M00318-16-T-0008_COPARS_Solicitation.docx

M00318-16-T-0008

Section SF 1449 - CONTINUATION SHEET

Store Operation On site staffing and management of the COPARS facility.

MILSTRIP: M0031216RCLM705

PURCHASE REQUEST NUMBER: M0031216RCLM705

Material Sales

0002AA

Non Price Listed Items

0002AB

Common Parts

0002AC

Original Equipment Manufactured (OEM)

0002AD

Batteries/Tires

1002AA

1002AB

1002AC

1002AD

2002AA

2002AB

2002AC

2002AD

3002AA

3002AB

3002AC

3002AD

4002AA

4002AB

4002AC

4002AD

SOLICITATION INFORMATION

1. See FAR clause 52.212-2, Evaluation, for information on evaluation criteria and how the Offeror's proposal will be evaluated.

2. See FAR 52.212-1 provision, Instructions to Offerors, and the Addendum to provision FAR 52.212-1 for instructions and required submittals.

3. See CLIN 0001 through 4002AD and PWS for information on the technical requirement.

4. The successful offeror shall be required to invoice in accordance with the attached WAWF invoicing instructions.

5. List of Attachments Attachment 1: Government Vehicle List Attachment 2: Hazardous Material Procedures Attachment 3: Daily Transaction Sheet Attachment 4: NAVSUPINST 4200.85D Attachment 5: Price Breakdown

ADDENDUM TO FAR 52.212-1

ADDENDUM TO FAR PROVISION 52.212-1

INSTRUCTIONS TO OFFERORS FOR RFQ M00318-16-T-0008

1. Instructions to Offerors:

Offerors shall submit only one (1) offer in response to this RFQ. Therefore, the Offeror’s submission should demonstrate the optimal capability in response to the requirements. Offers for the services to be provided shall be electronically submitted by e-mail, hand-carried or mailed and received at the following location by 10:00 AM Hawaii Standard Time (HST), 12 March 2016:

Commanding Officer, Marine Corps Base Hawaii Attn: GySgt Byron Moody Regional Contracting Office Hawaii 2nd Street, Building 209 Marine Corps Base Hawaii Kaneohe Bay, HI 96863-3063

(808) 257-0093

Offerors are advised that Quotes sent by conventional US Mail service are not routed directly to the above address. Therefore, the possibility that a Quote will not comply with the stated closing date/time exists; in such case the Quote will be considered a “late submission.” Offerors who choose to send their submission via the US Postal Service (USPS) should address their Quotes to the address specified in Box 9 on Page 1 of this solicitation. The physical address specified above should be utilized for delivery in person and mailing by an express mail service such as FedEx and UPS.

All questions shall be submitted, in writing via e-mail, to GySgt Byron Moody, Contracts Specialist, at byron.moody@usmc.mil by 10:00 AM Hawaii Standard Time, 26 February 2016. The Government does not anticipate extending the due date for receipt of Quotes, therefore, review the RFQ and these instructions thoroughly so all of your concerns/questions can be addressed.

2. Site Visit.

A site visit is scheduled to be held on 23 February 2016 at 0900 aboard Marine Corps Base Hawaii. Instructions to the site will be provided when the prospective bidders RSVP. Interested firms are limited to two attendees each and shall contact GySgt Byron Moody (byron.moody@usmc.mil) by e-mail no later than 1200 on 22 February 2016 (HST), providing, at a minimum, the following information: (1) company name, (2) attendees’ names, (3) a valid contact phone number, and (4) driver’s license (or picture ID) numbers for each attendee.

Although the final deadline for submission of questions is 10:00 AM Hawaii Standard Time, 26 February 2016, interested parties are encouraged to submit questions in writing prior to the site visit. All questions asked during the site visit will be answered on an informal basis. Only questions submitted in writing will be formally addressed and documented via an amendment to the solicitation. Please Note: Remarks and explanations made at the site visit will not be binding on the Government. The solicitation’s terms and specifications will remain as stated herein unless amended through a written amendment to the solicitation.

