Atch_1_-_COCESS_SOW_Revised_15_Jun_17.docx

Solicitation: FA4626-17-R-0020 Attachment 1 Dated Jun 15, 2017

STATEMENT OF WORK

CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE

(COCESS)

MALMSTROM AIR FORCE BASE, MONTANA

INDEX

1. DESCRIPTION OF SERVICES

2. DELIVERY ORDERS/SERVICE DELIVERY SUMMARY

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

4. GENERAL INFORMATION

Solicitation: FA4626-17-R-0020 Attachment 1 Dated Jun 15, 2017

1. DESCRIPTION OF SERVICES

1.1. SCOPE: The contractor shall provide all necessary labor, supervision, equipment, supplies, and materials to support a Contractor Operated Civil Engineer Supply Store (COCESS) located on Malmstrom AFB, MT. The contractor shall acquire, issue, deliver, and store a variety of materials, tools, equipment, parts, and supplies for construction, home repair, and facility maintenance and repair for use by authorized government personnel.

1.2. OBJECTIVES: To provide a simplified method for Malmstrom Civil Engineer Squadron and affiliated base personnel, such as authorized U-Fix-IT customers to purchase material used in the electrical, plumbing, heating/ ventilation/air conditioning/refrigeration (HVACR), sheet metal, welding, pipe fitting, carpentry, landscaping, pavement and grounds maintenance, masonry, electronic monitoring, controls and alarms, painting and wall covering, material handling and rigging, hardware, liquid fuels maintenance, power production, water and waste water treatment and distribution, and pest control trades. These items shall be used for work tasks, construction, recurring maintenance and repair, and U-Fix-It type work. The store shall provide easy access to customers and contain a wide variety of commercial and industrial products. The store shall stock high use items, per attached bid list, for immediate purchase.

1.3. DEFINITIONS:

1.3.1. GREEN PURCHASING. The initiative to “buy recycled and green” products for federal agencies.

1.3.2. AGREED DELIVERY DATE (ADD). Date the contractor and the government agrees that an item will be delivered to the government.

1.3.3. BACK ORDERS. Any request for material not immediately available for issue by the contractor.

1.3.4. NEXGEN IT & TRIRIGA. TRIRIGA is an automated organizational management system used for identification, acquisition, and storage/issue of material.

1.3.5. COCESS STOCK LISTING (CSL). An alphabetical listing (by noun) of the government’s estimated annual requirements of Civil Engineer related supplies and material. The CSL, as incorporated in the resulting contract, is set forth in Attachment 2.

1.3.6. CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE (COCESS). Store(s) of most commonly used materials stocked and operated under contract between a contractor and base-level civil engineer squadron. Contract is administered by base Contracting Officer or designee.

1.3.7. CSL NUMBER (COCESS STOCK LISTING NUMBER). A computer assigned number that identifies each individual item loaded in the CEMAS noun dictionary. Note: CSL will change to TRIRIGA Inventory Item Number after conversion of data. This will be supplied to contractor after award of contract.

1.3.8. ESTIMATED DELIVERY DATE (EDD): Date contractor estimates item(s) can be provided.

1.3.9. GREEN. Environmentally preferred product or service.

1.3.10. HIGH-USE ITEMS - STORE STOCK (SS). These are recurring items that are stocked in the store and are available for immediate issue/purchase. High-use items are annotated on the provided list of recurring items at Attachment 2. This list will be provided by the Base Civil Engineer (BCE) organization to the Contracting Officer when the contract is awarded and will be based on the most frequently used items as determined by processing a local program. This program will identify specific items to be stocked. Items may be added or deleted at the discretion of the Contracting Officer or their designee.

1.3.11. LINE ITEM. Any quantity of a single item with the same description concerning size quality, and purpose. For payment purposes, a line item is an entry on a sales slip for any quantity of an item bearing the same description and unit price.

1.3.12. NON-RECURRING ITEMS - NON-PRICED ITEMS (NPI). These materials, supplies, and parts are not normally stocked in the store or listed in the catalog and typically need to be ordered. Items classified as NPI will still be within scope, see paragraph 1.1.

1.3.13. PRICE LISTED ITEMS: Materials, supplies, and parts ordered infrequently which are not on the fixed price stocked schedule (attachment 2 part I) or non-stock schedule (attachment 2 part II). Prices for price listed items shall be derived from vendor product information references published by independent third party sources similar to those published by Trade Services Corporation or Material Express and the discount formulas proposed by the contractor as identified in the table below. An example of possible price listed items is included in attachment 2 part III (information only). Dollar values reflect estimated price list item expenditures and are for evaluation purposes only.

1.3.14. POST-POST. Manual procedures used during periods of computer downtime or during normal off-line periods (end-of-day, end-of-year) to ensure continuous service and maintenance of inventory and sales records.

