PWS_CIF_Laundry__w_App_3_Attached.pdf

PERFORMANCE WORK STATEMENT (PWS)

Laundry and Delivery Services

Illinois Army National Guard

PART I: GENERAL INFORMATION.

1. Introduction/Description of Services. This is a non-personal services contract to pick up laundry, and delivery services for military clothing and equipment items. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, and supervision necessary to perform laundry and delivery services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.1 Background. The CIF does not have the laundry facilities or equipment necessary to clean maintain their clothing equipment items; it is necessary to contract for commercial services. The CIF has always used commercial services to launder specific pieces of equipment, since its inception in the year 2002. Vendors specifically setup tests loads to ensure their machines could safely handle the items, and return in the same means they were issued to them.

Historically the services were charged per item laundered.

1.2 Scope. The objectives of these services are to ensure that military personnel have clean clothing equipment items.

The CIF has always measured the amount being cleaned per year in pieces and by type. Our annual numbers indicate that our laundry service levels will stay consistent throughout the year. A weekly service will be needed to pick up the dirty items each week and return the cleaned items from the previous week of service.

1.3 Period of Performance. The period of performance shall be for one (1) base year of 12 months, starting upon the award of the contract, and with four option years to follow.

1.4 Places of Performance. The laundry services will be performed at the contractor’s facilities. The contractor shall pick-up and deliver at the following location:

• Central Issue Facility, Building 3, Camp Lincoln, 1301 N. MacArthur Blvd, Springfield Illinois 62702- 2317.

PART II: GENERAL REQUIREMENTS

2. This section describes general requirements for this effort.

2.1 Post Award Meeting. After award the contractor, contracting officer and contracting officer representatives will have a meeting to clarify contract requirements such as deliverable products, delivery schedules, special contract clauses, inventory/inspection procedures, invoicing and billing procedures, local regulations and access requirements.

2.2 Hours of Operation. The contractor shall perform pick-up and delivery of items during normal business hours 7:00 AM to 4:30 PM, on each Thursday of the week. The contractor will pick up the dirty laundry each Thursday, and drop off the previous week’s clean laundry the same Thursday. The following is a listing of federal holidays. If service falls on one of these days, the next business day available will be acceptable for delivery.

• New Year's Day (January 1).

• Birthday of Martin Luther King, Jr. (Third Monday in January).

• Washington's Birthday (Third Monday in February).

• Memorial Day (Last Monday in May).

• Independence Day (July 4).

• Labor Day (First Monday in September).

• Columbus Day (Second Monday in October).

• Veterans Day (November 11).

• Thanksgiving Day (Fourth Thursday in November).

• Christmas Day (December 25).

PART III: PERFORMANCE REQUIREMENTS.

3.1 Uniform and Military Issue Item Laundry Requirements

3.1.1 The Following items will be cleaned each week by the contractor. The contractor shall clean items that will vary in quantity each week, but based on historical data items will not be more than 100 in quantity per pick up week. A description of each item is included.

• Sleeping bag systems – Made of nylon exterior and cotton interior (light and heavy)

• Blankets – Made of Wool

• Fleece light weight jackets – Made of Fleece

• Poncho Liner – Made of nylon exterior and cotton interior.

3.1.2 The contractor shall pick up items each Thursday to be laundered/cleaned and return laundered/cleaned items on each Thursday. For pick-up, CIF (government employees) will sort the items and fold them into Government furnished bulk containers. The contractor shall fold and return the items in the same bulk containers. The items must be bagged separate to avoid contact with the container. Upon pick-up the contractor and government will conduct a joint inventory item count to ensure all items are accounted for and returned. The contractor shall ensure a 95% accuracy of cleanliness and return rate of the items per AR 735-5 and AR 200-130. The contractor shall be responsible for any lost or damaged items.

PART IV: SPECIAL REQUIREMENTS

4. This part describes the special requirements for these services.

4.1 Applicable Documents and Reference Materials. Army Regulation 210-130

4.2 Contractor Manpower Reporting. The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk at http://www.ecmra.mil.

4.3 Security and Safety.

4.3.1 Access and general protection/security policy and procedures. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by State Protection Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

4.3.2 Site Entry Information. Delivery trucks are subject to search and drivers must have valid driver’s licenses. All contractor employees and affiliated personnel of the contractor are to possess identification that identifies them as such. All vehicles are subject to search without reason. The contractor shall comply with any and all installation security requirements.

4.3.3AT Level I training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 90 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 90 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

4.3.4 iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 90 calendar days of contract award and within 90 calendar days of new employees commencing performance with the results reported to the COR NLT 90 calendar days after contract award.

4.3.5 Site Entry Information. Unscheduled gate closures by the security office may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented.

Vehicles operated by contractor personnel are subject to search. The award of this contract does not create a right to have access to any installation. Any moving violation of any applicable regulation may result in the termination of the contractor employee’s installation driving privileges.

4.3.5 Quality Assurance. The COR shall evaluate the contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP) and the Performance Requirements Summary/Surveillance Matrix.

(Appendices 1 and 2). This QASP is primarily focused on what the Government must do to ensure that the http://www.ecmra.mil/ http://www.ecmra.mil/ contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels.

PART V: APPENDICES.

