Attachment_23_Appendices_A-C.pdf

Appendix A: Table of Required Reports

The Contractor shall, at a minimum, provide the following summaries and reports. Other reports may be requested in the Uniformed Bureau delivery orders. As part of the Uniformed Bureau delivery orders, the Uniformed Bureau will indicate which reports in “Table 7: Reports” shall be submitted to its Uniformed Bureau CO and COR. The bullets below define frequencies required. If the due dates fall on a holiday, the reports will be due the next business day.

● Bi-Weekly Reports: available online no later than two (2) business days from the end of the second reporting week

● Monthly Reports: available online no later than four (4) business days from the end of each month

● Quarterly Reports: available online no later than six (6) business days from the end of each FY quarter (Q1: Oct – Dec; Q2:

Jan –Mar; Q3: Apr – Jun; Q4: Jul – Sept)

● Semi-Annual Reports: available online on January 3 and July 1 of each fiscal year, unless otherwise specified in the report (e.g.

CUAR Reconciliation Report)

● Annual/Fiscal Year-End/Contract-End Reports: available online 10 business days from the end of the calendar year, fiscal year, or contract end (based on report requirement)

● Other Reports: available online by the date specified in the report’s requirements

Table 7: Reports

Report Name and Description Frequency On-Time Fulfillment Definition: This standard measures the # of uniform fulfillments that are complete and shipped on-time as a % of the total number of uniform fulfillments during a specified timeframe. Calculation:

[# Uniform Fulfillments Completely Shipped On Time / Total # Fulfillments That Should Have Been Shipped During the Specified Timeframe] * 100.

The report shall include breakdowns of average delivery times for each uniform item included in the contract, as well as by uniform request.

Available for download, real-time

The report shall allow the Government to specify a date range to display on-time order fulfillment data.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Buying and Ordering Trends Definition: Report outlining buying history of each uniform item (e.g. if an item is selling over the monthly period, and season trends). In addition, the top 10 items purchased by each Uniformed Bureau shall be provided.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Monthly

Detailed Uniform Request Information Report Definition: This report provides the following cumulative information for each item requested (in Excel format):

Contract number, associated employee account number, associated Delivery Order number, associated uniform request number, item number, size 1, size 2, size 3, description, gender, cost, uniform request type (online requests, bulk purchases, urgent requests for disaster response, employee hardship replacement orders, and made-to-measure requests), uniform request date, applicable Uniforms Request Report submission date, Delivery Order Date, ship date, delivery date, return date (if applicable), return reason, return reason code, and additional shipping costs (if applicable), backorder reason (if applicable), backorder reason code, anticipated backorder ship date (if applicable), Government-owned inventory indicator (Y/N), shipping address line 1, shipping address line 2, shipping city, shipping state, shipping zip code, shipping country, and status of request.

The report shall allow the Government to specify a date range to display data.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Available for download, real-time

Backorder Report Definition: Report containing comprehensive backorder information:

The # of items on backorder as a % of the total number of uniform

Monthly fulfillments during a specified timeframe. Calculation: [# of items on backorder / total # of uniform fulfillments during the specified timeframe] * 100.

The average # of days an item is on backorder. Calculation: [Total backorder days for all items / # of backorders].

Backorder reasons for each item (e.g. manufacturing delays, lack of fabric, and problems with sub-contractors).

Listing of all uniform fulfillments that have an item on backorder with approximate delivery date.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Total Spending Report Definition: Cumulative dollars spent each month by each Uniformed Bureau and Sub-Uniformed Bureau in four areas:

allowance spending, bulk purchases, government purchase cards, and personal credit cards. Additionally, aggregated quarterly spends are required when reporting Quarter 2, 3, and 4 figures.

(See Figure 1: Sample Total Spending Report).

Additionally, the report shall include the total cumulative spending on the contract compared to the contract maximum.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Monthly

Invoice Balance Sheet Definition: Report outlining outstanding invoices by Uniformed Bureau.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Bi-weekly

Return Reason Summary Report Description: Report outlining all returned and exchanged orders over a month period. Information would include why the order/item was returned/exchanged, if and when a replacement item was shipped, when a replacement item is planning to be shipped, payment type (allowance, personal credit card, Government Purchase Card, or Delivery Order), and other pertinent return/exchange order information.

