Draft PWS_ Columbus MEPS_Electronic Filing System.pdf

DRAFT PERFORMANCE WORK STATEMENT (PWS)

HQ, United States Military Entrance Processing Command (USMEPCOM)

Columbus MEPS Electronic Filing System Lektriever

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Electronic Filing System installation and relocate the replaced filing cabinets to another office on the same floor. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Electronic Filing System installation and removal of current high density mobile storage unit.

The contractor shall perform to the standards in this contract.

1.2 Background: Work is required to install 1 each new Lektrievers and removal of current high density storage unit.

1.3 Objectives: To provide installation, warranty and removal of current high density mobile storage unit services of Electronic Filing systems for Columbus MEPS.

1.4 Scope: The scope of this contract consist of equipment purchase, installation of electronic filing system, removal of current high density mobile storage unit, and inside delivery of new Lektriever equipment. The contractor shall perform all work during normal business hours 0800am-400pm. The contractor shall accomplish these services within 120 days of awarded contract.

1.5 Period of Performance: Equipment and removal of current high density storage unit shall be completed within 120 days of awarded contract.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Services will not occur on the following holidays below. However, for special projects it may be necessary to conduct activities during this period to avoid unnecessary system outages during normal business hours. Proper coordination must be made with the point of contact (POC) to ensure that USMEPCOM personnel are available to support and allow access. Legal Federal holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800am-400pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Columbus MEPS, 775 Taylor Road, Gahanna, Ohio 43230.

1.6.6 Type of Contract: FFP

1.6.7 Security Requirements: Upon entering the government facility, all personnel employed by or representing the contractor in the performance of this contract shall abide by all USMEPCOM security procedures that are in effect. No contractor employee will be permitted on the installation/facility if his/her presence is deemed by the security guard or MEPS Commander to be detrimental to the security of USMEPCOM. Contractor workforce shall comply with all personal identification verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract awarded hereunder, should the force protection condition (FPCON) at any individual facility or installation change, the government may require changes in the contractor security matters or processes. The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.1.1. Reserved

1.6.7.1.2. Reserved

1.6.7.1.3. Reserved

1.6.7.1.4. Reserved

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The follow personnel are considered key personnel by the government: Program Manager, Installation Supervisor and Installers. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. 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 or alternate shall be available between 800am-400pm, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are in compliance with industry standard.

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contract personnel will be required to obtain and wear access badges in the performance of this contract.

1.6.12 Reserved.

1.6.13 Reserved.

1.6.14 Reserved .

1.6.15 Reserved.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide personnel to escort contract employees into Columbus MEPS to perform installation and removal of equipment.

3.2 Facilities: The Government will provide access to area equipment will be installed.

3.3 Utilities: The Government will provide access to electrical outlets. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: N/A

3.5 Materials: The Government will provide any applicable Standard Operating Procedures and Policies for the contractor’s use in performance of tasks outlined in this PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials. The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The contractor shall provide services for installation and warranty service of Electronic Filing System Lektriever for Columbus MEPS.

5.1.1 Quantity: 1 new vertical carousel unit. (Model # RS180.1.6.305.13)

5.1.2 Unit must provide a manual drive crank capable of moving the carriers in case of electric outage for easy access to content within the unit. Unit must be able to be manually driven by one person and come with a movable work counter (standing at 39.37”, light gray finish).

5.1.3 Overall size of the unit width 136.8”W x 9’ 4.6” H x 64.2”D (76.8” w/stainless steel work table) and qty. (104) 24”D x 13.5”W x 9.5H storage totes.

5.1.4 Unit will have 13 lateral carriers. (Carrier size112.2”W x 24.7”D x 10.35”H clear) 397 lb. capacity per carrier 215.9 cu. Ft /250.3 sq. ft. of storage provided per unit and 220V 3 phase power.

5.1.5. Computer Interface– Up and Down keys for manual rotation (carrier selection), 3-digit LED shelf level display, Numeric key pad for carrier selection by shortest route, Programmable carrier offset, Start/restart, stop interrupt buttons, System error indicator. Key board to be mounted into right front exterior of unit.

5.1.6. Unit will have a bi-parting security door with an integrated key lock.

5.1.7. Unit shall have self- balancing design such that units will not jam, tilt or skew, or otherwise become inoperable due to heavy shelves, empty shelves or uneven loading.

5.1.8. Unit shall have an automatic on/off interior task lighting integrated into the unit.

5.1.9. Unit shall be self-contained and not require any building modifications to install (i.e. subfloor).

Vendor shall be responsible to insure fit, form, and function of the file system including operator access within this room while maximizing capacity in LFI. The units shall allow entry and exit access, and adequate access to the transaction counter of the units.

5.1.10. Materials-This high density vertical system shall be of high quality steel construction with an automotive grade painted finish.

5.1.11. Electrical-Unit to plug into existing 110 volt wall outlet or hard wired into the outlet.

5.1.12. Colors-Standard color or colors of light gray.

5.1.13. File Size needs to be letter end tab folder.

5.1.14. Contractor services shall be offered through an office that has a 24-hour turn-around time and must be assured and guaranteed on all requests for service. The installation and service must be performed by local factory trained and authorized qualified individuals.

5.1.15. Contractor must include Preventive Maintenance Services every 6 months for the duration of the 2 year warranty period.

5.1.16. Training- Contractor shall provide initial training to government system administrator, upon setup and training materials.

5.1.17. Documentation- The contractor shall provide complete documentation, all manuals, drawings and schematics of installed equipment. The contractor shall provide all necessary information and software documentation, so that the government can program and repair the system independent of the contractor, after the government inspects, accepts and takes ownership of the equipment.

5.1.18. Cleanup- The contractor is responsible for cleaning up the area and to return it to the condition it was found. Any damages to the facility will be repaired by the contractor at their expense.

5.2. Service Request Procedures: The contractor shall describe in writing its process to request maintenance, training, and emergency repair warranty services upon contract award.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.0 Contractor Management Reporting (CMR): Contractor Manpower Reporting. The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the [NAMED COMPONENT (e.g., Department of the Army)] via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services. Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than December 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website at http://www.ecmra.mil. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement”.

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Montgomery MEPS Electronic Filing System Lektriever

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

5.1 Within 7 business days of awarded

contract

Meet 100% Rework at no expense to the Government

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

5.2 Service Request Procedures

Once 1 Written Document MEPS POC