Lektriever Cabinets PM_PWS _Final 22Jul25.pdf

PERFORMANCE WORK STATEMENT (PWS)

(NON-PERSONAL SERVICES)

FOR

LEKTRIEVER FILE CABINETS SERVICE AND MAINTENANCE

06 JUNE 2025

1. Description of Services.

1.1. Requirement Background. The U.S. Air Force Drug Testing Laboratory (AFDTL) in San Antonio, Texas has a requirement for Lektriever Vertical Carousel Filing System Preventative Maintenance.

The AFDTL utilizes motorized file cabinets (manufactured by Kardex Remstar) in order to efficiently store, manage, and retrieve all files.

1.2. General: This is a non-personnel services contract to provide preventative maintenance for five (5) Lektriever Vertical Carousels (Lektriever), model number SYS-120-1411-NT-US/120S- 1411 MP. 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.

1.3. 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 preventative maintenance as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services.

The contractor shall perform to the standards in this contract.

1.4. Background: Annual Preventative Maintenance Inspection (PMI) for five (5) Lektriever Vertical Carousels (Lektriever), model number SYS-120-1411-NT-US/120S-1411 MP.

1.5. Objectives:

The objective of the PMI is to protect the equipment capability and investment by removing causes of failure, performing routine maintenance and making adjustment to compensate for normal wear & tear before failure occurs. The Contractor shall perform all PMIs IAW the OEM guidelines. The Contractor shall perform two (2) PMIs per year on each item listed in section 1.8. The Contractor shall provide a copy of the PMI schedule to the unit point of contact (POC) within ten (10) business days after contract award. The Contractor shall notify the POC seven (7) business days prior to each scheduled PMI visit. The contractor shall also provide the POC with an inspection report detailing items inspected, the condition, and preventative and corrective maintenance actions taken.

1.6. Scope:

• The Contractor shall provide all inspection and repair services for each Lektriever during hours of operation defined in paragraph 1.13.

• The Contractor shall replace parts required as a result of normal wear & tear for each Lektriever. Cost of parts not covered in this PWS. Contractor will provide 25% discount for all parts required as a result of normal wear and tear. Discount does not include operator error or misuse.

1.7. Period of Performance: The government intends to establish a five-year, firm fixed price BPA.

1.8. Provide preventative maintenance and repair services for the AFDTL’s Kardex Lektriever Vertical Carousel includes the following models and serial numbers:

Five (5) model SYS-120-1411-NT-US/120S-1411 MP Serviceable Item Serial Number 5114 301000297 5115 301000298 5116 301000299 5117 30100030

5093 301000296

1.8.1. Maintenance and Repair shall be performed at a minimum of one (1) time every six (6) months referred to as Preventative Maintenance (PM). The PM shall include a thorough inspection and repair of all units to identify any and all deficiencies which may negatively impact equipment performance. Emergency Maintenance (EM) shall be performed on an as-needed basis during normal duty hours in order to identify operational deficiencies and make any repairs necessary to restore units to fully functioning status. Normal duty hours are defined as6:00 AM to 6:00 PM, Monday – Friday except for federal holiday. Personnel from the authorized call list will contact the contractor who will have no more than 24 hours to provide emergency maintenance services.

Payment for PM and EM will be made via invoicing Government Purchase Card (GPC) after service have been completed and will cover all PM and EM labor hours for the year.

1.9. Parts and Supplies necessary to perform PM and EM will be invoiced in an itemized list after service is completed by the Contractor. Payment for the parts and supplies will be made via invoicing within GPC.

1.10. General Information.

1.11. Contractor Representative. The Contractor shall identify the name and telephone number of the Contractor’s point of contact to the Contracting Officer (CO) in writing prior to beginning performance. The Contractor shall identify in the designation letter any limitations on its representative’s authority to act on behalf of the Contractor. The Contractor shall provide an updated designation letter whenever any changes occur. The Contractor representative may be required to meet with the Government during the performance of this contract at the request of the

CO.

1.12. The Contractor Representative shall respond to a request to meet with the CO within twenty-four (24) hours of notification under routine circumstances.

1.13. Hours of Operation.

1.13.1. Contract performance requirements are governed by the contract. The Contractor shall provide qualified and trained personnel to cover the required hours of performance. Normal hours of operation are 6:00 AM to 6:00 PM, Monday through Friday. Any deviation to these days and times will be only as authorized by the Contracting Officer Representative.

