Attachment_1_-_Statement_of_Work.pdf

Attachment 1

FA4855-13-R-0017

Statement of Work

FOR

Contractor Operated Civil Engineer Supply Store

(COCESS)

CANNON AFB, NEW MEXICO

OFFICE OF THE BASE CIVIL ENGINEER

Revised 8 July 2013

STATEMENT OF WORK

Contractor Operated Civil Engineer Supply Store (COCESS)

TABLE OF CONTENTS

PAGE

1. DESCRIPTION OF SERVICES 1

1.1. SCOPE 1

1.2. OBJECTIVES 1

1.3. STORE ATTRIBUTES 1

1.4. ACQUISITION 2

1.5. WEB-BASED/INTERNET ON-LINE AUTOMATED ORDERING AND PURCHASING SYSTEM 3

1.6. MISCELLANEOUS 7

1.7. HOLDING & STORAGE 8

1.8. HAZARDOUS MATERIALS 9

1.9. HAZARDOUS WASTE 10

1.10. DELIVERY 11

1.11. REPORTS & LISTINGS 12

1.12. RECEIPTS 13

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES 13

2.1. DAMAGE TO GOVERNMENT FACILITIES AND PROPERTY 15

2.2. FACILITY AND EQUIPMENT 15

2.3. SERVICES 16

3. GENERAL INFORMATION 17

3.1. NORMAL BUSINESS HOURS 17

3.2. CONTRACTOR OVERSIGHT 17

3.3. CONTRACTOR RESPONSIBILITIES 17

3.4. QUALITY CONTROL 17

4. DEFINITIONS 21

5. DELIVERABLES 25

6. REFERENCES 25

APPENDICES

Appendix 1 – Government Furnished Property/Services/Equipment (GFE) 27

Appendix 2 – Historical High Use Items 28

1. DESCRIPTION OF REQUIRMENTS

1.1. SCOPE: The contractor shall provide all necessary labor, supervision, equipment, supplies and materials to support a

Contractor Operated Civil Engineer Supply Store (COCESS) located at Cannon AFB, New Mexico. The contractor shall acquire, issue, deliver, store and warehouse a variety of material, equipment, parts and supplies for the Self-Help Center, construction, facility maintenance and maintenance on real property for use by civil engineer personnel and approved

Self-Help customers.

1.2. OBJECTIVES: To provide a simplified method for authorized Civil Engineer personnel and Self-Help customers to purchase materials, equipment and supplies including but not limited to electrical, plumbing, sheet metal, welding, landscaping, heating/air conditioning/ refrigeration/ventilation, pipe fitting, carpentry, pavement and grounds maintenance, electronic monitoring, controls and alarms, painting and wall covering, floor covering, hardware, liquid fuels maintenance, power production, exterior electric, water and waste water treatment and distribution and pest control trades. These items shall be used for work orders, construction, recurring maintenance and repair and Self-Help type work. The COCESS contract does not replace the use of other contracts that are already established or will be established.

The contractor may stock high use/consumable items for immediate purchase.

1.3. STORE ATTRIBUTES: The following are mandatory attributes of this SOW unless otherwise noted. The contractor shall at minimum:

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

1.3.2. Provide fair and reasonable prices.

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

1.3.4. Provide an on base customer-friendly store environment that presents a clean, organized and systematic product identification, pricing and presentation of merchandise and products of store stock. Store-stocked items shall be easy to identify and locate.

1.3.5. Provide a user-friendly store stock product/merchandise ordering, issuing, purchasing and back ordering system.

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

1.3.7. Advise customer on customer return policy and method and maintain electronic database and appropriate electronic and "hard paper copy" documentation.

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

1.3.9. Provide a user friendly Web based/Internet automated on-line/remote merchandise ordering and purchasing system.

1.3.10. Maintain and provide access to printed and web-based/on-line item search engines to various product catalogs and items.

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

1.3.12. Provide timely and accurate reports and information in accordance with (IAW) paragraph 1.11 -Reports and

Listings.

1.3.13. Provide safe working conditions and environment for employees and customers IAW with all applicable OSHA regulations.

1.3.14. Provide an on-base Self-Help store/area serving base facility managers and other authorized government personnel.

