TE 1.1 - Performance Standards and APLS (6-18-20).docx
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- Attached to
- Chemical Management Services: Request for Information Federal contract opportunity
- Solicitation number
- SP330020SS5014
- Issued by
- Defense Logistics Agency Distribution
About this file
This document contains a draft performance work statement and technical exhibits outlining performance standards and acceptable performance levels for chemical management services at a Defense Logistics Agency distribution site. The services include program management, inventory management, site management, and site-specific requirements. Key performance indicators address inventory availability rates, never-out inventory, work stoppages, procurement lead times, safety and regulatory compliance, training, and reporting requirements. Acceptable performance levels establish timeliness and accuracy metrics for deliverables such as status reports, inventory plans, safety plans, and invoices. The standards are designed to ensure cost control, quality assurance, environmental compliance, and on-time delivery of hazardous materials to customers.
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| File | Type | Posted |
|---|---|---|
| TE 1.2 - Contract Deliverables (6-5-20).xlsx | XLSX spreadsheet | |
| TE 1.3 - Technical Exhibits and Figures (6-5-20).xlsx | XLSX spreadsheet | |
| Draft PWS (6-15-20).docx | DOCX document |
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TE 1.1
PERFORMANCE STANDARDS AND ACCEPTABLE PERFORMANCE LEVELS (APL)
The following table identifies the Performance Standards and Acceptable Performance Levels (APL) for the Deliverables and/or Service area(s) identified in the Performance Work Statement (PWS).
5.1 PROGRAM MANAGEMENT
| PWS Ref |
| Activity |
| Deliverable or Service Requirement |
| Performance Standard/APL |
| 1.5.1 |
| Facility Security |
| Establish and consistently maintain a Key and Lock Control Program CDRL A005. Perform a semi-annual inventory of all assigned keys. |
| Timeliness: No more than one (1) missed inventory of all assigned keys during the contract period of performance (POP) |
Compliance: Maintain accountability of assigned keys 100% of the time.
| 1.6 |
| Transition |
| Complete planned transition activities to meet Government’s Full Performance Start Date |
| Timeliness: Associated with meeting applicable milestones within the 120 calendar day timeframe |
a) No more than five (5) missed dates for completion of tasks identified in the POAM Compliance:
a) 100% of tasks are completed to begin full performance IAW the Government’s start date
| 1.6 |
| Transition |
| Prepare and submit a complete and accurate Weekly Transition Status Report (CDRL A007) NLT COB each Friday during the transition period |
| Timeliness: Reports are submitted by COB each Friday |
a) No more than 2 instances during the transition period where the report is not submitted on time.
Compliance:
a) No more than 3 errors per report
| 1.6 |
| Transition |
| Prepare and submit a complete and accurate report of HM Procured from the Incumbent Contractor (CDRL A008) |
| Timeliness: Report is submitted no later than the full performance start date. |
Compliance: No more than 3 errors
| 3.1 |
| Government-Provided Equipment |
| Government-Provided equipment is accounted for on CDRL A010. Perform an inventory of all Government-Provided equipment NLT 30 days prior to the end of each performance period |
| Timeliness: No more than one (1) instance of missed inventory |
Compliance: No more than 2 instances per performance period for failure to account for Government-Provided Equipment
| 4.2.2 |
| Contractor-Provided Training |
| Provide all employees initial and refresher training IAW TE 4.1. |
| Timeliness: |
a) Initial training is provided and completed NLT the start of full contract performance
b) Required refresher training is provided and completed NLT 5 business days before the end of the POP
Compliance: During contract POP 100% compliance with all training requirements is expected.
| 5.1.2 |
| Cost Control Business Practices |
| Develop and implement internal controls to forecast, manage, and control contract costs within the estimates in Section B of the contract. Prepare and submit Limitation of Costs notification to the KO if necessary. |
| Timeliness: Limitation of Costs Notifications are submitted to the KO NLT 5 business days after determination that estimates have reached 75%. |
Compliance: Contract costs are forecasted, managed, and controlled within the estimates 95% of the time.
