Draft Performance Work Statement (PWS).docx

Performance Work Statement (PWS) for the Calibration of Test, Measurement, and Diagnostic Equipment (TMDE)

1.0. General. The 3D Medical Logistics Company (3D MEDLOG) Biomedical Equipment Department (BIOMED) requires periodic calibration of TMDE to ensure accurate inspection, preventive maintenance, calibration, and repair of 3D MEDLOG Medical and Dental Equipment.

1.1. Description of Services/Introduction. Periodic TMDE calibration is crucial for the effective maintenance and upkeep of Medical and Dental Equipment (MDE) in compliance with Original Equipment Manufacturer (OEM) specifications and other relevant references defined in this PWS. TMDEs that are not consistently calibrated and used during inspection, preventive maintenance, repair, or calibration activities invalidate procedures and pose safety risks for patient use. The consequences of inaccurate metric data can be catastrophic and potentially fatal for both patients and users.

1.1.1. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, Comment by Lopez GySgt Geronimo: We are providing shipping to the contractor correct? We mail to them then they are responsible for mailing it back. OF Comment by Dumlao PO1 Glennirvin Z: Transportation involves both outbound and inbound shipments (to and from MEDLOG). For outbound shipments (MEDLOG to Contractor), the Contractor will provide prepaid shipping labels and shipping company contact information. MEDLOG will then pack and schedule the shipment. For inbound shipments (Contractor to MEDLOG), the Contractor is responsible for all logistics and costs associated with delivering items to MEDLOG. Comment by Landherr CPO Zack: We would like to put both outbound and inbound shipping cost on the contractor. Funding via TAC is for current operation requirements not forecasted for this requirement. Also DMO priority limits the shipping timeframe. The timely calibration of this equipment is essential, with out it. MEDLOG will not be able to service equipment.

management, labor, and other items and non-personal services necessary to perform scheduled periodic calibration of TMDE in accordance with manufacturer specification and other applicable references as defined in this PWS.

1.2. Scope of Work and Objective. The contractor shall execute calibration services as defined in this PWS. The contractor shall perform (2) off-site calibration services, the initial service will be within 60 days of the contract award. The final calibration service will be (6) months after the completion of the initial calibration service, this is to ensure that all TMDE are not down at the same time.

1.3. Period of Performance. The period of performance shall be for one (1) Base Year of 12 months. The Period of Performance reads as follows:

Base Year: 1 September 2025 to 30 August 2026. Comment by Lopez GySgt Geronimo: Generally it take 150 days to award a service contract over the $250k threshold. These dates are tentative and would change if there is any delay in the solicitation/ evaluation phases.

I recommend we process this as a base year with no options and then, get this over to the formal contracts teams so that they can start working on the Base plus 4 requirement during FY26. Comment by Lopez GySgt Geronimo: This timeline allows the contractor 30 days to mobilize if we make an award within or 60 day PALT. Comment by Lopez GySgt Geronimo: We need to get the documents for the recompete around April 2026.

1.3.1. Federal Holidays. The contractor shall not be required to provide services on federal holidays unless the holiday is particularly specified otherwise in this PWS.

* When a federal holiday falls on Sunday, the following Monday will be observed as a holiday by the U.S. government. When a federal holiday falls on a Saturday, the preceding Friday will be observed as a holiday.

1.3.2. In addition to these federal holidays, if the President of the United States issues an executive order closing the federal government, that date shall also be considered a recognized federal holiday (Reference Executive Order 11582 of February 11, 1971, and 5 U.S.C. 5546 and 6103(b) and other similar statues insofar as they relate to the pay and leave of employees of the United States).

Calibration Services: Calibration services will be performed at the contractor facility; the contractor will be responsible for all associated shipping cost of equipment through the appropriate means and providing the government with shipping documents such as prepaid shipping labels, invoice, and delivery list. The government is responsible for outbound shipment of equipment provided by the contractor. The contractor is responsible for shipping equipment to 3D MEDLOG BLDG 502 Camp Kinser MF M97115 MEDLOG CO 3D SUP BN, CAMP KINSER, Japan 901-2100 upon completion of calibration.

2.1. Hours of Operation. The contractor shall provide shipment and deliveries only on weekdays (Monday to Friday) from 8:00 A.M. through 4:00 P.M. (Japan Standard Time), excluding Federal Holidays and III MEF/MCIPAC Holiday Routine for the Calendar Year.

3.0. Technical Requirements (Description of Work / Tasks). The contractor shall perform calibration services on all TMDE defined in this PWS.

