Shop_Rags_PWS___13_Apr_16.doc

PERFORMANCE WORK STATEMENT (PWS)

for the

SUPPLY AND SERVICES OF SHOP RAGS

Joint Base Langley-Eustis (JBLE)

Langley Air Force Base (LAFB)

Hampton, Virginia 23665

13 April 2016 Table of Contents

Section Number and Title

Page Number

1.0. Scope of Work

1.2. General Information

2.0. Services Summary

3.0. Government Furnished Property and Services

Appendix A, Location and Quantity

Appendix B, Equipment Specification

Performance Work Statement Shop Rag Service

Langley AFB, VA October 10, 2014

1. SCOPE OF WORK: The contractor shall provide all supervision, plant, labor, equipment, materials, facilities and transportation and perform all operations necessary to provide Shop Rag Service for Langley AFB, VA in accordance with (IAW) this PWS.

1.1. The contractor shall provide shop rags that are clean, unstained, whole and do not have an odor, i.e. petroleum, dirt, etc. Rags shall be a minimum size of 12” X 12”. Rags that are required to be lint free shall not be made of terry cloth or any other material that leaves treads, lint, etc. after wiping a surface.

1.1.1. The contract shall maintain a minimum stock level of rags, stated in Technical Exhibit A.

1.1.1.2. The contractor shall pickup all shop rags on the assigned delivery day and transport them back to the plant for cleaning. Contractor shall provide receptacles and holding stands to the using facility to accommodate soiled shop rags between pickups. Using facility will place all soiled rags in soiled rags receptacles. All services are performed weekly.

1.1.1.3. Deliveries shall be performed between the hours of 8 – 12 a.m. Aircraft maintenance organizations maintain strict accountability. Delivery may not be possible if an authorized representative is not available to inventory, exchange or sign for services. The contractor’s driver shall annotate on each location’s invoice and / or verbally identify to the Contracting Officer Representative (COR) locations that service was not completed.

1.1.2. Rag Accountability:

1.1.2.1. The contractor shall list shop rag quantities on delivery receipts. All rags shall be inventoried upon delivery and signed for by an authorized representative(s).

1.1.2.1.1. The contractor shall conduct a physical count of soiled rags at time of pickup with an authorized representative from the using activity. Contractor and authorized representative will sign the delivery receipt. Rags damaged by the government will be identified, separated, and stored within the using activities storage area for pickup. The contractor shall identify damage rags separately on the pick-up receipt for reimbursement.

1.1.2.2. Contractor Billings: Contractor shall invoice monthly based on the stated stock level. The contractor shall bill using Wide Area Work Flow computer program.

1.1.3. Rag Replacement

1.1.3.1. Shop rags shall be inspected for serviceability at the time of delivery by the contractor with the organizational representative. Any rags found unserviceable due to grease, holes, or tears, will be returned to the contractor for credit.

1.1.3.2. The contractor shall identify rags damaged by the government during the weekly service. The contractor shall annotate the quantity of damaged rags on the weekly receipt. Failure of the contractor to inventory and annotate unserviceable rags may be a possible reason to deny any damage claim. Damage/replacement claims shall not exceed the replacement cost of a rag minus depreciation or the negotiated prices.

1.1.4. Rag Stock Level:

1.1.4.1. Contractor shall deliver replacement rags to maintain established rag stock levels. The established stock levels for this contract are listed on Technical Exhibit A. Soiled rags shall be exchanged weekly.

1.1.5. Environmental:

1.1.5.1. The contractor shall perform under the terms and conditions of this contract. Contractor shall comply with all applicable Federal, State, and Local regulations. Contractor shall submit a plan as a submittal that outlines how the contractor intends to ensure compliance with all Federal, State, and Local regulations.

1.1.5.2. Contractor must be permitted as a Treatment, Storage, and Disposal Facility by the State of Virginia.

1.2. GENERAL INFORMATION.

1.2.1. CONTRACTOR PERSONNEL

1.2.2. CONTRACT MANAGER: The contractor shall provide a contract manager and an alternate who shall be responsible for the performance of the work. These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated in writing to the Contracting Officer. The alternate contract manager shall act for the contract manager when the manager is absent.

