COCESS SOW - FINAL.docx

STATEMENT OF WORK

COCESS

TABLE OF CONTENTS

15 November 2010

1 DESCRIPTION OF REQUIREMENT

1.1 Scope

1.2 Objectives

1.3 Store Attributes

1.4 Acquisition

1.5 On-line Order/Purchase System

1.6 Miscellaneous

1.7 Holding & Storage

1.8 Hazardous Material

1.9 Hazardous Waste

1.10 Delivery

1.11 Reports & Listings

1.12 Receipts

2 SERVICE SUMMARY

3 GOVERNMENT FURNISHED PROPERTY & SERVICES

3.1 Damage to Government Facilities and Property

3.2 Facilities and Equipment

3.3 Services

4 GENERAL INFORMATION

4.1 Normal Business Hours

4.2 Quality Assurance

4.3 Contractor Responsibilities

4.4 Quality Control

5 DEFINITIONS

Historical Consumption Data Appendices:

Appendix 1: Historical Store Stock High-Use Item listing Appendix 2: Historical Non-Store Stocked High Use Item listing Appendix 3: COCESS Monthly Price Comparison/Customer Information Report Appendix 4: COCESS Daily Sales Report Appendix 5: Floor Plan

DESCRIPTION OF REQUIREMENT:

1.1 SCOPE: The contractor shall provide all necessary labor, supervision, equipment, supplies, and materials to support a “one stop shop” Contractor Operated Civil Engineer Supply Store (COCESS) located on Minot Air Force Base (AFB), ND. The contractor shall acquire, issue, deliver, and store a variety of material, equipment, parts, tools, and supplies for construction, and facility maintenance and repair, and lawn and garden equipment repair for use by authorized government personnel. The base period for this service is 1 February 2011 or date of award, whichever is later, through 30 September 2011 with four option years.

1.2 OBJECTIVES: To provide a simplified method for authorized personnel to purchase quality material, tools, and equipment used for work orders, construction, recurring maintenance and repair, and self-help type work. The store shall be located on the installation and provide easy access for authorized individuals and contain a wide variety of commercial and industrial products (i.e., items found in commercial stores like Lowes, Home Depot or other local lumber and hardware stores). The store shall provide a customer service center with access to a user friendly, state-of-the-art ordering and purchasing system for non-stocked items. The store shall stock high use/consumable items for immediate purchase. Store management and personnel shall provide quality customer service. (Relates performance objective SS #1)

1.3 STORE ATTRIBUTES: The contractor shall at minimum:

1.3.1 Acquire items from merchants or vendors of his/her choice.

1.3.2 Provide fair and reasonable prices. (Relates to performance objective SS #1 &5)

1.3.3 Perform all research required to successfully fill all item requests. (Relates to performance objective SS #1)

1.3.4 Provide an on base/installation customer-friendly store environment that presents a clean, organized, and systematic product identification, pricing, and presentation of merchandise and products of store stock. Store-stocked items shall be easy to identify and locate. (Relates performance objective SS #1)

1.3.5 Provide a user-friendly store stock product/merchandise ordering, issuing, purchasing and back ordering system. (Relates to performance objective SS #1 & 7)

1.3.6 Provide current and accurate status of all orders (includes backorders) and items upon request. (Relates to performance objective SS #1)

1.3.7 Advise customer on customer return policy and method and maintain electronic database and appropriate electronic and “hard copy” documentation. (Relates to performance objective SS #1 & 4)

1.3.8 Accept government delivery orders and Government Purchase Cards (GPC) for authorized purchases.

1.3.9 Provide a user friendly Web based / Internet automated on-line/remote merchandise ordering and purchasing system. (Note: See Definition) (Relates to performance objective SS #1 & 7)

1.3.10 Maintain and provide access to printed and web-based/on-line item search engines to various product catalogs and items. (Relates to performance objective SS #1 & 7)

1.3.11 Deliver materials as follows:

1.3.11.1 Provide items by the ADD. (Relates to performance objective SS #1 & 3)

1.3.11.2 Provide store stocked items for immediate purchase and immediately issue (sell) items that are in store stock upon authorized customer request. (Relates to performance objective SS #1 & 2)

1.3.11.3 Deliver large or bulk merchandise to authorized customers, upon request. (Relates to performance objective SS #1 & 9)

1.3.12 Provide long distance telephone, Internet, and fax services at the contractor’s own expense.

1.3.13 Provide timely and accurate reports and information in accordance with (IAW) paragraph 1.11 – Reports and Listings. (Relates to performance objective SS #1 & 4)

1.3.14 Provide safe working conditions and environment for employees and customers. (Relates to performance objective SS #8)

1.3.15 Not Used

1.3.15.1 Not Used

1.3.15.2 Not Used

1.3.16 Not Used

1.4 ACQUISITION: CONTRACTOR SHALL PERFORM THE FOLLOWING STORAGE, ACQUISITION, HOLDING/STORAGE, DELIVERY AND REPORTING REQUIREMENTS. The contractor shall provide unless otherwise prohibited by law or this agreement:

