Attachment_1_-_ECEM_PWS_Conformed_1-05-17.pdf

SP3300-17-R-5001 0003

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

EAST COAST EXPORT MISSION

Contents

SCOPE OF WORK 2

GENERAL OPERATING CONDITIONS 2

KEY PERSONNEL 4

PERSONNEL 4

QUALITY PERFORMANCE/EVALUATION 5

SAFETY 5

SECURITY 6

INTEGRATED PEST MANAGEMENT TEMPORARY STORAGE 8

MISSION ESSENTIAL CONTRACTOR SERVICES 9

CONTRACTOR INSURANCE AND LIABILITY 10

TRANSITION 10

GENERAL DEFINITIONS, ACRONYMS, AND APPLICABLE

REGULATIONS 11

GENERAL DEFINITIONS AND ACRONYMS 11

APPLICABLE DOCUMENTS/REGULATIONS 14

CONTRACTOR-PROVIDED EQUIPMENT, MATERIALS AND SERVICES 14

ACCESS: 14

FACILITY: 15

MATERIAL HANDLING EQUIPMENT (MHE): 15

EXITS: 15

SUPPORT PRODUCTS AND MATERIALS 16

WET ICE/DRY ICE 16

SPECIFIC TASKS 16

QUALITY CONTROL PLAN (QCP) 16

RECEIVING 16

TEMPORARY STORAGE 21

PACKAGING AND STAGING 23

SHIPPING 25

REPORTS AND DELIVERABLES 26

DIRECTIVES, PUBLICATIONS, INSTRUCTIONS AND FORMS 27

SCOPE OF WORK

A. The Contractor shall provide the facility, equipment, supervision, and personnel to receive, cross dock, account for, and ship operational provisions. Product will be received and shipped as tri wall loads, in full and 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 cold chain requirements. Must be capable of complying with the Government’s service requirements as well as accommodating export operational and administrative 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 operational provisions in support of worldwide customers.

GENERAL OPERATING CONDITIONS

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), Army Veterinary Inspectors 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.

INTERACTIONS WITH DLA CONTRACTED PRIME PROVISION VENDORS

A. The Contractor will have to coordinate and schedule deliveries with various DLA vendors providing the products for consolidation. Product vendors will provide case counts that will enable the Contractor to determine the weight of the provisions being shipped in advance.

FEDERAL HOLIDAYS

A. This information in regards to Federal Holidays is simply for the Contractors advisement of reduced staffing at embarkation points. Based on workload schedules related to cross docking and drayage the contractor shall be required to staff a workforce necessary to support operations during federal Holidays and Executive Order Closures. The necessary Government personnel will be available to support contractors continued operations during Federal Holidays and Executive order closures. 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 the COR will advise the Contractor on the closure.

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

CURRENT DUTY HOURS AND ACCESS TO THE CONTRACTOR’S FACILITY

A. 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 the Site Manager or Alternate Site manager available at the work site for overall supervision of the Contractor’s personnel while work is performed.

B. To support the Government’s workload and schedule contractors shall potentially be required to operate 1st, 2nd and 3rd shifts to meet contract requirements.

C. 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.

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 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. As a minimum, the Site Manager and Alternate Site Manager shall each possess a degree in Distribution Management or Business Management (minimum Bachelor’s Degree) and at least three years of experience in Distribution Management, or at least five years of progressive management experience in distribution operations similar in size and complexity to the operation offered in this contract.

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.

PERSONNEL

Due to dry ice being classified as a Hazmat material, the contractor shall provide hazmat certified personnel. Hazmat certified personnel should be up to date on hazmat regulations and is required for the signing of HAZMAT declarations. The minimum required training for the Hazmat personnel is Hazardous Material 126 F Training or an equivalent commercially available training. The Government estimates that the contractor needs a Primary and Alternate Hazardous Material Certifier.

QUALITY PERFORMANCE/EVALUATION

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.

SAFETY

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 operational provisions to ensure no loss or damage occurs.

C. 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. If this requirement is inapplicable to the contractors designated physical location the Contractor needs to provide notification to the Government.

