Attachment_1_-_Conformed_PWS_MREs_SP330016R5002_0003.pdf

Contract No: SP ‐ ‐R‐

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

GOVERNMENT-OWNED OPERATIONAL RATIONS COMMERCIAL COLD

STORAGE

TABLE OF CONTENTS

SECTION 1: GENERAL CONDITIONS AND REQUIREMENTS

1.1 SCOPE OF WORK

1.2 GENERAL OPERATING CONDITIONS

1.2.1 INTERACTIONS WITH OTHER GOVERNMENT ORGANIZATIONS

1.2.2 FEDERAL HOLIDAYS

1.2.3 CURRENT DUTY HOURS AND ACCESS TO CONTRACTOR’S FACILITY

1.3 KEY PERSONNEL

1.4 QUALITY PERFORMANCE/EVALUATION

1.4.1 QUALITY ASSURANCE

1.5 SAFETY

1.6 SECURITY

1.7 INTEGRATED PEST MANAGEMENT FOR REFRIGERATED STORAGE

1.8 MISSION ESSENTIAL CONTRACTOR SERVICES

1.9 CONTRACTOR INSURANCE AND LIABILITY

1.10 TRANSITION

SECTION 2: GENERAL DEFINITIONS, ACRONYMS, AND APPLICABLE

REGULATIONS

2.1 GENERAL DEFINITIONS AND ACRONYMS

2.2 APPLICABLE REGULATIONS

SECTION 3: GOVERNMENT-PROVIDED SUPPORT SERVICES

SECTION 4: CONTRACTOR-PROVIDED EQUIPMENT AND SERVICES

SECTION 5: SPECIFIC TASKS

5.1 QUALITY CONTROL PLAN (QCP)

5.2 RECEIVING

5.3 HANDLING

5.4 STORAGE

5.5 SHIPPING

5.6 ACTIVE RADIO FREQUENCY IDENTIFICATION

5.7 INVENTORY

5.8 REPORTS AND DELIVERABLES

SECTION 6: DIRECTIVES, PUBLICATIONS, INSTRUCTIONS, FORMS AND REPORTS

Contract No: SP ‐ ‐R‐

SECTION 1: GENERAL CONDITIONS AND REQUIREMENTS

1.1 SCOPE OF WORK

A. The Contractor shall provide the facility, equipment, supervision, and personnel to receive, store by lot, account for, and ship Government-owned operational rations.

Product will be received and shipped as palletized loads, in truckload quantities.

Product will also be received and shipped as partial loads in less than truckload quantities. The Contractor shall be familiar with all sound, generally accepted warehouse practices including proper handling, stacking, and storage techniques;

contamination prevention; and ventilation requirements.

B. This contract’s primary mission is to plan, program, manage, and execute efficient and effective receiving, storage, inventory, stock control, stock selection, issue processing, shipping, and distribution of Government-owned operational rations in support of worldwide customers.

1.2 GENERAL OPERATING CONDITIONS

1.2.1 INTERACTIONS WITH OTHER GOVERNMENT ORGANIZATIONS

A. The Contractor’s primary interaction with the Government shall be through the

Contracting Officer (KO), the Contracting Officer’s Representative (COR), and the DLA Troop Support Program Manager. The COR will:

a. Perform all COR functions.

b. Perform quality assurance evaluations of the Contractor’s performance.

c. Serve as the primary interface between the Contractor, DLA Distribution and

DLA Troop Support.

B. The Contractor shall interface with and support the DLA Troop Support Program Manager or his representative, Army Veterinary Inspectors, and other customers as needed to accomplish the contract requirements.

1.2.2 FEDERAL HOLIDAYS

A. Federal holidays generally observed by government personnel are included in the table below. If the holiday falls on a Saturday, it will be observed on the preceding Friday.

If the holiday falls on a Sunday, it will be observed on the following Monday. Also, in the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor- scheduled service date, the COR will advise the Contractor on the closure.

Contract No: SP ‐ ‐R‐

Observed Federal Holidays

New Year’s Day- 1 January Martin Luther King Day - Third Monday in January

Presidents Day - Third Monday in February Memorial Day - Last Monday in May

Independence Day - 4 July Labor Day - First Monday in September

Columbus Day - Second Monday in October Veterans Day - 11 November

Thanksgiving Day - Fourth Thursday in November

Christmas Day - 25 December

B. If the Contractor is not operating on the above holidays, the Contractor shall be on-call within two (2) hours to respond to emergency requisitions.

1.2.3 CURRENT DUTY HOURS AND ACCESS TO THE CONTRACTOR’S FACILITY

A. HOURS OF OPERATION: The Contractor shall perform the required services during his regular hours of operations. The Contractor shall have personnel available for continuous receiving and shipping operations during the lunch hour, and have at least one warehouse foreman available at the work site for overall supervision of the Contractor’s personnel while work is performed.

B. The Contractor shall provide the Government access to the facilities during operating hours as needed to perform quality assurance surveillance activities, audits and other operational/financial reviews, inventory verification and veterinary services and inspections. The Contractor shall provide an escort, if required, for veterinary inspections.

C. EMERGENCY SUPPORT: The Contractor shall receive or ship product outside of regular business days or business hours in support of emergency situations (military mobilization, natural disaster, national emergencies, disaster relief, etc.). The Government will give the Contractor as much advance notice as possible. The Contractor shall have personnel available (on call) to receive or ship product during such emergencies. Historically since 2002, the Government required additional hours to support four (4) emergency situations.

