GTMO PWS_WAREHOUSE DRAFT.pdf

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GTMO PERFORMANCE WORK STATEMENT

WAREHOUSING SERVICES

Table of Contents

1.0 General

1.1 Major Tasks

1.2 Accountability for Government Material

1.3 Contractor Employees

1.4 Contingencies

1.5 Quality Control

1.6 Quality Assurance

1.7 Hours of Operation

1.8 Facilities

1.9 Material and Physical Security

1.10 Performance Evaluation Meetings

1.11 Safety Requirements

1.12 Accident Reports

1.13 Damage and Loss Reports

1.14 Damage or Loss of Contractor’s Supplies and Contractor Employee’s Property

1.15 Emergency Medical Care

1.16 Identification of Contractor Vehicles and Equipment

1.17 Identification of Contractor Employees

1.18 Station Regulations

1.19 Contractor Transition

2.0 Definitions/Acronyms

3.0 Government Property Furnished

3.1 Facilities

3.1.1 Facilities Maintenance

3.2 Material

3.3 Packing/Crating Materials

3.4 Government Equipment Furnished

3.6 Government Information Furnished

4.0 Contractor Items Furnished

5.0 Description of Work

5.1 Storage and Warehouse Tasks

5.2 Storage Functions

5.3 Shelf Life Material

5.4 Issue from Stock

5.5 Receiving inbound Cargo

5.6 Government Material

5.7 Delivery Functions

5.8 Statistical Workload

5.9 Support of Naval Hospital

5.10 Support of Joint Task Force GTMO

5.11 NAVSUP Material Handler Support (HAZMAT)

5.12 Postal Finance/Mail Processor

6.0 Living Quarters

7.0 Reports

8.0 Publications and Directives

9.0 Performance Requirements Summary

10.0 Foreign National (FN) Right of First Refusal

1.0 General.

1.1 Major Tasks.

1.1.1 The Contractor shall provide material support services at Naval Station, Guantanamo Bay, Cuba (NSGB).

The operating functions include receiving, receipt processing, issue processing, packaging/crating material, inventorying, and storage/warehousing for Direct Turnover of material and Provisions. Performance shall be in accordance with the standards contained herein and the directives listed in paragraph 8.0, except where advisory compliance as identified.

1.1.2 The Contractor shall provide material support at Naval Station Guantanamo Bay, Cuba to a broad range of customers: NAVSUP Warehouse, Naval Hospital Warehouse and Joint Task Force (JTF) Warehouse, USCG, and US Navy vessels at NSGB. Additional support to other customers will be requested in accordance with Naval Station Guantanamo Bay mission and to be in similar tasks as already provided.

Support shall consist of Defense Logistics Agency (DLA) Direct Turn Over (DTO) Material and Food Provisions.

a. Receiving inbound cargo.

b. Manifest/Booking all outbound cargo.

c. Packaging, packing, repackaging, stuffing/un-stuffing container vans.

d. Receiving, stocking/warehousing material in applicable warehouse and other designated locations.

e. Verifying material against documentation, processing material received, and processing receipt transactions in current management systems.

f. Conduct monthly physical inventories.

g. Shipping outbound freight/cargo.

h. Deliveries of material and supply documentation between supply buildings and applicable consignees.

i. Delivery of bulk material directly to station departments and supported tenant activities.

j. Receiving and processing open purchase material.

k. Receive, process and identify unidentified frustrated cargo.

l. Delivery of cargo/stores to afloat units in port.

m. Submit required reports as directed (refer to CDRL’s)

n. Provide warehousing/customer service for Naval Hospital, to include transport inbound cargo from

Leeward to Windward and outboard cargo from Windward to Leeward.

o. Maintain files for six (6) years beyond the life of the contract.

p. Transport inbound cargo from Leeward to Windward.

q. Manage Joint Task Force (JTF) GTMO Warehouse(s).

1.2 Accountability for Government Material. The Contractor shall be financially responsible and accountable for all Government material line items and material for direct turnover (DTO) to customers within the contractor sphere of operations. The Contractor shall ensure accountability for all operations within this performance work statement (PWS). Losses disclosed by scheduled or spot inventories or other means by the Government shall be fully evaluated for reconciliation against stock records and locations. The Contractor shall have the right to participate with the Government during the physical count and reconciliation process. The Government will monitor the accuracy of material Accountability by ongoing (up to and including 100 percent) location audits, scheduled and unscheduled inventories.

1.2.1 The Contractor shall manage all materials in such a manner that will enable the Government effectively to monitor performance standards contained herein and/or prescribed by higher authority, by either directives or instruction listed herein. Special categories of material (i.e. Pilferable, Hazardous, Shelf-life, and Migrant Supplies) shall be managed in accordance with procedures prescribed herein and referenced in applicable instructions. The Contractor is responsible for the replacement of lost assets, repairing or replacing of damaged assets at no additional cost to the Government.

1.3 Contractor Employees. The Contractor shall furnish sufficient qualified personnel to perform all tasks specified within this performance work statement (PWS).

