Attachment_A_Draft_Statement_of_Work.pdf

UNITED STATES MARSHALS SERVICE

PERFORMANCE WORK STATEMENT

SECURITY BARRIERS

SCOPE OF WORK

The contractor shall provide all personnel, labor, equipment, supplies, tools, materials, supervision, and other items and services necessary to provide a one-time initial inspection and evaluation, a regular periodic inspection and maintenance program (PM-Preventive Maintenance), and repair services for USMS barriers located throughout the United States and US Territories. Crash rated and non- crash rated barriers consist of Delta Scientific Barrier Systems, Nasatka Barrier Systems, BB Armor Barriers Systems, and other miscellaneous barrier systems. Work shall comply with commercial standards for maintenance and repair of these units as well as all commercial, federal, state, and local requirements that may apply. Barriers consist of actuators, control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic related equipment, corresponding traffic lights, associated computerized systems and control cabinets and any other related standard.

SECTION I

DESCRIPTION OF SERVICES

1.0 INITIAL INSPECTION AND EVALUATION. (IIE)

The contractor shall visit each site within the first 45 calendar days of contract start date, collect data and evaluate each barrier. The evaluation shall include checking every function of the barrier to include sequencing, safety features and overall general condition. Digital photos of the barrier shall be taken. The contractor shall submit a report to the COR within ten (10) calendar days after the initial site visit consisting of barrier data, performance condition and a recommended preventive maintenance plan for each barrier. Contractor shall submit this information within ten (10) calendar days to the COR from the date the IIE was completed. The IIE is a one time performance requirement.

1.1 PREVENTIVE MAINTENANCE. (PM)

The contractor shall provide preventive maintenance (PM) on each barrier in accordance with equipment manufacturer’s specifications/recommendations and industry standard practices to include checking and maintain any computerized systems that support the vehicle barriers. Contractor shall develop a PM plan for each barrier and submit to the COR for approval prior to initiating PM. Once an approved barrier plan is received the contractor shall initiate scheduling for PM. Crash rated barriers shall receive PM quarterly and non-crash rated semi-annually based on the Governments Fiscal year calendar.

1.2 BARRIER REPAIRS. (BR)

The contractor shall make repairs to a Barrier using trained and certified technicians only when authorized to do so. The Contractor shall make arrangements to evaluate the barrier when instructed and submit a repair estimate to the COR valid for 30 days.

1.3 ROUTINE SERVICE CALLS FOR REPAIRS.

The COR is the authorized caller for repairs. When the contractor is contacted by the COR, the contractor shall respond to routine service calls within four (4) calendar days, provide a written estimate of labor hours, materials and other related costs to the COR valid for 30 days. The COR may authorize repairs up to 2500.00. Any repairs greater than $2500.00 shall be initiated by the CO in the form of a Task Order within thirty (30) calendar days. If a Task Order is not issued for repairs within thirty (30) calendar days of the dated estimate, the contractor shall be reimbursed for travel (if applicable) and labor to prepare the estimate, not to exceed $250.00.

1.4 EMERGENCY SERVICE CALLS FOR REPAIRS.

Emergency service calls for the purpose of this contract are defined as failures or deficiencies that constitute an immediate safety issue or risk of life or property damage regardless of time or day. The COR will notify the contractor of the emergency. The contractor shall respond within four (4) hours to the site and initiate services. The contractor shall notify the COR of the problem with direction provided to the contractor upon discovery. Work shall not exceed 2500.00 without a Task Order.

1.5 MAINTENANCE MANUAL/LOGS.

The contractor shall maintain a barrier manual and a physical log on site that shall include a complete history of maintenance and repairs, indicating dates and name of technicians who performed the work.

The manual and log shall be maintained with the JSI at the site location.

1.6 COORDINATION.

The contractor shall coordinate all site visits with the GSA Building Manager and the JSI.

1.7 COMMUNICATION AND RESPONSE TIME.

The contractor shall provide to the Government at least one primary and one alternate emergency contact phone number to initiate response. The contractor shall have a recording type system or answering service for use when personnel are not available to receive a service call requirement. In the event of government-caused delays, a revised performance period and cost will be negotiated, if necessary.

1.8 ORIGINAL EQUIPMENT MANUFACTURER (OEM) REPLACEMENT PARTS.

All parts and materials shall be of OEM replacement parts or equal, recommended by the manufacturer.

