Attachment 1- Performance Work Statement V2.pdf

PERFORMANCE WORK STATEMENT (PWS)

USAF HONOR GUARD BARBER SERVICES

16 JUNE 2022

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide barber services to the United States Air Force Honor Guard (USAF HG) located at Building 55, 50 Duncan Avenue, Joint Base Anacostia-Bolling, D.C. 20032. 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.

1.1 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 provide barber services in support of the United States Air Force Honor Guard as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this PWS.

1.2 Background: Barber services are required for unit personnel to remain in compliance of the grooming standards outlined in Air Force Manual (AFMAN) 34-515. Oftentimes, such services are required prior to the start of daily execution of missions, to include missions that fall on or lead up to federal holidays. The USAF Honor Guard performs a ceremonial mission that includes funerals for fallen service members in Arlington National Cemetery.

1.3 Objectives: Contractor shall provide barbers to perform hair cutting services in accordance with grooming standards outlined in Air Force Manual (AFMAN) 34-515. With these haircuts the members of the USAF Honor Guard will present a regulation compliant professional appearance in the execution of their mission.

1.4 Scope: Services include providing two barbers at a minimum five (5) days a week to perform haircuts for a 300 member unit.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months, four

(4) 12-month options, and one (1) 6-month option. The Period of Performance reads as follows:

Base Year 6 August 2022 – 5 August 2023 Option I 6 August 2023 – 5 August 2024 Option II 6 August 2024 – 5 August 2025 Option III 6 August 2025 – 5 August 2026 Option IV 6 August 2026 - 5 August 2027 Option V 6 August 2027 – 5 February 2028

1.6 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0530 - 1430 on Monday through Thursday and 1000 - 1700 on Sundays. The Contractor is not responsible for conducting business when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Lunch shall be taken between 1100 and 1300 in a staggered manner ensuring there is always a barber available during work hours. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.1 Recognized Holidays: Due to the nature of the Honor Guard mission the Contractor shall anticipate working all federal holidays. The Contractor will coordinate with the Contracting Officers Representative (COR) at least two weeks before each holiday to determine if services are needed. Work performed on holidays shall be on an hourly basis at a pre-determined rate. A full list of recognized holidays – to include dates - are located at the Office of Personnel Management (OPM) website (https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/).

The recognized holidays include:

New Year’s Day Martin Luther King, Jr. Day Inauguration Day (Every four years) Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

1.6.2 Closures for Inclement Weather: The Contractor shall coordinate with the COR if services are required during inclement weather. Coordination with the COR shall take place no later than 8 hours prior to scheduled work hours. Due to the early reporting time, if inclement weather is anticipated, coordination with the COR may occur as early as the night before to determine a safe reporting time. If no coordination occurs with the COR, it is expected that services will be provided at normally scheduled times.

1.7 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.8 Transition-In Plan

1.8.1 The Contractor shall provide a Transition-In Plan at the Kickoff Meeting, the plan shall facilitate the accomplishment of a seamless transition from the incumbent Contractor and incoming Contractor. The Contractor shall identify how it will coordinate with the incumbent Contractor and Government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Transition of key personnel

• Schedules and milestones

• Actions required of the Government

1.8.2 The Contractor may establish and maintain effective communication with the incumbent Contractor and Government personnel for the period of the transition via weekly status meetings per the COR’s direction.

1.8.3 Incumbent employees may be interviewed for possible employment by the incoming Contractor;

however, the employees will have the first right of refusal.

1.8.4 Contractor shall provide a list of all employees to include management performing work for this contract atleast 10 days prior to contract start. This will be used to be sent to the Joint Base Anacostia- Bolling visitor’s center to facilitate getting passes for employees. Once the list is sent to the visitors center, employees will need to go to the visitors center to have a background check performed and pick up their pass. Employees will need to show atleast one proof of Identification. Additionally, employees driving on the installation will need to show proof of registration and insurance for their vehicle.

1.9 Transition-Out Plan

1.9.1 The Contractor shall provide a Transition-Out Plan NLT than 21 calendar days prior to expiration of the contract. The plan shall facilitate the accomplishment of a seamless transition from the incumbent to and incoming Contractor (if applicable). In addition, the Contractor will continue to accomplish all tasks as outlined in the contract during this period. The Contractor shall identify how it will coordinate with the incoming Contractor and Government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Transition of key personnel

• Schedules and milestones

• Actions required of the Government

• Coordination of IT related programs, issues

1.9.2 The Contractor shall also establish and maintain effective communication with the incoming Contractor and Government personnel for the period of the transition via weekly status meetings.