3.1. Calibration of Equipment. The contractor shall perform all off-site calibration services in accordance with the standards set forth by the OEM, NIST, and any other applicable regulatory references. The contractor shall bear full responsibility for all costs associated with the off-site calibration services, including subcontract costs, outbound and inbound shipping, handling, and any incidental expenses, covered under a firm-fixed price of the contract line item. The contractor is required to ensure that all equipment is calibrated in a timely manner and returned to 3D MEDLOG within (60) days of receipt at contractors’ location, excluding any delays due to uncontrollable factors. The contractor shall provide a notice to the GR notifying their receipt of all TMDE

3.2. Serialized Equipment. The contractor shall provide conformation of receipt of all TMDE at their facility, the contractor will provide the GR with a report consisting of all TMDE and submitting a detailed calibration status report for 100% of the equipment. The review must accurately identify any discrepancies, or calibration needs and provide actionable recommendations for corrective actions in line with regulatory standards. This report must demonstrate thoroughness and precision to ensure accurate equipment records. The contractor must submit an end-of-service report to the GR within (7) business days of completion, providing clear calibration results, any discrepancies, and a summary of actions taken. The report should be comprehensive, accurate, and contain actionable insights for future calibration cycles. This report shall also contain the calibration results, and the condition of the equipment upon return, ensuring compliance with the service-level expectations. Comment by Lopez GySgt Geronimo: These can be capture in just one paragraph “3.3 Discrepancies”

5.0. Timeline. The contractor shall perform two calibration services as specified in this PWS, with the initial calibration completed within (60) days of contract award, followed by the last calibration service (6) months after the completion of the initial service. All TMDE from calibration services must be returned within (60) days from the date of receipt. If any deadline extension is needed, the contractor must submit a request no later than seven days before the established deadline to the GR. Weekly status updates on the progress of all TMDE, including tracking information, calibration progress, and any delays or issues encountered, must be provided by the contractor. Additionally, the contractor is responsible for ensuring all TMDE is returned to the designated facility without delay or issues.

6.0. Calibration Reports. The contractor shall provide a Field Service Report (FSR) or Calibration Completion Certificate for each TMDE to the GR within three business days of service completion. The reports must comply with all applicable standards as outlined in this PWS. Each TMDE must be furnished with a calibration certificate and a calibration sticker or label, including traceable calibration numbers, dates, expiration dates, technician details, and company contact information. Physical copies of all reports and certificates must be delivered to the GR, and electronic copies (PDF format) must be provided upon request. The contractor must ensure that all calibration documentation is complete, accurate, and submitted promptly to meet the specified timelines.

7.0. Repair. The contractor is prohibited from conducting repair services on any unserviceable TMDE unless explicit authorization is granted by the contracting officer through a contract modification. If repairs are necessary, the contractor shall notify the contracting officer and GR via email, including a detailed repair quotation with labor and parts costs, as well as the proposed repair timeline. This information must be submitted for review and authorization prior to commencing any repair work. After the GR reviews the repair quotation, the contracting officer will notify the contractor to either return the item(s) without repair or proceed with repairs and calibration. Any repairs or services identified during contract performance that are outside the original scope and not anticipated in the firm-fixed price agreement shall be considered "over-and-above work." Over-and-above work must be documented and approved through a contract modification, in accordance with DFARS Subpart 217.77, prior to any additional work being performed. Such modifications will be issued by the contracting officer to account for any additional costs or tasks that arise beyond the initial scope defined in the contract. Repair services may extend beyond the timelines specified in this PWS, with the contractor required to provide regular updates on any such delays or additional work.

8.0. Warranty. The contractor shall provide a service warranty of at least (90) days for all TMDE from the return ship date or calibration date, covering any defects identified during the warranty period. Calibration services performed by the contractor will be warranted for a period of 12 months from the date of completion. The contractor is responsible for providing documentation of the warranty period and related items to the GR. If a repair action falls under the manufacturer or OEM warranty provisions, the contractor must ensure compliance with these provisions and replace warranted parts at no additional cost to the government.

10.0. Accountability. The contractor shall be responsible for providing a receipt of custody for all TMDE upon delivery to the contractor’s facility. Upon completion of service or repair, the contractor must notify the GR that the necessary actions have been completed and provide a detailed shipping document of all serialized TMDE upon return shipment to 3D MEDLOG

12.0. Unauthorized Work Performance. The contractor shall not perform any work that deviates from the contract requirements and specifications outlined in this PWS. Any deviations from the specified work must have prior approval from the GR. If the contractor performs unauthorized work without such approval, the contractor shall be fully responsible for any associated costs, which shall be borne at the contractor's own risk. No additional costs resulting from unauthorized work will be reimbursed, and the contractor is required to absorb these expenses.

13.0. Certification and Qualification. The contractor shall provide proof of required personnel or company certifications and qualifications (e.g., NIST, OEM, laboratory accreditation, and specialized training) to perform services in accordance with OEM specifications and other applicable references as defined in this PWS upon request.

14.0. Testing Equipment. The contractor shall use TMDE testing equipment that are traceable and certified as defined in this PWS.

14.1. A copy of the test equipment calibration or certification must be submitted to the GR upon service completion.

15.0. Government Points of Contact. The Government points of contact are not warranted Contracting Officers and do not have the authority to take any action, either directly or indirectly, that would change the pricing, quantity, place of performance, delivery schedule, or any other terms and conditions of the contract.

15.1. Government Representative: Available on award.

16.0. Delivery or Deliverables. The contractor shall provide a calibration status report within (7) business days upon request from the GR for the duration that the equipment is in the possession of the contractor.

