Atch 1 SOW.pdf

Solicitation FA4460-11-R-0005

Attachment 1

STATEMENT OF WORK (SOW)

COCESS

(Contractor Operated Civil Engineer Supply Store)

LITTLE ROCK AFB, AR

22 APRIL 2011

Solicitation FA 4460-11-R-0005

COCESS STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

SECTION TITLE

1. DESCRIPTION OF SERVICES

1.1 Objectives

1.2. General Operations

1.3. Availability

1.4 Obtaining Non-Priced Items (NPI)

1.5 Quality of Furnished Items

1.6 No Substitute Items

1.7 Brand Name or Equal

1.8 Transportation Charges

1.9 Invoicing

1.10 Reconciliations and Considerations

1.11 End-Of-Year Purchase Plan

2. FACILITIES /UTILITIES/STORAGE BINS AND ADMINISTRATIVE OFFICE

EQUIPMENT

2.1 Available Equipment, Facilities and Utilities

2.2 Contractor Furnished Supplies and Equipment

2.3 Government Liability

2.4 Housekeeping

3. MANAGEMENT-STAFFING-HAZMAT

3.1 Store Manager

3.2 Personnel

3.3 Hours of Operation

3.4 Contractor Quality Control

3.5 Performance Evaluation Meeting

3.6 Government Quality Assurance

3.7 Safety

3.8 Contract Change Over

3.9 Physical Security

3.10 Hazardous Materials Handling and Warehousing

3.11 Ozone Depleting Substances

3.12 Penalties and Fines

4. Definitions/Explanations

1. Description of Services:

1.1. Objectives: To provide a simplified method for authorized civil engineering personnel and facility managers to purchase quality material, tools, and equipment used in the following trades; electrical, plumbing, heating/ventilation/air conditioning/refrigeration (HVACR), sheet metal, welding, pipe fitting, carpentry, landscaping , pavement and grounds maintenance, masonry, electronic monitoring, controls and alarms, painting and wall covering, material handling and rigging, hardware, liquid fuels maintenance, power production, water and waste water treatment and distribution, and pest control. All items must be provided by the required and/or agreed delivery date. These items shall be used for work orders, construction, recurring maintenance and repair, and self-help type work. The store shall stock high use/consumable items for immediate purchase. The store shall provide easy access for authorized individuals and contain a wide variety of commercial and industrial products (i.e., items found in commercial stores like Lowe’s, Home Depot, Attwood’s, Ace Hardware, Locke’s MOCO, etc.) The store shall provide a customer service center that provides quality and professional customer service at all times.

1.2. General Operations:

1.2.1. Inventory Management: The contractor may use the CEMAS or his/her own data base to maintain the inventory of all items identified as COCESS bench stock. The contractor shall use the

CEMAS to process counter sales to authorized personnel and for the movement of stock items issued from stock and delivered to the Civil Engineering Receiving Section. The CEMAS equipment, software, and initial training will be provided by the government.

1.2.2. Bench Stock: After the initial 6 months of the contract, items having a turnover rate of three demands per quarter, as determined by the previous quarter’s consumption, will be considered as “bench stock” unless those items can be justified to the contracting officer as “seasonal items.”

The contractor shall provide a list of proposed changes to COCESS bench stock to the contracting officer, through the QAP for approval. The listing shall be provided to the QAP not later than the fifth (5) working day of each contract quarter and shall include justification for deletions and proposed additions.

The Contracting officer shall approve/disapprove the list by line item within twenty-two (22) working days after receipt.

1.2.3. Deletion of Bench Stock: The government is under no obligation to purchase items recommended by the contractor for deletion. Deletions shall not occur until approval is obtained in writing from the contracting officer.

1.2.4. Stock Bin Labeling: Labels of each stock bin are to include as a minimum, the CSL number, minimum bench stock level the description of the item, and the manufacturer and part number, In addition, bench stock items must be identified “bench stock,” and non-bench stock items must be identified as “non=bench stock” when the need arises to store such items.

1.2.5. Access to the COCESS: The Contracting Officer (CO), QAP, and other personnel authorized in writing by the C.O. will have access to the store to perform surveillance inspections, periodically check stock, inspect the facilities, and perform the necessary liaison between the Air Force and contractor.

1.2.6. Authorized Issues by the Vendor: The contractor shall issue items from the store only to those individuals authorized to receive the items by the Chief/Deputy of Operations of the Civil Engineering

Squadron. CEMAS will be used to ensure only authorized individuals receive items from the COCESS.

The list of authorized personnel will be provided to the contractor by 19 CES/CEOSM. Contractor shall not process any requests from other than authorized Civil Engineering personnel.

