SPE4A520R0150 Section C Statement of Work.pdf

Source Selection Information – See FAR 2.101 and 3.104

SECTION C – REQUIREMENTS

Statement of Work

Federal Stock Group 53 (FSG 53), Hardware and Abrasives

In Support of All U.S. Military, Foreign Military, and Non-Military Customers

Table of Contents

1.0 SCOPE, CONTRACT DETAILS & RESPONSIBILITIES

1.1 Scope

1.2 Contract Type, Term, & Administration

2.0 TRANSITION PERIOD & OPERATIONAL CAPABILITY

2.1 Transition Period

2.2 Transition Period Order Fulfillment

2.3 Contractor Transition Plan

2.4 Data Provided to Contractor

2.5 Transition Period Reporting by Contractor

2.6 Transition Period Gap Analysis

2.7 Transition Period Meetings

2.8 System Interface & Integration

3.0 CONTRACT ORDERING

3.1 Ordering Contract Numbers

3.2 Payment Office

3.3 Freight on Board (FOB), Inspection/Acceptance (I/A), and Place of Inspection (PIC)

3.4 Shipping Addresses

3.5 Partial Quantity Deliveries

3.6 Cancellations

3.7 Inventory and Warehouse Management

4.0 ADDITION OF ITEMS AND SERVICES

4.1 Addition of Items

5.0 DELETION OF ITEMS

5.1 DLA Deletion of Items

5.2 Contractor Deletion of Items

6.0 NSN MIGRATION ACROSS BASKETS

7.0 PERFORMANCE METRICS

7.1 Performance Periods

7.2 Core Basket Performance Metrics

7.3 Extended and Alternative Basket Performance Metric

7.4 Application of Metrics

7.5 Measuring Performance and Metric Reconciliation

7.6 Disincentive Payment Process

7.7 Delivery Order Cancellations

7.8 Requisition Cancellations

7.9 Metric Challenge Process

8.0 SMALL BUSINESS SUBCONTRACTING

8.1 Application of Small Business Subcontracting Metric

8.2 Small Business Metric Documentation

8.3 Small Business Participation Incentives

9.0 BUYBACK PLAN

9.1 Buyback Volume

9.2 Buyback Ordering

9.3 Buyback Unit Price

10.0 CONTRACTOR RESPONSIBILITIES

10.1 Supply Chain Management

10.2 Program Management

10.3 Technical Requirements

10.4 Packaging and Marking Requirements

10.5 Surge and Sustainment

11.0 DLA RESPONSIBILITIES

11.1 Government Representative(s) for Program Management

11.2 Periodic Reporting Requirements

11.3 Contract Change Responsibilities

11.4 Technical Data Requirements

12.0 CONTRACT CLOSEOUT AND EXIT

12.1 Contract Closeout Team and Exit Plan

12.2 Contract Exit

1.0 SCOPE, CONTRACT DETAILS & RESPONSIBILITIES

1.1 Scope

This Statement of Work (SOW) defines the scope of effort to provide performance-based material support for Federal Stock Group 53 (FSG 53), Hardware and Abrasives. The Contractor shall provide supplies and perform associated supply chain management functions in support of all Defense Logistics Agency (DLA) worldwide customers including Foreign Military Sales (FMS). The target population consists of National Stock Numbers (NSNs) or “items” that are segmented into the population categories (or “baskets”) listed below. Lists for each basket are included at Appendix A.

1.1.1 Core Customer Direct (CD) and Military Retail Stock Replenishment

Order management under Time Definite Delivery (TDD) shipment requirements where Contractor shall prepare delivery orders for shipment to DLA customers within one to three days after receipt of order (ARO), the Contract Delivery Date (CDD). Contractor shall use Vendor Shipment Module (VSM (Section 2.8.3)) for shipment processing. CD orders will be delivered directly to DLA customers and Military Retail Stock Replenishment orders will be delivered to the DLA Retail Stock Depot(s) to support demands at the retails sites. The CD requirement for TDD standards is based on DLAD 11.402-90, Time Definite Delivery (TDD) standards. The Contractor shall perform multiple supply chain management functions necessary to ensure the items are delivered directly to the customer in accordance with the metrics identified in Section 7.0 of this SOW. Such supply chain functions include, but are not limited to, material forecasting, acquisition, storage, packaging, and readying the material for shipment through VSM, warehousing, planning, forecasting, and delivery order shipment preparation responsibilities for these NSNs.

1.1.2 Extended DLA Direct (DD) shipment to DLA stock locations with Production Lead Times (PLT). See Appendix B. The Contractor shall use VSM for shipment processing to DD locations specified on each delivery order within the PLT for each item. DLA will retain warehousing, planning, forecasting, and distribution responsibility for these items.

1.1.3 Alternative CD with PLT. See Appendix B. The Contractor shall use VSM for shipment processing to CD locations specified on each delivery order within the PLT for each item.

1.2 Contract Type, Term, & Administration

The resultant contract between DLA (or “Government”) and the Contractor shall be an Indefinite Delivery Indefinite Quantity Commercial Fixed Price Contract with Economic Price Adjustments.

The contract has a potential nine and one-half (9 ½) year duration. The contract will have a 180-calendar day (or six month) Transition Period, a base period of three years with two three-year option periods, to be exercised at the discretion of the Government. The base period of three years will begin upon the conclusion of the Transition Period. Notice of intent to exercise the option shall be furnished to the Contractor in writing within twelve (12) months of contract expiration of the base period. The preliminary notice does not commit the Government to an extension.