3. Offerors shall submit the following with their Quote:

a) RFQ – M00318-16-T-0008. A completed and signed copy of the solicitation indicating agreement to the provisions and clauses therein.

b) A completed Offeror Representations and Certifications (52.212-3) and DFARS 252.212-7000. An Offeror shall complete only paragraph (j) of FAR 52.212-3 Offeror Representations and Certifications – Commercial Items Alternate I if the Offeror has completed the annual representations and certifications electronically at http://sam.gov. If an Offeror has not completed the annual representations and certificates electronically at the ORCA website, the Offeror shall complete only paragraphs (b) through (i) of this provision.

c) Technical Quote. Describe in detail your company's Quote and how it satisfies the technical requirements in the RFQ. The Offeror must demonstrate an understanding of the technical requirements.

d) Past Performance Information

e) Price Quote

4. Quote Format. Offerors shall prepare and submit their Quotes as set forth in Table 1. The titles and contents of the sections are defined in Table 1 of this document, all of which shall be within the required page limits (including all attachments, figures, etc.) and with the number of copies specified in the table. An electronic copy of all documents (technical and price) shall also be submitted on a single (1) CD-ROM. Quotes shall be prepared using “Arial” or “Times New Roman” 11-point font style on 8½ x 11 inch white paper. Tables and illustrations may use a reduced font style, not less than 8 points. Foldouts are not allowed. Margins shall be one (1) inch on all sides. All material submitted may be single-spaced. Offerors should ensure that each page of the original Quote provides identification of the submitting Offeror in the header or footer. The “original” folder shall be marked “ORIGINAL.” Each volume of the Quote shall be separately bound in a three-ring binder that will permit the volume to lie flat when open. Staples shall not be used. A cover sheet should be bound in each book, clearly marked as to solicitation number, volume number, Quote identification, and the Offeror's name. IAW FAR Subpart 4.8, the Government will retain one copy of all Quotes. Unless the Offeror requests otherwise, the Government will dispose of extra copies of unsuccessful Quotes. Offerors may arrange the empty folders to be picked up or delivered back to them at their own expense.

Table 1 – Required Format for RFQ

5. Volume I: Technical Quote: The Offerors shall submit one original technical quote and 3 copies in response to this solicitation. The Technical Quote shall provide information as described below under technical factors. Legibility, clarity, and coherence are very important. Offeror’s responses will be evaluated against the evaluation criteria defined in the Evaluation Criteria section of the Solicitation.

Technical Factors

i) Sub-factor (1) Experience: The offeror must have five (5) years of relevant experience in managing a COPARS site in the Hawaii, Guam, or other Pacific territories of the United States. Provide evidence of experience in performing efforts of similar size, scope and complexity within the last five (5) years, including contract number, indication whether a prime or subcontractor, contract value, Government/Agency point of contact and current telephone number; and a brief description of how the contract(s) referenced relate(s) to the requirements described herein.

ii) Sub-Factor (2) Management Plan: The contractor shall provide an organization chart with Job descriptions, staffing lists/diagrams, and the authority granted to each level. This organizational chart shall be comprehensive and provide, as indicated, clear lines of authority necessary to meet or exceed SOW requirements. The contractor shall propose a Start-up/ that allows for ordering to start on day one of performance. The government anticipates the award anouncement to occur twenty days prior to the beginning of the period of performance. A Phase-out plan shall also be included. Include a schedule for all key events; meetings, personnel actions, storage, shelving, inventory stock-up, disposal, material movement in/out (forklifts, trucks, carts). Describe how Government Furnished Equipment (GFE) and Government Furnished Material (GFM) will be immersed into its plan to enable Day One performance. The proposal shall contain a method for controlling government furnished property and describe how the facility will be utilized to reduce damage to GFP and/or injury to all who enter the premises & adjacent loading/dock areas.

iii) Sub factor (3) Catalog/Inventory: The proposal shall contain a comprehensive catalog that consists of products that demonstrate a diverse listing of items. The catalog should contain only in-scope items determined TAA compliance, in the following categories: general automotive, OEM parts, automotive maintenance, auto shop supplies, and automotive tools. The contractor shall indicate how frequently it updates the catalog. Minimum requirement is once a month to coordinate with monthly COR meetings. The catalog shall demonstrate that the offeror can provide, in an electronic format, a list of all items that contain a Universal Standard Products and Services Classification (UNSPSC), Manufacturer, place of manufacturing, price. It must have a clear description assigned to each catalog item. The contractor shall provide a reliable (demonstrating its reliability) method for delivering this catalog in electronic format to the COR on a routine basis.

The offer can meet these requirements via Prime, or Subcontractor. Only the quotes that are found to be technically acceptable will be considered for award.

6. Volume II: Past Performance. Provide three (3) relevant examples of PRIME Contractor past performance. Emphasis should be placed on programs similar in scope, reflecting relevant experience within the last three (3) years. One (1) of these references should be for a performance-based effort similar in scope to the requirements set forth in the PWS. Provide three references to include the following for each contract:

i. Customer

ii. Contract/Task Order number

iii. Contract type

iv. Program name

v. Total contract value

vi. Identification of any Key Staff involved

vii. Description of work performed

viii. Relevance to this task, provided in “bullet” format

ix. Names/Telephone numbers/E-mail of the POC and COR

If it is anticipated that at least 40% of the effort will be fulfilled through teaming arrangements and/or Sub-contractors, provide three (3) references adhering to the above criteria for those companies.

