ATTACHMENT_1_-_Performance_Work_Statement.pdf

DJM-14-A32-R-0009

PERFORMANCE WORK STATEMENT

Background:

The intent of the United States Marshals Service (USMS) Office of Security Systems (OSS) is to procure an annual X-ray service/repair contract for approximately 330 Smiths Detection X-ray machines worldwide. The quantity of units requiring service will decrease each year. The factors that will directly affect the decrease in quantity are USMS availability of funding and the individual unit’s amortized value. The equipment is currently in use at U.S. Courthouses and federally owned or leased facilities within the Continental United States (CONUS) and Outside the Continental United States (OCONUS). The equipment enhances the personal protection of the Federal judiciary, personnel and property. X-ray units are used for the detection of contraband (weapons, explosives, etc.) concealed within personal items being brought into these facilities.

The Smiths Detection X-ray machines series 6040, 6046, and 7555 vary in quantity and are subject to change at the Government’s discretion and/or mission requirements. Changes include, but are not limited to, increasing and decreasing unit counts and shall be provided in writing by the USMS to the Contractor. The USMS also reserves the right to relocate equipment at the Government’s expense. The Contractor will be notified of the new location via the USMS and the annual service contract on the equipment will continue at the new location.

Section I Description of Services:

1.0 X-Ray Service/ Repair:

The Contractor annual services shall include labor, technical support, troubleshooting analysis, diagnostics, travel expenses, software, and all replacement parts (inclusive of shipment costs) that are required for each service call.

Preventative maintenance, radiation leak tests, X-ray setup/re-installation, and X-ray conveyor table removal/re-installation shall be performed on an as needed basis as requested by the USMS Contract Officer Representative (COR). These services are inclusive of all labor, technical support, troubleshooting analysis, diagnostics, travel expenses, software, and all replacement parts (inclusive of shipment costs). They are not to be included in the costs of contract line items (CLINs) for the annual services. Each of these specific services shall be requested utilizing individual CLINs and issued through separate task orders from the annual services.

1.1 Resources:

The Contractor shall provide technicians who are trained and certified on the select Smiths Detection X-ray machines series 6040, 6046, and 7555. The Contractor shall have a sufficient number of technicians to respond to service calls CONUS and OCONUS. The Contractor shall not employ any person to work on this contract that is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the site and its population.

All Contractor personnel shall provide personal and company identification at service performance. All USMS information regarding this contract provided to the Contractor is property of the USMS and as such, must be safe guarded. This information may only be disclosed to Contractor personnel directly involved in the management, administration, and servicing of this contract and shall not be released to anyone without the written consent of the

USMS.

1.2 Response Time:

Upon notice of service requirement, the Contractor has five (5) business days, excluding federal holidays, to provide the necessary parts and complete the necessary repair(s), unless otherwise authorized by the USMS COR. All services must be completed during local business hours.

When determined that a repair service cannot be provided within the five (5) day requirement, notification shall be provided to the local USMS point of contact (POC) immediately and followed up with written/electronic correspondence to USMS COR within two (2) business days, stating the reason for the delay.

1.3 Pricing Structure:

The services shall be priced as per unit on an annual basis. In the event that a unit is added/deleted to the select Smiths Detection X-ray machines series 6040, 6046, and 7555 listing, the unit shall be prorated based on the remaining months in the annual contract.

1.4 Service Report (Per Event):

A service report shall be provided to the USMS POC and COR within 10 business days after service is provided. Each report shall include at a minimum the following:

a. The words ‘service report’ identified on the document;

b. Service report number;

c. Date requested by USMS;

d. Date sent to USMS;

e. Date service was provided;

f. USMS POC information and machine address;

g. Machine model and serial number;

h. Identify applicable CLINs;

i. Quantity of the part(s) and/ or labor hours;

j. Part number(s) and full description of part (if applicable);

k. Identify problem reported and corrective action taken; and

l. USMS personnel signature, Technician’s name and date.

1.5 Monthly Report: A monthly report due to the COR by the 10th day of every month identifying the machines serviced, year to date. Each report shall include at a minimum the following:

a. Machine model and serial number;

b. Machine location address;

c. Date service call was received;

d. Date service was provided; and

e. Corrective action taken.

