Records. Maintain postal and financial records and make available for audit by appropriate government officials or FedEx Ground (FEDEX), UPS, UPS-MI, USPS inspectors and COR, as needed.

1.1.5.6. Postal Documentation: Complete all required postal and customs documentation for educational and recruiting materials, when utilizing the USPS, UPS-MI, UPS, FEDEX and any other mailing modes.

1.1.5.7. Postage. The government will provide postage for all mailings associated with the performance of this contract. The contractor is forbidden from using government postage for any purpose other than what is stated in this contract unless authorized in writing by the contracting officer.

1.1.5.8. USPS Metered Mail: Package, address and place packages in Base Information Transfer System (BITS) pick-up bin to be processed by 42 FSS and mailed via US Postal Service. 42 CS will determine postal classification, postage amount and place appropriate postage on packages received through BITS for mailing via US Postal Service.

1.1.6. Salvage of Material. Coordinate with the approved COR and customer POCs to develop procedures for disposal of all education and recruiting salvaged materials. Salvaged educational and recruiting materials and discarded pallets are placed in appropriate receptacles for removal within 45 days of the request.

1.1.6.1. Coordinate with appropriate organizations regarding disposition of their salvageable materials.

1.1.7 Mailing Service Utilizing United States Postal Service (USPS) Partner Mail Service Provider UPS-MI

1.1.7.1 Mailing Rates. The contractor shall coordinate with the USPS partner mail service provider, UPS-MI, to provide pick-up, transport, postage, processing for delivery, and troubleshooting of packages that meet the service provider’s criteria. The contractor shall select the best "rate" provided for mailing.

1.1.7.2. The contractor shall provide a monthly report of mailing costs, number of packages shipped per organization and mode of shipment. (A005b).

1.1.8 Warehouse Management Software Application. Contractor must provide web based warehouse management software application that provides industry standard functionality to include receiving, inspection and acceptance of individual line items, stocking, picking, packing, mailing, inventory, documentation and reporting of all actions. The application must allow government personnel access with query and reporting functionality. If it is a cloud solution, it must be Federal Risk and Authorization Management Program (Fed RAMP) Level 2 Certified. Government will provide CSV file containing inventory line item numbers, item descriptions and number of items on hand. At the conclusion of the contract, all warehouse services data must be provided to the government in an appropriate format for reuse, such as a CSV file.

2. SERVICE INFORMATION

2.1. Each organization will submit a request for warehouse storage and management services to Le May Center.

The request will include: organizational point of contact, a description of materials to be stored and mailed; how mailing labels will be provided; frequency of mailings and automated information system used, for example Web Intensive New Gain System, (WINGS). Communications regarding warehouses services will be disseminated to customers by the COR’s respective Organization.

2.2. Each organization will provide packing lists for education and recruiting packages and individual mailing labels.

2.3. Mail requested materials within 10 business days after receipt of request or materials, whichever is later.

Customers may request an eexceptions expedited service through the COR. The COR will coordinate the exception with contractor to meet customer requirement. Include packing list with each order, as required. Mailing schedule shall be followed as long as funds are available to mail materials, otherwise they shall be packed, labeled and placed in holding area until funds become available.

2.4. Log All Mailings. Contractor shall maintain a log documenting the date of receipt and mailing for all educational and recruiting material orders received during the month.

2.5. Notification of Mailing of Materials. Contractor will be required to provide mailing tracking numbers and/or mailing cost to organizations; required when UPS is the mode of mailing. Otherwise, as requested from the organization.

2.6. Local Delivery and Pick-up. Organizations may arrange to pick-up materials from AU Material Distribution Center, Bldg 832, Gunter Annex by submitting a request which identifies the item(s), quantity required, and desired pick-up date. Base Information Transfer Center (BITC) mail service may be used to delivery Air University mailings, which do not exceed 70 lbs and are no larger than 180 inches long and 180 inches wide.

