Nellis_COCESS_SOW_20130719_FBO.pdf

Nellis AFB Page 1 FA4861-13-R-B001 Attachment 1

STATEMENT OF WORK

for

COCESS

Nellis Air Force Base Las Vegas, Nevada

Date: 19 July 2013

Nellis AFB Page 2

TABLE OF CONTENTS

DESCRIPTION OF SERVICES

1.1 Scope

1.2 Objectives

1.3 Store Attributes

1.4 Acquisition

1.5 On-line Order/Purchase System

1.6 Miscellaneous

1.7 Holding & Storage

1.8 Hazardous Material

1.9 Hazardous Waste

1.10 Delivery

1.11 Reports & Listings

1.12 Receipts

2 SERVICE SUMMARY

3 GOVERNMENT FURNISHED PROPERTY & SERVICES

3.1 Damage to Government Facilities and Property

3.2 Facilities and Equipment

3.3 Services

4 GENERAL INFORMATION

4.1 Normal Business Hours

4.2 Quality Assurance

4.3 Contractor Responsibilities

4.4 Quality Control

5 DEFINITIONS

Historical Consumption Data Appendices:

Appendix 1: Historical Store Stock High-Use Item listing

Appendix 2: Historical Non-Store Stocked High Use Item listing

Appendix 3: COCESS Monthly Price Comparison Report

Appendix 4: COCESS Monthly Customer Information Report

Appendix 5: COCESS Daily Sales Report

Appendix 6: COCESS Quarterly Price Comparison Report

Nellis AFB Page 3

STATEMENT OF WORK

1. DESCRIPTION OF SERVICES:

1.1 SCOPE: The contractor shall provide all necessary labor, supervision, equipment, supplies, transportation, and materials to support a “one stop shop” Contractor Operated Civil Engineer Supply Store

(COCESS) located on Nellis Air Force Base (AFB). The contractor shall acquire, issue, deliver, and store a variety of material, equipment, parts, tools, and supplies for construction, and facility maintenance and repair, and lawn and garden equipment repair for use by authorized government personnel.

1.2 OBJECTIVES: To provide a simplified method for authorized personnel to purchase quality material, tools, and equipment used for work orders, construction, recurring maintenance and repair, and self-help type work as approved by 99 CES. The store shall be located on the installation and provide easy access for authorized individuals and contain a wide variety of commercial and industrial products (i.e., items found in commercial stores like Lowes, Home Depot or other local lumber and hardware stores). The store shall provide a customer service center with access to a user friendly, state-of-the-art ordering and purchasing system for non-stocked items. The store shall stock high use/consumable items for immediate purchase. Store management and personnel shall provide quality customer service. (Relates performance objective SS #1)

1.3 STORE ATTRIBUTES: 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. (Relates to performance objective SS #1 & 5)

1.3.3 Perform all action (to include research) required to successfully fill all item requests. (Relates to performance objective SS #1)

1.3.4 Provide an on base/installation customer-friendly store environment that presents a clean, organized, and systematic product identification, pricing, and presentation of merchandise and products of store stock. Store-stocked items shall be easy to identify and locate. (Relates performance objective SS #1)

1.3.5 Provide a user-friendly store stock product/merchandise ordering, issuing, purchasing and back ordering system. (Relates to performance objective SS #1 & 7)

1.3.6 Provide current and accurate status of all orders (includes backorders) and items upon request. (Relates to performance objective SS #1)

Nellis AFB Page 4

1.3.7 Advise customer on customer return policy and method and maintain electronic database and appropriate electronic and “hard copy” documentation. (Relates to performance objective SS #1 & 4)

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. (Relates to performance objective SS #1 & 7)

1.3.10 Maintain and provide access to printed and web-based/on-line item search engines to various product catalogs and items. (Relates to performance objective SS #1 & 6)

1.3.11 Deliver materials as follows:

1.3.11.1 Provide items by the Agreed Delivery Date (ADD). (Relates to performance objective SS #1 & 3)

1.3.11.2 Provide store stocked items for immediate purchase and immediately issue (sell) items that are in store stock upon authorized customer request. (Relates to performance objective SS #1 & 2)

1.3.11.3 Deliver large or bulk merchandise to Bldg. 873, upon request. All deliveries will be received by a contracting officer’s representative (COR). (Relates to performance objective SS #1 & 9)

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

1.3.13 Provide timely and accurate reports and information in accordance with (IAW) paragraph 1.11 –

Reports and Listings. (Relates to performance objective SS #1 & 4)

1.3.14 Provide safe working conditions and environment for employees and customers. (Relates to performance objective SS #8)

1.3.15 Provide an on-base Self-help store/area (for materials only) servicing base facility managers and other authorized government personnel.