| 5.1.3.2 |
| Environmental Compliance |
| Comply with Federal, State, DLA, and FRC regulations. Respond to internal or external audits, inspections, and regulatory assessments. |
| Timeliness: Corrective Action Plans (CAP) are prepared and submitted in response to inspection deficiencies. |
a) 100% of CAPS are submitted NLT the Government’s due date
b) 100% of noted deficiencies are corrected within five (5) business days of acceptance by KO or designee Compliance:
a) No more than two (2) deficiencies discovered during one (1) FRC, Federal, or State inspection
b) Zero Notices of Violation (NOV) during the POP
| 5.1.3.3 |
| Safety Compliance |
| Work is performed in full compliance with all Federal, State, and local safety and health regulations. Mishaps are reported to the KO or designee without one hour of occurrence. Prepare and submit DLA 1591. |
| Timeliness: |
a) Mishaps are reported to the KO or designee within one hour of occurrence 100% of the time
b) DLA 1591 Mishap Report is prepared and submitted to the KO or designee NLT four (4) business days of the mishap 100% of the time.
Compliance:
a) No more than two (2) safety deficiencies discovered during the contract POP
| 5.1.3.3 |
| Safety Compliance |
| Prepare and submit OSHA 300A Summary of Work Related Injuries and Illnesses (CDRL A024) |
| Timeliness: OSHA 300A is submitted NLT 5 business days after the end of the quarter |
Compliance: OSHA 300A is completed with no more than 3 errors.
| 5.1.3 |
| Plans and Programs |
| Prepare and submit complete and accurate plans and reports IAW the due dates identified in all required CDRLs (TE 1.2 Deliverables) |
| Timeliness: Reports and plans are submitted IAW the dues dates established in the CDRLs. |
a) No more than three (3) missed due dates within one (1) contract POP
b) Plans are updated and submitted NLT 10 business days after the start of each contract POP Accuracy:
a) No more than three (3) errors per plan or report submitted during the contract POP
b) No more than 3 instances of plans or reports being returned for rework during the contract POP
| 5.1.3.5 |
| Quality Management System |
| Provide and maintain a Quality Management System (QMS) Program covering the services under this contract. Contactor maintains accurate documentation of quality inspections and surveillance conducted throughout the execution of the contract. |
| Timeliness: |
a) Reports are provided to the KO or designee within one (1) business day of completion 95% of the time
b) No more than four (4) occurrences during a 30 day period where reports are not provided on time.
Compliance:
a) No more than six (6) instances during the contract POP of documents being returned for rework.
| 5.1.3.5 |
| Quality Management System |
| Prepare and submit a complete and accurate QMS Plan (CDRL A023). |
| Timeliness: |
a) QMS Plan is submitted to the KO or designee NLT the due date in CDRL A023
b) QMS Plan is updated NLT 5 business days after any contract modifications affecting the plan
c) QMS Plan is updated NLT 5 business days after the start of each contract POP
a) QMS Program is executed IAW the plan and sustained throughout the POP
5.2 INVENTORY MANAGEMENT
A. Inventory Availability Rate (IAR) – quantifies the ability of the Contractor to predict the needs of the customer. The inventory availability rate is >97% for recurring demand lines identified in the Contractor’s Inventory Plan. The IAR is calculated as the percentage of new orders for recurring demand lines received in the month where inventory is physically on hand to immediately fill the order in its entirety (first pass). Orders that cannot be filled and partial issues are counted as backorders (NIS) and are reported monthly on CDRL A029 Monthly Back Orders (NIS). Inventory Availability Rate = (new orders received in the month – backordered orders (NIS)) / total new orders.
B. Never Out Inventory Availability Rate – quantifies the ability of the Contractor to maintain inventory on hand for Never Out lines. The Inventory Availability Rate (IAR) is >100% for Never Out HM calculated as the percentage of new orders for Never Out HM received in the month where inventory is on hand to immediately fill the order in its entirety (first pass). Orders that cannot be filled and partial issues are counted as backorders and reported monthly on CDRL A029 Never Out HM Backordered (NIS). Inventory Availability Rate for Never Out = (new orders for Never Out – backordered orders (NIS)) / total new orders.