7. Volume III: Price Quote. Attachment 5 – Price Breakdown is to be completed and submitted with the proposal. This sheet will be used for the evaluation of price. Only submit pricing compliant with this worksheet.

a. Volume estimates are provided, and are non-editable

b. Offeror shall input values on rows seven (7) through ten (10) on Attachment 5.

c. Per the preconfigured formulas built into the spreadsheet, surcharges will apply to NPL items and discounts will apply to all other categories.

d. Propose a monthly rate for the Store Operation.

e. The only editable rows are highlighted in green.

Additional Data. Data beyond what is stated in these instructions are not required and shall not be submitted unless it is essential to document or support the Offeror’s price position. All information relating to the proposed price including required supporting documentation must be included in the section of the Quote designated as the Price Quote. Under no circumstances shall this information and documentation be included elsewhere in the Quote.

ADDENDUM TO FAR 52.212-2

ATTACHMENT 2: ADDENDUM TO FAR 52.212-2 EVALUATION FACTORS FOR AWARD

RFQ EVALUATION FACTORS AND RATING CRITERIA

1. The evaluation factors are set forth below:

1. Technical Factors Sub-factor 1: Experience Sub-factor 2: Management Plan Sub-factor 3: Catalog/Inventory

1. Past Performance Sub-factor 1. Quality of work Sub-factor 2. Schedule Sub-factor 3. Management Responsiveness Sub-factor 4. Cost Control

1. Price - The Government intends to award a single award with FFP CLINS for the store operation component and fixed discounts for catalog items and fixed surcharges for NPL items. Award of the contract will be based on a thorough evaluation of the Offeror’s proposals, using the evaluation criteria established in this section and will be made to the Offeror whose proposal is determined to provide the best value to the Government.

2. Award will be based on the following evaluation criteria:

Technical, Past Performance and Price. Award will be made to the Lowest Priced Vendor that has acceptable Past Performance, and provides a Technically Acceptable proposal. The proposal must be found to be technically acceptable in order to be considered for award.

3. Technical Evaluation Criteria. The technical evaluation ratings will be accomplished at the factor level of each Quote received and will reflect performance and risk assessment.

1. Sub-factor (1) Experience: The offeror must have five (5) years of relevant experience in managing a COPARS site in the Hawaii, Guam, or other Pacific territories of the United States. Offerors will be evaluated on experience in performing efforts of similar size, scope and complexity within the last five years.

1. Sub-Factor (2) Management Plan: The offeror will be evaluated on the organization’s ability and management approach in meeting the requirements listed in the SOW. Offerors will be evaluated on a phase-in plan that will allow ordering on day one of performance. Offerors will also be evaluated on storage, inventory, disposal, material movement, staffing solutions, communication with the government, safety and the protection and accounting of GFE and GFM.

1. Sub factor (3) Catalog/Inventory: The offeror will be evaluated on the breadth of the parts catalog, vendor affiliations, and the ability to obtain parts that are germane to the vehicle inventory provided in the solicitation. The offeror shall have an electronic catalog that is updated at least once a month and can be easily and reliably delivered to the COR on a routine basis. The catalog shall identify all items and contain a Universal Standard Products and Services Classification (UNSPSC), manufacturer, place of manufacturing, clear description and price for each item.

The offer can meet these requirements via Prime, or Subcontractor. Only the quotes that are found to be technically acceptable will be considered for award.

4. Past Performance Evaluation Criteria. Offerors found to be acceptable on all technical factors will be evaluated based on past performance information presented in their Quotes and on information obtained by contacting the Offeror’s supplied references relative to current projects or those completed within the last three (3) years. Past Performance information will be obtained from PPIRS. In addition, the Contracting Officer has the discretion to retrieve information via Offeror’s provided references from Past Performance Questionnaires, commercial sources, and from other federal sources such as the System for Award Management (SAM). Past performance information reviewed will pertain to work performed that is similar to the SOW. In assessing relevancy, the Government may evaluate an Offeror’s references for similarity of scope (e.g., complexity of effort) and dollar value of the references as compared to this effort. Offeror’s past performance will be evaluated based on customer satisfaction and relevant work experience. Once the Government has completed its evaluation of past performance of each Offeror, an assessment rating will be assigned of acceptable or unacceptable. Offerors with unknown past performance will be rated as acceptable.

