Attachment_A,_COCESS_LAFB_Statement_of_Work.pdf

STATEMENT OF WORK

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

LANGLEY AIR FORCE BASE

LANGLEY AFB, VIRGINIA

POC: Patrick E. Smith, 633 CES/CEOEM

DATE: 01 November 2019

COCESS

STATEMENT OF WORK (SOW)

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. Scope 4

1.2. Objectives 4

1.3. Inventory Processing Requirements 4

1.4. COCESS Components 6

1.5. Sources of Supply 8

1.6. Fair and Reasonable Pricing 8

1.7. Procurement of Materials 9

1.8. Delivery 10

1.9. Documenting Receipt of Items 12

1.10. Authorized Users For Material Issue 13

1.11. Contract Attributes and Responsibilities 13

1.12. Hazardous Materials (HAZMAT) 14

1.13. Warranties 15

1.14. Sales Tickets 16

1.15. Required Reports and Listings 16

1.16. Record Keeping and Inspection 17

2. DELIVERY OBJECTIVES 18

2.1. Objective Table 19

2.2. COR Surveillance 21

3. GOVERNMENT FURNISHED PROPERTY & SERVICES 22

3.1. Facilities 22

3.2. Equipment 22

3.3. Services 22

3.4. Government Provided Training 23

3.5. Damage to Government Facilities and Equipment 23

3.6. Government Liability 23

4. GENERAL INFORMATION 23

4.1. Hours of Operation 23

4.2. Contractor Responsibilities 24

4.3. Reserved 26

4.4. Security Requirements 26

4.5. Safety Requirements and Reports 28

4.6. Environmental Requirements 29

4.7. Invoicing 30

4.8. Contractor Transition 30

4.9. Contract Modifications 31

5. REFERENCED DOCUMENTS 32

6. ATTACHMENTS 33

Attachment A – Example COCESS Daily Sales Report 33 Attachment D – Pricing Discount Coefficient Table 34

7. APPENDICES 35

Appendix A – Off-Line Transaction Form 35 Appendix B – Example of Monthly Summary Report 36

8. EXHIBIT 37

Historical High-Use Items 37

COCESS

STATEMENT OF WORK (SOW)

1. DESCRIPTION OF SERVICES.

1.1. SCOPE. The Contractor shall provide all necessary labor, supervision, equipment, supplies, transportation and materials to support a Contractor Operated Civil Engineer Supply Store (COCESS) located on Langley Air Force Base, VA. The Contractor shall source, purchase, receive, issue, deliver and stock a variety of materials, equipment, parts and supplies for construction and facility maintenance and repair for use by authorized Government personnel.

1.2. OBJECTIVES. To provide a simplified method for Civil Engineer Squadron (CES) personnel and Facility Managers to purchase materials, tools and equipment used for work tasks, construction, recurring preventive maintenance, repairs and the Base U-Fix-it program.

The Contractor shall have a storefront located in the 633d Civil Engineer Squadron, Bldg 328.

The store shall contain a variety of commercial and industrial products and stock high-use/ critical/consumable materials for immediate purchase. Suggested high-use stock items are identified in Exhibit 2 – Historical High-Use/Critical Items. Store management and personnel shall provide quality customer service.

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

1.2.2. BASE U-FIX-IT. The U-Fix-It program is a tier reduction from the legacy Self Help program. The U-Fix-It program is intended for Facility Managers to perform minor maintenance and repair tasks that do not require special tools or technical expertise. Examples of U-Fix tasks include: changing light bulbs (ceiling height defined in the Facility Management Reference Guide or base Handbook), replace nuts/bolts/screws or facility hardware, replace switch plates/electrical outlet covers, paint small room or hallways, touch up painting, etc. The contractor shall issue, track, maintain and train personnel on the use of hand tools and small power tools for the self-help projects. The contractor shall develop a training and reliability release form, to be signed by the customer. The contractor is not liable for customer negligence.

However, the contractor is not released from liability for its agent’s negligence.

1.3. INVENTORY PROCESSING REQUIREMENTS.

1.3.1 STORE STOCK OWNERSHIP. The Contractor shall own all store stock until sold to the Government. At contract completion, the Contractor shall retain ownership of store stock not sold to the Government. The Government reserves the right to purchase the store stocked items at contract completion.

