Attachment 3 - PWS COCESS Final.pdf

Performance Work Statement (PWS)

CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE

(COCESS)

1 May 2025

1 DESCRIPTION OF SERVICES

1.1 BACKGROUND To provide a simplified method for Civil Engineer Squadron (CES) personnel and Facility Managers to purchase quality materials, tools and equipment used for work tasks, construction, recurring preventive maintenance, repairs and the Base U-Fix-it program. The Contractor shall be responsible for performing identified Inventory Technician (InvTech) transactions in TRIRIGA. The Contractor shall have a storefront located in behind the 1SOCES building on Hurlburt Field, FL. The store shall contain a variety of commercial and industrial products and stock high-use/critical/consumable materials for immediate purchase. Suggested high-use stock items will be identified. Store management and personnel shall provide quality customer service.

1.1.1 CE COCESS Warehouse/Bldg 90053/415 Independence Road, Hurlburt Field, FL. 32544. The COCESS store is a convenient source for the Contractor and authorized personnel to use for filling material requests. The store shall be stocked and managed by the Contractor. All items and materials in the store shall be the property of the Contractor until sold to authorized Government personnel. The Government will provide recommended high-use/recurring items for the store; however, it is the responsibility of the Contractor to decide which items to stock in the store.

1.1.1.1 COMMERCIAL MATERIALS. The typical areas of commercial materials include electrical, plumbing, heating, ventilation, air conditioning, refrigeration, sheet metal, welding, pipe fitting, carpentry, pavement, controls and alarms, painting, hardware, liquid fuels maintenance, power production, generators, water and waste treatment, pest control and general construction. This list is not all inclusive.

1.1.1.2 U-FIX-IT STORE. The U-FIX-IT program is intended for Facility Managers to perform minor maintenance and repair tasks that do not require special tools or technical expertise. Examples of U-FIX-IT tasks include changing light bulbs (ceiling height defined in the Facility Management Reference Guide or base Handbook), replace nuts/bolts/screws or facility hardware, replace switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc.

1.1.1.2.1 Facility Managers are authorized to obtain approved materials from the COCESS store with an approved U-FIX-IT Work Task. Approved items may be either store stock items and/or items procured through a Purchase Order. All U-FIX-IT Purchase requests will be approved by the Chief of Material Control (COR).

1.2 SCOPE. The Contractor shall provide all necessary labor, supervision, equipment, supplies, transportation and materials to support a Contractor Operated Civil Engineer Supply Store (COCESS) located on Hurlburt Field, FL. The Contractor shall source, purchase, receive, issue, deliver and stock a variety of materials, equipment, parts and supplies for construction and facility maintenance and repair for use by authorized Government personnel.

1.3 STORE STOCK OWNERSHIP. The Contractor shall own all store stock until sold to the government.

At contract completion, the Contractor shall retain ownership of store stock not sold to the government.

The government reserves the right to purchase the store stocked items at contract completion.

1.4 SPECIFIC SUPPORT SERVICES

1.4.1 FIRM FIXED PRICE. All items purchased on this contract are considered Firm Fixed Price (FFP). Sale prices shall include fully burdened prices that account for delivery/freight costs and/or pass through charges. Premium freight charges shall be approved separately by the COR prior to an item being placed on order.

1.4.2 PRE-PRICED ITEMS. Pre-priced items are defined as items found in the online pricing database(s) identified in Attachment 9, Pricing Discount Coefficient Table. During the initial solicitation of the contract, the Contractor shall complete a bid schedule for Attachment 9, Pricing Discount Coefficient Table to identify discount percentages for categorically assigned items.

1.4.2.1 For items listed in primary and alternate databases, the Contractor will discount the appropriate list price using a categorically proposed coefficient identified in Attachment 9. Multiplying the fixed coefficient for the appropriate category to the database’s listed price of the item at the time of sale will result in the sale price of the item to the Government. The Contractor may further discount an item below the calculated sale price at the Contractor’s own discretion. Contractor shall use the sale/list price when applying fixed coefficient’s (contractors shall not use any temporary clearance prices).

1.4.2.2 For items not listed in the pricing database(s), the Contractor shall follow the Non- Priced Items (NPI) procedures described in paragraphs 1.4.6 of this PWS.

1.4.2.3 Pre-priced items valued at or above $25,000 require approval from the Contracting Officer (CO) prior to purchase.

1.4.3 ONLINE PRICING DATABASE. Online pricing databases or catalogues (referred to collectively henceforth as “databases”) shall be used to calculate sale prices of items found within the database(s). The Contractor shall identify a primary and alternate database from the following list of optional databases to price items for each COCESS item category:

COCESS ITEM CATEGORIES CORRESPONDING DATABASE OPTIONS

1. HVAC https://www.grainger.com/ https://www.repairclinic.com/ https://www.ferguson.com/

2. Plumbing https://www.grainger.com/ https://www.ferguson.com/

3. Electrical https://platt.com/ https://www.grainger.com/ https://www.homedepot.com/ (Ft Walton, Store #6301)

4. Building Supplies (includes Lawn & Garden/Hardware) https://www.homedepot.com/ (Ft Walton, Store #6301) https://www.grainger.com/

1.4.3.1 The sale price of each item shall be determined by calculating the categorically specific discount coefficient for the item using Attachment 9, Pricing Discount Coefficient Table. Attachment 9 will identify a primary and alternate database(s) per category. If an item is located in the primary database, the item shall be sold for no more than the resulting categorical discount. If an item cannot be found in the primary database, the Contractor shall utilize the alternate database and sell the item for no more than the resulting categorical discount of the alternate database. See paragraph 1.4.2.2 for additional information regarding items not found in either the primary or alternate databases.

