Attachment 1 - Performance Work Statement.docx

PERFORMANCE WORK STATEMENT (PWS)

Cage Washer Service

Part 1 General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide medical research support services at the Defense Centers for Public Health-–Aberdeen (DCPH-A), located on Aberdeen Proving Ground, MD.

1.2 Background: Two cage washers were installed approximately 6 years ago and require routine preventive maintenance and repairs in order to achieve maximum performance and life expectancy. The cage washers are critical to the operation and success of the animal care mission and, therefore, the Contractor must be responsive to the Government’s needs. If a cage washer fails, the veterinary staff cannot provide the animals with a clean, sanitary environment. There is no other alternative mechanism to sanitize caging at DCPH-A. A clean, sanitary environment is a requirement of the Department of Defense (DoD) and a requirement of our accrediting body, the Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC). Accreditation by AAALAC is required by the DoDI 3216.01. If we cannot maintain accreditation, we fail in our mission.

1.3 Scope: The Contractor shall conduct quarterly on-site preventive maintenance visits to thoroughly inspect the cage washers. These visits will be in October, January, April, and July and will total 4 visits in all. The first visit will occur no greater than 30 days following the award of the contract. Each of the preventive maintenance visits will include a full inspection of the cage washers and will include adjustments and repairs to keep the machine operating at full performance. After every maintenance visit, the Contractor will provide a detailed service report (Deliverable 3) of the condition of the cage washer within 7 calendar days of the preventive maintenance visits. This report will include a list of faulty, defective, or worn parts that are required to bring the cage washer into a properly maintained condition and/or at optimal operation. This report will include a summary of what was performed on the cage wash at the time of the visit. No work will be performed at any additional costs to the Government without first receiving authorization from the Government’s Contracting Officer (CO).

1.4 Objectives: The objective of this contract is to conduct preventative maintenance and repairs in order maintain full functionality of the cage washers.

1.5 General Information:

1.5.1 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.2 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g., deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.2.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the CO . When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.5.3 Operating Hours: The Government facility office hours, CORE hours, and the Contractor support hours often coincide, however, they may differ. Please refer to the following:

1.5.3.1 Government Facility Office Hours: The Government facility office hours are 0600 and 1700 Eastern Standard Time (EST), Monday through Friday except, U.S. Holidays identified in paragraph 1.5.2.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

1.5.3.2 CORE Hours: The core hours are set time when all employees must be on site. DCPH-A’s core hours occur between 1000 to 1400 Monday through Friday. The Government facility is closed during U.S. Holidays identified in paragraph 1.5.2.1, local or national emergencies, administrative closings, or similar Government-directed facility closings. The Government facility may close due to local or national emergencies, administrative closings, or similar Government directed facility closings and will be communicated by the CO to the Contractor.

1.5.3.3 Contractor Support Hours: The Government facility is closed during local or national emergencies, administrative closings, or similar Government directed facility closings. Contractor shall not report to DCPH-A on the days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the Installation Commander (or by DCPH-A Commander’s reporting official chain of command) for any other reason.

1.5.4 NON-PERSONAL SERVICE STATEMENT: Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the Contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Subparts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR).

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the Government Facility, located at:

Defense Centers for Public Health - Aberdeen (DCPH-A), Logistics 8300 Ricketts Point Road Building E2850 Aberdeen Proving Ground - South, MD 21010

1.6 Security Requirements: The following information is provided on security related matters.

1.6.1 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System processing requirements.

1.6.3 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured in accordance with the Army Physical Security Program (AR 190-13).

1.6.4 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The Contractor shall immediately report suspicious activities to security personnel.

1.6.4.1 Access and general protection/security policy and procedures. This standard language is for Contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DoD, Headquarters, Department of the Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

1.6.4.2 For Contractors that do not require Common Access Card (CAC) but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index and Terrorist Screening Database (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations. Contractor and all associated sub-contractor’s employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. For Contractors that do not require CAC but require access to a DoD facility or installation.

1.7 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, contracting officer representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.7.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.8 Contracting Officer’s Representative (COR): A COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the CO. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.9 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/, the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.10 Safety Laws and Regulations: The Contractor shall comply with OSHA Regulations and Accident Prevention (November 1991).

1.11 Required Training: The following provides information on training requirements.

1.11.1 Anti-Terrorism (AT) Level I Training: All Contractor employees, including subcontractor employees, who are employed under the contract, shall complete AT Level I Training (Deliverable 1) within 30 days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or 30 days after employment of new personnel. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee within 10 days after completion of this training by all employees and subcontractor personnel. AT Level I awareness training is available at https://jkodirect.jten.mil. Contractor personnel shall complete refresher training every twelve (12) months except AOR specific AT Level I Training which shall be completed as required by local AT policies.

If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer.

1.11.2 iWATCH Training: The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO) (Deliverable 2). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 days after the contract is awarded and within 30 days after new employees commence contract performance, with the results reported to the COR within 30 days after the contract is awarded and within 10 days after new employees commence contract performance. Verification of the training shall be provided to the COR within 10 days after completion of the training. Training slides can be found on the Army OneSource we site: https://www.mepcom.army.mil/Home/Contractors/

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Alternate Contracting Officer's Representative (ACOR) - The (ACOR) will be identified by separate letter. The ACOR performs the duties of the Contracting Officer’s Representative (COR) in the absence of the COR.

