Attachment A - PWS_3.16.20.pdf

PERFORMANCE WORK STATEMENT (PWS)

1.0 General: This is a non-personal services contract to provide uninterruptible power supply maintenance. The Government shall not exercise any supervision or control over the contract personnel performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

The Bureau of Engraving and Printing (BEP) has five (5) Uninterruptable Power Supply

(UPS) units, backup batteries, and charger equipment that is critical to maintaining operational readiness of the BEP’s critical electrical systems.

2.0 Objective: This contract is to perform preventive maintenance, testing, and emergency repair services for the uninterruptible power supply systems and back up batteries, and chargers.

3.0 Scope of Work: The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to provide preventive maintenance, testing, and emergency repair services for the uninterruptible power supply systems, back up batteries, and charger.

4.0 Specific Tasks:

4.1 The Contractor shall provide maintenance and repairs for the following equipment:

1-Chloride Power Electronics, EDP70/75 4X4F, 40/480V, SN:B174424; 40 batteries, C&D Technologies, model UPS12-230MR, 75 KVA

1- Eaton Powerware, 9390-160, Model 160, serial number EE351CBB04, 480V; 160 batteries, Manufacturer C&D, model UPS 12-300MR, 160 KVA

1 - GE, 1GEC247C-55s-288C-M80-A/B-UL, SN:132050; 24 batteries, Manufacturer

CSB - HRL 12-200, 20 KVA

Mitsubishi 9700 series, SN:UP9733A-D154SU-2; 60 batteries Manufacturer GNB

Industrial Power, Model S12V370NGF, 150 KVA

MGE UPS Systems, MN: 72-130116-44, EPS 7400/44/66, 400 KVA, 480V/480V, SN:

R08-10093; 80 batteries, Manufacturer FIAMM, Model 12FLX540F, 400 KVA

2 strings of 60, C&R KCR-Z batteries with two Exide chargers

4.2 Preventive Maintenance (PM) Services: Preventive Maintenance service includes but is not limited to performing: minor repair, calibration and adjustment, cleaning, lubrication, testing, inspection and review of the inspection and maintenance protocol; however, it does not include emergency service. PM Services will be performed on need by basis with advance notice.

The Contractor shall arrive with the necessary parts to perform PM Service. Preventative maintenance recommended by the manufacturer shall be the minimum acceptable preventative maintenance performed by the Contractor. The Contractor shall be responsible for planning, scheduling and coordinating with the Contracting Officer

Representative (COR) for the maintenance services. In order to minimize disruption and to ensure proper planning, scheduling and coordination, the Contractor shall provide the

COR a Maintenance schedule for access coordination purposes reflecting the scheduled services a month in advance defining which systems will need to be accessed and for approximately how long.

All preventative maintenance on the UPS which requires service interruption shall be coordinated with the COR. Repair above and beyond the scope of the UPS system preventative maintenance shall be submitted to the COR within 24 hours of identification.

Deficiencies requiring battery replacement or repairs shall have an estimate of the cost of these repairs provided by the Contractor.

Inspection reports detailing condition of system and any expected problems shall be provided within a month. These are necessary before payment for inspections. Reports detailing any emergency visits or any repairs shall be provided within month and before invoices are paid. .

4.3 Emergency Services: Emergency service is defined as, as needed support requested by authorized BEP personnel wherein services are required of the Contractor to respond to an unplanned / unscheduled event regarding the Equipment. Emergency Services shall not exceed 384 hours annually (assumption: 4 days/month, 12 month/year, 8 hr/day).

The Contractor shall complete the following tasks:

4.3.1 Response Time: Contractor personnel shall respond in person on site, within twenty four

(24) hours of receipt of a call, depending on the nature of the request for Emergency services to diagnose, stabilize the system, and provide an estimate for repairs.

4.3.2 Contractor Availability: The Contractor shall have personnel available to respond to requests for Emergency service within the timeframe required 24x7x365. In addition, the

Contractor shall provide a telephone number(s) that is available 24x7x365 during the period of performance. If at any time during the period of performance the telephone number is to be changed, the Contractor shall notify the BEP at least three (3) business days prior to the change.