DLA Aviation, located in Richmond, VA, will maintain administration of the basic contract and will be responsible for contract performance measurement.

2.0 TRANSITION PERIOD & OPERATIONAL CAPABILITY

2.1 Transition Period

A 180-calendar day Transition Period, also referred to as Transition Period, is required.

During the Transition Period, the Contractor shall take actions detailed in its Contractor Transition Plan (Section 2.3) to assure satisfactory performance beginning on the contract start date.

The Contractor will conduct a kickoff meeting at DLA Aviation, Richmond within the first 30 calendar days of the Transition Period to discuss the gap analysis (Section 2.3(c)) and detail the proposed Transition Plan, including key milestones and timelines for completing Transition Plan deliverables.

In the event the Contractor cannot become fully operational within the Transition Period, the contract will be subject to termination for convenience at no cost to the Government, in accordance with FAR clause 52.249-2, Termination for Convenience of the Government (Fixed Prices).

2.2 Transition Period Order Fulfillment

At the beginning of the Transition Period, the Contractor shall be ready to support Core, Extended, and Alternate item orders from DLA. These orders will not be subject to performance metric disincentives until the end of the Transition Period.

In the event delivery order(s) placed during the Transition Period were not filled at the start of the three-year base period, performance metrics outlined in Section 7.0 will apply.

2.3 Contractor Transition Plan

The Contractor shall immediately implement its Contractor Transition Plan upon award.

The Contract Transition Plan shall detail milestones that include, but are not limited to:

a. Implement a Supplier Management Plan to address ramp up time and pathway to meet contract performance requirements at the conclusion of the Transition Period.

b. Hold an Industry Day to maximize small business participation in this acquisition.

c. Develop adequate stock of items to fully support these items at the conclusion of the transition.

d. Conduct and verify a gap analysis and identify any long lead time items that could potentially become unsupportable during the transition (creating a gap in coverage) and coordinate actions with DLA to ensure material is available (Section 2.6).

e. Submit Transition Period-specific reporting each week including, but not limited to the reporting listed in Section 2.5.

f. Support Transition Period meetings with DLA (Section 2.7).

g. Demonstrate ability to integrate and interface with IT systems, including EDI and

VSM (Section 2.8).

2.4 Data Provided to Contractor

The Contractor shall be provided with the following reports on a weekly basis for the Core NSN population and on a monthly basis for the Extended and Alternative NSN population for import into Contractor system:

a. Demand history to be used for demand planning

b. On hand inventory levels

c. Material movement between DLA stock locations

d. On order/due in positions

2.5 Transition Period Reporting by Contractor

The Contractor shall submit weekly written status reports to update the DLA Contracting Officer detailing their progression toward the implementation milestones. This includes, but is not limited to, personnel hired for specific tasks and in place, material(s) acquired, progress on supplier agreements, initial forecasting / demand planning / gap analysis reports, warehousing locations to support the contract, security access, etc.

The reporting requirements for the Transition Period are in addition to the reporting requirements outlined in Section 10.0.

2.6 Transition Period Gap Analysis

Within the first 30 calendar days of receipt of the contract, the Contractor will have conducted a gap analysis and identified any long lead time items that could potentially become unsupportable during the Transition Period and/or the three-year base year creating a gap in coverage and coordinate actions with the Government to ensure availability.

2.7 Transition Period Meetings

During the Transition Period, the Contractor shall meet with DLA on a weekly basis, or as mutually agreed upon, to ensure progress within the Contractor’s Transition Plan milestones are being accomplished. Meetings can be in person or via teleconference to assess whether the Contractor is on track to complete Transition Period activities by the end of the Transition Period.

2.8 System Interface & Integration

During the Transition Period, the Contractor shall complete the following system interface and integration activities and become operational in the IT systems outlined below.

a. Complete all testing to facilitate receipt of EDI transactions

b. Interface with DLA data via e-mail flat-file sharing

c. Import from DLA the demand history via e-mail and/or DoD SAFE to be used for demand planning

d. Import from DLA on-hand inventory levels

e. Import from DLA on-order/due in positions

f. Confirm Contractor's order pack date is a trackable and reportable data field with the flexibility to be included into EDI transmissions.

2.8.1 EDI Electronic Data Interchange (EDI) is the exchange of routine business transactions in a computer-processible format, covering such traditional applications as inquiries, planning, purchasing, acknowledgements, pricing, order status, scheduling, test results, shipping and receiving, invoices, payments and financial reporting. Additional standards cover interchange of data relating to security, administrative data, trading partner information, specifications, contracts, production data, and distribution and sales activities.

The American National Standards Institute (ANSI) X12 Standard will be utilized for formatting the EDI transactions. Information regarding EDI, ANSI X12 transactions, and Defense Automated Addressing System (DAAS) approved Value Added Networks (VANs) can be obtained from the DAAS website at https://www.transactionservices.dla.mil/daashome/edi.asp. Value Added Networks (VANs) are private network providers that facilitate EDI services.

EDI Transactions

a. EDI 850 Delivery Order (DO)

b. EDI 856 Shipment Notice/Manifest Transaction Set

c. EDI 997 Functional Acknowledgement

As the data sharing and communication processes are further defined during contract implementation, the EDI transactions required as listed above may be modified or supplemented through mutual agreement of the parties via bilateral contract modification. Subject to mutual agreement, the Contractor shall use (or upgrade to) the latest EDI transactions as they become available.

