75 -- THIS IS A REQUEST FOR INFORMATION: THE USMC HAS A REQUIREMENT TO ESTABLISH AN ORDERING AGREEMENT BETWEEN AN OFFICE SUPPLY VENDOR AND THE DIRECT SUPPORT STOCK CONTROL SECTION (DSSC) IN OKINAWA, J

Notice Date

December 21, 2001

Contracting Office

USMC Regional Contracting Office, PSC 557, Box 2000, FPO AP 96379-2000

ZIP Code

96379-2000

Solicitation Number

.

Response Due

January 3, 2002

Point of Contact

Mr. Rick Maberry Tel: 011-81-611-745-8538 Fax: 011-81-611-745-0959 Email: maberryrw@mcbbutler.usmc.mil

Description

Statement of Work The purpose of this Statement of Work (SOW) is to Request Information about possibly establishing the terms of an ordering arrangement between the Direct Support Stock Control Section (DSSC) at MCB Camp S. D. Butler in Okinawa, Japan and an Office Supply Vendor for the acquisition and distribution of office supplies, furniture and other consumable items (beginning with approximately 14 Federal Supply Groups and approximately 1,440 Line Items). The USMC Regional Contracting Office at MCB Camp Butler would also use this Ordering Agreement. The Javits-Wagner O'Day Act (JWOD) applies and the Vendor must have a contract with the General Services Administration (GSA). The following steps will be executed to implement this agreement: Inventory Preparation Inventory preparation involves identification of ordering patterns, cross-referencing of items to National Stock Numbers (NSNs) and stocking of items in a Vendor's Northern California warehouse location. Ordering Patterns. DSSC of MCB Camp Butler, Okinawa, Japan will provide ordering information on the items they intend to purchase from the Office Supply Vendor. This will be used to identify initial buy-ins of stock into a Northern California location. The intention is that the Office Supply Vendor will carry a 30-day supply on items committed for purchase by DSSC. (If DSSC determines to no longer purchase individual items or all items, the Office Supply Vendor would receive a one-month order for supplies that would be purchased before termination of the agreement.) The Office Supply Vendor shall assist DSSC with an inventory control process/system as requested by DSSC. This would not involve an additional cost to DSSC. Cross-Referencing Items. The Vendor's Sup ply system will accommodate the local and other NSNs to be used by DSSC for ordering. In order to match the appropriate Vendor's items to the DSSC stock, the Vendor will assist DSSC in cross-referencing the NSNs. These NSNs (local and other regular NSNs) will then be set up in the Vendor's Supply system for use by DSSC. All NSNs will appear on the Vendor's ordering system, on order confirmations (email or fax back) and on packing slips. To assist DSSC, sign-ons for the Vendor's Internet system will be provided as requested. This will allow access to the on-line catalog. A key process will be for DSSC and the Vendor to use both parties' On-line catalog (DSSC U/Call, We Haul; OfficeSupplyVendor.com). DSSC will identify all items requiring a cross-reference to the Vendor. For example, if an item has a national stock number ( NSN ) and DSSC will utilize it, a cross-referenc e would not be needed. All other items would require a NSN, which would be set up by DSSC and given to the Vendor. Stocking of Items. As previously defined, DSSC will identify items they intend to buy from the Vendor. The Office Supply Vendor will stock these items preferably in a Northern California warehouse. The intention is to begin with core office supply items and furniture with possible expansion into other commodities such as janitorial supplies and tools. DSSC has identified a benefit in utilizing a one-stop source for office supplies. The Vendor shall notify DSSC of any shortages of items within 24 hours. The Vendor will also notify DSSC of new items being stocked in the Vendor's Inventory. An important goal of this program is for the DSSC to stock quality merchandise in attractive packaging in order to attract and retain its customer base. Ordering Pro cedures This section involves documentation for supporting