Attachment_1_-_Section_C_-_Statement_of_Requirements_Final.docx

RFP #N6264517R0009

Attachment 1 Section C – Statement of Requirements

C.1. BACKGROUND

C.1.1. The Naval Medical Logistics Command (NMLC) serves as the Navy’s Outfitting Support Activity (OSA) for medical and dental materiel. Outfitting is the collective process by which Navy ships are initially provided with materiel required for: (1) operation and maintenance of installed equipment; (2) safety and protection of the ship and crew; and (3) performance of the ship’s mission. Similarly, ships concluding an extended maintenance period or preparing for an overseas deployment may require an exceptionally large replenishment of materiel to achieve mission readiness in which NMLC may support by procuring the materiel to reduce shipboard workload. The materiel that is outfitted to new construction or in-service ships is documented within Authorized Medical and Dental Allowance Lists (AMALs and ADALs) that are also referred to as assemblages. AMALs and ADALs are configured per ship type based on the range of health services expected to be provided in accordance with the ship’s Required Operational Capability (ROC) and Projected Operating Environment (POE). The medical or dental capability provided on a ship include, but is not limited to, categories such as general medicine, general surgery, pharmaceuticals, laboratory, intensive care units, acute care wards, and emergency/trauma care.

C.1.2. Assemblages are reviewed and updated on a periodic basis. Revisions are based on changes to the Federal Supply System, professional recommendations and Type Commanders. The Government reserves the right to amend the assemblages (quantity, items within an assemblage, etc.) and add/remove assemblages based on prevailing conditions; such revisions will be considered as “in scope”. Assemblages will not be amended without the written consent of the Contracting Officer.

C.1.3. The objective of this requirement is to increase the efficiency and effectiveness of delivering a large range and large quantities of medical and dental materiel in support of new construction, initial ship outfitting or replenishing inventory levels of in-service Navy ships. This requirement shall provide assemblage production to include the following:

· Acquiring specified AMAL and ADAL materiel,

· Labeling of assemblage content,

· Ensuring shelf-life sensitive materiel has sufficient time remaining in accordance with Department of Defense (DoD) standards,

· Aggregating materiel for specific assemblages into a single package or a group of packages, and

· Delivering to a receiving warehouse, private or government, or directly to a ship for receipt and inspection.

C.1.4. Applicable References. The following references are listed for support of the Statement of Requirements. Regulations listed below may be viewed at Defense Logistics Agency (DLA) websites https://www.shelflife.dla.mil:

a. Medical Marking Standard No. 1

b. A-A-0059195B, Container, Thermal, Shipping, for Medical Material Requiring Controlled Temperature Ranges

c. DLAR 4145.21, Preparation of Medical Temperature-Sensitive Products Requiring Freeze or Refrigerated (Chill) Environments for Shipment

d. DoD 4140.27, Volumes I and II, Shelf Life Management Manual, May 2003

e. DLAI 4145.11, Storage & Handling of Hazardous Materials, January 1999

C.2. STATEMENT OF REQUIREMENTS

SCOPE. The Contractor shall furnish the necessary personnel, materiel, services, facilities, and assemblage content as described below. The contractor shall procure the identified materiel; label each item in accordance with Paragraph C.2.1.i; group and package materiel into the identified assemblage configuration; label the exterior of each assemblage configuration multi-pack container in accordance with Paragraph C.2.1.j; store completed assemblage (if required) to prevent damage from environmental risks; and, transport the materiel to the indicated continental United States (CONUS) destination identified in each Delivery Order by the required delivery date(RDD) and, if specified in accordance with a No Earlier Than (NET) date for shelf life sensitive items. The packaging of the individual items is incidental to the procurement of the assemblage content. The Contractor shall abide by all laws, regulations, and requirements when dealing with special handling items, i.e., hazardous material, and/or refrigeration items, etc.