1.3 KEY PERSONNEL

A. The Contractor shall designate both a primary and an alternate Site Manager who have full authority to act for the Contractor on all matters relating to Contractor operations.

Upon notification, the primary or alternate Site Manager shall be available via

Contract No: SP ‐ ‐R‐ telephone call to meet with Government personnel within one (1) hour during normal duty hours and within two (2) hours outside of normal duty hours.

B. The Contractor shall provide the names and telephone numbers (to include mobile telephone and pager, as applicable) of the primary and alternate Site Managers in writing at the start of performance. In the event of the replacement of the primary and/or alternate Site Manager, the Contractor shall notify the KO or designee, in writing, of such replacement and provide the name(s) and telephone number(s) at least 15 calendar days prior to a planned replacement and within 24 hours following an unplanned replacement. The Government will provide advance notice for on-site meetings for scheduling with the Primary or Alternate Site Manager.

1.4 QUALITY PERFORMANCE/EVALUATION

1.4.1 QUALITY ASSURANCE

A. The Government will monitor compliance with the contract terms and conditions, and identify conforming and nonconforming services. The Government intends to conduct the surveillance of work under the contract according to the definitions for critical, major, and minor non-conformances IAW FAR 46.101. All work required by the contract is subject to surveillance. The Government will schedule, document, report findings and recommendations, and file surveillance results. The Government will correspond with the Contractor regarding surveillance activities. The Contractor shall identify Contractor personnel who have the authority to review, acknowledge, and respond to surveillance findings.

B. CRITERIA FOR MEASURING CONTRACTOR’S PERFORMANCE

The following required services shall be evaluated on a continuous basis by the Government:

1. The ability to receive, handle, store, and ship product with minimal loss or damage.

2. The ability to locate and ship the correct lots to meet the required delivery dates.

3. The ability to provide complete and accurate reports and inventories in a timely manner.

4. Compliance rating on the quarterly sanitary inspection conducted by the Army

Veterinary Inspectors (AVI).

5. Compliance with safety and security requirements.

6. Compliance with pest control IAW DLA Troop Support Contractor Integrated

Pest Management Program (see Technical Exhibit 1).

7. Compliance with required temperature and humidity requirements using automatic recording devices and permanent record keeping of readings.

1.5 SAFETY

Contract No: SP ‐ ‐R‐

A. The Contractor shall maintain a clean and safe work environment throughout the workday IAW Occupational Safety and Health Administration’s (OSHA). The Contractor shall take preventative measures to avoid the development of hazardous conditions that could affect Government personnel or products. Any conditions deemed hazardous by the KO or designee shall be corrected immediately. The Contractor shall observe all commercial safety practices and comply with all applicable documents reflected below, as well as safety, fire, and security regulations of the municipal, state, or federal authority within whose jurisdiction the contracted services are performed; and with DLA Distribution Installation Support Safety and Security recommendations.

B. Contractor personnel shall conduct themselves IAW acceptable business decorum at all times. The Contractor shall remove any individual from the site whose continued presence or employment on this contract is deemed by the KO or designee to be contrary to the public interest or is deemed to adversely affect health, morale, welfare of others. The Contractor and all employees shall safeguard Government-owned property to ensure no loss or damage occurs.

1.6 SECURITY

A. The Contractor and its personnel shall comply with the following security-related guidance:

DLAI 6305, Operations Security (OPSEC)

DLA 4306, Physical Security Guidebook

DoD 5200.8-R, Physical Security Program

DoD 5205.02-M, DoD Operations Security (OPSEC) Program Manual

DoD 5220.22-M, National Industrial Security Program Operating Manual

(NISPOM)

DoD 5220.22-R, Industrial Security Regulation.

B. PHYSCIAL SECURITY

1. The Contractor shall provide a physical security plan that addresses the following:

a. Controlled access to areas designated for Government-owned property in storage.

b. Operational procedures to control movement of authorized personnel into and out of the facilities.

c. Immediate reporting process of any security violations to the KO or designee.

d. Processes and procedures for physical security of all Government property to ensure all accountable property or information in the contract is secured and protected against theft, sabotage, or other acts constituting illegal destruction.

Contract No: SP ‐ ‐R‐

2. In the event of a strike by Contractor personnel, the Contractor shall be responsible for the cost of any increased security required to protect the Government-Owned operational rations in storage.

C. CONTACT OF A SUSPICIOUS NATURE

1. Contractor personnel who have been contacted under suspicious circumstances shall report that contact immediately, either verbally or in writing, to their supervisor who shall report it within two (2) hours to the KO or designee for action. Key contacts for reporting purposes are defined as:

a. Contact with an individual (regardless of nationality) that suggests to the

Contractor employee that an intelligence gathering or terrorist organization may have targeted him or her for possible intelligence exploitation.

b. A request by anyone (regardless of nationality) for illegal or unauthorized access to classified or unclassified sensitive information.

c. Contact with a known or suspected intelligence officer from any country.

d. Contact with a foreign diplomatic establishment, whether in the U.S. or abroad, for personal or official reasons. Certain Contractor personnel in positions designated as “sensitive” by the Government may also be required to inform their chain of command in advance of the nature and reason for contacting a foreign diplomatic establishment or travel to countries on the State Department list whose interests may be adverse to the United States.

e. Additionally, Contractor personnel who have information about activities pertaining to espionage, terrorism, unauthorized technology transfer, sabotage, sedition, subversion, spying, treason, unauthorized release of information, shall report that information immediately to the KO or designee for action.

