Attachment_1_-_PWS.docx

Attachment 1 – Performance Work Statement

PERFORMANCE WORK STATEMENT

Deployable Medical Systems and Material Management Navy Expeditionary Medical Support Command

1. GENERAL: This is a non-personal services contract to provide general warehousing services. The Government shall not exercise any supervision or control over the contract service providers’ performance of the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services: The Contractor shall provide qualified contract personnel to perform the following non-personal services: general warehousing services; maintain and repair containers, biomedical equipment and civil engineering equipment (CEE); produce Deployable Medical Systems (DEPMEDS) as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property (GFP) and services in accordance with Section 11 of the PWS.

1.2. Background: The Navy Expeditionary Medical Support Command (NEMSCOM), Cheatham Annex (CAX), Williamsburg, Virginia, is responsible for the design, production, life-cycle management, deployment, and operational readiness of United States (U.S.) Navy DEPMEDS.

1.2.1. Navy DEPMEDS are designed and packed to be deployed in configurations which meet the individual requirements of each mission or designed, packed, and pre-positioned for deployment in anticipation of future missions. In each case, items comprising DEPMEDS are categorized and packed into groups or assemblages designed to provide a specific functional capability (i.e. pharmacy, laboratory, surgery, radiology, intensive care wards, dental, power generation, power distribution, potable water, wastewater collection and storage, laundry, staff housing, galley, public works, etc.). These functional area assemblages are called Authorized Medical Allowance Lists (AMALs) or Authorized Dental Allowance Lists (ADALs) and are the building block capability packages, used by NEMSCOM staff, to create DEPMEDS configurations in the Defense Medical Logistics Standard Support (DMLSS) database or, Hospital Information Management System (HIMS) database, and other Department of Defense (DoD) authorized programs. These configurations can be as small as an individual AMAL /ADAL packed in a medical backpack or as large as a 500-bed containerized DEPMEDS depending on the mission. The Contractor shall build these configured DEPMEDS once created in the respective system.

1.3. Scope: General Warehousing Services. Services include maintenance and repair of containers, biomedical equipment and civil engineering equipment (CEE); and production of Deployable Medical Systems (DEPMEDS).

1.4. Period of Performance: The period of performance will be for one (1) Base Year of 12 months and four (4) 12-month option years for a total of five (5) years (60 months).

1.5. General Information

1.5.1. Place of Performance: The majority of the work shall be performed at the NEMSCOM, CAX in Williamsburg, Virginia.

1.5.2. Hours of Operations: The Contractor shall be responsible for conducting business, between the hours of 0630 and 1700, Monday through Friday, except for observance of Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.5.2.1. Unscheduled Work: The Contractor may be required to conduct business outside normal hours of operation to meet temporary workload surges. The Contractor shall notify the Contracting Officer and Contracting Officer’s Representative (COR), in writing at least 24 hours prior to commencement of the change in working hours, to allow sufficient time to coordinate with security personnel. Contractor shall not conduct business outside those hours specified in section 1.5.2. above, prior to receipt of Contracting Officer approval. There may be situations in which a Contractor’s services are required outside of normal hours of operations in order to receive or issue urgent shipments and download, produce and/or ship DEPMEDS products in response to various emergency situations including, but not limited to, National Emergencies and Natural Disasters. In such instances, the Contracting Officer shall issue verbal direction to the Contractor to initiate performance of a contract requirement(s) and follow-up with a written order within 24 hours. The Contractor shall, upon notification by the Contracting Officer that overtime is required, take all necessary actions to effectively and timely respond to the situation. The Contractor shall be responsible to submit all applicable overtime documentation to the COR before the close of business the day after overtime was worked. The Contractor shall be compensated for approved overtime per the applicable line item in Section B of each Task Order. The Government will not be liable for any overtime which was not authorized by the Contracting Officer. All costs associated with unauthorized overtime are the responsibility of the Contractor and shall not be compensated by the Government.

1.5.3. Recognized Holidays: The Contractor shall not be required to perform services on the following federally recognized holidays.

2. GENERAL REQUIREMENTS:

2.1. Independent Contractor. The services rendered by the Contractor are rendered in the capacity of an independent Contractor. The Government will evaluate the quality of services for purposes of contract inspection and acceptance. The Contractor shall be solely responsible for any and all liability caused by the acts or omissions of its agents or employees. The Contractor shall not in any manner represent or infer that it is an instrumentality or agent of the United States Government. The Contractor shall recognize that the Commanding Officer maintains administrative and operational responsibility for all activities within the Command and may take such actions as necessary to preserve and maintain the integrity of the Command, subject to the limitations prescribed by law and U.S. Military Regulations.