1.3.15. Provide an easy system/method to indentify store merchandise for authorized base Self-Help (S/H) personnel.

1.3.16. Deliver materials as follows:

1.3.16.1. Provide items by the Agreed Delivery Date (ADD).

1.3.16.2. Provide store stocked items for immediate purchase and immediately issue (sell) items that are in store stock upon authorized customer request.

1.3.16.3. Deliver large or bulk merchandise to authorized customers, upon request.

1.3.16.4. Deliver /Sell materials to Material Control warehouse or other point designated by the government at 0700 hrs.

and 1600 hrs. each working day.

1.3.16.5. Issue / sell bench stock materials to CE craftsmen using the CEMAS computer system.

1.4. ACQUISITION: Contractor shall perform the following storage, acquisition, issuing, stocking holding, delivery and reporting requirements. The contractor shall provide the following unless otherwise prohibited by law or this agreement:

1.4.1. PAYMENT METHOD: The contractor shall accept delivery orders and the Government Purchase Card. The contractor shall submit their original summary invoice electronically to the Defense Finance Accounting System (DFAS) utilizing the Wide-Area-Work-Flow system. The contractor shall self-register at https://wawf.eb.mil/ (See paragraph

1.12.3 for submitting invoices).

1.4.2. NON-OBLIGATION TO PURCHASE: This acquisition is not a requirements contract and the responsible organization is the 27 Special Operations Civil Engineer Squadron. It does not obligate or require the Government (or any

Cannon AFB organizations) to acquire items through this contract.

1.4.3. OPTION TO CANCEL: The government reserves the right to cancel orders for items at no cost to the government and purchase items from other sources if the Contractor cannot meet any of the following: (1) ADD; (2) Adjusted ADD;

(3) Required Delivery Date (RDD); (4) agreed delivery point; or (5) fair and reasonable pricing (for the exact same

Stocked and Non-Stocked item(s) with another source as provided by the customer (i.e. the government considers the pricing to be excessive for the commodity). [Note: This requirement is non-negotiable.]

1.4.4. EXCUSABLE DELAYS: The contractor will not be charged with a late delivery if the cause of delay is beyond the reasonable control of the contractor and without its fault or negligence such as acts of God or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather or delays of common carriers. See procedures in FAR clause 52.212-4 (f) for excusable delays.

1.4.5. PRICING: The contractor shall use the following methods:

1.4.5.1. PRICE COMPARISON and COMPETITIVE PRICE QUOTES: The contractor shall provide competitive quotes and compare prices IAW paragraph 4.15 and its subparagraphs.

1.4.5.2. PRICING NON FIXED-PRICED ITEMS and UNPUBLISHED NON-PRICED ITEMS: If the item is not priced in the Fixed Priced Listing or the contractor’s automated on-line ordering/purchasing system or catalogs, the contractor shall acquire and sell the items IAW with the terms, conditions, and definitions of Section 4. If the contractor cannot meet the conditions in Section 4.13, the government may exercise its rights under paragraph 1.4.2 - Non-Obligation to Purchase and 1.4.3 Option to cancel.

1.4.5.3. SOURCES OF SUPPLY AND ORDERING: The contractor shall acquire items from merchants or vendors of its choice and should include small and local businesses (per approved Subcontracting Plan when applicable). The contractor shall use appropriate industry sources for obtaining information to compare prices. (For definition of appropriate sources, see Section 4.)

1.4.5.4. SOLE SOURCE/BRAND NAME: At times, the government will require sole source/brand name items. The

Contracting Officer must approve these items as a sole source/brand name prior to ordering by the contractor. The contractor may offer substitutions for sole source/brand name items. If the contractor offers a substitution, he/she shall provide the Contracting Officer with specification information on the substituted item. The Contracting Officer will determine if the proposed substituted or sole source/brand name item acceptable or unacceptable prior to the contractor ordering the item.

1.5. WEB-BASED/INTERNET ON-LINE AUTOMATED ORDERING AND PURCHASING SYSTEM: The fully automated ordering and purchasing system shall be the contractor's own choice. The system shall be a user-friendly, state-of-the-art on-line ordering and purchasing system with a "shopping cart" feature, similar to commercial on-line shopping sites, such as www.lowes.com, www.homedepot.com, www.grainger.com, www.fastenal.com, or www.acehardware.com.