4.3.3 Pricing: Upon arriving onsite the Contractor is to assess the situation (e.g. inspect the equipment), diagnose the issue and then provide a quote to the BEP outlining the cost (i.e.

broken down by labor cost (e.g. number of hours and hourly rate), material cost, programming and response fee) to perform the work, prior to performing the work within five working days. The quote will be used to modify the contract and utilize the not to exceed line for parts that are not batteries. The BEP reserves the right to provide any of the labor and/or materials required to perform the work, to defer the work to a later time, have another supplier perform the work, or to defer to the Contractor’s quote.

4.4 Repairs: The Contractor shall perform repairs on the UPS. Battery replacements will be provided through another contract. The system shall be functional and have a report stating this provided within 7 calendar days of repair.

4.4.1 Offsite Diagnosis/Repair: If the Contractor needs to take a piece of equipment back to their facility for diagnosis and/or repair, the Contractor is responsible for the equipment while in their possession. In addition, the Contractor shall still provide a quote to the BEP prior to performing the work.

4.4.2 Programming UPS: If programming is required to make the necessary repairs to the UPS, the Contractor shall provide this service.

4.4.3 Parts: After market or after-market refurbished parts shall not be used in support of this effort. However, if it is determined by the Contractor that Original Equipment

Manufacturer (“OEM”) new parts are not available, then OEM refurbished or used parts would be acceptable. In these instances, the Contractor shall notify the COR that new parts are not available and as a result OEM refurbished parts or used parts will need to be used.

The Contractor shall provide notification to the COR prior to ordering any such parts.

4.4.4 Damages: If the Contractor damages any UPS unit or other Government property, the

Contractor shall be responsible for any repairs, at no cost to the Government

5.0 Applicable Publications

5.1 BEP Contractor Requirements: Contractor shall adhere to BEP Office of

Environmental, Health, and Safety Contractor Requirements, 75D-07-0-04.

5.2 Environmental: The Contractor shall comply with and perform all services associated with this effort in accordance with any and all applicable governing agencies regulations

(e.g. Environmental Protection Agency (EPA), etc.

5.3 Safety: The Contractor shall comply with and perform all services associated with this effort in accordance with any and all applicable governing agencies regulations (e.g.

Department of Transportation (DOT), Occupational Safety & Health Administration

(OSHA), National Fire Protection Association (NFPA), etc. They shall comply with, original equipment manufacturer specifications, requirements and standards as well as any and all BEP policies, procedures, guidelines and requirements that govern the performance of the services covered in the Performance Work Statement (PWS). The Government reserves the right to request copies of the company license(s) and other certification documentation that demonstrates they have the ability to perform the services at any time during performance. The Contractor shall provide the requested information within five

(5) business days of the request.

6.0 Period of Performance: The period of performance shall be one (1) base year of 12 months and four (4) 12-month option years

7.0 Place of Performance: The work to be performed under this contract will be performed at:

Bureau of Engraving and Printing (BEP) Main and Annex Facilities

14th and C Streets, SW

Washington, DC 20228

The Contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

8.0 Hours of Operation: The contractor is responsible for conducting business, between the hours of 6:30 am and 3:00 pm Monday through Sunday. Arrangements will be made with the BEP 72 Hours in advance. For other than emergency response, the contractor will not be reimbursed when the government facility is closed. 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 administrative reasons.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

9.0 Federal Holidays: The contractor shall be available for support during holidays in the event of an emergency.

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

The BEP typically shuts down during the week between December 25th and January 1st. If applicable, the COR will notify the Contractor concerning the specific dates Year-End

Shutdown.

10.0 General Information:

10.1 Quality Control: Quality Control is the responsibility of the contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government.

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The Contractor shall submit electronically a comprehensive written quality control plan (QCP) to the Contracting

Officer and COR within 30 days after contract award. Three copies of a comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

10.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a

Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

11.0 Performance Requirements Summary: The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each requirement. These thresholds are critical to mission success

Performance

Objective

Performance

Standard

Performance

Threshold

Method of

Surveillance

Incentive/

Disincentive

PRS#1. The contractor shall provide

Preventive

Maintenance

Services IAW

4.2 of the

PWS.

Inspect, and do preventative maintenance on all listed UPS, and provide inspection report. Schedule work a month in advance and notify

COR.

Zero deviation

Observation and 100% inspection of reports

Non-payment till work complete

Positive or

Negative

CPARS

assessment

Performance

Objective

Performance

Standard

Performance

Threshold

Method of

Surveillance

Incentive/

Disincentive

PRS# 2. The contractor shall provide

Battery

Replacement and

Corrective

Repair IAW

4.2 of PWS.