C.2.1. SPECIFIC GENERAL REQUIREMENTS. The Contractor shall:

a. Procure all identified components for the requested assemblages as specified in each Delivery Order (DO).

b. Have access to the Defense Logistics Information Service (DLIS) Federal Logistics Information System (FLIS) for identifying essential characteristics of an item by its National Stock Number (NSN) and associated manufacturer(s) and part number(s). The FLIS website can be accessed via the following website: http://www.dla.mil/HQ/InformationOperations/LogisticsInformationServices/FOIAReading.aspx. All assemblage items shall conform, as a minimum, to requirements as outlined within the FLIS catalog file for that item. The contractor shall not provide substitutions to any item without the approval of the Contracting Officer Representative (COR) and express written consent from the Contracting Officer. All recommendations and requests for substitutions shall be submitted, via electronic mail (e-mail), to the Contracting Officer and the COR and shall include supporting technical documentation of the recommended items essential characteristics for determination of substitutability.

c. Fill all assemblages within 90 days from acceptance of the DO in accordance with (RDD). A date later than 90 days may be indicated by the government in the DO. The government may also indicate a No Earlier Than (NET) date for delivery.

d. Deliver all material identified within a DO in one shipment unless indicated by the Contracting Officer or COR in writing to be delivered in multiple increments or shipments covered under Paragraph C.2.1.e.

e. Not authorize, without written approval from the Contracting Officer, a “drop ship” directly from a manufacturer or distributor of an item(s) directly to the delivery location. If this is conducted, the contractor shall be responsible for ensuring the manufacturer or distributor label the item(s) in accordance with Paragraphs C.2.1.i and C.2.1.j.

f. Ensure pharmaceuticals have a minimum of 75% of their initial manufactured expiration/shelf-life remaining on the date of delivery to the designated receiving site. In circumstances where this is not achievable, the Contractor shall notify the Contracting Officer and COR immediately upon determination not to exceed 30 days prior to the latest designated RDD with documentation of research conducted to find the best dating of material available in the market. If the 75% remaining shelf-life cannot be achieved the Contracting Officer, with assistance from the COR, shall then determine if the available shelf-life the contractor is capable of providing is acceptable based on communication with the end user. Furthermore, the Contracting Officer may remove an item from the DO if the remaining shelf-life offered is unacceptable in accordance with the above requirements.

g. Ensure non-pharmaceutical items, with a manufactured expiration/shelf- life, have a minimum of 85% of their shelf-life remaining on the date of delivery to the designated receiving site. In circumstances where this is not achievable, the Contractor shall notify the Contracting Officer and COR immediately upon determination not to exceed 30 days prior to the latest designated RDD with documentation of research conducted to find the best dating of material available in the market. If the 85% remaining shelf-life cannot be achieved the Contracting Officer, with assistance from the COR, shall then determine if the available shelf-life the contractor is capable of providing is acceptable based on communication with the end user. Furthermore, the Contracting Officer may remove an item from the DO if the remaining shelf-life offered is unacceptable in accordance with the above requirements.

h. Ensure items without a manufactured/shelf-life that cannot be provided/delivered as stipulated in the DO are identified to the COR in writing at least 90 days prior to the latest RDD. This material may be removed from the DO with concurrence of the Contracting Officer and documented appropriately in the contract file.

i. Label each individual component with the following information provided in the DO:

· DO Item number (Consists of a 6-digit Alphanumeric Unit End User Identifier, 4-digit Julian Date and 4 digit Serial Number)

· Item Nomenclature

· Item National Stock Number (NSN)

· Quantity of Item

· Unit of Issue

· Expiration Date (if applicable)

· Assemblage Name

· Assemblage Identification (ID) Number

j. Number each component of a multi-pack to indicate the total number of boxes within the multi-pack. Each multi-pack box or container shall have its own packing list. The packing list shall include all the requirements as established in Paragraph C.2.1.k below to reflect item(s) located in that multi-pack container. All assemblages shall be packed with a master packing list identifying all items contained within that specific shipment; the packing list shall not reference any item that is not included in the shipment. The master packing list shall be placed in the first container of the shipment; this list will be used by the receiver as a checklist of items actually received and reported back to the COR.

k. Submit a copy of each Microsoft Excel packing list to the COR via email. The packing lists shall be in the below format and compatible with Microsoft Office 2010. All data shall be provided in upper case lettering. The Contractor shall provide the electronic Microsoft Excel packing list to the COR upon material shipment. The COR e-mail address will be identified in each DO.