1.3.1 The Contractor shall employ employees that have the ability to secure all three of the below on day one of the contract. Contracted employees are required to maintain these clearances throughout the duration of the contract.:

a. Security Clearance: Contractor employees shall satisfy complete background checks in accordance with HSPD-12 to include National Agency Check with written inquiries (NACI) to post transactions in Government Reporting Systems, i.e. processing issues, receipts, utilizing Global Air Transportation Execution System (GATES), Integrated Booking System (IBS), Defense Logistics Agency (DLA) Subsistence Total Order and Receipt Electronic System (STORES), Defense Accounting and Property System (DPAS), Navy ERP, etc.

b. Medical Clearance.

c. Area Clearance – DD5512-1

The Contractor shall retain current records at all times.

1.3.2 Contractor employees shall be physically qualified for performing the duties assigned, considering factors such as strength, endurance, agility, coordination, and visual and hearing acuity. The Contractor shall not permit an employee to work if they are impaired/fatigued, on drugs, have an illness, or other causes that might unnecessarily expose the employee or others to injury and/or damage to property. The Contractor shall remove from the work premises any Contractor employee with indications of physical limitations or emotional instability, which might create a hazard or adversely affect response to work situations.

1.3.3 The Contractor's employees shall conduct themselves in a proper and efficient manner at all times. The Contractor expressly agrees to remove from the site any individual whose continued employment is deemed by the station Security Officer or Commanding Officer to be inconsistent with the best interest of National Security.

1.3.4 No employee or representative of the Contractor shall be authorized onto Naval Station Guantanamo Bay, Cuba without an approved area clearance. The Contractor shall be responsible for obtaining required documentation and maintaining it on file for Government verification. Area clearance requirements may change with Anti-Terrorism Force Protection measures directives. The Contractor shall notify the Contracting Officer's Representative (COR) of visitors how many days before.

1.3.5 The Contractor shall ensure all personnel are properly trained and ready to perform functions of this contract by start date. Ongoing training shall be performed on a weekly basis and documented in accordance with the Contract Data Requirements List, DD Form 1423 (CDRL). (CDRL’s are provided as an Adobe PDF file as attachment 1.).

1.3.6 Contractor employee’s shall be trained and certified for packing and handling of hazardous material

(surface/air), in accordance with 49 C.F.R. 172.704. All DoD personnel (military, civilians, and contractors) participating in the movement of regulated HAZMAT must comply with rules of regulatory bodies governing the safe transportation of regulated HAZMAT for modes of transportation (including packing).

Contractor employees who certify HAZMAT shall successfully complete an 80-hour classroom certification from an approved DoD/DoT course. The period for the Refresher Training is 24-month intervals. All contractor employees signing certification statements on shipping papers shall be appointed in writing by the activity or Unit Commander or designated representative. The appointment shall include the scope of authority and expiration date. A copy of appointment orders shall be provided to the Transportation Officer. In all cases, the individual who signs certification statements shall personally inspect the potentially certified HAZMAT item. Security Awareness Training for Shipments of HAZMAT IAW 49 C.F.R. 172.704(A)(4). Each HAZMAT Contractor member/employee shall receive training that provides an awareness of the security risks associated with HAZMAT transportation designed to enhance transportation security. Training includes a component covering how to recognize/respond to possible security risks.

1.3.7 The Contractor shall have experience in cargo booking and manifesting through the Worldwide Post Services (WPS) and Integrated Booking System (IBS).

1.3.8 The Contractor shall ensure all Contractor employees are literate in the English language. Contractor employees shall be required to communicate orally in English along with the ability to read and understand printed regulation and written orders and compile reports, which convey the necessary data required by the Government. All Contractor employees shall be able to perform simple mathematical calculations.

1.3.9 The Contractor shall monitor employees to ensure they are mentally awake and alert with their tasking. The

Contractor shall, along with the Contracting Officer Representative (COR), conduct spot checks to ensure employees comply with all safety guidelines.

1.3.10 Supervision by Contractor. The Contractor shall provide a competent supervisor, with authority to act for the Contractor on the work site at all times during working hours. The Contractor shall provide the Contracting Officer's Representative (COR), in writing, a 24-hour point of contact including name, address, telephone number, cell phone number and assignment of supervisory personnel to act for the Contractor in the absence of the Project Manager.

1.3.11 Key Personnel. The Warehouse/Storage Manager, Foreman and HAZMAT Shipper/Packer are considered key personnel. During performance of this contract, the Contractor shall provide key personnel with sufficient skills to accomplish the tasks contained in this PWS. For informational purposes only the Contractor shall provide resumes on all key personnel to the Government within five (5) working days after contract award. Should the Contractor find it necessary to replace key personnel, the Contractor shall, to the extent possible, provide advance notification to the COR and a resume of the proposed candidate that support the experience requirements listed herein.

The Government will not bear the cost of any Contractor training to execute this PWS. Contractor employees shall have the minimum experience and certifications as follows:

a. Warehouse/Storage Manager: MINIMUM 5 YEARS comprehensive experience and knowledge in warehouse operations and management, with specialized experience in logistics, cargo handling, and inventory management.

b. Foreman: MINIMUM 5 YEARS of management experience in warehousing with expertise in specialized areas of cargo handling, logistics, and inventory control. Shall hold current HAZMAT certification for HAZMAT shipper/packer In Accordance With (IAW) Defense Transportation Regulation (DTR) Part II, Chapter 204 and Code of Federal Regulations 49 C.F.R., for all types of material/cargo identified as Hazardous Material.

c. HAZMAT Shipper/Packer: MINIMUM 3 YEARS experience as a current certified hazardous shipper/packer for all types of material/cargo which is identified as Hazardous Material. Shall hold current HAZMAT certification for HAZMAT Shipper/Packer IAW DTR Part II, Chapter 204 and 49 C.F.R.

