Attachment_1_-_SOW_Revised_27_May.docx

FA4528-15-R-0003

Attachment 1

STATEMENT OF WORK

27 May 2015 Contractor-Operated Civil Engineer Supply Store

TABLE OF CONTENTS

1 DESCRIPTION OF REQUIREMENT

1.1 Scope

1.2 Objectives

1.3 Store Attributes

1.4 Acquisition

1.5 Miscellaneous

1.6 Holding & Storage

1.7 Hazardous Material

1.8 Hazardous Waste

1.9 Delivery

1.10 Reports & Listings

1.11 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

4.5 Contractor Full Time Equivalent Reporting

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

1 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.

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 stock high use/consumable items for immediate purchase. Store management and personnel shall provide quality customer service. (Relates to performance objective SS #1)

1.3 STORE ATTRIBUTES: The Contractor shall at a minimum (Relates to performance objective SS #1 and additional objectives as noted below):

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 #5)

1.3.3 Perform all research required to successfully fill all item requests.

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.

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

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

1.3.7 Accept Government Delivery Orders and Government Purchase Cards (GPC) for authorized purchases.

1.3.8 Deliver materials as follows:

1.3.8.1 Provide items by the ADD. (Relates to performance objective SS #3)

1.3.8.2 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 #2)

1.3.8.3 Deliver large or bulk merchandise to authorized customers upon request. (Relates to performance objective SS #8)

1.3.9 Provide long-distance telephone, Internet, and fax services at the Contractor’s own expense.

1.3.10 Provide timely and accurate reports and information in accordance with (IAW) paragraph 1.10 – Reports and Listings. (Relates to performance objective SS #4)

1.3.11 Provide safe working conditions and environment for employees and customers. (Relates to performance objective SS #7)

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 GPC. 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 1.11.1 for submitting sales ticket/invoices).

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 8)

1.4.3 NON-OBLIGATION TO PURCHASE: This acquisition and its requirements apply to the 91st Missile Wing & 5th Civil Engineer 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)

1.4.5.1 PRICE COMPARISON and COMPETITIVE PRICE QUOTES: The Contractor shall provide competitive quotes and compare prices IAW paragraph 5.13 and its subparagraphs.

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.

1.4.5.3 UNPUBLISHED NON-PRICED ITEMS: 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. Contractor shall provide a receipt for all non-priced items showing the total amount and freight of the item.

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 to 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 (CO) must approve these items as a sole source/brand name prior to ordering by the Contractor. (Relates to performance objective SS #6)

1.4.7.1 APPROVED EQUAL: The Contractor may offer substitutions for sole source/brand name items. If the Contractor offers a substitution, he/she shall provide the Contracting Officer Representative (COR) with specification information on the substituted item. The COR 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 objectives SS #4 & 6)

1.5 MISCELLANEOUS

1.5.1 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.

1.5.1.1 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.

1.5.2 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 objectives SS #1 and 4)

1.5.3 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 vendor’s 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 1.11 RECEIPTS and must be distinguishable in appearance from the original sales ticket/invoice. Any net credit amount must be enclosed in parentheses 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 objectives SS #1, 4 and 5)

1.6 HOLDING & STORAGE

1.6.1 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 1.5.3 for Post-Post/Backup procedures. If the Contractor’s system is used exclusively, the Contractor shall provide inventory listings IAW the paragraph 1.10 REPORTS & LISTINGS requirements of this SOW. (Relates to performance objectives SS #2 and 4).

1.6.2 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 objectives SS #2 and 3)

1.6.3 AUTOMATED INVENTORY MANAGEMENT SYSTEM: Store stock inventory shall be maintained 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. (Relates to performance objective SS #2)

1.6.4 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 CO or COR 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 store-stock 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 COR shall review the listing and make recommended additions/deletions to the store stock within fifteen (15) duty days after contract award. (Relates to performance objective SS #2)

1.6.5 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 CO or COR 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 CO and COR as stated in paragraphs 1.10 REPORTS & LISTINGS and 1.11 RECEIPTS. (Relates to performance objectives SS #1, 2, & 4)

1.6.6 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.

1.6.7 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 CO or COR. (Relates to performance objectives SS #1 and #4)

1.7 HAZARDOUS MATERIAL: (Relates to performance objectives SS #4 and 8)

1.7.1 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.

1.7.1.1 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 (723-4870, 723-4144 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 (5 CES/CEIE) through the COR 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 MSDSs will be provided to the customer when property is issued and when requested by the customer.

