PWS edited by CS.docx

Performance Work Statement for Personal Effects Storage

1. BACKGROUND

Marine Corps Installations – East (MCI-EAST), Camp Lejeune, North Carolina (CLNC), G-4, Distribution Management Office (DMO) is responsible to provide traffic management services to all service members and tenant commands in the area. Traffic management services include passenger travel, freight (shipping and receiving), and personal property programs as regulated by United States Transportation Command (USTC) via the Defense Transportation Regulations (DTR) DoD 4500.9R. Camp Lejeune Distribution Management Office (CLNC DMO) has an ongoing requirement to provide storage for personal effects (PE) for deploying service members aboard CLNC and satellite activities deploying for 90 or more days. These satellite activities include the following:

· Camp Johnson, North Carolina

· Camp Geiger, North Carolina

· Marine Corps Air Station New River, North Carolina

· Stone Bay, MCB CLNC

2. SCOPE

2.1 The Contracting Officer Representative (COR) will work with the Contractor pursuant to the scope of the tasks defined in the Performance Work Statement (PWS). The COR is not authorized to direct the Contractor or take any actions that would change the contract or commit the government in any way.

2.2 CONTRACTOR'S UNAUTHORIZED WORK PERFORMANCE. The Contractor shall not perform work that deviates from contract requirements and specifications. If the Contractor deviates from contract requirements and specifications without approval of the CONTRACT ADMINISTRATOR and/or the CONTRACTING OFFICER, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

2.3 The Contractor shall furnish all personnel, management, transportation, material, parts, supplies, and equipment for the packing and storage of personal effects for deploying service members. The geographical area includes Marine Corps Air Station (MCAS) New River, North Carolina and Marine Corps Base (MCB) Camp Lejeune, North Carolina. The Contractor shall perform in accordance with this Performance Work Statement.

2.4 The Contractor shall provide English reading, speaking, and writing personnel at all times during packing and unpacking services. During the performance of this contract, Contractor's employees shall wear neat, clean clothing. The Contractor’s employees shall be identified by having company and employee name on or attached to their clothing/uniform.

2.5 Conflict of Interest. The Contractor shall not employ the following personnel: off-duty quality assurance personnel, an employee of the U. S. Government if the employment of that person would create a conflict of interest, an alien who does not have a valid U. S. Immigration Alien Registration card.

2.6 The Contractor shall complete baggage services outlined in this PWS for pickup services Monday through Friday to include packing, tagging, inventory, wrapping, padding, and pickup at designated areas, drayage to Contractor’s facility, and weighing. Potential emergency visits to include weekends & holidays. Designated areas will be at Camp Lejeune, Jacksonville, and Marine Corps Air Station New River, Jacksonville, NC. Personal effects shall be containerized and stored in lots by pickup points.

Note: Pickups will be scheduled during regular work hours (8am to 5pm) unless otherwise specified in DD Form 1299 for emergency pickups. Wrapping and padding shall be for specialized items (i.e., televisions, furniture, etc.).

2.7 The Contractor shall accomplish pickups given the following parameters:

a. Routine: Upon ordering of services notification, the contractor must execute the order within three (3) business days per the DD Form 1299 or date specified on the DD Form 1299.

b. Emergency: Upon notifications of pickups, the contractor must execute the order within 24 hours per the DD Form 1299.

Required Deployment Supplies: The contractor must provide all necessary supplies for both routine and emergency deployments, which include but are not limited to:

-Packing materials, Inventory forms, tape, cartons/boxes, padding/wrapping.

Deployed service members are allotted weight limitations with each rank. The ranks of possible service members fall within the range of E1 to E5. To assist with quote: usage (moving and storage) over the past six-month period was a total of 70,000 pounds.

3. CONTRACTOR’S PHYSICAL LOCATION

3.1 The awarded contractor shall be responsible for securing a centralized operations and storage facility within a fifty (50) mile radius of the Camp Lejeune.