1.4 Contingencies.

1.4.1 Mobilization. The Contractor shall expand and increase services provided to the Government in support of expanded and increased fleet units, station operations, and Department of Defense (DoD) workload as a result of a transition from peacetime to a mobilization status, to include Mass Migration.

1.4.2 Destructive Weather Plan. The Contractor shall comply with Commander, Naval Base Guantanamo Bay

Instruction (COMNAVBASEGTMOINST) 2500.5 series for actions to be taken as a result of defined Security and Threat Conditions. Contractors’ supervisory personnel shall become knowledgeable of requirements outlined in these instructions and act accordingly upon notification of security and Threat Conditions warnings from the Government.

1.5 Quality Control. The Contractor shall establish a complete Quality Control Program (QCP), separate from the Government's, to ensure the requirements of the contract performed as specified. The QCP shall describe the inspection system for the requested services listed in the PWS and shall include, but is not limited to the following:

a. A description of the Contractor’s quality control system. The inspection system shall cover all services, specify work to be inspected on either a schedule or an unscheduled basis frequency, and described how inspections are to be conducted.

b. The name(s) and qualifications of individual(s) responsible for performing quality control inspections and the extent of their authority.

c. A description of the methods used to record the quality control inspections and corrective actions taken.

d. A description of the methods used for identifying and preventing defects in the quality of service performed.

e. The approach for filling vacancies in a timely manner, providing qualified personnel and maintaining an ongoing training program to ensure Contractor employees acquire the knowledge and skills necessary for new/emerging technology, managing changes in workload requirements and providing timely accurate invoices. (Note: Training Program (no cost to the Government)).

The contractor shall maintain a file of all schedule and performed Quality Control inspections, inspection results, to include inspection deficiencies, dates and details of corrective actions. The file shall be made available to the KO, COR, and PM upon request.

1.5.1 Quality of Service – The Contractor shall comply with applicable provisions of law, rules and regulations of any and all Governmental authorities. To include the regulations, standards and instructions of Naval Station Guantanamo Bay, Cuba and Code of Federal Regulations identified within the performance work statement. To achieve these goals, the Contractor shall establish, submit for Government approval and implement a Quality Control (QC) Program which is compatible with the Government Quality Control Program. Current copies of both programs shall be maintained on-site for Ready reference by the Contractor and Government during the term of the contract.

Regulations/instructions incorporated by reference:

NAVSUPFLCJGBNOTE 5112.1B

NAVSUPINST 5112.1

DOD 4525.6-M Postal Manual DOD 4525.8-M Official Mail OPNAVINST 5112.6F Navy Postal Instructions NAVSTAGTMOINST 4400.2D US citizen to handle registered mail

1.6 Quality Assurance – Performance Observation: The Government will evaluate the Contractor’s performance under this contract in accordance with established quality assurance policies and procedures.

The Government will record all activities. When an observation indicates defective performance, the Government representative (COR) will request the Contractor’s representative initial the observation indicating acknowledgement of the deficiency. All findings of unsatisfactory on non-performed work will be resolved in accordance with the QCP. The Government (COR) will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s quality control program and review of customer complaints. If, recurring discrepancies or failures are discovered during quality control inspections or repeated customer complaints are received, the Government reserves the right to increase the number of quality control inspections. Alternatively, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the Government (COR) will make the final determination of validity of customer complaint(s) in cases of disagreement with customer(s).

1.6.1 Inspections/Audits. The Contractor shall cooperate with and provide inspectors and auditors for required information relating to the operations covered by the contract. The Contractor shall allow inspectors or auditors into the work areas and access to files required by this contract. The Contractor shall correct discrepancy and/or violations noted during safety/security/fire/performance inspections and prepare a written response providing information on action taken to correct discrepancy and/or violations. The Contractor shall provide this written response to the COR within the timeframe specified by the inspection agency. Errors noted in material locations shall be corrected immediately (within four (4) working hours) after inspection.

1.6.2 Complaints. The Contractor shall notify the COR of complaints (oral or written), received by the

Contractor, on services covered by this contract within one (1) workday. These complaints may include but are not limited to, those received from customers receiving deliveries, commercial shippers and discrepancies in Shipment Reports (Standard Form 361). The Contractor shall be responsible for researching and submitting proposed answers to all deficiencies to the COR within two (2) workdays of the complaint.

