COCESS_SOW_REV_11_May_17.pdf

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL

ENGINEER SUPPLY STORE

(COCESS)

Joint Base Charleston, South Carolina

16 Nov 2016

REVISED

10 MAY 2017 through

Amendment 0002

COCESS

TABLE OF CONTENTS

1. DESCRIPTION OF REQUIREMENT

1.1. Scope

1.2. Objectives

1.3. Definitions

1.4. Store Attributes

1.5. Contractor Responsibilities

2. DELIVERY OBJECTIVES

2.1. Delivery Objectives

2.2. Material Picked Up By Contractor

2.3. NPI Items Delivery Requirements

2.4. Fixed Priced Items Delivery Requirements

3. GOVERNMENT PROVIDED FACILITIES and EQUIPMENT

(See Appendix A)

3.1. Government Provided Facilities

3.2. Physical Security

3.3. Care of Government Facilities

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. Evaluation Meetings

5.2. Normal Hours of Operation

5.3. Recycling Program

5.4. Emergency Services

5.5. Contractor Personnel

5.6. Regulatory compliance

5.7. Quality Assurance

5.8. Quality Control

5.9. Hazardous Material

5.10. Penalties & Fines

5.11. Clarification

5.12. Vacating the Facility

6. APPENDIX A

Government Provided Equipment

7. CONTRACTOR FURNISHED PROPERTY/EQUIPMENT

(See Appendix B)

1. DESCRIPTION OF REQUIREMENT

1.1 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 Joint Base Charleston, SC. The contractor shall acquire, issue, deliver, and store a variety of material, equipment, parts, and supplies for construction and facility maintenance and repair for use by authorized government personnel.

1.2 OBJECTIVES: To provide a simplified method for authorized personnel to purchase quality material and equipment used for work orders, construction, recurring maintenance and repair, and self-help type work. The contractor shall have one store located on JB CHS, Air Base and one store located one JB CHS, Weapons Station.

Each store shall contain a wide variety of commercial and industrial products and stock high use/consumable items for immediate purchase. Store management and personnel shall provide quality customer service.

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

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

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

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

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.

CO- Contracting Officer.

COCESS- Contractor Operated Civil Engineer Supply Store.

Common Access Card (CAC)- A Department of Defense Common Access Card for use on the Government Furnished TRIRIGA Computer.

COR- Contracting Officer’s Representative. The authorized representative, designated in writing by the contracting officer, in accordance with the terms and conditions of this contract, schedules and re-schedules 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.

EDD- Estimated Delivery Date.

EESOH-MIS- Enterprise Environmental Safety and Occupational Health Management

Information System.

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

Enterprise Specification List (ESL)- will use descriptions, manufacturer names and part numbers, etc...

Fixed-Price Items – Non-Stock- These materials, supplies, and parts are used routinely, and should be readily available.

*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).

HMP- Hazardous Material Pharmacy.

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

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.

Non-Priced Items- (NPI) Items which are not included in fixed-priced items.

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

ODS- Ozone Depleting Substance.

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.

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

Price List- Listing of estimated annual Civil Engineer related supplies and material for which the contractor provides Firm-Fixed-Prices. (subject to economic price adjustments)

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

Quality Control- Actions taken by a contractor to control contract performance and delivery requirements.

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

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

SDS- Safety Data Sheet.

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

TRIRIGA- The automated organizational inventory management system used for identification, acquisition, and storage/usage of material in support of the Base Civil

Engineer (BCE).

Urgent Requirement- Any request which requires the property to be available to the requestor within 1 to 3 Business Days.

**The list of definitions above is not all inclusive of this contract and are provided for informational purposes only.

1.4 STORE ATTRIBUTES: Unless otherwise stated, the following are mandatory attributes of this Statement of Work. The contractor shall at a minimum:

Acquire items from contractor’s preferred suppliers.

Provide fair and reasonable prices.

Perform all market research required to successfully complete all item/work order requests. (SEE PARAGRAPH 1.5.1)

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

Advise customer on product/item return policy prior to purchase.

Maintain electronic database and appropriate electronic and “hard copy” documentation.

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

Issue and sell materials to authorized CE personnel.

Provide competitive quotes on all non-recurring items based on available current market sources.

1.4.1 Delivery of Materials shall be as Follows:

High-Use Materials – In stock for immediate delivery.

Other recurring and all non-recurring items – by RDD (or modified by ADD)

Advise Civil Engineer personnel/COR on status of items not delivered by the

ADD.