1.2.7. Delivery requirements: The government reserves the right to cancel individual requests for items at no cost to the government and purchase items from other sources if the contractor fails to meet delivery requirements in subparagraphs below or fails to deliver by the EDD. The EDD and cost will be given by the contractor at the time an item is placed on backorder. For the purpose of determining delivery dates under this contract, “not later than” will be interrupted as follows; Example: if a request is submitted to the COCESS contractor at 10:00 on Wednesday with an RDD of not later than two (2) working days will be interpreted as the close of business on Friday, the second working day following the date the request was submitted. All other specified times will be calculated accordingly unless mutually agreed upon by both parties at the time the item(s) is/are ordered.

1.2.7.1 Bench Stock: The contractor shall deliver, on demand, bench stock items as follows’

1.2.7.1.1. During the first forty (40) calendar days of the contract, the contractor shall provide any item within seven (7) calendar days from receipt of order (NOTE: The forty (40) days for counting purposes begins on the date performance begins). On and after the forty-first (41 st ) calendar day, the contractor shall provide any item upon demand.

1.2.7.1.2. All bench stock items not delivered on demand will be available to the government not later than two (2) working days after authorized government personnel request them.

1.2.7.2. The contractor shall maintain a not in stock (NIS) log (notebook, tablet, etc.) at the COCESS counter for the purpose of recording items not available from store bench stock at the time of request. As a minimum, this log will contain CSL number, noun, quantity, work order number and requestor’s name.

Copies of each NIS ticket shall be given to the QAP daily not later than 10:00 a.m.

1.2.8. Backorders: Under no circumstances will the total dollar value of deliveries and back orders exceed the total amount of funds available under blanket delivery orders issued by the contracting officer.

1.2.8.1. Any request for a bench stock item made by an authorized individual is considered back ordered if the item is not immediately available for issue. The request will be made using a CEMAS generated abstract, when the CEMAS computer is not available or during post-post, backorders will be submitted using AF Forms 1445 or locally developed forms. The contractor shall comply with Base Civil Engineer post-post procedures to ensure continuous service and inventory accuracy. All required documentation/forms will be issued to the contractor by the QAP. A copy of the local post-post procedures will be provided to the contractor after award of the contract. The government also reserves the right to modify all forms used at any time within the life of this contract.

1.2.8.2. Requests for items which are not COCESS bench stock (fixed-price & NPI) items are considered backordered when a CEMAS generated abstract, AF Form 1445, or locally developed form is submitted to the store manager and the item is not immediately available for issuance to the requester. The contractor shall indicate whether the RDD can or cannot be met, date and time stamp the request ,nd return to the QAP within 2 working days for “routine” items, and within 4 duty hours for “emergency” and “urgent” requirements.

1.2.8.2.1. When the RDD can be met, the abstract will be marked by the contractor to indicate the item(s) are backordered.

1.2.8.2.2. In those instances when the RDD cannot be met, the contractor will indicate the date the item(s) can be delivered to the government (this becomes the EDD).

If the EDD is acceptable to the government, the request will be returned to the contractor within two (2) working days and will be backordered. In the event the contractor fails to meet the EDD, the government reserves the right to cancel the request at no cost and purchase the items from other sources or to negotiate considerations if the item is not available elsewhere as needed.

1.2.8.2.3. In those instances when the RDD cannot be met and the contractor’s EDD is unacceptable to the government, the government reserves the right to procure the items(s) from other sources.

1.2.9. Marking of Backordered Items: when delivering back ordered items to the requestor the contractor shall ensure that each Item is marked with the proper CSL number, work order number, shop code, and document number.

1.2.10. Sales Slips: CEMAS produced sales slips and contractor provided sales slips will be used by the contractor. The CEMSAS sales slips will be produced for counter sales of stocked items to Civil

Engineering personnel. Contractor provided sales slips will be used for all other sales. The contractor provided sales slips will be preprinted and pre numbered consecutively. All copies of the sales slips must be legible. Sales slips shall be identified with a (1”) rubber stamp marked “NPI” OR “firm-fixed price” ”

FFP” predominately on all copies.

1.2.10.1. Upon completion of the sales slip, the recipient will sign the sales slip. Signatures not authorized in accordance with paragraph 1.4.6. “Authorized Issues by the Vendor”, may result in nonpayment. Separate Sales slips will be prepared for each work order number and combination.

NOTE: Exchange items furnished by the contractor will be billed at the exchange price. If new item comes on damaged pallet or damaged container, the government will not accept. The government will normally furnish the exchange item at the time of sale; however when the “core” is not available at the time of sale, a separate core charge will be listed on the sales slip. A credit slip will then be processed according to paragraph 1.2.10.3.”Credits”.

