RFP_P17PS00914.pdf

REQUEST FOR PROPOSAL

DEPARTMENT OF THE INTERIOR (DOI)

NATIONAL PARK SERVICE (NPS)

DEPARTMENT OF THE INTERIOR AND UNITED STATES ARMY

CORPS OF ENGINEERS

DEPARTMENT-WIDE/MULTI-AGENCY UNIFORM CONTRACT

Solicitation Format

(A) Standard Form (SF) 1449

(B) Contract Clauses –

(1) 52.212-4 Contract Terms and Conditions – Commercial Items (by reference, see SF 1449 Block 27a)

(2) Addenda to 52.212-4; and

(3) 52.212-5 Contract Terms and Conditions required to Implement Statutes or Executive Orders;

(C) Solicitation documents, exhibits and attachments

(D) Solicitation provisions –

(1) 52.212-1 Instructions to Offerors – Commercial Items (by reference, see SF 1449 Block 27a);

(2) Additional Provisions in Full Text

(3) Addenda to 52.212-1

(4) 52.212-2 Evaluation – Commercial Items

(5) 52.212-3 Offeror Representations and Certifications – Commercial Items

B. CONTRACT CLAUSES

1) As indicated in Block 27a of the Standard Form 1449, FAR Clause 52.212-4 Contract Terms and Conditions – Commercial Items (Jan 2017) is incorporated into this solicitation by reference.

2) Addenda to 52.212-4 Contract Terms and Conditions – Commercial Items (Jan 2017)

Addendum 1.0: PERFORMANCE WORK STATEMENT

1.1 Background

The uniform requirements of up to nine separate federal land management Bureaus (hereafter “Uniformed Bureaus”/”Bureaus”) are included under this Performance Work Statement (PWS): the National Park Service, U.S. Fish and Wildlife Service, U.S. Park Police, Bureau of Land Management, Office of Surface Mining Reclamation and Enforcement, Bureau of Reclamation, Bureau of Safety and Environmental Enforcement, Bureau of Indian Affairs and the U.S. Army Corps of Engineers.

The requirements under this PWS include civilian and law enforcement uniforms, patches, insignia, headwear, footwear, outerwear, and related items for approximately 35,000 total employees of the Uniformed Bureaus.

An effective uniform program is vital to meeting the uniform and related equipment needs of the employees of these Uniformed Bureaus.

Their duty stations range from extremely cold climates in Alaska, Montana, and North Dakota, to extremely dry and hot climates in the deserts of the southwestern United States, to extremely tropical climates in Florida and the Caribbean. Duty stations also range from urban or suburban areas to remote or very remote areas. Uniforms and related equipment that can effectively meet the variable climate and work conditions of the Uniformed Bureaus are a high priority, and will require commercially modern and flexible approaches to fabrics, patterns and finishing.

The National Park Service (NPS) consists of 413 Units in the Park System and has between 17,000 and 20,000 full time employees in uniform, and between 6,000 and 8,000 uniformed seasonal employees hired each year.

There are seven regions in the National Park Service. Each region has a Regional Uniform Coordinator who represents the uniform field divisions and serves as the liaison between the field and the Service-wide Uniform Coordinator on all issues pertaining to the Uniform Program. The Service-wide Uniform Coordinator is the primary Contracting Officer’s Representative (COR) of this contract. Each individual Park location also has a Park Uniform Coordinator.

The U.S. Park Police (USPP) is an entity of the National Park Service, with the responsibility to provide law enforcement services consistent with the purpose and goals of the Service. It consists of 639 uniformed law enforcement personnel with full law enforcement and criminal investigatory authority. There are three main Field Office duty stations: Washington Metropolitan DC, New York City and San Francisco. Each office has a Uniform Coordinator, who represents the uniformed officers and serves as the liaison between field personnel and the Department-wide Coordinator on all issues pertaining to the Uniform Program. The Department-wide Coordinator is the USPP Bureau COR for this contract.

The U.S. Fish and Wildlife Service (FWS) consists of 545 Wildlife Refuges and has approximately 6,000 uniformed employees. There are seven Regions in the U.S. Fish and Wildlife Service. Each Region has a Regional Uniform Coordinator who represents the uniform field divisions and serves as the liaison between the field and the Washington Office Uniform Coordinator on all issues pertaining to the Uniform Program. The Washington Office Uniform Coordinator is the FWS Agency COR for this contract. Each individual Wildlife Refuge also has a Uniform Coordinator.

The Bureau of Land Management (BLM) consists of 195 offices throughout the continental United States and Alaska, and has approximately 4000 uniformed employees. There are 12 state offices primarily in the western United States, 175 Field Offices, a National Operations Center (Denver, CO), a National Office of Fire & Aviation (Boise, ID), a National Law Enforcement Office (Boise, ID), a National Training Center (Phoenix, AZ), a National Wild Horse & Burro Center (Sparks, NV), an Alaska Fire Service (Ft. Wainwright, AK), a Anasazi Heritage Center (Dolores, CO), and an office of Helium Operations (Amarillo, TX). Each Center has a State/Center Uniform Coordinator who represents the uniform field divisions and serves as the liaison between the field and the National Uniform Program Manager on all issues pertaining to the Uniform Program.

