COCESS SOW.pdf

Solicitation/Contract No.:

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

STATEMENT OF WORK (SOW)

FOR

CONTRACTOR OPERATED CIVIL ENGINEER

SUPPLY STORE (COCESS)

AT

Moody AFB, Georgia

FOR

23 Civil Engineer Squadron Moody AFB, Georgia

POC: Mr. Christopher West

DATE: 20 November 2025

BY

23d Contracting Squadron Moody AFB, Georgia

Solicitation/Contract No.: FA48302 R00

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 15

1.15. Required Reports and Listings 16

1.16. Record Keeping and Inspection 17

2. DELIVERY OBJECTIVES 17

2.1. Objective Table 18

2.2. COR Surveillance 20

3. GOVERNMENT FURNISHED PROPERTY & SERVICES 21

3.1. Facilities 21

3.2. Equipment 21

3.3. Services 22

3.4. Government Provided Training 22

3.5. Damage to Government Facilities and Equipment 22

3.6. Government Liability 22

4. GENERAL INFORMATION 22

4.1. Hours of Operation 22

4.2. Contractor Responsibilities 23

4.3. Reserved 25

4.4. Security Requirements 25

4.5. Safety Requirements and Reports 27

4.6. Environmental Requirements 28

4.7. Invoicing 28

4.8. Contractor Transition 29

4.9. Contract Modifications 29

TABLE OF CONTENTS CONTINUED

5. REFERENCED DOCUMENTS 29

6. APPENDICES 30

Appendix A – Off-Line Transaction Form N/A Appendix B – Monthly Summary Report N/A Appendix C – Daily Sales Report N/A

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 Moody Air Force Base (AFB). 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 quality materials, tools and equipment used for work tasks, construction, recurring preventive maintenance, repairs and the Base U-Fix-it program. The Contractor shall be responsible for performing identified Inventory Technician (InvTech) transactions in NexGen IT. The Contractor shall have a storefront located in Bldg 980, Moody AFB, GA. 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 1 – 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-It 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.

1.2.2.1 Contractor shall provide store stocked items for immediate purchase/issue (sell) items to authorized CE customers and base facility managers. Note that facility managers outside of CES will only be authorized to purchase those items identified as U-Fix-It store stocked items.

Authorized Facilities Manager List will be identified by 23 CES Contracting Officer’s Representative (COR). Recommended U-Fix-It stocked items are identified in Exhibit 2 – U- FIX-IT Item Stock List. This list is subject to change. Additionally, the contractor will develop a system/method to easily identify U-Fix-It store stocked items available to all facility managers such as a color-coding system and/or using a bar-coding system.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

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 prior to contract end date.

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

1.3.2.1. While NexGen IT 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 internal procedures and IT systems for requesting ordered items from their vendors.

1.3.2.1.1 During NexGen IT downtimes, CoMC will provide a written notification to proceed with order.

1.3.2.1.2 The Contractor will create Inventory Item Number(s) (IVITEM) using data from the Consumable Specifications submitted by the Government. The Contractor will have 1 duty day to respond with corresponding Inventory Item Number(s).

1.3.2.2. The Contractor shall comply with the Inventory Technician (InvTech) roles and responsibilities associated with creating Inventory Item numbers from Consumable Specifications and any associated tasks identified in the Material Control Playbook and the NexGen IT Material Control Management Reference Guide. The referenced materials will be available to contractor employees after they have obtained a Common Access Card (CAC) and gained access to the government computer system. The Reference Guide provides step by step instructions for performing tasks in NexGen IT.

1.3.2.3. All NexGen IT 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 NexGen IT 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 NexGen IT.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.3.2.4. All Contractor personnel will require access to NexGen IT for material control processes such as creating specifications and inventory items, creating stock locations, and processing certain material transactions identified by the Chief, Material Control. The Government will provide up to two (2) computers and a printer on the Government network for Contractor personnel to use for recording the mandatory transaction data in NexGen IT.

1.3.2.5. The Contractor shall 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 NexGen IT at no cost to the Government. Any double entry of data will not be charged to the Government. At no point shall the Contractor’s IT system be connected to the Government network.

1.3.2.6. The Contractor shall comply with the instructions presented in the most current edition of the NexGen IT and NexGen IT Materiel Control Management Reference Guide for processes and procedures to ensure material control transactions are performed as required in NexGen IT.

