RFP ODS Support - 21-R-0005.pdf

Defense Logistics Agency Support Services for Ozone Depleting Substances (ODS) Reserve Program at Richmond

SP4703-21-R-0005

Source Selection Information -- See FAR 2.101 and 3.104 Page 1

1.0 REQUEST FOR PROPOSAL

1.1 INTRODUCTION

The purpose of this Request for Proposal (RFP) is to solicit support services to provide Administrative, Analytical, and Information Technology-Related Functions, Logistics & Warehousing, and Leak Monitoring Functions for the Ozone Depleting Substances (ODS) Reserve Program Office located in Richmond.

The solicitation is organized into sections as follows:

• Section 1 contains contracting information. Special provisions, terms, and conditions.

• Section 2 provides the Performance Work Statement, which includes the objectives for the acquisition and states the performance and technical requirements.

• Section 3 provides instructions for submittal of proposals and defines what is required in a vendor’s submission.

• Section 4 provides evaluation criteria that will be the basis for award.

• Section 5 provides a list of the provisions and clauses applicable to this solicitation and any resulting contract.

1.2 COMMERCIAL SERVICES REQUIREMENT

This is a commercial service acquisition in accordance with the regulatory authority of the Federal Acquisition Regulation (FAR) Part 12. The solicitation will be issued using Source Selection Process in accordance with FAR Subpart 15.1. This requirement is an unrestricted procurement with NAICS Code 541614 (small business size $16.5M).

1.3 PRICING

1.3.1 Pricing Mechanisms

The pricing mechanism to be used is a Firm-Fixed Price (FFP) Contract for a base year of 12 months and four, 12-month option periods.

1.3.2 Pricing and Performance Period

The period of performance will be a base period of 12 months with four, 12-month option periods.

The estimated start date for any contract resulting from this solicitation is May 1, 2021. Contractors should use this date for the development of their pricing proposals.

Contractors are to provide firm-fixed pricing for the period of five years to equal a total price. While firm-fixed pricing is being used, the Contractor will also provide a breakdown of the items/service.

1.4 AWARD

1.4.1 Award without Discussion

Source Selection Information -- See FAR 2.101 and 3.104 Page 2

The government intends to evaluate proposals and make award without discussions. Proposals must contain the firm’s best terms within the proposed technical and business approach and must address all evaluation factors. Additionally, the government reserves the right to conduct discussions and request proposal revisions if it is determined to be necessary. If a negotiation range is established, the government may limit the number of proposals in the negotiation range to the greatest number that will permit an efficient competition among the most highly rated proposals.

1.4.2 No Award

The government reserves the right to not make an award as a result of this solicitation if such award is determined contrary to the best interest of the government.

1.5 DISPUTES: AGREEMENT TO USE ALTERNATIVE DISPUTE RESOLUTION

To maintain its business relationships with industry and to avoid costly litigation, DLA is committed to promoting the use of Alternative Dispute Resolution (ADR) techniques, especially mediation. ADR is a voluntary process whereby a neutral third party assists the parties in resolving a dispute. DLA invites contractors to join DLA in agreeing to use their best efforts to resolve any pre-award or post award dispute that may arise from this solicitation and any subsequent award without litigation. If unassisted negotiations are unsuccessful, the parties agree to use ADR techniques in an attempt to resolve the dispute. Likewise, the parties agree that formal protest procedures or litigation will only be considered as a last resort, such as when ADR is unsuccessful or when ADR has been documented to be inappropriate for resolving the dispute. If the ADR is not successful, the parties retain their existing rights.

1.6 RFP SCHEDULE

The period of the solicitation is as follows:

Issue Solicitation

March 11, 2021

Closing Date of Solicitation

April 5, 2021

4 PM EST

QUESTIONS: Offerors may submit questions requesting clarification of solicitation requirements by e-mailing the Contract Specialist, tiffany.welch@dla.mil, and the Contracting Officer, kyle.gregory@dla.mil. All questions must be received by 5PM EST on Monday, March 22, 2021.

NO PHONE CALLS WILL BE ACCEPTED.

1.7 POINTS OF CONTACT

Contract Specialist:

Ms. Tiffany Welch E-mail: Tiffany.Welch@dla.mil mailto:tiffany.welch@dla.mil mailto:kyle.gregory@dla.mil

Source Selection Information -- See FAR 2.101 and 3.104 Page 3

Contracting Officer:

Mr. Kyle Gregory E-mail: Kyle.Gregory@dla.mil

1.8 INVOICING INSTRUCTIONS

Invoices must be submitted through Wide Area Workflow (WAWF) in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) clauses 252.232-7003 and 252.232-7006. Refer to https:\\wawf.eb.mil for additional information.

1.9 SUBMISSION OF PROPOSALS

This RFP will be posted on beta.SAM.gov and is being made available to all firms that can meet the requirements. This RFP is being issued on an unrestricted basis. Contractors must submit their proposals electronically via e-mail to tiffany.welch@dla.mil AND kyle.gregory@dla.mil.

NOTE: Neither physical proposals nor facsimile proposals will be accepted.

