Attch_01_PWS_cargo_inspection.pdf

Performance Work Statement

For Cargo Inspection Service

1.0 General: This is a non-personal services contract to provide cargo container inspection support service to the Defense Security Cooperation Agency’s (DSCA) Directorate for

Department of Defense DoD Humanitarian Assistance Transportation Programs

(DoDHATP), the Defense Security Cooperation Agency (DSCA) Denton and Funded

Transportation Programs. The Government shall not exercise any supervision or control over contractor employees performing 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: The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform cargo container inspection services as set forth in this Performance Work Statement

(PWS).

1.2 Background:

1.2.1 DSCA leads, directs, and manages security cooperation programs and resources to support U.S. national security objectives that build relationships that promote U.S.

interests; build allied and partner capacities for self-defense and coalition operations; and promote peacetime and contingency access for U.S. forces. The agency is responsible for planning, coordination, administration and supervision of Department of Defense (DOD) programs for transfer of defense articles and services by sale or grant to foreign governments and international organizations.

1.2.1 The Department of Defense has two humanitarian assistance transportation programs, the Denton Program and the Funded Transportation Program. The Funded

Transportation program is conducted under the authority of Title 10 U.S.C., section

2561, which is available for providing humanitarian assistance, while the Denton

Program is conducted under title 10 U.S.C., section 402, which is available for providing humanitarian assistance military airlift. Both sections provide DoD the authority to transport humanitarian assistance commodities to foreign countries overseas to include ensuring the inspection of donated humanitarian goods for non-governmental/international organizations (NGO/IO) sources. The Defense Security

Cooperation Agency (DSCA) has cargo inspection management responsibilities for the

Denton and Funded Transportation Programs. The Defense Security Cooperation

Agency (DSCA), Defense Business Operations, Humanitarian Assistance, Disaster

Relief and Mine Action (DBO/HDM) is responsible for the oversight of two Department of Defense humanitarian assistance transportation programs, the Denton Program and

Funded Transportation Program and that requires qualified cargo inspectors.

1.3 Objective: DSCA requires the services of a contractor to perform inspection of donated goods for humanitarian assistance in the CONUS and OCONUS locations. The contractor shall perform services with all matters relating to the inspection of privately donated humanitarian assistance cargo approved by the Defense Security Cooperation Agency

(DSCA) for shipment via the Denton Program and the Funded Transportation. The inspection services shall ensure goods are suitable for humanitarian purposes in addition to determining whether the NGO/IO donation is free from hazardous material, faith-based material and terrorist activity items. The minimum cargo needed to use either of the DoD humanitarian assistance transportation programs are one 20-foot shipping container, or

1,100 cubic feet. Cargo is limited to that which addresses basic humanitarian needs.

1.3.1 The contractor shall inspect all donated goods that include medical supplies, food, shelter, and clothing that will be suitable for use in order to advance the humanitarian

Assistance program.

1.4 Operational Information:

1.4.1 Period of Performance: The period of performance is for a base period of twelve (12) months and three (3) 12 month option periods.

1.4.2 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. The contractor’s QCP is the means by which it assures itself that work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in

Technical Exhibit 1, “Performance Requirements Summary.” After Government acceptance of the QCP, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system. The QCP proposed in the solicitation shall be incorporated into the contract award.

1.4.3 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

1.4.4 Recognized Holidays: The contractor will not be required to work the following holiday.

New Year’s Day

Martin Luther King Jr.’s Birthday

President’s Day

Independence Day

Thanksgiving Day

Labor Day

Columbus Day

Veteran’s Day

Memorial Day

Christmas

1.4.5 Emergency Base or Government Office Closures: When contractor employees are not allowed access to the worksite due to emergency closures, the Government shall not be charged for the previously scheduled work hours, unless the contractor can show work was performed, deliverables have been met and the Government received a benefit. The contracting officer shall have the option of seeking remedies which permit the contractor to (a) reschedule the time lost due to base closure or (b) work at an alternate duty location.

1.4.6 Hours of Operation: The Contractor shall perform the required services as needed basis.

The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this performance work statement when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. The Contractor must notify the

Contracting Officer within 14 calendar days prior to any proposed changes to personnel supporting this effort and provide a resume for proposed candidate.

1.4.7 Place of Performance: All work is to be accomplished at the non-governmental/international organizational loading site. Travel to government facilities for requirements data gatherings, meetings, demonstrations and support may be required. The location for submission of all deliverables and products is 201 12th

Street, S. Suite 203, Arlington, VA 22202.

