N4034519Q0071_Logistics_Support_and_Warehouse_Services_Performance_Work_Statement.pdf

LOGISTICS SUPPORT AND WAREHOUSE SERVICES

FOR DEFENSE POW/MIA ACCOUNTING AGENCY (DPAA) IN VIETNAM

PERFORMANCE BASED WORK STATEMENT

1. OBJECTIVE

The objective of this contract is to provide logistics support and warehouse services for the Defense POW/MIA Accounting Agency (DPAA), Detachment Two (Det2) in the Socialist Republic of Vietnam.

2. SCOPE

The Contractor shall provide all labor, supplies, equipment, transportation, any and all taxes, duties, fees, bank transaction fees, training, overhead, general and administrative (G&A) expenses, profit, and all other services necessary to provide logistics support and warehouse services. Performance shall include operations in Hanoi and Danang. The Contractor must have all appropriate business license and permit to conduct business in the Socialist Republic of Vietnam. Contract requirements includes, but is not limited to support to deployed teams, management, inventory, material, supply and stock control and technical services. The inventory property located at the Hanoi warehouse is approximately 233 line items valued at approximately $155,000. The inventory property located at the Danang warehouse is approximately 225 line items valued at approximately $250,000 which requires space of approximately 800 square meters (warehouse and outer warehouse yard). Government property is common commercial items to support deployed teams such as tarps, rakes, shovels, tables and chairs, hoses, buckets, chain saws, pumps, generators, and screening screens. Other hazardous materials may include engine and lubricating oil, propane and fuel for chain saws and generators.

3. APPLICABLE REFERENCE DOCUMENTS

All work performed by the Contractor shall comply with the host country laws and regulations and U.S.

Government laws, regulations, instructions, directives, manuals, bulletins, guides, etc. as changed (whichever is more stringent). These include, but are not limited to references listed. The Contractor shall be guided by the references to the extent necessary to accomplish requirements in this work statement.

Conflicting issues shall be brought to the immediate attention of the Contractor Officer.

NUMBER TITLE

1. DOD 4140.27M Shelf Life Item Management Manual

2. DOD 4145.19-R-1 Storage and Materials Handling

3. DOD 4160.21 series Defense Disposal Manual

4. MIL-STD-129 Military Marking for Shipment and Storage

5. DODI 5000.64 Accountability and Management of DoD-Owned Equipment and Other Accountable Property

4. TASKS

4.1 The Contractor shall operate one (1) warehouse in Hanoi and one (1) warehouse in Danang. Additionally, the Contractor shall conduct operations from the Det2 Operations center in Hanoi, and support deployed teams at airports and heliports in both locations. The Government will provide warehouse facilities in Hanoi and administrative space in the Det2 operations building located in Hanoi. The Hanoi facilities will be provided at no cost to the Contractor and will include utilities (Wi-Fi, electricity, tap water, and sewage).

4.2 The Contractor may assume the lease of the existing warehouse in Danang or provide another acceptable facility. Should the Contractor assume the existing lease in Danang, they shall provide all necessary services to maintain and safeguard Government property in accordance with this performance based statement of work. The warehouse must include internet dual 2.4GHz/5GHz Wi-Fi at speeds of 3Mbps for international and 90 Mbps for domestic to connect to the Defense Property Accountability System (DPAS) warehouse management system.

4.3 Should the Contractor choose to provide alternative warehouse space in Danang, the details of the facility, and security and infrastructure conditions of the surrounding area must be included in the technical proposal and the successful Contractor must obtain Government approval before changing facilities.

Facilities must be approximately 15 kilometers from Danang International Airport by vehicle. The warehouse shall be at least 500 square meters and include a warehouse yard of at least 300 square meters.

The warehouse shall be secured and protected from rain, flooding, direct sunlight, entry of birds, rodents and other vermin. Interior space must be sufficient to facilitate existing shelving with an open area for buildup and breakdown of cargo. Additionally, the warehouse yard area will be required for the storage of Underwater Excavation Team cargo in between underwater missions as well as to park cargo trucks during mission periods. The Contractor shall provide all necessary services to maintain and safeguard Government property in accordance with this performance based statement of work.

