Attachment A PWS.pdf

ATTACHMENT A

PERFORMANCE WORK

STATEMENT (PWS)

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PERFORMANCE WORK STATEMENT (PWS)

For Customs and Border Protection

El Paso Sector

Auto Parts Supply Concession Support

1 BACKGROUND

El Paso Sector would like to contract for a full-service in-house auto parts supply concession. The concession will supply a full range of auto parts and supplies to support Sector’s Fleet vehicle operations. The concession will be fully staffed and operated by the vendor and have the capability to operate on a flexible schedule and accommodate the maintenance workflow. The concession must also have the ability to process purchases utilizing credit cards and WEX cards that are in use by Customs and Border Protection (CBP) and Department of Homeland Security

(DHS). The concession will process all purchases on a monthly billing cycle with weekly financial reporting.

2 SCOPE

The intent of El Paso Sector is to establish an onsite service for the maintenance program to increase the efficiency and performance of the automotive maintenance program. The contract requirement is intended to support the El Paso Sector full-service, in-house auto parts supply concession within the El Paso Sector Headquarters Garage. The concession will include support for remote-site (internet web-access) services to out-stations including (but not limited to)

Alamogordo, Deming, Clint, Fort Hancock, Las Cruces, Lordsburg Santa Teresa, Ysleta. The services provided to out-stations will include parts ordering capabilities, the supply of parts and related part-ordering technical advice, as needed. The concession will supply a full range of auto parts supplies to support automotive and equipment part needs for automotive fleet, all-terrain vehicles (ATV), and other internal combustion engine property serviced by the El Paso Sector

Fleet garage.

Currently, there is no direct or automated method to connect an automotive part to CBP’s financial software system (i.e. SAP). Establishing an on-site auto parts concession will allow the

Government to utilize individual vehicle purchase cards to make part purchases for the vehicles, and the maintenance charges for those vehicles to be directly reflected in CBP’s SAP system.

Establishing an onsite auto parts concession utilizing the Vehicle Management Information

System (VMIS) will allow the Sector Fleet Operations Branch to track and account for maintenance charges.

3 APPLICABLE DOCUMENTS

The vendor shall comply with the following standards, guidelines, and regulations:

OSHA Standards:

http://www.osha.gov/law-regs.html

Comprehensive Procurement Guideline for Vehicular Products:

http://www.epa.gov/osw/conserve/tools/cpg/products/vehicle.htm#specs http://www.epa.gov/osw/conserve/tools/cpg/pdf/vehicle.pdf http://www.osha.gov/law-regs.html http://www.epa.gov/osw/conserve/tools/cpg/products/vehicle.htm#specs http://www.epa.gov/osw/conserve/tools/cpg/pdf/vehicle.pdf

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4 PERFORMANCE REQUIREMENTS AND STANDARDS

Auto Supply Concessions Service for El Paso Sector’s Fleet Vehicles. The contractor will provide the following minimum services for the concession:

4.1 ORIENTATION BRIEFING

Performance Requirements: Orientation briefing in accordance with the Quality Assurance

Surveillance Plan (QASP).

Performance Standard: Prepare and present an orientation briefing that encompasses all aspects of the PWS requirements and the Contractor’s organization. The briefing will contain the following information:

a. Date orientation will be conducted two weeks after the award of contract.

b. Orientation timeline-agenda of what will be discussed during briefing.

c. Map and layout of store-how the vendor plans to set-up at location.

d. Resources provided by Vendor-clarification of who is providing what.

e. Government furnished property (GFP). Vendor perception.

f. General role and responsibilities of CBP and vendor.

g. Safety overview-from vendor standpoint.

h. Hours and dates of operation for auto parts concession to include holidays-for clarification.

4.2 SUPPLY CONCESSION

Performance Requirement: The contractor shall provide full-service in-house auto parts supply concession for El Paso Sector vehicle maintenance facilities, and remote internet access to our facilities in Alamogordo, Deming, Clint, Fort Hancock, Las Cruces, Lordsburg, Santa Teresa, and

Ysleta. The sector will provide the contractor with secure storage space and a location to establish the concession in the El Paso Sector Fleet Garage.

Performance Standard: The contractor shall supply on-hand inventory that meets the Sector

Maintenance requirements. Parts or equipment which are not on hand must be supplied:

same day, before 4:00 PM (if ordered before 10:00 AM that day next day, before 10:00 AM if ordered between 10:01 AM and 5:00 PM the previous day.

The contractor shall not be responsible for daily delivery or drop shipments as necessary of items purchased for out-stations in Alamogordo, Deming, Clint, Fort Hancock, Las Cruces, Lordsburg, Santa Teresa, or Ysleta.

