1.1.4 PWS DR AM 22 APR 2020 v4B.pdf

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PERFORMANCE WORK STATEMENT (PWS)

For Customs and Border Protection Del Rio Sector

Auto Parts Supply Concession Support

1. BACKGROUND

Del Rio Sector seeks to establish a blanket purchase agreement (BPA) for a full service in house auto parts supply concession. This concession would supply a full range of auto parts supplies to support the sector’s automotive parts needs for the Sector’s Fleet vehicle maintenance facilities (VMF). The concession would be fully staffed and operated by the vendor and have the capability to operate on a flexible schedule to accommodate the maintenance work flow. The concession must also have the ability to process purchases utilizing Government-provided Customs and Border Protection (CBP) and/or Department of Homeland Security (DHS) Government credit cards. The concession will process all purchases on a monthly billing cycle with weekly financial reporting

2. SCOPE

The intent of Del Rio Sector is to establish and staff an onsite parts program to increase the efficiency and performance of the automotive maintenance program. The BPA is intended to support the Del Rio Sector with a full service in-house auto parts supply concession within the Del Rio Sector Headquarters VMF, and to include web-based parts service to out-stations including Carrizo Springs, Eagle Pass, Uvalde, and Comstock. The concession would supply a full range of auto parts supplies to support automotive and equipment part needs for fleet, ATV, and all internal combustion engines equipped property serviced by the Del Rio Sector Fleet garage personnel. The services provided to out-stations VMF’s shall include, parts ordering capabilities and the supply of parts and part-ordering related technical advice as needed. The Contractor will also staff the concession with one or two personnel, as workload requires.

3. APPLICABLE DOCUMENT

The vendor shall comply with the following standards, guidelines and regulations:

• OSHA Standards: http://www.osha.gov/law-regs.html

• Texas Administrative Code, Chapter 335, Title 30 parts 501 to 521 (TAC335.501 to

335.521 Environmental Quality

• Title 40 of the Code of Federal Regulations, parts 260 through 263 (40 CFR 260 to 263)

• Comprehensive Procurement Guideline for Vehicular Products:

4. PERFORMANCE REQUIREMENTS AND STANDARDS

The Contractor shall provide the following minimum services for the concession: 4.1 Orientation Briefing Performance Requirements:

Prepare and present a full orientation briefing kick-off meeting (Post Award) in accordance with the Quality Assurance Surveillance Plan (QASP) requirements.

http://www.osha.gov/law-regs.html

CBP PWS - Auto Parts Supply Concession

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Performance Standard:

The Orientation briefing shall encompass all aspects of the Performance Work Statement (PWS) requirements and the Contractor’s organization. The briefing should contain the following information:

1. Date orientation will be conducted-two weeks after award of contract.

2. Orientation time line-agenda of what will be discussed during briefing.

3. Map and layout of store-how the vendor plans to set-up at location.

4. Resources provided by Vendor-clarification of who is providing what.

5. Government furnished property (GFP). Vendor perception.

6. General role and responsibilities of CBP and vendor.

7. Safety overview-from vendor standpoint.

8. Hours and dates of operation for auto parts concession to include holidays-for clarification.

4.2 Supply Concession

Performance Requirements:

Provide a full service in-house auto parts supply concession for Del Rio Sector VMF’s, and remote internet access for parts ordering to our facilities in Carrizo Springs, Eagle Pass, Uvalde, and Comstock. The sector will provide the Contractor with secure storage space and a location to establish the concession in the Del Rio Sector Fleet Garage.

Establish an on-site auto parts concession to allow the Del Rio Sector VMF’s to utilize the individual fleet credit cards to make part purchases for the vehicles, and the maintenance charges for those vehicles to be directly reflected in SAP through the credit card purchases.

Provide an online parts management system accessible via the internet that has at a minimum the following features:

• Ordering capability

• Order status

• Invoice information

• Parts (if any) back-ordered

• Ability to generate reports on demand

Performance Standard:

Supply on-hand inventory which meets the Sector’s maintenance requirements. Parts or equipment which are not on hand, must be supplied the same day before 4:00 PM if ordered before 10:00 AM that day, and supplied on the next day before 10:00 AM if ordered between 10:01 AM and 4:00 PM the previous day.

Auto concession will be given first opportunity to procure automotive parts if they are not able to fulfill request in accordance to performance standard then we can use alternative resources.

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The Contractor shall not be responsible for daily delivery or drop shipments as necessary of items purchased for stations in Carrizo Springs, Eagle Pass, Uvalde, and Comstock stations.