4.4 Should the Contractor choose to provide alternative warehouse space in Danang, the Contractor is responsible for moving all property to the new facility from the current location in Danang and pay for all costs associated with the move. The movement must be initiated within seven (7) calendar days of start of contract and completed within twenty-one (21) calendar days. Government property includes the property in storage and other Government property that is transited from the airport into the warehouse.

Government property includes shelving which must be moved to the new location and utilized by the Contractor at the new location. There is no Government material handling equipment other than pallet jacks. The Government shall be responsible for providing fork lifts and operator when necessary.

4.5 The Contractor shall be available during normal Government working hours. Normal Government working hours is Monday through Friday from 0800 to 1700. The Contractor shall adjust work hours to support deploying or re-deploying teams, re-supply missions, and aircraft arrivals and departures. The actual number and location deployments are subject to changes in operational tempo, weather and other situational requirements.

4.6 The Government shall provide a laptop computer, land line phone, scanner, LAN printer, desk, chair and filing cabinets at the Det2 office in Hanoi that the Contractor shall use to execute this contract.

Additionally, the Government shall provide all DPAS required Automatic Identification Technology (AIT) to include portable data collection devices and label printers to fulfill all DPAS functions. The Government shall offer Government-Furnished Property (GFP) that Contractor may use during performance of this contract (Attachment 1). The Contractor shall be responsible for accountability of all GFP provided for his use. The use of GFP for the Contractor’s personal use is prohibited.

4.6.1 The Contractor shall obtain a Common Access Card (CAC) for the Logistics Operations Coordinator

(LOC) in order to access the Government computer network and to perform DPAS data collection requirements. The issuance of a CAC is subject to a non-sensitive position background security investigation. Upon award of this contract, the Contactor will provide the following documentation to

DPAA:

1. Optional Form 306: Declaration for Federal Employment

2. Current Resume

3. Personal Email Address

DPAA will provide this information to the Department of Defense Washington Headquarters Services (WHS) who will initiate access to the Electronic Questionnaires for Investigations Processing (e-QUIP) system (https://nbib.opm.gov). DPAA will provide the contractor with a username and password to access the e-QUIP system. e-QUIP is a web-based automated system that was designed to facilitate the processing of standard investigative forms used when conduction background investigations for Federal security, suitability, fitness and credentialing purposes. The LOC will access e-QUIP and fill out the security application and submit. Upon receipt of a security clearance, the Contractor will be required to arrange for the issuance of the CAC card through JUSMAGTHAI, Bangkok, Thailand. Travel and per diem to Thailand will be the responsibility of the Contractor. The Contractor shall ensure the designated personnel requiring access to the Government computer resources complete required training for operating and retaining a user account on a Government network. Contractor personnel shall use an assigned email address for all email correspondence related to performance of this contract. CAC is issued for a one (1) year period following each contract option year and must be renewed annually unless a longer period can be arranged by the Government. The Contractor is responsible for ensuring personnel renew CAC as required. The Contractor shall safeguard all CAC cards. In the event that a Contractor employee damages or lose his/her CAC, the Contractor shall report the damaged or lost CAC within two (2) working hours after discovery to the Contracting Officer’s Representative (COR). The Contractor shall arrange for a replacement CAC. The Contractor shall return the CAC to the COR upon expiration of the contract or when the employee leaves the Contractor’s employment. Contractor personnel failing to return their Government CAC are subject to criminal charges under United States Code (USC) Title 18, Chapter 1, Sections 499 and 701.

4.7 Ensure all cargo tendered for air shipment is packed in accordance with applicable directives and marked in accordance with MIL-STD-129.

5. PERSONNEL QUALIFICATIONS AND PRIMARY LOCATION

5.1 As a minimum the Contractor is to provide one (1) Logistics Operations Coordinator (LOC) (U.S. Citizen).

The LOC shall have a minimum of two (2) years’ experience in operating/managing U.S. DoD, Army, Navy, Air Force or Marine Corps warehouses similar in size and complexity to the operation offered in this solicitation. The LOC must be proficient in Hazardous Material/Waste Handling and Storage. The LOC will primarily be based in Hanoi, but shall require frequent travel to Danang during deployments in support of Joint Advance Work (JAW) and Joint Field Activities (JFA). All LOC travel requirements will be the responsibility of the Contractor. Upon team deployments to the field, the LOC in conjunction with the Supply Management Specialist of DPAA, Det2, shall be in Hanoi to manage, control, and direct supply, logistics and warehouse operations for the DPAA teams.