The National Uniform Program Manager, located at the National Operations Center in Denver, Colorado, is the BLM Agency COR for this contract.

The Office of Surface Mining Reclamation and Enforcement (OSMRE) consists of roughly 500 employees and is responsible for establishing a nationwide program to protect society and the environment from the adverse effects of surface coal mining operations, under which OSMRE is charged with balancing the nation’s need for continued domestic coal production with protection of the environment. The approximately 100 uniformed OSMRE Inspectors ensure that coal mines are operated in a manner that protects citizens and the environment during mining and assures that the land is restored to beneficial use following mining, and mitigates the effects of past mining by aggressively pursuing reclamation of abandoned coal mines. The Uniform Program Coordinator located in Washington D.C.

OSMRE COR for this contract.

The Bureau of Reclamation (BOR) consists of roughly 5,400 employees delivering water to more than 31 million people annually via 289 sites in which, approximately 300 authorized employees wear uniforms.

Reclamation has offices located in Washington, DC, and throughout the 17 western states including Arizona, California, Colorado, Idaho, Kansas, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, South Dakota, Texas, Utah, Washington, and Wyoming. The National Uniform Program Manager, located at the Denver Federal Center in Denver, Colorado, is the BOR COR for this contract.

The Bureau of Safety and Environmental Enforcement (BSEE) The Bureau of Safety and Environmental Enforcement (BSEE) was formally established on October 1, 2011 as part of a major reorganization of the Department of the Interior's offshore regulatory structure.

BSEE uses the full range of authorities, policies and tools to compel safety, emergency preparedness, environmental responsibility and appropriate development and conservation of offshore oil and natural gas resources. The BSEE Oil Spill Preparedness Division consists of approximately 20 employees who oversees oil spill planning and preparedness for oil and gas exploration, development, and production facilities in both state and Federal offshore waters of the U.S. The Uniform Program Coordinator located in Sterling, VA / Camarillo, CA is the BSEE COR for this contract.

The Bureau of Indian Affairs (BIA) The Bureau of Indian Affairs is the oldest Bureau of the Department of the Interior, established in 1824. The BIA provides services to 1.9 million American Indians and Alaska natives, represented by the 567 federally recognized American Indian tribes and Alaska Natives. There are twelve regions in the Bureau of Indian Affairs and the approximately 700 officers of the BIA Office of Justice Services are responsible for the protection of lives, resources, and property which lies at the heart of the BIA's law enforcement effort. The Uniform Coordinator SCS located in Reston, VA is the Agency COR for this contract.

The U.S. Army Corps of Engineers consists of eight Divisions, 37 Districts, and 456 Projects, and has approximately 2,500 employees in uniform. Each District has a District Uniform Coordinator who represents the uniform field projects and serves as the liaison between the field, Corps National Uniform Committee, and the Washington Office Uniform Coordinator on all issues pertaining to the Uniform Program. The Washington Office Uniform Coordinator is the Agency COR for this contract. The Uniform Committee Chair is a primary point of contact in addition to the COR.

The goals of the DOI/USACE Multi-Agency Uniform Program contract are to:

● Provide uniformed employees with a set of uniform items that project a distinctive and professional publicly recognized image to visitors and the American public;

● Provide employees with consistent, functional, durable, economical, and comfortable clothing which is appropriate for assigned duties and area climates and fosters employee health and safety;

● Promote employee identification with the individual Agency and foster employee esprit des corps;

● Ensure a high degree of consistency in uniform appearance commensurate with the diversity of tasks and climates;

● Provide a mechanism to provision, manufacture, distribute, and manage uniform inventory;

● Provide and maintain a uniform distribution system that consistently provides uniforms in a timely manner, is financially accountable, cost effective and meets DOI information security and Section 508 EIT accessibility regulations;

● Ensure that environmentally preferable and energy efficient products, processes, and services are utilized in the design, manufacture, packaging and distribution of uniforms to the Uniformed Bureaus;

● Provide a secure web-based uniform ordering system, including externally/Uniformed Bureau-driven allowance management functionality (capable of supporting account creation and management, bulk and individual uniform order fulfillment and accurate return/replacement order processing, etc.);

● Provide recurring reports as well as real-time data reporting capabilities and timely, accurate responses to ad hoc requests; and

● Provide exemplary 24/7 customer service across all Uniformed Bureaus, duty stations and personnel.

Additional, individual and unique Uniformed Bureau requirements/deliverables will be provided in specific delivery orders as necessary.

1.1.1 Purpose

The purpose of this contract is to provide civilian uniforms, patches, insignia, headwear, footwear, outerwear, and related items; overall program and contract management; product inventory management; uniform service operations; a secure, web-based uniform ordering and account management system; and efficient, high-quality customer service.

With this contract, the Government seeks to maximize the use of commercial-off-the-shelf (COTS) products for maximum efficiency and value to spend; the use of modern fabrics to achieve greater flexibility and comfort across a wide range of duty station climates; true male and female sizing to reflect the diversity of the uniformed workforce; and updated uniform article patterns to reflect the wide variety of physical activities unformed personnel perform.