Appendix 1-Quality Assurance Surveillance Plan (QASP)

1. Contracting Officer’s Representative (COR) Contact Information. The COR for this contract are responsible for monitoring contractor performance. They will use the contents of this Performance Work Statement, the Performance Requirements Summary and the Quality Assurance Worksheet to document contractor performance of services rendered under this contract.

1.1 The COR for this contract is CW2 Craig Hires, craig.n.hires.mil@mail.mil, commercial phone: 217-761-3463.

1.2 You will also receive a copy of the COR Appointment Letter listing the COR’s authority and limitations regarding this contract. In the event that CORs change during the period of performance, the Contracting Officer will issue a new appointment letter with contact information for the new COR.

2. COR Surveillance. They will conduct surveillance/inspection using the methods listed in the Performance Requirements Summary/Surveillance Matrix (Appendix 2). The requirements summary identifies the acceptable quality levels and the surveillance methods that the COR will use for inspection. The COR shall keep records of their reviews, comments and samples of work to identify whether or not the contractor is performing per the terms of the contract. Both satisfactory and unsatisfactory performance will be documented. The contractor’s supervisor will be kept apprised of any issues that may require resolution.

3. Quality ratings are used per the table below. If a quality rating is “Satisfactory”, no comments are required unless the Contracting Officer would like to identify extraordinary services. Any time the rating is less than Satisfactory, the COR shall clearly document the worksheet to indicate what did or did not occur per the PWS requirement. The quality rating may change from “Satisfactory” to “Unsatisfactory”, however the COR should utilize the “Needs Attention” quality rating to alert the contracting office and the contractor of quality issues that have a potential for a “Unsatisfactory” quality rating if corrective action is not taken. Hopefully, issues have already been resolved prior to acceptance so that payment for satisfactory performance can be made.

Rating Description

Satisfactory Yes, performance and technical specifications are being met at Acceptable Quality Level

(AQL).

Needs Attention

Yes, performance and technical specifications are currently being met at the minimum AQL, but the following service/deliverable needs contractor attention. The COR must identify what component of the deliverable and/or service requires attention.

Unsatisfactory No, performance and technical specifications are not being met at an AQL and the following service/deliverable needs immediate contractor resolution. The Customer must identify what component of the deliverable and/or service is below the minimum AQL.

4. The COR shall upload the Performance Requirements Summary/Surveillance Matrices into Wide Area Workflow (WAWF)-Contracting Officer’s Representative Tracking (CORT) so that it can become a record of performance for acceptance.

Appendix 2-Performance Requirements Summary/Surveillance Matrix

Services Objective: The objectives of these services are to ensure that military personnel have clean clothing equipment items.

Performance Statement & Deliverable (s)

Standard/Acceptable Quality Level (AQL)

Inspections/Acceptance Rating

3.1.1 Clean Sleeping Bag

Systems (light and heavy)

(a) Per the general guidance in AR 200-130 and Loss standards in AR 735-5

AQL: 99% (loss will not exceed 1%)

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

3.1.1 Clean Wool

Blankets

(a) Per the general guidance in AR 200-130 and Loss standards in AR 735-5

AQL: 99% (loss will not exceed 1%)

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

3.1.1 Clean Fleece

Jackets

(a) Per the general guidance in AR 200-130 and Loss standards in AR 735-5

AQL: 99% (loss will not exceed 1%)

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

3.1.1 Clean Poncho

Liners

(a) Per the general guidance in AR 200-130 and Loss standards in AR 735-5

AQL: 99% (loss will not exceed 1%)

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

3.1.2 The contractor will

pick up dirty on items on each Thursday and return them clean on each Thursday

(a) Per the CIF hours of operation listed in the CIF SOP (Attached as "App 3

CIF SOP)

AQL: 100% (minus outlined Federal holidays)

What: Material Delivery

How: The contractor will deliver clean items and pick up dirty items to the CIF building each Thursday of the calendar week

Who: COR

3.1.2 The contractor shall

fold the equipment and bag each item, separating it from the container.

The same containers will be used for pickup and delivery.

(a) presented in the bulk container neatly, bagged in a plastic material, and displays an orderly appearance

AQL: 100%

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

3.1.2 Equipment will be

jointly inventoried by the company and the CIF employees

(a) Items will be accounted for per the AR 735-5

AQL: 99% (Loss will not exceed 1%)

What: Items being cleaned

How: visually inspect the items on delivery from the contractor and document the results.

Who: CIF Employees

ILLINOIS ARMY NATIONAL GUARD

ILARNG CIF ISOP

CENTRAL ISSUE FACILITY

1301 N MacArthur BLVD

Springfield IL 62702

26 September 2017

Internal Standard Operating Procedures (ISOP)

By Order of the USPFO:

BRIAN S. CREECH, CDFM

LTC, LG, ILARNG

Deputy USPFO for Illinois

Official:

CRAIG N. HIRES

WO1, ILARNG

CIF PBO/MGR

Supply Management Officer

Summary. This ISOP prescribes policy, procedures and responsibilities for the internal operation and organization of the United States Property and Fiscal Office (USP&FO), Central Issue Facility (CIF) of IILLINOIS.

Applicability. This ISOP applies to all individuals assigned to and/or employed by the ILLINOIS ARMY NATIONALGUARD (ILARNG) CIF.

