PWS - 90 EWO TS Copier.docx

PERFORMANCE WORK STATEMENT FOR

90 OPERATION SUPPORT SQUADRON (OSS) XEROX COPIER

ROUTINE MAINTENANCE AND REPAIR

F.E. Warren AFB WY 3 Mar 19 Solicitation No.:

Contract No.:

Contract Title: 90 OSS Xerox Copier Routine Maintenance and Repair

90 OSS Xerox Copier Routine and Emergency Maintenance Table of Contents Table of Contents

PERFORMANCE WORK STATEMENT

DESCRIPTION OF SERVICES

1.1. General Description. The contractor shall provide all parts, tools, equipment, materials, transportation, personnel, labor, supervision, and management to perform routine and emergency maintenance and repair services on XC70G with Br Book Maker and Two Tray OHCF (S/N E2B024289)

1.2. Scope. The contractor shall provide routine maintenance and emergency repair services for the Xerox MFDs identified on Appendix 1. This includes the combined ability to print a total of 150,000 black and white and 10,000 color pages per year on the copier. The Contractor is responsible for providing all parts, toner and filters, as well as all needed repair services for covered devices (excluding paper and staples).

1.3. Location. Service will be performed at 90 OSS EWO, Building 1292, Room 155A, 7500 S Frontier Rd, F. E. Warren AFB, WY 82005.

1.4. Hours of Operation. All work will be performed between the hours of 0730-1630 Monday through Friday. Federal holidays will be observed as specified in section 4.5.1 of this PWS. Hours of operation is not limited to if repair is needed.

1.5. Operational Requirements and Specific Tasks

1.5.1. Initial Inspection. An initial inspection shall be conducted by the contractor within 30 calendar days of contract award. The initial inspection is to allow the contractor to develop a maintenance plan.

1.5.1.1. The initial inspection will allow the contractor to inspect equipment and to research the corresponding equipment manuals for manufacturer recommended maintenance requirements. The manufacturers recommended preventative maintenance requirements for each piece of equipment shall be identified in the 1.4.2.1. Preventative Maintenance Inspection (PMI) Plan.

1.5.2. Routine Maintenance. The contractor shall perform on-site scheduled maintenance in accordance with industry standards and equipment manufacturer’s recommendations.

1.5.2.1. PMI Plan. Within 15 business days following the initial inspection, the contractor shall submit a maintenance plan to the COR for approval. The contractor shall develop and maintain a PMI plan that includes all of the required inspections, tests, and services, for the Xerox C70 and equipment that is internal to the machine. The contractor shall submit the PMI plan to the Contracting Officer and the designated 90th Operation's Group (OG) IT System Administrator or 90 OSS POC for acceptance, no later than five workdays prior to the contract start date. A new plan shall be submitted five workdays prior to any option being exercised.

1.5.2.2. Preventative Maintenance. The contractor may be asked to clean the machine and also check and replace deteriorating parts. These requests will be submitted as non-urgent repair calls. These requests will not exceed 4 requests per device per year. The contractor shall include quarterly software patch updates for each hardware item (or notification that there is no updated patch) any software patch update must be approved by the 90 OG IT Systems Administrator, 90 OSS POC or 90th Communications Squadron. Additionally, the Contractor shall provide to the Government any critical patch updates or security updates for each maintained hardware item within five (5) business day of its release. The contractor may increase the frequency of Preventative maintenance, in an effort to minimize repair requirements, at the contractor’s discretion and at no additional cost to the Government. If at any time the contractor is unable to respond to cleaning or patch requirements, the contractor shall notify 90 OG IT Systems Administrator or 90 OSS POC.

1.5.3. Repairs. The contractor shall perform on-site repair services as required. Upon arrival to F. E. Warren AFB, the contractor shall contact 90 OG IT Systems Administrator or 90 OSS POC if machine requires updating or preventative maintenance. For service calls placed by 90 OG IT Systems Administrator or 90 OSS POCs the repair person can proceed to the device location. Repair services shall be performed in accordance with industry standards and equipment manufacturers’ recommendations.