Contracting Officer (CO) – Means a person with the 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) – As defined in Defense Federal Acquisition Regulation Supplement 202.101, means an individual designated and authorized in writing by the CO to perform specific technical or administrative functions. DoD Instruction 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, CO’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line-item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the CO as alternate CORs.”

Contractor – Means a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Day – Means, unless otherwise specified, a calendar day.

Defective Service – Means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – Means anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes Contractor-acquired property if the Contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Property - Means all property owned or leased by the Government. Government Property includes both Government-furnished and Contractor-acquired property. Government Property includes material, equipment, special tooling, special test equipment, and real property. Government Property does not include intellectual property and software.

Property Administrator - Means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

Physical Security – Means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) Means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document and is applied to Performance-Based Service Contracting. The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the PWS. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Subcontractor – Means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

ACOR Alternate Contracting Officer's Representative

AR Army Regulation

AT Anti-terrorism

CAC Common Access Card

CFR Code of Federal Regulations

CO Contracting Officer

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer’s Representative

DA Department of the Army

DCPH-A Defense Centers for Public Health - Aberdeen

DFARS Defense Federal Acquisition Regulation Supplement

DHA Defense Health Agency

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP Government Furnished Property

IA Information Awareness

IAC Installation Access Control

IACS Installation Access Control System

ID Identification

IGCE Independent Government Cost Estimate

IT Information Technology OPSEC Operations Security

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Plan

TE Technical Exhibit

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services

3.1 Services: The Government will provide the COR or his/her representative to be on-site and immediately available when the Contractor has a technician on-site.

3.2 Facilities: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the CO directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all documentation, schematics, hardware, and software manuals, diagnostic routines, and any other items required by the Contractor to perform the routine maintenance or service calls as described in PWS and associated contract documents. The Contractor will provide qualified technicians to conduct maintenance, service, and training on the equipment. Technicians must have experience servicing the Cage and Rack washers or be directly supervised by someone with experience. References will be taken into consideration and the Government will also consider the Contractor’s past performance at DCPH-A, if applicable.

PART 5

SPECIFIC TASKS

5.1 Preventive Maintenance Services:

5.1.1. The Contractor shall provide quarterly services for on-site preventive maintenance to thoroughly inspect Lancer SASs with serial numbers WAA083891 and WAA083727. The Contractor will ensure that all cage washers are functioning correctly and will perform the maintenance required by the original equipment manufacturer (OEM). The first visit will occur no greater than 30 days following the award of the contract. All on-site visits shall be approved and scheduled by the COR. All preventative maintenance services must follow the OEM prescribed cleaning regimen and within the specific maintenance timetable of each cage washer model per the OEM manual. Any required repairs will be addressed in Section 5.2.

5.1.2. The Contractor shall, during the preventive maintenance visits, include a full inspection of the cage washers and will perform adjustments and repairs that are approved prior to being performed to keep the machine operating at full performance.

5.1.3. After every maintenance visit, the Contractor will provide a detailed service report (Deliverable 3) of the condition of the cage washer and detail the work performed. The report shall be provided to the COR within 7 business days of the preventive maintenance visit.

5.2 Repair Services:

5.2.1. Replacement parts and repairs that are conducted by the Contractor will come with warranty of at least 30 days. If the repair/part fails or is again required within that 30-day period, the Contractor will repeat the repair within 10 days of notification at no additional cost to the Government. If any repairs are required that fall outside of this preventative maintenance agreement, the contractor shall provide a quote to the COR detailing the work. The quote must be approved by the COR or Contracting Officer before any additional parts are purchased or labor is performed.

5.2.2. Unlimited phone calls and emails to the Contractor for technical support will be provided at no cost to the Government during the period of performance for this contract.

5.2.3. The Contractor shall perform unlimited diagnostics and subsequent repairs. Status updates (Deliverable 4) are required in writing within 5 business days of the unscheduled service. Maintenance and repairs will be performed in accordance with the OEM specifications.

5.3 Emergency Repairs:

5.3.1. When the cage wash suddenly stops working or is not working properly, we will make an emergency call to the contractor.

5.3.2. After an emergency has been reported to the Contractor, the Contractor will provide a technician on site within 24 hours of notification of the problem.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions): The following publications, manuals, regulations, etc. are mentioned in this PWS and are listed below.

6.1.1 Use of Animals in DOD Conducted and Supported Research and Training (DoDI 3216.01), Paragraph 1.2

1.6.4.1

(DoDI 5000-72), Paragraph 2.1–Contracting Officer’s Representative (COR)

PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

PRS#1 - PWS para (5.1.3) The Contractor shall give a detailed service report on condition of cage wash after maintenance visit.

Within 7 business days.

PRS#2 - PWS para (5.2.1) Repairs and repair parts shall have a 30-day warranty

PRS#3 - PWS para (5.2.2)

The Contractor shall accept phone calls and emails for technical support.

PRS#4 - PWS para (5.2.3)

The Contractor shall respond to emergency calls and services.

PRS#5 (5.1.1)

The contractor shall perform required maintenance required by the original equipment manufacturer (OEM)

original equipment manufacturer (OEM) is completed at scheduled visit Periodic Inspection

PRS#6 (5.1.2)

The contractor shall perform a full inspection of the cage wash

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

AUG 22