Attachment 3 PWS Facilities Biocontainment Systems Training.docx

PERFORMANCE WORK STATEMENT

BIOCONTAINMENT SYSTEMS TRAINING PART 1

GENERAL INFORMATION

1.0 GENERAL: This is a non-personal services contract to provide Training, mentorship, coaching, and SME consultation support regarding the operation and maintenance (O&M) of systems unique to biocontainment facilities. 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. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Facilities Containment Training at the National Bio and Agro-Defense Facility (NBAF) as defined in this Performance Work Statement (PWS), Section 3.0 except for those items specified as government furnished property and services. The Contractor shall perform to the standards of this PWS. All performance times referred to in this PWS are calendar days, unless otherwise specified.

1.1 Definitions:

USDA – United States Department of Agriculture ARS – Agricultural Research Services

1.2 Objectives: The objective of this contract is to support mission accomplishment by providing training for facilities operations personnel for NBAF, through this contract. To meet this objective, close coordination is required between the Contractor and the Contracting Officer’s Representative (COR), to efficiently provide training while minimizing disruptions to operations within the facility and meeting security requirements.

1.3 Scope: The Contractor shall perform Biocontainment Systems Training/Mentorship services to the standards in this contract. During the performance of this contract USDA-ARS reserves the right to add or delete the scope of the training. A modification to the contract will be executed to incorporate these changes.

1.4 Licenses, Permits and Bonds: The Contractor shall provide at his own expense all licenses, permits and bonds as required by the State, Counties and Municipalities where they will provide training.

1.5 Period of Performance: The period of performance (POP) shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.6 Place of Performance: The work to be performed under this contract will be performed at the United States Department of Agricultural NBAF facility, located in Manhattan Kansas.

1.7 Hours of Operation: The Contractor is responsible for providing services between the hours of 0800 to 1600, Monday through Friday except Federal holidays or when the USDA-ARS facility is closed due to unforeseen facility closings. Unforeseen facility closings: meaning when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Contractor will be notified by the COR of the NBAF closure. The contractor will not be reimbursed when the NBAF 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 USDA-ARS 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. When an unforeseen NBAF closure occurs on a regularly scheduled day of work, the Government shall have the following options:

1.7.1 To require the Contractor to perform the work on the following day unless the following day is a Saturday or Sunday and routine work is not scheduled for Saturday or Sunday.

1.7.2 To reschedule the work on any day satisfactory to both parties.

1.8 Delivery Vehicles: All delivery vehicles must enter the thru the North Entry Control Point (ECP) off Kimball Ave. Vehicle drivers must successfully complete a criminal background check and/or possess a valid DOD ID, or NBAF Access Badge or Pass. Badges and visitor passes for delivery vehicles are available at the Visitor Center, which can be accessed off Denison Ave., thru the West ECP. All delivery vehicles will be searched.

1.9 Electronic Mail (E-mail) Address: Establish and maintain electronic mail (e-mail) capability along with the capability to open various electronic attachments as text files, pdf files, and other similar formats. Within 10 days after contract award, provide the Contracting Officer a single (only one) e- mail address for electronic communications from the Contracting Officer related to this contract including, but not limited to contract documents, invoice information, request for proposals, and other correspondence. The Contracting Officer may also use email to notify the Contractor of NBAF access conditions when emergency conditions warrant, such as hurricanes or terrorist threats. Multiple email addresses are not allowed.

It is the Contractor's responsibility to make timely distribution of all Contracting Officer initiated e- mail with its own organization including field office(s). Promptly notify the Contracting Officer, in writing, of any changes to this email address.

1.10 Correspondence: Identify all Contractor correspondence to the Government with a serial number. Prefix correspondence initiated by the Contractor's site office with "S". Prefix letters initiated by the Contractor's home (main) office with "H". Letters are numbered starting from 0001. (e.g., H-0001 or S-0001). The Government's letters to the Contractor will be prefixed with "C" or "RFP".

1.11 Work Coordination: The Contractor’s service personnel shall contact the ARS Engineering Project Management Groups Contracting Officer Representative (COR) on each visit to the Facility prior to beginning work that day to inform the COR of what work is being completed during the visit.

1.12 Federal Observed Holidays:

1.13 Quality Control Program (QCP): The Contractor shall implement an effective QCP to ensure services are performed in accordance with (IAW) this PWS.

1.14 Contractor Performance Assessments: The Contractor will evaluate his contract services, correcting any deficiencies, which deviate from the commercially acceptable standard for containment training.