D. SAFEGUARDING INFORMATION

1. The Contractor shall not allow access or disclosure of information regarding the operations of the DLA Distribution to any Government agency, non-Government agency, or individual unless specifically authorized by the KO or designee. The Contractor shall provide documents and files requested by such parties to the KO or designee within the requested timeframe. All files are the property of the Government and the Contractor shall turn all files over to the KO or designee at the completion or termination of this contract.

2. The Contractor may be required to access data and information that is proprietary to a Government agency or Contractor or that is of such nature that its dissemination and use other than as specified in this contract would be adverse to the interests of the Government or others. The Contractor and its personnel shall not divulge or release data or information developed or obtained under performance of this contract except to Government personnel who are authorized to receive the information or upon written approval of the KO or designee. The Contractor shall

Contract No: SP ‐ ‐R‐ not use, disclose, or reproduce proprietary data that bears a restrictive legend other than as specified in this contract.

3. Disclosure of information regarding operations and services of DLA Distribution to persons not entitled to receive it, or failure to safeguard any classified information that may come into the Contractor’s control in connection with work under this contract, may subject the Contractor, its agent, or its employees to criminal liability under USC Title 18, Crimes and Criminal Procedure, Part I, Crimes, Chapter 37, Espionage and Censorship, Sections 793, Gathering, Transmitting or Losing Defense Information, and Section 798, Disclosure of Classified Information.

Neither the Contractor nor its employees shall disclose or cause to be disseminated any information concerning the operations of the activity which could result in, or increase the likelihood of, the possibility of a breach of the Distribution Center’s security or interrupt the continuity of the operations.

1.7 INTEGRATED PEST MANAGEMENT FOR REFRIGERATED STORAGE

A. The Contractor shall provide an Integrated Pest Management (IPM) Plan IAW DLA

Troop Support Contractor Integrated Pest Management Program Guidelines for Cold Storage of Operational Rations and Other Subsistence Products, dated 15 February 2011 (see Technical Exhibit 1). The Contractors IPM Plan shall address:

1. Facility Maintenance / Physical Pest Exclusion

2. Sanitation

3. Ground Maintenance, if applicable

4. Stock Handling / Warehouse Techniques

5. Insect and Rodent Control, to include identifying the normal frequency of inspecting for pests

6. If pesticides are stored on site, how are they controlled (who has access, is the inventory monitored, etc.)?

7. Certification and Record Keeping

8. Quarterly certifications from a state licensed pest controller.

B. The Contractor shall provide monthly pest control inspection records to include monthly certifications from a state licensed pest controller that the facility is free of insects, rodents, and other pests. These monthly records and certifications shall be submitted to the COR and DLA Troop Support POC as listed in C-5.8.B. no later than the 7th working day following the end of the previous month.

C. The Contractor shall maintain a minimum sanitary compliance rating of 90% on the quarterly sanitary inspection conducted by the U.S. Army Veterinary Command. These quarterly records and certifications shall be submitted to the COR and DLA Troop Support POC as listed in C-5.8.B. no later than the 7th working day following the end of the previous month. Failure of a sanitary inspection may result in a shutdown of the Contractor operation and termination of the contract for cause.

Contract No: SP ‐ ‐R‐

1.8 MISSION ESSENTIAL CONTRACTOR SERVICES

A. The Contractor may be required to operate and perform the receipt and issue requirements of Government-owned operational rations 24 hours; 7 days a week in support of DoD contingencies, emergencies, military deployments, Humanitarian Relief, and Disaster Recovery efforts as directed by the KO or designee, until the event causing the emergency/change is normal workload is over. Based on the magnitude and duration of the event, the impact of an emergency can range from isolated (albeit extreme) misfortune to total and absolute destruction of assets (life and property). During these events, the Contractor shall ensure continuity of operations IAW DoDI 3020.37 Continuation of Essential DoD Contractor Services During Crises.

B. The Contractor shall provide a Mission Essential Contractor Services Plan addressing the processes, procedures and capabilities to obtain and maintain addition support and sustainment capability in support of DoD contingencies and emergencies. The Plan shall demonstrates the Contractor’s ability to ramp up to meet increased requirements (i.e., emergency support) as well as to sustain performance throughout the contingency (i.e., sustainment) IAW DoDI 3020.37 Continuation of Essential DoD Contractor Services During Crises, paragraph 6 Procedures, sub-paragraphs 6.2.1 through 6.2.4. The Contractor shall be expected to accommodate emergency workload as directed by the KO or designee.

1.9 CONTRACTOR INSURANCE AND LIABILITY

A. The Contractor is required to maintain hazard and liability insurance on the

Government owned property in an amount equal to the cost of such property. The Contractor shall provide proof of such insurance to the Government and shall notify the Government of the no-payment of any such insurance premium or any change to such insurance coverage. “Case value of Government-owned operational rations is $87.41.”

B. The Contractor shall have full responsibility to care for and maintain the refrigerated service rooms, including the furnishing of all necessary utilities, facilities and equipment, and maintenance of proper temperatures for the commodity received.

Further, the Contractor shall be liable for any loss of or damage to the Government owned commodities caused by its failure to exercise such care in regard to them as a reasonably careful owner of similar commodities would exercise under like circumstances. When the KO determines that any loss, damage or destruction of Government property is caused by the Contractor’s negligence, willful misconduct or unauthorized use, the Contractor shall forward a check, payable to the United States Treasury, in the amount of the loss, damage or destruction to the KO. The Contractor’s general liability is $500,000 per occurrence. This limit of liability does not apply to the Government’s right to indemnification.

