Warehouse PWS Revised.pdf

PERFORMANCE WORK STATEMENT

1.1.1 Overview

This Performance Work Statement (PWS) describes the requirements for the warehousing Supply function to support all customers of the Navy Regional Supply Office, Norfolk, (RSO Norfolk) in Norfolk, Virginia and the Regional Supply Office, Oceana (RSO Oceana), in Virginia Beach, Virginia utilizing applicable Supply Management Information systems, manual systems, multiple databases and software programs. The Contractor shall provide all supervision, management, personnel, equipment and necessary supplies to perform all tasks associated with all warehousing functions individually described and specified in this PWS.

1.2 Scope of Work

Warehouse operations support services include: Supplemental Aviation Spares Function (SASS), receiving, storing, Care For Material In Stock (COMIS), re-warehousing, issuing, delivery, pick up, crating, packing, physically handling, loading and unloading Government owned stock material and/or material ordered to support customers of RSO Oceana and RSO Norfolk.

Specific site tasks are identified in Section 5 of this PWS. The Contractor shall provide all personnel, management, supervision, equipment, tools, supplies, materials, transportation, and any other items and services necessary to perform the functions in this PWS except that which is made available by the Government and specified in Section 3 “Government Property and Services Provided”. The work shall be performed at the locations/sites mentioned above and IAW Technical Exhibit (TE) 4 “Directives and Publications” and TE 21 “Forms Index”. The Contractor shall electronically scan all supply related (receipt/stow/issue/shipping) documents for potential review and retrieval using the Financial Audit Compliance Enhancement Tool (FACET) at RSO Oceana, manual filing is still required for RSO Oceana and Norfolk.

The following paragraphs introduce the general scope of work that will be performed at the Regional Supply Offices. They are a brief summary and work breakout of the function typically found at these locations.

1.2.1 Warehouse Operations

Warehouse Operations include receiving, storing, issuing, packing/crating, excessing, disposing of, preserving, and the overall maintenance and Care of Material in Storage (COMIS) and updating and maintaining the accuracy of applicable supply management information systems and databases. Materials warehoused include:

general consumables, classified, pilferable, binnables, bulk items, repairables stored in various buildings and environments (e.g. outdoor storage).

1.2.2 Material Delivery Operations

All material deliveries (stock and DTO) will be coordinated with the respective site’s Material Delivery Unit (MDU). Large, heavy, bulky items will require delivery by the contractor as designated by the DGR. Material Delivery Operations include managing local (on base) delivery services, staging and sorting material, dispatching, preparing manifests, and coordinating the organic or commercial shipment of materials, IAW Naval Aviation Maintenance Program (NAMP) and Uniform Material Movement and Issue Priority System (UMMIIPS) timeframes. Operations include material such as: Material Turned Into Stores (MTIS) or repairables for return to supply, to include Offload material and items scheduled for DLA Distribution Services (formerly known as DRMO). Traffic management support includes preparing small package Commercial Bills of Lading (CBL), preparing and affixing shipping labels, coordinating other than small package shipments with the DGR, and performing liaison with supported customers for organic shipment requirements. Support includes certifying shipments containing hazardous material (HAZMAT)/weapons/ordnance, and posting issues to applicable supply management information systems and databases.

1.2.3 Customer Service Support

Coordinating resolution of customer problems and complaints in all aspects of issuing, delivering and shipment of materials.

1.2.4 Inventory Support

Inventory support includes processing discrepant materials by providing the DGR with information on receipts/issues that are a discrepancy, and assisting the DGR with physical inventory actions. Performing Quality Control by recommending and monitoring changes in warehouse processes, and reporting statistics on a daily basis. Special materials managed can include: pools of material to support squadrons/aircraft carriers or other categories of material requiring special training, storage, or handling.

1.2.5 Program Management Support

Program Management Support includes Aviation Support Detachment (ASD) material support, creating reports, and measuring/reporting performance metrics.

1.3 Personnel Requirements

The Contractor shall provide qualified personnel to accomplish all work and services required by this PWS. This provision shall apply notwithstanding past historical records, estimates of personnel needed, or any minimum levels established elsewhere in this PWS. Contractor employees shall be trained, qualified, certified, or licensed as required in this PWS prior to starting work. The Government will provide initial skills training to Contractor employees for N-ERP and Express Small Package shipping data base entry requirements. TE-2 “Certifications, Licenses, and Security Clearances” provides detailed requirements. The Contractor shall maintain records of training, certifications, and licenses. The Contractor shall ensure that the employees remain fully qualified to perform the work assigned. The Contractor shall maintain a management plan that includes a comprehensive staffing chart. The staffing chart shall specify the number of people, type of position (FTE, part-time, full-time, intermittent, etc.), labor categories, hours, and function assigned, and identification of mission essential personnel.

The Contractor shall make the plan available to the Contracting Officer prior to contract performance, and modify the plan when necessary to ensure compliance with this PWS.

The contractor shall employ persons physically qualified for performing the duties assigned, considering factors such as strength, endurance, agility, coordination, and visual and auditory acuity. This includes, but is not limited to, personnel being able-bodied, having the ability to stoop, bend, climb ladders, and stand or walk for long periods of time. Personnel may be required to lift objects weighing up to forty-five (45) pounds.

