Attachment 1 - Draft PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repair Services for Stitch and Fold B3000 Booklet Maker and Trimmer

1.0 INTRODUCTION

1.1 The Defense Logistics Agency (DLA) Document Services requires a comprehensive maintenance and repair service agreement for one (1) Stitch and Fold B3000 Booklet Maker and Trimmer, Serial Number 23006B3, for a period of up to sixty (60) months, consisting of one

(1) 12-month base period and up to four (4) 12-month option periods.

1.2 The equipment is located at:

3420 D Avenue, Building 1, Door 5, Tinker AFB, OK 73145.

1.3 This requirement is for a full-coverage equipment maintenance agreement consistent with commercial industry standards for print-finishing equipment.

1.4 Services performed outside the scope of the base maintenance requirement, including but not limited to after-hours service, multi-shift coverage, or other non-covered services, are not included unless expressly provided for in the awarded contract.

If such services are required, the Contractor shall provide the Government with a written price quotation for the requested out-of-scope work. Performance of out-of-scope services shall occur only after authorization by the Contracting Officer and execution of a contract modification incorporating the additional services and associated pricing.

Authorization by Government technicians or program personnel alone does not constitute authorization to perform out-of-scope services.

2.0 SCOPE OF WORK

2.1 The Contractor shall provide comprehensive preventive maintenance and corrective maintenance/repair services to ensure operational readiness and minimal downtime of the equipment.

Minimal Downtime is defined as meeting the acknowledgment, response, and repair resolution timeframes specified in Section 6.0, Performance Standards and Acceptance Criteria.

2.2 Services shall include, but are not limited to:

• Preventive and corrective maintenance

• Replacement of defective or worn hardware and software components, as applicable

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• Use of new OEM replacement parts, defined as parts manufactured by the Original Equipment Manufacturer (OEM) or OEM-authorized equivalent parts meeting OEM specifications for form, fit, and function.

• Software updates and version upgrades (to the extent supported by existing hardware)

• Remote technical support and troubleshooting

• On-site repair services

• Basic operator guidance related to proper use and routine troubleshooting

2.3 Required Service Features

The Contractor shall include the following as part of the maintenance agreement:

• Unlimited replacement of parts for Covered Repairs

• Unlimited travel to the site for repairs

• Unlimited labor costs for on-site service by factory-trained or manufacturer-qualified technicians

• Priority phone response and scheduling over non-government service requests

• Basic operator training on proper equipment use and troubleshooting

• No lapse in service; Contractor shall notify the Government prior to agreement expiration

Covered Repairs are repairs required to restore the equipment to full operational condition in accordance with OEM specifications due to normal wear or component failure.

3.0 SERVICE HOURS AND RESPONSE

3.1 Business Hours

Business Hours are Monday through Friday, 8:00 AM to 4:00 PM local time, excluding Federal holidays: New Year’s Day; Birthday of Martin Luther King, Jr.; Washington’s Birthday; Memorial Day; Juneteenth National Independence Day; Independence Day; Labor Day; Columbus Day;

Veterans Day; Thanksgiving Day; Christmas Day.

A Business Hour is defined as one (1) hour occurring during Business Hours.

A Business Day is defined as a calendar day in which Business Hours occur.

3.2 Service Response Requirements

• A telephone call or voicemail alone does not constitute an acceptable service response.

• The Contractor shall acknowledge the service request and contact the Government point of contact within thirty (30) minutes to two (2) business hours.

• The Contractor shall provide remote diagnostic support as necessary.

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• If the issue cannot be resolved remotely, the Contractor shall provide an on-site response within eight (8) business hours after the service request is placed.

3.3 After-Hours and Additional Charges

• Emergency or after-hours service, if requested, may be subject to additional charges at the Contractor’s prevailing rates only when such services are authorized and incorporated into the contract in accordance with Section 1.4, or are otherwise included in the awarded contract.