Contract No: SP ‐ ‐R‐

C. Contractor liability shall be limited to the replacement cost of such commodities current as of the date the loss is discovered, plus storage and handling charges. The Contractor’s custody of and liability for such products starts at the time of acceptance from the delivering conveyance; and ceases upon loading or tailgate spotting, and carrier acceptance. The Contractor will be given credit if the misplaced product is found within thirty (30) days in acceptable condition. The Contractor shall be accountable and liable for the loss or damage of Government owned products in his custody unless such loss or damage resulted from conditions or situations beyond the Contractor’s control. The burden of proof is on the Contractor to establish that the loss or damage was beyond the Contractor’s control. The contactor will be billed for the replacement cost of the product at the time of loss. The Contractor shall also be liable if the Government determines that the Contractor was negligent in loading, pre-staging, or shipping incorrect/damaged product.

1.10 TRANSITION

A. The Contractor shall participate in a transition period not to exceed 90 calendar days to complete the following tasks and provide the KO or designee status during the transition as requested:

1. The Contractor shall provide proof of USAPHC Worldwide Directory Of Sanitarily Approved Food Establishments For Armed Forces Procurement approval

2. If the Contractor does not have current approval, the Contractor shall obtain USAPHC Worldwide Directory Of Sanitarily Approved Food Establishments For Armed Forces Procurement approval during the transition period. The Contractor shall initiate the initial sanitation audit requests within 2 weeks upon notification of contract award. It is anticipated that the approval process requires a minimum of 45 days. Additional information for the USAPHC Worldwide Directory Of Sanitarily Approved Food Establishments For Armed Forces Procurement is available at:

http://vets.amedd.army.mil/86257B8D004A4B6C/PHC. The Contractor shall:

a) Write a letter (preferably on letterhead stationery) requesting an initial sanitation audit. The owner or an authorized representative of the establishment processing the product(s) must sign the letter.

b) Address the letter to the KO. At a minimum, the request shall contain the following information:

c) The full name of the facility, street address (or geographical location), city, state, zip code, and county or country where the plant is located. If different, include the mailing address.

d) The name, title, telephone and fax numbers, and e-mail address of the person to contact at the facility, and the normal operating hours.

Contract No: SP ‐ ‐R‐

e) A list of the specific products to be provided (such as bread, rolls, or biscuits). This will of course be the handling and storage of Government-owned operational rations.

f) A list of the federal, state, and local regulatory agencies that currently inspect the facility. If you have a federal or state establishment number, please provide the number as well.

3. Once the KO or designee receives the request for the initial sanitation audit, it will be reviewed and determined if the Contractor is eligible for inclusion on the USAPHC Worldwide Directory Of Sanitarily Approved Food Establishments For Armed Forces Procurement.

4. The US Army Public Health Command will furnish the KO or designee with a copy of the approval or disapproval letter provided to the Contractor. Once the sanitation audit results are satisfactory, shipments may then begin to be made after the transition period to the Contractor facility.

B. The Contractor shall participate in a site survey with Government representatives and prepare the physical locations for aRFID IAW Section 4, Contractor-Furnished Equipment and Services, Paragraph G aRFID Infrastructure Support prior to the conclusion of the transition period.

C. Upon award of contract, the Contractor shall request DoDAAC and the Wood Packaging Material seal from the KO or designee.

SECTION 2: GENERAL DEFINITIONS, ACRONYMS, AND APPLICABLE

REGULATIONS

2.1 GENERAL DEFINITIONS AND ACRONYMS

The following list provides definitions for terms found throughout this document.

Army Veterinary Inspectors (AVI): An individual authorized to perform specific technical inspections.

Commercial and Government Entity (CAGE) Code: A five-position alphanumeric code that is assigned to: (1) Government Agencies who manufacture, control the design of, or control the development of government specifications or standards; (2) Manufacturers; (3) Vendors; and (4) Government specifications and standards themselves when no single government source can be identified.

Contracting Officer (KO): The person with the authority to enter into, administer, and/or terminate a contract and make related determinations and findings.

Contracting Officer’s Representative (COR): An individual designated and authorized in writing by the KO to perform specific technical or administrative functions.

Contract No: SP ‐ ‐R‐

Conveyance: A truck, trailer, railcar, aircraft, vessel, freight container, or compartment used for transporting or carrying freight by highway, rail, air, or waterway.

Demurrage: A charge made on rail cars or vessels (including barges) held by or for a consignor or consignee beyond the allowable free time for loading and unloading, for forwarding directions, or for any other purpose. Charges for demurrage are in addition to any other lawful transportation charges.

Department of Defense Activity Address Code (DoDAAC): A distinct six-position alphanumeric code assigned to identify specific units, activities, or organizations as found in the DoDAAD.

Department of Defense Activity Address Directory (DoDAAD): A publication that lists all DOD activities and their DoDAACs.

Designee: The individual(s) designated and authorized in writing by the KO to perform specific technical or administrative functions.

Detention: A charge made on trailers or containers held by or for a consignor or consignee beyond the allowable free time for loading and unloading, for forwarding directions, or for any other purpose. Charges for detention are in addition to all other lawful transportation charges.

Dunnage: Loose packing material protecting an item from damage during shipment.