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

Excusable Delays: The Contractor will not be accountable for a late delivery if the cause of delay is beyond reasonable control of the Contractor and without 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 procedures in

FAR clause 52.212-4 (f) for excusable delays.

1.5 CONTRACTOR RESPONSIBILITIES: The contractor shall perform the following storage, acquisition, holding, storage, delivery and reporting requirements:

1.5.1 COCESS Store Stock: After the initial three months of the base period, NPI- items having a turnover rate of three demands per quarter, as determined by the previous quarter’s consumption, shall be considered “bench stock” unless the items can be justified to the contracting officer as “seasonal items”. The contractor shall furnish the list to Material Acquisition for review/approval and concurrence. The Contracting

Officer shall have final approval for items to be removed/added to the bench stock list.

The list shall be provided to the CO no later than the fifth (5 th

) working day of each contract quarter and include the justification for proposed deletions and additions for the items identified. The contracting officer shall approve/disapprove the list by line item.

Deletions shall be held in abeyance until approval is obtained in writing from the contracting officer.

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

The Contractor shall provide market research for all items requisitioned. Material

Acquisition will furnish a request for purchase with an item description (when available a manufacturer and part number). It is the responsibility of the Contractor to research the item and determine the source. If there is a discrepancy in the description and/or manufacturer/part number or if additional information is required, the contractor shall return the request to Material Acquisition for more information. The government is

NOT responsible for research or providing sources.

NOTE: At no time shall the total cost of NPI-Items exceed twenty-percent (20 %) of the fixed-price (Bench Stock) items on any Task Order for the given fiscal year.

1.5.2 Sources of Supply and Ordering: The Contractor shall acquire items from merchants or vendors of its choice and should include small and local businesses. The Contractor shall use appropriate industry sources for obtaining information to compare prices.

Inventory Management: The COCESS contractor manages the COCESS inventory items up to the point that the materiel is issued to the Civil Engineer personnel. The

COCESS contractor will receive materiel requests from government personnel and if stock is available, issue the materiel to the craftsman. At this time COCESS

Contractors are not authorized access/use of TRIRIGA; however should the Air

Force grant permission to COCESS contractors, the contractor will be provided access at that time.

Civil Engineer personnel shall have flexibility to use sources outside the COCESS contract if the contractor is unable to meet the requirements at a reasonable price or deliver item by the Required Delivery Date (RDD).

The contractor shall:

Provide fair and immediate reimbursement/credit on returned items.

Provide detailed transaction information, to include a detailed (item level) report, as requested by the government.

Maintain monthly reports in a historical file for the current and three previous fiscal years.

Invoices will be submitted for each Delivery Order Separately.

Deliver all materials as specified in this statement of work.

Provide local and long distance telephone, internet, and fax services at contractor’s own expense.

All COCESS bench stock items not delivered on demand shall be made available by the contractor to the government no later than two working days after requested by authorized government personnel, except as specified in paragraph

“Authorized Sales by The Contractor” below. 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 no later than two working days after requested.

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.

Authorized Sales by The Contractor: The contractor shall issue items from the store only to those individuals authorized by the Base Civil Engineer. An authorization card granting specific authority to use the COCESS store will be issued to those individuals authorized to receive the 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. The government will maintain an accurate list of authorized personnel and is responsible for providing the list to the contractor.

1.5.3 NON-OBLIGATION TO PURCHASE:

1.5.3.1 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.

1.5.3.2 Recurring Items: If a customer needs a high-use item and the item 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 an alternate delivery date or obtain the item from another source.

1.5.3.3 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. The Contractor shall provide the government the lowest price obtainable in the normal course of business in accordance with best commercial standards.

When the contractor purchases an NPI, the invoice for all NPI items shall be invoiced to the NPI CLIN. Premium transportation costs, if authorized, will be shown as a separate line item on the final sales transaction to material command, but will be invoiced to the NPI CLIN. Premium transportation costs will be reimbursed to the contractor as a direct reimbursement expense. The contractor shall provide premium transportation at actual cost and shall have no mark-up and/or additional fee/cost to the government. The contractor shall provide the government proof of receipt of actual premium transportation cost for reimbursement.

1.5.3.4 Sole Source and Brand Name: At times, the Government shall require sole source/brand name items. The Contracting Officer must approve these items as a sole source/brand name prior to ordering by the Contractor.

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 $3,500. 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 $3,500 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. The Contractor shall provide quotes to the COR and CO as required.