1.3.2. TRIRIGA. TRIRIGA is the official material control IT system and its use is mandatory, however, it will not be online when the new contract starts. Contractor shall be responsible to implement a material control IT system until TRIRIGA is available. When TRIRIGA becomes available, the Contractor will be provided InvTech rights within TRIRIGA for data entry. Offerors will be required to consider this new task and factor the cost into their priced discount coefficient.

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

1.3.2.1. While TRIRIGA does not transfer any PO information to actual vendors, the PO assignment to the Contractor by the Chief of Material Control (CoMC) will serve as the notice to proceed with the order. The Contractor shall use their own procedures for order request items.

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

The Reference Guidk will be provided by the Contracting Officer Representative (COR) or COMC at the contract start.” The Reference Guide provides step by step instructions for performing tasks in TRIRIGA.

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

These numbers are specific for an item specification/name and an inventory location. If the location changes, a new Inventory Item Number will be created. Therefore, the manufacturer, part number, and item description are the important information elements of any item description in TRIRIGA.

1.3.2.4. All Contractor personnel will require access to TRIRIGA for processing material transactions. The Government will provide two (2) computers and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in

TRIRIGA.

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

1.3.2.6. The Contractor shall comply with the instructions presented in the most current edition of the NexGenIT and TRIRIGA Materiel Control Management Reference Guide for processes and procedures to ensure material con5trol transactions are performed as required in TRIRIGA. The COR shall provide all hands-on TRIRIGA training to the Contractor. See paragraph 4.2.2.3. for other network access and training requirements.

1.3.3. ONLINE PRICING DATABASE. Online pricing databases or catalogues (referred to collectively henceforth as “databases”) shall be used to calculate sale prices of items found within the database(s). The Contractor shall identify a primary and alternate database from the following list of optional databases to price items for each COCESS item category:

DATABASE OPTIONS:

1. Grainger.com

2. MSCDirect.com

COCESS ITEM CATEGORIES:

1. Electrical

2. Plumbing

3. HVAC

4. Lawn & Garden

5. Hardware

6. Building Supplies

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

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

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

1.4. COCESS COMPONENTS.

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

1.4.2. PRE-PRICED ITEMS. Pre-priced items are defined as items found in the online pricing database(s) identified in Attachment D, Pricing Discount Coefficient Table. During the initial solicitation of the contract, the Contractor shall complete a bid schedule for Attachment

Y, Pricing Discount Coefficient Table to identify discount percentages for categorically assigned items.

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

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

1.4.2.2. For items not listed in the pricing database(s), the Contractor shall follow the Non- Priced Items (NPI) procedures described in paragraphs 1.4.5. and 1.6 of this SOW.

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

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

LIST. During the initial 30 calendar days following contract award, the Contractor and the COR may agree to add items not found in the proposed databases to a SPI List.

1.4.3.1. The COR will develop a pricing bid schedule for SPI items to submit to the CO for approval. The CO will send the item bid schedule to the Contractor to provide fully burdened prices. The items on the bid schedule shall include, at a minimum, the Inventory Item Number (if available), Item Name, item description, manufacturer part number and/or supplier’s part number, unit of measure, manufacturer name and estimated initial usage levels (for contract period of performance). Once the Contractor has returned the fully burdened bid schedule to the CO, the CO may issue a contract modification to incorporate the items into a SPI List.

1.4.3.2. The Contractor may also work with the CO during execution of the contract to periodically add commonly purchased items not found in the databases identified in Attachment D, to the SPI List following the same procedures identified in paragraph 1.4.3.1.

1.4.4. COCESS STORE. The COCESS store is a convenient source for the Contractor and authorized personnel to use for filling material requests. The store shall be stocked and managed by the Contractor. All items and materials in the store shall be the property of the Contractor until sold to authorized Government personnel. The Government will provide recommended high-use/recurring items for the store; however, it is the responsibility of the Contractor to decide which items to stock in the store. The Contractor shall provide the COR with a list of initial store stock items no later than 30 days post contract award. The Contractor may use their COCESS store stock to fulfill material requests.

1.4.4.1. The Contractor shall use Microsoft Office Excel to supply the COR with a current, electronic pre-priced store stock item listing within the first 30 calendar days of contract award.

This listing shall include the name of the item, description, manufacturer (or supplier), manufacturer part number, and current item sale price. All “over-the-counter” items sold in the store must be priced in accordance with Pre-Priced Items paragraph 1.4.2 of this SOW.