The contractor shall not permit an employee to work while his/her ability or alertness is impaired by fatigue, drugs, illness or other causes that might unnecessarily expose himself/herself or others to injury or damage to property.

The contractor or COR can discuss the removal from the work premises any contractor employee with indications of physical limitation or emotional instability which might create a hazard or adversely affect response to work situations.

The contractor shall ensure that personnel handling classified material shall possess a security clearance commensurate with the same level of security of material being handled.

Personnel absences and terminations do not relieve the Contractor of the responsibility to perform tasks required by this PWS timely and accurately. The Contractor shall employ qualified temporary or permanent personnel replacements.

1.3.1 Key Personnel

The Contractor shall designate two Site Managers who are fully qualified to manage and perform the required work. A Site Manager shall be physically located at RSO Norfolk, Building SP-86, Norfolk, VA, and at RSO Oceana, Building 720, Virginia Beach, VA (refer to Section 1.6 “Operating Policies”).

The Site Managers shall serve as the principal point of contact for the COR, and shall be physically available to oversee Warehouse Supply functions during core business hours. The Primary Site Manager will immediately contact the COR with any problems or concerns with regard to the performance of this contact. The Contractor shall provide a point of contact list, including name(s) and telephone number(s), to respond to emergencies in the absence of the Site Manager. The contact list will be updated as personnel changes occur.

1.3.2 Site Managers

Site Managers shall have a minimum of five years of supervisory experience in military Base Operating Support (BOS) and aviation logistics support within the last seven years. The Site Manager shall be available on a full-time basis; however, he/she may perform other Warehouse Supply functions while serving in this capacity. The Site Manager must assume full-time responsibility for the supervision of site operations. During the absence of the Site Manager, a designated person shall be authorized to act for the Site Manager. Site Mangers shall be assigned to and physically located at each of the following designated work sites, and have responsibility over respective tasks described in sections 5

RSO Norfolk - Building SP-86, Norfolk, VA RSO Oceana - Building 720, Virginia Beach, VA

1.3.3 Essential/ALFA Personnel

Essential/ALFA personnel shall perform warehouse supply functions identified in TE-3, “Essential Services” during suspended installation operations due to reasons including inclement weather, natural disasters, and heightened security operations (refer to Section 1.6.4 “Heightened Security Operations”, Section 1.6.5 “Inclement Weather and Natural Disasters”, and Section

1.6.6 “Destructive Weather Operations”).

1.3.4 Training/Certifications, Licenses, and Security Clearances Contractor requirements for “Certifications, Licenses, and Security Clearances” are listed in TE-2. As noted in TE-2, some of the training required for certification and licensing is government-furnished, and some shall be the responsibility of the Contractor to obtain. The government will provide initial training for the contractor to enter receipt, issue, clear exception, etc. into the applicable databases (e.g. N-ERP etc.) At full performance start date, the Contractor shall provide the COR with copies of required certifications and licenses, and a schedule for employee training to meet the statutory and other applicable requirements shown in TE-2. The Contractor shall maintain records of training, certifications, licenses, and clearances. The Contractor shall ensure that employees’ certifications, licenses, and clearances remain current during the period of performance.

1.3.5 Employment of Federal Employees

The Contractor shall not employ or enter into a contract with any person to perform work under this PWS who is an employee of the U.S. Government, either military or civilian, unless such person receives approval IAW Department of Defense (DOD) 5500.7R [Joint Ethics Regulation (JER)].

1.3.6 Non-U.S. Citizens/Minors

The Contractor shall ensure that all personnel employed in the performance of this PWS shall be U.S. citizens, or non-U.S. citizens legally admitted into the U.S., who can produce evidence of legal authority to be employed in the U.S., IAW the National Industrial Security Program Operating Manual (NISPOM) and International Traffic and Arms Regulations (ITAR). Only persons 16 years of age and older may perform work for the Federal Government.

1.3.7 Language Requirements

All Contractor personnel shall be competent in reading, writing, speaking, and understanding English.

1.4 Local Meetings and Briefings

The Site Manager or designated representative shall participate in Supply-related meetings, conferences and briefings with customers, federal, state, and local agencies and their representatives, and other providers as required by the Government. These meetings, conferences and briefings may take place on-site or off-site and occur weekly, monthly, or as otherwise required. This requirement may vary based upon Contractor performance. Meetings, conferences and briefings may start or end outside core business hours.

When the Contractor attends meetings pursuant to this PWS, wherein a DGR is neither present nor represented, the Contractor shall furnish a written report, in memorandum format, to the COR within two working days after meeting completion. The report shall include identifying information, general observations, conclusions, recommended actions, and any additional information, such as handouts.

1.4.1 Weekly Routine Meetings

The Contractor shall meet to discuss program status with the COR at least weekly throughout the performance period. Program status includes workload, performance, cost and Contractor concerns.

1.5 Quality Control and Quality Assurance

1.5.1 Quality Control Plan

The Contractor shall submit a Quality Control Plan at the beginning of contract performance and make the plan available to the Government upon request, and modify the QCP when necessary to ensure the PWS performance requirements and standards are met.