C. Work Stoppages – Work stoppages are created by the Contractor due to a lack of recurring demand HM on hand in the inventory or an order for non-recurring demand item that was placed by the FRC in sufficient time, but the Contractor did not place a PO for the material within the required time; supplier did not meet the EDD; or Contractor did not monitor to ensure arrival IAW the supplier’s EDD. Work stoppages with status and actions taken are reported daily on the Daily Critical Items List (CIL) CDRL A044.
D. Procurement of Non-Recurring HM – HMMS orders for non-recurring demand HM are placed on PO within five (5) business days for new HM without procurement history or procurement history is older than 12 months and three (3) business days for HM with procurement history within the past six (6) months. Calculated as the percentage of new orders received in the month placed on PO within the established timeline. New orders received / number placed on time. All non-recurring demand transactions are reported monthly on Non-recurring Demand Orders CDRL A030.
| PWS Ref |
| Activity |
| Deliverable or Service Requirement |
| Performance Standard/APL |
| 5.2 |
| Inventory Management |
| Establish inventory levels that are inclusive of reasonable operating levels, safety levels, and reorder points and are based on order ship time (OST) to avoid zero balances and work stoppages. |
| Compliance: |
a) Inventory Availability Rate (IAR) – 1st 8 months of Full Performance – sustained at >92% calculated as the percentage of new orders received in the month where HM is on hand to immediately fill the order in the quantity ordered (first pass).
b) Inventory Availability Rate (IAR) – 1st 6 months of the 2nd performance period – sustained at >94% calculated as the percentage of new orders received in the month where HM is on hand to immediately fill the order for the quantity ordered (first pass).
c) Inventory Availability Rate (IAR) – 2nd 6 months of the 2nd performance period – sustained at >95%
d) Inventory Availability Rate (IAR) for performance period 3- 5 - sustained at >97% calculated as the percentage of new orders received in the month where HM is on hand to immediately fill the order in the quantity ordered (first pass). See paragraph A. above.
| 5.2 |
| Inventory Management |
| Provide the inventory levels monthly during the first six months of full performance and quarterly thereafter IAW CDRL A027. |
| Timeliness: No more than two (2) missed due dates within one (1) contract POP. |
| 5.2 |
| Inventory Management |
| Sufficient inventory is on hand or on order with a valid Estimated Delivery Date (EDD) to meet the FRCs requirement to avoid work stoppages. Maintain inventory levels and physical on hand balances in sufficient quantities to avoid work stoppages. |
| Compliance: No more than three (3) work stoppages in the month caused by the Contractor (one per site). See paragraph C above. |
| 5.2 |
| Inventory Management |
| Inventory replenishment actions are executed at least weekly to maintain a continual flow of HM from the suppliers to the centralized facility. |
| Timeliness: No more than five (5) instances during the month where replenishment actions were not executed on time. |
Compliance: No more than 5% of the recurring inventory lines are reported zero balance during the month.
| 5.2 |
| Inventory Management |
| NSN/LSNs identified on the Never Out List TE 5.3A, TE 5.3B, and TE 5.3C shall be physically available in the 3PL inventory to fill customer orders. |
| Compliance: Never Out Availability Rate (IAR) >98.5% for Never Out Material calculated as the percentage of new orders for Never Out lines received in the month where HM is on hand to immediately fill the order for the quantity ordered (first pass). NO Availability Rate = (new demands – backordered demands) / demands |
| 5.2.5 |
| Procurement of HM |
| Place procurement actions for non-recurring demand HM within five (5) business days for new HM without procurement history or procurement history is older than 12 months and three (3) business days for HM with procurement history within the past 12 months. Prepare and submit a report of new non-recurring orders received and processed to PO during the month. (See CDRL A029). |
| Timeliness: |
a) HMMS orders for non-recurring demand HM without procurement history are placed on PO within 5 business days 97% of the time
b) HMMS orders for non-recurring demand HM with procurement history is placed on PO within 3 business days 98.5% of the time.