2.7. Unusual Request. Refer any unusual request for course materials to the COR for a decision concerning the release of the materials5. FREEDOM OF INFORMATION

SECTION 3 and 4 DELETED

5.1. Freedom of Information. Forward all request received under the Freedom of Information Act (so stated in the request) to the COR for forwarding to the FOIA Manager for appropriate action.

6. GENERAL INFORMATION

6.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure warehouse and storage management services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in Paragraph 7, Service Summary.

6.1.1. QUALITY CONTROL PLAN

The contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. One copy of the contractor's QCP shall be provided to the contracting officer and COR personnel no later than the pre-performance conference and an updated copy must be provided to the contracting officer and COR personnel as changes occur throughout the life of the contract. (A010)

6.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer’s Representative(s) (COR) to monitor performance to ensure services are received.

The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s quality control program and receipt of verbal or written complaints from AU customers. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on/off the installation. The contractor shall be responsible for initially validating customer complaints. The COR will provide a statement to the contracting officer regarding the validity of the complaint and making a recommendation for resolution. However, the contracting officer shall make the final decision regarding the resolution of the complaint.

6.3. HOURS OF OPERATION

6.3.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours. Operating hours are 0700 – 1600 hours, Monday through Friday, excluding federal holidays (or the day the government observes the federal holiday). To instigate a schedule outside of normal hours of operation the contractor must receive approval from the contracting officer by submitting a written statement identifying the circumstances, the start/stop times, the start/stop dates and the number of employees involved.

6.3.2. Federal Holidays/Warehouse Facility Closure. The Contractor will not provide routine services on federal holidays. The Contractor will not provide routine services during Department of Defense (DoD), AF or Wing-declared down-days, family days, or any event which results in warehouse facility closure. Note: for Squadron functions/emergency base closure, i.e. weather, contractors will not be reimbursed or paid for these events. Also, alternate duty location events will not be reimbursed.

6.4. EMERGENCY SERVICES. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. The contractor’s responsibilities for emergency support are the same for the items described in Paragraph 1, Description of Services. Emergency services are by exception only and require COR approval before hand.

6.5. EMERGENCY WORKLOAD PLAN. The contractor shall submit an Emergency Workload Plan to illustrate how the increased workload and mission change described in Paragraph 1, Description of Services, will be accomplished. (See Appendix B, Workload Data) (A011)

6.6. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities.

6.7. RECORDS. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Appendix A, Applicable Publications and Forms. If requested by the government, the contractor shall provide the original record or a reproducible copy of any such record within 5 working days of receipt of the request.

6.8. CONTRACTOR PERSONNEL

6.8.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person or alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer not later than the pre-performance conference. In addition to the above, the home/cell phone number of this person and an alternate, who shall act for the contractor when the contract manager is absent, shall be designated in writing to the contracting officer. Any change in the name or home/cell phone number of either party shall be communicated in writing to the contracting officer 24 hours in advance of the change if planned and within eight (8) hours of the occurrence if unplanned.

6.8.1.1. The contract manager or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

6.8.1.2. The contract manager or alternate(s) shall be available during normal duty hours within one hour to meet on the installation with government personnel (designated by the contracting officer) to discuss problem areas. After normal duty hours, the manager or alternate shall be available within four hours.

6.8.1.3. The contract manager or alternate(s) must be an American citizen able to read, write, speak, and understand English.

6.8.1.4. The contract manager and alternate shall be responsible for the overall performance of personnel and the operation and maintenance of assets that are required to satisfy the PWS as defined by this contract.

6.8.1.5. The contract manager or alternate shall conduct guided tours of the warehouse, as required. Contractor shall ensure that the warehouse presents a neat and orderly appearance prior to the start of each tour.

6.8.2. Contractor Employees. All employees shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing appropriate badges, which contain the company and employee names, however use of uniforms are not mandatory. All contractor personnel shall wear appropriate badges, which contain the company name and employee name on the outer garment. In addition, the name tags worn by the contract manager, assistant manager and supervisors shall indicate their job title.