1.5.2 Quality Assurance Surveillance Plan (QASP)

. The Government quality assurance evaluators (QAEs) will monitor and survey the Contractor's performance according to the terms of this PWS.

. The Government QAEs will report the Contractor’s performance under this PWS according to the procedures, methods, and guidelines set forth in the QASP

. The Government QAEs will continuously observe the Contractor’s performance under this PWS and record all observations of incomplete or defective performance and safety and health standards violations. The Government QAEs will issue written notices to the Contractor of deficient performance. The Contractor shall reply in writing within five business days after receipt, explaining reasons for reported performance deficiencies and standards violations, the corrective action, and procedures taken to prevent reoccurrence.

. Procedures to be taken when performance standards are met or not met: Positive: Letters of Commendation and Letters of Appreciation, Favorable Performance Reviews, FAR Clause 52.212-4(a) – Inspection/Acceptance and 52.212-4(m) Termination for Cause, and negative performance will be documented on CPARS.

1.6 Operating Policies

1.6.1 Operating Hours

The Contractor shall provide services during the following hours, unless otherwise noted in Sections 5;

however the time standards shown in TE-4, “RSO Oceana Performance Requirement Summary” and TE-5, “RSO Norfolk Performance Requirement Summary” are based on 24 hours per day, 365 days per year, and must be met.

All services prime work shifts (Note 1) MON-FRI 0730-1600

Storage/Issue/Receipt “Premium Mode Shipments” And the delivery of oversized material requirements (Note 2) MON-SUN 24 hours

Packing/ Shipments/ Shipment Loading/ Shipment MON-FRI 0730-2000 Certification (Note 3)

Packing/ Shipments/Shipment Loading/Shipment SAT 0730-1600 Certification (Note 3)

Note 1: For RSO Norfolk special pickups, deliveries, on-loads and off-loads of an emergency or mission essential nature may be scheduled for evenings. Sundays, and federal holidays.

Note 2: Will issue material from stock and process warehouse refusals 24 hours a day, 7 days a week, every day of the year.

Note 3: When notified of emergency requirements by the COR for packing/crating, small package shipment, liaison for other than small package shipments, or shipment certification, the Contractor will have qualified personnel on-board within one (1) hour of notification to the contractor that an emergency exists, unless personnel on-site are qualified to perform the function.

1.6.2 Federal Holidays

The federal holidays observed are: New Years Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. Should a federal holiday fall on a Saturday, the Friday immediately before is considered the holiday; if the federal holiday falls on a Sunday, the Monday immediately following is considered the holiday. If the holiday is normally observed on a designated day of the week, the day it is normally observed will be the holiday.

1.6.3 Temporary Base Closures

When an unforeseen installation closure or curtailment of activities occur on a regularly scheduled day of work, the Government will either:

. Reschedule the work to be performed on the following workday; or

. Reschedule the work on any day acceptable to the Government The Government will announce installation closures, delayed openings, and curtailment of activities on local radio and television stations that broadcast closings and delayed opening announcements. Activities designated as essential services in TE-3 “Essential Services” shall be staffed during base closure unless otherwise directed by the COR or DGR.

1.6.4 Heightened Security Operations

The Contractor shall comply with CNRMA policies to ensure mission accomplishment during heightened naval installation security postures known as Force Protection Conditions (FPCons) Bravo, Charlie, and Delta (see Section 2 for definitions). The Contractor shall submit a list of essential personnel, designated as “Essential”, to the COR every January or as personnel changes occur. Essential personnel shall report for duty during periods of increased FPCons and shall present valid identification to gain access to the sites. An “E” on their Government identification card/identification pouch shall identify essential personnel.

1.6.5 Inclement Weather and Natural Disasters

The Contractor shall comply with CNRMA Winter Storm Condition plans, which outline operational procedures to follow in the event of accumulated snowfall, icy road conditions, freezing rain, and forecasts of snowfall or freezing conditions. The Contractor shall submit to the COR a list of mission essential personnel, designated as “Snow ALFA” personnel, for winter storm conditions. Snow ALFA personnel are required to perform essential duties during suspension of normal operations, unless otherwise directed by the COR or DGR. The Contractor shall also submit to the COR a list of non- essential personnel, designated as “Snow Bravo” personnel. In the event that the Navy has an essential mission requirement that necessitates additional contractor staff to work during inclement weather or natural disasters, the COR is authorized to direct the contractor to increase or fully staff operations notwithstanding CNRMA orders, plans, or instructions. The COR’s directive to fully staff during adverse conditions will not entitle the contractor to any equitable adjustment nor form the basis of any claim for additional compensation.

1.6.6 Destructive Weather Operations

In the event of destructive weather (e.g., thunderstorms, severe windstorms, tornadoes, and hurricanes), the Contractor shall perform essential functions despite the cancellation of normal operations unless otherwise directed by the COR or DGR. The Contractor shall submit a list of essential personnel, designated as “Hurricane ALFA” personnel, by shift, for the period 1 June through 30 November, to the COR by 15 May of each year and update as necessary when personnel changes occur. The Contractor shall also submit to the COR a list of non-essential personnel, designated as “Hurricane Bravo” personnel. Hurricane ALFA/Bravo personnel are separate categories from ALFA/Bravo personnel designated for winter storm conditions. In the event that the Navy has an essential mission requirement that necessitates additional contractor staff to work during destructive weather, the COR is authorized to direct the contractor to increase or fully staff operations notwithstanding CNRMA orders, plans, or instructions. The COR’s directive to fully staff during adverse conditions will not entitle the contractor to any equitable adjustment nor form the basis of any claim for additional compensation.