1.4.3.2 The utilization of online databases is for pricing purposes only. Contractors are not required to purchase items from any particular supplier or distributor, regardless of pricing database. See paragraph 1.4.2. PRE- PRICED ITEMS for additional information regarding the required use of online pricing database(s).

1.4.3.3 The Contractor shall seek agreement/concurrence with the COR when pricing what are believed to be categorically ambiguous items. If agreement on an item’s category cannot be reached by the Contractor and the COR, the Contractor shall request Contracting Officer determination for categorizing the item(s) in question.

1.4.4 INITIAL OPERATIONS REVIEW AND SUPPLEMENTAL PRICED ITEM (SPI) LIST. During the initial 30 calendar days following contract award, the Contractor and the COR may agree to add items not found in the proposed databases to a SPI List (Attachment 19 - CDRL A0010).

1.4.4.1 The COR will develop a pricing bid schedule for SPI items to submit to the CO for approval. The CO will send the item bid schedule to the Contractor to provide fully burdened prices. The items on the bid schedule shall include, at a minimum, the Inventory Item Number (if available), Item Name, item description, manufacturer part number and/or supplier’s part number, unit of measure, manufacturer name and estimated initial usage levels (for contract period of performance). Once the Contractor has returned the fully burdened bid schedule to the CO, the CO may issue a contract modification to incorporate the items into a SPI List.

1.4.4.2 The Contractor may also work with the CO during execution of the contract to periodically add commonly purchased items not found in the databases identified in Attachment 9, to the SPI List following the same procedures identified in paragraph 1.4.3.1.

1.4.4.3 The Contractor shall use Microsoft Office Excel to supply the COR with a current, electronic pre-priced store stock item listing within the first 30 calendar days of contract award. This listing shall include the name of the item, description, manufacturer (or supplier), manufacturer part number, and current item sale price. All “over-the-counter” items sold in the store must be priced in accordance with Pre-Priced paragraph 1.4.2 of this PWS. Any item pricing using database pricing procedures described in 1.4.2.1 shall have price verified at the date of sale to ensure a current, up-to-date sale price.

1.4.5 OFFLINE TRANSACTIONS. The Contractor may use an Off-Line Transaction Form (Appendix A) to document over-the-counter sales to expedite transactions. However, prior to 1200 noon on the following duty day, all transactions from the previous duty day shall be accurately documented in

TRIRIGA.

1.4.6 NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in Attachment 9, Pricing Discount Coefficient Table or any SPI List placed on contract in accordance with the procedures described in paragraph 1.4.3. No NPI “over-the-counter” sales are authorized. All NPI purchases under the micro-purchase threshold must be approved by the COR. All NPI purchases over the micro-purchase threshold must be approved by the CO. All NPI items shall be quoted at fully burdened prices, including core charges for batteries.

1.4.7 SOURCES OF SUPPLY. The Contractor shall acquire items from merchants or vendors of their choice. The Contractor shall use manufacturers and other industry sources for obtaining information to compare prices. The Contractor shall perform all research required to successfully procure all PO and GPC item requests.

1.4.8 DELIVERY. The Contractor shall accept deliveries at Hurlburt Field, FL. Alternate delivery locations are permissible but shall require approval from the COR prior to delivery. The Contractor shall inspect all boxes for damage prior to acceptance. Items addressed to COCESS shall be processed into the Contractor’s inventory or set aside until PO material requirements are complete. Notify the COR or his/her designated representative of all other items delivered to CES personnel. Upon request, the Contractor shall move and store items into the holding area of the Government Warehouse (GW).

1.4.9 CONTRACT ATTRIBUTES AND RESPONSIBILITIES. The Contractor shall follow instructions in the most current Material Control Reference Guide for processes and procedures for ensuring material control transactions are processed correctly. Unless otherwise stated, the following are mandatory attributes of this

PWS:

1.4.9.1 Perform InvTech responsibilities/tasks for material transactions in TRIRIGA as identified in the Material Control Playbook and the TRIRIGA Materiel Control Management Reference Guide.

1.4.9.2 Perform market research to provide fair and reasonable pricing in accordance with the Pre-Priced Items and Non-Priced Items processes.

1.4.9.3 Acquire items/materials from assigned TRIRIGA POs.

1.4.9.4 Provide items/materials within the RDD or ADD in accordance with 1.4.18.1.

1.4.9.5 Coordinate with COR for identified InvTech material transactions.

1.4.9.6 Accept deliveries of materials from shipping companies.

1.4.9.7 Process “Receipt” transactions in accordance with 1.4.20

1.4.9.8 Provide a customer-friendly COCESS store environment that presents a clean, organized and systematic product identification.