1.7.1.1.1 Upon receipt of a HAZMAT shipment into the COCESS, Contractor must verify that material has an expiration date of no less than 6 months from date of receipt. Materials that will expire between 3-6 months from date of receipt should only be accepted if they will be used up immediately by the requesting shop. Material shipments with 3 or less months until expiration date should be rejected and returned for newer materials.

1.7.1.2 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 MSDSs received against their master 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 HAZMART whenever the MSDS changes for an existing hazardous material.

1.7.1.3 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. The Contractor shall use the approved Air Force Enterprise Environmental Safety and Occupational Health Management Information System, Hazardous Materials (EESOH-MIS). Contractor training shall be accomplished within one month of contract start date. 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. Training shall be no less stringent than that provided to Government employees.

1.7.1.4 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:

1.7.1.4.1 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 EESOH-MIS, the “Chemical Authorization by Shop”, “Chemical Issues by Shop”, the “Authorized User List” (AUL), and “Max Allowed on Hand” will be reviewed. Because the lists are dynamic, they shall be reviewed each day the shop makes a request.

1.7.1.4.2 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).

1.7.1.4.3 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.

1.7.1.4.4 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.

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

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

1.8 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 & #7)

1.8.1 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 waste whenever possible. The Contractor shall provide the installation Hazardous Waste Program Manager (723-4870) 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 Treatment, Storage, and Disposal Facility

· 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 5th Civil Engineer Environmental Management Element (5 CES/CEIE) at 723-4870 prior to disposal.

1.8.2 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 5 CES/CEIE of any and all spills at 723-4826 or 723-2167.

1.8.2.1 The Contractor shall clean up and contain, to the satisfaction of 5 CES/CEIE, 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 Environmental Management Element (5 CES/CEIE). 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.

1.8.2.2 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.

1.8.2.3 Spill cleanup using Government resources shall be charged to the Contractor at an amount determined by the CO based upon actual costs incurred.

1.8.2.4 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.

1.8.3 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.

1.8.4 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 CO.

1.8.4.1 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.

1.8.5 RECYCLING PROGRAM: The Contractor shall adhere to the installation’s recycling program.

1.9 DELIVERY (Relates to performance objective SS #3)

1.9.1 AGREED DELIVERY DATE (ADD): The Contractor shall deliver items according to the ADD. (See paragraph 5.1)

1.9.1.1 ADJUSTED ADD: At the Government’s option, it may request an Adjusted ADD. (See paragraph 5.2)

1.9.2 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)

1.9.3 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)

1.9.4 IMMEDIATE PICKUP AND DELIVERY OF ITEMS: When directed by the CO or COR, 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. (Relates to performance objectives SS # 3 and 8)

1.10 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 CO or COR, within five (5) calendar days after the reporting period, the following reports: (Relates to performance objective SS # 4)

1.10.1 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 online and two (2) years off-line. with off-line data to be made available online within twenty-four (24) hours of notification.

1.10.2 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 a minimum) the following information: work order number, CSL number, item description, unit of issue, quantity (number of units sold), Contractor’s per unit price, final price sold to the Government, 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 CO or COR no later than five (5) working days after the end of the calendar month. (Refer to Appendix 3 for sample format)

1.10.3 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 CO or COR no later than 1000 hours on each business day for sales from the previous business day. (Refer to Appendix 4 for sample format)

1.10.4 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 CO or COR. 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 CO or COR.

1.10.5 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 CO or COR 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 1.10 REPORTS & LISTINGS and 1.11 RECEIPTS for listing requirements)

1.10.6 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 CO. The Chief of CE Logistics section shall be responsible for updating and keeping the list current.

1.10.7 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 CO. The Chief of CE Logistics section shall be responsible for updating and keeping the list current. Payments may be made by GPC cardholders as authorized on the Non-CE GPC CAL. GPC purchases shall not exceed $3K per transaction and the customer must follow all GPC regulations. Note: Refer to paragraph 5.19 for Non-CE customer’s definition.

1.10.8 BACKORDERS LISTING: The Contractor shall provide access to an online daily listing that has the current and accurate status of all backordered store stocked items to the COR as requested by the COR 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.

1.10.9 For listings, reports and administrative documentation not listed in this section, the CO shall determine the frequency for when the Contractor must deliver them to the Government.

1.11 RECEIPTS: The Contractor shall provide the following items: (Relates to performance objective SS # 4)

1.11.1 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.

1.11.1.1 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 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 1.5.3 “Merchandise Return Policy”.