1.6.7 Strike Contingency Operations

The Contractor shall prepare a strike contingency plan to ensure the continuation of services required by this PWS in the event of a work stoppage, slow down, or similar action by Contractor employees. The Contractor shall maintain a copy of this plan on-site.

The Contractor shall provide to the COR, not later than the date of full performance, a contingency plan to provide critical services during declared labor strikes or work stoppages.

1.6.7.1 Contractor Non-Performance

Due to the critical importance of this service requirement, the Government reserves the right to take over or arrange for the takeover of performance of this effort in the event of a labor strike by the Contractor’s employees exceeding three workdays after the Contractor fails to implement a strike contingency plan or period of nonperformance (e.g. bankruptcy, default, etc.). The Contractor further agrees, under such circumstances, to permit the Government to use any essential Contractor-furnished property for an interim period. The Government shall equitably compensate the Contractor for the use of such property. The Government reserves the right to reduce the contract price due to the contractor’s failure to fully perform, as well as the right to terminate the contract for cause, terminate the contract for the convenience of the Government, or to take any other remedial action authorized by the contract, or authorized by law.

1.6.8 Contingency Events

Emergency situations and wartime contingency operations may necessitate that the Contractor perform the requirements of this PWS either outside the core hours of operation or for extended periods of time. The Contractor shall provide the level of service requested by the COR. Emergency/wartime requirements necessitating the performance of workload outside the parameters of this PWS will be subject to consideration by the Government for an equitable adjustment. In the rare event the Contractor cannot be available due to emergency situations or wartime operations; the Government reserves the right to enter warehouse facilities to ensure continued performance. The Contractor further agrees, under such circumstances, to permit the Government to use any essential Contractor-furnished property for an interim period. The Government shall equitably compensate the Contractor for the use of such property. Such issues will be authorized by the COR and fully documented and the Contractor advised at next available opportunity.

1.6.9 Smoking/Drug Policy

The Contractor shall comply with Department of Defense (DOD) Instruction 1010.15 (Smoke- Free DOD Facilities), all federal and local command smoking policies and work force requirements.

By acceptance of this PWS, the Contractor agrees to comply with all applicable Federal Statutes, laws, and regulations, to implement a Drug Free Workplace Program (DFWP) that is equivalent to DON’s DFWP as specified in SECNAVINST 5100.13C (Navy and Marine Corps Tobacco Policy) and OCPMINST 12792.3A [Department of the Navy (DON) Drug-Free Work Place Program]. For those positions which require drug testing (i.e., Motor Vehicle Operator, Top Secret Clearance, etc.) the Contractor will verify, by the date of the assumption of responsibilities, that such testing has been completed for those individuals, and that the Contractor will conduct random drug tests of persons with those responsibilities in the future.

1.6.10 Vehicle and Equipment Operation

Contractor personnel using Privately Owned Vehicles (POV) on DOD installations shall have proper permits for entry onto the installations. All Contractor vehicles (including POVs) must comply with the vehicle operation regulations that govern installations. All vehicles are subject to search while on DOD installations.

Only licensed Contractor personnel shall operate vehicles on DOD installations. Vehicles shall be operated IAW local and state laws as well as installation specific traffic regulations listed below.

All Contractor vehicle and equipment operators shall comply with the licensing requirements of all federal, state, installation specific traffic regulations, and applicable requirements of NAVFAC P-300 (Management of Civil Engineering Support), NAVFAC P-307 (Management of Weight Handling Equipment), NAVSUP Pub 572 [Joint Services Manual (JSM) for Storage and Materials Handling], NAVSUP Pub 538 (Materials Handling Equipment Maintenance Manual), OSHA regulations, 29 CFR Part 1910 (Powered Industrial Trucks). For ordnance handling operations, the Contractor shall additionally comply with NAVSEA SW023-AH-WHM-010 (Handling Ammunition, Explosives, and Hazardous Material with Industrial MHE). The Contractor shall maintain on file and in the possession of the operator, proof of all qualifications.

Parking will be authorized in designated areas. Parking shall be on a first-come, first-served basis. The Government reserves the right to change parking arrangements at any time.

SECTION 5, REGIONAL SUPPLY OFFICE NORFOLK AND OCEANA

5.1 General Information

Regional Supply Offices Norfolk and Oceana provide Supply and Logistics support to aviation squadrons, ships, and resident activities in the Mid-Atlantic Region. The contractor shall provide on-site warehouse support at Norfolk Naval Station, Building SP-86 and Oceana Naval Air Station buildings 720, 722, & outside storage lot 731.

Operating hours are listed in section 1.6.1. See also Technical Exhibits 5, 15, 16, 19 & 20 for Oceana and Norfolk respectively.