orders, the requisition process and options for on-line ordering. It also addresses the Points Of Contact at the Vendor to support the ordering process. Documentation. A Requirements document will be utilized to direct funding to DSSC for the purpose of ordering supplies. This will be set up by the RCO. It will also include a separate CLIN and requirement for shipping of expedited orders. (Expedited orders would be placed with the Vendor who would ship commercially via the method determined by the DSSC.) The Requirements document will provide funding for items purchased using the Standard Form 44C. On the SF44C, individual items (NSNs), total quantity and item pricing will be included. Requisition Process. The Standard Form 44C will be submitted to the Vendor for ordering either by email or fax. The Vendo r will promptly notify DSSC of items placed on Back-Order. The Vendor will have dedicated personnel in purchasing, sales and distribution to organize and expedite these orders as they arrive. Because these are bulk orders, they should not be submitted through the Vendor's.Com Internet address but must be sent directly to the Vendor's Northern, California personnel for action via fax or email. Paper shipments should be by truckload(s) only (22 skids, or 880 cartons Truck). Communication on Orders. Upon placement of an order, the Vendor will provide an order status to DSSC personnel, either OIC (Officer In Charge) or the supervisor of the Stock Control Section (contact name to be provided). (Ordering for furniture will require two-way communication between DSSC and the Vendor and may involve space planning, etc., which the Vendor can provide.) While order status can be ob tained on-line, because bulk shipments are involved, numerous updates may be needed for each order. The Vendor shall notify DSSC within 12 hours of ordered items that cannot be shipped. This will require personal communication from the Vendor's representatives to DSSC in MCB Camp Butler Okinawa, Japan. Shipping This category involves use of the CCP, documentation needed to begin receiving and payment process and the goal of meeting short lead times. All orders must ship through the CCP (Consolidation and Containerization Point) in Tracy, CA (San Joaquin). This is important because no freight charges are involved for either party when the CCP is used. DSSC will follow up with a POC at Tracy, California for the Vendor to meet with. From this meeting, the Vendor will identify what is needed in terms of delivery appointments, manifests and other documentation. The Vend or shall email/fax a Bill Of Lading to the USMC Regional Contracting Office of items that were sent to Tracy. The delivery address at the CCP is: DEF DIST DEPOT SAN JOAQUIN CONSOL & CONTAIN PT 25600 S CHRISMAN ROAD CCP WHSE 29 TRACY, CA 95376-5000 The ship to address for the DSSC- in Okinawa, Japan is: MARK FOR: TRAFFIC MANAGEMENT OFFICE M67400 MF DSSC MCB CAMP S. D. BUTLER OKINAWA, RYUKU ISLAND, JAPAN In terms of documentation, the Standard Form 44C must be provided with any manifests to the CCP. This means the Vendor will put a Standard From 44C and packing slip, along with other documents, in a shipping pouch to accompany the delivery to Tracy, California. (An additional copy of the Standard Form 44C will be included in the pouch with the packing slip, etc., for receipt in Okinawa, Japan). The purpose of the delivery documents for Tracy CCP personnel is for them to have the needed documents to begin the payment process. An important goal of this program is to maintain the shortest possible lead times. This will require ongoing coordination between the DSSC and the Vendor to determine the appropriate frequency of orders, the size of the orders and the ability for these orders to maintain adequate stock for DSSC. Receiving This involves identifying the necessary documents for efficient receiving of orders. Orders will ship to the Port of Naha in Okinawa, Japan and will be received by the Transportation Management Office (TMO), who will deliver to the DSSC. It is mandatory that the TCN (Transportation Control Number) be on all receiving documents. This number allows the order to get be shipped by Tracy and then delivered to DSSC once it arrives at the Port of Naha in Okinawa, Japan. The TCN number is 15 digits . An example is: M6740013092105xxx. It is broken down into three parts: 1) M67400 will be on all orders. It identifies DSSC. The Vendor will hard code this as part of the consignee address (2nd line of the address). 