PWS - Furniture.pdf

Table of Contents

1. PERFORMANCE WORK STATEMENT

a. 1.0 SCOPE.

b. 2.0 ADMINISTRATIVE

c. 3.0 GENERAL REQUIREMENTS

d. 4.0 Government Furnished Equipment

PERFORMANCE WORK STATEMENT

FOR

SERVICE/MAINTENANCE SUPPORT

SYSTEMS AND FREESTAND FURNITURE

AND

INTERIOR DESIGN/FURNITURE LAYOUT SERVICES

ANDREW T. MCNAMARA HEADQUARTERS COMPLEX

FORT BELVOIR, VA

1.0 SCOPE. This Performance Work Statement (PWS) covers all services and material required to maintain, repair, refurbish, manage existing furniture and inventory, as well as to provide on-site interior design related to space planning, layout, and reconfiguration of furniture for the Defense Logistics Agency (DLA) Headquarters or other DLA Installation Management Fort Belvoir McNamara HQ Complex supported facilities within the National Capital Region. The main DLA HQ building is located at 8725 John J. Kingman Road, Ft.

Belvoir, VA, 22060. Services under this PWS will typically include storage of excess DLA furniture; execution of work orders to repair existing furniture; response to requests for new or refurbished furniture; and new work orders to reconfigure existing oƯice spaces.

Reconfiguration activities may include dismantling existing furniture systems; development of new layouts and architectural drawings; coordination of design revisions; and installation of new, refurbished, and/or reused furniture for new or relocated employees.

Services may also include procurement support for new furniture products when required.

The period of performance shall be for one (1) base year of 12 months and four (4) 12-month option years.

1.1 SITE. The main location is the McNamara Headquarters Complex (HQC) located at 8725 John J. Kingman Road, Ft. Belvoir, VA 22060. The HQC consists of the McNamara Building a five-level building of approximately 1.1 million square feet, supporting approximately 6,200 personnel (5,000 workstations and 1,200 private oƯices); 33,000 square foot child development center (CDC); 15,000 square foot material receiving and screening facility; Visitors Center, and three guard houses. oƯsite location includes the Gunston Commerce Center at 10400 Furnace Road, Lorton, VA 22079 (approximately 52,000 square feet).

1.2 BACKGROUND. The HQC is currently equipped with systems and freestanding furniture manufactured by Steelcase, David Edward, NuCraft, Arnold, BodyBuilt, HumanScale, Peter Pepper Products, Sit On It Seating, Egan Visual, Trinity Furniture and Cabot Wrenn as well as signage supplied by 2/90 signs. Repair of existing furniture and new work are presently performed in response to requests issued by DLA HQC Contracting OƯicer’s Representative (COR) and are typically directed to the contractor.

This existing furniture inventory is considered acceptable and appropriate for its intended use and is expected to remain in service for the duration of this contract. Ongoing maintenance of this furniture is required, along with continued support to provide new, refurbished, or reused furniture for incoming personnel. Reconfiguration requirements generally involve accommodating a small number of personnel per request; however, they may occasionally include the setup of oƯice areas to support entire new tenant activities consisting of 100 or more personnel. The design of proposed oƯice layouts may be required and, when applicable, will be identified in the associated work order. Dismantling, inspection, refurbishment (as necessary), storage, and reuse of existing furniture are typically included as part of the requirements for these new work orders.

1.3 COMPATIBILITY WITH EXISTING FURNITURE. This contract will include providing additional furniture to supplement existing furniture already owned by DLA. Where necessary to provide new materials, the products provided shall be the same manufacturer, model numbers and colors as currently exist to maintain a professional and aesthetic working environment and ensure all components are interchangeable and properly matched. The Contractor shall notify the COR of any discontinued product line, fabric, finish or materials. The make and model numbers of existing furniture shall be provided following award. As the need arises for new items to be added, they will be negotiated to the mutual acceptance of the Contractor and the Contracting OƯicer. All material provided must comply with applicable UL, ANSI, ASTM and ADA standards.

1.4 USEFUL LIFE. The contractor must ensure that the parts and components for all new material will be available from the manufacturer for a period of not less than ten years from the date the material is provided.

2.0 ADMINISTRATIVE. To meet the service requirements of the contract, the contractor shall have appropriate personnel and facilities located within 75 miles of the McNamara Headquarters complex, which is located at Fort Belvoir, VA.