1.13.2. If the Contractor is prevented from performing due to acts beyond the Contractor's control Including emergency base closure the standards in FAR clause 52.212-4(f) and or 52.249-8 as appropriate will be applied to determine if the non-performance is excusable. In the event of an emergency base closure due to weather or other contingency situation the Contracting Officer will notify the Contractor of any changes in performance requirements. The Contractor shall be responsible for instructing Contractor personnel concerning their duty status. Under no circumstances will the Contractor be paid for services not delivered.

2. Federal Holidays: The AFDTL will observe the following federal holidays.

HOLIDAY PROJECTED DATE

New Year's Day January 1 Martin Luther King Jr's Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

Should the official holiday fall on Saturday then the observed holiday is the previous Friday.

Should the official holiday fall on Sunday then the observed holiday is the following Monday.

2.1. The contractor shall provide documentation or records of delivery invoices through Wide Area Work Flow (WAWF) under inspector extension code F2MTTL, and/or via email.

2.2. Services performed under this contract have been determined not to be essential for performance during crisis declared by the National Command Authority.

2.3. Compliance

2.3.1.1. The Contractor shall comply with all applicable Air Force Instructions (AFI), Department of Defense (DoD) Regulations.

2.3.2. Conduct Requirements.

2.3.2.1. The Government will restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the AFDTL and its population.

2.3.2.2. The Contractor shall not use Government facilities or other Government property for personal use or other business not related to this contract.

2.3.2.3. Contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media regarding any subject related to this contract. All inquiries or complaints from the media or other sources shall be immediately relayed to the COR.

2.3.2.4. The Contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the Contractor to remove from performance of this contract on this installation any Contractor employee engaging in such misconduct.

2.3.2.4.1. Name Tags. The contractor(s) shall ensure that its employees wear name tags and uniforms identifying themselves as contractors’ providing services at Government facilities under this contract. Contractors shall wear the nametag in a visible area at all times during work performance.

2.3.2.5. Smoking in AF Facilities. Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas.

2.3.2.6. Joint Base San Antonio (JBSA) Traffic Code. All applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is AFI 31-218(I) and AFMAN 31-116. For a complete listing of all JBSA Traffic Codes and all other applicable traffic policies and procedures, please contact the Contracting Office.

2.3.2.7. Cell Phone Usage. Contractors are advised that DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

2.3.2.8. Base Fire Prevention program. The Contractor will be required to comply with the Applicable Fire Prevention program, for JBSA Lackland the applicable directive is AFI 91-203.

Contact the Contracting Office for a copy of AFI 91-203.

2.3.3. Security.

2.3.3.1. General Security Requirements. The Contractor shall follow all guidelines found in the Security Requirements for Solicitation and Contract clause.

2.3.3.2. Internal Operating Instructions (OI). The Contractor shall abide by the AFDTL’s current OIs for internal circulation control, the protection of resources, and the regulated entry into Air Force controlled areas during normal, simulated, and actual emergency operations.

2.3.3.3. Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume 1, Criminal

Investigations Program (Chapter 2, paragraph 2.7) and Volume-2, Protective Service Matters, (Paragraph 1.2). Contractor shall report to Security Forces any information or circumstances which may pose a threat to DoD or Contractor, resources, or DoD information.

2.3.3.4. Removal of Contractor. The Government, through the CO, reserves the right to require immediate removal from contract performance on the installation or any Government facility, any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way, or that pose a threat of harm to other Contractor/Government personnel or self. Removal under other circumstances will be subsequent to, and at the direction of the CO only.

2.3.3.4.1. If a situation meriting removal occurs as outlined in the previous paragraph, the COR will contact the CO and the Contractor’s representative within twenty-four (24) hours. A meeting may be required with the CO, COR and Contractor representative to discuss further action.

2.3.3.4.2. The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the Government and the Contractor, the decision of the CO will be final. During the period of time between the removal and the final decision of the CO, the Contractor agrees to provide backup/replacement Contractor in accordance with terms of this contract.

2.3.3.5. Government Computer Access Requirements. N/A – Contractor will not access AFDTL computers.

2.3.3.6. No later than ten (10) business days prior to start of contract work, the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the project manager (with copy to contract administrator) listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, SSN, state issued I.D. Card/Driver’s License number, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized program manager will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of following:

(1) Liability Insurance

(2) Current License Plates

(3) Current State Inspection Sticker (If Required)

(4) Valid State Driver License

(5) A phone number for sponsor on base

2.3.3.6.1. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry.

However, current liability insurance, state inspection sticker, and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

2.3.3.6.2. The contractor is responsible for ensuring employees report to the installation Visitor Reception Center, to present their Form I-9 (Employment Eligibility Verification).

