Attachment_1_-_COCESS_SOW_dtd_13_AUG_19.pdf

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

ALTUS AFB, OKLAHOMA

OPR: 97 CIVIL ENGINEER SQUADRON (CES)

OPERATIONS FLIGHT (CEO)

SERVICE CONTRACT OFFICE (CEOES)

CONTRACT OFFICER REPRESENTATIVES:

Katie Hendrickson – kathleen.hendrickson.1@us.af.mil 580-481-7756 Matt Waites – matthew.waites.1@us.af.mil 580-481-5674 Jim Ingram – james.ingram.13@us.af.mil 580-481-5675

DATE: 14 August 2019

REVISION 1

mailto:kathleen.hendrickson.1@us.af.mil mailto:matthew.waites.1@us.af.mil mailto:james.ingram.13@us.af.mil

COCESS

STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. Scope 4

1.2. Objectives 4

1.3. Inventory Processing Requirements 5

1.4. COCESS Components 6

1.5. Sources of Supply 9

1.6. Fair and Reasonable Pricing 9

1.7. Procurement of Materials 10

1.8. Delivery 11

1.9. Documenting Receipt of Items 13

1.10. Authorized Users for Material Issue 14

1.11. Contract Attributes and Responsibilities 14

1.12. Emergency Support 16

1.13. Hazardous Materials (HAZMAT) 16

1.14. Warranties 17

1.15. Sales Tickets 17

1.16. Required Reports and Listings 18

1.17. Record Keeping and Inspection 19

2. DELIVERY OBJECTIVES 19

2.1. Objective Table 19

2.2. COR Surveillance 22

3. GOVERNMENT FURNISHED PROPERTY (GFP) & SERVICES 23

3.1. Facilities 23

3.2. GFP Equipment 23

3.3. Services 24

3.4. Government Provided Training 24

3.5. Damage to Government Facilities and Equipment 24

3.6. Government Liability 25

4. GENERAL INFORMATION 25

4.1. Hours of Operation 25

4.2. Contractor Responsibilities 26

4.3. Computer Access and Training 26

4.4. Housekeeping 27

4.5. Contractor Furnished Supplies 28

4.6. Reserved 28

4.7. Security Requirements 28

4.8. Safety Requirements and Reports 30

4.9. Environmental Requirements 30

TABLE OF CONTENTS CONTINUED

4.10. Invoicing 31

4.11. Contractor Phase-In Transition 31

4.12. Contractor Phase-Out Transition 32

4.13. Contract Modifications 32

5. REFERENCED DOCUMENTS 32

6. LIST OF EXHIBITS (Stand-Alone Documents Not Contained in SOW) 32

7. APPENDICES 33

Appendix A – Example of Parts Request Processing Form 34 Appendix B – Example of Monthly Sales Log 35 Appendix C – Example of Monthly Summary Report 36 Appendix D – Example of COCESS Store Stock Listing 37 Appendix E – Example of How to Fill Out Attachment Y 38 Appendix F – Example of How to Fill Out Attachment K 39

CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE

(COCESS)

STATEMENT OF WORK (SOW)

1. DESCRIPTION OF SERVICES.

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 Altus AFB, Oklahoma. The Contractor shall source, purchase, receive, issue, deliver and stock a variety of materials, equipment, parts and supplies for construction and facility maintenance and repair for use by authorized Civil Engineer Squadron (CES) personnel and Facility Managers (referred collectively henceforth as “customers”).

1.1.1. NOTE: Wherever the terms “item/s” or “material/s” are used in this document, it shall be interpreted to mean all parts requested on a purchase request.

1.1.2. CHIEF OF MATERIAL CONTROL (CoMC/COR). The CoMC/COR will approve Purchase Requests (PR) in TRIRIGA. Once the PR has been approved, the COR will verifying that funds are sufficient to purchase. This oversight ensures that funds are available prior to the Contractor creating the purchase order (paragraph 1.3.2.) and ordering the materials. This is to ensure correct pricing per Attachment Y, Pricing and Coefficient Table, and authorized obligation of Government funds by the COR.

1.2. OBJECTIVES. To provide a simplified method for customers to purchase quality materials, tools and equipment used for work tasks, construction, recurring preventive maintenance, repairs and the base U-Fix-It Program. The Contractor shall be responsible for performing Inventory Technician (InvTech) transactions in TRIRIGA. The Contractor shall have a storefront located in building 358 – CES. The store shall contain a variety of commercial and industrial products and stock high-use/critical/consumable materials for immediate purchase.

High-use items are identified in Exhibit 2 – Historical High-Use/Critical Items. Suggested items are identified in Exhibit 3 –Suggested Store Stock List. Store management and personnel shall provide quality customer service.