2.1 APPLICABLE DOCUMENTS. At minimum, the contractor shall comply with the following standards, including amendments:

• ASTM C-243

• ASTM E-84

• CL 1286

• ANSI/BIFMA X5.6

• Americans with Disabilities Act and Architectural Barriers Act Accessibility Guidelines

2.2 WARRANTY. Standard commercial warranty shall apply for all electrical components and for free standing material provided by the contractor. All systems furniture components provided by the contractor and all workmanship shall be warranted for five (5) years from the date the material and/or services were provided.

2.3 PERSONNEL

2.3.1 CONTRACT MANAGER. The contractor shall designate a contract manager responsible for ensuring the contractor complies with all requirements of the contract including overseeing the services, material and data to be provided. This individual shall serve as the main point of contact for the Government on performance issues.

2.3.2 PROJECT MANAGER. The contractor shall designate a project manager who shall be full-time and shall have full authority to act for the contractor on all matters relating to the operation of the contract. The project manager and alternate must be approved by the contracting oƯicer (KO) before Appointment. The project manager or alternate shall be on site, Monday through Friday, eight hours per day, working set hours between the hours of 0730 and 1700. The project manager shall be available within 30 minutes to meet with government personnel to discuss problem areas. The project manager must carry a two-way radio supplied by the government. This is an in-person only position with no telework authorized.

2.3.2.1 Project Manager or alternate shall schedule all work in coordination with the COR or designated representative. All routine work shall be scheduled for a minimum of three days prior to the work date.

2.3.2.2 Project Manager or alternate shall notify points of contact for all scheduled work and work date / time, worksite impact, and preparations required, a minimum of three workdays prior to scheduled work date via email notification with copy to COR and/or designated government representative.

2.3.2.3 Project Manager or alternate shall provide technical expertise to designers and installation staƯ to ensure proper installation of all furnishings.

2.3.2.4 Project Manager or alternate shall provide report to COR or designated representative at the end of each scheduled workday of any incomplete work, cause of delay, and revised completion date. Warehouse errors and delivery of unacceptable products must be resolved on the scheduled workday and work completed.

2.3.2.5 Project Manager should be able to respond to and complete repair requests on days with no crew.

2.3.2.6 Project Manager and alternate must be qualified and have at least five years of experience working with commercial systems furniture installations and furniture lines with a minimum of three years as lead installer or project manager on another site of similar size and complexity A resume with qualifications must be provided by the contractor to the contracting oƯicer (KO) and the contracting oƯicer representative (COR) for review and approval. Qualifications include attention to detail, problem solving, time management, and good communicator.

2.3.3 INTERIOR DESIGNER. Primary on-site designer shall possess a baccalaureate or higher degree in interior design or related discipline plus five or more years’ experience with layout and specification of Steelcase Avenir and Benchmark product. Designer must have significant knowledge of Steelcase product line as well as Arnold, NuCraft, Sit On It Seating, Egan Visual, Trinity Furniture and David Edward which are standard products in the facility. If workload dictates additional designers needed, supplemental designers must possess design degrees at the baccalaureate level with a minimum of one year experience with the Steelcase furniture line. All work pertaining to any drawing of government assets shall be worked or completed on government furnished equipment. This is an in-person only position, telework is not authorized.

2.3.4 INSTALLERS. Contractor shall provide fully qualified installers trained on specific product lines listed in section 1.2.

2.3.5 All contractor employees shall be citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or who presents other evidence from the Immigration and Naturalization Service that employment will not aƯect immigration status. Contractor employees shall be able to communicate in English with HQC tenants.

2.3.6 All Contractor personnel shall present a neat appearance (no shorts) and be easily recognized. The employees must wear Contractor issued distinctive clothing bearing the contractor’s emblem or patch. The clothing shall be approved by the COR. Identification badges issued by the Government to Contractor employees must be displayed on the upper quadrant of all Contractor employees while work is being performed under this contract. The clothing colors shall be the same for all Contractor personnel. The project manager and designer can wear white.

2.3.7 All Contractors personnel shall Report hours by day and time of services provided to the government for documentation.

2.3.8 All Contractors shall not initiate any communication with the customer directly on any work orders. No personal phone numbers or email address shall be given to the customer by the contractor.

2.3.9 Project Manager and INTERIOR DESIGNER Both need the ability to digitally pull furniture in case of the others absence/submit request for items to be pulled out of inventory.

