C04_Attachment 1_Performance Work Statement_7.2.26.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title

General Information

1.0 Background and Purpose

2.0 Definitions

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverable / Schedule

5.0 Government Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

10.0 Performance Requirement Measures

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Project Title USDA-APHIS-VS Biological Courier Delivery Service

General Information

1.0 Background and Purpose

The United States Department of Agriculture (USDA) Animal Plant Inspection Services (APHIS) requires reliable, flexible, and scalable courier and logistics services to support its mission-critical operations. These services include the routine transportation of documents, packages, and sensitive materials; temperature-controlled transport of biological or perishable cargo; scheduled recurring route services; and rapid surge-response delivery capability in support of emergency or time-sensitive operations. The Contractor shall provide all courier and customs brokerage services necessary to support the import, clearance, and delivery of sterile pupae shipments arriving from Panama.”

The Contractor shall provide all personnel, vehicles, equipment, supervision, and incidental items necessary to perform the services described herein, in accordance with the requirements set forth in this Performance Work Statement

(PWS).

This is a firm-fixed-price Indefinite-Delivery Indefinite-Quantity (IDIQ) type contract. Services will be ordered through the issuance of individual task orders on an as-needed basis (See clause 52.216-22 Indefinite Quantity.) Task order prices will be in accordance with the fixed unit prices established in the Pricing Schedule. The unit price shall include all costs associated with performing all work under the contract in a complete and acceptable manner. Compensation for all work shown, specified, or essential to completion of the services shall be included in the unit price. The unit price that will be paid for any line item will not be changed based on the quantity actually ordered by the Government.

This is a non-personal services requirement. The Government will not exercise any supervision or control over the contract service providers performing the specified services. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

2.0 Definitions

The following terms and definitions apply to this PWS:

Chain-of-Custody (CoC): A documented and unbroken record of all individuals having possession of a shipment, including dates, times, locations, and signatures at each transfer point.

Cold Chain / Temperature-Controlled Transport: Use of specialized equipment and protocols to maintain cargo within a specified temperature range throughout storage and transit.

Contracting Officer (CO): The Government official with authority to enter into, administer, or terminate contracts and IDIQ Orders.

Contracting Officer's Representative (COR): A Government employee designated in writing by the CO to monitor contractor performance and serve as the primary point of contact for day-to-day operations.

GPS Tracking: Real-time or periodic satellite-based location monitoring of vehicles or shipments during transit.

On-Demand Service: Courier service initiated by the Government on an as-needed, non-scheduled basis with specified response-time requirements.

Proof of Delivery (POD): Documentation confirming that a shipment was received at the designated destination, including digital or wet signature, date, time, and condition notation.

Surge Operations: A period of elevated service demand exceeding normal scheduled volumes, typically associated with emergency response or mission-critical deadlines.

Temperature Excursion: Any instance in which shipment temperature deviates outside the specified acceptable range, requiring immediate reporting and documentation.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.0 Technical Requirements / Tasks

The Contractor shall provide reliable, secure, and compliant courier services for the transport of temperature‑sensitive biological materials that support USDA‑APHIS‑VS program operations. Services are to be provided as needed during the normal working hours of Monday through Friday, 8:00 AM – 4:30 PM, excluding Federal Holidays. Except in cases of emergency, services shall not be required during off-duty hours or during Federal holidays or on days the Federal Government is closed as determined by OPM.gov. If emergency services are required, the COR shall notify the Contractor. In the event of inclement weather, the COR shall provide guidance to the Contractor for required services.

Federal Holidays: January 1 – New Year’s Day 3rd Monday in January – Martin Luther King, Jr. Day 3rd Monday in February – President’s Day Last Monday in May – Memorial Day June 19 - Juneteenth July 4 – Independence Day 1st Monday in September – Labor Day 2nd Monday in October – Columbus Day November 11 – Veterans Day 4th Thursday in November – Thanksgiving Day December 25 – Christmas Day

3.1 Task 1 – Pickup and Delivery Services

a. Provide on‑demand pickup and delivery of biological specimens, reagents, diagnostic samples, and other sensitive materials between Government‑designated sites.

c. Provide same‑day or time‑critical expedited transport when requested by the COR.

d. Ensure all items are transported directly with no unauthorized stops or route deviations.

3.2 Task 2 – Temperature‑Controlled Transport

a. Maintain required temperature ranges for transported materials, including:

Refrigerated (2–8°C) Frozen (–20°C or colder as designated) Ambient (15–25°C)

b. Provide temperature‑controlled insulated containers, dry ice, gel packs, phase‑change materials, or active cooling systems as necessary.

c. Monitor shipment temperature continuously or at intervals sufficient to demonstrate compliance.

d. Document and report any temperature excursion to the COR immediately upon discovery.