All ordering activities under this agreement must be able to utilize the system by accessing the system via the Internet.

(See section 4.17 for on-line and pricing electronic catalog details.)

1.5.1. ADVISORY: The on-line ordering system should be available for craftsman to research items; however, the

Government reserves the right to review the system prior to implementing (see 1.5.2). Planning and final abstracts created thru CEMAS will be used for ordering or purchasing materials. However, the Government reserves the right to convert from CEMAS to contractor’s on-line ordering system when deemed better or beneficial to the Government.

1.5.2. SYSTEM FUNCTIONALITY: The contractor's web-based/Internet ordering/purchasing/back ordering system shall provide the following minimum capabilities and performance characteristics:

1.5.2.1. This system shall allow the customer three methods of acquiring product: (1) primary method - store stock issue;

(2) secondary - purchase directly on line through contractor's system and; (3) terciary option - place an order on-line through the contractor for items not available for direct purchase in store or on-line such as, but not limited to, non-vendor stocked items, concrete, asphalt, lumber, specialized items, custom-made items.

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

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

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

1.5.2.5. Ability to dynamically search across multiple contractor supplier catalogs.

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

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

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

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

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

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

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

1.5.2.13. System shall be compatible with industry Uniform Product Code (UPC), Bar Coding and SKU coding.

1.5.2.14. System non availability shall not exceed 45 minutes per week during normal duty hours, 0700-1600, Monday through Friday, local time.

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

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

1.5.2.17. Description of "help" button/function.

1.5.2.18. Ability to assign synonyms to define alternate terms for words in an item's description.

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

1.5.3. ORDERING/PURCHASING FEATURES: The contractor's on line ordering system shall include the following minimum capabilities and/or performance characteristics (see note 1.5):

1.5.3.1. An ordering/purchasing system, with a search engine optimized shopping cart for the customer, which is capable of systematically and continually adding and deleting a significant number of items placed at one time at the users request.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1.5.3.15. Ability to delete purchase orders either singularly or by "batch" prior to release.

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

1.5.4. ADDITIONAL ORDERING CAPABILITIES: In addition to the above ordering system, the ordering system shall have the capability to transmit and receive orders via facsimile and telephone. Orders will also be accepted for those customers without electronic ordering capability.

1.5.5. SYSTEMS SECURITY: The ability to enter and access vendor information (including updates thereto), inclusive of name, address, phone number (w/ area code), facsimile number (w/area code), and email address.

1.5.6. ABSTRACT PROCESSING (BACKORDERS): Government ordering will be submitted on a planning abstract.

The following areas, as a minimum, will be marked on all abstracts:

Unit price

Delivery date (becomes EDD/ADD)

Purchase order number

Source (vendor name)

Total delivery cost

The contractor will be required to indicate whether the RDD can/cannot be met and return the request (abstract) within 4 duty hours for emergency requests; 24 hours for urgent requests and two (2) working days for “routine” items.

1.5.6.1. Any necessary changes to the part number or description of the item will also be made at this time. If the ADD is acceptable to the government, the information will be entered in to the CEMAS system and a “final” request (abstract) will be produced and returned to the contractor.

1.6. MISCELLANEOUS

1.6.1. GOVERNMENT FURNISHED COMPUTERS: The government will provide one (1) computer system and one

(1) printer with appropriate software for processing and printing the AFMAS computer generated tickets bench stock sales. The government will also provide one (1) bar code printer for processing / creating HAZMAT labels in the USAF approved Hazardous Material tracking system; currently called Enterprise Environmental, Safety, and Occupational

Health Management Information System (EESOH-MIS).

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

1.6.1.2. The contractor shall be responsible for furnishing any additional hardware and all other items associated with their computers.

1.6.2. ELECTRONIC VENDOR PRICES AND ITEM CATALOGS: Prices available through the contractor's web based on-line ordering/purchasing system or electronic catalogs shall be in accordance with paragraphs 1.5 and 4.17. Actual published prices will be clearly documented in contractor-provided electronic product sites or catalogs. Vendor's product sites and catalogs shall not be exclusively created for Cannon AFB and items that are not published publicly cannot appear in the sites or catalogs. Prices may adjust as changes are made to sites or catalog listings; however, the government will pay the amount listed on the date of order. The contractor shall publish all discounts on their web site and in the store(s).