This contract seeks to deliver uniform articles that better serve uniformed personnel who perform field work in indoor and outdoor settings, who experience wide variations in temperature and exposure to elements such as sun, wind and cold, as well as wide variations in the level of physical activity required by their jobs, including bending, stretching, kneeling and reaching, getting into and out of vehicles, traversing even and uneven ground, navigating outdoor hazards such as branches and bushes and dealing with bugs and pests.

It is central to the mission of each Uniformed Bureau that the uniform components provided remain consistent with the most recognizable features and spirit of each Uniformed Bureaus’ aesthetic. However, in order to achieve the Department-wide goals of modernizing and enhancing the form, fit and function of uniform components, achieving and maintaining effective program, inventory and ordering account management, permitting timely and meaningful reporting, and permitting expedited order processing and highest quality customer service, the Contractor must demonstrate a measurable and constant commitment to innovative approaches for the utilization of commercially available textiles, including advanced performance fabrics (e.g. moisture-wicking, UV blocking/filtering, flame retarding, anti-microbial or made of recycled content), information technology services, and data, supply chain and risk management.

1.2 Scope

The overall scope of this action is to satisfy uniform requirements (a complete range of commercial duty and work uniforms, footwear, headwear, outerwear, emblems, accessories, and customization capabilities, as needed) in accordance with the Performance Work Statement (PWS) and specifications for Bureaus within the United States Department of Interior (DOI) as well as the United States Army Corps of Engineers (USACE). To the greatest extent possible, the Contractor shall fulfill the uniform garment requirements using commercial-off-the-shelf (COTS) products as defined by the Federal Acquisition Regulation (FAR), Subpart 2.101 Definitions.

1.3 Contract Type

The contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) Fixed Price/ Fixed Unit Price/ Labor Hour/ Time and Material Requirement against which delivery orders will be placed by any of the covered Bureaus, or by the NPS on behalf of any of the covered Bureaus.

The majority of orders will be FFP, with the capability for orders under other contract types, if required.

If applicable, travel will be billed at cost, in accordance with Federal Travel Regulations (FTR).

All Proposals shall include pricing for the base year, plus 4 option years in accordance with the Schedule of Supplies and Services found at Addendum

2.0 of this RFP, as well as Attachment 1, Pricing Schedule, found at 3(C) Solicitation Documents, Exhibits and Attachments.

1.4 Applicable Documents

The Contractor shall ensure that personnel and sub-contractors adhere to all relevant uniform and equipment policies and procedures established by DOI and DOD, as well as any particular standards for uniform items delineated in this PWS or the attached specifications. Moreover, in accordance with the anticipated total value of this contract, the Contractor and any sub-contractors shall ensure compliance with all applicable trade agreements consistent with FAR Part 25. At minimum and at all applicable instances, the Contractor shall comply with the following list of documents, which may be updated by the Government during contract performance as necessary:

● Buy American Act, 41 U.S.C. §§ 8301 et seq.

● Trade Agreements Act, 19 U.S.C. §§ 2501 et seq.

● NPS Uniform Regulation, Policy and Guidance documents (provided as an attachment)

● USPP Regulation, Policy and Guidance documents (provided as an attachment)

● FWS Regulation, Policy and Guidance documents (provided as an attachment)

● BLM Regulation, Policy and Guidance documents (provided as an attachment)

● OSMRE Regulation, Policy and Guidance documents (provided as an attachment)

● BOR Regulation, Policy and Guidance documents (provided as an attachment)

● BSEE Regulation, Policy and Guidance documents (provided as an attachment)

● BIA Regulation, Policy and Guidance Documents (provided as an attachment)

● USACE Regulation, Policy and Guidance documents (provided as an attachment)

● National Fire Protection Association (NFPA) 2112: Standard on Flame-Resistant Garment for Protection of Industrial Personnel Against Flash Fire (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=2 112)

● NFPA 1975: Standard on Station/Work Uniforms for Emergency Services (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=1 975)

● Federal Travel Regulations (FTR) (http://www.gsa.gov/portal/content/104790)

● Privacy Act of 1974, as amended, 5 U.S.C. § 552a

● Data Rights (FAR Part 27 as applicable)

● DOI Information Management and Technology Compliance

Acquisition Policy, Appendix A: baseline Compliance Contract Requirements (provided as an attachment)

● Section 508 of the Rehabilitation Act of 1973

1.5 Specific Tasks

The objective of this acquisition is to provide uniforms for both male and female personnel and law enforcement, volunteers and special purpose employees, including fire protection personnel, of the Uniformed Bureaus.

The Contractor shall utilize current, innovative and compliant technical approaches to managing the supply chain of the DOI/USACE Multi-Agency Uniform Program contract in accordance with standard commercial business practices, FAR regulations, and DOI and DOD policies. In the event of a conflict between those, the Contracting Officer (CO) and COR shall determine the best course of action in consultation with the Contractor. (See Addendum 10.0 Contract Administration) http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=2112 http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=2112 http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=1975 http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=1975

The Contractor shall, at a minimum, be responsible for:

● Provision and inventory management of uniforms (Note: detailed performance-based specifications for currently known uniform items are included as an attachment to this PWS)

● Uniform service operations

● Providing a secure web-based uniform requesting system with ordering and allowance management functionality (capable of supporting account creation and management, bulk and individual uniform order fulfillment and return/replacement order processing, etc.)