2.4 HOURS OF OPERATION

2.4.1 NORMAL DUTY HOURS. The normal operating hours at the HQC are Monday through Friday, 0730-1700.

2.4.2 RECOGNIZED HOLIDAYS. No work shall be performed on the following eleven (11) Federal holidays observed at Fort Belvoir.

New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day

The contractor will not be required to work when the Federal Government is closed for inclement weather. If the Government closes early, the Contractor will be under the same schedule.

2.4.3 REDUCED STAFFING. During this contract, there may be a need to reduce building and contractor staƯ occupancy due to elevated Force Protection or Health Protection conditions. If needed, these measures shall be implemented and canceled by written notification by the Contracting OƯicer Representative (COR). With the exception of on-site presence, all other contract terms and conditions remain in full eƯect. The number of service orders may dramatically decrease because of the reduced occupancy. Project management and design positions shall be performed remotely with return to the HQC only upon approval of the Government. The Government will provide a computer with existing telephone numbers and headset. The equipment provided shall be used only for oƯicial government work specifically related to this contract. The contractor shall be responsible for internet connectivity. The contractor shall be available to report on site within two business days for work orders deemed essential by the Government. Contractor staƯing shall be determined by the Project Manager and a staƯing plan shall be provided to the COR prior to any changes. Contractor contact numbers shall be provided for recall capability. The Government reserves the right to cancel this temporary measure if the HQC occupancy increases, as recommended by health or Government oƯicials, or as the protection level is reduced. Once cancelled the contractor shall be prepared to return to normal staƯing and operations on the next business day and all equipment provided for the purpose of remote work shall be returned to the Government within two business days.

2.4.4 WORK SCHEDULE. Full-time employees (project manager and interior designer) shall be on site Monday through Friday. The contractor shall be available to perform scheduled work at the site a minimum of three (3) Government workdays per week and emergency repair work five (5) days per week, or as otherwise identified in the contractor’s proposal. Specific work hours within the normal duty hours shall be identified in the proposal and on the contractor web page. Telework is not authorized.

2.5 SECURITY REQUIREMENTS

2.5.1 FACILITY ACCESS AND IDENTIFICATION: Work on this project requires the Contractor to apply for an HQC identification badge and/or a Defense Biometrics Identification System (DBIDS) badge. A DLAH Form 1728 will be supplied by the COR for each Contractor employee requiring access to HQC grounds. This form will be filled out and signed by the COR and submitted to the Pass and ID OƯice. The Contractor and employees must be approved by the Pass and ID OƯice and an HQC badge and/or a DBIDS badge must be issued before access to the HQC grounds. While at HQC, identification badge must be visible and displayed above the waist at all times.

2.5.2 Common Access Card (CAC) Procedures: Attachment 1 for CAC process.

Attachment 2 is DLA‘s oƯicial manual on the process of issuance and accountability of common access cards for DLA contractors?

2.5.3 Vehicle Operation. Employees are responsible for parking in accordance with the HQC Parking Policy.

3.0 GENERAL REQUIREMENTS. The contractor shall furnish all labor, supplies, materials, services and information as necessary to perform the requirements described in this Performance Work Statement (PWS). All materials acquired by the contractor for use in the performance of this contract shall be new and meet the specifications of the original furniture manufacturer. Designer must be certified to design layouts for this line of equipment. Furniture that is already the property of DLA shall be maintained in a storage space provided by the contractor in a suitable local storage area within a 75-mile radius of the McNamara Headquarters. The contractor-provided storage space must protect DLA’s furniture from damage and be able to accommodate all of DLA’s furniture. Initial space required is estimated to be approximately 30,000 square feet, but could decrease to a minimum of 5,000 square feet throughout the life of the contract. The contractor shall make arrangements to accommodate the COR or representative to visit this storage space upon request within 24 hours’ notice to check on the furniture in storage and the storage conditions. If the space is used for other than DLA owned material, the DLA owned material must be segregated from other contractor owned material. The furniture already owned by DLA shall be used whenever possible unless otherwise specified in work orders received during the performance of the contract. Replenishment of furniture shall also be provided in response to Replenishment Orders (ROs) from the COR. When existing material is unavailable, unsuitable, or identified as necessary for a work order requirement, new materials shall be provided by the contractor with prior approval from the COR or representative.

