COCESS SOW Revised 22 Sep 11.pdf

ATTACHMENT 1

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL

ENGINEER SUPPLY STORE

(COCESS)

Joint Base Charleston, South Carolina

(July 2011)

Revision #1 - 23 Sep 2011

COCESS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

1.1. General Information

1.2. Scope

1.3. Objectives

1.4. Definitions

1.5. COCESS Attributes

1.6. Contractor Responsibilities

2. SERVICE DELIVERY SUMMARY

2.1 Delivery Performance Objectives

2.2 Material Picked Up By Contractor

2.3. Performance Evaluation Meetings

2.4. NPI Items Delivery Performance

2.5. Fixed Priced Items Delivery Performance

3. GOVERNMENT-FURNISHED PROPERTY AND MATERIALS

(See Appendix A)

3.1. Government Furnished Items

3.2. Physical Security

3.3. Recycle Program

4. EXCLUDED ITEMS

4.1. Government Owned Supplies

4.2. Material Under Maintenance and Repair Contracts

4.3. Centrally Managed/Procured Items

4.4. Items on Procurement Lists

4.5. Individual Equipment

4.6. Items on Federal Prison Industries Schedule

4.7. Items primarily used by other than Civil Engineers

4.8. Vehicle Parts

4.9. Carpeting

4.10.Concrete

4.11. Bulk Items

4.12. Tools

4.13. Equipment

4.14. Non-Priced Items over $50,000.00

5. GENERAL INFORMATION

5.1 Normal Hours of Operation

5.2 Emergency Services

5.3 Standby Services

5.4 Personnel

5.5 Regulatory Compliance

5.6 Vacating the Facility

5.7 Quality Assurance

5.8 Quality Control

5.9 Hazardous Material

5.10 Penalties & Fines

5.11 Clarification

6. APPENDIX A

Government Furnished Equipment

7. CONTRACTOR FURNISHED PROPERTY/EQUIPMENT

(See Appendix B)

INTRODUCTION. As a result of the 2005 Base Realignment and Closure (BRAC)

Commission, two (2) military bases consisting of Charleston Air Force Base (CAFB) and

Charleston Naval Weapon Station (CNWS) are consolidating into one (1) master base thereby named as Joint Base Charleston (JB CHS). JB CHS now consists or Joint Base

Charleston Air Base (JB CHS Air) and Joint Base Charleston Weapon Station (JB CHS

Weapon Station).

1. DESCRIPTION OF SERVICES

1.1. GENERAL INFORMATION: This is an indefinite-delivery requirements type contract for furnishing Civil Engineer related supplies for use at JB CHS, South

Carolina. The government’s estimated quantities for all the material in the COCESS

Request for Proposal represents the government’s best estimate and the government assumes no liability in the event that actual requirements do not equal the quoted estimates. The items on the list are not all inclusive. Additional items may be required under this contract within the prescribed terms and conditions.

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 JB CHS, SC. The contractor shall acquire, issue, deliver, and store a variety of material, equipment, parts, and, supplies for construction, repair, and facility maintenance and repair for use by authorized government employees.

1.3. OBJECTIVES: To provide a simplified method for Civil Engineer personnel to purchase materials, including but not limited to, electrical, plumbing, heating/ventilation/air conditioning/refrigeration (HVAC), sheet metal, welding, pipefitting, carpentry, landscaping, pavement and grounds maintenance, masonry electronic monitoring, controls and alarms, painting and wall covering, hardware, liquid fuels maintenance, power production, water and waste water treatment and distribution, and pest control trades. These items shall be used for work orders, construction, recurring maintenance and repair, and self-help type work. The store shall stock high use/consumable items for immediate purchase.

1.4. DEFINITIONS: As used throughout this contract, the following definitions of terms shall apply

1.4.1. Agreed Delivery Date (ADD). Date the contractor and the government agree that an item will be delivered to the government.

1.4.2. Agricultural Supplies. Items commonly used in the maintenance of the grounds including such items as water treatment chemicals, repair parts and components (not automotive related) for agricultural type equipment

1.4.3. Backorders. Any request for material not immediately available for issue by the contractor.

1.4.4. Common Access Card (CAC). A Department of Defense Common

Access Card for use on the Government Furnished CEMAS Computer.

1.4.5. Centrally Managed/Procured Items. Those items of material subject to central requirements determination, central supply control, central procurement control, and central distribution control under cognizance of item managers of the military services. Centrally procured items refer to stock listed items having a centrally procured procurement source code.

1.4.6. Civil Engineer Material Acquisition System. (CEMAS) The automated organizational inventory management system used for identification, acquisition, and storage/usage of material in support of the Base Civil Engineer (BCE).

1.4.7. CO. An acronym for Contracting Officer

1.4.8. COCESS. An acronym for Contractor Operated Civil Engineer Supply

Store

1.4.9. COCESS Price List. Listing of estimated annual government requirements of Civil Engineer related supplies and material for which the contractor provides Firm-fixed-prices with economic price adjustments.