Emergency Support: The expansion of logistical support services to meet contingencies short of a declared national emergency utilizing existing facilities and equipment. Only existing peacetime program priorities will be available to obtain materials, components, and other industrial resources necessary to support accelerated program requirements; however, increased emphasis may be placed on use of these existing authorities and priorities.

FIFO: First In–First Out

Facility: A refrigerated warehouse with sufficient cooler space to accommodate the estimated quantities outlined in the schedule.

Free Time: Time allowed by tender, tariff, or contract to load and/or unload carrier’s equipment before detention or demurrage is charged.

Material Handling Equipment (MHE): All forklifts, pallet jacks or other MHE needed to perform the required services shall be electrically powered.

Quality Assurance: The functions and associated actions performed by the Government to ensure that contract requirements are performed and that an appropriate level of Contractor quality control activities are in place and operational.

Quality Control: Those internal management functions that include, but are not limited to, training, documented procedures, inspections, and tests (taken at the point of performance)

Contract No: SP ‐ ‐R‐ necessary to ensure that Contractor products and services conform to contract requirements, specifications, and APLs.

RFID: Radio Frequency Identification

Radio Frequency (RF) Tag: A small radio transceiver that can store user defined data in nonvolatile, read/write memory, and can be monitored and controlled by other devices. Radio Frequency Identification tags may be “active” which contain their own power source or “passive” which receive their power rom and interrogator by radio frequency (RF) transmission.

aRFID Interrogator: Electronic device used to detect, “read” and “write” specific information on a RF tab.

aRFID Retriever Computer: An industrial computer configured to receive signals, via data cable from the aRFID Interrogator, and “upload” aRFID Tag information via a phone line/network connection to destination servicer. It has no monitor or keyboard.

aRFID Laptop Write Station Computer: A “laptop” computer configured to “write” tags in conjunction with a aRFID Interrogator.

aRFID Write Software: The Government-owned software used in conjunction with aRFID equipment to gather aRFID tag data on military-sponsored shipments and report information for compilation in Government databases on regional servers for In-Transit Visibility.

Shipper: A DOD authorized agent responsible for the movement of cargo and material for their respective organization. Shippers are commonly referred to as Installation Transportation Officer(s) (ITO) and Traffic Management Officers (TMO).

Tag Docking Station: An electronic device used to transmit data electronically from the laptop computer to the aRFID tag.

Wood Packaging Material (WPM): Non-coniferous (hardwood) and Coniferous (softwood) packaging material used in support, protecting, or carrying a commodity Includes dunnage).

Examples of WPM include but are not limited to pallets, skids, pallet collars, containers, crates, boxes, cases, bins, reels, drums, load boards, and dunnage. Wood packaging made of exempt materials but combined with solid wood components must still be treated and marked; does not include process wood materials and manufactured wood products. WPM was previously known as Non-Manufactured Wood Packaging or Solid Wood Packaging Material.

2.2 APPLICABLE DOCUMENTS/REGULATIONS

DLAM 4145.12--Joint Service Manual (JSM) for Storage and Materials Handling

DOD 4141.19-R-R-1--Storage and Materials Handling

Integrated Pest Management (IPM) Program Requirements for Operational Rations Applicable to all Operational Rations Facilities

MIL-STD-3006C--Department of Defense Standard Practice Sanitation Requirements for Food Establishments

Contract No: SP ‐ ‐R‐

OSHA 29 CRF Part 1910--Occupational Safety and Health Standards

OSHA 29 CRF Part 19266--Occupational Safety and Health Standards for Construction NFPA Life Safety Code

National Electric Code (NEC)

40 CFR Part 260

40 CFR Part 261

40 CFR Part 262

40 CFR Part 761

40 CFR Part 171

40 CFR Part 172

40 CFR Part 173

SECTION 3: GOVERNMENT-PROVIDED SERVICES

A. aRFID HARDWARE: The following hardware will be supplied by the Government:

1. aRFID ISO Type Tags: The aRFID Tag model include ST 654/656 “active” ISO type tag with its own database engine and file system. It features 128 bytes of read/write memory and support tag-initiated communication triggered by system sensors. It is hermetically sealed, waterproof, and able to withstand the shock and vibration of transportation. One (1) aRFID ISO Tag model ST-656-1 is required for each container shipment. The initial inventory of aRFID Tags will be provided by the Government for use on Government-sponsored shipments.

B. SOFTWARE: The Government will furnish all aRFID application software, and perform all actions required to install and test software. Training of Contractor personnel will be performed by the Government.

C. aRFID INFRASTRUCTURE SUPPORT

1. The Contractor shall be responsible for replenishing and maintaining its inventory of aRFID ISO type tags. The replenishment RF tags will be provided by the Government at no cost to the Contractor. However, the Contractor shall be fully liable for any/all loss or damage of aRFID tags in their possession. The Contractor shall obtain its replenishment aRFID Tags from DLA Distribution:

DLA Distribution Bldg. 54, Bay D-5, (J3-OS) New Cumberland, PA 17070 Email: oceancontainers@dla.mil Subject line: aRFID TAG REPLENISHMENT REQUEST Telephone 1-800-456-5507

Contract No: SP ‐ ‐R‐

2. Maintenance of GFP Hardware/Software: Maintenance will be performed by the Government. The Contractor shall promptly and directly contact the KO or designee for any maintenance/repair required for any aRFID Tag GFP hardware or software.