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

1.2.2. U-FIX-IT. The U-Fix-It Program, nick named SHARP (Self-Help and Repair Program) at Altus AFB, is intended for Facility Managers to perform minor maintenance and repair tasks that do not require special tools or technical expertise. Examples of SHARP tasks include:

changing light bulbs (ceiling height defined in the Facility Manager Guide), replace nuts/bolts/screws or facility hardware, replace switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc. The Contractor shall sell these type items to customers that have a PR in the system and are on the authorized facility manager list list (paragraph 1.10.).

1.3. INVENTORY PROCESSING REQUIREMENTS.

1.3.1. STORE STOCK OWNERSHIP. The Contractor shall own all store stock until sold to the Government. The Contractor is responsible for deciding which items to stock in the store.

At contract completion, the Contractor shall retain ownership of store stock not sold to the Government. The Government reserves the right to purchase the store stocked items at contract completion at the contract price, or may offer a price discounted from the contract price for purchase of quantities on hand.

1.3.2. TRIRIGA. The Contractor and the Government shall use TRIRIGA functionality for all material control processes such as creating specifications and inventory items, creating stock locations, processing PRs, processing purchase orders (PO), receiving inventory, stocking the Government warehouse (GW), issuing of items and PO invoicing. TRIRIGA is the official material control IT system and its use is mandatory. The Contractor will be provided InvTech rights within TRIRIGA for data entry.

1.3.2.1. Once the PR is approved, the COR will notify Contractor verbally to create the PO in TRIRIGA. TRIRIGA does not transfer any PO information to actual vendors. Verbal notification followed by an Email assignment of a PR to the Contractor, by the COR, will serve as funds verification and the notice to proceed with the creation of the PO and order of the items.

The Contractor shall use their own procedures for ordering request items.

1.3.2.2. The Contractor shall comply with the InvTech roles and responsibilities identified in the Material Control Playbook and TRIRIGA Material Control Management Reference Guide.

The Reference Guide will be provided by the COR at the contract start. The Reference Guide provides step by step instructions for performing tasks in TRIRIGA and is updated periodically (as changes are made to the system).

1.3.2.3. All TRIRIGA Item Specifications and Item Names are specific to a manufacturer and part number and cannot be changed to substitute a different item unless these part numbers are already included as part of the item description. If a “like-item” substitute is approved in accordance with section 1.6.2.5., the COR must update TRIRIGA with the appropriate substitute item information. The Contractor shall NOT change the inventory record to update substitutions.

Inventory Item Numbers may change over the course of the contract. These numbers are specific for an item specification/name and model. Therefore, the manufacturer, part number, and item description are the important information elements of any item description in TRIRIGA.

1.3.2.4. All Contractor personnel will require access to TRIRIGA for processing material transactions. The Government will provide computers and printers on the Government network for Contractor personnel to use for recording the mandatory transaction data in TRIRIGA. This equipment is listed in Exhibit 1 – Government Furnished Equipment.

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

1.3.2.6. The Contractor shall comply with the instructions presented in the most current edition of the NexGenIT and TRIRIGA Materiel Control Management Reference Guide for processes and procedures to ensure material control transactions are performed as required in TRIRIGA. The COR shall provide all hands-on TRIRIGA training to the Contractor. See paragraphs 3.4. and 4.2.2.3. through 4.2.2.6. for other network access and training requirements.

1.3.3. ONLINE PRICING DATABASE. Online pricing databases or catalogues (referred to collectively henceforth as “databases”) shall be used to calculate sale prices of items found within the database(s). The Government has selected two verified applicable databases for each COCESS category. HVAC and Electrical items comprise the majority of items purchased historically. All items in the Market Basket for each category can be priced using at least one database or both databases. The Contractor shall identify their choice of primary and alternate from the list below in the Market Basket.

COCESS ITEM CATEGORIES AND APPLICABLE DATABASES (IN NO

PARTICULAR ORDER):

List # Item Category Database Database

1 HVAC www.grainger.com www.supplyhouse.com 2 Electrical www.grainger.com www.platt.com 3 Plumbing www.grainger.com www.supplyhouse.com 4 Building Supplies

(including Hardware) www.grainger.com www.mscdirect.com

5 Lawn & Garden www.grainger.com www.mscdirect.com

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

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

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

1.4. COCESS COMPONENTS.

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

1.4.2. PRE-PRICED ITEMS. Pre-priced items are defined as items found in the online pricing database(s) identified in Attachment Y, Pricing Discount Coefficient Table. During the initial solicitation of the contract, the Contractor shall complete a bid schedule using Attachment Y to identify discount percentages for categorically assigned items in the Attachment K – Market Basket. The list pricing of the Market Basket shall exclude sale prices. The Market Basket will not be added to the contract. It will be used for solicitation evaluation only. Attachment Y shall be added to the contract and used for all items that can be purchased from the database sources listed in paragraph 1.3.3. See Appendix E – Example of How to Fill Out Attachment Y and Attachment K.