1.4.10 Contractor Operated Civil Engineer Supply Store. (COCESS).

Store(s) of most commonly used materials stocked and operated under contract between contractor and base-level civil engineer squadron Items identified as bench stock items identified in the COCESS Stock Listing (CSL) also known as

COCESS Request for Proposal Price List. See Attachment #2)

1.4.11 CSL. A computer assigned number that identifies each individual item loaded into the CEMAS dictionary

1.4.12 EDD. Acronym for Estimated Delivery Date

1.4.13 Emergency Requirements. Any request which requires the property to be available to the requester within 4 hours or less.

1.4.14 Fixed-Price Items – Non-Stock. These materials, supplies, and parts are used routinely, and should be readily available. Attachment # 2 (COCESS

Stock Listing (CSL) contains a listing of recurring items with estimated consumption.

1.4.15 High Use- Fixed Price Items. These are recurring items that are stocked in the store and are available for immediate issue/purchase. High use items are annotated on the provided list of recurring items (CSL).

1.4.16. EESOH-MIS. Acronym for Enterprise Environmental Safety and

Occupational Health Management Information System.

1.4.17. HMP. Acronym for Hazardous Material Pharmacy

1.4.18 Items. Material to be sold through the COCESS store (Synonymous with parts, goods, product, etc.)

1.4.19. Line Items. Any quantity of a single item with the same description concerning size, quality and purpose. For payment purposes, a line item is an entry on a sales slip bearing the same description and unit price

1.4.20. MSDS. Acronym for Material Safety Data Sheet.

1.4.21. Non-Priced Items. (NPI) Items which are not included in fixed-priced items negotiated as a part of the contract.

1.4.22. Non-Recurring Fixed-Price Items. These materials, supplies, and parts are not normally stocked in the store and typically need to be ordered.

1.4.23. ODS. Acronym for Ozone Depleting Substance.

1.4.24. Post-Post. Manual procedures used during periods of computer downtime or during normal off-line periods (end-of-day, end-of-year) to ensure continuous store operation and maintenance of inventory.

1.4.25. Premium Transportation. Expeditious transportation service for non-emergency items as authorized by the contracting officer or the contracting officer’s designated representative.

1.4.26. COR. Acronym for the Contracting Officer’s Representative. The Base

Civil Engineer or authorized representative, designated in writing by the contracting officer. The COR, in accordance with the terms and conditions of this contract, schedules and reschedules all deliveries against this contract, designates personnel who are authorized to obtain material from the on base store, performs technical surveillance over the operation of the store, and performs other duties as authorized or required by the contracting officer. This paragraph does not authorize anyone to make changes in the scope, price, terms or conditions of this contract without the written authorization of the contracting officer.

1.4.27. Quality Assurance. Those actions taken by the government to assure the contractor’s performance meets the requirements of the contract.

1.4.28. Quality Control. Those actions taken by a contractor to control contract performance and delivery requirements.

1.4.29. Required Delivery Date (RDD). Date the government requires delivery of item(s) ordered through COCESS.

1.4.30. Routine Requirement. Any request, other than bench stock, emergency, or urgent, as defined in these definitions.

1.4.31. Seasonal Items. Items identified as peculiar to specific season(s).

1.4.32. Urgent Requirement. Any request which requires the property to be available to the requestor within 1 TO 3 DAYS.

1.5. COCESS ATTRIBUTES. The following are important elements in this statement of work.

1.5.1. Allow Civil Engineer personnel flexibility to use item sources outside the

COCESS contract if the contractor is unable to meet the requirements at a reasonable price or deliver by the RDD

1.5.2. Provide fair and immediate reimbursement/credit on returned items.

1.5.3. Order Materials

1.5.4 Receive materials from suppliers.

1.5.5. Manages contractor’s government furnished warehouse facilities and storage of supplies.

1.5.6. Issue and sell materials to authorized CE personnel (Craftsmen).

1.5.7. Provide competitive quotes on all non-recurring items based on available current market sources (not to exceed $150,000).

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

(SEE PARAGRAPH 1.6.1.4)

1.5.9. Promise delivery of materials as follows:

1.5.9.1. High-Use Materials – In stock for immediate delivery.

1.5.9.2. Other recurring and all non-recurring items – by RDD or modified by ADD.

1.5.9.3. Advise Civil Engineer personnel on status of items not delivered by the ADD.

1.5.9.4. Provide access to transaction information, to include detailed transaction information, to include a detailed (item level) report as requested by the government. Maintain monthly reports in historical file for the current and three previous fiscal years (1 October – 30 September).