1.3.15.1 Provide an easy system/method to identify Self-Help (S/H) store merchandise for authorized base S/H personnel. This may be accomplished by color coding and/or using the bar coding system to flag products specifically for use by the S/H customer. (Relates performance objective SS #1)

1.4 ACQUISITION: CONTRACTOR SHALL PERFORM THE FOLLOWING STORAGE,

ACQUISITION, HOLDING/STORAGE, DELIVERY AND REPORTING REQUIREMENTS. The contractor shall provide unless otherwise prohibited by law or this agreement:

1.4.1 PAYMENT METHOD: The contractor shall accept delivery orders and the Government Purchase Card.

The contractor shall submit their original summary invoice, on a monthly basis, 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 sales ticket/invoices) (Relates to performance objective SS # 1)

1.4.2 OPTION TO CANCEL: The Government reserves the right to cancel orders for items at no cost to the

Government and purchase items from other sources if the Contractor cannot meet any of the following: (1) https://wawf.eb.mil/

Nellis AFB Page 5

ADD; (2) Adjusted ADD; or (3) Required Delivery Date (RDD). (Relates to performance objectives SS #3, 5 and 9)

1.4.3. NON-OBLIGATION TO PURCHASE: This acquisition and its requirements only apply to the 99 th

Civil Engineering Squadron. It does not obligate or require performance from any other organization within or affiliated with Nellis AFB or the U.S. Air Force, although other organizations may be authorized to utilize this requirement. The Contractor shall furnish to the Government, when and if ordered, the supplies specified in the

Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.”

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

FAR clause 52.212-4 (f) for excusable delays.

1.4.5 PRICING: The contractor shall use the following methods: (Relates to performance objectives SS #2, #3 and #5)

1.4.5.1 PRICE COMPARISON and COMPETITIVE PRICE QUOTES: The contractor shall provide competitive quotes and compare prices in accordance with (IAW) paragraph 5.13 and its subparagraphs.

(Relates to performance objective SS # 5)

1.4.5.2 PRICING NON-RECURRING ITEMS: The contractor shall offer fair and reasonable prices in accordance with terms and definitions in Section 5. If the contractor cannot meet the conditions in Section 5, the government may exercise its rights under paragraphs 1.4.2 - Option to Cancel and 1.4.3 - Non-Obligation to

Purchase. (Relates to performance objective SS #5)

1.4.5.3 UNPUBLISHED NON-PRICED ITEMS: If the price of the item is not listed in the contractor’s automated on-line ordering /purchasing system or catalogs, the contractor shall acquire and sell items IAW the terms and definitions of Section 5. If the contractor cannot meet the conditions of Section 5 the government may exercise its rights under paragraphs 1.4.2 - Option to Cancel and 1.4.3 - Non-Obligation to Purchase.

(Relates to performance objective SS #5)

1.4.6 SOURCES OF SUPPLY AND ORDERING: The contractor shall acquire items from merchants or vendors of its choice and should include small and local businesses. The contractor shall use appropriate industry sources for obtaining information to compare prices. (For definition of appropriate sources, refer to

Section 5.) (Relates performance objective SS #5)

1.4.7 SOLE SOURCE/BRAND NAME: At times, the COR may request sole source/brand name items. The contractor may offer substitutions for sole source/brand name items. If the contractor offers a substitution, he/she shall provide the COR with specification information on the substituted item. The contracting officer shall determine if the proposed substituted or sole source/brand name item is acceptable or unacceptable prior to the contractor ordering the item. (Relates to performance objective SS #4 & 6)

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 and shall be capable of fully meeting and supporting all requirements of this SOW prior to solicitation closing date. The system

Nellis AFB Page 6 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. The site must allow all authorized users to utilize the cart features, tracking information and overall ordering functionality within one site location;

direct purchases from third-party vendors shall not be allowed under the terms of this contract. (Refer to section 5.15 for on-line and pricing electronic catalog details.) (Relates to performance objective SS #7)

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

1.5.1.1 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) purchase non-vendor stocked items directly through contractor’s website ordering system via any internet capable connection. All items are to be commercial off the shelf.