5. Price The quoted price is an important factor; however, an offeror must be found acceptable on non-price factors in order to be considered for award. The government will award to the lowest price, technically acceptable offer. An offeror’s price proposal will be evaluated through price competition, and may be further evaluated through price analysis, comparison to an independent government estimate, or any other techniques as appropriate. Each Offeror’s price proposal may be evaluated for reasonableness and completeness as per the following:

Reasonableness. The Government will evaluate the reasonableness of proposed prices for the base period and four (4) Option period of performance by assessing the Offeror’s methodology used in developing the price estimates. For the price to be reasonable in its nature and amount, it should not exceed that which would be incurred by a prudent person in the conduct of a competitive business. Reasonableness takes into account the context of a given source selection, including current market conditions, current Department of Labor Wage Determinations, and other factors that affect the ability of an Offeror to perform the contract requirements. Reasonableness depends upon a variety of considerations and circumstances, including:

1. Whether the proposed prices are generally recognized as appropriate for the services to be performed.

1. Generally accepted sound business practices, Federal and State laws and regulations, etc.; and,

1. Any significant deviations from the Offeror’s established practices.

Completeness. Price Quotes shall be evaluated for completeness by assessing the level of detail the Offeror provided to support requirements in the PWS, and may include assessing the traceability of estimates. For the price Quote to be complete, the Offeror must provide all the data necessary to support the offer, including all sub-contractor and/or teaming arrangements pricing information. The amount of data needed may vary depending on the requirement.

6. Relationship of Technical Factors to Price Factor: The Technical Factors are considered the most important factor. The technical factors will be evaluated first and only those offers considered technically acceptable will be evaluated for past performance. For those offers found to be technically acceptable with acceptable past performance, price will become the controlling factor for the award decision.

7. Basis of award: Award will be made to the Lowest Priced, Technically Acceptable offer. Offerors must receive an overall rating of “Acceptable” for the Technical Factors and Past Performance to be considered for award.

Option pricing will be evaluated and included as part of the evaluations. The Contracting Officer will make an overall rating for the Price factor as Reasonable or Unreasonable.

STATEMENT OF WORK

STATEMENT OF WORK (SOW)

MOTOR TRANSPORTATION DEPARTMENT

MARINE CORPS BASE HAWAII

CONTRACTOR OPERATED PARTS STORE

1. BACKGROUND

1.1 Commander, Marine Corps Base Hawaii delivers best value planning, engineering, public works, environmental, and acquisition services in Hawaii to Marine Corps and other federal agency clients. Marine Corps Base Hawaii encompasses the base located in Kaneohe Bay, Hawaii.

2.0 DEFINITIONS

2.1 Contracting Officer (KO): The individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the KO within the limits of their authority as delegated by the KO.

2.2 Contracting Officer’s Representative (COR): A Government employee appointed in writing by the KO to serve as a technical liaison between the Government and the Contractor for a specific contract. The COR monitors the Contractor’s performance and provides technical advice to the KO and Contractor within the scope of work of the contract.

2.3 Government Representative: A Government employee that is responsible for the acceptance of the daily billing statement, verification of transactions, and payment utilizing the Government Purchase Card.

2.4 Contractor: That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall insure that subcontractors comply with the provision of this contract.

2.5 Contractor Representative: The individual appointed by the Contractor, in writing, who has been assigned responsibility for executing the requirements of this contract.

2.6 COPARS: Contractor Operated Parts Store.

2.7 Facility: A building or structure designed and created to serve a particular function.

2.8 Performance Assessment: A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.9 Quality Control (QC): A method used by the Contractor to control the quality of goods and services produced.

2.10 Quality Assurance (QA): Means the various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.11 Universal Product Code (UPC) Number: A unique number assigned to each unit of inventory that is a key identifier of the manufacturer, product or catalog number, and the unit of issue.

2.13 Fast Moving Items: Part issues averaging at least two (2) issues a month during any three (3) month period.

2.14 Local Trade Area: A supplier within a 40 mile radius of the COPARS locations.

2.15 Specialized Services: Services that may require additional training, handling and compliance to Government programs, processes and procedures.

2.16 Original Equipment Manufacturer (OEM): The manufacturer of products or components that are purchased by another company and retailed under that purchasing company’s brand name.

2.17 Aftermarket Part: Market of parts created to better or maintain a product that was previously sold. Inexpensive versions not made by the original manufacturer.

2.18 Contractor employee(s): All Contractor and Sub-contractor employees performing work under this PWS.

3.0 SCOPE & OBJECTIVE

3.1 The Contractor shall provide all labor, material and equipment to manage and operate a contractor operated parts store (COPARS) physically located in Building 385 at the Transportation Department, Marine Corps Base Hawaii. The Contractor shall procure, store, maintain, deliver, and issue new and remanufactured and/or rebuilt parts and materials commercially available in a typical automotive parts store. The COPARS will include services associated with the provision of a full-service, walk-in and walk-out commercial retail operation, including a vendor-owned/managed inventory, operating out of a Government- provided facility. Parts and services shall be made available to authorized Motor Transportation personnel.