Format for Electronic Microsoft Excel Packing List Data File Formatting Template

C.2.2. Deliver shipments to locations within the contiguous United States. This may include locations with temperatures of -25 degrees to 125 degrees. The contractor shall provide appropriate shipping containers so the product shall not be compromised by heat or cold during shipment.

C.3. PERFORMANCE AND DELIVERY REQUIREMENTS

C.3.1. Assemblages shall be shipped with a Fill Rate of 98% (items and quantity), in accordance with delivery instructions specified within the DO, no later than the latest RDD specified in the DO. Within 30 days after the latest delivery date specified within the DO, an additional 2% shall be delivered. The Fill Rate is computed by dividing the number of line items delivered for the assemblage identified in the DO by the total line items per that assemblage. The overall DO Fill Rate is computed by dividing the overall line items delivered by the total line items per DO.

C.3.2. Assemblages marked as “EMERGENCY” in the DO shall be provided at 100% Fill Rate by the latest delivery date specified within the DO. There are no 30 or 90 day additional delivery times authorized for these items.

C.3.3. The contractor shall notify the Contracting Officer and COR, in accordance with Paragraphs C.2.1f, C.2.1.g and C.2.1h., if they are unable to procure an item that they agreed to provide by accepting the DO. This information will be used to negotiate and compute an adjusted Fill Rate. After providing notification and acceptance of the revised DO the contractor will be expected to provide all remaining materiel specified within the DO and no further adjustments to the Total Line Items of DO shall be permitted in computing the Fill Rate.

C.3.4. Assemblages shall be configured as specified within the DO and identified by the Assemblage Name and Assemblage ID. Each discrete assemblage shall be shipped in separate multi-pack containers. Any exceptions shall require written approval by the Contracting Officer.

C.3.5. Shipments shall occur in a manner to meet the RDD stated within the DO. The Contractor shall notify the COR of any deviation from this schedule as soon as a shipment and associated RDD is expected to be missed.

C.3.6. Shipments shall be delivered Free On Board (FOB) Destination by Contractor furnished conveyance to the specified delivery point in the DO.

C.3.7. Quality Control and Assurance shall be a critical success factor of this contract. The contractor shall procure the identified materiel; label each item; group and package materiel into the identified assemblage configuration; label the exterior of each assemblage configuration multi-pack container; store completed assemblage (if required) to prevent damage from environmental risks; and transport the materiel to the indicated CONUS destination identified in the DO by the RDD.

C.3.8. The contractor provided transportation conveyance tracking information shall be provided at a minimum to the COR at the time the carrier accepts the shipment.

C.3.9. Place of Performance. The contractor shall provide all resources and infrastructure necessary to perform the tasks described herein.

C.4. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

C.4.1. The COR is the duly authorized representative of the Contracting Officer.

C.4.2. The COR for any awarded contracts resulting from this solicitation shall be appointed by the Contracting Officer at award.

C.4.3. The COR will perform all technical liaison duties with the contractor. Such technical representative is not authorized to direct or consent to any deviation from the specifications, statement of requirements and/or terms and conditions of the awarded contracts. Accordingly, no deviations thereto may be made without the prior written approval of the Contracting Officer. Refer to Attachment 5: Contract Administration Plan (CAP) for additional information.

C.4.4. The COR will perform inspection and acceptance of assemblages to be provided through onsite government representatives at the receiving site(s). Inspection and acceptance will be performed at the locations listed in individual delivery orders written under the contracts awarded.

C.5. Invoicing

C.5.1. The contractor shall upload a copy of the packing list, referenced in C.2.1.j. and C.2.1.k., with its invoice in Wide Area Work Flow (WAWF). The packing list shall not reference any item that has not been delivered in accordance with the contract.

C.5.2. Invoices shall be submitted in accordance with DFARs clause 252.232-7006.