2.8.2 DIBBS In addition to EDI submission, delivery orders will be available through the DLA Bid Board System (DIBBS) website at https://www.dibbs.bsm.dla.mil. The Contractor may set up a DIBBS account in order to receive email notification of orders.

2.8.3 VSM Vendor Shipment Module (VSM) is a DLA, web-based system that integrates shipments into the Defense Transportation System (DTS). The Contractor shall utilize VSM to process all delivery orders. The Contractor shall create a VSM profile. To create a profile, contact the DLA Distribution (Code: TOT (1-800-456-5507)) which will assign a unique User Name and Password to access the website at https://vsm.distribution.dla.mil/net. The Military Shipping Label (MSL) and carrier information/shipping instructions should be available in VSM within 24 hours of initial shipment registry. The carriers chosen by the Government will be responsible for shipping from the consolidated container point (CCP), port of embarkation (POE) or Freight Forwarder point to the OCONUS customer destination.

2.8.4 ELLIS Enterprise Linked Logistics Information Source (ELLIS) is an online, active and dynamic data gathering system that reports real time performance and is planned to be utilized to track deliveries and performance reporting. ELLIS has the functionality to utilize VSM data, and EDI 850 and EDI 856 transactions from DLA and the Contractor for accurate delivery and performance tracking within the system. DLA shall provide the Contractor with ELLIS implementation and training information during the Transition Period.

2.8.5 iRAPT Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT), formerly Wide Area Workflow (WAWF), is a secure web-based system for electronic invoicing, receipt and acceptance. Access https://wawf.eb.mil/ for additional information on getting setup in iRAPT/WAWF. Additionally, the Contractor shall have an account in the Systems for Award Management (SAM) at https://www.sam.gov in order to register in WAWF at https://wawf.eb.mil/.

3.0 CONTRACT ORDERING

DLA will submit DOs to the Contractor via EDI Transaction 850. Ordering will begin on the first day of the Transition Period.

The obligations of the parties and terms and conditions will remain in effect for any order that remains open after the expiration date of the final ordering period of the contract.

All DLA major subordinate commands (MSCs) listed below will issue and administer order for contract NSNs listed in Appendix A:

a. DLA Aviation, Richmond, VA

b. DLA Troop Support, Philadelphia, PA

c. DLA Land and Maritime, Columbus, OH

Ordering authority for any additional DLA or Military Service may be added by bilateral modification to the basic contract.

3.1 Ordering Contract Numbers

Ordering contract numbers will be established under the resultant basic contract number to accommodate contract NSNs for the purpose of ordering. There will be multiple ordering contract numbers assigned to each of the three baskets and will be provided to the Contractor at time of award. During the course of the contract, new ordering contract numbers may need to be established and will be coordinated with the Contractor and implemented via bilateral modification to the contract.

3.2 Payment Office

The payment office set forth in Block 12, Page 1 of the contract is applicable to all individual delivery orders.

3.3 Freight on Board (FOB), Inspection/Acceptance (I/A), and Place of

Inspection (PIC) https://wawf.eb.mil/

a. FOB: Origin (see FAR Clause 52.247-30, F.O.B. Origin, Contractor’s Facility)

b. I/A: Destination or Origin; designation on Quality Matrix, Appendix C.

c. PIC: Same as Block 7, Page 1 of delivery orders

3.4 Shipping Addresses

The Contractor shall utilize DLA’s VSM (Section 2.8.3) for all DO’s in order to obtain current shipping addresses.

3.5 Partial Quantity Deliveries

The Contractor is authorized to deliver partial quantity shipments and/or early shipments provided there is no additional cost to the Government. However, unless the Contractor is specifically directed otherwise, the partial shipments must be shipped against the delivery order with the earliest delivery date. This statement does not apply to Government-requested expedites where an additional fee may apply. Partial fulfillment of a requisition is considered incomplete for performance metric purposes.

3.6 Cancellations

Delivery order cancellations shall be in accordance with subsection (l) of FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items.

3.7 Inventory and Warehouse Management

The Contractor shall have access to DLA inventory levels and delivery schedules to ensure the Contractor meets or exceeds the requirements of this contract.

The Government shall provide the following reports on a weekly basis for the Core NSN population and on a monthly basis for the Extended and Alternative NSN population for import into Contractor system:

a. Demand history to be used for demand planning

b. On hand inventory levels

4.0 ADDITION OF ITEMS AND SERVICES

As the partnership between DLA and the Contractor evolves and matures, DLA envisions a potential opportunity to add additional items within FSG 53 and services relating to the supportability of those items without seeking competition.

4.1 Addition of Items and/or Services

DLA or the Contractor may propose the addition of FSG 53 items and/or services to any basket. Addition of items and/or services shall be executed via bilateral modification.

New items proposed will initially be added to the Extended basket. Items may migrate to other baskets as outlined in Section 6.0.

5.0 DELETION OF ITEMS

5.1 DLA Deletion of Items

The Government may request deletion of items from the contract at any time due to changes in quality or technical requirements, changes in demand, or other situations where it is in the best interest of the Government to remove items from the contract.

When the Government deletes items from the Core basket, the buyback provisions outlined in Section 9.0 will apply to residual and committed inventory for these items.