3.1.1 Services shall include on-site management, establishing an initial inventory of products, maintaining adequate inventory levels, stocking/restocking of shelves, customer service (e.g., technical research in support of customer needs, advice to customers), performing check-out duties, and receiving/accepting damaged, unserviceable, or unused returned goods. Specialized services may be required with respect to maintaining and selling hazardous materials (HAZMAT), bulk items/materials, stocking, maintaining and delivering of consumable supplies at a satellite location.

3.1.2 Parts, materials, and supplies shall include a full range of products associated with preventative maintenance, inspection, testing, personal protection equipment, body work and paint, and repair/replacement parts for vehicles, trucks, trailers, material handling equipment (MHE), special purpose vehicles, and heavy equipment and construction equipment parts as needed.

3.1.3 Typical items: Most material and equipment will be provided on this contract will fall under the following Federal Supply Groups: 23, 24, 25, 26, 28, 29, 30, 31, 34, 35, 36, 40, 43, 47, 51, 52, 53, 79, 81, 91, 93, 95, and 99.

3.1.4 Excluded Items: Under no circumstances should the following types of material be provided on this contract: subsistence items (such as coffee, tea, bottled water, Gatorade, snack items), nuclear items, Sub safe Level I and safety-of-flight items, medicines and medical supplies, mandatory source items (office supplies, UNICOR/JWOD items, furniture), National Stock Numbered materials carried in the Federal Supply System, Prime Vendor Materials (such as metals, lumber, rubber, containers), and any items listed on the Naval Supply Systems Command (NAVSUP) Prohibited Items Listing found in NAVSUPINST 4200.85 Series, Department of the Navy Simplified Acquisition Procedures.

3.2 An integral part of the Contractor’s effort is staffing and operating the “COPARS,” to be housed in a centrally located Government owned warehouse space of approximately 1189 square feet, operational during all Federal work days and additional after hours and weekend service as situations warrant. Based on historical data, the Government requires services outside of normal working hours on average twice per year. The facility shall carry ample inventories to cover routine operations within the Base Support Vehicle & Equipment (BSVE) and Transportation Department or make available through same day delivery; and to provide logistical services as needed.

3.3 In addition to the COPARS, the Contractor may store materials at other contractor owned locations to include bulk materials, consumable supplies, and HAZMAT.

3.4 The Contractor shall have full project management discretion to employ state-of-the-art methodologies, equipment and industry tested processes and operations to ensure that sufficient supplies and materials furnished to the Government are available, issuable and meet standards of quality as specified in paragraph 4.0 Performance Requirements. MARINE CORPS BASE Hawaii will utilize the COPARS as the first source of supply as long as material/supplies/parts are in stock and issuable upon demand. The Government is under no obligation to acquire materials/supplies/parts from the contractor that are out-of-stock at time of need. The Contractor shall be fully responsible for determining the range, depth and all aspects of inventory management in order to meet the same day delivery requirement in supporting operations.

a. Limitation of Marine Corps Base Hawaii Obligation: The Contractor acknowledges that this contract Agreement does not obligate Marine Corps Base Hawaii to purchase items exclusively from the Contractor’s store and understands that this Contract does not establish a minimum purchase quantity of any items.

b. Safety and Regulatory Aspects of HAZMAT materials and supplies: The Contractor shall incorporate all safety and regulatory aspects associated with HAZMAT inventory management, issuance, storage and control that may require additional training, handling and compliance to Government programs and established processes and procedures currently in effect at Marine Corps Base Hawaii. The Contractor shall ensure that all aspects of the Government’s HAZMAT Program are fully implemented and coordinated with the Contracting Officer’s Representative (COR) as required.

3.5 SERVICE AREA AND AUTHORIZED CUSTOMERS: The Contractor shall not sell items out of the COPARS store to other federal agencies located within the Oahu wide area without COR permission. The Contractor shall not sell items to other contractors from the COPARS under this Contract unless specifically authorized in writing by the Contracting Officer. Marine Corps Base Hawaii will be the exclusive customer to the COPARS facility.

4.0 PERFORMANCE REQUIREMENTS

4.1 GENERAL PROJECT MANAGEMENT: The Contractor shall provide overall COPARS management coordination for the performance of all work under this PWS. The Contractor shall designate a Manager to serve as the primary point-of-contact and an Alternate, who shall be authorized to act for the Manager when the Manager is unavailable due to absence or weekends outside of the regular operating hours provided in Section 4.4. The Manager and his/her Alternate or Assistant Manager shall be designated in writing to the Contracting Officer and COR no later than three (3) business days after contract award. The Contractor shall provide the COR at least a 48 hour advance notice in writing if the person designated or his/her Alternate will be unavailable during regular operating hours due to absence. The Manager and Alternate shall have the authority to act for the Contractor on all matters relating to daily operations and to bind the Contractor up to the limits of the contract.