4.3 OPERATING SCHEDULE

Performance Requirement: The contractor shall staff and operate the concession with the required number of Personnel to meet Customs and Border Protection (CBP) El Paso Sector mission requirements. The Contractor shall ensure the concession operates on the same daily

Page | 3 schedule as fleet maintenance. The normal operational hours for Monday thru Friday are El Paso

Sector Fleet Garage 0600 through 1630 hours and out-stations hours from 0600 through 1530.

Performance Standard: The contractor shall staff and operate the concession with the required number of personnel to meet El Paso Fleet’s mission requirements. The Contractor shall ensure the concession operates on the same daily schedule as the assigned garage, in order to accommodate the maintenance workflow. Contractor and their employees will not be authorized facility access before or after the normal operating hours – to include the following Federal

Holidays if the garage is closed.

RECOGNIZED FEDERAL HOLIDAYS (https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay/)

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

4.4 PURCHASE PROCESSING

Performance Requirement: The contractor shall process all garage purchases utilizing government issued fleet credit cards that are designated for use, and authorized by DHS/CBP/BP after the work order has been closed or after any bulk purchase is placed utilizing Sector’s Bulk

Fleet Maintenance Card.

4.4.1 Government issued credit cards are WEX Credit Cards. They are used for the majority of all credit card transactions. Additional fees may be associated to the contractor by the credit card company who are not set up to run the WEX Card.

Performance Standard: Establish and ensure only Government issued Fleet cards are utilized.

4.5 SERVICES PROVIDED

Performance Requirement: Provide services to include recycling of batteries, anti-freeze, and the disposal of used parts for which a replacement part has been provided.

Performance Standard: Provide only new, top line (rated) parts or certified Original Equipment

Manufacturer (OEM) parts are delivered/provided. OSHA/OBP standards and environmental safety standards must be followed at all times. Specific standards will be provided to the contractor via e-mail from the COR. The COR will provide courtesy copies of all standards and documentation to the Contracting Officer (CO).

4.6 TRANSACTION/INVENTORY CONTROL

Performance Requirement: The contractor shall provide weekly invoice reporting and shall conform to financial procedures for DHS/CBP/BP invoicing and payment procedures. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay/ https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay/

Page | 4 by date, station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data will be available in a hard copy and electronic form.

Performance Standard: All parts shall be issued to a Vehicle Maintenance Information System

(VMIS) generated work order request for upward reporting to CBP and parts accountability. OBP will provide training to selected contractor on VMIS. The contractor will be required to develop an automated process that can be used to track parts by vehicle. Monthly invoicing should conform to contractual procedures for DHS/CBP invoicing, found in the Quality Assurance

Surveillance

Plan (QASP) enclosure 2. All performance standards shall be adhered to, measured and the results will be provided monthly to the contractor and the Contracting Officer.

4.7 PROGRAM MANAGEMENT CONTROL

Performance Requirement: The Contractor shall develop a Program Management Plan (PMP) for services described in the PWS. Provide an integrated Program Management approach that will drive efficiency and process improvement.

Performance Standard: The PMP shall include organizational structure, program management systems and procedures, program milestones, schedule of deliverables, responsibilities, and authority of senior staff associated with this effort. The PMP shall outline the methodology for managing tasks, risks, quality, schedule, and business relations. The program management support structure should fully integrate and leverage all skills and work with various functional areas in evaluating existing processes and identifying process improvement opportunities to drive business results (i.e. cost reductions, operational efficiencies, adequate controls, etc.). The PMP must address the following topics:

a. Communications – Internal and external.

b. Staffing – Describe quantitatively and qualitatively, manpower requirements to support the capability. Identify any manpower constraints.

c. Risk Management – identify the methodology for identifying operating address risk reporting, risk identification, risk quantification, and classification, procedures for handling risk, and communication of risks to the Government.

d. Training – Describe the criteria and plan for obtaining timely and effective training for the users, including the use of any training aids, devices, and curricula. Content shall include initial training, and currency training.

e. Quality Assurance – Describes how QA and supporting monthly surveillance checklist shall align with Quality Assurance Surveillance Plan (QASP) for all services. The

Contractor shall perform their own monthly assessment of quality, schedule, business relations, and management.

f. Metrics Reporting- Describe the approach to review operational and other information to contract and program performance. Provide an auditable process for certification and verification of data. This report system permits Government personnel to assess

Page | 5 performance against the PWS and review other operational information as specified that measures efficiencies and operational effectiveness.

4.8 COMPUTERIZED INVENTORY CONTROL REPORT

Performance Requirement: The COR and vendor will meet once a month to review data.

Performance Standard: Data will include current month’s weekly invoices. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history by date, station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data will be available in a hard copy and electronically.