1.6.3. POST-POST/BACKUP SYSTEM PROCEDURES: Post-post procedures are required when the computer systems are non-operational. The contractor shall comply with the base civil engineering post-post procedures if using the government approved Material Acquisition System (MAS) to ensure continuous service and inventory accuracy. If not using the government MAS, the contractor will provide procedures to ensure required information, documentation (to include receipts and invoices) and service is not interrupted.

1.6.4. CUSTOMER RETURN POLICY: The contractor shall provide a fully detailed merchandise return policy for any item purchased. Contractor shall honor their proposed merchandise return policy. This information will be made available with all purchases and will be tailored to type of product and reason returned. The contractor shall provide immediate reimbursement/credit on all store stocked items returned within 14 calendar days of issue. The contractor shall also negotiate reimbursement/credit, which may include restocking fees (not to exceed the product vendors actual fees), on all other items returned within 60 days. Electronic invoices documenting returned items shall be clearly marked CREDIT.

The electronic invoice shall include all mandatory information required by paragraph 1.12 RECEIPTS and must be distinguishable in appearance from the original invoice. Any net credit amount must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two electronic invoices must be cross-referenced. Canceled/voided and "credit" electronic invoices must be given the same distribution and retained in the same sequence as regular electronic invoices. An exchange involving no change in price will also be documented in accordance with this paragraph. The contractor shall administer warranty work as required to ensure the government obtains full benefit from available warranty coverage. The contractor shall support the effective use of the warranty guarantee program.

1.7. HOLDING & STORAGE

1.7.1. INVENTORY MANAGEMENT: The contractor shall use the inventory management system of their choice and

CEMAS to maintain the inventory of all store-stocked items sold to the government. Service will not be interrupted when maintenance is performed on computer systems (See paragraph 1.6.3 for Post-Post/Backup Procedures). If the contractor's system is used exclusively, the contractor shall provide inventory listings IAW the paragraph 1.11 REPORTS & LISTING requirements of this SOW. The contractor shall provide a method of separating normal COCESS items from Self-Help items. The contractor shall use the CEMAS computer system: to maintain the inventory of all items identified as COCESS

High-Use Items (Bench Stock), or when processing counter sales to authorized personnel. The government will provide the, equipment, software, initial training, and maintenance for CEMAS.

1.7.2. STORE STOCK AND NON-STORE STOCK ITEMS: The contractor shall provide store stocked and non-store stocked items in accordance with this SOW. The contractor shall maintain an inventory of materials in stock for immediate purchase. Non-store stock items shall be provided and delivered upon request. The contractor will be responsible for loading all store stocked items into CEMAS prior to the starting date of the contract.

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

1.7.4. INITIAL STORE STOCK ITEMS: The contractor shall provide to the Contracting Officer a listing (IAW the

Reports and Listings section of this SOW) of proposed store stocked items no later than 5 calendar days after the award of the contract. It shall be the contractor's responsibility to determine the quantities and types of items to be initially stocked.

For estimating purposes only. Appendix 2 provides the contractor with a listing of historical high-use items previously used by the government; however, this list is not all inclusive and may be used (by the contractor) for estimating the initial quantities and types of items only. The Contracting Officer will review the listing and make recommended additions/deletions to the store stock within 7 (seven) calendar days.

1.7.5. STORE STOCK ITEMS, AFTER THE INITIAL PERIOD: Prior to the start of the contract, the contractor shall submit a proposed method for determining store stock items after the initial period in accordance with the contractor's proposed store stock plan and replenishment of store stock procedures. The Contracting Officer shall review the contractor's proposal and make recommended additions if needed for the contractor to implement. The contractor shall submit a listing of high use store stocked items to the Contracting Officer as stated in paragraphs 1.11 REPORTS &

LISTINGS and 1.12 RECEIPTS.

1.7.6. NON-STORE STOCK ITEMS: The contractor shall provide non-store stock items. The list associated with the

RFP is not all inclusive and may be used by the contractor for estimating purposes only.