1.2.10.2. Distribution: CEMAS produced sales slips for across the counter issues will be collected each day and matched up by the contractor with transactions appearing on the Daily COCESS Issue and Turn-

In List (PCN SF022-246) which is printed out at CEMAS end-of-day processing. Daily listing, CEMAS sales slips, and contractor provided sales slips shall be provided to the QAP not later than 10:00 A.M. the next duty day. The contractor shall retain original copies of sales slips to support the summary invoice.

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

1.2.10.3. Credits: Sales slips documenting the return of defective material that is not suitable for the intended use, and material returned in exchange for new or rebuilt like items, when such exchange is a normal commercial practice, must be clearly marked “CREDIT”. Any net credit amount must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item the two sales slips must be cross-referenced. Cancelled/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.

1.2.11. Corrections and Adjustments: Minor pen and ink changes on original sales slips will be initialed by contractor and verified by the QAP. Corrections may also be itemized on a separate sales slip and cross-referenced to the original sales slips.

1.3. Availability: The contractor shall provide 100% ordering availability/capability during the normal duty day. The contractor shall provide an alternate method for ordering during computer down time.

1.3.1. Authorized Government Users of COCESS and Self-Help: The contractor shall issue/sell items from the store to authorized CE personnel only. CEMAS shall be used to provide the names of authorized CE personnel along with their personal identification number (PIN), who may receive and purchase items from the COCESS. Material Control will assign, review and update the CEMAS authorization of those personnel who are authorized to order from COCESS as required. Only CE government purchase cardholders will be authorized to purchase limited types of supplies (tools, safety equipment) authorized by CE. The contractor shall provide a magnetic card reader/writer for the purpose of authorizing COCESS customers and tracking orders for payment.

1.4. Obtaining Non-Priced Items (NPI): In the event the COCESS contractor is unable to meet an NPI delivery requirement of the requester or the price offered by the COCESS contractor for an NPI is determined to be other than fair and reasonable, the Government reserves the right to not purchase the

NPI from the COCESS contractor. The contractor will provide an F.O.B. destination price to the requestor. If unable to get the item F.O.B the contractor will request a shipping estimate. The freight will be reimbursed in this instance. The requestor will decide whether to purchase the item from the contractor or through other channels. Regularly used NPIs will be considered for addition to the

COCESS priced stock list on a quarterly basis. The contractor needs to have the list of additions to the contracting office no later than the 15 th of the month following the quarter (e.g. for the first fiscal quarter

{Oct, Nov, Dec}, a list of recurring items should be provided to the contracting officer no later than the th of January. The contracting officer will negotiate a fair and reasonable price for requested additions to the COCESS priced stock list.

1.4.1. Except as provided in paragraph 1.4.7., “Delivery Requirements”, the COCESS contractor shall purchase all NPIs from the manufacturer or from the highest level in the manufacturer’s distribution system available to the business community which will provide the lowest price that is obtainable in the normal course of business.

1.4.2. The contractor shall solicit a minimum of three (3) competitive quotes from different sources of supply and provide the lowest price to the government for each line item estimated to exceed $3,000.00.

Contracting Officer approval is required prior to confirming an order if the extended price for a single item is estimated to exceed $3,000.00.

1.4.3. The government reserves the right to negotiate a fixed price for any item purchased as an NPI.

Documentation of NPIs negotiated as firm fixed price will be maintained by the contracting officer and incorporated in the contract by modification.

1.5. Quality of Furnished Items: The manufacturers and part numbers listed in the trade service catalogs, such as the Electrical Trade Book published by Trade Service Publications, Inc., National Price

Service for Plumbing published by Henderson-Hazel Corporation, etc., are considered as the established minimum quality for items to be furnished under this contract for which no brand is identified. If the contractor desires or needs to furnish items of lesser quality, he must present justification for the requirement and a manufacture’s description of the items he proposes to furnish. A determination that it is in the government’s best interest to accept the item, including, but not limited to quality as stated herein, cost, and delivery time will be approved by the contracting officer. If the items are determined to be acceptable, the contracting officer will negotiate a price and add the item to the COCESS Priced Stock

List when it is determined to be in the best interest of the government.

1.5.1. Paint: Paint furnished under this contract will be subject to the Federal Test Method Standard #

141C. Boxes or cans will legibly show the manufacturer’s name, batch number, and date of manufacture.

If any or all of this information is coded, the contractor will provide interpretation charts to QA concurrently with the initial delivery of paint of the particular manufacturer. The government will not accept paint which is more than one year old from the date of manufacture.

1.5.2. Items excluded from this Contract: Notwithstanding the General Provision in FAR 52.216-21 entitled “Requirements”, the following items are excluded from this contract:

1.5.2.1. Government-Owned Supplies: The government may utilize existing stocks before purchasing like items under this contract. Upon issuance and depletion of existing government stocks, the government will, to the greatest extent possible, not reorder such parts except through the COCESS or as provided elsewhere in this contract. Purchases exclusively through the COCESS are not guaranteed.