The contractor shall be responsible for acquiring an appropriate number of badges to meet his/her needs at the contractor’s expense.

6.8.2.1. The contractor shall not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DOD 5500-7-R, Joint Ethics Regulation (JER).

6.8.2.2. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform. Their absence at any time shall NOT constitute an excuse for non-performance under this contract. Contractor must also develop process for ensuring gaps from personnel issues, retirements;

resignations, illness etc. do not affect the performance of the contract.

6.8.3. Conduct of Employees. The contractor is fully responsible for the performance and conduct of their employees at all times while performing under this contract. The contractor shall NOT allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

Security Forces and other law enforcement personnel on base have the right to deny entry to the base or remove from the base any contractor employee for misconduct, which endangers the health or safety of people or property or for reasons of security.

6.8.4. Employee Training. The contractor shall be responsible for all training.

7. SERVICE SUMMARY (SS)

Performance Objective

PWS

Paragraph

Performance Threshold

SS 01 Accuracy of Inventory 1.1.2.2.

2 defects are acceptable within +/- 2 percent threshold.

Lot size is 6 active line items in current inventory.

SS 02 Deleted Requirement

2.7.2. Deleted Requirement

SS 03 Log All Mailings 2.4.

2 defects are acceptable. Lot size is all educational material shipped during the month

SS 04 Deleted Requirement 2.7.3.1. Deleted Requirement

RESERVED

SS 06 Deleted Requirement 4.1 Deleted Requirement

8.0 REQUIRED DELIVERABLES

The contractor shall comply with the documentation requirements in the following CDRL table. All documentation shall be delivered to the Government in Microsoft Office-based Microsoft Word, Excel, or PowerPoint products in a mutually agreed to time.

Documentation shall be delivered in the formats and numbers specified in Table 8.1, Required Documentation Deliverables and in the DD Form 1423-1, Contract Data Requirements List’s (CDRLs). Deliverables shall be delivered in the timelines/phases presented in Table 8.1. The contractor shall be responsible for providing the following CDRL deliverables to meet the documentation requirements for services performed that are described in this PWS. The contractor shall prepare the documents below described as the CDRL dictates in accordance with the following list:

TABLE 8.1

CDRL Acronym Description Due Date From Contractor Quantity Due from Contractor

A001

N/A Receipt of Materials. (1) The contractor shall inventory all mailings and document receipt to include owning organization. (2) The contractor shall document damaged items prior to storage and provide a written or electronic report of all damaged items to include description of the damages, number of damaged items, order number, box number, and copy of receiving report from product providers to the contracting officer’s representative (COR).damages occur. The damaged product will be provided with the

(1)As damages occur. Submit to: COR Personnel

(2)Monthly – NLT 5th work day of each month, for preceding month and cumulative report for

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

A002 N/A Inventory. Maintain inventory records, which are consistent in format, and are provided to respective owning organizations at least once a month. PWS 1.1.2.

Provided to respective owning organizations at least once a month and COR Personnel.

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

A003 M-Item Status Report. The contractor shall provide an inventory of all miscellaneous items once per month (forms, envelopes, labels, etc.

PWS 1.1.2.1.

Monthly – NLT 5th work day of each month, for preceding month. Submit to: Applicable OPRs & COR Personnel

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

TABLE 8.1

CDRL Acronym Description Due Date From Contractor Quantity Due from Contractor

A004 N/A Accuracy of Inventory. Maintain inventory records, which are consistent in format, and are provided to respective owning organizations at least once a month. PWS 1.1.2.2.