All parts shall be U.L. (Underwriters Laboratories) approved/Listed if applicable. Only new standard parts shall be used in completed repairs when available. All replaced parts obtained by the contractor shall be invoiced at contractor’s cost. Additional cost/mark-up on materials of work performed by sub-contractor will not be accepted. If applicable, contractors will abide by any existing active mechanical warranties. Due to the age of some barriers and non-availability of OEM parts, the COR may authorize the contractor to utilize machined, after market or used parts.

1.9 SERVICE REPORTS ON SITE.

All parts and materials used for service calls shall be itemized in a report. Both the contractor and the JSI or the government designee must sign the report before the service call can be officially closed (before departing from the site). In addition to the required signature, the report shall include the date and time, location of barrier system, repairs performed, date and times repairs were completed, description of parts/materials replaced, actual cost, contract number, and name of the technician performing the repairs.

1.10 INVOICING.

The contractor shall invoice for repairs once work is completed and accepted by the JSI or designated representative. This information shall be submitted to the COR for review/approval.

Each invoice shall be on company letterhead, and shall include:

1. The name and address of the business concern;

2. The invoice date;

3. Contract number, task order and/or modification number;

4. A description and the quantity of supplies or services furnished, as well as the associated contract line item number(s), including date of proposal and date of repair, barrier location/number, breakdown of materials and labor for repair, and a copy of receipt reflecting price paid for parts.

5. Shipping and payment terms;

6. The name, title, telephone number and complete mailing address of the responsible official to whom payment is to be sent;

7. The name, title, telephone number and mailing address of the person to be notified in the event of a defective invoice;

8. Tax payer identification number (TIN) (Usually a Social Security Number if the Contractor is an individual or their employer identification number if a company. Invoices submitted without this number will be considered incomplete, will be returned and will not be paid.);

9. The date delivery occurred or the period over which services were provided; and

10. The Contractor shall include the following statement on each invoice:

I certify to the best of my knowledge and belief that the supplies/services shown on this invoice have been received and are accepted.

Contracting Officer’s Representative Date

1.11 AUTHORIZED PERSONNEL.

The CO will provide the contractor a list of CORs authorized to request/accept services for the government.

SECTION II

SERVICES SUMMARY

2.0. OVERVIEW.

This Services Summary (SS) 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 Services Summary (SS) lists the performance objectives for the required service that the Government shall survey. The absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any clause of the contract. The SS will be used 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-mails, GSA Building manager observation, 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:

a. Acceptance of a contractors QC and QAP

b. Contractors performance

c. Contractors 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 SOW Para Performance Threshold

Perform Preventative Maintenance.

Maintenance performed according to submitted timeline. Barriers are receiving proper PM IAW manufacturer requirements and Industry standards.

Barriers are in good working order and performing properly

1.1 99% of preventative maintenance completed

Perform Inspections. Inspections performed and an accurate report is delivered within 10 days of inspections.

1.0 99% of all reports and supporting documents must be received within 10 working days of inspections

Perform Service for Repairs.

Respond to and repair system within specified time frame, maintains log, uses proper parts.

1.3, 1.5, 1.8 Periodically inspected by JSI/COR

Perform Emergency Service Call Repairs.

Respond to and repair system within specified time frame.

1.4 100% inspected by JSI

Communicated with the Government Repairs completed within negotiated time frame, schedules kept, on time for scheduled work

1.6, 1.9, 1.10

99% compliance reported by JSI and GSA

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 and Spill Response Teams will 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 including a phone number for contact 24 hours a day. 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. The contract manager and alternate(s) shall be able to read, write, speak, and understand the English language.

4.1. EMPLOYEES.

The contractor shall not employ any person who has been identified by the contracting officer as a potential threat to the health, safety, security, general well-being, or operational mission of the site and its population. All employees and potential employees shall be subject to a background investigation. The contractor shall submit an organizational structure and a list of personnel designated to perform this contract to the contracting officer within 30 days upon notification of contract award. The contractor shall notify the contracting office, in writing, of any additions, deletions, or changes in personnel within one (1) calendar day of the change.

4.2. IDENTIFICATION.

The contractor shall confirm with the sites rules and regulations. The JSI will advised and assist the contractor in obtaining the proper badges if required.

4.3. ATTIRE.

Personnel are required to wear appropriate personal protective equipment as well as high visual reflective vests when working on the barriers.

4.4. QUALIFICATIONS/TRAINING.

The barrier technician(s) performing the work shall be factory certified/trained on the specific barrier(s) at the site and have no less than one year experience. The contractor is required to submit a list of employees certifying proof of qualifications within five calendar days (CD) of contract start date.

