Performance_Work_Statement_-_Attachment_1.docx

Attachment 1

PERFORMANCE WORK STATEMENT

PREPARED BY

BA, RESEARCH SUPPORT SERVICES

FOR

MAINTENANCE, REPAIR AND REPLACMENT OF COMPONENT PARTS UNDER LEASE AGREEMENT

FOR

SELF-PROPELLED FORAGE HARVESTER

SECTION 1 –GENERAL INFORMATION

1.0 INTRODUCTION & OBJECTIVE

The Office of Research Support Services (RS) provides research support to the Beltsville Area scientific community through excellent plant and animal care, forage and crop production, feed preparation, utilizing sustainable management programs that preserve local ecosystems.

Option Year 3 April 1, 2019 through March 31, 2020 Option Year 4 April 1, 2020 through March 31, 2021

1.3 SCOPE

The scope of this effort includes services necessary to provide a full range of scheduled and non-scheduled maintenance, repair, inspection, replacement of component parts and warranty for the aforementioned equipment.

1.4 QUALTIY CONTROL

The Contractor shall develop and maintain a quality control plan to ensure services are performed in accordance with commonly accepted commercial practices and services. The plan shall include procedures to identify, prevent and ensure that non-performance and/or continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the Government Point of Contact and the Contracting Officer for review, comments (as needed) and approval no later than two weeks (14 days) after award. At a minimum, the contractor shall address quality control procedures for each performance task/indicator as identified in the Performance Summary – Technical Exhibit 1.

1.5 QUALITY ASSURANCE

In accordance with the Inspection of Services clause [FAR Clause 52.246-4, Inspection of Services –Fixed Price (AUG 1996). The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with the requirements set forth in this contract. The Government Point of Contact may inspect actual task performance, physically checking an attribute of the task, checking a report, investigating customer complaint or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The Government Point of Contact will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of surveillance then become the official record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the Government Point of Contact will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the Contractor. The contractor shall respond to the CAR instructions provided and return it to the Government Point of Contact and the Contracting Officer within 10 days of receipt.

1.5-1 SURVEILLANCE METHOD(S):

· 100% SURVEILLANCE; This method requires the Government to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the Contractor shall re-perform service immediately, if appropriate, or within a reasonable time period at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes. Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation.

· RANDOM SAMPLING; Random sampling is an appropriate method for frequently recurring tasks. The Government Point of Contact will evaluate randomly selected samples of the activity to determine the acceptability of the entire requirement. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

· CUSTOMER COMPLAINTS; The Government Point of Contact will receive and investigate complaints and will be responsible for initially validating customer complaints. The Contracting Officer shall make the final determination of the validity of customer compliant(s) in cases of disagreement with the Government Point of Contact and the Contractor. Exceeding the performance threshold in any one (1) month period shall result in a warning or letter of concern from the Contracting Officer. Exceeding the performance threshold for any two (2) or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

· PERIODIC SURVEILLANCES; This method requires the Government to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

In the event a government recognized holiday falls on a scheduled service day, the Contractor will be responsible for coordinating with the designated Government point of contact to reschedule service.

1.7 COMPLIANCE WITH BIOBASED REQUIREMENTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide biobased products. The Contractor shall utilize products and material made from biobased materials (e.g., insulating foam, composite panels, and concrete and asphalt release fluids) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer (CO).

The following is an example list of products that may be used in this contract for maintenance and repair of vehicular products for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

· Engine Coolants

· Rebuilt Vehicular Parts

· Re-refined Lubricating Oils

· Retread Tires

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content and source of biobased material.

In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other commercially available biobased products. The Contractor shall submit with the initial proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of biobased products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification and FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

SECTION 2 – SPECIFIC TASKS

2.0 PERFORMANCE REQUIREMENTS – Contractor shall provide the following

· Provide all labor, materials and replacement of component parts as needed to perform scheduled and non-scheduled maintenance and repair services which include but are not limited to minor adjustments, oil/fluid changes, filters, coolant replenishment, wheel alignment and tire rotation unless such services are performed as part of a covered warrantable repair. For the purposes of this contract, the Government defines normal wear and tear as a result of normal use for its designed purpose that does not prevent or eliminate useful performance and in such cases will assume responsibility for minor repairs and/or replacement of parts including tires due to normal wear and tear.

· Coordinate all scheduled and non-scheduled maintenance and repair service with the Government’s point of contact within 48 and 72 hours respectively upon notification from the designated Government point of contact.

· Submit complete service report to designated government point of contact within 7 to 10 business days after scheduled and non-scheduled service. Service report/ticket should identify the equipment name, manufacturer, model number, serial number and sufficient detail regarding the reason for service call, description of work performed, equipment used for testing purposes or otherwise used to repair or perform services, name(s) and contact information of technician performing repairs. This report may be submitted via email to the designated government point of contact.