1.5.3.1. Repair Delays. If the contractor is unable to perform same-day repairs, due to circumstances beyond their control (e.g. awaiting parts), the contractor shall notify the 90 OG IT Systems Administrator or 90 OSS POC of the delay and provide an estimated repair date.

1.5.3.2. Repair Service Calls. Designated 90 OG IT Systems Administrator or 90 OSS POC will place service calls to the contractor when equipment repairs are necessary. Calls will be divided into 2 categories:

1.5.3.2.1. Immediate Attention Requested (when the device is not functioning and is in a location with no reasonable alternative, or when print quality is at a level that is not acceptable for the documents generated).

1.5.3.2.2. Non-Immediate Request (print quality issues that are passable, a workaround is available, or if an alternative printer is available to users). The contractor shall respond to Immediate Attention Requested service calls within four hours after receipt of the service call and work continuously until repairs are completed at no additional cost to the Government. Repairs will be done between the hours of 7:30 a.m. to 4:30 p.m. Monday through Friday, except Federal Holidays. The contractor shall acknowledge receipt of Non-Immediate Requests within one (1) hour if placed via a web site, or e-mail. Subsequently the contractor shall provide a repair window for non-immediate requests that shall not exceed three (3) business days for the required service.

1.5.3.3. Service Call Authorization. Upon contract award, the Contracting Officer will provide the contractor with a list of Government personnel authorized to place repair service calls, and the contractor shall only accept service calls from authorized personnel. If the contractor receives a service call from anyone other than authorized personnel, the contractor shall advise the caller to contact authorized personnel. The Government will not be responsible for calls placed by individuals other than those authorized by the Contracting Officer.

1.5.3.4. Repair Service Report. The contractor shall provide 90 OG IT Systems Administrator or 90 OSS POC a legible service report prior to leaving the facility after completing repairs. The 90 OG IT Systems Administrator or 90 OSS POC will sign the service report. Failure to provide a service report may result in delay of contractor payment. Service reports shall include the following information:

a. Type of service (e.g. routine, service call, PMI, equipment upgrade).

b. A description of all services performed during visit.

c. Working status of repaired equipment.

d. List of parts purchased and/or ordered, including part number and cost.

e. Suggestions for improvement and efficiency of exercise equipment operation

f. Signature and date of contractor personnel performing services.

1.5.4. Replacement Parts and Materials. The contractor shall purchase all parts and materials required to ensure the proper and safe operation of the machine covered under this contract. Only new standard parts, or parts of equal quality, shall be used for repairs. The contractor shall provide the 90 OG IT Systems Administrator or 90 OSS POC an estimated date of repair for equipment awaiting parts.

1.6. Payment.

1.6.1. Invoicing. The Contractor shall register and submit invoices through 90 OG Resource Advisor monthly.

1.6.2. Initial Inspection Fee. There’s no requirement for initial inspection fee.

1.6.3. Preventative Maintenance/Inspections Monthly Fee. The monthly fee shall include preventative maintenance and inspections as identified in the PWS and the Contractor’s maintenance plan. In addition, the fee shall include parts required for preventative maintenance/repair and items (such as belt, etc.) used in performance of the maintenance/repair.

1.6.4. Equipment Replacement Parts. Replacement parts shall be provided by the contractor for all repairs.

1.6.5. Maintenance Plan Features.

1.6.6. Term. 60 Months

1.6.7. Supplies. Consumable supplies included for all prints.

1.6.8. Volume Band.

1.6.8.1. Color Impressions – unlimited prints or 10,000 prints per month.

1.6.8.2. Black and White – unlimited prints or 1,50,000 prints per month

SERVICE SUMMARY (SS).

SS-1

Initial Inspection and Maintenance Schedule

SS-2

Inspection/Preventative Maintenance

SS-3

Repair Service Calls.

The contractor shall acknowledge receipt of Non-Immediate Requests within one (1) hour if placed via a web site, or e-mail. Subsequently the contractor shall provide a repair window for non-immediate requests that shall not exceed three (3) business days for the required service.