1.4.9.9 Sell COCESS store stock “Over-the-Counter” to authorized personnel in accordance with 4.2.9.4.1.

1.4.9.10 Advise customers on return policy and method in accordance with 4.2.9.5.

1.4.9.11 Provide a current status of orders (including back orders and materials with long lead time) upon request.

1.4.9.12 Maintain electronic database and appropriate electronic and hard copy documents.

1.4.10 Hazardous Materiel Receipt: Contractor shall utilize the EESOH-MIS to process receipt of hazardous material

1.4.11 Hazardous Material Labeling and Issue (if applicable). The Contractor shall utilize the approved hazardous material tracking system’s bar-coding functions to assign bar code numbers and print bar code labels (when required) when hazardous material is issued. The appropriate bar code label shall be affixed to each hazardous material container before issuance.

1.4.12 Processing Transactions. Processing of transactions within the EESOH-MIS and TRIRIGA is required for all PRs, POs, Issues, Receipts and PO Invoices. See the Materiel Control reference guide for instructions on how to perform these duties.

1.4.13 Hazardous Materiel Exemption List (if applicable). All items approved for the Hurlburt Field Hazardous Material Exemption List do not require input into EESOH-MIS.

1.4.14 WARRANTIES. The Contractor shall provide the original warranty documents to the COR at the time of sale and keep a copy on file for one year.

1.4.15 SALES TICKETS. The Contractor shall utilize a Contractor-generated sales ticket. This sales ticket shall be used for sales of all items sold “over-the-counter” and for items sold on POs for work tasks/PR items.

1.4.15.1 Sales tickets must include the following information, at a minimum:

- Contractor’s company name

- Contractor’s unique sales ticket number

- Date sold

- PO identification number

- Work task number

- Inventory item number (if available)

- Line-item description (including manufacturer and part number)

- Unit quantity

- Unit price

- Item extended total (quantity multiplied by unit price)

- NPI freight costs on a separate line (if applicable)

- Sales Ticket total cost

- A line for printed customer name and signature

1.4.15.2 Freight Tickets. The Contractor shall retain all original freight tickets. The Contractor shall make two

(2) copies of any NPI shipping/freight tickets/invoices showing freight costs over $20. One copy shall be distributed to the COR daily and the second copy shall be collected for the month to accompany the summary of sales report to the CO.

1.4.15.3 Sales Ticket Distribution. The Contractor shall retain all original sales tickets. The Contractor shall make two (2) copies of all sales tickets. One copy shall be distributed to the COR daily and the second copy shall be collected for the month to accompany the summary of sales report to the CO.

1.4.16 REQUIRED REPORTS AND LISTINGS. The Contractor shall provide the reports and listings in an electronic format. The Contractor shall use a format that is compatible with the Government’s software (e.g.

Microsoft Word, Excel, etc.). The Contractor shall submit reports and listings within specified time frames for each report.

1.4.16.1 DAILY SALES TICKETS. The Contractor shall submit copies of the Contractor generated daily sales tickets to the COR not later than 0900 on each duty day for the previous duty day’s sales. This includes all PO and over-the-counter sales. If freight is over $20, a copy of the vendor invoices shall be included (once received). The daily sales tickets shall be reconciled against the monthly summary of sales report prior to invoice payment.

1.4.16.1.1 The Contractor shall collect the daily sales tickets and all vendor invoices showing NPI freight charges. Copies of these documents shall be submitted to the COR and CO at the end of each month to support the sales shown on the monthly summary of sales report.

1.4.16.2 MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the COR and CO. This report is due no later than the fifth duty day of the month for the previous month. The summary report shall show the date range of sales (beginning to end of previous month), the range of sales ticket numbers (beginning and ending) and have separate totals for all applicable POs. The report shall also identify whether an item’s price was calculated using Attachment 9, Pricing Discount Coefficient Table, or the SPI or NPI processes described in Section 1.4.3. If Attachment 9 pricing was used, the report shall document the category of the item, applicable pricing database, and corresponding coefficient used to determine the final sale price. If the item was priced using the NPI process described in paragraph 1.4.3 of this PWS, the report shall document the date the item was approved for sale by the COR or CO depending on the price of the item (under the micro-purchase threshold items are approved by the COR, over the micro-purchase threshold items are approved by the CO).

1.4.16.3 COCESS STORE STOCK LISTING. The Contractor shall submit an Excel listing of all items available in the COCESS Store to the COR. This report should be sent electronically to the COR within 30 calendar days of the beginning of the contract and as changes are made (Attachment 10 - CDRL A0001). All store stock items shall be input into TRIRIGA in accordance with the TRIRIGA Materiel Control Management Reference Guide with a quantity of zero.

1.4.16.4 EMPLOYEE LISTING. The Contractor shall submit a listing of all Contractor employees on Hurlburt Field, FL to the COR and CO. The listing shall also include phone contact information for after duty hours for the COCESS Store Manager and alternate manager. This report shall be sent electronically to the COR and CO within five (5) duty days from the start of the contract and as changes are made (Attachment 11, 12 &

13 - CDRL A0002, A0003 & A0004).

1.4.17 RECORD KEEPING AND INSPECTION. The Contractor shall maintain all sales record files including freight charges and supporting documents for the entire order period of this contract. Upon completion or termination of the contract, the Contractor shall turn these records over to the Government.