● Real-time data reporting capability

● Providing efficient, highest quality customer service

1.5.1 Provisioning and Inventory Management of Uniform Items

Within 15 calendar days from contract award, the Contractor shall provide the IDIQ Contracting Officer, COR and the Uniformed Bureau CORs with body measurements that correspond to the Contractor’s standard sizes for all uniform clothing items (the grading patterns). The Contractor shall provide color swatches for the IDIQ CO, COR and Uniformed Bureau CORs’ approval within 30 calendar days of contract award.

The Contractor will test and then provide proposed base patterns and Pantone Matching System (PMS) or Federal Standard 595C colors for all COTS articles to the IDIQ CO, COR and Uniformed Bureau CORs within 30 calendar days of Government approval of color swatches. (See 1.5.3.5 Change Management Plan and Appendix B Performance Requirements Summary for more information on testing and acceptance.)

Within 60 calendar days after contract award, the Contractor shall provide the Contracting Officer, Contract COR and applicable Uniformed Bureau CORs with base patterns for any essential non-COTS items either manufactured or sourced. The Contractor shall indicate in its Management Plan the type of Computer Aided Design (CAD) software it shall use during the contract period of performance. (See 1.5.3.1 Management Plan) The Contractor shall also submit first article samples within 30 calendar days from the applicable Uniformed Bureau CORs approval date of the base patterns for manufactured items to the IDIQ CO and applicable Uniformed Bureau COR(s).

Due Dates Matrix:

Required Action Due Date Recipient Delivery of Grading

Patterns for all clothing Items

15 days after date of contract award

IDIQ CO, COR and all Bureau CORs

Delivery Color Swatches 30 days after award IDIQ CO, COR and all

Bureau CORs Delivery of Base

Patterns for all COTS articles

30 days after Government approval of the color swatches

IDIQ CO, COR and all Bureau CORs

Pantone Matching System (PMS) or

Federal Standard 595C colors

30 days after Government approval of the color swatches

IDIQ CO, COR and all Bureau CORs

Delivery of Base Patterns for all essential non-COTS articles (manufactured or sourced)

60 days after contract award

IDIQ CO, COR and all Bureau CORs

Delivery of First Article Samples for non-COTS that are manufactured

30 days from the date of CO and Bureau-COR approval of the Base

Patterns

IDIQ CO and relevant Bureau COR(s)

The Contractor shall perform testing of the uniform item(s) prior to submitting the first article samples. All uniform items tested shall be, at a minimum, in compliance with the design, configuration, workmanship, dimensions, and other requirements included in the relevant performance-based specification. The applicable Uniformed Bureau will review the uniform item, perform any additional tests and conduct field wear tests (as required) to approve the item. The designated Uniformed Bureau COR will provide the Contractor with a written decision on each first article sample.

The Contractor shall provide:

● Two (2) identical copies of first article samples of each uniform item for Government testing (See 1.5.3.5 Change Management Plan for additional information on the process for obtaining additional samples for field wear tests.) An identification tag which outlines the uniform item number, sample purpose (prototype, first article, field wear test, final approval, other), item description, fabric content and weight, size, color, and whether the item is Commercial-Off-the-Shelf (COTS) or other;

● Warranty information with the first article sample;

● A detailed specification to include at a minimum: fabric content, weight, weave, dimensions, specific color, style description, performance details, gender sizes and fit describing the item submitted;

● Written confirmation that the item submitted for first article testing meets the uniform requirements and specifications.

The Government may waive specific testing activities for certain uniform items; however, the first article samples will still be required for all uniform items.

For uniform items added to the contract through the Change Management process, the Contractor shall provide grading patterns, color swatches, base patterns, and first article samples in accordance with the timeframes outlined above.

The Government shall own, in accordance with Rights in Data provisions, all uniform base patterns and specifications for every non-COTS item provided under this contract, and the Contractor shall provide these items once the first article sample is approved.

Throughout the duration of the contract, the Contractor shall:

● Comply with uniform specifications and number system provided as an attachment to this PWS

● Ensure consistency, in accordance with accepted industry standards, of patterns, fit, fabric and color of each item throughout the contract period

● Ensure compliance with acceptable shade ranges for each item after confirming the ranges by seeking Government concurrence

● Assume responsibility for adequacy of uniform item sources and locating suppliers who can provide the required level of quality and quantity in accordance with all applicable laws and regulations

● Provide garment care, item number, manufacturer name, date of manufacture, and sizing information within each uniform item or the packaging of the item

● Promptly address quality/durability, functionality/performance, and safety issues with items as they arise

Upon contract start, the Contractor will be required to initiate taking possession of the existing stock of all Government furnished uniform items held by the current contractor in support of the Uniformed Bureaus.