1.4.1 PAYMENT METHOD: The contractor shall accept delivery orders and the Government Purchase Card. The contractor shall submit their original summary invoice electronically to the Defense Finance Accounting System (DFAS) utilizing the Wide-Area-Work-Flow system. The contractor shall self-register at https://wawf.eb.mil/ (See paragraph 1.12.3 for submitting sales ticket/invoices) (Relates to performance objective SS # 1)

1.4.2 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) ADD; (2) Adjusted ADD; (3) RDD; or (4) the price is considered excessive (for the exact same Stocked and Non-Stocked item(s) of another source as provided by the customer). [Note: This clause is non-negotiable.] (Relates to performance objectives SS #3, 5 and 9)

1.4.3 NON-OBLIGATION TO PURCHASE: This acquisition and its requirements only apply to the 5th Civil Engineering Squadron. It does not obligate or require performance from any other organization within or affiliated with Minot AFB or the U.S. Air Force.

1.4.4 EXCUSABLE DELAYS: The contractor will not be charged with a late delivery if the cause of delay is 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 procedures in FAR clause 52.212-4 (f) for excusable delays.

1.4.5 PRICING: The contractor shall use the following methods: (Relates to performance objectives SS #2, #3 and #5)

1.4.3 1.4.4 1.4.5

1.4.5.1 PRICE COMPARISON and COMPETITIVE PRICE QUOTES: The contractor shall provide competitive quotes and compare prices in accordance with (IAW) paragraph 5.13 and its subparagraphs. (Relates to performance objective SS # 5)

1.4.5.2 PRICING NON-RECURRING ITEMS: The contractor shall offer fair and reasonable prices in accordance with terms and definitions in Section 5. If the contractor cannot meet the conditions in Section 5, the government may exercise its rights under paragraphs 1.4.2 - Option to Cancel and 1.4.3 - Non-Obligation to Purchase. (Relates to performance objective SS #5)

1.4.5.3 UNPUBLISHED NON-PRICED ITEMS: If the price of the item is not listed in the Contractor’s automated on-line ordering /purchasing system or catalogs, the Contractor shall acquire and sell items IAW the terms and definitions of Section 5. If the Contractor cannot meet the conditions of Section 5 the government may exercise its rights under paragraphs 1.4.2 - Option to Cancel and 1.4.3 - Non-Obligation to Purchase. (Relates to performance objective SS #5)

1.4.6 SOURCES OF SUPPLY AND ORDERING: The Contractor shall acquire items from merchants or vendors of its choice and should include small and local businesses. The Contractor shall use appropriate industry sources for obtaining information to compare prices. (For definition of appropriate sources, refer to Section 5.) (Relates performance objective SS #5)

1.4.7 SOLE SOURCE/BRAND NAME: At times, the government shall require sole source/brand name items. The Contracting Officer must approve these items as a sole source/brand name prior to ordering by the contractor. The Contractor may offer substitutions for sole source/brand name items. If the Contractor offers a substitution, he/she shall provide the Contracting Officer/Quality Assurance Personnel with specification information on the substituted item. The Contracting Officer/Designated Personnel shall determine if the proposed substituted or sole source/brand name item is acceptable or unacceptable prior to the contractor ordering the item. (Relates to performance objective SS #4 & 6)

1.5 WEB-BASED/INTERNET ON-LINE AUTOMATED ORDERING AND PURCHASING SYSTEM: The fully automated ordering and purchasing system shall be the contractor’s own choice and shall be capable of fully meeting and supporting all requirements of this SOW prior to start up of the contractor’s operation. The system shall be a user-friendly, state-of-the-art on-line ordering and purchasing system with a “shopping cart” feature, similar to commercial on-line shopping sites, such as www.lowes.com, www.homedepot.com, www.grainger.com, www.fastenal.com, or www.acehardware.com. All ordering activities under this agreement must be able to utilize the system by accessing the system via the Internet. (Refer to section 5.15 for on-line and pricing electronic catalog details.) (Relates to performance objective SS #7)

1.5.1 SYSTEM FUNCTIONALITY: The Contractor’s web-based/Internet ordering/purchasing/back ordering system shall provide the following minimum capabilities and performance characteristics:

1.5.1.1 This system shall allow the customer three methods of acquiring product: (1) primary method - store stock issue; (2) secondary - purchase directly on line through contractor’s system and; (3) last option - place an order on-line through the contractor for items not available for direct purchase in store or on-line such as, but not limited to, non-vendor stocked items, concrete, asphalt, lumber, specialized items, custom-made items.

1.5.1.2 Ability to transmit/receive transactions via the Internet primarily through point and click method.

1.5.1.3 A backup system for down time (e.g., telephone and facsimile orders or email acceptance of orders) as an alternate means of meeting the needs of the activity.

1.5.1.4 On-line Internet ordering, purchasing and back ordering capability primarily through the point and click method.

1.5.1.5 Ability to dynamically search across multiple supplier sites and distributed supplier catalogs.

1.5.1.6 Ability to provide customer with suppliers, current pricing and specifications of product to precisely meet requirements.