1.7 Hours of Operation. A supervisor and work force shall be on-site to manage/perform the functions listed below:

1.7.1 The normal workweek is defined as Monday through Saturday; hours of operation vary.

a. Bldg. 260 Cold Storage Warehouse – Freezer readings shall be taken daily during the following hours:

0600, 1000, 1400, 1800, 2200, and 0200.

b. Bldg. 717 Dry Provisions/Labor & Equipment. Warehouse shall be manned Monday through Saturday 0730 – 1630.

c. Bldg. 755/6 Transportation/Packing Warehouses (T-Shed). Warehouse shall be manned Monday through Saturday 0730 – 1630.

d. Bldg. 183 (Lumber Yard/Bottle Yard) – These are unmanned buildings, issues shall be made as required Monday through Saturday 0730 – 1630.

e. Bldg. McCalla Migrant Warehouse – These are unmanned buildings; issues shall be made as required Monday through Saturday 0730 – 1630.

f. Bldg. H3, Hospital Supply Warehouse – Manned Monday through Saturday 0730 – 1630.

g. Bldg. H1, Hospital Galley – Upon request (i.e. delivery, inventory, etc.).

h. Bldg. 227, Hospital Warehouse – This is an unmanned building, issues shall be made as required, Monday through Saturday 0730 – 1630.

i. Bldg. 834, Post Office. Post Office shall be manned Monday through Friday 0700 – 1600.

1.7.2 The Contractor shall be advised by the COR of any after normal working hour requirements that are identified as “Emergency Issues.” The Contractor is required to respond to Emergency Issues any day or holiday within forty-five minutes after notification.

1.8 Facilities. The Contractor shall be responsible for maintaining the cleanliness of all assigned spaces/buildings/ along with the grounds around each building. The Government accomplishes maintenance of buildings for normal wear and tear.

1.8.1 General Housekeeping. The Contractor shall perform daily housekeeping duties such as sweeping, dusting, and trash dumping in all areas the contractor is responsible. Material physically stored on shelves shall be pulled to front edge, flaps on boxes closed, and all trash removed in and around bins, racks and pallets.

a. At the close of each workday, the Contractor shall ensure all work areas are free of dust, dirt, debris, scraps, and other waste material left from the operation. The Contractor shall empty all waste receptacles into dumpsters daily and ensure no trash remains in building overnight. Empty cardboard containers/cartons shall be checked for loose Government material prior to reuse in packing/shipping of other material. Non-reusable cardboard containers shall be crushed and placed in the trash dumpsters.

b. Immediately upon discovery by the Contractor or notification by the Government, the Contractor shall clean up and remove oil, hydraulic fluid, and other debris that could constitute an immediate or potential safety hazard. The Contractor shall notify the COR when a hazardous material spill occurs. The

Contractor's use area includes warehouse floor, work areas, platforms, crating/packing areas, offices, ramps, adjacent walks and grounds.

1.8.2 Grounds Maintenance. The Contractor shall maintain grounds within the surrounding work area and paved areas around storage buildings (as outlined in paragraph 3.1). The Contractor shall remove all rubbish, papers, rags, recyclable along with trash, and debris to maintain litter-free areas.

1.9 Material and Physical Security. The Contractor shall maintain physical security of all Government owned buildings, material and equipment in his custody. It is incumbent upon the Contractor to establish a physical security system that he considers adequate to protect the contractor interest and yet allow access by authorized Government representatives during performance of daily duties. All entrances to warehouse spaces shall be monitored by the Contractor. Only authorized personnel with an approved badge issued by the Contractor shall be allowed to enter warehouses/spaces. Customers for Yard Delivery, and Packing Areas shall be permitted in to these areas only on official business. The Contractor shall refer all other personnel to the COR. The Contractor shall accompany all visitors when entering storage areas. Upon completion of daily work in space, unmanned buildings shall be affixed with a serialized cargo seal, which shall be properly logged in a record book. The Contractor shall be responsible for maintaining physical security in and around all Supply Department buildings within scope of operations, as well as in outside storage and receiving areas. The Contractor shall be responsible for generating shipping paperwork along with transporting the outgoing/incoming official mail pouch from the Supply Department to the Leeward Air Terminal when directed by the COR.

1.9.1 Unsecured Material. The Contractor shall ensure that no pilferable material is left unattended outside security areas. The Contractor shall ensure that all security areas (yard delivery, packing area, receiving area, receiving, storage, etc.) are properly secured when unmanned.

1.9.2 Key Control. The Contractor shall establish and implement a key program. Keys issued to the Contractor by the Government shall not be duplicated. The Contractor shall develop procedures covering key control that will be included in the Quality Control Program. The Contractor shall inventory (all keys) monthly with results annotated in Key Control Record Log. July of each year, an annual key inventory shall be performed with results forwarded to the Key Control Officer, via the COR. In accordance with SUPDEPTINST 5510.4 series and Paragraph 8.0, the Contractor shall perform the following:

a. The Contractor shall be required to replace, re-key or to reimburse the Government for replacement of locks or re-keying as a result of Contractor losing keys.

b. The Contractor shall report the occurrence of a lost key immediately, but not later than the next workday, to the COR or Supply Duty Officer.

c. The Contractor shall prohibit the use of keys issued by the Government by persons other than authorized Contractor employees. The Contractor shall prohibit the opening of locked areas to permit entrance of persons other than Contractor’s authorized employees and other authorized persons.

d. The Contractor shall furnish a key to the key locker to the Government. These keys will be used only on an emergency basis. The Government maintains the right to monitor Contractor control of the keys, to ensure keys remain sealed, and to ensure Contractor retains security responsibility.