17.0. Meetings and Status Reports. The contractor shall provide status updates regarding any delays, repairs, or issues pertaining to the equipment and services involved as defined in this PWS.

18.0. Applicable Documents / Governing References. In addition, requirements of regulations and policies applicable to this contract/order by virtue of clauses contained herein, the contractor shall, in the performance of this contract/order, also comply with all references applicable to the specific tasks of this Performance Work Statement, as listed below, including any amendments or subsequent issuance.

19.0. Government Furnished Facilities, Equipment, Services and/or Information. Government property identified herein, or by attachment, is subject to the requirements of FAR and DFARS part 45, pursuant to the enumerated property clauses incorporated in this contract/order.

20.0. Special Instructions and Administrative Information

20.1. Non-Personal Services. This is a non-personal services, performance-based contract. The contractor bears responsibility to manage its employees and guard against any actions that could be characterized as personal services as defined in FAR 37.104, or which convey the perception that personal services are being delivered. No provisions are implied nor provided in this contract for any benefits such as medical care, retirement, or worker’s compensation, other than those incorporated through enumerated clauses.

20.2. Identification of Contractor Personnel and Equipment. In accordance with DFARS 211.106, contractor personnel performing non-personal services on DoD installations or other government facilities shall ensure that they are readily identifiable as contractor employees (including subcontractors and consultants). All contractor employees shall comply with the following at all times:

20.2.1. Telephone Identification. Identify themselves as contractor personnel at the onset of every telephone call made from a Government telephone or any other phone if the call is made in support of Government-related requirements and activities.

20.2.2. Recorded Messages. Identify themselves as contractor personnel in all recorded messages including those, which are heard by callers attempting to contact contractor employees via answering machines or voicemail.

20.2.3. Meetings, Conferences and Events. Identify themselves as contractor personnel at the onset of every meeting, conference or any other gathering attended in support of any Government related requirements or activities.

20.2.4. Correspondence. Identify themselves as contractor personnel on any correspondence, documents, or reports accomplished or sent in support of any service provision to the Government, including, but not limited to, correspondence sent via the U.S. Mail, facsimile, or electronic mail (email) inclusive of out-of-office replies.

20.4. Exemption from Japanese Taxes. Pursuant to the U.S. – Japan Status of Forces Agreement and the Joint Committee, the governments of the United States and Japan have agreed that the procurement in Japan of materials, supplies, equipment and services for official purposes may be except from certain Japanese taxes. When incorporated, paragraph c. of the clause FAR 52.229-6, “ TAXES – FOREIGN FIXED PRICE CONTRACTS” and/or DFARS 225.229-7001 ‘TAX RELIEF’ stipulate that contract/order pricing shall not include the Consumption Tax. Submission of, and/or incorporation into the contract of, your offer, certifies that pricing does not contain any cost related to the Consumption Tax. Questions concerning this matter should be directed to your local Japanese Tax Office.

20.5. Subcontract Management. The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO). Cross teaming may or may not be permitted.

20.6. Mission Essential Personnel / Tasks. Unless specified otherwise in this Performance Work Statement, contractors supporting this contract/order are not considered “Mission Essential” personnel (as defined in DFARS 237.76) who would be required during crisis or emergency operations.

20.7. Hazardous Materials and Safety. The Contractor and its subcontractors shall comply with all applicable laws, including Public Law 91-596 (Occupational Safety and Health Administration (OSHA)) and DOD Directive 4715.1E, Environmental, Safety, and Occupational Health (ESOH)). Contractor personnel performing services on a DOD installation shall participate in local Voluntary Protection Programs (VPP). Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html.

20.9. Privacy Act. Pursuant to FAR clause 52.224-3, as incorporated, DoD requires agency-specific Privacy Act training as prescribed in DODM 5400.11-R. DODM 5400.11-R also prescribes required actions regarding information and privacy, which are applicable to the contractor and its personnel performing under this contract/order. The regulation may subject the contractor and/or contractor’s personnel to criminal liability under Title 18, Section 793 and 7908 of the United States Code.

20.13. Quality Control and Quality Assurance. In accordance with FAR part 46, and the respective enumerated clauses incorporated in this contract/order, the contactor is reminded that the government may conduct Quality Assurance actions, inspect the Contractor’s Quality Control Plan and records, and take remedial actions as necessary, at any time through the duration of this contract/order.

21.0. Performance Requirements Summary (PRS).

calibration and assessment of all TMDE to ensure operability within acceptable standards.

uncontrollable factors, including but not limited to lead times for shipping equipment to the OEM.

AQL = 100%

Frequency = Random Sampling

Frequency = Random Sampling

Frequency = Random Sampling

Attachment 1. RA TMDE List.

End Performance Work Statement

Source Selection Information—See FAR 2.101 and 3.104DISTRIBUTION: DoW COMMUNITY ONLY

DISTRIBUTION: DoW COMMUNITY ONLY

DISTRIBUTION: DoW COMMUNITY ONLY

Source Selection Information—See FAR 2.101 and 3.104