** Interested vendors are hereby advised that the maximum size of an e-mail to be received by a dla.mil e-mail address is set to 15 MB. This limit includes attachments and digital signatures. Larger attachments will need to be split and sent via multiple e-mails.

All proposals must be identified with the Solicitation Number.

The government will process late submissions of proposals in accordance with Paragraph (f) of FAR clause 52.212-1, Instructions to Contractors – Commercial Items (JUN 2020). If an offer is received late and is not eligible for consideration in accordance with FAR clause 52.215-1 and Alternate I, the government will reject that proposal without further consideration.

mailto:Kyle.Gregory@dla.mil mailto:kyle.gregory@dla.mil

Source Selection Information -- See FAR 2.101 and 3.104 Page 4

2.0 PERFORMANCE WORK STATEMENT

2.1 BACKGROUND

The Department of Defense (DoD) Ozone Depleting Substances (ODS) Reserve Program Office is responsible for the management of the DoD ODS Reserve (ODSR) and ensures current and future stock levels of critical ODSs are maintained for military applications for the lifecycle of the equipment. The ODS Reserve was established for DoD mission-critical weapons system support and is intended to provide a continuous supply of refrigerants, halons, and solvents to maintain weapon system readiness. The reserve is built from internal recycling and acquisitions of ODS. Services and DoD agencies recover material from decommissioned or replaced systems and turn-in the recovered products for reclamation, storage, and future issues.

2.2 SCOPE

The contractor will provide administrative, analytical, and information technology-related (IT) functions, logistics and warehousing, and leak monitoring services in government-owned facilities located at the DLA Aviation installation in Richmond, Virginia, and on-board the Naval Weapons Station in Yorktown, Virginia.

To perform its mission, the ODSR program management office requires contractor support in the following critical areas:

1. Administrative and analytical support of the day-to-day activities of the ODSR to include customer turn-in support and transportation coordination through the DLA Distribution Command (DDC) delivery management section, ODS product inventory accounting, daily management of inventory adjustment data, and preparation of all ODS monthly accounting reports for distribution to the military services. This support also includes monitoring domestic and international policies, agreements, and/or studies pertaining to the utilization of ODS; conduct or support the conduct of studies to determine current and long-term military service and government agency ODS requirements; research, evaluate, and recommend technically feasible, financially supportable, and effective processes for ODS and greenhouse gases (GHG) banking and/or destruction.

2. IT support to the ODSR including maintaining the ODSR website using HTML, and execution of ad-hoc inventory and issue/receipt transaction queries from DLA and ODS-specific databases (e.g., DORRA_DW and OZONE.DSCR_PROD).

3. Performance of warehouse activities including shipping and receiving of ODS products.

This support includes identification and classification of ODS products, storage of ODS products in accordance with DLA guidelines and requirements, selection and inspection of outbound cylinders for requisitions, and re-warehouse ODS products for current requirements and/or future re-warehousing projects as required. Perform leak monitoring of incoming and existing ODSR material in storage at the Defense Distribution Depot, Richmond, VA, (DDRV) and the Naval Weapons Station in Yorktown, VA, and arrange for the transfer of product from any leaking cylinders in accordance with ODS procedures.

Complete and forward any required paperwork to ensure ODS product inventory is maintained in DSS. Cleaning and other miscellaneous warehousing duties as required.

4. Maintenance and required upgrades of the ODSR electronic monitoring systems (EMS) located at Richmond, VA; Yorktown, VA; Warner Robins, GA; San Joaquin, CA; and Melbourne, Australia, in accordance with the ODSR EMS systems operations manual dated July 2019.

Source Selection Information -- See FAR 2.101 and 3.104 Page 5

5. Maintenance of the ODS reporting system database and user interface programs. The reporting system will be maintained by the contractor’s senior logistics analysts.

2.3 SPECIFIC TASKS

All deliverables produced under this contract including drafts and working copies are the property of the government.

2.3.1 Administrative and Analytical Tasks

The contractor will support the DoD ODSR program office with the development and conduct of studies and analyses of logistical data involving consumption and demand of ODS products/chemicals managed by the Reserve. Disposition of service declared excess ODS products/chemicals may result in destruction, conversion, or sale through DLA Disposition Services. As part of this effort, the contractor will assist the government in monitoring the actions and decisions of the Montreal Protocol Task Force for Destruction Technologies (TFDT) and develop recommendations for disposition of service declared excess ODS material in the DoD ODSR. Close coordination with the military services and the U.S. Environmental Protection Agency (EPA) will be necessary. The contractor may be required to review governing regulations, policies, and procedures and recommend changes when appropriate.

This service may include:

• Analysis of current and future DoD requirements for disposition of ODS that cannot be consumed or economically reclaimed by DoD.

• Research, analysis, and rating of existing ODS destruction technologies to assess technical efficiency and economic viability.

• Analysis of disposition of compressed gas cylinders as they relate to storage, transportation, disposal, and destruction of ODS.

• Developing reports, fact sheets, and point papers.

• Participating in conferences and meetings.