3.2 The storage facility shall be a secure commercial warehouse location operated by the contractor, designed for the temporary storage of personal effects. The warehouse shall be able to accommodate all stored personal effects for all total deployments for Camp Lejeune.

3.2.1 Inspection of intended warehouse facility shall be inspected prior to period of performance.

4. TASKS TO PERFORM

The Contractor will perform the following and provide the associated deliverables.

4.1 The Contractor shall provide all required services to receive, store, and maintain PEs, in a safe, secure location. Prices for storage shall include all maintenance and insurance as required in this section. Real world requirements, i.e., emergency/contingency situations, may require the Contractor to accept or release PEs on an emergency basis.

4.2 It is mandatory that weighing light and heavy weights occur on Camp Lejeune, NC base scales. If the scales are closed or any deviation from this requirement, the contractor shall call the COR or ordering officer for authorization to utilize and alternate certified location. The vendor will be responsible for all charges for the use of scales at the alternate certified location.

4.3 Contractor Vehicles. Vehicles used in transporting unpacked and uncrated Personal Effects shall be of the closed type and shall be supplied with sufficient clean pads, covers, and any other equipment to protect personal property adequately during transit and delivery. Vehicles used in transporting containerized personal property may be the open type, provided a weatherproof tarp is used to protect the shipment.

4.4 Contractor is authorized to contact the unit representative or alternate unit representative to coordinate time of scheduled pickup, based on the DD Form 1299. The unit representative or alternate shall be onsite and responsible for deploying members on date of scheduled pickup.

4.5 The Contractor shall maintain records of transactions with the U.S. Government, and, upon request, make such records available to properly designated representative within a reasonable period.

4.6. Pickup Operations

4.6.1 DMO authorized personnel will contact the Contractor, via email or telephone, for requested services. DMO will prepare the necessary paperwork (below) and forward, via email, to the Contractor. The Contractor shall acknowledge receipt of requested services via email. When accepted, DMO ordering official(s) will send over the following paperwork to the Contractor:

a. DMO Letter of Authorization (DD Form 1299) (Signed by authorized DMO personnel)

b. Roster of deploying service members

c. Unit representatives contact information

4.7 DMO Ordering Officer will assign a deployment number for each scheduled service. This deployment number will be assigned a D-2X-XX (fiscal year) (sequential order). An example is D-26-01.

4.8 The Contractor shall containerize personal effects/property at the designated pick-up areas on the date specified by the Ordering Officer. If a longer pickup period is necessary or if the event of inclement weather (and is authorized by the Ordering Officer), the personal effects/property, after inspection by the onsite contractor representative, may be picked up loose and containerized at the Contractor's facility. The containerization time allowed at the Contractor's facility shall be one working day following the specified pick-up date. If a loose load is utilized, the Contractor shall notify DMO at time of scheduled pickup. Notification can be made via email or telephone.

4.9 Contractor may deliver supplies to the unit representative or alternate one business day prior to the scheduled pickup. Supplies include, but not limited to, boxes, inventory sheets, packaging paper, and tape. The contractor shall provide instructions to the representative (s) on how to prepare the packaging and step-by-step instructions on completing the inventory sheet(s), supplied by the Contractor.

4.10 The service member or Government representative, appointed by service member, will pack their items into the provided box(es) and fill out an inventory sheet (provided by the Contractor). At pick up location the Contractor shall conduct a joint inspection of the PE items with the service member or Government Representative. The on-site contractor representative is then responsible for verifying the box's contents against the inventory sheet and ensuring it is ready for storage. Any damages shall be annotated on the inventory sheet with both parties signing the inventory form. After inspection, the contractor shall ensure the box is packed accurately, this includes adding packing paper if necessary and secure the box(es) with packing tape and making appropriate markings on the box and inventory sheet. The same markings will be applied to property that is wrapped or padded.

Written on box, wrapped or padded inventory, and inventory sheet:

1) Service member's rank, and

2) Name, and

3) Department of Defense Identification Number (DoDI).

One copy will be given to the member; one copy to the Distribution Management Office (DMO), and one copy will be maintained by the Contractor for a period of two (2) years. For items that require wrapping or padding, the Contractor shall make appropriate notation on the inventory sheet.