1.3.15. PREMIUM TRANSPORTATION. Expeditious transportation service for items as authorized by the program manager (COR).

1.3.16. COR. Contracting Officer’s representative responsible for contract oversight.

1.3.17. RECURRING ITEMS - FIXED PRICE ITEMS (FPI). These materials, supplies, and parts are used routinely and should be readily available to the customer. The fixed price listing contained in the CSL shall be made available by the contractor for customer use. Attachment 2 contains a listing of recurring items with estimated consumption and average delivery information.

1.3.18. REQUIRED DELIVERY DATE (RDD). Date the government requires delivery of item(s) ordered through the COCESS. Material requests fall into the following four categories with corresponding delivery requirements: 1) Routine Requests will be fulfilled within 45 days, 2) Urgent Requests within 5 days, 3) Emergency Requests Not Locally Available, within 48 hours, and 4) Emergency Requests Locally Available, will be available for government pick up within 2 hours response time. BCE organizations will identify their historical consumption data in Attachment 2. If RDDs need to be modified, the BCE will adjust these dates/times.

1.3.19. STATEMENT OF WORK (SOW): A document that defines contract requirements in a clear, concise language identifying specific work requirements.

1.4. COCESS ATTRIBUTES: The following are important elements of this Statement of Work.

1.4.1. Provide stocked, on-base store to service CE craftsmen, supply materials for work orders and supply materials for the U-Fix-It Store managed by Materiel Control.

1.4.2. Customers will purchase any fixed price stocked or non-stocked item from the COCESS contractor. If the stocked item is unavailable from the contractor and cannot be procured within 24hrs the Government reserves the right to purchase from any other source. Non-stocked fixed price items not available by the RDD may be purchased from any source. Non-Priced items may be purchased from any source the Government choses.

1.4.3. Provide fair and reasonable reimbursement/credit on returned items.

1.4.4. Order materials.

1.4.5. Receive materials from suppliers. Assigns location to High-Use (SS) items when material is stored in warehouse area.

1.4.6. Manage warehouse facilities and storage of materials.

1.4.7. Sell/Issue material requested by CE Personnel to Materiel Control. Includes materials that are deemed hazardous by the Enterprise Environment Safety and Occupation Health-Management Information System (EESOH-MIS). An authorization number will be provided by Materiel Control.

1.4.8. Provide competitive quotes on all non-recurring items based on available current market sources.

1.4.9. Perform all research required to successfully fill all item requests. If the part number provided by requestor is no longer available, the contactor shall locate a substitute item and/or source of supply of equal or greater quality. In the event that the end user determines that an item is an inferior substitute the Contracting Officer or designated representative shall make the final determination.

1.4.10. Advise customer on status of warranties and guarantees, and provide documentation as appropriate.

1.4.11. Maintain and provide access to printed store stock listings.

1.4.12. Permit customers to order out-of-stock, high-use items in person at the store.

1.4.13. Promise delivery of materials as follows:

1.4.13.1. Recurring High-Use Materials: In stock for immediate delivery.

1.4.13.2. Other recurring and all non-recurring items: By RDD or as modified by ADD.

1.4.13.3. Emergency deliveries within 48 hours or as modified by ADD.

1.4.13.3.1. Notify the government within 24 hours if the RDD for emergencies cannot be met.

1.4.13.4. Notify the government when the RDD or ADD cannot be met.

1.5. CONTRACTOR RESPONSIBILITIES:

1.5.1. STORAGE/ACQUISITION/ISSUING/ STOCKING/HOLDING/DELIVERY REQUIREMENTS:

1.5.1.1 Acquire items from merchants or vendors of contractors’ choice.

1.5.1.2. Provide customer-friendly store environment that presents high-use items in appealing manner.

1.5.1.3. Immediately issue/sell items that are in stock upon authorized customer request.

1.5.1.4. Deliver all materials to Materiel Control as required by paragraph 1.4.13 above. Final acceptance of materials will be accomplished by the COR.

1.5.1.5. Provide long distance telephone, Internet, and FAX services at contractors’ own expense.

1.5.1.6. Government reserves the right to cancel individual request for items, at no cost to the government, and purchase items from other sources if the COCESS contractor fails to deliver by ADD, provided that the item is not a specialty item that the manufacturer/distributor will not accept because the item was specially made and/or altered for the order in question. If the item(s) is not a specialty item then the "restocking" charge occurring in the normal course of business will be refunded to the contractor.

1.5.1.7. No substitute items: There will be times when a genuine replacement part or specific use item will be required and a substitute and interchangeable item will not be acceptable. In these circumstances, a specific brand name item will be required from the contractor. These requirements will be kept to a minimum. “No-sub” items must have the approval of the Contracting Officer. Materiel Control will obtain this approval prior to requesting the item from the contractor. Items that are considered by the Contracting Officer to be No-sub, and hence pre-approved as non-substitutable are: Items have the code “Y” under the “Hazardous” heading in Attachment 2, COCESS Pricing List.