The ODSR program office relies on numerous written processes, procedures, and policies to ensure compliance with stated tasks, goals, and objectives. Documents require periodic reviews, updates, and approvals, which will be executed/coordinated by the contractor. The contractor will develop and maintain product inventory data and prepare and analyze monthly product accounting and transaction reports. This service may include:

• Preparation of monthly ODS reports. Included are the ODS inventory accounting reports, ODS requisitioners issues reports, ODS customer return reports, and the ODS due-in report.

• Perform actual verification of receipt for turned in material at DDRV as a result of inquiries from the various military services.

• Coordination of any necessary changes in ownership codes for turned in material with the ODS item manager.

SPECIFIC TASKS:

• Conduct or support the conduct of studies and analyses to determine on-going military services/government agency ODS requirements.

• Monitor domestic and international studies, policies, and agreements pertaining to

ODS.

• Monitor domestic and international determinations/development of technically feasible, financially supportable, and effective processes for ODS banking or destruction/conversion.

Source Selection Information -- See FAR 2.101 and 3.104 Page 6

• Support the preparation of inter/intra-agency service agreements and operating agreements between the ODSR and foreign governments and their contractors operating remote collection and storage sites for ODS products.

• Prepare, update, and maintain ODS-related policies, processes, and procedures documents and flow charts. All documents should be in Microsoft Office (Word, Visio) format unless otherwise requested or approved by the contracting officer’s representative (COR).

• Coordinate with Information Operations Richmond (J6R) to develop, maintain, and/or modify existing system scripts, queries, and formatted reports using iSQL PLUS, SQL based tools (e.g., HADOOP) for Oracle and the ODS APEX web application.

• Develop ODS web application system requirements for operational improvements in the current ODS reporting system and obtain DLA HQ approval for these system improvements. Continuously analyze operations for items and processes that need automation, and where deemed cost beneficial, execute requests for approval of projects for system development.

• Generate/extract specified transaction and inventory reports. Analyze reports using the published ODS reports analysis procedures document as a guide.

• Create and maintain product inventory balance and awaiting reclamation balance spreadsheets for each service/agency. Data for spreadsheets is obtained from reports generated and analyzed in inventory reports.

• Execute manual issue/receipt transactions using the ODS APEX web application as required to adjust service/agency inventories to support product issues. Utilize the QBL adjustment capability within the ODS APEX web application if/when adjustments are required.

• Generate/extract final versions of specified transaction and inventory reports.

• Prepare and submit monthly contractor status reports summarizing that month's activities. The following information must be included in each report:

a. Performance status: Identify specific tasks performed and accomplished during the reporting period. Identify any open tasks with an estimate of the expected completion dates. Provide the current status of all action items. List and describe all meetings attended and non-local travel. The contractor must provide monthly in-progress reviews as requested by the COR.

b. Travel costs: Include the costs for each trip and the total travel costs for the reporting period.

c. All reports must be submitted to the COR by the dates in Table 1.

DELIVERABLES:

Source Selection Information -- See FAR 2.101 and 3.104 Page 7

2.3.1.1 Advise/notify ODS office of service requirements or policy changes or modifications.

2.3.1.2 Advise/notify ODS office of new domestic and international studies, policies, and agreements pertaining to ODS. Advise effective processes for ODS banking or destruction/conversion.

2.3.1.3 Provide complete documentation and staffing of documentation of new agreement or change/modification of existing inter/intra-agency service agreements and operating agreements between the ODSR and foreign governments and their contractors.

2.3.1.4 Prepare, update, maintain, and provide documentation on ODS-related policies, processes, and procedures documents and flow charts. Policies and procedures should be reviewed annually and updated as needed.

2.3.1.5 Provide revised script, query, or reports format to COR for review and approval.

2.3.1.6 Provide preliminary transaction and inventory reports.

2.3.1.7 Execute manual issue/receipt transactions as required to adjust service/agency inventories.

2.3.1.8 Provide final versions of transaction and inventory reports.

2.3.1.9 Prepare and submit monthly contractor status report.

2.3.1.10 Provide the following reports in Microsoft Excel format:

A. ODS inventory glideslope B. ODS physical inventory consolidated count report C. ODS requisitioners issues report by service D. ODS requisitioners fire extinguisher issue report by service E. ODS customer return transaction report by service F. ODS BSM requisitioners issues report - rejects by service G. ODS repackaging depot receipts report by service H. ODS ready for issue summary report by service I. ODS service inventory balance report by service J. ODS inventory site distribution report K. ODS inventory history by product and service report

2.3.2 IT Tasks

The contractor must ensure that all ODSR program information, policies, processes, and procedures remain current and available to ODSR personnel, DoD, and non-DoD customers through maintenance of the existing ODSR website at www.dla.mil/Aviation/Offers/Services/AviationEngineering/OzoneDepRsrv.aspx. This task involves updating the content at the ODSR website by providing revisions to the DLA Aviation- V webmaster. The contractor will serve as the content manager and will also serve as the liaison between the ODSR and the DLA Aviation-V webmaster to ensure web content is professional, accurate, and complete. No formal training is required for this task. The contractor must also maintain the ability to support the ODSR program office with accurate ODS product inventory and transaction information upon demand through the execution of ad-hoc queries of various DLA logistics information management systems (LIMS). The contractor must ensure that sufficient contractor personnel have access to the programs/applications identified in this performance work statement (PWS) to ensure uninterruptable means to execute such system queries.