1.15 USDA-ARS Performance Assessments: USDA-ARS performance assessments will be assigned to an authorized individual or will be done by the COR. The COR will evaluate the contractor's performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what USDA-ARS must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Although USDA-ARS may develop a QASP, USDA-ARS surveillance of Contractor performance is not limited to the QASP or the performance objectives, incentives/remedies, etc. USDA-ARS has the right to inspect and test all services called for by the contract and commitments made by the Contractor during the solicitation process, to the extent practicable at all places and times during the term of the contract. USDA-ARS will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, USDA-ARS may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, USDA-ARS may: (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements, and (2) reduce the contract price to reflect the reduced value of the services performed. If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, USDA-ARS may:

(1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by USDA-ARS that is directly related to the performance of such service, or (2) terminate the contract for default. "Services", as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

1.15.1 A USDA-ARS Inspector may accompany Contractor personnel during training services to observe and / or ask for explanation of work performed. The intent is not to delay the Contractor in any way.

1.15.2 Performing quality assurance in accordance with the PWS does not preclude USDA-ARS from conducting inspections as defined in Federal Acquisition Regulation (FAR) 52.212-4 Contract Terms and Conditions for Commercial Items for Inspection/Acceptance.

1.16 Type of Contract: USDA-ARS will award a performance-based commercial services contract. This means that USDA-ARS has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets USDA-ARS quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements. It is the intent of USDA-ARS to provide the Contractor the maximum amount of flexibility to propose an innovative approach, and to find the most efficient and cost-effective method for meeting the stated objectives and requirements.

1.17 Post Award Conference / Performance Evaluation Meetings: N/A

1.18 Contracting Officer’s Representative (COR): 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, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.19 Personnel

1.19.1 Contractor Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work and shall be the central point of contact with the Government. 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 CO. 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 from 0800 to 1600, Monday through Friday except Federal holidays or when the USDA-ARS facility is closed for administrative reasons. Since this is a performance-based contract, the manpower and labor mix of employees to perform this contract remain the discretion of the Contractor for all services addressed in the Technical Exhibits.

1.19.2 Special Qualifications: The Contractor and their application instructorss shall be certified by appropriate federal and Kansas regulatory agencies to meet federal and local certification requirements where applicable. All work shall be performed by a skilled and experienced persons directly employed by the Contractor.

1.19.3 Identification of Contractor Employees: 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 USDA/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.

1.19.3.1 Rosters: For NBAF Facility security purposes, the Contractor shall provide the CO a list of all employees who will perform work under this contract. The list shall include name and work assignment of each employee. The Contractor shall maintain revisions and updates to this list and submit them to the COR monthly.

1.19.4 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon USDA-ARS. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 USC 423 relative to release of acquisition related information, or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the NBAF premises.

1.20 Payments: Payments for the services identified in the SOW will be processed after the services are rendered, on a fixed price basis.

1.21 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the CO and/or the COR for final resolution. The Contractor shall notify the CO and COR in writing in addition to any verbal notification of such conflicts within 24 hours of occurrence. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the CO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately notify the CO or COR.

1.22 )Security Requirements: Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this facility shall conform to the facility security regulations. The Contractor shall provide all information required for background checks to meet facility access requirements as performed by the facility security office. Contractor personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check. Details required for the check should be submitted the security office NLT 5 days prior to the visit. Results of this check may return earlier. However, it should not be planned to have results earlier than 5 days. If, while on site the contractor/vendor will have access to sensitive information, they must complete a National Disclosure Agreement, along with the required training. This training will most likely be completed by reviewing a series of slides covering the topics of the definition of controlled unclassified information (CUI), access, handling, distribution, storage and destruction of CUI. Each person will acknowledge receiving and understanding the training on the NDA. The process should not exceed two hours. Acknowledgement and completion of the NDA will be turned in with the form required for the background check. Results will be returned through the Contracting Officer or Contracting Officer Representative.

1.22.1 Physical Security: The Contractor shall safeguard all USDA-ARS equipment, information and property provided for Contractor use. At the close of each work period, USDA-ARS facilities, equipment, and materials shall be secured.

PART 2

CONTRACTOR FURNISHED ITEMS AND SERVICES

2. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all equipment, materials, supplies, services and employee training required to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

PART 3 SPECIFIC TASKS

3. SPECIFIC TASKS: The Contractor shall be responsible for providing a mixture of on site and remote training, mentoring, coaching, and subject matter expert consultation to our facilities maintenance staff on topics of the safe and efficient operation and maintenance of a Biosecurity Lab. Training delivery will be a combination of computer-based presentations, site walk throughs, in person classes, and follow up question and answer sessions. Contractor shall accompany each training topic with a written test to evaluate tradesperson comprehension and document completion of applicable training content. Work shall be performed in such a matter to meet the performance requirements stated herein.

3.1 Equipment training and maintenance mentorship: Contractor shall provide guidance for facilities maintenance staff on equipment which is specific to BSL’s, including, but not limited to: breathing air, chemical showers, barrier autoclaves, tissue autoclaves, APR doors, containment surface coatings, HEPA caisson, Effluent Digestor System (EDS), Biosafety Cabinets (BSC), lab pressure reference control, lab safety systems.

3.1.1 Additional considerations: USDA requests a blended approach of remote learning, in-person didactic/classroom training, and hands-on training and mentorship (e.g., site inspections, walk throughs, tours, etc.)