1.4.2.1. The COR will require price quotes prior to purchase for all database items. The quote MUST be given to the COR within 24 hours of the quoted date for price check purposes.

Quotes must include the date of the quote and be numbered for easy association and tracking. In the event that the parts are not immediately purchased by the Government, all quotes for database items are firm for 30 days. If items are not approved for purchase by the end of the 30th day, the COR will request a new quote. The Contractor may request a shorter firm quote duration period for items with high market volatility, such as Freon and copper. A mutually acceptable time period may be determined on a case-by-case basis between the COR and Contractor.

1.4.2.2. For items listed in primary and alternate databases, the Contractor will discount the appropriate list price using a categorically proposed coefficient identified in Attachment Y.

Multiplying the fixed coefficient for the appropriate category to the database’s listed price of the item at the time of sale will result in the sale price of the item to the Government. The Contractor may further discount an item below the calculated sale price at the Contractor’s own discretion.

1.4.2.3. For items not listed in the pricing database(s), the Contractor shall follow the Non- Priced Items (NPI) procedures described in paragraphs 1.4.5. and 1.6.through 1.6.1.2.

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

1.4.3. SUPPLEMENTAL PRICED ITEM (SPI) LIST AND INITIAL OPERATIONS

REVIEW.

1.4.3.1. Items included in the SPI list are those items that cannot be found in the category databases for Attachment Y. The SPI List (Attachement B) will be added to the contract. SPI list proposals must be for exact manufacturers, but “like-items” (see paragraph 1.6.2.5.) may be bi-laterally added to the list with a post-award modification. The SPI List shall be updated as changes occur through contract modifications.

1.4.3.2. During the initial 30 calendar days following contract award, the Contractor and the COR may agree to add additional items, not found in the proposed databases, to the SPI List (CDRL A0001). This may include items that the Contractor determines will be included in the COCESS Store Stock. The COR will develop a pricing bid schedule for the “new” items to be added to the SPI List. The COR will forward to bid schedule for the new items to the CO for approval and to be sent to the Contractor for pricing. Once the Contractor has returned the fully burdened SPI list, the CO will issue a contract modification to incorporate the “new” items into the current SPI list. The Contractor shall also work with the COR to review commonly purchased items as needed during execution of the contract. To add those items not found in the databases to the SPI List following the same procedures identified in this paragraph.

1.4.3.3. Database items may be added to the SPI List using the same processes listed in paragraph 1.4.3.2. Once added to the SPI List, the SPI list pricing takes precedence over all database pricing for that item.

1.4.4. COCESS STORE. The COCESS Store is a convenient source for the Contractor and authorized customers to use for filling item requests. The store shall be stocked and managed by the Contractor. All items and materials in the store shall be the property of the Contractor until sold to authorized customers. The Government will provide a recommended high-use/recurring items list for the store; however, it is the responsibility of the Contractor to decide which items to stock in the store. The Contractor shall provide the COR with a list of initial store stock items no later than 30 calendar days post contract award. The COR will work with the Contractor to suggest additional Store Stock items. The COR may request SPI pricing for all items in the COCESS Store following the procedures listed in paragraph 1.4.3.2. The Contractor may use their COCESS store stock to fulfill any item requests.

1.4.4.1. The Contractor shall use Microsoft Office Excel to supply the COR with a current, electronic pre-priced store stock item listing within the first 30 calendar days of contract award (CDRL A0002). This listing shall include the TRIRIGA Inventory Item number, name of the item, description, manufacturer (or supplier), manufacturer part number, and current item sale price. All “over-the-counter” items sold in the store must be priced in accordance with Pre- Priced Items paragraph 1.4.2. Additional items may be added to the COCESS store at any time, however an updated store stock listing must be sent to the COR within 30 days after addition.

This is to ensure that the item locations are “coded” as store stock in TRIRIGA.

1.4.4.2. The Contractor’s store items shall be added to the TRIRIGA inventory with a “zero” quantity. These items shall have a “collection” location assigned to designate the “Store.”

Training to perform InvTech tasks will be provided by the COR (see paragraph 3.4. and 4.2.2.3.

through 4.2.2.6.).