5 INCENTIVES

Incentives will be applied based on the results of the contractor’s performance. If the contractor is successful in meeting the established performance standards shown in the QASP, a corresponding rating will be entered in the Contractor Performance Assessment Rating System (CPARS). For example, if a rating of “Satisfactory” is achieved, then the same rating will be entered in CPARS;

if a rating of “Exceptional” is achieved, then an “Exceptional” rating will be entered in CPARS.

A copy of all Performance Ratings will be provided to the Contract Officer. Complete information on incentives is detailed in Enclosure 3 to the QASP.

The COR will assess the contractor every six months using the Monthly Surveillance (Enclosure 5 to the QASP). A copy of all Monthly Surveillance documents will be provided to the Contractor and the Contracting Officer.

6 DELIVERABLES AND DELIVERY SCHEDULE

Parts or equipment that is not on hand must be supplied the same day, before 1600 hours. Parts that need to be ordered on any given day and that are ordered before 1000 hours must be supplied the next day before 1000 hours.

The contractor shall have an online management system accessible via the internet that has at a minimum the following features:

a. Order status

b. Invoice information

c. Parts (if any) backordered

d. Ability to generate reports on demand

The vendor shall provide (at no additional charge) replacements for defective, damaged or lost in transit parts. In case of unsatisfactory performance by contracting staff, the Contractor must provide the COR a summary of corrective measures being taken, within 48 hours after being notified of the deficiency.

6.1 ORIENTATION BRIEFING

Due 3 days prior to scheduled Orientation Briefing, draft provided to COR. Fifteen (15) days following contract award, Orientation Briefing should be conducted.

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6.2 INVENTORY CONTROL SYSTEM REPORT

Monthly, due by end of each month to the COR and Program Manager in MS Excel.

6.3 TRANSACTION/INVENTORY CONTROL SYSTEM - REFERENCE SECTION 4.1.6

The Contractor shall submit weekly reports on the Monday of the following week by close of business. The Spreadsheet shall compile all the data for a period of 1 year after Notice to Proceed.

6.4 PROGRAM MANAGEMENT PLAN - REFERENCE SECTION 4.1.7

The Contractor shall submit the Program Management Plan within 14 days after award. The COR shall review and approve the plan within 7 days after submitted.

7 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

Sector Garage will provide the Contractor with secure storage space and a location to establish the concession. Sector personnel will not have access to Contractor’s portion of the garage except as required by CBP security policy. El Paso Sector Garage will provide the Contractor telephone and fax access. There will be three phone lines established: a line for customer service, a line for fax access and a line to process the Government issued Fleet credit card for purchases. The contractors are responsible to provide their own computer and internet service provider (ISP).

Vendor internet access will be independent from CBP network environment.

8 PLACE OF PERFORMANCE

The location for this operation shall be at the designated Border Patrol location at 8901 Montana

Ave. El Paso Texas 79925.

9 PERIOD OF PERFORMANCE

The period of performance shall be three (3) years, starting August 1, 2025. The BPA shall be reviewed annually and modified for updates as necessary.

10 SECURITY REQUIREMENTS

10.1 Keys, Codes and Proximity Cards: The Contractor shall establish and implement methods of ensuring that all keys, codes, and proximity cards issued to the Contractor by the Government are not lost, or misplaced, and not used by unauthorized persons. No keys, codes, or proximity cards issued to the Contractor by the Government shall be duplicated.

10.2 Key Control: The Contractor shall develop procedures covering key control that will be included in the Quality Control Plan (QCP-Section 17.0). The Contractor shall report loss of keys, access codes, or cards immediately to the Contracting Officer's Government Authorized

Representative. The QCP shall include the control procedures for Government provided key lock combinations.

10.3 Use of keys and assigned work areas: It is the responsibility of the Contractor to prohibit the use of keys, codes, and proximity cards issued by the Government by any person other than the

Contractor's employees. It is also the responsibility of the Contractor to prohibit the opening of

Page | 7 locked areas by the Contractor's employees engaged in the completion of assigned work in those areas.

10.4 Security Badge: Prior to commencing work on the project, the Government shall furnish security badges to the Contractor and the Contractor's employees, which must be worn at all times while on the government installation.

10.5 Security Processing and Badge Fabrication: When any Contractor or subcontractor personnel enter the facility for the first time, the Contractor shall allow one hour for security processing and the fabrication of the building’s security badge or pass. At the discretion of the

Government Authorized Representative.

10.6 Security Badge Reviews: Security badges shall be subject to periodic review by the

Government Authorized Representative. The Contractor's employees shall present themselves for the issuance of renewed badges when required by the Government as scheduled by the

Government Authorized Representative.

10.7 Sign-in and Sign-out at Facility: The Government reserves the right to require Contractor personnel to "sign-in" upon entry and "sign-out" upon departure from the facilities.

10.8 Lost badges/passes: The Contractor shall notify the Government Authorized Representative immediately when employee's badges or passes are lost and immediately apply for re-issuance of a replacement badge or pass.