4.1.1 Office Location: The Manager and other Contractor support staff shall work from the work space within the Building #385 warehouse provided for storage and issuance of Contractor owned materials/supplies. Any additional off-base support space used by the Contractor shall be at the Contractor’s discretion and at the Contractor’s own expense.

4.2 COMMUNICATION: The Manager shall respond to all communications from the COR within one (1) working day during normal operating hours unless specified herein. The Manager or his/her Alternate shall be available via pager or cellular device for emergencies including after- hours, weekends and Federal holidays. Upon request by the COR, Contractor personnel shall supply on-site emergency material requests within two (2) hours from initial notification.

4.2.1 Required Conferences and Meetings: The Manager, Alternate, and/or other Contractor support staff shall attend material status, planning and/or management meetings as requested by the COR for coordination, and Marine Corps Base mission support. Meetings may be held on a regular periodic basis (weekly, monthly or quarterly) and the Contractor shall be given at least 48 hours’ notice prior to any meeting where attendance is required. These meetings shall be at no additional cost to the government.

4.2.2 Progress Meetings: The COR and/or other Government personnel, as appropriate, will meet periodically with the Contractor to review the Contractor's performance. At these meetings the COR will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. The following Table A designates current meeting requirements:

4.2.3 MEETING SCHEDULE TABLE A

4.2.3.1 Reports: The Contractor shall provide regular data calls, material listings and other sales and inventory data within 24 hours of a request for data from the COR. Unless otherwise requested, data shall be provided in MICROSOFT Excel file format and sent via email communication to the COR and other designated Government personnel as identified by the COR. Detailed description of report format, fields, column data headings are described in referenced attachments. The following Table B designates current report requirements.

4.2.3.2 REPORTS TABLE B

Listing

Data Report

Transactions

Transactions

Survey

4.3 TRANSITION PERIOD: The KO will provide a notice to proceed to the Contractor. The Contractor then has a transition/start-up period of twenty (20) days after contract award to stand up a fully automated COPARS system, establish communication lines/equipment, stock the COPARS with inventory, and have the ability to fill orders from the Government.

4.3.1 THE POST AWARD KICKOFF (PAK) MEETING: Within five (5) business days of contract award, the Contractor shall meet with the Contracting Officer, the COR and other Government personnel to discuss, review, coordinate and develop a mutual understanding relative to the Contractor’s inventory management, mode of COPARS operations, safety program, quality control procedures and other services agreed to by this PWS. The Contractor’s key personnel shall be in attendance at this meeting and include other sub-contractors as the Contractor deems appropriate. The PAK meeting shall include discussion of partnering, as a means of the Contractor doing business with Marine Corps Base Hawaii that recognizes common goals through communication and teamwork. The meeting purpose shall be to help create a close working environment to assure the needs of Marine Corps Base Hawaii are met through reliable material supply service provided by the Contractor’s level of service, expertise, experience and delivery.

4.3.2 Within fifteen (15) days of the start-up date or fifteen (15) after award, the Contractor shall submit to the COR, two (2) copies of parts price lists and two (2) catalogs for new and rebuilt parts sold by OEMs and/or distribution centers selling after-market parts, as specified in paragraph 4.11 and 4.12. Additionally, the Contractor shall establish and maintain an up-to-date Internet accessible catalog of materials/supplies that is searchable and includes a full description of the material being carried, standard unit of issue and a picture or thumbnail image of the item. The Internet catalog shall only contain items that are carried in the COPARS inventory. The contractor must create or utilize existing technologies to give the Government a central location (i.e. website) to see the current inventory of the contractor’s store front at all times.

4.3.2.1 The Contracting Officer will have the authority to delete products considered to be luxury or inappropriate items prior to final issuance of the catalog to Marine Corps Base Hawaii Transportation personnel. The Contractor shall, upon approval from the Contracting Officer, print and distribute the catalog that reflects the items and price list accepted by the Government for the period of performance. At the time of approval, the KO will provide a distribution list and direct the contractor to provide no more than two (2) copies per government requesting office not to exceed ten (10) total catalogs performance period.