Additionally, the report will outline item accuracy which is defined as: # of accurate items as a % of the total # of items requested. Calculation: [(# items shipped - # items w/Complaint or Error)/Total # items] * 100. Complaint or Error would be defined as returns/exchanges due to fault of the Contractor.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Product Matrix per Uniformed Bureau Definition: Status of uniform items added/modified/removed from the contract.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Bi-weekly

Inventory Report Definition: Quantities of all uniform items (including badges, emblems, embellishments, and insignia) on-hand, on order from a manufacturer, and ordered pending shipment, and by storage location (e.g. central warehouse and training academy). Items shall be categorized by inventory type: Existing-Government Owned Inventory and Other Than Government-Owned Inventory

The report shall be in Excel format, contain data from the system of record, and be un-manipulated or unaltered.

The report shall allow the Government to specify a date range to display inventory data.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Available for download, real-time

Customer feedback Report Definition: Information on any feedback provided via the WBOS, such as uniform items, customer service, and returns/exchanges.

The report shall allow the Government to specify a date range to display customer feedback data.

Available download, real-time

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Security Breach Report Definition: Report outlining any security breaches due to pilferage/theft, loss of keys to a Government facility or caged area in the Contractor’s facility/warehouse, or security breach of the

WBOS.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Incident report due within 24 hours of security breach.

Summary report monthly

Status of WBOS Report Description: Report outlining changes, upgrades, and planned enhancements for the entire website and by Uniformed Bureau.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Quarterly

Monthly Account Status Report by Uniformed Bureau (or equivalent)

Definition: Report outlining the Contractor’s reconciliation of Uniformed Bureau allowance employee status information.

applicable Uniformed Bureau COs/CORs.

Destruction Report Definition: Report outlining the quantity and description of DOI/USACE items destroyed, method of destruction, and destruction date. In the event a Government witness is not available, documentation shall reflect two-person destruction and accountability illustrating that two people witnessed and signed for the destruction of these items.

Report shall be made available to the IDIQ CO and COR and applicable Uniformed Bureau COs/CORs.

Each time destruction is scheduled with COR

Obligated Allowance Funding Status Report Definition: Report outlining how much of a Uniformed Bureau’s allowances has been spent out of the total obligated funding for

Available download that Uniformed Bureau by fiscal year.

applicable Uniformed Bureau COs/CORs.

9:00am Central Time each business day

Total Cumulative IDIQ Contract Spending To-Date Description: Report outlining total cumulative spending on the contract compared to the contract maximum. Information should be organized on a Contract-wide basis as well as by Uniformed Bureau.

Report shall be made available to the Contract CO/COR.

Monthly

Annual Activity Report Description: Report which includes the employee master file, Uniformed Bureau master file, ending inventory levels, employee allowance balances, all order transaction information, and all WBOS account information. This information shall be organized by Uniformed Bureau.

Report shall be made available to the IDIQ CO and COR and applicable Uniformed Bureau COs/CORs.

Fiscal Year End and at Contract End

Customer Service Center Report Description: Report outlining the types of inquiries the Contractor’s customer service center received. Report includes percentages of total inquiries on the following: account information inquiries, uniform request modification inquiries, uniform status inquiries, product information inquiries, return inquiries, technical assistance, and other inquiries. Additionally, the report shall indicate if unusual uniform requests were placed through the customer service center (e.g. purchased the same high-valued item multiples in one order, or purchased an unusual size of an item compared to the requester’s uniform request history). This information shall include the requester’s name, account number, and order details.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Monthly

Quarterly Review Performance Report Description: The Contractor shall present performance related information at the Quarterly Performance meetings as outlined in

Quarterly the PWS. The report shall be posted online five (5) business days prior to the quarterly review.

Report shall be made available to the IDIQ CO and COR and Uniformed Bureau COs/CORs.

Uniforms Requests Report Description: The Contractor shall outline all uniform requests placed on the WBOS during the reporting period. Each uniform request shall include the employee name, account number, item number, item size, item description, item quantity, item price, remaining allowance balance, personal funds details (if applicable), Government purchase card details (if applicable), and shipping details. Additionally, the report shall outline a total quantity of each uniform item requested during the reporting period.

Report should also indicate if any uniform request contains unusual behavior (e.g. purchasing multiple pairs of sunglasses, buying the items in various sizes, or buying the size of a uniform item that drastically differs from his/her order history). The Contractor shall work with the Contract COR to develop a mutually agreed upon unusual behavior characteristics.