1.7.7. BACKORDERS: If a store stock item is not immediately available, the contractor shall place the item on backorder.

The contractor shall provide a listing of store stock items not in stock/available for immediate purchase to the Contracting

Officer. (See paragraphs 1.11 REPORTING PROCEDURES)

1.8. HAZARDOUS MATERIAL:

1.8.1. Hazardous material includes all material hazardous to health, safety or the environment such as, but not limited to hazardous chemicals, hazardous substances, toxic chemicals and extremely hazardous substances, as defined by any of the following:

29 Code of Federal Regulation (CFR) 1910.1200

40 CFR Part 302, Table 302.4

40 CFR Part 355 with Appendices

40 CFR 372.65

49 CFR 172.101

AFI32-7086, Hazardous Materials Management

The contractor shall be responsible for knowing which materials are hazardous. Typical Civil Engineer hazardous materials include but are not limited to compressed gasses; paints; primers; thinners; solvents; welding, brazing and soldering materials; adhesives; sealants; chemical drain openers; pesticides; herbicides; insecticides; aerosols; petroleum products; antifreeze; coolants; refrigerants; water treatment chemicals and test kits; etc.

1.8.1.1. The contractor shall order and deliver hazardous materials as requested and approved by the Civil Engineer (CE) hazardous materials issue points. The contractor shall adhere to AFI 32-7086 as it applies to hazardous processing for

Cannon AFB.

1.8.1.2. IAW FAR 52.223-3, "Hazardous Material Identification and Material Safety Data", a material safety data sheet

(MSDS) shall accompany each item of hazardous material issued or delivered by the contractor. The contractor will validate all MSDS received against their master MSDS file for update and changes. A copy of the MSDS will stay with the materials and be delivered to the issue points.

1.8.1.3. The Contractor shall handle and dispose of hazardous materials in support of this contract IAW AFJMAN 23-209, "Storage and Handling of Hazardous Materials", AFI 32-7086, "Hazardous Materials Management' and AFI 91-501, AF, "AF Occupational Safety and Health Standard' and IAW FAR 52.223-3, "Hazardous Material Identification and Material

Safety Data". The contractor shall comply with federal, state and local requirements pertaining to properly using, labeling, storing, transporting and managing of hazardous material. The contractor shall provide all appropriate hazardous material storage containers. The Government is not responsible for hazardous waste generated by the contractor.

1.8.1.4. The contractor shall train all contractor personnel within 30 days of employment on the proper handling and storing of hazardous material by the contractor. Documentation of training will be provided to 27 SOCES Material

Control. All training requirements of contractor personnel will be the responsibility of the contractor and at his expense.

1.8.1.5. Hazardous Material Requests/Authorizations: The contractor will not issue any hazardous material items to shops that do not possess the proper authorization. The contractor will validate that each shop’s request for hazardous materials from bench stock items is authorized by reviewing the shop’s current Authorized User List (AUL) maintained by the

Defense Environmental Security Corporate Information Management (DESCIM) approved hazardous material tracking system or Enterprise Environmental, Safety, and Occupational Health Management Information System (EESOH-MIS).

1.8.1.6. Contractor shall utilize the DESCIM-approved hazardous material tracking system’s bar coding functions to print bar code labels when hazardous material is issued. (Contractor either inputs information to produce labels, or calls/informs base HAZMART, to provide printed label.)The appropriate bar code label shall be affixed to each hazardous material container before issuance. When installations use other “higher level” approved alternative bar coding the contractor will follow the approved procedures in lieu of DESCIM-approved hazardous material tracking. These procedures will be approved by the Civil Engineer Environmental Flight Chief and the BEE or equal authority since this information is critical to reporting tracking, use, and disposal of hazardous materials.

1.8.1.7. No hazardous material shall be issued from the COCESS high-use (bench stock) items without the appropriate bar code label.

1.8.2. AFFIRMATIVE PROCUREMENT PROGRAM: The contractor shall adhere to the Affirmative Procurement

Program specified in the Resource Conservation and Recovery Act (RCRA) section 6002 and Executive Order 13101 and the installation's pollution prevention program.

1.9. HAZARDOUS WASTE: Hazardous waste includes, but is not limited to, material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosiveness or flammability, or which is listed as hazardous waste by any of the following: 40 CFR Parts 260 to 279, HW regulations, Resource Conservation and Recovery Act (RCRA) Subtitle

C, AFI 32-7042, "Waste Management" and the Cannon AFB hazardous Waste Management Plan. Hazardous waste generation, collection, storage and disposal shall be managed IAW these directives.