4.3.3 Within fifteen (15) days of the transition/start-up period, the Contractor shall provide the COR a roster of employees that will staff the COPARS. The Contractor shall furnish an updated roster within one working day anytime there is a change of personnel. All personnel staffing the COPARS shall complete an orientation provided by the Contractor, which shall include the following:

a. General and specific contract performance requirements.

b. Customer service requirements.

c. Procedures to properly identify and issue parts to authorized government personnel/customers.

4.4 Normal Working Hours: The Government’s normal working hours and work week are noted in Table C. The exact working hours at Marine Corps Base may vary but core hours will be between the hours in Table C. The Contractor shall operate the COPARS during the sites normal operating hours Monday through Friday. During normal hours, the COPARS shall be supported by technically capable, knowledgeable and qualified personnel to provide customer service. Except where indicated, this requirement shall not be satisfied by the use of recording devices, pagers, or other remote methods.

TABLE C - MARINE CORPS BASE HAWAII OPERATION

Week Hours of Operation

4.4.1 Observed Federal Holidays:

4.4.2 If the federal holiday falls on a Saturday, the holiday is observed on the preceding Friday. If the federal holiday falls on a Sunday, the holiday is observed on the following Monday.

4.4.3 Period of Performance

4.4.4 The Contractor shall keep personnel on-site to continually provide support to authorized customers during hours of operations and work week specified. Normal operating hours are indicated in Table C The Contractor shall provide dedicated phone numbers and e-mail address of a designated Contractor point-of-contact (POC), to handle customer concerns and inquiries concerning the COPARS operations.

4.4.5 The Contractor shall arrange work schedules and material transportation or delivery so that it does not interfere with Government business. Due to the nature of Military Operations, at any time during the performance of this contract, the Contractor may be required to adjust work schedules to meet operational commitments of the customer. Based on historical data, the Government required adjustments to the Contractor’s work schedule to meet operational commitments once per year.

4.4.6 Situations that may require the Contractor to adjust work schedules may include but are not limited to military exercises, contingency operations, and national or weather emergencies. The Contractor shall schedule work to minimize the disruption when the Contractor’s access to the work area conflicts with a Marine Corps mission requirement or securing the installation to prevent entry or exit of Contractor personnel. Such scheduling may require work to be accomplished at times other than normal working hours. Based on historical data, the Government required adjustments to the contractor's work schedule to minimize disruption with Marine Corps mission requirements once per year.

4.4.7 Under emergency conditions, hours of operation may exceed the minimum hours stated above and may require service on holidays or weekends. The Contractor shall provide store services capability within 2-hours after notification. Notification may include pager or a message left on an answering machine. The Contractor shall provide names and phone numbers of personnel to call to request emergency service. Based on historical data, the Government required adjustments to the contractor's work schedule to minimize disruption with Navy mission requirements once per year.

4.4.8 Surge Conditions: From time to time during the performance of this contract, unanticipated surges in consumption/demand may occur due to mobilization relating to war, national emergency, or international turmoil. Stock Replenishment/Delivery of such supplies may be required at a rate significantly higher than the replenishment/delivery rate required by the contract for normal consumption/demand. Furthermore, the need for military readiness may dictate that the accelerated rate of replenishment/delivery be sustained over an indefinite period. The Contractor shall be notified by the COR, in writing, of the nature of the surge condition and the level of effort required to meet the needs of the emergency.

4.4.8.1 Surge Demand and Readiness Sustainability: The Contractor shall have sufficient technical competence and monitoring on-site to identify surges and sufficient communications and processes in place to sufficiently meet the needs of the customer, as it relates to inventory management and control.

4.4.9 Crisis/Unforeseen Circumstance: Performance of Services during Crisis Declared by the National Command Authority may require shop store operations to continue as directed by the Contracting Officer. Whenever possible, the Contractor shall be provided as much notice as possible prior to a requirement for additional operating hours to support this requirement.

4.4.9.1 When an unforeseen installation closure occurs on a regularly scheduled day of work, the Government will have the option to reschedule the work to be performed on the following workday or reschedule the work on any day acceptable to the Government. Installation closures or curtailment of activities may include but not limited to natural disasters, inclement weather and heightened security threat conditions. Base or installation closure notification is provided by radio, television or base telephone information systems. Shop Store service operations and assigned personnel may be considered essential at installations in the Area of Operations (AOR).

4.4.10 Contractor Recall: The Contractor shall work on weekends, national holidays, and before/ normal working hours when operational requirements dictate and as determined by the Contracting Officer or his/her designated representative. Customers requiring such recall will process their request with the Command Duty Officer who will subsequently request the recall to the Contracting Officer. Based on historical data, the Government required adjustments to the contractor's work schedule to meet operational requirements twice a year.

