Attachment_1_COCESS_SOW_-_13_July_2016__Rev_10.pdf

STATEMENT OF WORK

for

CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE (COCESS)

at

Altus AFB, OK

OPR: 97th Civil Engineer Squadron Operation s Flight (CEO)

Service Contract Office (CEOES)

DSN: 866-7756/5674

Commercial: 580-481-7756/5674 Kathleen .hendrick son . l @us .af.mi l

Matthew . waites . l @u s.af.mil

DATE: 13 July 2016

REVIEWED:

Contracting Officer Representative

Digitally signed by REICH.GREGORY.T.1126803814 Date: 2016.02.23 15:38:1O -06'00'

GREGORY T. REICH, Lt Col, USAF Commander, 97th Civil Engineer Squadron Functional Commander

Date

14 Apr 16 Date

APPROVED:

Contracting Officer Date

Revision 10

COCESS

Table of Contents

1. DESCRIPTION OF REQUIREMENTS 3

1.1. Scope 3

1.2. Objectives 3

1.3. COCESS Store 3

1.4. Pre-Priced Items 4

1.5. Non-Priced Items (NPI) 5

1.6. Source of Supply 5

1.7. Fair and Reasonable Pricing 6

1.8. Transportation Charges 7

1.9. Ordering 7

1.10. Receipt of Items 8

1.11. Issue of Items 9

1.12. Delivery and Storage 9

1.13. Merchandise Return Policy 10

1.14. Miscellaneous 10

1.15. “Brown-Out”/System Off-Line Procedures 12

1.16. Invoicing 12

1.17. Reports and Listings 12

2. PERFORMANCE MONITORING 13

2.1. Record Keeping/Inspection 13

2.2. Customer Complaints 13

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 14

3.1. Facilities 14

3.2. Equipment 14

3.3. Services 14

3.4. Government Provided Training 15

3.5. Damage to Government Facilities and Property 15

3.6. Government Liability 15

4. GENERAL INFORMATION 15

4.1. Hours of Operation 15

4.2. Contractor Responsibilities 16

4.3. Contractor Manpower Reporting 18

4.4. Security Requirements 18

4.5. Safety Requirements and Reports 20

4.6. Environmental Requirements 20

4.7. Contractor Transition 21

4.8. Contract Modification 21

5. Appendices 21 Appendix A – Historical Data 22 Appendix B – Government Provided Equipment List 24 Appendix C – Weekly Summary Report Example 25

STATEMENT OF WORK (SOW)

COCESS

1. DESCRIPTION OF REQUIREMENTS.

1.1. SCOPE. The Contractor shall provide all necessary labor, supervision, equipment, supplies and materials to support a “one-stop” Contractor Operated Civil Engineer Supply Store (COCESS) located at Altus AFB, Oklahoma. The Contractor shall acquire, receive, issue, store, warehouse and inventory a variety of materials, equipment, parts and supplies for construction, facility maintenance, repairs and maintenance on real property for use by 97th Civil Engineer (CE) squadron personnel. Base customers shall be able to purchase Do-It-Yourself (DIY) type supplies. The Contractor shall provide all of their own equipment unless specified in paragraph 3.2.

1.2. OBJECTIVES. To provide a simplified method for authorized CE personnel to purchase materials, equipment, parts, bulk materials and supplies used for work orders, construction, recurring maintenance and repairs. Also provide a simplified method for CE personnel and base customers to purchase DIY items, such as supplies for painting, simple facility repairs (i.e.

spackle, switch plates, etc.), pest control, air filters (for base lodging) and other small items. The COCESS contract does not replace the use of other contracts that are already established or will be established. Historical Data is included in Appendix A for estimating purposes only.

1.2.1. Beginning in October 2016, the CE Government system for tracking material control acquisitions, receipts, issues and inventory will be changing to a new system (TRIRIGA).

During this time, “Brown-out” manual procedures shall be put in place and ordering will be kept to emergency items only. This SOW explains the expected processes for accomplishing tasks in the TRIRIGA system, however, some of these processes may change once the system is implemented. Once TRIRIGA is operational, the Service Contract Office (SCO) shall train Contractor personnel on using the new system.

1.3. COCESS STORE. The COCESS store shall be located in the Civil Engineer building 358 warehouse area. The store shall stock a variety of commercial and industrial products such as those available in commercial stores like Home Depot, Lowes or other local lumber and hardware stores.

1.3.1. The store shall provide a customer service center. Any customer complaints shall be handled promptly. The Contractor shall advise customers on the merchandise return policy.

1.3.2. The Contractor shall provide long distance telephone, internet and fax services at the Contractor’s own expense. The Contractor shall also provide a minimum of one computer to access the Contractor’s inventory/purchasing system.