1.5.1.7 Ability to collect, present and generate management statistical data and reports as required by this SOW.

1.5.1.8 Ability to track all orders/purchases/expenditures in a work-order/user/organizational unit/activity format.

1.5.1.9 Ability to maintain five (5) years of transaction history (three (3) years on-line and two (2) years off-line) with off-line data to be made available on-line within twenty-four (24) hours of notification.

1.5.1.10 Ability to handle large volume of transactions and ability to expand to support growing number of transactions without degradation in service level.

1.5.1.11 Ability to provide user access to functionality via a web browser without requiring client software.

1.5.1.12 System shall use graphical user interface icons and point/click features such as: drop box, check box and radio buttons for the majority of ordering functions.

1.5.1.13 System shall be compatible with industry Uniform Product Code (UPC), Bar Coding, SKU coding, and interface with Government hazardous bar coding system.

1.5.1.14 System non-availability shall not exceed 45 minutes per week during normal duty hours, 0730-1600, Monday through Friday, local time. (Relates to performance objective SS #7)

1.5.1.15 Ability to select views to be presented to any given user.

1.5.1.16 Ability to present multiple pricing levels (discounts, specials) if applicable, and include items that based upon demand, may be required to be “added” to the catalog.

1.5.1.17 Description of “help” button/function.

1.5.1.18 Ability to assign synonyms to define alternate terms for words in an item’s description.

1.5.1.19 Ability to store and provide item pictures if provided by vendor.

1.5.1.20 Not Used

1.5.2 ORDERING/PURCHASING FEATURES: The contractor’s on line ordering system shall include the following minimum capabilities and/or performance characteristics:

1.5.2.1 An ordering/purchasing system, with a search engine optimized shopping cart for the customer, which is capable of systematically and continually adding and/or deleting a significant number of items placed at one time at the users request. The ordering/purchasing shall be accomplished through the use of commercially available vendor’s sites or electronic catalogs. The system shall have the ability to search and source products both in contractor’s site and electronic catalog and other vendor’s sites and electronic catalogs. Non-contractor catalogs shall be made available through click and point links and if available the option of placing an item from these catalogs into the customers shopping cart either directly or through the use of the copy/paste or drag/drop function, or other on-line method. The ordering/purchasing feature shall have the capability for additions and/or deletions to the order/purchase prior to releasing the total number of items ordered/purchased (stock containment of orders placed at one time). The system shall provide a shopping cart summary on screen for review. The system shall have the capability of “crash protection” in other words; customer’s items shall remain in cart until next visit.

1.5.2.2 Ability to display multiple products with descriptions, photos if available and product options (color, size, weight, length, finish, style…).

1.5.2.3 Ability to easily find related accessories and recommended products for specific requirement.

1.5.2.4 Ability to provide shipping calculation options, allow partial shipments.

1.5.2.5 Market search of products offered for purposes of obtaining the “best buy” (e.g., widget offered by brand A is on sale for $ XX, for a savings of $XX).

1.5.2.6 Ability to support multiple receiving points (i.e., user to designate receiving point). (Relates to performance objective SS #9)

1.5.2.7 Ability to establish default information (e.g., Ship To, Point of Contact (POC), Billing Data, etc.) for each user, and the ability to change default information at time of order creation or release.

1.5.2.8 Capable of Repeat Customer Recognition , access by user to “user profiles”, which contain data such as name, address, email address (if provided), telephone and facsimile numbers (w/area code), last order placed with date, item, and total price, etc.), for review and purposes of updating profile information.

1.5.2.9 Ability to view order history, live order tracking/status and modify/cancel orders not shipped yet by individual work order number (see functional characteristics listed above).

1.5.2.10 Ability to add attachments either to the purchase order or to a specific line item within a purchase order and the ability to add a text message/remark.

1.5.2.11 Ability to allow customer to forward an order/purchase through supervisory channels for review, approval or rejecting and returning order to planner.

1.5.2.12 Automatic shipping confirmation email to buyer when ordered and shipped.

1.5.2.13 Ability to download/copy segments of a purchase order or the total purchase order for sending to different departments prior to placement of a purchase order. Also, the ability to copy selected items or total purchase order(s) for purposes of making a new order (with the ability to change the purchase order number, ship to information, etc.) for purposes of updating data interlinked with the purchase.

1.5.2.14 Ability to view, copy, store, or print a single purchase order or series of purchase orders, using any of the required field for Default Receipts/Invoices (Ref. 1.12.)

1.5.2.15 Ability to attach notes to the purchase order (for internal use only not transmitted with the purchase order).

1.5.2.16 Ability to delete purchase orders either singularly or by “batch” prior to release.

1.5.2.17 The capability to perform “quick” search by generic description/keyword is a mandatory feature of the on-line ordering system. For example, the ordering activity/user requires a name-brand electric motor containing special features known only by sight. The user would insert the term “electric motor” and the search engine/system would return with all available brands of electric motors, which meet the criteria. The more specific the description, the more accurate the search engine is capable of performing. Searches must be capable, as a minimum, to provide a response to the generic description/keyword. Search results shall be organized by either category of product or manufacturer and shall be easy to review. The customer shall be able to expand the search results through point and click links to review additional details of product such as specifications, photos and pricing options or have the ability to further refine and sort the search results quickly. After selection, the user would then be able to select the desired item and have it included into the total order/purchase placed.