1.4.4.3. The Contractor may use the Parts Request Processing Form (Appendix A) to document over-the-counter sales in order to expedite transactions. All issue transactions shall be accurately documented in TRIRIGA immediately upon pick up by an authorized customer. All other transactions shall be accurately documented in TRIRIGA by close of business the same day. The Parts Request Processing Form shall be provided by the Government.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/items not found in the database(s) identified in Attachment Y or on the Attachement B, in accordance with the procedures described in paragraph 1.4.3. No NPI “over-the-counter” sales are authorized. All NPI purchases under the micro-purchase threshold must be approved by the COR. All NPI purchases over the micro-purchase threshold must be approved by the CO. The Contractor shall acquire all NPIs using fair and reasonable pricing in accordance with paragraph 1.6. through 1.6.1.2. All NPI items shall be quoted at fully burdened prices, including core charges for batteries and freight. Premium freight must be pre-approved by the COR. Quotes must include the date of the quote and be numbered for easy association and tracking. All quotes for NPI items are firm for 30 days.

1.5. SOURCES OF SUPPLY. The Contractor shall acquire items from merchants or vendors of their choice and should include local and small businesses. The Contractor shall use manufacturers and other industry sources for obtaining information to compare prices. The Contractor shall perform all research required to successfully procure all PO and Government Purchase Card (GPC) item requests.

1.6. FAIR AND REASONABLE PRICING. The Contractor shall offer fair and reasonable pricing for NPIs. Pricing shall be fully burdened.

1.6.1. NPI MATERIALS PRICE COMPARISON. All price comparisons must be for the same manufacturer and part number items as requested. Replacement with “like-items” must follow procedures in paragraph 1.6.2.5.

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

1.6.1.2. Ordering NPIs over the Micro-Purchase Threshold. No GPC purchases may be made through COCESS for items over the micro-purchase threshold. If the pricing for any single NPI is over the micro-purchase threshold, the Contractor must obtain two (2) quotes or advertised prices from different sources of supply for the item, in addition to the Contractor’s proposed sale price, for a total of three (3) quotes. The Contractor shall provide quoted pricing to the COR within 2 duty days for commercially available items and within 5 duty days for special order items. Pricing/quote information will then be forwarded to the CO for approval prior to the PO being assigned to the Contractor to purchase. If the Contractor needs additional time to receive a quote, a mutually acceptable time period may be determined on a case-by-case basis between the COR and Contractor.

1.6.2. OTHER PRICING CONSIDERATIONS.

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

1.6.2.2. Sole Source/Brand Name. At times the Government will require sole source/brand name materials. The COR will request a sole source/brand name justification from the requestor for all sole source/brand name NPIs. The sole source/brand name justification will be sent to the CO for approval. The COR must receive the CO approval prior to assigning the PO to the Contractor. In the event the Contractor cannot provide multiple quotes as required by the NPI processes, the Contractor shall submit their proposed sale price in accordance with paragraph 1.6.2.1, Evaluating One Quote.

1.6.2.3. Hazardous Material Approval. The Contractor is responsible to check for Shop submission of HAZMAT request. If a hazardous material is not currently approved, the Contractor shall send the request back to the shop so that they may initiate the new HAZMAT request. Once the shop has been authorized to purchase the HAZMAT item, they will submit a request in EESOH-MIS. The Contractor shall verify that the HAZMAT is authorized for the shop and the quantity allowed. See paragraphs 1.12. through 1.12.6. for further information.

1.6.2.4. Transportation/Shipping Charges. All Store Stock and Pre-Priced items shall not have reimbursable transportation charges as they are fixed price. The Contractor shall obtain Free on Board (FOB) pricing when available from their source of supply. Freight charges beyond FOB shall require preapproval by the COR. Premium freight charges for expedited shipment of emergency items (including pre-priced items not stocked in the store) must have verified funding and approval by the COR prior to ordering the item(s). Freight/shipping charges are reimbursable for NPIs where freight costs could not be determined prior to shipment.

All reimbursable freight charges shall be a separate line on the Contractor Sales Ticket.

1.6.2.5. “Like-Item” Substitutes. If a requested item is available in the database(s) identified in Attachment Y, but the Contractor recommends a like-item substitute that is not available in the database, the Contractor shall seek COR approval of the like-item substitute prior to Government purchase. Any item for which a database is listed as a manufacturer or approver of an item, those items will not require prior approval for substitute unless a brand name justification is required and processed. Any like-item substitutes shall be sold for equal to or less than the pre-priced sale price of the originally requested database item. Hazardous items shall NOT be substituted due to Air Force Instruction requirements. Following approval of a like-item substitute, the COR must update TRIRIGA with the appropriate requested item information.