The Contractor shall propose the plan and schedule for the full possession and acceptance of the items and the availability of the items in order to initiate order fulfillment (plan and schedule to be approved by the Government). (See 1.5.3.6 Transition Plan)

The Contractor shall provide inventory control management, warehousing and tracking of all inventories either manufactured or sourced to ensure secure storage and timely deliveries of all uniform items in accordance with current commercial standards. The Contractor is expected to manage levels of inventory to the minimums necessary to meet the Government’s requirements.

All inventories shall be identified separately in the following two categories:

Existing Government-Owned Inventory and Other Than Government- Owned Inventory. Uniform fulfillment shall be taken first from existing Government-Owned Inventory, as sizes are available, and when those sizes are exhausted, fulfilled from Other Than Government-Owned Inventory.

(See 1.5.1.7 Employee Allowances).

If the Government chooses to perform inventory counts, the Contractor shall provide access to any warehouses/facilities that house existing Government-owned inventory in order for the Government to perform on-site inventory counts. The inventory count may be performed by the Government or a Government contractor. The scheduling and the inventory contractor shall be at the Government’s discretion.

The Contractor shall implement supply chain management and shall provide distribution and inventory controls throughout the supply chain lifecycle.

The Government will accept only completed items that correctly adhere to the uniform requirements and Contract Line Item Number (CLIN) list.

The Contractor shall provide documentation to the IDIQ CO and COR substantiating that uniform items will be housed in a secured facility/warehouse(s) that shall:

● Be clean and have a system for fire prevention

● Adhere to all applicable basic guidelines outlined by the International

Organization for Standardization (ISO) which can be found by visiting its website at www.iso.org/iso/home/standards.htm

● Be protected from theft by security system

● Have a separate, locked area (e.g. cage or room) to house individual branded uniform items (e.g. patches, badges, shoulder emblems, and other individual branded items not affixed to a uniform). This area must be access-controlled and the Contractor is required to maintain an access log

● Maintain a temperature and relative humidity consistent with the storage standards applicable to textile preservation and storage

● Protect uniform items from direct sunlight and/or exposure to ultraviolet radiation

1.5.1.2 Standard Sizes, Made-to-Measure Sizes and Cotton/Uniform Material Requirements:

● Standard Sizes: The Contractor shall define and provide the body measurements that accompany each of its standard sizes for uniform items. Standard sizes shall be considered the sizes for which a standard stock pattern already exists.

● Made-to-Measure Sizes: In addition to maintaining the standard sizes, the Contractor shall have the capability to produce or purchase garments with unique sizing requirements for employees whose measurements do not allow a standard stock pattern to be used. The Contractor shall be able to deliver all made-to-measure items within 60 calendar days from the Delivery Order date. Made-to-measure size http://www.iso.org/iso/home/standards.htm patterns shall be saved for each employee that requires a made-to-measure uniform, and shall be submitted to the applicable Uniformed Bureau COR upon the end of the contract.

● Cotton Uniforms: The Contractor shall produce or provide 100% cotton versions of uniforms or appropriate uniform parts for those employees with allergies to materials in items that contain certain fabric. (Note: there may be restrictions to 100% cotton uniforms, for example, fire retardant items). The price for these items shall be the same as the standard versions (i.e., no price differential). These items shall be delivered within the same number of days from the Delivery Order date as non-cotton versions. The Uniformed Bureau CORs will provide the Contractor with documentation indicating which personnel require 100% cotton uniforms or have other allergy-free uniform requirements. The Contractor shall keep the documentation on file until contract close-out per FAR Part 4.804. At contract close-out, the documentation shall be destroyed.

● Uniform Materials: The Contractor shall seek to balance performance characteristics and materials with reduced exposure to potential allergens, chemicals or other substances that may be harmful or induce sensitivities.

1.5.1.3 Female Uniforms:

The Contractor shall produce female uniforms with true female sizing, pattern design construction, and grading to pattern alteration. This shall also include skirt options and maternity uniforms. Female uniforms, including maternity uniforms and skirt options, shall be considered as “standard sized” uniform items.

1.5.1.4 Warranty:

The Contractor shall warranty all uniform items for fit, quality and performance. The Contractor shall propose the warranty term that is provided to its most favored customers. Excessive shrinkage or fading after washing per manufacturer’s suggested instructions will be construed as a manufacturer’s defect. Warranties for COTS items will be established, at a minimum, by the manufacturer and then provided to the Government.

1.5.1.5 Web-Based Ordering System (WBOS):

The Contractor shall provide a secure website that is wholly owned, operated and maintained by the Contractor. This website shall be user-friendly and allow for data entry for both the creation and management of uniform personnel accounts, and the ordering of uniforms and uniform components by account holders. Consistency in formatting, simplicity and accuracy of reporting data will be considered critical performance factors.

Additionally, the WBOS shall be Section 508 EIT regulation compliant, as well as compliant with all applicable FAR regulations and applicable DOI and DOD policies. The Government shall own, be able to manage (add, delete and update) and have complete secure access to all data first provided by the Government in use on and through the WBOS.