Report shall be made available to the IDIQ CO and COR and applicable Uniformed Bureau COs/CORs.

Weekly, or frequency determined by the Uniformed Bureau

“Figure 1: Sample Total Spending Report” illustrates the type of data the Contractor is required to submit to the Contract CO/COR for each month.

Month, FY18 (Month/Day – Month/Day) A B C D

Uniformed Bureau/ Sub-division

Cumulative Allowance Spending

Cumulative Bulk Order Spending

Cumulative Government Purchase Card Spending

Cumulative Personal Credit Card Spending

Total

Uniformed Bureau A $ $ $ $ A+B+C

+D Uniformed Bureau B $ $ $ $ A+B+C

+D Uniformed Bureau C $ $ $ $ A+B+C

+D Uniformed Bureau D $ $ $ $ A+B+C

+D Uniformed Bureau E $ $ $ $ A+B+C

+D Uniformed Bureau F $ $ $ $ A+B+C

+D Uniformed Bureau G $ $ $ $ A+B+C

+D Uniformed Bureau H $ $ $ $ A+B+C

+D Uniformed Bureau I $ $ $ $ A+B+C

+D

Total Spending, FY18 (Month/Day of first Month Reported – Month/Day of current Month being Reported) A B C D

Uniformed Bureau/ Sub-division

Total Allowance Spending to Date

Total Bulk Order Spending to Date

Total Government Purchase Card Spending to Date

Total Personal Credit Card Spending to Date

Total Spending to Date

Uniformed Bureau A $ $ $ $ A+B+C+

D Uniformed Bureau B $ $ $ $ A+B+C+

D Uniformed Bureau C $ $ $ $ A+B+C+

D Uniformed Bureau D $ $ $ $ A+B+C+

D Uniformed Bureau E $ $ $ $ A+B+C+

D Uniformed Bureau F $ $ $ $ A+B+C+

D Uniformed Bureau G $ $ $ $ A+B+C+

D Uniformed Bureau H $ $ $ $ A+B+C+

D Uniformed Bureau I $ $ $ $ A+B+C+

D

Appendix B: Performance Requirements Summary

Appendix B outlines priorities and performance standards to develop metrics that will encompass the entire contract.

Table 8: Performance Requirements Summary Uniformed Bureau or Deliverable Highest Priority All Uniformed Bureau Timely and accurate delivery of uniforms; fair pricing; and quality of uniforms

Continuous improvement is especially sought in these areas:

ordering efficiency; shorter delivery times; lower uniform prices;

improved continuity of colors across different uniform items; improved accuracy of fittings and decreased rates of returns/exchanges.

Table 9: Performance Standards Contract-Wide

Description Performance Standard Acceptable performance standard for uniform requests being accurately fulfilled

At least 99%

Acceptable performance standard for a uniform item shipped being free from defects

At least 95%

Acceptable performance standard for prevention of loss, theft, and damage of Government badges, emblems, patches, embellishment and other insignia

100%

Acceptable performance standard for prevention of security breaches on the WBOS, or Contractor’s IT systems that manage Government data

100%

Acceptable performance standard of online uniform requests and bulk purchases delivered to the recipient in the timeframes outlined in Table 2

90%

WBOS up-time and availability 99%

Quarterly Performance Meetings: The Contractor shall present performance related information at the Quarterly Performance meetings as outlined in the PWS. The quarterly report shall be posted online five (5) business days prior to the quarterly review.

Individual Ordering Shipping Times: This standard measures the time that the Contractor takes to ship an individual order to a specific Uniformed Bureau. Acceptable performance will vary by Uniformed Bureau and its requirements. Metrics for made-to-measure items should be kept and reported separately.

Web-Based Ordering System (WBOS) Availability: This standard measures the amount of WBOS downtime excluding authorized, scheduled outages, maintenance, or upgrades. The maximum unauthorized, unscheduled downtime per calendar year is nine (9) hours.

First Article Testing and Acceptance: This applies to both Contractor manufactured and sourced uniform items. The Contractor presents the uniform item to the Uniformed Bureau(s) COR(s) for approval, modification, or rejection to validate functional (e.g. flame retardant flight suit) and technical requirements (e.g. washing, fading, shrinking, and pilling) are met. The uniform item is accepted once the first article and wear testing is completed to the satisfaction of the Uniformed Bureau.

