CUI

HQ ACC ICOPARS PWS | FA4890-XX-XXXXX

Headquarters Air Combat Command (HQ ACC)

Performance Work Statement

(PWS)

For Ninth Air Force (9AF), Air Forces Central Command (AFCENT) Internet-Based, Contractor-Operated Parts Store (ICOPARS)

FA4890-XX-XXXXX

1.0 Description of Services

1.1 Introduction/Mission

Ninth Air Force (9AF), Air Forces Central Command (AFCENT) is the air component of United States Central Command (USCENTCOM), a regional unified command. 9AF (AFCENT) delivers dominant coalition air power to secure and stabilize the USCENTCOM area of responsibility (AOR). 9AF (AFCENT)/A4 provides full-spectrum logistics capabilities to ensure aircraft, munitions, personnel, and equipment are postured and resourced to support and execute Commander, 9AF (AFCENT) priorities. Part of this logistics support capability includes providing support for over 5,000 Air Force general and special purpose vehicles, Mine Resistant Ambush Protected (MRAP) vehicles, and other Government motor vehicle conveyance (OGMVC) equipment items located in the USCENTCOM AOR.

1.2 Background

The Government obtains a large volume of automotive and equipment items necessary to sustain this fleet via a single Internet-Based, Contractor-Operated Parts Store (ICOPARS). This ICOPARS requirement functions as the primary source of supply for all non-military-type, commercial vehicles and the secondary source of supply, after the Air Force’s Integrated Logistics Support-Supply (ILS-S) system, for military-type vehicles. Designated Government Personnel (DGP) in the USCENTCOM AOR use a contractor-provided, Internet-Based Parts Management System (IPMS) to identify, order, maintain visibility, and document receipt of ICOPARS items. Upon receipt of an IPMS requisition, the Contractor must conduct the necessary research, source, ship, and manage delivery of all requisitioned items. Presently, the Government orders approximately 18,000 items per month, supporting 24 active operating locations. This effort does not require any forward-deployed contractor positions in the USCENTCOM AOR.

1.3 Scope

1.3.1 The Contractor must provide, manage, and sustain a contractor-furnished IPMS to support this requirement. The Contractor is responsible for sourcing, purchasing, packing, shipping, and tracking vehicle and equipment parts and materials supporting deployed assets located in the United States Air Forces Central (USAFCENT) Area of Responsibility (AOR). Furthermore, the Contractor is responsible for all facilities, labor, supervision, any item necessary to operate the IPMS, any services associated with managing the IPMS, and researching, sourcing, and fulfilling ICOPARS orders. The requirement includes supplying automotive and related vehicle equipment parts, chemicals, materials, corrosion control materials, upholstery material, vehicle accessories, special tools, vehicle diagnostic equipment, and original equipment manufacturer (OEM)/vendor repair information and accessories to support operation, service, and repair needs for the entire deployed fleet. For each requisition, the Contractor must conduct all required research to identify the correct part(s) or suitable substitute(s), select the correct vendor, source the part(s), ship, and track the part(s) through delivery to locations in the USCENTCOM AOR. Additionally, the Contractor must provide a core return process for recoverable assets, ensuring the Government receives the appropriate credit for returned items. Specialized tools may be purchased under this contract when approved by the Contracting Officer’s Representative (COR). Contractor services associated with repairing, rebuilding, and remanufacturing vehicle or equipment items are not authorized under this contract.

1.3.2 As part of program scope, the Contractor shall fulfill requirements and arrange for delivery of automotive and equipment-related items to current 9AF (AFCENT) operating locations (OL) in the USCENTCOM AOR (see Annex C). The Government may increase, change, or decrease the number of OLs and associated countries within the USCENTCOM AOR during the performance period of this contract based on mission requirements. As a primary source of supply for 9AF (AFCENT) vehicles and equipment, the Government considers the supply support identified in this PWS as a mission essential function in accordance with DFARS 252.237-7023.

2.0 Parts Procurement, Ordering, and Logistics

2.1 ICOPARS Unit Support

Air Force maintainers use ICOPARS to support over 5,000 general and special purpose vehicles, MRAPs, OGMVCs, and associated equipment items located in the USCENTCOM AOR. The vast majority of this support is for operational vehicles at established Air Force bases and forward locations in the AOR. Additionally, this contract also provides parts and accessories necessary to maintain stored vehicles under the War Readiness Materiel (WRM) Program for 9AF (AFCENT). The current Vehicle Authorization Listing is provided in Annex C. DGP may be 9AF (AFCENT) military or Government personnel, US Air Force (USAF) contractor personnel supporting the War Readiness Materiel (WRM) services or other 9AF (AFCENT) contracts or approved other country national (OCN) personnel supporting 9AF (AFCENT) vehicle management operations. The Contractor shall ensure designated Government personnel approve all IPMS requisitions generated by a WRM contractor or OCN IAW PWS Paragraph 2.2.4.

2.2 Basic Parts Ordering Process

The Contractor shall provide the capability and support necessary to implement the basic parts ordering process identified in PWS Section 2.2. The Contractor’s process shall:

2.2.1 Enable DGP at each identified 9AF (AFCENT) OL to obtain an IPMS account and password upon arrival to their deployed location.

2.2.2 Provide the ability for DGP to utilize the IPMS to order parts directly from the Contractor IAW requirements outlined in this PWS.