1.5.2.18 Additional Ordering Capabilities: In addition to the above ordering system, the ordering system shall have the capability to transmit and receive orders via facsimile and telephone. Orders shall also be accepted for those customers without electronic ordering capability.

1.5.3 SYSTEMS SECURITY: The ability to enter and access vendor information (including updates thereto), inclusive of name, address, phone number (w/ area code), facsimile number (w/area code), and email address. All proposals submitted should address the following minimum capabilities and/or performance characteristics:

1.5.3.1 Description of security features, including encryption of password, authentication, access control, and specific scaling capability (e.g., read, write, execute, control). Whether the password selection allows for any combination of letters, numbers or special characters. Ability for users to change passwords at any given time.

1.5.3.2 Ability to use passwords to define different levels of authorization (e.g., access to catalog, approve purchase order, delete or submit purchase order, systems administration, etc.).

1.5.3.3 Other security features currently utilized and functional in the marketplace that may be considered mandatory for this type of system.

1.5.3.4 Ability to produce labels with bar codes for EMIS products.

1.5.3.5 Sales register/computer shall be able to scan commercial bar codes and credit cards.

1.5.3.6 Computer shall have the ability to cross reference commercial product codes and user authorization listings to identify products that are authorized by the different types of customers (i.e. CE, facility managers and other authorized customers).

1.5.3.7 Ability to retrieve product information by any of the fields required for receipts.

1.6 MISCELLANEOUS

1.6.1 GOVERNMENT FURNISHED COMPUTERS: The government will provide 4 terminals, 4 keyboards, and 1 printer with appropriate software and paper for printing the AFMAS computer generated tickets.

1.6.1.1 If the contractor is allowed to use the government AFMAS, the government shall give the contractor access to specific functions within this system as approved by the CE Chief of Logistics section.

1.6.2 ELECTRONIC VENDOR PRICES AND ITEM CATALOGS: Prices available through the contractor’s web based on-line ordering/purchasing system or electronic catalogs shall be in accordance with paragraphs 1.4.3. and paragraph 5.15. Actual published prices shall be clearly documented in contractor-provided electronic product sites or catalogs. Vendor’s product sites and catalogs shall not be exclusively created for Minot AFB and items that are not published publicly cannot appear in the sites or catalogs. Prices may adjust as changes are made to sites or catalog listings; however, the government shall pay the amount listed on the date of order. The contractor shall publish all discounts on their web site and in the store(s). (Relates to performance objective SS #5 & 7)

1.6.3 RESERVED

1.6.4 RESERVED

1.6.5 POST-POST/BACKUP SYSTEM PROCEDURES: Post-post procedures are required when the computer systems are non-operational. The contractor shall comply with the base civil engineering post-post procedures if using the government approved Material Acquisition System (MAS) to ensure continuous service and inventory accuracy. If not using the government MAS, the contractor shall provide procedures to ensure required information, documentation (to include receipts and sales ticket/invoices) and service is not interrupted. (Relates to performance objective SS #1, 2, 3 and 4)

1.6.6 MERCHANDISE RETURN POLICY: The contractor shall provide a fully detailed merchandise return policy for any item purchased. Contractor shall honor their proposed merchandise return policy. This information shall be made available with all purchases and shall be tailored to type of product and reason returned. The contractor shall provide immediate reimbursement/credit on all items returned within thirty (30) calendar days of issue. The contractor shall also negotiate reimbursement/credit, which may include restocking fees (not to exceed the product vendors actual fees), on all other items returned within 180 calendar days. Electronic sales ticket/invoices documenting returned items shall be clearly marked CREDIT. The electronic sales ticket/invoice shall include all mandatory information required by paragraph 1.12 –RECEIPTS and must be distinguishable in appearance from the original sales ticket/invoice. 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 electronic sales ticket/invoices must be cross-referenced. Canceled/voided and “credit” electronic sales ticket/invoices must be given the same distribution and retained in the same sequence as regular electronic sales ticket/invoices. An exchange involving no change in price shall also be documented in accordance with this paragraph. The contractor shall administer warranty work as required to ensure the government obtains full benefit from available warranty coverage. The contractor shall support the effective use of the warranty guarantee program. (Relates to performance objective SS #1, 4 and 5)

1.7 HOLDING & STORAGE

1.7.1 INVENTORY MANAGEMENT: The contractor shall use the inventory management system of their choice to maintain the inventory of all store-stocked items sold to the government. Service shall not be interrupted when maintenance is performed on computer systems, see paragraph 1.6.5 for Post-Post/Backup procedures. If the contractor’s system is used exclusively, the contractor shall provide inventory listings IAW the paragraph 1.11-Reports and Listing requirements of this SOW. (Relates to performance objective SS #2, 3 and 4).