1.5.2.2. Material Under Maintenance and Repair Contracts: Parts and material to be incorporated in equipment or real property under separate contracts for maintenance, repair, improvements and/or minor construction will not be purchased under this contract unless approved in writing by the Contracting

Officer (CO).

1.5.2.3. Mandatory Ability One purchases IAW FAR 8.7.

1.5.2.4. Required purchases from Federal Prison Industries, Inc. IAW FAR 8.6.

1.5.2.5. Individual Equipment Items such as safety-toed shoes, safety glasses, wearing apparel, rain gear, etc.

1.5.2.6. Material primarily used by other than BCE personnel.

1.5.2.7. Automotive/Vehicle: Parts and accessories for equipment listed on Registered Equipment

Management System (REMS) records.

1.5.2.8. Bulk products such as, but not limited to, asphalt, concrete, sand, gravel, etc.

1.5.3. Commercial Warranty: The contractor agrees that the supplies furnished under this contract shall be covered by the most favorable commercial warranties the manufacturer, contractor, and /or his suppliers gives to any customer for such supplies, and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the Government by any other clause of this contract.

When items received from the contractor are unserviceable or substandard, they will be returned to the contractor for full credit or for exchange for a serviceable standard item. If warranty registration is required, documentation will be completed by the contractor and furnished to Civil Engineering at the time of the sale. Civil Engineering personnel will be responsible for submitting warranty data to the manufacturer and maintaining/controlling these warranties.

1.6. No substitute Items: (Also referred to as “No-Sub”) There will be times when a genuine replacement part or a specific brand name item will be required and an authorized substitute or interchangeable item will not be accepted. In these circumstances, a genuine replacement part or a specific brand name item will be required from the contractor. For NPIs, “suitable substitute” items will be furnished by the contractor only after approval of the contracting officer or designated representative.

Items listed on the COCESS Stock List with “or equal” descriptions are identified as such for the purpose of establishing a generic description and level of quality. Unless specifically identified as “NO

SUBSTITUTE”, items equivalent in purpose, use and quality may be substituted. The government reserves the right to reject any item failing to meet the standards as set forth and require the contractor to provide an acceptable equal item within the contract terms at the established contract price. Hazardous material approved by Bio/Environmental will be “No Substitute “items. Upon contract award, the contractor certifies that he will provide the brand name incorporated in the contract. Substitution of other brands without written authorization of the contracting officer is prohibited.

1.7. Brand name or equal: Items listed on the CSL with “brand name only” or “brand name or equal” descriptions are identified as such for the purpose of establishing a generic description and level of quality. Look for most important characteristics. NPI descriptions where part numbers are obsolete or descriptions do not match part numbers, shall be ordered by item descriptions. On contract items, the government representative shall be notified.

1.8. Transportation Charges:

1.8.1. PREMIUM TANSPORTATION: When required (in extreme emergencies), the contractor may be required to pick up emergency material available in the local trading are (within a 30 mile radius) The government will pay direct pick-up costs when approved by the Contracting Officer or designated representative.

1.8.2 Priced Stock List (fixed priced) items are considered F.O.B. Destination. Transportation costs are included in the fixed price. Additional costs for transportation will not be reimbursed except when premium transportation is authorized by the contracting officer in accordance with paragraph 1.8.1

”Premium Transportation”.

1.8.3. Transportation costs for NPIs are direct allowable costs and the contractor will be reimbursed these transportation charges. Transportation costs are to be shown as a separate item on the sales slip and suppliers invoice when the supplier’s unit price does not include the shipping charges.

1.8.4. The contractor shall ensure before shipment, that the suppliers are told to ship via the most economical means and to show the charges as a separate item on the invoice. Freight charges in excess of

$25.00 must be accompanied by the freight companies receipted invoice to the supplier: Freight charges less than $25.00 must be accompanied by the freight company’s non receipted bill.

1.9. Invoicing: Once each month the contractor shall submit a summary invoice prepared in an original to the contracting officer through the QA. The cutoff day(s) of the month for such invoices will be determined by the contracting officer. Invoices must be supported by original copies of sales slips arranged in numerical sequence by sales slip number and CEMAS Automated COCESS Sales Ticket number sequence for each delivery order. For non-priced items, the contractor shall attach to each sales slip a copy of the original seller’s invoice. Reimbursement for premium transportation must be supported by copies of freight invoices. Supplier’s invoices or copies thereof which are mutilated or have portions thereof blocked out or altered, shall not be accepted. Shipping documents and packing slips shall not be accepted in place of suppliers’ invoices. Each summary invoice must be annotated and signed by the contractor or his designated representative that the charges are true and accurate and include any trade or other discounts provided by the supplier. An electronic copy of each monthly invoice shall be entered into Wide Area Work Flow (WAWF) within 5 business days.