1.4.17.1 All records are subject to the Freedom of Information and Privacy Act. The Contractor shall immediately make these records available to the COR or CO upon request for review/inspection

1.4.17.2 The Contractor shall keep these items current and maintain and dispose of them IAW the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, Chapter 6. The COR can provide further guidance and referenced instructions upon request.

1.4.18 DELIVERY. The Contractor shall accept deliveries at Hurlburt Field, FL. Alternate delivery locations are permissible but shall require approval from the COR prior to delivery. The Contractor shall inspect all boxes for damage prior to acceptance. Items addressed to COCESS shall be processed into the Contractor’s inventory or set aside until PO material requirements are complete. Notify the COR or his/her designated representative of all other items delivered to CES personnel. Upon request, the Contractor shall move and store items into the holding area of the Government Warehouse (GW).

1.4.18.1 REQUIRED DELIVERY DATE (RDD). Work Tasks in TRIRIGA will identify RDDs for individual items or material required for purchase. The Contractor shall not input, edit, or adjust the RDDs in TRIRIGA. RDDs will be based on one of the following three material requirement classifications:

1.4.18.1.1 Emergency requirements. Requirements for corrective maintenance work materiel requests that must be available immediately. Emergency work is designed to mitigate the emergency but not necessarily restore to the operating condition prior to the emergency event. The Government will provide a list of any recommended specialty items and desired stock levels to communicate items that are anticipated to be required for immediate over the counter issue. Some items such as electrical transformers, breakers, or utility valves may require stocking to assure immediate availability for emergency responses that are integral to restoring service to a wide number of customers. Emergency requirements must have an agreed Delivery Date (ADD, see paragraph 1.4.18.1.4) within 24 hours of requirement notification.

1.4.18.1.2 Plant Operations or Preventative Maintenance. Requirements for items or materiel repetitively purchased throughout the year. Such items are used to support plant operations or preventive maintenance and shall be available for issue from the store within 48 hours of request. The Government will provide the contractor with a list of these items which are strongly encouraged for store-stock in order to ensure the 48-hour RDD requirement is met.

1.4.18.1.3 Scheduled Sustainment and Enhancement Work. All other requirements for items or material are considered Scheduled Sustainment and Enhancement Work will be 14-days..

1.4.18.1.4 AGREED DELIVERY DATE (ADD). The ADD is an adjusted delivery date agreed to by the Contractor and the Government’s authorized customer in instances when the Contractor cannot meet the RDD or proposes an adjusted delivery date to obtain better pricing. If an ADD is established for an item, the Contractor shall complete delivery of the specified ADD. TRIRIGA does not provide an option for an ADD; therefore, the Contractor shall request revision of the RDD in TRIRIGA by the COR or CO when appropriate. Under no circumstances shall the Contractor adjust the RDD in TRIRIGA.

1.4.18.1.5 ESTIMATED DELIVERY DATE (EDD). Per the Materiel Control Playbook and Reference Guide, if the Government requests an EDD, the Contractor shall provide the EDD within 1 duty day from the time of the initial request/purchase order is received. TRIRIGA does not use EDDs, so this process would be performed entirely outside of the TRIRIGA system, by either email, phone call, or face-to-face interaction.

1.4.18.1.6 OPTION TO CANCEL. 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) RDD (2) ADD or (3) Competitive Price. These occurrences will be recorded in the Contractor Performance Assessment Reporting System (CPARS).

1.4.18.1.7 EXCUSABLE DELAYS. The Contractor’s performance rating will not be negatively impacted for late deliveries caused by excusable delays. Excusable delays are the result of events 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 and delays of common carriers. See FAR clause 52.212-4 (f) for additional information regarding excusable delays.

1.4.18.1.8 EMERGENCY PICK-UP AND DELIVERY. Occasionally, COR may require the Contractor to immediately procure and pick-up item(s) available in the local area within a 50 miles radius of Hurlburt Field, FL and deliver the item(s) to the COCESS receiving area. There will not be a pick-up/delivery cost to the Government for any items procured within the 50 miles.

1.4.19 HOLDING AND STORAGE. Upon Acceptance of an item by the Government, the Contractor shall update TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide. The Contractor shall be responsible for holding items in storage for work tasks until all items have been received for the corresponding task. Partial release or distribution of items to authorized users prior to the Government’s Acceptance of all work task items will require written authorization from the COR.

1.4.19.1 Government accepted items may require holding beyond completed delivery of the work task order. The Contractor shall store such items in Building 90053 Material Control Warehouse and identify the item’s location in TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide.

1.4.19.2 The Contractor shall be responsible for replacing lost or misplaced Government Property that is lost or misplaced within a Contractor controlled facility or area. As outlined in paragraph 3.1 of this PWS, Area 1 is designated exclusively for contractor use and Area 2 will be designated as shared use by the contractor and government. Materials or property stored in Area 2 is not a Contractor controlled area and does not fall under this provision. The Government reserves the right to access and use all on-base warehouse facilities as necessary.