4.3 Operating Schedule

Performance Requirement:

Staff and operate the concession with the required number of personnel (current vendor has 2 personnel but vendor determines his requirement) to meet mission requirements.

The Contractor shall ensure the concession operates on the same daily schedule as fleet maintenance. The normal operational hours for Monday thru Friday are:

Del Rio Sector Fleet Garage 0800 through 1630 hours and out-stations hours from 0800 through 1630.

Performance Standard:

Staff and operate the concession with the required number of personnel to meet Del Rio Fleet’s mission requirements. The Contractor shall ensure the concession operates on the same daily schedule as the assigned garage, in order to accommodate the maintenance work flow. Contractor and their employees will not be authorized facility access before or after the normal operating hours – to include the following Federal Holidays if the garage is closed.

RECOGNIZED FEDERAL HOLIDAYS

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

4.4 Purchase Processing

Performance Requirement:

Process all garage purchases utilizing government issued fleet credit cards that are designated for use, and authorized by DHS/CBP/BP after the work order has been closed or after any bulk purchase is placed utilizing Sector’s Bulk Fleet Maintenance Card.

Performance Standard:

Establish and ensure Government issued Fleet cards are utilized only.

4.5 Custom Services Provided

Performance Requirement:

The contractor shall supply custom services which meet the sector’s requirements. In addition, the contract shall provide services to include recycling of batteries, anti-freeze, oil, oil filters, tires, and the disposal of used parts for which a replacement parts has been provided.

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Performance Standard:

Manage, store, collect and dispose of all vehicle batteries and hazardous materials in accordance with applicable Local, State, and/or Federal laws and Regulations.

Supply custom services (used oil disposal, tire disposal) which meet the sectors requirements. Contractor will provide, at all times, top line (rated) new parts and certified Original Equipment Manufacturer (OEM) parts when requested within the identified timeframes.

Implement a site specific health and safety plan in accordance with OSHA regulations (29 CFR 1910.120). Safety and Health inspections shall be performed by CBP Safety Specialist periodically.

o Contractor shall be responsible for compliance with CBP Safety Specialist annual inspections corrective actions within area of responsibilities.

o All performance standards shall be adhered to, measured by the COR and the results will be provided monthly to the contractor and the CO.

o Supply warranty tracking and expiration dates for all parts issued.

4.6 Transaction/Inventory Control

Performance Requirement:

Provide monthly sales receipt reporting and shall conform to financial procedures for DHS/CBP/OBP invoicing and payment procedures. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history by date, station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data shall be made available in a hard copy and electronic form.

Performance Standard:

All parts shall be issued to a Vehicle Maintenance Information System (VMIS) generated work order request for upward reporting to CBP and parts accountability. OBP will provide training to selected contractor on VMIS.

Develop an automated process that can be used to track parts by vehicle. Monthly invoicing should conform to contractual procedures for DHS/CBP invoicing, found in the terms and conditions of the BPA as well as Quality Assurance Surveillance Plan (QASP) enclosure 2. All performance standards shall be adhered to, measured and the results will be provided monthly to the contractor and the Contracting Officer.

4.7 Program Management Control

Performance Requirement:

Develop a Program Management Plan (PMP) for services described in the PWS. Provide an integrated Program Management approach that will drive efficiency and process improvement. The Program Management Plan (PMP) shall be updated as needed to ensure a high quality and effective quality control program.

Performance Standard:

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The PMP shall include organizational structure, program management systems and procedures, program milestones, schedule of deliverables, responsibilities and authority of senior staff associated with this effort. The PMP shall outline the methodology for managing tasks, risks, quality, schedule, and business relations. The program management support structure should fully integrate and leverage all skills and work with various functional areas in evaluating existing processes and identifying process improvement opportunities to drive business results (i.e. cost reductions, operational efficiencies, adequate controls, etc.). The PMP must address the following topics:

• Subcontractor (if any) – management and business relations.

• Communications – Internal and external.

• Staffing – Describe quantitatively and qualitatively, manpower requirements to support the capability. Identify any manpower constraints.

• Risk Management – identify the methodology for identifying operating address risk reporting, risk identification, risk quantification and classification, procedures for handling risk, and communication of risks to the Government.

• Training – Describe the criteria and plan for obtaining timely and effective training for the users, including the use of any training aids, devices, and curricula. Content shall include initial training, and currency training.

• Quality Assurance – Describes how QA and supporting monthly surveillance checklist shall align with Quality Assurance Surveillance Plan (QASP) for all services. The Contractor shall perform their own monthly assessment of quality, schedule, business relations, and management.