Monthly – NLT 5th work day of each month, for preceding month. Submit to: COR Personnel or PDF) & 1 Hard Copy

A005a Mailing. The contractor shall provide mailing costs, number of packages mailed per organization and mode of mailing. PWS 1.1.5

Monthly – NLT 5th work day of each month, for preceding month and cumulative report for previous months of fiscal year. Submit to: COR Personnel

1 Soft Copy (word, excel or PDF) & 1

A005b

Mailing Utilizing USPS Partner Mail Service Providers. The contractor shall provide mailing costs, number of packages mailed per organization and mode of mailing. PWS 1.1.7.1

Monthly – NLT 5th work day of each month, for preceding month and cumulative report for previous months of fiscal year. Submit to: COR Personnel

1 Soft Copy (word, excel

Due from Contractor

A006 Deleted Requirement

A007 RESERVED

A008 N/A Deleted Requirement

A009 N/A Deleted Requirement

A010 QCP Quality Control Plan. The contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. One copy of the contractor's QCP shall be provided to the contracting officer and COR personnel no later than the pre-performance conference and an updated copy must be provided to the contracting officer and COR personnel as changes occur throughout the life of the t t PWS 6 1 1

NLT the pre-performance conference and as changes occur. Submit to: Contracting Officer and COR Personnel

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

A011 N/A Emergency Workload Plan. The contractor shall submit an Emergency Workload Plan to illustrate how the increased workload and mission change described in Paragraph 1, Description of Services, will be accomplished.

(See Appendix B, Workload Data). PWS 6.5

NLT the pre-performance conference. Submit to:

Contracting Officer and COR Personnel.

1 Soft Copy (word, excel

Due from Contractor

A012 CPMS Equipment Inventory Contract Property Management System (CPMS) Report. The contractor and government representative shall complete a joint inventory of government furnished equipment.

PWS 9.1.3

Annually – NLT 5 days before start of the contract, within 10 calendar days of the start of any option periods, and not later than 10 calendar days before completion of the contract period (including any option periods). Submit to:

Applicable OPR, Contracting Officer & COR Personnel

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

A013 N/A Repair Limits on Government Furnished Equipment Listed in Appendix K and L.

The contractor will maintain and repair all equipment listed in Appendix K and L.

Preventative maintenance will be at the contractor’s expense and billed as part of CLIN 0001. For all maintenance repairs the contractor will be reimbursed for these costs as part of CLIN 0002 Other Direct Costs (ODC).

The contractor will be reimbursed for all approved costs however, approval must be in writing before proceeding. If the repair is expected to exceed $500.00, the contractor is required to obtain 3 estimates and provide documentation to the COR for approval prior to repair. The contractor shall provide a major and preventive maintenance plan and inspection schedules. PWS 10.1.5.

The contractor shall provide a major and preventive maintenance plan and inspection schedules to the contracting officer and COR personnel on contract start date and as changes occur.

Submit to: Contracting Officer & COR personnel

1 Soft Copy (word, excel or PDF) & 1 Hard Copy

A014 N/A Workload Data. Required for preceding FY during the contract period. PWS 10.8

Annually – NLT 10 work days after end of fiscal year, for preceding fiscal year.

Submit to: COR Personnel

NOTE: For format and content, copies of previous reports will be provided, as required.

9. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The government will provide the facilities, equipment, and services listed here or in Appendices J, K, and L.

9.1. GOVERNMENT FURNISHED PROPERTY

9.1.1. Facilities. The government will furnish or make available facilities described in Appendix J.

Government facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified for which work-around have been established. Should a hazard be subsequently identified, the government corrects OSHA hazards according to base-wide government developed and approved plans of abatement taking into account safety and health priorities.

A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that work-around procedures will not be necessary or that the facilities as furnished will be adequate to meet the responsibilities of the contractor. Compliance with the OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor. Further, the government will assume no liability or responsibility for the contractor's compliance or noncompliance with such requirements, with the exception of the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities. Before any modification of the facilities performed by the contractor at his or her expense, the contractor must furnish the contracting officer documentation describing, in detail, the modification requested. No alterations to the facilities shall be made without specific written permission from the contracting officer. In the case of alterations necessary for compliance with the OSHA, such permission shall not be unreasonably withheld. The contractor shall return the facilities to the government in the same condition as received, fair wear and tear and approved modifications excepted.