Suggested Improvements. The proponent of this ISOP is the USP&FO, Supply and Services (S&S) Division, CIF, Officer In Charge (OIC), 1301 N MacArthur BLVD Springfield ILL 62702.

TABLE OF CONTENTS

Para Page

Chapter 1 - General

Purpose 1-1

Mission Statement 1-2

Location 1-3

Hours of Operation 1-4

Points of Contact 1-5

Command and Control 1-6

Safety 1-7

Chapter 2 - Responsibilities

NCOIC Duties 2-1

Classifier/Warehouse Duties 2-2

System Manager Duties 2-3

CIF PBO/MGR Duties 2-4

Chapter 3 - Operations

Principles of Operation 3-1

Security 3-2

Files 3-3

Storage 3-4

Duty Appointment 3-5

Delegation of Authority 3-6

Requisitions 3-7

Receipt 3-8

Turn in to SSA 3-9

Para Page

Laundry 3-10

Maintenance 3-11

Hand Receipt Procedures 3-12

Property Book and Document Register 3-13

Periodic Requirements 3-14

Chapter 4 - Issues

Requests for Issue 4-1

Shipment by UPS 4-2

Unit Pick Up 4-3

Individual Pick Up (Walk In’s) 4-4

Truck Run Procedures 4-5

Confirmation of Clothing and Equipment Issue Reports 4-6

Chapter 5 – Turn Ins

Turn Ins 5-1

Hand Carried by Supply Representative 5-2

Turn In Using the Truck Run 5-3

Individual Soldier Turns In to CIF 5-4

Chapter 6 - Inventories

Semi Annual CIF Inventory 6-1

Phase 1 6-2

Phase 2 6-3

Chapter 7 – Property Accountability

Soldiers Responsibility 7-1

Statement of Charges/Cash Collection………………………………………………………………. 7-2

FLIPL

7-3

Chapter 8 - Mobilizations

Mobilization 8-1

Tables

References Table A

Acronyms Table B

Standard Issue……………………………………………………………………………………….Table C

Chapter 1

General

1-1. Purpose. This ISOP prescribes responsibilities, policies and operating procedures pertaining to the operation and organization of the CIF.

1-2. Mission. The CIF is a Property Book Account. The Installation Support Module (ISM) is the keeper of the property book record. The mission of the CIF is to provide a facility that uses the ISM program to deliver OCIE to Soldiers of the ILARNG. ISM is an automated web base system that allows unit representatives to request OCIE transactions. The CIF issues Organizational Clothing and Individual Equipment (OCIE) to personnel in units and activities supported by the USPFO for ILLINOIS CIF. The CIF maintains accountability of all OCIE transactions to the user level. The CIF maintains a stock level of OCIE to support peacetime and wartime requirements of supported units. The total stock of an OCIE item at the CIF will be based on average monthly demands.

The CIF:

a. Requests, receives, stores, issues, ships, exchanges, classifies and turns in all CTA 50-900 OCIE items.

b. Maintain a stock level of OCIE to support unit requirements.

c. Maintains individual Organizational Clothing and Equipment Issue Reports for items issued or turned in.

d. Maintain the automated CIF database.

e. Maintains property book accountability for CTA 50-900 items of OCIE.

f. Provide training to supported units supply personnel.

g. Receives or prepares, then processes Statements of Charges (SOC), Cash Collection Vouchers (CCV), or Financial Liability Investigation of Property Loss (FLIPL) for lost, damaged or destroyed items.

h. Expendable supplies required to complete or place an item of OCIE into use will be initially stocked at the CIF.

i. Provides repair of selected items and contract laundry services for OCIE.

j. Submits maintenance repair request for selected items to support maintenance.

k. Maintains functional files required to support the operation IAW AR 25-400-2.

l. Maintains Physical Security IAW prescribed regulations.

m. Provide training and maintenance to Material Handling Equipment (MHE).

n. Provide a safe working environment for all employees.

o. Submit recommended software change proposals to the CIF Configuration Control Board.

p. Provide assistance to supported units before and during Mobilizations and REFRAD.

q. Advise unit chain of command of accountability issues and non-compliance of regulatory guidance.

r. Conduct semi annual Inventories IAW prescribed regulations.

1-3. Location. The USPFO for IL-CIF is located in at 1301 N MacArthur BLVD Springfield IL 62702 Building # 5.

1-4. Hours of Operation. The CIF operates on a five-day workweek. Hours of operation are 0700-1630 Monday thru Friday. Morning break is 0900-0915. Lunch is scheduled from 1130-1200. Afternoon break is 1400-1415. Physical Training (PT) is authorized and encouraged for all employees of the CIF for five days a week. The last 30 minutes of each workday is set aside for office clean up, security and completion of paperwork from the day’s activities. The CIF is closed during all Federal Holidays and scheduled inventories. The CIF PBO/MGR may grant exceptions to normal hours of operation. Appointments are encouraged and will be prioritized ahead of walk in customers. Customers will receive service during breaks or clean up time. Employees will reschedule breaks to meet mission requirements.

1-5. Points of Contact:

CIF PBO/MGR

(217) 761-3463

Material Handler

(217) 761-3882 / 3464

1-6. Command and Control. The CIF is in the Supply and Services Division, USPFO for Illinois.