1.6 Parts Availability:

The Contractor shall have the ability to acquire and install parts and software with USMS specific configurations that may be required to service select X-ray equipment.

1.7 Parts Shipping:

The Contractor is responsible for the shipment of any parts to and from the location, including any incurred costs. Charges for shipping parts are not to be included in any invoice as the Contractor shall ensure that core returns are fully coordinated by them.

1.8 Standards:

The Contractor shall ensure X-ray units are serviced within USMS and manufacturer operational standards. The Contractor shall adhere to health and safety regulations in accordance with state and federal guidelines.

1.9 Coordination:

The Contractor shall be responsible for coordinating with the USMS POC (local USMS Judicial Security Inspector [JSI] or approved local alternate USMS personnel). Location visits shall be coordinated with USMS POC at least one (1) business day prior to arriving on site. The Contractor shall be able to provide a copy of current insurance certification(s) within five (5) business days to the USMS and/ or Building Manager if requested.

1.10 Contractor Point of Contacts:

The Contractor shall provide to the USMS COR at least one (1) primary and one alternate Contractor point of contact with direct contact information to include individual email addresses and direct phone lines with voicemail.

1.11 Security and Safety:

The Contractor shall be escorted at all times by USMS personnel and be limited to the X-ray equipment work area. The Contractor will not be allowed to access Federal IT Systems. All Contractor employees shall wear appropriate personal protective equipment when working on USMS X-ray equipment. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within Contractor-owned vehicles while on site.

1.12 Invoicing:

Services shall be invoiced on a monthly basis and be sent electronically to the USMS COR by the 10th day of the following month. Services shall be invoiced on a prorated basis per unit for each month services are provided. A final invoice shall be submitted at the end of every period of performance and shall be marked as final.

Task orders issued for items other than annual service CLINs shall be invoiced within thirty (30) days after completion of service.

All invoices shall be submitted electronically via email to the COR. Contractor invoices shall include, at a minimum, the following:

a. USMS COR name

b. Billing address (2604 Jefferson Davis Hwy., Alexandria, VA 22301);

c. Copy of individual service reports;

d. Date of invoice submission;

e. USMS contract number;

f. USMS task order number;

g. Contractors tax identification number (TIN);

h. Invoice number;

i. Itemized cost and description listing of billable services and parts;

j. Identify CLIN items per the contract; and

k. Total amount due.

1.13 Toll-Free Phone Service

Within three (3) business days after contract award, the Contractor shall provide a nationwide technical service toll-free (800 or equivalent) telephone number with support available 24 hours a day. USMS shall be able to call this number for technical support and to report machine problems for required services.

Section II Services Summary

2.0 Overview:

This services summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met. This summary lists the performance objectives for the required service that the Government shall survey. The absence of any contract requirement from the summary shall not detract from its enforceability nor limit the rights or remedies of the Government under any clause of the contract. The Contractor shall utilize the summary as the baseline to develop a Quality Assurance Surveillance Plan (QASP).

2.1 Surveillance Methods:

Surveillance methods may include: customer complaints, public phone calls or e-mail, JSI observations, and periodic inspections by the COR or other representative. Methods of surveillance can change after contract award based on, but not limited to:

2.1.1. Acceptance of a Contractor’s Quality Control Plan (QCP) and QASP;

2.1.2. Contractor’s performance; and

2.1.3. Contractor’s training records and training program.

2.2 Performance Evaluation:

Performance of a service will be evaluated to determine whether or not it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance.

Performance Objective Paragraph Performance Threshold

Service/Repair

Contractor’s ability to effectively manage contract requirements

1.0 Periodically inspected by

JSI/COR

Resources

Contractor’s ability to provide qualified personnel

1.1 Periodically inspected by COR

Response Time

Repairs completed within specified time frames, and Contractor employees arrive on-site as scheduled

1.2 99% compliance reported by JSI and COR (not inclusive of authorized delays by COR)

Reporting

Submission of service and monthly reports as requested within specified time frame

1.4, 1.5 Periodically inspected by COR

Invoicing

Submission of invoices as requested within specified time frame

1.12 99% compliance reported by

COR

Communication

Toll-free service line remains operational for technical support within specified time frame

1.13 99% compliance reported by JSI and COR

Section III Government Furnished Property and Services:

3.0. Utilities:

The Government will furnish, where available, water, restroom services, and electricity at no cost to the Contractor for the sole purpose of accomplishing the requirements of this contract.