The COR will provide all hands-on NexGen IT 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). Categories defined below are referred to as “Shops”. If a “Shop” identified below orders “any” item found in either the primary or alternate database, that item is considered a Pre-Priced Item, the sale price shall be determined by calculating the categorically specific discount coefficient for the item using Attachment Y, Pricing Discount Coefficient Table

COCESS ITEM CATEGORIES:

1. Electrical Systems (IT)

2. Power Production (OX)

3. HVAC/EMCS (WW)

4. Structures (CA)

5. Utilities (EC)

6. Horizontal Rpr / Heavy Equipment (PX)

7. Tools / Safety

1.3.3.1 Category Definitions:

Electrical Systems install, inspect, maintain, troubleshoot, repair, and modify electrical distribution systems and components, airfield lighting systems, fire alarms and intrusion detection systems.

Power Production is responsible for the operation and maintenance of generators, aircraft arresting systems (crash barriers and nets), automatic transfer switches, and other essential power generation and control equipment.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

HVAC/Controls install, operates, maintains, and repairs heating, ventilation, air conditioning and refrigeration systems, combustion equipment, industrial air compressors, and kitchen equipment.

Structures is responsible for constructing and repairing buildings and heavy structures, erecting prefabricated structures, laying masonry, finishing concrete, plaster, stucco, and mortar, all types of locks including door hardware, high security safe locks, and welding/metal work.

Utilities Installs and operates plumbing, water, wastewater, fire suppression and backflow prevention systems/components and Liquid Fuels system maintenance.

Horizontal Repair Constructs and maintains concrete and asphalt runways, aircraft parking aprons, and roads. Operates and maintains heavy construction equipment.

Tools / Safety Items in this category will consist of hand, power, miscellaneous shop tools as well as any safety items required for daily operations (PPE/Shop Safety Items).

The sale price of each item shall be determined by calculating the categorically specific discount coefficient for the item using Attachment Y, Pricing Discount Coefficient Table. Attachment Y identifies the Government selected 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.

1.3.3.2 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 the pricing database. See paragraph 1.4.2. PRE-PRICED ITEMS for additional information regarding the required use of online pricing database(s).

1.3.3.3. 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 for non-emergency requirements. 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 Y, Pricing Discount Coefficient Table. The

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

Contractor’s completed bid schedule for Attachment Y, Pricing Discount Coefficient Table will be used 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 K.

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 If an item is found in both the primary and alternate databases, the offeror must complete Attachment K, Common COCESS Items Price List utilizing the primary database.

1.4.2.3 If an item is not available in the primary database, the offeror must complete Attachment K, Common COCESS Items Price List utilizing the alternate database.

1.4.2.4 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.

1.4.2.5 Pe-priced items valued at or above $35,000 (Per Unit) require approval from the Contracting Officer (CO) prior to purchase.

1.4.2.6. For those generic items for which the database is listed as a manufacturer or as approver of an item, such as “Grainger Approved” those items will be considered as manufacturer and the Pricing Coefficient Table, Attachment Y, shall be used.

1.4.2.7 The Contractor shall provide quoted pricing with Agreed Delivery Date (ADD), to the COR within 2 duty days for commercially available items and within 5 duty days for special order items.

1.4.3 SUPPLEMENTAL PRICED ITEM (SPI) LIST. During the initial 30 calendar days following contract award, the Contractor shall provide a list of items with fully burdened pricing, any items frequently purchased or requested for store stock, not found in the databases identified in Attachment Y. This list shall be referred to as “Supplemental Price List (SPI)”, with pricing to be used for the duration of the contract.

1.4.3.1 The Contractor may also work with the COR and CO during performance of the contract to periodically add commonly purchased items not found in the databases identified in Attachment Y, to the SPI List. For additions, 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, 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.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

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 (Exhibit 1) 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. This list will be added to the Supplemental Price List (SPI List). The Contractor will notify the government when items are added or deleted from the store and provide the COR with an updated Store Stock List IAW Performance Objective (PO) 17, section 2.1 Objective Table. 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, minimum stock level, and current item sale price IAW with agreed SPI List. NexGen IT Inventory Item Numbers will be created for each Store Stock Item and included on the SPI List. 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 All over the counter sales will be documented (Daily Sales Report, Appendix C) and provided to the COR No Later Than 1000 Hours the following duty day.

