Attachment 1 - PWS FXD Pipette Calibration Service.pdf

PERFORMANCE WORK STATEMENT (PWS)

Forensic Exploitation Department

Pipette Calibration Service

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide calibration services for pipettes within the USACIL-FXD DNA branch. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the needed service and repair of the instrumentation covered as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: This agreement provides pipette maintenance and technical support for laboratory pipettes. The maintenance and technical support shall be in line with ISO-17025 accreditation standards (reconditioned, calibrated, and certified) and a calibration certificate with an ISO-17025 accredited stamp on the certificate shall be provided. This service agreement for laboratory pipettes includes two annual onsite preventative maintenance, calibration service and technical support visits. The service covers the cost of the materials/parts needed and the service engineer who performs the tasks.

1.3 Objectives:

* To ensure proper functioning of installed pipettes used in forensic processing.

* To maintain the instrumentation in-line with the ISO 17025 ANSI-ASQ

* To identify for further repair or replacement under warranty any broken or damaged equipment quickly and accurately to limit disruption to forensic laboratory workflow.

1.4 Scope:

Services required for annual on-site pipette calibration:

• All pipettes are reconditioned, calibrated and certified to ISO-17025 Standards.

• Reconditioned includes disassembly (as applicable), inspection and cleaning, and lubrication (as required) with high wear items (seals and/or o-rings) being replaced as applicable.

• Calibration sticker/label affixed to pipette with date of service, next calibration due (which will be set to Dec31 of the year following the calibration), and service provider Certificates of calibration with an ISO-17025 accredited stamp on the certificate

1.5 Period of Performance: March 20th, 2026 to March 19th, 2027. The calibration will be due in March and October of each period of performance cycle. The Period of Performance reads as follows:

Base Year 20 March 2026 – 19 March 2027

1.6 General Information

1.6.1 Quality Control : The contractor shall engage in an effective quality control program to ensure services are performed in accordance with this PWS. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. A copy of the Contractor’s basic Quality Control Plan shall be provided to the Contracting Officer for approval not later than 10 calendar days after receipt of award. An updated copy shall be provided to the Contracting Officer and COR as changes occur. The contractor shall follow all current ISO requirements. All measuring and test equipment used for calibration is N.I.S.T. traceable

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the quality assurance surveillance plan. These standards primarily focus on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. The standards define how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Federal Government Holidays: The contractor is not required to perform services on holidays.

New Year’s Day 1st day of January Martin Luther King Jr.’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day last Monday of May Juneteeth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veteran’s Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the Forensic Exploitation Department located on Gillem Enclave, Forest Park GA.

1.6.6 Type of Contract: Mission and Installation Contracting Command, Fort Gordon, GA intends to negotiate/award a firm fixed contract to an eligible small business to perform maintenance, services and repairs of instruments listed in para 1.4.1, owned by Department of Defense (DoD) and specifically designated by the manufacturer for distribution of repair parts and factory authorized engineers certified to perform calibration services, maintenance and repair. The specific terms of the agreement fall under the quote specifications.

1.6.7 Security Requirements: The contractor shall comply with personnel security regulations and protocol for Non-U.S. citizens entering onto a military installation or facility, where applicable.

Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract 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 Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and 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. Forms will be provided on award of contract.

1.6.7.2 Physical Security: The contractor shall be responsible for safeguarding 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.

1.6.7.3 Key Control: N/A.

1.6.7.4 Lock Combinations. N/A.

1.6.7.5 Training. N/A

1.6.6 Special Qualifications: Contractor field service engineers are trained and certified for preventive maintenance, repair and calibration of Eppendorf, Rainin, Gilson and other brand pipettes (single, multi-channel and repeater) and dispensettes.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will 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.

1.6.8 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration 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 Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, 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.

1.6.9 Key Personnel:

The follow personnel are considered key personnel by the government: Contract manager/Alternate contract manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 5:00 p.m, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.10 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.11 Contractor Travel: Contractor Employee travel and labor expenses will be covered under the terms of the contract.

1.6.12 Other Direct Costs: NA

1.6.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15 PHASE IN /PHASE OUT PERIOD: NA

1.6.16 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.17 Safety. Contractors will be expected to conform to the USACIL-FXD requirements for employee safety including, but not limited to, OSHA, post fire safety requirements, general laboratory safety protocols, etc.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 ASCLD-LAB. American Society of Criminal Laboratory Directors- Laboratory Accreditation Board. The certifying board under which the Forensic Exploitation Directorate maintains certification.

2.1.2 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 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.

2.1.4 CONTRACTING OFFICER. 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.

2.1.5 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.

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

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

2.1.8 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP).

Property in the position of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9 ISO. Certifying body under which the laboratory has certification.

2.1.10 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.11 N.I.S.T. National Institute of Standards and Technoloby.

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

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

2.1.14 QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.16 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.17 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.18 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DNA Deoxyribonucleic Acid DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out PM Preventative Maintenance 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 TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Service: It is anticipated that all work performed will be conducted at the government site. If the contractor has to perform work on site then the Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the USACIL-FXD DNA section.