1.3.3. The Government system computers shall be provided to the Contractor for use with the TRIRIGA system. Contractor personnel shall be required to do initial and annual computer based training to access and use the TRIRIGA system.

1.3.4. Authorized CE personnel may purchase items from the available store-stock for use on work orders and construction/remodel projects. These personnel shall be identified on an appointment letter from Material Control/SCO or a TRIRIGA system generated list. This information shall be provided initially to the Contractor and updated by Material Control/SCO as changes occur. Base customers may purchase DIY designated store-stock items only.

1.3.5. Store-Stocked/DIY items shall be available for immediate purchase. The Contractor shall be responsible for determining which items to include for immediate purchase and the minimum and maximum quantities to have available for store-stock/DIY.

1.4. PRE-PRICED ITEMS. The Contractor shall bid on pre-priced line items during the contract solicitation. The bid schedule shows estimated quantities for each item for the two year ordering period. The items on the bid schedule can also be marked as Store-Stock/DYI, but it is not required at time of solicitation. The pricing for these listed items shall be fully burdened.

Pricing shall be effective for the entire two year ordering period. All pre-priced items are deemed fair and reasonable at contract award and do not require competition or Contracting Officer (CO) approval prior to purchase.

1.4.1. Initial Store-Stock/DIY Items. The Contractor shall use the Pre-Priced Items Bid Schedule submitted during contract solicitation to create an initial listing of store-stock/DIY items to be available for immediate purchase. The Contractor is not required to stock all pre-priced items. No shipping/freight shall be charged for store-stocked or DIY items.

1.4.1.1. The initial Store-Stock/DIY listing shall be submitted to the Service Contract Office (SCO) and CO no later than 5 duty days after contract award. The Contractor shall have all items stocked to minimum levels within 60 calendar days of the contract start date.

1.4.2. Adding/Deleting Items from the Pre-Priced/Store-Stock/DIY Listings.

1.4.2.1. Initial Operational Review. During the initial 30 calendar days after contract award, the Contractor and the SCO may agree to add items to the pre-priced/store-stock/DIY listings.

These items shall be submitted on a pricing schedule, fully burdened, to the CO for approval.

These “new” listed items shall include, at a minimum, the Government Consolidated Stock Listing (CSL)/Enterprise Specification List (ESL) number (if available), noun, item description, unit of measure, manufacturer name, manufacturer part number, Store-Stock/DIY indicators and estimated initial minimum and maximum stock levels. Upon approval, the items will be added to the listings.

1.4.2.2. Semi-annual Review of Pre-Priced Items. The Contractor shall receive (from the SCO) a semi-annual listing of items to add or to delete from the pre-priced/store-stock/DIY item listings during the months of November and May (if applicable). The Contractor may also suggest items for addition to or deletion from the pre-priced listings during these months. The Contractor and SCO shall agree on the items to be submitted to the CO.

1.4.2.3. The Contractor shall price the items (fully burdened) to be added to the pre-priced item list and determine which items will be added to the Store-Stock/DIY list available for immediate purchase.

1.4.2.4. The semi-annual Store-Stock/DIY Review listing shall be returned to the SCO within 20 calendar days of receipt for review. The listing shall then be sent to the CO for approval within 10 calendar days. Upon approval, the effective date shall be the date on the listing sent for Contractor pricing (either 1 December or 1 June).

1.4.3. Non-Stocked Pre-Priced Items (NSI). The pre-priced items that are not stocked in the store shall be available for order through the COCESS store. This includes any approved additions to the pre-priced listing throughout the contract order period. Freight/shipping charges are reimbursable for NSI items. If freight is over $20, the Contractor must supply a copy of the invoice showing the freight charges. Premium freight charges must be approved by the SCO prior to ordering the item(s).

1.5. NON-PRICED ITEMS (NPI). CE personnel may request non-priced items to be purchased through the COCESS store for use on work orders and construction/remodel projects.

1.5.1. The Contractor shall acquire all NPI items using fair and reasonable pricing in accordance with paragraphs 1.7 through 1.7.2.2.

1.5.2. Freight/shipping charges are reimbursable for NPI items. If freight is over $20, the Contractor must supply a copy of the invoice showing the freight charges. Premium freight charges must be approved by the SCO prior to ordering the item(s).

1.6. SOURCE OF SUPPLY.

1.6.1. The Contractor shall provide original equipment manufacturer (OEM) parts as first preference. Suitable substitutions may be analyzed as well, unless the purchase requests specifies “OEM” or “No Sub” for the procurement. Hazardous material that has already been approved by the Medical Group Bioenvironmental Flight and CE Environmental Flight will be “No Substitute” items. See paragraph 1.7.3.2. for Brand Name Justification.