2.2. The Contractor shall perform, in strict compliance with Government provided assembly and packing plans for the production and subsequent reconstitution or service life extension of these DEPMEDS.

2.3. DEPMEDS Platform Configuration Changes. DEPMEDS platform configuration, i.e. items and their quantities that constitute each DEPMEDS platform are subject to change over time for reasons that include, but are not limited to, product obsolescence, lack of availability due to various factors, and changes in design criteria. As it pertains to this PWS, all such changes shall occur at no additional cost to the Government unless specifically noted otherwise. Should the changes be significant enough to change scope of a Task Order, the Task Order will be terminated and a new one issued, or an additional Task Order will be issued to accommodate the change.

2.4. Material Categories. Material owned by NEMSCOM turned over to the Contractor is classified by the DoD as either Operating Materials & Supplies (OM&S) or Personal Property. The vast majority of material and equipment being managed by the Contractor is OM&S material. Therefore, management and accountability of this material will be done in accordance with the SECNAVINST 4440.33(series) and any other applicable DoD instructions. Some material managed by NEMSCOM is classified as Personal Property. This material is managed in accordance with the SECNAVINST 7320.10(series) and the NAVMED P-5132. Sometimes Personal Property is needed for the Contractor to perform services on the contract. In these cases Personal Property is “loaned” to the Contractor to utilize. The Contractor shall be accountable for all Personal Property loaned to them. The Contractor shall be liable for any lost or stolen Personal Property. There are also items of a non-consumable nature provided to the Contractor to perform requirements of this PWS that do not meet the Personal Property criteria. In these cases, the OM&S material provided to the Contractor for use shall be accounted for in the DMLSS database and inventoried at a minimum annually.

2.5. Government Furnished Property (GFP). All of the material and equipment turned over to the Contractor to perform the requirements of the PWS are currently held on the Cheatham Annex (CAX) military base. Because this material is held on the base, it is not considered GFP per the Federal Acquisition Regulation (FAR) part 45. However, if during the life of the contract a decision is made to store and manage material at an off base site, then the material will be treated as GFP and all applicable Government instructions to include but not limited to the DoD Instruction 4161.02, DoD Instruction 5000.64, and the Defense Federal Acquisition Regulation (DFAR) shall be followed in the management of this material.

2.6. The Contractor shall provide responsive and high quality services and support in accordance with the QASP (Attachment 2) in order to meet the terms and conditions of the contract.

2.7. Modifications. The Contracting Officer will designate and authorize an individual to act as the COR and may designate a secondary individual to act as the ACOR. Any such representative appointed will be specifically designated by letter from the Contracting Officer. The COR exclusively represents the Contracting Officer in all technical phases of the work, but is not authorized to issue Change Orders, Supplemental Agreements, or direct any contract performance requiring contractual modification or adjustment. Changes in the scope of work can only be made by modification properly executed by the Contracting Officer. All observations made by persons other than the Contracting Officer or the COR are strictly advisory and shall not influence the Contractor's operations except for administrative requirements and responsibilities specified herein.

2.8. Instructions and directives. Any instructions and directives referenced in the PWS are available from the COR upon request.

2.9. RFID, IUID and AIT. As mandated by the DoD, and in keeping with the technical initiatives of NEMSCOM, a combination of active radio frequency identification (RFID) Savi Tags and Automated Information Technology (AIT) barcodes are utilized to identify, track, and monitor packing containers, aircraft pallets, outfitted shelters, International Organization for Standardization (ISO) containers, CESE, or any other packing/containerizing systems. The only RFID devices currently being utilized at NEMSCOM are the Savi Tags used by the Armed Forces within the Transportation Coordinators' - Automated Information for Movements System II (TCAIMS II) program to track major end items during shipping. The Savi tags are monitored during shipment by interrogators placed at the Point of Delivery (POD) and Point of Entry (POE) ports. An interrogator is available at NEMSCOM to write and read from the tags. The Contractor shall write to the Savi tags as required utilizing the TCAIMS II or other transportation software provided by the Government.

2.10. The Contractor shall electronically submit to the COR, a primary and alternate point of contact (POC) to serve as a liaison between the Contractor and the Government for all aspects of contract requirements.

2.11. The Contractor shall not use Government facilities or other Government property for personal or other business not related to this contract.

2.12. The Contractor shall not respond to any media inquiries; provide interviews, comments, or any other responses to the media. All inquiries or complaints from the media or other sources shall be immediately relayed to the Contracting Officer.

2.13. Personnel Replacements. Personnel absences and terminations do not relieve the Contractor of the responsibility to perform tasks and requirements under this contract timely and accurately.

