PWS Aux Nat SupCen Granite City.pdf

Attachment 1 -PWS Contract # TBD

WAREHOUSE AND LOGISTICS SERVICES IN SUPPORT OF THE

U.S. COAST GUARD AUXILIARY NATIONAL SUPPLY CENTER

PERFORMANCE WORK STATEMENT

1.0 GENERAL.

1.1 SCOPE.

The purpose of this contract is to acquire Contractor warehouse, logistics and customer services in support of the U.S. Coast Guard (USCG) Auxiliary National Supply Center in Granite City, Illinois. These services are listed under NAICS 493110 and PSC R706.

Contractor support shall include receiving, processing and shipping orders and special mailing, communicating with customers, inventory control support, loading and unloading trucks, operating warehouse equipment and physically manipulating stock.

Contract personnel should include the following (3) three full-time employees, Project Manager (Warehouse Manager), Material Handling Laborer, and Warehouse Specialist.

1.2 BACKGROUND.

The U.S. Coast Guard Auxiliary National Supply Center (ANSC) is housed in a 23,500 square foot facility located at the Charles Melvin Price Support Center in Granite City Illinois. The (ANSC) Auxiliary National Supply Center distributes Auxiliary as well as Recreational Boating Safety and Environmental materials to all members of the auxiliary community and other government agencies.

2.0 REQUIREMENTS.

The Contractor shall provide comprehensive warehouse, logistics, shipping and customer support services to the USCG ANSC.

2.1 Warehouse Support.

The Contractor shall provide all aspects of material handling and warehouse support.

Example of Contractor tasks shall include the following:

2.1.1 The Contractor shall load and off-load trucks and trailers.

2.1.2 The Contractor shall operate forklifts, lift trucks and other equipment to physically manipulate pallets, boxes and other containers to stock; and retrieve and re-warehouse items.

2.1.3 The Contractor shall perform routine maintenance on all warehouse equipment (i.e. fueling and lubricating forklifts) in accordance with manufacturer specifications.

2.1.4 The Contractor shall be responsible for batch picking, manual sorting and routing of filled orders.

2.1.5 The Contractor shall be responsible for general housekeeping within the warehouse while working, including removing debris, disposing of empty packaging and trash as well as properly managing tools and equipment to promote a safe and clean environment in accordance with industry standards.

2.2 Logistics Support. The Contractor shall provide logistics support consistent with managing warehouse inventories. Examples of Contractor tasks include the following:

2.2.1 The Contractor shall be responsible for maintaining inventory, controlling all materials received and stored at the ANSC, and conducting periodic monthly warehouse inventories.

2.2.1.1 The Contractor shall complete an initial inventory of all Government Furnished property and provide a written report of survey to the COTR no later than 14 business days after the date of award. This shall include a listing of all stock items requiring reorder based upon re-order levels furnished by the Government.

2.2.1.2 The Contractor shall provide a monthly Inventory Listing Report to the COTR in both hardcopy and electronic formats. At a minimum, for each item listed, the report shall include the ANSC item number, item name, quantity on hand, cumulative quantity received at the warehouse, and quantities shipped annually, a current column, a reorder stock level and a status level as of the report date. This report shall be submitted no later than the 5th business day of each month.

2.2.2 The Contractor shall manage stock levels, by monitoring stock quantities, recommending economic order quantities, ordering replenishments, receiving, marking, recording and stocking incoming supplies and managing bulk storage areas.

2.2.2.1 The Contractor shall notify the COTR by telephone or electronic mail when the stock of any item reaches the reorder level established by the Government.

2.2.2.2 The Contractor shall be responsible for producing and maintaining stock levels of all materials identified by the COTR as “Print to Order”. The Government will furnish the equipment and materials to produce these items.

2.2.2.3 The Contractor shall inspect all materials received at the ANSC for damages and ordering inconsistencies within the first 24 hours of receipt.

2.2.2.4 The Contractor shall document and report all damage and inconsistencies to the COTR within 24 hours of detection.

2.2.2.5 The Contractor shall assist the Government in resolving or disposing of all non-conforming materials.

2.2.3 The Contractor shall assist the Government in processing and reconciling invoices and preparing other forms of documentation, including but not limited to transaction sheets, warehouse logs and production reports.