5.2 As a minimum the Contractor is to provide one (1) Warehouse Clerk (Local National). The Warehouse

Clerk shall have a minimum of two (2) years’ experience in the warehouse services field and shall have a Level III proficiency on the Interagency Language Roundtable (ILR) scale in the English language. The Warehouse Clerk will primarily be based in Danang, but shall be required to travel to Hanoi during the one

(1) Northern Vietnam mission per year. All Warehouse Clerk travel and per diem costs will be the responsibility of the Contractor.

5.3 The Contractor will be responsible for providing any additional personnel required in support of warehouse operations, airfield operations and/or preparations for team deployments, re-deployments, resupply or cargo upload/offload, palletization requirements and repatriation ceremony setups/tear downs.

5.4 This is a non-personal services contract to perform the requirements described in the performance based work statement. The Government will not exercise any supervision or control over the Contractor’s employees performing the services herein. Contract employees shall be accountable solely to the Contractor who, in turn is responsible to the Government. Contractor management will ensure that employees properly comply with the performance based work statement. The Contractor’s primary interaction with the Government shall be through the Contracting Officer or COR.

6. DEFENSE PROPERTY ACCOUNTABILITY SYSTEM (DPAS)

6.1 The Government will utilize DPAS as the tool to manage all warehouse assets within Vietnam. The initial inventory will be uploaded to DPAS by the Government before the initial 100% joint inventory inspection.

Barcoding labels will be established by the Government for each line item in the Hanoi and Danang warehouses and barcoding labels will be posted on the designated shelf locations for each line item. The tracking of all incoming and outgoing supplies will be conducted by the Contractor using Automatic Identification Technology (AIT) to include bar code printers and portable data collection devices to scan all incoming and outgoing equipment and supplies. DPAS is CAC card enabled and one of the primary reasons the LOC will require a CAC.

6.2 Upon issuance of the CAC, the Contractor will be required to register the LOC for the DPAS e-learning training for their role as the DPAS Warehouse Manager. The Contractor will fill out the DPAS Warehouse Management Role Request Form and submit to the Supply Management Specialist. DPAA Logistics will process the application with DPAS. The LOC will be provided with a Username (Email address) and password to access the DPAS e-learning training. The LOC will then select the Warehouse Manager course and initiate training. The LOC must pass all Warehouse Manager training modules in order to receive access to the DPAS system. Additionally, the LOC shall be required to take part in any additional DPAS training during the entire contract period. Any additional training requirements may be provided either online or in a classroom setting arranged at the Det2 office in Hanoi, Vietnam.

6.3 Upon receipt of access to the DPAS system, the LOC will utilize DPAS data collection devices to manage stock and inventory control for both the Hanoi and Danang warehouses.

6.3.1 The LOC will scan all incoming resupply from Detachment One (Det1), Bangkok and DPAA HQ, Hawaii on its arrival to the Hanoi or Danang warehouse. This will update the inventory stock levels for each warehouse.

6.3.2 In preparation for each JFA, the LOC will prepare the supply and equipment requirements for each incoming team based on their approved Logistics Equipment Request (LER) forms. The LOC will scan individually all supplies and equipment to generate DPAS hand receipts for each team. Upon team deployments to Hanoi or Danang, the LOC will utilize these hand receipts to jointly inspect with each JFA Team Sergeant or designated team representative all outgoing team supplies and equipment. Upon acceptance, each JFA Team Sergeant or designated team representative will sign the hand receipt either digitally utilizing their CAC or by signing a paper copy of the hand receipt if DPAS access is not available at the time of inspection. This will update the inventory stock levels for each warehouse.

6.3.3 At the completion of each JFA, the LOC and JFA Team Sergeant or designated team representative will jointly inspect all returning supplies and equipment. The LOC will barcode scan into DPAS all returning supplies and equipment to generate a hand receipt. The LOC will sign the hand receipt either digitally utilizing their CAC or by signing a paper copy of the hand receipt if DPAS access is not available at the time of inspection. This will update the inventory stock levels for the designated warehouse.