General. The purpose of this paragraph is to state the performance objectives, the paragraph where located in the PWS or SOW, and identify the performance thresholds (standards) to determine the overall effectiveness of services delivered to the Government.

GOVERNMENT-FURNISHED SERVICES

3.1 Refuse Collection. The Contractor is responsible for the collection and removal of all trash and refuse. However, when the Contractor finds it necessary, at times, to dispose of refuse and trash generated as a result of this contract requirement, the Contractor may use the base dumpsters with approval of COR or designee.

3.2 Emergency Medical Service. In the event of a mishap, contact the military/civilian escort for care or to notify dispatch of emergency medical services.

3.3 Utilities. The Government will furnish reasonable amounts of utilities to include electricity, water, sewage, and heating. The Contractor shall exercise responsible use of all utilities.

3.4 Smoking. The Contractor and/or his employees shall not smoke inside anywhere on base and shall ensure that their work areas are neat, clean, and orderly. Contractor must not smoke in any area on base.

3.5 Original Equipment Manufacturers Service Manuals. The Original equipment manufacturer service manuals will be provided by the contractor and will be kept at the area and will be available for Contractor use upon request. If area does not have the service manual needed, then the online manual will suffice but must be access outside the controlled. No electronic device is allowed in the room.

GENERAL INFORMATION.

4.1. Contractor Personnel.

4.1.1 The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Contract Manager shall ensure specific safety requirements in Air Force Occupational Safety and Health (AFOSH) standards (AFI 91-203) are complied with by Contractor Personnel when non-compliance would clearly present the potential to harm or damage government resources (see AFI 21-101, paragraph 2.16.). The Air Force is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage government resources.

4.1.2 Contract Manager. The Contractor shall provide a contract manager who shall be responsible for the performance of work. The name of the contract manager and an alternate(s), who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO prior to the contract start date.

4.1.2.1 The contract manager or alternate(s) shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.1.2.2 The contract manager or alternate(s) shall be available during standard duty hours within sixty (60) minutes to meet on the installation with Government personnel designated by the CO to discuss problem areas. After standard duty hours the manager or designated alternate shall be available within two (2) hours.

4.1.2.3 The contract manager and alternate(s) shall be able to read, write, speak, and understand English.

4.2 Contractor Employees. The CO may restrict the employment under this contract of any Contractor employee(s), or prospective contract employee(s) who is identified as a potential threat to the health, safety, security, general well-being or the operational mission of the installation and its population.

4.2.1 Contract personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company (uniforms) or by wearing appropriate badges, which contain the company name and employee’s name. The Contractor is responsible for acquiring an appropriate number of badges to meet their needs at their own expense.

4.2.2 The Contractor shall ensure that employees have current and valid professional certifications before starting work. Vehicle operators shall have a valid driver’s license.

4.2.3 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person could create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DD 5500.7-R Joint ethics Regulation (JER), Chapter 2. In addition, the Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor Relations Activities, paragraph 3.

4.2.4 The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall or active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.3 Quality Assurance.

4.3.1 The Government shall rely on the contractor’s existing quality assurance system(s). The Government relies on and enforces the inspection/acceptance procedures stated in FAR 52.212-4(a). Contractor shall possess an acceptable inspection or program for quality control, utilizing the industry standard commercial practices and procedures to ensure that only conforming services are tendered for Government acceptance. This system or program for quality control shall be validated by the Government to ensure the process or processes fulfill the requirement of the PWS. The plan shall be submitted no later than the pre-performance conference

4.3.2 The Government will periodically evaluate the Contractor’s performance by appointing representatives to monitor Contractor performance to ensure services are received in accordance with the contract requirements. The CORs will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s quality control QCP program, receipt of complaints from base personnel, and/or COR surveillance and evaluation. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. The Government may inspect contract services using a variety of methods.