Note: In the context of packing of PE, "loose load" (or loose cargo) refers to items that are loaded directly into a transport vehicle, rather than being containerized.

4.11 If the contractor deems any personal effects ineligible for storage, they must notify the COR or Ordering Official immediately.

Note: A DMO representative will be on site for scheduled services for 25 or more service members.

4.12 If the unit fails to be present for an attempted pick up the Contractor must wait for one hour, after scheduled pickup time, before departing the pickup site location. The Contractor shall contact the Ordering Official or COR before departing the pickup location. If there is a failed pickup, a date will be rescheduled within one to two business days. DMO Ordering Official will contact the Contractor to advise of situation and reschedule the delivery, via a new DD Form 1299.

4.13. Storage Operations

4.13.1 PERSONAL EFFECTS STORAGE RATES. Storage rate for routine and emergency personal effects shall be a flat rate notating actual CWT net weight (per 100 pounds) stored.

Note: CWT stands for hundredweight.

On a monthly basis, the Contractor shall send a matrix of active stored personal effect service member names to DMO, via email. The matrix will include service member names with assigned deployment number. The matrix is to be sent to USMC-DMO-STORAGE@USMC.MIL. The subject line of the email shall read (MONTH) (YEAR) PERSONAL EFFECTS STORAGE.

4.14 If the contractor is contacted directly by a deployed service member, identified on the issued DD Form 1299, requesting items from a container, the Contractor shall inform the service member to contact DMO. The Ordering Officer will work with the unit representative and may authorize a one-time break-out of requested item. The individual’s property shall be issued in its entirety with no partial issues. Distribution Management Office (DMO) is responsible for providing the Contractor with the DD 1299 and shall provide delivery instructions at that time. The Contractor shall provide weight tickets reflecting total weight removed.

Note: Break-out of an assigned lot may contain one or more service member’s property.

4.15 DMO Ordering Official may authorize a Release to Dock on a case-by-case situation. The Contractor will be notified via email or telephone by a DMO Ordering Official to request this type of release. If authorized, the service member will be authorized to go to the warehouse and pick up PE directly. A DD Form 1299 will be prepared and sent to the Contractor, via email, within one (1) business day. If only one (1) service member is to conduct a Release to Dock, no roster will be provided as the name of the service member will be listed on DD 1299 Form.

4.16. Delivery and Claims Operations

4.16.1 DMO authorized personnel will contact the Contractor, via email or telephone, for requested delivery services. DMO will prepare the necessary paperwork (below) and forward, via email, to the Contractor. The Contractor shall acknowledge receipt of requested services via email. When accepted, DMO ordering official(s) will send over the following paperwork to the Contractor:

a. DMO Letter of Authorization (DD Form 1299) (Signed by authorized DMO personnel)

b. Roster of (returning) deployed service members

c. Unit representatives contact information

4.17 On the scheduled delivery date, the Contractor shall arrive at the designated location and contact the unit representative and/or service member(s) to conduct delivery of PE. The Contractor shall conduct a joint inspection of large PE (i.e., television, small furniture, bicycle, etc.) with the member or Government Representative. After inspection, the contractor shall annotate any damages on DD Form 1840R, Notice of Loss or Damage., with both parties signing the form. One copy will be given to the member, and one copy will be maintained by the Contractor for a period of two (2) years.

Note: On the scheduled delivery date, a DMO representative will be onsite, at the delivery location, if services are for 25 or more service members.

4.18 The Contractor shall deliver all stored PE to designated site and is not required to deliver to service member's barracks. The Contractor may authorize service members to borrow moving equipment to allow the service member to deliver their PE to their own barracks room.

4.19 If the unit is not present for the delivery of PE items the Contractor must wait for one hour, after scheduled delivery time, before departing the site location. The Contractor shall contact the Ordering Official or COR before departing the delivery location. If there is a failed delivery, a date will be rescheduled within one to two business days.