SECURITY

SECURITY REFERENCES

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

DLAI 5220.22, 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.

PHYSCIAL SECURITY

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

a. Controlled access to areas designated for operational provisions 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.

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 operational provisions in temporary storage.

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.

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 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.

RAPID GATE

1. The Contractor or any representative of the Contractor entering DoD locations to perform contract requirements shall abide by all security regulations and may be subject to security checks. Contractor personnel and property shall be subject to inspection upon entering, while on, and upon leaving the DoD locations pursuant to installation regulations.

2. The Contractor shall enroll in the Navy Commercial Access Control System (NCACS) RAPIDGate Program which is applicable to vendors, contractors, sub-contractors, and service providers requiring access to navy installations. A RAPIDGate credential or Government issued Common Access Card (CAC) is required for long term perimeter access. The NCACS RAPIDGate Program provides and requires an accepted background check prior to issuing the access credential.

3. The Contractor shall enroll in the program to initiate the access process. Once the Contractor’s company has completed enrollment, individual contract personnel shall also register to initiate the required background checks prior to receiving the RAPIDGate credential. An unacceptable background check will result in denial of the RAPIDgate credential and access denial to the installation. Specific details, requirements, and costs associated with the program can be obtained at http://www.rapidgate.com/. Direct costs associated with company and/or personnel registration will be approved by the Contracting Officer Representative (COR) in advance of the registration process. Once approved, the Contractor shall proceed with the registration. The contractor shall include a copy of all receipts associated with the RAPIDgate Program registration when invoicing the Government for reimbursement of registration expenses.

INTEGRATED PEST MANAGEMENT TEMPORARY STORAGE

A. The Contractor shall provide an Integrated Pest Management (IPM) Plan IAW DLA Troop Support Contractor Integrated Pest Management Program Guidelines for Storage OF Subsistence Products, dated 15 February 2011 (See TE 04 DLA Troop Support Contractor Integrated Pest Managment Program). 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 KO and COR as listed in Section 6. No later than the 7th working day following the end of the previous month.

C. The Contractor shall obtain and maintain a minimum compliance rating of 80% IAW the USDA Agricultural Practices and Good Handling Practices Audit documents

(USDA GAP/GHP).

MISSION ESSENTIAL CONTRACTOR SERVICES

A. The Contractor may be required to operate and perform the receipt and issue requirements of operational provisions 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.

C. 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 2001, the Government required additional hours to support two (2) emergency situations.

D. The Contractor shall have the ability to have ground transportation available within one hour of notification for loading of operational provision for shipment to the embarkation points in an emergency situation. All drivers must possess the ability to enter the embarkation points.

CONTRACTOR INSURANCE AND LIABILITY

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

B. The Contractor shall have full responsibility to care for and maintain the dry, refrigerated, frozen 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.

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 off loading at the embarkation point.

The Contractor will be given credit if the misplaced product is found within two (2) hours 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.

TRANSITION

A. The Contractor shall participate in a transition period not to exceed 60 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 a current USDA (GAP/GHP) Audits.

The Contractor shall furnish the passing USDA (GAP/GHP) Audits and supporting documentation to the KO or designee. In the event the contractor does not have current USDA (GAP/GHP) audits of the facility, the contractor should reference and complete TE-01 GAP & GHP Audit checklist as needed to ensure they meet USDA requirements. Once the sanitation audit results are satisfactory, shipments can be made after the transition period to the approved Contractor facility.

2. Within five (5) calendar days from the date of contract award, the Contractor shall complete the hiring action for key personnel. Within 15 calendar days of the date of contract award, the Contractor shall complete all hiring actions for personnel required to perform the requirements of the Contract and complete any associated training requirements. The Contractor shall ensure that all new employees are trained and ready to begin working on the first day of full performance.

3. The Government will provide orientation for all Contractor personnel within the last ten (10) days of the phase-in period. The orientation will cover topics such as familiarization with operations, proper packaging of triwalls and a review of required documents.