1.4.8 Type of Contract: A hybrid contract with Firm Fixed Price contract with a reimbursable travel CLIN will be awarded.

1.4.9 Security Requirement

The contractor shall be responsible for safeguarding all government property provided for contractor use. When contractors leave work locations, government facilities, equipment, and materials shall be secured.

1.5 Special Qualifications:

The contractor shall be responsible for providing a technically qualified person to perform the work specified in this PWS. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The offeror shall provide resumes of all proposed personnel. Resumes of proposed contract employees must reflect education and experience directly related to the tasks and functions stated in the PWS Part 5.0 and meet the minimum requirements listed below.

1.5.1 General Experience – Contractor personnel must have a minimum of three (3) years of experience in cargo inspection service;

1.5.2 The proposed personnel shall:

1.5.2.1 have a High School Diploma or equivalent;

1.5.2.2 Possess Knowledge of the Denton Program and the Funded Transportation Program as outlined in the Humanitarian Assistance Transportation Program Guidelines.

http://www.jag.navy.mil/distrib/instructions/

1.5.2.3 Have a minimum of three years total work experience similar to the requirement stated in the PWS.

1.5.2.4 Possess the ability to get passport to inspect Outside of the Continental United States

(OCONUS).

1.6 Coordination:

1.6.1 The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition

Regulation Subpart 42.5, Post Award Orientation. The contracting officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to discuss the contractor’s performance. At these meetings, the contracting officer will apprise the contractor of how the Government views the contractor’s performance, and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.2 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 oral or written interpretations of technical requirements,: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and make arrangements for 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 contract.

1.6.3 Contract Manager: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available during normal business hours as outlined above, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The Contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as any subcontractor efforts used in performance of this effort. The http://www.jag.navy.mil/distrib/instructions/ contractor's management responsibilities will include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the Performance Work Statement (PWS).

1.6.4 Key Personnel: Contract personnel performing in support of this contract are designated as key personnel. The contractor will notify the KO in writing of any changes to key personnel prior to their reassignment from the position.

1.6.5 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations should identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They should documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Provisions of the Privacy Act may apply to some records and reports maintained by the contractor.

1.6.6 Contractor Travel: Travel outside of the DC Metro Area is anticipated. Any travel requirements that arise will require government pre-approval/authorization and shall be coordinated with the COR. Any projected travel should be submitted to the contracting officer expeditiously to allow necessary time to complete Government approval process.

Travel and per diem shall be reimbursed in accordance with FAR Part 31.205-46. All travel will be conducted at the minimum cost to the Government. The Contractor shall provide a trip report detailing travelers, activities conducted, results accomplished and expenses incurred to the COR within ten (10) days of the completion of travel.

1.6.7 Safety. Contractor shall comply with all Federal, State and local authorities having jurisdiction, and with safety and fire regulations promulgated by the Department of

Labor (OSHA) under Title 29, Section 1900 of the Code of Federal Regulations.

Contractor is solely responsible for compliance and cost of compliance with Federal, State and local laws and regulations. Contractor shall provide written notification to the Contracting Officer within twenty-four (24) hours of being notified by any Federal, State or local agency that a safety law and/or regulation has been violated. This report shall provide at a minimum the following: time and date of the occurrence, a description of the violation, required corrective action(s), and a projected correction date.

1.6.8 Inspection and Acceptance Criteria. In the absence of other agreements negotiated with respect to time provided for government review, deliverables will be inspected and the contractor notified of the DSCA COR’s findings within 15 workdays of normally scheduled review. The COR or technical representative will review all deliverables for review and comment/acceptance. Government acceptance will be based upon the deliverables meeting accepted professional standards for technical content, workmanship and relevance to stated functional task requirements. In the event of a rejected deliverable, the DSCA COR will notify the contractor in writing as for the specific reasons why the deliverable was rejected. The contractor shall have 10 business days to correct the rejected deliverable and return it to the DSCA COR.

1.6.9 Payment Information. Invoicing Instructions: Requests for payments must be submitted electronically via the Internet through the Wide Area Workflow – Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. All contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single-data entry session.

1.6.10 Quality Control

The contractor shall develop and maintain an effective quality control program 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.

The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 30 days after contract award, and three copies of a comprehensive written QCP shall be submitted to the Contracting Officer and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.7 Quality Assurance

The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.8 Manpower Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the DSCA via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ Reporting inputs will be for the labor executed during the period of performance during each government fiscal year

(FY), which runs October 1 through September 30. While inputs maybe reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2014. Contractors may direct questions to the help desk at http://www.ecmra.mil/ http://www.ecmra.mil/

PART 2

DEFINITIONS, INITIALISMS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS.