1.7.2 STORE STOCK AND NON-STORE STOCK ITEMS: The contractor shall provide store stocked and non-store stocked items in accordance with this SOW. The contractor shall maintain an inventory of materials in stock for immediate purchase. Non-store stock items shall be provided and delivered upon request. (Relates to performance objective SS #2 and 3)

1.7.3 AUTOMATED INVENTORY MANAGEMENT SYSTEM: Store stock inventory shall be main-tained by an automated inventory management system capable of barcode/scanning of products, forecasting customer needs, trend analysis, and determining store-stock levels. The sales register/computer shall be able to scan commercial bar codes and credit cards as required and retrieve product information by any of the standard sales ticket/invoice/receipt data fields. At contract completion, the contractor shall retain ownership of items that are store-stocked. However, the government reserves the right to purchase store-stocked items at contract completion.

1.7.4 INITIAL STORE STOCK ITEMS: The Contractor shall provide a listing in accordance with the Reports and Listings section of this SOW, of proposed store stocked items to the contracting officer or designated representative no later than ten (10) calendar days after the award of the contract. It shall be the contractor’s responsibility to determine the quantities and types of items to be initially stocked. For estimating purposes only, Appendix 1 provides the Contractor with a listing of historical high-use items previously used by the government; however, this list is not all inclusive and may be used (by the contractor) for estimating the initial quantities and types of items only. The Contracting Officer or designated representative shall review the listing and make recommended additions/deletions to the store stock within fifteen (15) duty days.

1.7.5 STORE STOCK ITEMS, AFTER THE INITIAL PERIOD: Prior to the start of the contract, the contractor shall submit a proposed method for determining store stock items after the initial period in accordance with the contractor’s proposed store stock plan and replenishment of store stock procedures. The contracting officer shall review the contractor’s proposal and make recommended additions if needed. The contractor shall submit a listing of high use store stocked items to the contracting officer as stated in paragraphs 1.11- REPORTS & LISTINGS and 1.12 RECEIPTS. (Relates to performance objective SS #1 & 4)

1.7.6 NON-STORE STOCK ITEMS: The Contractor shall provide non-store stock items. Appendix 2 contains a list of the government’s historical non-store stock items with estimated consumption and required delivery information, this list is not all inclusive and may be used by the contractor for estimating purposes only.

1.7.7 BACKORDERS: If a store stock item is not immediately available, the contractor shall place the item on backorder. The contractor shall provide a listing of store stock items not in stock/available for immediate purchase to the contracting officer. (Relates to performance objective SS #1 and #4)

1.8 HAZARDOUS MATERIAL: (Relates to performance objective SS #4 and 8)

1.8.1 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) 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 Materials Management

· Minot AFB Hazardous Material Management Plan

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

1.8.1.1 The contractor shall submit a list of all HAZMAT, along with the corresponding MSDS, for each item that will be stocked by the Contractor on the installation at least 15 days before purchase or bringing the HAZMAT on the installation. In an emergency, this time limit can be waived, but the Contractor must purchase the minimum amount to get the job done and contact the installation Hazardous Materials Program Manager (723-6509 or 723-1964) by 0800 hours on the next duty day. The list of hazardous material shall include the product name, manufacturer, container size, and maximum stock level for each material. The list and MSDS’ shall be submitted to the installation Hazardous Material Program Manager (5CES/CEAN) through the Contracting Officer for approval at least 15 days prior to beginning work or bringing the HAZMAT onto the installation. Approval of proposed HAZMAT shall include the maximum stock-level numbers for each material by the installation Fire Department and the Base Bioenvironmental Engineer element (BBE or BEE). Additionally, new MSDS’ will be provided to the customer when property is issued and when requested by the customer.

1.8.1.2 IAW FAR 52.223-3 each item of hazardous material issued or delivered by the Contractor shall be readily identified as a hazardous material and shall be accompanied by a MSDS. The Contractor shall validate all MSDS received against their mater MSDS file for update and changes to ensure the Contractor master MSDS file is kept current. A copy of the MSDS shall be given to the installation Hazardous Materials Program Manager whenever the MSDS changes for an existing hazardous material.

1.8.1.3 The Contractor shall train all contractor personnel on the proper handling, managing and storing of hazardous materials, and maintain current training records for inspection by Government and outside agency inspectors. Contractor training shall be accomplished within one month of contract start date, and renewed annually. Training shall be no less stringent than that provided to Government employees.

1.8.1.4 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 base CE Logistics section within two (2) weeks of beginning employment and renewed annually thereafter.

1.8.1.5 The Contractor shall use the approved Air Force Enterprise Environmental Safety and Occupational Health Management Information System, Hazardous Materials (EESOH-MIS HM) once locally implemented. The contractor shall maintain and update the required material-related data fields and perform hazardous material acquisition and issue transactions in the tracking system.

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

1.8.1.6.0

1.8.1.6.1 The Contractor will not issue any hazardous material items to any installation shop/organization that does not possess the proper authorization. The Contractor shall validate each shop’s/organization’s request for chemical products from COCESS is authorized and the material request will not exceed the amount of material a shop is authorized. This is accomplished by reviewing the information contained in the USAF approved hazardous materials tracking system. In EMIS, the “Chemical Authorization by Shop” and “Chemical Issues by Shop” will be reviewed. Once EESOH-MIS is implemented the “Authorized User List” (AUL) and “Max Allowed on Hand” will need to be reviewed. Because the lists are dynamic, they shall be reviewed each day the shop makes a request.