1-7. Safety. Safety of CIF employees is of the highest priority. The creation of and maintaining a safe working environment is the responsibility of the PBO and CIF Manager .it is everyone’s responsibility to be alert at all times, stop any unsafe practice observed, regardless of rank and/or position of those involved. Everyone is responsible to advise the command of suggestions to improve safety in the work place.

a. Personal Protection equipment is provided and worn as needed.

(1) Safety helmets are worn whenever MHE equipment is used or working with bulk material above head level.

(2) Hearing protection is used when working on or around equipment that produces loud noise.

(3) Eye protection is worn when working around hazardous materials.

(4) Safety ladders are used to retrieve items from on top of shelving.

b. Safety board is maintained and located in the warehouse entry hallway located in the FDP to provide safety equipment for customers/visitors. Material Safety Data Sheets (MSDS) of all HAZMAT items used and stored at the CIF is maintained in a binder on this safety board. Current applicable safety policy letters, POCs, and other pertinent safety information are posted on this safety board.

Chapter 2

Responsibilities

2-1. CIF Manager/ PBO Duties:

a. Manage the Turn in and Issue section operations and Employees.

b. Assist the CIF PBO/MGR with Employee administration.

c. Maintain Current CIF operations and seek to improve upon them.

d. Assist with the maintenance of the functional filing system under Army Record Information Management System (ARIMS) and other appropriate regulations.

e. Assist with Maintain the Organizational Clothing and Equipment Issue Reports filing system.

f. Produce the weekly production report and send to the Supply System Analyst assigned to the CIF.

g. Ensure any new UIC is added to the ISM system.

h. Maintain a list of Units on the Route Spreadsheet.

i. Respond to the needs of other organizational elements of the USPFO for Illinois or units as required.

j. Assist with processing daily warehouse request from customers and confirming records.

k. Assists PBO on DA 3953 activities.

l. Monitors stock levels and reorder points and advises CIF PBO/MGR.

m. Verifies transactions affecting and non-affecting property book against all property book documents.

n. Prepare the monthly recon for review from MMB.

o. Maintain the location system and update the ISM system of any location updates and/or changes.

p. Perform all special project management tasks.

2-2. Turn – In Classifier/Warehouse Duties:

a. Determine Serviceability of all items of OCIE receipts, issues; turn -ins IAW TM 10-8400-201-23 and TM 10-8400-203-23.

b. Schedules appointments for unit transactions.

c. Maintain coordination with CIF Manager to maintain schedule.

d. Maintain the warehouse as a safe, clean and orderly work environment.

e. Upon OCIE being turned in and Direct Exchanged (DX), the Classifier will classify equipment for disposal, maintenance, laundry or reissue. Posts the condition of the OICE to the ISM system. Make AAR changes as necessary.

f. Annotate on the turn ISM clothing record any unserviceable, maintenance or laundry items.

g. Files all finished transactions into the Soldiers clothing record file, after the transaction has been fully completed, including the confirmation of all correct records.

h. Process and deliver serviceable excess or unserviceable equipment for turn in to the USPFO Warehouse or DRMO. Update the serviceable Excess sheet monthly to the CIF Manager, so he can forward it to NGB for offering of disposition of equipment.

i. Files Soldier’s records in functional files and completes of all Soldier records.

j. Process Turn- In weekly production report to the CIF PBO/MGR.

k. Perform such other assignments as instructed by the CIF PBO/MGR.

l. Assist’s the CIF PBO/MGR with ensuring items that are marked unserviceable in ISM are correct quantities.

m. The North Riverside Annex will be responsible for all above in addition to ensuring items are marked for maintenance with a K code in the ISM system.

n. All North Riverside Pallet stock for the CIF will be maintained in Ism and on a Spreadsheet for easy access. The spreadsheet will be sent to the CIF manager monthly

o. North Riverside will also send a separate weekly production report.

p. North Riverside Material Handlers will also prep additional stock for the main warehouse in Springfield, by the CIF PBO/MGR request.

q. Both Turn in sections will be responsible for checking ISM to make sure all turn-in requests are being met with a physical appointment within 45 days of the ISM transaction.

r. The turn in section will complete all Turn in transactions within 3 days of the unit turning in equipment. No Exceptions!

s. No turn in appointment will be turned down by requesting unit’s if the operational day has not met 18 standard issue turn-ins for the operational day. If the turn in section cannot meet this demand due to lack of employee support, a request for a lower amount can be made to the CIF manager.

2-3. Issue Material Handler Duties:

a. Pull the weekly Route schedule to match with the USPFO Supply Support Activity (SSA) Illini Route schedule. All in depot units will also be pulled with their corresponding route schedule.

b. Process the unit transaction’s with paying special detail to mistakes or common errors input by the unit Supply sergeant. (Fix common sense errors)

c. Maintain coordination with CIF Manager on any additional duties.

d. Pull any emergency pulls designated by the CIF PBO/MGR.

e. Maintain the warehouse as a safe, clean and orderly work environment.

f. Complete at least 7 full initial issues per hour or 14 partial pulls per hour of work.

g. Complete the weekly production report and send to the CIF PBO/MGR.

h. Assist the CIF PBO/MGR with the updating of warehouse locations.

i. Properly mark all incoming freight and laundry using the prescribed method in FM 10-15.

j. Record all incoming freight on the Ism system and on the manual document register.