6.4 In instances where the DPAS system is down due to connectivity or program issues, the Contractor will create appropriate computer input excel documents for receipts, inventory and issue transactions necessary for updating inventory.

7. STOCK CONTROL FUNCTIONS

7.1 The Contractor shall accept custody and provide inventory control and management of the supply inventory in accordance with FAR Part 45 and the applicable references and perform the following functions:

Receive, store, inventory, barcode scan and perform care in storage and issue material, ensuring strict accountability is maintained. Care in storage shall include:

a. Inspection at turn-in from deployed teams to insure items are clean, dry, in good repair and ready for storage.

b. Inspection during storage to insure items are ready for re-issue. Perform required maintenance, equipment starts, battery charging, and other functions to insure items are operational.

c. Conduct pre-maintenance checks prior to issue.

7.2 Perform incoming material control as follows:

7.2.1 Receive, check, inspect and control incoming material, and scan to update stock inventory levels in DPAS.

7.2.2 Perform all inspection and acceptance of incoming material. Prepare Report of Discrepancy (ROD) when required. Take necessary steps to preserve Government property.

7.2.3 Inbound and outbound material control may be at operational airfields and include transfer of property from one aircraft to another or from aircraft to helicopter or trucks or delivery to airfields to awaiting team deployments or re-deployments. These activities may require deployment (travel) of Contractor personnel from Hanoi to Danang to support incoming and outgoing teams, which deploy/re-deploy approximately 12 times per year. All travel and per diem costs will be the responsibility of the Contractor.

7.2.4 Upon completion of each mission, re-evaluate all Unit Basic Load (UBL) quantities with team personnel to ensure quantity and quality meet mission requirements. Post changes to UBL listing and submit to the Government.

8. SUPPORT FOR JOINT ADVANCE WORK AND JOINT FIELD ACTIVITIES

8.1 Logistics Equipment Request Form (LER): All supply requirements for incoming DPAA teams to

Vietnam are requested by team leaders utilizing the LER (Attachment 2). Det2 maintains the Unit Base Loads (UBLs) for each team. UBLs are different for sites that are designated as Non-Base Camp or Base Camp. The LER is broken down into the following areas pertaining to Vietnam:

a. Vietnam Non-Base Camp UBL: This section is filled out by those teams that will conduct operations while billeting in a hotel for the entire mission. The UBL represents the standard issue for Non-Base Camp sites that incoming teams will receive on arrival to Vietnam and are annotated in the Standard Issue column of the LER form. If teams should require additional quantities outside of the standard UBL issue, they will annotate in the Additional Requirement column.

b. Base Camp UBL: This section is filled out by those teams that will conduct operations while billeting in a Base Camp for the entire mission. The UBL represents the standard issue for Base Camp sites that incoming teams will receive on arrival to Vietnam and are annotated in the Standard Issue column of the LER form. If teams should require additional quantities outside of the standard UBL issue, they will annotate in the Additional Requirement column.

c. Vietnam Kits: Det2 maintains light kits, chainsaw kits and wet screening items. These kits and items are not part of the UBL. Teams requiring these kits will annotate on the additional quantities column for each required kit.

d. Thailand, Germany and DPAA Hawaii Warehouse Equipment: This portion of the LER is for all inventory at the Hawaii warehouse and includes items that are not part of the inventory in Vietnam.

Items on this portion of the LER are not the responsibility of the Contractor.

e. Additional Equipment Listing (AEL): This section is for items that are not part of either the Vietnam inventory or Hawaii inventory. Teams will type in the requirement. Items on this portion of the LER are not the responsibility of the Contractor.

8.1.1 Approximately one (1) month before deployment operations, DPAA Logistics will submit team LERs to

Det2 for review. The DPAA Supply Management Specialist will submit the LERs to the LOC for inspection. The LOC will annotate on each LER supply items that can be supported or not supported by the Det2 warehouses by annotating in the Det Issue column. The LOC will submit the reviewed LERs back to the DPAA Supply Management Specialist for re-submittal to DPAA Logistics. The LOC will use this document to prepare all team UBLs and AELs, scan individually all supplies and equipment to generate DPAS hand receipts in preparation for team deployment to Vietnam.