Alternate point of contact is: oceancontainers@dla.mil

1-800-456-5507

3. All unused aRFID tags will returned to DLA Distribution Bldg. 54, Bay D-5, (J3-

OS), New Cumberland, PA 17070

SECTION 4: CONTRACTOR-PROVIDED EQUIPMENT AND SERVICES

A. Access: The Contractor shall provide access to authorized DOD personnel touring or inspecting the facility and IAW Facility Security Plan.

B. Facility: A refrigerated warehouse/cooler that can sustain temperature range between

50.0 and 57.0 degrees Fahrenheit and a humidity of 65% or less (with 60% the ideal humidity) with sufficient cooler space to accommodate the estimated quantities identified in Schedule B of the contract and IAW IPM Plan.

C. Material Handling Equipment (MHE): Sufficient MHE to perform the required services of the contract. MHE may be forklifts, pallet jacks or other MHE.

D. Exits: Exits shall be marked by readily visible lit signs. Access to exits shall be marked by readily visible lit signs and in all cases where the exit or way to reach it is not immediately visible to the building occupants. Emergency lights will be provided in all locations not naturally lit by the outside or if employees must work in the areas during hours of darkness in accordance with referenced documents. Exit doors shall not be locked during hours of employee occupancy.

E. Floor Load Requirements: Warehouse floor loading requirements shall be posted in accordance with 29 CRF Part 1910.22(d) in all areas service by MHE traffic or used to store or handle Government products.

F. Returns and Reworks: Infrequently material may be returned from the field and placed in the commercial warehouse. Therefore, it is possible for material to be shipped from field activities. Also, and infrequently, the Government-owned operational rations Contractor may visit the warehouse facility if rework of the product is required and the Contractor shall provide space for the rework to be performed.

G. aRFID INFRASTRUCTURE SUPPORT

1. The Contractor shall provide the following infrastructure and a computer for writing the aRFID tags:

a. Shelf space with a 110VAC receptacle within two feet of the aRFID computer write station location.

b. A telephone line near the aRFID computer write station capable of dialing a toll-free number.

Contract No: SP ‐ ‐R‐

SECTION 5: SPECIFIC TASKS

The following is an outline of Section 5:

5.1 Quality Control Plan (QCP)

5.2 Receiving

5.3 Handling

5.4 Storage

5.5 Shipping

5.6 Active Radio Frequency Identification

5.7 Inventory

5.8 Reports and Deliverables

5.1 QUALITY CONTROL PLAN (QCP)

A. The Contractor shall provide a QCP compliant with FAR 52.246-4(b), “Inspection of

Services-Fixed Price” which specifically addresses methods for meeting contract requirements. The Contractor’s quality control plan shall demonstrate its prevention-based outlook by meeting the objectives throughout all areas of performance. The Contractor shall provide the KO or designee a copy of all non-conforming QC inspection results within 24 hours of completed quality control checks.

B. DLA Distribution will implement a Quality Assurance Surveillance Plan (QASP) to ensure acceptable performance is achieved. The QASP documents QCP effectiveness and provides a systematic method to evaluate the Contractor’s services. The Contractor shall respond to the Government’s non-conforming surveillance activities IAW timeframe requested by the COR.

5.2 RECEIVING

A. The Contractor shall accept, receive, and place all operational rations delivered for the account of the Government into properly refrigerated, sanitarily approved areas.

Product will normally be received on pallets. A pallet consists of 48 cases at an average unit load weight of 1098 lbs. and the approximate unit load dimensions are L

43.75 X W 52.75 X H 42.35 – 58 cubic feet.

B. Product will normally be shipped by truck, but rail shipments are possible. Each lot received will be tagged with assigned lot numbers in accordance with DLAM 4145.12 Joint Service Manual (JSM) for Storage and Materials Handling dated April 1994, page 5-39, Section IV, paragraph a. (1) so that product can be readily identified while in storage.

C. The Contractor shall use the Carrier Appointment System (CAS) to schedule and control the flow of inbound carriers for deliveries. The Contractor shall maintain carrier detention/diversion time records indicating arrival time, unloading start and completion or diversion times, and provide the records to the COR by the 7th working day of each month. The Contractor shall certify this information upon Government

Contract No: SP ‐ ‐R‐ request. The Contractor shall time stamp the carrier’s delivery receipt with unloading start and finish times. If the Contractor cannot receive a scheduled delivery due to space constraints, the need for a diversion shall be verified and authorized by KO or COR in coordination with DLA Troop Support.

D. If product is delivered by truck, the Contractor shall ask the carrier’s representative for permission to off-load palletized loads from the interior of the carrier’s conveyance. If permission is not granted, the carrier is responsible for bringing the pallets to the tailgate for off-loading by the Contractor. Partially unloaded trucks will not be left for completion until the next day without KO or COR in coordination with DLA Troop Support approval.

E. When cabs are disconnected from trailers, “fixed jacks” and chocks shall be used. The “fixed jacks” must be capable of supporting the disconnected trailer, the weight of the product being loaded, and the equipment used during loading. Any other devices used besides “fixed jacks” shall comply with Federal OSHA and State occupational safety and health requirements. In addition to using wheel chocks with fixed jacks, wheel chocks shall be used whenever trucks, trailers, or cab and trailers are positioned at a loading dock and any type of material handling equipment (MHE) is used to remove or load products.

F. If product is delivered by rail, the Contractor shall certify the correctness of railroad demurrage charges based on car records maintained by the Contractor. The log shall include railcar number with date and time of receipt, contents of the car, the date and time the car is released after completion of unloading, and name of the clerk who is notified that the car is available to be moved.