1.7. PROCUREMENT OF MATERIALS.

1.7.1. AUTHORIZED PERSONNEL TO REQUEST PURCHASE OF MATERIALS. The COR is authorized to request purchase of materials after funds verification. Notification of PR approval shall be emailed to the Contractor for issuance of a PO. GPC cardholders are authorized to request purchase of materials up to the micro-purchase threshold for payment by GPC only.

1.7.2. ITEMS EXCLUDED FROM PURCHASE. The following items are excluded from this contract:

1.7.2.1. Materials under Maintenance and Repair Contracts. Parts and materials covered under separate contracts for maintenance and repair will not be purchased under this contract unless approved by the CO.

1.7.2.2. Centrally Managed/Procured Items from Government Supply Sources (GSS).

Centrally managed/procured items or items that require purchase from mandatory sources (such as office furniture, IT equipment, etc.) will not be furnished under this contract accept as authorized by the CO for Defense Logistics Agency (DLA) and General Services Administration (GSA) items. In the event the Contractor requests to use a GSS, a letter of authorization from the CO shall be required stating the use of the specific source for the specific requirement. Any such authorization must be in accordance with FAR Part 51 guidance, which does not allow for any pricing mark-up.

1.7.3. NON-OBLIGATION TO PURCHASE. This contract does not obligate or require the purchase of materials by any customers or organizations within or affiliated with Altus AFB or the United States Air Force. CES reserves the right to purchase materials from other commercial sources or federal contracts.

1.7.4. CONTRACTOR’S MERCHANDISE RETURN POLICY. The Contractor shall accept returns of full issue, unopened or unused items identified on the Government’s suggested store stock item listing within 30 calendar days of issue to the Work Task or shop with no penalty to the Government. If items that are not listed on the suggested store stock item listing are incorrectly ordered by fault of the Government, the Government will be responsible for restocking fees or other penalties associated with returning the item to the vendor of purchase.

The Contractor shall obtain approval from the COR before charging additional vendor restocking fees. Throughout the duration of the contract, the Contractor shall prominently post the return policy for customers to review upon entering the store. The Contractor shall honor and provide a fully detailed merchandise return policy for any item purchased. This information shall be made available with all purchases and will be tailored to the type of product and reason returned. If items cannot be returned to the manufacturer once purchased, the Contractor shall inform the customer prior to purchase.

1.7.4.1. 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 prior to Government reimbursement. The Contractor shall not charge a restocking fee in addition to the vendor’s restocking fee.

1.8. DELIVERY. The Contractor shall accept deliveries at CES, 401 L Avenue, Building 358, Altus AFB. This may include GPC deliveries, items addressed to the COCESS Contractor or other items. The Contractor may use alternate delivery locations but shall require approval and coordination from the COR prior to delivery. The Contractor shall have the COR or GPC Cardholder inspect packages addressed to personnel or offices other than the COCESS Contractor. Packages shall be inspected for damage prior to acceptance from the delivery company. If a package is damaged, the shipment shall be refused. Items addressed to COCESS shall be processed by the Contractor into their inventory or received in TRIRIGA and set aside until PO material requirements are complete. All packages for other personnel or offices shall set aside from COCESS deliveries. The COR will contact the customer to arrange pick-up of items and notify the Contractor with the point of contact specifics.

1.8.1. REQUIRED DELIVERY DATE (RDD). Work Tasks in TRIRIGA will identify RDDs for individual items or material required for purchase. The Contractor shall complete delivery by the specified RDD date, unless the Contractor requests an ADD (paragraph 1.8.2). The Contractor shall not input, edit or adjust the RDDs in TRIRIGA. The COR shall update any changes to the RDDs in TRIRIGA. RDDs will be based on one of the following three material requirement classifications.

1.8.1.1 Emergency requirements. Requirements for corrective maintenance work materiel requests that must be available immediately. Emergency work is designed to mitigate the emergency but not necessarily restore to the operating condition prior to the emergency event.

The Government will provide a list of any recommended specialty items and desired stock levels to communicate items that are anticipated to be required for immediate over the counter issue.

Some items such as electrical transformers, breakers, or utility valves may require stocking to assure immediate availability for emergency responses that are integral to restoring service to a wide number of customers. Emergency requirements must have an Agreed Delivery Date (ADD), paragraph 1.8.2., within 24 hours of requirement notification.

1.8.1.2 Plant Operations or Preventative Maintenance. Requirements for items or materiel repetitively purchased throughout the year. Such items are used to support plant operations or preventive maintenance and shall be available for issue from the store within a time period mutually acceptable by the COR and Contractor.

1.8.1.3. Scheduled Sustainment and Enhancement Work. All other requirements for items or material are considered Scheduled Sustainment and Enhancement Work.