3.3 Task 3 – Chain of Custody (CoC) Management

a. Maintain documented chain‑of‑custody for all biological materials throughout transport.

b. Include date, time, location, and signature or electronic confirmation for each transfer point.

c. Secure shipments at all times to prevent tampering, damage, or loss.

d. Use Government‑provided CoC forms or an equivalent contractor system approved by the COR.

3.4 Task 4 – Packaging, Handling, and Regulatory Compliance

a. Ensure compliance with DOT Hazardous Material Regulations, IATA Dangerous Goods Regulations, OSHA, and any federal or state biosafety requirements.

b. Handle Category B (UN 3373) or other regulated biological materials in accordance with all applicable laws.

c. Verify packaging integrity and correct labeling before transport.

d. Provide secondary or tertiary packaging as needed when not supplied by the Government.

3.5 Task 5 – Tracking and Communication

a. Provide real‑time or near‑real‑time GPS tracking of shipments or transport vehicles.

b. Notify the COR of any delays, emergencies, or deviations in service level within 15 minutes of occurrence.

c. Provide proof of delivery (POD) including time, date, recipient, and condition of materials.

3.6 Task 6 – Incident Response

Maintain spill, exposure, and emergency response procedures appropriate for biological materials.

b. Train all personnel in spill containment and reporting requirements.

c. Report all incidents involving loss, temperature excursion, damage, or safety concerns to the COR within 1 hour.

d. Submit a written incident report within 24 hours unless otherwise directed by the COR.

3.7 Task 7 – Surge and Emergency Operations

a. Provide additional capacity during disease outbreaks, emergency responses, or mission‑critical events.

b. Ensure availability of drivers, vehicles, and temperature‑control materials to meet elevated demand.

c. Support 24/7 operations during surge events as directed.

3.8 Task 8 – Quality Assurance and Documentation

a. Maintain records of all deliveries, temperature logs, CoC documentation, and incident reports for a minimum of three years or as directed.

b. Provide monthly performance data, including on‑time performance, incident summaries, and temperature compliance metrics.

c. Participate in performance review meetings when requested by the COR

3.9 Broker Services Requirements

The Contractor shall provide licensed U.S.-based customs brokerage services to support the importation of biological materials, including sterile pupae or other USDA-regulated commodities arriving from foreign sources such as Panama.

The Contractor shall serve as, or subcontract with, a certified Customs Broker authorized to act on behalf of USDA-APHIS for customs entry, clearance, and regulatory compliance.

Broker responsibilities shall include the preparation and submission of all required import documentation, including but not limited to: commercial invoices, airway bills, USDA permits, Customs and Border Protection (CBP) entry filings, declarations, and cargo release documents.

The Broker shall coordinate with CBP, USDA, and relevant airport authorities to ensure timely clearance of inbound shipments, minimizing delays that could affect shipment viability or program operations.

The Contractor shall ensure all brokerage personnel maintain active credentials, training, and compliance with all Federal regulations governing biological imports, including 7 CFR, 9 CFR, and 19 CFR requirements.

The Contractor shall provide real-time updates to the COR regarding shipment arrival, customs processing status, holds, inspections, or documentation issues.

Copies of all customs documentation, entry summaries, tax/fee receipts, and release forms shall be provided to the COR within 24 hours of shipment clearance.

The Contractor shall maintain all customs and import records for a period of no less than five (5) years in accordance with Federal documentation retention requirements.

4.0 Deliverable / Schedule

Task Orders and Ordering Procedures

4.1 Orders under this IDIQ contract may be placed by:

a. The Contracting Officer (CO) through issuance of a Task Order; or

b. Authorized Government Purchase Card (GPC) holders acting within their delegated authority.

Both methods constitute official orders under this contract.

4.1 Task Orders Issued by the Contracting Officer

1. Ordering Periods

During each ordering period established under this contract, the Government anticipates it will issue one Task

Order for the performance of services described in the Statement of Work (SOW). Orders will be placed based on estimated quantities at issuance. Additional services and quantities may be ordered as needed in accordance with the contract.

2. Task Order Content

The Task Order will establish the period of performance, funding, and specific service requirements for that ordering period.

3. COR Notification of Service Requirements

The Contracting Officer’s Representative (COR) is authorized to notify the Contractor of the specific need for services in accordance with the requirements identified in the Task Order. This notification will identify the exact work to be performed and timing in accordance with the requirements already established in the contract. This notification may be provided via email or other written means.

4. COR Authority Limitations

The COR’s authority is limited to technical oversight and notification only.