1.6.2. The Contractor shall perform all research required to successfully procure all item requests.

1.6.3. Government Supply Source. The Contractor is authorized to procure items through Government supply sources. The Contractor may use the following websites/links to research and procure items:

www.gsaadvantage.gov www.afadvantage.gov http://www.dlis.dla.mil/emall.asp http://www.abilityone.gov http://www.salighthouse.org http://www.gsaadvantage.gov/ http://www.afadvantage.gov/ http://www.dlis.dla.mil/emall.asp http://www.abilityone.gov/ http://www.salighthouse.org/

1.6.3.1. In order to use the above websites, the Contractor shall have a “.mil” electronic address, a Common Access Card (CAC) and an authorization letter provided by the CO. The CO will issue one authorization letter per GSA/DLA contract for the duration of the order period. The Contractor may request an authorization letter from any Federal Supply Schedule (FSS) vendor provided in paragraph 1.6.3. Prior to the first purchase from each vendor, the Contractor shall provide the vendor a copy of the authorization letter. The Contractor shall keep a copy of the letter on file for the duration of the contract.

1.6.3.2. Payment to each vendor can be made using the Contractor’s company credit card.

1.7. FAIR AND REASONABLE PRICING. The Contractor shall offer fair and reasonable prices for NPI Items. The Contractor shall use the Trade Service Catalog(s) or other appropriate industry sources as a pricing mechanism. The intent of this term is to ensure the Government pays the fair and reasonable price for items that can be purchased within the local area (25 mile radius from Altus AFB) and through other supply sources. This does not limit the Contractor from offering discount prices.

1.7.1. Price Comparison. Pre-priced/DIY items do not require price comparison. The Contractor shall use appropriate industry sources for obtaining information to compare prices.

Industry sources are considered appropriate when the items meet all of the following conditions:

(1) are exact or functionally the same to the item being purchased, (2) are the actual market retail price on the day of inquiry, and (3) are the predominate reason for which the business operates.

Examples of appropriate industry sources (including on-line sources) are, but not limited to, trade specific wholesale/retail stores, TRA-SER Pro/SX, manufacturer catalogs, industry supply vendors, hardware stores, home improvement stores, etc.

1.7.2. Non-Priced Items (NPI).

1.7.2.1. NPI Items equal to or less than the Micro-Purchase Threshold. If the total invoice price (including freight) for NPI item(s) for a work order/vendor is equal to or less than the micro-purchase threshold, the SCO shall determine fair and reasonable pricing using the price comparisons from an on-line search and/or competitive quotes.

1.7.2.2. NPI Items over the Micro-Purchase Threshold. If the total invoice price (including freight) for NPI item(s) is over the micro-purchase threshold, the Contractor shall use appropriate sources to obtain competitive quotes from three different sources of supply for all items that will be included on the invoice (prior to ordering). The Contractor MUST obtain approval by the CO PRIOR to purchasing the item.

1.7.3. Other Pricing Considerations.

1.7.3.1. Evaluating One Quote. For NPI items over the micro-purchase threshold, where only one response is received, price fairness and reasonableness shall be determined and approved by the CO. The Contractor must receive the CO approval prior to purchasing the item.

1.7.3.2. NPI Item Sole Source/Brand Name. At times the Government will require sole source/brand name NPI items. The Contractor will request a sole source/brand name justification from the requestor. The Contactor must receive CO approval for sole source items equal to or over the micro-purchase threshold prior to the purchasing the item.

1.7.3.3. Approved Equal. The Contractor may offer substitutions for NPI items if the purchase request does not specify “OEM”, “Hazardous Material” or “No Sub” for the procurement. If the Contractor offers a substitution, they shall provide the SCO with specification information on the substituted item. The SCO shall coordinate with the requester to determine if the proposed substituted item is acceptable or unacceptable prior to the Contractor ordering the item.

1.7.3.4. Hazardous Material Approval. Any hazardous material not currently approved, will go through proper channels to receive approval prior to ordering the item. The SCO will assist the Contractor with this process.

1.8. TRANSPORTATION CHARGES: COCESS store-stock/DIY items shall not have reimbursable transportation charges. Freight/shipping charges are reimbursable for NSI items and NPI items. If freight is over $20, the Contractor must supply a copy of the invoice showing the freight charges. Premium freight charges must be approved by the SCO prior to ordering the item(s).

1.8.1. Free on Board (FOB) Pricing. For all purchases, the Contractor shall obtain FOB destination pricing when available from their source of supply. The Contractor shall consider freight and delivery fees when evaluating prices. The Contractor shall submit, to the SCO, a copy of any freight invoice over $20 that correlates with items ordered other than FOB destination.

1.8.2. Premium Freight. The SCO must approve premium freight costs prior to the Contactor purchasing the item(s). Only emergency requirement items shall be approved for expedited shipping.