1.8.1.6.2 The Contractor shall use the USAF approved hazardous material tracking system to determine installation approved HAZMAT for initial stocking and during receipt of customer requested HAZMAT. Use of the currently implemented hazardous material tracking database will be required. The Contractor shall issue one barcode label for each hazardous material purchased by a customer and input that information into the HAZMAT tracking system. The Contractor shall use a bar coding system that is compatible with the current Government HAZMAT tracking system. When the customer is finished with the hazardous material, the material and attached barcode shall be turned into the Hazardous Materials Pharmacy (HAZMART).

1.8.1.6.3 Hazardous Material Issue: The contractor is responsible for ensuring all hazardous material issued from store stock, work orders, job orders and line items have a hazardous bar code label firmly attached to each item.

1.8.1.6.4 Hazardous Material Exception List: All items approved for the Minot AFB Hazardous Material Exception List do not require input into DESCIM-approved HAZMAT tracking system. Each item shall require a separate bar code label provided by the contractor and must be firmly attached to each item.

1.8.2 AFFIRMATIVE PROCUREMENT PROGRAM: The contractor shall adhere to the Affirmative Procurement Program specified in the Resource Conservation and Recovery Act (RCRA) section 6002 and Executive Order 13101 and the installation’s pollution prevention program.

1.8.3 GREEN PROCUREMENT PROGRAM: The contractor shall adhere to the Green Procurement Program specified in the Resource Conservation and Recovery Act (RCRA) section 6002 and Executive Order 13101 and the installation’s pollution prevention program.

1.9 Hazardous Waste: Includes, but is not limited to, solid waste that is abandoned, discarded, disposed or inherently waste-like, and exhibits the characteristics of ignitability, corrosiveness, reactivity or toxicity, OR is listed as a hazardous waste by any of the following:

· 29 CFR par 1910.1200

· 40 CFR parts 260 to 299

· AFI 32-7042

· AFI 32-7086

· AFOSH STD 161-21

· North Dakota Century Code (NDCC) 23-20.3

· North Dakota Administrative Code (NDAC) 33-24

· Minot AFB Hazardous Waste Management Plan, and All pertinent amendments, supplements, and revisions to the above regulation and instructions. Hazardous Wastes include, but are not limited to, paints, adhesives, solvents, paint thinners, sealants, waxes and polishes, solder, compress gas, Freon, acids, drain cleaner, bleach, and state-regulated industrial wastes, such as oils, grease, antifreeze, and ice-melt. (Relates to performance objectives #4 & #8)

1.9.1 The Government’s policy is to reduce the generation and thereby reduce the disposal of hazardous waste in keeping with federal prevention goals and installation waste minimization guidelines. The Contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated as the result of the Contractor. The Contractor shall minimize the generation of hazardous whenever possible. The Contractor shall provide the installation Hazardous Waste Program Manager (723-4826) all data associated with any hazardous waste disposal action, to include:

· Waste(s) names(s)

· Proper DOT shipping names(s)

· Waste characterization documents (e.g. MSDS, analysis by lab, etc.)

· Volume of wastes(s) disposed

· Name, address and EPA identification number of interim and final TSDF

· TSDF contacts and phone number

· Date waste is removed from Minot AFB, the date waste is received at TSDF

· Copy of shipping papers (e.g. Uniform Hazardous Waste Manifest, non-hazardous waste manifest, and bill of lading, etc.)

Additionally, the Contractor shall request and receive approval from the Civil Engineer Natural Resources Management Element (CEAN) at (701) 723-4826 prior to disposal.

1.9.2 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 CEAN of any and all spills at (701) 723-4826 or 723-2167.

1.9.2.1 The Contractor shall clean up and contain, to the satisfaction of the Contracting Officer, 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 chemicals or substances that cause soil staining or other potential for air, water, or soil degradation as determined by the base Natural Resources Management element (5 CES/CEAN). At a minimum, the Contractor shall be able to contain a spill of at least 25 gallons. Any spill that cannot be contained or is an immediate hazard to personnel shall be immediately reported to the installation Fire Department by dialing 911 or 727-1911 from a cell phone.

1.9.2.2 The Contractor shall anticipate that governmental regulatory agencies, as appropriate, shall hold the contractor responsible for cleanup and remedial action according to agency specification. In addition, the Contractor shall provide all records, electronic or hard copy, for inspection by Government and outside agency personnel as needed.

1.9.2.3 Spill cleanup using government resources shall be charged to the Contractor at an amount determined by the Contracting Officer, based upon actual costs incurred.

1.9.2.4 The Contractor shall not collect and store hazardous waste on Minot AFB without prior written approval of the installation Hazardous Waste Program Manager, Bioenvironmental Engineering Element, Ground Safety Office, and the installation Fire Department.