1.5.2. NON-OBLIGATION TO PURCHASE:

1.5.2.1. RECURRING ITEMS - FIXED-PRICED ITEMS (FPI): If a customer needs a high-use item and it is not in stock, the contractor shall furnish the recurring item by the RDD. The government reserves the right to agree to the delivery date, normally within 24 hours, or obtain the item from another source.

1.5.2.2. NON-RECURING ITEMS, NON-PRICED ITEMS (NPI): The contractor shall furnish NPIs at fair and reasonable prices by the ADD. If the government does not consider the prices fair and reasonable and/or the NPIs are unavailable by the ADD, the government may purchase the NPIs on the open market. Any profit, overhead, or return on investment for the NPIs shall be included in the Store Operation CLIN.

1.5.2.3. RECURRING AND NON-RECURRING ITEMS: The contractor shall procure recurring and non-recurring items(s) on or before the RDD or ADD as applicable. Before the ADD has expired, the contractor is required to follow-up and provide the COR updates weekly or sooner if requested.

1.5.3. PRICING: The contractor shall offer competitive prices including a cost comparison with vendor pricing from the local installation area. To ensure best value to the government, see FAR 2.101 Definitions, the contractor shall solicit prices based on the guidance of FAR 6-302-1(c): “An acquisition that uses a brand name description or other purchase description to specify a particular brand name, product, or feature of a product, peculiar to one manufacturer does not provide for full and open competition regardless of the number of sources solicited.” For a price to be considered competitive, full and open competition must be satisfied. See FAR Part-6 for further information.

1.5.3.1. RECURING ITEMS, FIXED-PRICED ITEMS (FPI): Actual Prices for all recurring items shall be clearly documented in contractor provided price listings. Prices for High-Use-Items (store stock) and Non-Store Stock Fixed Priced Items shall be fixed at the time of contract award. All pricing will be FOB Destination. The contractor shall request price adjustments annually; provided the following is submitted to the Contracting Officer, in writing, by 15 August prior to exercising the option for the subsequent option year: 1) Contractor can demonstrate that the market price for the item has increased or decreased by 15% above the current fixed price for that item; 2) contractor submits proposed price increase IAW para 1.5.3.2.7. below; 3) a government estimate is provided (applicable to CONS & CE personnel only); 4) Mark-up does not exceed parameters identified in table 1.2. Contractor will submit aforementioned Not Later Than (NLT) 15 August and Not Sooner Than 1 August for consideration.

1.5.3.2. NON-RECURRING ITEMS, NON-PRICED ITEMS (NPI): The COCESS contractor shall acquire and sell all requested items at the lowest available price that meets the ADD from the manufacturer, or from the highest level in the manufacturer's distribution system available to the business community, which will provide the lowest price that is obtainable in the normal course of business.

1.5.3.2.1. The contractor shall solicit a minimum of two different competitive quotes, see paragraph 1.5.3 for clarification of competitive quotes, from two different sources of supply. The contractor shall provide the government with the lowest price for any item(s) with an extended price of less than $15,000.00. Once the contractor has obtained two competitive quotes, the contractor must obtain approval from the Contracting Officer or designated representative.

1.5.3.2.2. Reserved (this section not used)

1.5.3.2.3. The contractor shall solicit a minimum of three competitive quotes, see paragraph 1.5.3. for clarification on competitive quotes, for item(s) with an extended price of > $15,000.00 and < $25,000.00. Once the contractor has obtained three competitive quotes, the contractor must obtain approval from the Contracting Officer. For item(s) with an extended price equal to or over $25,000.00, these items will not be purchased under this contract.

1.5.3.2.4. The Contractor can request CO approval letter to utilize GSA pricing schedules IAW FAR Part 51.101(a)(2) and under section 201 of the Federal Property and Administrative Services Act of 1949, as amended. If the Contractor utilizes GSA pricing, the Contractor must compare/compete to at least three GSA schedule providers to ensure price fair and reasonable.

1.5.3.2.5. Regular transportation costs and premium transportation costs authorized by the Contracting Officer or authorized representative will be annotated as a separate line item on the vendor/supplier’s invoice and the contractor’s invoice.

1.5.3.2.6. The final NPI invoice/price shall include delivery cost to an agreed upon destination on base, refer to 1.5.4.3.