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

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

1.4.4.3. The Contractor may use an Off-Line Transaction Form (Appendix A) to document over-the-counter sales in order to expedite transactions. However, prior to 1200 noon on the following duty day, all transactions from the previous duty day shall be accurately documented in TRIRIGA.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in Attachment D, Pricing Discount Coefficient Table or any SPI List placed on contract in accordance with the procedures described in paragraph 1.4.3. No NPI “over-the-counter” sales are authorized. All NPI purchases under the micro-purchase threshold must be approved by the COR. All NPI purchases over the micro-purchase threshold must be approved by the CO. The Contractor shall acquire all NPIs using fair and reasonable pricing in accordance with paragraph 1.6 of this SOW. All NPI items shall be quoted at fully burdened prices, including core charges for batteries.

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

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

1.6.1. NPI MATERIALS PRICE COMPARISON. All price comparisons must be for the same manufacturer and part number items as requested.

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

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

1.6.2. OTHER PRICING CONSIDERATIONS.

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

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

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

1.6.2.4. Transportation/Shipping Charges. Pre-priced items shall not have reimbursable transportation charges as they are fixed price. The Contractor shall obtain Free on Board (FOB) pricing when available from their source of supply. Freight charges beyond FOB shall require preapproval by the COR. Premium freight charges for expedited shipment of emergency items must have verified funding and approval by the COR prior to ordering the item(s).

Freight/shipping charges are reimbursable for NPIs where freight costs could not be determined prior to shipment. All reimbursable freight charges shall be a separate line on the Contractor Sales Ticket.

1.6.2.5. “Like-Item” Substitutes. If a requested item is available in the database(s) identified in Attachment D, but the Contractor recommends a like-item substitute that is not available in the database, the Contractor shall seek COR approval of the like-item substitute prior to Government purchase. Any like-item substitutes shall be sold for equal to or less than the pre-priced sale price of the originally requested database item. Hazardous items shall not be substituted. Following approval of a like-item substitute, the CoMC must update TRIRIGA with the appropriate requested item information.

1.7. PROCUREMENT OF MATERIALS.

1.7.1. AUTHORIZED PERSONNEL TO REQUEST PURCHASE OF MATERIALS.

The COR is authorized to request purchase of materials through the issuance of a PO. GPC cardholders are authorized to request purchase of materials up to the micro-purchase threshold for payment by GPC only.

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

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

1.7.2.2. Centrally Managed/Procured Items. Centrally managed/procured items or items that require purchase from mandatory sources (such as office furniture) will not be furnished under this contract accept as authorized by the CO for Defense Logistics Agency (DLA) and General Services Administration (GSA) items.

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

1.7.4. CONTRACTOR’S MERCHANDISE RETURN POLICY. The Contractor shall accept returns of full issue, unopened or unused items identified on the Government’s suggested store stock item listing within 60 business days of issue to the Work Task or shop with no penalty to the Government. If items that are not listed on the suggested store stock item listing are incorrectly ordered by fault of the Government, the Government will be responsible for restocking fees or other penalties associated with returning the item to the vendor of purchase.

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

1.7.4.1. A sales issue ticket documenting the returned items shall be clearly marked as a “credit” and shall show any vendor’s restocking fee as one item and return shipping fee as a second item. Sufficient restocking fee documentation from the vendor is required prior to Government reimbursement. The Contractor shall not charge a restocking fee in addition to the vendor’s restocking fee.

1.8. DELIVERY. The Contractor shall accept deliveries at Bldg 328, Langley AFB.

Alternate delivery locations are permissible but shall require approval from the COR prior to delivery. The Contractor shall inspect all boxes for damage prior to acceptance. Items addressed to COCESS shall be processed into the Contractor’s inventory or set aside until PO material requirements are complete. Notify the CoMC or his/her designated representative of all other items delivered to CES personnel. Upon request, the Contractor shall move and store items into the holding area of the Government Warehouse (GW).

1.8.1. REQUIRED DELIVERY DATE (RDD). Work Tasks in TRIRIGA will identify RDDs for individual items or material required for purchase. The Contractor shall not input, edit, or adjust the RDDs in TRIRIGA. RDDs will be based on one of the following three material requirement classifications:

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

The Government will provide a list of any recommended specialty items and desired stock levels to communicate items that are anticipated to be required for immediate over the counter issue. Some items such as electrical transformers, breakers, or utility valves may require stocking to assure immediate availability for emergency responses that are integral to restoring service to a wide number of customers. Emergency requirements must have an Agreed Delivery Date (ADD, see paragraph 1.8.2) within 24 hours of requirement notification.