1.9. ORDERING. The Contractor shall use their inventory ordering system for the acquisition of items ordered in conjunction with TRIRIGA to automate the order request process, including the receipt and issue process to the Government. COCESS store-stock and DIY inventory shall also be included in TRIRIGA so that customers may see what items are immediately available for purchase. Changes to the process may be required after TRIRIGA implementation.

1.9.1. NPI Parts Ordering from Vendors. When ordering NPI parts from a vendor, the Contractor shall group parts by work order number for that vendor. NPI pricing/shipping costs need to be determined prior to ordering so that the NPI items may be approved by either the SCO or CO, dependent on the estimated cost to be invoiced. The NPI approval process are listed in paragraphs 1.9.3.3. through 1.9.3.3.2.

1.9.2. Purchase Request Approval During “Brown-Out”. SCO will issue an emergency purchase request (PR) to the Contractor. The Contractor shall submit the pricing/shipping costs for the item(s) back to SCO for verification micro-purchase limits, funding and approval by the SCO or CO, dependent on estimated invoice total pricing.

1.9.3. Purchase Request Process in TRIRIGA System. The TRIRIGA system will automate the all processes for purchasing and receipt. The customer will create a purchase request in TRIRIGA for items to be ordered. The SCO will receive the PR in TRIRIGA for review.

1.9.3.1. Store-Stock and DIY Items. The SCO shall review PR for available funding. Upon funding approval, the SCO shall issue a Purchase Order (PO) to the Contractor for immediate sale.

1.9.3.2. Non-Stocked Pre-Priced Items (NSI). The SCO shall review PR for available funding. Upon funding approval, the SCO shall issue a PO for the Contractor to place the order.

1.9.3.3. NPI items. The SCO shall forward the PR to the Contractor for pricing. The Contractor shall annotate NPI item PRs with the unit cost of the item, extended cost and estimated or known freight charge and return it to the SCO. The SCO shall review the purchase request to determine if the order may/will exceed the micro-purchase threshold (see FAR 2.101).

1.9.3.3.1. If the order does not exceed the micro-purchase threshold, the SCO will verify funds are available and issue a PO for the Contractor to place the order.

1.9.3.3.2. If the order may exceed or does exceed the micro-purchase threshold, the SCO will notify the Contractor to follow the procedures in paragraph 1.7.2.2. and submit the request to order to the CO for approval. Once approved by the CO, the SCO will ensure sufficient funds are available and issue a PO for the Contractor to place the order.

1.10. RECEIPT OF ITEMS. The automated TRIRIGA process may change the process below.

1.10.1. Store-Stocked/DIY Items. The Contractor shall process receipt and issue in the Contractor store-stock/DIY inventory system and the TRIRIGA system. Only DIY items shall be sold to base customers using GPC/credit card.

1.10.2. During the “brown-out” phase, all transactions shall be manually recorded for upload once TRIRIGA is implemented.

1.10.3. Payment Method. The Contractor shall accept delivery order or CES Government Purchase Card (GPC) payment item requirements.

1.10.4. NSI and NPI Items. The Contractor shall process receipt and issue of items that are NSI and NPI sales in the Contractor inventory system and the TRIRIGA system. During the “brown-out” phase, all transactions shall be manually recorded for upload once TRIRIGA is implemented.

1.10.5. Work Order/Work Task/Project PO’s. Items received against a PO shall be grouped together to determine if the PO has been fulfilled. PO items shall be set aside in the holding area until the PO is fulfilled, except in the case of an emergency/urgent requirement.

1.11. ISSUE OF ITEMS.

1.11.1. Sales Issue Tickets. The Contactor shall utilize Contractor-generated sales issue tickets for sales of store-stock, DIY, NSI and NPI items.

1.11.1.1 All invoices shall contain, at a minimum:

- Contractor’s company name

- Contractor unique invoice number

- Date sold

- PO identification number

- Work task number

- Line item TRIRIGA ESL number

- Line item description

- Line item unit quantity

- Line item unit price

- Line-item amount

- Invoice total cost

Invoice requirements may change upon implementation of TRIRIGA.

1.11.1.2. Shipping/freight charges shall be shown as a separate line on the sales issue ticket for NSI and NPI items only. Shipping/freight shall not be charged for store-stock or DIY items. If freight is over $20, the Contractor must supply a copy of the invoice showing the freight charges.

Copies of all other freight invoices shall be available, upon request, at the time of delivery to the Government.

1.11.2. Reconciling Store-Stock/DIY Sales. The Contractor sales issue tickets for store-stock/DIY will be collected each day. Credit card customers may request a copy of the sales issue tickets for their records. The Contractor shall cross-reference these transactions with a daily report pulled from TRIRIGA. Any voided sales issue tickets will also be included in the distribution. Shipping/freight shall not be charged for store-stock/DIY sales. The Contractor shall retain original copies of the sales issue tickets to support the summary invoice.