4.4 Re-performance of Nonconforming Contractor Services.

4.4.1 Re-performance of Service. When service performed does not conform to contract requirements, the Contractor shall re-perform the service in conformity with the contract specifications at no additional cost to the Government. Re-performance of the service(s) shall commence immediately upon notification by the program manager; and the Contractor shall have a sufficient workforce dedicated to ensure corrections are accomplished within 3 business days without degradation to standard services.

4.4.2 Acceptable Performance. Acceptable performance is achieved when the Contractor’s performance meets the minimum contract standard(s).

4.4.3 Unacceptable Performance. Unacceptable performance exists when the Contractor does not meet the minimum contract performance standard(s).

4.4.4 Performance that does not meet contract standards shall be dealt with as cited in accordance with 52.212-4, Contract Terms and Conditions—Commercial Items—(a) Inspection and Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of the contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/replacement or re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services.

4.5 Hours of Operation.

4.5.1 Holidays. The Contractor is not required to provide services on the following days, in accordance with the DOL Wage Decision:

4.5.2 Holiday Services. Services scheduled for a certain day of the week, but cannot be performed due to a holiday, shall be performed either the day before or the day after the holiday. If a service is scheduled on Monday and that Monday is a holiday, then the service shall be performed on the day after the holiday (Tuesday). Services scheduled for Friday and a holiday is on Friday, then the service shall be performed on the Thursday before the holiday.

4.6 Security Requirements.

4.6.1 Security Information: The Contractor or authorized representative shall comply with pertinent Air Force security regulations while working on the project. Special security clearances such as Confidential, Secret, etc., are not required of the Contractor or Contractor representatives for the performance of this project.

4.6.2 F.E. Warren Air Force Base and Controlled Area Access

4.6.2.1 Base: To request access onto F.E. Warren AFB, the Contractor shall submit a separate letter to the Air Force CO or authorized representative for each employee/sub-contractor employee requiring entry. Each letter shall be on Company letterhead. It shall provide the employee's information as stated on badge template and shall be submitted a minimum of three work days prior to employee arrival.

4.6.2.2 Upon receipt of this documentation, it is forwarded to Pass and Registration for processing. On the day that access is required, Contractor personnel shall initially report to the Visitor Control Center (VCC), Building 426 (outside the main gate on Randall Ave). All Contractor personnel shall provide a current driver's license or government-issued, photo identification (ID) card to the Air Force Security Forces personnel at the VCC. For those driving vehicles on Base, they shall also provide proof of insurance, and vehicle registration or a rental car agreement. Security Forces personnel will then issue a temporary pass that allows Contractor personnel to proceed to Pass and Registration, Building 290, to obtain badges.

4.6.2.3 Temporary badges shall be valid for three (3) working days only. To obtain an extended pass, the Contractor shall contact the Air Force CO or authorized representative.

4.6.3 Controlled Area entry - In order to gain entry onto the controlled area, the Contractor personnel must be:

4.6.3.1 Able to produce, legible photocopy or electronically scanned Valid Driver's license, State photo ID card, or official state/federal photo ID card with the individual's name. (Any form of ID presented shall comply with “REAL ID Act”.)

4.6.3.2 Physically escorted on-site by an authorized escort official and remain under escort full time while on site.

4.6.3.3 Upon arrival, the escort will identify all Contractor personnel and check identifications. Processing onto and off the sites may require approximately thirty (30) minutes each and shall not be considered delay time.

4.6.3.4 Contractor personnel who cannot provide proper identification shall not be permitted on the site.

4.7 Vehicle identification

4.7.1 Authorized Contractor vehicles and equipment will be placed so as not to interfere with gates, emergency escape routes, antennas, any above ground structures, or the helicopter pad.

4.8 Records Management.

4.8.1 All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in this PWS, are the responsibility of the Contractor and are the property of the Government and shall remain so upon termination or completion of the contract.

4.8.2 The Contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 5, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Instruction (AFI) 33-364, paragraph 2.10, and the Air Force Records Disposition Schedule which may be accessed from the web address cited below: https://www.my.af.mil/afrims/afrims/afrims/rims.cfm.4

4.8.3 Records shall be turned over to the Government upon completion of the contract, unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. The F. E. Warren AFB Records Management Office, (307) 773-6138, will provide assistance and training to the Contractor to ensure compliance with Federal record-keeping requirements.

