Attachment 1 - Statement of Work (SOW).pdf

1. Background: The United States Marshals Service (USMS) has statutory responsibility for providing physical security to United States District Courts, the United States Court of Appeals, the United States Bankruptcy Courts and United States Probation Offices at over 700 locations across the continental United States and U.S. Territories. The USMS has jurisdiction over twelve (12) Federal Judicial Circuits and ensures the personal protection of federal jurists, court officers, witnesses and visitors to all court facilities (5 U.S.C. §566). The contractor must provide appropriate resources in order to service and maintain x-ray equipment within the court facilities. The contractor personnel involved must have appropriate background clearance, level of technical expertise and the quality of managerial oversight in order to coordinate installation, maintenance of time critical x-ray equipment for the USMS. The contractor shall have a procedure for inspection and testing of equipment installation and maintenance work completed by the Contractor's technician. The resulting x-ray service order will be a single award.

The intent of the United States Marshals Service (USMS), Office of Security Systems (OSS) is to procure an annual (base year and four option years) x-ray service/repair contract for approximately 380 Smiths Detection x-ray machines nationwide, including U.S. Territories.

The x-ray machines, procured to enhance the protection of the Federal Judiciary, employees of the U.S. Courts, and visitors, are currently in use at U.S. Courthouses and select other federally owned or leased facilities within the Continental United States (CONUS) and Outside of the Continental United States (OCONUS) U.S. Territories.

The Smiths Detection x-ray machines vary in model and quantity and are subject to change at the Government's discretion. The quantity of units requiring service will also change periodically due to new unit installations, unit replacement, USMS availability of funding and units coming off their warranty and coming on to the service contract.

2. Description of Services:

2.1 Services and Annual PMI: Service and annual PMI (Preventative Maintenance Inspections) including an annual radiation survey shall be performed on all Smiths Detection manufactured x-ray machines that are no longer covered under the initial manufacturer warranty and that are on the service list. The USMS POC will provide a list of those machines that are covered at the beginning of each option period and updates will be provided on a monthly basis as they occur. An initial baseline list will be provided at the time of contract solicitation. The information on the baseline list, and any follow-on lists, are Law Enforcement Sensitive and must not be shared with anyone without a strict need to know and at the discretion of the USMS HQ (Headquarters) COR.

Services shall be for those instances where the machine fails to operate as the manufacturer specifications or USMS settings dictate and as it at the time of installation. If the machine failure is caused by other than normal “aging or wear and tear”, such as by operator neglect, fire, flooding, vandalism or willful damage (not all inclusive), then the repair will not be charged under this service contract and only at the directions of the USMS COR as an authorized repair under a separate contract.

The required services include an initial telephonic attempt with the local USMS POC (Point of Contact) to correct the machine failure. If this fails and, 1) a determination is made that the machine is on the service contract list, and 2) that the machine failure is not due to acts of nature, vandalism or improper usage by the CSO (i.e. due to fire, flooding, vandalism, spilt drink, etc.), then a scheduled site visit by an authorized maintenance technician(s) will be made.

At no additional cost to the government, PMI will be performed on all listed machines during each yearly cycle starting from the date the machine comes off of the manufacturer warranty (and onto the service list) and until it comes off of the services list (by the USMS). The annual PMI shall not exceed one year from that date (that it starts on the service list) and for each subsequent year until it comes off. Annual PMI shall include all items listed under the machine PMI schedule delivered in the operator manual at the time of installation and will include a radiation survey (listed or not under the PMI section of the machine’s operator manual) unless otherwise specified and agreed by both parties.

Service and annual PMI calls shall include labor, technical support, troubleshooting analysis, diagnostics, travel expenses, software repair and all replacement parts including shipping costs that are required for each service call. In the event that a service call identifies that the issue is a result of an act of nature (i.e. due to fire, flooding, vandalism, etc.) or the government’s negligence, then these charges will be at the responsibility of the government, not the Contractor.