1.10. Reconciliations and Considerations:

1.10.1. Reconciliation of Backorders: The contractor shall maintain a current log (manual or computer generated) of all items, including bench stock, or backorder. The log shall be made available to the QAP daily and furnished to the contracting officer upon request. The log shall be in document number sequence, and contain contractor purchase order number, nomenclature, date item ordered, EDD, revised delivery dates where applicable, and estimated total cost of each item. Reconciliation meetings will take place between the government and the contractor, upon Contractor Officers request.

1.10.2. Consideration for Late Deliveries: The government reserves the right to cancel items not received by the EDD .The government, also, reserves the right to negotiate consideration for items delivered after the estimated delivery date (EDD).

1.10.2.1. Excusable Delays: The contractor will not, in any way be penalized for late delivery if the cause of delay is beyond the reasonable control of the contractor without fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather and delays of common carriers. See procedures in FAR clause 52.212.4 (f) for excusable delays.

1.10.3. Delivery of Work Order Materials: The contactor is responsible for delivering materials from the COCESS receiving area to the appropriate BCE Logistics receiving holding area. Government employees will not be responsible for loading or unloading the contractor’s materials or supplies.

1.10.4. Contractor Final Inventory: The government reserves the right, but is not hereby obligated, to purchase from the contractor any or all material remaining in the COCESS bench stock upon expiration or termination of this contract. If such a purchase is made, the pricing will be in accordance with the contract price. The contractor will be notified of the Government’s intent to purchase items at least 15 days prior to contract expiration.

1.10.5. Returned merchandise Policy: The contractor shall implement a merchandise return policy that meets or exceeds industry/commercial practices. The policy shall not impose unreasonable terms or conditions. Throughout the duration of the contract the contractor shall prominently display/post the return policy for customer review.

1.11. End-Of-Year Purchase Plan: Approximately 45 Days (15 Aug) prior to (FY) Fiscal Year Close-

Out, the contractor and government must work closely to implement an End-Of-Year Purchasing Plan.

The government (CE Operations personnel) should provide potential buy listing(s), (in particular, high-dollar NPI items) for contractor review and a determination of which items they may/or may not be agreeable to purchase). As a courtesy a list of FFP items may be provided to the contractor as well, although it is generally understood that FFP items can be purchased under normal circumstances. During the final stages of EOY processing it is essential that both parties have sufficient personnel available to execute the purchase/buying plan.

2. FACILITIES/ UTILITIESS/ STORAGE BINS AND ADMINISTRATIVE OFFICE

EQUIPMENT

2.1. Available Equipment, Facilities and Utilities: The items listed below will be furnished for use in the operation of the COCESS without cost to the contractor. All other supplies, equipment, and services

(e.g. telephone equipment and services, forklifts, pallet jacks, office supplies, administrative support, duplicating equipment or services, custodial supplies, etc. necessary for operation of the COCESS will be furnished by the contractor at his expense. The facilities listed below will not be used for any purpose other than fulfilling the requirements of this contract.

2.1.1. Facilities/Utilities Provided: The government shall provide one facility and basic utilities to the contractor. The proposed facility is Building 530 which will consist of an inside office (374 square feet), a storage space of 3, 358 square feet and adjacent to building 530 a 600 square foot fenced yard. The contractor shall allow the QAP and other government representatives , as listed in a separate document access to the facility at any time.

2.1.2. Storage Bins/Administrative Office Equipment: Sufficient storage bins, and administrative office equipment (i.e. desks, tables, chairs, printer /computer stands) are readily available and can be provided if contractor elects not to provide their own assets.

2.1.3. Government Furnished Services:

2.1.3.1. 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.

2.1.3.2. Emergency Medical Treatment: The government shall provide initial emergency medical treatment for life-threatening emergencies only. It shall be the responsibility of the contractor or the employee to seek continued medical treatment if needed. The contractor or employee shall reimburse the government for all government-provided medical services. The emergency phone number is 911.

2.1.3.3. Fire Fighting Services: The government shall provide fire-fighting capabilities, the emergency numbers is 911.

2.1.3.4. Utilities: The government shall provide basic utilities of gas, electricity and water. The contractor shall exercise conservation practices as regards to 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:

- Lights shall be used only in areas where and when work is actually being performed.

- Mechanical equipment controls for heating, ventilation , and air conditioning systems shall not be adjusted by the workers

- Water faucets or valves shall be turned off after the required usage has been accomplished.