1.5.3.2.7. NPIs may be added to the in-stock or non-recurring fixed price lists as needed during the performance of the contract. Once an item is sold a minimum of three (3) times the contractor may submit a letter to the Contracting Officer requesting the item be added to the fixed-price list. The letter to the Contracting Officer must include: 1) proposed fixed-price for that item; 2) an abstract of three current competitive quotes for that item; 3) the original quote by the quoting organization, manufacturer, or supplier of the item; 4) the proposed mark-up; 5) three dates of prior NPI procurement. Quotes will be considered competitive if the requirements of paragraph 1.5.3. are met and applicable original source documents are included. A competitive quote will be considered ‘current’ if it was supplied by the quoting organization within 60 days of the fixed price letter request arriving at the contracting office. To minimize administrative burden Table 1.2 provides mark-up parameters, organized by dollar threshold, that will be considered fair and reasonable IAW the definitions provided in FAR 13.106-3, & 15.403-1(c)(1). Items meeting aforementioned criteria will be added to the fixed-price list. Items not being utilized may be deleted from the fixed-price list with the approval of the Contracting Officer, if the deletion of the item is requested in writing by the contractor. Items that are being utilized is defined as: Items being purchased a minimum of two times within the previous calendar year (last 12 months of consumption), shall not be deleted from the fixed-price list. If items are normally procured in bulk quantities, i.e. one box of 100ea, such the procurement shall be considered one, rather than 100.

TABLE 1.2. NPI to FPI PARAMETERS:*

* Note: Table 1.2. only applies to items requested by the contractor or government to be moved from NPIs to FPIs AFTER contract award

1.5.4. RECEIPTS AND REPORTS: 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 will specify the type(s) of programs/software formats (ie 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 of request, the following reports:

1.5.4.1. COST ACCOUNTING: The contractor shall provide detailed daily sales receipts/data. Electronic interface access capabilities and levels shall be determined by the BCE or his designee.

1.5.4.2. HISTORICAL SALES AND INVENTORY DATA:

1.5.4.2.1. The contractor shall provide access to all sales data (includes all information required for receipts) in paragraph 1.5.4.4 to the Contracting Officer or designated representative on a real-time basis.

1.5.4.2.2. Inventory data shall include item description, average price, quantity, and frequency of issue for items sold and in stock. The contractor shall provide a monthly report with the status of high use items (store stock), this report shall include items out of stock prior to the last day of the month.

1.5.4.3. RECEIPT/INVOICE: Receipt/invoice information provided by the contractor shall contain at the minimum the following information: Date, facility project number, work task number, document number, organizational code, CSL number or inventory item number, manufacture’s name, part number and descriptive noun of items actually supplied, unit of sale, quantity, brand name of items furnished, actual unit price, discount if applicable, authorized premium transportation, total price of each item, regular transportation costs of non-recurring items(NPI), total price for all items listed, period of warranty, name of supplier for non-recurring items, non-recurring (NPI) sales slips will be predominately marked non-recurring (NPI) on all copies.

1.5.4.4. SALES SLIPS: The contractor shall supply separate contractor-generated sales slips for sales of high-use items (over-the-counter sales) to authorized customers. Contractor-generated sales slips shall be used for sales of non-high-use items to Materiel control. All copies of the sales slips must be legible.

1.5.4.4.1. The customer will sign the sales slip at the time of sale. Signatures not authorized in accordance with paragraph 1.5.9, "Authorized Issues by the Vendor", may result in nonpayment. Unused portions of sales slips will be lined out with a "Z" prior to signature. Separate sales slips will be prepared for each facility project number, work task number, or indirect material order number combination. The contractor is responsible for completion of sales slips. NOTE: Exchange items furnished by the contractor will be billed at the exchange price. The government will 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 the sale, a separate charge will be listed on the sales slip. A credit slip will then be processed according to paragraph 1.5.4.6, "Credits."

1.5.4.5. DISTRIBUTION: The contractor will provide daily documentation to the Contract Officer’s Representative (COR) of all high-use items and turn-ins. This includes copies of all sales slips and the Daily High-Use Item Issue and Turn-In list. Daily listings, over-the-counter sales slips, and contractor-provided sales slips shall be provided to the COR not later than the next duty day. The contractor shall retain original copies of sales slips to support the summary invoice. The first, second, and third copies will be given to the COR. Distribution will include any sales slips that may have been voided. No item should be entered on a sales slip until it is available for delivery, but if this occurs inadvertently, the item must be lined out and initialed by the contractor or his/her designated representative and the authorized recipient.

1.5.4.6. CREDITS: Sales slips documenting returned items shall be clearly marked “CREDIT”. Any net credit amounts must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips must be cross-referenced. Canceled/voided and “credit” sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price will also be documented in accordance with this paragraph.

1.5.4.7. NON-RECURRING (NPI) ITEMS ISSUED PRIOR TO RECEIPT OF SUPPLIER’S INVOICE: A sales slip shall be furnished to the COR for requested items received for issue without an invoice for pricing. The sales slip shall state, "The price(s) is (are) estimated and will be adjusted when invoices are received." When the supplier's invoice(s) is (are) received, a second sales slip, cross-referenced to the original, shall be required of the contractor prior to payment.

1.5.4.8. CORRECTIONS AND ADJUSTMENTS: Minor pen and ink changes on original sales slips shall be initialed by the contractor and verified by the COR. Corrections may also be itemized on a separate sales slip and cross-referenced to the original sales slips.