10.9 Contract Employee dismissed/terminated/reassigned: It is the Contractor's responsibility to return all keys, badges, codes, and proximity cards to the Government Authorized

Representative or his designee when a contractor employee is dismissed, terminated, or assigned to duties not within the scope of this contract.

10.10 Security Background Data: A contractor employee shall not begin working under the contract until the entire background investigation (BI) is completed with approval from CBP, Security Programs Division. Exception to this requirement will be handled on a case-by case basis, and access to facilities, systems, data, etc. will be limited until the individual is cleared.

Contractor employee personnel hired to work within the United States or its territories and possessions that require access to CBP facilities, information systems, security items and products, and/or sensitive but classified information shall either be U.S. citizens or have lawful permanent resident status. The following security screening requirements apply to both

U.S. citizens and lawful permanent residents who are hired as contractor personnel. All personnel employed by the Contractor or responsible to the contractor for the performance of work hereunder shall either currently possess or be able to favorably pass a background investigation. The Contractor shall submit within ten (10) working days after award of this contract a list containing the full name, social security number, and date of birth of these people who claim to have successfully passed a background investigation by the CBP. If not completed, the contractor must submit such information and documentation as may be required by the Government to have a BI performed for all personnel. The information must be correct and be reviewed by a Customs Official for completeness. Normally this shall consist of SF-85P, “Questionnaire for Public Trust Positions” FD-258 “Fingerprint Chart” and a Financial Statement.

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Failure of any contractor personnel to pass a BI means that the Contractor has failed to satisfy the contract’s requirement to provide cleared personnel. The continuing failure to meet the requirement to prove cleared personnel is grounds for termination of the contract, unless cleared personnel are timely provided as replacements. The Contractor must provide a qualified replacement capable of passing a BI for any person who fails to pass a BI. This policy also applies to any personnel hired as replacements during the term of the contract. The

Contracting Officer must approve all personnel replacements. Estimated completion of the investigation is approximately ninety (90) to one hundred twenty (120) days from the date the completed forms are received in the Security Programs Division.

11 QUALITY ASSURANCE SURVEILLANCE PLAN

11.1 The contractor will be available upon request for the government to review all operations and adjustments to suit the needs of the Government when an untenable situation arises or to enhance operations. These adjustments will be jointly agreed upon.

11.2 The COR will assess the Contractor every six (6) months using the Monthly Surveillance

Report (enclosure#5 to the QASP). A copy of all Monthly Surveillance documents will be provided to the Contractor and CO.

11.3 Contractor performance assessments will be evaluated every six (6) months. Assessment evaluations will be used as a basis to determine the continued use the BPA.

12 SPECIAL CONSIDERATIONS

12.1 Changes to the PWS

No changes to the resulting PWS or costs shall be incurred without written prior approval of the Contracting Officer as coordinated by the COR. Any changes or cost increases will not take effect until the Contracting Officer executes a written modification.

12.2 Non-Disclosure of Information

Any information made available to the Contractor by the Government shall be used only for carrying out the provisions of this task and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of this task. Contractors may be requested to sign non-disclosure statements.

12.3 Government Facility

The contractor is prohibited from using the facility for private use.

12.4 Contractor Uniform

All contract personnel shall be required to wear a uniform that indicates the company name on the shirt, and will be required to display government I.D.

12.5 Points of Contact

All contract questions and concerns shall be directed to the Contracting Officer Representative designated by the Contracting Officer. The Contracting Officer is the only individual with the authority to modify the contract.

• Program Points if Contact

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Corey K. Adams

Branch Chief of Fleet Operations, El Paso Sector

8901 Montana Ave

El Paso ,TX 799025

Office# 915-834-8753

Fax#915-782-4345

Email: corey.k.adams@cbp.dhs.gov

Christopher Thomas

Director of Logistics, El Paso Sector

8901 Montana Ave

El Paso ,TX 799025

Office# 915-834-8347

Fax# 915-782-4345

Email: CHRISTOPHER.A.THOMAS@cbp.dhs.gov

Jeffrey D Havens

Automotive Mechanic Supervisor / COR

8901 Montana Ave

El Paso ,TX 799025

Office# 915-834-8753

Fax#915-834-8779

Email: JEFFREY.DHAVENS@cbp.dhs.gov

Contracting Specialist

Caroline Manning

11606 Old Ironsides Rd

Ft. Bliss, TX 79918

Office: 915-585-4438

Cell: 202-210-9488

Email: caroline.r.manning@cbp.dhs.gov mailto:corey.k.adams@cbp.dhs.gov mailto:CHRISTOPHER.A.THOMAS@cbp.dhs.gov mailto:JEFFREY.DHAVENS@cbp.dhs.gov mailto:caroline.r.manning@cbp.dhs.gov