The contractor is responsible to coordinate all work requests for assigned facilities (See Appendix K) through COR Personnel who in turn will submit them to the Thomas N. Barnes Center for Enlisted Education’s (BC) Facility Manager. These facilities shall only be used in performance of this contract.

Barnes Center for Enlisted Education will use the warehouse loading docks (room 182), 50 South Turner Boulevard, for receipt and mailing of items.

9.1.2. Equipment. The government will furnish the contractor the equipment listed in Appendices K and L.

9.1.3. Equipment Inventory. Utilizing the Contract Property Management System (CPMS), an inventory of government-furnished equipment must be done not later than 5 days before start of the contract, within 10 calendar days of the start of any option periods, and not later than 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. In the event of disagreement between the contractor and the government representative on the working order and condition of equipment, the disagreement shall be treated as a dispute under the contract “Disputes” clause. (A012)

9.1.4. Government-Furnished Equipment (GFE) (Appendix K&L The contractor will maintain and repair all equipment listed in Appendix K and L. Preventative maintenance will be at the contractor’s expense and billed as part of CLIN 0001. For all maintenance repairs the contractor will be reimbursed for these costs as part of CLIN 0002 Other Direct Costs (ODC). The contractor will be reimbursed for all approved costs however, approval must be in writing before proceeding. If the repair is expected to exceed $500.00, the contractor is required to obtain 3 estimates and provide documentation to the COR for approval prior to repair. The contractor shall provide a maintenance schedule and logs of all GFE to the COR. The Contractor must tag all broken or inoperative equipment as soon as identified by the Contractor or the COR. Maintenance by the contractor must be accomplished as soon as the defective equipment is identified. The contractor shall submit requests for replacement of equipment listed in Appendix K & L to COR personnel for processing. Such requests shall specify the reason for replacement along with three recommended sources of procurement with associated cost estimates.

EXCEPTION: The Automated Data Processing Equipment (ADPE) computers, (See Appendix L) are maintained or replaced as necessary by the government as determined by COR personnel with final decision made by the Contracting Officer. Listed equipment may be reduced as workload decreases.

(A013)

9.2. GOVERNMENT-FURNISHED SERVICES

9.2.1. Government-Furnished Utilities. The government will provide gas, electricity, and water. This includes all maintenance on the systems in the assigned facility and any replaceable items, e.g., gas heaters, light fixtures, building light bulbs, bathroom accessories, sinks, water facets, emergency shower, etc.

9.2.2. Telephone Services. The government will provide local, Class "A" telephone service.

Calls made from these phones will be restricted to contract business in the local area.

Defense Switched Network (DSN) is the Defense Communications systems worldwide, common-user system, designed to be the single long-haul voice communications system to satisfy all DoD and other authorized users. This service will be provided to the contractor. The contractor and the contractor employees will use class “A” and DSN service for the business purposes of fulfilling the responsibilities of this contract.

Contractor shall insure that contract personnel understand and maintain DSN discipline in accordance with guidance as shown in the current base telephone directory. Any long distance calls other than the authorized official local business Class "A" or DSN calls will be at the expense of the contractor. At the contractor's option and cost, the contractor may install one outside telephone line in the contractor's name.

9.2.3. Installation Distribution. The government will provide postal and electronically transmitted message service for official contract related correspondence and messages.

Also installation mail service, BITC, will be provided for pouch service to selected bases and for distribution of correspondence and educational/recruiting materials to Maxwell- Gunter AFB. Contractor shall prepare for BITC distribution all educational/recruiting materials, in accordance with BITC size and weight limits. Coordination between 42 CS- BITC Government Representative and MDC should be done via e-mail and all requests will be maintained and made available for Government Representative Inspection.