5.2 Conduct Warehousing

The Contractor shall receive and stow material; issue stock, custody, and direct turnover (DTO) material; package and preserve material; protect in order to prevent damage during handling and storage; provide local delivery service as required and shipment/transshipment of material; and process excess material. The Contractor shall annotate the material documents (1348-1/DD1149, etc.) in accordance with the Financial Improvement and Audit Readiness (FIAR) requirements of circling the quantity or lining out and annotating correct quantity, legibly printing name date and signing the documents and IAW NAVSUP Pub 723 (Navy Inventory Integrity Procedures). The Contractor shall QA to 100% all 1348-1/DD1149s etc IAW FIAR compliance. The Contractor shall provide overall maintenance and care of warehouse spaces and Command Management Information System (COMIS), to include organizing and consolidated open packages, separating all items taped together, removing all trash out of location and documenting all warehouse relocations and forwarding to the DGR for verification. Materials warehoused include general consumables, aviation depot level repairables (AVDLRs), “W” and “L” Purpose material (as applicable). pilferable, sensitive, classified material, and bulky items (e.g. helicopter gear boxes, helicopter transmissions, main landing gear, canopies and aircraft structural components). The Contractor shall maintain the accuracy of data entered into ERP as well as Inventory and Record Reconciliation Program (RRP) goals as set forth in COMNAVAIRPAC/COMNAVAIRLANT 4415.1 Instruction, Supply Operations Manual. Both sites are currently operating under the supply management system ERP. The Contractor shall maintain safety and health standards IAW OPNAVINST 5100.23F (Navy Occupational Safety and Health Program Manual). When high winds and destructive weather are predicted, the Contractor shall secure or move indoors, all material stowed outside. Once weather conditions return to normal, the Contractor shall return the material to their original location without losing or compromising inventory or location validity. (See TE 12, “Government Furnished Material Inventories Index”) and 16 & 20 “RSO Historical Warehouse Operations Workload” for Oceana and Norfolk respectively.

5.3 Receive and Stow Material

The Contractor shall receive and stow stock and custody material, receive and stage or deliver DTO material as necessary to the site MDU as designated by the DGR and IAW NAVSUP Pub 723 (Navy Inventory Integrity Procedures. The Contractor shall offload, open and inspect all receipted material addressed to the Receiving Officer, RSO Norfolk/RSO Oceana, and ensure the material matches the receipt documentation description and quantity, and is undamaged. Any Class A/Class B explosive shipments shall be diverted to the base Weapons Department. The Contractor shall annotate the bill of lading/receipt documentation with receipt time, date, printed and signed name IAW FIAR directives and any information pertaining to overage, shortage or damage (OSD) and shall resolve discrepancies with the carrier or shipper. The Contractor shall sign receipt documents, verify purchase orders and quantities. The Contractor shall identify and attempt to correct any misdirected (frustrated) shipments and notify the COR of those shipments that cannot be resolved. The Contractor shall process receipt transactions (stock, custody, DTO, and MTIS), correct receipt exceptions and update the ERP database.

5.4 Receive and Stow Stock Material

The Contractor shall tailgate receipts, screen stock material, verify stock number, item number and/or nomenclature, annotate receipt documentation with appropriate serial number for all depot level repairable items, input receipt data, correct receipt exceptions, stow material, and update ERP with stowage information utilizing Automated Identification Technology (AIT). For RSO Norfolk, the Contractor shall stow “L” Purpose material with a PUK ID in the Supplementary Address in the designated area. The Contractor shall locate material with unique characteristics (e.g. confidential, pilferable, “W” Purpose, "L" purpose in separate storage area.

For RSO Oceana:

stock material with a storage location that begins with a 3 (JETMART) or 5 (ASD), the Contractor shall turn the material over to the ASD Oceana Material Delivery Unit (MDU). Stowage information for these stock receipts will be provided by the Oceana Aviation Support Division (ASD) and input/update ERP by the DGR every four hours during core business hours. The Contractor shall locate material with unique characteristics (e.g. confidential, pilferable, in separate storage area. The Contractor shall manage shelf life, identify defective material, and process MTIS. The Contractor shall store material in a safe, secure, and easily identifiable manner IAW DOD INST

4145.19 (Storage and Warehouse Facilities and Services) and NAVSUP Pub 529 (Warehouse Modernization & Layout Planning Guide). The Contractor shall consolidate newly received material with similar material in same locations and shall perform COMIS, location maintenance, re-warehousing, and general housekeeping duties. The Contractor shall maintain 100% accountability and physical security of all classified material received IAW SECNAVINST 5510.36a (Department of the Navy (DON) Information Security Program (ISP) Regulations), 49 CFR, OPNAVINST 5530.14D, Appendix X and SECNAV M-5510.36 Exhibit 9A. Contractor will ensure that a

Report of Shipment (REPSHIP) has been received and that the correct material and quantity is accounted for. In the event that a REPSHIP was not previously received or the material or quantity is invalid, the contractor will immediately notify the COR of the discrepancy. The Contractor shall process change notice actions, to include marking/relocating/consolidating material in stock, as to security classification and stock number changes resulting from ERP monthly updates. The ASD shall induct NRFI repairables into the Fleet Readiness Center (FRC), prepare induction documentation, and store RFI items returned from FRC repair on DD-1348 marked "Material Movement Only". For RSO Oceana, the Contractor shall receive a DD-1348 marked "Material Movement Only" from the ASD for material moved from the Contractor's location to the ASD (buildings 301 and 513.