3.2 Facilities: The Government will provide access to the technical areas which contain the instrumentation in covered and access to any other technical areas required for the performance of the maintenance/repairs required.

3.3 Utilities: The Government will ensure that all utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide access to equipment necessary to perform the required work. This can include: printers, computers, pipettes, centrifuges, balances, hoods, holder trays, beakers, and any other technical equipment on site at the laboratory needed for the completion of the repairs and/or check of the instrument.

3.5 Materials: The Government will provide consumable materials needed in the performance of the required services. This can include: kimwipes, pipette tips, water, buffer, gloves, lab coats, face masks, and any other consumable equipment on site at the laboratory needed for the completion of the repairs and or check of the instrument.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall provide a Project Manager (PM) who shall be responsible for the performance of the work. The name of this person and alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily services as defined in this PWS. Contract manager or alternate shall be available 8:00 a.m. through 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

4.1.1 The contractor shall provide all necessary trained experienced technical personnel, tools, parts, travel, materials and supplies to perform onsite maintenance and unlimited on-site repair service.

4.1.2 The Contractor shall provide the Contracting Officer and the Contracting Officer’s Representative a list of telephone numbers where the primary service representative may be contacted during normal working hours and for emergency service calls. The Contractor shall have communication services with his/her own Contractor’s service representative, the COR and ACOR at all times.

4.1.3 The contractor shall attached to each pipette a calibration sticker/label and furnish the Contracting Officer’s Representative (COR) a signed copy of service reports including quality assurance and certification for each instrument per repair and services, showing maintenance performed, listing dates and specific tasks, along with remarks noting any deficiencies found and repaired. The detailed report is due within two (2) weeks after the service visit.

4.2 Secret Facility Clearance: N/A

4.3 Materials: The Contractor shall provide the required parts for repair and equipment necessary to perform the repair or maintenance (i.e. temperature probe, filters, screwdrivers, etc).

4.4 Equipment: N/A

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for the preventative maintenance, calibration and repair of Eppendorf, Rainin, Gilson and other brand pipettes (single, multi-channel and repeater) and dispensettes. Services include annual preventative maintenance service (two visits per year) which covers all of the required maintenance outlined in the instrument handbook provided by the instrument manufacturer. Included are the costs for any parts which need to be replaced and the consumables needed to perform the maintenance.

5.2 Task Heading:

5.2.1 The contractor shall provide coverage for the preventive maintenance supplies, parts, labor, travel, shipping including testing and calibration evaluations at the customer’s facility. A field service engineer will be dispatched to the equipment’s location after contacting the Service Department to schedule service. Preventive maintenance and calibration completed to manufacturers specifications per quote.

5.2.2 The contractor shall provide calibration sticker/label affixed to pipette and detailed service reports including quality assurance and certification for each instrument operations to original equipment manufacturer specifications per repair and services request within two (2) weeks after the visit or completion of repairs.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all DoD, Army, CIDC and DFSC applicable regulations, publications, manuals, and policies and procedures when performing all services pursuit to this PWS and contract.

NUMBER DATE DESCRIPTION MANDATORY

AR 200-1 Dec 07 Environmental Protection X AR 385-10 Nov 13 Army Safety Program X EM-385-1-1 Aug 11 Safety and Health

Requirements Manual X

OSHA All OSHA guidelines X

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Metrics

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective STANDARDS PERFORMANCE

THRESHOLD

Method of Surveillance

Incentive (Positive and/or Negative)

PRS #1. PWS 1.6.17 Conforms to applicable safety directives

All safety protocols including, but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

95% Periodic inspection

Contractor performance will be documented in

CPARS.

PRS #2. PWS 5.2.1 Provide annual preventive maintenance for up to 700 single channel and 58 multi-channel pipettes.

2 Onsite Visit/Year.

Services meet or exceed the manufacturer’s specifications.

95% Inspection

Contractor performance will be documented in

CPARS.

Unit Rate.

PRS #3. PWS 5.2.1 Provide calibration services of pipettes for up to 700 single channel and 58 multi-channel pipettes.

Manufacturer’s specifications.

95%

Inspection performance will be documented in

CPARS.

Unit Rate.

PRS #4. PWS 5.1.2 Provide calibration sticker/label.

1 per pipette.

100%

PRS #5. PWS 5.2.2 Provide detailed calibration service report per pipette.

1 per pipette within 2 weeks after the on-site visits and calibrations.

100%

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Quality Control Plan, PWS Para 1.6.1

Not later than 10 calendar days after receipt of the award

One (1) Original; update as changes occur

Paper (hard copy) or electronic delivered via email

KO

List of the primary service representative with contact information, PWS Para 4.1.2

Not later than 10 calendar days after receipt of the award

Original; update as changes occur

Paper (hard copy) or electronic delivered via email

KO / COR

Calibration sticker/labels As calibration service is completed

One (1) Original Paper (hard copy)

ON PIPETTES

AT TIME OF

CALIBRATION

Signed copy of service reports, PWS Para 4.1.3

Within two (2) weeks of completion of work

One (1) Original Paper (hard copy) or electronic delivered via email

COR/DNA

TL OR

DESIGNEE