1.4.4.3. The Contractor’s store items shall be added to the NexGen IT inventory with a “zero” quantity. These items shall have a Stock category assigned to designate the “Store.” Training to perform InvTech tasks will be provided by the COR (see paragraph 3.4.).

1.4.4.4. 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 NexGen IT.

1.4.5. NON-PRICED ITEMS (NPI). NPIs are those items/materials not found in the database(s) identified in Attachment Y, 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 (Per Line-Item Unit Cost) 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 delivery/freight/offloading costs and/or pass through charges to include core charges for batteries. Premium freight charges shall be approved separately by the COR prior to an item being placed on order.

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

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS) manufacturers and other industry sources for obtaining information to compare prices. Freight charges and delivery availability shall be considered when choosing sources of supply. The Contractor shall perform all research required to successfully procure all PO and GPC item requests.

1.5.1 Government competed mandated standardization for certain commodities such as HVAC chillers, some airfield control systems, and facility fire alarm systems are proprietary and territorial. In these cases, sole source and Justification and Approval (JA) for Other Than full and Open Competition documentation will be provided.

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

1.6.1. NPI MATERIALS PRICE COMPARISON. All price comparisons must be for the same manufacturer and part number items as requested. Price comparisons shall be for similar items of form, fit, and function. OEM part numbers shall be used to identify comparable items.

Sole source / Sole brand item comparison shall be used when only OEM items are acceptable for warranty or functional purposes.

1.6.1.1. Ordering NPIs Equal to or Less than the Micro-Purchase Threshold. The COR shall use an on-line market research tool 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 provide quoted pricing, lead time, Agreed Delivery Date (ADD), and any potential freight charges to COR within 2 duty days for commercially available items and within 5 duty days for special order items.

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 (Per Unit Total Cost) 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. Request for extensions will be approved by the COR.

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 and no other source for an item of similar form, fit, or function, the COR shall provide the Contracting Officer either a sole source justification IAW FAR 6.302 or brand name justification IAW FAR 13.106(b) to support a brand name or sole source requirement Price fairness and reasonableness shall be determined and approved by the CO.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.6.2.2. Sole Source/Brand Name. At times the Government will require sole source/brand name materials. The COR shall provide the “JA” to the contractor or request a sole source/brand name justification from the requestor for all sole source/brand name NPIs. The sole source/brand name justification, along with the Contractor’s quote, 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 ensure any Hazardous Material (HM) requested by the shop is approved in EESOH-MIS prior to ordering.

If a HM item is not currently approved, the Contractor shall send the request back to the COR to initiate a new HM request. Once the shop has been authorized to purchase the HM item within EESOH-MIS, a new purchase request will be submitted with the appropriate HM identification number.. The Contractor shall verify the HM item is authorized for the shop and the quantity allowed. All HM items received will be accompanied with the HM bar coded identification label and Safety Data Sheet. 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 pre-approval 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. The contractor is responsible for all material ordered by the contractor to include offloading, until sold to the government.

1.6.2.4.1 Monthly freight charges will be charged against a separate CLIN.

1.6.2.5. “Like-Item” Substitutes. If a requested item is available in the database(s) identified in Attachment Y, 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. For those generic items for which the database is listed as a manufacturer or as approver of an item, those items will not require prior approval from the COR for “like-item” substitutes unless a brand name justification is required. 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 government must update NexGen IT with the appropriate requested item information.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

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 purchase 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 except 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 Moody AFB or the United States Air Force. The Government reserves the right to purchase any 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.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.8. DELIVERY. The Contractor shall accept deliveries at Moody AFB, bldg. 980. 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). The contractor is responsible for all material to include offloading until sold to the government. Specialized off-loading equipment such as a Crane, shall be communicated to COR at time of quote and included in final quote

1.8.1. REQUIRED DELIVERY DATE (RDD). Purchase Order Abstracts within NexGen IT will identify RDDs (Due Dates) for individual items or material required for purchase. The Contractor shall not input, edit, or adjust the RDDs in NexGen IT. 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) not to exceed 24 hours of requirement notification. If necessary, the government may require immediate procurement of materials available from local sources to mitigate the emergency event.