2.14. Personnel Roster. The Contractor shall furnish electronically to the COR an alphabetical roster of personnel (Attachment 41 - CDRL A013) assigned 30 days after the time of award. The roster shall identify names of supervisors, degree of security clearances for all personnel, and personnel authorized to handle and/or pack hazardous material. The Contractor shall be required to show proof of turn-in of base decals and passes/badges upon termination of the Contractor’s employees. Additionally, the Contractor shall maintain an updated listing of all authorized personnel with security cage and vault access. Security Cage and Vault Access Rosters (Attachment 42 - CDRL A014) shall be updated as changes occur and electronic copies provided to the COR. The Contractor shall electronically report immediately to the COR and NEMSCOM IT Help Desk any termination of Contractor personnel and the reason for termination.

2.15. GFP Vehicle Dispatch. The Contractor shall perform vehicle dispatch functions for daily use of all Government provided Civil Engineering Support Equipment (CESE) or Material Handling Equipment (MHE) in the performance of this contract. The Contractor shall provide the COR with electronic quarterly utilization reports (Attachment 44 - CDRL A016).

2.16. Applicable Directives and Technical Publications. The Contractor shall become familiar with all technical publications provided by the Government in Attachment 27 – Laws, Directives, and Publications. These publications, as discussed in various places in this PWS contain specific instructions regarding methods and procedures applicable to the services required under this contract and shall take precedence over those stated in the PWS in cases of conflict, ambiguity, or both. Periodically, new technical publications will be introduced by the Government to cover changes in existing processes or for processes for which no previous technical publications have been published. The Contractor shall ensure that this new information is passed on to the Contractor’s employees to ensure tasks performed are in compliance with the publication.

2.17. Solid Waste Management. The Contractor shall separate recyclable material from trash and segregate at the appropriate collection points. Trash collection areas shall be kept clean at all times to deter the harboring of pests. Roll-off covers shall be kept in place at all times except during the disposal of trash.

2.18. Recycling. The Contractor shall recycle office paper, computer paper, mixed paper, corrugated cardboard; wood, scrap metals, petroleum products, antifreeze, and any other commodities with recycle potential, to the maximum extent practical and economically feasible. The Contractor shall segregate the recyclables at the collection site for pick up by the Government. The Contractor shall coordinate all recycling activities with the Command Safety/Environmental Program Manager via the COR.

2.19. Weekly Staff Meeting. The Contractor shall meet with NEMSCOM Officials on not less than a weekly basis or at a mutually agreeable time to discuss progress and issues (Attachment 64 - CDRL A036).

2.20. COR Meeting. The Contractor shall meet monthly or as requested with the COR to discuss contractual requirements (Attachment 64 - CDRL A036) and Attachment 67. Neither the Government nor the Contractor is precluded from requesting such a meeting at any time performance issues require immediate attention. The Contractor shall identify issues and agenda items 24 hours in advance of the meeting and submit the issues/items electronically to the COR. The Contractor shall attach to the submission any weekly/monthly/quarterly progress or production reports required. If the Contractor’s performance falls below the acceptable level of performance, the Contractor shall submit to the COR, an electronic corrective action plan when requested. The Government shall identify and notify the Contractor of any agenda items they have identified. Results of the meeting shall be documented as agreed by meeting attendees and signed by the Contractor and COR.

3. SPECIFIC TASKS: The Contractor shall provide services for Warehouse Management; Equipment Maintenance; DEPMEDS downloads; DEPMEDS builds; Painting, Preservation and Overhaul of Containers and Shelters as outlined in the following subsections:

3.1. TASK I - Warehouse Management Services. Warehouse Management Services encompasses all actions involved in managing and controlling material and equipment in support of the NEMSCOM mission.

3.1.1. Property Control System (PCS) Plan. The Contractor shall present a Final PCS plan (Attachment 29 – CDRL A001) upon commencement of the 10th business day after the start of the period of performance. . This Final PCS plan shall be a set of business rules and guidelines for material receipt, inventory, and accountability; and shall be consistent with applicable FAR Part 45 regulations, standards, various instructions, and other requirements set forth herein. This plan will be jointly reviewed by the Contractor and Government annually upon the award of any option year. Proposed PCS plans shall be submitted for review and approval by the COR. Major processes shall be flowcharted, e.g., receiving, ILO, download, inventories, maintenance, excess, and incorporated into the PCS Plan. The Contractor shall continue to perform material management processes of all material and equipment concurrently without interruption to the warehousing services or production/download operations. The property control system shall include:

1. Property control procedures

2. Application and/or compliance with those procedures

3. Set forth company standards, techniques and instructions for operational personnel

4. Identification of individuals or components of the Contractor's organization having specified and delineated functions and authorities for property management

5. Procedures for receiving material including dated and deteriorative items, storage, issues, movement, transportation, management of frustrated or misdirected receipts

6. Policies and procedures to manage short-term, high volume, incoming new receipts to ensure timely visibility and accountability of receipts within established performance standards.