SPECIFIC TASKS:

• Develop and maintain the VO Division (ODSR) website.

Source Selection Information -- See FAR 2.101 and 3.104 Page 8

• Execute system queries as required related to ODS product inventory status and issue and receipt transaction history using Oracle APEX or SQL based tools (e.g., HADOOP) for Oracle applications.

2.3.2.1 Update VO Division (ODSR) website.

2.3.2.2 Provide system queries related to ODS product inventory status and issue and receipt transaction history as required.

2.3.3 Logistics & Warehousing and Leak Monitoring Functions and Tasks The contractor must follow the procedures in the ODS customer return material check-in procedures document and the ODS customer turn-in process flow document for customer returns of ODS cylinders and fire extinguishers. ODS cylinders may contain Spec Gas (virgin) product, recovered product (gas recovered from a weapons system or other cylinders that has not been reclaimed), or reclaimed gas (gas that has been cleaned by means of filtration, distillation, separation, or other mechanical processes). Cylinders containing ODS can be identified by the national stock number (NSN) and the orange (CFC refrigerants) or red (Halons) color of the cylinders, and will be received filled, partially filled, or empty containing some residue. Cylinders containing recovered ODS can be identified by the orange or red color with a yellow top. For cylinders received that contain Spec Gas (virgin) product, the contractor will process the receipt and place the cylinder(s) in a not ready for issue (NRFI) condition code and assign a turn-in NSN. The contractor will process the receipt for cylinders containing ODS using the appropriate NSN for empty cylinders (FSC 8120) or full cylinders (FSC 6830) in accordance with all current ODSR policies and procedures.

The contractor may receive Halon 1301 fire suppression system cylinders and must check these cylinders immediately after offload to ensure the electrical charges or initiators are de-activated. If a cylinder is identified as not being deactivated, the contractor must move the cylinder to a location away from personnel work areas and other cylinders in storage and immediately notify the COR.

The contractor must follow the procedures as specified in the ODS reclamation/refurbishment tracking and accounting procedures document for outbound shipments of ODS cylinders and fire extinguishers to reclamation/refurbishment contractors and must also follow these procedures for new contract receipts from reclamation/refurbishment contractors. The contractor must advise the COR of scheduled inbound new contract receipts to allow for inspection of new contract receipts. The contractor must process all new contract receipts of bulk ODS cylinders within three business days of receipt, process all new contract receipts of Halon 1301 system cylinders within five business days of receipt, and must provide the DDRV support contractor with the necessary paperwork for input into DSS within these timeframes.

The contractor will also be required to perform warehousing functions such as operating a forklift, installing leak monitoring aids on the cylinders to include rubber bands, wrapping and/or banding of palletized loads of cylinders, and de-palletizing cylinders for repair or weighing. In support of customer sales orders, the contractor will perform pre-shipping quality assurance checks on shipboard fire suppression system cylinders in accordance with the ODS system cylinder procedures document and weigh and leak monitor all bulk ODS product

Source Selection Information -- See FAR 2.101 and 3.104 Page 9 cylinders before they are packed and shipped by DDRV contractor personnel. Other tasks may include:

• Recording material receipt information for use in data entry into the depot storage and distribution system.

• Loading trucks: Support includes pulling, weighing, staging, and loading of selected products to meet contract or MRO requirements.

• Unloading trucks: Support includes leak monitoring, installation of encapsulation devices, and verification of contract requirements.

• Sorting incoming ODS products by type, size, and NSN and palletizing sorted material.

• Weekly inspecting temperature-controlled ISO container.

• Weekly inspecting of all totes and tanks containing Trichloroethane (1,1,1) and

Trichlorotrifluorethane (1,1,3) for positive nitrogen pressure charge as required.

• Conducting 100% physical inventories of all stored ODS products at least one time per year.

Because chlorofluorocarbons (CFC) and Halon containers are subject to leaks, a systematic approach to leak monitoring is environmentally and economically prudent and is a requirement for the DoD ODSR program. The planned leak detection program includes regularly scheduled monitoring of material in storage and all new incoming, returned, and reclaimed ODS material. The contractor must maintain the physical leak monitoring program for the monitoring for all ODSR materials stored at DDRV and Yorktown. The contractor must follow the detailed procedures as specified in the ODS reserve leak monitoring and detection procedures document. The contractor will be required to take initial corrective actions when leakage is detected. At present, there are approximately 25,000 cylinders at DDRV and 6,000 cylinders at Yorktown Naval Weapons Station that require leak monitoring.

Leak monitoring of each cylinder must be accomplished not less than monthly at DDRV and at Yorktown. For safety reasons, a minimum of two people are required to work on site at Yorktown and when operating government-furnished equipment (GFE) man-lifts at DDRV. The leak monitoring tasks, miscellaneous warehousing tasks, and administrative tasks are as follows:

• Provide leak monitoring/detection of cylinders at DDRV.