This website shall be used exclusively by the Contractor and authorized Government employees and shall deny access in the entirety to all other individuals. The uniform ordering website shall be password-protected. The website shall have a process for individuals to log into the system using unique credentials (e.g. unique username and password), to perform a variety of functions related to the establishment and management of accounts, as well as the ordering of uniforms or uniform components, and the tracking and generation of reports. The Contractor shall provide each individual with an initial username and password, which shall not contain Personally Identifiable Information (PII). The WBOS must be equipped to allow the password to be changed by the individual user at their discretion after initial login. Only authorized individuals shall be allowed to establish log-in credentials. The secure website shall allow various levels of access while ensuring the security and integrity of the site, employee allowance amount information and any other data first provided by the Government in use on and through the WBOS. Allowances are described in 1.5.1.7 Employee Allowances. There will be certain Government employees identified by the IDIQ CO or COR who shall have full access to: account creation and management modules for individual Uniformed Bureaus, all catalog items, all ordering data, and all contract management data and reports, including customer feedback. The Contractor shall manage the website and ensure the integrity of all data within it and have e-commerce staff to maintain the website and implement enhancements in coordination with the IDIQ CO and the Uniformed Bureaus.

The WBOS shall track real-time uniform allowance balances. Allowance balances are to be debited when orders are placed, and are to be updated when a return/exchange is processed. (See 1.5.1.7 Employee Allowances and 1.5.1.10 Returns/Exchanges for more information.)

WBOS process for Uniformed Bureau personnel with allowance accounts:

● Personnel select/request the uniform item(s) they want to receive

● WBOS stores the uniform request details (i.e. 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 funds (if applicable), and shipping details)

● Contractor shall provide a monthly Uniform Requests report to the applicable Uniformed Bureau COs and CORs outlining all uniform requests placed during the reporting period

● Only a Contracting Officer shall have the ability to modify the delivery timeframe of a Uniform Requests report at no additional cost, as each Uniformed Bureau may have unique interval timeframes for the Contractor to transmit uniform requests data

● In the event a uniform request otherwise fulfilled using allowance funds, requires personal funds in order to pay in full for the request, the Contractor shall require the user to provide the payment information on the WBOS (e.g. credit card number) and the Contractor shall pre-approve the payment information. The request shall be included in the Uniform Requests report

● For Uniform Drawdown cards, uniform request shall be permitted within the annual authorized allowance amount limit on the card. If required, supplementation using personal funds shall be accommodated in accordance with the above requirements for the use of personal funds.

● For allowance accounts, uniform requests within the total authorized allowance amount shall be fulfilled immediately when a funded delivery order is in place.

Process for any special purpose/ non-allowance uniform orders:

● For non-allowance accounts, fulfillment shall occur upon receipt of a funded delivery order or presentation of an appropriate method of payment when a delivery order is in place

● For all special purpose (i.e. non-allowance funded) orders placed using a Government purchase card, the Uniformed Bureau COR must be notified of these orders at the time of placement and fulfillment.

Personal credit cards are specifically prohibited from use on special purpose/non-allowance orders

● If the Uniformed Bureau COR notifies the Contractor that a uniform request using personal funds or a Government purchase card is not authorized and therefore should be rejected, the uniform request shall be cancelled. Any pre-approval, hold, or charge to the personal credit card or Government purchase card shall likewise be cancelled or removed from the account within two (2) business days of notification from the Uniformed Bureau COR

● Separate delivery orders may be placed by Uniformed Bureau COs to fulfill orders for work, duty, and ceremonial uniforms and accessories or other bulk purchases, urgent requests for disaster responses, and employee hardship replacement requests. Uniformed Bureaus may issue Delivery Orders as frequently as on a weekly basis.

In addition, the WBOS shall provide at a minimum:

● A module to allow designated Uniformed Bureau uniform program management personnel to access the WBOS to create, delete or modify the account information, including designating special requirements (e.g. approval to order 100% cotton items or duty-specific qualification for access to special purpose orders, etc.), for all authorized uniform account holders within their designated Uniformed Bureau

● Accounts that have unique account identifiers, which do not contain Personally Identifiable Information (PII), for each individual employee authorized to buy/wear uniforms

● The ability to place orders and track detailed order history down to the employee level (i.e. delivery times, order status, pending orders, size history, shipping/tracking details, and customer feedback)

● The ability to track employee allowance account balances in real-time

● The ability to store/keep track of the uniform request/order history for each account for the entire contract period of performance regardless of whether the individual transfers to a different sub-division within a Uniformed Bureau or to another Uniformed Bureau

● A mechanism to accept personal credit cards only for those employees authorized to use credit cards and only for the conditions for which employees are specifically authorized to use credit cards

● A mechanism for accepting the combination of personal credit cards, uniform drawdown cards and/or allowance expenditures, as authorized per Uniformed Bureau. (For example, if an item costs $100 and an employee has $10 remaining in his/her allowance, he or she may add additional personal funds to pay for the remaining $90 of the uniform item.)

● A mechanism for accepting Government purchase cards

● A mechanism for accepting Government Uniform Drawdown cards

(i.e. credit card with a pre-established purchase limit)

● Controls to confirm individual allowance expenditures are exhausted prior to accepting personal credit cards (See Section 1.5.1.6 WBOS Accounts for more information on order purchasing methods.)

● An online catalog, segregated by Uniformed Bureau, of all contract uniform items and related articles that includes pictures, item descriptions, material composition(s), size scales, garment care instructions and pricing (See 1.5.1.9 Online Catalog for additional information.)