4.5. WELDING.

Each employee performing welding shall be certified in the Shielded Metallic Arc Welding (SMAW) process utilizing the American Welding Society Code; AWS D.1.1 in the 3G and 4G positions for 1” thick A-36 structural steel. The contractor shall produce a current welding certification to the COR or contracting officer for each employee performing welding. The contractor shall coordinate with GSA building manager on site before welding and cutting.

4.6. ELECTRICAL.

Each employee performing electrical work on the barrier systems shall have a current Certificate of Fitness/license issued by the State the work will occur, be a minimum of a journeymen level electrician with a current Cardio Pulmonary Resuscitation (CPR) certification. The contractor shall provide copies of current certifications to the COR or CO for each employee performing that work. Any new electrical work on site must be approved by the GSA building manager.

4.7. QUALITY CONTROL PLAN.

Contractor shall develop and maintain a quality control program to ensure maintenance and repair services 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 reoccurring. 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 Quality Control Plan (QCP) to the COR for acceptance 10 days after award. The CO shall notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications, if necessary within ten (10) calendar days following the COR review.

4.8. QUALITY ASSURANCE (QASP).

The Government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan. The contractor shall submit a schedule of inspections (IIE) prior to start of work to the COR. The Government representative shall evaluate the contractor’s performance after all work. The QASP shall address training of employees and sub-contractors supervising PM and BR, demonstrating the persons working on the governments barriers are certified to work on each specific barrier. Contractor shall demonstrate how the contract will flow with a flow chart on EACH of the three areas of IIE, PM, and BR. Past work performance and hazmat policies shall be identified in the QASP defining policies and procedures. The contractor shall address how the bench stock is organized to reduce costs of returning trips for minor parts for PM and BR. The contractor shall address its IT web based systems used, the security of the system and outside use of the system by customers to view status of PM or BR.

4.9. HOURS OF OPERATION/HOLIDAYS.

Work shall be performed in a manner to create minimum disturbance or inconvenience to the use of the barriers. Work hours are between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding recognized federal holidays, defined by the Service Contract Act (SCA) Wage Determination. All site visits shall be scheduled and accomplished during work hours unless an emergency repair has been established.

4.10. SAFETY AND HEALTH STANDARDS.

Contractor personnel shall comply with all applicable laws and safety regulations. 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.

4.11. ENVIRONMENTAL COMPLIANCE/HAZARDOUS MATERIALS.

Oil cans, oil residue and any oil soaked material and/or paper towels, granulated materials and sand shall be disposed of by the contractor off site. The contractor shall transport and dispose of all waste in accordance with Federal, State and local laws and regulations. The contractor shall develop written procedures for hazardous material spill clean-up and prevention according to EPA regulations. A copy of this plan shall be submitted to the CO ten (10) days prior to the contract start date.

4.12. 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.

4.13. VEHICLES.

Contractor vehicles shall be maintained in a clean and serviceable condition. The contractor shall operate vehicles to comply with all rules and regulations.

4.14. WARRANTY.

Warranties offered under this contract shall be the standard warranties offered under commercial standards. The contractor shall warranty all repairs for ninety (90) calendar days effective on the acceptance date regardless of any less warranty.

4.15. BENCH STOCK.

The contractor shall have a suitable material supply which enables proper PM and BR performance and the ability to make minor repairs under $2500.00.

4.16. REPORTING.

The government requests the contractor provide a web based portal system to maintain record keeping of all PM and BR throughout the period of this contract. The system shall remain the property of the contractor. The information the system contains in reference to this contract shall remain the property of the government.

SECTION V

SECURITY REQUIREMENTS

5.0. SECURITY.

Contractor personnel will be limited to their work area. The contractor shall safeguard all materials and parts removed, as well as replacement parts. At the end of each work period, barriers shall be secured if not repaired or ready for service. The contractor shall immediately notify the COR and the JSI when damage to government property is found, such as accidental abuse or misuse is discovered. The contractor shall annotate the damage on the inspection report.

5.1. WEAPONS, FIREARMS, AND AMMUNITION.

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within contractor-owned vehicles while on site.

5.2. PHYSICAL SECURITY.

Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the contractor’s use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

5.9 WORK AREA.

The contractor shall at all times, keep work areas free from any accumulation of debris, waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job, or when away from the work site, the contractor shall leave the work area and its premises in a clean, neat, safe and workmanlike condition. The contractor is responsible for removal and proper disposal of all job related waste material at a permitted site.