4. Upon award of contract, the Contractor shall request a DoDAAC from the KO or designee.

GENERAL DEFINITIONS, ACRONYMS, AND APPLICABLE

REGULATIONS

GENERAL DEFINITIONS AND ACRONYMS

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

Anniversary Date: Date product begins to accrue an additional storage charge.

Army Veterinary Inspector (AVI): Military personnel responsible for inspecting products and maintaining sanitary standards at the facility.

CBL: Contractor Bill of Lading

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.

Conus: Continental United States

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

Cross Docking: Product arriving in one conveyance is sorted, staged, and shipped in another conveyance without being stored.

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.

Direct Vendor Delivery (DVD): Product shipped directly from the vendor to the customer

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.

EOM: End of Month

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.

Item Code: Five- (5) digit alpha- numeric code assigned for each national stock number of FF&V and freeze/chill.

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

MILSTD: Military Standard

NLT: Not Later Than

NSN: National Stock Number

POD: Port of Debarkation

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) necessary to ensure that Contractor products and services conform to contract requirements, specifications, and APLs.

RDD: Required Delivery Date

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).

SDD: Shipment Delivery Date

Spot Inventory: Physical inventory a particular lot.

Table Height: Defined as 30 inches from the floor

Tally: Receiving document for inbound deliveries

TCMD: Transportation Control Movement Document

Temperature: All temperatures are expressed in degrees F.

Trans-load: Product arrives in one conveyance and is loaded into another conveyance without staging or storing.

USAPHC: US Army Public Health Command

Variable Weight Item: A freeze/chill item whose weight is not uniform.

Weight: Net weight shall be used for pricing/billing purposes.

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.

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 Provisions

Applicable to all Operational Provisions Facilities MIL-STD-3006C--Department of Defense Standard Practice Sanitation Requirements for

Food Establishments 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

CONTRACTOR-PROVIDED EQUIPMENT, MATERIALS AND

SERVICES

ACCESS:

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

FACILITY:

A refrigerated warehouse/cooler that can sustain temperature for the three below types of storage. It must be able to accommodate the estimated quantities identified in Schedule B of the contract and IAW IPM Plan.

DRY STORAGE

Provisions following into the classification for dry storage shall be stored at the following temperatures 50 to 55 degrees F as appropriate to particular items. The contractor shall provide a minimum of 4,000 square feet of dry storage.

CHILL STORAGE AREA

Provisions following into the classification for chill storage shall be stored at the following temperatures 35 to 45 degrees F as appropriate to particular items. The contractor shall provide a minimum of 40,000 square feet of chill storage.

FREEZE STORAGE

Provisions following into the classification for Freeze storage shall be stored at the following temperatures 0 degrees F as appropriate to particular items. The contractor shall provide a minimum of 8,000 square feet of freeze storage.

MATERIAL HANDLING EQUIPMENT (MHE):

Sufficient MHE to perform the required services of the contract. MHE may be forklifts, pallet jacks or other MHE.

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.

SUPPORT PRODUCTS AND MATERIALS

References Technical Exhibit 03 Products and Materials that details the types of materials that shall be provided by the contractor to complete the East Coast Export Mission operation.

WET ICE/DRY ICE

Wet ice can either be created in house based on a contractor developed process or procured from a commercial vendor who provides the ice via scheduled deliveries to the contractor’s location to meet Government workload requirements.

SPECIFIC TASKS

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.

RECEIVING

GENERAL RECEIVING INFORMATION

The contractor shall receive and place all accepted Government subsistence products into properly refrigerated, sanitarily approved staging or holding/storage area, according to commodity. The contractor shall not allow receipted product to remain in a non-refrigerated area. DLA FF&V must take priority over any other receipts offeror is working in their facility. The prime vendors delivering products to the contractors consolidation point are part of a larger logistical supply chain for DoD. They must stay on an agreed upon schedule with various customers. The contractor shall report FF&V discrepancies via phone, fax, or email to the COR/COTR within 15 minutes after the carrier's truck is off-loaded.

A. Charleston AFB, Charleston, SC – Export to Honduras and Norfolk Naval Station, Norfolk, VA – Export to Guantanamo Bay, Cuba

Time line for receiving all product

i. Dry, Freeze, Chill.