1.9.3 Current employees under this contract may be interviewed for possible employment by a succeeding Contractor; however, the Contractor will have the first right of refusal. The current Contractor will release any employee who chooses to be employed by a succeeding Contractor. The current Contract will assist by orienting assigned employees of the succeeding Contractor during the last 7 days of the period of this contract, if so directed by the CO. The Government shall make available to such employees existing Government Furnished Property listed under Section V of this PWS. Items that are not accountable, such as desks, chairs, telephones, and other normal office equipment and office supplies during the orientation period, will only be transferred to the incoming Contractor if items were solely purchased by the current Contractor’s company.

1.10 Emergency Operations/Mission Essential Personnel.

1.10.1. Continuation of Essential Contractor Services During Crisis. All services in this PWS HAVE NOT been defined or designated as essential services for performance during crisis IAW DFARs 252.237-7023, “Continuation of Essential Contractor Services.”

1.11 System for Award Management (formerly eCMRA)

1.11.1. The Contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the System for Award Management (SAM) data collection site. The Contractor is required to completely fill in all required data fields at http://www.SAM.gov. Reporting inputs shall be for the labor executed during the period of performance http://www.sam.gov/ for each Government fiscal year (FY), which runs 1 October through 30 September. The UIC for AFDW is FF16M0. While inputs may be reported anytime during the FY, all data shall be reported not later than 31 October of each calendar year. The Contractor may direct questions to the System for Award Management help desk.

1.11.2. Subcontractor Input in SAM. Prime Contractors are responsible to ensure all subcontractor data is reported. Subcontractors will not be able to enter any data into SAM, but will enter their information into a Bulk Loader spreadsheet available from the SAM helpdesk. Subcontractor shall fill in columns A-C then return it to the SAM helpdesk after it's completed and a technician team will enter the information into

SAM.

1.12 Security Instructions

1.12.1 Physical Security. The Contractor shall safeguard all Government property, documents and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract.

1.12.2 Access Control. The Contractor shall establish and implement methods of ensuring that no building access instruments issued by the Government are lost, misplaced or used by unauthorized persons. Access codes shall not be shared with any person(s) outside the organization. The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the Government COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

1.12.3 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.

1.12.4 Retrieving Identification Media. The Contractor shall retrieve all identification media, including vehicle passes, from employees who depart for any reason before the contract expires.

1.12.5 Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

1.12.6 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 Joint Base Anacostia-Bolling or any other military facility.

1.12.7 Drug, Tobacco, and Alcohol Use Policy. The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Contractor shall immediately remove any employee who is under the influence of alcohol or drugs. Tobacco shall only be used in designated areas.

1.13 Travel

1.13.1 Local Travel. Local travel to attend meetings or events may be required at no cost to the Government. Travel within the National Capital Region commuting vicinity is considered a cost of doing business and shall not be separately reimbursed.

1.14 Employee Accountability & Turnover

1.14.1 Staffing of Contractor Personnel. Contractor shall provide a stable workforce, throughout the duration of the contract, by maintaining at least two barbers available for each shift.

1.14.2 List of Employees. The Contractor shall maintain a current listing of employees assigned under this contract and define are key personnel that shall be made available to the COR upon request.

1.14.3 Contractor professionalism. The contractor shall:

• Present a professional appearance and maintain professional demeanor and conduct at all times.

• Conduct their work assignments IAW this PWS.

• Function as an integral member of a team of highly trained professionals responsible for the safety and security of USAF personnel and resources.

1.15 Miscellaneous Paragraphs.

1.15.5 Safety Concerns. The Government is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage Government resources.

1.15.6 Project Policy. The Contractor shall comply with all industry standards. All work shall be done in accordance with all federal, local, and state laws and regulations.

1.15.7 Inherently Governmental Functions. The Contractor shall not perform inherently Governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS.

1.15.8 Ethics. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, 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 according to DoDD 5500-7, Joint Ethics Regulation.