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

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

1.8.4. OPTION TO CANCEL. The Government reserves the right to cancel orders for items at no cost to the Government and purchase items from other sources if the Contractor cannot meet any of the following: (1) RDD (2) ADD or (3) Competitive Price. These occurrences will be recorded in the Contractor Performance Assessment Reporting System (CPARS).

1.8.5. EXCUSABLE DELAYS. The Contractor’s performance rating will not be negatively impacted for late deliveries caused by excusable delays. Excusable delays are the result of events beyond the reasonable control of the contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather and delays of common carriers. See FAR clause 52.212-4 (f) for additional information regarding excusable delays.

1.8.6. EMERGENCY PICK-UP AND DELIVERY. Occasionally, the COR 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.

1.8.7. HOLDING AND STORAGE. Upon delivery of an item, the Contractor shall receive the item into TRIRIGA IAW the Material Control Management Reference Guide.

1.8.7.1. The Contractor shall be responsible for holding items in storage for work tasks until all items have been received for the corresponding task and purchase order. Partial release or distribution of items to authorized users prior to the Government’s Acceptance of all work task items will require authorization from the COR. This will result in partial sales and issue of the items.

1.8.7.2. Occasionally, items sold to the Government may require holding beyond the completion of the PO and PO Invoice for the work task. The Contractor shall store such items in the Government caged area of the warehouse and identify the item’s location in TRIRIGA in accordance with paragraph 1.3.2.3. and the TRIRIGA Materiel Control Management Reference Guide.

1.8.7.3. The Contractor may be held responsible for replacing lost or misplaced Government Property within a Contractor controlled facility or area. The Government reserves the right to access and use all on-base warehouse facilities as necessary.

1.9. DOCUMENTING RECEIPT OF ITEMS. The Contractor shall process receipt of all items in TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide and paragraph 1.3.2.2. The Contractor shall provide a paper copy Sales Ticket to the COR for the sale of any item, to include over-the-counter sales, paragraph 1.10.2. Daily sales tickets shall be submitted to the COR prior to 12:00 p.m. on the following duty day. At a minimum, daily sales tickets shall include the information categorized in paragraph 1.14.1. Once all items on a purchase order are received, the Contractor shall notify the COR and issue a sales ticket for the items. The Contractor shall process the PO Invoice in TRIRIGA and update the item receipt in TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide (paragraph 1.9.).

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

1.9.2. CREDITS. Sales slips documenting returned items shall be clearly marked "CREDIT."

Any net credit amount must be easily identified (via parenthesis, plus or negative sign, font color, etc.) to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips must be cross-referenced.

Canceled/voided and "credit" sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price will also be documented in accordance with this paragraph.

1.10. AUTHORIZED USERS FOR MATERIAL ISSUE. The Contractor shall not issue items to unauthorized customers. The COR will provide the Contractor with a list of authorized CES customers and Facility Managers that may pick up items from COCESS.

1.10.1. SALES TO UN-AUTHORIZED PERSONNEL. Any sales made to unauthorized customers may result in non-payment.

1.10.2. OVER-THE-COUNTER SALES. The authorized customer MUST have a TRIRIGA work task and PR in the TRIRIGA system and COR verified fund available to complete over-the-counter sales. Over-the-counter sales are for COCESS store stock items only.

No over-the-counter sales are authorized for NPIs.

1.10.3. OFF-LINE TRANSACTIONS. When the computer system is non-operational, the Contractor shall be required to track transactions that will need to be input into TRIRIGA at a later date. The Contractor shall use the Parts Request Processing Form to track items that need to be received and issued (see Appendix A). Once the TRIRIGA system is operational, all Parts Request Processing Forms must be input into TRIRIGA. The COR will provide training on this process.

1.10.4. AUTOMATED INVENTORY MANAGEMENT SYSTEM. The Contractor may use their own system to account for quantities of the Contractor’s store stock inventory. Items in the COCESS Store will be issued to Work Tasks or Work Groups using the over the counter procedures IAW paragraph 1.10.2. The Contractor may use their own system to barcode/scan products, forecast customer needs, perform trend analysis, and determine store-stock for the contractors own needs and requirements.

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

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

1.11.2. Perform market research to provide fair and reasonable pricing in accordance with the Pre-Priced Items and Non-Priced Items processes described in paragraphs 1.4.2., 1.4.5. and 1.6.

1.11.3. In TRIRIGA, create and process Purchase Order (PO) transactions for PR items approved by the COR for COCESS to purchase. Acquire items/materials listed on TRIRIGA POs.

1.11.4. Provide items/materials within the RDD or ADD.

1.11.5. Develops item specifications and inventory item numbers for new items requested for purchase in TRIRIGA.

1.11.6. Accept GPC transactions for materials up to the micro-purchase limit. COR will inform Contractor of current micro-purchase limit value.