2.2. Contractor-Furnished Supplies and Equipment:

2.2.1. Telephone/FAX/E-mail: The contractor will be required to arrange for and pay for all telephone/fax, internet and e-mail service required. (The government will provide on-base class “C” telephone service).

2.2.2. The contractor shall provide all other supplies and equipment needed for performance of this contract, except those listed in paragraph 2.1.2. above.

2.3. Government Liability: The government shall not be liable for any loss or damage to the contractor’s property including stock for expenses incidental to such loss or damage.

2.4. Housekeeping: The contractor will perform all housekeeping functions within the facilities provided by the government. Such functions include inside sweeping, mopping, dusting, carpet shampooing, disposal of accumulated waste materials shall be removed at least once daily and preferably immediately before close of business and shall be placed in approved containers outside the building.

3. MANAGEMENT-STAFFING

3.1. Store Manager: The contractor shall provide a store manager who shall be responsible for the performance of work. The store manager shall have a minimum of 3 (three) years experience in merchandising the types of materials required under this contract, consisting of warehousing, cross-referencing, and selling commercial building trade supply items. Subsequent hires for this position shall meet the same requirements. The name of this person and an alternate, who shall act for the contractor when the manager is absent shall be designated in writing to the CO prior to start of this contract. The store manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of the COCESS. The store manager or alternate shall be available during normal duty hours within thirty (30) minutes to meet on base with government personnel to discuss problems.

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

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

3.2.2. Contractor personnel shall present a neat appearance and be easily recognized as employees of the contractor through the wear of attire common to the industry and activity to Include Personal Protective

Equipment (PPE); see paragraph 3.7. ”Safety” below. All employees shall wear/display their contractor/government issued ID cards with photograph and company name clearly visible at all times.

3.2.3. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the contractor 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 (in accordance with) DOD 5500.7, Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in the Joint Ethics Regulation.

3.3. Hours of Operation: The contractor shall operate the COCESS during the normal duty day observed by the Civil Engineer Squadron, Monday through Friday. The normal 9 hour duty day is 07:30 a.m.-04.30 (16:30) p.m.

3.3.1. Stand-By and Emergency Support: The contractor shall provide standby support during other than normal duty hours as described above. Standby personnel must be authorized to purchase, receive, and issue materials. Standby personnel must be able to be reached and respond to the workplace not later than two (2) hours after notification. The contractor will provide the Contracting Officer a listing of standby personnel and an acceptable means (telephone, pager, etc.) of how they can be contacted.

Additionally, in the event unforeseen circumstances require operation of a store during other than normal duty hours, the contractor will be given advance notice at least two (2) hours prior to required operation.

Such notice will be given by the contracting officer or designated representative.

It is estimated that standby support will be required approximately 6 times annually and the COCESS store may be required to be open other than normal duty hours approximately 24 hours annually. Standby and Emergency Support are not separately priced.

3.3.2. Holidays: Excluding Stand-By or Emergency Support, the contractor is not required to provide routine services on the following holidays:

New Year’s Day 1 st of January

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day 4h of July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day 11 th of November

Thanksgiving Day Fourth Thursday in November

Christmas Day 25 th of December

3.4. Contractor Quality Control (QC): The Contractor will submit a QC and Safety Program for acceptance by the Contracting Officer NLT 30 days after contract start date. QC and Safety Plan shall be developed to ensure COCESS services are performed in accordance with commonly accepted industry practices and the SOW. The Contractor will also develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services listed in the SOW. The description will include specifics as to the areas to be inspected on both a scheduled and unscheduled basis and the frequency of inspection. Include a customer complaint feedback system for correction of complaints. All customer complaints will be answered, all necessary corrective actions taken, and the completed forms returned to the government quality assurance evaluator (QAP) within one workday.

3.5. Performance Evaluation Meetings: The Contacting Officer may require the Store Manager to meet with the Contracting Officer, Contract Administrator, QAP, and other government personnel as deemed necessary. The contractor may, as well, request a meeting with the Contracting Officer when the contactor believes such a meeting is necessary. Written, signed minutes of any such meetings shall be recorded in the contract file. If the contractor does not concur with any portion of the minutes, such non-concurrence will be provide in writing to the contracting officer within 10 calendar days following receipt of the minutes.

3.6. Government Quality Assurance: Will consist of a reasonable review of all terms and conditions of the contract , as well as a monthly evaluation of the performance thresholds listed in Table 1.14. Areas of concern will be brought to contractor’s attention (by QA personnel) for immediate discussion/ resolution. Issues/concerns that cannot not be settled amicably may be forwarding to Contracting Officer for resolution.