2.3.3.6.3. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

2.3.3.7. Entry Procedures to Controlled/Restricted Areas. Contractor personnel requiring unescorted entry to areas designated as controlled or restricted areas by the installation commander shall comply with installation’s access requirements and will possess, as a minimum, a favorable suitability determination. These requirements are contained in AFI 31-101, Integrated Defense for installation access procedures and AFMAN 16-1405, for suitability determinations. The contractor shall comply and implement local base procedures for entry to Air Force controlled areas.

2.3.3.8. Government Data. The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the records management procedures in Air Force Instruction (AFI) 33-322, Records Management Program, Air Force Manual (AFMAN) 33-363, Management of Records, and the Air Force Records Disposition Schedule (AFRDS) located at https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm.

2.3.3.9. Freedom of Information Act Program (FOIA). The contractor shall comply with DoD Regulation 5400.7-R/Air Force Supplement, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material.

The contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFMAN 33-363, Management of Records, or other directives authorized in AFI 33- 364, Records Disposition—Procedures and Responsibilities.

2.3.3.10. Physical Security. The Contractor shall comply with Force Protection Condition (FPCON) procedures, Random Antiterrorism measures (RAMS) and local search/identification requirements.

The Contractor shall safeguard all government property, including controlled forms, provided for Contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

2.3.3.11. Key Control. – N/A – Contractor will not be issued any key access to AFDTL facilities.

2.3.3.12. Additional Security Requirements. NACIs will be IAW Homeland Security Presidential Directive 12 (HSPD-12).

2.3.3.13. Unescorted Entry to Restricted/Controlled Areas. If this contract requires unescorted entry to controlled or restricted areas, The Contractor shall comply with DoD 5200.2-R, Appendix 1, https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm and AFI 31-501, Personnel Security Program Management (Paragraph 3.24). If the performance of this contract requires unescorted entry to a restricted/controlled area, personnel must have a favorably adjudicated NACI investigation. All Contractor employees affected by this requirement must have completed an acceptable submission that complies with all directions for completion, of the investigation request through the government security office within 30 calendar days of Contract Award or Notice of Award. To begin this process, all affected contractor employees must complete within 15 days after Contract Award or Notice of Award Standard Form 85P worksheet that can be downloaded from http://www.opm.gov/forms/pdf_fill/SF85P.pdf. The Contractor shall notify the Contracting Officer Representative (COR) or Government Inspector when the worksheet is complete. The affected employee will then be scheduled by the government for two more appointments to complete the security package. If at any point after submission of the security worksheet, disqualifying information is discovered or developed, the government reserves the right to deny entry to restricted/controlled areas. In this instance the Contracting Officer will notify the contractor of the denial. That individual will not be allowed to perform duties requiring access to restricted/controlled areas. Upon receipt of a favorable investigation results and authorization by the appropriate Commander, the Contractor member will receive appropriate entry credentials for access to restricted/controlled areas, unless disqualifying information is subsequently discovered. In this instance access will be revoked. The NACI adjudication process normally takes 2 to 5 months after submission of the package.

2.3.3.14. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on JBSA Lackland.

2.3.4. Health Requirements and Immunizations. Not applicable.

2.3.5. Hazardous Materials. This PWS does not call for any hazardous material to be provided by the Contractor.

2.3.6. Reports. The Contractor shall submit reports to the COR and/or credentials office (as applicable) for use in monitoring performance. Such reports may include:

2.3.7. Invoicing Process

Report Timeline

Delivery/Purchase Invoices At time of delivery Maintenance service At time of delivery and service completion Parts At time of delivery and installation

2.3.7.1. Contractor Manpower Reporting Application (CMRA): There is no Manpower reporting required for this PWS.

2.3.7.2. Quality Control. The Contractor shall be responsible for quality control for all work accomplished during the performance of the contract. The Contractor shall maintain a Quality Control Plan (QCP) which ensures the requirements in this PWS are met in accordance with Quality Assurance. The government will periodically evaluate the Contractor’s performance http://www.opm.gov/forms/pdf_fill/SF85P.pdf by appointing a Contracting Officer Representative(s) (COR) to monitor performance to ensure services are received and are acceptable.

3. No Government-Furnished Property or Services

3.1. No Government-Furnished Property or Services will be provided for this contract.

DEFINITIONS & ACRONYMS

1. DEFINITIONS AND ACRONYMS:

1.1. DEFINITIONS:

1.1.1. CONTRACTOR. A supplier or vendor awarded to provide specific supplies or service to the Government. The term used in this contract refers to the prime contractor.

1.1.2. 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.

1.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the CO 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.

1.1.4. DAY. Unless otherwise specified in this contract, the word day or days refers to calendar day(s).

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

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

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

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

1.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

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 PMI Preventative Maintenance 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