1.4.20 DOCUMENTING RECEIPT OF ITEMS. The Contractor shall process receipt of all items in EESOH-MIS, IAW AFI32-7086, Hazardous Material Management and and TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide and paragraph 5 of this PWS. The

Contractor shall also provide paper copy receipt to authorized users upon Government Acceptance of an item, to include over-the-counter sales referenced in Section 4.2.9.4.1 of this PWS. Daily sales reports shall be submitted to the COR prior to 1200 noon on the following duty day. At a minimum, daily sales reports shall include the information categorized in Appendix A.

1.4.20.1 CORRECTIONS AND ADJUSTMENTS. Minor pen and ink changes on original sales slips shall be initialed by the contractor and verified by the COR. Corrections may also be itemized on a separate sales slip and cross-referenced to the original sales slips. The paperwork should reflect the materials were inspected by the appropriate Government representative and signed off as being received by the Government for payment.

1.4.20.2 CREDITS: Sales slips documenting returned items shall be clearly marked "CREDIT." Any net credit amount must be easily identified (via parenthesis, font color, etc.) 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 sales slips must be cross-referenced. Canceled/voided and "credit" sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price will also be documented in accordance with this paragraph.

2.0 DELIVERABLES

DATA

Item Number

PWS Paragraph Title Delivery Date/Description

A0001 1.4.16.3 Attachment 10 - COCESS Store Stock Listing

Due within 30 calendar days of contract start

A0002 1.4.16.4 Attachment 11 - Employee Listing Due 5 duty days from contract start and as changes are made

A0003 4.1.1 Attachment 12 - Emergency Support Within 30 days of contract start

A0004 4.2.1.1 Attachment 13 - On-Site Store Manager Due 10 calendar days of contract start

A0005 4.2.6.1 Attachment 14 - Tririga Access Completed within 30 days of starting work

A0006 5.2.6 Attachment 15 - Final Report Due 10 Duty days following contract termination/completion

A0007 5.2.7 Attachment 16 - Contractor Environmental Awareness Training

Completed 30 days of work start

A0008 4.2.15 Attachment 17 - Contractor Transition Due 10 Calendar days after award

A0009 4.2.17 Attachment 18 - Phase-Out Plan Due 30 Calendar days after contract award

A0010 1.4.4 Attachment 19 – Supplemental Priced Item List (SPI)

Due 30 Calendar days after contract award

SERVICES SUMMARY

# Performance Objective PWS Reference

Performance Threshold

1 Customer Service 1.1

No more than 2 valid complaints of non-compliance or unwillingness to perform duties within contract per 100 customers served.

TRIRIGA InvTech Roles and Responsibilities Compliance

1.4.9.1.

and 4.2.2 90% of the time

Contractor Training Compliance

4.2.2.6, 4.2.3, 4.2.5, 4.2.6 – 4.2.6.5

100% on time

Premium Freight and Transportation Charges COR Approval

1.4.1., 4.2.7.2., 4.2.8.4, 98% of the time

Items>$25K CO Approval

1.4.2.3 100% of the time

Off-Line for Over-the- Counter Sales updated next duty day

4.2.9.4.1,

4.2.9.4.2. 100% of the time

NPI Quotes Received on Time

4.2.7.3.

100% of the time

Hazardous Material Approval Compliance

4.2.8.3.

100% of the time

9 "Like-Item" Substitutes Approval

4.2.2.3., 4.2.8.5.

100% of the time

Contractor’s Merchandise Return Policy Compliance

1.4.9.10, 4.2.9.5.

98% of the time

Provide Items by Required/Agreed Delivery Date for All Requirement Categories. Provide Estimated Delivery Date Upon Request

1.4.9.4 100% of the time

Performs Receipt and Issue Transactions in TRIRIGA and EESOH- MIS to Authorized Users

1.4.9.7, 1.4.10,1.4.1 2,1.4.20

90% of the time

Hazardous Material Labeling and Transaction Processing

1.4.10

1.4.11 98% of the time

Warranties Provided to COR and Copy Kept on File for 1 Year Compliance 1.4.14 98% of the time

Sales Ticket Processing and Compliance

1.4.15.

100% of the time

Required Reports and Listings Compliance

1.4.16 98% on time and in correct format

Record Keeping and Inspection Compliance

1.4.17.

98% of the time

COCESS Store Hours of Operation and On-Site Manager Availability Compliance

4.1 – 4.1.4 98% of the time

Hazardous Material Spill Response Compliance 5.2.4 100% of the time

2.1 COR SURVEILLANCE. The COR will inspect and evaluate the Contractor’s performance objectives to ensure materials are received in accordance with requirements set forth in this PWS. The COR will inspect by validating actual work performance, checking management information reports, investigating customer complaints, conferring with facility managers or otherwise inspecting the task results to determine whether performance meets the standards contained in this PWS. The COR may use a random inspections and customer complaints to perform surveillance. Results of the surveillance will be recorded and become the official Air Force record of the Contractor’s performance. The COR is authorized to designate personnel who are authorized to obtain materials from the on-base store. The COR performs technical surveillance over the operation of the store and performs other duties as authorized and required by the CO.

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government furnished items listed below will not be used for any purpose other than fulfillment of the requirements of this contract.

