2.05.4.3 Attachment (23) DPM Special Instructions Amend 4.pdf

SPECIAL INSTRUCTIONS

INSPECTION BY REGULATORY AGENCIES

Work performed under this contract is subject to inspection by State and Federal Government Regulatory agencies including those described below.

Permission has been granted by the Navy permitting Federal and State occupational health and safety officials to enter Navy shore installations, without delay and at reasonable times, to conduct routine safety and health investigations. Permission also extends to safety and health investigations based on reports of unsafe conditions.

Occupational Health and Safety Administration (OSHA) officials may also investigate accidents or illnesses involving the Contractor's employees. Inspections may also be carried out by the Department of Labor to inspect for compliance with labor laws.

The Contractor shall cooperate with regulatory agencies and shall provide personnel to accompany the agency inspection or review teams. Contractor personnel shall be knowledgeable concerning the work being inspected, and participate in responding to all requests for information, inspection or review findings by regulatory agencies.

GOVERNMENT PERFORMANCE ASSESSMENT

In accordance with FAR 52.246-4, INSPECTION OF SERVICES - FIXED PRICE clause, each phase of services rendered under this contract is subject to Government inspection, during the Contractor's operations and after completion of the tasks. The Government will employ a variety of inspection methods and frequencies in order to assess the degree to which all service deliverables conform to contract performance standards. The Government may vary these inspection methods/frequencies as dictated by actual performance status. The results of all inspections will be documented and submitted to the Contracting Officer Representative (COR) for periodic review, as set forth in the Government's Quality Assurance Surveillance Plan (QASP).

The Government's QASP is not a substitute for Contractor quality control. The COR will regularly assess deliverables for conformance to contract performance objectives and standards. If a performance inconsistency is apparent in the basic service deliverable, inspection will then be focused on component elements of the deliverable.

For any non-conformances identified at this level, assessment may then include review of Contractor material representations.

Performance assessments will be used as the performance documentation requirements, and to substantiate any findings of non-conforming services in accordance with FAR 52.246-4.

Government performance assessment will also address any risks associated with future service deliverables. Current performance status, process outputs, trend data, and the material representations of the Contractor's technical proposal will all be considered as necessary in determining the likelihood of achieving required performance outcomes for deliverables that are not yet completed.

In the event the Government performance assessment indicates a high risk of future non-conforming services outcomes, the Contractor will be required to take pre-emptive/corrective action. The Contractor may receive reduced/negative performance evaluations until such time as quality control is restored and performance risks are mitigated.

Any non-conforming deliverables will be identified and form the basis for price reduction or other consideration in accordance with FAR 52.246-4. Any such adjustments will be processed by the Contracting Officer and result in a formal contract modification.

CONTRACTING OFFICER AUTHORITY

In no event shall any understanding or agreement between the Contractor and any Government employee other than the Contracting Officer on any contract, modification, change order, letter or verbal direction to the Contractor be effective or binding upon the Government. All such actions must be formalized by a proper contractual document executed by an appointed Contracting Officer. The Contractor is hereby put on notice that in the event a Government employee other than the Contracting Officer directs a change in the work to be performed or increases the scope of the work to be performed, it is the Contractor's responsibility to make inquiry of the Contracting Officer before making the deviation. Payments will not be made without being authorized by an appointed Contracting Officer with the legal authority to bind the Government.

APPOINTMENT OF ORDERING OFFICER(S)

The following activity or individual(s) is/are designated as authorized Ordering Officer(s):

• Joanne Lilo

• Bonnie Mendez

• Shea Nakasone

• Tobias Boyce

• Lou Jean Camacho

• Eric Choi

• Micah Kaohu

• Cornell Munalem

• William Tsuchida

• Giovanna Vennes

• Donna Yoshimoto

The above activity or individual(s) is/are responsible for issuing and administering any orders placed hereunder.

Ordering Officers may negotiate revisions/modifications to orders, but only within the scope of this contract.

Ordering Officers have no authority to modify any provision of this basic contract. Any deviation from the terms of the basic contract must be submitted to the Procuring Contracting Officer (PCO) for contractual action. Ordering Officers may enter into mutual no-cost cancellations of orders under this contract and may reduce the scope of orders/tasks, but Terminations for Convenience or Terminations for Default shall be issued only by the PCO.

The ordering activity shall designate in writing the ordering officers who shall be authorized to place orders under this contract. The ordering activity shall provide the names of the Ordering Officers to the contractor and the Contracting Officer or representative of the Contracting Officer.

ORDERING GUIDE

An Ordering Guide and Templates will be provided to the activity or individual(s) appointed as Ordering Officer(s) for Government personnel involved in requesting service covered under this contract. Use of the Ordering Guide and its Templates is mandatory for Government personnel.

ORAL TASK ORDERS

Oral Task Orders may be placed provided the following conditions are complied with:

No oral Task Order will exceed $50,000.00 or such lesser amount as may be specified elsewhere in the schedule of this contract.

The Contractor will furnish with each shipment a delivery ticket, in triplicate, showing: contract number, order number under the contract; date order was placed, name and title of person placing order; an itemized listing of supplies or services furnished; unit price and extension of each item; and, delivery or performance date.

Invoices for supplies or services furnished in response to oral orders will be accompanied with a received copy of each related delivery ticket.

Written confirmation of oral Task Orders will be issued as a means of documenting the oral Task Order within three

(3) working days.

