RFQ_Delivery_Instructions.pdf

SHIPPING / DELIVERY INSTRUCTIONS

DRILL RIFLE REPLACEMENT PROGRAM

Army Junior Reserve Officers’ Training Corps (JROTC)

US Army Cadet Command (USACC) – JROTC Directorate

Fort Knox, KY

PACKING SLIP: The packing slip shall include the contract number, the delivery shipping address, item nomenclatures, item model number and serial numbers for all CLIN items contained in the shipment. Each packing slip shall include a paper copy of a completed DD Form 250 per the Government instructions provided herein.

Packaging & Shipping

All the Drill rifles for a particular school shall be consolidated with their accessories into a single shipment. In addition to the shipment address provided on the distribution spreadsheet, all shipment labels shall be clearly marked ATTN: Army JROTC Program.

All boxes packed inside the shipment box shall be properly labeled with what accessories are located inside.

The shipment to an individual location shall be shipped in as few shipment tracking numbers as possible. Under no circumstances shall the contractor group and ship equipment for multiple schools together on the same tracking number. Equipment shall be delivered to the designated locations specified by the government in such a manner that a forklift or pallet jacks are NOT REQUIRED for the shipping company to off load and deliver the equipment unless the shipping company provides the forklift or pallet jack. The government will not provide forklifts or pallet jacks nor assist with the off load of equipment delivered under the provisions of this contract. All deliveries shall be signed for by a representative of the receiving activity.

Contractor Distribution / Delivery

ALL EQUIPMENT DELIVERIES UNDER THIS CONTRACT SHALL OCCUR DURING THE

PERIOD of 28 September 2018 through 15 December 2018. No shipments shall be delivered during the following time frames:

Thanksgiving Break 16-26 November 2018

Any attempts at delivery during the above dates will not incur a charge against the Government.

Any storage charges incurred during the above dates will not be payable by the Government.

Upon award and prior to commencing shipments, the vendor shall contact the designated Brigade Points of Contact (POC) to ensure there have been no changes to the delivery points of contact or addresses for each shipment location.

To ensure no deliveries are attempted during scheduled receiving school or activity closures, the contractor shall contact the receiving location point of contact indicated on the Government distribution spreadsheet to confirm availability on the scheduled delivery date and time. The vendor shall ensure that no deliveries are scheduled on Federal Holidays, Saturdays, Sundays, or during the period November 16-26, 2018. If the contractor is unable to resolve delivery issues with the specific school Point of Contact (POC) identified, the contractor shall contact the designated Brigade POC via telephone or email to address issues with deliveries and develop an acceptable resolution. Issues that cannot be resolved between the contractor and the Brigade POC shall be referred to the USACC, G4 POC for resolution.

The contractor shall send an email notification to the designated Brigade POC, and the designated receiving location point of contact provided by the Government, when the CLINs are shipped to each Government designated location. The email notifications shall be sent the day equipment departs the contractor’s location in transient to the designated delivery location. The email shall include the number of items shipped, the specific item(s), a completed DD Form 250 pdf version, for each school or location per the instructions provided by the Government in this contract, shipping method and tracking number. A hyperlink shall be provided in the email for access to the shipment tracking and delivery information by the Brigade and the receiving location point of contacts.

The contractor shall notify the USACC G-4 POC via email, and the appropriate Brigade POC, by phone and email within two (2) business days of equipment that is returned by any shipping method or shipping company due a delivery failure. The contractor shall coordinate with the Brigade POC for immediate redelivery or shipment of the equipment.

Once drill rifles and associated equipment begin to ship, the contractor shall provide a weekly delivery status in MS Office Excel format, with sort functions by brigade, delivery location and tracking numbers of all air rifles shipped not later than Friday of each week to each Brigade POC and the USACC G4 POC.

Weekly shipping/delivery reports and the updated Government distribution spreadsheet shall be sent via email to the following:

USACC G4 POC - William.t.graham20.civ@mail.mil USACC Brigade Points of Contact – Email addresses provided on distribution spreadsheet

Instructions for Completing DD Form 250

The Contractor shall complete a DD Form 250 for each Government designated location, as indicated in column C of the Government distribution spreadsheet, regardless of delivery address, listing each piece of equipment and the serial numbers in accordance with the DD Form 250 block-by-block completion requirements below.