The COR may not:

o Modify the contract or any Task Order, o Change the scope, period of performance, or price, o Authorize work beyond what is funded or described in the Task Order.

Only the Contracting Officer may issue modifications to the contract or any Task Order.

5. Contractor Response to Notifications

Upon receiving notification from the COR, the Contractor shall promptly schedule and perform the services in accordance with the applicable order and contract requirements.

6. Funding

Each Task Order will be individually funded. The contractor shall invoice only for actual services performed and may not exceed the funded amount

8.7. Minimum/Maximum Orders:

During the period specified in FAR clause 52.216-18, Ordering, the Government shall place orders totaling a minimum of $25,000.00 but not in excess of $700,000.00.

Government Purchase Card Ordering Authority

1. Authorized Ordering Personnel

The Government may place orders under this Indefinite-Delivery Indefinite-Quantity (IDIQ) contract through duly appointed Government Purchase Card (GPC) holders. Only individuals who possess a valid, agency-issued GPC with appropriate single-purchase and monthly limits are authorized to place orders on behalf of the Government. GPC orders must be coordinated with the COR, who will maintain a contract record of all GPC purchases.

2. Order Placement via GPC

Authorized GPC holders may place orders for supplies or services within their delegated purchasing authority. Orders placed via GPC constitute official Government orders under this contract and are subject to all terms and conditions of the IDIQ.

3. Conditions for Use o GPC orders must comply with applicable micro-purchase threshold limitations unless the cardholder holds expanded acquisition authority.

o GPC purchase documentation shall identify the contract number, Task Order number (if applicable), item description, price, and point of contact.

o The Contractor shall accept the GPC as a method of payment for all authorized orders.

4. No Changes to Contract Terms

GPC cardholders are not authorized to modify the contract, adjust pricing, change terms, or alter the scope of work.

Any such changes require a bilateral modification issued by the Contracting Officer.

5. Contractor Responsibilities

The Contractor shall verify that all GPC orders clearly reference the IDIQ contract number and originate from an authorized cardholder. The Contractor shall notify the Contracting Officer immediately if an order appears outside the scope of this contract or exceeds applicable thresholds.

Item No. Route Description Service Type Days / Hours of Operation

Reporting Requirements

0001 Houston Hobby Airport (HOU) → Moore Air Force Base, TX. Contractor picks up shipment at the designated location at William P. Hobby Airport, Houston, TX and delivers to Moore Air Force Base, TX.

One-Way Delivery.

On-Call / As-Needed (Ordered by COR)

As directed by COR Monday–Friday and Saturday / After- Hours when required

Contractor shall report pickup time, delivery time, GPS route taken, and provide Proof of Delivery (POD) to COR within 2 hours of delivery.

0002 McAllen International Airport (MFE) → Moore Air Force Base, TX. Contractor picks up shipment at the designated location at McAllen International Airport, McAllen, TX and delivers to Moore Air Force Base, TX. One-Way Delivery.

On-Call / As-Needed (Ordered by COR)

As directed by COR Monday–Friday and Saturday / After- Hours when required

Contractor shall report pickup confirmation, delivery timestamp, chain-of-custody notation, and POD within 2 hours of delivery.

0003 San Antonio International Airport (SAT) →

On-Call / As-Needed (Ordered by COR)

As directed by COR Monday–Friday and Saturday / After-

Contractor shall provide pickup verification, transit

Moore Air Force Base, TX. Contractor picks up shipment at the designated location at San Antonio International Airport, San Antonio, TX and delivers to Moore Air Force Base, TX.

One-Way Delivery.

Hours when required status updates if delayed, and POD to COR within 2 hours of delivery.

5.0 Government Furnished

The Government will furnish the following items and support necessary for the Contractor to perform the required on-call courier services:

• Government-Furnished Property (GFP):

No Government vehicles, equipment, or tools will be furnished for performance of this requirement. All transportation assets, communication devices, and materials necessary for courier services shall be provided by the Contractor.

• Government-Furnished Information (GFI):

The Government will provide shipment documentation, delivery instructions, and any required forms associated with each order.

This information will be provided by the Contracting Officer’s Representative (COR) at the time an order is placed.

• Government-Furnished Access:

The Contractor will be granted access to designated pickup areas at the following airport locations as required by orders:

– William P. Hobby Airport (HOU), Houston, TX

– McAllen International Airport (MFE), McAllen, TX

– San Antonio International Airport (SAT), San Antonio, TX The Contractor will also be granted access to the designated delivery location(s) at Moore Air Force Base, TX. Access to controlled or restricted areas on the installation will be coordinated and approved through the COR. The Contractor shall comply with all base access, security, and identification requirements.