Compliance:
a) All orders for non-recurring HM received and processed to PO during the month are reported on CDRL A029.
b) No more than three errors per report each month.
| 5.2.5 |
| Procurement of HM |
| Perform follow-ups with the suppliers and maintain valid and current shipping and delivery dates in HMMS. Update HMMS every two weeks. |
| Timeliness: |
a) No more than five (5) instances per month where HMMS is not updated with current status or status is invalid.
a) No more than 5% of the total open orders have past or unreasonable Estimated Delivery Dates during the month.
| 5.2.5 |
| Procurement of HM |
| Respond to customer inquiries. |
| Timeliness: |
a) Expedited requests for information, order status, and delivery status is provided within one (1) hour of receipt of inquiry.
b) Routine requests for information, order status, and delivery status is provided within one (1) business day of receipt of inquiry.
| 5.2.6 |
| Reimbursement for HM Costs |
| Invoices are submitted in WAWF no later than the fifth business day of each month. |
| Timeliness: No more than two (2) missed due dates within one (1) contract period of performance. |
| 5.2.6.1 |
| Invoicing |
| The actual price of the HM is invoiced, prices for HM paid are fair and reasonable, and consistent. Material is invoiced NLT 30 calendar days from the receipt of the HM by the customer in HMMS. CDRL A034 |
| Timeliness: No more than six (6) issue transactions invoiced later than 30 calendar days from the receipt of the HM by the customer in HMMS per month. |
Accuracy: No more than 10 errors identified in CDRL A034 per invoiced site in the monthly invoice.
| 5.2.9 |
| Inventory Management Metrics |
| Collect, analyze, and report Demand Forecast Accuracy, Inventory Turns, Customer Wait Time, Backorder Rate, Administrative Lead Time (ALT) and Procurement Lead Time (PLT) in the Monthly Status Report (CDRL A017). |
| Compliance: |
a) Data collection and root cause analysis is continually performed to identify any deficient areas of performance.
b) Backorders are maintained at no more than 15% of the inventory value
5.3 SITE MANAGEMENT
| PWS Ref |
| Activity |
| Deliverable or Service Requirement |
| Performance Standard/APL |
| 5.3.2 |
| Physical Inventory Control |
| HM received is validated to customer AUL, manufacturer labeling, shelf-life expiration dates and container integrity. |
| Timeliness: Receipts for new material are processed into HMMS within one business day of receipt 97% of the time. |
Accuracy:
a) No more than two (2) instances per month where material received does not match the customer’s AUL
b) No more than three (3) instances per month where HM is found with no manufacturers’ label.
c) No more than two (2) instances per month where containers are found to be leaking.
| 5.3.2 |
| Physical Inventory Control |
| All HM received has a valid and current Safety Data Sheet (SDS) in HMMS. |
| Compliance: No more than three (3) instances per month where the material received does not match the manufacturer SDS in HMMS. |
| 5.3.2 |
| Physical Inventory Control |
| Apply HMMS barcode labels to 100% of the containers before stowing in location. |
| Compliance: No more than two (2) instances per month where containers are found in location without an HMMS barcode label applied to the container. |
| 5.3.2 |
| Physical Inventory Control |
| HM in storage is segregated by HCC. |
| Compliance: No more than three (3) instances per month where HM is not segregated IAW the HCC. |
| 5.3.2 |
| Physical Inventory Control |
| All HM containers in storage have legible HMMS barcode labels to include secondary containers applied. |
| Compliance: No more than three (3) instances per month where HM containers are found with missing or illegible labels. |
| 5.3.2 |
| Physical Inventory Control |
| Develop and implement procedures to locate HM in storage. |
| Compliance: No more than three (3) instances per month where HM physically in location does not match the bin location in HMMS. |
| 5.3.2 |
| Physical Inventory Control |
| Develop, execute and sustain continuous shelf-life management. Perform shelf-life inspections and shelf-life extensions weekly. Process expired HM to disposal. |
| Timeliness: |
a) No more than two (2) instances per month where shelf-life inspections are not completed.
b) Process expired HM to disposal within 5 business days of identification.