• Metrics Reporting- Describe the approach to review operational and other information to contract and program performance. Provide an auditable process for certification and verification of data. This report system permits Government personnel to assess performance against the PWS and review other operational information as specified that measures efficiencies and operational effectiveness.

4.8 Computerized Inventory Control Report

Performance Requirement:

The COR and vendor will meet once a month to review data gathered for the month’s transactions.

The contractor shall provide a Monthly Sales Activity Report in accordance with Enclosure 1 to this PWS. The Monthly Sales Activity Report will outline all sales made during the month, by ordering office. The Monthly Sales Activity Report shall be in any format submitted by the prospective vendor, but must contain all the necessary information to itemize sales activities for the month. Attachment 1 is provided as a sample report.

Performance Standard:

Data will include current month’s weekly invoices. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history by date, Page | 6 Procurement Sensitive station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data will be available in a hard copy and electronically.

5. DELIVERABLES AND DELIVERY SCHEDULE

Parts or equipment which are not on hand must be supplied the same day, before 1600 hours.

Parts which need to be ordered on any given day and that are ordered before 1000 hours must be supplied the next day before 1000 hours. The contractor shall have an online management system accessible via the internet that have at a minimum the following features:

• Order status

• Invoice information

• Parts (if any) back-ordered

• Ability to generate reports on demand

The Contractor shall provide (at no additional charge) replacements for defective or damaged parts. In case of unsatisfactory performance by contracting staff, the Contractor must provide the COR a brief summary of corrective measures being taken, within 48 hours after being notified of the deficiency. Any parts found to be defective, damaged or determined to be lost in transit will be replaced as soon as possible at the Contractor’s expense.

5.1 Orientation Briefing

Due 3 business days prior to scheduled Orientation Briefing, draft provided to COR.

Fifteen (15) days following Blanket Purchase Award, Orientation Briefing should be conducted. 5.2 Inventory Control System Report Monthly, due by end of each month to the COR and Program Manager in MS Excel.

5.3 Transaction/Inventory Control System - Reference Section 4.6 The Contractor shall submit weekly reports on the Monday of the following week by close of business. The Spreadsheet shall compile all the data for a period of 1 year after Notice to Proceed.

5.4 Program Management Plan - Reference Section 4.7

The Contractor shall submit the Program Management Plan within 14 days after award.

The COR shall review and approve the plan within 7 days after submitted.

6. GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

The Sector Garage will provide the Contractor with secure storage space and a location to establish the concession. Sector personnel will not have access to Contractor’s portion of the garage.

The Del Rio Sector Garage will provide the Contractor telephone and fax access.

• There will be three phone lines established: a line for customer service, a line for fax access and a line to process the Government issued Fleet credit card for purchases.

• The contractor is responsible to provide their own computer and internet service provider (ISP). Vendor internet access will be independent from CBP network environment.

7. PLACE OF PERFORMANCE

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The location for this operation shall be the Del Rio Sector Headquarters Garage (to include remote-site (internet web-access) services to outstations within Texas locations.

2401 Dodson Ave Del Rio, Texas 78840.

8. PERIOD OF PERFORMANCE

The period of performance shall be five (5) years starting September 30, 2020. The BPA shall be reviewed annually and modified for updates as necessary.

9. SECURITY

9.1 There is no Classified or other Sensitive Information associated with the procurement.

9.2 The Sector will be responsible for facility security. Contractors supporting this action shall be U.S. Citizens, and free of criminal convictions, be able to speak and read the English language fluently. All contractors’ representatives are subject to a security clearance/screening that will be done at the beginning of the contract and at any option year exercised prior to working.

9.3 The Contractor must submit the names of the prospective representatives to include social security number, date of birth and driver’s license number within two weeks after contract award and prior to commence work on premises to the Contract Specialist at the Del Rio Sector.

9.4 The Contractor shall comply with the CBP administrative, physical and technical security controls to ensure that the Government’s security requirements are met. During the course of this agreement, the Contractor shall not use, disclose, or reproduce data, which bears a restrictive legend, other than as required in the performance of this agreement.

9.5 The Contractor will be responsible for all internal security of equipment and supplies.

The Contractor shall comply with the DHS/CBP administrative, physical and technical security controls to ensure the Government’s security requirements are met. This includes providing total and complete access to CBP where contractor is responsible for internal security.

9.6 The Contractor will notify the COR and Sector POC’s immediately if a contract employee is terminated or will no longer work for the Contractor at our Sector facility, so access to facilities can be terminated.