Locations that are receiving numerous pieces of equipment may require more than one DD Form 250 form to list all of the equipment. The contractor shall mark the DD Form 250 pages per the instructions in block 7 below when multiple forms are required for a location. A paper copy of the completed DD Form 250 shall be included with the packing slip for each shipment. The same, DD Form 250, pdf version, shall be included in the email shipment notification sent to each Brigade POC and receiving location POC as designated by the Government.

Block 1. Type in the CONTRACT NUMBER tab over and type in the ORDER NUMBER

Block 2. Type in the Shipment Number

Block 3. Type in the Date Shipped

Block 4. Type in the TCN Number

Block 5. Type in the Discount Terms (Net 30 Days)

Block 6. Type in the Invoice No. / Date

Block 7. Type in Page of (1 of 1) or (1 of 2), (1 of 3), (1 of 4), (1 of 5) as appropriate based on the total number of pages required to list all CLINS

Block 8. Type the letter D

Block 9. Type in the Prime Contractor

Block 10. Type in the following:

MICC FORT KNOX

BLDG 1109B STE 256

199 6TH AVE

FT KNOX, KY 40121-5720

Block 11. Type in address of where the shipment came from ONLY IF DIFFERENT THAN “Prime Contractor”

Block 12. Type in the following:

DEFENSE FINANCE ACCOUNTING SVC

DFAS-IN VP GFEBS

8899 E 56TH STREET

INDIANAPOLIS, IN 46249-3800

Block 13. Type in the complete shipping address from the government provided shipment locations and addresses.

Block 14. Type in the name of the SCHOOL JROTC Program the equipment is designated for from column C of the Government distribution spreadsheet.

Block 15. Type in Item Number (0001) for the first CLIN item, type (0002) for the 2nd CLIN item and so forth.

Block 16. Type ITEM NAME of CLIN (include MAKE, MODEL NUMBER, and SERIAL NUMBER). Also include LIN/NSN (only if know, otherwise the PBO office will enter the LIN/NSN after submission.) For multiple items of the same CLIN with serial numbers enter as:

EXAMPLE: LEXMARK MX410DE TAA MULTI-FUNCTIONAL PRINTER

SN: 7016238932V0 SN: 7015248962XO SN: 835678283B1

Block 17. Type the quantity of that particular CLIN item shipped.

Block 18. Type the Unit of Measurement for CLIN item shipped (EA=Each, BX=Box, ST=Set, etc.)

Block 19. Enter price of one item of the specific CLIN Item shipped (NOT the total price)

Block 20. Enter in the TOTAL PRICE for the specific CLIN item. The total price will be calculated by multiplying the quantity entered in block 17 by the price entered in block 19.

Repeat steps in block 15 through 20 until all CLIN items have been entered.

Block 21 a. Leave blank.

Block 21 b. Leave blank. Completed by RECEIVING activity.

Block 22. Leave blank. Completed by RECEIVING activity.

The vendor shall provide the Government representative a sample of the completed DD Form 250 for review and compliance with the contract, prior to beginning shipments under the provisions of this contract, fifteen (15) days prior to beginning shipments under the provisions of this contract. Government representatives to be provided the sample DD Form 250 are:

USACC G4 Acquisitions – William Graham william.t.graham20.civ@mail.mil USACC JROTC - Gracie Park gracie.m.park.civ@mail.mil

WAWF Invoicing Instructions

The contractor shall not invoice for any equipment designated for an individual school or Government designated location until all the equipment and accessories are shipped and tracking numbers are provided. The contractor will invoice all the equipment for an individual school on the same WAWF invoice. In other words, the contractor will not invoice for some CLINs shipped to one location on one WAWF invoice and then invoice for other CLINs shipped to the same location on a different WAWF invoice.

This contract has a different WAWF acceptor for each brigade. Therefore, the contractor must submit a separate WAWF invoice for each brigade. The contractor will attach a spreadsheet to each invoice that is submitted through WAWF. The spreadsheet will include the brigade(s), school(s), shipping addresses, shipment tracking numbers and CLINs being invoiced for.