Note: A DMO representative will be on site for scheduled services for 25 or more service members.

4.20. Recording Loss or Damage.

4.20.1 The Contractor is required to notify the COR or DMO Ordering Official on any claims of damage or missing items. The Contractor shall furnish the COR or Ordering Official a completed copy of the DD Form 1840R within 3-5 business days after delivery or notification.

4.20.2 The service member has up to five (5) business days to notify the Contractor of any identified damage or missing items after delivery and unpacking. The Contractor shall work with the service member and provide adequate instructions and forms to be completed for any claim submission. The Contractor shall comply with 4.21 on claim processing and submission.

4.21 CLAIMS. The Contractor shall make prompt settlement directly to the member on any claims for loss or damage to personal property for which there is liability under the provisions of this contract. Contractors receiving a written claim or correspondence for loss or damage shall acknowledge receipt of such claim or correspondence, in writing, to the originator within five (5) business days after its receipt. The Contractor shall, at the time such claim is received, cause the date of receipt to be recorded on the claim. When the Contractor receives a claim for loss or damage, the Contractor shall pay, decline, or make a firm compromise settlement offer in writing to the claimant within 60 days after receipt thereof. If the Contractor fails to settle the claim satisfactorily within 60 days, the claimant may file a concurrent claim with the U.S. Government. The Contractor shall at that time and at the expiration of each succeeding 30-day period, while the claims remain pending, advise the claimant, in writing, of the status of the claim and the reasons for delay in making final disposition thereof. The Contractor shall furnish the Ordering Officer within five (5) business days an information copy of all correspondence. The ordering office shall retain the correspondence in the Contractor's quality assurance file for evaluation and reference purposes until one (1) year after contract expires. When a meritorious claim is not paid promptly as established above, the Government reserves the right to set off the amount of the claim against any amounts that may be owed to the Contractor.

Note: The maximum threshold for an individual claim is $15,000.

4.22 INSURANCE COVERAGE. Upon receipt of contract award, if requested by the Contracting Officer, the contractor shall furnish the contracting officer, evidence of the required insurance, covering work to be performed. The contractor shall maintain at least the minimum insurance coverage required as specified in the FAR 28.307-2 Liability. Each policy shall contain an endorsement that cancellation or material change in the policy shall not be effective until after a 30-day written notice is furnished to the contracting officer.

4.23 CARGO INSURANCE. Upon receipt of contract award, if requested by the Contracting Officer, the contractor shall provide a certification (within 5 calendar days ARO CDRL 0011) of cargo insurance reflecting coverage on a continuous basis in at least six (6) times the weight of the PE (for the service member).

4.24 LICENSES, PERMITS AND APPROVALS. The Contractor performing this contract shall possess all environmental, construction, and any other licenses, permits and approvals required for operation of the storage facility and to make improvements so the facility will meet the minimum security and storage requirements as outlined in this PWS.

5. ADMINISTRATION

5.1 Services performed under this contract will be 0800 - 1700, Monday through Friday, excluding weekends and observed federal holidays. For Emergency Pick-up/Drop offs see paragraph 8.1.1.

5.1.1 The Contractor shall not perform any services outside of standard business hours, including emergency, weekend, or holiday work, without prior authorization from the Contracting Officer, Contracting Officer's Representative (COR), or other authorized DMO personnel. The Contractor is required to designate a Point of Contact (POC) and provide a telephone number for the express purpose of managing emergency service requests. In specific circumstances, such as a Bluebark event, the Government retains the right to remove effects from the Contractor's storage facility.

5.2 In the event of a base closure due to national emergencies, inclement weather conditions (snow and ice storms, hurricanes, tornadoes, etc.) and other emergency situations, notification will be given by TV and radio announcements, telephone, verbal means, etc. Marine Corps Base (MCB) Camp Lejeune Information Systems telephone number for reporting instructions is (910) 451-1717. Upon receiving notification by one of the above mediums that the base has returned to normal operations, the Contractor shall resume normal work hours.