1.11.3. Reconciling NSI and NPI Item Sales. Contractor generated TRIRIGA sales issue tickets shall be collected each day and copies will be provided to the SCO not later than the next duty day. Copies of these sales issue tickets and matching documents showing freight costs over $20, will be provided to the SCO not later than the next duty day. Any voided sales issue tickets (or a memo with the required invoice information) will also be included in the distribution. The Contractor shall retain original copies of the sales/issue tickets to support the summary invoice.

1.12. DELIVERY AND STORAGE.

1.12.1. Deliver material to applicable Government warehouse or other delivery point(s) designated by the Government at the time of material ordering.

1.12.2. The Contractor shall provide warehousing support for items stored in the warehouse and outside storage areas. This includes receipt of deliveries, physical storage of material and issuing of material to customers. The Contractor shall provide their own warehouse equipment except as stated in paragraph 3.2.

1.12.3. Hazardous Material. Hazardous material shall be stored in a segregated area, not commingled with other stock items. Materials shall be labeled according to regulations listed in 4.6., Environmental Requirements. Safety Data Sheets (SDS) shall be kept near the storage area for each item.

1.12.3.1. Hazardous Material Labeling and Issue. The Contractor shall ensure the required hazardous material label is obtain and affixed to each hazardous material item that is stored or issued.

1.12.4. The Contractor shall assist the SCO with random inventories and assist with resolving any inventory discrepancies as needed.

1.13. MERCHANDISE RETURN POLICY. The Contractor shall provide a fully detailed merchandise return policy for any item purchased. This information shall be posted in the COCESS store for all customers to see.

1.13.1. The Contractor shall provide immediate credit on all store-stock/DIY returned unused within fourteen (14) calendar days.

1.13.2. The Contractor shall negotiate reimbursement/credit and restocking fees on all NSI/NPI items returned unused within fourteen (14) duty days of issue. A sales issue ticket documenting the returned items shall be clearly marked as a credit and shall show any vendor’s restocking fee as one item and return shipping fee as a second item. Sufficient restocking fee documentation from the vendor is required. The Contractor shall not charge a restocking fee in addition to the vendor’s fee.

1.13.3. Exchange Items (Core). When an item is procured with an exchange price, the Government shall furnish the defective item to be exchanged, also known as a “core”, at the time of sale. If the item is not available at the time of sale, the Contractor shall list a “core charge” as a separate item on the sales issue ticket. Once the “core item” is provided for exchange, the Contractor shall issue a credit sales issue ticket for the core charge.

1.14. MISCELLANEOUS.

1.14.1. Store-Stock/DIY Inventory. The Contractor shall maintain ownership of store-stock/DIY items until sold to the Government or until DIY items are sold to base customers. The Contractor is responsible for ordering store-stock and DIY items when stock levels go below the minimum “on hand” level. This transaction is not processed as a purchase through TRIRIGA.

The Contractor is responsible to coordinate with SCO to update the quantity on hand during the “Brown-Out” period. Once the TRIRIGA system is operational, the Contractor shall be responsible to input and maintain current stock levels of these items.

1.14.1.1. If a store-stock/DIY item is not immediately available, the Contractor shall place the item on backorder.

1.14.1.2. The Government reserves the right to purchase store-stock/DIY items at contract completion.

1.14.2. ESOCAMP. The Contractor may be responsible for updating the ESOCAMP site when hazardous materials are issued. The Government shall provide the Contractor with training after TRIRIGA is operational.

1.14.3. Warranties. The Contractor shall provide the original warranty documents to the Government at the time of sale and keep a copy on file for one year.

1.14.4. Exceptions. Residue Items have already been purchased by the Government. These will be issued by the Material Control/SCO in the TRIRIGA system.

1.14.5. Excusable Delays. Contractor deliveries shall not be considered late if the cause of delay is beyond the reasonable control of the Contractor and without its fault or negligence.

Causes beyond Contractor control include acts of God or the public enemy, acts of the Government in either sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather or delays of common carriers.

1.14.6. Emergency Pick-Up and Delivery. Occasionally, Material Control/SCO may require the Contractor to immediately procure and pick-up item(s) available in the local area within a 25-mile radius of Altus AFB and deliver the item(s) to the COCESS receiving area. There will not be a pick-up/delivery cost to the Government for any items procured within the 25 mile radius.

1.14.7. Non-Obligation to Purchase. This acquisition is not a requirements contract. The customer, reserves the right to purchase supplies from other commercial sources or federal contracts. It does not obligate or require performance from any other organizations within or affiliated with Altus AFB or the Air Force.