Residual inventory is defined as inventory the Contractor has on the shelf at the time of the buyback in order to support the CD requirements of the Core basket. Committed inventory is defined as inventory that the Contractor has committed with suppliers for parts in direct support of the CD requirements of the Core basket. For committed inventory, the Contractor will provides reports of purchase orders that show part number(s), quantity, purchased, and expected date of delivery from suppliers.

The Contractor shall continue to accept orders for any deleted items until issuance of a bilateral modification that deletes them, or for any duration specified by that modification. Deletion of items under this provision is not subject to the Termination for Convenience provision of this contract, FAR Clause 52.212-4(1), and will not otherwise result in any liability by the Government to the Contractor.

5.2 Contractor Deletion of Items

The Contractor may request deletion of items from the contract at any time due to part obsolescence or part replacement. The Contractor will provide documentation supporting the deletion request. The Government will review the list of deletion candidates and supporting documentation. In approximately 30 days after its review and concurrence, if the Government agrees that an item should be deleted, the Government will issue a bilateral modification to remove the items from the contract. If there are open orders for the items being deleted, the Government will review and determine if orders should be retained or cancelled.

Items deleted from the contract at the Contractor’s request are not subject to the buyback provisions outlined in Section 9.0.

6.0 NSN MIGRATION ACROSS BASKETS

The scope of this contract provides for support for the FSG 53 items listed in Appendix A that are segmented into three baskets; Core, Extended and Alternative.

As demand and situational changes occur during the contract term, the migration of NSNs across baskets may be necessary for optimal support of DLA customers. NSN migration across baskets shall be negotiated between the Government and the Contractor and a bilateral modification will be issued.

Both DLA and the Contractor will be able to propose NSN basket changes on a quarterly basis. For example, the Contractor may request to move an NSN from the Extended basket to the Core basket as purchases increase and DLA may request to move an NSN from the Core basket to the Alternative basket based on demand and supportability changes.

7.0 PERFORMANCE METRICS

The Contractor shall support, and be responsible to fulfill, all demand from DLA worldwide customers, including foreign military sales (FMS) customers.

Contractor performance shall be measured on a quarterly (3-month) basis and reconciled on an annual (12-month) basis, referred to as the performance period.

7.1 Performance Periods

For administrative purposes, 12-month performance periods will be established for the 3-year base period and the two, 3-year option periods.

7.2 Core Basket Performance Metrics

Contractor performance for the Core basket shall be measured based on a combination of Customer Direct Availability (CDA) and lateness of delivery orders.

For the Core basket, a primary data element to measuring performance is the Contractor’s pack date, or the date that the Contractor has packed delivery order item(s) in a shipping box sealed for shipment.

7.2.1 CDA

CDA is the percentage result of comparing the date when the Contractor has a delivery order packed and ready (pack date) for VSM processing to the delivery order due date (Contract Delivery Date (CDD)). CDA will be measured quarterly. For CDA metric calculation, CDA will be measured on all orders with CDDs within the 12-month performance period.

The CDA performance metric score shall be maintained at a minimum of 95% and will be calculated as follows:

Total Orders Pass CDA Metric / Total Orders Due in Performance Period =

CDA %

Example: There were 9,500 orders due in a 3-month Performance Period. 8,900 were packed and shipped on time:

8,900 CDA pass orders / 9,500 total orders due = 93.6% CDA

When a delivery order's recorded pack date is on or before the CDD and the total quantity of the order is packed and ready for shipment, the order will receive a CDA "pass" rating. When an order's recorded pack date is past the CDD or the total quantity of the order is not ready for shipment, the order will receive a CDA "fail" rating. All orders with a CDD in the performance period will be measured with the exception of orders that are cancelled as outlined in Section 7.7, Delivery Order Cancellations.

7.2.2 Late Orders

Contractor performance shall also be measured on the lateness of delivery orders.

A delivery order is considered late if the Contractor's pack date is one or more days past the CDD of the delivery order.

7.2.3 CDA and Late Order Disincentives

Disincentives will apply if the required 95% CDA performance metric is not achieved and if there are late orders in the 12-month performance period.

Appendix D, CDA Disincentive Scenario Examples, includes two CDA scenarios;

CDA less than 95% and CDA greater than or equal to 95%.

Scenario 1: CDA less than 95%: If the Contractor's CDA performance metric score is less than 95%, the following hybrid disincentive structure, combining CDA and average days late, will be utilized to determine the disincentive amount due:

Overall % CDA Reached 0-4 days late 5-9 days late 10+ days late

94.00% < CDA < 95.00% 0.5% 0.5% 1.0%

93.00% < CDA ≤ 94.00% 1.0% 1.5% 2.0%

92.00% < CDA ≤ 93.00% 2.0% 2.5% 3.0%

91.00% < CDA ≤ 92.00% 3.0% 3.5% 4.0%

CDA ≤ 91% 4.0% 4.5% 5.0%

Appendix D Scenario 1 Example: For a 12-month performance period the total order spend was $2,530,934. During the performance period, the calculated CDA metric score was 89.33% and the average number of days that orders were late was 1.3 days.

Based on the disincentive structure outlined above (CDA < 91%), a disincentive of 4.0% or $101,237 (4% of $2,530,934) applied to the Contractor for the 12-month performance period.