1.9.3 After Hours. After working hours there is a possibility that the support section will have urgent requirements for material at times when the Contractor has secured some spaces. In this instance, the Contractor shall direct personnel to secured unmanned warehouses, and perform issues from other areas under the Contractor control. A log shall be maintained to record buildings entered and new seals installed.

1.9.4 Security Violations. Any security violation or unauthorized entry noted by the Contractor shall be reported to the COR within one hour of start time of a regular workday for appropriate action. The Contractor shall follow through with a written report to the COR within one workday.

1.9.5 Permits and Licenses. The Contractor shall, at no additional expense to the Government, obtain all appointments, licenses, and permits required to perform the work and complying with all applicable federal, state and local laws. Evidence of such permits and licenses shall be provided to the COR before work commences for Forklifts, HAZMAT certifications, Flatbed trucks (i.e. 20K), air breaks, CDL, driver’s license. The Contractor employee shall possess and maintain a valid operator's license for the equipment operated.

1.10 Performance Evaluation Meetings. The Contractors representatives shall meet with the COR as deemed necessary, but not less frequently than weekly, during the first two months of the contract and as often as deemed necessary by the COR, but not less frequently than monthly, thereafter. A mutual effort will be made to resolve all problems identified. Written minutes of these meetings, which are to be prepared by the Contractor, shall be signed by the Contractor's representative and the COR.

1.11 Safety Requirements. In performance of the prescribed services, the Contractor shall conform to all safety, fire security rules and regulations promulgated by the Commanding Officer of the COMNAVBASEGTMOINST, and general industry standard occupational safety and health, CFR 1910.

The Contractor shall take precautions, as required, to ensure accident-free performance while protecting material from damage and loss. Government fire/safety personnel shall have the express right to inspect the Contractor's operation for fire/safety violations at any time during the term of the contract.

1.11.1 Prior to commencement of work, the Contractor shall meet with the COR to discuss and develop a mutual understanding relative to administration of the Naval Station's Safety and Fire Prevention Program.

1.11.2 If the Contractor fails or refuses to comply promptly with safety requirements, the Government shall take unilateral action to correct such deficiencies and the Contracting Officer may deduct all reasonable and necessary costs associated with such action from the Contractor’s invoice. All disagreements as to either the existence of a safety violation or the amount of costs to be deducted shall be treated as a dispute under the "Disputes" clause of this contract. (FAR 52.212-4(d)).

1.12 Accident Reports. All accidents which arise out of or in connection with performance of required services hereunder, which result in injury, death, or property damage shall be reported in writing to the Contracting Officer with copy to the COR within one workday or such occurrence. Any serious accident involving injury resulting in possible hospitalization or lost time from work must be reported immediately by the Contractor to the COMNAVBASEGTMO Occupational Safety and Health Manager. Full details of the accident, including statements from witnesses, shall be provided in a format requested by the Contractor's insurer. If any claim is made by a third party against this contract, the foregoing procedure will also apply.

1.13 Damage and Loss Reports. In all instances where material or property is pilfered while in the care, custody control and possession of the Contractor. The Contractor shall list what material, damages/losses, cost and circumstances surrounding the incident. The Contractor shall prepare a full written report. The Report shall be submitted to the COR within 24 hour's following the occurrence or discovery. If official findings show the Contractor is at fault for losses or damages, the Contractor shall be liable for the cost of replacement and/or repairs. Government material damaged by the Contractor shall be replaced or its value shall be reimbursed to the Government. Damaged material shall be turned in the DLA Disposition Services, as required, once replacement/reimbursement has been made. Where material is repairable, the Contractor shall be liable for the repair costs and the item will be repaired and returned to stock/service.

1.14 Damage or Loss of Contractor’s Supplies and/or Contractor Employees Property. The Contractor shall be responsible for taking necessary action to protect supplies, materials, and equipment; as well as the personal property of the Contractor employees from loss, damage or theft.

1.15 Emergency Medical Care. Emergency medical care will be rendered by the Naval Medical Facility at the rates established by the Navy Medical Authority. The Contractor shall reimburse the Navy Medical Facility Collection Agent upon receipt of statement.

1.16 Identification of Contractor Vehicles and Equipment. Each vehicle or piece of equipment furnished by the Contractor shall show the Contractor's name so that it is clearly visible and shall at all times display a valid Guantanamo Bay, Cuba's license plate. Contractor vehicles shall be required to display a station decal in accordance with existing station instructions.

1.17 Identification of Contractor Employees. All Contractor employees shall be identified by a distinctive badge, attached at all times, in a prominent place to an outer garment. Badge shall display a photograph, name, company name/LOGO, expiration date not to exceed three years, and signature of the authorized issuing official. Employee identification shall be in addition to station-required passes or badges and Contractor personnel shall not be allowed entry into warehouse spaces without badge displayed.

Contractor personnel shall be issued a temporary badge immediately when assigned badge is not available.

Government employees requiring daily entrance to Contractor spaces (such as COR, and Quality Assurance personnel) shall be issued proper badge upon contract start date.

1.18 Station Regulations. The Contractor and Contractor employees shall become acquainted with and obey all

Government regulations as posted or requested by the COR.

