PWS_(Draft).docx

PERFORMANCE WORK STATEMENT (DRAFT)

FOR

OFFICE MACHINE REPAIR SERVICES

1. Introduction.

1.1 Agency: The Department of Defense Education Activity (DoDEA) provides a comprehensive education program, grades Pre-Kindergarten (Pre-K) up to and including High School for eligible dependent children of Department of Defense personnel. DoDEA Pacific South District, Okinawa is comprised of 13 schools, the District Superintendent’s Office (DSO), and one student transportation office. The schools and administrative facilities are spread across United States Air Force and Marine Corps bases located on Okinawa, Japan.

1.2 Background: DoDEA requires office machine maintenance services to ensure its Risograph machines, laminators, and poster printers are operational at all times. The Risograph (RISO) machines are used to copy large amounts (more than 20) of educational documents and student curriculum; the laminators are used to laminate educational materials; poster printers are used for making posters for school events and for displaying in the classroom. These office machines contribute to the educational requirement for DoDEA schools. In the past year alone the office machines required seven calls to keep them in working order.

2. Scope. This requirement includes all labor, parts, and materials related to the repair, maintenance, and cleaning for RISO machines, laminators, and poster printers located in Okinawa’s 13 DoDEA Schools and the DSO.

3. Requirement.

3.1 The Contractor shall provide repair, maintenance, and cleaning services for RISO machines, laminators, and poster printers located in Okinawa’s 13 DoDEA Schools and the DSO. All services will be performed within five days after a delivery order is issued. In performance of its duties, the Contractor shall provide all parts, materials and equipment (except those specifically referred to as "U.S. Government Furnished Equipment”) necessary to repair and service the office machines. Table 1 below is an inventory summary of machines:

Table 1: Summary of Office Machine Quantities

3.2 Below are the office machines’ model and serial numbers by school:

Table 2: Office Machine Models and Serial Numbers (as of 30 September 2018)

Poster Printer: HP Designjet 500 Model: C7770C SN: SG38D62015

Riso Model: 590UI Asset ID: 100453856

Riso Model: 590UI Asset ID: 100453855

Poster Printers : hp designjet 800 & HP DesignJet Z2600

Poster Printer: HP Designjet T520

RISOGRAPH MACHINES Model numbers - RZ670 Asset ID:OKI000467 Serial Number:15186617

RISOGRAPH MACHINES Model numbers - RZ670 Asset ID:OKI000468 Serial Number:15186619

RISOGRAPH MACHINES Model numbers - RZ670 Asset ID:OKI000469 Serial Number:15223025

Poster printer:HP Designjet Z2100 Photo S/N: CN47S3K00K

Laminator: HeatSeal Ultima 65 S/N : QHG0288 / Room126

Poster Printer: HP DesignJet 130 S/N : SG16T1100H

RISO RN2235UI Asset ID : 110500134 / Room 126

RISO RN2235UI Asset ID : 110500135 / Room 309

Laminator: GBC Heat Seal model Ultima 65; SN: XC00381G

Poster printer: Model HP Designjet T520; SN: CN44N5M023

Poster Printer: HP Model: T790 SN:CN44EJK030

Laminator: Pinnacle 27 SN:AA11427H

Poster Printer: HP Designjet Z2600 SN:CN64E1K005

RISO Copier: RZ 590UI SN:15070608

Laminator: D & K Minikote Model No: 27" MINIKOTE G2 SN: C1708-7917 B217 (BLDG:9398)

Poster Printer: HP Designjet 8000 Model No: C7779B S/N: SG4858101Qin Room B124C (BLDG:9398)

Laminator: (Model : GBC Ultima 65 Seri : OHG0273)

Poster printer: (Model:HP C779B Seri: SG4858101C )

Laminator: Laminex minikote

Poster Printer: Cannon iPF 8400

Poster Printer: HP Designjet 800

Laminator: GBC Ultima 65 SN:UC01477G

Poster Printer: HP Design T1300

Poster Printer: HP Model C7779B SN: SG47H8106V

Note: The number of office machines, models, and serial numbers are provided for informational purposes only. The number of office machines and models may change during the performance of this contract.

3.3 Notification and Contractor Response. The contractor will be notified by either personnel from DoDEA Schools or personnel from the DSO requesting repair, maintenance, or cleaning services for the office machines listed in Table 2 of this PWS. The contractor shall provide an estimate within five working days of the initial request. Within five days after contract award, the Contractor shall provide Contractor names with their contact information so that request for service may be requested. The names and contact information shall be provided to the COR. The Contractor will receive notification of either approval or disapproval from the Contracting Officer (KO) prior to performing any services. Unless prior approval is obtained, all repairs will be conducted on Government’s site.