10. QUALITY ASSURANCE SURVEILLANCE PLAN

10.1 As part of the requirements outlined in the attached QASP, the contractor will be available upon request for the government to review all operations and adjustments to suit the needs of the Government when an untenable situation arises or to enhance operations. These adjustments will be jointly agreed upon by modifying the agreement.

10.2 The COR will assess the Contractor every months (3) months using the Monthly Surveillance Report (enclosure#5 to the QASP). A copy of all Monthly Surveillance documents will be provided to the Contractor and CO

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10.3 Contractor performance assessments will be evaluated every six (6) months.

Assessment evaluations will used as a basis to determine whether or not to continue to use this BPA.

11. SPECIAL CONSIDERATIONS

11.1 Changes to the PWS

No changes to the resulting PWS or costs shall be incurred without written prior approval of the Contracting Officer as coordinated by the COR. Any changes or cost increases will not take effect until the Contracting Officer executes a written modification.

11.2 Non-Disclosure of Information

Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this task and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of this task. Contractors may be requested to sign Non-Disclosure statements.

11.3 Government Facility

The contractor is prohibited to use the facility for private use.

11.4 Contractor Uniform

All contract personnel shall be required to wear a uniform that indicates the company name on the shirt, and will be required to display Contractor government issued credentials at all times.

11.5 Points of Contact

All contract questions and concerns shall be directed to the Contracting Officer’s Representative designated by the Contracting Officer. The Contracting Officer is the only individual with the authority to modify this contract

• Program Point of Contracts (POC’s)

Julio C. Rodarte Branch Chief of Fleet Operations BP 2401 Dodson Ave Del Rio Texas 78840 Phone# 830-778-7923

FAX# 830-778-7133

Email: julio.c.rodarte@dhs.gov

Vincent Fields Director Logistics / Fleet Operations BP 2401 Dodson Ave Del Rio Texas 78840 Phone# 830-778-7850

FAX# 830-778-7133

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Email: vincent.fields@cbp.dhs.gov

• Contracting Officer Representative (COR)

TBD

• Contracting Officer

TBD

• Administrative Contracting Officer Rosie Zaragoza-Santos Sr. Contract Specialist Office of Administration U.S. Customs and Border Protection 2401 Dodson Avenue Del Rio, Texas 78840 830-778-7077 (o) 830-778-7148 (f)

COVID-19 Reporting: Contractor shall immediately report to the COR, and other personnel required by the COR, of personnel possibly exposed to COVID-19.

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12. DEFINITIONS AND ACRONYMS

12.1 DEFINITIONS:

AUTO PARTS CONCESSION. A person or company benefiting from the grant of storage space to provide a mini-vehicle parts store within USBP facilities.

CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract.

Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

INVENTORY. Items relating to the auto parts industry required to be on hand or delivered to USBP facilities within a specified time frame.

PHYSICAL SECURITY. Actions that prevent the loss or damage of government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the quality assurance methodology to be used for monitoring of contractor performance.

QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACTOR. Entity that enters into a contract with a prime contractor. The Government does not have a partnership with the subcontractor.

WORK DAY. Regular workday operations for this BPA will be as follows:

• Del Rio Sector Headquarters Garage: Monday through Friday: 0800 through 1630 hours

• Out stations (Remote Sites) Monday through Friday: 0800 through 1630 hours

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• Saturday and Sunday: Off WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

EMERGENCY OPERATION. Defined as any contingency occurrences which are not under the control of the Government, and must be reacted to in a manner to protect the destruction of property and/or prevent the potential loss of life.

12.2 ACRONYMS:

CBP Customs & Border Protection CFR Code of Federal Regulations CO Contracting Officer COR Contracting Officer's Representative CPARS Contractor Performance Assessment Rating System CS Contract Specialist DHS Department of Homeland Security FAR Federal Acquisition Regulation HSAM DHS Acquisition Manual HSAR DHS Acquisition Regulation ISP Internet Service Provider OBP Office of Border Patrol OEM Original Equipment Manufacture OSHA Occupational Safety & Health Administration POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SAP Systems Applications & Products SOP Standard Operating Procedure

DRFOB Del Rio Fleet Operations Branch USBP United States Border Patrol VMIS Vehicle Management Information System, Asset Works M5