1.5.1.2 Reserved

1.5.1.3 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 and an established method to notify users of the temporary means. (This shall be addressed in the Quality Control Plan)

1.5.1.4 On-line Internet ordering (ability to transmit/receive transactions), purchasing and back ordering capability primarily through the point and click method.

1.5.1.5 Ability to dynamically search across multiple supplier sites and distributed supplier catalogs.

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

1.5.1.7 Ability to collect, present and generate management statistical data and reports as required by this

SOW.

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

1.5.1.9 REMOVED

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

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

1.5.1.12 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.

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

http://www.lowes.com/ http://www.homedepot.com/ http://www.grainger.com/ http://www.fastenal.com/ http://www.acehardware.com/

Nellis AFB Page 7

1.5.1.14 System non availability shall not exceed 45 minutes per week during normal duty hours, 0700-1600, Monday through Friday, local time. (Relates to performance objective SS #7)

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

1.5.1.16 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.

1.5.1.17 Must have “help” button/function.

1.5.1.18 Ability to assign synonyms to define alternate terms for words in an item’s description.

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

1.5.1.20 Ability to provide the government the actual price paid by the contractor backed up by actual vendor invoices (reference paragraph 1.12.3 – Invoicing). (Relates to performance objectives #5 and #6)

1.5.2 ORDERING/PURCHASING FEATURES: The contractor’s on line ordering system shall include the following minimum capabilities and/or performance characteristics:

1.5.2.1 An ordering/purchasing system, with a search engine optimized shopping cart for the customer, which is capable of systematically and continually adding and/or 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, however, the actual sale transaction must take place through the

COCESS contractor’s site. 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 shall 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 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 shall remain in cart until next visit.

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

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

1.5.2.4 Ability to provide shipping calculation options and allow partial shipments.

1.5.2.5 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).

1.5.2.6 Ability to support multiple receiving points (i.e., user to designate receiving point). (Relates to performance objective SS #9)

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

Nellis AFB Page 8

1.5.2.8 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.

1.5.2.9 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).

1.5.2.10 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.

1.5.2.11 Ability to allow customer to forward an order/purchase through supervisory channels (work leader, superintendent and Chief of Logistics) for review, approval or rejecting and returning order to planner.

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

1.5.2.13 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.

1.5.2.14 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.)

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

1.5.2.16 Ability to delete draft purchase orders either singularly or by “batch” prior to shipment.

1.5.2.17 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 shall be organized by either category of product or manufacturer and shall 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.

1.5.2.18 Additional Ordering Capabilities: REMOVED

1.5.3 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.

All proposals submitted should address the following minimum capabilities and/or performance characteristics:

Nellis AFB Page 9

1.5.3.1 Description of security features, including encryption of password, authentication, access control, and specific scaling capability (e.g., read, write, execute, control). Whether the password selection allows for any combination of letters, numbers or special characters. Ability for users to change passwords at any given time.

1.5.3.2 Ability to use passwords to define different levels of authorization (e.g., access to catalog, approves purchase order, delete or submit purchase order, systems administration, etc.). The contractor shall be required to issue a sample username and password with the solicitation for evaluation purposes.

1.5.3.3 Other security features currently utilized and functional in the marketplace that may be considered mandatory for this type of system.

1.5.3.4 Ability to produce labels with bar codes for EMIS products.

1.5.3.5 Sales register/computer shall be able to scan commercial bar codes and credit cards.

1.5.3.6 Computer shall have the ability to cross reference commercial product codes and user authorization listings to identify products that are authorized by the different types of customers (i.e. CE, facility managers and other authorized customers).