7. Corrective action plan if physical inventory or location audits fall below the accuracy standards specified in section 3.1.7.1.

8. Marking/bar coding property, physical inventories, property in the possession of subcontractors, notification for loss, damage, or destruction of accountable government property, maintenance program;

9. Process for handling the segregation and disposition of recalled material and equipment.

10. The perpetual association of stock material to DEPMEDS assemblages and the associated inventory of this material as required, and

11. System or technique to locate any item of Government property within a reasonable period of time, disposition of excess property, records, use of Government Property and contract closeout including plan for wall-to-wall inventory

12. Procedures on management and control of pilferable items and controlled substances

13. Procedures on management, storage, transportation and control of hazardous and refrigerated/frozen materials

14. DEPMEDS build and download processes

15. DEPMEDS Pre-Production processes

16. Shelf life material management to include process on receiving, stowage, labeling, shelf life extension, material recall and identification of expiring material

17. Process for which the Contractor shall acquire materials/services as required is outlined in section 12.6.1 of this PWS.

18. Program to identify non-repairable material such as deteriorated, obsolete, damaged, or destroyed items, or items that are no longer cost effective to repair for disposal.

19. A continuous process improvement strategy for the execution of this contract.

3.1.2. Material Management. The Contractor shall process all material through DMLSS or other Government approved system per its PCS Plan from receipt-to-stow, issue, physical inventory functions, and documentation of transactions, applicable record management, and shipment to NEMSCOM’s customers (i.e., DEPMEDS organizations or other Navy activities). Material found to be in a Not-Ready-For-Issue (NRFI) condition that can be repaired or brought back to Ready-For-Issue (RFI) condition shall be processed via the Hospital Information Management System (HIMS) on a Non-Conformance Report (NCR).

3.1.3. Material Locations. NEMSCOM utilizes a standard location scheme throughout its warehouses. Vast majority of locations are nine (9) characters in length (i.e. 33A11008B). There are slightly modified locations for vehicles and for containers within the container yard. The Contractor shall obtain approval from the Government Property Administrator for all new locations to be developed and used in the facilities and databases. Vague or broad locations such as 504 Bay 1, ILO Office, BMED Parts Room, BMED SHOP, Receiving Location (61R0000AM) etc. shall be prohibited. The Contractor shall identify and correct all non-standardized, non-approved locations and shall work with the COR to resolve location issues within 90 days of contract award.

3.1.4. The Contractor shall perform the following Material Management services as outlined in sections 3.1.4. through 3.1.13.13.:

· Receiving/Issuing

· Return/Turnover of DEPMEDS Platforms

· Stowing (Storage and Warehousing)

· Inventory Control Functions

· Re-warehousing/Relocation

· Disposal of Excess/Non-RFI Material

· Redistribution of Material/Equipment

· Civil Engineering Equipment (CEE) Disposition

· Shelf Life Material and Block Management

· Transportation Management

3.1.4.1. Receiving. The Contractor shall receive and process new receipts for all types and varying individual quantities of property, predominantly of the type and nature of those discussed within the PWS or listed in any Attachments to the PWS, as well as any items needed to support NEMSCOM staff operations, from common carriers, local vendors, parcel post, or personnel / organizations authorized by NEMSCOM. The number and volume of receipts will vary over a 12-month period depending on the intensity of the production schedule changes or mission urgency. Historically, the number of receipts received and processed during a 12-month period was approximately 12,000. The Contractor shall notify the NEMSCOM Supply Department, via the COR, daily to coordinate any parcel post pickups delivered directly to NEMSCOM.

3.1.4.1.1. Tailgate Date and Receipt Inspection and Validation. The Contractor shall, upon physical receipt of the material, stamp a tailgate date upon the material and receipt documentation. The Contractor shall inspect and validate the contents against packing slip, and note any shortages or damages, if applicable. The Contractor shall prepare a Quality Deficiency Report (QDR) (SF 368) or Supply Discrepancy Report (SDR) (SF 364) per SECNAVINST 4355.18 series for any noted shortages or damages. In addition, a Transportation Discrepancy Report (TDR) (DD 361) shall be prepared per NAVSUP P-485 and DTR 4500.9-R-Part II. These reports shall be forwarded within two (2) business days upon completion to the Government Supply Supervisor. Upon completion of the inspection, the Contractor receiving personnel shall circle or write the verified quantity, print and sign their name, and date the receipt document(s). Utilizing NEMCOM’s standard location scheme, the Contractor shall write the receiving floor location (refer to 3.1.4.1.2. below) on the receipt document for all incoming material. If material is received without any receipt documentation then the Contractor shall notify the Government Supply Supervisor of the issue to obtain disposition on how to proceed. The Contractor shall make a copy of all receipt documents and keep within a suspense file to ensure all receipt documents turned over to NEMSCOM are returned to the Contractor after Government personnel have posted to DMLSS. The Contractor shall have two (2) business days from the tailgate date to perform the inspection and validation with the exception of biomedical/scientific equipment as noted below in section 3.1.4.1.6.

