Attch_1_-_Library_Book_Purchase_PWS_-_March_2019.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

ADULT, YOUNG ADULT AND

CHILDREN’S HARDCOVER PURCHASE PLAN

Kadena Air Base, Japan

March 2019

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 3

3 GENERAL INFORMATION 3-9

15 APPENDICES 10

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, equipment, transportation, supervision and labor necessary to provide the book leasing and purchase plan as follows:

1.1. BASIC SERVICES.

Provide book lease/purchase plans to the Kadena Base Library. Contractor will provide monthly quotas and a selection of suitable titles for the Kadena Base Library to spend the monthly quotas. The contractor will then ship those titles to the Kadena Base Library in a timely manner. The contractor will notify the Kadena Base Library of titles that are no longer in stock and will give those quota back to the library to spend accordingly. The contractor will invoice on a monthly basis through WAWF. The number of monthly quotes the Base Library is seeking is below:

Adult Book Purchase Plan to: supply 40 adult books per month with a cut-off of $27 or less; annual book allowance of 480 adult titles.

Young Adult Book Purchase Plan to: supply monthly point allowance of 150 with a minimum annual point allowance of 1,800. See attached information: Young Adult Purchase Plan - Point

Children’s Hardcover Purchase Plan to: supply monthly minimum point allowance of 195 with a minimum annual point allowance of 2,340. See attached information: Children’s Purchase Plan - Point

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel, however, inspection of any contract requirement is authorized.

Performance Objective PWS Para Performance Threshold Contractor maintains Library monthly quota

1.1 Monthly quota matches the contract

Contractor delivered items arrive in a timely manner

1.1 Items arrive within 2 months of ordering

Contractor notifies library personnel of out of stock or backordered items

1.1 Notified within 2 months of ordering

Contractor provides accurate status updates on available quota

1.1 Available quota balance matches in-house

records within 15 of quota

Contractor invoices accurately and timely

1.1 Accurate invoices are placed in WAWF

on a monthly basis

3. GENERAL INFORMATION.

3.1. QUALITY CONTROL.

The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

3.2. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

3.2. 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 representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. 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. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

3.2.1. The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

3.2.2. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

3.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

3.2.3. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

4. RECORDS.

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

5. ENVIRONMENTAL CONTROLS.

5.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

5.2. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

6. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and CORS, may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

7. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.31.

IAW DoDI 3020.31, Operational Contract Support, paragraph 2.c, it is determined that book lease programs is determined to be non-essential for performance during crisis according to DODI 3020.31, Operational Contract Support, paragraph 2.c. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

7. PHASE OUT.

8.1 If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the book lease plans.

8.2 The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor. With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

9. PAYMENTS.

The Contractor shall submit payment requests and receiving reports using WAWF, in one of the following electronic formats that WAWF accepts: Electronic Data Interchange, Secure File Transfer Protocol, or World Wide Web input. Information regarding WAWF is available on the Internet at https://wawf.eb.mil/.

10. SUBMISSION OF INVOICES.

The contractor shall submit payment requests and receiving reports using WAWF, in one of the following electronic formats that WAWF accepts: Electronic Data Interchange, Secure File Transfer Protocol, or World Wide Web input. Information regarding WAWF is available on the Internet at https://wawf.eb.mil/.

11. APPENDICES.

A. Acronyms & Abbreviations List

B. Minimum Point Values for Young Adult Purchase Plan

C. Minimum Point Values for Children’s Purchase Plan

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AFB Air Force Base

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QAP Quality Assurance Personnel

QCP Quality Control Program

SS Services Summary

USAF United States Air Force

APPENDIX B

MINIMUM POINT VALUES FOR YOUNG ADULT PURCHASE PLAN

APPENDIX C

MINIMUM POINT VALUES FOR CHILDRENS PURCHASE PLAN