Timely provision of estimates of any upcoming battery replacement or other corrective repair costs broken out into materials and labor shall be provided by

April 30th for upcoming year

100% inspection

CPARS

assessment

PRS#3. The contractor shall provide

Emergency

Services service IAW with 4.3 of

PWS.

The Contractor will respond to emergency calls within 24 hours of receiving notification from the

COR on a 24-hour, 7-day per week basis

Observation

CPARS

assessment

PRS#4 The contactor shall provide

Repairs IAW

4.4 and subsections of

4.2 of the PWS

The Contractor shall provide non-battery replacement repair services for the UPS and provide a report within seven calendar days.

Zero deviation Report Non-payment till repair completed and report provided

12.0 Deliverables: Contractor shall ensure to review the accuracy and thoroughness of deliverables prior to submittal to the COR. The below table provides an overview of the deliverables and their respective delivery schedule. Deliverables shall be submitted electronically either electronically transmitted via e-mail as an attachment or on a disk to the COR according to the delivery schedule specified in the below table. However, hard copies can be provided by the Contractor if such electronic submission is not possible.

Electronic copies shall be compatible with a PC operating in a windows environment using

Microsoft Word, Microsoft Outlook, Microsoft Excel, and Adobe Acrobat.

Deliverable

Frequency

# of Copies

Medium/Format

Submit to

Preventative

Maintenance

Schedule IAW PWS

Para 4.2

Contractor shall provide a schedule for Preventative

Maintenance a month in advance of expected maintenance

PDF/ MS

Word/Email

Microsoft Word

2003 (or higher) format

COR

Battery Replacement

Estimates for the following contract year IAW Para 4.2

Once a year

Microsoft Word

Emergency Repair

Estimates IAW 4.3

Estimates for emergency repairs shall be provided within 5 working days.

Microsoft Word

Quality Control Plan

IAW PWS Para 10.0

Contractor shall submit a comprehensive QCP to

COR/CO with the proposal and within 10 calendar days when revisions are made for final approval and acceptance.

Microsoft Word

CO

13.0 Other Contract Information

13.1 Type of Contract: The government will award a Firm Fixed Price

13.2 BEP Working Restrictions: When performing services such work must be performed without:

Interfering with Government business;

Unduly restricting traffic;

Causing unsafe conditions for employees and visitors; and

Adversely affecting the operation of the BEP Facility.

Non-compliance with security regulations.

Failure to adhere to this requirement can be considered grounds for removal. In addition, if the BEP determines that the Contractor is performing work in violation of any of the above, the Contractor shall be required to perform the work at such time and under such conditions as are in the best interest of the BEP at no additional cost to the Government.

The directions of the CO under these circumstances shall be binding and shall be executed by the Contractor at no additional cost to the Government. Contracted services must be performed in a manner consistent with BEP Document Control number 75D-07-0-04, EHS

Contractor Requirements.

13.3 Security Requirements: The BEP is covered under the Department of Treasury security regulations. All personnel working in the building must undergo a low-level BEP security clearance or be escorted by cleared and badged personnel, and must maintain the level of security required for the life of the contract. Only a low level security clearance will be required, as the contractor will be escorted in any high security areas throughout the lifetime of the contract.

13.4 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor’s use under this contract.

This contract requires access into the Controlled Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special and unique assets. All information pertinent to

BEP’s information technology resources is highly sensitive and may not be released to third parties without the expressed and written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination.

Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s

Office of Personnel Security, prior to start of work under this contract or be escorted by cleared and badged personnel. The contractor will be escorted at all times through the lifetime of the contact.

13.5 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards and any badges issued. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting

Officer.

13.6 Inappropriate Access: The Contractor shall prohibit the use of Government issued keys/key cards or badges by any persons other than the Contractor’s employees. The

Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

13.7 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, Post Award

Orientation. The Contracting Officer, 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.

13.8 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, and specifications; monitor Contractor's performance and notify 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 contract.

13.9 Identification of Contractor Employees: All contract personnel (to include subcontractors) 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. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture, and shall state the name of the individual and the company they represent. 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. Contractor personnel are prohibited from possessing weapons, firearms or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

13.10 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.

13.11 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 selective 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.