1.9.1. DISPOSAL OF HAZARDOUS WASTE: The government's policy is to reduce the generation and thereby reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated as a result of the contract. The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall provide the base environmental management function data associated with any hazardous waste disposal action that would be required, i.e., data needed for waste characterization, transportation, storage, etc. Additionally, the contractor shall request and receive approval from the Civil Engineer environmental coordinator or the base environmental management functions prior to beginning any process that will generate solid waste.

1.9.2. SPILL PREVENTION AND RESPONSE: The contractor shall ensure all employees are knowledgeable on spill prevention procedures and capable of following required spill plans. If a spill does occur, the contractor shall take immediate action to contain it and report the incident to the Fire Department by dialing 911 from any base phone. The contractor shall also notify 27 Civil Engineer Environmental Compliance at 784-1096.

1.9.2.1. The contractor shall clean up and contain, to the satisfaction of the Contracting Officer, any spills caused by contractor employees such that no petroleum product, toxic chemical or hazardous substance enters any creek, gutter or other appurtenance leading to natural drainage, storm drainage or sanitary sewer systems. This includes any chemicals or substances that cause soil staining or other potential for air, water or soil degradation as determined by the base

Environmental Engineer.

1.9.2.2. The contractor shall anticipate that governmental regulatory agencies, as appropriate, will hold the contractor responsible for cleanup and remedial action according to agency specification. The contractor shall be held responsible for cleanup and remedial actions for any spills that were caused by the contractor.

1.9.2.3. Spill cleanup using government resources will be charged to the contractor at an amount determined by the

Contracting Officer, based upon actual costs incurred.

1.9.2.4. The contractor shall not store hazardous waste on Cannon AFB.

1.9.3. OZONE DEPLETING SUBSTANCES (ODS): Government policy precludes the use of Class 1 ODS procurements. Class 1 ODS shall not be used in the design, manufacture, test, operation or maintenance of any system, subsystem, item, component or process.

1.9.4. PENALTIES AND FINES: Any penalties or fines levied against the installation due to the contractor's failure to comply with applicable federal, state or local laws concerning occupational safety, health, environmental to include hazardous material, hazardous wastes, spills or ODS shall be the responsibility of the contractor and reported immediately to the Contracting Officer.

1.9.5. INSPECTIONS AND COMPLIANCE: The contractor shall comply with all applicable federal, state and local laws, regulations, codes, etc. The contractor will be subject to random and unannounced inspections by other federal, state and local regulatory or compliance agencies such as, but not limited to Environmental Protection Agency, Occupational

Safety and Health Administration, etc. The contractor shall make the facility available to base Contracting, Safety, Fire, Security and federal, state and local occupational safety, environmental and health agencies at all times.

1.9.6. RECYLING PROGRAM: The contractor shall adhere to the installation's recycling program.

1.10. DELIVERY

1.10.1. AGREED DELIVERY DATE (ADD): The contractor shall deliver items according to the ADD. (See paragraph

5.1.)

1.10.2. ADJUSTED ADD: At the government's option, it may request an Adjusted ADD (See paragraph 5.2).

1.10.3. ESTIMATED DELIVERY DATE (EDD): Delivery dates may be modified in advance by mutual agreement.

When the RDD cannot be met, the contractor shall notify the Designated Representative by annotating the order with the mutually agreed to revised delivery date, at least two days prior the RDD.

1.10.4. REQUIRED DELIVERY DATE (RDD): The contractor shall make every effort (to include using the government's recommended source(s)) to meet the customer's RDD. (See paragraph 5.2)

1.10.5. IMMEDIATE PICKUP AND DELIVERY OF ITEMS: When directed by the Contracting Officer or designated representative, the contractor shall be required to immediately procure and pick up items available in the local area within a 50 mile radius of Cannon AFB and deliver the item(s) to the COCESS. There will be no cost to the government for any items procured within the 50 mile radius.