An itemized inventory of the DLA Materiel in storage, and other appropriate data shall be provided to the successful oƯeror after award. The contractor shall have all work areas clean and remove all debris and excess furniture items and parts from the locations where work is performed. The contractor shall provide continual monitoring and maintenance of latent and/or visual defects.

3.1 ISSUANCE OF WORK ORDERS. Work will be assigned to the contractor by the COR or representative at the DLA Headquarters through the EBS application or email. Work orders will be issued.

3.1.1 PROCESS FOR ISSUING WORK ORDERS. Work orders will be initially identified to the COR by the requiring activities, at which time certain information will be obtained to initiate the Work Order request to the contractor. This information will include the location of the requirement, point of contact including name and telephone number, and statement of the requirement. For New Work Orders, this statement of requirement may be somewhat more general in nature if a design is required to address the requirement. However, other specifics such as the requirement for new furniture, or authorized use of similar DLA furniture, if available, may be identified. The COR will process the work order, assign a universal Work Order Number, and provide copies to the contractor for action. The Work Order Number assigned by the COR will be used by all activities for reference and tracking purposes. All pricing for NWOs and ROs shall be submitted to the COR or representative for authorization and approval prior to placing orders.

3.1.2 RESPONSE TO WORK ORDERS. The COR or representative will initiate all maintenance and repair actions requested upon receipt of the work. Time for completion of Service Orders shall be not later than close of business on the next scheduled work day.

Time for completion of New Work Orders will be established as mutually agreeable on a case by case basis and include a design phase, if applicable, but the contractor shall respond with suggested timeframes for each NWO within 3 working days of receipt of the NWO order. The contractor shall make every reasonable eƯort to accommodate DLA’s desired performance times, as identified by the COR, and the COR will make every eƯort to identify these requirements in a timely manner. Standard delivery times will be provided by the contractor for typically required new components and these delivery times will be taken into consideration when determining the performance period for each New Work Order where new material is required. The oƯeror may address any proposals for handling expedited deliveries in their proposal.

3.1.3 CLOSURE OF WORK ORDERS. Upon satisfactory completion of work, the contractor shall request the end user sign and date the work order to indicate satisfaction with work request. The project manager shall indicate the labor hours expended by all contractor personnel, as well as provide a materials list with cost. All documentation shall be submitted to the COR or alternate as upon completion.

3.2 SERVICE ORDERS (SOs). Service Orders shall consist of actions to correct or prevent problems with current furniture already installed. These actions will generally be intended to restore the condition of furniture to proper operating condition and/or appearance and not include reconfiguration actions. Service Orders shall be completed either on the same day or by the next scheduled workday. If the SO is issued with a high priority designation it shall be completed that day unless the high priority SO is issued after 3:00 PM, in which case it shall be completed by the next scheduled work day. Examples of the types of actions which will be included in SOs are:

• Repair file cabinet or desk drawers

• Repair or replace damaged kick boards on systems furniture

• Provide replacement keys for file cabinets, desks or other furniture, or replace locks and keys

• Repair or replace broken chairs

• Adjust sit/stands

• Replace damaged panel in systems furniture

• Repair or replace light unit

3.3 NEW WORK ORDERS (NWOs). New Work Orders shall consist of orders for new furniture, or work required to convert or reconfigure the existing arrangement of systems furniture and/or freestanding furniture to a new layout. NWOs may require only the reconfiguration of components and furniture already in use, but will often require a combination of components and material already in use at the site, owned by DLA but in storage or new components and material. Also the NWO may specify an exact layout that does not require any design, only a review and planning based on the availability of components. The NWOs may, however, specify only the number of people that must be accommodated, the location where they are to be placed, and a general description of what furniture and space requirements each must have, or other general material. For these NWOs, the contractor shall design a layout for approval by the COR and then present it to the customer/requester prior to initiating any action to purchase required components or scheduling the work to be performed. NWOs will also include ergonomic evaluations and custom products. Completion date for each NWO shall be established on a case by case basis, as mutually agreeable between the contractor and the COR.

3.3.1 LAYOUT DESIGNS. Layouts and designs in response to NWOs shall be provided to the COR for approval before presenting to customer. Approval must be received before the contractor begins the work. The layout presented for approval should include a listing of components that are available in the DLA inventory, as well as those new items that must be acquired in order to implement the layout as designed. The estimated cost and amount of time the contractor believes will be needed to complete the NWO shall be identified in the design process and included in the information submitted to the COR for approval, and must be provided in writing to the contractor and Contracting OƯicer’s Representative. The contractor shall maintain all furniture drawings and provide copies in electronic format to the COR on a monthly basis. In addition, a final copy of all new layouts required in response to NWOs shall also be provided.