2.2.3 Include auto-generation of purchase order (PO) numbers for each requisition and purchase order logs for the overall program and individual 9AF (AFCENT) OLs.

2.2.4 Implement an IPMS requisition approval process for orders requiring higher level approval based on DGP user account permission levels (e.g., USAF contractor or OCN accounts). The notification shall include the PO number; vehicle registration, working stock, or special-order number; and the 9AF (AFCENT) OL job or work order number.

2.2.5 Implement a Government approval process for requisitions that exceed cost thresholds identified in PWS Paragraphs 2.3.2.1 and 2.3.3.2.

2.2.6 Include all required research and provide the necessary support to identify, source, purchase, pack, ship, and track IPMS orders until received by the DGP at the 9AF (AFCENT) OL.

2.2.7 Provide the ability for DGP to document receipt or rejection of parts via the IPMS and provide the sales slip information for all accepted PO parts.

2.2.8 Include management, visibility, and documentation to support monthly invoicing for all accepted parts through Wide Area Workflow (WAWF).

2.3 Parts Pricing Criteria

All parts required under this contract shall be supplied in accordance with the following procedures and categories of parts.

2.3.1 Preferred Category. The Contractor shall source and sell all parts in the following priority order: (1) OEM, (2) aftermarket, and (3) rebuilt/remanufactured. If a part is not available for shipment within 10 days of the IPMS requisition date in the preferred category specified in this paragraph, the Contractor shall identify the next highest preferred category available to satisfy the requisition. The Contractor shall offer options and obtain 9AF (AFCENT) OL acceptance and COR approval via the IPMS to reduce preferred category when shipping availability exceeds 10 days. The Contractor shall only offer used parts by exception IAW PWS Paragraph 2.4.2.

2.3.2 Price-Listed Parts (PLP). Price-Listed Parts shall be invoiced for and payment will be made based on the approved price list, less the contract discount. The price discount shall be applied at the time the order is placed in the IPMS. Price-listed parts furnished under this contract must be from an authorized price list incorporated in the contract IAW PWS Paragraph 2.3.2.2. The “List Price” less the applicable discount shall be considered as the item price. The item price shall be considered to include all applicable taxes and duties as stated in the contract clause entitled “Federal, State, and Local Taxes.”

2.3.2.1 Purchase Approval. The Contractor shall obtain COR approval for all PLP purchases greater than or equal to $5,000. Purchases greater than $15,000 must be validated by the COR and approved by either the AMIC PM or CO.

2.3.2.2 Price Lists. The Contractor’s proposed discount incorporated into the contract shall apply to all parts offered for sale by that manufacturer ordered during the life of this contract. Parts priced IAW a manufacturer’s price list must be that manufacturer’s product. No price list will be developed exclusively for the Contractor. Price lists furnished for this contract must show the Manufacturer’s Suggested Retail Price (MSRP) and be published either by the manufacturer of the product or national distribution organization who offers the product for sale to the general public under its own brand for common parts, original equipment manufacturers, rebuilt parts, batteries, accessories (upholstery material, commercial train products, etc.), and any other parts that may be required to support the vehicle fleet.

2.3.2.2.1 Submittal of Price Lists. The Contractor shall provide current price lists for all manufacturers with a discount listed on the contract Price Discount Schedule. The Contractor shall furnish current and updated nationally or locally recognized price lists as changes occur to be used in the performance of this contract. Submit price lists directly to the COR, AMIC PM, and CO via email, IPMS, and/or access to a shared network or website. Deliverable submission shall be tracked under CDRL A006.

2.3.2.2.2 Manufacturer Point of Contact (POC) List. The Contractor shall provide and keep an up-to-date Manufacturer’s POC listing with name, company, email, and phone number. The Government will use this listing to verify the accuracy of each Price List as required. Submit POC lists directly to the COR, AMIC PM, and CO in the same method used for the price lists. Deliverable submission shall be tracked under CDRL A006.

2.3.3 Non-Price Listed (NPL) Parts. The Contractor shall procure all NPL parts directly from the manufacturer or from the highest level in the manufacturer’s distribution chain to minimize contract pass-through cost to the Government. When directed by the Government, the Contractor shall provide evidence that the supplier of NPL parts is an authorized member of the manufacturer’s distribution system.

2.3.3.1 NPL Competition & Quote Abstract. Any Contractor purchase order (PO) for NPL parts to satisfy an IPMS requisition that exceeds $5,000 shall be competed among at least three vendors and obtained from the vendor providing best value to the Government. The Contractor shall provide a competitive abstract reflecting the sources, prices quoted (to include core exchange credit and shipping), and delivery dates. The individual quotes shall be included with the competitive abstract. Additionally, the competitive abstract shall identify the recommended source. If the recommended source is not based on lowest price or is from a single source, the Contractor shall provide supporting justification and rationale (i.e., delivery schedule, past performance issues, etc.). Quotes shall be submitted directly to the COR, AMIC PM, and CO under CDRL A007.