3.1.4.1.2. The Contractor shall segregate and tape the receiving floor such as to allow for the development and implementation of standardized receiving locations. If the location developed is a large bulk area the Contractor shall palletize material labeling each pallet with a unique number. The Contractor shall document this pallet number in the sub location field of DMLSS to allow material to be easily found on the receiving floor.

3.1.4.1.3. Receipt Turnover to NEMSCOM. The Contractor shall establish an incoming and outgoing receipt box within the warehouse. Upon completion of the inspection and validation, the Contractor shall place the receipt documents into the outgoing box for NEMSCOM Supply Department retrieval/turnover.

3.1.4.1.4. NEMSCOM Posting and Return to the Contractor. Upon turnover of the receipt documents to NEMSCOM, NEMSCOM staff will post the receipt documents to DMLSS within two (2) business days utilizing the quantity and receiving location validated by the Contractor on the receipt document. Upon completion of the posting, NEMSCOM staff will stamp on the receipt document that the material has been posted; print, sign, and date; print out the receipt label; staple it to the receipt document; and, will turnover receipt document to the Contractor by placing in the Incoming Receipt Box within the warehouse.

3.1.4.1.5. Database Updates and Stowing of the Receipt. Upon turnover of the receipt document from NEMSCOM to the Contractor, the Contractor shall date/time stamp the document to show the date received back from NEMSCOM; post the material to DMLSS and/or HIMS; and, apply all appropriate labels to the material (e.g., receipt labels; Assemblage/Org/NSN barcode labels; UID labels; and, ECN labels). See section 3.1.6.5. for further guidance on required assemblage labels. The Contractor shall stow the material and update the DMLSS location. Upon completion of the stowing and location update, the Contractor shall stamp that the material was stowed, and provide stowed location(s) and date on the receipt document.

3.1.4.1.6. The Contractor shall conduct a receipt inspection for all equipment. The receipt inspection shall be done in accordance with the NAVMED P-5132 and ensure all accessories, repair parts kits, consumables, and technical manuals of the specific unit of equipment were received and identify whether the equipment matches the equipment requirement specified in the design. The Contractor shall record all model numbers, serial numbers, lot numbers, manufacturer names, and expiration dates in DMLSS. (Note: Some equipment, such as defibrillators and x-ray machines, has two or more “sub components” with serial numbers.). Upon completion of the receipt inspection, the Contractor shall update equipment in DMLSS with a Condition Code “M” and process the equipment for further inspection, testing, maintenance, repair, and calibration per Task II below (refer to section 3.2 and subsections). The Contractor shall perform these processes within three (3) business days from the DMLSS posted date on the receipt document. A copy of the receipt document shall be kept with the stowed material.

3.1.4.1.7. Receipt Document Filing. Upon completion of the stow, the Contractor shall keep a copy of the completed receipt document for their files and provide the original receipt document that has been fully completed to the NEMSCOM Supply Division for filing.

3.1.4.1.8. Hazardous Materials Receipts. Hazardous materials are labeled per criteria contained in DoD Publication 6050.5 series and MIL-STD-129N. Inadequate Department of Transportation (DOT) labeling shall not be grounds for excusing improper storage. The Contractor shall notify the NEMSCOM Supply Division, Safety/Environmental Program Manager, and COR immediately upon receipt of any hazardous material without proper DOT labeling. Hazardous material received shall be segregated by special hazardous materials type (flammables, corrosives, etc.) pending delivery to customers or for storage within the warehouse facility. Hazardous material shall be removed from the receiving floor, cargo ramps, vehicles, and staged in designated warehouse spaces or specialized storage facilities onsite by close of business the day of receipt. Only equipment that is OSHA/manufacturer approved as spark-enclosed shall be operated within the flammable stores storage area. On identification of any hazardous material not properly stored or any safety related issue-involving HAZMAT, the Contractor shall immediately advise the NEMSCOM Command Safety/Environmental Program Manager and COR. Refer to Section 9 and subsections for further details and requirements.

3.1.4.1.9. Weapons, Ammunition, Explosives Receipts. Receipt of weapons, hazardous material labeled as Class A, Class B or Class C explosives, or ammunitions of any type is prohibited.