Interior Design Requirements: Contractor shall provide on-site interior design services related to layout of furniture within the Headquarters Complex or other HQC Installation

Management supported facilities within the National Capital Region. Work shall be performed under the direction of the COR and shall include the following types of tasks:

The contractor shall not initiate any communication with the customer directly on any work orders. No personal phone numbers or email address shall be given to the customer by the contractor.

1) Project Design/Layout: Projects that involve complex reconfigurations or construction and require work from multiple trades. The contractor together with the COR / representative shall meet with client to obtain requirements, develop design drawings for approval of COR and client, prepare furniture take-oƯ lists, prepare demolition for all impacted building systems.

2) Minor Alteration Design: Minor alterations are those that primarily involve furniture and where no construction is involved. Requests for minor alterations are routinely received through the Facility Support Desk but require furniture drawings to define the requirement.

For minor alterations, contractor together with the COR / representative shall meet with clients to obtain requirement and prepare drawing of current and reconfigured workstation.

Where applicable, contractor shall provide drawings indicating work required by other trades.

3) Maintenance of Furniture Drawings: Contractor shall update HQC Installation Management furniture drawings as modifications are completed. Notification of completed alterations shall be provided by the COR or Alternate COR (ACOR).

4) Signage: Contractor shall provide all labor, supervision, equipment and materials to provide detailed specification for ordering with unit cost per sign as well as extended cost by type and quantity. Notwithstanding previously mentioned requirements, contractor shall provide recommended solution for evacuation route posting within administrative areas to meet all National Fire Protection Association (NFPA) codes and standards.

5) End user or FACO requests for signage will be consolidated by the Government and submitted to the Contractor in the form of a service order on a recurring basis.

3.3.2 REVISIONS TO NWOs. NWOs may be revised at any time prior to completion by the COR and the contractor shall be responsive to these changes. When this occurs, the costs incurred as a result of revision shall be identified to the COR and Contracting OƯicer by the contractor along with supporting information, and requiring approval by the Contracting OƯicer. Any schedule revisions that may be necessary as a result of revisions shall be identified by the contractor within two business days and then negotiated between the contractor and COR.

3.3.3 CANCELLATIONS OF NWOs. NWOs may be cancelled after 5 business days with no cost to the Government if the new material or components that must be ordered by the contractor have not been ordered or if the lead times exceed the standard lead times for the types of material being ordered. The COR and Contracting OƯicer will use the contractor’s web page work order tracking system (Paragraph 3.9.1) to determine whether or not the material has been ordered and to determine the lead time for delivery prior to canceling any order. The contractor shall therefore ensure that the information concerning placement of orders is accurately updated in the web page.

3.4 REPLENISHMENT ORDERS (ROs). The contractor shall provide in response to RO new furniture to maintain a working inventory of DLA-owned systems furniture and freestanding furniture to facilitate an expedited response to urgent requirements. ROs shall be placed identifying specific items and quantities that are required. The contractor may at any time suggest items to the COR which are recommended based on recently past consumption and current or projected availability rates. These orders must be approved by COR and Contracting OƯicer.

3.5 STORAGE AND USE OF DLA INVENTORY. The contractor shall provide at least 30,000 square feet of storage space in the local area for use in storing furniture and systems furniture components owned by, but in excess of , DLA’s current needs. This space shall be suitable for storage of systems furniture and related items to prevent any damage due to storage conditions. This material shall be utilized for the performance of work orders whenever possible in lieu of acquiring of new material unless specifically stated otherwise in the work order and approved by the Contracting OƯicer’s Representative (COR). Storage of some minor amounts of contractor-owned material, such as assembly hardware, may only be allowed in this space with the approval of the COR. If approved, the contractor-owned material must be segregated from Government owned material, remain in original packaging (to identify it as contactor owned) and not consume storage space required for the storage of DLA material. Inventory shall be coded by condition of material. The DLA-owned material shall be identified on inventory records accessible to both the contractor and the COR. Additional information concerning this information and record keeping is addressed in paragraph 3.9.

For storage documentation. Detailed information of individual storage locations, racking, building size shall be provided by the contractor to the government by the 10th of every month.