1.8.1.2 Plant Operations or Preventative Maintenance. Requirements for items or materiel repetitively purchased throughout the year. Such items are used to support plant operations or preventive maintenance and shall be available for issue from the store within 48 hours of request. The Government will provide the contractor with a list of these items which are strongly encouraged for store-stock in order to ensure the 48 hour RDD requirement is met.

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

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

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

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

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

1.8.6. EMERGENCY PICK-UP AND DELIVERY. Occasionally, CoMC/COR may require the Contractor to immediately procure and pick-up item(s) available in the local area within an 80-mile radius of Langley AFB and deliver the item(s) to the COCESS receiving area. There will not be a pick-up/delivery cost to the Government for any items procured within the 80-mile radius.

1.8.7. HOLDING AND STORAGE. Upon delivery of an item, the Contractor shall update TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide. The Contractor shall be responsible for holding items in storage for work tasks until all items have been received for the corresponding task. Partial release or distribution of items to authorized users prior to the Government’s Acceptance of all work task items will require written authorization from the COR.

1.8.7.1. Government accepted items may require holding beyond completed delivery of the work task order. The Contractor shall store such items in the Government Warehouse, Room 149 and identify the item’s location in TRIRIGA IAW paragraph 1.3.2 of this SOW and the TRIRIGA Materiel Control Management Reference Guide.

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

1.9. DOCUMENTING RECEIPT OF ITEMS. The Contractor shall process receipt of all items in TRIRIGA IAW the TRIRIGA Materiel Control Management Reference Guide and paragraph 1.3.2 of this SOW. The Contractor shall also provide paper copy receipt to authorized users upon Government Acceptance of an item, to include over-the-counter sales referenced in Section 1.10.2. of this SOW. Daily sales reports shall be submitted to the COR prior to 1200 noon on the following duty day. At a minimum, daily sales reports shall include the information categorized in Attachment A.

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

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

Any net credit amount must be easily identified (via parenthesis, font color, etc.) to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips must be cross-referenced. Canceled/voided and "credit" sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price will also be documented in accordance with this paragraph.

1.10. AUTHORIZED USERS FOR MATERIAL ISSUE. The Contractor shall not issue items to individuals who are not authorized CES users or facility managers. The COR will provide the Contractor with a list of authorized users and facility managers.

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

1.10.2. OVER-THE-COUNTER SALES. The authorized user MUST have a TRIRIGA work task and PR in the TRIRIGA system to complete over-the-counter sales. Over-the-counter sales are for COCESS store stock items only. No over-the-counter sales are authorized for NPIs

1.10.3. OFF-LINE TRANSACTIONS. When the computer system is non-operational, the Contractor shall track transactions that will need to be input into TRIRIGA at a later date.. The Contractor shall use the established off-line issue form to track items that need to be received and issued (see Appendix A). Once the TRIRIGA system is operational, all off-line issue forms must be inputed.

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

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

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

1.11.2. Perform market research to provide fair and reasonable pricing in accordance with the Pre-Priced Items and Non-Priced Items processes described above in paragraphs 1.4 and 1.6 of this SOW.

1.11.3. Acquire items/materials from assigned TRIRIGA POs.

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

1.11.5. Coordinate with COR for identified InvTech material transactions.

1.11.6. Accept GPC transactions for materials up to the micro-purchase threshold for supplies, $10,000.00.

1.11.7. Accept deliveries of materials from shipping companies.

1.11.8. Process “Receipt” transactions in accordance with paragraph 1.9 of this SOW.

1.11.9. Provide a customer-friendly COCESS store environment that presents a clean, organized and systematic product identification.

1.11.10. Sell COCESS store stock “Over-the-Counter” to authorized personnel in accordance with paragraph 1.10 of this SOW.

1.11.11. Manage COCESS store stock to include inventory identification/input in the TRIRIGA system.

1.11.12. Advise customers on return policy and method.

1.11.13. Accept return of unused material when returned in full issue quantity and process credit to Government within 14 calendar days of issue.