Made-to-Measure Sizes: Acceptable performance for made-to-measure items is considered 60 calendar days from original fitting or order date.

Orders Shipped Complete: This standard measures the number of orders free from backorder. Backorder is defined as an order for a specific product that, at the time the order is placed, the product is unavailable for immediate shipment. Acceptable performance has occurred when a minimum of 90% of total orders placed are free from backorder per rating period.

Backorder Shipping: This standard measures the time that the Contractor takes to ship an individual order to a specific employee if the original order is placed on backorder. Acceptable performance is considered to be 30 calendar days from original order date. Metrics for made-to-measure items should be kept and reported separately.

Order Acceptance: This standard measures whether the product shipped in an individual order is the product ordered by the employee, in the appropriate quantity, delivered on time, and delivered to the specified entity (referred to as an “Acceptable Order”). Acceptable performance has occurred when the above occurs 99% of the time.

Defect Rate: This standard measures whether the product shipped in an individual order is free from defect. A defect is defined as a deficiency, imperfection, fault or flaw in the material, workmanship or character of the product. Acceptable performance is considered to be performance that is free from defects 99% of the time or better.

Customer Service/Outreach: The Contractor shall have a customer service center which at a minimum provides live support during the hours of 8:00 a.m. – 5:00 p.m. Central Time, Monday through Friday, except for Federal Government holidays.

Emblems, Patches and Insignias Accountability: This standard measures the accountability, losses, and destruction of all emblems, patches, and insignias. These items are controlled by the Government and must be controlled throughout the vendor’s supply chain. The report shall include numbers of emblems, patches and insignias produced, the number used in inventory, the number lost, and the number destroyed. Documentation of witnessed destruction must be maintained by the vendor and is subject to Government inspection/review. Documentation shall reflect two-person destruction and accountability illustrating that two people witnessed and signed for the destruction of these items. Acceptable performance is 100% accountability with zero losses.

Security Breaches: This standard measures a security breach to the facilities/warehouses managed by the Contractor as well as the WBOS.

Acceptable performance is zero security breaches.

Supply Chain Security: This standard measures the security of the individual finished pieces custom-made specifically for Uniformed Bureaus within the supply chain during manufacturing/production, packing, inventory/storage, shipping and disposal. Contractor must report product security breaches due to pilferage/theft, loss of key facility or sub–contractor throughout the entire supply chain. All incidences should be documented and reported to the contract and applicable delivery order COR and CO via email and phone within 24 hours of discovery. Acceptable performance is 100% accountability with zero breaches.

Product Development: This standard measures the Contractor’s development cycle time. For purpose of this standard, the desired level of performance is to meet or exceed the established product development timeframe. The product development timeframe will be agreed upon at the award of the contract and will be stated in a number of calendar days.

Report Delivery: This standard measures the Contractor’s submission of all required reports. Acceptable performance is 100% on-time delivery of all reports. Consistency in formatting, simplicity and accuracy of reporting data will be considered critical performance factors.

Bi-Weekly Reports: Bi-Weekly Reports will be posted online no later than two (2) business days from the end of the second reporting week.

Monthly Reports: Monthly Reports will be posted online no later than four

(4) business days from the end of each month.

Quarterly Reports: Reports will be posted online no later than six (6) business days from the end of each quarter.

Semi-Annual Reports: This report shall be posted online semi-annually each fiscal year. Dates as follows:

● Reports will be posted online no later than January 3 and July 1 of each fiscal year. If these dates fall on a weekend or holiday the reports will be due the next business day.

Annual/Fiscal Year-End/Contract-End Reports: Reports will be posted online 10 business days from the end of the calendar year, fiscal year, or contract end (based on report requirement).

Other Reports: Other Reports with unique due dates will be posted online per the report’s requirements as described in delivery orders.