9.2.4. Custodial Service. Custodial services will be provided for Rooms 184 (rest room), 185 (break room), 186 (office), 191/193 (rest rooms), and 194 (warehouse administration) as based upon the Air Force Custodial Services schedule.

9.2.5. Refuse Collection. Refuse collection and disposal service will be provided.

9.2.6. Insect and Rodent Control. Insect and rodent control will be provided as needed, through entomology

9.2.7. Grounds Maintenance. Ground maintenance will be provided to include mowing, edging, and trimming the shrubs as based upon the Grounds Maintenance contract

9.2.8. Security Forces and Fire Protection. Emergency numbers are: Security Forces (911) and Fire Reporting from Base (911).

9.2.9. Equipment Maintenance. The government is responsible for maintenance on the following government furnished equipment (GFE):

9.2.9.1. Automated Data Processing Equipment (ADPE). The contractor shall contact Enterprise Service Desk when service or repairs are required on ADPE listed in Appendix K.

9.2.9.2. Electric Forklift Repair. The contractor shall contact 42 LRF, Maxwell AFB for service or repairs on the government furnished electric forklift listed in Appendix K.

10.0. CONTRACTOR PROVIDED SERVICES AND ITEMS. The Contractor will provide the services listed here and/or in Appendixes K and L. Except for those services or items specifically stated as Government-Furnished Property and Services, the contractor shall provide everything required to perform this contract according to all its terms. The following are specific items to be performed by the contractor; however, they are not inclusive of the contractor-furnished items and services, which are required to perform the contract.

10.1. Equipment Maintenance or Equipment Replacement

10.1.1 Contractor’s Responsibility. The contractor is responsible for maintenance of the government furnished equipment listed in Appendix K and for maintenance or replacement of government furnished equipment as necessary, listed in Appendix L as determined by COR personnel with final decision made by Contracting Officer.

The contractor shall provide a major and preventative maintenance plan and inspection schedules to the contracting officer and COR personnel. (A014)

10.1.2. Major Maintenance. Shall include repair of inoperable equipment, e.g., replacing component parts, filters, handles, hinges, belts, gaskets, etc. Parts necessary to complete the major maintenance will be reimbursed by the government once determined by the COR and approved by the Contracting Officer.

10.1.3. Preventive Maintenance. Shall include cleaning, (to include corrosion control) adjusting, ordinary lubrications, tightening of nuts and bolts, and preventative maintenance actions recommended by the equipment manufacturer. Contractor will be responsible for all costs associated with preventive maintenance.

10.1.4. Replacement Parts. The contractor shall furnish all replacement parts. Quality of parts shall be equal to or better than the parts in the equipment when the equipment was turned over by the government.

10.1.5. Repair Limits on Government Furnished Equipment Listed in Appendix K and L. The contractor will maintain and repair all equipment listed in Appendix K and L. Preventative maintenance will be at the contractor’s expense and billed as part of CLIN 0001. For all maintenance repairs the contractor will be reimbursed for these costs as part of CLIN 0002 Other Direct Costs (ODC). The contractor will be reimbursed for all approved costs however, approval must be in writing before proceeding. If the repair is expected to exceed $500.00, the contractor is required to obtain 3 estimates and provide documentation to the COR for approval prior to repair. During the performance of this contract, the Government will be responsible for replacement of GFP, once the property has reached its maximum life, usually determined as needing repairs in excess of the of replacement cost or needing repairs so frequently that it interferes with the successful accomplishment of services under the contract. The Contractor shall submit requests for replacement of GFP to the Government COR. Such requests shall specify the reason for the replacement request and justification for the continued need of such property. If replacement or repair costs are not available by the government, these items will be replaced or repaired as soon as funds are available. Replacement Requests for GFP shall require Government Documentation and submission of warranty claims to equipment supplies is the responsibility of the contractor. (A0013)

10.1.6. The contractor will be solely responsible for replacement for all government equipment that is damaged/destroyed due to negligence of the contractor or his/her employees.