Compliance:
a) No more than two (2) instances per month where expired HM is found in storage.
b) No more than one (1) instance per month for failure to process expired HM to disposal.
| 5.3.2 |
| Physical Inventory Control |
| Process orders from HMMS to meet customer requirements. |
| Timeliness: Customer orders are processed within one (1) business day 98% of the time. |
| 5.3.2 |
| Physical Inventory Control |
| HM issued/transferred complies with the AUL and has valid shelf-life expiration dates |
| Compliance: |
a) No more than two (2) instances per month where HM issued does not comply with the customer’s AUL.
b) No more than one (1) instance per month where HM was issued/transferred to a work center with an expired shelf-life date
| 5.3.2 |
| Physical Inventory Control |
| HM issued/transferred shall be in HMMS barcode serial number sequence to ensure First In-First Out. |
| Compliance: No more than four (4) instances per month where HM issued/transferred does not match the serial numbers in HMMS. |
| 5.3.2.1 |
| Government-Owned HM in the Possession of the Contractor |
| Maintain accountability of Government-Owned HM by HMMS Serial number in HMMS. |
| Timeliness: |
a) Wall to wall inventory is performed NLT 15 business days after start of full contract performance.
b) Wall to wall inventory is performed NLT 30 business days prior to end of contract POP.
c) Inventory results are provided to the KO or designee within two (2) business days of completion.
Accuracy: Government-Owned HM inventory is maintained with 100% accuracy.
| 5.3.2.2 |
| Contractor-Owned 3PL HM Inventory and Location Accuracy |
| Maintain accountability of Contractor-Owned 3PL HM by HMMS serial number in HMMS. |
| Timeliness: Perform a wall to wall inventory by HMMS serial number at least annually and provide accuracy rate to the KO or designee. |
Accuracy: Contractor-owned HM inventory is maintained with 98% accuracy.
| 5.3.2.3 |
| Compressed Gases and Cylinders, Bulk Gases, and Bulk Chemicals |
| Empty compressed gas cylinders are retrieved and refilled to maintain adequate inventory on hand. |
| Compliance: No more than two (2) instances per month where empty cylinders are not picked up by the supplier, refilled, and returned. |
| 5.3.2.4 |
| On-Base and Off-Base Deliveries |
| Deliver HM to on-base and off-base customers. |
| Timeliness: |
a) Orders for recurring demand HM received by 1000 hours are delivered by 1000 hours the following business day >97% delivered of the time
b) Orders for recurring demand HM received after 1001 hours are delivered by 1000 hours the 2nd business day >97% of the time.
| 5.3.2.4 |
| On-base and Off-Base Deliveries |
| Deliver non-recurring orders for HM received from suppliers. |
| Timeliness: Non-recurring orders for HM received from suppliers at the central facility by 1400 hours are delivered to the customer NLT 1400 hours the next business day >97% of the time. |
| 5.3.3 |
| Excess, Expired HM and Waste Disposal |
| Remove from the inventory and process for disposal HM that no longer has a use or is expired HM. |
| Timeliness: |
a) Prepare documentation for disposal within two (2) business days
b) Transfer to the disposal service provider NLT three (3) business days from completion of the documentation.