1.5.3.7 Ability to retrieve product information by any of the fields required for receipts.

1.6 MISCELLANEOUS

1.6.1 GOVERNMENT FURNISHED COMPUTERS: The government will provide one computer with appropriate software and paper for printing the AFMAS computer generated tickets.

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

The COR will be required to obtain the required approvals and arrange the appropriate training with 99

Communication Squadron.

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 1.4.3. and paragraph 5.15. Actual published prices shall be clearly documented in contractor-provided electronic product sites or catalogs. Vendor’s product sites and catalogs shall not be exclusively created for Nellis 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 shall pay the amount listed on the date of order. The contractor shall publish all discounts on their web site and in the store(s). (Relates to performance objective SS #5 & 7)

1.6.3 RESERVED

1.6.4 RESERVED

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

Nellis AFB Page 10 required information, documentation (to include receipts and sales ticket/invoices) and service is not interrupted. (Relates to performance objective SS #1, 2, 3 and 4)

1.6.6 MERCHANDISE RETURN POLICY: The contractor shall provide a fully detailed merchandise return policy for any item purchased. Contractor shall honor their proposed merchandise return policy. This information shall be made available with all purchases and shall be tailored to type of product and reason returned. The contractor shall provide immediate reimbursement/credit on all items returned within thirty (30) calendar days of issue. The contractor shall also negotiate reimbursement/credit, which may include restocking fees (not to exceed the product vendors actual fees), on all other items returned within sixty (60) calendar days.

Electronic sales ticket/invoices documenting returned items shall be clearly marked CREDIT. The electronic sales ticket/invoice shall include all mandatory information required by paragraph 1.12 –RECEIPTS and must be distinguishable in appearance from the original sales ticket/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 sales ticket/invoices must be cross-referenced. Canceled/voided and “credit” electronic sales ticket/invoices must be given the same distribution and retained in the same sequence as regular electronic sales ticket/invoices. An exchange involving no change in price shall also be documented in accordance with this paragraph. The contractor shall administer warranty work as required to ensure the government obtains full benefit from available warranty coverage. The contractor shall support the effective use of the warranty guarantee program. (Relates to performance objective SS #1, 4 and 5)

1.7 HOLDING & STORAGE

1.7.1 INVENTORY MANAGEMENT: The contractor shall use the inventory management system of their choice to maintain the inventory of all store-stocked items sold to the government. This system shall have the capability to import/export data into workable spreadsheets, databases or documents within the Microsoft Office

Suite. Service shall not be interrupted when maintenance is performed on computer systems, see paragraph

1.6.5 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 and Listing requirements of this SOW. Where a

Self-Help Center is a part of this SOW, the contractor shall provide a method of separating normal COCESS items from Self-Help items. (Relates to performance objective SS #2, 3 and 4).

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. (Relates to performance objective SS #2 and 3)

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

1.7.4 INITIAL STORE STOCK ITEMS: The contractor shall provide a listing in accordance with the

Reports and Listings section of this SOW, of proposed store stocked items to the contracting officer or designated representative no later than ten (10) calendar days after the award of the contract. It shall be the contractor’s responsibility to determine the quantities and types of items to be initially stocked. For estimating purposes only, Appendix 1 provides the contractor with a listing of historical high-use items previously used by

Nellis AFB Page 11 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 shall review the listing and make recommended additions/deletions to the store stock within twenty (20) 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. 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. (Relates to performance objective SS #1 & 4)

1.7.6 NON-STORE STOCK ITEMS: The contractor shall provide non-store stock items. Appendix 2 contains a list of the government’s historical non-store stock items with estimated consumption and required delivery information, this list is not all inclusive and may be used by the contractor for estimating purposes only.)