3.1.4.1.10. Special Handling Material Receipts. The Contractor shall manage and control security coded materials per NAVSUPINST 4440.146 series and all references contained therein. The Contractor shall be responsible for the receipting, storing, and safeguarding of NSN items identified in WEBFLIS with security management codes of “J” (highly pilferable). Controlled substances managed under this contract shall be securely stored, inventoried and managed in compliance with Bureau of Medicine and Surgery (BUMED) 6710.70 series, Navy Medicine (NAVMED) P-117, NAVMED 6710 series instructions, Drug Enforcement Administration (DEA) instructions and regulations, and any other required state or federal regulations. The Contractor shall immediately notify the COR and Operations Directorate of the receipt of any controlled substances. In the event of activation or deployment of a DEPMEDS, controlled substances may be required to be delivered to NEMSCOM from outside entities and be receipted, refrigerated, repackaged, and shipped by the Contractor. The Contractor shall package/repackage all controlled substances ensuring security, safety, and if necessary meeting all cold chain shipment requirements as noted in this PWS. Material requiring special handling per Military Standard Transportation and Movement Procedure (MILSTAMP) and Defense Traffic Management Regulation shall receive protection, as determined by the Government to prevent loss of cargo and assure accountability from the time of receipt to final destination.

3.1.4.1.11. Cold Chain Material Receipts. Cold chain material (material requiring refrigeration/freezing) shall be inspected upon receipt to ascertain if the material received was maintained at the required temperature during shipment. The Contractor shall verify the temperature tag packaged with the material. In cases in which a temperature tag is not found the Contractor shall utilize a temperature measurement device to determine the temperature of the material upon receipt. The Contractor shall immediately notify the COR and NEMSCOM Supply Division on any receipt of cold chain material outside of the material temperature range.

3.1.4.1.12. Shelf Life Material Receipts: The Contractor shall receive, store, issue, restock material and adjust accountable records within DMLSS-AM. Throughout the process the Contractor shall maintain quality control information e.g., lot number, expiration date/date of manufacturer, material extended date, and manufacturer within DMLSS-AM. The Contractor shall package/re-package shelf life material to ensure optimal storage conditions to maximize the products ability to retain shelf life.

3.1.5. Return and Turnover of DEPMEDS Platforms. Once notified, the Contractor shall obtain the DEPMEDS container/shelter and CESE inventory reports from the DMLSS and HIMS databases. The Contractor shall provide a container and CESE staging plan to the COR prior to the return of a DEPMEDS platform from deployment or a pre-position site to NEMSCOM. Upon return of a DEPMEDS from deployment or a pre-position site NEMSCOM shall turnover the DEPMEDS to the Contractor for inventory accountability. The Contractor shall verify and validate quantity, identity (i.e., container(s) and CESE ID numbers), and location of the DEPMEDS units, update HIMS and DMLSS with the new locations, acknowledge receipt, and submit a written discrepancy report to NEMSCOM via the COR identifying any noted discrepancies within five business days of notification.

3.1.6. Stowing (Storage and Warehousing). The Contractor shall provide storage and warehousing methods for material and equipment that would effectively and efficiently support production, download, and rapid configuration for missions requiring DEPMEDS, capability-based DEPMEDS or expeditionary deployment requirements.

3.1.6.1. Over Capacity. When a capability-based or item designated location is nearing its capacity, the Contractor shall give five (5) days advance written notice to the COR including a recommendation regarding the stowage of overflow material.

3.1.6.2. Open Storage. The Contractor shall ensure all material/equipment subject to damage by unexpected high winds or inclement weather are covered and tied down securely at all times. Upon receiving notice of an impending major storm or hurricane, the Contractor shall put all light weighted equipment indoors and inspect all open storage to ensure tie downs are sufficient to hold should a weather emergency actually occur.

3.1.6.3. The Contractor shall assist in the development and implementation of a warehouse strategy that facilitates local on-site production, storage, and subsequent selection and containerization of the various DEPMEDS AMAL/ADAL assemblages for rapid deployment of DEPMEDS platforms.

3.1.6.4. Movement of Material into Specified DEPMEDS Assemblages. The NEMSCOM Production Officer, via the COR, shall notify the Contractor of future DEPMEDS requiring material to be transferred into the DEPMEDS. The NEMSCOM Production Officer shall provide the order of precedence. The Contractor shall review material requirements within the identified DEPMEDS and utilize DMLSS to identify material that is available for transfer. The Contractor shall identify primary and substitute NSN or Part Number material that can be utilized. The Contractor shall utilize the primary NSN or Part Number to fill the requirement prior to utilization of the substitute. Upon completion of the analysis of material availability the Contractor shall electronically and physically transfer the applicable material to the identified DEPMEDS. Upon completion, the Contractor shall provide a completion letter to the NEMSCOM Production Officer via the COR.