5.5 Manage Shelf Life

The Contractor shall maximize shelf life item use and minimize the risk of shelf life expirations IAW DOD INST 4140.27M (Shelf Life Item Management Manual). The Contractor shall perform physical stock inspection, stock rotation, date extension, and other tasks associated with the Shelf Life Program. The Contractor shall extend material and transfer material between condition codes for non-extendable items based on shelf life type code IAW SUPDEPTINST 4440.4B (Shelf Life Material Control).

5.6 Manage Defective Material

The Contractor shall receive notification of defective material via naval message and shall perform a physical inspection of existing stored material, labels, and packaging to determine if material meets the defective material criteria as set forth in the naval message and IAW NAVSUPINST 4400.91A [Management of Suspended Material (MILSTRAP Condition Codes J, K & L); Policy & Procedure]. The Contractor shall maintain a file of all defective material naval messages and screen all new receipts to determine if material meets criteria for defective material.

The Contractor shall notify the COR and take disposition action as directed by the COR if the material is found to be defective. The Contractor shall not issue defective material. The Contractor shall draft a report via naval message for COR release, annotating defective material actions taken to include number of transactions processed and forwarded for action as directed by the COR. The Contractor shall take disposition action as directed by the COR.

5.7 Process Material Turned Into Stores

The Contractor shall receive, visually inspect and separate by category (e.g. AVDLRs, customer returns, and consumable material) and process MTIS in ERP, providing a copy of the MTIS documentation to the DGR as appropriate. Based on the quantity, quality, and condition of the material, the Contractor shall stow RFI material (“A” condition) or repairable items for reissue or request COR approval for disposal of MTIS. The Contractor shall process material approved for disposal to DLA Disposition Services as outline in the “Process Excess Material” section of this PWS.

5.8 Receive Material from Commercial Carriers

The contractor shall receive, visually inspect, and process material from commercial carriers (e. g. FEDEX, DHL, UPS, etc.). Immediately upon receipt, the contractor shall verify the material received against the manifest. Upon discovery of any missing or damaged material, log onto the appropriate carriers website to report the discrepancy.

5.9 Receive and Stow Custody Material

The Contractor shall provide custody material storage (long and short-term) at the direction of the COR and in consideration of available storage space. The Contractor shall provide dedicated and secured temporary storage for material under investigation including material received from engineering investigations and accident investigations as directed by the COR. The contractor shall store this material in designation locations as directed by the COR and annotate receipt documentation with appropriate serial number for all depot level repairable items.

5.10 Receive Direct Turn-Over (DTO) Material

The Contractor shall verify tailgate receipts for customer material and annotate receipt documentation with appropriate serial number for all depot level repairable items. A 100% receipt inspection is only required for repairable, classified, and pilferable materials. The Contractor shall deliver the material to the site MDU as designated by the DGR based on priority IAW COMNAVAIRPAC/ COMNAVAIRLANTINST 4415.1or stage the material for pick up upon customer request. For DTO material that the contractor delivers, the contractor shall obtain a dated receipt signature on the DD-1348-1 with a clear and legible signature from the customer and provide them to the DGR for appropriate posting. When the Contractor receives hazardous material, it shall be segregated in a special hazardous material bay pending delivery to the customer or storage. There shall not be any hazardous material, classified material, ADP equipment, tools or open purchase material on the receiving floor, cargo ramps, vehicles, or any building except those designated for such material by close of business the day of receipt. If delivery to the ultimate destination is not possible at the time, the material will be temporarily stored in a temporary area within the designated flammable/hazardous building. The Contractor shall transship DTO material to deployed squadrons IAW the deployed unit list provided by the COR. The Contractor shall maintain 100% accountability and physical security of all classified material received IAW SECNAVINST 5510.36a (Department of the Navy (DON) Information Security Program (ISP) Regulations), 49 CFR, OPNAVINST 5530.14D, Appendix X and SECNAV M- 5510.36 Exhibit 9A. Contractor will ensure that a Report of Shipment (REPSHIP) has been received and that the correct material and quantity is accounted for. In the event that a REPSHIP was not previously received or the material or quantity is invalid, the contractor will immediately notify the COR of the discrepancy. The Contractor shall provide custody storage for squadron DTO material when squadrons are on detachment (e.g. NAS Fallon) or for customer-owned material as directed by the COR.

5.11 Process Discrepant Material

For transportation discrepancies that cannot be resolved while the carrier is on site, the Contractor shall annotate receipt documentation as discrepant; annotate discrepant information and forward to the designated government representative (DGR) who will generate a Transportation Discrepancy Report (TDR). The contractor shall also determine whether a receipt discrepancy meets the criteria of a Supply Discrepancy Report (SDR) as described in NAVSUP Pub 723 (Navy Inventory Integrity Procedures). If the receipt satisfies discrepancy criteria, the Contractor shall stamp the receipt document as discrepant, annotate discrepant information and forward to the DGR who will generate a SDR. The Contractor shall otherwise process the receipt and make appropriate quantity adjustments in ERP or forward, as directed IAW local procedures, to the DGR for appropriate quantity adjustments in ERP. The Contractor shall attempt to determine repair costs for transportation discrepancies and shall report results to the COR. The Contractor shall notify the COR of discrepancies involving classified items, as well as any other items regardless of price or condition.