3.1 FACILITIES. The Government will provide a portion of the Government warehouse facility and basic utilities at Building 90053. The inside space is approximately 3400SF, office space is approximately 408SF and unsecured outside space is approximately 600SF (Area 1). Area 1 will be designated exclusively for contractor use. The Contractor shall return the property to the Government in the same condition as received, fair wear and tear and approved modifications are acceptable. A second area, approx. 5,000 SF will be provided for use as a holding area (Area 2). Area 2 will be designated as shared use by the contractor and COR(s).

3.1.1 The Contractor shall allow the COR access to area 1 during normal duty hours (M-F, 0630-1530).

3.1.2 SERVICES

3.1.2.1 Telephone Service. The Government will only provide base and local commercial telephone service. The Contractor is responsible for long distance service, fax and internet service for Contractor provided computers. These services shall be at the Contractor’s expense.

3.1.2.2 Security, Fire and Medical Services. The Government will provide police and fire protection on Hurlburt Field, FL. In the event of a medical emergency, call “911” for transportation of an injured employee to the local hospital. The Government will provide emergency medical treatment on site for life-threatening emergencies only until a civilian ambulance arrives.

3.1.2.3 Trash Removal. The Contractor shall be allowed to use trash dumpsters for the purpose of disposing of store-generated trash. All trash accumulated in the office and “store stock” areas shall be taken to the dumpster by Contractor personnel.

3.1.2.4 Recycling Program. The Government will provide cardboard and other recycling containers at 1 SOCES/bldg 90053 for joint use of Government personnel and Contractor personnel.

3.1.2.5 Utilities. The Government will provide basic utilities of gas, electricity and water. The Contractor shall observe conservation practices as regards the use of Government utilities. The Contractor shall instruct employees in utilities conservation practices.

3.1.3 DAMAGE TO GOVERNMENT FACILITIES AND EQUIPMENT. The Contractor shall reimburse the Government if details of formal investigation of fire or other related or unrelated structural damage result in pecuniary liability assessed to the Contractor. The Contractor shall replace all damaged or lost Government Furnished Facilities, Government Furnished Equipment and Government Furnished Materials at no cost to the Government.

3.1.4 GOVERNMENT LIABILITY. The Government shall not be liable for any loss or damage to the Contractor's property including stock or for expenses incidental to such loss or damage.

3.2 EQUIPMENT. The Government may furnish existing shelving and counters in the warehouse in “as is” condition. Office items, listed as three desks, a table, four filing cabinets, and 2 metal cabinets will be furnished for use in the operation of the COCESS without cost to the Contractor. All Government furnished equipment shall be returned at the conclusion or termination of this contract.

3.2.1 The Contractor shall maintain, retain and replace any items, at the Contractors expense, with similar items if damage is caused by the Contractor.

3.2.2 GOVERNMENT FURNISHED COMPUTERS. The Government will provide one (1) computer with monitor, one (1) printer, computer hardware and appropriate software and Local Area Network (LAN) connection. The Contractor shall be responsible for all consumable supplies such as paper, toner, compact discs, etc. The Contractor is prohibited from using software on Government computers that is not approved by the Government. The Contractor shall work with the COR and/or CO to obtain Government approval for requested software downloads/uploads to Government computers.

3.2.2.1 Maintenance, upgrades or replacement of the Government provided computers, monitors and printer will be provided by the Government at the Government’s discretion.

3.3 Key Control. The Base Locksmith will issue entry keys to contract employees on a temporary hand receipt (AF Form 1297); this will also be kept electronically. Contractor shall be responsible for security and control of all issued keys. An annual key inventory shall be accomplished jointly by the Contractor and COR. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the COR.

3.4 GOVERNMENT FURNISHED TRAINING

3.4.1.1 COMPUTER BASED TRAINING. Once the CAC is issued, the employee shall in- process with the Computer System Administrator (CSA). The Contractor employee will be given a government email address. The Contractor employee then has 30 days to complete the following required annual computer-based training (CBT): Cyber Awareness, Force Protection and DoD Combating Trafficking in Persons General Awareness. This training is located at the following link https://golearn.adls.af.mil/login.aspx as well as HAZMAT training IAW 5.2.7. This training is a requirement to retain access to the Government network.

3.4.2 The Contractor shall allow the COR access to area 1 during normal duty hours (M-F, 0630-1530)

3.4.3 Utilities.

The Government will provide basic utilities of gas, electricity and water. The Contractor shall observe conservation practices as regards the use of Government utilities. The Contractor shall instruct employees in utilities conservation practices.

3.4.3.1 Materials.

The Government will provide TRIRIGA Materiel Control Management Reference Guide Material Control Playbook

3.4.4 Equipment.

All Contractor personnel will require access to TRIRIGA for processing material transactions. The Government will provide one (1) computer and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in TRIRIGA.

3.5 SECURITY DOCUMENTATION

The details of any and all security documentation maintained and developed under this contract will become and remain the property of the government.

3.5.1 BASE ACCESS Contractor employees shall provide information to assist in the completion of background checks for employees requiring access to Hurlburt Field. This information shall consist of but is not limited to full name (first, middle, last), social security number, date of birth, address, driver’s license number and state of issue, number of years residency in the state of Florida. This information will be protected under the procedures listed in the Privacy Act of 1974. A background check must be completed prior to access to Hurlburt Field.