1.14.8. Right to Cancel Orders. The Government reserves the right to cancel an order for items at no cost to the Government and purchase items from other sources if the Contractor cannot meet any of the following: (1) the RDD, (2) the ADD, (3) the agreed delivery point or (4) fair and reasonable pricing (for the exact same stocked and non-stocked item(s) with another source as provided by the customer (i.e. – the Government considers the pricing to be excessive for the commodity).

1.14.9. TRIRIGA Training. During the “Brown-out” period, the Contractor shall be required to perform computer based training (CBT) and complete a request for TRIRIGA access. Once the system is operational, the SCO shall train the Contractor on the use of the system.

1.15. “BROWN-OUT”/SYSTEM OFF-LINE PROCEDURES. System off-line procedures are required when the computer systems are non-operational. Receipt/Issues will be accomplished using an Off-Line Issue worksheet provided by the SCO. The worksheet shall be used to update TRIRIGA once the system is operational.

1.15.1. The Contractor shall work with the SCO to update any “Brown-out” transactions prior to operational use of the system. This means that additional items may be processed using the “Brown-out” record keeping until all transactions are up-to-date.

1.15.2. Once the TRIRIGA system is operational, the trained Contractor personnel shall be responsible for acquisition, receiving, issuing, storing, warehousing and up-keep of inventory data in the TRIRIGA system.

1.16. INVOICING. The invoice shall reconcile with the monthly Summary of Sales Report (paragraph 1.17.4.). The Contractor shall submit a summary invoice electronically to the Defense Finance Accounting System (DFAS) in the Wide Area Work Flow (WAWF) website using the iRAPT application. The Contractor must be registered in the System for Award Management (SAM) and must establish an electronic business point of contact in SAM prior to self-registering in WAWF at https://wawf.eb.mil.

1.17. REPORTS AND LISTINGS. The Contractor shall submit the following reports to the SCO. All reports will be submitted using Microsoft Word or Excel or using Adobe Acrobat.

The Contractor may email or print a hard copy to give to the SCO.

1.17.1. Weekly Summary Report. The Contractor shall submit a weekly summary report to aid in weekly reconciling of received items. This report shall include the date the item was received (sales issue ticket date), the Contractor’s sales issue ticket number and the amount total of the invoice. It will also have break-outs of the total invoice to include separate columns for store-stock cost, DIY costs, NSI item costs, NPI item costs and freight costs. See Appendix C for an example.

1.17.2. Backorder Report. The Contractor shall provide a monthly backorder report that shows any store-stock/DIY items and ordered items on backorder. The report shall include the PO number, work task number, ESL number, noun, date ordered and estimated delivery date.

The Contractor shall maintain a log of items that are on backorder and send the report monthly to the SCO.

1.17.3. Monthly Order Log. The Contractor shall submit a running report of all orders for the year by the first duty day of each month. This report shall include the PO number, the noun, work task number, ESL number, quantity, cost each, vendor, EDD/ADD date, date sold and sales issue ticket number (for those items already received). This report shall also include all store-stock/DIY and NSI/NPI items on backorder.

1.17.4. Monthly Summary of Sales Report. The Contractor shall submit a summary of sales report by the first duty day of each month for the previous month. The report shall include the date of the report, the range of sales issue tickets numbers (beginning and ending) for the month https://wawf.eb.mil/ and the total store-stock sales, DIY sales, NSI sales and NPI sales and the total amount invoiced.

It shall be signed by the COCESS site manager.

1.17.5. Employee Listing. The Contractor shall provide a listing of all contract employee names to the CO and SCO within five (5) working days of the start of the contract. The listing shall also include the telephone contact information before and after duty hours for the Contract Program Manager and alternate manager. This list shall be submitted any time there is a change to employee information.

1.17.6. Monthly Hazardous Material Purchase Report. The Contractor shall submit a monthly hazardous material purchase report to the SCO within five (5) duty days of the end of each month. The report shall include the name of the chemical and amount purchased. Months without purchase of hazardous materials still require a report be submitted and annotated accordingly.

1.17.7. Semi-annual Pre-Priced Item Review/Submission. The SCO shall submit (through the CO) a review listing of additions or deletions for the pre-priced item listing. The effective date of this listing shall be included on the submission document (1 December or 1 June). This submission shall occur semi-annually during the months of November and May (if applicable).

The Contractor may also suggest items for addition or deletion from the pre-priced listing.

1.17.7.1. The Contractor shall price the items, fully burdened, to be added to the pre-priced listing and determine which items will be added to the store-stock/DIY items available for immediate sale. The Pre-priced item submission shall be returned to the CO and SCO within 20 days of receipt. No pricing adjustment shall be made to pre-priced items currently on the pre-priced listing.