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

1.11.15. Maintain electronic database and appropriate electronic and hard copy documents.

1.11.16. Provide GW support.

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

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

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

1.11.17. Support for End of Fiscal Year. The Contractor shall be responsible for manning to create and process PO’s in TRIRIGA on 30 September, annually, at no additional cost to the Government. This may include Saturday or Sunday, depending on the year. The COR/CO shall notify the Contractor of expected time requirements as soon as possible

1.12. HAZARDOUS MATERIAL (HAZMAT) Hazardous materiel includes all materiel hazardous to health, safety or the environment such as, but not limited to, hazardous chemicals, hazardous substances, toxic chemicals and extremely hazardous substances, as defined by any of the following:

29 Code of Federal Regulation (CFR) 1910

40 CFR 302

40 CFR 355 with Appendices

40 CFR 372

49 CFR 172

AFI 32-7086 Hazardous Materiels Management

1.12.1. The Government will utilize the Enterprise Environmental Safety and Occupational Health Management Information System (EESOH-MIS) for requesting authorization approval and keeping track of hazardous materiel. The COR will maintain oversight for all HAZMAT requests. The CES Environmental section will provide EESOH-MIS training to the COR and Contractor. The Contractor shall ensure all items added to a PO have been approved and are entered into EESOH-MIS for tracking prior to ordering the materials. The Contractor shall not exceed the HAZMAT maximum stock level when ordering materials if they will be stored in the COCESS store or Government warehouse.

1.12.2. Hazardous material shall be stored in a segregated area, not commingled with other stock items. Materials shall be labeled according to regulations listed in paragraph 4.6. of this SOW, Environmental Requirements. Safety Data Sheets (SDS) shall be kept near the storage area for each item.

1.12.3. HAZARDOUS MATERIEL RECEIPT: Contractor shall utilize the EESHOH-MIS to process receipt of hazardous materiel The contractor shall maintain and update the required material-related data fields and perform hazardous material acquisition and issue transactions in the tracking system.

1.12.4. HAZARDOUS MATERIAL LABELING AND ISSUE. The Contractor shall utilize the approved hazardous materiel tracking system’s bar coding functions to assign bar code numbers and print bar code labels (when required) when hazardous materiel is issued. The appropriate bar code label shall be affixed to each hazardous materiel container before issuance.

1.12.5. PROCESSING TRANSACTIONS. Processing of transactions within the EESOH- MIS is required for all PRs, POs, Issues, Receipts and PO Invoices. See the Materiel Control reference guide for instructions on how to perform these duties.

1.12.6. HAZARDOUS MATERIEL EXCEPTION LIST. All items approved for the Langley AFB Hazardous Material Exception List do not require input into ESHOH. Each item shall require a separate bar code label provided by the Contractor and must be firmly affixed to each item.

1.12.7. HAZMAT TRAINING. The contractor shall be responsible for knowing which materials are hazardous. The contractor shall train all contractor personnel; contractor personnel shall be trained on the proper handling and storing of hazardous materials; with documentation provided to the base CE Logistics section within two (2) weeks of beginning employment and renewed annually thereafter.

1.13. WARRANTIES. The Contractor shall provide the original warranty documents to the COR at the time of sale and keep a copy on file for one (1) year.

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

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

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

- Contractor’s company name

- Contractor’s unique sales ticket number

- Date sold

- PO identification number

- Work task number

- Inventory item number (if available)

- Line item description (including manufacturer and part number)

- Unit quantity

- Unit price

- Item extended total (quantity multiplied by unit price)

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

- Sales Ticket total cost

- A line for printed customer name and signature

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

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

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

1.15.1. DAILY SALES TICKETS. The Contractor shall submit copies of the Contractor generated daily sales tickets to the COR not later than 0900 on each duty day for the previous duty day’s sales. This includes all PO and over-the-counter sales. If freight is over $20, a copy of the vendor invoices shall be included (once received). The daily sales tickets shall be reconciled against the monthly summary of sales report prior to invoice payment.

1.15.1.1. The Contractor shall collect the daily sales tickets and all vendor invoices showing NPI freight charges. Copies of these documents shall be submitted to the COR and CO at the end of each month to support the sales shown on the monthly summary of sales report.