2.3.3.2 NPL Purchase Approval. The Contractor shall submit all NPL competitive abstracts greater than or equal to $5,000 to the COR in writing for approval, and shall include the AMIC PM in these communications. The COR must provide approval/disapproval in writing to the Contractor for all purchases of $5,000 through $14,999. Purchases at or greater than $15,000 must be validated by the COR and approved/disapproved by either the AMIC PM or CO. Finalized competitive abstracts, with supporting quotes, shall be attached to applicable purchase orders in the IPMS. The Government reserves the option to purchase NPL items from whatever source it deems appropriate regardless of cost. Deliverable submission shall be tracked under CDRL A007.

2.3.4 ICOPARS Service Charge. The Contractor shall receive a fixed-price service charge to compensate the contractor for supporting all PLP and NPL purchases, as well as packaging, transportation, and shipping support IAW the PWS.

2.4 Quality of Furnished Parts

2.4.1 Proof of Quality and Value. Due to the complex and austere nature of the 9AF (AFCENT) mission, the Contractor shall provide high quality parts, components, accessories, equipment, and tools to meet the rigorous conditions and mission requirements. Parts furnished by the Contractor shall meet or exceed the quality of the parts furnished on the original vehicle or equipment item. However, if the original manufacturer has updated the quality of the parts for current production, parts supplied under this contract shall be equal to or exceed the updated quality. Failure to provide items of such quality will be cause for rejection.

2.4.1.1 Identification & Marking. The part and its package will provide identical manufacturer and part number identification. Where repackaging has occurred, and the part cannot be identified as a specific price-listed item, the Government may require proof of quality and value. The Government reserves the right to reject parts whose source cannot be determined from markings on either the part or its package.

2.4.1.2 Naming Identicality. Rebuilt, aftermarket, and OEM parts and associated packaging shall provide identical brand name, noun, and part number identification, unless approved by the COR.

2.4.2 Parts Condition. Rebuilt or remanufactured parts must conform to the OEM-specified tolerances and shall be charged to the Government as NPL. The Contractor shall not provide used parts, unless no other options are available to satisfy the requisition. For instances where a used part is the only option, the Contractor shall submit justification in writing and supporting documentation to the Government PM and COR for approval. Used parts shall be charged to the Government as NPL.

2.4.3 Quality Requirement for Batteries. The Contractor shall purchase sealed, maintenance-free type batteries when available. All batteries shall be major brand name or equivalent, such as Delco, Exide, Interstate, Gould, etc. The Contractor shall be responsible to ensure batteries are shipped IAW commercially accepted standards.

2.4.4 Quality Requirement for Tools. For standardization and quality, the Contractor shall purchase Snap-On, Proto, or Mac tools when possible to satisfy IPMS requisitions. Complete tool sets shall be provided with pre-cut foam trays and custom laser etching when available.

2.5 Warranties

2.5.1 Coverage. The Contractor shall ensure supplies furnished under this contract are covered by the most favorable commercial warranties given to any customer for such supplies and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the Government by any other clause of this contract. The Contractor shall convey to the Government the same or better warranty against defective parts as is received from the parts supplier.

2.5.2 Warranty Period. The warranty period begins on the date the item is placed in shipment to the Government. Items replaced under the warranty provisions shall have the same period of warranty as the original. The ICOPARS sales slip shall identify specific warranties for all items sold to the Government. When items received from the Contractor are unserviceable or substandard, they will be returned to the Contractor for full credit, to include shipping, or for exchange for a serviceable suitable item. The burden of proof that a part is serviceable or is not substandard is the responsibility of the Contractor.

2.6 Ordering Process

2.6.1 Except for working stock, shop equipment, and tools, each IPMS requisition and subsequent Contractor purchase order must be associated with a specific vehicle registration number and Government-assigned work order number.

2.6.2 Research Responsibility. The Contractor is responsible for all required research to identify the correct parts or suitable substitutes necessary to fulfill the IPMS requisition. To properly identify required parts, DGP will only be required to provide the Contractor with the year, make, model, and the manufacturer’s identification/serial number of the vehicle or equipment item, along with the applicable part nomenclature. If the only parts catalog is a military technical order (TO), DGP will also furnish part numbers. The Contractor shall accomplish all other research required for part identification. Further assistance will be at the discretion of the Government. If the DGP furnishes OEM part numbers, the Contractor shall be responsible for ensuring it sources the appropriate part. The Government shall not be held responsible or liable for re-stocking fees for incorrect parts ordered by the Contractor. The Contractor shall request guidance from the COR and AMIC PM if unable to identify the correct part after exhausting all research avenues.

2.7 Order Classifications and Timelines

2.7.1 Priority Requisitions. A priority requisition is defined as a requisition necessary to return a non-mission capable (NMC) or Vehicle Deadlined for Parts (VDP) asset to a safe and serviceable condition. Additionally, the COR may designate other critical orders as priority. Priority requisitions satisfied through PLP or NPL, if less than $5,000, shall be provided to the shipper within three (3) business days of the Contractor receiving the IPMS order. Priority requisitions greater than $5,000 satisfied through NPL shall be provided to the shipper within seven (7) business days of the Contractor receiving the IPMS order. The Contractor is not responsible for the necessary Government approval time for requisitions above the cost thresholds specified in PWS Paragraphs 2.3.2.1 and 2.3.3.2.

2.7.2 Routine Requisitions. Routine requisitions satisfied through PLP shall be provided to the shipper within five (5) business days of the Contractor receiving the IPMS order. Routine requisitions satisfied through NPL shall be provided to the shipper within ten (10) business days of the Contractor receiving the IPMS order. The Contractor is not responsible for the necessary Government approval time for requisitions above the cost thresholds specified in this PWS.

