24R4000_ATCH_3_PWS.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

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Music Instruments for DoDEA Schools Systemwide

1. General Information and Scope of Work

1.1 Agency

1.1.1 For school year (SY) 2023-24, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction in 160 schools to over 65,000 dependents of military and civilian employees.

Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA also operates a fully accredited virtual high school with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

1.1.2 DoDEA schools have many grade configurations from PK-2 to PK-12. Of our 159 brick-and-mortar schools, 100 schools have at least three of the PK-5 grades; 58 schools have at least one of the grades 6-8; and 40 schools have grades 9-12.

Table 1: School Year 2023-24 Enrollment (October 2, 2023) Rounded to the nearest 25

Grade Students Grade Students Grade Students Grade Students

PK 2,950 3 5,975 7 4,750 11 3,075

K 5,900 4 5,775 8 4,225 12 2,700

1 6,125 5 5,425 9 3,700 PK-12

Total 65,325

2 6,200 6 5,150 10 3,375

1.2 Background

DoDEA is recompeting this requirement, procured through four Blanket Purchase Agreements (BPA):

HE125419A0001 – HE125419A0004. The FY24 music instrument requirements are almost identical to the FY19 ones, except some quantities are lower because enrollment has declined and may continue to decline.

1.3 Scope of Work

DoDEA requires shipping and delivery of woodwind, brass, percussion, bowed-string, plucked-string, and keyboard instruments and related accessories. At the elementary level, DoDEA also requires a variety of instruments, including but not limited to xylophones, resonator bars, metallophones, and glockenspiels.

Selected Yamaha instruments will be purchased on a brand name sole source basis; the rest of the instruments and related resources will be purchased as a small business set-aside.

2 Requirements

2.1 Music Instruments and Accessories: The Contractor shall provide the required instruments and accessories after receipt of a BPA Call in accordance with the Specification Worksheet. All instruments and accessories shall have an industry-standard warranty. Shipping and Delivery of items in accordance with Section 5 of the PWS.

2.2 Shipping of Music Instruments and Accessories: The BPA Holder shall ship all physical materials to the Americas by commercial carrier or USPS and to Europe and the Pacific only by commercial carrier.

BPA Call orders use door-to-door addresses.

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Supporting Tasks

The tasks below are to help the BPA Holder gain a better understanding of the requirements to successfully meet the objective. They are not all inclusive, so the BPA Holder is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

Task 1, Shipping/Delivery of Musical Instruments & Accessories—The BPA Holder shall provide, upon shipment of materials, a digital shipment notification that includes the following:

Master BPA number and BPA Call number Contract line item number (CLIN) indicating materials and quantities being shipped.

Destination and date of shipment Shipping carrier name and the tracking number of each shipment

3 Constraints

3.1 Liaison and Alternate Liaison—The BPA Holder shall:

3.1.1 Provide a liaison and alternate liaison to be responsible for the delivery of the Musical Instruments and Accessories in coordination with DoDEA’s point of contact to be determined at the BPA Call level. Their names shall be designated in writing to the Contracting Officer. They shall have full authority to act for the BPA Holder on all matters relating to the shipping and delivery of items.

3.1.2 Notify the COR in writing regarding any change in the liaison’s role ten business days in advance of the change. If the liaison or liaison alternate is changed post-award, the replacement shall meet or exceed the qualifications and experience of the person assigned upon the Agreement award.

3.2 Holidays and Hours of Operation: The liaison or alternate liaison shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns.

The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.3 Availability: The BPA Holder shall make all resources available for the life of the Agreement.

3.4 Organizational Conflict of Interest (OCI): The BPA Holder (including any subBPA Holder) personnel performing work under this Agreement may receive, have access to, or participate in the development of, proprietary or Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the BPA Holder becomes aware that such access or participation may result in actual or potential OCI, the BPA Holder shall (1) immediately notify the Contracting Officer (KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such OCI. Note: The KO will unilaterally determine if the BPA Holder’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may implement other remedies to include prohibiting the BPA Holder’s further participation in contracted requirements.

4 Government-Furnished Information / Resources

None

5 Blanket Purchase Agreement (BPA) Deliverables

Milestone/Deliverable Word / Excel

Digital Copies

PWS

Planned

Frequency

Shipping of Instruments and Accessories, Tasks 1

Yes Yes 2.2 After receipt of a BPA Call, deliver to US sites within 30 business days and overseas sites within 45 business days.

6 Acronyms and Definitions

PA/PII- Privacy Act/Personally Identifiable Information

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment.

The use of the term “line item” includes “subcontract line number,” (SLIN), as applicable.

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Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of the authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

BPA Holder - 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.

Deliverable – Usually physically delivered items.

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

7 Performance Requirement Summary

Performance Objective

Performance Standard

Acceptable Quality Level Inspection Method

Tasks 1-PWS 2.2

PWS-

compliant

Delivery: 90% of deliveries will be on time.

5% will be no more than three business days late. 5% will be four business days or more late.

Damage: No more than 5% of instrument and/or accessories will be returned due to damages from being manufactured.

COR inspection and stakeholder feedback