6. SAFETY REGULATIONS

6.1 The Contractor shall obey and conform to all OSHA and Marine Corps Base Camp Lejeune Safety Regulations. Base Safety Regulations may be obtained from the COR.

7. DEFINITIONS

7.1 BLUEBARK. The term used to designate a personal property shipment of a deceased member.

7.2 CALL NUMBER OR LOT NUMBER. Locally assigned control number provided by the ordering activity when requirement for services is placed with the Contractor by the Distribution Management Office (DMO).

7.3 DISTRIBITION MANAGEMENT OFFICER. The individual designated by appropriate authority to perform assigned distribution management functions at military installations or activities, regardless of whether or not this is the organization title of the individual. For the purpose of this contract, the term includes representatives designated to order the services required and to inspect and evaluate those services performed by the Contractor for acceptance or rejection

7.4 DRAYAGE. The term “drayage” refers to the transport of goods over a short distance in the shipping and logistics industries. Drayage is often part of a longer overall move, such as from a ship to a warehouse. Drayage is a key aspect of the transfer of shipments to and from other means of transportation. Drayage applies in those instances when a shipment requires drayage from a pickup point (barracks) to the Contractor's warehouse and from Contractor's facility to the final delivery point (barracks).

7.5 HUNDREDWEIGHT (CWT). Hundredweight is equal to 100 pounds and is also known as a short hundredweight

7.6 INCIDENT. An occasion where damage or loss of personal effects.

7.7 NEGLIGENCE. The omission or neglect of reasonable precaution, care, or action on the part of the Contractor or his/her personnel.

7.8 PACKED BY OWNER (PBO). Those articles are packed in an interior container by the owner.

7.9 Personal Effects. Service member’s personal property includes articles of individual uniform clothing, civilian clothing, individual equipment, motorcycle, scooter, E-bike, and other personal items not defined herein.

The following items will not be packed, shipped, nor stored:

· Automobiles, trucks, vans, and similar motor vehicles; airplanes, mobile homes, camper trailers, and farm equipment.

· Live animals include birds, fish, and reptiles.

· Cordwood and building materials.

· Property for resale, disposal, or commercial use rather than for use by members and their dependents.

· Privately owned live ammunition

· Snow mobiles, golf carts, and boats (with or without an associated trailer equal to or more than the following dimensions: Length 14 feet x Width 6 feet 10 inches x Height 6 feet 5 inches) Hazardous/flammables/combustibles/alcohol

7.10 Personal Property Shipping Officer (PPSO). The individual, usually a military or DoD civilian Supervisor, is designated by authority to perform assigned distribution management functions at military installations or activities, regardless of whether that is the organizational title of the individual. For this Order, the term Personal Property Shipping Officer includes representatives designated to order the services required and to inspect and evaluate those services performed by the Transportation Service Provider/Contactor for acceptance or rejection.

7.11 RELEASE TO DOCK. Authorization for property to be made available at the contractor’s dock or facility for service member pickup.

8. PERIOD AND PLACE OF PERFORMANCE

8.1 Period of Performance: The contract will have one twelve-month base period of performance, followed by four 12-month option periods.

8.1.1 Services under this contract will be performed between Monday through Friday 8-5pm EST. The following federal holidays will be observed. This contract does provide up to 5 Emergency Pick-up/Drop-off visits outside regular work hours. If invoked, Emergency Pick-Up/Drop Off will take precedence over the observed federal holidays.

8.2 The following are observed federal holidays:

Note: When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies.

8.3 In the event of base closure see section 5.2.

Period of Performance

8. GOVERNMENT POINTS OF CONTACT

9.1 At time of contract award, the following points of contact will be provided:

a) DMO COR

b) Contract Administrator: Mrs. Tammie Cassell, Tammila.cassell@usmc.mil / (910) 451-6357

10. DELIVERIES OR PERFORMANCE

10.1 Services shall be provided according to the specifications and requirements as defined in the contract.

10.2 MEETINGS. When problems, or other issues, arise that may affect contract performance, the Contractor and the Contracting Officer, or his designated representative, shall meet to mutually resolve the issue. Meetings shall be held as often as necessary to ensure requirements of the contract are being met.