1.5.3.5 COCESS Quarterly Addition and Deletion Items Sales Report: The contractor shall provide a two-part, quarterly listing NLT the 30 th of June, 30 th of Sep, 31 st of Dec, and 31 st of Mar each contract year. Fixed- price stocked items recommended for DELETION consideration and non-priced items recommend for ADDITION to the fixed-price list, consideration shall be for joint review by the contractor and designated Government representative. The list will be produced in two parts in ESL sequence as follows:

Part One “Recommended Deletions” shall include fixed-priced items with the number of items sold per month equal to zero over the previous 3 months and shall include, at a minimum, TRIRIGA ESL, noun, item description, part number, stock level, on hand balance, unit price, date of last purchase and cumulative quantity sold over the previous

365 days. The contractor shall provide a deletion recommendation of “yes or no” with any applicable comments for Government review.

Part Two, “Recommended Additions” shall include non-priced items sold three or more times within the previous 3 months and shall include, at a minimum, TRIRIGA ESL, noun, item description, part number, unit of measure, unit price, number sold per month and cumulative number sold in the past 365 days. The contractor shall provide an addition recommendation of “yes or no” with any applicable comments for Government review.

1.5.4 RESERVED

1.5.5 Safety Data Sheets (SDS). When an item has been approved in the EESOH-MIS 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.

1.5.6 Receipts and Reports: The contractor shall provide the following reports as required by the Contracting Officer:

The contractor shall provide detailed daily sales receipts/data to the COR

1.5.6.1 Sales and Inventory Data: Historical Sales and Inventory data shall be provided to the government upon request. Sales and Inventory Data is used by the government for audit purposes, to establish estimated sales and future budgets.

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

1.5.6.2 Sales Slips: Except for TRIRIGA computer-produced sales slips, the contractor shall use pre-printed, or computerized, consecutively numbered sales slips. The contractor is responsible for completion of sales slips to include all items listed in this paragraph.

Each sales slip must contain:

Date

Work order number

Document number

Organizational code

Shop code

ESL (manufacturer’s name for all vendors, (local or otherwise), part number and descriptive noun, unit of sale,)

Quantity

Brand name

Actual unit price

Extended price of each line item

Discount, if applicable

Total price of all items

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).

Contractor shall provide merchant or vendor invoices (with actual price(s) paid per line item) as supporting documentation to sale slips for all NPI items ordered requiring Government PRE-APPROVED “Express Transportation” costs to be reimbursed by the Government.

All sales slips shall be signed by the customer authorized to purchase items from the COCESS contract/store.

I n d i v i d u a l S ales slips shall be prepared for each work order number. The TRIGIRA sales slips shall be provided for counter sales of stock items to Civil Engineer personnel and for items the contractor sells 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.

Reimbursement for any Government pre-approved freight or transportation costs will require the actual freight/transportation invoice.

Signatures not authorized in accordance with paragraph 1.5.3 “Authorized Sales 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 Base 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 being turned in. 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 1.5.6.4 “Credits”. It shall be the responsibility of the contractor to prepare the item for shipping and exchange the item.

1.5.6.3 Distribution of Sales Tickets. The contractor shall complete all sales slips and make the following distribution: The contractor shall retain the original copies of sales slips to support the 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.

1.5.6.4 Credits: Sales slips documenting the return of defective material, not suitable for the intended use, and material turned in for exchange of 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.

1.5.6.5 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.

1.5.7 Customer Accounts: The contractor shall maintain separate accounts for each Delivery

Order for CE Operations and Maintenance 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.

1.5.8 Backorders: When an authorized individual requests the purchase of an E SL bench stock item that is not in stock, the item will be considered backordered and the request will be made using a TRIRIGA generated abstract. When the TRIRIGA 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.

1.5.9 Planning and Work Scheduling Processes: Copies of the abstract or locally developed forms will be provided to the contractor as planning documents for material(s) needed for the accomplishment of future work. Documents are provided to the contractor, 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. Documents will be initially provided for planning purposes and a second time when the order is placed.

NOTE: 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 requests 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.

Stock and Availability of Parts: The ADD and price shall be given by the Stock and

Availability of Parts: The ADD and price shall be given by the contractor at the time an item is placed on backorder. For the purpose of determining delivery date under this contract, the term “no later than” shall be interpreted as the close of business on the ADD.

1.5.10 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

1.5.11 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 all transactions are documented and include specific recovery procedures for the computer system once it is available. All required documentation forms will be issued to the contractor.