G. The Contractor shall accomplish the general unloading sequence, which also includes but is not limited to:

1. Inspecting the exterior of the conveyance for suspected leakage or spills, visible safety deficiencies, and visible damages caused to the conveyance while in transit.

If any sign of cargo leaks and spills are detected, the Contractor shall immediately notify the KO or designee. The Contractor shall not accept the material, open the conveyance doors or off-load material until cleared by the KO or designee.

2. Checking documentation to verify that the serial numbers of the door seals match the actual seal and checking door seals on trailers or containers for condition. If the seal is broken or missing, the Contractor shall not accept the material. The Contractor shall annotate the broken or missing seal on the accompanying documentation and shall notify the KO or designee for disposition instructions prior to unloading or re-spotting.

3. Inspecting the interior of the conveyance for suspected leakage or spills, visible safety deficiencies, and visible damages caused to the material while in transit.

Contract No: SP ‐ ‐R‐

When visible leaks and spills are discovered, the Contractor shall not accept the material. The Contractor shall close the conveyance doors and immediately notify the COR and DLA Troop Support and provide the following minimum information:

a. Carrier name and the carrier representative’s name (driver)

b. Product Contractor name and number, product contract number, lot number, date received The Contractor shall perform the disposition instructions for the conveyance.

4. Inspecting the product for any signs for insects, rodents, feces, or mold on pallets.

If any of these items are found, that product is not to be accepted and will be returned to the conveyance from which it was received at the facility. The Contractor shall immediately notify the COR and DLA Troop Support and provide the following minimum information:

a. Carrier name and the carrier representative’s name (driver)

b. Product Contractor name and number, product contract number, lot number, date received

c. Number of pallets with signs of insects, rodents, feces, or mold.

d. Description of pallets with any supporting evidence (photographs, etc.)

H. The Contractor shall inspect product for damaged/nonconforming product.

1. If damaged/nonconforming product is accepted, it shall be stored in a separate location. The Contractor shall annotate the freight bill indicating number of cases damaged before acknowledging receipt or rejection to carrier by signature. The Contractor shall attach a signed acknowledgment of damage to the warehouse receipt. The Contractor shall provide the COR and Troop Support with the freight bill with number of damaged cases and photographs of the damage within one workday following day of receipt. The COR and Troop Support will provide the Contractor with disposition instructions for the damaged cases, which may include the damaged cases being returned to the supply or their agent for rework or replacement or repalletizing and shrink-wrapping.

2. If damaged/nonconforming product is attributed to occurring during Transportation and not accepted, the Contractor shall immediately notify the COR and Troop Support. The Contractor shall provide the following minimum information COR and Troop Support and await disposition instructions.

a. Carrier name and the carrier representative’s name (driver)

b. Product Contractor name and number, product contract number, lot number, date received

c. Number of cases and pallets damaged

d. Description of damage with any supporting evidence (photographs, signed documents, etc.)

Contract No: SP ‐ ‐R‐

I. Upon receipt, using the contract/vendor manifest, the Contractor shall

1. Prepare receiving documents with the assigned lot number for each item received.

2. Verify vendor’s manifested items (case net weight, gross weight, marked cube, case dimensions, date of pack/expiration date, and warehouse location, etc.).

3. Record all discrepancies (shortages/overages, damages, etc.) and submit this documentation to DLA Troop Support-FTRC and a copy to DLA Distribution COR listed under C-5.8.B. no later than one workday following day of receipt.

4. Submit one copy of the warehouse receipt, within 5 working days of product receipt, which includes:

a) Contractor number, lot number, date received, weight, storage and/or handling rates.

b) Government or commercial bill of lading and/or freight bill

c) Wet signature and date of receiver.

5.3 HANDLING

A. The Contractor shall properly handle Government products, minimizing damage to the product or packing and preserving the product’s wholesomeness for human consumption. Products lost or damaged through handling by the Contractor shall be reported to the COR and DLA Troop Support within 24 hours following discovery of the loss or damage. The Contractor shall move the damage product to segregated storage and as directed by the COR or Troop Support repalletize, re-shrink-wrap, recoup, restrap, or repair the damage product. The product shall remained segregated until the COR and Troop Support provide disposition instructions. Damage to any product cases cause by Contractor handling shall be charged to the Contractor at the current value of the product (currently $87.41 per case) via a notification from the KO.

(See Paragraph 1.9 Contractor Insurance and Liability).

5.4 STORAGE

A. Product shall be stored at least 18” from the wall, 24” from the ceiling, 18” from coils, not above the top of any ceiling coils, and 18” below sprinklers. The Contractor shall not commingle Government owned and non-Government owned product on the same pallet or storage location.

B. The Contractor shall store product at temperatures between 50.0 and 57.0 degrees Fahrenheit and at humidity of 65% or less (with 60% the ideal humidity). The Contractor shall maintain a permanent record of temperature and humidity using automatic recording devices, maintained and calibrated in accordance with MIL-STD- 3006C Department of Defense Standard Practice Sanitation Requirements for Food Establishments dated June 1, 1008, page A-3, table III, subpart C and DLAM 4145.12 Joint Service Manual (JSM) for Storage Materials Handling dated April 1994, page 5- 40, paragraph (b), page 5-43, paragraph (a) and page 5-36, paragraph (5)(a). The

Contract No: SP ‐ ‐R‐ records shall be kept starting the receipt of the first shipment and maintained on file for six months after the last shipment is outbound.