5.12 Issue Stock Material

The Contractor shall issue and arrange the delivery and shipment of stock material in coordination with the site's Material Delivery Unit (MDU). The Contractor shall respond to authorized customer requisitions received by pulling appropriate material (quantity and stock), providing appropriate packaging if required (refer to Sections C5.2.1.4, “Package and Preserve Material”), stage for customer pick-up, deliver, shipping material (refer to Sections C5.2.2) as required. The Contractor shall issue material IAW OPNAVINST 4614.1F (UMMIPS), OPNAVINST 4790.2H [The Naval Aviation Maintenance Program (NAMP)], NAVSUP Pub 485 (Naval Supply Procedures) and COMNAVAIRPAC/COMNAVAIRLANT 4415.1. The Contractor shall issue material as needed to maximize shelf life item use and minimize the risk of shelf life expirations. The Contractor shall ensure a “Serviceable Tag” (DD 1574) is affixed to repairables prior to issue. The Contractor shall prepare a “Signature and Tally Record” (DD 1907) for all classified and pilferable materials. The Contractor shall ensure material is issued to on site customers designated in writing by the COR. The Contractor shall record date, time, serial number, initial issue quantity upon issuance of material and annotate issue documentation with appropriate serial number for all depot level repairable items. The Contractor shall obtain a signed receipt from an authorized customer representative on the “DOD Single Line Item Requisition System Document” (DD 1348) upon material delivery for pilferable, classified, and repairable materials. For all other materials, the Contractor shall obtain a dated receipt signature on the DD1348-1 or manifest for received material with a clear and legible printed name and signature to the DGR as appropriate for posting.

5.13 Issue Custody Material

The Contractor shall issue custody material and annotate issue documentation with appropriate serial number for all depot level repairable items. The Contractor shall provide support by meeting the customer at the stowage site at a prearranged time, pulling appropriate material (quantity and stock), providing appropriate packaging if required.

5.14 Package and Preserve Material

The Contractor shall preserve, pack, crate, certify, and label material for shipment or storage. This process includes certifying HAZMAT and providing specialized packaging IAW 49 CFR, DOD INST 4500.9R (Defense Transportation Regulation), AFJMAN 24-204 (Air Force Joint Manual), NAVSUP Pub 505 (Preparation of Hazardous Materials for Military Air Shipment), International Air Transport Association (IATA), and International Maritime Dangerous Goods Codes (IMDGC) prior to issuing. In accordance with the requirements of International Standards for Phytosanitary Measures (ISPM) 15, the following commercial heat treatment process has been approved by the American Lumber Standards Committee (ALSC) and is required for all Wood Packaging Material (WPM). WPM is defined as wood pallets, skids, load boards, pallet collars, wooden boxes, reels, dunnage, crates, frames, and cleats. Packaging materials exempt from the requirements are materials that have undergone a manufacturing process such as corrugated fiberboard, plywood, particleboard, veneer and oriented strand board.

All WPM shall be constructed from Heat Treated (HT to 56 degrees Centigrade for 30 minutes) lumber and certified by an accredited agency recognized by the ALSC in accordance with Wood Packaging Material Policy and wood Packaging Material Enforcement Regulations. All materials must include certification markings in accordance with ALSC standards and be placed in an unobstructed area that will be readily visible to inspectors. Pallet markings shall be applied to the stringer or block on diagonally opposite sides and ends of the pallet and be contrasting and clearly visible. All dunnage used in configuring and/or securing the load shall also comply with ISPM 15 and be marked with an ALSC approved DUNNAGE stamp. Failure to comply with the requirements of this restriction may result in refusal, destruction, or treatment of materials at the point of entry. The Contractor shall be responsible for the accountability and physical security of all material received for packing. The Contractor shall double-pack, label, and seal classified material up to confidential IAW SECNAVINST 5510.36A [Department of the Navy (DON) Information Security Program (ISP) Regulation]. The Contractor shall complete a “Signature and Tally Record” (DD 1907) each time classified material changes hands. If the Contractor receives classified material, but will not ship the same day, the Contractor shall arrange secure overnight storage in the security cage located in Building SP-86 for RSO Norfolk and Building 720 for RSO Oceana. The Contractor shall unload material delivered for packing and crating. The Contractor shall determine package requirements based on destination, mode of shipment, type of load, and level of protection IAW MIL STD 2073-1D (DOD Standard Practice for Military Packaging) and IAW CNP-P700 (Common Naval Packaging). The Contractor shall design the necessary packaging and pack, mark, block and brace, and affix labels for material shipments and storage for materials not being stowed in a “W” purpose location. The Contractor shall load outbound shipments and secure items by chocking, strapping, tying down, shoring, etc., to ensure proper and safe transportation. The Contractor shall provide packing/crating and hazardous certification support for NAB Little Creek and customer sites as directed by the COR.

The contractor shall provide all documentation for material shipped along with shipment tracking number to the DGR for database update and completion.