1.15.2. MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the COR and CO. This report is due no later than the fifth duty day of the month for the previous month. The summary report shall show the date range of sales (beginning to end of previous month) with daily sales broken out into categories, including CE Squadron Sales by CLIN; U-Fix It Program Sales by CLIN; Freight Charges by CLIN;

Credits; and Daily Total Sales. Monthly totals for each category will be summarized at the bottom of each column, along with the grand total of sales for the month. An invoice attached to the monthly summary should include the contractor’s name; invoice date, invoice number;

delivery order, and cage code. The invoice should summarize the monthly totals by each category, with the total amount due listed at the bottom of the summary along with any payment terms. Both the COCESS manager and the COR or CE Chief of Logistics Support will sign the invoice certifying the charges are true and accurate. (See example – Appendix B).

1.15.3. MONTHLY HAZARDOUS MATERIAL PURCHASE REPORT. The

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

1.15.4. COCESS STORE STOCK LISTING. The Contractor shall submit an Excel speadsheet listing of all items available in the COCESS Store to the COR. This report should be sent electronically to the COR within 30 calendar days of the beginning of the contract and when changes are made. All store stock items shall be input into TRIRIGA in accordance with Section 1.3.2 of this SOW and the TRIRIGA Materiel Control Management Reference Guide with a quantity of zero.

1.15.5. EMPLOYEE LISTING. The Contractor shall submit a listing of all Contractor employees on Langley AFB to the COR and CO. The listing shall also include phone contact information for after duty hours for the COCESS Store Manager and alternate manager. This report shall be sent electronically to the COR and CO within five (5) duty days from the start of the contract and as changes are made.

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

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

1.16.2. The Contractor shall keep these items current and maintain and dispose of them IAW the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual

(AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule. The COR can provide further guidance and referenced instructions upon request.

2. DELIVERY OBJECTIVES. The Contractor’s delivery requirements are summarized into performance objectives that relate directly to the required attributes of the contract. The performance thresholds briefly describes the minimum acceptable levels of service required for each measureable attribute. 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.

2.1. OBJECTIVE TABLE. The Contractor shall be rated on each Performance Objective identified below:

Performance Objective SOW

Reference Performance Threshold

Remedy

Customer Service

1.2.

No more than 2 valid complaints per 100 customers served.

COR will determine complaint validity and address complaints with Contractor to prevent future issues.

TRIRIGA InvTech Roles and Responsibilities Compliance

1.3.2.

inclusive and 1.11.

inclusive

90% of the time

Errors shall be corrected within 1 duty day of discovery or notification

Contractor Training Compliance

1.12.1., 3.4., 4.2.2 inclusive,

4.4.4. and 4.6.6.

95% on time

Contractor shall contact COR if extension of training time is required

Premium Freight and Transportation Charges COR Approval

1.4.1. and 1.6.2.4.

98% of the time corrected within 1 duty day

Items>$25K CO Approval

1.4.2.3. and 1.6.1.2.

100% of the time

Unapproved items over $25K ordered shall be cancelled and resubmitted to CO for approval prior to re-ordering

Off-Line for Over-the- Counter Sales updated next duty day

1.4.4.3. and 1.10.3.

corrected within 1 duty

NPI Quotes Received on Time

1.4.5., 1.6.

and 1.11.2.

Contractor may request extension of quote timeline on a case-by-case basis from the

COR

Hazardous Material Approval Compliance

1.6.2.3., 1.12 inclusive, and 4.6.1.

Unapproved hazardous material orders shall be cancelled and process re-started in EESOH- MIS for approval prior to re-ordering

"Like-Item" Substitutes Approval

1.6.2.5.

Unapproved substitute orders shall be cancelled and resubmitted to COR for approval prior to re-ordering

Contractor’s Merchandise Return Policy Compliance

1.7.4., 1.7.4.1.,

1.11.12. and 1.11.13.

corrected within 1 duty

Provide Items by Required/Agreed Delivery Date for All Requirement Categories.

Provide Estimated Delivery Date Upon Request

1.8.

inclusive, and 1.11.14.

95% of the time

Estimated Delivery Date shall be provided within 1 duty day of missing RDD or ADD or upon request from the COR

Performs Receipt and Issue Transactions to Authorized Users

1.9.

inclusive, 1.10.

inclusive,

1.11.8. and 1.11.10.

90% of the time corrected within 1 duty

Storage and Inventory

1.12.2. and 4.6.2.

corrected within 1 duty

Labeling and Transaction Processing

1.12.4. and 1.12.5.

corrected within 1 duty

Warranties Provided to COR and Copy Kept on File for 1 Year

1.13.