1.19 Contractor Transition.

1.19.1 Orientation. Within five (5) days after contract award, the incoming Contractor shall have all supervisory and managerial personnel available to be utilized in the performance of this contract. No reimbursement will be made to the Contractor for any personnel related or other costs associated with the program. At this time the incoming Contractor shall submit a detailed Phase-in Schedule, outlining the transition schedule for takeover of areas from the outgoing Contractor. Areas to be covered in Phase-in Schedule are:

a. Warehousing

b. Manifesting/Booking Cargo

NOTE: Areas requiring joint inventory between the outgoing Contractor, incoming Contractor and Government Auditors shall be turned over to the incoming Contractor immediately following joint inventory and agreement of on-hand balance quantities. Phase-in shall be completed no later than contract start date at which time all areas shall be under incoming Contractor's control. JTF Warehouse Facilities currently have 1200 line items of material. Velocity of direct turnover material receipted per month has great variance. Averaged per month throughout FY18, was 80 Standard Navy pallets of material (piece/wgt/cube data not collected for this subset). Property Book procedures are more fully described in Para 5.10 Support of JTF GTMO.

1.19.2 Phase-in/Phase-out Process. From completion of this orientation program until contract start date, the incoming Contractor may bring personnel, who will be working full time on this contract, into areas assigned by the Government for the general purpose of observation. While on the Naval Station Guantanamo Bay, Cuba, no incoming Contractor's employee or potential employee shall in any way interfere with incumbent Contractor's operation of the involved function. Violation of this interference prohibition is grounds for immediate cancellation of the observation privilege. The incoming Contractor shall have sufficient personnel on the site one-week prior to contract start date, to perform joint inventories (where required), to assume responsibility for Government material and to perform emergency issues between inventory completions and start date. The Government will provide to the incoming Contractor, for use during phase-in process, an area for maintaining records and pilferable supplies. Any other requirement for incoming Contractors utilization of Government facilities prior to the contract start date shall be submitted, in writing, and be approved in advance by the COR. Where no change in Contractor is made, this period will be utilized to jointly review changes incorporated into this Performance Work Statement (PWS).

1.19.3 Joint Inventories of Facilities and Equipment. During phase-in/phase-out process, the Government and incoming/outgoing Contractors shall jointly conduct a physical inventory of the facilities and equipment to be provided by the Government. This inventory shall validate both the quantity and the condition of the facilities and equipment to be turned over from the outgoing Contractor to the incoming Contractor. The resulting document, signed by both Contractors and the COR, shall be the basis upon the determination as to adjustments to the final (outgoing) inventory. The outgoing Contractor shall be responsible for any damage to the facilities beyond reasonable wear and tear, or missing equipment. The inventory shall be used as a starting inventory for the incoming Contractor. At the completion of this contract, a similar joint inventory shall be held for the purpose outlined herein. Where no change in Contractor is made, this inventory shall be used to update previous records and to correct deficiencies that occurred during past contract period. All facilities and equipment shall be restored to the same general condition agreed upon during prior inventory.

2.0 Definitions/Acronyms.

3PL - Third party logistics.

BE (Application B Enhanced) - Computer program for Receipt Processing.

AEL - Allowance equipment list.

AMPS - Account Management and Provision System.

AQL (Acceptable Quality Level) - The minimum accuracy percent that will be considered satisfactory for this solicitation.

AUL - Authorized Usage List.

AQR (Actual Quality Received) - The actual percent of accuracy performed as verified by statistics or monthly sampling.

Change Notice Action - The periodic updating of the MSIR with all recent code and other indicative data changes to the items carried in stock. This includes such things as stock number changes and unit of issue changes.

Classified Material - material which requires protection in the interest of National Security.

COB (Close of Business) - Close of the business day.

COR (Contracting Officer’s Representative) - Individual designated by Contracting Officer to interface with the Contractor on all technical or procedural issues pertaining to this contract. The COR is responsible for monitoring the progress and overall the technical management of work performed under the contract. Throughout this contract the term COR will be used to refer to the individual designated (or his designated alternate) to administer the technical portion of this contract. The COR is not authorized to change or deviate from the terms of the proposed contract unless the contract is modified by the Contracting Officer.

Contractor - The term Contractor refers to the warehouse Contractor.

Contractor Representative - Foreman, superintendent, or project manager satisfactory to the Contracting Officer who shall be assigned to the work site at all times with authority to act for the Contractor.

Critical Feature - Requirement placed on the Contractor that, if not performed in a satisfactory manner, may be grounds for cost penalty and or termination for default.

DPAS - Defense Property Accountability System.

Demurrage - Assessment against the shipper or the consignee for the detention of common carrier equipment beyond the period of free time allowed for loading or unloading.

DFAS - Defense Finance Accounting Service.

DLA STORES – Defense Logistics Agency Subsistence Total Order and Receipt Electronic System.

DFAS OPLOC - Defense Finance and Accounting Service Operating Location.

DLR (Depot Level Repairable) - Repairable material requiring special handling, packing and shipment. All DLR’s require proof of delivery documentation on outbound shipments as well as turnover of material within the Supply Department.

DOCID (Document Identifier) - First three positions on most supply documents, which identifies the type of document.

DoD Single Line Item Document (DD FROM 1348) - Standard DoD form used to issue and receive material.

DD - Department of Defense prefix for forms.

DDD - Defense Distribution Depot.

DMLSS - Defense Medical Logistics Standard System.