● A user-friendly interface for placing orders and managing accounts

● A mechanism for real-time information on estimated delivery timeframes for each uniform item to assist users in making informed uniform requests (i.e. up front notification if items are on back-order, etc.)

● The ability to accept and coordinate returns/exchanges

● Fitting instructions and an accurate measuring guide for each item

● The capability to track, report, search and query data for designated users

● Identification in the online ordering catalog of the animal source for all items made entirely or partially from leather

● The ability for employees to request 100% cotton or other allergy-free uniforms, or special purpose items through the WBOS within two (2) business days of the appropriate documentation being added to the account management module (NOTE: Only employees that have the appropriate documentation provided by the authorized Uniformed Bureau program management personnel can request 100% cotton or other allergy-free uniforms (See Section 4.1.1: Standard Sizes, Made-to-Measure Sizes and Cotton/Uniform Material Requirements.)

Employees sometimes transfer between different work elements within the same Bureau (i.e. from the Special Forces Branch to the Criminal Investigations Branch within USPP) or from one Bureau to another (i.e.

from NPS to FWS). The proposed system must be able to distinguish between employees of the same name and track all employees regardless of their movement within DOI or USACE without using PII such as partial Social Security Numbers (SSN). If any data provided by the Government contains PII or partial PII, the Contractor must securely protect that data.

The WBOS shall have the ability for customers to provide feedback on uniform items, ordering, customer service and returns/exchanges. All employee responses shall be available in real-time (see “Appendix A: Table of Required Reports” for additional details). Furthermore, Uniformed Bureau COs, CORs, or other personnel designated by the COs shall have real-time access to the customer feedback responses. The Contractor must not edit, delete or otherwise alter any customer feedback.

WBOS training, testing and acceptance by the Uniformed Bureau CORs must occur by the end of the transition period in order to be considered delivered on time. The IDIQ CO will verify with the contract COR, the individual Bureau CORs and other authorized Uniformed Bureau personnel responsible for account creation and management whether the WBOS meets all requirements and confirm acceptability of the WBOS to the Contractor.

The WBOS testing and acceptance shall comply with the Contractor’s Phase-In Plan (See 1.5.3.6 Transition Plan – Phase-In Plan.) The addition or deletion of uniform items from the WBOS are in-scope changes and are not chargeable to the Government.

1.5.1.6 WBOS Accounts:

The Contractor shall provide a WBOS that allows authorized Uniformed Bureau personnel to create and manage upwards of 35,000 online accounts for the applicable Uniformed Bureaus’ individual employees; that allows separate bulk purchase accounts, and separate accounts with the functionality for authorized users to use Government Purchase Cards or Government Uniform Drawdown cards. Uniformed Bureaus may utilize different processes for establishing these accounts (i.e. the use of an Excel spreadsheet, or paper-based digitized form submitted via email or fax). The largest Uniformed Bureaus will be NPS with approximately 20,000 accounts and FWS with approximately 6,500 accounts.

At a minimum, the system shall accurately track account funding, individual’s uniform classification(s), open/processed uniform requests, employee and Bureau information, uniform request and fulfillment histories, official Government duty station (delivery address), and necessary reporting.

Examples of these reports are identified in “Appendix A: Table of Required Reports.” The Contractor shall keep each account distinct and separate from one another regardless of similar information (i.e. individual’s name, duty station, or Uniformed Bureau). Bulk purchase accounts and accounts that can use Government Purchase cards will not have an associated allowance amount.

The Government will provide the Contractor with a list of classifications and the uniform items that are within each classification each fiscal year, specific to each Uniformed Bureau. The classifications may change at the discretion of each Bureau. The Contractor shall create an electronic master Uniformed Bureau file that contains all classification information and their associated uniform(s) by Bureau and keep track of any changes year over year.

The Contractor shall create an electronic employee master file that contains all information contained in a Uniform Allowance File (or equivalent) for each employee per Uniformed Bureau.

Upon fiscal year end and contract end, the Contractor shall transfer all Uniformed Bureau and employee master files to the IDIQ CO and COR, as well as the Uniformed Bureau CORs in Excel format or in another a mutually agreed upon format. (See Appendix A: Table of Required Reports.) The Contractor shall submit Uniformed Bureau and employee master files 90 calendar days after the end of each fiscal year and at contract end. If an employee’s information is not complete due to backorders or returns/exchanges by the 90th calendar day, the Contractor shall still submit the master files on the 90th calendar day and annotate the specific employee(s) whose information is not yet complete.

1.5.1.7 Employee Allowances:

Allowance Account Creation/Updates By the end of the transition period (See 1.5.3.6 Transition Plan – Phase-In Plan) the Contractor shall implement a WBOS that allows authorized Uniformed Bureau program management personnel to establish and maintain individual employee allowance accounts which will be associated with Uniformed Bureau employee’s WBOS accounts. Each individual WBOS account will have an associated allowance value.

The following Uniformed Bureaus will have allowance amounts specified by the Government upon contract award:

● NPS

● USPP

● FWS

● BLM

● OSMRE

● BOR

● BSEE

● BIA

● USACE

Allowance amounts will be established per Uniformed Bureau Regulations.

