PWS_FOR_SOURCES_SOUGHT_(1).docx

2.1 DMDC is the component organization within the DoD to implementation smartcard technology and the DoD’s initial Department-wide credentialing program, as directed by the Deputy Secretary of Defense. Since the initial CAC implementation, the Department has expanded the CAC program to select Federally-affiliated organizations. In addition to CAC production, DMDC has a requirement for logistical support to include the warehousing, card distribution, and card return processing necessary for program implementation.

· Cardstock (CAC/Token/USID)

· Sleeves (CAC only)

· Consumables (CAC and USID)

4.1.1. The Contractor shall ship emergency shipments of cardstock to RAPIDS sites as directly by the government. The Contractor shall notify the government of any unforeseen surge in emergency requests. Cardstock releases in support of DMDC’s cardstock program are routinely processed directly by the card manufacturers from their vaults under separate contracts. For emergency shipments, the contractor shall track cardstock and token by card type, card vendor, and stack identification (ID) number via the Inventory Logistics System (ILS), which is an automated tool to track smart cards and consumables inventory and shipments. Cardstock is packaged in “stacks” of 100 cards each. The contractors must be eligible and obtain a Common Access Card. The CAC is required to access the Inventory Logistics System (ILS). The government will furnish the contractor with CAC card readers to use with their own (contractor) computers to enter the information into ILS.

4.1.2. The government will provide the printer consumables and sleeves used in card production to the contractor. Examples of printer consumables could be color ribbon, front and back laminate, retransfer film, test cardstock and cleaning kits.

4.1.3. The contractor shall notify the Government 30 days prior to when additional consumables are needed to maintain sufficient supply to support the daily orders.

4.1.4. The contractor shall utilize the First In, First Out (FIFO) distribution method in order to avoid shelf life expiration unless otherwise requested by the Government. For planning purposes, large quantities of plastic card printer cleaning materials require well-ventilated storage areas to comply with Occupational Safety and Health Administration (OSHA) standards. The contractor shall reimburse the government for any cardstock and consumables that are damaged or expired as a result of non-compliance with DMDC FIFO requirements. Attachment A lists dimensions of CAC and consumables.

4.1.5 WAREHOUSE - The contractor shall provide a storage facility that is ISO 9001-2015 certified and an estimated warehousing size to support this PWS is approximately 1400 – 1500 sq. feet in size The contractor’s warehousing costs will be priced under CLIN 0002 Order-Level Materials, SIN 00CORP 500.

4.1.6. The contractor shall provide distribution and warehousing for consumables. All supply orders are automated and generated by the ILS and/or from the RAPIDS sites to the contractor. Emergency requests for re-supply are received via standard mail, e-mail, FAX and regular automated reorders generated via the ILS. The contractor shall access government provided supplies to support the shipments of consumables and CAC/Token emergency shipments. All shipments of orders shall be processed and ready (for FedEx pick-up) the same business day of receipt of order, unless it is received late in the day then it will be processed the next day. The contractor shall be ready to process any emergency shipment the same day as requested by the government. The contractor shall log all boxes shipped via FEDEX or DHL using Monthly Government Shipping Account Usage Report at Attachment D.

4.1.7 For any consumables that are returned to the contractor in error, the contractor shall notify the government within 24 hours as to what was returned, how many, used or unused. For the unused consumables, they will be put into inventory for reuse for new shipments. The used consumables will be kept at the contractor’s location until the end of the performance period for shredding. The contractor shall provide the government with the following information in order to provide the shredding service: number of boxes of used consumables, dimensions of the boxes and approximate weight. The government will provide the shredding service.

4.1.8. The contractor shall provide a daily Cardstock Review report to DMDC to facilitate the required approvals including the current inventory on-hand at the support center of individual cards/tokens brands and types. The Cardstock Review Report captures all orders emailed/faxed to the support center/DMDC.

4.1.9. The government provides the contractor with directions for shipment releases. The contractor shall then package the individual site's re-supply of cardstock and/or consumables for shipment and capture the associated shipment tracking data listed below. The contractor shall link the appropriate cardstock/token and/or consumables in the ILP within 24 hours after the shipments have been made. For reporting requirements, the inventory released and shipment tracking data is entered into a database for the respective sites that will receive the shipments. On a monthly basis, the contractor shall submit the DMDC Cardstock and Consumable Order Report at Attachment C. This reports the cumulative of all orders to include auto-generated and emergency manual orders. Data fields to be included are identified in Attachment C, DMDC Cardstock and Consumable Order Report.

4.1.10. The contractor shall ship cardstock and consumables using a DMDC-provided shipping account. The government will provide all packaging and shipping materials, however, for FedEx supplies, the contractor shall order from Fedex.com as necessary to support the daily shipments. The contractor is responsible for tracking all tracking numbers, site name, DEERS Site ID, shipment date, for all outgoing cardstock and consumables that use the DMDC-provided shipping account. The contactor shall comply with all local Customs requirements, particularly OCONUS, for shipping of cardstock, tokens and consumables. The contractor shall provide the cumulative shipping data for the fiscal year electronically on a weekly basis. The contractor shall use the weekly information to create the monthly deliverable government Shipping Account Usage Report, Attachment D. FedEx is the current shipping provider, however, it is subject to change as required by the government’s guidance. The contractor shall ship cardstock orders and along with the required consumables at the same time per government’s instructions. The contractor shall track all shipments through the ILS. The contractor shall use Attachment B report for the weekly report of the current inventory on hands and the weekly shipments of cardstock and consumables.