Scenario 2: CDA greater than or equal to 95%: If the Contractor's CDA performance metric score is greater than or equal to 95%, the following disincentive structure, based on aggregate value of late orders, will be utilized to determine the disincentive amount due:

Aggregate value of late orders

3 - 5 days late or 3x late 1-2 days

6 - 8 days late or 4x late 1-2 days

9+ days late or 5x+ late 1-2 days

$0 - $249,999 $ 3,750 $ 5,000 $ 6,250 $250,000 - $499,999 $ 11,250 $ 15,000 $ 18,750 $500,000 - $999,999 $ 22,500 $ 30,000 $ 37,500 $1 million - $1,999,999 $ 45,000 $ 60,000 $ 75,000 ≥ $2 million $ 60,000 $ 80,000 $ 100,000

Appendix D Scenario 2 Example: During the 12-month performance period, the calculated CDA metric score was 95.11%, but the following order spend was recorded as late:

$3,120 of order spend was 3-5 days late $75,000 of order spend was 6-8 days late $126,498 of NIIN X order spend was 1-2 days late on 3 separate orders $83,782 of NIIN Y order spend was 1-2 days late on 4 separate orders

The aggregate value of late orders was calculated as follows:

$129,618 of order spend was 3-5 days late or 1-2 days late 3 times Disincentive: $3,750

$158,782 of order spend was 6-8 days late or 1-2 days late 4 times Disincentive: $5,000

$0 of order spend was 9+ days late or 1-2 days 5 or more times Disincentive: $0

Based on the disincentive structure outlined above, a total disincentive fee of $8,750 (sum of $3,750 and $5,000) applied to the vendor for the 12-month performance period.

7.3 Extended and Alternative Basket Performance Metric

Contractor performance for the Extended and Alternative basket shall be measured based on the On Time Delivery (OTD) rate of orders.

For Extended and Alternative baskets, a primary data element to measuring performance is the delivery date.

7.3.1 On Time Delivery (OTD)

Contractor performance of the Extended and Alternative basket shall be measured by On Time Delivery (OTD) with a 99% required performance metric. OTD will be measured quarterly. For OTD metric calculation, OTD will be measured on all orders with CDDs within the 12-month performance period. This metric calculates the percentage of delivery orders that were delivered on time.

When a delivery order's delivery date is on or before the scheduled delivery date and the total quantity of the order is packed and ready for shipment, the order will be considered on time. If the delivery order’s invoice receipt date is after the scheduled delivery date and/or the total quantity of the order is not packed and ready for shipment, the order will be considered late. The percentage of delivery orders that are on time divided by the total number of orders will determine the OTD percentage rate.

The OTD performance metric score shall be maintained at a minimum of 99% and will be calculated as follows:

Total Orders Met Scheduled Delivery Date / Total Orders Due in Performance Period = OTD%

Example: There were 9,500 orders due in a 3-month Performance Period. 8,900 were packed and shipped on time:

8,900 met scheduled delivery date / 9,500 total orders due = 93.6% OTD

7.3.2 Late Orders

Contractor performance shall also be measured on the lateness of delivery orders.

A delivery order is considered late if the Contractor's pack date is one or more days past the CDD of each delivery order.

7.3.3 OTD and Late Order Disincentives

Disincentives will apply if the required 99% OTD performance metric is not achieved and if there are late orders in the 12-month performance period for the Extended and/or Alternative baskets.

Appendix E, OTD Disincentive Scenario Example, includes an OTD scenario if OTD is less than 99% in one of the baskets.

Overall % OTD Reached 0-4 days late 5-9 days late 10+ days late

98.00% < OTD < 99.00% 0.5% 0.5% 1.0%

97.00% < OTD ≤ 98.00% 1.0% 1.5% 2.0%

96.00% < OTD ≤ 97.00% 2.0% 2.5% 3.0%

95.00% < OTD ≤ 96.00% 3.0% 3.5% 4.0%

OTD ≤ 95.00% 4.0% 4.5% 5.0%

Appendix E Example: For a 12-month performance period the total order spend was $456,877. During the performance period, the calculated OTD metric score was 93.75% and the average number of days that orders were late was 1.3 days.

Based on the disincentive structure outlined above (OTD < 95%), a disincentive of 4.0% or $18,275 (4% of $456,877) applied to the Contractor for the 12-month performance period.

7.4 Application of Metrics

Performance metrics will apply to all items in the Core and Extended baskets as outlined above. DLA will track Contractor performance upon contract award, however, during the 180-day Transition Period, disincentives will not be applied. Disincentives will become applicable for orders created on the first day of contract performance, after the 180-day Transition Period has ended.

7.5 Measuring Performance and Metric Reconciliation

Contractor performance and applicable disincentives will be measured and reported by DLA in 12-month performance periods utilizing DLA and Contractor data reflected in the ELLIS online portal and/or utilizing data reports generated by DLA and the Contractor.

Results will be shared with the Contractor via a Performance Period Report. The Contractor will have a challenge period to dispute initial performance scores, see Metric Challenge Process section below.

Performance Period Reports containing details of the performance metrics and any applied disincentives will be reconciled at the end of each contract year to determine monetary payments due. Annual reconciliation will be completed within 90 calendar days after contract year end, unless extended by mutual agreement. A bilateral modification will be issued to report the findings of the reconciliation and any monetary payments due. If DLA owes the Contractor, a delivery order will be issued to the Contractor, in accordance with a service-type contract line item number (CLIN), for the monetary amount mutually agreed upon in the bilateral modification. If the Contractor owes DLA, DLA will submit a Request for Reimbursement Letter to the Contractor for the monetary amount mutually agreed upon in the bilateral modification.

