ECEM PWS Draft 09.16.pdf

DRAFT

SP3300-22-R-5002

ECEM PWS

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 11

MISSION ESSENTIAL CONTRACTOR SERVICES 12

CONTRACTOR INSURANCE AND LIABILITY 13

TRANSITION 14

GENERAL DEFINITIONS, ACRONYMS, AND APPLICABLE REGULATIONS

GENERAL DEFINITIONS AND ACRONYMS 14

APPLICABLE DOCUMENTS/REGULATIONS 17

CONTRACTOR-PROVIDED EQUIPMENT, MATERIALS AND SERVICES 18

ACCESS: 18

FACILITY: 18

MATERIAL HANDLING EQUIPMENT (MHE): 19

EXITS: 19

SUPPORT PRODUCTS AND MATERIALS 19

WET ICE/DRY ICE 19

SPECIFIC TASKS 19

QUALITY CONTROL PLAN (QCP) 19

RECEIVING 20

TEMPORARY STORAGE 24

PACKAGING AND STAGING 26

SHIPPING 28

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REPORTS AND DELIVERABLES 29

DIRECTIVES, PUBLICATIONS, INSTRUCTIONS AND FORMS 30

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.

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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.

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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.

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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 the Occupational Safety and Health Administration’s (OSHA) requirements. 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 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. Each walking-working surface to include those areas serviced by MHE traffic or used to store or handle Government products shall be capable of supporting the maximum intended load for that surface in accordance with 29 CRF Part 1910.22 (b) If this requirement is inapplicable to the contractors designated physical location the Contractor needs to provide notification to the Government.

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SECURITY

A. The Contractor shall ensure the physical security of all Government property, accountable stock, and that any information provided under this contract is secured and protected against theft, sabotage, or other acts constituting illegal destruction. The Contractor and its personnel shall comply with all DoD and DLA regulatory guidance, including but not limited to:

DLAM 5200.08 (Volumes 1-2) Physical Security Manual DLAI 5105 Reporting of Criminal Incidents DLAI 5200.01 Information Security Program DLAI 5205.02 Operations Security (OPSEC) Program DLAI 5200.08, Volume 1, Physical Security and Volume 2, Crime Prevention DoDM 5200.1 (Volumes 1-4) Information Security Program DoDM 5200.02 Procedures for the DoD Personnel Security Program DoD 5200.02 DoD Personnel Security Program DoD 5200.08-R Physical Security Program DoD 5205.02-M DoD Operational Security (OPSEC) Program Manual DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) DoD 5220.22-R Industrial Security Regulation DoD 5220.22-S, COMSEC Supplemental to Industrial Security Manual for Safeguarding

Classified Information DoD 2000.12 DoD Antiterrorism Program DoDI O 2000.16 Volumes 1&2, DoD Antiterrorism (AT) Program Implementation DoDM 5100.76 Physical Security of Sensitive Conventional Arms, Ammunition, and

Explosives (AA&E) DoDI 5240.6 Counterintelligence (CI) Awareness and Briefing Program

B. 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 inspections and background checks. Contractor personnel and property shall be subject to search and seizure upon entering, while on, and upon leaving the DoD locations pursuant to regulatory guidance.

C. All 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, adversely affect health, morale, welfare, or good order and discipline on the installation, or is inconsistent with the best interests of national security. IAW USC Title 18, Crimes and Criminal Procedure, Part I, Crimes, Chapter 67, Military and Navy, Section 1382, the Installation Commander has the authority to bar individuals from the host installation.

D. In the event of a strike by Contractor personnel, the Contractor shall be responsible for the cost of any increased security as determined necessary by the Installation or DLA Site Commander/Director. Additionally, the Contractor shall be responsible to continue performance of the contract requirements at no additional cost to the Government.

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E. The Contractor shall report any security violations to the KO or designee within one (1) hour of discovery. A security violation is any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information; to include a loss or gain of classified material.

F. The Contractor shall report immediately to the KO or designee any suspected, alleged, or actual criminal incidents IAW DLAI 5105 Reporting of Criminal Incidents.

PERSONNEL CLEARANCE

A. The Homeland Security Presidential Directive 12 (HSPD-12) dated 27 August 2004 has established criteria for Contractors who require a Common Access Card (CAC) for either physical access to an installation or access to Government information technology (IT) systems. The Government requires Personnel Security Investigations (PSI) to establish that applicants or incumbents either employed by the Government or working for the Government under contract are suitable for the job and are eligible for a public trust or sensitive position. Upon favorable review and initiation of the PSI, Contractor personnel may be granted temporary access pending final adjudication of the PSI (see Contractor Investigative Requirements in the Technical Library). The required investigation for contractors in a position of trust requiring IT III access is a T1 or equivalent. A T1 is the investigation completed on an individual when the person begins employment under a federal contract. It is not a security clearance. The T1 for the IT III access addresses the past five years of an employee’s life. If the employee is placed in a position with a higher level of trust, a different level of investigation will apply. The Contractor shall follow the following procedures for obtaining a T1:

1. Each Contractor employee shall complete a SF 85, Questionnaire for Non-Sensitive

Positions, using the Electronic Questionnaire for National Security Positions (e-QIP) located on the Office of Personnel Management (OPM) website, http://www.opm.gov/e-qip/.