2.1 DEFINITIONS:

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer (KO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

Contracting O officer’s Re presentative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the

Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP). Property in the possession of, or directly acquired by the

Government and subsequently made available to the contractor.

Government Property. All property owned or leased to the Government or acquired by the Government under the terms of the contract. Government property includes both Government furnished property and contractor acquired property as defined in FAR 45.101.

Government Furnished Material (GFM). Material in the possession of, or directly acquired by, the

Government and subsequently made available to the contractor.

Government Material. All material that may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a contract, i.e., raw and processed materials, small tools, supplies component parts, raw and processed materials.

Interest. Organizational or financial interest.

Basic humanitarian needs – includes medical supplies, food, shelter, and clothing.

Cargo – freight carried by a ship, an aircraft, or another vehicle

Load Site – location of the Denton Program or the Funded Transportation Program humanitarian donation

Shipment - Any volume of cargo assigned to any DSCA generated reference number from the Denton

Program and the Funded Transportation Program website (http://hatransportation.ohasis.org.)

Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the

Performance Work Statement.

2.2. ACRONYMS AND INITIALISMS: AF. Air Force

ANACI. Access National Agency Check and Inquiries

CAC. Common Access Card

CONUS – Continental United States

COR. Contracting Officer Representative

DD250. Department of Defense Form 250 (Receiving Report)

DD254. Department of Defense Contract Security Requirement List

DFARS. Defense Federal Acquisition Regulation Supplement

DCPDS. Defense Civilian Personnel Data System

DoD. Department of Defense

FAR. Federal Acquisition Regulation

IAW. In Accordance With

NACLC. National Agency Check with Local Agency and Credit Check

NGO/IO – Non-governmental Organization/International Organization

OCI. Organizational Conflict of Interest

ODC. Other Direct Costs

OCONUS – Outside of the Continental United States.

POC Point of Contact

PRS. Performance Requirements Summary

PWS. Performance Work Statement

QA. Quality Assurance

QASP. Quality Assurance Surveillance Plan

QC. Quality Control

UIC. Unit Identification Code

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: The government shall provide, the facilities, equipment, supplies, materials, and/or services listed below.

The government will provide the contractor access to regulations, directives or other policy documents required to complete this task. The contractor may be tasked to make recommendation for supplies and equipment needed and to prepare for signature government forms used to order supplies. The Government will provide access to the OHASIS Transportation website for the

Denton and Funded Transportation programs. DSCA will provide necessary access to the DSCA

Denton and Funded Transportation website as required for the performance of inspection duties.

PART 4

CONTRACTOR FURNISHED

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

Part 5

SPECIFIC TASKS

5.0 SPECIFIC REQUIREMENTS.

5.1 The Contractor shall provide cargo inspection support service to include, but not be limited to the following:

5.1.1 Complete the Denton Program and Funded Transportation Program Inspection Checklist.

Inspect each shipment at the load site. A shipment is defined as any volume of cargo assigned to any

DSCA generated reference number from the Denton Program and the Funded Transportation Program website (http://hatransportation.ohasis.org.)

Estimate the cargo volume, weight and total number of pieces

Visually inspect packaging and its condition to determine if the cargo is suitable for shipping.

Inspect and place stickers on the inspected boxes and cartons scheduled for transport via airlift.

Inspect and place stickers on inspected boxes and cartons scheduled for transport which are located in foreign countries.

Place seals on the inspected containers.

Spot inspect to ensure inventory is accordance with the humanitarian assistance approved commodities as described by DSCA.

Spot inspect package labeling, numbering, and addresses, if any.

Spot inspect the cargo and verify inventory is in accordance with the DSCA humanitarian assistance approved inventory list of the donor.

Provide an overall recommendation on the cargo’s suitability for donation and transport.

Add any additional pertinent comments concerning the inspection.

Sign the inspection checklist.

5.1.2 Submit the Denton Program and the Funded Transportation Program Inspection Certificate with Photos to DSCA.

Ensure a completed and signed Inspection Certificate is submitted to DSCA after each inspection No later than 12:00 on the next business day

Ensure the applicant reads and signs the certificate

Ensure the Inspector signs the certificate.

Submit at least five different photographs of the commodities inspected.

Take one picture of the container alone for the Funded Transportation Program.

Take one picture of the on-site inspection area for the Denton Program.