1.15.9 Professional Appearance of Work Space. The Contractor shall keep work space areas neat and orderly and avoid conditions leading to safety violations.

1.15.10 Non-Personal Services. The Government shall not supervise or task Contractor employees in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the Contractor to manage its employees directly and to guard against any actions that are of the nature of personal services, or give the perception of personal services to the Government or to Government personnel. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it is the Contractor’s responsibility to notify the CO immediately.

Non-personal Contractor services shall not be used to perform work of a policy/decision making or management nature.

PART 2

DUTIES, RESPONSIBILITES, AND QUALIFICATIONS

2.0 General: This section outlines the minimum performance requirements that must be adhered to by the Contractor

2.1 Barber Qualification: The Contractor shall provide two professional barbers with a certified barber license valid in the United States with a minimum 2 years of consecutive hair cutting experience.

2.1.1 Barbers: The Contractor shall promptly notify the COR of barbers that are anticipated to perform under this contract and any that may be added throughout performance of the contract to ensure all personnel are properly qualified.

2.1.2 Certification/Licenses: All valid certifications/licenses shall be maintained for all barbers and provided when requested by the COR. A current certification/license will be displayed in the workspace provided for the barbers performing work at that time.

2.2 Hair Grooming Standards: The Contractor shall be familiar with AFMAN 34-515, Section 15B – Hair Grooming Standards(provided) and familiar with cutting hair of all ethnicities, genders, and lengths that may be encountered. Personal preference shall be taken into account so long as they are within the regulations referenced. Scissors, clippers or other cutting equipment may be used on any gender/hairstyle that warrants its use for the desired outcome.

2.3 Cleanliness: The Contractor shall maintain proper cleanliness of the facilities in accordance with AFI 48-117 Public Facility Sanitation, Chapter 3. Government provided facilities will be held to the same standard of publically accessible Barber Shops on Air Force Installations.

2.3.1 Public Health: The facilities may be inspected by Public Health periodically. Any discrepancies identified by Public Health will be remedied within the timeframe directed by Public Health.

2.4 Identification Checks: The Contractor shall request the service members “USAF Honor Guard Barbershop Card” be presented before each haircut verifying that the haircut eligibility is not expired.

2.5 Scheduling: The Contractor shall utilize an online/mobile scheduling program/application that allows for scheduling in pre-determined time slots at least 1 week in advance. Program/application used must have been developed for this purpose i.e. theCut. Appointments will be for one barber, while the other barber will be available for walk-ins.

2.5.1 Timeslots: Timeslots may be reserved for certain groups within the unit at the direction of the COR.

These reservations will be communicated at least 1 week in advance, may be on a recurring basis (such as a 6 AM-8 AM every Tuesday) and will override appointments made for those times.

2.6 Contractor Representative: The Contractor shall appoint at least one local contract representative who shall be responsible for coordinating with the COR.

2.7 Securing the Facility: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

2.8 Laws, Permits, Requirements, and Instructions: The service provider shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, permits, Department of Defense (DoD), AF, and base requirements and instructions required for the performance of the duties in this PWS. The service provider shall ensure policies and procedures are established that protect the health, safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental pollution risks.

2.9 Prohibition of Tips: Under no circumstance is the Contractor allowed to accept tips/gratuity from a service member. If a tip/gratuity is offered, the Contractor is to notify the COR to address the service member. Any suggestion or acceptance of a tip/gratuity by a barber will be handled in similar fashion. The COR will notify the Contracting Officer as well as the Contractor to address.

2.10 Quality Control: The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services and include the hiring strategy to ensure stability and continuity of the workforce. The quality control program is the means by which to assess/ensure that the services comply with this PWS. A QCP will be delivered to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 10 days of contract award.

2.11 Applicable Publications (Current Editions): The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. This includes AFMAN 34-515 and AFI36-2903, when referenced in AFMAN 34-515.

2.11.1 AFMAN 34-515 is attached. DAFI 36-2903 can be found at https://static.e-publishing.af.mil/production/1/af_a1/publication/dafi36-2903/dafi36-2903.pdf.

https://static.e-publishing.af.mil/production/1/af_a1/publication/dafi36-2903/dafi36-2903.pdf https://static.e-publishing.af.mil/production/1/af_a1/publication/dafi36-2903/dafi36-2903.pdf

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Facilities: The Government will provide workspace in Building 55 on Joint Base Anacostia-Bolling.