1.17.7.2. Store-Stock/DIY Items Listing. An updated pre-priced listing and store stock/DIY item listing shall be sent to the Contractor within the semi-annual changes have been made.

2. PERFORMANCE MONITORING. All aspects of the Contractor performance are subject to SCO monitoring.

2.1. RECORD KEEPING/INSPECTION. The Contractor shall maintain all sales record files including freight charges and supporting documents (paper and electronic) for the entire order period of this contract. Upon the completion or termination of the contract, the Contractor shall turn these records over to the Government unless otherwise stated by the SCO. All records are subject to the Freedom of Information and Privacy Act. The Contractor shall immediately make these records available to the SCO or CO upon request for review/inspection.

2.2. CUSTOMER COMPLAINTS. No more than one valid customer complaint per month shall be acceptable. More than one valid customer complaint per month may result in contract termination.

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

3.1. FACILITIES. The Government provides space located within Bldg. 358, CE Warehouse, 2,811 square-feet (SF) of warehouse/floor space and 646 SF of office area for Contractor use.

Approximately 1,800 SF of outside storage space located adjacent to the building. No alterations to the property shall be made without specific written permission from the CO and the 97 CE Squadron Commander. The Contractor shall return the property to the Government in the same condition as received, fair wear and tear and approved modifications excepted. This property shall only be used in performance of this contract.

3.2. EQUIPMENT. The items listed in Appendix B will be furnished for use in the operation of the COCESS without cost to the Contractor.

3.2.1. Government-Furnished Computers. The Government shall provide the Contractor two computers with monitors, two printers, computer hardware and software and LAN connections.

The Government shall give the Contractor access to specific functions in the TRIRIGA system.

The Contractor shall be responsible for all consumable supplies such as paper, toner, compact discs, etc. No software that is not Government approved shall be downloaded to Government computers.

3.2.1.1. Maintenance, upgrades or replacement of the Government provided computers, monitors and printer will be provided as deemed necessary by the Government.

3.2.2. The Contractor shall be responsible for furnishing any additional computers that require software that cannot be downloaded to Government computers. These computers shall NOT be connected to the Government LAN. The Contractor is required to install separate internet service.

3.2.3. The Contractor and the SCO shall jointly verify all listed equipment items within fifteen

(15) days of the start of the contract and annually thereafter.

3.2.4. Key Control. The Contractor shall be responsible for security and control of all issued keys. The Contractor shall establish and implement a key inventory and control procedures to ensure keys issued are properly safeguarded and not used by unauthorized personnel. A copy of the key inventory shall be given to the SCO within (ten) 10 days after contract award and as changes are made. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the SCO.

3.3. SERVICES.

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

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

3.3.3. Bulk Trash Removal. The Contractor shall be allowed to use bulk trash containers for the purpose of disposing of store-generated trash. All hazardous materials shall be disposed of in accordance with federal, state, and local laws, rules and regulations, and base policy. The Government’s contract refuse collector will provide bulk trash containers and service. The Government shall provide recycling containers.

3.3.4. Utilities. The Government shall provide basic utilities of gas, electricity and water. The Contractor shall observe conservation practices as regards the use of Government utilities. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include:

3.4. GOVERNEMENT PROVIDED TRAINING. The Government shall provide training on the TRIRIGA systems and workflow processing procedures. The Government shall provide computer based training to meet annual training requirements.

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

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

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. The Contractor shall operate the COCESS store, Monday through Friday 7:30 a.m. to 4:30 p.m. The Contractor shall ensure that sufficient personnel are available during store hours.

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

4.1.1.1. The CO is the only person with the authority to direct the Contractor to provide emergency support. The CO is the only personnel that may notify the Contractor of the CO approved emergency support.

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

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

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

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

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

4.2. CONTRACTOR RESPONSIBILITIES.

4.2.1. Contractor Personnel.

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

4.2.1.2. Contractor personnel shall present a neat appearance and be easily recognized.

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

4.2.1.4. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval IAW DOD 5500.7, Joint Ethics Regulation.

4.2.2. Computer Access. All Contractor personnel are required to have access to the TRIRIGA system on the Government network. Annual computer based training (CBT) (approximately 4 hours) is required.

4.2.2.1. In order to gain access to the Government computer network, all contractor personnel must have a National Agency Check (NAC) or higher. Contract employees may be permitted to work before completion of the NAC, but will not be allowed computer access until they contact the SCO (assigned as the CE Trusted Associate) to sponsor their computer access and issuance of a Government Common Access Card (CAC). The contract employee must then complete the Information Assurance CBT within 10 days of computer access. Other CBTs will be required to be completed within 30 days of computer access.