1.9.3 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. (Relates to performance objective SS # 8)

1.9.4 PENALTIES AND FINES: Any penalties or fines levied against the installation due to 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. (Relates to performance objective SS #8)

1.9.4.1 Inspections and compliance: The contractor shall comply with all applicable federal, state and local laws, regulations, codes, etc. The contractor shall 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 federal, state and local occupational safety, environmental and health agencies at all times.

1.9.5 RECYCLING PROGRAM: The contractor shall adhere to the installation’s recycling program. (Relates to performance objective SS #8)

1.10 DELIVERY

1.10.1 AGREED DELIVERY DATE (ADD): The contractor shall deliver items according to the ADD. (See paragraph 5.1) (Relates to performance objective SS #3)

1.10.1.1 ADJUSTED ADD: At the government’s option, it may request an Adjusted ADD (See paragraph 5.2) (Relates to performance objective SS #3)

1.10.2 ESTIMATED DELIVERY DATE (EDD): If the government asks for an EDD, the contractor shall provide the EDD no later than 24 consecutive hours from the time of the initial request/purchase order is received. The EDD is not binding upon the government. (See paragraph 5.12) (Relates to performance objective SS #3)

1.10.3 REQUIRED DELIVERY DATE (RDD): The contractor shall make every effort (to include using the government’s recommended source(s)) to meet the customer’s RDD. (See paragraph 5.23) (Relates to performance objectives SS # 1, 2 and 3)

1.10.4 IMMEDIATE PICKUP AND DELIVERY OF ITEMS: When directed by the contracting officer or designated representative, the contractor shall be required to immediately procure and pick up items available in the local area consisting of a 135 mile radius and deliver the item(s) to the COCESS. There shall be no cost to the government for any items procured within a 25 mile radius mile radius. The contractor will be reimbursed for items procured within the 26-135 mile radius. The contractor shall be reimbursed at the current government mileage rate for that date. The maximum mileage reimbursement to the contractor is 270 miles. (Relates to performance objective SS #1, 3, 5 and 9)

1.10.5 RESERVED

1.11 REPORTS & LISTINGS: The contractor shall provide the reports and listings in an electronic (i.e. via Email or computer disc) and written (hard copy i.e. paper copy) format. The contractor’s electronic reports shall be in a format that is compatible with the government’s programs/software. The government shall specify the type(s) of programs/software formats (i.e. AF Approved Material/Environmental Systems, MS Word, MS Excel, MS Access, etc.). Unless otherwise specified, the contractor shall submit to the Contracting officer or designated representative, within five (5) calendar days after the reporting period, the following reports: (Relates to performance objective SS # 4, 5 & 7)

1.11.1 HISTORICAL SALES AND INVENTORY DATA: Historical data shall also be used by the government: for audit purposes; to establish estimated sales and budget data for future references; and to evaluate the Contractor’s ability to meet the performance threshold. The Contractor shall maintain five (5) years of transaction history; three (3) years on-line and two (2) years off-line) with off-line data to be made available on-line within twenty-four (24) hours notification. (Relates to performance objective SS # 4)

1.11.2 COCESS MONTHLY PRICE COMPARISON REPORT: The Contractor shall provide a listing of all store stocked and non-store stocked (to include catalog items) items purchased in work order number sequence. The listing shall include (at minimum) the following information: work order number, CSL number, item’s description, unit of issue, quantity (number of units sold), Contractor’s per unit price, final price sold to the Government, percentage of discount, cost difference, freight charge, total item cost, receipt/sales ticket number, date received, store stock/non-store stock with cumulative and individual totals per work order number, org code, shop code, facility number, customer name, sub-total per item, and cumulative work order total. The Contractor shall provide the report to the Contracting Officer or designated representative no later than five (5) working days after the end of the calendar month. (Refer to Appendix 3 for sample format) (Relates to performance objective SS # 4 )

1.11.3 RESERVED

1.11.4 COCESS DAILY SALES REPORT: The contractor shall provide a listing of all items issued to all authorized customers for the previous duty day; this will also include sales invoices for the previous duty day. The listing shall include (at minimum) the following information: work order number, customer name and rank, CSL or part number, item description, unit of issue, final price sold to government, quantity (total number of units issued), sub-total, cumulative total by work order number, office symbol organization code, shop code, and facility number. The Contractor shall provide reports to the Contracting Officer or designated representative no later than 1000 hours on each business day for sales from the previous business day. (Refer to Appendix 4 for sample format) (Relates to performance objective SS #4)

1.11.5 Not Used

1.11.6 STORE STOCK LIST: The contractor shall provide a monthly listing of store-stocked items that includes the item’s description, manufacturer product identification number, quantities stocked, and unit price to the Contracting Officer or designated representative. The Contractor shall also submit a complete listing of store stocked items and a recurring listing of non-store stocked items semi-annually to the contracting officer or designated representative. (Relates to performance objective SS #4)

