Attachment A - PWS.pdf

Ver. December 2024

PERFORMANCE WORK STATEMENT (PWS)

FOR

Wireless Automated Hearing Test System Maintenance Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Wireless Automated Hearing Test System (WAHTS) Maintenance Services and Audhere software licensing, as defined in this PWS.

1.2 Background: The mission of the Michigan Army National Guard (MIARNG) is to provide properly maintained and equipped units available for prompt mobilization for war, national emergency, or as otherwise needed. Our state mission is to provide trained and disciplined forces for domestic emergencies or as otherwise required by state law. The Office of the State Surgeon (OSS) supports these missions by achieving and sustaining a medically ready force. The medical readiness standard is 90 percent, and dental readiness standard is 95 percent. The OSS plans, coordinates, directs, manages, and implements the medical readiness programs, produces real-time reports, and provides excellent customer service to units in all matters of medical readiness.

MIARNG requires annual maintenance, calibration and software licensing for WAHTS audiometers and administrator tablets.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and four 12-month option years.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800-1800 Sunday through Saturday, except on recognized US holidays. except on recognized US holidays. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: The Government will permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

W912JB26QA003 ATTACHMENT A

Total Pages: 13

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

1.4.4 1.4.4Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense

Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.6 Physical Security: Reserved.

1.4.7 Special Qualification: Reserved.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor. The CM, or alternate, shall respond to COR inquiries within one business day, and within one hour during MREs.

1.4.10 Identification of Contractor Employees: All contractor 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 that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.11 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Contractor Travel: Reserved.

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

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 60 day phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.10 Medical: this inclusive definition encompasses medical, behavioral health, dental, hearing and vision.

2.2 Acronyms:

AEI Army Enterprise Infostructure

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security

BI Background Investigation

CM Contract Manager

COR Contracting Officer Representative

DA Department of the Army

DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

HQDA Headquarters, Department of the Army

HR Human Resources

HSPD Homeland Security Presidential Directive

IA Information Assurance

IAW In Accordance With

IS Information System(s)

KO Contracting Officer

NGB National Guard Bureau

OCI Organizational Conflict of Interest

PII Personally Identifiable Information

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

SCR Service Contract Reporting

SSN Social Security Number

TE Technical Exhibit

USD(I) Under Secretary of Defense for Intelligence

HIPAA Health Insurance Portability and Accountability Act

OSS Office of the State Surgeon

WAHTS Wireless Automated Hearing Test System

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: WAHTS audiometers and Samsung Tab A8 administrator tablets detailed in Technical Exhibit 3.

4.0 General: The contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 The contractor shall provide WAHTS audiometer and tablet maintenance services and software licenses.

5.1 Maintenance services. The contractor shall:

5.1.1 Provide maintenance services for 55 testing devices and 13 administrator tablets in accordance with manufacturer guidelines;

5.1.2 Annual maintenance and calibration schedule within two weeks after contract award.

5.1.3 Complete maintenance and calibration requirements on devices and tablets shipped to WAHTS calibration laboratory within two weeks of receipt;

5.1.4 Conduct inspections on all device components and accessories, including the WAHTS headset, mobile tablet, chargers, internal battery, sound level meter, calibration check fixture, and travel case;

5.1.5 Provide repair parts and replace consumables components; and

5.1.6 Calibration certifications and maintenance summary reports within one week of completion.

5.2 The contractor shall provide Audhere software licenses for 13 administrator tablets.

5.2.1 The contractor shall provide software compliant with Health Insurance Portability and Accountability Act (HIPAA) and the Federal Information Security Management Act.

5.2.2 The contract shall maintain a minimum software uptime of 99% per month, excluding planned maintenance. The contractor shall:

5.2.3 Coordinate routine software maintenance schedule with the COR to ensure equipment readiness and functionality

5.2.4 Send firmware over the air updates within one week of new version releases;

5.2.5 Provide software patches within one business day of identifying malfunctions;

5.2.6 Notify the COR for approval of any proposed changes to the user interface or user experience that may affect navigation, functionality, workflows or accessibility at least 30 days prior to release.

5.2.7 Provide updated training materials and documentation for any approved changes within one week prior to implementation; and

5.2.8 Demonstrate the user interface in a government-approved user acceptance test.

COR may reject the product if it does not meet usability expectations. The Government reserves the right to test the software performance and security compliance.

5.3 The contractor shall provide responsive device and software support in person, through phone, email and live chat. The contractor shall:

5.3.1 Provide phone number, chat website or link and email address for helpdesk tickets within one week of contract start;

5.3.2 Provide live step-by-step troubleshooting guidance;

5.3.3 Respond to helpdesk requests within 30 minutes of request during performance hours;

5.3.4 Respond to helpdesk requests outside business hours (0800-1800) within one hour after the start of the next business day;

5.3.5 Correct critical failures that cannot be resolved virtually within one week of identification;

5.3.6 Provide digital user manual with written and photographic step by step instructions of WAHTS audiometer and software use and troubleshooting;

5.3.7 Provide recorded video demonstration of WAHTS audiometer and software operations and troubleshooting;

5.3.8 Provide onboarding and user training materials including manuals, online tutorials and live sessions within two weeks of software release;

5.3.9 Provide escalation protocols for critical failures and downtime; and

5.3.10 Provide summary reports of software updates and support tickets by the fifth day of each month.

5.4 The government will ship devices and tablets to the WAHTS calibration laboratory.

The contractor shall be responsible for return shipping.