2) 13092105 is the document number. This is unique for each order. The first four numbers are the Julian date followed by an assigned number from DSSC used to track orders. DFAS will look for this number in order to track, match documents and make payments. 3) XXX appears at the end of the TCN but has no specific purpose other than to hold spaces. The Vendor will put the TCN in the cost center field so that it appears on all invoices. Payment Process Payments will be made through DFAS Japan. The payment timeline (30 days normally) will begin when delivery is made to the CCP in Tracy, CA. The Office Supply Vendor will provide a _______% net _ ______ days payment discount. This may be considered for this program. (For expedited orders, a commercial shipping process would be used. In this case, the Vendor would email the freight charge to the OIC of DSSC in Okinawa, Japan who would pay the freight charge via government credit card.) The Vendor will provide an email confirmation (or fax back) of order shipment, as well as the Standard Form 44C and packing slip to DSSC to support receiving. The Office Supply Vendor will invoice for each shipment. The invoice should be sent directly to DFAS Japan to expedite payment. An address and POC will be provided as available. If possible, a conference call will be held among DSSC, DFAS and the Vendor to discuss payment procedures. The funding appropriation number (30 digits) should be provided on each invoice. This number is assigned at the beginning of the fiscal year and carries through the entire year. (This could be placed in the cost center description field for Vendor.) Order deficiencies will be reported to the Vendor, preferably in a Northern, California location for action. The procedures for returns in the Vendor's GSA catalog apply in terms of credits and returns. Required Vendor Staff Resources Required Vendor Personnel preferably in a Northern California location: General Manager/Federal Business Manager: Distribution and Shipping Manager: Customer Service Representative: Sales Representative: Abbreviations Statement of Work: SOW Direct Support Stock Control: DSSC Marine Corps Base: MCB Javits-Wagner O'Day Act: JWOD General Services Administration: GSA National Stock Numbers: NSNs Contract Line Item Number: CLIN Officer In Charge: OIC Consolidation and Containerization Point: CCP Transportat ion Management Office: TMO Transportation Control Number: TCN Defense Finance Accounting System: DFAS Purchase Order-Invoice-Voucher: Standard Form 44C USMC Regional Contracting Office: RCO CUSTOMER PRODUCT CODE DESCRIPTION VENDOR UNIT GLUE,WHITE,8 OZ. BORDEN EA GLUE,BONDFAST MANCO EA GLUE,PEN,REFILLABLE AVERY EA REFILL,GLUEPEN,.42OZ,1EA AVERY EA DISPENSER,ADHESIVE,PERM. GILLET EA DISPENSER,ADHESIVE,TEMP. GILLET EA REFILL,ADHESIVE,PERM. GILLET EA REFILL,ADHESIVE,TEMP. GILLET EA ADHESIVE,DISPENSER,PERM MANCO EA ADHESIVE,REFILL,PERM MANCO EA ADHESIVE,DISPENSER,REM MANCO EA ADHESIVE,REFILL,REM MANCO EA 8040010398132 GLUE,STICK,28 OZ,CR OFFMAT EA 8040011204009 ADHESIVE,PHTOMNTSPRY,16OZ 3M EA 7530011167865 PAD,NOTE,YW 3X5 NIB PD 7530011167866 PAD,NOTE,YW 1 1/2X2 NIB DZ 7530011167867 PAD,NOTE,YW 3X3 NIB PD 7530012733755 NOTE,SELF-SCK,4X 6 YEL NIB PD 7530013982660 NOTE,SELF-STCK,MULTICOL NIB DZ TAPE,FLAGS,RD,1X1.7 3M EA TAPE,FLAG,INTL HERE,50 3M EA TAPE,FLAGS,NOTARIZE,50D 3M EA TAPE,FLAGS,BE,1X1.7 3M EA TAPE,FLAGS,GN,1X1.7 3M EA TAPE,FLAGS,OE,1X1.7 3M EA TAPE,FLAGS,YW,1X1.7 3M EA TAPE,FLAGS,WE,1X1.7 3M EA TAPE,FLAGS,SIGNATURE 3M EA FLAG,DSP,150,PORT,AST STD 3M EA DISPENSER,POST-IT,3X3,BK 3M EA ORGANIZER,DESK S/ROLL,BK 3M EA ORGANI

Record

Loren Data Corp. 20011226/75SOL001.HTM (D-355 SN5158U6)