2. The Contractor shall require electronic fingerprinting, if available, or provide two fingerprint cards (FBI Form FD 258) to the KO or designee who will forward them to the DLA Intelligence New Cumberland Security Office.

3. The SF 85 and fingerprint cards are submitted with the DLA Form 1728 annotating the appropriate designation and a DD Form 2875 (see paragraph C-1.4.9, Information System Security).

B. A Contractor Investigative Request (CIR) form annotating the appropriate designation shall be submitted for each contract employee. The Contractor shall possess the required Facility Clearance necessary for accessing classified information or material. The Contractor shall possess a Facility Clearance to process its employees for Personnel Security Clearances.

Further information for obtaining a Facility Clearance is available at the Defense Security Service website https://www.dss.mil/ma/ctp/io/fcb/.

C. The Site Manager, Alternate Site Manager and any Contractor employees identified to ensure an adequate number of personnel who will have access to or handle classified information or material to perform the requirements IAW the DLA Distribution SOPs shall have the appropriate security clearances (secret or higher) as required by the DoD 5220.22-

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R Industrial Security Regulation, Chapter 2, Clearance Procedures, paragraph C2.3.2, Security Clearances for Personnel; and DoD 5220.22-M NISPOM, Chapter 2, Security Clearances, prior to full performance of contract requirements. New Contractor personnel shall obtain the appropriate security clearances prior to accessing/handling classified information or material. In addition to the Personnel Security Clearances for access to classified information or material, the Contractor shall possess the appropriate Facility Clearance and required to provide appropriate background investigation for all personnel requiring access to classified information or material. Further information about obtaining a Facility Clearance is available at the Defense Security Service website (https://www.dss.mil/ma/ctp/io/fcb/). The Contractor shall possess a Facility Clearance to process its employees for Personnel Security Clearances.

D. All Contractor employees issued a security clearance under this contract shall complete an SF 312, Nondisclosure Agreement and DLA Form 1834 DLA Security Brief/Debrief Certificate and receive a briefing from the KO or designee or the Contractor’s Facilities Security Officer (FSO) or Security Specialist prior to starting work on the contract and/or handling classified information or material. The Contractor shall direct any employee having a security clearance who ends employment with the Contractor to the KO or designee or the Contractor’s FSO to receive a debriefing and sign the DLA Form 1834. The Contractor shall provide a copy of all briefings and/or debriefings to the KO or designee.

E. All Contractor personnel authorized unescorted access to Arms, Ammunition and Explosives

(AA&E), to include operating a vehicle transporting Category I and II AA&E, shall be subject to the applicable investigation stated in DoDM 5100.76 Physical Security of Sensitive Conventional Arms, Ammunition and Explosives (AA&E), Enclosure 3, paragraph 8.

F. Not later than 15 calendar days prior to contract full performance start date, the Contractor shall provide the KO or designee access rosters of all personnel, with the appropriate security clearances, requiring access to restricted or controlled access areas. The roster shall include each employee’s full name, identification card number (if assigned), branch or section (if applicable), and security clearance (level of clearance and last investigation date, if applicable). The Contractor shall update the roster and provide to the KO or designee NLT five (5) workings days prior to the date of required access. The Contractor shall make all modifications to the rosters and provide an update to the KO or designee within 12 hours for employees whose employment has been terminated and for employees who no longer require access to restricted or controlled access areas.

CONTACT OF A SUSPICIOUS NATURE

A. 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:

1. 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.

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

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

4. 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.

B. Additionally, Contractor personnel who have information about activities pertaining to espionage, terrorism, unauthorized technology transfer, sabotage, sedition, subversion, spying, treason, unauthorized release of classified or unclassified controlled information, or unauthorized intrusions into automated information systems shall report that information within one (1) hour to the KO or designee for action.

SAFEGUARDING INFORMATION

A. The Contractor shall not allow access or disclosure of classified information regarding the operations of the Distribution Center to any Government agency, non-Government agency, or individual unless specifically authorized by the KO or designee. The Contractor shall provide documents and files to the KO or designee within one hour of receipt of the authorized request. 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.

B. 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.

C. Disclosure of information regarding operations and services of the Distribution

Center 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 Center’s operation.