• Government Review and Oversight:

The COR will review all delivery documentation, verify service completion, and approve invoices associated with each order. Any deviations from established routes or delivery instructions must be Government-directed and documented in the applicable order.

• Restricted Access / Holidays:

Access to Moore Air Force Base or airport cargo areas may be restricted during federal holidays, emergency closures, or other times as determined by facility authorities. The Contractor shall coordinate with the COR to confirm access availability when services are required on weekends, after-hours, or federal holidays.

6.0 Travel

The Contractor shall be responsible for all travel necessary to perform the requirements of this. All travel costs including labor, fuel, tolls, and vehicle operating expenses — shall be included in the Contractor's proposed pricing for each service category and reflected in Order rates. The Government will not reimburse travel costs separately unless expressly authorized in writing by the CO.

Government-directed travel outside the normal geographic scope of a Order requires advance written approval from the CO. If reimbursement is authorized, it shall be in accordance with the Federal Travel Regulation (FTR) and applicable USDA policies.

7.0 Contractor’s Key Personnel

The Contractor shall provide qualified key personnel necessary to successfully perform the requirements of this IDIQ.

Key personnel shall have relevant experience in courier logistics, transportation coordination, and, where applicable, handling sensitive, temperature-controlled, or perishable materials. At a minimum, key personnel shall include:

Program Manager / Project Manager: Responsible for overall performance, Government interface, oversight of all subcontractors, and ensuring compliance with all requirements. Shall have demonstrated experience in logistics or transportation management; prior experience supporting Federal government or emergency response operations is preferred.

Transportation / Logistics Coordinator: Responsible for scheduling shipments, coordinating pickups and deliveries, monitoring GPS tracking and temperature data, managing surge capacity, and ensuring timely execution of all Orders.

Driver(s) / Transport Personnel: Responsible for safe and compliant transport of all shipments. Drivers shall hold a valid commercial or appropriate state driver's license, be trained in applicable DOT regulations, and for temperature-controlled shipments be trained in cold-chain handling procedures.

Quality Assurance / Compliance Specialist (if applicable): Responsible for chain-of-custody compliance, temperature log accuracy, incident documentation, and internal quality audits.

The Contractor shall submit resumes for all key personnel upon execution or as requested by the Government. The Government reserves the right to approve or reject proposed key personnel and to require replacement of any individual who fails to meet contract requirements.

8.0 Security Requirements

The Contractor shall comply with all Federal, Department of Homeland Security (DHS), U.S. Customs and Border Protection

(CBP), Transportation Security Administration (TSA), and USDA APHIS security requirements applicable to the performance of this contract. These requirements include personnel security, facility access, airport access controls, chain-of-custody protections, and safeguarding of sensitive shipment information.

8.1 Personnel Security

• All Contractor personnel performing services under this contract shall be U.S.-based and must pass employer-conducted background checks prior to assignment.

• Contractor personnel requiring unescorted access to airport cargo areas, U.S. ports of entry, or restricted Federal facilities must obtain and maintain all required credentials, including but not limited to:

– Airport-issued secure identification badges, if applicable

– TSA-approved identification

– Any Federal or local access permissions required by the receiving installation (e.g., Moore Air Force Base access passes)

• The Contractor shall ensure that only authorized, properly vetted individuals handle USDA shipments, documentation, and chain-of-custody materials.

9.0 Performance Requirement Measures

The Government will monitor Contractor performance against the following performance standards.

Item No. Performance Objective

Required Task / Deliverable

Performance Standard

Method of Surveillance

Positive/Negative Incentives (% Deduction for

Non- Performance)

1 Timely pickup and customs release of sterile pupae from Panama

Pickup within required time window, complete chain-of-custody, verify container condition

100% on-time pickup; 0 preventable customs delays

Government review of timestamp logs and custody forms per shipment

Up to 5% deduction per late or missed pickup

2 Maintain temperature control for

Ensure USDA-specified temperature

100% temperature

Review of temperature logger data and

Up to 4% deduction per pupae shipments range throughout transport compliance; 0 excursions monitoring records temperature excursion

3 Ensure pupae viability and prevent handling damage

Use secure containment and vibration-minimizing handling methods

0 crushed, non-viable, or damaged pupae due to contractor handling

Inspection upon delivery and COR validation

3% deduction per compromised shipment

4 Meet required delivery timeline from airport to USDA facility

Transport pupae within required time window to prevent degradation

95% on-time delivery rate for all shipments

Review of transport logs, timestamps, and GPS data

1% deduction per late delivery

5 Maintain full chain-of-custody documentation

Record all custody transfers, signatures, seal numbers, and timestamps

100% completeness and accuracy of chain-of-custody records

Audit of custody forms and incident logs

2% deduction per incomplete record