3.5.1.1 If the background check reveals a contractor employee or prospective employee with an adverse criminal history or as a potential threat to the health, safety, operational mission of the installation, then the Government reserves the right to restrict or deny access to Hurlburt Field for that individual.

3.5.2 Base Passes Return.

The contractor is ultimately responsible to return all employee base passes to the CO, COR, or COR if employees are terminated or no longer employed for this agreement. If base pass cannot be returned, the Contractor must report the First and Last Name, Date of Birth, and the reason they are no longer employed to the CO, COR, or HAC manager within three (3) calendar days of termination or absence of leave.

4 GENERAL INFORMATION

4.1 HOURS OF OPERATION. The Contractor shall operate the COCESS store, Monday – Friday

0630-1530. The Contractor shall ensure that sufficient personnel are available during store hours.

4.1.1 Emergency Support. The Contractor shall provide emergency support during other than normal duty hours as described above only upon authorization by the CO. Emergency personnel must be authorized to purchase, receive and issue materials. Emergency personnel must be able to be reached and respond to the workplace within two (2) hours after notification. The Contractor shall provide the COR and CO a listing of emergency personnel and an acceptable means (cell phone, telephone, etc.) of how they can be contacted within 30 days from contract start (Attachment 12 - CDRL A0003). It is estimated that emergency support will be required approximately two (2) times annually.

4.1.2 Holidays. Excluding Emergency Support, the Contractor is not required to provide routine services on the following holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - last Monday in May Juneteenth – June 19 Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.1.3 Base Closures. The Contractor is not required to report to work if the base is closed due to weather, exercises, or actual alert unless CO directed emergency support is required.

4.1.4 Performance of Service During Crisis or Heightened Security. Services at Hurlburt Field, FL are considered mission essential, and service will continue in the event of a crisis or heightened security caused by a national emergency, natural disaster or other cause, as necessary, in support of the Air Force mission. Contractor employees with approved background checks will be allowed access to the base for performance of work, except during “Charlie” conditions. If the “Charlie” condition exists for an extended duration, some services may be required. The CO may direct that services continue a case-by-case basis.

4.2 CONTRACTOR RESPONSIBILITIES.

4.2.1 KEY PERSONNEL.

4.2.1.1 On-Site Store Manager. The Contractor shall provide an on-site Store manager who shall be responsible for contract performance daily. The on-site manager shall have a minimum of two (2) years’ experience in merchandising the type of materials used for this contract or supply logistics. The name of this person and an alternate shall be designated in writing to the CO and COR within ten (10) calendar days of contract award (Attachment 13 - CDRL A0004). The Store Manager and alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of the COCESS contract. During normal hours, the on-site manager or alternate shall be available within 30 minutes to meet on the installation with Government personnel to discuss issues.

4.2.1.2 On-Site Purchaser. The Contractor shall provide at least one (1) person on-site purchasers for procuring materials, goods, and services necessary for the successful execution of a contract. The primary objective of this role is to ensure that all materials are purchased in a timely, cost-effective, and efficient manner, while maintaining compliance with contractual requirements, company policies, and industry standards.

4.2.1.3 On-Site Warehouse technician. The Contractor shall provide at least one (1) person to manage the warehouse and store for government and facility managers authorized users and the receipt and issue of materials. Oversee the day-to-day operations of the warehouse, including receiving, storing, and shipping of goods, to ensure that all activities are carried out efficiently and safely.

4.2.1.4 Contractor personnel shall present a neat, professional appearance and be easily recognized. Steel toed work shoes shall be required for working in the warehouse.

4.2.1.5 All contractor personnel must be able to read, write, speak and understand the English language.

4.2.1.6 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 IAW DOD 5500.7, Joint Ethics Regulation.

4.2.2 TRIRIGA. The Contractor and the Government shall use TRIRIGA functionality for all material control processes such as creating specifications and inventory items, creating stock locations, creating purchase requests (PR), processing purchase orders (PO), receiving inventory, stocking the Government warehouse (GW), issuing of parts and PO invoicing. TRIRIGA is the official material control IT system, and its use is mandatory.

The Contractor will be provided InvTech rights within TRIRIGA for data entry.

4.2.2.1 While TRIRIGA does not transfer any PO information to actual vendors, the PO assignment to the Contractor by the COR will serve as the notice to proceed with the order. The Contractor shall use their own procedures for order request items.

4.2.2.2 The Contractor shall comply with the InvTech roles and responsibilities identified in the Material

Control Playbook and TRIRIGA Material Control Management Reference Guide. The Reference Guide will be provided by the Authorized Government Representative (COR) or COR at the contract start.” The Reference Guide provides step by step instructions for performing tasks in

TRIRIGA.

4.2.2.3 All TRIRIGA Item Specifications and Item Names are specific to a manufacturer and part number and cannot be changed to substitute a different item unless these part numbers are already included as part of the item description. If a “like-item” substitute is approved the COR must update TRIRIGA with the appropriate substitute item information. Inventory Item Numbers may change over the course of the contract. These numbers are specific for an item specification/name and an inventory location. If the location changes, a new Inventory Item Number will be created.

Therefore, the manufacturer, part number, and item description are the important information elements of any item description in TRIRIGA.