· Ensure the mandatory purchasing of biobased products.

2.2 NOTICE REGARDING LATE DELIVERY

The contractor shall notify the designated government point of contact, (GPOC) as soon as it becomes apparent to the contractor a scheduled delivery will be late. The contractor shall include in the notification the rationale for late delivery and the expected date for the delivery. The GPOC will review the new delivery date and provide guidance to the contractor. Such notification in no way limits the governments right to any and all rights and remedies up to and including termination.

SECTION 3 – GOVERNMENT INSPECTION AND ACCEPTANCE

3.0 PLACE OF INSPECTION AND ACCEPTANCE

Beltsville Area Research Support Services Beltsville Agricultural Research Center (BARC) Bldg. 209 Beltsville, MD 20705-2325

3.3 NON-CONFORMING EQUIPMENT AND/OR SERVICE

Non-conforming equipment and/ or maintenance services will be rejected. Deficiencies will be corrected, by the contractor, within ten (10) work days of the rejection notice which will be submitted by the GPOC. If deficiencies cannot be corrected within ten (10) work days, the contractor will immediately notify the government of the reason for the delay and provide a proposed corrective action plan within ten (10) work days.

SECTION 4 – INVOICE SUBMITTAL

4.0 INVOICE SUBMISSION

Contractors doing business with the USDA, ARS MUST enroll in IPP to receive payment for invoices. To initiate IPP enrollment, please send an email to IPPCustomerSupport@fms.treas.gov (see NOTE in the 4th bullet point) and include the required information about your company listed in the bullet points below. The email subject line must be “IPP Payment Notification Services”.

· Your company name*

· Primary company mailing address (street, city, state and zip)*

· Primary company phone number

· Designated IPP account administrator from your company: first name, last name, phone number, email address (NOTE: The request to register for an account must come from the designated IPP administrator's email address or your request cannot be processed)

· Taxpayer Identification Number(s) (TINs) used for government agency payments

· Name of government agency doing business with your company**

· Contract number (list only one):

· Contact information at the government agency: name, phone, email to verify that you are a vendor**

*If you have more than one location or company name, use your primary corporate information and location data to enroll with the IPP. **This information is necessary to verify that your company is a vendor to a government agency. After an account is established, you will receive two emails. The first one will provide your User ID, and 12 to 24 hours later a second email will give you an 8-character password. Use the ID and password to log onto IPP to change to a password of your own, agree to the rules for using IPP and to answer security questions. Please see the "News and Training" box on your IPP homepage for instructions and videos on how to set-up email notifications, how to invoice, how to add additional users and other relevant information. Allow 5 to 10 business days for registration. Registration is recommended with the System for Award Management, (SAM), for all government vendors. Please visit www.sam.gov for more information. If you have any questions regarding the enrollment process, please call the IPP Customer Support Desk at (866) 973‐3131 and go to www.ipp.gov for general information.

4.1 INVOICE INSTRUCTIONS

Based upon acceptance of required contract services, the contractor must include the following information on each invoice in order for the invoice to be considered proper invoice:

1. Name and address of contractor.

2. Invoice number and Invoice date.

3. Contract number.

4. Description of work and period of performance.

5. Name, title, phone number, and complete mailing address of official to whom payment is to be sent.

6. Name, title, phone number, and complete mailing address of person to notify in the event of a defective invoice.

7. Taxpayer Identification Number (TIN) and DUNS Number.

NOTE: Invoices that do not contain the proper information described above will be rejected and returned to the Contractor for correction. The revised invoice shall be dated the day of the re-submission for payment.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIRMENTS SUMMARY

The Contractor’s performance will be assessed based on the following measures:

Provide all labor, materials and replacement of component parts for scheduled routine and preventative maintenance repairs.

All labor, materials and component parts are available at time of scheduled service for routine and preventative maintenance repairs.

AQL: 99%

Customer complaint

Coordinate all scheduled services with the Government’s point of contact within 48 hours and within 72 hours of non-scheduled service upon notification from an authorized Government representative.

Vendor response time after initial call for scheduled service from an authorized Government representative is within 48 hours and 72 hours for non-scheduled services.

AQL: 99%

Customer complaint

Submit complete service report to designated Government point of contact within 7 to 10 business days after scheduled and/or non-scheduled service.

Provides a written service report via email to the designated Government point of contact for routine and preventative services and/or repairs made within 7 to 10 business days after scheduled and/or non-scheduled service.

AQL: 95%

Periodic surveillance

AQL: 100%

100% surveillance

Administrative and Financial Management Eastern Business Service Center Acquisition & Property Branch 5601 Sunnyside Avenue, Mail Stop 5124 Beltsville, MD 20705-5100

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