1.5.5. INVENTORY MANAGEMENT: The contractor shall use the inventory management system of their choice to maintain the inventory of all items identified as COCESS High-Use (store-stocked) items sold to the government. The contractor shall use system of their choice to process counter sales to authorized personnel. Service will not be interrupted when maintenance is performed on computer systems. The contractor shall provide counter sales tickets to Materiel Control daily, to process in TRIRIGA data base unless otherwise directed by CO or designated representative.

1.5.6. COCESS HIGH-USE ITEMS: The government will provide the contractor a historical list of high-use items. The contractor shall be responsible for ensuring identified high-use items are stocked and available for immediate issue. The contractor shall provide the COR a list of changes to the list of COCESS high-use items each quarter.

1.5.7 WEB-BASED/ON-LINE INTERNET STATUS SYSTEM: The contractor shall provide an online system to track delivery status for all items ordered through the contractor. The system shall provide the government the ability to view real time delivery status of items ordered. The contractor shall provided access to the system to users approved by the COR.

1.5.8. PRODUCT WARRANTY/GUARANTEE: The contractor shall provide a system to track company/ manufacturer warranties and administer warranty work as required to ensure the government obtains full benefit for available warranty coverage. The contractor shall keep the system current as items are received with warranties. The contractor shall provide resolutions, i.e., the contractor’s supplier agrees to take back the item or agrees to replace or repair the item, to defective/ineffective product sold by the contractor to the government within 72 hours of notification of a defective/ineffective product. This system shall be available to COR at all times.

1.5.9. AUTHORIZED ISSUES BY THE VENDOR: The contractor shall issue/sell items from the store only to those individuals authorized by the BCE to receive items. The COR will provide an authorized government personnel list to receive/purchase items from the COCESS.

1.5.10. INVOICING: Contractor shall submit an invoice electronically via Wide Area Work Flow. A daily summary with invoices must be turned in within two (2) working days, of the end of the month to the COR. In Addition, the COR shall receive and maintain the following: Invoices must be supported by original copies of sales slips arranged in numerical sequence by sales slip number, including over-the-counter sales tickets. For non-recurring (NPI) items, the contractor shall attach a copy of the original seller's invoice to each sales slip. Premium transportation must be approved before item is purchased. Copies of freight invoices for approved premium transportation must support reimbursement. Suppliers' 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 suppliers' invoices. The COR shall be the “acceptor” in WAWF and the Contract Administrator shall verify each invoice with the COR.

1.5.11. BACKORDERS: When an authorized individual requests the purchase of a CSL store stock item that is not in stock, the item will be considered backordered. The contractor shall maintain a log at the COCESS counter for the purpose of recording items not available from store stock at the time of request. This backorder log shall contain, as a minimum, the CSL number, date requested, name of requester, quantity, and task order number. Backordered items should be made available in 24 hours. If not available within 24 hours, the ADD must be approved by COR by initialing the backorder log. This Backorder Log will contain Store Stock Items only. When the requested item is available, it will be issued to the requester as a Store Stock sale. The Backorder Log will be provided to the COR monthly.

1.5.12. POST-POST PROCEDURES: Post-post procedures are required when the computer systems are non-operational for a period of time. The contractor shall comply with the Base Civil Engineering post-post procedures to ensure continuous service and inventory accuracy. These procedures will be implemented to ensure the fidelity of COCESS operations and transactions continue during computer or power outages. The use of post-post procedures is necessary to ensure that all transactions are documented and also include specific recovery procedures for the computer system once it is available. All required documentation forms will be issued to the contractor by the Materiel control after review and prioritization by the CES Operations Deputy or designee. A copy of the local post-post procedures will be provided to the contractor after award of the contract.

1.5.13. RETURNED MERCHANDISE POLICY: The contractor shall implement a merchandise return policy that meets or exceeds industry standard commercial practices. The policy shall not impose unreasonable terms or conditions. Throughout the duration of the contract, the contractor shall prominently post the return policy for government personnel to review upon entering the store.

2. DELIVERY/PERFORMANCE SUMMARY:

2.1. DELIVERY ORDERS: Performance under this contract will be called for by issuance of delivery orders annually, signed by the contracting officer, setting forth the estimated dollar amount of material to be purchased during the period covering the delivery order. Delivery Orders may be funded incrementally throughout the fiscal year. The Government reserves the right to purchase material exceeding the dollar values listed in Section I, FAR 52-216-19, from sources other than this contract.

2.1.1. Under no circumstances will obligations, during the period of the delivery order, exceed the funding limitation cited on any delivery order, or as modified annually.

2.1.2. The government will not place nor will the COCESS contractor accept orders under this contract for items, which exceed the thresholds identified in FAR clause 52.216-19, without prior approval of the Contracting Officer.