3.5.1 TRANSFER OF CURRENT DLA INVENTORY.

3.5.1.1 Within 30 days of contract start, the contractor shall physically transfer all DLA product from the previous contractor’s warehouse. All arrangements for product transfer must be coordinated with the COR. The COR, at the option of the government, may be present during the transfer process.

3.5.1.2 Upon transfer or within 30 days of contract start, all product must be inventoried and an updated inventory list provided to the COR.

3.6 INSPECTION AND REFURBISHMENT. Existing furniture and components to be reconfigured in an existing or new location, as a result of either an SO or an NWO, shall be inspected at the site to validate the material is suitable for continued use. All components that are dismantled or removed from an oƯice location and not immediately reused in the same oƯice area shall be inspected by the contractor and assessed as either in acceptable condition for reuse as-is or acceptable for reuse but requiring refurbishment. Components unacceptable for reuse as-is shall not be returned to the HQC for installation. Components requiring refurbishment shall not be returned to the HQC prior to refurbishment.

3.6.1 INSPECTION. The contractor shall apply judgment to assess the condition of all material, components, and material to be reconfigured or removed from an existing oƯice by any work order request. The contractor shall determine the appropriate skill level required to perform this inspection and ask for guidance from the COR, if it is necessary.

Determination of the condition of the material shall take into consideration any associated remarks in the respective work order. Inspections shall apply commercial standards to assessing the condition of material as ready for reuse, in need of repair or refurbishment, or scrap. Determinations of material as requiring refurbishment or as scrap shall be subject to approval by the COR. Contractor maintained inventory records (including those provided to the Government) shall accurately record new versus refurbished material and refurbished material shall be considered “like-new”.

3.6.2 REFURBISHMENT. Material considered to require refurbishment shall be identified for approval by the COR along with the cost of performing the refurbishments and repairs.

Additional information, such as the cost for new material in lieu of the refurbishment or repair, shall be provided if requested by the COR. After approval, the contractor shall perform the required refurbishment and/or repairs. This may be performed either on-site or at an oƯ-site facility of the contractor’s choosing. All materials in a repair/refurbishment status shall appear on the DLA-owned inventory records with appropriate language describing the status and anticipated date of availability.

3.7 DISPOSAL OF SCRAP. Material that is considered scrap or requiring refurbishment shall be made available for review by the Government before being transported oƯ-site.

Additional documentation may also be required such as photographing of material considered scrap or requiring refurbishment. The contractor shall be responsible for disposal of scrap once the Government has agreed with the assessment that the material is scrap. Disposal of scrap shall be made in coordination with the Government.

3.8 INFORMATION. Several forms of information shall be required as identified below and in the associated Contract Data Requirements List (CDRL). This information shall be intended to provide the COR and end user maximum visibility of the status of their requested actions and the COR and Contracting OƯicer visibility of funding requirements/costs experienced, both to date and anticipated.

3.9.1 INTERNET WEB PAGE. The contractor shall host and maintain a web page (CDRL A001) accessible by designated DLA oƯicials to record all open and completed Service

Orders (SOs), all New Work Orders (NWOs) and identify the current status as well as the projected completion date. Status shall include identification of when material has been ordered, scheduled delivery dates, scheduled date to perform the work, and status of work in process. The web page shall provide access to the inventory records of DLA material being stored by the contractor to include bar code, standard identification, manufacturer’s part number, manufacturer, nomenclature, quantity, condition, up to date accurate pricing, fabric, finishes, options, customizations, photograph of actual product (not catalog photo), and whether or not the material is consigned to a planned job and if so, identification of which job(s). Capability should be provided to print a screen or print a specific report such as a complete listing of all inventory (to include items not currently in inventory). The site shall be accessible (read-only access) to DLA oƯicials in the COR’s and Contracting OƯicer’s oƯices by password to be provided by the contractor. The web page shall be easy to navigate and find the information desired and include identification of the last date and time each section of information was updated. Schedules of work shall be included in the web page and the contractor shall provide the COR with a list of any exceptions to any scheduled work request before close of business on the day this information becomes known. Repair work in response to Service Orders shall be identified under a separate heading from new work in response to NWOs. The page shall be maintained and updated by the contractor on a timely basis to provide information as accurate as possible. The frequency and timing of these updates shall be mutually agreeable between the contractor and the COR and shall incorporate information provided by the COR and Contracting OƯicer when requested. This information will often be provided by email and may consist of authority to proceed, approval of a design, revision or cancellation of a work order or similar input. Input received from the COR and Contracting OƯicer shall be incorporated into the web page on a timely basis to be mutually agreeable.