5.4 SITE SPECIFIC REQUIREMENTS
| PWS Ref |
| Activity |
| Deliverable or Service Requirement |
| Performance Standard/APL |
| 5.4.1.3 |
| Processing F35 Program HM |
| Receive and process F35 Program HM in HMMS. |
| Timeliness: Process receipts within three (3) business days of arrival. |
| 5.4.1.4 |
| Building Paint Kits |
| Build paint kits IAW the Bill of Materials (BOM) and Projected Paint Dates provided by the FRCE. |
| Timeliness: No more than one (1) instance per month during the contract POP where the kit is not completed to meet the Projected Paint Date. |
| 5.5.1.3 |
| HM Point of Use (POU) Locker Management |
| Manage designated POU lockers IAW servicing frequencies identified in C-5.5.1.3 and Figure 5.5. |
| Timeliness: No more than three (3) instances per month during the contract POP where the locker is not serviced. |
Compliance:
a) No more than three (3) instances per month during the contract POP where the inventory sheets are not completed and accurate.
b) No more than three (3) instances per month where HM is not rotated to comply with FIFO, expired HM is found, or stocks are not replenished.
| 5.5.1.4 |
| Dispensing |
| Perform dispensing IAW C-5.5.1.4 and Figure 5.5.A. All HM dispensed into smaller containers shall have an HMMS barcode label and accurate HAZCOM labels with pictograms. |
| Compliance: |
a) No more than two (2) instances per month where dispensed HM containers are found without accurate labels or with illegible labels.
b) No more than two (2) instances per month where the label on the container does not match the SDS.
| 5.6.1.3 |
| HMMS SDS Management |
| Manage SDS in HMMS to include building the initial record. |
| Timeliness: Complete the initial HMMS record with all required information NLT two (2) business days from receipt of the SDS. |
Accuracy: SDS information is maintained in HMMS with 97% accuracy.
| 5.6.1.5 |
| Issue Center Management |
| Manage and operate assigned Issue Centers IAW PWS 5.6.1.5 and the schedules in Figures 5.6.A and 5.6.B. |
| Compliance: |
a) Issue Centers are manned 100% of the time IAW the schedules.
b) Rovers are provided 100% of the time IAW the schedules and spend not less than 60 minutes in each designated Issue Center during the scheduled shift.
c) No more than one customer complaint per month during the contract period for lack of available of Contractor personnel manning the Issue Center or performing roving duties.
| 5.6.1.5 |
| Issue Center Management |
| Manage HM carts and kits IAW FRCSW EPOHM-HC-001-17A and C-5.6.1.5, paragraph 10. |
| Timeliness: |
a) HM carts and kits are serviced and replenished NLT than the beginning of each shift.
b) No more than two occurrences each month during the POP for failure to prepare the carts and kits before each shift.
Compliance:
a) No more than four (4) instances per month during the POP where carts are found with expired HM.
b) No more than four (4) instances per month during the POP where containers are found to be leaking or the cart is not clean and organized.
| 5.6.1.5 |
| Issue Center Management |
| Maintain accurate and current Safety Data Sheets (SDS) for HM stored in the Issue Center and on HM carts. |
| Compliance: No more than two instances during the month where SDSs are found to inaccurate or outdated. |
| 5.6.1.5 |
| Issue Center Management |
| Dispense HM from larger containers to smaller use containers IAW PWS 5.6.1.5, paragraph 11. |
| Compliance: |
a) No more than two (2) instances per month during the contract POP where HM dispensed into a secondary container does not match the label on the container.
b) No more than two (2) instances per month during the contract POP where secondary containers are not labeled with GHS or HMMS barcode labels or labels are not legible.
| 5.6.1.6 |
| Satellite HM POU Locker Management |
| Manage designated HM POU lockers IAW C-5.6.1.6 and Figure 5.6C |
| Timeliness: No more than three (3) instances per month during the contract POP where the locker is not serviced. |
Compliance: No more than three (3) instances per month where HM is not rotated to comply with FIFO, expired HM is found, or stocks are not replenished.
| 5.6.1.8 |
| Shipping to FRCSW Field Service Teams |
| Perform packaging and prepare HM for shipment to designated FRCSW Field Teams located throughout the CONUS and Hawaii. |
| Timeliness: HM is packaged and prepare for shipping NLT two (2) business days of receipt of HMMS order. |
Compliance: HM is shipped using the most cost-effective mode of shipping. No more than one (1) instance per month where overnight or priority shipping is used without the approval of the KO or designee.
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