APPOINTMENT OF CONTRACTING OFFICER'S REPRESENTATIVE

The Contracting Officer hereby designates the following individual as Contracting Officer's Representative(s) (COR) for this contract:

Name: Alan Oda Mailing Address: 4825 Bougainville Drive, Honolulu, HI 96818-3174 Telephone No.: (808) 473-7731

In the absence of the COR named above, all responsibilities and functions assigned to the COR shall be the responsibility of the alternate COR acting on behalf of the COR. The Contracting Officer hereby appoints the following individual as the alternate COR:

Name:

Mailing Address: 4825 Bougainville Drive, Honolulu, HI 96818-317 4 Telephone No.:

The COR will act as the Contracting Officer's representative for technical matters, providing technical direction and discussion as necessary with respect to the specification or statement of work, and monitoring the progress and quality of contractor performance. The COR is not an Administrative Contracting Officer and does not have authority to direct the accomplishment of effort outside the existing scope of the contract (or delivery order).

When, in the opinion of the contractor, the COR requests effort outside the existing scope of the contract ( or delivery order), the contractor shall promptly notify the Contracting Officer (ordering officer) in writing. No action shall be taken by the contractor under such direction until the Contracting Officer has issued a modification to the delivery order; or until the issue has been otherwise resolved.

In the event that the COR named above us absent due to leave, illness or official business, all responsibilities and functions assigned to the COR will be the responsibility of the alternate COR.

SUBMISSION OF INVOICES

The contractor shall submit his invoices to:

Joint Personal Property Shipping Office 4825 Bougainville Drive, Bldg. 2652 Honolulu, HI 96818

Form, Attachment (15). has been provided for solicitation purposes. The final invoice worksheet will be provided at the time of contract award. At a minimum the worksheet will include the following information:

1. Contract Number and order number

2. Item number(s)

3. Quantity

4. Weights together with applicable certificates thereof showing customer’s name, branch of service, and lot number (if appropriate)

5. Owner's name, rank, or grade

6. Cost per NCWT and total cost

7. Date services rendered

8. Certification statements on all copies

Invoices shall be submitted accompanied by receipted copies of the following documents as applicable to the invoiced shipment:

1. DD Form 1299 (Only required for Schedule I and III)

2. Inventory/Packing List

3. GBL or TCMD

4. Inbound Delivery Order (Only required for Schedule II)

5. One (1) copy of customer’s orders. The copy will have been included with the billing copy of the DD1299 and Inbound Delivery Order received from JPPSO.

6. Weight ticket(s)

Invoices shall be submitted within the time specified below:

1. Invoices for items under each Schedule - No sooner than two (2) and no later than five (5) working days after delivery to the air/surface terminal or to the customer's delivery address. Invoices shall be 98 percent error-free invoice submission rate per month.

2. Invoices for jobs where a possible deduction is warranted in accordance with Part IV of the PWS, shall not be submitted until the matter of the violation is resolved and applicable deduction determined, if any.

Supplemental invoices shall be submitted as specified below:

1. Copies of all applicable documentation shall be retained for proper submission of supplemental invoicing.

2. Each supplemental invoice shall be prepared as directed in paragraph G6 and shall reference the following:

(i) State "SUPPLEMENTAL BILLING"

(ii) Item(s) and amount(s) that should have been billed

(iii) Amount previously invoiced, referencing the initial invoice number and invoice date.

(iv) Balance due from finance.

3. Each supplemental invoice shall be submitted accompanied by the following documents as applicable to the invoiced shipment.

(i) DD Form 1299

(ii) Inbound Delivery Order

(iii) One (1) copy of the customer’s orders

(iv) One (1) copy of the initial invoice

ESTIMATED QUANTITIES

The quantities shown for each Item Number listed on Attachment (1) of this solicitation are the Government's estimates of requirements which may be ordered during contract performance.

For Item Numbers where the unit is Net Hundred Weight (NCWT): The Government's estimated maximum daily requirements excluding Saturdays, Sundays, and Federal holidays are listed below. For Schedule I, the estimated weight in Block 7a of the DD Form 1299 for each order placed on the pickup date will be totaled to determine when the offeror's guaranteed daily capability is met. Weights from the original estimated on DD Form 1299 used to determine daily capability will not be changed after pre-move surveys are completed. Weights of pre-packs are not listed in determining the offeror's daily capability. Also if delays or failure to complete services due to natural crisis or uncontrollable events, such as Acts of God, wind, hurricane, earthquake, lightening, flood, the job must be completed the following workday and the weights of the job will not be included in that days' guaranteed daily capability.

The daily capability specified below shall remain the same for the base period and subsequent option periods for Schedule I, Schedule II, and Schedule III.

Schedule I - Outbound

Government's Estimated Maximum Daily Requirement

Contractor's Guaranteed Daily Capability

400 Net Hundred Weight (NCWT) 400 Net Hundred Weight (NCWT)

Schedule II -Inbound

Government's Estimated Maximum Daily Requirement

Contractor's Guaranteed Daily Capability

300 Net Hundred Weight (NCWT) 300 Net Hundred Weight (NCWT)

Schedule III - Intra-City

Government's Estimated Maximum Daily Requirement

Contractor's Guaranteed Daily Capability

500 Net Hundred Weight (NCWT) 500 Net Hundred Weight (NCWT)