2.2.4 The Contractor shall use Government furnished automated data management systems to record transactions, process orders and reconcile inventories.

2.2.5 The Contractor shall be responsible for tracking the disposition of all controlled stock items (e.g. CD’s, DVD’s and slide shows on loan to authorized personnel for training purposes). This shall include maintaining current records for each controlled item.

2.2.6 The Contractor shall provide a receiving report via e-mail to the COTR for each shipment received. The report shall include the originator, Stock numbers, quantities, titles or descriptions, and the condition of each shipment upon receipt.

2.3 Order Processing and Shipping Support. The Contractor shall receive process and prepare orders for transport and mailing. Examples of contractor tasks shall include the following:

2.3.1 The contractor shall receive, process, fill, package and ship orders and bulk mailings.

2.3.2 The Contractor shall receive and process orders directly from ANSC customer Groups.

2.3.3 The Contractor shall ensure the appropriate Government order form is used to process each order (e.g. flotilla personnel are requesting items using the flotilla order form). All incorrect order forms shall be returned to the originator with instructions within two (2) business days upon receipt.

2.3.4 The Contractor shall date all incoming orders and track the disposition of each order from date of receipt to completion.

2.3.5 The Contractor shall complete all orders within five (5) business days after receipt.

For items on back order the contractor shall restock and supply those items in a timely manner.

2.3.6 The Contractor shall also prepare and process special mailings (e.g. annual reports, letters, and catalogs). This shall include collating, folding and labeling printed materials and operating automated mailing systems (sorting machine, postal scales, and meters).

2.3.6.1 The Contractor shall process and mail Auxiliary, Recreational Boating Safety, CG Academy and Environmental materials (i.e. bulk mailings, pamphlets & brochures) to designated federal and state agencies, marine industry members (i.e. marine dealers, marina operators and boat builders), civic and public service organizations, schools, libraries and other organizations that promote the National Boating Safety and other educational & informational programs. The government will designate and provide addresses for all recipients.

2.3.6.2 The Contractor shall complete all special mailings not later than 10 business days from the start of each special mailing project.

2.3.7 The contractor shall calculate postage and prepare materials for all shipping methods (i.e. USPS, UPS, and Federal Express).

2.3.7.1 The Contractor shall assist the Government in requisitioning and maintaining appropriate packaging and mailing postage and supplies (i.e. boxes, mailing tubes, tape, jet pack, packing paper, and shrink-wrapping film).

2.3.7.2 The Contractor shall obtain approval from the COTR prior to using any express mailing service.

2.3.7.3 The Contractor shall be responsible for tracking and reporting all postage and shipping costs monthly. This information shall be summarized in the Contractor’s monthly progress report to the COTR (see section 1.12)

2.4 Customer Service Support. The Contractor shall provide general customer service support to ANSC customer groups. Examples of Contractor tasks shall include the following:

2.4.1 The Contractor shall answer telephones and interact directly with customers to receive and process orders and respond to questions about order status.

2.4.2 The contractor shall respond to written electronic and telephonic inquiries from all customer groups concerning stocked items at the ANSC. The Contractor shall respond within two business days of the original inquiry.

2.4.3 The Contractor shall be responsible for keeping customers informed about items on back order and assist customers in correcting order errors on the original order form.

3.0 GOVERNMENT TERMS & DEFINITIONS

3.1 USCG-United States Coast Guard

ANSC-Auxiliary National Supply Center COTR-Contracting Officers Technical Representative KO-Contracting Officer DHS-Department of Homeland Security NACI-National Agency Check w/Investigation PRS-Performance Requirement Summary USPS-United States Postal Service

4.0 ADMINISTRATION

4.1 CONTRACTOR PERSONNEL

4.1.1 Warehouse Manager. The Contractor shall provide a full-time on-site Warehouse Manager who shall be responsible for all Contractor work performed under this contract.

The Warehouse Manager, as well as their alternate, is further designated as Key by the government (see paragraph 4.2). The Warehouse Manager shall serve as the Project Manager in this effort and shall have a minimum of fifteen (15) years warehouse experience.