3.1. Police, Medical and Fire Protection:

The JSI will provide access to police/security services at the site if required. Fire Protection, Medical, and Spill Response Teams shall be reached via 911 from a cell phone or local phone if available. Any 911 calls shall be reported to the JSI as soon as possible.

Section IV General Information:

4.0. Contract Manager:

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and alternate(s) who shall act for the Contractor shall be designated in writing to the Contracting Officer (CO). The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

4.1. Communication:

The Contractor shall provide to the Government at least one (1) primary and one (1) alternate emergency contact email address and phone number.

4.2. Contractor Employees:

Contractor personnel and any subcontractor employees working under this contract shall be escorted at all times by USMS personnel or designee and shall be limited to the X-ray equipment work area. The Contractor shall not assign any personnel to USMS service requests that may pose a potential or actual threat to the Government due to past illegal, unlawful, or inappropriate behavior. The USMS reserves the right to deny access to any individual that poses a threat to the Government. Denial of access for Contractor personnel due to a potential or actual threat shall not delay contractual requirements for services. Contractors shall not be allowed to access federal IT systems.

4.3 Identification:

The Contractor shall conform to all site rules and regulations as identified by the JSI or local USMS POC. The JSI will assist the Contractor in obtaining proper badges or escort, if required.

4.4 Qualifications/Training:

The Contractor shall ensure that all technicians performing the work under this contract are sufficiently trained to perform the task in accordance with industry standards. The Contractor shall take necessary measures to ensure warranties remain intact when performing service, and/or repair. The Contractor shall submit a copy of the company’s training program as part of the proposal.

4.5 Safety and Health Standards:

Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor’s compliance or non-compliance with such responsibilities.

4.6 Contractor Furnished Items and Services:

Except for those items referred to as Government furnished in Section III, the Contractor shall furnish everything needed to perform this contract.

4.7 Warranty:

The Contractor shall warranty all work and repairs for 90 calendar days effective on the acceptance date regardless of any lesser warranty. The warranty shall be inclusive of all parts, labor, travel, and other miscellaneous costs. Warranty services shall adhere to guidance identified under ‘Response Time’.

4.8 Quality Control Plan:

The Contractor shall develop and maintain a QCP to ensure services and repair are performed in accordance with applicable standards and manufacturer’s instructions. The Contractor shall develop and implement procedures to identify and prevent defective services from occurring and recurring. At a minimum, the Contractor shall develop quality control procedures that address the areas identified in Section II, Services Summary. The Contractor shall provide a QCP as part of its proposal.

4.9 Quality Assurance Surveillance Plan (QASP):

The Contractor shall submit a QASP to the Government within 15 business days of contract award including:

4.9.1. A flowchart or matrix of how the Contractor will perform the X-Ray services/repair.

4.9.2. Training of employees or subcontractors as outlined in Section 4.4

(Qualifications/Training)

Section V Deliverables:

The Contractor shall provide the following deliverables and send them electronically to the USMS COR and/or CO.

Section Description Date Media/Format # of copies To

1.2 Response Time X-ray repair within five (5)

business days

Email – Microsoft or Adobe 1 COR

1.4 Service Report (Per Event) Within ten (10) business days after service is provided

Email – Microsoft or Adobe 1 COR

1.5 Monthly Report By the 10th day of each month Email – Microsoft or Adobe 1 COR

1.13 Toll-Free Phone Service Within three (3) business days after award

Email – Microsoft or Adobe 1 COR

4.4 Qualifications/Training With the proposal Email – Microsoft or Adobe 5 CO/COR

4.8 Quality Control Plan With the proposal Email – Microsoft

or Adobe 5 CO/COR

4.9 Quality Assurance

Surveillance Plan (QASP)

Within fifteen (15) business days after award

Email – Microsoft or Adobe 2 CO/COR