7.6 Disincentive Payment Process

For each performance period, a bilateral modification will be issued to show the final disincentives taken. If the contractor is required to make a payment to the Government, it will be done at the end of the 12-month period via the aforementioned bilateral modification and a Request for Reimbursement Letter will detail the amount due to the Government, the address where the payment is to be sent, the required due date, and any other pertinent information required for payment processing.

7.7 Delivery Order Cancellations

Any order that is due in the 12-month performance period of evaluation and is cancelled in the same period will not be evaluated for performance in that quarter. If an order was evaluated for performance in one performance period and the same order is cancelled in a future performance period, there will be no adjustments made in performance score or disincentive. Once a performance period is evaluated for performance and the amounts due are mutually agreed upon and reconciled, a bilateral modification will be issued.

Once the modification is executed, the performance period reported on the modification is closed.

7.8 Requisition Cancellations

Metric calculations assume all requisitions cancelled are cancelled due to non-availability of material and subsequent material workaround solutions. For cancellations of requisitions, the following applies:

If the cancellation occurs within the CDA and/or OTD metric timeframe, it is not counted towards the metric calculation - i.e. the customer/requisitioner cancelled the order too fast for the system to respond one way or the other.

If the cancellation occurs after the CDA and/or OTD metric timeframe, but a positive issue is made, it will count as a contract metric fill - i.e. the system responded as required.

If the cancellation occurs after the CDA and/or OTD metric timeframe, and a positive issue is not made, it is counted as a contract metric miss - i.e. it was cancelled due to material workaround solutions providing alternate sources of material.

7.9 Metric Challenge Process

A challenge period will be opened at the end of each performance period which will allow the contractor to take exception to the performance score either in ELLIS and/or in written response to the Performance Period Report. The Contracting Officer will provide the Performance Period Report within 45 days from the end of the performance period. If a delivery order that failed the metric is challenged, it is the Contractor’s responsibility to present information to the Contracting Officer so that a thorough review of the problem can occur. The contractor has 30 days from the date the report is received to provide the Contracting Officer with documentation to support the challenges. If a back and forth exchange of data or discussion are required, the period may be extended. No response from the contractor within these 30 days will be considered acceptance of the performance measurement for the quarter, and a bilateral modification will be issued.

The Contractor may request relief for the following events within the specified amount of time:

7.9.1 Severe Weather Events Hurricanes, floods, and other severe weather events that cause a significant delay or shut down of facilities shall be communicated to the Contracting Officer within 1 to 2 days of the event.

7.9.2 EDI Order Issues If the Contractor receives an order via EDI with a Contract Delivery Date in the past, the Contractor shall notify the Contracting Officer when the issue is realized. For Core basket CDA performance, these orders will be granted metric relief up to three days based on original CDD of the order and the Contractor has material ready to ship.

8.0 SMALL BUSINESS COMMITMENT METRIC

The Contractor is expected to and will commit to include small business performance under the contract by ensuring small businesses are awarded subcontracts for this contract.

The Contractor (unless the Contractor is a small business) shall submit a Small Business Subcontracting Plan in accordance with FAR 52.219-9. In addition, in order to ensure that the small business community continues to be utilized in support of FSG 53, a Small Business Commitment Metric will be established by the Government to evaluate the Contractor’s small business participation throughout contract performance. The Contractor shall ensure at least 25% of material spend is fulfilled by small businesses over the evaluated performance periods as outlined in Section 7.1.

To encourage the Contractor to improve small business participation, the Government shall award the Contractor an incentive fee for small business participation above and beyond the 25% metric. Small business commitment less than 25% will result in disincentives set in place by the Government. Small business incentives and disincentives are further discussed in Sections 8.3 and 8.4.

In Appendix F, the Government has detailed all small businesses utilized by DLA in the past, specific to each NSN. In addition, the Contractor is encouraged to utilize the Small Business Administration (SBA) subnet to post subcontracting opportunities related to this contract. The Contractor may also utilize the Dynamic Small Business Search database in System for Award Management (SAM) to search for small businesses across small business subcategories if the current small business source is unavailable.

8.1 Application of Small Business Commitment Metric

The Small Business Commitment Metric will apply to all items in the Core, Extended and Alternative baskets. DLA will track small business utilization during the Transition Period, however, incentives or disincentives will not be applied. Incentives or disincentive will become applicable for orders created on the first day of contract performance, after the Transition Period has ended.

8.2 Small Business Metric Documentation

The Contractor shall provide spend data documentation supporting their utilization of small business for each three-month performance period. Documentation is due no later than 15 days following the last day of the performance period. Documentation shall include spend data by delivery order and the type of small business utilized (i.e. women-owned, service-disabled veteran owned). An example of documentation shall be submitted with the proposal.

The Small Business Commitment Metric will be finalized in tandem with the Core, Extended, and Alternative basket performance metrics, 90 calendar days after the last day of each performance period.

8.3 Small Business Commitment Plan

The Contractor is required to submit a Small Business Commitment Plan with the proposal. The Small Business Commitment Plan shall address the Contractor’s strategy for meeting the 25% Small Business Commitment Metric and it shall include proposed incentive targets, via an incremental incentive scale, to achieve up to 60% small business participation (subject to discussions). The Small Business Commitment Plan shall also detail techniques the Contractor will utilize to assure small business participation throughout contract performance, e.g., industry days, notices in commercial publications, and similar efforts.