• Provide leak monitoring/detection of cylinders at Yorktown.

• Provide follow-on work (fixes, transfers, encapsulation, re-warehousing, etc.) at DDRV and Yorktown.

Contractor personnel must be proficient in the use of hand-held TIF Model XP-1 leak detection equipment. If leaking cylinders are found, the contractor must determine both the source of the leak and the leak rate and must increase the monitoring schedule or immediately arrange for the transfer of the product in accordance with the corrective action criteria in the ODSR leak monitoring and detecting procedures document. When the leak rate reaches the criteria for transfer, then corrective action must be taken within 12 hours upon detection of a leak.

DDRV and Yorktown have recovery capability readily available in-house. The contractor must notify the COR immediately of any leaks detected that require transfer of product. The following actions must be performed in conjunction with the leak monitoring program:

• Perform leak check on all incoming transport vehicles/trailers.

• Perform visual inspection including condition of valves and readings on pressure gauges if so equipped.

• Perform manual leak checks utilizing TIF Model XP-1 Leak Detection Equipment.

Source Selection Information -- See FAR 2.101 and 3.104 Page 10

• Perform 100% monthly leak monitoring of ODS product cylinders at DDRV.

• Perform 100% monthly leak monitoring of ODS product cylinders at Naval Weapons

Station, Yorktown, VA.

• Install and maintain various types of leak monitoring and detection enablers including physical barriers and encapsulation devices.

TASKS:

• Properly execute receipt and in-checking of ODS turn-ins per current version of applicable procedures documents.

• Support and Manage ODS product reclamation or destruction/conversion processes per current version of applicable procedures documents.

• Execute re-warehousing and special projects as required per current version of applicable procedures documents.

• On a monthly basis, perform 100% leak monitoring of ODS product cylinders located in Richmond, VA (DDRV) and Yorktown (Naval Weapons Station).

Maintain warehouses and execute re-warehousing to allow for 100% leak monitoring of turned-in ODS product cylinders at DDRV, meeting all current ODSR policies and procedures.

2.3.3.1 Verify and check receipt and in-checking of ODS turn-ins within RCN timelines.

2.3.3.2 Coordinate reclamation or destruction requirement with contractor transportation planner.

2.3.3.3 Coordinate delivery/receipt of reclaimed product cylinders or empty GFE cylinders and check for completeness of related paperwork/supply documentation.

2.3.3.4 Execute re-warehousing and special projects as required.

2.3.3.5 Provide leak monitoring/detection report for all ODS product cylinders at DDRV and

Yorktown, VA.

2.3.3.6 Maintain cylinder storage in all warehouses to be compliant with all current ODSR policies and procedures.

2.3.4 Electronic Monitoring Systems Tasks

The contractor must perform maintenance and required upgrade functions at the following ODSR sites: Richmond, VA; Yorktown, VA; Warner Robins, GA; San Joaquin, CA; and Melbourne, Australia. These functions include the environmental monitoring systems and components, the gas monitoring systems and components, and the security systems and components. The term “systems and components” is inclusive of hardware, firmware, software, and miscellaneous repair/replacement parts.

TASKS:

• Develop and maintain a maintenance schedule for all the ODSR sites to include periodic software and hardware maintenance of the systems.

• Acquire and install necessary hardware and software components to maintain the systems at each ODSR site.

• Include the necessary monthly security information system (SIS) subscription services to accomplish these functions.

Source Selection Information -- See FAR 2.101 and 3.104 Page 11

• Maintain the remote monitoring capability in Richmond, VA, for all ODS storage sites.

• Configure and maintain the electronic monitoring system (EMS) test system for maintenance upgrades and enhancements.

DELIVERABLES:

2.3.4.1 Provide monthly ODS EMS maintenance status report.

2.3.4.2 Provide monthly report on maintenance expenses for equipment, subscriptions, and spare parts purchased to support the EMS at Yorktown; San Joaquin (Tracy); Warner Robins; and Melbourne, Australia.

2.4 QUALITY ASSURANCE

In fulfillment of this effort, the contractor must provide the deliverables identified in Table 1. All deliverables must be submitted to the COR with a copy to the contract specialist (CS) and contracting officer (KO). Unless otherwise specified, the government will have a maximum of 10 business days from the day the deliverable is received to review the document, provide comments back to the contractor, or approve/reject the deliverables. The contractor will have a maximum of 10 business days from the day comments are received to incorporate all changes and submit the revised deliverable to the government. All days identified below are intended to be business days unless otherwise specified.

Final inspection and acceptance of all work performed, reports, and other deliverables will be performed at the place of performance by the COR. The format for the individual deliverables will be negotiated between the government and the contractor. Products that reflect the contractor’s analysis and opinion (e.g., studies or analyses) may be in contractor format. All documents will be provided electronically unless otherwise requested by the COR. Electronic documents will be provided in the appropriate Microsoft Office format (e.g., Word or PowerPoint). If appropriate, the government may ask that they be provided in compressed or PDF format.