3.1.6.5. Labeling requirements for material managed within the Assemblage Management (AM) Module. All material received, gained, posted, or transferred to the AM Module of DMLSS shall have the DMLSS Assemblage label affixed to the material and the exterior package the material was received or is being stored in. The Assemblage label shall have the NSN or part number, quantity, assemblage and Organization Id (Org Id) on the label. Material that is transferred to another assemblage or another Org Id shall have the old assemblage label removed and the new assemblage label affixed to the material. Certain material due to size, manufacturer packaging, and quantity within the packaging may not allow for the assemblage label to be placed on the material. In these cases the label shall be placed on the storage box, container, etc. not to be confused with the intermediate or shipping container required in production processes. On certain materials such as tent material, a wire tag with the assemblage label shall be required.

3.1.6.6. Cold chain material storage, packaging, and shipment. Cold chain material received shall be stored in designated storage facilities within the warehouses. Cold chain material shall be managed and packaged/repackaged for shipment as per the DLAR 4145.21/NAVSUPINST 4610.31 series when not utilizing delivery by refrigerated/frozen carriers to the ultimate destination. Cold chain material being transported due to activation of a DEPMEDS shall be packaged in accordance with these instructions even if refrigerated/frozen carriers are utilized to ensure material arrives within temperature range. NEMSCOM will provide the Contractor with the required amount of time the material has to maintain temperature during shipment. Temperature monitoring tags shall be packaged with each intermediate container (i.e. foam lined box) of packaged cold chain material regardless of shipment method. The Contractor shall only use shipping containers, gel packs, and temperature tag material approved by NEMSCOM.

3.1.6.7. Movement of DMLSS-IM Material into DMLSS-AM. Upon award of the contract, there may be material posted within the DMLSS-IM Module. The Contractor shall identify this material and coordinate efforts with the NEMSCOM Property Administrator to inventory the material and transfer to the DMLSS-AM Module. Unless otherwise directed, there shall be no material posted or managed within the DMLSS-IM Module. All transferred material shall be labeled/relabeled in accordance with section 3.1.6.5. This action shall be completed within 150 days after contract award and provided to the COR.

3.1.7. Inventory Control Functions. Historically, the NEMSCOM on-site inventory consists of a range of approximately 7,200 different line items, a depth of approximately 450,000 total on-hand quantity (in terms of units) at any one time and approximately 10,000 warehouse locations. The total inventory quantities continually fluctuate depending on download and production schedules. Frequency of the inventory shall be, at a minimum, as listed in 3.1.7.1. below. All inventories shall be executed and posted within the DMLSS database or other Accountable Property System of Record (APSR). The Government currently does not have the capability to perform inventories using scanners or other technology. The Contractor shall perform/conduct periodic audits/inventory as outlined below. In addition, the Contractor shall inventory Government provided material used for the performance of work in this PWS at the end of each fiscal year (30 SEP).

3.1.7.1. Inventory/Location Accuracy Standards. The Contractor shall maintain an effective inventory/location process that would provide the Government total asset visibility of material and equipment on hand. DMLSS-AM currently does not allow single NSN or location inventories, the Government shall provide required inventory schedules to the Contractor. Inventories shall be conducted, by assemblage, within DMLSS-AM. Assemblages have various numbers and quantities of line items within them to be inventoried. Historically, an assemblage has been as small as a single line item to as large as 470 line items consisting of 1,200 pieces of material. However, assemblages may fluctuate over time. Performance standards and frequency of inventories are as set forth below. Note: Inventories noted below are due by the last working day of the month, quarter, year, etc. If the Contractor executes and completes the inventory earlier than the required last working day based on the inventory frequency rate then the Contractor shall turn in that inventory no later than 5 days after completion to the COR as noted within the below table to allow for efficient and rapid Quality Assurance (QA) processes to be performed:

CESE

Annually

*As defined by NAVSUPINST P-485

3.1.7.1.1. Wall-to-Wall Inventory. NEMSCOM is required to execute and provide results of a wall-to-wall inventory of all OM&S material as per SECNAVINST 4440.33 series. Current requirements are to conduct this inventory once every three (3) years. Upon notification from NEMSCOM, the Contractor shall execute a wall-to-wall inventory of all OM&S material within their assigned areas. The Government will provide the Contractor with a ninety (90) day timeframe in which to achieve this. There are indications that these inventory requirements may change to an annual inventory requirement. If this occurs then the Contractor shall suspend monthly inventory sampling processes and work with the COR to schedule monthly inventories such that all OM&S within the Contractor’s assigned area is inventoried annually.