2.7.2.1 Questionable Priorities. The Contractor shall identify any questionable priority requisitions to the COR for disposition. An example of a questionable priority requisition is hubcaps ordered “priority” but not required for safe and serviceable operation of the vehicle.

2.7.3 Back Ordered Parts. Requisitions that cannot be provided to the shipper within the timelines identified in PWS Paragraphs 2.7.1 and 2.7.2 are considered back ordered. When back ordered items cannot be furnished within the delivery schedule, the Contractor shall notify the COR of the estimated shipment date (ESD) and price. The COR will determine if the ESD and price are acceptable. If acceptable, the ESD becomes the Agreed Shipment Date (ASD). If not acceptable, or if the Contractor fails to provide the part to the shipper by the ASD, the Government reserves the right to cancel the requisition at no cost and purchase the part(s) from other sources.

2.7.3.1 Backorder Reporting. The Contractor shall maintain a report of all backordered items accessible through the IPMS (see Annex C). For PLP and NPL parts, ESD and ASD are associated with the date the Contractor provides the part to the shipper.

2.7.3.2 Cancellation Rights. The Government reserves the right to cancel individual requests for items at no cost and purchase items from other sources if the Contractor fails to meet delivery requirements in this PWS.

2.8 Transportation and Delivery Requirements

2.8.1 Transportation Arrangements. The Contractor is responsible for arranging and managing transportation of all parts, supplies, and material purchased through ICOPARS to the applicable 9AF (AFCENT) OL.

2.8.2 Shipping Costs. The Government will reimburse commercial shipping costs, exclusive of fee or other burdens. All shipping costs shall be invoiced to the Shipping CLINs for the respective Period of Performance in which the purchase order was executed (i.e., all shipping costs for base period purchase orders shall be invoiced against base period Shipping CLINs). Selection of a carrier shall be based on the requisition priority, followed by lowest cost to the Government. The Contractor and its vendors shall be responsible for working with commercial carriers to obtain Government shipping rates. The Contractor shall use direct shipment from the vendor if available. However, the Contractor shall retain responsibility for all vendor direct shipments. The Defense Transportation System (DTS) may also be used for locations that do not have commercial transportation support available. When a parts order contains critical and non-critical parts, non-critical parts shall not delay shipment of the critical parts. Government acceptance for all ICOPARS orders occurs at the 9AF (AFCENT) OLs. The Contractor is responsible for all shipments until arrival at the 9AF (AFCENT) OL.

2.8.3 Priority Shipments. For priority shipments up to 150 pounds, the Contractor shall use the mandatory Next Generation Delivery Service (NGDS) Government-wide contract for small package delivery services (https://acquisitiongateway.gov/documents/resources/11789). For priority shipments over 150 pounds, the contractor shall use the Defense Transportation System (DTS)/Military Airlift (Mil-Air) or Global Heavyweight Tenders (commercial), whichever is more cost-effective to the Government. The Contractor shall use the “999” priority designator for NMCS/VDP requisitions and the “777” priority designator for all other requisitions.

2.8.4 Routine Shipments. For all routine shipments, the Contractor shall use the most cost-effective method that satisfies the PWS requirements, to include the United States Postal Service, NGDS, or DTS/Mil-Air.

2.8.5 Consolidated Shipments. Bulk or consolidated shipping shall be utilized when cost-effective and priority permits. The Contractor shall bulk ship at least once a week to each location. The cost of bulk shipments shall be prorated based on the cost of each item.

2.8.6 Packaging and Marking. The Contractor shall document, pack, mark, and label all shipments in accordance with best commercial practices and the requirements of the selected carrier. DTS shipments shall be packaged IAW PWS Paragraph 2.8.9 and Annex C. The Contractor is responsible for all preparation and packaging costs.

2.8.6.1 Part Marking. Each part within a shipment shall be marked with the PO number, work order number, vehicle registration number or equipment serial number, and item part number. The Contractor shall clearly mark all shipments with the following information: Unit Designator and Address, Unit Defense Switching Network (DSN), and commercial telephone numbers. Shipments shall be clearly marked in bold, distinguishable letters as “USAF VEHICLE MANAGEMENT”.

2.8.6.2 Sales Slips. The Contractor shall include a sales slip with each shipment. Sales slips will function as purchase order invoices and shall include the following information:

Sales slip number, PO number, Date Ship To: (OL, unit, DGP ordering part); Ship From Vehicle/equipment registration number, “Working Stock,” “Tools,” etc.

Work order number (not required for working stock, tools, etc.)

Shipping information: Ship date, carrier, number of pieces, tracking number/TCN Line item information: Manufacturer, part number, descriptive noun, warranty expiration date, unit of issue, quantity, list price, discount %, unit price, core charge, and line total Sales slip shipping charge & total sales slip cost

2.8.7 Export Compliance and Customs. The U.S. military is the sole end user for all material purchased under this contract. The Contractor is responsible for all aspects of export compliance IAW the Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR), and Arms Export Control Act. The 9AF (AFCENT) OL Host Nation Coordination Cell (HNCC) is responsible for handling all U.S. exports should there be any additional host nation customs clearance requirements prior to Government acceptance. The Contractor shall provide shipment information and assist the HNCC as necessary. Additional resources on specific country requirements and advisories can be found at the Surface Deployment and Distribution Command website (https://www.army.mil/artrans#org-industry).

2.8.8 Liability. The Contractor shall be responsible for all commercial shipments to include costs associated with loss and damage. The Government will be responsible for all loss and damage involving the DTS.

2.8.9 DTS/Mil-Air Shipments. See Annex C for DTS/Mil-Air shipping requirements and instructions.

2.9 Delivery Tracking

2.9.1 Tracking Period. The Contractor shall be responsible for tracking all shipments until the 9AF (AFCENT) OL’s acceptance in the IPMS.

2.9.2 Tracking Status. The Contractor shall be responsible for inputting shipment information and status into the IPMS within one business day of receipt. The IPMS shall produce a Shipment Report (see Annex C).

2.9.3 Delivery Confirmation. The Contractor shall communicate directly with each location to confirm receipt of shipments within three calendar days of expected delivery date, if shipped commercially.

2.9.4 Electronic Copies. Electronic copies of sales slips for completed orders (part received by the Government) shall be available through the IPMS IAW Annex C.

2.10 Core Assets and Credits

2.10.1 Core Return Determination. The Government will return all cores to the Contractor when the core value is greater than the shipping cost. DGP will accomplish a cost comparison to determine if the shipping cost exceeds the total core value. Small cores such as starters, alternators, etc., that are not cost-effective when shipped individually may become cost-effective when combined. As such, the DGP may implement monthly bulk shipments of cores via Military Airlift (MILAIR).

2.10.2 Core Identification. DGP will utilize the IPMS to identify the core items that will be returned and those that will be retained for local disposition.

2.10.3 Core Return Eligibility Timeline. The Contractor shall honor core returns for 12 months after the date of DGP acceptance of the original part to account for geographic separation and transportation time from the CENTCOM AOR.

2.10.4 Core Billing and Credit. The Contractor may bill for the core charge upon initial Government acceptance of the part, in accordance with the invoicing procedures in PWS Paragraph 4.5. However, upon receipt of a core asset within the timeline specified in PWS Paragraph 2.10.3, the Contractor shall credit the appropriate CLIN for the full core charge amount identified in the price list or the accepted NPL quote, minus return shipping cost to vendor if applicable.

2.10.5 Monthly Credit Report. The Contractor shall credit the Government for all warranty returns, erroneously supplied parts, acceptable core returns, and returned parts in original packing. The Contractor shall provide an itemized credit report to include PO number, manufacturer, part number, description, type credit (i.e., incorrect part, core return, etc.), original Government charge, restocking fee (when appropriately charged to Government), freight charge (when appropriately charged to Government), and net Government credit. The Contractor shall provide the monthly credit report outlining the credits applied to the applicable PLP and NPL CLINs/SLINs as part of the monthly invoice package under CDRL A004.

3.0 Internet-Based Parts Management System (IPMS)

3.1 Operational Timeline

3.1.1 System Availability Timeline. The Contractor shall provide a contractor-furnished Internet-Based Parts Management System (IPMS) that meets the requirements of PWS Section 3.0 to support this supply contract. Providing an IPMS that meets contract requirements is considered a contractor cost of doing business for this requirement. A fully functional IPMS shall be available 15 calendar days prior to the contract performance start date. The Contractor’s IPMS is integral to program execution and provides the interface between the Government and the Contractor for ordering, tracking, and receiving vehicle and equipment parts and accessories. It also provides transparency to Government managers and the Contractor on overall ICOPARS contract execution and management. The Contractor shall make up to ten minor changes annually to the IPMS program if requested by the Government (within 5 business days of request) through the Contracting Officer. Minor changes include additions, deletions, or changes to displayed information; establishing queries for routine reports; adding/deleting data fields from POs or reports; or similar type changes.

3.1.2 Maintenance & Security. The Contractor shall provide, manage, maintain, update, ensure integrity, and back up the IPMS. The IPMS shall have an off-site backup capability, as well as system redundancy to minimize downtime. At a minimum, the system and data shall be backed up daily. Additionally, the IPMS shall provide access and database security in accordance with commercially accepted standards and Annex B.

3.2 Technical Specifications & System Availability

3.2.1 Data Ownership. The IPMS shall be user-friendly and require only standard U.S. Air Force desktop software for user-level interface from Government networks to order parts, run reports, and perform financial and performance oversight. While the IPMS is Contractor-furnished, the current and historical vehicle and equipment purchase order and requisition information within the system is Government-owned information. Upon request and at the end of the contract, the Contractor shall provide this data in a non-proprietary format acceptable to the Government. The Contractor shall be responsible for identifying and justifying any proprietary pricing information within the IPMS data.

3.2.2 Availability Threshold. The IPMS shall provide a 99 percent availability rate. AFCENT COR approval is required for all scheduled downtime. Submit scheduled downtime requests to the AFCENT COR, AMIC PM, CO, and QM in advance of requested time. Notify AMIC PM, CO, QM, and COR of all unscheduled outages. Notify the AMIC PM, CO, QM, and COR of your corrective action plan, workaround procedures for continuing ICOPARS support IAW Deliverable D03 (CDRL A003 - Continuity of Operations Plan), and estimated time for return to operations for all IPMS outages exceeding four hours.

3.2.2.1 User Notification. The IPMS log-in page shall notify users of scheduled maintenance downtimes. The Contractor shall establish a method of informing DGP of unscheduled outages impacting IPMS availability.

3.3 IPMS Minimum Capabilities

The IPMS shall support the following mandatory functions:

3.3.1 Online Registration: Capabilities for online account registration and approval process. DGP rotate approximately every 180 days. Account creation shall include a COR approval step and a User Account Listing.

3.3.2 User Permissions: Ability to manage user permission levels. AMIC and AFCENT CORs shall have access to all ICOPARS requisition and financial information. OLs shall only have access to site-level information.

3.3.3 Account Training: Online training and tutorial capability for new users covering IPMS navigation, ordering, tracking, and receipt annotation.

3.3.4 Fleet Data Pre-Load: Pre-load vehicle fleet data enabling DGP to select vehicle registration numbers and auto-populate year/make/model fields.

3.3.5 Working Stock Program: Ability to establish and manage demand-based working stock fill levels and simplified re-fill ordering with COR validation.

3.3.6 PO Numbering & Time Stamping: Unique system-driven PO numbers (OL designator + sequence number) and Eastern Time Zone date/time stamping.

3.3.7 Internal Messaging: Internal messaging allowing Government managers and DGP to attach files and communicate directly with the Contractor.

3.3.8 Status, Queries, and Formatting: Display open/closed requisition status, shipping/delivery data, and formatted printable reports IAW Annex C.

3.3.9 Warranty & Core Management: Warranty tracking and Core asset management/credit tracking workflows.

3.3.10 ASD Approval & History: Adjusted Shipment Date tracking and full purchase history transparency across all operating sites.

3.3.11 Search & Delivery Analysis: Search function by PO#, location, unit, work order #, registration #, nomenclature, and date range; automated delivery time analysis by carrier and priority.

3.3.12 Equipment Approval Prompt: Automated prompt on main page for AFCENT COR approval/cancellation of shop equipment/tools over $500 prior to order execution.

3.4 Financial Management Reporting

3.4.1 Application Portal. The IPMS shall provide the AMIC PM, CO, QM, and 9AF (AFCENT) CORs with a financial application/portal that provides the ability to track and manage ICOPARS program and contract funds. The process shall display the status and balance of contract funding by delivery order, CLIN, and SLIN until contract closeout. At a minimum, financial information shall be updated and accurate daily. Contract invoice totals and supporting documentation shall be traceable to the Contractor’s financial management reporting.

3.4.2 CLIN/SLIN Displays. The financial portal of the IPMS shall display the following information at the CLIN/SLIN level:

Funded Value: Obligated funding per CLIN/SLIN.

Invoices Billed to Date: Traceable to separate listing showing invoice #, date, fiscal year, and CLIN/SLIN total.

Current Invoice: Traceable to individual PO numbers delivered and accepted by the Government.

Obligations: Total Shipped But Not Billed, WRM Recon Shipped But Not Billed, In-Process Parts, and WRM Recon In-Process Parts.

Invoice Subtotal & Total Obligations: Total of all invoices in WAWF plus current and unbilled obligations.

Remaining Funding: Funded Value minus Total Obligations (presented in dollar amount and percentage).

3.4.3 Reconciliation & Export. Financial management tracking shall support WAWF invoice tracking, reconciliation, item return tracking, and core credit tracking. Current and historical invoices for all Periods of Performance shall be accessible in the IPMS. The solution shall provide a print/export function to save reports in Microsoft Excel or letter-sized PDF format.

4.0 Contract Administration

4.1 Government Program Management

4.1.1 HQ ACC AMIC. Headquarters, Air Combat Command, Acquisition Management and Integration Center (HQ ACC AMIC), located at Joint Base Langley-Eustis, Virginia, provides the Government Contracting Officer (CO), Program Manager (PM), and Quality Manager (QM) to support this contract.

4.1.2 Requirement Owner. 9AF (AFCENT)/A4R, Logistics Readiness Division, manages U.S. Air Force vehicle, equipment, and supply support for 9AF (AFCENT) and is the requirement owner. 9AF (AFCENT)/A4RV is the primary requirement owner POC and provides Contracting Officer Representatives (CORs) to surveil performance.

4.1.3 Operating Locations. DGP at 9AF (AFCENT) Operating Locations (OL) submit requisitions, interface with the Contractor, track status, and receive/accept deliveries. 9AF (AFCENT) OLs have no performance oversight responsibility other than accepting or rejecting delivered supplies based on damage, defects, or non-conformance.

4.2 Contractor Program Management

4.2.1 Operational Responsibility. The Contractor shall manage, maintain operational control, and retain full responsibility for the performance requirements set forth in this PWS. The program management approach must focus on meeting or exceeding performance objectives, ensuring compliance with all mandatory, statutory, and regulatory requirements. While contractor personnel will have daily exchanges with Government personnel, contract administration rests strictly with the CO.

4.2.2 Contractor Program Manager (CPM). The Contractor shall provide a CPM to serve as the single interface for all program execution matters. The CPM shall have full authority to act for the Contractor, including negotiating contract agreements. The Contractor shall designate a CPM and alternate in writing to the CO upon contract award and within two business days of replacement. The CPM or alternate shall be available within two hours of notification to meet telephonically with Government personnel during core operational hours (0600–1500 US Eastern Time).

4.2.3 Problem Management. The Contractor shall notify the Government PM, CO, and CORs within one business day of any problem affecting mission accomplishment or contract performance via phone and/or email.

4.3 Meetings

4.3.1 Post Award, PMR, and IPTs. The Contractor shall attend and support periodic meetings, including bi-weekly Integrated Product Team (IPT) meetings after kickoff until deemed unnecessary by the Government. Meetings may be conducted telephonically, virtually, or in person.

4.3.1.1 Post Award Conference: Post award (“kickoff”) meeting held within 30 calendar days after award IAW FAR 42.5 at Shaw AFB, SC, or JB Langley-Eustis, VA.

4.3.1.2 Program Management Review (PMR): Annual PMR held at Shaw AFB, SC, or JB Langley-Eustis, VA.

4.3.2 Government-Furnished Support. No Government-furnished equipment or facilities will be provided for this requirement.

4.4 Transition & Phase-Out

4.4.1 Phase-In Period. Phase-in is the period during which responsibility is transferred. The Contractor shall submit a final Transition/Phase-In Plan under Deliverable D01 (CDRL A001) within 15 calendar days of award. At a minimum, the Contractor shall complete the following prior to performance start date:

Implement functional IPMS satisfying PWS Section 3.0 requirements 15 calendar days prior to performance start (including 30 days for Government review/testing).

Set up individual AMIC, 9AF (AFCENT), and DGP accounts NLT 7 calendar days prior to performance start.

Load working stock listings and vehicle/equipment information NLT 7 calendar days prior to performance start.

4.4.2 Phase-Out Plan. The Contractor shall submit a Phase-Out Plan for contract completion tasks when directed by the CO under Deliverable D08 (CDRL A008).

4.5 Invoicing Procedures

Monthly invoices and supporting documentation shall be provided in advance of entering into Wide Area Workflow (WAWF) via email to the COR and AMIC PM for prior approval under Deliverable D04 (CDRL A004). Once approved in writing, the Contractor shall submit invoices via WAWF (https://piee.eb.mil). No invoices other than fixed Service Fee costs shall be submitted into WAWF without written pre-approval. Invoices shall include Invoice #, Billing Period, Date, Total Billed, Total Credits, Net Amount, CLIN Breakdown, Manufacturer Summaries (SLINs), and Itemized Parts Listings IAW PWS Paragraph 2.8.6.2.

5.0 Deliverables and Data Item Descriptions (DIDs)

5.1 Deliverables Summary. The Contractor shall provide the deliverables outlined in Table 1.0. If the due date falls on a weekend or federal holiday, the deliverable is due by close of business the next duty day. Contractor format is acceptable for all deliverables unless otherwise specified. For Deliverables D01–D03 and D08, Government approval is required prior to implementation.

Review: 7 calendar days

AMIC PM/QM/CO;

9AF (AFCENT)/A4RV CORs

Review: 7 calendar days

AMIC PM/QM/CO;

9AF (AFCENT)/A4R CORs

Review: 7 calendar days

AMIC PM/QM/CO;

9AF (AFCENT)/A4R CORs

Review: 3 business days AMIC PM and CO;

9AF (AFCENT)/A4R CORs

Review: N/A (Info only) AMIC PM and CO;

9AF (AFCENT)/A4R CORs

Review: 5 business days AMIC PM and CO;

9AF (AFCENT)/A4R CORs

Review: Prior to vendor PO AMIC PM and CO;

9AF (AFCENT)/A4R CORs

Review: 10 business days

AMIC PM/QM/CO;

9AF (AFCENT)/A4R CORs

5.2 D01 / CDRL A001 – Transition / Phase-In Plan

Requirement Detail: The Contractor shall submit a final Transition/Phase-In Plan after contract award that amplifies the technical proposal. The plan shall detail all transition tasks, coordination of weekly IPT transition meetings, IPMS functional testing schedule (including 30 days for Government review), credentialing timelines, user account setup, and data loading (working stock & vehicle lists) accurately completed NLT 15 calendar days prior to contract performance start date.

5.3 D02 / CDRL A002 – Quality Control Plan (QCP)

Requirement Detail: The Contractor shall develop, implement, and maintain a Quality Control Plan describing internal risk management, process controls for vendor quality, deliverable and invoice accuracy checks, subcontractor surveillance, and non-conformance mitigation workflows aligned with Annex A (Services Summary).

5.4 D03 / CDRL A003 – Continuity of Operations Plan (COOP)

Requirement Detail: The Contractor shall deliver a comprehensive COOP plan detailing 30-day essential labor resilience, alternate facility/storage operations, threat and interruption matrices, IPMS workarounds for outages exceeding eight 4 hours, daily backup procedures, and Recovery Time Objectives (RTO) in accordance with DFARS 252.237-7023 and 252.237-7024.

5.5 D04 / CDRL A004 – Monthly Invoices and SLIN Summaries

Requirement Detail: The Contractor shall provide email pre-approval invoice packages prior to WAWF entry. Packages shall include SLIN summary breakouts, manufacturer itemized charge summaries, itemized parts lists, and the monthly Itemized Credit Report required by PWS Paragraph 2.10.5.

5.6 D05 / CDRL A005 – Monthly Funds and Burn-Rate Summary Report Requirement Detail: Tailored for cost-reimbursable and reimbursable parts/shipping CLINs, the Contractor shall deliver a Funds and Burn-Rate Summary Report displaying total funded value, cumulative spent, daily spend rates (total PoP vs. last 60 days), days remaining until 75% and 90% spend levels, and projected shortfalls/overages through contract completion.

5.7 D06 / CDRL A006 – Manufacturer Price Lists & POC Directory Requirement Detail: The Contractor shall provide current published MSRP price lists for all manufacturers listed on the contract discount schedule, alongside an up-to-date Manufacturer POC Directory (name, company, email, phone) to enable Government price validation IAW Paragraphs 2.3.2.2.1 and 2.3.2.2.2.

5.8 D07 / CDRL A007 – Non-Price Listed (NPL) Competitive Abstracts Requirement Detail: For all NPL requisitions equal to or exceeding $5,000, the Contractor shall submit competitive abstracts documenting a minimum of three (3) vendor quotes, pricing breakdown, core credits, delivery timelines, recommended source, and sole-source / best-value justifications IAW PWS Paragraphs 2.3.3.1 and 2.3.3.2.

5.9 D08 / CDRL A008 – Contract Phase-Out Plan

Requirement Detail: Upon tasking by the Contracting Officer, the Contractor shall submit a Phase-Out Plan detailing smooth operational transition, final inventory reconciliation, account closure, and the transfer of non-proprietary historical requisition data to the Government in an acceptable electronic format IAW PWS Paragraph 4.4.2.

ANNEX A: QUALITY CONTROL AND QUALITY ASSURANCE (SERVICES SUMMARY)

A.1 Quality Control The Contractor shall develop and implement a Quality Control Plan (QCP) submitted under Deliverable D02 (CDRL A002). The Contractor shall maintain an internal surveillance program to identify risk areas, performance issues, and mitigation strategies. Records of all internal surveillance shall be maintained and made available to the Government upon request.

A.2 Services Summary (SS) The Services Summary lists performance objectives and standards surveilled by the Government. Absence of a contract requirement from the SS does not diminish enforceability.

A.3 Quality Assurance Surveillance Plan (QASP) & Non-Conformance A.3.1 Surveillance Methods: The Government will evaluate performance using random sampling, 100% inspection, and periodic audits of IPMS records and invoice submissions.

A.3.2 Major Non-Conformance: A non-conformance that adversely impacts mission, safety, quality, schedule, or cost. Communicated via Corrective Action Request (CAR). Contractor must submit a formal Corrective Action Plan addressing root cause, correction, and prevention of recurrence within the CAR suspense date.

A.3.3 Minor Non-Conformance: Communicated via informal notices. First notices issued upon identification; second notices issued for repeat failures. Repeat minor non-conformances elevate to major non-conformances.

ANNEX B: SECURITY AND INFORMATION SAFEGUARDING REQUIREMENTS

B.1 Clearance and Access Requirements B.1.1 Security Classification: This contract is UNCLASSIFIED.

B.1.2 Controlled Unclassified Information (CUI): The Contractor shall comply with DoD Instruction (DoDI) 5200.48, Controlled Unclassified Information (CUI), and 32 CFR Part 2002. CUI generated or accessed under this contract (including IPMS data) shall be protected, marked, and handled accordingly.

B.1.3 Privacy Act: In performance of this contract, personnel may access Personally Identifiable Information (PII). The Contractor shall comply with the Privacy Act of 1974 (5 U.S.C. 552a) and DoDI 5400.11, DoD Privacy and Civil Liberties Programs.

B.1.4 Freedom of Information Act (FOIA): The Contractor shall comply with DoDI 5400.07, DoD Freedom of Information Act (FOIA) Program. All FOIA inquiries shall be immediately referred to the Contracting Officer.

B.2 Cyber Safeguarding & NIST SP 800-171 B.2.1 NIST SP 800-171 Compliance: The Contractor shall implement the 110 security requirements in NIST SP 800-171 on covered information systems processing CUI pursuant to DFARS clause 252.204-7012. Information processed and stored within the Contractor’s IPMS is designated as Controlled Unclassified Information (CUI).

B.2.2 SPRS Score Posting: Pursuant to DFARS 252.204-7019 and DFARS 252.204-7020, the Contractor shall complete a NIST SP 800-171 Assessment, upload the score to the Supplier Performance Risk System (SPRS) prior to contract award, and recertify every three years. If required post-award, the Contractor shall grant the Government access to conduct medium or high assessments.

B.3 Common Access Card (CAC) & Background Checks B.3.1 Background Checks: Contractor shall perform commercial background and credit checks on all personnel requiring a National Agency Check (NAC).

B.3.2 CAC Issuance: A CAC is required for personnel accessing DoD web systems (e.g., LTS). Requires favorable Tier 1 Background Investigation. Applications initiated via Mission Partner ICAM (MP-ICAM). Unused or terminated CACs shall be retrieved and returned to the MPAS immediately.

ANNEX C: OPERATING LOCATIONS, VEHICLE AUTHORIZATION LISTING (VAL), AND WORKLOAD DATA C.1 Current Operating Locations (OLs) The Contractor shall provide supply support to 24 active operating locations across the USCENTCOM AOR (including base operating…