8.4 Small Business Incentive and Disincentive

As stated in Section 8.3, the Contractor shall propose an incremental incentive scale to achieve up to 60% small business participation. The incentive scale shall include incremental targets starting with 26.00% up through 60.00%. The incentive scale will be finalized through discussions with the offerors.

The Government has set forth the following incremental disincentive scale for small business participation that falls below 25%:

Small Business Spend % Disincentive %

25.00% < SB % ≤ 25.99% Metric – Neutral

24.00% < SB % ≤ 24.99% -0.2%

23.00% < SB % ≤ 23.99% -0.4%

22.00% < SB % ≤ 22.99% -0.6%

21.00% < SB % ≤ 21.99% -0.8%

20.00% < SB % ≤ 20.99% or less -1.0%

The disincentive will be applied to the total value of all orders issued during the 12-month performance period being measured. The disincentive may be recouped via reduction of existing or future orders, or through request for payment via other means.

9.0 BUYBACK PLAN

9.1 Buyback Volume

In the event of Government-initiated deletion of items or end of contract support, the Government will purchase residual and committed inventory up to 100% of the actual demand experienced in the six (6) months preceding buyback implementation. The Government retains the unilateral right to compute the actual demand figure for the buyback process, in accordance with the criteria stated above. The Government may purchase a higher quantity than what is contractually required depending on the circumstances for the individual item. Final buyback quantities will be mutually agreed upon between the Government and the Contractor.

9.2 Buyback Ordering

The Government will issue buyback orders to the Contractor within 90 days of the mutually agreed upon final buyback quantities. All buyback orders must be issued to the Contractor before the final expiration date of the contract.

9.3 Buyback Unit Price

Buyback orders will be issued with the item’s unit price in place at the time the buyback takes place.

10.0 CONTRACTOR RESPONSIBILITIES

The Contractor shall be responsible for supporting the target population’s three baskets of items.

The items in these three baskets are identified in Appendix A.

The Contractor shall utilize VSM to coordinate all shipments for all NSNs in the entire target population.

The Contractor shall ensure all NSNs meet the Government technical and specification requirements and comply with Contractor quality standards as outlined in Section 10.3.

The Contractor will not knowingly procure and supply counterfeit parts or materiel. The Contractor shall take the necessary actions to mitigate counterfeit occurrences. If counterfeit products or materiel are found, the supplier shall investigate and report incidents to the Government Industry Data Exchange Program (GIDEP) system at http://www.gidep.org. The Contractor shall provide similar guidance to sub-vendors and sub-suppliers to ensure supply chain integrity.

The following sections detail Contractor reporting requirements required for submission to the PCO based on the periodicity specified. All reports shall contain the minimum elements identified and be submitted in a Microsoft Excel format (for raw data) and Microsoft PowerPoint or Word (for charts pertaining to raw data), unless otherwise directed by the PCO.

Additional reporting elements may be required by the PCO throughout the contract term and shall be mutually agreed to with the Contractor via bilateral modification.

These reporting requirements are further detailed in the Contract Data Requirements Lists (CDRLs) provided. CDRLs, DD Form 1423, are used to delineate any requirement for data which must be provided by the contractor as deliverable items.

This can include, but is not limited to, Transition Period Status Report, etc. If a CDRL applies, it will be stated in the SOW or in the PID Text/Item Description as a QAP with CDRL in the description. CDRL documents are included with the solicitation or posted to cFolders (https://pcf1.bsm.dla.mil/cfolders/).

10.1 Supply Chain Management

The Contractor shall employ strategies to manage both every day and exceptional risks along the supply chain to reduce vulnerabilities, eliminate counterfeit consumables, and ensure continuity to fulfill contractual metric requirements as outlined in this contract.

The Contractor shall perform comprehensive supply chain management of FSG 53 NSNs to include but not limited to the following:

Supply Chain Management Functions Core Extended Alternative

Procurement & Purchasing X X X

Order Processing & Fulfillment X X X

Quality Control X X X

Obsolescence Management X X X

Data Management & Data Delivery X X X

Packaging, Transportation Coordination & Shipment

X X X

Customer Support Services X X X

Counterfeit Control X X X

Material Returns X X X

Warehousing X

Planning & Forecasting X

Shelf-Life Management X

10.2 Program Management

Maintain a single point of contact (POC) to interface with the Government’s Program Manager and/or Contracting Officer to ensure timely resolution of business and technical problems and implementation of corrective action.

10.2.1 Contractor Representatives

The Contractor shall provide a Program Manager (PM) who has the authority and necessary staff to accomplish program performance requirements.

Responsibilities of the PM include, but are not limited to:

a. Schedule and support, at a minimum, semi-annual Program Management Review (PMR) meetings with DLA

b. Coordinate program requirements and information with DLA

c. Ensure timely resolution of business and technical problems

d. Implement corrective action in accordance with the terms and conditions of this contract

10.2.2 Program Management Reviews (PMR)

The Government and Contractor representatives will conduct meetings semi-annually to provide a technical and logistics review.

During the PMR, the Contractor shall provide status of schedules and support goals, any process improvement initiatives, and provide status on the following elements:

a. Support Overview – to include overall schedule status (Delays, Concerns)

b. Metric Performance

c. Contractor Issues

d. Item Support Issues

e. Quality/Safety Issues

f. Obsolescence/DMSMS Issues

g. Other Issues or Challenges

h. Opportunities to further the partnership and improve overall parts support

i. Previous PMR Open Action Items/New Action Item

The Contractor shall prepare minutes for PMR meetings containing a brief summary of each major issue; identify all agreements achieved, and any open issues which require further coordination or action. These minutes shall be furnished to the Contracting Officer within two weeks after each PMR Meeting.