Export contractor should be prepared to receive these commodities from twelve (12) to twenty-four hours and up to seventy-two (72) hours before delivery to the aerial port.

ii. Fresh/Highly Perishable Fresh Fruit and Vegetable (FF&V), Market Ready Line Items and Other Line Items deemed as highly perishable. Export Contractor should be prepared to receive these commodities twelve (12) and up to forty-eight (48) hours prior to designated time of arrival at the aerial port.

B. McGuire AFB, NJ – Export to Thule

Time line for receiving all product

i. Dry, Freeze, Chill.

Export contractor should be prepared to receive these commodities on the previous day before delivery to the aerial port.

ii. Fresh/Highly Perishable FF&V and Market Ready Line Items and Other Line Items deemed as highly perishable.

Export Contractor should be prepared to receive these commodities twenty-four (24) and up seventy-two (72) hours prior to the designated time of arrival at the aerial port for embarkation.

RECEIVING DOCK AND BAY

A. The Contractor shall schedule in coordination with DLA Troop Supports Prime Food Contractors deliveries of product to their facilities receiving area. The contractor shall schedule deliveries to their receiving area at a minimum 48 hours in advance with the DLA Troop Supports Prime Food Contractors. The Contractor shall coordinate with the COR and will wait for instruction from the COR if trucks arrive late or without an appointment.

B. The Contractor shall provide the COR estimates of deliveries for each embarkation point no later than 48 hours prior to delivery at their receiving area.

C. All product will be received from trucks. Each shipment will be tagged with assigned unique numbers from the delivery manifest so that product can be readily identified while in storage IAW DLAM 4145-12 Section IV Subsistence.

D. The Contractor shall use their own carrier appointment and scheduling system to control the flow of inbound carriers for deliveries. The Contractor shall certify or provide this information upon Government request. The Contractor shall time stamp the carrier’s delivery receipt with unloading start and finish times. The Contractors confirmed delivery schedule must be forwarded 48 hours in advance to both the COR and AVI.

E. The delivering vendor’s representative is responsible for staging products only to the tailgate of the delivering vendor’s 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. Non palletized loads will always be off loaded by the delivering truck. The driver will stack product at the tailgate on to a pallet. The Contractor receiving shall be present to observe and manifest the product being off loaded on to the pallet. The AVI shall be present at time of receipt of all product.

F. 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.

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

1. The contractor shall have the material handling equipment (MHE) for off-loading and report truck arrivals to the assigned USAPHC Army Veterinary Inspector (AVI) for inspection. If no AVIs are available, the contractor shall contact the COR or designee. The contractor shall not unload any product prior to inspection by the AVI unless directed to do so by the COR or designee. If the carrier's vehicle is sealed, the contractor shall not break the seal without AVI approval. Any deliveries with temperature control concerns must be cleared by the AVIs prior to off-loading.

2. 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.

3. 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.

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

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.

5. 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.)

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

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

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

3. The contractor shall weigh 10 randomly selected cases from each variable weight lot of 51 or more cases. If the allowable variance is exceeded, the contractor shall annotate the case net weights all cases on the non-negotiable warehouse receipt.

Completion is not necessary for variable weight lots of 50 cases or less; however, the contractor shall annotate the net weight of each case on the non-negotiable warehouse receipt.

4. Record all discrepancies (shortages, overages, damages, etc.) and submit this documentation to DLA Troop Support and a copy to DLA Distribution COR no later than 15 minutes following day of receipt via phone or email.

5. Submit one copy of the warehouse receipt, within four hours receipt of product receipt, which includes:

(a) Contractor number, Item Code number, case count, 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.