3.7. Safety: The contractor and his employees shall comply with the following:

AFOSH STD 91-10, Civil Engineering

AFOSH STD 91-46, Material Handling and Storage Equipment

AFOSH STD 91-66 General Industrial Operations

AFOSH STD1-501, Air Force Consolidated Occupational Safety Standard

3.8. Contractor Change Over: The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly changeover to the successor contractor. With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

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

3.9.1. Key Control: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the contractor by the government shall be duplicated. The contractor shall develop procedures covering key control that will be included in their quality control system.

3.9.2. The contractor shall report the occurrences of lost or duplicated keys to the QAP/ CO.

3.9.3. In the event keys, other than master keys, are lost or duplicated, the contractor will be required upon direction of the C.O.to replace the affected lock(s) or perform rekeying. The replacement of locks or rekeying shall be performed by the government, and the total cost of rekeying or replacement will be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due.

3.9.4. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by the contractor’s employees to permit entrance of persons other than contractor’s employees engaged I n the performance of assigned work in those areas.

3.10. Hazardous Material Handling and Warehousing.

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

- 29 Code of Federal Regulation (CFR) 1919,1200

- 40 CFR Part 302, Table 302.4

- 40 CFR Part 355 with Appendices

- 40 CFR 372.65

- AFI32-7086, Hazardous Materials Management.

The contractor shall be responsible for knowing which materials are hazardous.

3.10.1.1. The contractor shall submit an inventory listing of all hazardous material and maintain current, the corresponding material safety data sheet (MSDS), for each item that will be stocked by the contactor on the installation. The listing shall include product name, chemical type, and maximum stock level for each material. The contractor shall provide to the HAZMO through the contract QA a monthly inventory listing of all hazardous materials on hand. The contractor will not stock hazardous materials that do not have a valid authorization for use by the 19 CES Shops. Authorized quantities on hand are limited to sufficient quantities to meet shop requirements and reorder times. Approval will include the authorization of each hazardous material by the base Hazardous Material Pharmacy (HMP) and the acceptance of maximum - stock-level numbers for each material by the base Bioenvironmental Engineer (BEE).

3.10.2. An MSDS, IAW FAR 52.223-3, “Hazardous Material Identification and Material Safety Data

Sheet “ shall accompany each item of hazardous material issued or delivered by the contractor. The contractor will validate all MSDS(s) received against their master MSDS file for update and changes. A copy of each MSDS will be provided to the Base CE Material Control.

3.10.3. The contractor shall store and manage hazardous or potentially hazardous materials IAW DODR

4145.19 AND AFI 32-7086. “HAZMAT”, (which requires contractors to obtain prior approval of stocked levels). The contractor shall comply with federal, state, and local requirements pertaining to properly using, labeling, storing, transporting, and managing of hazardous material. The contractor shall provide all appropriate hazardous material storage containers.

3.10.4. The contractor shall train all contractor personnel ; Contractor personnel shall be trained on the proper handling and storing of hazardous material by the contractor, with documentation provided to the

CE Material Control.

3.10.5 .The contractor will use the Enterprise Environmental Safety and Occupational Health

Management Information System (EEOSH-MIS) to maintain and update the required material related data fields related to acquisition/issue, and tracking of all hazardous materials issued to users.

3.10.6. The contractor will ensure the following activities are accomplished utilizing the approved hazardous material tracking system or other higher headquarters approved hazardous materials management system as appropriate:

3.10.6.1. Hazardous Material Requests/Authorizations: The contractor will not order or issue any hazardous material items to any installation shop/organization that does not possess the proper authorization. The contractor shall validate that each shop’s/organization’s request for hazardous materials from COCESS high-use items is authorized by reviewing the shop’s current Authorized User

List (AUL) maintained by the approved hazardous material tracking system.

3.10.7. Hazardous Material Receipt: The contractor shall utilize the Enterprise Environmental Safety and Occupational Health Management Information System (approved hazardous material tracking system) to receive material from functions upon initial stocking and during additional receipt of hazardous material. The contractor shall utilize AFI-32-7086 or the most current Air Force Instruction

(AFI) , Supplement, or regulation, plus all items on the ”Little Rock AFB Hazardous Materials Exception

List” for items not requiring input into the approved “HAZMAT “tracking system. These items will require a separate color coded (yellow) provided by the Material Control Section and must be attached to each item.

3.10.8. Affirmative Procurement program: The Contractor shall adhere to the Affirmative Procurement

Program specified in 40 CFR 247 and the installation’s pollution prevention program.

3.10.9. Hazardous Material Issues: The Contractor shall validate shop authorizations prior to issue of any hazardous material. Issue transactions will be entered into the approved tracking program. Copies of issue slip along with a current copy of the MSDS will be provided to the customer. The contractor will affix the proper tracking label on each item issued.