Preventative maintenance, radiation leak tests, X-ray setup/re-installation, and X-ray conveyor table removal/re-installation shall be performed on an as needed basis as requested by the USMS Contract Officer Representative (COR). These services are inclusive of all labor, technical support, troubleshooting analysis, diagnostics, travel expenses, software, and all materials/supplies (inclusive of shipment costs). They are not to be included in the costs of contract line items (CLINs) for the annual services. Each of these specific services shall be requested utilizing individual CLINs and issued through separate task orders from the annual services. The contractor shall not provide any additional billable services that are not identified on a task order without prior approval from the COR.

2.2 Relocation: The Contractor shall relocate a cabinet x-ray machine from one site to another, CONUS or OCONUS, at the direction of the USMS HQ POC. The relocation can include roller tables and other accessories associated with the machine and will be indicated upon request. Relocation rates will be calculated based on the GSA Privately Owned Vehicle (POV) mileage reimbursement rates and requests will be initiated on a separately issued task order.

2.3 Resources: The Contractor shall use technicians who are trained and certified by the manufacturer on the Smiths Detection x-ray machines, possess a favorable national criminal background check and be a U.S. citizen or resident alien with authorization to work in the United States and/or territories. The Contractor shall not deploy any person to work on this contract that is identified as a potential threat to the health, safety, security, general well-being or operational mission of the site and its population. All Contractor personnel shall present a state issued photo identification (such as driver’s license) at the time of service performance to the USMS local POC. All USMS information regarding this contract provided to the Contractor is the property of the USMS and as such, must be safe guarded and considered Law Enforcement Sensitive. This information may only be disclosed to Contractor personnel directly involved in the management, administration and/or servicing of this contract and shall not be released to anyone without the written consent of the USMS.

2.4 Service Call Response Time: Upon notice of a service call requirement by the HQ or local USMS POC, the Contractor has five (5) business days, excluding federal holidays, to provide the necessary parts and complete the repair, unless otherwise authorized by the USMS COR.

When determined that a repair service cannot be provided within the five (5) business day requirement, the Contractor shall notify the USMS HQ POC immediately and follow up with a written or electronic correspondence (e-mail) to the USMS COR within two (2) business days stating the reason for the delay. The USMS COR will determine if the delay is reasonable and either approve or disapprove the time requested for the delay. All services must be completed during local business hours.

2.5 Pricing Structure: The services shall be priced per unit on an annual basis. In the event that a unit is added or deleted to/from the service list, the unit shall be prorated based on the remaining months of the contract.

2.6 Service Report (per event): A service report shall be provided to the USMS COR within ten

(10) business days after service is completed. Each report shall include at a minimum the following:

2.6.1 The words “Service Report” prominently identified on the first page of the document

2.6.2 Service report number

2.6.3 USMS contract number and site code number

2.6.4 Date that the service was requested by the USMS POC (local or HQ)

2.6.5 Date that the service was initiated

2.6.6 Date that the service was accepted by the USMS POC (local or HQ)

2.6.7 Machine model and serial number

2.6.8 Identify the applicable CLIN(s) (Contract Line Item Number)

2.6.9 List of parts (quantity/description/part number) and labor hours

2.6.10 Problem reported by the USMS POC and corrective action taken

2.6.11 USMS POC name and signature, technician’s name, signature and date

2.7 Service Report (monthly): A monthly report shall be due to the USMS POC COR NLT (No Later Than) the 10th day of every month. The report will contain a list identifying the machines serviced year-to-date.

2.7.1 The words “Monthly Service Report” prominently identified on the first page

2.7.2 Machine model and serial number

2.7.3 Machine location site number and physical address

2.7.4 Date service call was received

2.7.5 Date service was accepted by the USMS POC

2.7.6 Reported problem and corrective action

2.8 Parts Availability: The Contractor shall have the ability to acquire and install parts and software with USMS configurations that may be required to service x-ray machines. The availability of parts and software shall be able to be delivered and installed within the five (5) business day limit per section 2.2 of this document.

2.9 Parts Shipping: The Contractor is responsible for the shipment of any parts to and from the location, including any incurred costs. Charges for shipping parts are not to be included in any invoice as the Contractor shall ensure that any returns on shipments of parts are fully coordinated by them.