Contractor shall contact manufacture for replacement warranty information within 5 duty days after notification from COR

Sales Ticket Processing and Compliance

1.14.

corrected within 1 duty

Required Reports and Listings Compliance

1.15.

and 4.6.5.

98% on time and in correct format

Errors shall be corrected within 1 duty

Record Keeping and Inspection Compliance

1.16.

corrected within 1 duty

COCESS Store Hours of Operation and On-Site Manager Availability

4.1.

and 4.2.1.1.

Contractor shall notify COR if store coverage or on-site manager will not be available for a limited time during the day.

Hazardous Material Spill Response Compliance

4.6.3.

corrected within 1 hour of discovery or

2.2. COR SURVEILLANCE. The COR will inspect and evaluate the Contractor’s performance objectives to ensure materials are received in accordance with requirements set forth in this SOW. The COR will inspect by validating actual work performance, checking management information reports, investigating customer complaints, conferring with facility managers or otherwise inspecting the task results to determine whether or not performance meets the standards contained in this SOW. The COR may use a random inspections and customer complaints to perform surveillance. Results of the surveillance will be recorded and become the official Air Force record of the Contractor’s performance. The COR is authorized to designate personnel who are authorized to obtain materials from the on-base store. The COR performs technical surveillance over the operation of the store and performs other duties as authorized and required by the CO.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government furnished items listed below will not be used for any purpose other than fulfillment of the requirements of this contract.

3.1. FACILITIES. The Government will provide store space inside the 633d Civil Engineer Complex, Building 328. The Contractor shall return the property to the Government in the same condition as received, fair wear and tear and approved modifications are acceptable.

3.1.1. The Contractor shall allow the COR access to the facility during normal duty hours, 0700 to 1600, Monday through Friday.

3.2. EQUIPMENT. The Government may furnish existing shelving and counters in the warehouse in “as is” condition. All Government furnished equipment shall be returned at the conclusion or termination of this contract.

3.2.1. The Contractor shall maintain, retain and replace any items, at the Contractors expense, with similar items if damage is caused by the Contractor.

3.2.2. GOVERNMENT FURNISHED COMPUTERS. The Government will provide two

(2) computers with monitors, one (1) printer, computer hardware and appropriate software and Local Area Network (LAN) connections. The Contractor shall be responsible for all consumable supplies such as paper, toner, compact discs, etc. The Contractor is prohibited from using software on Government computers that is not approved by the Government. The Contractor shall work with the COR and/or CO to obtain Government approval for requested software downloads/uploads to Government computers.

3.2.2.1. Maintenance, upgrades or replacement of the Government provided computers, monitors and printer will be provided by the Government at the Government’s discretion.

3.2.3. KEY CONTROL. The COR will issue entry keys to Building 328 on a temporary hand receipt (AF Form 1297). Contractor shall be responsible for security and control of all issued keys. An annual key inventory shall be accomplished jointly by the Contractor and COR. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the COR.

3.3. SERVICES.

3.3.1. TELEPHONE SERVICE. The Government will only provide base and local commercial telephone service. The Contractor is responsible for long distance service, fax and internet service for Contractor provided computers. These services shall be at the Contractor’s expense.

3.3.2. SECURITY, FIRE AND MEDICAL SERVICES. The Government will provide police and fire protection on Langley AFB. In the event of a medical emergency, call “911” for transportation of an injured employee to the local hospital. The Government will provide emergency medical treatment on site for life-threatening emergencies only until civilian medical personnel arrive and can assume that responsibility.

3.3.3. TRASH REMOVAL. The Contractor shall be allowed to use trash dumpsters for the purpose of disposing of store-generated trash. All trash accumulated in the office and “store stock” areas shall be taken to the dumpster by Contractor personnel. The Government’s refuse Contractor shall provide bulk trash containers and service.

3.3.4. RECYCLING PROGRAM. The Government will provide recycling containers at Langley AFB for joint use of Government personnel and Contractor personnel.

3.3.5. UTILITIES. The Government will provide basic utilities of gas, electricity, and water.

The Contractor shall observe conservation practices in regard to the use of Government utilities.

The Contractor shall instruct its employees in utilities conservation practices.

3.3.6. The contractor shall perform all janitorial services within the interior of the COCESS facility, unless otherwise directed by the contracting officer.

3.3.7. SECURITY INSPECTION. The contractor shall allow inspection by…