DTO (Direct Turnover) - Material ordered for direct turnover to customers. Normally this material is not carried in the Supply Department's inventory.

ERMS - Electronic Retrograde Management System.

ERP - Navy Enterprise Resource Planning.

FIFO (First In/First Out) - Inventory method of moving merchandise that comes in first (earliest date) to the front of merchandise received on a more recent date (latest date). The oldest merchandise is stocked first and therefore issued first.

FLCJ – Fleet Logistics Center Jacksonville.

FRM - Navy Forms.

GATES - (Global Air Transportation Execution System) - US TRANSCOM booking system for airlift and surface movement.

GBL - (Government Bill of Lading) – Accountable government form used to document the shipment of material commercial carriers (SF Form 1103).

GEF - Government Equipment Furnished.

GPF - Government Property Furnished.

GSA - General Services Administration.

GTMO - Guantanamo Bay, Cuba.

Hazardous Commodities – Materials, which because of their nature, are dangerous to store or handle and present real or potential hazards to life and/or property.

HAZMAT - Hazardous Material.

High Limit - Maximum quantity of material to be maintained on hand and on order to sustain forecasted operations.

High Value Material - Material that is relatively valuable, easily converted to personal use, vulnerable to the theft, having a ready sale potential in illicit markets, or with a high personal use/attraction.

HMIRS - Hazardous Materials Information Resource System.

IAO - Inventory Accuracy Officer.

IBS - Integrated Booking System.

IG - Issue Group.

JTF - Joint Task Force.

Julian Date - Five digit dating system used by the Government in which the first two digits indicates the calendar year and the last three indicate the day of the year (i.e. 19020JD is 20 Jan 19).

KLOC - Work Center Location.

Lead time - Time required for ordering and shipping.

Line Item - Item that carries a separate stock number or is otherwise individually identified for ordering, storing, processing, or other handling purpose.

Loaned Material - Material transferred to customers on a temporary basis and returned or replaced in kind.

Location - specific area in which material is physically located (e.g. bin, bulk, et.) identified by a nine-digit location code.

Lot - Collection of service output from which a sample is to be drawn and inspected.

MHE - (Material Handling Equipment) - any stationary or mobile equipment, powered, mechanized, or hand operated, that is used for the physical handling, storage, and movement of supplies.

M-L-S-R - Missing, Lost, Stolen Recovered report.

MMD (Material Movement Document) - Receipt document for processing material to store.

MODE X - Shipping modes.

MSIR (Master Stock Item Record) - The computerized stock record of the Supply Department that indicates quantities of each item by condition and purpose code and the locations of these items. It also contains numerous other codes and pieces of information that help to define and describe each item.

MTIS (Material Turned Into Store) - Material, which is in excess of a customer’s requirement and is returned to Supply for possible credit and re-issue.

NAVSTA - Naval Station.

NAVSTAGTMO - Naval Station Guantanamo Bay, Cuba.

NAVSTAGTMOINST - Naval Station Guantanamo Bay, Cuba Instruction.

NAVFAC - Naval Facilities Command.

NAVSUP - Naval Supply Systems Command.

NAVSUPINST - Naval Supply Systems Command Instruction.

NIIN (National Item Identification Number) -Nine-digit number assigned to a specific item of material for purpose of identification.

NIS - Not In stock.

NLT - Not Later Than.

NMCS -Non-Mission Capable - Supply.

NRFI (Not Ready for Issue) - Material not in a serviceable condition that requires rework or repair.

NSN (National Stock Number) - 13-digit number that is assigned to material for purpose of classification and identification composed of the four digits Federal Supply Classification (FSC) and a nine digit NIIN.

OPLOC - Defense Finance and Accounting Service Operating Location.

Outsize Dimension - Material in excess of 45’ long, 8’ wide, or 11’ high from trailer bed or 13’ 6" high from ground.

QCP - Quality Control Program.

Packaging - Process and procedures used to protect material from deterioration and/or damage, including such tasks as clearing, preserving, packing, marking, and utilization.

PC - Personal Computer.

Pilferage - unlawful removal of materials, supplies, or equipment from warehouses, receiving areas, delivery/pickup points, vehicles, or any other area having material without proper authority. Pilferaging is a Federal Offense.

PMCS - Preventive maintenance and check system.

POD - Proof of Delivery.

PTS - Product Tracking Service.

PWC - Public Works Center.

PWRMS - Pre-positioned War Reserve Material Stock.

QA (Quality Assurance) - Method used by the Government to provide some measure of control over the quality of purchased goods and services received.

QAE (Quality Assurance Evaluator) -Quality Assurance Evaluator is the Government employee appointed to assist the COR in monitoring the Contractor’s Performance on daily, weekly, monthly, etc., basis.

QC (Quality Control) - Method used by the Contractor to control the quality of goods and services produced.

QDR- Quality Deficiency Report.

Random Sample - Sampling method whereby each service output in a lot has an equal chance of being selected.

Random Sampling - Method of inspecting specific items in a lot to determine the quality of that lot against a standard.

RCF - Receipt Control File.

RCN - Receipt Control Number.

RDD - Required Delivery Date.

RDF - Receipt Due File.

Requisition - Document submitted to a supply source to obtain materials/services.