2-4. System Analyst:

a. Perform liaison duties between the CIF and units/customers.

b. Monitor process and print warehouse requests from units/customers.

c. Assist in filing all Organizational Clothing and Equipment Reports.

d. Monitors delinquent accounts and provides information to chain of command.

e. Print the weekly Route with the total full and partial pulls listed on the front with an attached cover sheet.

f. Monitor all account requests for accounts in ISM.

g. Process all 1687’s into the file when approving and updating accounts to include all required paperwork.

h. Assist the CIF PBO/MGR in processing AR 735-5 transactions

i. Process the weekly AAR transactions inputted by the units

j. Assist the CIF PBO/MGR with process of Expendable items from the ISM system

k. Perform material handler duties when all admin duties have been processed.

l. Process the monthly discharge, 90 ets, and unconfirmed records report broken down by brigades monthly.

m. Confirm all records that have been turned into the CIF.

n. Perform system quality assurance checks on the turn in section and issue section. Do this by going thru a name by name check of the records on the unconfirmed report and discharge report.

o. Ensure units are making coordination on turning gear in for Soldiers that are on the 90 day ETS report.

p. Complete a quarterly Recon report.

q. Perform such other assignments as instructed by the CIF PBO/MGR.

2-5. AST PBO Duties:

a. Assist with all operational aspects of the CIF.

b. Maintain the functional filing system under Army Record Information Management System (ARIMS) and other appropriate regulations.

c. Assist with all ISM OCIE reports.

d. Monitor closure of AR 735-5 transactions.

e. Verifies DA Form 1687 on hand for each supported customer.

f. Maintain Property Records IAW published regulations.

g. Requests equipment to maintain stock levels.

h. Process adjustment documents and forward to military pay for processing.

i. Maintains Registers for Adjustment Documents.

j. Manage Document Numbers for Financial Liability Investigation of Property Loss (FLIPL) and return to the Appointing Authorities.

k. Assists the CIF PBO/MGR with day-to-day requirements.

l. Performs coordination duties for special projects.

m. Establishes policy and procedures for day-to-day operations of the CIF by developing and reviewing SOPs and policy letters.

n. Provides a safe working environment for CIF customers and employees.

o. Enforces Supply accountability and Supply Discipline for employees and customers of the CIF.

p. Coordinates/communicates with units and command and control elements through out the state on CIF policy and procedures.

q. Performs duties as security manager.

Chapter 3

Operations

3-1. Principles of Operation.

a. In most instances, unit supply representative will make coordination or appointment for the issue and/or turn in of OCIE. Appointments for issue and turn-in are set up with the CIF PBO/MGR.

b. Unit Supply NCO will ensure that transactions are posted to the ISM-CIF before the appointment.

c. Transactions are accomplished by one of three methods.

(1) Appointment for turn-in.

(2) Illini Route

(3) In- depo pick up or emergency pick up at CIF. (Units in Depo are to manually pick up their units equipment from the warehouse in Springfield. Units are identified on Route listing spreadsheet located on in the shared drive \\Ngila3spi740bfs\uspfo\CIF\ISM Help CD)

d. Priority is given to individuals with appointments. Emergency appointments will be given on a limited basis. CIF warehouse is a restricted area and at no time are customers allowed in the warehouse area unless accompanied by a CIF employee.

e. The USPFO SSA publishes the Illini Route schedule for the year. The schedule as well as this SOP can be viewed on the USPFO web page on IKO. The CIF will work with the SSA to ensure all deliveries are made within 60 days.

f. CIF issues equipment that meets the standards of appearance established by the command. OCIE turned into (or exchanged with) the CIF will be clean, maintained, and used for its intended purpose. Items that are not cleaned prior to turn-in or exchange will be rejected or cleaned on the spot by the individual or unit representative.

(1) Organizational level maintenance is performed at the CIF. Direct support maintenance is submitted via work order to the Combined Support Maintenance Shop (CSMS), Springfield, IL.

(2) Original OCIE records are maintained at the CIF. Units are required to keep one copy of each active Soldiers OCIE record as well as inactive or discharged Soldiers records for three years after the end of their service or transfer.

(3) Commanders of using activities are responsible for ensuring that their personnel clear the CIF before they depart the Illinois Army National Guard.

g. Soldiers are responsible for the proper care, custody and safeguarding of all OCIE issued to them. With the exception of sew on nametags, authorized insignia, and chemical suit markings, Soldiers will not write, stencil or place other permanent markings on equipment as this renders the equipment unserviceable when returned to the CIF. If unit commander determines that additional marking is required appropriate sew on name tags may be used. Equipment turned in to the CIF with permanent markings will be documented on a DD 200 and submitted to the respective Brigade S4 for processing.

3-2. Security. The last CIF person to leave each duty day will perform SF 701 (security check tasks):

a. Ensure all offices and storage areas are secured at Close of Business each workday.

b. Ensure all lights are turned off.

c. Inspect the area to ensure there are no fire hazards and all appliances are shut off or disconnected.

d. The CIF PBO/MGR is appointed the security officer. Any document containing sensitive and/or personal information, I.E. Social Security Account Number (SSAN) is shredded when no longer needed.