2.2. DELIVERY SUMMARY: The contractor’s delivery requirements are summarized into objectives that relate directly to attributes. The delivery threshold briefly describes the minimum acceptable standards required for each attribute.

Availability of recurring high-use stocked items

1.4.13.1 1.5.2.1 1.5.2.3 1.5.11 High-use Items: Items in stock 95% of time - rated monthly. If out of stock condition exists, item will be available within 24 hours

High-Use Items: Items not in stock at least 95% of time—rated monthly. If out of stock condition exists, item will be available within 24 hours

Availability of recurring and non-recurring items

1.4.13.2 1.5.2.1 1.5.3.2 1.5.2.3 1.3.17 Recurring and Non-recurring Items: Items received by RDD or as modified by ADD at least 95% of the time. Rated Monthly

Recurring and Non-recurring items: Items received by RDD or as modified by ADD less than 95% of the time. Rated monthly

Availability of emergency items 1.3.17

1.4. 13.3 Emergency items are received within 48 hours or ADD at least 95% of the time. Rated Monthly

Emergency items are not received within 48 hours or ADD at least 95% of the time. Rated Monthly

Contractor receives more than one negative report during a one month period

Less than 98% of the time…COR will rate monthly

1.4.13.4 1.4.13.2 98% of the time…COR will rate monthly

Less than 98% of the time…COR will rate monthly

2.2.1. The contractor shall offer customers a survey to measure customer satisfaction. The survey shall measure the quality of service provided by the contractor and approved by the COR. The survey shall afford the respondent to rate the contractor overall as: Unsatisfactory, Marginal, Satisfactory, Very Good, or Excellent. The contractor shall offer each customer the opportunity to fill out the customer service questionnaire.

2.2.2. The contractor’s performance requirements are summarized into performance objectives that relate directly to attributes. The performance threshold briefly describes the minimum standards required for each attribute.

3. GOVERNMENT-FURNISHED PROPERTY AND MATERIALS

3.1. FACILITY AND UTILITIES: The government shall provide facilities and utilities to the contractor. The proposed facility space and inventory are identified in Attachment 3, Government Furnished Property. A joint property inventory will be conducted at the time of award and at the end of the contract.

3.1.1. The contractor shall assume all repair and replacement costs for fire and structural damage, if caused by the contractor.

3.1.2. The contractor shall allow the COR access to the facility. If a facility emergency arises during non-duty hours, the contractor shall be available within two (2) hours to issue materials.

3.1.3. The government shall retain the right to make any upgrades, repairs, or changes to the utility and mechanical systems, structure, alarms, and communications system, including computer(s) systems.

3.1.4. The government may furnish in an “as-is” condition the existing shelving, furniture, counters, etc. The government-furnished property (GFP) will be returned at the termination of the agreement in good condition and repair. The contractor shall maintain, repair, and replace GFP items at his expense with items of similar construction, capacity, and style.

3.1.5. The government will provide access to the TRIRIGA system for contractor requirements.

3.2. SERVICES: The government shall provide the following services:

3.2.1. Bulk trash removal: The contractor shall be allowed to use bulk trash containers for the purpose of disposing of store-generated trash. Bulk trash containers and service will be provided by the government’s contract refuse collector. Recycling containers shall be provided by the government.

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

3.2.3. Fire Fighting Services: The government shall provide fire-fighting capabilities. The emergency number is 911.

4. GENERAL INFORMATION

4.1. NORMAL BUSINESS HOURS: The store shall be open for business during normal duty hours; i.e., 0700-1600 hours, Monday through Friday, excluding federal holidays. In the event of emergencies and military contingencies and special events, as defined by the Contracting Officer or the CES/CC, the store shall be available 7 days per week, 24 hours per day if necessary.

4.1.1. 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 will provide the Program Manager a listing of standby personnel and an acceptable means (e.g., telephone, pager) of how they can be contacted. Additionally, in the event circumstances require operation of the store during other than normal duty hours, see para 4.1. above, the contractor will be given advance notice at least two (2) hours prior to required operation. Such notice will be given by the Contracting Officer or designated representative.

4.1.1.1. The contractor shall provide service during military exercises, emergencies, natural disasters and other contingency operations. The contractor shall respond to an estimated six (6) Operational Readiness Exercises or Inspections (ORE/ORI), military exercises or actual emergencies or natural disasters during an average year by extending service hours as directed by the contracting officer at the same monthly rate as proposed. The contractor shall respond to approximately three major exercises during the term of the contract. Duration of the actual exercise is approximately ten days.

4.1.1.2. IAW DFAR 252.237-7023, COCESS operations have been identified as mission essential due to the fact that neither military or DoD civilian employees are readily available to perform the Civil Engineer Supply Store function. The effectiveness of defense systems or operations may be seriously impaired, and interruption is unacceptable when these services are not available immediately. The Contractor shall submit a list of mission essential personnel upon contract award.