1.11.7. Accept deliveries of all materials from shipping companies addressed to CES at the warehouse.

1.11.8. Process “Receipt” transactions in TRIRIGA in accordance with paragraph 1.9.

1.11.9. Provide a customer-friendly COCESS store environment that presents a clean, organized and systematic product identification. Immediately issue items to customers upon pick-up.

1.11.10. Sell COCESS store stock, including SHARP items, “Over-the-Counter” to authorized customers in accordance with paragraph 1.10.2.

1.11.11. Manage COCESS store stock to include inventory identification/input in the TRIRIGA system. Store stock items shall have a zero on hand balance in TRIRIGA.

1.11.12. Advise customers on return policy and method. Accept return of unused COCESS ordered material when returned in full issue quantity and process credit to Government within 30 calendar days of issue. Accept return of unused GW items/materials when returned in full issue quantity. Process returned items back into GW stock and update TRIRIGA accordingly.

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

1.11.14. Maintain TRIRIGA database and appropriate electronic and hard copy documents IAW the Material Control Playbook and the TRIRIGA Materiel Control Management Reference Guide. The COR will provide further instruction on Record Keeping requirements.

1.11.15. Verifies shop authorization, handles, stores and issues ESSOH-MIS authorized hazardous material.

1.11.16. Provide GW support to include, but not limited to, warehousing and stocking of GW assets in the warehouse, issuing GW parts to approved customers and periodic inventory of GW assets. The COR will provide further instruction on periodic inventory requirements.

1.11.16.1. Transport and organize items/materials purchased from the COCESS contractor to appropriate shelf locations or designated areas within GW and update TRIRIGA with item quantity and location information.

1.11.16.2. Accept return of unused GW items/materials when returned in full issue quantity.

Process returned items back into GW stock and update TRIRIGA accordingly.

1.11.16.3. Provide Emergency Support upon notification by the COR (paragraph 1.11.17.).

1.12. EMERGENCY SUPPORT. The Contractor shall provide emergency support during other than normal duty hours only upon notification by the COR. Emergency personnel must be authorized to issue materials from the over-the-counter inventory available. Emergency personnel must be able to be reached and respond to the workplace within two (2) hours after notification. The Contractor shall provide the COR and CO a listing of emergency personnel and an acceptable means (cell phone, telephone, etc.) of how they can be contacted. Emergency services are estimated to occur zero to 12 times per year.

1.12.1. SUPPORT FOR END OF FISCAL YEAR. The Contractor is responsible to provide manning to process POs into TRIRIGA on 30 September, annually, at no additional cost to the Government. This may include Saturday or Sunday, depending on the year. The COR/CO shall notify the Contractor as soon as possible that the support is required. Hours for support are 1800 to Midnight, unless released by the COR/CO earlier.

1.13. HAZARDOUS MATERIAL (HAZMAT). Hazardous materiel includes all materiel 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 40 CFR Part 302, Table 302.4 40 CFR Part 355 with Appendices

40 CFR 372.65

49 CFR 172.101

AFI 32-7086 Hazardous Materiel Management

1.13.1. The Government will utilize the Enterprise Environmental Safety and Occupational Health Management Information System (EESOH-MIS) for requesting authorization approval and keeping track of hazardous material. The COR will maintain oversight for all HAZMAT requests. The CES Environmental section will provide EESOH-MIS training to the COR and

Contractor. The Contractor shall ensure all items have been approved and are entered into EESOH-MIS by the Shop for tracking prior to creating the PO and ordering the materials. If the items have not be entered into EESOH-MIS, the Contractor shall notify the COR. No HAZMAT items shall have a PO created until the Shop corrects the discrepancy. The Contractor shall not exceed the HAZMAT maximum stock level when ordering materials if they will be stored in the COCESS store or Government warehouse.

1.13.2. 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.

1.13.3. HAZARDOUS MATERIEL RECEIPT. Contractor shall utilize the EESHOH-MIS to process receipt of hazardous materiel.

1.13.4. HAZARDOUS MATERIAL ISSUE. The Contractor shall issue the Hazardous material to the Shop or against a Work Request. The Shop is responsible to update any further action in EESOH-MIS.

1.13.5. PROCESSING TRANSACTIONS IN EESOH-MIS. Processing of transactions within the EESOH-MIS and TRIRIGA is required for all POs, Receipts and Issues to the Shops.

1.13.6. HAZARDOUS MATERIEL EXCEPTION LIST. All items approved for the Altus AFB Hazardous Material Exception List do not require input into ESSOH-MIS. The COR will provide a list of excepted items to the Contractor.