10.1. Custodial Service. Contractor shall provide custodial services for rooms/areas as coded in Appendix K. The contractor shall clean the air curtains mounted between room’s 195 and 198, clean safety mats mounted on the rack supported mezzanine and on cross-over ladders, and clean and paint (touch-up) all cross-over ladders located in room 198, when required to maintain an acceptable level of appearance.

10.2. Debris Removal. Weekly, the contractor shall remove debris, such as pallets, in the ground around and adjacent to the warehouse. Pallets shall be place in pick-up receptacle when provided. Area of responsibility extends from the facility to the neighboring organizations’ common boundary, to the street center, or in the absence of a boundary or street, extends for a distance of 50 feet.

10.3. Personal Protection Equipment (PPE). As required, the contractor shall provide all personal protection equipment (PPE), i.e. hard hats, safety-toed shoes, etc., for warehouse employees. In addition, employees involved in electric forklift servicing and maintenance shall be provided rubber gloves, aprons, and face shields for use. The contractor shall provide all required personal safety items and distinctive clothing.

10.4. Expendable Supplies. The contractor shall provide all expendable supplies used to package and mail educational and recruiting materials. These supplies will include, but not limited to, tape, jiffy bags, boxes, mailers, , ink, postage tape, etc. An estimate of historical consumption of expendable supplies usage, for the period specified, is provided at Appendix F. This listing is provided for informational purposes only and may not be indicative of the description or total quantity of expendable supplies required to package and mail educational and recruiting materials. These costs are associated with the normal warehouse operations and will be included in CLIN x001.

10.5. RESERVED

10.6.1. RESERVED

10.6.2. RESERVED

10.6.3. The contractor shall provide an “On-Line Compatible” system. “On-Line Compatible” means that the system must connect electronically with FEDEX, UPS, and other available services and be capable of two-way data exchange between FEDEX, UPS, and other available services and the shipper i.e., the contractor.

The contractor shall electronically transmit manifests directly to FEDEX, UPS and other available services.

The “On-Line Compatible” system shall provide quick admittance to FEDEX, UPS and other available services to access information/services and tracking information. The Contractor must provide internet connection (Hot Spot) for mail processing station.

10.6.4 Contractor will maintain the scales associated with the production of the operational Manifest Mailing System to manufacturer’s specifications, if required. Contractor will request scale accuracy certification documentation through the equipment provider(s) at least once per year.

10.7 Management of Inventory. Contractor is responsible for resolving computer related problems associated with maintaining an accurate inventory of educational and recruiting materials.

10.8 Workload Data. Contractor shall provide workload data for preceding FY during the contract period to COR Personnel.

10.9 Mailing Costs. The Contractor shall pay for all mail cost incurred when utilizing mail services which are in partnership with the United States Postal Service, such as UPS-MI. Mailing will be done on an as needed basis.

Contractor shall be reimbursed for these costs using CLIN X003 (Mail Services) at a rate of actual cost + 5% Shipping and Handling Fee. Contractor will submit CLIN X003 separately in WAWF from CLINS X001 & X002 due to different lines of accounting. WAWF (CLINs X001, X002 will be processed by the COR and X003 will be processed by 42nd Force Support Squadron.

11.0. SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES

11.1. Contractor Notification Responsibilities: The contractor shall notify the contracting office within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor representatives.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph

11.2. Security Manager Appointment: The contractor shall appoint a security manager for on-base service performance. The security manager may be a full-time position or an additional duty position. The security manager shall provide employees with training required by DoDI 5200.01, DoD Information Security Program, Volume 3, Enclosure 5, and AFI 31-401, Information Security Program Management. The contractor will provide 42d Air Base Wing Information Protection Office with name and telephone number of the security manager.