1.11.7 RESERVED

1.11.8 TRACKING ORDERS NOT MEETING ADD LISTING: The contractor shall keep a listing for all orders/items not meeting the ADD. The listing shall include the customer’s name, office symbol, item description, quantity, RDD, ADD, Adjusted ADD (if used), date item received, and number of days not meeting the ADD. The contractor shall provide a daily report to the Contracting Officer or designated representative no later than 10:00 a.m. each day for the previous day’s activities. The Contractor shall also provide a Quarterly listing of all items not meeting the ADD for the entire quarter. The quarterly report is due no later than ten (10) consecutive working days after the end of the quarter. (Refer to paragraph 1.11 REPORTS & LISTINGS and 1.12 RECEIPTS for listing requirements) (Relates to performance objective SS # 4)

1.11.9 AUTHORIZED CUSTOMER LISTING: Authorized customers shall be identified on the COCESS Customer Authorization Listing (COCESS-CAL). The Government shall provide an initial listing of authorized customers. The government shall provide updated listings monthly or as required by the Contracting Officer. The Chief of CE Logistics section shall be responsible for updating and keeping the list current.

1.11.10 NON-CE GOVERNMENT PURCHASE CARD (GPC) LISTING: Authorized COCESS Non-CE GPC Customers shall be identified on the COCESS Non-CE GPC Customer Authorization List (CAL). The Government shall provide the Contractor an initial CAL. The Government shall provide updates monthly or as required by the Contracting Officer. The Chief of CE Logistics section shall be responsible for updating and keeping the list current. Payments may be made by Government Purchase Card (GPC) cardholders as authorized on the Non-CE GPC CAL. Note: Refer to paragraph 5.19 for Non-CE customer’s definition.

1.11.11 BACKORDERS LISTING: The contractor shall provide access to an on-line daily listing that has the current and accurate status of all backordered store stocked items to the QAP as requested by the QAP or authorized approval official. The backordered status provided shall as a minimum be in document number sequence, contractor purchase order number, vendor information to include vendor’s name, address and phone number, nomenclature, date ordered, required delivery date, agreed delivery date, customer information work order number and estimated total cost of each item. (Relates to performance objective SS # 4)

1.11.12 The reports listed above are required at a minimum. “Real Time” inventory systems and reports may be considered as strength for evaluation purposes, if considered beneficial to the Government.

1.11.13 For listings, reports and administrative documentation not listed in this section, the Contracting Officer shall determine the frequency for when the contractor must deliver them to the Government.

1.12 RECEIPTS: The contractor shall provide the following items: (Relates to performance objective SS # 4 & 7)

1.12.1 SALES TICKETS/INVOICES: The Contractor shall utilize contractor-generated electronic sales ticket/invoices. Contractor-generated electronic sales ticket/invoices shall be used for sales of all items sold to authorized customers. All sales ticket/invoices must be clear and shall contain, at a minimum, the following information: customer ID number, company name, date, transaction serial number, work order number, shop code, organizational code, hazardous material ID name and code number, unique sales ticket/invoice number, CSL, product/item description, unit quantity, unit of issue, unit price, line-item cost sub-total, sales ticket/invoice total cost, date ordered, date received, customer printed name and customer signature. The contractor shall annotate freight and delivery fees as a separate line on the electronic sales ticket/invoice. Copies of freight invoices shall be available at the time of delivery to the government. If the freight invoice is not available at the time of delivery to the Government, the Contractor shall generate a separate electronic sales ticket/invoice, reference the freight invoice and original electronic sales ticket/invoice.

1.12.1.1 Sales made to individuals not authorized in accordance with this SOW may result in nonpayment. Once the electronic sales ticket/invoice has been generated the Quality Assurance Personnel customer must approve it. Upon approval manipulation of the sales ticket/invoice should not be possible, hence a “Read-Only” format. If changes need to be made, they must be made on a separate sales ticket/invoice and approved by the customer. Unused portions of any physical sales slips or receipts shall be lined out with a “Z” prior to signature. Separate electronic sales ticket/invoices shall be prepared for each work order number combination. The contractor is responsible for completion of all electronic and/or physical receipts and sales ticket/invoices.

NOTE: Exchange items furnished by the contractor shall be billed at the exchange price. The Government shall normally furnish the exchange item(s) at the time of sale; however, when the exchange item(s) is/are not available at the time of sale, a separate charge shall be listed on the sales slip. A credit slip shall then be processed according to paragraph 1.6.6 “Merchandise Return Policy”.

1.12.2 DISTRIBUTION: The contractor shall make available daily electronic documentation to the QAP of all store stock item issues and turn-ins. Contractor-provided electronic sales tickets/invoices shall be provided to the QAP not later than 10:00 a.m. the next duty day. The contractor shall store electronic sales ticket/invoices to support the summary sales ticket/invoice. Distribution shall include any electronic sales ticket/invoices that may have been voided. No item should be entered on an electronic sales ticket/invoice until it is available for delivery, but if this occurs inadvertently, the item must be clearly documented on the electronic sales ticket/invoice and verified by the Contractor or the Contractor’s designated representative and the authorized recipient.

1.12.3 INVOICING: The Contractor shall submit an original summary invoice electronically to the Defense Finance Accounting System (DFAS) utilizing Wide-Area-Work-Flow. The contractor shall self-register at https://wawf.eb.mil. The Contractor must be registered in Central Contractor Registration (CCR) and must establish an electronic business point of contract in CCR.