• If the equipment is operated for multiple shifts, the Contractor shall indicate whether additional maintenance fees apply and identify applicable rates, subject to Contracting Officer authorization and contract modification.

3.4 Equipment Handling & Relocation

• If relocation is required, the Contractor must arrange for appropriate handling assistance, to include forklift, loading dock, stairs, packaging, pallet, disassembly and reassembly.

• The Government must provide 30 days’ written notice of relocations via formal contract modification. The Contractor shall confirm whether additional service charges apply due to reinstallation needs.

4.0 PREVENTIVE MAINTENANCE

4.1 Preventive maintenance shall be performed in accordance with OEM recommendations for the Stitch and Fold B3000 and shall include inspection, cleaning, lubrication, adjustment, calibration, and functional testing necessary to maintain reliable operation.

5.0 SECURITY REQUIREMENTS

5.1 The Contractor must ensure all service technicians are eligible for access to Department of Defense (DoD) facilities in accordance with the authority in Directive Type Memorandum (DTM) 09-012, which establishes DoD access control policy and the minimum DoD security standards for controlling entry to DoD installations and stand-alone facilities.

• The Contractor must also follow installation access policies specific to each DoD installation.

• Technicians must be eligible for access to DoD facilities at time of award.

6.0 PERFORMANCE STANDARDS AND ACCEPTANCE CRITERIA

6.1 Minor Repairs

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A minor repair is defined as a repair that does not require replacement parts, such as adjustments, calibration, cleaning, lubrication, jam clearing, or software configuration.

Equipment downtime for minor repairs shall not exceed forty-eight (48) business hours.

6.2 Major Repairs

A major repair is defined as a repair requiring replacement parts or component replacement.

Equipment downtime for major repairs shall not exceed five (5) business days, contingent upon parts availability.

6.3 Contractor Responsibility

If damage occurs as a result of actions performed by the Contractor or its personnel, the Contractor shall be responsible for corrective repairs at no additional cost to the Government.

6.4 Parts Replacement

Required OEM replacement parts must be shipped overnight when necessary to meet downtime standards in Sections 6.1 and 6.2.

7.0 CONTRACT RENEWAL, EXTENSION, AND TERMINATION

7.1 Option years shall be exercised at the Government’s discretion and are subject to the availability of funds and Contracting Officer approval.

7.2 Before the end of the final option year, additional option periods may be requested and negotiated by mutual agreement of the Government and Contractor, including consideration of revised rates or other terms, subject to Contracting Officer approval.

7.3 If the equipment is removed from service, replaced, or no longer required, the Government may terminate the maintenance agreement upon thirty (30) days written notice to the Contractor.

8.0 DELIVERABLES AND REPORTING

8.1 Service Report (After Each Maintenance Visit)

The Contractor shall provide a service report after each maintenance or repair visit. The service report shall, at a minimum, include:

• Description of the issue or service request

• Actions taken to resolve the issue

• Parts replaced (if any)

• Current equipment status

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• Any recommended follow-up maintenance

8.2 Service Report Submission and Acceptance

The service report required under Section 8.1 shall be submitted to the Government within five

(5) business days after service is complete. The service report shall document Government acceptance of the services performed and shall serve as the basis for invoicing.

8.3 Quarterly Maintenance Report

The Contractor shall submit a quarterly maintenance report summarizing all service calls performed during the reporting period, response times, and any recurring or systemic issues identified.

The quarterly maintenance report shall also identify the next scheduled preventive maintenance service, including the anticipated timeframe for when the next preventive maintenance visit is expected to occur.

9.0 INVOICING

Invoices shall be submitted electronically in accordance with DFARS 252.232-7006, FAR Part 32, applicable DLAD policy, and contract instructions, via Wide Area Workflow (WAWF) or its successor system.

As an administrative expectation, the Contractor should submit invoices within thirty (30) calendar days after completion of the applicable maintenance service.

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