1.11.2 DISTRIBUTION: The Contractor shall make available daily electronic documentation to the COR of all store stock item issues and turn-ins. Contractor-provided electronic sales tickets/invoices shall be provided to the COR 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 CO or COR and the authorized recipient.

1.11.3 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 the System for Award Management (SAM) and must establish an electronic business point of contact in SAM. Original copies of sales tickets/invoices arranged in numerical sequence by sales ticket/invoices number, including automated COCESS sales tickets, shall be given to the Functional Director or the COR to support the electronic invoice sent to DFAS. Freight can be estimated at the time of ordering if unknown. Copies of actual freight invoices must support reimbursement for freight. The CO or COR shall approve premium freight and delivery costs. Contractor sales ticket/invoices or copies thereof which are mutilated or which have portions thereof blocked out or altered shall not be accepted. Shipping documents and packing slips shall not be accepted in lieu of Contractor’s sales ticket/invoices. Each summary invoice must be annotated and signed by the Contractor or designated representative that the charges are true, accurate, and include any trade or other discounts, such as prompt payment discount provided by the Contractor.

1.11.4 PREMIUM FREIGHT: The CO or COR must approve Premium freight costs prior to ordering the item(s). Each summary sales ticket/invoice shall be annotated and signed by the Contractor or his/her designated representative that the charges are true and accurate.

2 SERVICE SUMMARY (SS): The contract service requirements are summarized in performance objectives that relate directly to PWS requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each performance objective. The Services Summary (SS) provides information on contract requirements, the expected level of Contractor performance, and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors or 5% on each work shall be allowed in an effort to identify normal phase-in problems.

Performance Objective

Threshold

Note*: For additional references, refer to items with - (Relates to performance objective SS #X) Subparagraphs are included in any reference to main paragraph heading.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 DAMAGE TO GOVERNMENT FACILITIES AND PROPERTY: The Contractor shall reimburse the Government if details of formal investigation of fire or other related or unrelated structural damage result in pecuniary liability being assessed to the Contractor. The Contractor shall replace all damaged or lost Government-Furnished Property (GFP) to include Government-Furnished Facilities (GFF), furnished equipment (GFE) and Government-furnished materials (GFM) at no cost to the Government.

3.2 FACILITY AND EQUIPMENT: The items listed below shall be furnished for use in the operation of the COCESS without cost to the Contractor. The Government-furnished items listed below shall not be used for any purpose other than filling the requirements of the contract.

3.2.1 GOVERNMENT PROPERTY: The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured. (Relates to performance objective SS #7)

3.2.1.1 The Contractor may be permitted to renovate, paint, erect shelving and signage, or alter the interior of the facility at the expense of the Contractor, but only with the approval of the CO.

3.2.1.2 The Contractor shall ensure proper housekeeping of all interior and exterior storage areas. These areas shall be clean, free of trash, debris and other obstacles that present an aesthetic problem or create a safety or health hazard.

3.2.1.3 The Government shall retain the right to make upgrades, repairs, or changes to the utility and mechanical systems, structure, alarms, and communications system.

3.2.1.4 Key control: The Contractor shall have a choice of either providing all facility keys and locksets or having the Government provide them.

3.2.1.4.1 Government-provided facility keys and locksets: If the Contractor elects to have the Government provide the keys and locksets, 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. Government keys issued to the Contractor shall not be duplicated unless approved by the CO. The Contractor shall develop procedures covering key control that shall be included in their quality control system. The Contractor shall immediately report the occurrences of lost or duplicated keys to the CO or COR.

3.2.1.4.2 The CE locksmith shall keep a master log of all keys.

3.2.1.4.3 Contractor-provided keys and locksets. The Contractor shall provide to the Government a “master key” for the facility, storage sheds and storage yards if required by the base Security Forces or Fire Department or CO.

3.2.2 FACILITIES: The Government shall provide one (1) facility and basic utilities to the Contractor. The proposed facility is: located at 521 Bomber Blvd, Minot AFB ND. Inside space consists of two areas, the first being a warehouse area, 50 feet x 100 feet (5,000 square feet) and includes a small office area. The second area consists of three offices each being 11 ½ feet x 16 feet (552 square feet) for a total of 5,552 square feet. There is currently no fenced outside storage area. The Contractor shall allow the COR and other Government representatives, as listed in a separate document, access to the facility at any time.