4.9 Health and Safety on Government Installations.

4.9.1 In performing work under this contract on a Government installation, the contractor shall:

4.9.2 Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and

4.9.3 Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

APPENDICES.

APPENDIX A

DEFINITIONS

General Definitions.

CO - Contracting Officer Contract Management. Implementation of the Performance Plan (PP)/Quality Assurance Surveillance Plan (QASP) after contract award by the multi-functional team (MFT). It integrates the goals and objectives identified by the multi-functional team (MFT), oversight and performance management, and performance measurement in accordance with the Performance Plan or Quality Assurance Surveillance Plan.

Contracting Officer’s Representative (COR). Individuals designated to perform quality assessment functions, and oversee performance in accordance with the quality assurance surveillance plan (QASP). They serve as on-site technical managers assessing Contractor performance against contract performance standards.

Defective Service. Any service output that does not conform to contract requirements as stipulated in the Services Summary.

Market Research. A continuous process for gathering data on service characteristics, suppliers’ capabilities, and current business practices, in addition to the analysis of that data to make acquisition decisions.

Multi-Functional Team (MFT). A team of stakeholders responsible for a service acquisition. Includes not only representatives of the technical and procurement communities, but also stakeholders of the service acquisition and the Contractor(s) who provide the service. This team could be a Business Requirements Advisory Group (BRAG), a Mission Area Acquisition Team (MAAT), an Integrated Product Team (IPT), working group, and A-76 IPT or Steering Group, etc. At F. E. Warren AFB, WY this team is called the Multi-Functional Team (MFT).

Performance Assessment/Quality Assurance. A process that measures success towards achieving defined performance goals or objectives defined within the performance thresholds in the services summary or the process of assessing progress towards achieving the objectives/goals developed in a Performance Plan.

Performance Management. The use of performance measurement information to effect positive change in organizational culture, systems, and processes, by helping to set agreed upon performance goals, allocating and prioritizing resources, informing managers to either confirm or change current policy or program direction(s) to meet those goals and sharing results of performance in pursuing those goals.

Performance Management Assessment Program/Quality Assurance Program. A quality assurance program that is developed, planned, and managed to carry out cost-effectively all efforts to affect the quality of services. The Performance Management Assessment Program includes performance measurement and performance management by the multi-functional team (MFT).

Performance Objective. The outcome associated with successful contract performance in a specific area. This is a critical success factor in achieving the organization’s mission, vision and strategy which, if not achieved, would likely result in a significant decrease in customer satisfaction or risk mission failure. Obtaining multi-services/sub-services performed at a certain measurable standard and consistently ensures success in achieving the objectives critical to the mission.

Performance Threshold. The minimum standard of a performance objective required by the Government.

Quality Assurance Program Coordinator (QAPC). Mission support group individual, normally from the contracting activity, selected to coordinate and manage the Performance Management Assessment Program (Quality Assurance Program), in addition to the training of the CORs, COR Supervisors, and Functional Commanders when necessary.

Quality Control. Those actions taken by the Contractor to ensure the standards of performance of services as stated in the contract and PWS or SOW are obtained.

Quality Assurance. Those actions taken by the Government to ensure services meet the requirements of the Performance Work Statement (PWS) or Statement of Work (SOW) and contract.

Services Summary (SS). A summary of the performance objective(s) and performance threshold(s) required by the Government in contractor performance, along with the paragraph where the particular objective and threshold are located in the PWS or SOW.

APPENDIX A

90 OSS EWO

XEROX C70 Servicing Log Serial Number:

Date Services Performed:

Replacement Parts Requested Requester’s Initials Approver’s Initials

APPENDIX B

TASKS & FREQUENCY TABLES

COLLECTION STATION

LOCATION

SIZE

FREQUENCY

See Para 1.2

See Para 1.2

N/A

Routine maintenance shall be completed once a quarter or as directed by the manufacturer