10.3 PERFORMANCE REQUIREMENTS SUMMARY. The performance standards are stated in the summary below:

Required Service (PWS Reference)

-Timeliness -Number of claims

paragraph 4.18

-No more than 2 per month

Paragraph:

13.2.1

11. INVOICING INSTRUCTIONS

11.1 BILLING PERIOD. The billing period for contract and pay purposes shall begin the first day and end the last day of the month for each item shown in this contract.

11.2 INVOICING INSTRUCTIONS. Contractor must be registered in the Wide Area Workflow (WAWF) system and shall invoice as reflected within this contract. To register for an account, go to https://wawf.eb.mil.

11.2.1 When services are requested for pickup from the designated location to the storage facility or delivered to the designated location from the storage facility, the Contractor shall invoice for total days of the month storage was utilized.

11.2.2 Invoice shall include the items listed below to ensure no delay in certifying the invoice.

a. Day / Month / Year of invoice period

b. Deployment Number

c. Pickup date

d. Contract number

11.2.3 When invoices are submitted, the contractor shall upload or attach a copy of the company invoices. A description of services, from 11.2.2 shall be notated in WAWF.

11.3 The contractor must first register in SAM.GOV. On the website main screen, the user clicks on "GET STARTED" button. From there, the contractor registers their account, where they will receive their Commercial and Government Entity (CAGE) code and Unique Entity Identifier (UEI).

11.3.1 After successfully creating a SAM.GOV account, the user must contact the Procurement Integrated Enterprise Environment (PIEE) help desk to continue registering an account in WAWF. The PIEE help desk will provide guidance with registering a WAWF account.

12. BASE ACCESS

12.1 Contractor must be registered in the Defense Biometrics Identification System (DBIDS). It is the Contractors responsibility to ensure all their employees and or subcontractors are properly registered within DBIDS. To gain access to the installation, the contractor will require their personnel to have a REAL ID as the primary credential and submit a request for DBIDS access.

12.1.1. Contractors, and/or delivery drivers, must have in their possession: the contract number, delivery/service address, and sponsor’s contact information in order to gain initial access to the base.

(The sponsor for this requirement will be provided at the time of award.)

Contract Number:

Sponsor: Robert Clerkin

12.1.2. For updated information and proper documentation to gain access to the installation, the contractor is required to visit the installation website at: https://www.lejeune.marines.mil/Base-Access/.

12.2. When the contractor is approved for access, they will receive either a DBIDS credential or temporary pass, depending upon the length of time they require access. A DBIDS credential is issued to individuals requiring access for 61 days or more. A temporary pass is issued to individuals requiring access for 60 days or less.

12.3. Contractor personnel will report to the Contractor Vetting Office to confirm their access requirements, undergo a background check, and receive their pass.

12.3.1. Contractor Common Access Card (CAC) Eligibility: Contractor personnel authorized CACs are exempt from DBIDS enrollment.

12.4. If you have additional questions regarding base access, Contractor CACs, or DBIDS requirements, contact the Contractor Vetting Office (CVO). The CVO is in Bldg. 818 adjacent to the Camp Lejeune Main Gate on Holcomb Blvd, just off NC Highway 24. The CVO is open Monday through Friday from 6 a.m. to 2 p.m. and is closed on weekends and holidays.

Contractor Vetting Office - Appointments: 910-451-8558 Contractor Vetting Office - Questions: 910-451-3220 Vetting Office Email: lejeunecontractorvetting@usmc.mil DBIDS email: https://dbids-global-enroll.dmdc.mil/preenrollui/#!/

PLEASE NOTE: Individuals with active warrants may be subject to arrest on the spot.

**The Government will not be responsible for any contractor access delays. Delays that may result from inadequate planning are strictly the responsibility of the Contractor.** DISTRIBUTION: DoD COMMUNITY ONLY

DISTRIBUTION: DoD COMMUNITY ONLY