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 as 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 and shall have an Agreed Delivery Date of not more than 14 duty days.

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.

NexGen IT does not provide an option for an ADD; therefore, the Contractor shall request revision of the RDD in NexGen IT by the COR or CoMC when appropriate. Under no circumstances shall the Contractor adjust the RDD in NexGen IT.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

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. NexGen IT does not use EDDs, so this process would be performed entirely outside of the NexGen IT system, by either email, computer generated excel report, 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. Late deliveries due to the Contractor’s source of supply choice is not considered an excusable delay if required items are readily available from commercially available sources. 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 Moody 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 NexGen IT IAW the NexGen IT 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 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 a controlled environment in building 980 and/or a perimeter fenced outside storage area. The space provided for storing and warehousing materials is approximately 63’ x 182’ (11,466 S.F) with an office space of 15’ x 16’ (240 S.F.)

and a fenced storage yard of approximately 3,750 S.F. The contractor shall identify the item’s location in NexGen IT IAW paragraph 1.3.2 of this SOW and the NexGen IT 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.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.9. DOCUMENTING RECEIPT OF ITEMS. The Contractor shall obtain government acceptance prior to “selling” and/or processing receipts of all items in NexGen IT IAW the NexGen IT Materiel Control Management Reference Guide and paragraph 1.3.2 of this SOW.

The Contractor shall also provide a paper copy receipt to authorized users and the COR upon Government Acceptance of an item, to include over-the-counter sales referenced in Section

1.10.2. of this SOW. The contractor shall ensure all daily sales invoices are available to the COR NLT 1500 each duty day. Daily sales reports, in excel format, shall be submitted to the COR prior to 1200 noon on the following duty day All sales receipts shall have a legible printed name and signature of the authorized receiver. At a minimum, daily sales reports shall include the information categorized in section 1.14.1 of this SOW and Attachment A.

1.9.1 CORRECTIONS AND ADJUSTMENTS. Minor pen and ink changes to the 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 un-authorized personnel may result in non-payment.

1.10.2. OVER-THE-COUNTER SALES. The Contractor shall use the established form to track items that need to be issued to customers. The authorized user MUST have a NexGen IT work task 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. The COR will provide training on this process. The Contractor will enter Direct Entry cost for all Work Task Over-the-counter sales within NexGen IT.

1.10.3. OFF-LINE TRANSACTIONS. When the computer system is non-operational, the Contractor shall be required to track transactions that will need to be input into NexGen IT later.

The Contractor shall use the established off-line transaction issue form (Post-Post) to track items that need to be received and issued (see Appendix A Off-line transaction form). Once the NexGen IT system is operational, all off-line issue forms must be input into NexGen IT. The COR will provide training on this process.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.10.4 AUTOMATED INVENTORY MANAGEMENT SYSTEM. The Contractor shall use their own IT 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 contractor’s 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 NexGen IT as identified in the Material Control Playbook, the NexGen IT Materiel Control Management Reference Guide, or as identified by the COR or CoMC.

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 in paragraphs 1.4 and 1.6 of this

SOW.

1.11.3. Acquire items/materials from assigned NexGen IT 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 limit

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 NexGen IT 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.

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.11.14. Provide current status of orders report, “All Active Order Status”, see para 1.15.2, (including back orders and materials with long lead time) upon request in an excel format.

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

1.11.16. Provide Government Warehouse (GW) support.

1.11.16.1 Transport and organize items/materials purchased from the COCESS contractor to appropriate shelf locations or designated areas within GW and update NexGen IT 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 NexGen IT accordingly.

1.11.17. Support for End of Fiscal Year. The Contractor shall be responsible to provide manning to process POs on 30 September, annually, at no additional cost to the Government.

This may include extended hours to 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) Contractors purchasing (for sale to Government), using, or transporting Hazardous Materials (HM) at Moody AFB must comply with AIR FORCE MANUAL 32-7002 requirements (section 3.3.2). Definition of HM for purposes of this AFI includes all items that are covered under Emergency Planning and Community Right-to-Know Act (EPCRA) or other applicable, federal, state, or local tracking or reporting requirements; covered under the OSHA HAZCOM Standard (29 CFR 1910.1200) or the OSHA Occupational Exposure to Hazardous Chemicals in Laboratories Standard (29 CFR 1910.1450); Class I or Class II ODS.