2.4.1 Performance Measurement

For specific tasks identified in section 2.3, the agreed to completion date will be based on the estimates provided by the COR. Progress will be tracked based on the milestone event of the contractor receiving the tasking from COR. Performance evaluation will be based on the complexity and completion of the tasking. The number of completed actions will be balanced against the quality of this output as well as compliance with regulatory and process requirements and agency policies and procedures. Receipt and completion of taskings will be tracked through e-mail between the COR and the contractor site lead.

The tasks the contractor must perform are defined in section 2.3. Additional information regarding the deliverables produced from the identified tasks is listed in Table 1. The standard set for all tasks is 100% satisfactory completion, and 100% COR inspection is the surveillance method that will be utilized. This information is detailed in the quality assurance surveillance plan (QASP). The incentive for all tasks will be pursuant to a performance measurement that ties performance goals and acceptable quality levels to an overall monthly performance rating of exceptional, very good, satisfactory, marginal, or unsatisfactory. Performance measurement is further defined in section 2.4.4.

Source Selection Information -- See FAR 2.101 and 3.104 Page 12

2.4.2 Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, reports, and other deliverables will be performed at the place of performance/delivery by the COR.

2.4.3 Surveillance Schedule

Specific surveillance schedules for tasks can be found in the QASP. The surveillance monitoring has two components:

KO: The primary function of the KO regarding the surveillance activity is to authorize changes to the PWS. The KO is responsible for ensuring the completion of all work in accordance with the PWS, and the QASP provides a means to monitor this. The KO will rely on the COR to provide information and recommendations regarding contractor performance.

COR: The COR’s responsibility is to monitor, inspect, report, and make recommendations to the KO regarding the quality of contractor work performed or not performed.

2.4.4 Performance Standards

Performance measurement progress will be tracked based on the milestone event of the contractor receiving the tasking from the COR. Performance evaluation will be based on the complexity and completion of the tasking. The number of completed actions will be balanced against the quality of this output. It is expected that the contractor-produced documentation and procedures will comply with all regulatory and process requirements and agency policies and procedures. Receipt and completion of taskings will be tracked through email between the COR and the contractor site lead.

Contractor performance will be evaluated and rated monthly by the COR using the performance standards below. Performance standards and ratings are designed to determine if performance exceeds, meets, or does not meet a given metric and acceptable quality level.

Note: The application of these performance ratings or failure of the government to apply these performance ratings does not waive any of the government’s rights to damages under this contract.

Rating Description Exceptional Performance meets contractual requirements and exceeds many to the government's benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. Note: To justify an exceptional rating, identify multiple significant events and state how these events were of benefit to the government. A singular benefit, however, could be of such magnitude that it alone constitutes an exceptional rating. Also, there should have been NO significant weaknesses identified.

Source Selection Information -- See FAR 2.101 and 3.104 Page 13

Very Good Performance meets contractual requirements and exceeds some to the government's benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective. Note: To justify a very good rating, identify a significant event and state how it was a benefit to the government. There should have been no significant weaknesses identified.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear, or were, satisfactory. Note: To justify a satisfactory rating, there should have been only minor problems, or major problems that the contractor recovered from without impact to the contract or order. There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be evaluated with a rating lower than satisfactory solely for not performing beyond the requirements of the contract or order.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor's proposed actions appear only marginally effective or were not fully implemented. Note: To justify marginal performance, identify a significant event in each category that the contractor had trouble overcoming, and state how it impacted the government. A marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g., management, quality, safety, or environmental deficiency report or letter).

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor's corrective actions appear or were ineffective. Note: To justify an unsatisfactory rating, identify multiple significant events in each category that the contractor had trouble overcoming, and state how these events impacted the government. A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g., management, quality, safety, or environmental deficiency reports, or letters).

The ratings, as described in the table above, will be based on the performance of the contractor on the timeliness and quality of the services provided using the rating scale for each criterion as shown below.

TABLE 1: DELIVERABLES

Table 1 identifies Deliverables associated with Section 2.3– Specific Tasks.

Source Selection Information -- See FAR 2.101 and 3.104 Page 14

Deliverable Reference Task Deliverable

Quantity; No. of Report Deliverable Due Date

2.3.1.1 Administrative

and Analytical

Advise/notify ODS office of service requirements or policy changes/modification.

Approximately 2 per year.

Within 10 business days of requirements or policy changes.

2.3.1.2 Administrative

and Analytical

Advise/notify ODS office of new domestic and international studies, policies, and agreements pertaining to ODS. Advise effective processes for ODS banking or destruction/conversion.

Approximately 2 per year.

Within 10 business days of new studies or policy changes

2.3.1.3 Administrative

and Analytical

Provide complete documentation and staffing of documentation of new agreement or change/modification of existing inter/intra-agency service agreements and operating agreements between the ODSR and foreign governments and their contractors.

Approximately 1 per year.

Within 90 days of new agreement or change/modification

2.3.1.4 Administrative

and Analytical

Prepare, update, and maintain ODS-related policies, processes, and procedures documents and flow charts. Policies and procedures should be reviewed annually and updated as needed.

Approximately 10 per year.

Within 30 days of the start of each review

2.3.1.5 Administrative

and Analytical

Provide revised script, query, or reports format to COR for review and approval.