2.10 Service Standards: The Contractor shall ensure that all x-ray machines are serviced IAW the USMS and manufacturers operational standards and shall adhere to all applicable health and safety regulations.

2.11 Coordination: The Contractor shall be responsible for coordinating with the USMS POC (local USMS Judicial Security Inspector (JSI) or approved local alternate USMS personnel).

Location visits shall be coordinated with local USMS POC at least one (1) business day prior to arriving on site. The Contractor shall be able to provide a copy of current insurance certification(s) within five (5) business days to the USMS and/or Building Manager if requested.

2.12 Contractor POC (Point of Contact): The Contractor shall provide to the USMS COR at least one (1) primary and one (1) alternate POC designated to discuss and address contract related matters during the contract period. Direct contact information shall include individual email addresses and direct phone lines with voicemail. This shall be done at the time of contract award.

2.13 Security and Safety: Contractor personnel responding to a service call shall be limited to those required to perform work and shall always be escorted onto the site by USMS personnel. They will be limited to the x-ray equipment work area or other area determined by the local POC to perform authorized work or personal relief. The Contractor will not be allowed to access Federal IT Systems. All Contractor employees shall wear appropriate Personal Protective Equipment (PPE) when working on USMS x- ray equipment. Contractor employees are prohibited from possessing weapons, firearms, ammunition or other contraband on themselves, baggage or within Contractor-owned vehicles while on site.

2.14 Invoicing: Services shall be invoiced monthly NLT twenty (20) calendar days from the end of the established billing period. The invoice and services acceptance document(s) will be sent electronically to the USMS COR at officeofsecurity.systems@usdoj.gov. If the invoice is rejected by the COR, it will be returned for corrections and resubmitted within three (3) business days. If a new invoice number is created, the old invoice number will be referenced on the new invoice. Services shall be invoiced per unit for each month services are provided. A final invoice shall be submitted at the end of every Task Order (TO) Period of Performance (POP) and shall be marked as final.

The invoices shall include as a minimum the following:

2.14.1 USMS COR name

2.14.2 Billing address (U.S. Marshals Service, Office of Security Systems, 2nd Floor CS3, 3601

Pennsy Drive, Landover, MD 20785)

2.14.3 Copy of individual service reports

mailto:officeofsecurity.systems@usdoj.gov

2.14.4 Date of invoice submission

2.14.5 USMS contract number

2.14.6 USMS task order number

2.14.7 Contractor’s tax identification number (TIN)

2.14.8 Invoice number

2.14.9 Itemized cost and description listing of billable services and parts

2.14.10 Identify CLIN items per the contract

2.14.11 Total amount due

2.15 Toll-Free Phone Service: Within three (3) business days after contract award, the Contractor shall provide a nationwide, technical service, toll-free (800 or equivalent) telephone number with a trained and certified technical support representative that is available between the hours of 8am-5pm local time within CONUS. The USMS shall be able to call this number for technical support and to report machine problems for required services.

2.16 E-mail Service: Within three (3) business days after contract award, the Contractor shall provide a technical service e-mail address. The USMS POC shall be able to use this e-mail address to communicate with the service support center for the transmission of attachments (such as photographs) or detailed, lengthy information. This is not meant to replace the telephonic service request.

3 Services Summary Overview: This services summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether the performance objectives and goals were met. This summary lists the performance objectives for the required service that the Government shall survey.

The absence of any contract requirement from the summary shall not detract from its enforceability nor limit the rights or remedies of the Government under any clause of the contract.

3.1 Surveillance Methods: Surveillance methods may include customer feedback, public phone calls or e-mail, JSI observations, and periodic inspections by the COR or other representative.

Methods of surveillance can change after contract award based on, but not limited to:

3.1.1 Acceptance of a Contractor's Quality Control Plan (QCP) and QASP recommendations

3.1.2 Contractor's performance

3.1.3 Contractor's training records and training program

3.2 Performance Evaluation: Performance of a service will be evaluated to determine whether it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance.