4.2.2.2. All contractor personnel who do not have a current NAC shall be required to complete an Electronic Personnel Security Questionnaire (EPSQ) and other documents required by the CE Security Manager.

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

4.2.3. Housekeeping. The Contractor shall ensure proper housekeeping of all interior and exterior storage areas and office space. These areas shall be clean, free of trash and present a safe working environment.

4.2.4. Contractor Furnished Supplies and Equipment. All other supplies, equipment (i.e.

forklift, pallet trucks, etc.), and services necessary for operation of the COCESS will be furnished by the Contractor at his expense, except those listed in section 3 and Appendix B.

4.2.4.1. Storage Bins and Shelving. Contractor shall provide their own storage bins for Contractor material, supplies, etc. The Government may provide storage racks and bins if available.

4.3. CONTRACTOR MANPOWER REPORTING. The Contractor shall report ALL Contractor labor hours (including sub-contractor labor hours) required for performance of services provided under this contract for “U.S. Air Force” via a secure data collection site. The Contractor must pre-register ten (10) days prior to reporting data. The Contractor is required to completely fill in all required data fields using the following web address https://afcmra.hqda.pentagon.mil/Login.aspx.

4.3.1. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the electronic Contractor Manpower Reporting Application (CMR) help desk at (855) 723-2672.

4.4. SECURITY REQUIREMENTS. Contractor employees shall comply with Altus AFB security requirements. These regulations are available for review in the contracting office. The Contractor shall comply with all Altus AFB policies regarding entry to the installation, rules of the road, contingency operations compliance and photography prohibitions. Due to safety/security requirements, contractor personnel shall be required to fluently speak, understand, read, and write English.

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

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

4.4.2. Contractor Vehicles. Contractor vehicles must be maintained in a safe and operational condition at all times while on Altus AFB. All contractor vehicles used in the performance of this contract shall be readily identified as property of the company and be maintained to present a professional appearance at all times. Contractor personnel shall operate vehicles in compliance with base traffic regulations. Any violations of base traffic regulations are considered federal offenses and are adjudicated at federal court in Oklahoma City, OK. The current policy for contractor personnel receiving a Driving Under the Influence (DUI) charge, on base, shall result in that person having their driving privileges on base revoked for a minimum of one year. See clause FAR 5352.242-9000, entitled “Contractor access to Air Force Installations.” All vehicles shall be registered, insured, and operated by a licensed operator at all times.

4.4.2.1. Current security access restrictions at Altus AFB require all contractor vehicles (which are the size of a standard bread delivery truck or larger) to enter through the South Gate only.

https://afcmra.hqda.pentagon.mil/Login.aspx

Proof of Insurance is required to obtain base access for the vehicle. Contractor vehicles may be subject to search prior to gaining base entry. The Contractor should plan and allow for delays as a result of increased and ever-changing security procedures

4.4.3. Contractor Badge Responsibilities. The Contractor is responsible for tracking and retrieving badges from employees upon their separation, termination and/or completion of business on Altus AFB, OK. Badges from employees who are no longer employed on the contract must be retrieved and turned in to the SCO within ten (10) days of the individual’s separation or termination. Employees who abuse their badge privileges by attempting base access beyond the dates, times, locations or specified work and other limitations may be subject to revocation of base access. Contractors may lose base pass privileges if they fail to control use of the badges or do not return them upon completion of use. Failure to control or turn in badges may result in contract termination or a decision not to exercise the option periods of this contract.

4.4.4. Security Training. Contractor personnel are required to attend security and Operations Security (OPSEC) orientation under Homeland Security Presidential Directive (HSPD) Title 12.

The Contractor shall schedule initial and annual refresher training (for all assigned contractor personnel) through the SCO. All contractor personnel shall be thoroughly briefed by the CES Security Manager on established security requirements and procedures as stipulated in Air Force Policy Directive (AFPD 31-1, Integrated Defense).

4.4.4.1. Security Authority. The Contractor shall brief all employees that they shall immediately leave any area upon notification by the CO, SCO, constituted authority, Security Forces or when directed as occasional operational requirements, real world activities or emergencies dictate. If direction is given by personnel other than the CO or SCO, notify the SCO of this action and include the name of the individual, if available.

4.4.5. Anti-Terrorism. Altus AFB has an antiterrorism program that is responsible for helping secure and protect the base and its personnel from terrorist attacks. As a Contractor working on Altus AFB, you and your sub-Contractors are required to obey all orders from Security Forces and adhere to all security measures implemented as a result of Force Protection Condition changes (security posture changes). Additionally, you and your sub-contractors are expected to report to base security forces (481-7444) any suspicious activities, packages or items you see while conducting work on Altus AFB. Suspicious activities could include personnel conducting surveillance of the installation, unauthorized personnel requesting access to the installation or somebody asking a lot of questions about the base.