3-3. Files. The file custodian is the CIF PBO and the System Analyst. The functional file system is maintained IAW ARIMS and AR 25-400-2 in the admin area. Files that are maintained in other offices will have a “header” file in the functional file system listing the location. A listing of all CIF files is maintained in front of the functional file system in the Admin area. The library contains Army Regulations (ARs), Department of the Army Pamphlets (DA Pams), Field Manuals (FMs), Technical Manuals (TMs), Common Table of Allowances (CTAs), Standard Operating Procedures (SOPs), Modified Table of Organization and Equipment (MTOEs), Table of Distribution and Allowances (TDAs) and Policy Letters that are pertinent to the operation of the CIF. The system analyst maintains the library in the admin area and posts updates and/or changes. All changes will be posted upon receipt. No change will be placed in the files without the basic regulation. Regulations maintained in offices or work areas other than the library will have a “header” sheet in the appropriate binder listing the regulation and where it is located. Publications and regulations are requested through the 12-series manager at the USPFO-Illinois. Soldier Issue Files (710-2g) are maintained alphabetically regardless of rank or unit. Soldier Issue Files for Service Members who retire, Expired Term of Service (ETS), Interstate Transfer (IST) or are discharged are removed from the file and placed in a “Dead File” for a period of 2 year. The dead file is maintained alphabetically by the month of action.

3-4. Storage.

a. All items stored in CIF bin and bulk areas will be stored neatly by size and type.

b. OCIE is never stored in contact with the ground or concrete. Pallets or shelving is used to prevent contact.

c. Location numbers for all storage areas are determined IAW FM 10-15.

d. Location changes made by warehouse personnel are submitted in the ISM System and notify the CIF PBO/MGR, as they occur to post to the ISM system

e. Issue bins will be filled when the last item is taken.

f. Flammable materials and supplies are stored in the flammable storage container located in the warehouse.

3-5. Duty Appointment. The Adjutant General signs the appointment order for the CIF PBO. A copy is maintained in the consolidated property list binder and in the functional file.

3-6. Delegations of Authority (DOA or 1687).

a. The PBO manages the CIF DOA, DA Form 1687 for requesting and/or receiving Supplies from outside agencies. I.E. Warehouse, Laundry, Units and Maintenance.

b. The system analyst maintains the signature card file. The file is maintained in the admin area.

c. DOAs from supported units requesting access to the ISM system are filed in Bde order. The CIF PBO/MGR reviews each DOA upon receipt to ensure completion IAW the ILARNG OCIE Customer Handbook and that an Assumption of Command order is attached. DOAs not completed IAW with the CIF SOP or missing the assumption of command order is returned to the unit without action. The system analyst will post properly completed DOAs to the ISM system granting the unit access.

d. The DOA at the CIF authorizes individuals who come to the CIF to receive OCIE for the unit.

3-7. Requisitions.

a. The PBO will review the stock level monthly and request order for OCIE as required.

b. The PBO or his/her representative will send all order requests thru the USPFO- Channels.

c. Local Purchase Items are requested thru the USPFO-IL Purchasing and contracting office or using government purchase card.

d. Office and GSA supplies are ordered using IMAP.

3-8. Receipt.

a. The USPFO Warehouse will notify the CIF when shipments arrive for receipt. The USPFO warehouse may deliver items to the CIF or request that CIF personnel pick up the items.

b. Only Soldiers listed on the DA Form 1687 will sign for supplies and equipment from the warehouse.

c. Soldiers receiving items from the SSA will ensure that the item listed as identified is listed correctly on the receipt document. If no receipt document is present, a DD Form 1348-1 (DOD Single Line Item Release/Receipt Document) is prepared. Particular attention is given to verify condition of the equipment and verify that the National Stock Number (NSN) and quantities match the receipt document. The CIF Personnel will sign and date the receipt document and annotate the quantity and size of the item(s) if applicable. The receipt document is then posting to the PBUSE after posted to the ISM system. The PBO initiates a Standard Form (SF) Report of Item Discrepancies (ROD) for any item that is not correct.

d. The material handler or system analyst will post the receipt document to ISM stamp the receipt document with “POSTED CIF”, then initial and date the stamped document.

e. The document will then be put and recorded in the transaction file and activity register.

3-9. Turn In to SSA.

a. Unserviceable OCIE is turned in using the ISM turn in to SSA or DRMO on the ISM system. The turn-in’s need to be turned in ASAP to either DRMO or the USPFO.

(1) The CIF Classifier will process the document for either serviceable or excess equipment.

(2) The equipment will be bagged and palletized with the appropriate paper work that pertains to the NSN of the item.

b. All Serviceable (Non obsolete) equipment will need to be recorded on a excess spreadsheet and sent to the CIF manager monthly. The classifier will then wait on further disposition instructions pending the results from National Guard Material Management Center (NGMMC) in KY. All transactions will be posted and filed in the transaction file.

c. Contaminated OCIE is immediately double bagged and tagged IAW the ILARNG SOP if not received that way. Contaminated OCIE is maintained separate from all other items of OCIE in the warehouse.

(1) The Classifier will complete a DA Form 2765-1(on ISM), listing the item contaminated. A separate DA From 2765-1 is used for each item contaminated. The DA Form 2765 will then be posted and the equipment will be taken to the USPFO warehouse.