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PRO AUTO

SUPPLY PART #

PART DESCRIPTION Min AMOUNT Per month

MAX

AMOUN

T Per month

75128 15W40 OIL 55 GAL 1 5

75535 Napa Motor Oil 5W20 2 6

975 75W90 OIL qtrs. 10 40

SF16 ADDATIVE 25 100

2487 AIR FILTER 19 75

2488 AIR FILTER 19 75

6418 AIR FILTER 6 25

9184 AIR FILTER 19 75

9746 AIR FILTER 19 75

9883 AIR FILTER 23 90

9886 AIR FILTER 19 75

6449 AIR FILTER 5 20

6573 AIR FILTER 5 20

9902 AIR FILTER 19 75

6930 AIR FILTER 5 20

AL 7601X ALTERNATOR 2 7

AL7629X ALTERNATOR 2 6

1EXT ANTIFREEZE 5 20

2601528 BALL JT 5 20

2601710 BALL JT 5 20

2605507 BALL JT 5 20

2605508 BALL JT 5 20

2606064 BALL JT 5 20

2606065 BALL JT 5 20

2695599 BALL JT 5 20

2695600 BALL JT 5 20

7548 BATTERY 8 30

7594R BATTERY 10 39

7534 BATTERY 3 11

9865 BATTERY 5 20

BR930790 BEARING 3 10

25060935 BELT 3 10

25061058 BELT 3 10

25080865 BELT 3 10

25061054 BELT 3 10

25-040359SF BELT 1 5

25D081254 BELT 1 5

MM1007 BLW MOTOR 3 10

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CRC091314 BRAKE CLEANER 10 40

UP7974AM BRAKE PADS 5 20

UP7973BM BRAKE PADS 5 20

AD8528 BRAKE PADS 15 60

AD8816 BRAKE PADS 13 52

AD8312 BRAKE PADS 15 58

194 BULB 10 40

921 BULB 10 40

4411 BULB 10 40

1255H11 BULB 13 50

3157 AVB BULB 13 50

2749382 BUSHING 6 24

SE5573A CALIPER 5 20

260-8258 CHASIS 1 5

260-8259 CHASIS 2 6

IC 749 COIL 43 172

IC 742 COIL 4 16

959403 CV SHAFT 3 10

DEF002 DEF FLD 3 10

6002928 EXH MANIFOLD 2 7

6002929 EXH MANIFOLD 2 7

281664 FAN CLUTCH 3 10

8278016 FAN MTR 3 10

ZX3012 FREON 15 60

ZX3030 FREON 1 5

230266 CABIN FILTER 5 20

230129 CABIN FILTER 5 20

3963 FUEL FILTER 13 50

BC3Z9275A FUEL PUMP 6 25

7031717 GAS CAP 3 10

H6054 HEAD LIGHT 5 20

EC277 HEADLITE PIGTAIL 5 20

7060 OIL FILTER 13 50

7151 OIL FILTER 13 50

7202 OIL FILTER 13 50

7312 OIL FILTER 13 50

7502 OIL FILTER 19 75

7899 OIL FILTER 19 75

100010 OIL FILTER 3 10

100255 OIL FILTER 25 100

1358 OIL FILTER 5 20

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10710 OIL FILTER 8 30

21372 OIL FILTER 19 75

21348 OIL FILTER 19 75

81925P1 P/S PUMP 3 10

2282571 PURGE SOLENOID 6 25

2283631 PURGE SOLENOID 5 20

880279CR ROTOR 6 24

880508CR ROTOR 5 18

16510 SEAL 5 20

18024 SEAL 5 20

15553 SEAL 3 10

17146 SEAL 3 10

35298 SEAL 5 20

TS7252 SENSOR 5 20

911266 SHOCKS 5 20

911267 SHOCKS 5 20

911506 SHOCKS 5 20

911302 SHOCKS 5 20

SC2967 SHOCKS 8 30

76504 SHOCKS 3 12

171141 SHOCKS 3 12

173032R SHOCKS 2 8

173032L SHOCKS 2 8

139104 STRUTS 4 15

38159 TENSIONER 5 20

920146 TPMS 38 150

6002279 TRANFER CASE MTR 5 20

15502 TRANS FILTER 6 25

1-9742 TRANS FILTER 6 25

326 TRANS FLUID 1 3

P330 UJOINT 5 20

P374 UJOINT 5 20

2282534 VAPOR CANISTER 4 15

PLUS32 WASHER FLUID 33 130

10032 WD40 6 25

T050 WHEEL WEIGHT 13 50

T075 WHEEL WEIGHT 13 50

T100 WHEEL WEIGHT 13 50

T175 WHEEL WEIGHT 13 50

T125 WHEEL WEIGHT 13 50

T150 WHEEL WEIGHT 13 50

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T200 WHEEL WEIGHT 13 50

6413376 WHL NUTS 20 80

6414238 WHL NUTS 20 80

6022 WIPERS 18 70

25-220 WIPERS 10 40