Draft Statement of Work.pdf

National Institute of Allergy and Infectious Diseases, Office of Workplace Solutions, Maintenance and Repair Services (MARS)

Statement of Work

1 | P a g e

1. Background

The National Institutes of Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID) is the lead federal organization conducting and supporting scientific research on infectious and immunologic diseases.

NIAID carries out basic, applied, and clinical investigations within its own intramural laboratories and NIAID provides extramural grant, cooperative agreement, and contract support to other research scientists worldwide.

NIAID’s Office of Workplace Solutions (OWS) manages NIAID facilities in Bethesda Maryland and Rockville Maryland and a laboratory in Hamilton Montana. These facilities include both administrative and scientific, with laboratories up to Bio Safety Level 2 in Maryland and 3 and 4 in Montana.

2. Scope of Work

This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract to provide Maintenance and Repair Services (“MARS”) and Office of Workplace Solutions Support (“OWS Support”) to manage NIAID’S federally owned, federally leased, and federally contracted facilities primarily in and around NIH’s campus in Bethesda Maryland and office at 5601 Fishers Lane in Rockville Maryland. Work might also occur at Ft. Detrick in Frederick Maryland and the laboratory in Hamilton Montana.

3. Task Areas

Except for equipment provided by the Government (GFE), the Contractor will provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, inventorying resources, reporting and tracking for facility related items and non-personal services necessary to perform work under the following task areas:

1 - APPLIANCES

Assemble, disassemble, adjust, repair, replace, install, mount, reattach, move/remove/relocate/excess, clean, change batteries/filters, replace light bulbs, and install locks.

Examples of work include: Work on Keurig coffee makers, microwaves, paper towel dispensers, ice machines, refrigerators, freezers, wall clocks, dishwashers, disposals, monitors and displays, air compressors, water chiller systems, commercial kitchen equipment.

2 – SERVICE CENTER OPERATION

Operate the NIAID Workplace Connect Service Center that serves as a central point of contact for OWS space and facility questions and work requests Monday through Friday (except Federal holidays) 7am through 5pm Eastern Time. Service Center staff will enter and categorize all requests in an on-line Archibus software system and Service Center staff will be given access to NIAID and NIH IT systems. Staff will also acknowledge to the requestor receipt of their incoming request within one hour.

Attachment #1 Statement of Work

Statement of Work

2 | P a g e

The Service Center is located in 5601 Fishers Lane in Rockville Maryland, but their work functions may be performed remotely during times of extended telework. Task orders may require all or some operators under this Task Area to be certified facility managers.

3 - DOORS

Clean, maintain, and repair facility doors.

Examples of work include: Clean, repair, resurface, remove marks, repaint, replace missing pieces, reattach trim, return to its track so they can slide, adjust so they will close or open, adjust the closure mechanism, adjust other hardware, install or provide a doorstop, lubricate so they won’t squeak, fix or replace seals along the edge of door, remove and reinstall to fit a large item through, includes repairs to office and lab doors, restroom stall doors, elevator doors.

4 - FURNITURE

Assemble, disassemble, adjust, repair, replace, install, mount, reattach, move/remove/relocate/excess.

Examples of work include: Work on all or parts of chairs, stools, desks, standing desks, workstations, AV desks, workstation dividers, wall panels, whiteboards, bulletin boards, dry erase boards and other types of rewriteable display boards, brackets and mounts for computer hardware, cabinets, filing cabinets, flammable and hazardous material storage cabinets, overhead cabinets, meeting tables, systems furniture, transaction counters, lab benches, lab tables, under-cabinet lighting, task lighting, power strips, shelves on walls/desk/tables/benches, bathroom stall dividers.

5 - FSOB SUPPORT

Provide project management and planner estimator support for complex work requirements and rapid planned projects in support of the NIAID operations. These positions will be certified facility managers.

The PROJECT MANAGER will set deadlines, assign responsibilities, monitor progress of projects and prepare reports for NIAID management regarding project status. Project Managers will exercise their expertise in building systems, building codes, safety and fire codes, IT and AV systems, systems furniture and demonstrate their ability to work within the standards established for Fishers Lane and NIAID. They will also use their expert knowledge of laboratory, vivarium, clinical, and data center spaces to support project management outcomes.

The PLANNER ESTIMATOR will prepare work to be estimated by gathering proposals, drawings, specifications, and related documents. They will identify labor, material, and time requirements by studying proposals, drawings, specifications, and related documents. They will compute costs by analyzing labor, material, and time requirements and resolve discrepancies by collecting and analyzing information. They will present prepared estimates by assembling and displaying numerical and descriptive information and prepare special reports by collecting, analyzing, and summarizing information and trends. They will maintain a cost data base by entering and backing up data.

3 | P a g e

6 - LOCKS AND KEYS

Provide locksmithing services to install and service locking devices, such as door and window locks for cabinets and desks. This work often occurs in conjunction with or at the direction of NIAID Security personnel.

Examples of work include: Create, provide, repair, replace, adjust, install, rekey, lock, unlock locks, key cores, desks, cabinets, doors, storage, and other spaces.

7 – HOUSEKEEPING AND MOVING

Provide housekeeping and moving services. This task also includes snow and ice removal and treatment of areas around NIAID buildings that are not treated by property managers or others.

Examples of work include: Delivery or removal of paper towels/cleaning products/trash/recycling/excess pallets/central printer consumable items, specialized or non-routine cleaning and removal of furniture and appliances and commercial kitchens outside of the normal duties performed by custodians or others.

8 – MECHANICAL REPAIRS

Building and facility maintenance services. This does not include any renovation, alteration, or repair work that is defined as construction under the FAR, including any work that requires engineering or architectural design services to complete or involves painting of real property. It also does not include any work that would fall under NIH Office of Research Facilities (ORF) definitions of renovation, repair, and alteration on buildings that are owned by NIH or other federal buildings.

This does not include repairs to laboratory scientific technical equipment that requires a specialist. That work is performed under task 11.

Examples of work include

ELECTRICAL – Repair, install, relocate electrical power outlets, plugs, receptacles, light switches, emergency power, UPS systems, AV equipment, and IT cables that serve laboratories, offices, and kitchens.

LIGHTING – Replace, bulbs, lamps, ballasts, fixtures, and switches.

PLUMBING – Purchase, unclog, replace, repair, install, removal of faucets, sinks, drains, filters, waterlines, bathroom fixtures, drinking fountains, garbage disposals, hot water heaters, ice machines, condensers, and purification units.

9 - ROOM AMENITY

Provide workplace room convenience and amenities.

Examples of work include: Procuring and installing or removing hooks to hang lab coats, miniblinds, computer monitors, shred bins, wall racks, CO2 tanks, hand sanitizer stations, lights, light control fixtures, light switches, thermostats, and hang decorations (an employee’s certificates, plaques, paintings, etc).

4 | P a g e

10 - SURFACES

Provide maintenance services for surfaces of ceilings, floors, windows, and walls.

Examples of work include:

CEILING - Purchase, replace, patch, reattach tiles, and other types of ceiling surfaces and return grills.

FLOORING – Purchase, install, replace, repair, protect, and clean tile, carpet, rugs, and walkway surfaces.

GRAPHICS (SIGNAGE) – Remove, install, replace signage on doors, workstations, offices, laboratories.

PAINT – Patch, prepare, paint surfaces, including touchup of doors, door frames, walls, ceilings, rooms, halls.

WALLS – Repair or installation of insulation materials, drywall, Transwall, temporary or permanent partitions, and other wall surfaces.

WINDOWS - Installation or removal of window trim, covering, and or film.

11 - LABORATORY EQUIPMENT REPAIR

This includes repairs to laboratory scientific technical equipment that require a specialist. This task area does not include maintenance and repair of Beckman Coulter, Inc. laboratory equipment that is covered by contract number HHSN-263-2018-00021I.

Examples of work include: Installing, adjusting, connecting, repairing, calibrating CO2 meters, tanks, and supply lines, liquid nitrogen meters, tanks, and supply lines, microscopes, thermomixers, live cell incubators, vacuum lines and regulators, cell culture hoods, exhaust hoods, balances, centrifuges, shakers, pipet aids, HEPA filtration systems, spectrophotometers, pH meters, plate washers, deionized water systems, bio safety cabinets, lab refrigerators, liquid nitrogen freezers.

12 – IRREGULAR AND EMERGENCY WORK

To respond to problems that arise that cannot be predicted or planned, and to perform emergency repair and draft a proper plan for long-term repair. These work requests will cover the time and materials to respond and evaluate the problem and may include any of the services that fall under the other task areas.

Examples of work include: Responding to reports of plumbing or electrical outages or workstation, meeting room furniture problems, and addressing work requests that include large and unpredictable material costs including replacement doors, office shelving, and appliances.

4. Task Order Types

Task Orders awarded under this contract may be issued as firm-fixed price (FFP) or time and materials (T&M) as defined in FAR Part 16. Costs will be applied to individual task order types as follows:

5 | P a g e

Firm Fixed Price (FFP)

The Government will issue a firm fixed price task order for all work where the duration, scope, and price can be reasonably estimated. The quantity of hours of each labor category will be multiplied by the loaded hourly rates listed in this schedule and the cumulative extended total of all hours will define the fixed price labor amount for the task. The amount negotiated for travel and Other Direct Costs (ODCs) will be added to the total labor amount to arrive at the task order total fixed price. Partial payments may be negotiated based on the completion of milestones.

Time & Materials (T&M)

The Government will issue a T&M task order only when it is not possible to accurately estimate the extent or duration of the work or anticipate costs with any reasonable degree of confidence. This type of task order may be common for services under Task Area 12 – Emergency Work. The services will be acquired based on the direct labor hours at the fixed hourly rates specified in this schedule and actual costs for materials. Material and equipment rates will be proposed at GSA scheduled rates or fair market rates and subject to Contracting Officer determination of fairness and reasonable.

The quantity of hours ordered of each labor category will be specified as deliverable hours billable at the rates specified in this schedule or lower as negotiated. ODCs will be independently estimated for each task order.

The cumulative extended total of all labor categories ordered plus travel and ODCs will define the task order ceiling price for T&M task orders. The Government will not reimburse the Contractor for costs incurred beyond the ceiling price, for hours not delivered, for work performed in excess of the ordered labor pool amount, or for travel and ODCs exceeding the ordered pool amount. Labor dollars will not be used to pay for ODCs nor ODC dollars used to pay for labor without a modification to the task order.

5. Period of Performance

The period of performance will be one year and four (4) one-year option periods.

i) Base Period May 13, 2022 to May 12, 2023.

ii) Option Period 1 May 13, 2023 to May 12, 2024.

iii) Option Period 2 May 13, 2024 to May 12, 2025.

iv) Option Period 3 May 13, 2025 to May 12, 2026.

v) Option Period 4 May 13, 2026 to May 12, 2027.

6. Work Order System

Some task orders will utilize a Work Order System. The task order will identify when that system will apply.

For those orders, the NIAID Workplace Connect Service Center will notify the Contractor via e-mail when services are requested. The Service Center assigns each work request a unique identifying tracking number and will describe the problem to be addressed. The Contractor must notify the Service Center staff within two hours upon completion of the work order request.

6 | P a g e

7. Ninety-day Transition Period

Post Award Conference: 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.

A 90-day transition period will be required for ramp up and ramp down, during which the incumbent will assist the follow-on vendor in an orderly transition as they become familiar with the performance requirements to commence full performance of services on the contract start date. The transition period will involve coordination to ensure all Government Furnished Equipment (GFE) and other physical property issued during the lifecycle of the contract to include items transferred from previous awarded vendor are returned to the Government.

Reporting on the status of all GFE will be provided 1 month prior to the end of the period of performance.

When this contract expires or is otherwise terminated, the incumbent must cooperate with the incoming Contractor during a phase-out period. For planning purposes, the incumbent must assume a phase-out period of 90 days.

During this phase-out period, the incumbent must assist the Contracting Officer's Representatives (CORs) or designee and the incoming Contractor for a seamless transition in operations and maintenance with no adverse effect on the building occupants; provide the successor Contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor Contractor on methods of accessing and programming any automated and manual control systems; and show the successor Contractor where all archived programs and systems literature is maintained. On the last performance day of the contract, the incumbent must turn over to the COR or designee all Government owned keys and identification badges or cards.

8. General Contract Information

Hours of Operation: The Contractor is responsible for conducting business between the hours of 6am to 6pm (except for the Service Center task) Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directives. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW.

Physical Security: The Contractor will be responsible for safeguarding all Government owned equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials will be secured.

Key Control: The Contractor will 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. Keys issued to the Contractor by the Government will not be duplicated. The Contractor must develop procedures covering key control that must be included in the Contractor Quality Assurance/Quality Control (QA/QC plan or “QCP”). Such procedures must include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor must immediately

7 | P a g e report any occurrences of lost or duplicate keys to the COR and Contracting Officer and bear the cost of necessary replacements. In the event keys are lost or duplicated, the Contractor must, upon direction of the Contracting Officer and COR, 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 rekeying or the replacement of the lock or locks will 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 must be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor must prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor must 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.

Lock Combinations: The Contractor will establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor must ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures must be included in the Contractor’s QCP.

9. General Contractor Personnel Information

Contractor personnel performing work under this contract must have a current NIH security clearance and NIH PIV badge within 60 duty days of contract award and must maintain the level of security required for the life of the contract. The personnel needed to perform these duties must have a non-disclosure agreement on file with NIAID. All workers will be required to meet all NIH certifications to work in the Government facilities.

Any ramp-up personnel provided that are not vetted by NIH will need to be escorted or oversight provided by at least one Contractor key personnel. Any additional badging will be determined on a case by case.

Appropriate dress is required. Appropriate means within the parameters below or an approved uniform.

1. Shirt with minimum 4” sleeve, clean with minimum wear, no tears or holes, and no unapproved or inappropriate stenciling.

2. Work pants or jeans clean with minimum wear, no tears or holes.

3. Appropriate work shoes and socks, clean with minimum wear, no tears or holes.

Persons are also required to have identification daily as to which company they are with by wearing a garment that clearly displays the company logo, or an official company name tag. Professional appearance and good hygiene are required.

All employees must be certified to work on systems in their work description where required and expected to be immediately available to perform work up to the estimated hours per year. Training or certification might be required by the Government prior to the Contractor working in some facilities and laboratories.

Identification of Contractor Employees - All contract personnel attending meetings and answering Government telephones will conform to NIAID policy regarding email titles and notices when using Government networks, 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 that they are Government officials. They must also

8 | P a g e ensure that all documents or reports produced by their staff are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Subcontractors working in the 5601 Fishers Lane leased facility and other leased facilities must have a certificate of insurance (COI) on file with the property management company before working on the premises.

10. Contractor Key Personnel

General Requirements: The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor must notify the Contracting Officer and submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation, including resumes, of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

Key personnel must be able to communicate effectively in English, including the ability to speak English fluently, read and comprehend written English, and compose coherent written reports in English and interact with scientific and administrative staff daily as consistent with 29 CFR 1606.7.

Key personnel are required to have a company email address and phone. Key personnel are to use out of office reply messages that indicate an alternate contact person when out of the office.

Key Personnel Positions:

Onsite Program Manager

(Estimated up to 1880 hrs.) – Minimum 1 person with at least 10 years’ experience as a supervisor and at least 7 of that must be in the field of Facility or Construction Management. A background in facility maintenance work and a clear understanding of small-scale business operations run within a Government contract vehicle.

This person should possess demonstrated business administration proficiency, operations management experience, and an understanding of Government processes. The person will be the Contractor’s lead point of contact for all issues related to the contract and staff. This function will fit inside of OWS and will be part of the senior team of the Contractor’s staff. Their role will be to communicate and coordinate all OWS contract goals and objectives. This person will act as the Quality Assessment and Quality Control staff member for work output and performance of Contractor staff.

Project Manager

(Estimated up to 1880 hrs.) - Minimum 1 person with at least 7 years of experience in repair, maintenance and alterations and technical related office work as described in the scope of services, a minimum of 5 years of this person’s experience will be in the management of such trade and technical personnel. In addition to the key personnel requirements, this person will be expected to work unsupervised and in a professional manner. The expectation is to initialize communication with the end-user about the assignments, update progress regularly, and close the communication, documenting completion and the attainment of reasonable results with the assignment. When needed this person may provide work reception and routing. This person will also track billable units of labor, equipment and material used, payroll, attendance, vacations, disciplinary problems, or

9 | P a g e other issues inherent to the employment under this contract. This person may develop scopes of work, provide estimates, create and manage schedules, and submit invoices. These hours will include any office overhead pertinent to the work.

11. 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 to maintain contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of within contract scope technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify 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 regarding 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 contract.

12. Other Costs

Contractor Travel: If the Contractor is required to travel in the performance of this contract, the Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires prior Government approval/authorization and notification to the CO.

Training: The Contractor will adhere to all OSHA and NIH safety guidelines and provide appropriate and updated training as prescribed by Government policies. Work hours for non-required NIH training are not billable. Work hours for required NIH training are billable.

13. Data Rights

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract will be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

14. Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5.

10 | P a g e

The Contractor will notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and will promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

15. Government Furnished Non-Accountable Property

The Government will provide a desk space. The Government may also provide workshop space in 5601 Fishers Lane for staging materials (at 180 SF) and/or leased shop space located at Suite 5A 12712 Rock Creek Mill Road (at 3,000 SF). These spaces can only be used for NIAID work and the task order will identify whether they are included. The spaces must be kept tidy for the safety and health of workers and others. The Government will conduct random inspections to ensure compliance.

Parking spaces will be provided for two vehicles required for contract support.

16. Government Furnished Accountable Property

The Government may provide accountable property, defined here as property that requires an NIH Property Tag or vehicle registration, to the Contractor to complete task order level work. These items may include a desktop computer and a minivan. Government-owned and leased vehicles may be used only for official purposes.

These accountable items will be listed in Schedule II-A forms that will be included with each task order.

Accountability for the items listed in Schedule II-A may also be transferred from the predecessor Contract No.

75N93021P00821 to this contract.

Title to this property remains with the Government.

17. Contractor Acquired Government Property

Property can be purchased with contract funds for use in direct performance of the contract with the Contracting Officer’s written prior approval, based on contractor-furnished prices and evidence of competition. Equipment needed for the work of this contract may be invoiced in actual cost as applied to the applicable invoice period. Schedule I-B is used for tracking this property, and is included as an attachment to this contract.

This equipment will be considered Government furnished equipment (GFE) and will be considered Government property until such time that the Government deems otherwise at its convenience.

Upon completion of this contract, the Contractor agrees to furnish to the Contracting Officer a final, updated inventory schedule covering all Government Property furnished or acquired for use in the performance of this contract.

11 | P a g e

18. Contractor Furnished Items

The Contractor will furnish all supplies, equipment, facilities and services required to perform work under this contract except those that are identified as Government furnished.

19. Reporting

Task order may include the following:

Monthly Report

The Contractor will submit a monthly summary report to the COR by the tenth (10th) of each month summarizing the work completed for the previous month. This report will provide invoice backup data, current draw down amounts, project amounts available for the months remaining in the task order; labor categories, rates and quantities of labor hours by staff members, total amount billed for every project or task, and the deliverables produced by every staff member under each task. This report, along with reviewing the progress of each month’s work activities, will be used to measure the performance of the Contractor.

Quarterly Progress Report

This report will include a description of the activities during the reporting period, and the activities planned for the ensuing reporting period. The quarterly report will also include an itemized GFE list. The first reporting period consists of the first two months of performance plus any fractional part of the initial month.

Thereafter, the reporting period will consist of every three months. The first report will be due on or before the 15th calendar day following the first reporting period as instructed above. Thereafter, reports will be due on or before the 15th calendar day following each reporting period. The report will be delivered to the COR and CO electronically.

Annual Progress Report

This report will include a summation of the results of the entire contract work for the period covered and an itemized GFE list. An annual report will not be required for the period when the Final Report is due. The first report will cover the first full 12 months of performance and will be due on the anniversary date of the contract or the option anniversaries, if exercised. The report will be delivered to the COR and CO electronically.

Final Report

This report is to include a summation of the work performed and results obtained for the entire contract period of performance. This report will be in sufficient detail to describe comprehensively the results achieved. An annual report will not be required for the period when the Final Report is due. The final report will be due on or before the contract completion date. The report will be delivered to the COR and CO electronically.

12 | P a g e

20. Contractor Quality Assurance/Quality Control (QA/QC)

The Government will not exercise any supervision or control over Contractor employees performing service under this contract. Such Contractor personnel will be accountable solely to the Contractor, who, in turn, will be accountable the Government’s CO, CS, and COR.

Timely performance and appropriate surveillance methods

The Contractor will manage the total work effort associated with the services required herein to ensure fully adequate and timely completion and permit tracking of work in progress. Such management includes planning, scheduling, cost estimating and accounting, report preparation, establishing and maintaining records, and quality control and adherence to the deadlines and deliverables as necessary for successful outcome of the work as defined by the Government. The Contractor will provide staff with the necessary management expertise to assure the performance of the required work.

Services performed under this contract will be subject to review by the Government. During performance of this work hereunder, the COR and the Contractor will jointly review the progress of each month’s work activities. The review will include discussions of any problems encountered and possible solutions to each problem. Recurring problems will be documented by the COR and forwarded to the CO.

Quality Control (QC): The Contractor must develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this SOW. The Contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. This QCP may be modified as applicable during the performance period after written acceptance by the COR of any proposed changes.

Quality Assurance: The Government will evaluate the Contractor’s performance under this contract. The Contractor must provide quality services and management oversight of all processes. The Contractor must provide accurate data/reports and meet contract objectives. The Contractor must successfully integrate and coordinate all activity needed to execute the task order, including the timeliness, completeness and quality of problem identification, corrective actions plans, proposal submittals, timely identification of issues in controversy, effective/responsive management of employees and subcontractors, customer satisfaction, and professional and ethical behavior of the Contractor management personnel.

21. Evaluation of the Contractor’s Performance

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 will be taken to resolve outstanding issues. These meetings will be at no additional cost to the Government.

The COR may direct the Contractor to remove any employee performing under this contract who is deemed incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, whose continued deployment to NIAID facilities is inconsistent with the best interest of the mission of the NIAID, or for reasons of conduct/misconduct.

13 | P a g e

Satisfactory performance of the contract will be deemed to occur upon completion of the work described in the Statement of Work, and upon delivery and acceptance by the Contracting Officer, or duly authorized representative, of the following items specified below and as described in the Statement of Work. Any additional reporting requirements and deliverables beyond the base contract will be defined in the Task Order.

22. Additional Requirements

Applicants selected will be subject to a Public Trust background security investigation and may need to meet eligibility requirements for access to sensitive information.

Customer service attributes are required in this role for the Contractor to be successful. Therefore, the program manager will ensure that customer service behaviors, knowledge, follow through, verbal and personal engagement with NIAID staff are properly understood and carried out.

The applicant may be asked to work collaboratively with other contracted staff, either within OWS or other NIAID or NIH organizations, to meet the requirements of the Government. Therefore, supportive teamwork, professional demeanor in behavior and appearance are required and will be considered as part of the performance measure for the overall work.

The program manager is also requested to provide an overview and orientation of OWS, its working culture, and in general the innate differences between roles and responsibilities of federal staff and contracted staff.

Both federal and contracted staff are important to the operations of the Government, but due to various requirements, the roles are not interchangeable. Onboarding orientation will also be provided by OWS to assist with transition.

If the Contractor chooses to replace a staff member, notification to the Government in advance is needed, and accompanied by a transition plan that defines the work re-distribution to occur almost immediately.

When a key member of the contracted team is out of the office, appropriate coverage of their duties by a named individual is necessary and required to be an individual who is knowledgeable about the work needed.

The name of this individual will be emailed with the duration of time.

The Government also requests that any contracted staff who work with OWS on site display the following behavioral competencies to ensure appropriate fit and effectiveness within the OWS and NIAID environments.

These behavioral competencies include accountability, attention to detail, collaboration, continuous learning and self-development, initiative, planning and prioritization, resilience, teamwork and customer service.

23. Definitions and Acronyms

Definitions:

CONTRACTOR: A supplier or vendor awarded a contract or task order to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

14 | P a g e

CONTRACTING OFFICER (CO): 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.

CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointments must be in writing and state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if 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.

DELIVERABLE: Anything that can be physically delivered but may include nonmanufactured things such as reports.

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 SOW. 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.

PHYSICAL SECURITY: Actions that prevent the loss or damage to Government property.

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

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of the Contractor’s performance.

QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of a product or service will meet the contract requirements.

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

WORKDAY: The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK: Monday through Friday, unless specified otherwise.

Acronyms:

CO - Contracting Officer

CONUS - Continental United States (excludes Alaska and Hawaii)

COR - Contracting Officer Representative

FAR - Federal Acquisition Regulation

FTE - Full Time Equivalent Employee

15 | P a g e

HIPAA - Health Insurance Portability and Accountability Act of 1996

OCI - Organizational Conflict of Interest

OCONUS - Outside Continental United States (includes Alaska and Hawaii)

POC - Point of Contact

PRS - Performance Requirements Summary

SOW - Statement of Work

QA - Quality Assurance

QAP - Quality Assurance Program

QASP - Quality Assurance Surveillance Plan

QC - Quality Control

QCP - Quality Control Program