1.2.2.1. The contract manager or alternate shall be available within 60 minutes to meet on the installation or by telephone with government personnel designated by the Contracting Officer during normal duty hours. After normal duty hours the manager or designated alternate shall be available within 2 hours.

1.2.3. EMPLOYEE QUALIFICATIONS: Contractor personnel shall have the technical skills necessary to provide the required service to all contractor furnished equipment.

1.2.4. HOURS OF OPERATION. The contractor shall perform the services required under this contract during the following hours. Base hours of operation are 0730-1630 hours. If the contractor finds it necessary to deviate from the normal base hours of operation to ensure timely completion of work under this PWS at no additional cost to the government, the contractor POC shall inform the Contracting Officer (CO) and/or the COR. The contractor is not required to perform services on Federal Holidays.

1.2.4.1. FEDERAL HOLIDAYS:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

1.2.4.2. If a holiday falls on Saturday, the preceding Friday will be observed. If a holiday falls on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

1.2.4.3. BASE CLOSURES: Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, shall be accomplished as soon as possible after reopening the base.

1.2.4.3.1. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

1.2.4.3.2. Performance of Services During Crisis. Unless otherwise directed by the 633 CES Commander , it is determined that the shop rag services requirements under this PWS are non-essential and therefore will not be performed during a crisis.

1.2.5. ENGLISH LANGUAGE REQUIREMENT. Personnel shall read, understand, speak, and write English fluently.

1.2.6. COMMUNICATION. Contractor personnel shall maintain open and professional communication with government personnel. Complaints validated by the COR shall be reported in writing to the Contracting Officer and the contractor for action. Failure of the contractor to correct validated complaints raised by the COR and the Contracting Officer will be considered a failure to perform.

1.2.7. IDENTIFICATION BADGE. Contractor personnel shall display a contractor badge at all times and in plain view.

1.2.8. APPEARANCE. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

1.2.9. CONFLICT OF INTEREST. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The contractor shall not 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 DoD Directive 5500.7 and Air Force policy. If prior military, must have been discharged under honorable conditions with no administrative discharge actions taken against them.

1.2.10. SECURITY REQUIREMENTS FOR UNCLASSIFIED CONTRACTS

1.2.10.1. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee's name, social security number and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the sponsoring agency’s Security Manager. An updated listing shall be provided when an employee's status or information changes.

1.2.10.2. Pass And Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles.

1.2.10.3. Contracting Officer and COR on the processing of contractor base passes. The contractor shall provide to the Contracting Officer the following documentation:

Name, address, and telephone number of contractor

The contract number and contracting agency

The reason for the contract (i.e., the work to be performed)

The location(s) of contract performance

The date contract performance begins

Any change to information previously provided under this paragraph

1.2.10.3.1. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

1.2.10.3.2. The contractor shall return all identification media to the 633d Security Forces Squadron Pass & ID Office upon completion/termination of the contract, as appropriate. Final payment may be withheld if identification media is not returned.

1.2.10.3.3. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218,Motor Vehicle Traffic Supervision (current edition). The contractor and/or contractor personnel shall comply with current instruction on cell phone use while on a military installation.

1.2.10.3.4. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any Air Force base.

1.2.10.3.5. PHYSICAL SECURITY. The contractor shall safeguard all Government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured.

1.2.10.3.5.1. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work (i.e., Child Development Center, Youth Center).

1.2.10.3.5.2. Key Control. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the Government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the Government.

1.2.10.3.5.3. Lost Keys. Lost keys shall be reported immediately to the Contracting Officer and the Education Services Officer or Program Manager. The Government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor.

1.2.10.3.5.4. The contractor shall ensure its personnel do not allow Government issued keys to be used by personnel other than current authorized contract personnel. Contract personnel shall not use keys to open work areas for personnel other than contract personnel engaged in performance of their duties, unless authorized by the Government functional area chief.