10.2.3 Program Management Reporting Deliverables

The Contractor shall submit all reporting materials according to the following requirements:

a. Received via electronic format

b. Formatted in MS Excel

c. All reports will indicate date report submitted

d. All data formats will be standard across all reports – e.g. 01/21/2016

e. Previous day report due by 9:00 AM local next business day

f. Previous week reports due by 9:00 AM local the first business day of next report cycle

g. Previous month, quarter, and semi-annual reports are due within 5 business days after the start of next report cycle

h. Historical data must be maintained by Contractor

The Contractor shall be responsible for submitting the following report(s) on a weekly basis:

a. Inventory Report – Date/Time, Site, NSN and Part Number, Count in Unit of Issue

b. Metrics Summary Report

c. Supportability Analysis – Gap analysis of unsupportable parts, get well date, NSN and Part Number, mitigation efforts.

monthly basis:

a. Inventory Report (This is a monthly roll-up report of the daily report) – Date/Time, Site, NSN and Part Number, Count in Unit of Issue

b. Metrics Summary Report (This is a roll-up report from the daily report) -

c. Supportability Analysis – Gap analysis of unsupportable parts, get well date, NSN and Part Number, mitigation efforts semi-annual basis:

a. Socio-economic Data Report - % of total contract dollars awarded under subcontracts with small business, % of total contract dollars awarded under subcontracts with women-owned small businesses, % of total contract dollars awarded under subcontracts with small disadvantaged businesses, % of total contract dollars awarded under subcontracts with service-disabled veteran-owned small businesses, % of total contract dollars awarded under subcontracts with HUBZone certified small businesses annual basis:

a. Socio-economic Data Report - % of total contract dollars awarded under subcontracts with small business, % of total contract dollars awarded under subcontracts with women-owned small businesses, % of total contract dollars awarded under subcontracts with small disadvantaged businesses, % of total contract dollars awarded under subcontracts with service-disabled veteran-owned small businesses, % of total contract dollars awarded under subcontracts with HUBZone certified small businesses

b. Material Sourcing Report - NSN, consumable number, Contractor name, CAGE code (if applicable), quantity procured, and date of purchase

The Contractor shall also be responsible for submitting reporting on miscellaneous performance and program management dimensions based on ad-hoc requests from the Government.

10.3 Technical Requirements

10.3.1 Item Descriptions

All materials delivered under this contract shall be provided in strict compliance with the applicable Procurement Item Description (PID) requirements. The Contractor is responsible for notifying the Government if the part number or technical data (including specification and drawing revisions) are different from the information cited in the PID. Until the Government has approved such a change, the Contractor shall provide the product in accordance with the PID.

The Contractor shall receive Government approval prior to ordering material from sources other than those approved in the PID, on a source controlled drawing, or in a qualified products list.

10.3.2 Source Control or Qualified Products List

The contractor shall ensure its parts vendors, suppliers and sub-contractors comply with all applicable Qualification Data Sheet (QDS), Qualified Products List (QPL), Qualified Supplier List for Manufacturers (QSLM) and Qualified Suppliers List for Distributors (QSLD) requirements, as specified by DLA technical requirements for the spare parts and industrial hardware. The Contractor shall qualify its network of manufacturers, and such suppliers otherwise must meet all requirements for qualification as a source of supply under government contracts (such as Qualified Products List, qualified suppliers list or other quality control demonstration), and the suppliers are not cited on the list of parties excluded from Federal Procurement or Non-Procurement Programs

(EPLS) website at https://www.sam.gov/portal/public/SAM/, within 24 hours prior to delivery of material.

10.3.3 Inspection/Acceptance (I/A)

I/A Origin

DCMA source inspection is a requirement when designated by DLA Aviation.

NSNs requiring origin inspection are identified in the Quality Matrix (Appendix C), and are subject to change throughout the term of the contract. The Contractor’s commercial purchase orders shall include Government source inspection clauses. It will be the Contractor’s responsibility to contact DCMA to schedule an inspection at the plant.

I/A Destination

NSNs requiring destination inspection are identified in the Quality Matrix (Appendix C). DLA will be responsible for quality assurance and inspection at the final destination of the order.

10.3.4 Shelf Life

Shelf life of items is identified in the Quality Matrix (Appendix C). The Contractor shall be responsible for tracking shelf life on all items.

10.3.5 Configuration Control

The Government shall maintain configuration control and change authority for all modifications or changes regarding the material acquired under this contract.

DLA shall notify the Contractor of any configuration changes implemented by the Services. If the Contractor should identify configuration control issues, the Contractor shall immediately notify the PCO in writing.

a. The Contractor shall not supply any item under the contract that incorporates a known departure from technical or contractual requirements unless a request for a deviation, submitted from the Contractor to the PCO, has been approved by the Engineering Source Authority (ESA).

Authorized deviations are a temporary departure from the requirements only and do not authorize a change to the item’s configuration baseline.

Deviation requests shall be prepared in accordance with DI-CMAN- 80640C-Request for Deviation. Guidelines for preparing deviations may also be found in MIL-HDBK-61A, Military Handbook: Configuration Management Guidance and ANSI/EIA-649, National Consensus Standard for Configuration Management.

b.The Contractor may review configuration items and recommend other known available items that meet or exceed the…