5.5 The contractor shall be responsible for roundtrip shipping costs in the event an audiometer is returned to the government in a less than fully functional condition or has not received full maintenance and calibration services.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication

(Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation

Mandatory https://www.acquisition.gov/?q=browse far

Defense Federal Acquisition Regulation

Supplement

Mandatory http://www.acq.osd.mil/dpap/dars/dfars pgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation

(JTR)

Mandatory https://www.defensetravel.dod.mil/site/t ravelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020)

Mandatory http://www.esd.whs.mil/Directives/issua nces/dodm

Federal Information Processing Standards

(FIPS) Publication 201-2 Personal Identity

Verification (PIV) of Federal Employees and Contractors (paragraph

9)

August 2013 Mandatory http://nvlpubs.nist.gov/nistpubs/FIPS/NI ST.FIPS.201-2.pdf

DoDM 5200.2 Procedures for the DoD

Personnel Security Program (PSP)

04/03/2017 Mandatory https://www.esd.whs.mil/Directives/issu ances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC)

09/09/14 (Change 1:

05/04/2018)

Mandatory https://www.esd.whs.mil/Directives/issu ances/dodi/

Homeland Security Presidential Directive

(HSPD)-12

Policy for a Common

Identification Standard for Federal Employees and Contractors

08/27/2004 Mandatory https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense

Privacy and Civil Liberties Programs

01/29/2019 ances/dodi/ https://www.acquisition.gov/?q=browsefar https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars http://www.esd.whs.mil/Directives/issuances/dodm http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense

Privacy Program

05/14/2007 Mandatory https://www.esd.whs.mil/Directives/issu ances/dodm/

DoDD 8140.01 Cyberspace Workforce

Management

10/05/2020 ances/dodd/

DoD 8570.01-M Information Assurance

Workforce Improvement Program

12/19/2005 (Change 4:

11/10/2015)

DoD 5220.22-M National Industrial Security Program Operating Manual

(NISPOM)

02/28/2006 (Change 2:

05/18/2016)

Army Directive 2014-05 Policy and

Implementation Procedures for Common

Access Card Credentialing and

Installation Access for Uncleared Contractors

03/07/2014 Mandatory https://armypubs.army.mil/ProductMap s/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance

04/04/2019

Mandatory http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 Mandatory http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

AR 525-13

Antiterrorism

12/09/2019 Mandatory http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

AR 381-12

Threat Awareness and

Reporting Program

(TARP)

(Section II, ¶ 2-4.b)

06/01/2016 Mandatory http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

5 U.S.C § 552a Privacy Act of 1974

21 Jul 10 Mandatory https://www.gpo.gov/fdsys/pkg/USCOD E-2012-title5/pdf/USCODE-2012-title5-partI-chap5-subchapII-sec552a.pdf

PL104-191

Health Insurance and

Portability and Accountability Act of

1996 (HIPAA)

21 Aug 96 Mandatory https://www.gpo.gov/fdsys/pkg/PLAW- 104publ191/content-detail.html https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification

Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility

Verification

10/21/201 https://www.uscis.gov/sites/default/files/files/form/i- 9.pdf

DD 441

Department of Defense

Security Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms 0001-0499.htm

DD 250

Material Inspection and

Receiving Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0 499/ http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/ https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable

Quality Level (AQL).

Performance Objective

Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By

Whom

5.1.1 Audiometer

and Administrator

Tablet Maintenance

Conduct maintenance and calibration services for 55 WAHTS devices and 13 administrator tablets

55 WAHTS devices, 13 administrator tablets serviced

100% inspection /

COR

5.1.4

Maintenance Timelines

Complete maintenance on audiometers shipped to WAHTS calibration laboratory within four weeks of receipt

No less than 20 audiometers serviced and returned to the government within four weeks

Periodic inspection

/ COR

5.2.1

HIPAA

Compliance

The software complies with HIPAA and the Federal Information

Security Management Act.

No allowable failure. 100% inspection /

COR

5.2.2

Software availability

The software is fully functional 99% of the time.

The software is fully functional no less than 99% of the time.

Periodic inspection

/ COR

5.3, 5.3.3, 5.3.4, 5.3.5

Technical Support

Responsive audiometer and software support provided in person, through phone, email and live chat.

Technical support is not available within the specified times no more than six times during the PoP.

Periodic inspection

/ COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference /

Deliverable Title

Frequency Number of

Copies

Medium/

Format

Submit

To

1.4.9

Designation of

Contract Manager

NLT 10 calendar days after contract award

1 Electronic submission

COR

5.1.8

Calibration certificates and maintenance summary reports

Within one week of maintenance and calibration completion.

1 Electronic submission

COR

5.2 Audhere software

licenses

Within one week after contract award.

13 Electronic submission

COR

5.3.10

Software updates and technical support summary reports

By the fifth day of each month.

1 Electronic submission

COR

TECHNICAL EXHIBIT 3

Equipment Specifics

Equipment Name Model/National Stock Number Quantity

WAHTS AC with Audhere 6459-010-9003 55

Samsung Tab A8 with Audhere admin HEA-ASM-0002 13

Wireless Automated Hearing-Test System (WAHTS) Quick Start Guide https://tabsint.org/docs/quick-start/wahts.html

Audhere User Manual https://fcc.report/FCC-ID/2ba7y6459001x/6901286.pdf https://tabsint.org/docs/quick-start/wahts.html https://fcc.report/FCC-ID/2ba7y6459001x/6901286.pdf