Approximately 25 per year.

Within 5 business days of notification/tasking of requirement

2.3.1.6 Administrative

and Analytical

Provide preliminary transaction and inventory reports.

Approximately 12 per year.

Due by the 10th of each month

2.3.1.7 Administrative

and Analytical

Execute manual issue/receipt transactions as required to adjust service/agency inventories

Approximately 150 per year.

By the end of each month.

Source Selection Information -- See FAR 2.101 and 3.104 Page 15

2.3.1.8 Administrative

and Analytical

Provide final versions of transaction and inventory reports

Approximately 12 per service/agency per year.

By the end of each month.

2.3.1.9 Administrative

and Analytical

Prepare and submit monthly contractor status report

Approximately 12 per year.

Due by the 15th of each month.

2.3.1.10.A Administrative and Analytical

Provide ODS inventory glideslope

Approximately 1 per year.

Due by March 10th of the report year

2.3.1.10.B Administrative and Analytical

Provide ODS physical inventory consolidated count report

Approximately 1 per year.

Within 60 business days of completion of annual physical inventory

2.3.1.10.C Administrative and Analytical

Provide ODS requisitioners issues report by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.D Administrative and Analytical

Provide ODS requisitioners fire extinguisher issue report by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.E Administrative and Analytical

Provide ODS customer return transaction report by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.F Administrative and Analytical

Provide ODS BSM requisitioners issues report -rejects by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.G Administrative and Analytical

Provide ODS repackaging depot receipts report by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.H Administrative and Analytical

Provide ODS ready for issue summary by service report by service

Approximately 1 per month

Due by the 25th of each month

2.3.1.10.I Administrative and Analytical

Provide ODS service inventory balance report by service

Approximately 1 per month

By the end of each month

2.3.1.10.J Administrative and Analytical

Provide ODS inventory site distribution report

Approximately 1 per month

By the end of each month

2.3.1.10.K Administrative and Analytical

Provide ODS inventory history by product and service report

Approximately 1 per month

By the end of each month

2.3.2.1 Information

Technology

Update VO Division (ODSR) website

Approximately 4 per year.

Within 2 business days of submitted changes.

2.3.2.2 Information

Technology

Provide system queries related to ODS product

Approximately 36 per year.

As directed by the

COR

Source Selection Information -- See FAR 2.101 and 3.104 Page 16 inventory status and issue and receipt transaction history as required

2.3.3.1 Logistics &

Warehousing and Leak Monitoring

Verify and check receipt and in-checking of ODS turn-ins within RCN timelines

Approximately 5,000 cylinders or other type containers per year.

Within 3 business days of delivery/receipt of turn-in.

2.3.3.2 Logistics &

Warehousing and Leak Monitoring

Coordinate reclamation or destruction requirement with contractor transportation planner

Approximately 20 to 30 truck shipments per year.

Outbound: As directed by the COR.

2.3.3.3 Logistics &

Warehousing and Leak Monitoring

Coordinate delivery/receipt of reclaimed product cylinders or empty GFM cylinders and check for completeness of related paperwork/supply documentation

Approximately 20 to 30 truck shipments per year.

Inbound: Within 3 business days for bulk ODS cylinders and within 5 business days for halon 1301 system cylinders.

2.3.3.4 Logistics &

Warehousing and Leak Monitoring

Execute re-warehousing and special projects as required

Approximately 5,000 cylinders or other type containers per year.

As directed by the

COR

2.3.3.5 Logistics &

Warehousing and Leak Monitoring

Provide leak monitor/detection report of ODS products for all ODS product cylinders at DDRV and Yorktown, VA

Approximately 1 per month

By the end of each month.

2.3.3.6 Logistics &

Warehousing and Leak Monitoring

Maintain cylinder storage in all warehouses to be compliant with all current ODSR policies and procedures

All ODS products currently stored in open sheds at

DDRV

As directed by the COR; contingent upon available warehouse space.

2.3.4.1 ODSR Electronic

Monitoring System (EMS) maintenance

Provide monthly ODSR EMS maintenance status report

Approximately 1 per month

Due by the 15th of each month

2.3.4.2 ODSR Electronic

Monitoring System (EMS) maintenance

Provide monthly report on maintenance expenses for equipment, subscriptions, and spare parts purchased to support the ODSR EMS at Yorktown, VA; San Joaquin (Tracy), CA; Warner Robins, GA; and Melbourne, Australia

Approximately 1 per month

Due by the 15th of each month

Source Selection Information -- See FAR 2.101 and 3.104 Page 17

2.4.5 Performance Requirements

The COR will monitor contractor performance and complete a quality assurance worksheet monthly (within the QASP attachment). The QASP will identify the performance requirement resulting from the tasks defined in section 2.3.

2.4.6 Contractor Quality Control Plan

The contractor must submit a quality control plan (QCP) within 10 business days after contract award. This plan must describe the contractor’s methodology for completion of the deliverables and compliance with the performance requirements summary above. The COR will notify the contractor of approval or required modifications to the QCP within 10 business days after receipt. The contractor must make appropriate modifications and provide a revised QCP within five business days after receiving the COR’s comments.