Retrograde - Non-RFI repairable material.

RFI (Ready for Issue) - material in a serviceable condition that does not require rework or repair.

RoD – Report of Discrepancy.

SAR - Shipped as Received (not packed by shippers).

Shipping Document - Government form used to identify an issue/shipment unit (DD Form 1348-1, DD Form 1348- 6 or DD Form 1149).

SQ - Square Foot.

Standard - Acknowledged measure of comparison.

Supply Condition Code - One-letter code used to classify material in terms of readiness for issue and use or to identify action underway to change the condition of material.

TAC - Transportation Account Code.

Tailgate Date - Julian date stamped on all incoming material at the time receiving personnel take custody from the warehouse.

T-Codes - Transaction Codes in ERP ex: SVD, Z9G, XXD, XYS, ZSW, ZSB, Z83, ZSF, XDB, XDY.

Transportation Document - Document used to effect the shipment of material (GBL, CBL, Truck Manifest, TCMD).

Turn-In - Unserviceable material or material excess to customer requirements that is returned to Supply for credit.

UI (Unit of Issue) - Two-digit alpha code that is used for requisitioning and issuing purposes.

UMMIPS (Uniform Material Movement and Issue Priority System) – DoD priority system which identifies the relative importance or urgency of a supply requisition.

Valid Customer Complaint - Any customer complaint substantiated by investigation or presentation of data.

Warehouse Refusal - Situation where the stock record shows material on hand, an issue is released, but there is not material in location.

3.0 Government Property Furnished (GPF).

3.1 Facilities. The Government will provide the Contractor with the following facilities for its exclusive use in performance of this contract. The Government reserves the right to change the type of material stored in these facilities.

a. Building 6 – Single-story building, containing approximately 23,334 square feet, identified as a

Carpentry Shop, wood storage area, office space, and General Storage Area.

b. Building 260 – Double-story building, containing approximately 35,000 square feet identified as a

Cold Storage Warehouse, contains four large walk in freezers and three smaller walk-in freezers, Ice Plant Room, three offices, and the Supply Department Hurricane Shelter.

c. Building 717 – Single-story building, containing approximately 26,790 square feet, identified as Dry Provisions Storage Warehouse with two offices identified as the Vehicle Receiving Section.

d. Building 755 – Single-story building, containing approximately 27,744 square feet, identified as Transportation/ Receiving Warehouse, with five (5) work offices, training office, and Depot Level Repairable Storage.

e. Building H3 – Single-story Hospital Warehouse/Office(s), containing approximately 47,888 square feet, identified as Hospital Work Spaces, and storage area.

f. Building H1 – Hospital Galley, containing approximately 320 square feet, identified as Hospital Galley and storerooms.

g. Building 2227 – Single-story K-Span Warehouse, containing approximately 15,250 square feet, identified as Hospital Storage Warehouse.

3.1.1 Facilities Maintenance. The Government will be responsible for major maintenance of the structures:

however, the Contractor shall be liable for the cost of maintenance/repairs in case of damage caused by the Contractor's neglect or misuse. The Government will be responsible for repairs to existing building structures and its associated plumbing and electrical service. Routine requests for maintenance shall be submitted to the COR in writing within 24 hours, and emergency requests shall be submitted within one hour of the discovery of the damage or defect. Any modification or alteration to Government facilities desired by the Contractor must be described in writing and forwarded to the COR. The Contractor shall receive written permission from the COR prior to modifying or making any alterations to Government facilities. All such approved modifications shall be made at Contractor expense and shall remain the property of the Government after completion of this contract.

3.2 Material.

3.3 Packing/Crating Materials. The outgoing Contractor shall participate in a joint inventory with the

Government personnel on a mutually agreed upon date to ascertain the type, quantity, quality, and the total dollar value of all packing material in inventory. The dollar value will be based on prices at the time of the inventory. The inventory turned over to the incoming Contractor will be at least a 30-day supply of packing/crating materials. The Contractor shall sign for custody and accountability of all materials upon completion of the inventory. The Contractor shall replenish this inventory at the Contractor's expense as outlined in paragraph 4.0. All materials procured by the Contractor shall meet the specifications for packing and crating in accordance with the directives listed in Paragraph 8.0. Thirty (30) days prior to the conclusion of this contract, the Contractor shall participate in a joint inventory with the Government to determine the total dollar value of the inventory. The Contractor shall reimburse the Government for the difference (or have the difference deducted from final invoice) if the dollar value of material is less than the dollar value inventoried at the beginning of the contract. The following is a representative list of the material used that will be turned over to the Contractor as discussed above.

a. Cushioning Materials

b. Nails, Staples

c. Government Labels

d. Fiberboard Boxes

e. Kraft Wrapping Paper

f. Tape

g. Metal Strapping

h. Brushes

i. Paints

3.4 Government Equipment Furnished (GEF). Prior to contract start date, the Contractor and Government shall conduct a joint inventory of the GEF. The equipment will be made available to the Contractor for exclusive use in performance of this contract; with the Government maintaining ownership. GEF may not be representative of all equipment necessary to perform under this contract. The Contractor shall retain any equipment, which the Contractor should choose not to use, for the duration of the contract. Actual use of this equipment is at the discretion of the Contractor.