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

1.15. SALES TICKETS. The Contractor shall utilize a Contractor-generated sales ticket.

This sales ticket shall be used for sales of all items sold “over-the-counter” and for all items sold on POs for work tasks/PR items.

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

- Contractor’s company name

- Contractor’s unique Invoice/Sales Ticket number

- Date sold

- Contract Number

- Work task number

- Inventory item number (if available)

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

- Unit quantity

- Unit price

- Item extended total (quantity multiplied by unit price)

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

- Sales Ticket total cost

1.15.2. FREIGHT TICKETS. The Contractor shall retain all original freight tickets. The Contractor shall make two (2) copies of any NPI shipping/freight tickets/invoices showing freight costs over $20. One copy shall be distributed to the COR daily and the second copy shall be collected for the month to accompany the summary of sales report to the CO.

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

1.16. REQUIRED REPORTS AND LISTINGS. The Contractor shall provide the reports and listings in an electronic format. The Contractor shall use a format that is compatible with the Government’s software (e.g. Microsoft Word, Excel, etc.). The Contractor shall submit reports and listings within specified time frames for each report.

1.16.1. DAILY SALES TICKETS. The Contractor shall submit copies of the Contractor generated daily sales tickets to the COR not later than 12:00 p.m. on each duty day for the previous duty day’s sales. This includes all PO and over-the-counter sales. If freight is over $20, a copy of the vendor invoices shall be included (once received). The COR will reconcile the daily sales tickets against the monthly summary of sales report prior to invoice payment.

1.16.1.1. The Contractor shall gather the daily sales ticket copies for the CO, including all vendor invoices showing NPI freight charges. These copies shall be submitted given to the COR to the CO at the end of each month to support the sales shown on the monthly summary of sales report.

1.16.2. MONTHLY SALES LOG REPORT. The Contractor shall provide a monthly sales log report to include back-ordered items with estimated delivery dates. The report shall include separate entries for all Contractor Sales Ticket transactions. It shall include at a minimum - the Contract Delivery Order number (if applicable), work task number, the Inventory Item number, noun description, quantity, unit price, total invoiced(unit price multiplied by quantity), FFP (DB), SPI, Store Counter, NPI, premium freight, applicable category, database and coefficient used for pricing (if FFP), Contractor Purchase Order number, TRIRIGA PO number, Date Sold, Sales Ticket number and EDD if not received by end of month (Sample Report - Appendix B).

Items not received by the end of the month shall migrate to the next month’s listing. This report shall be submitted to the COR within five (5) duty days after the end of the month.

1.16.3. MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the COR and CO. This report is due no later than five (5) duty day after the end of the month. The summary report shall show the date range of sales (beginning to end of previous month), the range of sales ticket numbers (beginning and ending) Contract Number, Delivery Order Number (if applicable), Billing CLIN, a separate line for Fixed Price (database) Sales, Supplemental Priced Item Sales, Non-Priced Item Sales and total Invoiced amount (Appendix C). The report should be signed by the COCESS Store Manager. A separate summary report shall be created for all delivery orders being billed in Wide Area Work Flow (WAWF).

1.16.4. MONTHLY HAZARDOUS MATERIAL PURCHASE REPORT. The

Contractor shall submit a monthly report to the COR within five (5) duty days that documents all hazardous materials that were purchased for the prior month. This report shall include the name of the item and the amount purchased. Months without any hazardous material purchases still require a report be submitted and annotated accordingly. This report will be used by the COR to verify EESOH-MIS entries and be forwarded to the Environmental Element.

1.16.5. COCESS STORE STOCK LISTING. The Contractor shall submit an Excel listing of all items available in the COCESS Store to the COR. This listing shall include at a minimum:

date of listing, Inventory Item #, Noun Description including manufacturer and part number, Inventory Location (01Y001A001A), unit (EA, Box, etc.) and unit price (Appendix D). This report should be sent electronically to the COR within 30 calendar days of the beginning of the contract and as changes are made. All store stock items shall be input into TRIRIGA in accordance with Section 1.3.2.2. and the TRIRIGA Materiel Control Management Reference Guide with a quantity of zero.

1.16.6. EMPLOYEE LISTING. The Contractor shall create a listing of all Contractor employees on Altus AFB. The listing shall also include phone contact information for emergency response and after duty hours for the COCESS Store Manager and alternate manager.

This report shall be sent electronically to the COR and CO within five (5) duty days from the start of the contract and as changes are made (CDRL A0003).

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

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

1.17.2. The Contractor shall keep these items current and maintain and dispose of them IAW the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule. The COR can provide further guidance and referenced instructions upon request.

2. DELIVERY OBJECTIVES. The Contractor’s delivery…