1.2.11. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically stated above to be Government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms. It is the contractor’s responsibility to ensure their contractor personnel are familiar with and understand the contents of this Performance Work Statement as well as the company’s handbooks/handouts, and equipment manuals.

1.2.12. SMOKING IN AIR COMBAT COMMAND (ACC) FACILITIES. Contractors are advised that the ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities. AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.2.13. TERMINATION: Contract may be terminated in accordance the termination clauses contained within the contract.

2.0. SERVICES SUMMARY (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR clause 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Threshold

SS-1

Provide clean 12”X12” and lint free rags (start of contract)

Within 8 hours of notification Periodic Surveillance, Customer Complaint

SS-2

Maintain stock levels

Within 8 hours of notification Periodic Surveillance, Customer Complaint

SS-3

Rag replacement

Within 8 hours of notification Periodic Surveillance, Customer Complaint

SS-4

Deliverables

Within 8 hours of notification Periodic Surveillance, Customer Complaint

2.1 QUALITY CONTROL: The contractor shall develop and maintain a quality control program to ensure washer/dryer services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the contracting officer for review, feedback and approval. The plan shall be submitted no later than the 10 working days after award. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. The contractor shall provide the COR with a written report by 0800 of the next work day. This report shall identify work completed and work still in progress.

2.2. QUALITY ASSURANCE: The government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.3. SURVEILLANCE METHODS.

2.3.1. 100% SURVEILLANCE: This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. The inspection will be on items identified in the contractor’s inspection sheets. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.2. PERIODIC SUREILLANCE: This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result will be recorded, and the contractor shall re-perform the service after notification by the COR.

2.3.3. CUSTOMER COMPLAINT: This method requires the customer to fill out a Customer Complaint Form (minimum of one page or in quadruplicate) provided by the COR or Contracting Officer. The COR will validate the complaint and notify the contractor of the complaint. The contractor shall acknowledge the complaint within 2 hours and inform the COR of his recommendation. Any deficiency will be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. The contractor shall respond to the Customer Complaint instructions provided and return it to the Contracting Office within 5 calendar days of receipt. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

2.3.3.1. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period will result in a warning or letter of concern from the Contracting Officer.

2.3.3.2. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period will constitute an immediate Progress Meeting with the Multi-functional Team. All remedies will be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.4. PERIODIC PROGRESS MEETINGS: The Contracting Officer, Functional Commander, COR, other government personnel as appropriate, and the contractor will periodically meet to discuss the contractor’s performance. The following issues will be discussed, opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.3.5. PERFORMANCE EVALUATION MEETINGS. The Contracting Officer will require the contractor to meet with the Contracting Officer, contract administrator, Functional Commander, and other Government personnel as often as deemed necessary. The contractor may request a meeting with the Contracting Officer when deemed necessary. Meetings will be documented in the contract file with written minutes signed by the contractor and the Contracting Officer, or contract administrator. Should the contractor not concur with the minutes, such non-concurrence shall be provided in writing to the Contracting Officer within ten (10) calendar days of receipt of the minutes.

2.3.5.1. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

2.4. DELIVERABLES:

2.4.1. The contractor shall provide the COR a copies of the location’s invoices the same day of the provided service. The report shall have as a minimum: Date of Service, Location, Name of Driver(s) Signature of authorized government facility representative and any issues pertaining to the service, i.e. undeliverable rags, etc.

SAMPLE FORM

Starting Rags End Unusable Delivery Location Inventory Delivered Inventory Rags 1.

2.

3.

4.

NOTE: The above is the minimum information required. You can use local or standard forms as long as the minimum information is listed at each delivery. Contractor’s forms shall be submitted prior to contract award for approval.

3.1 GOVERNMENT FURNISHED PROPERTY and SERVICES:

3.1.1. No Government furnished property and services provided.

TECHNICAL EXHIBIT A – BUILDING NUMBERS AND RAG COUNT AT LANGLEY AIR FORCE BASE