1.5.10. Invoices will be submitted for each Delivery Order Separately.

1.6. CONTRACTOR RESPONSIBILITIES.

1.6.1. Storage/Acquisition/Stocking/Holding/Delivery

1.6.1.1. Acquire items from merchants or vendors of his choice.

1.6.1.2. Immediately issue (sell) items that are in stock upon authorized customer request.

1.6.1.3 Deliver all materials as specified in this statement of work.

1.6.1.4. The Contractor shall provide research for all items requisitioned.

Material Acquisition will furnish a request for purchase with an item description and when possible a manufacturer and part number. It is the responsibility of the Contractor to research the item and determine source. If there is a discrepancy in the description and/or manufacturer/part number or if additional information is required, the request will be returned to Material

Acquisition for more information. The government is NOT responsible for research or providing sources.

1.6.1.5. Provide local and long distance telephone, internet, and fax services at his/her own expense.

1.6.2. Inventory Management. The contractor shall use the Civil Engineer Material

Acquisition System (CEMAS) to maintain the inventory of all items identified as bench stock. The contractor shall use the CEMAS to process counter sales to authorized personnel and for the movement of bench stock items issued from stock and delivered to the Civil Engineer Receiving Section. The government will provide the equipment, software, initial training, and maintenance for CEMAS. Initial training shall be given by the COR. Contractor personnel must have a

Department of Defense Common Access Card (CAC) that gives them access to the CEMAS government furnished computer.

1.6.2.1 COCESS Store Stock. After the initial six months of the contract period, items having a turnover rate of three demands per quarter, as determined by the previous quarter’s consumption, will be considered as

“bench stock” unless those items can be justified to the contracting officer as

“seasonal items”. The contractor shall furnish, for the contracting officer’s approval, a list (not later than the fifth working day of each contract quarter) stating the items the contractor intends to add or delete from bench stock including justification for proposed deletions and additions. The contracting officer shall approve/disapprove the list by line item within twenty-two working days after receipt. Deletions shall be held in abeyance until approval is obtained in writing from the contracting officer.

1.6.2.2. During the first forty calendar days of the contract, the contractor shall provide any item of bench stock within seven calendar days from receipt of the order (NOTE: The forty days for accounting purposes begins on the date the COCESS facility is provided to the contractor.)

1.6.2.3. On and after the forty-first calendar day, and through out the contract period, include all options periods, the Contractor shall provide any line item of bench stock, upon demand, 98% of the time.

1.6.2.4. All COCESS bench stock items not delivered on demand shall be made available by the contractor to the government not later than two working days after authorized government personnel request them, except as specified in paragraph 1.5.9.1. For example after the 40 th calendar day, the contractor shall deliver on demand, 98 out of 100 bench stock items requested. The remaining 1 not delivered on demand shall be delivered not later than two working days after being requested.

1.6.2.5. The contractor shall maintain a log at the COCESS counter for the purpose of recording items not available from store stock at the time of request. A copy of the log shall be given to the COR daily.

1.6.3. Authorized Issues By The Contractor. The contractor shall issue items from the store only to those individuals authorized by the Base Civil Engineer to receive the items. An authorization card granting specific authority to use the

COCESS store will be issued to those individuals authorized to receipt for property. The contractor shall examine the authorization card prior to issuing any item from the store and shall compare the signature on each sales slip before releasing the item. The contractor shall refer any individual without authority to purchase and/or without a card presented for examination to the Base Civil engineer Material Acquisition Section. In addition, the government will provide a listing of cardholders and maintain its currency.

1.6.3.1. Alternate automated CEMAS procedures may be utilized using the authorized users military or civilian Department of Defense or Department of the Air Force official identification card as the authorized card. The individuals identity shall be verified by automated means and training shall be provided by the COR on the first day of the contract performance.

1.6.4. NON-OBLIGATION TO PURCHASE

1.6.4.1. RECURRING ITEMS: If a customer needs a high-use item and it is not in stock, the government reserves the right to either agree to a delivery date, normally within 24 hours, or obtain the item from another source. If a customer needs a non-high use recurring item and the contractor cannot provide the item by the RDD, the government reserves the right to either agree to a revised delivery date or obtain the item from another source.

1.6.4.2. NON-RECURRING ITEMS: The government reserves the right to purchase required items on the open market if quotes, terms of price, and/or delivery are unacceptable, or the contractor fails to deliver by the ADD. The contractor shall acquire and sell all requested items at the lowest available price that meets the RDD.

1.6.5. OBTAINING NON-PRICED ITEMS (NPI): The COCESS contractor shall procure all NPI items from the manufacturer or from the highest level in the manufacturer’s distribution system available to the business community which will provide the lowest price that is obtainable in the normal course of business in accordance with best commercial standards.

1.6.5.1 The contractor shall solicit a minimum of two (2) competitive quotes from different sources of supply and provide the lowest price to the government for any one line item estimated to exceed $3,000. The contractor shall be required to obtain three competitive quotes at the contracting officer’s direction. COR approval is required prior to confirming an order if the extended price to a single line item is over $3,000 but less than $15,000.

Contracting officer approval is required prior to confirming an order if the extended price to a single line item is estimated to exceed $15,000.

1.6.5.2 The government reserves the right to periodically negotiate a fixed price for any item purchased as NPI. The government will provide the contractor a list of items to be fixed-priced and added to the CSL by contract modification with 30 days advance notice. The contractor shall provide a fixed-price quotation within that 30 days for acceptance or rejection by the contracting officer.

1.6.5.3. NPI Charge – When the contractor purchases an NPI, payment of

NPI’s shall be at the contractor’s net invoice cost after deduction of supplier’s trade discount, deduction of supplier’s prompt payment discount offered in excess of two percent (2%), plus the NPI charge as negotiated in this contract.

Premium transportation costs, if authorized, will be added after calculation of the NPI charge. The NPI charge will be based on the criteria set forth in this contract.

1.6.5.4. Distributor NPI Charge – Removed

1.6.6. Materials That Have Material Safety Data Sheets (MSDS). When an item has been approved in the Hazardous Material Automated System it is approved by manufacturer and size. The COCESS Contractor will buy only the item described from the manufacturer and the size indicated on the request. If the item is not available due to either manufacturer or size the request will be cancelled back to Material Acquisition for a determination on a replacement item.

Due to the requirement of pre-approval of all HAZMAT items the COCESS

Contractor may not change the description in any way without the express written approval of Material Acquisition.

1.6.7. RECEIPTS AND REPORTS: The contractor shall provide the following reports as required by the Contracting Officer:

1.6.7.1. COST ACCOUNTING: The contractor shall provide detailed daily sales receipts/data.

1.6.7.2. HISTORICAL SALES AND INVENTORY DATA: Historical

data shall be used by the government for audit purposes and to establish estimated sales and budget data for future references, to be provided upon government request.

1.6.7.2.1. Inventory data shall include item description, average price, quantity, and frequency of issue for items sold and in stock.

1.6.8. SALES SLIPS: Except for CEMAS computer-produced sales slips, the contractor shall use pre-printed, or computerized, consecutively numbered sales slips. The contractor’s employees are responsible for completion of sales slips to include all items listed in this paragraph. Each sales slip must contain the correct date, work order number, document number, organizational code, shop code, CSL number, manufacturer’s name all vendors, local or otherwise, part number and descriptive noun, unit of sale, quantity and brand name, actual unit price, extended price of each line item, discount if applicable, total price of all items listed, period of warranty if applicable, date of any necessary approval by the contracting officer. Sales slips shall be prominently marked on all copies with

“FFP” (firm fixed price) or “NPI” (non-priced item). All sales slips shall be signed by the COCESS customer authorized to purchase items from COCESS.

Separate sales slips shall be prepared for each work order number. NPI items issued prior to receipt of invoice will be marked as such and sold as zero sales. A second sales slip will be issued when the invoice is received and cross-referenced to the original. The CEMAS sales slips shall be provided for counter sales of stock items to Civil Engineer personnel and for items the contractor pulls from stock and delivers to the Civil Engineer Receiving Section. Contractor provided sales slips shall be used for all other sales. The contractor provided sales slips shall be pre-printed, or computer generated, and pre-numbered consecutively. All copies of the sales slips must be legible. The contractor must provide the freight bill for all items that have a freight charge. Failure to do so will result in no reimbursement to the contractor.

1.6.8.1. Signatures not authorized in accordance with paragraph 1.6.3

“Authorized Issues by the Vendor” may result in nonpayment.

NOTE: When an item has a core exchange the core will be brought to

Material Acquisition the shop at either JB CHS Air or JB CHS Weapon

Station. Material Acquisition will turn the core over to the COCESS

Contractor with a document stating what the core is for and the document number of the item it is being turned in against. The COCESS Contractor will sign for the core. Exchange items furnished by the contractor shall be billed at the exchange price less the applicable discount. The government shall normally furnish the exchange item at the time of sale; however when the “core” is not available at the time of the sale, a separate core charge shall be listed on the sales slip. A credit slip shall then be processed minus shipping costs according to paragraph 1.6.8.3 “Credits”.

It shall be the responsibility of the contractor to prepare for shipping and ship the exchange item.

1.6.8.2. Distribution Of Sales Tickets. Contractor’s employees shall complete all sales slips and make the following distribution. The contractor shall retain the original copies of sales slips to support his summary invoice.

Copies 2 and 3 shall be given to the COR. Distribution shall include any sales slips that may have been voided. No item will be entered on a sales slip until it is available for delivery, but if this occurs, inadvertently, the item must be lined out and initialed by the contractor or his designated representative and the authorized recipient.

1.6.8.3. Credits: Sales slips documenting the return of defective material that is not suitable for the intended use, and material turned in exchange for new or rebuilt like items, when such exchange is a normal commercial practice, must be clearly marked “CREDIT”. Any net credit amount must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips shall 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 shall also be documented in accordance with this paragraph.

1.6.8.4. Nonpriced Items (NPI) Issued Prior To Receipt Of Supplier’s

Invoice. NPI’s received or issued without an invoice for pricing the sales slip shall be documented as follows, with a copy furnished to the COR. The sales slip shall state the price and shall be shown in other than the normal pricing columns where the contractor shall enter zeros (0). When the supplier’s invoice(s) including freight is received, a second sales slip cross-referenced to the original shall be provided by the contractor prior to government payment for the item.

1.6.8.5. Corrections And Adjustments. Prices, extensions, and additions shall not be corrected and adjusted on the original sales slip. Corrections shall be itemized on a separate listing, cross- referenced to the original sales slips, and netted to a plus or minus total to support a separate line entry on the summary invoice. When circumstances warrant, a new sales slip may be prepared cross-referencing the original and processed in the normal manner.

1.6.9 Customer Accounts: The contractor shall maintain separate accounts for each Delivery Order for CE Operations and Maintenance funds accounts, Military Family Housing funds accounts, Real Property Service Materials funds accounts, and one account for Self-Help accounts. NOTE: There may be additional delivery orders due to end of year purchases.

1.6.10. Backorders. When an authorized individual requests the purchase of a

CSL bench stock item that is not in stock, the item will be considered backordered and the request will be made using a CEMAS generated abstract. When the

CMAS system is not available or during post-post, backorders will be submitted on locally developed forms. The contractor shall comply with Base Civil

Engineer post-post procedures to ensure continuous service and inventory accuracy.

1.6.10.1. To assist in planning and work scheduling processes, copies of the abstract or locally developed forms will be regularly given to the contractor to set forth material needed for the accomplishment of future work. They will be given once for planning purposes and a second time when the order is placed.

1.6.10.2. The first time the requirement is furnished to the contractor, it will be marked for “planning purposes only” and will contain the RDD for all material listed. The abstracts, or locally developed forms submitted for planning purposes shall be returned to the government within two (2) working days unless additional time is allowed by the COR. Requirements identified as “emergency” shall be returned to the COR within four working hours.

Requirements identified as “urgent” shall be returned to the government within 8 hours.”

1.6.10.3. If the contractor’s shortest delivery time is acceptable to the government, the abstract, or locally developed form, will be returned to the contractor within two (2) working days and will be marked “FINAL” and each item required from the contractor will be considered backordered at that time.

The contractor shall procure and deliver the item(s) on or before the ADD. If the abstract, or locally designed form is not returned to the contractor by the two (2) day criteria, and the government still wants to have the item(s) procured by the contractor, the price of NPI items and the new ADD may be renegotiated subject to the approval of the contracting officer or the CO’s designated representative. The contractor shall take action to assure delivery by the ADD. Deliveries will not be accepted by the government more than five working days in advance of the ADD unless otherwise authorized by the contracting officer or the CO’s designated representative.

1.6.10.4. Stockage And Availability Of Parts: The ADD and price shall be given by the contactor at the time an item is placed on backorder. For the purpose of determining delivery dates under this contract, the term “not later than” shall be interpreted as the close of business on the ADD.

1.6.10.5. If items are not received by the ADD, the contractor will immediately accomplish follow-up and offer a new ADD for COR approval.

Items not delivered to the government by the ADD may be canceled at no cost to the government

1.6.11. RECONCILIATION OF BACKORDERS: The contractor shall

maintain a current register of all backordered items, including backordered bench stock. The register shall be made available to the contracting officer or the contracting officer’s designated representative at all times. The register shall be in document number sequence and shall contain document number, work order number, contractor purchase order number, nomenclature, date item ordered, and agreed delivery date (ADD) for each item. The register shall be made available to the government upon request

1.6.12. GASEOUS CYLINDERS: Cylinders shall be color-coded and inspected in accordance with existing trade standards. The contractor will notify Material

Acquisition personnel when his vendor indicates the cylinders are due for inspection. Material Acquisition will make arrangements for required inspections. (SEE PARAGRAPH 1.6.6).

1.6.13. POST-POST PROCEDURES: Post-post procedures are required when the computer systems are non-operational for a period of time. The contractor shall comply with the Base Civil Engineer post-post procedures to ensure continuous service and inventory accuracy. These procedures will be implemented in all stores to insure the fidelity of COCESS operations and transactions continue during computer or power outages. The use of post-post procedures is necessary to ensure that all transactions are documented and also include specific recovery procedures for the computer system once it is available.

All required documentation forms will be issued to the contractor by the COR. A copy of the local post-post procedures will be provided to the contractor after award of the contract.

1.6.14. AUTHORIZED BUYERS: The contractor shall ensure that an authorized buyer is present at all times during the normal duty day.

2. SERVICE DELIVERY SUMMARY The contractor’s service requirements are summarized into performance objectives that relate directly to attributes. The performance threshold briefly describes the minimum acceptable levels of service required for each attribute. These thresholds are critical to mission success.

Performance Objective SOW Ref. Performance Threshold

Guarantees Material Delivery 1.5.9 High use items: In stock 98% of time

All other items delivered by RDD or modified by ADD 98% of the time

Emergency Requirements 2.1.1 4 hours or less from time contractor receives planning document

Urgent Requirements 2.1.2 1 to 3 working days from time contractor receives planning document

Obtaining NPI Items 1.6.5

Minimum or 2 competitive quotes for any item exceeding $3,000 but less than $15,000 approved by the COR.

Minimum of 3 competitive quotes for any item exceeding $15,000 but not exceeding $150,000 approved by the CO

NPI Items Delivery Performance 2.5 ADD is met 98% of the time

Fixed-Price Items Delivery Performance 2.6 ADD is met 98% of the time

Customer Complaints 2.1.4 Not more than 1 complaint per 100 transactions

2.1 Delivery Performance Standards: The following standards shall be adhered to by the contractor throughout the life of this contract.

2.1.1. Emergency requirements are items that the RDD is 4 hours or less from the time the planning abstract is given to the contractor, including delivery or contractor pick-up time. Emergency items not delivered by the RDD may be cancelled and purchased by the government. The government estimates 400 emergency purchasing actions per year. This estimate is for contractor planning purposes only. The government makes no commitment as to estimate accuracy and assumes no liability for deviations from this estimate.

2.1.2. Urgent requirements are items that the RDD is one to three work days from the date planning abstract is given to the contractor. The government estimates

4,000 urgent purchasing actions per year. The government makes no commitment as to estimate accuracy and assumes no liability for deviations from this estimate.

2.1.3. Routine requirements are items that the RDD is four or more workdays from the date planning abstract is given to the contractor.

2.1.4. Customer Complaints are limited to no more than 1 per 100 transactions.

2.2. Material Picked Up By Contractor: When it is required that the material be picked up rather than wait for delivery, it is the responsibility of the Contractor to perform the pick up. The government may, at government request, perform the pick up.

2.2.1. If the government goes to a vendor to pick up material and the craftsman determines he needs an additional item, the Contractor will refer the call to

Material Acquisition for determination if the item is available in the warehouse and approval of purchase. Material Acquisition will provide a written approval for the item. If the item is fixed priced and available in the COCESS Store and

Material Acquisition authorizes the purchase the government will provide payment as if the item is a non-priced item. This is only in the case of the item being available in the COCESS store and availability is recorded in the government system.

2.2.2. Unloading Contractor’s Material: Government employees will not be responsible for loading or unloading the Contractor’s materials or supplies.

2.3 Performance Evaluation Meetings. The contract manager may be required to meet at least weekly with the Contracting Officer’s Representative (COR) and the contracting officer during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the contracting officer. The written minutes of these meetings shall be prepared by the government. Should the contractor not concur with the minutes, the contractor shall so state any areas of non-concurrence in writing to the contracting officer within five working days of receipt of the signed minutes.

2.4. NPI Items Delivery Performance: Delivery performance will be determined as successful if the ADD is met at least 98% of the time. To qualify as met, delivery must occur on or before the original ADD with no more than one extension of the ADD. If more than one extension is required, the contractor will not be paid the NPI charge for that item. This will be monitored on the CEMAS listing PCN SF022-476, List of All Items On order.

2.5. Fixed Priced Items Delivery Performance: Delivery performance will be determined as successful if ADD is met at least 98% of the time. To qualify as met, delivery must occur on or before the original ADD with no more than one extension of the ADD. If more than one extension is required, it shall reflect on the performance rating of the contractor. This will be accomplished by computing total receipts of items with 1 or less ADD extensions against items with more than 1 ADD extension. This computation will be accomplished monthly at the end of the month.

3. GOVERNMENT FURNISHED PROPERTY AND MATERIALS

3.1. GOVERNMENT FURNISHED ITEMS: The Government will furnish floor space in a government building under this contract. The locations and services to be provided to the contractor are specified below. Any items or services necessary to the performance of this contract that are not provided by the Government as specified by this SOW, shall be provided by the contractor.

3.1.1. Government Furnished Facilities. The government will furnish the contractor the following facilities in which contractor work is to be performed:

BLDG NO. USE/DESCRIPTION APPROXIMATE SQ FT

627 (JB CHS Air) WAREHOUSE SPACE 2,800

627 (JB CHS Air) OFFICE SPACE 340

NEAR 627(JB CHS Air) OUTSIDE STORAGE 1,200

627 (JB CHS Air) USE OF BATHROOMS 60

41 (JB CHS Weapon Station) WAREHOUSE SPACE 2040

41 (JB CHS Weapon Station) OFFICE SPACE 516

41 (JB CHS Weapon Station) CAGE AREA 360

41 (JB CHS Weapon Station) USE OF BATHROOMS 96

Government Furnished Services. The government will provide gas, electricity, water, sewage, heating and cooling in sufficient quantities for the performance of this contract.

3.1.2. On-Base Distribution. A distribution basket for providing documents to the contractor will be located in Material Acquisition, Building 625 (JB CHS Air) and Building 41 (JB CHS Weapons Station).

3.1.3. Security Police and Fire Protection. JB CHS Air Phone Numbers: 963-

3600 /963-3777, respectively. JB CHS Weapon Station Phone Numbers:

Emergency 764-7555 / Fire Department 764-7777, respectively. All emergencies should be reported to 911. If calling from an off base phone be sure to state that you are on JB CHS Air or JB CHS Weapon Station.

3.1.4. The contractor shall assume all repair and replacement costs for fire and structural damage if caused by the contractor.

3.1.5. The contractor shall allow the COR access to the facility during normal duty hours. If a facility emergency arises during non-duty hours, the contractor hall be available within two hours to issue materials.

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

3.1.7. Government may furnish in an “as is” condition the existing shelving, furniture, counters, etc. (See Appendix A for a list of Government Furnished

Property (GFP) The government furnished materials (GFM) will be returned at the termination of the agreement in good condition and repair The contractor shall maintain, retain, and replace GFM items at his expense with items of similar construction capacity, and style.

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

3.2.1. Key Control. The contractor shall establish and implement methods of making sure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

3.2.2. The contractor shall immediately report to the COR or contracting officer any occurrences of lost or duplicated keys.

3.2.3. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock(s) without cost to the government. The government may, however, at its option, replace the affected lock(s) or perform rekeying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

3.2.4. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

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

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

3.2.7. Snow and ice removal: It is the responsibility of the contractor to keep all exterior entries, exits, and walkways, paved parking, and storage areas free of snow and ice.

3.2.8. The government will provide access to the CEMAS system for contractor inputs.

3.2.8.1. CEMAS initial training will be provided to all essential contractor personnel by the COR within one (1) day of contract start day.

3.3. RECYCLING PROGRAM: The contractor shall adhere to the installation’s recycling program.

4. EXCLUDED ITEMS. Notwithstanding the contract clause entitled “Requirements” the following items are excluded from this contract.

4.1. Government Owned Supplies. The Government may utilize existing supplies in lieu of purchasing like items under this contract. An inventory of existing government stock is found in residue at Bldg. 627 (JB CHS Air) and Bldg 41 (JB

CHS Weapon Station)

4.2. Material Under Maintenance and Repair Contracts. Parts and material to be incorporated in equipment or real property under separate contracts for maintenance, repair, and minor construction will not be purchased under this contract unless approved in writing by the Procuring Contracting Officer of the contract in question and the Administrative Contracting Officer having responsibility for this COCESS contract.

4.3. Centrally Managed/Procured Items. Unless otherwise approved by the Chief of supply or his designated representative, centrally managed/procured items will not be furnished under this contract except as authorized below:

4.3.1. Defense Logistics Agency (DLA) and General Services

Administration (GSA) items coded for local purchase including Federal

Supply Schedule items and DLA items purchased from a direct order contract.

4.3.2. DLA and GSA centrally purchased items with price per line item of

$100.00 or less.

4.4. Items on Procurement Lists: Items found on procurement lists of products available from the Committee for purchase from the Blind and Other Severely

Handicapped unless expressly approved by a purchase exemption from the central nonprofit agency.

4.5. Individual Equipment: Individual Equipment items such as safety-toed shoes, safety glasses, and wearing apparel.

4.6. Items on Federal Prison Industries Schedules: Items found in the Schedule for Federal Prison Industries, Inc. also known as UNICOR unless valued at $3,000.00 or less per total order and required delivery within 10 days.

4.7. Material Items primarily used by other than Base Civil Engineer Forces.

4.8. Automotive/vehicle parts and accessories, except vehicle-like items for non-vehicle use (i.e. fan belts for generators, etc.).

4.9. Carpeting.

4.10. Concrete.

4.11. Bulk Items: such as, but not limited to: hot asphalt, sand, gravel, etc.

4.12. Tools, Tool Boxes, hand tools, etc.

4.13. Equipment Items other than Real Property Installed Equipment (RPIE)

4.14. Non-priced items valued over $50,000

5. GENERAL INFORMATION

5.1. Normal Hours Of Operation. The contractor shall operate the Civil

Engineering Supply Store during the hours of:

0700 through 1600, Monday through Friday – JB CHS Air

0700 through 1630, Monday through Friday – JB CHS Weapon Station

5.2. Emergency Service. On occasion, the contractor may be required to provide a standby support for an activation or exercise of contingency plans outside the normal hours described above. Additionally, in the event unforeseen circumstances require operation of the store during other than normal duty hours, the contractor will be given advance notice of at least 12 hours prior to required operation. Such notice will be given only by the contracting officer. Emergency Service may require opening the

COCESS store at no additional cost to the Government. The total estimated annual occurrences for emergency services are 2 occurrences.

5.3. Standby Services. The contractor shall provide standby support during other than normal duty hours as described above. Standby personnel must be authorized to purchase, receive, and issue materials. Standby personnel must be able to be reached and respond to the workplace not later than 3 hours after notification. The contractor shall provide the COR a listing of standby personnel and an acceptable means (i.e.

telephone, pager, etc.) of how they can be contacted. Standby service shall not require the opening of the COCESS store as in daily normal operations. Standby service shall be provided by the contractor at no additional cost to the Government.

The total estimated annual occurrences for standby services are 24.

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

5.4.1. Store Manager. The contractor shall provide a store manager who shall be responsible for the performance of work. The store manager shall have a minimum of three (3) years experience in merchandising the types of materials required under this contract, warehousing, cross-referencing, and selling commercial building trade supply items. Subsequent hires for this position shall meet the same requirements and are subject to approval of the Contracting

Officer. The name and statement of actual qualifications of this person and alternate, who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The store manager or alternate shall have full authority to act for this contractor on all contract matters relating to the daily operation of the COCESS. During normal hours, the store manager or alternate shall be available within two (2) hours to meet on the installation with government personnel to discuss problem areas.

5.4.2. Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name.

5.4.3. 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 employee 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 (IAW) DOD 5500.7 and the Joint Ethics Regulation.

5.5. Regulatory Compliance: The contractor and his employees will comply with all appropriate DOD/Air Force/local base regulations, policies, and directives.

Copies of these documents may be obtained upon request from the contracting officer. Base Security, Fire Prevention and Safety personnel may make periodic routine inspections for regulation compliance.

5.5.1 The contracting officer, contract administrator, functional area chief, quality assurance evaluator, and other personnel authorized in writing by the contracting officer shall have access to the COCESS store to perform surveillance, inspect the facilities, and perform the necessary liaison between the

Air Force and the contractor.

5.6. Vacating the Facility. The contractor shall remove all stock and completely vacate the government provided COCESS facility provided under this contract not later than 2400 hours of the last day of the contract period unless a longer period is authorized in writing by the contracting officer. The government shall not be liable for any cost incurred by the contractor in removing contractor stock from the government installation upon expiration of this contract.

5.7. Quality Assurance. The contractor shall employ his commercial quality control program/procedures to identify, prevent and ensure non-recurrence of defective services. Through implementation of the contractor’s quality control program/procedures, the government will receive quality services meeting the requirements of this contract. In accordance with commercial standards, training is a vital component of quality control. Employee training shall be integrated with

Quality Control to ensure the provision of quality service.

5.8. Quality Control. Quality of items furnished will be determined by the manufacturers and part numbers listed in trade service catalogs such as the Electrical

Trade Book published by Trade Service Publications, Inc., National Price Service for

Plumbing published by Henderson-Hazel Corp., etc. are considered as the established minimum quality for items to be furnished under this contract for which no brand name is identified. In all cases the contractor is required to deliver to the government only products that meet the best commercial standards in industry. If, after contract award, the contractor desires or needs to furnish items of other manufacturer’s, descriptions of the item(s) must be sent to the contracting officer for approval. A determination that it is in the government’s best interest to accept the item, including, but not limited to quality, cost, and delivery time shall be made by the contracting officer. If the items are determined to be acceptable, the contracting officer will negotiate a firm-fixed-price and cause the item to be added to the CSL.

5.8.1. Quality of items furnished will be determined by a visual surveillance of items received as well as confirmation of correct part numbers and matching of descriptions to items. During the sale, part numbers and descriptions on the abstract are compared with item being furnished by the contractor. If the item does not match the part number and description on the abstract, the item shall be refused. Craftsmen may be called to inspect to see if contractor furnished item is a suitable substitute. The item shall be accepted if it meets the part number and description or if the craftsman approves the substitute.

5.8.2 Parts furnished by the contractor shall meet or exceed the quality of the part furnished on the original piece of equipment. If the original manufacturer had updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. Failure to provide items of such quality will be cause for rejection and/or return of said item. The burden of proof and cost of analysis rests with the contractor.

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

29 Code of Federal Regulation (CRF) 1910, 1200

40 CFR Part 302, Table 302.4

40 CFR Part 355 with Appendices

40 CFT 372.65

The governments policy is to reduce the use of hazardous materials in keeping with federal pollution prevention goals. JB CHS operates a hazardous material pharmacy

(HMP) to control and reduce the use of hazardous materials and to maintain a hazardous chemical inventory in accordance with policy and regulatory requirements.

The contactor shall use non-hazardous materials whenever possible.

5.9.1. The contractor shall submit a list of all hazardous material, along with the corresponding material safety data sheet (MSDS), for each item that will be stocked by the contractor on the installation. The listing shall include product name, chemical type, and maximum stock level for each material. The list and

MSDSs shall be submitted to Material Control through the Contracting Officer for approval at…