11.3. Visit Request: Contractors participating in the National Industrial Security Program are authorized to use Joint Personnel Adjudication System (JPAS) in lieu of sending Visitor Authorization Letters (VALs) for classified visit to Department of Defense facilities and military installations. VALs are only required if the contractor isn’t using JPAS or if contractor personnel whom access level and affiliation are not accurately reflected in JPAS. However, some agencies may still require VALs to be submitted for access to their facilities.

11.4. Obtaining and Retrieving Identification Media: As prescribed by the AFFAR 5352.242-9000, Contractor access to Air Force installations, AFFAR 5352.242-9001, Common Access Cards (CAC) for Contractor Personnel, and FAR 52.204-9, Personal Identity Verification of Contractor Personnel, the contractor must comply with the requirements set forth in these guidance.

a. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

b. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes.

The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass. Government ID card holders may not use their credentials to sponsor an individual on to the base to perform work that’s been contracted to an official contractor.

c. Common Access Cards (CACs). For contractors who require a CAC, contractors shall provide a listing of personnel who require a CAC to the contracting officer. The government will provide the contractor instruction on how to complete the Trusted Associate Sponsorship Systems (TASS) application and then notify the contractor when approved. Contractor personnel shall obtain a CAC from the nearest Real Time Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF)). While visiting or performing work on installation(s)/location(s), contractor personnel shall wear or prominently display the CAC as required by the governing local policy.

d. During performance of the service, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

e. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Integrated Defense, and AFMAN 16-1405, Air Force Personnel Security Program.

f. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

g. All commercial vehicles will be directed to Gate 3 (Kelly St) or Gate 4 (Congressman Dickenson for Gunter) for processing through the Commercial Vehicle Inspection (CVI) Area, when operational. During non-duty hours and holidays, commercial vehicle inspections will be conducted at Gate 1 (Maxwell Blvd) or Gate 4 only. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

h. Failure to comply with these requirements may result in withholding of final payment.

11.5. Pass and Identification Items: The service shall ensure the following pass and identification items required for service performance are obtained for employees:

a. DD Form 1172, Application for Uniformed Services Identification Card (AFI 36-3026, Identification Cards For Members of The Uniformed Services, Their Family Members, and Other Eligible Personnel, and AETC Instruction 36-3001, Issue and Control of AETC Civilian Identification (ID) Cards).

b. DoD Common Access Card (CAC), (AFI 36-3026).

c. DBIDS card/pass (AF Form 75 may be used only if DBIDS is inoperable).

d. AF Form 1199, USAF Restricted Area Badge, or locally developed badge, if required.

11.6. Computer and Network Access Requirements: Contractor personnel that required access to unclassified government computers and operations systems (Automated Information Systems – AIS) will be designated as AIS-III – Non- sensitive Positions. Contractor personnel must submit a Tier 1 and the Tier 1 be favorability adjudicated before operating government furnished computer workstations or systems that have access to Air Force e-mail systems. These investigations shall be submitted by the government at no additional cost to the contractor. NOTE: Since the clearance process can take up to 18 months, contractor personnel may be issued a CAC before the process is completed after a favorable fingerprint return (3-5 working days). The contractor shall comply with DoD Manual 5200.02, Air Force Manual 16-1405, Air Force Personnel Security Program, AFI 33-119, Air Force Messaging, AFMAN 33-152, User Responsibilities and Guidance for Information Systems, requirements, AFMAN 33-282, Computer Security; AFSSI 7700, Emission Security (EMSEC) Program; and applicable AFKAGs, AFIs, and AFSSIs for Communications Security (COMSEC); and AFI 10- 701, Operations Security (OPSEC) Instructions, and Homeland Security Presidential Directive-12, requirements.

11.7. Unescorted Entry to Restricted Areas: Contractor personnel requiring unescorted entry to restricted areas designated by the installation commander shall comply with base access requirements; AFI 31-101, Integrated Defense, DoD 5200.2-R, and AFI 31-501, Personnel Security Program Management, as applicable.

Contractor personnel shall be the subject of a favorably adjudicated National Agency Check with Inquiries (NACI)…