(d) Daily subtotal by net weight

(e) Comodity/Nomenclature

6. The contractor shall immediately contact the COR/COTR for instructions when a product listed on the delivery Manifest cannot be located or is found damaged at the time of receipt. The COR may arrange for the substitution of another item. The contractor shall correct the delivery Manifest to show all W/R's and substitutions by annotating the quantity, weight, cube, and date. Corrections shall be made by lining out the incorrect information and inserting the correct information immediately above the deleted entries. Lined out information shall not be blotted or defaced, but should allow visual recognition of the transaction process. The contractor shall circle the corrected quantity and weight on his copy of delivery Manifest, and clearly transfer the information to the remaining copies of the delivery Manifest.

J. The contractor shall refer damaged product to the AVI for instructions and annotate the freight bill indicating the number of product/cases damaged. The AVI will determine whether the product should be accepted and received or rejected to the carrier/supplier. Products found with latent defects after receipt will be returned to the supplier/carrier or their agent for rework or replacement. When a reworked product is returned and accepted as conforming, it will be placed in the original lot, and a corrected warehouse receipt will be prepared and processed.

K. Government regulations require pork, beef, and fowl vendors to ship their products in variable weight range groups. The vendor's manifest will indicate the number of cases in each weight category. The contractor shall verify receiving information against the vendor's manifest, annotate any discrepancies, and request the carrier's representative to sign the non-negotiable warehouse receipt acknowledging the discrepancies.

L. The contractor is not required to rework nonconforming products. However, if the contractor decides to correct any non-conformances, authorization must be given by the KO or designee prior to rework. The reworking must be completed and the product reoffered to the COR within 24 hours of original receipt.

TEMPORARY 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. The contractor shall preserve all commodities from moisture and odor. No commodity shall be permitted to come in contact with anything from which it might absorb moisture or foreign odors detrimental to the product. Wood pallets, and as necessary, slip sheets, shall be used under stacks to prevent absorption of moisture from concrete floors.

B. Each lot shall be stacked and separated from other lots by distinct breaks. Sufficient space is required to permit accessibility for operational provision inspection and verification. Main aisles will be maintained for commodity removal.

C. The contractor shall place all product not shipped into a sanitarily approved holding/storage area maintained at the temperature range appropriate for that product IAW with PWS sections 4.1 through 4.3. The Contractor shall maintain a permanent record of temperature 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 records shall be kept starting the receipt of the first shipment and maintained on file for six months after the last shipment is outbound.

D. Army Veterinary Inspector’s (AVI) may conduct a random sampling of products in temporary storage to ensure wholesomeness.

1. When requested by the AVI, the Contractor shall remove sample operational provisions 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.

E. The Contractor may be required to place an entire lot(s) of product on hold at the direction of AVI, the COR or DLA Troop Support. Product placed on hold shall be stored in a separate location. Product placed on hold shall not be shipped without prior authorization and/or release. Hold and releases from hold will be directed by the AVI, the COR or DLA Troop Support. Damaged product shall also be maintained at the temperature range appropriate for the product until provided disposition instructions by the COR/COTR. Damaged product shall be segregated from non-damaged product and shall be given a separate lot number.

F. In the event that a product is found to be unfit for use or condemned by the AVIs, the Contractor shall:

1. Contact the DLA Troop Support Prime Food vendor about the product that has been determined unfit for use or condemned by the AVIs to pick the product back up.

2. If the prime food vendor cannot pick the product up in a reasonable amount of time the contractor shall have the product disposed in accordance with local regulations.

G. The product disposal shall be witnessed by AVI personnel or COR; 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.

H. In the event that a product is found to be unfit for use or condemned by the Army Veterinary Inspectors during temporary storage, the contractor shall contact the DLA Troop Support prime Food vendors and schedule a date for them to pick up the product within a reasonable amount of time for the product class. If the DLA troop

Support Prime Food vendor cannot pick up the product in a reasonable amount of time or chooses not to pick up the product. It shall become the responsibility of the Contractor to dispose of the produce IAW local, city, county, state and EPA regulations. The requirement for the Contractor to dispose of expired operational provisions has occurred historically on an infrequent basis annually and it has been small quantities.

PACKAGING AND STAGING

A. The contractor shall sort, count, stage, and palletize all loads within the temperature controlled areas.

B. Tri walls, liners, pallets and ice packs being used in the packaging process need to all be…