Attachment_1_-_Performance_Statement_of_Work.pdf

DJM-16-A32-R-0002

USMS X-RAY REPAIR SERVICE FOR RAPISCAN MODELS 620XR/622XR

PERFORMANCE WORK STATEMENT

ATTACHMENT 1

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 Rapiscan X-ray machines located within the

United States and its territories. The quantity of units requiring service may increase each year as the factory warranty expires on additional units. The factors that will directly affect an increase or decrease in quantity are USMS availability of funding, warranty expiration date 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 Rapiscan X-ray machines series 620XR and 622XR 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 materials/supplies (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. The contractor shall not provide any additional billable services that are not identified on a task order without prior approval from the COR.

1.1 Resources:

The Contractor shall provide technicians who are trained and certified on the select Rapiscan X-ray machines series 620XR and 622XR. 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, immediate notification prior to COB on the fifth (5) business day shall be provided to the local

USMS point of contact (POC) and followed up with written/electronic correspondence to USMS

COR within two (2) business days, stating the reason for the delay and projected repair date. No repair service shall extend beyond 15 business days from notice of service requirement unless otherwise authorized by the USMS COR.

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 Rapiscan X-ray machines series 620XR and 622XR, 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 by the 10 th day of every month.

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 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 10 th 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 original equipment manufacturer

(OEM) 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. Contractor must notify

JSI in advance of parts being delivered via carrier service.

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 10 th 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. Repair services that are provided for multiple machines in the same city will be invoiced per trip and not per call.

All invoices shall be submitted electronically via email address X-ray.OSS@usdoj.gov to the

COR. Contractor invoices shall include, at a minimum, the following:

a) USMS COR name

b) 3601 Pennsy Drive, Landover, MD 20785

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 New, Modifications, and Close-outs of Task Orders:

Upon receipt of a task order modification or contract modification, the Contractor has five (5) business days, excluding federal holidays, to sign and return the document, unless otherwise authorized by the USMS CO. When determined that a document cannot be provided within the five (5) day requirement, immediate written/electronic correspondence prior to COB on the fifth

(5) business day shall be provided to the USMS CO, stating the reason for the delay and requesting an extension and a proposed return date. No document extension shall go beyond 15 business days from date of receipt unless otherwise authorized by the USMS CO.

1.14 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. Contractor will notify the caller if the machine is not covered under this repair service contract.

mailto:X-ray.OSS@usdoj.gov

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

1.2 99% compliance reported by

JSI and COR (not inclusive of authorized delays by

COR)

employees arrive on-site as scheduled

Reporting

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

1.4, 1.5 Periodically inspected by

Invoicing

Submission of invoices as requested within specified time frame

1.12 99% compliance reported by

Communication

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

1.13, 1.14 99% compliance reported by

JSI and COR