1.11. REPORTS & LISTINGS: The contractor shall provide the reports and listings in an electronic (i.e. via Email or computer disc) format. The contractor's electronic reports shall be in a format that is compatible with the government's programs/software. The government shall specify the type(s) of programs/software formats (i.e. AF Approved

Material/Environmental Systems, MS Word, MS Excel, MS Access, etc.) unless otherwise specified, the contractor shall submit to the Contracting Officer within ten calendar days after the reporting period, the following reports:

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

1.11.2. COCESS DAILY SALES REPORT: The contractor shall provide a listing of all items issued to all authorized customers. The listing shall include (at minimum) the following information: work order number, customer name, rank, item description, unit of issue, final price sold to government, quantity (total number of units issued), sub-total, cumulative total, office symbol, organization code, shop code, and facility number (for Facility Managers and Self-Help customers). The contractor shall provide reports to the designated representative no later than 10:00 a.m. on each business day for sales of the previous business day.

1.11.3. COCESS MONTHLY PRICE COMPARISON REPORT: The contractor shall provide a listing of all store stocked and non-store stocked (to include catalog items) items purchased in work order number sequence. The listing shall include (at minimum) the following information: CSL#, item's description, unit of issue, contractor's per unit price, final price sold to the government, percentage of discount, number of times item sold by unit of issue, receipt/TSN#, store stock/non-store stock with cumulative and individual totals per work order #. The contractor shall provide the report to the

Contracting Officer no later than ten (10) consecutive working days after the end of the calendar month.

1.11.4. COCESS MONTHLY CUSTOMER INFORMATION REPORT: The contractor shall provide a listing of all items issued to all authorized customers. The listing shall include (at minimum) the following information: work order #, customer name, rank, item description, unit of issue, final price sold to government, quantity (total number of units issued), sub-total, cumulative total, office symbol, organization code, shop code, and facility number. The contractor shall provide the report to the Contracting Officer no later than ten consecutive working days after the end of the calendar month.

1.11.5. COCESS QUARTERLY PRICE COMPARISON REPORT: The contractor shall provide a listing of store stocked and non- store stocked items (to include catalog items) sold three or more times. The contractor shall provide the report to the Contracting Officer no later than ten consecutive working days after the end of the quarter. The report shall include a listing of proposed additions/deletions for review by the Contracting Officer. If the Contracting Officer determines the list is incomplete, the contractor will be notified to make the appropriate additions and return the updated list within five working days. The Contracting Officer shall review the list by line item within twenty (20) working days after receipt for discrepancies in pricing or possible missing items. If discrepancies are noted, the contractor shall explain the reason for the discrepancy to the Contracting Officer or designated representative in writing no later than 14 working days after notification. The listing shall include (at minimum) the following information: CSL#, item's description, unit of issue, contractor's per unit price, final price sold to the government, percentage of discount. The contractor shall provide a recommended list for addition/deletion of items, comments for the Contracting Officer's review.

1.11.6. STORE STOCK LIST: The contractor shall provide a monthly listing of store-stocked items that includes the item's description, manufacturer product identification number, quantities stocked, and unit price to the Contracting

Officer. The contractor will also submit a complete listing of store stocked items and a recurring listing of non-store stocked items semi-annually to the Contracting Officer.

1.11.7. TRADE SERVICE PRO (TRA-SER PRO): The contractor shall provide access to TRA-SER PRO or equal for the government to utilize independent of the contractor. The contractor shall utilize the latest version of TRA-SER PRO or equal at all times and ensure the government has access to the latest version at all times. Access to the latest version of

TRA-SER PRO or equal shall be given to the government within 30 days of award of the contract.

1.11.8. TRACKING ORDERS NOT MEETING ADD LISTING: The contractor shall keep a listing for all orders/items not meeting the ADD. The listing shall include the customer's name, office symbol, item description, quantity, RDD, ADD, Adjusted ADD (if used), date item received and number of days not meeting the ADD. The contractor shall provide a daily report to the Contracting Officer or designated representative no later than 1000 hours each day for the previous day's activities. The contractor shall also provide a quarterly listing of all items not meeting the ADD for the entire quarter. The quarterly report is due no later than 10 consecutive working days after the end of the quarter. (See paragraph

1.11 REPORTS & LISTINGS and 1.12 RECIEPTS for listing requirements)

1.11.9. AUTHORIZED CUSTOMERS: Authorized customers will be limited to 27 SOCES and approved Self Help

Customers (facility managers) assigned to Cannon AFB and Melrose Range. Authorized customers shall be identified on the COCESS Customer Authorization Listing (COCESS-CAL). The government shall provide an initial listing of authorized customers. The government shall provide updated listings monthly or as required by the Contracting Officer.