4.2.2.4 All Contractor personnel will require access to TRIRIGA for processing material transactions.

The Government will provide one (1) computer and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in TRIRIGA.

4.2.2.5 The Contractor may use its own IT system to order and track materials, barcode and scan inventory, account for COCESS store inventory/stock, forecast customer needs, perform trend analysis and issue Sales Tickets outside of TRIRIGA at no cost to the Government. Any double entry of data will not be charged to the Government.

4.2.2.6 The Contractor shall comply with the instructions presented in the most current edition of the NexGen IT Materiel Control Management Reference Guide for processes and procedures to ensure material control transactions are performed as required in TRIRIGA. The COR shall provide all hands-on TRIRIGA training to the Contractor. See paragraph 4.2.6 for other network access and training requirements.

4.2.3 COMPUTER ACCESS AND TRAINING. For Contractor personnel to gain access to the Government Network to use TRIRIGA and other computer-based training programs, each employee must have a Department of Defense Common Access Card (CAC). This process shall be started within the first five (5) duty days from contract start.

4.2.4 CAC ACCESS. The Contractor employee shall initiate the request to access the Government network access through the COR. The COR will ensure the employee’s information is entered into the Trusted Agent Sponsorship Program so that a CAC card can be issued. The employee MUST remember their PIN number from the CAC activation process.

4.2.5 SECURITY BACKGROUND CHECK. Contractor employees shall be required to submit an Air Force Form 2583 for a National Agency Check and Inquiries (NACI) background check. Once the CES Security Manager receives the Form 2583, they will input the information into the system. You will receive an e-mail to submit information into the e-QIP application at the following link https://nbib.opm.gov/e-qip-background-investigations/. The background check process may take several months to complete.

Contract employees may be permitted to work before completion of the NACI but will not be allowed TRIRIGA access until the investigation is completed.

4.2.6 COMPUTER BASED TRAINING. Once the CAC is issued, the employee shall in- process with the Computer System Administrator (CSA). The Contractor employee will be given a government email address. The Contractor employee then has 30 days to complete the following required annual computer-based training (CBT): Cyber Awareness, Force Protection and DoD Combating Trafficking in Persons General Awareness. This training is located at the following link https://golearn.adls.af.mil/login.aspx . As well as, HAZMAT training IAW with 5.2.7. This training is an annual requirement to retain access to the Government network.

4.2.6.1 TRIRIGA ACCESS. Contractor personnel shall be required to complete the one-time computer based training for “NexGen IT TRIRIGA Transformation Course Ver 1.1” at the following link https://afcec.adls.af.mil/kc/main/kc_frame.asp?blnWhatsNew=True&guid= . This training is required for InvTech access in TRIRIGA. Certificate of completion will be provided to the COR within 30 days of starting work (Attachment 14 - CDRL A0005).

4.2.6.2 Once the background check and the above training is completed, the employee shall go to the NexGen IT site at the following link https://nexgenit.csd.disa.mil/my.policy. The COR will give the employee directions for submitting their System Authorization Access Request (SAAR) for

TRIRIGA.

4.2.6.3 After the SAAR is completed, the employee will be notified on their government email that they have access to TRIRIGA. The COR will provide InvTech duties and direction for any necessary training within the TRIRIGA system.

4.2.6.4 Contract employees have the right to obtain a copy of the background check report from the Security Monitor. Contract employees have the right to challenge the accuracy and completeness of any information contained in the report through the Privacy Act Program. The CO shall inform the Contractor of any employee whose criminal history background checks result in an unfavorable or derogatory report. An unfavorable or derogatory report will result in the CAC being revoked.

4.2.6.5 EESOH-MIS ACCESS. Contractor personnel shall be required to submit their SAAR to 1 SOCES/Environmental Element, HAZMAT SAAR Administrator, for access to EESOH-MIS system.

4.2.7 FAIR AND REASONABLE PRICING. The Contractor shall offer fair and reasonable pricing for NPIs.

4.2.7.1 NPI MATERIALS PRICE COMPARISON. All price comparisons must be for the same manufacturer and part number items as requested.

4.2.7.2 Ordering NPIs Equal To or Less than the Micro-Purchase Threshold. The COR shall use an on-line search to determine fair and reasonable pricing for any single NPI purchase for a PO where the total fully burdened price (to include freight) is equal to or less than the micro-purchase threshold. The COR shall assign the PO to the Contractor to purchase.

4.2.7.3 Ordering NPIs over the Micro-Purchase Threshold. No GPC purchases may be made through COCESS for items over the micro-purchase threshold. If the pricing for any single NPI is over the micro-purchase threshold, the Contractor must obtain two (2) quotes or advertised prices from different sources of supply for the item, in addition to the Contractor’s proposed sale price, for a total of three (3) quotes. The Contractor shall provide quoted pricing to the COR within 2 duty days for commercially available items and within 5 duty days for special order items.

Pricing/quote information will then be forwarded to the CO for approval prior to the PO being assigned to the Contractor to purchase.

4.2.8 OTHER PRICING CONSIDERATIONS.

4.2.8.1 Evaluating One Quote. For NPI materials over the micro-purchase threshold, where only one response is received, price fairness and reasonableness shall be determined and approved by the

CO.

4.2.8.2 Sole Source/Brand Name.