5.15 Process Excess Material

The Contractor shall receive excess material, including non-standard items (e.g. refrigerators and furniture) IAW DOD INST 4160.21M (Defense Reutilization and Marketing Manual) with accompanying documentation (DD 1348) turned in by customers. The Contractor shall ensure items match the documentation and are approved for disposal by the COR. The Contractor shall assist the customer with proper identification and documentation of excess material. The Contractor shall ensure that all material for turnover to a disposal site is cleared of any and all special military markings, codes, or serial numbers (demilitarization) IAW DOD INST 4160.21M-1 (Defense Demilitarization Manual) and NAVSUP Pub 723 (Navy Inventory Integrity Procedures). In the event of an “A” condition stock number excess, the Contractor shall pull excess material out of location IAW the information on the 1348-1 provided by the government. The contractor shall annotate the documentation, specifically the quantity pulled and quantity remaining, package the material being offload IAW P700 CNP criteria, attach appropriate documentation to the material, annotate issue documentation with appropriate serial number for all depot level repairable items and stage material for turn over to the applicable receiving activity. The Contractor shall load/unload excess material, schedule appointments, and deliver excess material to the designated receiving facility (e. g. DDNV, DLA Disposition Services). The Contractor shall handle radioactive material IAW 49 CFR. The Contractor shall perform follow-ups for items rejected by the designated facility by coordinating material pick up and loading/unloading rejected material.

5.16 Inventory Support

Current directives require RSO Norfolk and Oceana to carry out an ongoing Physical Inventory and Location Audit program to establish the status of warehouse inventory accuracy. A scheduled inventory is annually promulgated.

On-going special or “spot” inventories, as well as semi-annual, quarterly and daily inventories are conducted on a daily basis and as required. Inventory personnel will be in warehouse spaces on a routine basis. The Contractor shall actively support the Inventory and Location Audit Program by:

Notifying the COR of any condition which would interfere with an accurate inventory.

Scheduling work to reduce in-process transactions when scheduled inventories are in process in specific storage areas. Controlling all incomplete transactions during an inventory Providing access to all storage area as required Providing MHE assistance for the inventory counters to retrieve and restore material within one hour of request.

Providing MHE assistance to raise and lower count personnel as required and in taking down and replacing pallets of materials in stock within one hour of request.

5.17 MHE Assistance

The Contractor shall provide MHE assistance to PWC facility repair and maintenance personnel to raise and lower personnel performing repair and maintenance service to assigned warehouse facilities and to temporarily move material while repairs/maintenance are being performed.

5.18 Ship Material

The Contractor shall arrange/coordinate the shipment of stock, custody, or customer-furnished material (e.g.

classified, AA& E, aircraft parts, hazardous and general commodity materials) upon customer request. All materials to be shipped will be verified in WEBFLIS to check for HAZARDS and CLASSIFIED materials prior to booking the shipment. The Contractor shall visually inspect items received for shipment from authorized customers to ensure that the outer shipping container is not damaged and annotate the DD 1149 or DD 1348 shipped as received (SAR). The Contractor shall receive DD Forms 1149 or 1348-1, review the forms for accuracy and required data, and determine if material meets the criteria of small package based on size and weight, or if the shipment must be coordinated with the central shipping office. For shipments weighing 1-150 pounds that meet the criteria for small packages, the Contractor will utilize the appropriated Government Small Package contract carrier. (See TE 17 “SOP Small Package Shipments”). For shipments weighing 1-150 pounds that do not meet the criteria for small package shipments, and for shipments weighing greater than 150 pounds, the Contractor will coordinate shipment with the Regional Transportation Office by utilizing TRIMS ensuring the number of pieces, weight, cube, dimensions, and TAC are annotated on documentation. (See TE 18 “SOP Shipments over 150#)”. In all cases the appropriate transportation instructions will be adhered to {DOD 4500.9R (Defense Transportation Regulation), Surface Deployment and Distribution Command (SDDC) Freight Traffic Rules Publication 1B (Rules and Accessorial Services Governing the Movement of DOD Freight Traffic by Motor Carrier), NAVSUP Pub 1, Vol. 5 (Transportation of Property), 49 CFR, IATA; NAVSUP Pub 505 (Preparation of Hazardous Materials for Military Air Shipment); DOD INST 4500.9R (Defense Transportation Regulation); Air Mobility Command (AMC) Freight Traffic Rules Publication No. 5 (Govern DOD Movement Via Air Carrier, Air Forwarder, and Air Taxi within CONUS); and, AFJMAN 24-204 (Military Air Packaging)}. The Contractor shall use Financial and Air Clearance Transportation System (FACTS) to determine receiving locations for mobile units and appropriate routing identifiers for material moving within Defense Transportation System (DTS) (both air and surface), and certify forms for HAZMAT shipments IAW CFR 49, prepare commercial invoices for customs declarations, prepare bar-coded DD 1348-1A, “Military Shipment Label” DD 1387, using the Computer Automated Transportation Tool Software (CATS) and affix to material. The Contractor shall monitor inbound and outbound carrier performance and issue service failure reports to the COR when incorrect material is received or when the carrier does not provide the services as directed by the Contractor.