3.1.2 USDA abilities: USDA would like to be able to:

· Identify training objectives in advance, end-goals, and metric for “showing understanding” – e.g. pre- and post-training tests

· Keep good records of all training delivered, rosters, training results, learning objectives, etc. for FSAP purposes

· Record, video, and store training materials – where possible – for future use

3.1.3 Example training content / concerns:

· Educating facility operators on what to do when something breaks.

· Scenario training. Trip/fail devices in the field for them to investigate.

· Alarm response – impact projection (secondary/downstream incidents – i.e. system(s) role in containment function and operational status), response time frame requirements, documentation (especially FSAP expectations)

· Valves and shutoffs

· “Hot or Not?” – When is ductwork or piping actively contaminated and a risk to personnel?

· How long will certain biocontainment systems last?

· Recommended preventative and corrective maintenance.

· Recommended testing, intervals, etc.

· System verification (containment systems, especially) post-work and prior to system/site release and return to normal operations.

· IT Activities inside active laboratories? – WiFi router/repeater point service, role- restricted desktop endpoint services, communications device(s) service.

· Security System maintenance and repair activities inside the containment barrier, active laboratories or animal holding rooms, on for example, cameras, PIN pads, biometric scanners, electromagnetic locks on doors, etc.

3.2 Procedure training and maintenance mentorship: Contractor shall provide guidance for facilities maintenance staff on the interaction of maintenance procedures and laboratory activities, such as, but not limited to: equipment alarm response, decontamination procedures, space inspections, HEPA filter change and caisson maintenance, shutdown recovery and restart procedures.

3.3 Maintenance program consultation: Contractor shall provide subject matter expert insight concerning development of system verification procedures and testing intervals. Contractor shall review and make recommendations for Standard Operating Procedure program and content development. Contractor shall provide consultation on considerations and procedures concerning how routine maintenance activities are accomplished inside containment, animal holding rooms, and laboratories. The construction general contractor has allotted for an Endurance Period of 2 months following Substantial Completion. Contractor shall advise and make recommendation to facilities personnel on activities and test procedures to complete during Endurance Period while general contractor and commissioning agent is still on site.

3.4 Federal Select Agent Program (FSAP) inspection preparation and coaching: Contractor shall provide consultation on document preparation for FSAP inspection, coaching on how to answer FSAP inspector questions, conduct mock inspections and interviews, and provide consultation support following FSAP inspections. Contractor shall provide follow on training and consultation to address any gaps found during FSAP inspections.

3.5 Training Coordination, Materials, Documentation, and Videography: All training materials, recordings, documentation, attendance records, instructor evaluations, shall remain the property of USDA – NBAF. For each training module, contractor shall provide an attendance list which documents list of attendees, training time, training topic and objectives. Computer based trainings shall be recorded utilizing applicable software meeting platform such as Microsoft Teams or Zoom. In person training shall be professionally videoed, edited, and submitted as a DVD to Government within 7 days following training module completion. Following each training module, attendees shall be provided opportunity to complete an instructor evaluation to assess content delivery and whether training objectives were met. Instruction schedule shall be coordinated at least 14 days in advance with Government representative to minimize disruption to operations and ensure attendee availability. Contractor shall coordinate content of training modules with Government representative. Contractor shall prepare materials and documentation and set up instructional equipment at instruction location. Contractor shall collect left over training materials remove instructional equipment and restore systems and equipment to condition in which they existed before use in training.

3.6 Personnel and Training Frequency: The NBAF Facilities team is roughly 100 individuals. Various divisions/groups in the Facilities Unit range from 8-15 people. A breakdown of each unit is provided at the end of this document. Trainees may include reps from the Animal Resource Unit (ARU) or the Biorisk Management unit (BRM). For the base year USDA anticipates, at a minimum, the follow level of training effort:

· Training session groups will be no larger than 20 persons.

· 30 on-site training sessions, each three days long.

· 450 hours of consultation/reach back.

· Optional year effort is anticipated to be 1/3 of the base year.

PART 4 DELIVERABLES SCHEDULE

Deliverable

PWS

Paragraph

Frequency

Submit To

Written Notification of Conflict with Environmental & Occupational Safety Laws, Rules and Regulations

PART 5 APPLICABLE PUBLICATIONS

5. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Any Contractor provided publications are to be procured and maintained at Contractor’s expense.

PART 6 TECHNICAL EXHIBIT LISTING

6. TECHNICAL EXHIBIT LIST

6.1 Appendix A – Table of Facilities Trade Groups and Personnel Count*

1 - Worker

1 - Supervisor

1 - Supervisor

1 - Supervisor

2 - Supervisor

1 – Training Coordinator

1 - Helper

1 - Supervisor

* Actual count at time of course may differ slightly. There are additional supervisors, safety and environmental personnel, and managers who will be attending training which are not listed on this table.