2.5 PERSONNEL AND RELATED REQUIREMENTS

2.5.1 Contractor Site Lead

The contractor must designate a site lead who will have authority to act as the principal point of contact with the KO and have authority to act on the contractor’s behalf in all contract performance matters. Replacement of individuals assigned to this role must be approved in writing by the KO. The contractor site lead may hold dual roles under this contract.

2.5.2 Personnel

The contractor is responsible for determining the resources required to accomplish the functions, tasks, and deliverables to meet performance requirements. The government anticipates that this requirement can be successfully performed with personnel representative of the labor category types described below. All proposed personnel must meet the minimum education, experience, and skill set requirements for the appropriate labor category as listed below. Key personnel must be able to demonstrate knowledge and professional experience in DoD and DLA.

Designated Key Personnel:

• Contractor site lead,

• Logistics and warehousing operations manager,

• Senior logistics analyst, and

• System network engineer.

2.4.5 Contractor

Quality Control Plan (QCP)

Contractor QCP 1 per contract Within 10 business days after contract award

2.13 Final Results

Briefing

Final results briefing 1 per contract Within 10 business days prior to contract expiration

Source Selection Information -- See FAR 2.101 and 3.104 Page 18

In accordance with CFR 29 Part 1910.178 (Occupational Safety and Health Standards for Industrial Powered Trucks), all proposed personnel required to operate GFE forklifts (both routinely and occasionally) must complete OSHA-approved forklift operator training prior to the start of work on this contract. The contractor must certify that each operator has been trained and evaluated as required by CFR 29 Part 1910.178(l). The certification must include the name of the operator, the date of the training, the date of the evaluation, and the identity of the person(s) performing the training or evaluation.

The levels of effort listed for the labor categories are estimates only. It is ultimately the contractor’s responsibility to determine the approximate labor mix to ensure successful performance.

2.5.3 Key Personnel and Qualification

This section lists key personnel that are representative of the below labor categories types.

The experience and education levels are minimums. The labor categories are for certain skilled, experienced, professional and/or technical personnel and are essential for successful accomplishment of the work to be performed under the resultant contract.

The contractor will not substitute key personnel assigned to perform work under this contract without written approval from the KO. Requests for approval of substitutions must be in writing and must provide a detailed explanation of the circumstances necessitating the proposed substitution(s). Requests must contain a complete resume for the proposed substitute and any other information as requested by the KO.

The KO will evaluate such requests and notify the contractor in writing whether the proposed substitution is acceptable.

Procedure for replacement personnel: After award, the contractor will send resumes of replacement personnel to the COR for review. If the COR approves the resume, the COR will advise the KO for replacement action. If the resume is not approved, the COR will notify the contractor and provide the reason(s) for disapproval.

Qualifications for key personnel are as follows:

A. Logistics and Warehousing Operations Manager The government anticipates the level of effort for this position to be approximately 1,920 hours per year. This position requires, at minimum, a High School Diploma and at least four years of intensive and progressive experience in DLA supply and distribution operations and/or materials management/logistics management involving compressed gases and solvents with specific knowledge in:

• National and international policies and regulations pertaining to Class I and II ozone depleting substances

• Executive Order 13693

• Instructions for implementing Executive Order 13693

• DLAI 4715.06, Aug.1, 2018

• ODS fire extinguisher inspection requirements

Source Selection Information -- See FAR 2.101 and 3.104 Page 19

Required skills:

• Ability to read, understand, and ensure compliance with complex written statements of work (SOWs) and PWSs

• Managing a leak detection program for compressed gases or ODS materials

• Storing, warehousing, handling, and distributing compressed gas cylinders to include specific special handling requirements for US Navy/Coast Guard fire suppression system cylinders

• Operating a forklift capable of lifting loads up to 6,000 pounds

• Operating and maintaining refrigerant and Halon leak detecting equipment

Working knowledge of:

• Standard industry practices for reclamation of refrigerants and Halons

• International standards for destruction of ODS

• EPA Clean Air Act regulations and other EPA ODS regulations

• National and international regulations related to compressed gases, compressed gas cylinders, ODS reclamation, ODS conversion, and ODS destruction

• DoD logistics management systems, preferably including DSS and EBS

• Regulations governing storage, handling, and transportation of hazardous materials and compressed gases

• Procedures and practices for the usage and maintenance of leak detection equipment

• ODSR policies and procedures for the issuance and turn-in of ODS materials

• Quality assurance principles, practices, and provisions for DoD inspection and acceptance of supplies

• Compressed Gas Association (CGA) guidelines and procedures

• Department of Transportation (DOT) regulations for the shipment of compressed gas cylinders

• Actions required for the transfer of compressed gas cylinders and other container contents to new cylinders or containers

• DLA warehousing techniques and practices

Practical Application Skills:

• Ability to analyze information, define problems, and develop solutions or process improvements

• Ability to use Microsoft Excel, Word, Project, PowerPoint, and Outlook proficiently

• Ability to communicate effectively verbally and in writing for government and international audiences

• Ability to plan, organize, and multitask

B. Senior Logistics Analyst

The government anticipates the level of…