1.12.1. Contractors generating Hazardous Waste (HW) at Moody AFB must comply with AIR FORCE MANUAL 32-7002 (CHAPTER 5), local, state and federal requirements related to the generation of HW.

1.12.2. 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 material. The COR will maintain oversight for all HAZMAT requests. The CES Environmental section or designated base HAZMAT team 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.

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

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.12.4. Hazardous Materiel Receipt: Contractor shall utilize EESOH-MIS to process receipt of hazardous materiel along with NexGen IT.

1.12.5. 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 material is issued. The appropriate bar code label shall be affixed to each hazardous materiel container before issuance.

1.12.6. Processing Transactions. Processing of transactions within the EESOH-MIS and NexGen IT is required for all material transactions. The Chief, Materiel Control and the COR will identify specific contractor InvTech roles IAW Material Control reference guide and playbooks.

1.12.7. Hazardous Materiel Exception List. All items approved for the Moody AFB Hazardous Material Exception List do not require input into ESHOH-MIS

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 year. Warranty documentation should include warranties from manufactures, and source of supply if source of supply is not purchased directly from manufacture.

1.14. SALES TICKETS/INVOICES. The Contractor shall utilize a Contractor-generated automated sales ticket/invoice. This sales ticket shall be used for sales of all items sold “over the counter” and for items sold on POs for work tasks/PR items. Sales tickets/invoices shall be made available at the time of delivery to the government acceptor.

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 (Formerly Work Order Number)

- Shop Code

- Hazardous Material MDS Identification Number (If Applicable)

- Inventory item number

- Line-item description (including manufacturer and part number)

- Unit quantity

- Unit price

- Item extended total (quantity multiplied by unit price)

- Method Sold (NPI / PPI / SPI)

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

- Sales Ticket total cost

- A line for printed customer name and signature

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS)

1.14.2. Freight Tickets. The Contractor shall retain all original freight tickets. The Contractor shall provide the COR with two (2) copies of any NPI shipping/freight tickets/invoices showing freight costs. One copy shall be distributed to the COR daily and the second copy shall be collected for the month to accompany the monthly sales summary to the CO and used to calculate monthly freight charges.

1.14.3. Sales Ticket Distribution. The Contractor shall make available all daily sales documentation. The Contractor shall retain all original sales tickets. The Contractor shall make three (3) copies of all sales tickets. One copy shall be distributed to the COR daily, one copy shall accompany the product to the Material Control receiving clerk daily, and the third copy shall be collected for the month to accompany the summary of sales report to the CO. The contractor shall store sales documentation to support the summary sales tickets/invoices.

Distribution shall include any tickets/invoices that may have been voided. No item should be entered on the sales ticket until it is available for delivery, but if this occurs inadvertently, the item must be clearly documented on the sales ticket/invoice.

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 as requested by the CoMC and/or COR with no additional cost to the government

1.15.1. DAILY SALES TICKETS. The Contractor shall submit copies of the Contractor generated daily sales tickets to the COR or designated government acceptor at time of delivery.

This includes all PO and over-the-counter sales. When freight is included a copy of the vendor invoices shall be included (once received). The daily sales tickets along with any freight invoices, 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 ALL ACTIVE ORDER STATUS REPORT. The Contractor shall submit upon request by the government, an All-Active Order Status Report with current status of all purchase orders to include PO#, WT#/WorkGroup, Sales Ticket#, Invitem#, Description, RDD, Available Date, Shop Code, Qty Req, UOM, Item Cost, Ext Cost. This report shall be in an excel format.

1.15.3. MONTHLY SUMMARY OF SALES REPORT. The Contractor shall submit a monthly summary of sales report to the COR. This report is due no later than the fifth (5) 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), the range of sales ticket numbers (beginning and ending) and have separate totals for all applicable POs (See example – Appendix B) The report shall also identify whether an item’s price was calculated using Attachment Y, Pricing Discount Coefficient Table, or the SPI or NPI processes described in Sections 1.4.3 and 1.6.1. If Attachment Y pricing was used, the report shall document the category of the item, applicable

Contract Title: Contractor Operated Civil Engineer Supply Store (COCESS) pricing database, and corresponding coefficient used to determine the final sale price.