This information will be communicated to the Contractor by the Bureau CORs and individual account allowances will be entered into the WBOS and maintained by authorized Uniformed Bureau personnel. The Uniformed Bureaus’ employees’ allowance account spending shall not exceed the established allowance amounts, including amount limits established for Government Uniform Drawdown cards. Any spending exceeding the authorized allowance amount can be accomplished by personal credit card funds only. Should an employee place a uniform order that exceeds the uniform allowance balance, the WBOS shall require the employee to use a personal credit card to complete the uniform order. The Contractor shall manage and report on cumulative funding expenditures per Uniformed Bureau delivery order(s). (See Appendix A: Table of Required Reports).

In coordination with the Contractor, authorized Uniformed Bureau program management personnel shall be able to update employee allowance account details in real-time. Currently, DOI/USACE uses a database called the Uniform Allowance Authorization (UAA) which shall be retired upon successful implementation of the WBOS under this contract. Updates to be made to the WBOS by authorized Uniformed Bureau program management personnel will include deleting employees who have separated from DOI/USACE, or who are no longer authorized to purchase uniforms, or to change the access status of authorized employees, enter special order or special purpose authorizations, etc. The Contractor-provided WBOS shall allow authorized Uniformed Bureau program management personnel to create new employee accounts (new hires), and the accounts shall be fully operational/accessible within one (1) business day of receipt of authorized Uniformed Bureau personnel account creation activity. (See 1.5.3.1 Management Plan)

Individual employees with allowance accounts shall be able to search, view or access the following information in real time on their own accounts:

● Allowance balance

● Order history, including size history and made-to-measure history

● Shipping/tracking status for all active, backorder or exchange orders

● Individual’s customer service feedback history

● Login password change functionality

Allowance Balance Management Allowance balances shall be updated when a uniform request is placed. The Contractor shall ensure that allowance spending exceeds neither an employee’s authorized allowance amount nor the amount obligated by the Uniformed Bureaus’ delivery order(s) for that fiscal year. For Uniformed Bureaus not using individual allowance accounts, the Contractor shall ensure that the spending does not exceed the amount obligated under a given delivery order.

Depending on authorization by individual Uniformed Bureaus, some employees will be authorized to use personal credit cards to pay for items they are authorized to purchase if the allowance balance is insufficient. (See Table 5: Employee Level of WBOS Access.) In the case of sales where personal credit cards are used to pay for a transaction, state sales tax shall apply only to the portion of the order that is funded by personal credit cards.

Any personal credit cards used shall be tracked separately from Government funds for audit and data reporting purposes. All uniform requests placed using personal credit cards for full or partial payment require notification to the relevant Uniformed Bureau COR.

Existing Government-owned inventory shall only be used to fulfill delivery orders for employees if the account allowance balance can accommodate 100% of the contract price of the uniform item(s). (See Addendum 11.0 Government Furnished Property and Information for breakdown of invoicing and allowance account debiting.) Existing Government-owned inventory shall have unique effects on a Uniformed Bureaus’ employees’ allowance account and invoicing to the applicable Bureau. The following scenarios outline how the Contractor shall manage these processes:

● Scenario 1: employee requests a uniform item that is available in existing Government-owned inventory and the contract price of the item is covered 100% by the remaining allowance amount o Effect A: employees’ allowance account is debited the contract price of the item o Effect B: Uniformed Bureau is invoiced only for the GFP co-efficient (See Addendum 11.0 Government Furnished Property and Information.)

● Scenario 2: employee requests a uniform item that is available in existing Government-owned inventory; however, the allowance balance cannot cover 100% of the contract price of the item o Effect A: The item requested shall be fulfilled from Other Than Government-Owned Inventory o Effect B: employees’ personal credit card will be charged the appropriate amount that exceeds the allowance balance

Allowance Account Reporting/Reconciliation The Contractor shall provide the IDIQ CO and CORs of the applicable Uniformed Bureaus a report of each employee’s current allowance balance on a monthly basis (Monthly Account Status Report by Agency), due to the CORs on the 4th day after the end of the previous month (See Appendix A:

Table of Required Reports). The reports shall be segregated by individual Bureau. CORs shall direct authorized Uniformed Bureau program management personnel to verify the accuracy of employee account information based upon the report and shall to perform updates to employee accounts if/as required. Authorized Uniformed Bureau program management personnel shall have the ability to suspend the accessibility of individual employees’ accounts in real-time if required based on verifications performed using the report.

1.5.1.8 Bulk Orders:

Bulk purchases outside of the standard uniform requests placed on the WBOS will be placed only by personnel designated by the Uniformed Bureaus’ Contracting Officers (COs). The Contractor shall be able to process Bulk Orders through the WBOS. In its Management Plan, the Contractor shall outline the proposed plan for collecting this data from all Uniformed Bureaus and combining it into one system that is searchable and capable of generating reports.

1.5.1.9 Online Catalog:

The Contractor shall provide an online catalog for all uniform items. Each item shall include a high-resolution (at least 640 pixels wide by 480 pixels tall) thumbnail photo that can be expandable to full-screen view.