Performance Objectives Paragraphs Performance Threshold Service/Repair Contractor’s ability to effectively manage contract requirements

2.0 Periodically inspected by the

JSI/COR

Resources Contractor’s ability to provide qualified personnel 2.3 Periodically inspected by COR

Response Time Repairs/services completed within the specified time frame, and Contractor employees arrive on-site as scheduled

2.4

99% compliance reported by JSI and COR (not inclusive of authorized delays by COR)

Reporting Submission of service and monthly reports as requested within specified time frame

2.4 and 2.5

Periodically inspected by COR

Invoicing Submission of invoices as requested within specified time

2.14 99% compliance reported by

COR

Communication Toll-free service line remains operational for technical support within specified time frame

2.15 99% compliance reported by JSI and COR

Communication E-mail service remains operational for technical support within specified time frame

2.12

99% compliance reported by JSI and COR

4 Government Furnished Services

4.1 Utilities: The Government will furnish, where available, water, restroom services, and electricity at no cost to the Contractor for the sole purpose of accomplishing the requirements of this contract.

4.2 Police, Medical and Fire Protection: The JSI will provide access to police/security services at the site if required. Fire Protection, Medical, and Spill Response Teams shall be reached via 911 from a cell phone or local phone if available. Any 911 calls shall be rep1ied to the JSI as soon as possible.

5 General Information

5.1 Contractor Employees: Contractor personnel and any subcontractor employees working under this contract shall always be escorted by USMS personnel or designee and shall be limited to the x-ray equipment work area. Denial of access for Contractor personnel due to a potential or actual threat shall not delay contractual requirements for services.

5.2 Identification: The Contractor shall conform to all site rules and regulations as identified by the JSI or local USMS POC. The JSI will assist the Contractor in obtaining proper badges or escort, if required.

5.3 Qualifications/Training: The Contractor shall ensure that all technicians performing the work under this contract are sufficiently trained to perform the task in accordance with industry standards. The Contractor shall submit a copy of the company's training program as part of the proposal.

5.4 Safety and Health Hazards: Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor's compliance or non-compliance with such responsibilities.

5.5 Contractor Furnished Items and Services: Except for those items referred to as Government furnished in section 4, the Contractor shall furnish everything needed to perform this contract.

5.6 Warranty: Not applicable.

5.7 Quality Control Plan: The Contractor shall develop and maintain a QCP to ensure services and repair are performed in accordance with this work statement, applicable standards and manufacturer's instructions. The Contractor shall develop and implement procedures to identify and prevent defective services from occurring and recurring. At a minimum, the Contractor shall develop quality control procedures that address the areas identified in section 3, Services Summary. The Contractor shall submit a copy of the QCP as part of the proposal.

6 Deliverables: The Contractor shall provide the following deliverables and send them electronically to the USMS COR and/or CO.

Section Description Date (when required) Media/Format To

2.4 Response Time Repair within five (5)

business days

Telephonic or on-site Site POC

2.4

Response delay time

Immediately with email or telephone and within two

(2) business days with e-mail

Telephonic then Email

2.4 Service Report (per

event)

Within ten (10) days after service is completed

E-mail attachment

– MS Excel or .pdf COR

2.6 Service Report (per

event)

NLT the 10th of every month following service month

E-mail attachment

- MS Excel or .pdf

2.11 Coordination with local

POC

At least one (1) business day prior to arriving

Telephonic or email Site POC

2.11 Insurance certificate Within five (5) business

days

E-mail attachment - .pdf Site POC

2.12 Contractor POC At time of contract award E-mail COR

2.14 Monthly Invoice NLT twenty (20) calendar

days from end of billing period

E-mail attachment - .pdf COR

2.14 Rejected Invoice

Resubmission

Within three (3) business days

Email attachment - .pdf COR

2.15 Toll-free Phone

Service

Within three (3) business days after contract award

E-mail COR

2.12 E-mail Service Within three (3)

business days after contract award

E-mail COR

5.3 Qualifications/Training With proposal E-mail attachment - .pdf CO

5.7 Quality Control Plan With proposal E-mail attachment -

.pdf CO