4.1.2. HOLIDAYS: Except for emergency operations stated in paragraph 4.1.1 above, the COCESS contractor will not be required to operate the store on the following Federal Holidays:

New Years Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

4.1.3. SYSTEM SECURITY: The contractor shall abide by all applicable computer security rules, regulations, laws and any existing Air Force Directives and/or Instruction when obtaining access to the government computer system, including but not limited to any security clearance requirements and/or investigations.

4.1.4. ACCESS TO THE CONTRACTOR OPERATED CIVIL ENGINEERING SUPPLY STORE: The Contracting Officer will authorize, in writing, personnel who will have escorted (by the COCESS contractor) access to the COCESS facility. Personnel include, but are not limited to Materiel Control, COR, and the Contracting Officer or designated representative. These individuals will have access to the store to perform surveillance inspections, periodically check stock, inspect the facilities, and perform the necessary liaison between the Air Force and the contractor.

4.1.5. COMPLIANCE WITH APPLICABLE FEDERAL, STATE AND LOCAL REQUIREMENTS: In performing work under this contract, the contractor shall comply with all relevant federal, state, and local statutes, ordinances, laws, and regulations.

4.1.6. INSTALLATION RULES AND DIRECTIVES: The rules, regulations, instructions and directives of Malmstrom AFB, where services are performed, shall apply to the contractor and his/her employees while on the premises of such installation. These regulations include, but are not limited to, presenting valid identification for installation entrance, obeying all posted directives, and providing strict adherence to security police direction in instances where security police have been dispatched to a particular location. The no-smoking policy in other than designated smoking areas will be strictly adhered to.

4.1.7. PERMITS: The contractor shall, without additional expense to the government, obtain all license(s) and permit(s) required for the performance of work.

4.1.8. SECURITY REQUIREMENTS:

4.1.8.1. The COCESS contractor and contractor employees shall comply with all United States Air Force and Malmstrom Air Force Base security regulations. These regulations will be available for review upon written request to the Contracting Officer.

4.1.8.2. Base Access and Security Passes. The contractor shall be responsible for obtaining all necessary cards, passes, badges, decals or other items required for access to the base or areas in which the work will be performed. The contractor will be required to apply for individual identification media by completing the form letter furnished by the 341st Contracting Squadron, Building 145. The completed letter, signed by authorized contracting personnel, will be taken to the Security Police Pass and ID Section for processing. Upon completion/termination of the contract, or an individual’s employment on the project, the contractor will retrieve the identification media issued above and surrender it to the contract administrator.

4.1.9. FIRE PREVENTION AND PROTECTION: The contractor and his employees will comply with Malmstrom Air Force Base Instruction (MAFBI) 32-2001, Fire Prevention and Protection. A copy of this instruction may be obtained upon request from the Contracting Officer. Base Fire Prevention personnel may make periodic routine inspections for compliance. The building is designated as a non-smoking area.

4.2. PERSONNEL:

4.2.1. The contractor will ensure that sufficient personnel are available at all times during store hours whether normal, emergency operation, or military contingency, to provide uninterrupted across-the-counter sales and emergency requests, regardless of other normal daily work requirements. See paragraph 4.1.

4.2.2. Store Manager: The contractor shall provide a store manager who shall be responsible for the performance of work. The store manager shall have a minimum of three (3) years experience in merchandising the types of materials required under this contract, warehousing, cross-referencing, and selling commercial building trade supply items. Subsequent hires for this position shall meet the same requirements and are subject to approval of the Contracting Officer. The name and statement of actual qualifications of this person and an alternate, who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The store manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of the COCESS. During normal hours, the store manager or alternate shall be available within two (2) hours to meet on the installation with government personnel to discuss problem areas.

4.2.3. Contractor personnel must be able to read, write, speak, and understand the English language.

4.2.4. Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name.

4.2.5. The contractor shall not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest; nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with (IAW) DOD 5500.7 and the Joint Ethics Regulation.

4.2.6. Prior to accessing the base computer network, all contractor personnel shall have, at a minimum, a favorably completed National Agency Check (NAC), Entrance National Agency Check (ENTNAC), or equivalent. Contractor will complete the Information Assurance Awareness Program (IAAP) training prior to gaining access to the base network. Approval from base level Communications Squadron or higher authority is mandatory. Training is to be provided by the Civil Engineer Squadron in coordination with the network administrator and the Communications Squadron.

4.3 QUALITY CONTROL: The Contractor shall provide a Quality Control Plan to the Contracting Officer as part of their proposal. The plan must contain, at a minimum, the items listed below.

4.3.1 The plan shall include:

4.3.1.1 A description of the inspection system to cover all requirements listed in the Service Summary shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any Government provided keys or lock combinations shall be included.