1.7.7 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. (Refer to paragraphs 1.11.5 and 1.11.7 reporting procedures) (Relates to performance objective SS #1 and #4)

1.8 HAZARDOUS MATERIAL: (Relates to performance objective SS #4 and 8)

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

AFI 32-7086, Hazardous Materials Management

Nellis AFB 2007 Plan 12 Hazardous Waste Management Plan

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

1.8.1.1 The contractor shall submit a list of all hazardous material, along with corresponding material safety data sheet (MSDS), for each item that shall be stocked by the contractor on the installation. The listing shall include product name, chemical type, and maximum stock level for each material. The list and MSDSs shall be submitted to the base HAZMART through the Contracting Officer for approval at least thirty (30) days prior to beginning work or bringing hazardous materials to the installation. Approval shall include the authorization of each hazardous material by the base Hazardous Material Pharmacy (HMP) and the acceptance of maximum stock-level numbers for each material by the base Bio-Environmental Engineer (BBE or BEE).

1.8.1.2 IAW FAR 52.223-3, a “Hazardous Material Identification and Material Safety Data Sheet” shall accompany each item of hazardous material issued or delivered by the contractor. A copy of the documentation shall be supplied to the customer accepting the product/material. The contractor shall validate all MSDS

Nellis AFB Page 12 received against their master MSDS file for update and changes. A copy of the MSDS shall be provided to the base CE Logistics section.

1.8.1.3 The contractor shall store and manage hazardous or potentially hazardous materials IAW DODR

4145.19, AFI 32-7086, and ACCI 32-7050, “HAZMAT”, (which requires contractors to obtain prior approval of stocked levels). The contractor shall comply with federal, state, and local requirements pertaining to properly using, labeling, storing, transporting, and managing hazardous material. The contractor shall provide all appropriate hazardous material storage containers.

1.8.1.4 The contractor shall train all contractor personnel; contractor personnel shall be trained on the proper handling and storing of hazardous material by the contractor; with documentation provided to the base CE

Logistics section within two (2) weeks of beginning employment and renewed annually thereafter.

1.8.1.5 The contractor shall use the approved Air Force Enterprise Environmental Safety and Occupational

Health Management Information System, Hazardous Materials (EESOH-MIS HM) locally implemented. The contractor shall maintain and update the required material-related data fields and perform hazardous material acquisition and issue transactions in the tracking system.

1.8.1.6 The contractor shall ensure the following activities are accomplished utilizing the approved hazardous material tracking system or other higher headquarters approved hazardous materials management system as appropriate:

1.8.1.6.1 Hazardous Material Requests/Authorizations: The contractor shall not issue any hazardous material items to any installation shop/organization that does not possess the proper authorization. The contractor shall validate that each shop’s/organization’s request for hazardous materials from COCESS high-use items is authorized by reviewing the shop’s current Authorized User List (AUL) maintained by the approved hazardous material tracking system.

1.8.1.6.2 Hazardous Material Receipt: The contractor shall utilize AFI 32-7086 ACC Supplement 1, Section

2.6.5.8, dated 15 August 1999 or the most current Air Force Instruction (AFI), Supplement or regulation.

1.8.1.6.3 Hazardous Material Issue: The contractor is responsible for ensuring all hazardous material issued from store stock, work orders, job orders and line items have a hazardous bar code label firmly attached to each item.

1.8.1.6.4 Hazardous Material Exception List: All items approved for the Nellis AFB Hazardous Material

Exception List do not require input into DESCIM-approved HAZMAT tracking system. Each item shall require a separate bar code label provided by the contractor and must be firmly attached to each item.

1.8.2 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.

1.8.3 GREEN PROCUREMENT PROGRAM: The contractor shall adhere to the Green Procurement

Program specified in the Resource Conservation and Recovery Act (RCRA) section 6002 and Executive Order

13101 and the installation’s pollution prevention program.

Nellis AFB Page 13

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: 29 CFR 1910.1200 “Hazard Communication”, 40 CFR Part 261, AFI

32-7082, AFI 32-7086, AFOSH STD 161-21, Nellis AFB 2007 Hazardous Waste Management Plan and NDCC

33-24-02 to include all pertinent supplements to the above regulations and instructions. (Relates to performance objectives #4 & #8)

1.9.1 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 disposal.

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(ask for Nellis AFB) from any base phone. The contractor shall also notify Civil Engineer Asset

Management section (CEAN) at 652-6115/652-4228/652-9722. After hours call 652-2446 or cell 277-1977.