Appendix C: Acronyms and Definitions

Table 10: List of Acronyms

Acronym Definition AATCC American Association of Textile Chemists and

Colorists ASQ American Society for Quality ASTM American Society for Testing Materials CAD Computer-Aided Design CLIN Contract Line Item Number CO Contracting Officer COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf C-TPAT Customs-Trade Partnership Against Terrorism EFT Electronic Funds Transfer EPA Environmental Protection Agency FAR Federal Acquisition Regulation FIFO First-In-First-Out FOUO For Official Use Only FTR Federal Travel Regulations GFI Government Furnished Information GFP Government Furnished Property GSA General Services Administration ISA Importer Self-Assessment ISO International Organization for Standardization LES Law Enforcement Sensitive MD Management Directive NAFTA North American Free Trade Agreement NDA Non-Disclosure Agreement NFPA National Fire Protection Association NTE Not to Exceed PII Personally Identifiable Information PMS Pantone Matching System QCP Quality Control Plan PWS Performance Work Statement SSN Social Security Number TIN Taxpayer Identification Number USC United States Code WBOS Web-Based Ordering System

Table 11: Definitions

Term Definition Acceptable Order Considered acceptable when the (1) item ordered is the item shipped, (2) quantity of an item ordered is the quantity of an item shipped, (3) delivery time is met, and (4) item is delivered to the specified entity responsible for receiving the shipment

Allowance Accounts Delivery Order

Delivery Order issued by a Uniformed Bureau CO in order for the Contractor to establish WBOS allowance accounts with an associated maximum dollar amount where an employee can receive uniform items paid by the Government

Allowance Amount Government-authorized dollar value associated with each WBOS account where an employee can select uniform items using the allowance account

Backorder Backorder is defined as an order for a specific product that, at the time the order is placed, the product is unavailable for immediate shipment

Bulk Order Order placed by a Uniformed Bureau to fulfill uniform needs for more than one employee

Classification A complete uniform which has a designated/specific function or purpose that has been assigned to an employee of a Uniformed Bureau

Uniformed Bureau An office, division or department that is part of the Department of the Interior or the Army Corps of Engineers

Defect A deficiency, imperfection, fault or flaw in the material, workmanship or character of the product

Delivery Order Order for supplies placed against the established contract

Employee Authorized Uniformed Bureau employee who is a uniform account holder and authorized to make uniform selections on the WBOS or through the customer service center. Referred to in this document as “employee”.

Employee Hardship Order for an employee requiring uniform items to

Replacement Order be shipped in an expedited manner because of unforeseen or emergency circumstances

Field Wear Tests Selected employees wear uniform items to validate performance, comfort, and safety requirements

Flagged Orders Flagged orders are any orders as defined per Uniformed Bureau for special attention, screening or scrutiny. For example: unusual purchasing behavior. This can include purchasing multiple pairs of sunglasses, buying the same item in various sizes, or buying a size of uniform that dramatically differs from the employee’s order history.

Government Branded Items

Badges, emblems, patches, embellishments, and other insignia owned by the Government and require additional security controls because of their sensitive nature

Government Purchase Card

An internationally accepted credit card issued to personnel in all Federal agencies to make micro-purchases as authorized in the contract

Item An individual article or uniform unit Late Order A purchase that has not been delivered to the specified entity by the delivery times outlined in the PWS

Made-to-Measure Sizes that require a unique pattern to be created in order to fit a specific employee. As an example, an employee with one arm that is shorter than the other would require a unique pattern to obtain a proper fit

Open Order An order that has not yet been received and/or fully accepted by the recipient. Backorders are a subset of open orders.

Order An item or group of items purchased that are associated with a unique identifier (i.e. an order number)

Orders Shipped Complete The number of orders free from backorder Other Than Government- Owned Inventory

Uniform items that are not owned by the Government or part of the Existing Government- Owned Inventory

Personally Identifiable Information

Information about an individual which may include (1) any information that can be used to distinguish or trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.

Requester Authorized Government employee who places the uniform request on the WBOS or through the customer service center

Section 508 EIT Compliant Statutory requirement that Federal agencies’ electronic and information technologies are accessible to people with disabilities

Serviceable returned uniform item

Items that have only been tried on for fit and returned are considered serviceable. Items that have obviously been worn or laundered are no longer serviceable.

Standard Size A uniform or accessory that is routinely manufactured and is not made to measure.

Sub-division Smaller entities within a Uniformed Bureau Uniform Classification Set of uniform items worn together for a specific function such as ceremonial dress uniform Uniform Request An item or a group of items selected on the

WBOS that are associated with a unique identifier (i.e. a uniform request number)

Uniform Requirements Each uniform item included in this contract has a list of required characteristics and functionality that meet the needs of uniformed employees

Urgent Orders for Disaster Response

Order placed to fulfill Uniformed Bureaus’ uniform needs in the event of responding to a disaster