1.5.12 Authorized Buyers: The contractor shall ensure that an authorized buyer is present at all times during the normal duty day.

1.5.13 Emergency Support: The contractor may be required to provide standby support for an activation or exercise of contingency plans outside the normal business hours.

Additionally, in the event unforeseen circumstances require the 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 occurrence for emergency services is two (2).

1.5.14 Standby Support: The contractor shall provide standby support during other than normal duty hours. 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.). Standby service shall not require the opening of the COCESS store as in 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.

2. DELIVERY OBJECTIVES: The contractor’s delivery 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.

Contractor shall be rated on each Performance Objective identified below:

Performance Objective SOW Ref. Performance Threshold

Guarantees Material Delivery

1.5.1 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 business days from time contractor receives planning document

Obtaining NPI Items

1.5.3.1 1.5.3.3 1.5.3.4 1.5.3.5

Minimum or 2 competitive quotes for any item exceeding $3,500 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.

Brand Name/Sole Source Items (approved by the CO)

NPI Items Delivery Requirements 2.3 ADD is met 98% of the time

Fixed-Price Items Delivery Requirements 2.4 ADD is met 98% of the time

Customer Complaints

2.1.4 Not more than 1 complaint per 100 transactions

Quality Control 5.8.1 Quality of Items Furnished: Quality of items furnished will be made by a visual surveillance. Items shall be accepted if the part number/description meets sales ticket. 100% of the time.

2.1 Delivery Requirements: The following requirements shall be adhered to by the contractor :

2.1.1. Emergency requirements: Required Delivery Date (RDD) is four (4) hours or less from the time the planning abstract is provided 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 the estimated accuracy and assumes no liability for deviations from this estimate.

2.1.2. Urgent requirements: RDD is one (1) to three (3) business days from the date the planning abstract is provided to the contractor. If the RDD is for 1 day, the contractor shall be required to meet the 1 day delivery time within 24 business hours, if the RDD is for 2 days, delivery time shall be within 48 business hours, if the RDD is for 3 days, delivery time shall be NLT 72 business hours. The government estimates 4,000 urgent purchasing actions per year. The government makes no commitment as to the estimated accuracy and assumes no liability for deviations from this estimate.

2.1.3. Routine requirements: RDD is four (4) or more business days from the date the planning abstract is provided 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: The contractor may be required to pick-up material, rather than wait for delivery; it is the responsibility of the Contractor to schedule, perform, and deliver material to the COCESS location on JB CHS. The government may, at government’s request and expense, 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 authorize payment.

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 NPI Items Delivery Requirements: Delivery of NPI items will be determined 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 (1) extension of the ADD.

This will be monitored on the CEMAS listing PCN SF022-476, List of all items on order.

2.4 Fixed Priced Items Delivery Requirements: Delivery performance will be determined 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 (1) extension of the ADD. If more than one (1) extension is required, it shall reflect on the performance rating of the contractor. This will be accomplished by computing total receipts of items with One (1) or less ADD extension(s) against items with more than one (1) ADD extension.

This computation will be accomplished monthly at the end of the month.

3 GOVERNMENT PROVIDED FACILITIES and EQUIPMENT

3.1. Government Provided Facilities: The Government will provide warehouse space in a government facility for use by the contractor for the duration of this contract. The locations and services to be provided to the contractor are specified below. Any items or services necessary to meet the requirements of this contract not provided by the

Government, as specified in this SOW shall be provided by the contractor.

Government Provided Facilities and Services: 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

2334 (JB CHS Weapon Station) WAREHOUSE SPACE 2040

2334 (JB CHS Weapon Station) OFFICE SPACE 516

2334 (JB CHS Weapon Station) USE OF BATHROOMS 96

The government will provide gas, electricity, water and sewage, heating and cooling in the designated facilities for the performance of this contract.

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

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 shall be available within two hours to issue materials.

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

Government may furnish in an “as is” condition the existing shelving, furniture, counters, etc. (See Appendix A for a list of Government Provided Facilities.) The government provided furniture and computer equipment will be returned at the termination of the agreement in good condition. The contractor shall maintain, retain, and replace items, at contractor’s expense with items of similar construction and capacity, and style, if damaged is caused by the contractor.

On-Base Distribution: A distribution basket for providing documents to the contractor will be located in Material Acquisition, Building 625 (AB) and Building 2334 (WS).

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.

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

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.

The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. Contract employees are prohibited from opening locked areas and allowing the entrance of persons other than contractor employees engaged in performance of contract work in those areas.

3.3 Care of Government Facilities: 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.

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

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.

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 maintained at Bldg. 627 (AB) and Bldg. 2334 (WS).

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 $3,500.00 or less per total order and required delivery within 10 days.

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

4.8 Automotive/vehicle parts/accessories, except vehicle-like items for non-vehicle use.

4.9 Carpeting.

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

4.11 Tools, Tool Boxes, hand tools, Parts and accessories for tools, etc.

4.12 Equipment Items other than Real Property Installed Equipment (RPIE)

4.13 Non-priced items valued over $50,000

5 GENERAL INFORMATION

5.1 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.

5.2 Normal Hours of Operation:

0700 through 1600, Monday through Friday – JB CHS Air Base

0700 through 1600, Monday through Friday – JB CHS Weapon Station

5.3 Recycling Program: The contractor shall adhere to the installation’s recycling program.

5.4 Security Police and Fire Protection:

JB CHS Air Phone Numbers:

Security Forces 963-3600 Fire Department 963-3777

JB CHS Weapon Station Phone Numbers:

Emergency 764-7555 Fire Department 764-7777

All emergencies should be reported to 911.

If calling from an off base phone (cell phone) be sure to state if you are on JB CHS Air Base or JB CHS Weapon Station.

5.5 CONTRACTOR PERSONNEL: The contractor will ensure that sufficient personnel are available at all times during store hours, whether normal or emergency operation, to provide uninterrupted over-the-counter sales and emergency requests.

5.5.1 Store Manager: The contractor shall provide a store manager who shall be responsible for the overall performance of work for both COCESS locations. The store manager shall have a minimum of three (3) years’ experience in merchandising;

(Experience with 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.

5.5.2 Contractor Identification: Contractor personnel shall present a clean and neat appearance. Contractor employees must be easily recognized; this may be accomplished by wearing distinctive clothing bearing the name of the company or wearing appropriate badges with the company name and/or employee name.

5.5.3 Employees of the Government: 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.

5.6 Regulatory Compliance: The contractor and his employees shall comply with all appropriate DOD, Air Force, and 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.

5.6.1 Inspections: 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 inspections, as necessary, and act as liaison between the Air Force and the contractor.

5.7 Quality Assurance: The Government shall monitor the Contractor’s performance by performing scheduled and unscheduled surveillance. The Government may increase or decrease its surveillance as performance dictates. The Government shall also monitor and investigate customer complaints for the purpose of ensuring the Contractor is providing quality service and receiving quality products. The COR shall be responsible for initially receiving, validating and recording customer complaints. The Contracting Officer or designated representative may schedule progress meetings as required.

5.8 Quality Control: Through implementation of the contractor’s quality control program and procedures, the government will receive quality services and products meeting the requirements of this contract. The contractor shall employ his commercial quality control program to identify, prevent and ensure non-recurrence of defective products. 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. 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 products that meet the best commercial standards in industry. If, after contract award, the contractor desires or needs to furnish items from other manufacturers, description 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.

The Government shall perform scheduled and unscheduled surveillance to ensure the contractor is providing quality products. The COR shall be responsible for validating and recording customer complaints.

5.8.1 Quality of items furnished: The 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 description(s) to item(s). During the sale, part numbers and descriptions on the abstract are compared to 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. Shop personnel may be called to inspect the items to determine if contractor furnished item(s) is a suitable substitute. The item shall be accepted if it meets the part number and description or if the craftsman approves the substitute.

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 the 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 (CFR) 1910. 1200 “Occupational Safety and

Health Standards; Toxic and Hazardous Substances”

40 CFR Part 302, Table 302.4 “Designation of Hazardous Substances”

40 CFR Part 355 with Appendices “Emergency Planning and Notification”

40 CFR 372.65 “Chemicals and Chemical Categories”

AFI 32-7086 “Hazardous Materials Management Program”

The government’s 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 Hazardous Material List: The contractor shall submit a list of all hazardous material, along with the corresponding safety data sheet (SDS), for each item 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 SDS shall be submitted to

Material Control through the Contracting Officer for approval at least thirty (30) days prior to beginning work or bringing hazardous materials onto the installation. Approval will include the authorization and stock-level approval of each hazardous material via existing policies/systems.

5.9.2 MSDS: Each item of hazardous material delivered by the contractor will be accompanied by an MSDS IAW FAR 52.223-3, “Hazardous Material Identification and

Safety Data Sheet,” unless approved SDS is on file.