5.1.3 Contact DSCA if cargo is found not to be in compliance with the

Denton Program or the Funded Transportation Program Guidelines.

Notify DSCA immediately if any unapproved items are found that are not identified in the inventory list as presented.

Provide a detailed description of the problem in the comments section of the Cargo Inspection

Checklist and send an e-mail to DSCA as soon as possible.

5.1.4 Inspect Cargo Simultaneously throughout the Continental United States (CONUS) and Outside the Continental United States (OCONUS) as required.

Inspect Cargo at the loading site at an overseas location as well as in the United States.

Inspect the container dropped off and the container picked up during the time loading and unloading takes place.

The inspector shall witness and record the placement of the seal.

DSCA will indicate whether a return visit is necessary in order to visually check the contents of an unsealed container or an inspection load site.

5.2 Contract Management.

DSCA-PGM-HDM will provide necessary data, information, documentation, and access to subject matter experts as required for successful task order performance. DSCA will provide necessary access to the DSCA Denton and Funded Transportation website as required for the performance of inspection duties.

5.3 Task Oversight. The Contracting Officer Representative will provide any required oversight.

5.4 DELIVERABLES

5.4.1 Delivery Schedule

SOW Days After Task Order Award

Task # Deliverable Title Final

5.1.1 Provide a Monthly Status Report (MSR)

of the Denton Program and the Funded

Transportation Program Respectively

(electronic/hard copy)

10th business day of following month

5.1.1 Complete and Submit Inspection

Checklist After Each Inspection **

No later than 12:00 on the next business day

5.1.2 Complete and Submit Inspection

Certification After Each Inspection**

No later than 12:00 on the next business day

5.1.3 Contact DSCA Immediately following

the Inspection of Noncompliance cargo*

Within contract limits, IAW prioritization established by DSCA

5.1.4 Simultaneously work in the Continental

United States (CONUS) as well as

Outside the Continental United States

(OCONUS), as required**

Within contract limits, IAW prioritization established by DSCA

*As required

**May combine with MSR

5.5 Deliverables

5.5.1 Manpower Reporting Requirement.

a. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site.

The Contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/ <http://www.ecmra.mil/> . Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through

September 30. While inputs may be reported anytime during FY, all data shall be reported no later than

October 31 of each calendar year, beginning with 2015. Contractor may direct question to the help desk at http://www.ecmra.mil/ <http://www.ecmra.mil/>

5.6 Travel: Travel must be preapproved by the contracting officer as required in support of this PWS.

Travel shall be reimbursed in accordance with Joint Travel Regulation (JTR).

6.0 Quality Control Plan (QCP)

6.1 The contractor shall develop and maintain a quality control program to ensure custodial 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. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the PWS.

6.1.1 Quality Control Plan. The Quality Control Plan shall demonstrate how the contractor intends to ensure quality performance during the contract period of performance. The contractor shall maintain the Quality

Control Plan throughout the life of the contract. The contractor shall provide any updates to the plan to the CO for acceptance with a copy to the COR when changes occur. The Quality Control Plan shall include the following:

6.1.2 Inspection System. Written procedures for the inspection system includes the title/name of the individual responsible for the Quality Control Plan and who shall perform the inspections. The location of inspection records and key control logs shall be made available to the Government at all times during the term of the contract.

6.1.3 Deficiency Prevention. An inspection form describing the method for identifying and preventing defects in the quality of service performed.

6.1.4 Inspection Record. The inspection record provides the following information:

7 Date, time, and location of the inspection.

8 Title and signature block for the person who performed the inspection.

9 Ratings of acceptable or unacceptable for all work performance inspected.

10 Areas (room number, section) found to be deficient and corrective action taken.

11 Total number of observations and defects.

12 Type of inspection (100%, random, periodic http://www.ecmra.mil/ http://www.ecmra.mil/

PART 7

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

This PRS summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The

Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met.

PWS

Section

Performance Objectives Performance

Threshold

Method Of

Surveillance

5.1.1 Complete the Denton Program and

Funded Transportation Program

Inspection Checklist.

100% compliance

Periodic Surveillance

Customer Feedback

5.1.2 Submit the Denton Program and the

Funded Transportation Program

Inspection Certificate with Photos to

DSCA.

Customer Feedback

5.1.3 Contact DSCA if cargo is found not

to be in compliance with the

Denton Program or the Funded

Transportation Program Guidelines.

Customer Feedback

5.1.4 Inspect Cargo Simultaneously

throughout the Continental United

States (CONUS) and Outside the

Continental United States

(OCONUS) as required.

Customer Feedback