4. General Information.

4.1 Hours of Operations. Unless prior Government approval is obtained, the Contractor shall provide services during the hours of 7:00 a.m. to 4:00 p.m., Monday through Friday, and at such other times as required by the nature of the work and/or Task Orders issued, except on U.S. Federal holidays identified in the PWS. The Contractor shall provide a standby contact to address emergency issues outside the normal hours of operation.

4.2 United States (US) Federal Holidays. The following is a list of US Federal Holidays applicable to this contract:

· New Year's Day - January 1

· Martin Luther King's Birthday - Third Monday in January

· Washington's Birthday - Third Monday in February

· Memorial Day - Last Monday in May

· Independence Day - July 4

· Labor Day - First Monday in September

· Columbus Day - Second Monday in October

· Veterans Day - November 11

· Thanksgiving - Fourth Thursday in November

· Christmas Day - December 25

4.3 Contract Personnel. Contractor shall provide sufficient qualified personnel to ensure quality performance of the services required by this contract. Contractor shall provide a point of contact that has the ability to read, write and speak the English language at a level of fluency that allows for clear communication.

4.4 Contractor employees shall perform duties in a manner that does not disturb students, faculty or other facility occupants. Contractor employees found working under the influence of alcohol, drugs or other incapacitating agents shall be removed and replaced by the Contractor. Use of tobacco products are prohibited on school property. The Contractor shall instruct and ensure its employees abide by all DoDEA and U.S. Government installation policies, rules, and regulations, while on DoDEA premises. The Contractor shall immediately notify the Contracting Officer Representative (COR) within one business day if an employee performing under this contract has been arrested for a criminal offense. The KO reserves the right to deem unsuitable any contract employee under this contract who, before, or during the course of the contract is convicted of a criminal offense. The KO may require suspension from DoDEA facilities any Contractor employee arrested or so charged. The Contractor shall notify the KO when legal proceedings are completed and forward the findings. The KO will determine whether or not the contractor's employee will be reinstated. The KO reserves the right to remove any Contractor employee performing under this contract for any violation of this item.

4.5 Background Checks. Satisfactory background checks shall be completed on all identified contract employees prior to unescorted base and facility access and in the unlikely event unsupervised contact with students are required by contract. For US Citizens – Unescorted Access – must pass the Childcare National Agency Check with Written Inquirers (CNACI). For Non-US Citizens – Unescorted Access – local host nation police background check only (Re: DODI 1402.5 and DODI 2000.16). The Contractor shall provide a copy of all background checks to the COR within 7 days of the initial period of performance of the contract. Any new employees requiring unescorted base and installation access shall pass a successful background check prior to any base and installation access. The COR will coordinate the successfully completed contract checks with the District Safety and Security Office. Costs associated with the background checks will not be reimbursed as a direct cost under this contract.

4.6 Contract Personnel Identification. The Contractor shall provide each employee with an identification badge that is easily readable and includes employee's name, Contractor's name, functional area of assignment, and recent color photograph of the employee. Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site. Unless otherwise specified in the contract, each Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement.

4.7 Contractor Furnished Equipment. The Contractor shall furnish all equipment necessary to perform contract requirements as stated in this PWS. All Contractor-furnished equipment shall be labeled as such.

4.8 Vehicles. The Contractor shall provide all vehicles required for performance of this contract. The vehicles shall be clearly marked with the company’s name and/or logo.

4.9 Quality Control Plan. The Contractor shall develop and maintain a Quality Control (QC) program to ensure services are performed in accordance with this PWS. The Contractor shall define a process that supports the execution of the tasks delineated in this PWS and develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The program shall include method of surveillance, inspection, validation, evaluation, corrective action and procedures necessary to affect quality control of all performance and products produced in support of this PWS. The QC program is the means by which the Contractor assures their work complies with the requirement of the contract and the Quality Assurance Surveillance Plan (QASP). The Contractor shall provide a final Quality Control Plan within 60 calendar days of contract award.

5. Deliverables.

3.3

Contractor Contact Information

With 5 days after contract award.

6. Performance Requirements Summary (PRS). 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 task.

PWS Paragraph 4.3: Contractor shall provide a point of contact that has the ability to read, write and speak the English language at a level of fluency that allows for clear communication.