8.2 Before arrival of teams, the Contractor shall inspect all equipment and supplies on the UBL/AEL to ensure that it is serviceable. If not serviceable, the Contractor shall advise the Government of the status.

8.3 Upon the deployment of teams to the area of operation (Hanoi or Danang) the LOC and team representative will conduct a joint inspection of the designated UBLs/AELs against the DPAS generated hand receipt ensuring quantities issued are correct and that all equipment is operational. The Contractor will provide labor to load all equipment onto Government provided 5-ton cargo trucks. Typically each team is provided one (1) 5-ton UBL cargo truck per mission. Each UBL is approximately 2,000 pounds in weight. At the completion of the joint inspection and acceptance of all equipment, each JFA Team Sergeant or designated team representative will sign the hand receipt either digitally utilizing their CAC or by signing a paper copy of the hand receipt if DPAS access is not available at the time of inspection

8.4 In the event the deploying teams are not able to conduct a joint inspection and inventory with the LOC, the

Contractor shall coordinate with DPAA Supply Management Specialist to conduct the joint inspection prior to upload of any cargo to be sent directly to operational sites. The Contractor shall insure all property is serviceable and accounted for before loading on to the ground transportation. Contractor shall sign for the inventory and provide a scanned copy to the Supply Management Specialist.

8.5 Mission Resupply: The Contractor will receive team supply requests during the morning mission briefings through the Det2 Joint Operations Center (JOC). The Contractor shall advise the COR of any supply requests received from deployed teams or any Government representative. The COR or designated Det2 representative will approve the resupply request and arrange for transportation. The Contractor will provide labor to upload all resupply onto Government provided cargo trucks for transport to the designated resupply site location. The Contractor will provide the truck driver will hand receipt all resupply to the driver for transmittal to the designated resupply site location and provide the COR with a scanned copy of the hand receipt.

8.6 Turn In: At the end of each JFA, teams will re-deploy from their site locations to Hanoi or Danang to conduct UBL/AEL turn in procedures. The team representative and the LOC will jointly inspect all supplies and equipment in the UBL/AEL annotating line item quantities being returned and total count of line item quantities that need to be replaced to restock the UBL for the next mission. The LOC will barcode scan into DPAS all returning supplies and equipment to generate a hand receipt. The LOC will sign the hand receipt either digitally utilizing their CAC or by signing a paper copy of the hand receipt if DPAS access is not available at the time of inspection. This will update the inventory stock levels for the designated warehouse.

8.7 Lost/Used/Damaged Tracking: All consumable and non-consumable supplies provided and not returned at the end of each mission must be listed on the Lost/Used/Damaged report. Team representatives and the LOC will review line item quantities not turned in and annotate if they were lost, used or damaged. Any serial numbered items or non-expendable supplies of high dollar value will require a report of survey to be conducted and submitted on a Financial Liability Investigation of Property Loss (DD Form 200) by the team leader to the Supply Management Specialist for action.

8.8 Warehouse Resupply Requests: Upon the completion of each mission or when requested by the Supply

Management Specialist, the LOC will inventory all stock in preparation for resupply submissions. The LOC will submit a resupply request to the Supply Management Specialist. The Supply Management Specialist will submit the final resupply request to Det1, Bangkok Logistics Officer for action and coordinate the date and time for delivery to Hanoi or Danang. Resupplies will coincide with MILAIR flight for mission deployments or redeployments. The LOC will scan all incoming resupply from Det1, Bangkok on its arrival to the Hanoi or Danang warehouse. This will update the inventory stock levels for the designated warehouse.