3.1.7.1.2. The Contractor shall work with the COR to identify and review at the beginning of each contract year all warehouse and container yard locations. Once identified this list shall be utilized to perform location surveys. The COR will set the location surveys to be performed each quarter.

3.1.7.1.3. Pre-adjustment, Adjustments and Causative Research. The Contractor shall perform pre-adjustment research on all material/equipment prior to adjusting any inventory record. The purpose of pre-adjustment research is to verify if an inventory variance has occurred which involves a review of potential discrepancies, the consideration of recent transactions and verification of catalog data. Another purpose of pre-adjustment research is to determine the correct balance. Pre-adjustment research ends when the balance has been verified or the adjustment quantity determined. Once the inventory variance is verified, the inventory adjustment must be posted. Pre-Adjustment research shall be completed and documentation provided to the NEMSCOM Property Administrator via the COR by the Contractor no later than 15 business days after discovery of the inventory inaccuracy. The Contractor shall perform causative research for adjustments on all material meeting the causative research and DD 200 criteria table provided below. Causative research is an investigation of discrepancies; i.e., gains and losses, consisting of (as a minimum) a complete review of all transactions to include supporting documentation: catalog change actions, shipment discrepancies, and unposted or rejected documentation occurring since the last completed inventory; the last location reconciliation which included quantity; or back one year whichever is sooner. The purpose of causative research is to identify, analyze, and evaluate the cause of inventory discrepancies with the aim of eliminating repetitive errors. Causative research ends when the cause of the discrepancy has been discovered or when, after review of the transactions, no conclusive findings are possible. All causative research shall be completed within 45 days of the inventory adjustment. When posting an adjustment, the Contractor shall provide an adequate description of why the adjustment is posted in the inventory database. Adjustments over the causative research threshold shall have a written narrative with details as prescribed in NAVSUPINST P-485. The Contractor shall utilize NAVSUPINST P-485 for guidance regarding how to perform pre-adjustment/causative research. The Contractor shall complete DD Form 200’s for all unresolved lost, damaged, or destroyed items that meet causative research criteria below:

3.1.7.1.4. Government Furnished Material (GFM) Inventory and Adjustment Reports. The Contractor shall provide to the COR, reports as listed below, in both hard copy and electronic media. Note: all inventories turned over for Government review noted below shall segregate the data by the various inventory categories within the inventory frequency and standards table (section 3.1.7.1.). Different inventory categories shall not be mixed due to various frequencies and performance metrics for each inventory category:

Attachment 30 - CDRL (A002) - Scheduled Physical Inventory Audits and Inventory accuracy– (Inventory Count Lists, spreadsheet listing all NSN/P/N’s, pre-adjustment research and DD200’s if required) – five business days after completion of inventory segment

Attachment 31- CDRL (A003) - Scheduled Location Audits and location accuracy for that segment – five business days after completion of location segment

Attachment 32 - CDRL (A004) - Inventory Adjustments (not in conjunction with planned inventories) and DD 200’s if required – five (5) business days after end of month

Attachment 33 - CDRL (A005) - Causative research packages (if required) shall be submitted 50 business days after adjustment posted

Attachment 34 - CDRL (A006) - Inventory Report on material and equipment turned over to the Contractor for daily use – five business days after completion of annual inventory.

3.1.8. Re-warehousing or Relocation of Material, Equipment, CESE, and Containers. Some warehouse space and storage lots used by NEMSCOM may be subject to reallocation as a result of storage practices or methods to meet NEMSCOM mission. Should this occur, the Contractor shall be notified by the COR to perform re-warehousing. The Contractor shall relocate specified quantities of material and equipment between specified locations and make corrections to the appropriate database. Historically, re-warehousing efforts have been performed no more than 10 times per year requiring an average relocation of approximately 1,000 measurement tons of equipment and supplies, per event, and approximately 1,000 ISO containers/shelters and 700 pieces of CESE, per year.

3.1.9. Disposal of Excess and Not Ready for Issue (NRFI) Material to include Equipment and Containers. The Contractor shall efficiently dispose of damaged, deteriorated, and obsolete material and equipment to maximize use of warehouse space. The COR will identify material to the Contractor.

3.1.9.1. The Contractor shall identify and request removal of unserviceable material/equipment from storage to the COR for review and approval within two (2) business days of being identified.

3.1.9.2. The Contractor shall dispose of property in accordance with DoD Manual 4160.21-M, the NAVFAC P-300, NAVMED P-5132, and the written agreement of the COR. The following amounts of property are estimated, but not limited to, be processed for excess: