Attch_2_-_PWS__1_June_2019.docx

FA2487-20-R-0009 Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

FOR

BASE-LEVEL SOFTWARE SUPPORT SERVICES V

PREPARED BY

96 TEST SYSTEM SUPPORT SQUADRON

EGLIN AIR FORCE BASE, FL

1 June 2019

SECTION 1.0

DESCRIPTION OF SERVICES.

1.1 Overview The 96th Test Systems Support Squadron (96 TSSQ) provides management of software, bundled maintenance and database management of commercial software to support 96 Test Wing and Eglin tenant test activities. This responsibility includes providing a contract vehicle for obtaining software support for test systems at Eglin Air Force Base.

1.2 Services. The contractor shall provide software support services to meet customer requirements. These services include purchasing of commercial software, software maintenance, and bundled maintenance. Other related services include filing purchases and license information, database operations and maintenance, report generation, and general support to address software, documentation, and licensing issues.

1.3 Tracking. The contractor shall track and distribute vendor documentation, software updates, and licenses for all customers to include purchases made with the Government Purchase Card (GPC) by customers. The contractor shall provide all materials, information and labor associated with these functions.

1.4 Support. Support shall be provided and will be divided into two areas of importance: 1) Acquire Licenses, Software Maintenance, or Bundled Maintenance, and 2) Database Maintenance, License Monitoring, and Reporting.

1.5 Technical Support Personnel. The contractor shall provide support personnel who possess the experience and training as outlined by subparagraph (a) and (b) below. The contractor will be required to interface with the Government customers and Contracting Officer Representative (COR):

1. A minimum of 3 years of experience with database entry to include use of Microsoft Access.

1. A minimum of 3 years of customer service experience to include both email and telephone communications.

1. A minimum of 3 years’ experience executing purchase transactions to include providing documentation for all software purchases.

1.5.2 Contractor Furnished Equipment. The contractor shall provide any needed office equipment that is not listed in Section 3.0 of the PWS “Government Furnished Property and Services,” to perform duties as outlined in this PWS.

1.6 ACQUIRE LICENSES, SOFTWARE MAINTENANCE, AND/OR BUNDLED MAINTENANCE.

1.6.1 Overview. All USAF mandatory use sources for acquiring software, IAW AFMAN 17-1203 and DFARS 208.74 and DFARS PGI 208.7403

1.6.2 Sourcing. The contractor shall use all USAF mandatory sources when possible. When an item is not available through a mandatory source the contractor shall maintain written records of nonavailability to include but not limited to email notifications, No-Bid quotes received by vendor or any other written notification provided by mandatory source vendors. The contractor shall maintain and retain for the Government, one of the following for verification of prices used in solution development as an estimated cost: a) Commercial price list b) GSA price list or c) Direct vendor quote.

1.6.3 Purchases. Upon receipt of a Task Order duly signed by the Procuring Contracting Officer (PCO) the contractor shall initiate action to purchase software licenses, vendor modifications, upgrades, and/or product improvements based on Government customer requirements in the Task Order.

1.6.4 Invoices. The contractor shall maintain and retain for the Government the paid invoice from vendors for contract cost verification and audit of items maintained. Invoices will be periodically checked by the COR for accuracy.

1.6.5 Documentation. The contractor shall maintain and retain for Government customers all important copies of documentation, such as licenses, key codes, contracts and other support documentation.

1.6.6 Proof-of-Purchase. The contractor shall provide all proof of purchase documentation and warranties to the customer within one week of receipt.

1.6.6.1 Temporary Proof-of-Purchase. The contractor shall provide temporary proof-of-purchase verification for software license purchases (when Government customers need to have licenses immediately due to mission requirements) if available.

1.7. DATABASE MAINTENANCE, LICENSE MONITORING, AND REPORTING.

1.7.1 Overview. The contractor shall maintain the government owned database, Software Acquisition, Licensing, and Support Application (SALSA) that captures key elements of every purchase made on behalf of the Government customers. This database will be used to track expiration dates whereby a user shall be given 120 days’ notice to renew a license or maintenance agreement before it lapses.

1.7.2 Database. The contractor shall maintain the SALSA database that contains the software and/or bundled maintenance inventory and related service information. The Government shall provide both hardware and software required to maintain this database. SALSA is an application that will be downloaded onto the government provided computer used by the contractor.

1.7.2.1 Inventory. The contractor shall maintain the maintenance inventory in the SALSA database for base-lining the Government's maintenance requirements and specific line item pricing for maintained products.

1.7.2.1.1 Inventory Adjustments. The contractor shall identify software and/or bundled maintenance inventory changes (i.e., additions, deletions, and baseline changes) as they occur. The Government reserves the right to upgrade, add, remove, or replace software items before the contractor takes any action to modify the Software and/or Bundled Maintenance Inventory.

1.7.2.1.1.2 Inventory Additions. Adding maintenance items to the Software and/or Bundled Maintenance Inventory Database shall be accomplished as follows:

1. Like items/products shall be added at the current best negotiated price.

1. New items/products will be added to the Software and/or Bundled Maintenance Inventory list (SALSA).

1.7.2.1.1.3 Inventory Deletions. Deleting maintenance items from the Software and/or Bundled Maintenance Inventory Database (SALSA) shall be accomplished by deleting like items/products at a prorated price depending on the amount of time remaining for support based on the established price in the database.

1.7.2.2 First Time Purchases. The contractor shall track and store government purchase records that have future use for renewal under this contract. Using these records the contractor shall respond to customers with adding potential products or services to the inventory database according to the contract.

1.7.3 License Monitoring. The contractor shall track expiration dates of licenses, notify the customers of expiring licenses NLT 120 days prior to license expiration, and coordinate with customers to determine if licenses are still required.

1.8 DEFINITIONS.

1.8.1 Customer - Government organizational representatives who have software licenses, software maintenance, or bundled maintenance requirements.

1.8.2 Bundled Maintenance – Combination of software and hardware maintenance from the original equipment manufacturer for the purpose of reducing overall expense.

1.8.3 PCO – Procurement Contracting Officer

1.8.4 Contracting Officer Representative (COR) – Government individual appointed to ensure contract performance.

SECTION 2.0

SERVICES SUMMARY

0 per Task Order if 1 – 100 items 1 per Task Order if 100 – 500 items 2 per Task Order if > 500 items

SECTION 3.0

GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1 The following is a list of Government facilities and equipment (Base Support) for contractor use under subject contract at contract award. All other equipment, tools, materials, vehicles, containers and supervision shall be the contractor’s responsibility.

DESCRIPTION

Administrative Office Space 5-Drawer Letter-sized Vertical File Cabinet 1 each 3-Drawer Letter-sized Vertical Cabinets 3 each Vertical Supply Cabinet 1 each

Software Acquisition, Licensing, and Support Application (SALSA) software application (government developed) (Government Furnished Information (GFI))

SECTION 4.0

GENERAL INFORMATION

4.1. PERSONNEL.

4.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate shall be designated in writing to the Contracting Officer prior to contract start date. Changes to personnel shall be submitted to the government within 5 workdays of the change. The contract manager or alternate shall have full authority to act on all contract matters relating to the daily operation of the contract. The contract manager or alternate shall be available to meet with the Contracting Officer (CO) or government Contracting Officer Representative (COR) within one (1) hour of request within normal operating hours and two (2) hours after normal operating hours. The contractor shall also furnish after hour telephone numbers for the Contract Manager, Alternate and Quality Control Manager.

4.1.2. Contractor Employees. The selection, assignment, and management of contractor employees is the responsibility of the contractor; however, the contractor shall not employ any individual who is identified as a potential threat to the health, safety, security and general well-being, or operation of the installation’s mission or personnel. Contractor employees shall present a neat appearance and be easily recognized as contractor employees. The contractor shall be responsible to ensure that all Federal, State, County licensing and certification requirements are met and kept current. The contractor shall provide documentation of employee licensing and certification upon request.

4.2. Quality Control. The contractor shall develop and maintain a Quality Control Program to ensure services are performed in accordance with requirements stated herein and commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in Section 2.0, Services Summary.

4.2.1. Quality Control Manager. The contractor shall also appoint an individual as the Quality Control Manager for the subject contract. The Quality Control Manager shall ensure daily operations are on schedule and completed within the requirements of this contract. Contractor quality control procedures and practices shall be independent from government quality control inspections.

4.2.2. Quality Assurance. The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government COR will evaluate the contractor’s performance. The Government will also receive and investigate any complaints from the various customers.

4.2.3 Contracting Officer Representatives. The COR is a representatives of the PCO who will participate in the administration of this contract except where stated. The COR will notify the contract manager when discrepancies occur and the COR will request corrective action. The COR will make written records of discrepancies and will ask the contract manager (or authorized representative) to initial the record. Any matter concerning a change in scope, price, terms or conditions of this contract shall be referred to the CO and not to the COR.

4.2.4. Customer Complaints. All customer complaints will be addressed to the Government COR. The COR will verify and validate each customer complaint with locally acceptable format for each valid complaint received. Complaints will be verified and the contractor will be advised of the validated complaint. The contractor shall have four (4) work hours after notification to correct the discrepancy. The contractor or designated representative shall pick up customer complaints at the Government COR’s office during normal duty hours. The contractor shall note the corrective action taken, including date and time and return completed complaint form to the Government COR. If re-performance is requested and performed satisfactorily, the re-performed task will not count as a defect. Services that were not or cannot be re-performed in an acceptable manner will count against the error rate per Section 2.0 Services Summary.

4.3 HOURS OF OPERATION.

4.3.1. Hours of operation shall normally be between the hours of 0700 to 1600 Monday through Friday. Specific exceptions to these hours are listed in paragraph 4.3.3 and 4.3.4.

4.3.2. Recognized Holidays. No service is scheduled for recognized federal holidays including: New Year’s Day; Dr. Martin Luther King, Jr. Birthday; Washington’s Birthday Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day; Christmas Day.

4.3.3. Hours of Operation Other Than Normal. During emergency situations, i.e., hurricanes, etc. or as directed by the PCO, the contractor shall ensure work areas and products are secure. The contractor may also be required to relocate work products to support mission requirements.

4.3.4. Work Place Access. When access to a work area conflicts with an Air Force mission requirement, the contractor shall schedule his or her work to minimize the disruption. Such scheduling may require work to be accomplished at times during other than normal duty hours.

4.4. SAFETY AND SECURITY REQUIREMENTS.

4.4.1. Employee Identification and Vehicle Passes. The contractor shall ensure all employees requiring access to the installation, to include all ranges and sites, have completed all requirements and obtained authorization from the Security Forces, Pass and Registration, located at the East and West Gate Visitor Control Centers. Vehicles shall be operated in accordance with Base traffic rules and regulations. The Government reserves the right to limit or deny access to the installation as required.

4.4.2. Restricted Areas. During the course of the contract, certain areas/sites may be restricted or closed to contractor personnel. The contractor shall comply with requirements for entry to include signing in or securing an entry badge. The contractor may have to work outside of normal work hours as stated in paragraph 4.3.3 and 4.3.4 to accomplish service in a restricted area.

4.4.3. Physical Security.

4.4.3.1. Government and Personal Property. The contractor shall be responsible for safeguarding all Government property to include Government-Furnished Property listed in Section 3.0. The contractor shall conduct work so that property, personnel, and work areas shall be protected at all times from inconvenience, damage, or injury. In the event of damage of any nature, caused by contractor operations or employees, due to improper protection, precaution, or safety measures, such damages shall be repaired or replaced by the contractor at his expense.

4.4.3.2. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the Government are not lost or misplaced and not used by unauthorized persons. No keys issued to the contractor by the Government shall be duplicated except as authorized. The contractor shall include key control procedures in his Quality Control Plan. Procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. At the close of each work period, Government facilities, property, and material shall be secured.

4.4.3.2.1. The contractor shall immediately report any occurrences of lost, unauthorized use or unauthorized duplication of keys to the PCO and/or Government COR.

4.4.4 Safety Requirements. The contractor must develop and submit a site-specific Safety and Health Plan that addresses in detail the procedures that will be used to determine compliance with the items listed below. The contracting officer will forward the contractor’s safety plan to the 96 TW Safety Office for review. The company’s specific procedures must be attached to the safety plan for review; referencing those documents in the Safety and Health Plan is not adequate and will be returned NOT ACCEPTED by the government.

4.4.4.1. Contractor Safety and Health Program. The contractor shall establish and maintain an acceptable safety and health program. Contractor shall assign a primary point of contact for safety and health issues for on-site operations. Name and phone number must be identified in the safety plan. Compliance with State and Federal Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor. NOTE: The contractor shall comply with Air Force requirements stated or referenced within this document for the protection of government personnel or property.

4.4.4.2. Mishap Notification Procedures per AFI 91-204, paras 2.4.4 and 2.13: Site-specific mishap notification procedures must be listed in the contractor's safety plan. The 96 TW/SE requires the following notification procedures be incorporated into the contractor's safety plan and followed upon mishap occurrence:

The contractor shall notify the 96 TW Safety Office telephonically within one (1) hour after initial notification of mishap or incident involving damage to DoD property or injuries to government or contractor personnel as a result of contract operations. Notify the safety office at (850)-882-2540 extension 3 during duty hours and (850)-883-4020 after hours. The contractor shall provide copies of data related to the mishap, such as contractor’s mishap analyses, test reports and summaries of investigations, to support the government investigation. The contractor shall support and comply with the safety investigation and reporting requirements to include providing results of toxicology test per AFI 91-204, para 2.13. Initial written notification of the mishap must be forwarded within three calendar days to the Contracting Officer (CO) who will forward the report to 96 TW/SEG (Safety Office). A complete report shall be provided within 20 calendar days after the mishap. Mishap notification shall contain, as a minimum, the following information:

a) Contract, Contract Number, Name and Title of Person(s) Reporting mishap

b) Date, Time and exact location of mishap/incident

c) Brief Narrative of mishap/incident (Events leading to mishap/incident)

d) Cause of mishap/incident, if known

e) Estimated cost of mishap (material and labor to repair/replace government asset)

f) Nomenclature of equipment and personnel involved in mishap/incident

g) Corrective actions (taken or proposed)

h) Other pertinent information

NOTE: If requested by contracting officer, the contractor shall immediately secure the mishap scene/damaged property until released by the 96TW Safety Office. If the government investigates the mishap, the contractor and subcontractors shall cooperate fully and assist the government personnel until the investigation is finalized and closed out.

4.4.4.3. Emergency Action Plans: Contractor working on Air Force Installations must comply with 29 CFR 1910.37 and 38, Exit Routes, Emergency Action Plans, and Fire Prevention Plans. Exit routes must be free and unobstructed. No materials or equipment may be placed, either permanently or temporarily, within the exit route. Contractor must develop a written emergency action plan that addresses:

-procedures for reporting a fire or emergency -procedures for emergency evacuation, exit routes -procedures to account for all employees after evacuation

4.4.4.4. Inclement/Severe Weather Plan: Florida is known for its unpredictable weather; therefore, contractors that have personnel that work outside must have a written inclement/severe weather plan for employees to follow. Contractor’s safety plan shall address how personnel will receive weather alerts and the instructions to be followed during inclement and severe weather alerts.

4.4.4.5. Subcontractors. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract to include cooperation and assistance in accident/mishap reporting and investigation.

4.4.4.6. Traffic Safety – AFI 91-207, chap 3: The Contractor must comply with the following traffic safety requirements while on Eglin AFB property and incorporate policy in their safety plan so requirement will be communicated to employees:

-Seatbelt usage is mandatory by all vehicle occupants.

- Hand-held electronic devices such as cell phone or two-way radios will not be used while operating a motor vehicle on Eglin AFB, FL unless it is a hands-free device. A hands-free device is a single ear bud or Bluetooth device that allows the vehicle operator to keep both hands on the steering wheel and eyes on the road whenever the vehicle is in motion.

-Texting while driving is prohibited!

4.4.4.7. Housekeeping: AFMAN 91-203, chapter 2 and EGLINAFBI 32-2001, chap 6: Good housekeeping is necessary to maintain a safe work environment for all employees. Work areas, aisles, passageways and stairs in and around the buildings and structures shall be kept clear at all times. Stairways, corridors and passageways will not be used for storage.

4.4.4.8. Space Heater Usage Requirements – AFMAN 91-203, para 6.2.5: Space heaters must be Underwriters Laboratories (UL) listed, equipped with 1) automatic shutoff device that will shut off the heater if it tips over; 2) overheat protection device, and 3) an automatic thermostat control. Space heaters must be plugged directly into the facility wall receptacle, do not leave unattended when in use and must be unplugged at the end of the day. Do not plug heater into an extension cord.

4.4.4.9. Appliances: AFMAN 91-203, chapters 6 and 8: Appliances that do not have the UL-label or other approved testing facility listing shall not be used. Coffee makers must be plugged directly into the wall receptacle and unplugged at the end of the day. Do not place coffee maker on a combustible surface. Refrigerator and microwave must be plugged directly into the facility wall receptacle.

4.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY. IAW DoDI 3020.37 (Continuation of Essential DOD Contractor Services during Crisis) and aforementioned Air Force implementation, unless otherwise directed by an authorized government representative, it is determined that services as identified in this PWS are NOT essential for performance during a crisis.

4.6 ENTERPRISE-WIDE CONTRACTOR MANPOWER REPORTING APPLICATION. "The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the U.S. Air Force 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/ Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

APPENDIX 1

TASK ORDER PROCEDURES

1. The contractor shall identify customer software licensing and maintenance renewals using the SALSA database and identify any renewals that are due within the next 120 days.

2. Upon identification of renewals, the contractor will notify the customer by email of the renewals that are coming due and customer will determine if they want to renew the license/maintenance.

3. If customer determines that they do want to renew licenses/maintenance they will inform the contractor by email, contractor will then obtain a vendor quote and provide to customer.

4. Upon receipt of quote, customer will have their FM send funds to RN FM, who in turn will maintain a list of all funded renewals.

5. After receiving list of all funded customer renewals, contractor will compile a task order list of renewals to include vendor quote numbers, type, description and quantities of software and source of supply.

6. The completed task order list will be sent to the BLSS PM for validation and validated list along with an IGCE will be sent to Contracting.

7. Contracting will prepare RFP to be sent to contractor for proposal.

8. Upon receipt of contractor proposal and vendor quotes, Contracting will provide proposal to BLSS PM for a technical evaluation.

9. BLSS PM will validate contractor proposal by comparing pricing to previously purchased software and provide explanation of price changes.

10. Once technical evaluation of proposal is complete, Contracting will also request a purchase request from RN FM to fund the task order and prepare SF1449 for award

FA2487-20-R-0009

Attachment 2