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, shall 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 shall 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 Nellis 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. (Relates to performance objective SS # 8)

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. (Relates to performance objective SS #8)

1.9.4.1 Inspections and compliance: The contractor shall comply with all applicable federal, state and local laws, regulations, codes, etc. The contractor shall be subject to random and unannounced inspections by other

Nellis AFB Page 14 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.

1.9.5 RECYCLING PROGRAM: The contractor shall adhere to the installation’s recycling program.

(Relates to performance objective SS #8)

1.10 DELIVERY

1.10.1 AGREED DELIVERY DATE (ADD): The contractor shall deliver items according to the ADD. (See paragraph 5.1) (Relates to performance objective SS #3)

1.10.1.1 ADJUSTED ADD: At the government’s option, it may request an Adjusted ADD (See paragraph

5.2) (Relates to performance objective SS #3)

1.10.2 ESTIMATED DELIVERY DATE (EDD): If the government asks for an EDD, the contractor shall provide the EDD no later than 24 consecutive hours from the time of the initial request/purchase order is received. The EDD is not binding upon the government. (See paragraph 5.12) (Relates to performance objective SS #3)

1.10.3 REQUIRED DELIVERY DATE (RDD): The contractor shall make every effort (to include using the government’s recommended source(s)) to meet the customer’s RDD. (See paragraph 5.23) (Relates to performance objectives SS # 1, 2 and 3)

1.10.4 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 consisting of a 75 mile radius and deliver the item(s) to the COCESS. There shall be no cost to the government for any items procured within a 35 mile radius, for items procured beyond a 75 mile radius the contractor shall be reimbursed IAW the current JTR rates. (i.e. $0.485 per mile). (Relates to performance objective SS #1, 3, 5 and 9)

1.10.5 RESERVED

1.11 REPORTS & LISTINGS: The contractor shall provide the reports and listings in an electronic (i.e. via

Email or computer disc) and written (hard copy i.e. paper copy) format. The contractor’s electronic reports shall be in a format that is compatible with the government’s programs/software. The government shall specify the type(s) of programs/software formats (i.e. AF Approved Material/Environmental Systems, MS Word, MS

Excel, MS Access, etc.). Unless otherwise specified, the contractor shall submit to the Contracting officer or designated representative, within ten (10) calendar days after the reporting period, the following reports:

(Relates to performance objective SS # 4, 5 & 7)

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 online; off-line data to be made available on-line within twenty-four (24) hours notification. (Relates to performance objective SS # 4)

Nellis AFB Page 15

1.11.2 COCESS MONTHLY PRICE COMPARISON REPORT: The contractor shall provide a listing of all store stocked and non-store stocked (to include catalog items) items purchased in work order number sequence. The listing shall include (at minimum) the following information: CSL number, 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 number, store stock/non-store stock with cumulative and individual totals per work order number. The contractor shall provide the report to the contracting officer or designated representative no later than ten (10) consecutive working days after the end of the calendar month.

(see Appendix 3 for sample format) (Relates to performance objective SS # 4 )

1.11.3 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 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 the report to the contracting officer or designated representative no later than ten (10) consecutive working days after the end of the calendar month. (see Appendix 4 for sample format) (Relates to performance objective SS # 4)

1.11.4 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 contracting officer or designated representative no later than 10:00 a.m. on each business day for sales of the previous business day.

(see Appendix 5) (Relates to performance objective SS # 4)

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 3 or more times. The contractor shall provide the report to the COR no later than ten (10) 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 or designated representative. If the contracting officer or designated representative determines the list is incomplete, the contractor shall be notified to make the appropriate additions and return the updated list within five (5) working days. The contracting officer or designated representative 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 fourteen (14) working days after notification. The listing shall include (at minimum) the following information: CSL number, 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. (see Appendix

6) (Relates to performance objective SS # 4)

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 or designated representative. The contractor shall also submit a complete listing of store stocked items and a recurring listing of non-store stocked items semi-annually to the contracting officer or designated representative. (Relates to performance objective SS #4)