3.2 Utilities: The Government will provide utilities required to perform the services outlines in this PWS.

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

3.3 Equipment and Materials: The Government will provide all equipment currently in the workspace.

This equipment will remain Government property but shall be used in the execution of the services under this contract. The Contractor shall be responsible for operating the Government furnished equipment.

Before any modification to the existing equipment is performed, the Contractor shall provide to the COR all documentation detailing the modification requested. All modifications shall be at the Contractor’s expense.

3.3.1 Loss or Damage: The Contractor shall submit request for replacement of Government-furnished equipment to the COR for processing. Such requests shall specify the reason for equipment replacement.

Should any item require repair or replacement due to negligence, the Contractor shall be responsible for all such repairs or replacement at no cost to the Government. The Government will only replace materials/equipment due to wear and tear.

3.4. Equipment Inventory: An inventory of Government furnished equipment must be done not later than two (2) calendar days before the start of the contract period. The Contractor and the COR shall conduct a joint inventory of all Government-furnished equipment and materials. The Contractor shall sign a receipt for all equipment and materials provided by the Government. Items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory. The Government owned tools, parts, equipment, and materials provided to the Contractor for use will be added to this PWS as Appendix A.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Contractor Purchased Supplies: All supplies purchased by the Contractor will be in accordance with the approved supplies listed in Appendix A. Any purchase over $500 will be approved in advance by Honor Guard personnel. Any need to deviate from the supply list shall be mutually agreed upon between the COR and the Contractor. Supplies provided by the Contractor to perform services will remain within the provided facility on JBAB. Reimbursement for supplies will be accomplished by invoicing through WAWF. All invoices that include supply reimbursement are required to contain an itemized list of supplies purchased for proper acceptance in WAWF and inventory purposes.

PART 5

PERFORMANCE REQUIREMENTS SUMMARY

5.0 General: The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

5.1 Service Summary. Performance requirements that the Government will assess are listed in the service summary items (SSI) table below. The absence of any contract requirement from the SSI shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provisions of the contract, including the clauses entitled “Inspection of Services” and “Default”. The Contractor service requirements are summarized into performance objectives. The performance threshold briefly describes the minimum acceptable levels of service required for each SSI.

5.2 Performance Evaluation: Services will be evaluated to determine whether performance meets the requirements of the contract. When the performance requirement is not met, the CO will issue a Corrective Action Report (CAR) to the Contractor. The Contractor shall respond to the CAR by completing the appropriate blocks and returning the form to the CO within 3 calendar days of receipt.

5.3 Service Summary Items: These are critical performance objectives that the COR will monitor, review, and report on the Contractor’s performance. The critical aspect of the Contractor’s performance rating is the Contractor’s resourcefulness in overcoming challenges that arise in the context of contract performance. The Contractor’s rating will be given as earned when the Government evaluates the Contractor’s service or is requested to provide assessment of the Contractor’s performance. All evaluations will be conducted IAW the QASP that implements the guidance of MP 5301.602-2(d) and AFI 63-138, with respect to the Government’s quality assurance requirements.

SSI

Performance Objectives

PWS

Para./Appendix

Performance Threshold

Method of Surveillance

The contractor shall provide two barbers per scheduled work hour except during the staggered lunch.

1.6 No more than one late barber per

month

Periodic review/customer survey/feedback

2 The contractor shall ensure the barbers cut hair in accordance with applicable regulations.

2.2 No out of regulation haircuts or

refusal to perform haircut services within the scope of the regulations.

Periodic review/customer survey/feedback

3 The contractor shall maintain the cleanliness of all facilities/equipment used in the execution of this PWS

2.3 Facilities/equipment are cleaned at

the end of each work day with periodic light cleanings throughout the day.

Periodic review

APPENDIX A

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES LISTING

-Joint inventory between contractor and government will take place before contract start date. IAW PWS para. 3.4. Items listed below are some of what will be provided. Any additional inventory/equipment shall be documented and saved in the official contract file for future reference.

Equipment/Materials

2 barber chairs Assorted clippers/guards Capes Disinfectant solutions

Supplies List Paper towels