3.2.3 EQUIPMENT: The Government shall furnish: 1 metal pipe rack, 18 pallet shelves with supports, and 7 flammable lockers (various sized with doors). Office equipment: 3 office desks, 4 chairs – rotary with arms, 1 metal filing cabinet 4-drawer legal size; 2 metal filing cabinets 5-drawer letter size; 2 office metal tables. Other equipment: 2 wheel handcarts, 1-3 shelf roller cart, 1 pallet mover (dolly), and 1 pallet puller. The GFM and GFE shall be returned at the termination of the contract in good condition and repair. The Contractor shall maintain, repair and replace GFE items at Contractor’s expense with items of similar construction, capacity and style.

3.2.4 FACILITY SECURITY: The Contractor shall be responsible for security of the facility, storage yards, sheds and contents at all times.

3.2.5 EQUIPMENT INVENTORY: An inventory of Government-furnished equipment must be done no later than five (5) calendar days before the start of the contract period and no later than ten (10) calendar days before completion of the contract period including any option periods. The Contractor and a Government representative (identified by the CO) shall conduct a joint inventory of all Government-furnished equipment, and the Contractor shall sign a receipt for all equipment provided by the Government. Items of equipment missing or not in working order shall be recorded and the CO notified in writing. The Contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory. (Relates to performance objective SS #4)

3.2.6 EQUIPMENT LOSS OR DAMAGE: The Contractor shall immediately notify the CO of any damaged, lost or stolen GFE/GFM. At the Contractor’s expense, any damaged, lost, or stolen GFE/GFM assigned to the Contractor shall be immediately replaced with another item of exact or similar construction, style, make, color and specifications. All GFE/GFM damaged, lost or stolen items replaced by the Contractor shall become Government property.

3.3 SERVICES: The Government shall provide the following services unless otherwise noted:

3.3.1 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 shall provide bulk trash containers and service. The Government shall provide recycling containers as applicable. (Relates to performance objective SS #7)

3.3.2 INITIAL EMERGENCY MEDICAL TREATMENT: The Government shall provide initial medical treatment for life-threatening emergencies if available. It shall be the responsibility of the Contractor or the employee to seek continued medical treatment elsewhere if needed. The Contractor or employee shall reimburse the Government for all Government-provided medical services. The emergency phone number is 911 or 727-1911.

3.3.3 FIRE-FIGHTING SERVICES: The Government shall provide fire-fighting capabilities. The emergency number is 911.

3.3.4 UTILITIES: The Government shall provide basic utilities: gas, electricity, sewage disposal and water.

3.3.5 The Contractor at his/her expense shall provide long-distance telephone, Internet/Web service, and fax services.

3.3.6 The Contractor shall perform all janitorial services, maintenance and repairs to the interior of the facility, unless otherwise directed by the CO. (Relates to performance objective SS #7)

3.3.7 The Contractor shall allow inspection by Base Security forces, Safety and/or Fire Department and other federal and state regulatory agencies. (Relates to performance objective SS #7)

3.3.8 Snow and ice removal: The Contractor shall keep all exterior entrances, exits, and walkways free of snow and ice. (Relates to performance objective SS #7)

4 GENERAL INFORMATION

4.1 NORMAL BUSINESS HOURS: The store shall be open for business during normal duty hours (07:30 A.M. – 4:00 P.M. local time) Monday through Friday excluding federal holidays. The Contractor may not be required to operate the store on the day of observance for the federal holidays. (Relates to performance objective SS # 1)

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

4.3 CONTRACTOR’S RESPONSIBILITIES:

4.3.1 STANDBY/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 work place not later than two (2) hours after notification. The Contractor shall provide the COR a listing of standby personnel and an acceptable means (e.g., telephone, pager) of how they can be contacted. In the event of emergencies or contingencies, the store shall be available for operations 7 days per week, 24 hour per day, if necessary. (Relates to performance objective SS # 1 and 2)

4.3.1.1 The Contractor shall ensure that sufficient personnel are available at all times during store hours, whether normal or emergency operations, to provide uninterrupted across-the-counter sales and emergency requests, regardless of other normal daily work requirements.

4.3.1.2 CONTRACTOR TRANSITION: The Contractor shall be allowed to start setting up its operation thirty (30) calendar days prior to the start of the contract. The Contractor shall provide a reasonable and realistic transition plan within ten (10) calendar days after award. The plan shall demonstrate how the Contractor shall begin COCESS operations within thirty (30) calendar days after contract award and shall meet its contractual obligations without disruption to the base.

4.3.1.2.1 The plan shall include (Relates to performance objective SS #4):

4.3.1.2.1.1 A chronological sequence of events from time…