The Warehouse Manager shall be a single point of contact for the Contracting Officer (KO) and the Contracting Officer’s Technical Representative (COTR). It is anticipated that the Warehouse Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of Warehouse Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Warehouse Manager, shall be provided in writing to the Government. During any absence of the Warehouse Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Warehouse Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Warehouse Manager without prior approval from the contracting officer (KO). Furthermore, any alternate designated shall also have a minimum of fifteen (15) years warehouse experience.

4.1.1.2 Warehouse Manager Availability. The warehouse manager shall be available to the COTR via telephone between the core hours of 0730 and 1600 EST, Monday through Friday (except federal holidays), and shall respond to requests for discussion or resolution of technical problems within 4 hours of notification.

4.1.2 Qualified Personnel. The Contractor shall provide a total of three (3) qualified personnel to perform all requirements specified under this contract. One (1) Project Manager (Warehouse Manager), Material Handling Laborer and Warehouse Specialist.

All Contractor employees supporting this contract shall also be citizens or legal residents of the United States. Additionally, all personnel (excluding the Project Manager and alternate) shall possess a minimum of five (5) years warehouse experience.

4.1.3 Employee Identification. Contractor employees visiting Government facilities shall wear an identification badge that, at minimum, displays the Contractor name, employee’s photo, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

4.1.4 Employee Conduct. All contractor employees shall comply with all applicable Government regulations, policies, and procedures when working at Government facilities, they shall always present a professional appearance and their conduct shall not reflect discredit upon the United States, DHS or the USCG. The Warehouse Manager shall ensure Contractor employees are aware of, understand, and abide by the Coast Guard established rules and regulations, as well as all relevant safety and work practices.

4.1.5 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from USCG and DHS facilities for misconduct or security reasons. such removal does not relieve the Contractor of the responsibility to continue providing sufficient, adequate and timely services required under this contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.1.6 Conflict of Interest. The Contractor shall not employ any person who is an employee of the United States Government if that employment would or would appear to cause a conflict of interest.

4.2 KEY PERSONNEL.

Before replacing any individual designated as Key by the Government, the Contractor shall notify the KO no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s).

All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without consent from the Contracting Officer. The Government may designate additional Contractor personnel as Key at the time of award.

4.3 SECURITY/ACCESS REQUIREMENTS

The Contractor shall ensure that the personnel performing duties under this PWS at a minimum have a completed suitability investigation to include an initiated National Agency Check with Inquiries (NACI) and a favorable completion of Federal Bureau of Investigation (FBI) fingerprint check, or a DoD-determined equivalent investigation, or a higher-level security clearance. Contractor employees are responsible for completing all required USCG mandated training to maintain the security and network access to USCG sites and IS/IT. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use against unauthorized use, disclosure, or dissemination. At the close of each work period, government facilities, equipment, and materials shall be secured. Contract employees and their vehicles are subject to search.

The operator of all contractor vehicles requiring access to the facilities shall have valid registration, proof of insurance and a valid operator’s permit or license.

4.4 PERIOD OF PERFORMANCE.

The period of performance for this contract is a one-year base period from with four (4) one-year option period(s): December 01, 2025 through November 30, 2030.

4.5 PLACE OF PERFORMANCE.

The primary place of performance will be the U.S. Coast Guard Auxiliary National Supply Center, Granite City, Illinois. The USCG office of Auxiliary CG-BSX is considering measures in moving approx.

4.6 HOURS OF OPERATION.

Contractor employees shall generally perform all work between the hours of 0730 am and 1530 Central Standard Time (CST), Monday through Friday (except Federal holidays).

4.7 TRAVEL.

Contractor travel to the warehouse is required periodically to provide oversight. All travel required by the Government outside the local commuting area will be reimbursed by the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COTR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.8 KICK-OFF MEETING.

The Contractor shall attend a Kick-Off Meeting with the KO and the COTR NLT ten (10) business days after the award date of this contract. The purpose of the Kick-Off meeting is to discuss technical and contracting objectives and review the Contractor's project plan. The Kick-Off Meeting may be held via conference call at the KO’s discretion.

4.9 PROJECT PLAN.

The Contractor shall provide a draft Project Plan for this contract not later than the Kick- Off Meeting for Government review and comment. The Contractor shall provide a final Project Plan to the COTR and the KO not later than ten (10) business days after the Kick-Off Meeting or after receipt of Government comments, which- ever is later.