1.11.7 RESERVED

Nellis AFB Page 16

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 10:00 a.m. each day for the previous day’s activities. The contractor shall also provide a Quarterly listing of all items not meeting the ADD for the entire quarter. The quarterly report is due no later than ten (10) consecutive working days after the end of the quarter. (Refer to paragraph 1.11 REPORTS & LISTINGS and

1.12 RECEIPTS for listing requirements) (Relates to performance objective SS # 4)

1.11.9 AUTHORIZED CUSTOMER LISTING: Authorized customers shall be identified on the COCESS

Customer Authorization Listing (COCESS-CAL). The government shall provide an initial listing of authorized customers. The government shall provide updated listings monthly or as required by the contracting officer.

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

1.11.10 NON-CE GOVERNMENT PURCHASE CARD (GPC) LISTING: Authorized COCESS Non-CE

GPC Customers shall be identified on the COCESS Non-CE GPC Customer Authorization List (CAL). The government shall provide the contractor an initial CAL. The government shall provide updates monthly or as required by the contracting officer. The Chief of CE Logistics section shall be responsible for updating and keeping the list current. Payments may be made by Government Purchase Card (GPC) cardholders as authorized on the Non-CE GPC CAL. [Note: Refer to paragraph 5.19 for Non-CE customer’s definition.

Local units may develop additional local written procedures for allowing Non-CE customers to purchase specific items from the COCESS]

1.11.11 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 COR as requested by the COR or authorized approval official. The backordered status provided shall as a minimum be in document number sequence, contractor purchase order number, vendor information to include vendor’s name, address and phone number, nomenclature, date ordered, required delivery date, agreed delivery date, customer information work order number and estimated total cost of each item. (Relates to performance objective SS # 4)

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

1.11.13 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: (Relates to performance objective SS # 4

& 7)

1.12.1 SALES TICKETS/INVOICES: The contractor shall utilize contractor-generated electronic sales ticket/invoices. Contractor-generated electronic sales ticket/invoices shall be used for sales of all items sold to authorized customers. All sales ticket/invoices must be clear and shall contain, at a minimum, the following information: customer ID number, company name, date, transaction serial number, work order number, shop code, organizational code, hazardous material ID name and code number, unique sales ticket/invoice number, CSL, product/item description, unit quantity, unit of issue, unit price, line-item cost sub-total, sales ticket/invoice total cost, date ordered, date received, customer printed name and customer signature. The contractor shall annotate freight and delivery fees as a separate line on the electronic sales ticket/invoice.

Nellis AFB Page 17

Copies of freight invoices shall be available at the time of delivery to the government. If the freight invoice is not available at the time of delivery to the government, the contractor shall generate a separate electronic sales ticket/invoice, reference the freight invoice and original electronic sales ticket/invoice.

1.12.1.1 Sales made to individuals not authorized in accordance with this SOW may result in nonpayment.

Once the electronic sales ticket/invoice has been generated the authorized customer must approve it. Upon approval manipulation of the sales ticket/invoice should not be possible, hence a “Read-Only” format. If changes need to be made, they must be made on a separate sales ticket/invoice and approved by the customer.

Unused portions of any physical sales slips or receipts shall be lined out with a “Z” prior to signature. Separate electronic sales ticket/invoices shall be prepared for each work order number combination. The contractor is responsible for completion of all electronic and/or physical receipts and sales ticket/invoices.

NOTE: Exchange items furnished by the contractor shall be billed at the exchange price. The government shall normally furnish the exchange item(s) at the time of sale; however, when the exchange item(s) is/are not available at the time of sale, a separate charge shall be listed on the sales slip. A credit slip shall then be processed according to paragraph 1.6.6 “Merchandise Return Policy”.

1.12.2 DISTRIBUTION: The contractor shall make available daily electronic documentation to the COR of all store stock item issues and turn-ins. Contractor-provided electronic sales tickets/invoices shall be provided to the COR not later than 10:00 a.m. the next duty day. The contractor shall store electronic sales ticket/invoices to support the summary sales ticket/invoice. Distribution shall include any electronic sales ticket/invoices that may have been voided.