3-10. Laundry. Laundry Services are contracted with commercial vendors. All Sleeping bags and blankets received, and other items deemed washable on the vendor’s contract will be palliated and transferred from code B to K and a maintenance ticket will be created for them.

a. The CIF PBO/MGR contacts the laundry facility.

b. The items are packaged together and transported to facility.

c. Items are returned and counted from the facility by the material handler.

d. Items are then posted to the ISM system and either left in bulk storage or input back into the correct bin location.

3-11. Maintenance. The Combined Support Maintenance Shop (CSMS) Springfield, IL provides support maintenance. Maintenance queries are preformed as needed unless deemed more urgent by the CIF PBO/MGR.

a. The Classifier prepares a Maintenance Request on a DA Form 2407 listing each item-requiring repair.

b. The Classifier maintains the maintenance work order register, DA Form 2405 and places the organic work order number to the DA Form 2407.

c. CIF warehouse personnel will deliver the items and their respective work orders to the CSMS Shop Office.

d. Shop office assigns a work order number to the DA Form 2407 and provides the signed receipt copy to the to the CIF representative.

e. The CIF representative returns the receipt copy of the DA Form 2407 to the Classifier to file in suspense until the work order is complete.

f. Upon notification of the completed work order, the Classifier removes the suspense copy from the file and pick up the item with the suspense copy of the work order.

g. The CIF representative presents the suspense DA Form 2407 to the Shop Office of CIF to pick up the item. A joint inventory is conducted noting the repairs; the CIF representative signs the completed work order and returns the items and the receipt to the Classifier.

h. The Classifier verifies the maintenance is completed to standards, closes out the work order log and forwards the DA Form 2407 to the transaction file.

i. The classifier posts the document from maintenance to serviceable.

3-12. Hand Receipt Procedures. Hand receipts are rarely used and only with prior approval. The CIF will only hand receipt bulk issue items to support unit-training needs for short periods of time. Only Individuals listed on a DOA are authorized to sign for equipment on a hand receipt.

a. The unit Supply NCO coordinates with the CIF Manager through their chain of command. The CIF PBO/MGR validates that the request is valid and that quantities are on hand or available. The 2062 is created.

b. The CIF PBO/MGR details warehouse workers to make the pull the day prior to the arrival of the unit.

c. Upon the units arrival the Supply Clerk validates that the Supply NCO is listed on the unit DOA against the individuals Military Identification Card. The unit representative and a CIF representative jointly inventory the items and the unit representative will sign and date the bulk issue CIF Record. The return date is confirmed with the unit representative prior to the unit’s departure from the CIF.

d. The CIF warehouse worker produces a copy of the issue document and provides it to the unit representative. The original signed issue document is forwarded to the CIF PBO/MGR.

e. The CIF PBO/MGR files the issue document after confirming the hand receipt issue document then file until the item is returned to the CIF.

f. When the unit reports to the CIF to clear the hand receipt document, the Supply Clerk retrieves the original signed hand receipt document from the files. The Supply clerk then escorts the unit representative to the Classifier and delivers both the hand receipt document and the unit representative. The Classifier will jointly inventory the items being returned. The count is verified all the items sorted and annotated on the hand receipt document according to serviceable, unserviceable, maintenance and laundry.

g. If all items listed on the issue document are received, the CIF Representative will process the turn in and produce a cleared record for the individual that the turn in was processed on can sign a clean record. The CIF representative makes a copy of the issue document and gives it to the unit representative and the original signed issue document goes to the Classifier to process.

h. Quantities of items not returned that are listed on the issue document remain on their record and the individual signs and dates the new record. A new return date is established for the remaining items. The CIF representative makes a copy of the issue document and gives the copy to the unit representative and the original to the CIF manager to post the items received then files the issue document until the items remaining are cleared.

3-13. Property Book and Document Register. The property book and all supporting documents are maintained in strict accordance with AR 710-2 and procedures in DA Pamphlet 710-2-1. The property book and document register are maintained in ISM. USPFO-SS conducts a reconciliation of the property book and the supporting file once per year.

3-14. Periodic Requirement

a. Daily

(1) Process Issue Transactions.

(2) Process DX Turn Ins.

(3) Process Requests.

(4) Process Turn Ins.

(5) Process Losses.

(6) Process FOI.

(7) Input ISM transactions.

(8) Confirm and file unit transactions.

(9) Fill issue bins as necessary.

(10) Keep desks clean and orderly

b. Weekly

(1) Clean work area.

(2) Process AAR

(3) Process Production Report

(4) Process AR 735-5 transactions

(5) Turn Items into SSA or DRMO thru USPFO warehouse

c. Bi-Weekly

(1) Payroll

(2) Mop Warehouse floors

d. Monthly

(1) Inspect fire extinguishers.

(2) Process Discharge Report

(3) Process Unconfirmed Report

(4) Process 90 ETS report

(5) Review list of stock items to be sent from North Riverside

e. Quarterly

(1) Review the Discharge list and Unconfirmed records reports

(2) Process the dashboard review

(3) Review customer DA Form 1687’s.

f. Semi-Annually

(1) Inventory keys.

(2) Review stock levels.

(3) Conduct Inventory of all equipment.

g. Annually

(1) Update DA Form 1687’s.