8.9 Excess Supplies/Equipment Disposal Procedures: In cases where the DPAA Supply Management

Specialist determines that supply items are no longer required to support DPAA teams or equipment is updated, the LOC will provide the Det2 Financial/Procurement Management Analyst with a detailed listing to include item name, make, model, part number, serial number, supply number and quantity and request Det2 make arrangements with the US Embassy, Hanoi for sale by auction. The Det2 Financial/Procurement Management Analyst will arrange for turnover of all excess supplies/equipment to the U.S. Embassy General Services Office (GSO) conducting the auction. The Det2 Financial/Procurement Management Analyst must request a line of accounting from the Comptroller office, DPAA in which proceeds of the auction can be credited. Upon completion of the auction process, the Det2 Financial/Procurement Management Analyst shall provide a copy of all GSO provided auction invoices and transfer statements to the LOC for their records. Additionally, copies shall be provided to the DPAA Logistics Property Book Officer to ensure items are taken off of the Det2 Custodian Inventory Report and DPAS inventory is updated to remove the auctioned items.

9. MANAGEMENT FUNCTION

9.1 The Contractor is responsible for all files and records, including document control, central file organization, correspondence, record disposition, and other required administrative services.

9.2 The Contractor shall respond to all incoming messages and correspondences requiring actions of supply and logistic matters and copy Contractor originated messages to the COR. Before transmittal, obtain COR approval for follow-up inquiries, tracer actions, change policy, quality of performance, significant deficiencies, inability to perform assigned missions, messages which deal with controversial subjects.

9.3 Government property listing shall be maintained. At a minimum, inventory 100% of items monthly.

Inventory in accordance with Contractor established, Government approved schedules, conforming to FAR requirements.

10. INVENTORY FUNCTION

10.1 Initial Inventory: Inventory and accept or process for disposition Government Property (GP) or

Government Material. To verify actual inventory, conduct a joint Government/Contractor “wall-to-wall” physical inventory within 30 calendar days from the contract performance start date. All Government Inventory for both the Hanoi and Danang warehouses will be established into DPAS by the Government and a copy of the inventory will be provided to the Contractor for joint inspection. Government property may be rejected for cause from the list of Government Property. The remaining GP provided throughout contract shall be maintained IAW FAR, Part 45.

10.2 Monthly Inventory: The Contractor will ensure that inventories are up to date in the DPAS system for both the Hanoi and Danang warehouse at the end of each month.

10.3 Yearly Joint Inventory: Conduct a joint “wall-to-wall” Government/Contractor physical inventory of

Government property each contract/option year. Any discrepancies are to be investigated and reported to the COR. Perform inventory as specified by FAR Part 45. Inspect for property damage or deterioration.

10.4 Final Inventory: Conduct a joint “wall-to-wall” Government/Contractor physical inventory of

Government property 30 calendar days prior to the contract completion or termination date. Any discrepancies are to be investigated and reported to the Government. Perform inventory as specified by FAR Part 45. Inspect for property damage or deterioration.

11. PERFORMANCE REQUIREMENT SUMMARY

TASK PERFORMANCE STANDARD

AND ACCEPTABLE

QUALITY LEVEL (AQL)

QUALITY

ASSURANCE

METHOD

INCENTIVES

Paragraphs 4.2 and 4.3 Safeguard and ensure necessary protection of Government property.

No losses due to negligence.

AQL: 100%

COR input and monitoring by DPAA representatives.

Both positive and negative performance will be documented in past performance reports as appropriate.

Substantial factor in whether to exercise any options.

Paragraph 8.

Sufficient levels of material and equipment available to support DPAA deployed teams and missions.

No degradation of mission due to unavailability of necessary Government property.

AQL: 100%

COR input and monitoring by DPAA representatives.

Both positive and negative performance will be documented in past performance reports as appropriate.

Substantial factor in whether to exercise any options.

Paragraphs 6, 7 and 9.

Maintain accurate accountability records of Government property utilizing DPAS.

Accurate and complete inventory.

AQL: 100%

COR input and monitoring by DPAA representatives.

Both positive and negative performance will be documented in past performance reports as appropriate.

12. ENTERPRISE-WIDE CONTRACTOR MANPOWER REPORTING APPLICATION (ECMRA)

The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for logistics support and warehouse services via a secure data collection site.

Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

(1) W, Lease/Rental of Equipment;

(2) X, Lease/Rental of Facilities;

(3) Y, Construction of Structures and Facilities;

(4) D, Automatic Data Processing and Telecommunications, IT and Telecom- Telecommunications Transmission (D304) and Internet (D322) ONLY;

(5) S, Utilities ONLY;

(6) V, Freight and Shipping ONLY.