4.10 PROGRESS REPORTS.

The Warehouse Manager shall provide a monthly progress report to the KO and COTR via electronic mail no later than the 15th day of each month for the previous month. This report shall include a summary of all Contractor work performed, including an assessment of progress, financial report of funds spent (e.g. packaging materials and postal charges) see section 5.3.7.3 and any Contractor concerns or recommendations for the previous reporting period. The Warehouse Manager shall be responsible for keeping the COTR informed about Contractor progress throughout the performance period of this contract and ensure that Contractor activities are aligned with this PWS.

4.11 GENERAL REPORT REQUIREMENTS.

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with Coast Guard Standard Workstation III desktop system (currently a Windows-based operating system Vista 10.0 and Microsoft Office Applications).

4.12 PERFORMANCE REQUIREMENTS SUMMARY.

This contract includes a Performance Requirements Summary (PRS). In general, the PRS sets forth the expected outcomes (objectives) of the work to be performed under this contract, the service(s) required of the Contractor to achieve the objectives, a performance standard per outcome, and a plan for a reduction in payment in the event the Contractor does not meet the performance standard. The PRS is not an exclusive remedy and the inclusion of the PRS does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

4.13 SECTION 508 COMPLIANCE.

Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998, requires that when federal agencies develop, procure, maintain, or use electronic and information technology, they must ensure that it is accessible to people with disabilities, unless it would pose an undue burden to do so. Federal employees and members of the public who have disabilities must have access to and use of information and services that is comparable to the access and use available to non-disabled Federal employees and members of the public. For additional information, please refer to FAR 39.2 or http://www.section508.gov.

5.0 GOVERNMENT FURNISHED RESOURCES.

The Government will provide the Contractor with any resources required for this effort including workspace, equipment and supplies necessary to perform the on-site portion of the services required under this contract. The Contractor shall use the Government Furnished Resources only for the performance of this effort. The Government will provide copies of all relevant policies and procedures which the Contractor shall follow in conducting work under this contract.

6.0 CONTRACTOR FURNISHED PROPERTY.

The Contractor shall furnish all services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in this contract.

7.0 REFERENCES/APPLICABLE STANDARDS.

None

8.0 DELIVERABLES. The Contractor shall consider items in BOLD as having mandatory due dates. Items noted as “COTR Checkpoints” are deliverables or events that must be reviewed and approved by the COTR prior to proceeding to next deliverable or event in this TO.

ITEM PWS DELIVERABLE / EVENT DUE BY

1 4.8 Kick-Off Meeting

NLT ten (10) business days after the date of the award

ITEM PWS DELIVERABLE / EVENT DUE BY

2 4.9 Draft Contractor Project Plan

NLT Kick-Off Meeting

3 4.9 Final Contractor Project Plan

NLT ten (10) business days after the Kick-Off Meeting

4 4.10 Progress Reports

NLT the 15th of each month for the previous month.

5 2.2.1.1 Initial Inventory Listing NLT 10 business days after award

6 2.2.1.1 Monthly Inventory Report NLT the 5th business day of each month

7 2.3.6 Special Mailings NLT 10 business days from start of each project

8 2.3.7.3 Monthly Shipping Costs NLT the 5th business day of the following month

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS table below reflects the deliverables considered by the Coast Guard to be most important for the successful performance of this. This includes the expected standards of performance and planned reductions for not meeting those standards. The Government will establish a Quality Assurance Surveillance plan that is part of this contract in order to monitor performance requirements summary items described in the table below.

TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES TO CONDUCT SECURITY RISK

ANALYSIS

Objectives Required Service Performance Standard

Incentives/Disincentives

TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES TO CONDUCT SECURITY RISK

ANALYSIS

Objectives Required Service Performance Standard

Incentives/Disincentives

1. Timely distribution of orders

The Contractor shall assist the Government in managing stock levels, including but not limited to monitoring stock quantities, recommending economic order quantities, and ordering replenishments (PWS 2.3).

All orders are shipped NLT 5 days after order placement (unless Government causes delay)

The Contractors failure to meet this performance standard may result in negative feedback in the Contractor’s performance evaluation.