4.1.11 The number of shipments per performance period is 6,600. Attachment B is provided to show a year of historical info to provide information as to prior frequencies and size of shipments for both cardstock and consumables shipments. This is attachment is provided for information only to show past frequencies and size of shipments.

4.2 Return Cardstock

4.2.1 All sites are provided with instructions for card and token return and for consumable disposal in accordance with local procedures. World-wide RAPIDS sites are instructed to return all CAC cardstock (excluding USID cards, blank cardstock and consumables) that are used, expired, replaced or encountered production issues to the contractor’s location. From October 2017 to September 2018, average of 200,000 cards returned and processed each month.

4.2.2. For all returned CAC cardstock, the contractor shall:

4.2.2.1 Tracking numbers, Site name, Site ID, Shipment Date, and Receipt Date, quantity received.

4.2.2.2 This information shall be provided in the electronic Government Shipping Account Usage Report. The contractor shall report any sites that are non-compliant with the required packaging to the COR immediately.

4.2.3.1 Inspect all returned CAC boxes to determine whether they were double-packaged when mailed to DMDC, as required by the Privacy Act of 1974. The contractor shall notify the COR of any non-compliance with this requirement within 48 hours.

4.2.3.5 Track and report the number of returned cards received and the number of returned card processed each month.

4.2.3.6 The number of CAC returns per year is 2,700,000. This is the quantity to be used for this requirement.

4.2.3.7 The contractor shall perform all requirements under 4.2 within 30 days of receipt of the CAC returns to the contractor.

4.3. Returned Cardstock Shipping

4.3.1 The contractor shall follow the provided procedures to return cards for proper destruction as required to adequately support the cardstock program and use shipping return process outlined at Attachment F – CAC return card overview. Deviating from NSA instructions poses great risk to continued NSA’s cardstock destruction support. The Contractor shall ensure the first package includes a large envelope or box with a Privacy Act Data Cover Sheet, which identifies the cardstock as containing Personally Identifiable Information (PII) data. The second outer package shall be a box from a third party courier or from your site that has the words “For Official Government Use Only” stated on it. The first package shall be inserted into the second outer package for return shipment using the Federal Express account provided by DMDC. Shipments to NSA are every 2 months. However certain error code cards will require a monthly shipment to the third party vendor for further analysis per the government’s instructions.

4.3.2 The government will provide instructions for shipments to the contractor upon award. The contractor will send to designated third party for analysis or destruction. The Contractor shall ensure all required documents are included with shipping. All shipments must include a DD Form 2923, Privacy Act Data Cover Sheet. Third party documentation requirements for shipping may vary. The Government will provide complete instructions/guidance. An example of a current requirement is that a document listing the contents must be included for each shipment of cards sent for destruction/analysis. In another example, the documentation requires the inclusion of a self-addressed envelope for validation of receipt.

4.3.3 The contractor shall inspect the outer box to ensure that it is in good condition and can be properly sealed and ensure that the box chosen for shipping can withstand the weight of the cardstock and will not break when in transit. If a box breaks or opens in transit, Privacy Act data contained on the returned ID cards is at risk of being exposed. The contractor shall follow the DMDC and NSA Return Card Overview (Attachment F) for shipping the return cards that have been processed to NSA for final destruction. The Contractor shall complete the CMC Required Procedures (Attachment G) when processing each shipment of the returned cards to NSA. The Contractor shall verify and complete the update to date CMC Receipt for Destruction of Classified Material from NSA Website https://www.nsa.gov/Portals/70/documents/news-features/initiatives/classified-materiel-conversion/cmc_receipt.pdf?ver=2018-08-07-110456-643 to ensure it is still a valid form, then complete the form for each shipment to NSA. The Contractor shall complete form Contractor Approval Form for the Destruction of Classified Material at NSA/CMC facility (Attachment I) annually and forward to the COR for review and signature then submit to NSA after it has been signed by the COR. Attachment J is for information purpose of how RAPIDS sites return the cardstock to the contractor/DMDC. The Contactor shall print the Privacy Act Data Cover Sheet in color. For the extensive shipping procedures reference:

4.3.4 Shipments to third party (NSA) will be done every 2 months and third party analysis will be done monthly for certain error codes cards (see 4.3.2).

4.4 Senior Management Review Report (SMR). The contractor shall provide a Senior Management Review (SMR) Report monthly. Contractor shall participate in a monthly SMR and will change to quarterly when requested by the government. There will be no travel required. The monthly SMR will be telephonic. The purpose of the SMR is to provide monthly program review and any issues required government escalation