4.3.1.2 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

4.3.1.3 The Contractor shall document all inspections and corrective actions taken. The Contractor shall provide a description of the types of documents that shall be maintained, regarding quality inspections and corrective actions taken to the COR.

4.3.1.4 The records of inspections shall be kept and made immediately available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.3.1.5 The Contractor shall maintain a customer service survey system for both store issue and on-line ordering/purchasing. The Contractor shall also maintain a system which shall accept, acknowledge and forward customer complaints to appropriate parties and provide a tracking system to ensure resolution of complaints.

4.4. HAZARDOUS MATERIAL:

4.4.1. Hazardous material includes all material hazardous to health, safety, or the environment such as, but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, extremely hazardous substances, and all Class I and Class II ODS 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

AFI 32-7086 Hazardous Material Management

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

4.4.1.1. For hazardous material non-substitutability see para 1.5.1.7.

4.4.2. Each item of hazardous material delivered by the contractor will be accompanied by an MSDS IAW FAR 52.223-3, “Hazardous Material Identification and Material Safety Data Sheets,” unless an approved/current MSDS is on file. If not on file, a copy of the MSDS will be provided to the (base) Materiel control along with container size and type.

4.4.3. The contractor shall store and manage hazardous or potentially hazardous materials IAW Department of Defense Regulation (DODR) 4145.19. The contractor shall comply with federal, state, and local requirements pertaining to properly using, labeling, storing, transporting, and managing hazardous material.

4.4.4. All contractor personnel shall be trained on proper handling and storage of hazardous material by the contractor with documentation provided to QA.

4.4.5. The contractor will ensure the following activities are accomplished with information supplied by CE Materiel control through EESOH-MIS:

4.4.5.1. Hazardous Material Issue: The contractor shall sell all requested hazardous materials directly to CE Materiel control and CE Materiel control personnel will provide the appropriate tracking information/devices. The appropriate bar code label shall be affixed to each hazardous material container before issuance. Bar code labels will be supplied by CE Materiel control.

4.4.6. HAZARDOUS MATERIAL (HAZMAT) USED BY CONTRACTOR:

4.4.6.1. Contractors must obtain an authorization prior to bringing any hazardous materials as defined to include all items (including medical supply items, but excluding drugs in their finished form and pharmaceuticals in individually-issued items) covered under EPCRA (or other host nation, federal, state, or local) tracking requirements, the OSHA HAZCOM Standard, and all Class I and Class II ODS onto Air Force installations. Following contract award, the contractor must identify all hazardous materials the contractor plans to use to 341 CES/CEANP through the contracting officer. 341 CES/CEANP will review the submittal and identify those hazardous materials requiring formal HAZMAT authorization procedures. Some of these identified materials may be disapproved. All other materials on the list require no additional authorization. The standardized procedure for authorizing HAZMAT is explained in the HAZMAT Made Easy Guide and in AFI 32-7086. A copy of the HAZMAT Made Easy Guide will be provided to the contractor. For those materials requiring formal HAZMAT authorization procedures, the contractor will complete an AF Form 3952 Authorization Request Worksheet and attach the appropriate Material Safety Data Sheets (MSDS) along with container type and size, and is it a aerosol.

4.4.6.2. For hazardous materials requiring formal HAZMAT authorization procedures, the contractor will provide all AF Form 3952 worksheets and MSDS's to the base HAZMART through the COR. The HAZMART will then enter the authorization request data into the HAZMAT tracking system. The authorization will require 341 CES/CEANP approval for environmental and emergency response purposes.

4.4.6.3. The contractor will report to the HAZMART for bar code issuance each time they bring formally authorized HAZMAT as described above onto the installation. The contractor will report on a monthly basis their consumption of these formally authorized hazardous materials to the HAZMART.

4.4.6.4. The contractor will maintain MSDS's for those hazardous materials requiring formal HAZMAT authorization procedures as described above.

4.4.6.5. Prior to completion of the contract, the contractor will submit a final report of the actual quantities used on base. The report will be used to reconcile actual chemical usage during the contract period. The contractor is responsible for the removal of all excess hazardous materials from the base and close out the HAZMART account. The contractor shall submit a HAZMART account close out report as a formal contract submittal.

4.5. HAZARDOUS WASTE:

4.5.1. Hazardous waste includes, but is not limited to, material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosiveness, or flammability, or which is listed as hazardous waste by any of the following:

40 CFR Part 261

NDCC 33-24-02

4.5.1.1. All hazardous waste, except those that come under Universal Waste Rules, must be managed and disposed of in accordance with 40 Code of Federal Regulations (40 CFR) Subchapter I, Parts 260-268.

4.5.1.2. Universal Waste shall be managed and disposed in accordance with 40 CFR 273 sub part a and c, information on proper management of universal waste can be obtained from 341 CES/CEANP at 731-6448/6163

4.5.1.3. The contractor is responsible for the disposal of all hazardous waste generated from his operations, including spill cleanup.