3.10.10. Hazardous Waste: Hazardous waste includes, but is not limited to, material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosiveness, or flammability, or which is listed as hazardous waste by any o the following: 29 CFR 1910.1200”Hazard Communication”, 40

CFR Part 261, AFI-32-7082, AFI-32-7086, AFOSH STD 161-21, Little Rock AFB Hazardous Waste

Management Plan and NDCC 33-24-02 to include all pertinent supplements to the above regulations and instructions.

3.10.10.1. The government’s policy is to reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for proper disposal of any hazardous or non-hazardous waste generated as a result of the contract. The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall provide the base environmental management function data associated with any hazardous waste disposal action that would be required, i.e. , data needed for waste characterization, transportation, storage, etc. Additionally, the contractor shall request and receive approval from the Civil Environmental Coordinator or the base environmental management functions prior to disposal.

3.10.11. Spill Prevention and Response: The Contractor shall ensure all employees are knowledgeable on spill prevention procedures and capable of following required spill plans. If a spill does occur, the contractor shall take immediate action to contain it and report the incident to the Fire Department by dialing 911 from any base phone. The contractor shall also notify Civil Engineer Environmental Section

(CEAN) at 501-987-7700

3.10.12. The Contractor shall clean up and contain, to the satisfaction of the Contracting Officer, and environmental agencies, any spills caused by contractor employees such that no petroleum product, toxic chemical or hazardous substance enters any creek, gutter, or other appurtenance leading to natural drainage, storm drainage, or sanitary sewer systems. This Includes any chemical or substances that cause soil staining or other potential for air, water, or soil degradation as determined by the base Environmental

Engineer.

3.10.13. The contractor shall anticipate that governmental regulatory agencies, as appropriate, will hold the contractor responsible for cleanup and remedial action according to agency specification.

3.10.14. Spill cleanup using government resources will be charged to the contractor at an amount determined by the Contracting Officer, based upon actual costs incurred.

3.10.15. The contractor shall not store hazardous waste on Little Rock AFB.

3.11. Ozone Depleting Substances (ODS)” Government policy precludes the use of Class 1 ODS procurements. Class 1 ODS shall not be used in the design, manufacture, test, operation, or maintenance of any system, subsystem, item, component, or process.

3.12. Penalties and Fines: Any penalties or fines levied against the installation due the contractor’s failure to comply with applicable federal, state, or local laws concerning occupational safety, health, environmental to include hazardous material, hazardous wastes, spills, or ODS shall be the responsibility of the contractor and reported immediately to the Contracting Officer.

3.12.1. Inspections and compliance: The Contractor shall comply with all applicable federal, state and local laws, regulations, codes, etc. the contractor will be subject to random and unannounced inspections by other federal, state, and local regulatory or compliance agencies such as, but not limited to:

Environmental Protection Agency, Occupational Safety and Health Administration, etc. The Contractor shall make the facility available to base Contracting, Safety, Fire, Security and Health agencies at all times.

4. DEFINITIONS/EXPLANITION S:

ADD: Actual/Agreed Delivery Date

4.1.1. Additional Fee Costs; The Contractor shall not add any cost, additional fee, mark ups, company derived inflation costs, or any other factor that changes the item cost as originally stated by the government. It shall be the responsibility of the contractor to ensure all costs are included in the written quote and itemized in accordance with this statement of work.

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

4.1.3. Bench Stock Item: Those items for which the inventory turnover rate is sufficient to warrant continuous “on the shelf availability. Bench stock items are those items averaging 3 or more demands per quarter. During the initial 6 months of contract performance the bench stock items are determined based on historical data and are shown on the Bid List, attachment 2, with a stock quantity. After the initial 6 months of the contract, items having a turnover rate of three demands per quarter, as determined by the previous quarter’s consumption, will be considered as “bench stock”

4.1.4. CEMAS: An acronym for Civil Engineering Material Acquisition System. CEMAS is the automated organizational inventory management system used for identification, acquisition, storage and issue of material in support of the Base Civil Engineer (BCE).

4.1.5. Centrally Managed/Purchased Items: Items, which are purchased, stored, and issued by other government agencies.

4.1.6. COCESS: An acronym for Contractor Operated Civil Engineer Supply Store.

4.1.7. COCESS Bench Stock/High-Use Items: Items readily accessible and already stocked on

COCESS shelf.

4.1.8. CSL: An acronym for Consolidated Stock Listing/CEMAS Stock Listing

4.1.9. CSL Number: A computer assigned/generated number that identifies each individual item loaded into the CEMAS noun dictionary.

4.1.10. Emergency Requirement: Any request for supplies which requires availability of property to the customer NLT than COB the first full duty day after the request is received, unless a different ADD is otherwise agreed upon between the government and contractor. (i.e. (1) Request received at 09:00 on

Monday,…