4.4.10.1 In the event of an emergency, the Contractor shall be onsite within two (2) hours of callback by the COR.

4.5 AUTOMATION OF COPARS INVENTORY AND RECORDS

4.5.1 The Contractor shall utilize its own internet based computer hardware and software capable of meeting the following requirements to ensure that the COPARS facility is completely automated:

4.5.2 Parts Research and Identification: The Contractor shall maintain at the COPARS location nationally recognized parts interchange manual and/or cataloging system, or comparable publication for automotive and heavy equipment parts reference. An electronic parts interchange publication shall be used as the primary method of researching parts in order to be responsive to the number of requests and complexity of parts and suppliers. The Contractor shall provide all parts research and identifications to identify a required part. Assistance by the Government will consist of providing vehicle identification numbers (VIN) as required, and/or manufacturer, model and year of vehicle to assist the Contractor in the part identification process. Attachment (I) lists the Government vehicles to be covered under this contract.

4.5.3 Automated Stock Level Inventory: The Contractor shall maintain an automated record/inventory of items maintained in the COPARS. At a minimum, the item number, a thumbnail image or picture, nomenclature, unit of issue, unit price, and quantity shall be recorded. The Contractor shall provide the COR in both hard copy and electronic file format a copy of the inventory listing of all stocked items within five (5) days of the start-up date or fifteen (15) days after award. Thereafter, the Contractor shall provide to the COR an inventory listing along with the demand data of these stocked items in accordance with Table B.

4.6 PARTS-STOCKING AND AVAILABILITY REQUIREMENTS

4.6.1 Stock Inventory: Within the first thirty (30) days of full performance, the Contractor shall have a stock inventory the range and level adequate to ensure immediate issue and continuous parts availability for fast-moving items. Fast-moving items are defined as part issues averaging at least two (2) issues a month during any three (3) month period. The Contractor shall establish stock levels based on historical purchases, the vehicles and equipment inventory, Government furnished lists and the Contractor’s own experience in the automotive parts business to meet delivery requirements stated in this PWS. The Contractor shall add or delete items in stock depending on consumption data maintained by the Contractor. Stock inventory shall include, but is not limited to, oil filters, lubricants, air filters, tires, tubes, light bulbs, wiper blades, fuel filters, transmission filters, fasteners and hardware, spark plugs, tune-up kits, starters, alternators, antifreeze, batteries, brake pads and shoes, serpentine and v-belts, fittings, mud flaps, and mirrors to maintain the vehicle fleet identified in Attachment (I).

4.6.2 Hazardous Material (HAZMAT): The Contractor shall attach Government furnished labels and barcodes to certain commodities of materials that are considered hazardous. Many of these materials typically are not considered hazardous in a commercial environment but must be tracked when utilized by the government (i.e., solvent, adhesives, paints, etc.). The Contractor shall issue all hazardous materials that have previously been approved for issuance to Government personnel. All issued HAZMAT shall be labeled by the Contractor with a hazardous label. The Contractor will coordinate the process with a point of contact designated by the Government. Ensure all required Material Safety Data Sheets (MSDS) are provided upon receipt of material, storage, and delivery to the customer. Refer to Attachment (II), for specific requirements to provide, manage, and process Hazardous Materials.

4.6.3 Aftermarket vice Original Equipment Manufacturer (OEM) part: In situations where a part may be procured as an aftermarket part vice an OEM part, the Contractor shall provide the aftermarket part. The Government reserves the option to specify “OEM Requested” and the Contractor shall provide the OEM item when written authorization by the COR is noted on the Purchase Request (PR).

4.6.4 Cannibalized Parts: If determined by the contractor that cannibalized parts should be used, the COR may require the Contractor to obtain specific parts from vehicle salvage yards. Cannibalized parts shall be categorized as Non-price Listed parts.

4.6.5 Brand Name: The Contractor shall not accept orders for aftermarket parts by brand name unless written authorization by the COR or the KO accompanies the order.

4.7 DELIVERY TIME: Parts shall be available according to the following criteria:

4.7.1 The Contractor shall stock fast moving parts/supplies on the shelf for immediate issue. In stock items shall be furnished within one (1) business hour after request.

4.7.2 If out-of-stock parts/supplies are available from any supplier within the local trade area defined as on the island of Oahu, the Contractor shall provide the parts within four (4) to six (6) business hours after request.

4.7.3 Back ordered parts: Parts that cannot be delivered in accordance with the time frames established in paragraph 4.7.1 and 4.7.2 are considered back-ordered. If parts required are not available from any supplier within the local trade areas defined above, the Contractor shall take action to expedite delivery to avoid vehicle/equipment downtime. If a part cannot be provided within the above specified time frames, the Contractor shall provide the COR with a proposed delivery date and cost. If acceptable, the proposed delivery date becomes the firm delivery date.