C. The Contractor shall not store Government-owned operational rations with more than 48 cases per pallet. The pallet dimensions shall not exceed a length of 43.75 inches, width of 52.75 inches, and height of 42.35 inches (58 cubic feet).

D. The Contractor shall not stack Government-owned operational rations more than four

(4) pallets high without the use of storage aids, pallet racks/pallet sets, etc. These pallet racks/pallet sets shall support the full weight of any additional pallets. The pallet(s) in these aids, racks, or sets shall not be in contact with the pallet above or supported by the pallet beneath.

E. Army Veterinary Inspector’s (AVI) may conduct a random sampling of products stored to ensure wholesomeness.

1. When requested by the AVI, the Contractor shall remove sample cases and transport them to the designated inspection area.

2. All boxes opened for inspection. Once the AVI inspection is completed, the Contractor shall recoup, restrap, repair, remark, tape, stamp, etc. to re-stow the product in the inventory location or dispose of the product as directed by the AVI.

3. Inventory losses (disposals) due to sampling by the AVI’s or periodic discovery of products determined to be unfit human consumption shall be supported by AVI prepared documentation and attached to the monthly inventory report, which identified the number of cases as disposals/losses sent to the COR and DLA Troop Support.

F. The Contractor may be required to place an entire lot(s) of product on medical hold at the direction of AVI, the COR or DLA Troop Support. Product placed on medical hold shall be stored in a separate location using a different lot number. Product placed on medical hold shall not be shipped without prior authorization and/or release.

Medical hold and releases from medical hold will be directed by the AVI, the COR or DLA Troop Support.

G. In the event that a product is found to be unfit for use or condemned by the AVIs, the Contractor shall have the product disposed in accordance with local regulations.

H. The product disposal shall be witnessed by AVI personnel; the Contractor shall contact the Public Health Center at (410)417-3098 to schedule an appointment. All costs associated with disposal of product shall be the responsibility of the Contractor, unless such unfit for use/condemned product resulted from conditions or situations beyond the Contractors control and/or without fault or negligence on the part of the Contractor.

I. The Contractor shall store and ship Government-owned operational rations on a first-in, first-out basis (FIFO), unless the DD1348 or other stock transfer document directs

Contract No: SP ‐ ‐R‐ specific lot numbers for the issue. This is dated material with a limited expiration date therefore it is necessary to pay attention to date received and shipped.

5.5 SHIPPING

A. Product will normally be shipped in truckload quantities to various military and civilian customers as directed by DLA Troop Support. The Contractor shall provide a copy of the Government-owned operational rations shipment status report to DLA Troop Support-FTRC with a copy to DLA Distribution COR within two (2) days of the shipment.

B. The Contractor shall not ship Government-owned operational rations with more than 48 cases per pallet. The pallet dimensions shall not exceed a length of 43.75 inches, width of 52.75 inches, and height of 42.35 inches (58 cubic feet). Government-owned operational rations single pallets for shipment shall not contain mixed lot numbers or manufacturers and shall be placed on a separate pallet per lot number, unless directed by DLA Troop Support.

C. The Government may from time to time require the Contractor to strap pallets for shipment. Pallets shall be prepared with a minimum of two 5/8 inch wide plastic or metal straps applied to each side of the pallets.

D. The Contractor shall pre-stage the pallets prior to the loading onto the carrier for shipment. The Contractor shall inspect each pallet for any sign of insects, rodents, feces, or mold. If any of these items are found, the Contractor shall not ship that product and stage the product in a segregated area in the facility. The Contractor shall immediately notify the COR and DLA Troop Support and provide the following minimum information and await disposition instructions:

a. Product Contractor name and number, product contract number, lot number, date received

b. Number of pallets with signs of insects, rodents, feces, or mold.

c. Description of pallets with any supporting evidence (photographs, etc.)

E. The Contractor shall begin loading when the carrier’s vehicle is positioned at the dock and complete the loading without incurring any detention charges. The Contractor shall be responsible for damages resulting from improper loading.

F. The Government will be responsible for all outbound transportation charges. All outbound transportation shall be arranged through the DLA Distribution Vendor Shipment Module (VSM) Office. All outbound transportation shall be arranged through the DLA Distribution Transportation Division as listed below:

1. DLA Troop Support will notify the Contractor and DLA Distribution Transportation of outbound shipments on Form 1348 via email.

Contract No: SP ‐ ‐R‐

2. The Contractor shall contact the DLA Distribution Transportation Division to make all transportation arrangements and prepare all documents necessary to move the material IAW DLA Distribution VSM Vendor User’s Guide.

3. The Contractor shall email completed forms to oceancontainers@dla.mil.

4. DLA Distribution Transportation will send the shipping instructions containing carrier, point of embarkation (POE), vessel and port of debarkation information (OCONUS) to the Contractor. This will include the port cutoff date for having the containers to the port.

5. The identified carrier shall contact the Contractor to arrange for a container loading appointment. If not contacted by the carrier within 1 working day of receiving shipping instructions from DLA Distribution, the Contractor shall email or call DLA Distribution Transportation for assistance.

6. The Contractor shall email completed packing lists to DLA Distribution Transportation within 2 hours after loading.

7. DLA Distribution Transportation contact information is listed below:

Phone: 1-800-456-5507 DLA Distribution Delivery Management Email: oceancontainers@dla.mil

G. The Contractor shall be required to track…