The level of information which is required shall be also mutually agreeable, initially proposed by the contractor and approved by the COR. Subsequent changes to this information may be suggested by either party to improve the accuracy of information on this page. The Contracting OƯicer and COR shall also provide timely information to contractor for the purpose of updating the page on those actions which are pending Government approval.

3.9.2 EXPENSE INFORMATION. The contractor shall provide a monthly report by the 15th of each month for the preceding month (CDRL A002) identifying the costs of material and labor expended for NWOs and SOs and for each additional CLIN. For NWOs, the report shall identify the cost incurred to date for all open NWOs including those NWOs completed in the reporting period. NWOs that have been completed shall be identified as such, along with an indication that the NWO will not be reported on future reports. Information shall include labor and material costs, status of the work order, and anticipated completion date. Information for SOs shall identify the total cost of all SOs for the month in terms of labor and materials. Information for other work such as refurbishment work shall include total costs of labor and materials for the month. This information shall not be considered an invoice for payment purposes but shall be used in advance of receipt of invoices for budgeting purposes.

3.9.3 ADVANCE NOTICE OF ARRIVAL ON-SITE. The COR will utilize the on-line tracking system (CDRL A003) (Paragraph 3.9.1) to provide end user notification by telephone in advance arrival at the site to perform all new work orders. Regularly scheduled work such as performance of service orders within normal contractor support hours will not require this notification.

3.9.4 DLA INVENTORY RECORDS. A report identifying all the DLA-owned material (CDRL A004) in storage shall be provided on a monthly basis. This information may be provided on the web page identified in paragraph 3.9.1 in lieu of submitting a monthly report but must be updated, at least, on a weekly basis. As usual for the web page information, the date this information is updated shall be clearly identified. Information shall include (as a minimum): item number, manufacturer quantity, condition, location, and work order number if the material has been planned for use in a completion of work order. For material which has been sent oƯ-site for refurbishment or repair, the location shall identify the name and address of the where the work is being performed and also an anticipated date of return.

3.9.4.1 Monthly Report: The Contractor shall Provide a monthly report of all DLA-owned material storage. The report shall be clearly identify (as a minimum): item number, manufacturer quantity, location, and condition.

Key Supply Condition Codes include:

Serviceable:

o A: New, used, repaired, or reconditioned material that is serviceable and issuable without restrictions.

o F: Serviceable with Repairs o D: Serviceable requiring testing, modification, or technical data inspection.

Unserviceable/Suspended:

o G: Incomplete (only keep if part can be used to fix others) o S: Scrap. (DRMO process has started)

3.9.5 DRAFT BILL TO END USER. Upon completion of a New Work Order, the contractor shall provide the COR an itemized listing of the costs for the (CDRL A005) including materials and labor. The list of materials shall include all components required and designation of whether the materials were new, versus either refurbished or other reused materials, with appropriate costs for each. This draft bill will be used for purposes of interdepartmental billing within the Government and to ensure that end users do not pay for new materials when receiving refurbished components. The draft bills shall accurately identify the composition of refurbished components versus new components and a reasonable representation of the refurbishment costs in lieu of costs of new materials.

Refurbishment costs should be based on the average cost to refurbish each type of component.

3.9.6 Support Documentation for Invoicing. Contractor shall provide the Following documentation/information before invoice are submitted for processing.

1. Timesheets for any work/ labor by date and time

2. Dates and times for any truck charges

3. Materials o Quote prior to placing order for our approval o Delivery ticket when received o Proof of receipt when placed into inventory o For new items, including new standard ID

4.0 Government Furnished Equipment: Contractor shall be provided two (2) workstations with computer, telephone for local calling, and computer network connectivity to the DLA standard Microsoft OƯice Suite and Enterprise Business System (EBS), the work order and Facility Management software application. AutoCAD shall be installed on the interior designer's computer.

Contracting OƯicers Representative Appointments:

To be provided at award

Attachment 1

CL.5.3 Common Access Card (CAC) Procedures

1. Purpose

This clause establishes the requirements and procedures for the issuance, control, accountability, reporting, and return of Government issued Common Access Cards (CACs) issued to contractor personnel under this contract. Contractor personnel shall comply with all Department of Defense (DoD), Defense Logistics Agency (DLA), installation security, and identity management requirements associated with CAC issuance and use.