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

1.11.10. BACKORDERS LISTING: The contractor shall provide access to an on-line daily listing that has the current and accurate status of all backordered store stocked items to the Designated Representative as requested by the Designated

Representative or authorized approval official. The backordered status provided shall as a minimum be in document number sequence, contractor purchase order number, vendor information to include vendor's name, address and phone, nomenclature, date ordered, required delivery date, agreed delivery date, customer information work order number and estimated total cost of each item.

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

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

1.12. RECEIPTS: The contractor shall provide the following items:

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

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

NOTE: Exchange items furnished by the contractor will be billed at the exchange price. The government will normally furnish the exchange item(s) at the time of sale; however, when the exchange item(s) is/are not available at the time of sale, a separate charge will be listed on the sales slip. A credit slip will then be processed according to paragraph 1.6.4

"CUSTOMER RETURN POLICY".

1.12.2. DISTRIBUTION: The contractor shall make available daily electronic documentation to the designated representative of all store stock item issues and turn-ins. Contractor-provided electronic invoices shall be provided to the designated representative not later than 1200 noon the next duty day. The contractor shall store electronic invoices to support the summary invoice. Distribution shall include any electronic invoices that may have been voided. No item should be entered on an electronic invoice until it is available for delivery, but if this occurs inadvertently, the item must be clearly documented on the electronic invoice and verified by the contractor or the contractor's designated representative and the authorized recipient.

1.12.3. INVOICING: The Contractor will submit monthly to the designated representative an original summary invoice and one copy. The last working day of the month is the cut-off date for invoices. A consecutively numbered listing of sales slips shall support the summary invoice. Reimbursement for premium transportation must be supported by copies of freight invoices and approval slips signed by the Contracting Officer or his/her designated representative. Each summary invoice must be signed by the Contractor or his designated representative annotating that the charges are true and accurate before payment can be made. When the GPC is used payment will be made at time of sale.

1.12.4. PREMIUM FREIGHT: The Contracting Officer or authorized government approval official must approve

Premium Freight costs prior to ordering the item(s). Each summary invoice shall be annotated and signed by the contractor or his/her designated representative that the charges are true and accurate.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. DAMAGE TO GOVERNMENT FACILITIES AND PROPERTY: The contractor shall reimburse the government if details of formal investigation of fire or other related or unrelated structural damage result in pecuniary liability being assessed to the contractor. The contractor shall replace all damaged or lost government furnished equipment

(GFE) and government furnished materials (GFM) at no cost to the government.

2.2. FACILITY AND EQUIPMENT: The items listed below will be furnished for use in the operation of the COCESS without cost to the contractor. The government furnished items listed below (see Appendix 1) will not be used for any purpose other than filling the requirements of the contract.

2.2.1. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment and materials shall be secured.

2.2.1.1. The contractor may be permitted to renovate, paint, erect shelving and signage or alter the interior of the facility at the expense of the contractor, but only with the approval of the Contracting Officer.

2.2.1.2. The contractor shall insure proper housekeeping of all interior and exterior storage areas, parking lots, buildings and fence lines. These areas shall be clean, free of trash, debris and other obstacles that present an aesthetic problem, create a safety or health hazard.

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

2.2.2. KEY CONTROL: The contractor shall have a choice of either providing all facility keys and locksets or having the government provide them.

2.2.2.1. GOVERNMENT PROVIDED FACILITY KEYS AND LOCKSETS: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. Government keys issued to the contractor shall not be duplicated unless approved by the Contracting Officer. The contractor shall develop procedures covering key control that will be included in the contractor's quality control system. The contractor shall immediately report the occurrences of lost or duplicated keys to the Contracting Officer or designated representative. The CE locksmith will keep a master log of all keys.

2.2.2.2. CONTRACTOR PROVIDED KEYS AND LOCKSETS: The contractor shall provide to the government a

“master key” for the facility, storage sheds and storage yards if required by the base Security Forces or Fire Department or

Contracting Officer.

2.2.3. PROPERTY/SERVICES/EQUIPMENT: The government shall provide facilities and basic utilities to the contractor. The proposed property, services and equipment are listed in Appendix 1.