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D. The Contractor shall report any security deviation or Practices Dangerous to Security (PDS), to include Communications Security (COMSEC), Operations Security (OPSEC), Information Security (INFOSEC), etc., to the KO or designee within one (1) hour of discovery. PDS have the potential to jeopardize the security of sensitive information and material if allowed to perpetuate. Examples include, but are not limited to, any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information; to include a loss or gain of classified material; failing to properly dispose of sensitive documents; leaving doors unsecured; and allowing unauthorized access to Security Areas such as pilferable and hazardous storage. These practices, when identified, shall be reported immediately to the KO or designee and the Contractor shall take the appropriate action that includes, but is not limited to, making changes or providing training to ensure the security of sensitive information and material.

DOD COMMON ACCESS CARD (CAC)/ACCESS IDENTIFICATION BADGE (ID

BADGE)

A. Every Contractor employee shall obtain and possess a DoD Common Access Card (CAC) and/or an Access ID Badge, as required by HSPD-12 and DoD Manual 5200.08, Vol. 3.

Upon favorable review and initiation of the PSI to establish the suitability of an employee for the job and the approval for temporary Information Technology (IT) access pending final adjudication of the PSI, the Contractor shall submit to the KO or designee a request for the DoD CAC, IAW TE 1.2, CAC Procedures. The Contractor shall complete CDRL A0XX.

B. The Contractor shall safeguard all CAC and/or ID Badges. Contractor employees shall not share CAC and/or ID Badges. Each Contractor employee shall wear the ID Card(s) conspicuously on his or her outer clothing above the waist at all times while working on the installation. Personnel may be challenged and removed from the work area or denied access to the host installation if the CAC and/or ID Card(s) are not worn. The Contractor shall not display or use any badge as a means of personal identification outside the installation.

C. In the event that a Contractor employee damages or losses his or her CAC and/or ID Card, the Contractor shall report the damaged CAC and/or ID Badge within two (2) working hours after discovery to the KO or designee. The Contractor shall arrange for a replacement CAC and/or ID Card. The Contractor shall return all Government provided CAC and/or ID Card(s) to the Government IAW TE 1.2 Common Access Card (CAC) Procedures. Contractor personnel failing to return their Government CAC and/or ID Card are subject to criminal charges under United States Code (USC) Title 18, Chapter 1, Section 499 and 701.

Additionally, to remedy a shortfall in Audit Requirements when Contractor employees resign or are terminated, the Contractor shall immediately notify the KO or designee that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC. This will facilitate the KO or designee disabling any AMPS Roles within 24 hours of departure from the position (see TE 1.2, CAC Procedures, which are IAW eSOP, Information System (IS) Offboarding and Transfer Process for Supervisors and Contracting Officer Representatives (CORs)).

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D. The KO or designee will provide and maintain electronic key cards for the security access system. The electronic key card allows access to specific controlled areas of the facilities.

The KO or designee will approve and provide the electronic key cards to the Contractor for access to the facilities.

DEFENSE BIOMETRIC IDENTIFICATION SYSTEM (DBIDS)

A. The preferred base access method for subcontractors, vendors and suppliers that do not require a CAC card, is the Defense Biometric Identification System (DBIDS) credential or pass. DBIDS is an electronic database system that Embarkation Points use to control access to the base. DBIDS increases installation security and communications by receiving frequent database updates on changes to personnel/credential status, law enforcement warrants, lost/stolen cards, and force protection conditions. The system provides a continuous vetting anytime the DBIDS credential or pass is scanned at an installation entry point. The following is required to obtain a DBIDS credential or pass:

1. Present a letter or official document from Government sponsoring organization that provides the purpose for your access.

2. Present valid identification, such as a passport or Real ID Act-compliant state driver’s license.

3. Present a completed copy of the SECNAV 5512/1 form to obtain background check.

4. Upon completion of the background check, the NBG VCC representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments.

B. The Contractor shall communicate the DBIDS requirements with their subcontractors, vendors and suppliers. The Contractor shall coordinate with the KO or designee to receive a letter or official document for purpose of access. The Contractor shall ensure subcontractors, vendors and suppliers have a valid identification. The Contractor shall ensure subcontractors, vendors and suppliers properly complete a SECNAV 5512/1 form.

The Contractor shall validate all DBIDS credential or pass requirements and submit to the Visitor Control Center(s) (VCC) for enrollment processing. There is no cost to DBIDS credential. The Government will not reimburse subcontractors, vendors and suppliers for time incurred waiting at VCC(s).

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 Management Program). The Contractors IPM Plan shall address:

1. Facility Maintenance / Physical Pest Exclusion

2. Sanitation

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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

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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.

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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.

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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.

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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

ECEM PWS

Temperature: All temperatures are expressed in degrees F.

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

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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. The facility should be a minimum of 40,000 sq. ft. of storage area. The contractor can utilize the vertical storage within the facility for its own purposes, however the contractor shall have the below floor space available during export-mission cross-docking operations. In the event of unforeseen delays the contractor may have to store, DLA owned provisions until alternative distribution options are identified. DLA owned provisions held in storage must be kept in a segregated manner and not co-mingled on the rack with contractor owned material.

The storage area 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 28,000 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.

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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.

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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 contractor’s 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.

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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.