2. Applicability

These procedures apply to all contractor employees requiring a CAC for physical access to Government facilities, logical access to Government information systems, or performance of duties under this contract.

3. Governing Guidance

Contractor CAC procedures shall comply with current DoD identity credentialing requirements, including:

•Defense Logistics Agency Manual (DLAM) 1000.13, dated September 8, 2022;

•DoD CAC issuance and eligibility guidance;

•Defense Enrollment Eligibility Reporting System (DEERS) and Real-Time Automated Personnel Identification System (RAPIDS) requirements; and

•Mission Partner Identity, Credential, Access Management (MP ICAM) sponsorship procedures for contractor personnel.

4. Sponsorship and CAC Request Procedures

a. The Contractor shall ensure that each contractor employee requiring a CAC is properly sponsored through the Government designated identity sponsorship process.

b. Contractor personnel shall be enrolled through the Mission Partner Identity, Credential, Access Management (MP ICAM) system by an authorized Mission Partner AƯiliation Sponsor (MPAS) or Mission Partner AƯiliation Sponsor Manager (MPASM), or through another Government approved sponsorship system as directed by the Contracting OƯicer (KO) or Contracting OƯicer’s Representative (COR).

c. Contractor personnel shall complete all required identity verification and credentialing actions within the timelines established by the sponsoring authority.

d. Contractor employees shall comply with all RAPIDS appointment and identity verification requirements and shall present acceptable identity documents as required for CAC issuance.

e. Contractor personnel shall complete any required background investigation or vetting requirements prior to issuance of a CAC, consistent with DoD policy within the timelines established by the sponsoring authority.

5. CAC Issuance Notification

Within one (1) business day after CAC issuance, the Contractor shall provide written notification via email to the COR (or KO if no COR is designated) identifying:

•Contractor employee name;

•Date of CAC issuance; and

•CAC expiration date.

6. Control and Accountability of CACs

The Contractor shall establish and maintain internal procedures to ensure continuous accountability and safeguarding of all Government issued CACs.

At a minimum, the Contractor shall ensure that:

a. CACs are used only for oƯicial duties directly related to performance of this contract.

b. CACs are safeguarded against loss, theft, misuse, unauthorized access, duplication, or alteration.

c. Contractor personnel understand that CACs are the property of the U.S. Government.

d. Contractor personnel shall not lend, share, modify, deface, hole punch, copy, or damage CACs.

e. Contractor personnel shall not display CACs in public except as necessary for oƯicial identification or installation access.

f. CACs shall be stored securely when not in use.

7. Lost, Stolen, or Compromised CACs

a. The Contractor shall immediately notify the COR (or KO if no COR is designated) upon discovery of a lost, stolen, compromised, or unaccounted for CAC.

b. Initial notification may be made in person or by telephone but shall be followed by written notification via email within one (1) business day.

c. The notification shall include all known circumstances surrounding the loss, theft, or compromise.

d. The Contractor or aƯected employee shall immediately report the lost or stolen CAC to the appropriate installation security oƯice, DLA Police, or local law enforcement authority and obtain a police or incident report, when applicable.

e. Any recovered CAC shall be immediately turned in to the nearest Federal law enforcement oƯice, RAPIDS oƯice, sponsoring authority, or COR as directed.

8. Employee Separation, Reassignment, or Contract Completion

a. The Contractor shall immediately recover CACs from contractor personnel upon:

•Employee resignation;

•Termination;

•Reassignment;

•Removal from the contract;

•Expiration of need for access; or

•Contract completion or termination.

b. Recovered CACs shall be returned to the COR, KO, sponsoring oƯice, or designated RAPIDS/credentialing oƯice within one (1) business day unless otherwise directed.

c. The Contractor shall maintain records documenting CAC recovery and return actions.

9. Final Invoice Withholding

Failure to return and account for all Government issued CACs may result in administrative action by the Government.

If CACs issued under this contract are not returned upon request, employee separation, or at contract completion/termination, the Government may withhold payment of the Contractor’s final invoice until all CACs are returned and properly accounted for.

10. Contractor Responsibility

The Contractor is responsible for ensuring that all employees comply with these procedures and with all applicable Government security and identity management requirements throughout the period of contract performance.