(2) Purge and create new ARIMS Files.

(3) OCIE property book inventory.

(4) Review SOP’s.

Chapter 4

Issues

4-1. Request for Issue.

a. The CIF PBO/MGR processes requests from the ISM system. (See Table C) The requests are printed weekly by the system analyst according to the route that is designated by the CIF PBO/MGR for that week. There are four routes that cover every unit in the state of Illinois.

b. Route pulls include both in depot units and Illini route units. Any other pull inserted for the week must be approved by the CIF PBO/MGR.

c. Routes sheets are verified to ensure the Soldiers are authorized the equipment on the ISM worksheet transaction.

d. Equipment is then pulled by a material handler. A second material handler will pack the equipment into the appropriate shipping box.

e. The Equipment worksheet is to be updated with zeros for equipment the CIF stocks, which are currently out of stock. If a critical piece of equipment is not present for an initial issue, a substitute item needs to be filled if possible. See the CIF PBO/MGR for authorized substitutes (I.E. a ACH helmet is replaced with a Standard Kevlar). The worksheet is then signed by both the puller and packer for verification, that all equipment is present in the box. One material handler will then electronically ship the items in ISM, and print the clothing receipt. The receipt is added to the box, and the box is then sealed.

f. A DA 200 will then be issued for the unit currently being filled. Once the units pulls have been completed the equipment will be taken to the USPFO

4-2. Shipment by UPS.

a. The CIF doesn’t use this method at this time.

4-3. Unit Pick Up.

a. The unit will arrange this in advance with the CIF Manager. If the items will not be pulled until the arrival of the unit, the Supply Sgt. or authorized individual on the DOA will sign for the equipment on the CIF Equipment sign out sheet, in lieu of DA 200.

b. If the items are pre-pulled the unit will use the standard method of pickup from the USPFO-warehouse.

4-4. Individual Pick Up (Walk In).

a. When a Soldier picks up their OCIE at the CIF, the Soldier inventories the OCIE.

b. The Soldier signs their full payroll signature on the clothing equipment issue record. If the signatures are not legible, the signer will also print their name under the signatures and presents their Military Identification Card to the warehouseman. If the Soldier knows the pin number to their CAC card, they must digitally sign their record.

c. The record original is sent to the system analyst for confirming and filing.

4-5. Illini Route Procedures.

a. The Illini Route is set up into four routes. Route 1 and 3 delivers to North Riverside. Route 2 goes to Kewanee and MTA. Route 4 is delivered down south from Champaign to Marion.

b. The OCIE delivered from CIF to the USPFO-Warehouse is delivered with A DA 200 and placed on the appropriate UIC designation.

c. The OCIE is then delivered, and the DA200 is signed by the accepting unit, and given back to the truck driver to turn into CIF.

d. All deliveries to North Riverside will be picked up by the unit and the DA 200 will be scanned and sent back to the CIF PBO/MGR.

e. The DA 200 will be filed with the CIF copy.

4-6. Confirmation of Organizational Clothing and Equipment Issue Reports.

The Supply Analyst confirms the signed individual clothing and equipment record on the ISM system. The Supply Analyst must pay particular attention to the transaction to ensure it is the Soldiers clothing record, and not the receipt transaction. The only records that are confirmed is the actual clothing record. All others will not be confirmed, and the unit will be notified of the mistake through an email or phone call.

a. Once a unit has issued the OCIE to the Soldier the unit will be sending in a signed original or digitally signed copy of the Organization Clothing and Equipment Issue record. The incoming records will be placed in the inbox located on the filing cabinets in CIF.

b. The Supply Analyst will confirm issued Organizational Clothing and Equipment Issue Records. The Supply Analyst will take all records to the file cabinet and place the signed paperwork in Soldier’s file.

c. The Soldiers record should be dated either the same as the last transaction or a later date. No older transactions will be accepted.

d. All Turn in records will be signed by the Soldier before being confirmed.

e. The last step in processing a turn in is the filing of the record. If it is a complete turn in, and the Soldier is going to be discharged. A discharge order must accompany the record before moving the record and folder to the discharge filing cabinet.

f. If there is an item in the loss column on the turn in, the unit should also be giving to the CIF a DD Form 362 or a DD 200. There may be occasions when the unit is waiting for a commander’s signature on the forms, so they may come at a later date. All DD Form 362’s and DD 200’s are given to the CIF PBO/MGR. If it is a complete turn with a loss, that Soldier’s record still gets filed in the turn in records holding drawer.

Chapter 5

Turn Ins

5-1. Turn Ins. The Supply NCO creates a turn in worksheet before arriving to the CIF for their turn in appointment (All expendable items must be moved too if the Soldier is leaving the system). The Unit supply representative must have the worksheet created prior to the equipment arriving at the CIF. Equipment received that is not on the worksheet is returned to the unit without action. All AAR’s must be submitted prior to the appointment, too. OCIE turn-ins may be accomplished in one of three ways; the unit supply representative brings the items to the CIF. OCIE is shipped by the Illini route for southern units only or the individual may bring items to the CIF to clear after the unit has posted the worksheet in ISM.

5-2 Unit Supply Representative Hand Carries OCIE Turn In.

a. The Supply NCO creates a turn in for the Soldier and moves the equipment in…