PWS_-_Final.pdf

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PERFORMANCE WORK STATEMENT

WASHINGTON HEADQUARTERS SERVICES/FACILITIES SERVICES DIRECTORATE

INTEGRATED SERVICES DIVISION

FOREIGN GIFTS PROGRAM

21 July 2015

Part 1

General Information

1.0 GENERAL: This requirement will support the Integrated Services Division (ISD) in providing Personal Property Appraisal Services in support of the Foreign Gifts Program.

1.1 BACKGROUND: Integrated Services Division (ISD) provides guidance to DoD executive level employees regarding the acceptance and retention of gifts and decorations offered by foreign governments and act as liaison between the DoD and General Services Administrations (GSA) for this program.

ISD conforms to Federal requirements regarding the receipt and disposition of gifts or decorations by foreign governments to federal employees, their spouses, or dependents and to report documentation of all gifts received from foreign governments.

1.2 OBJECTIVE: The objective of this requirement is to acquire a contract with an independent, registered, qualified, expert appraiser under the auspices of an accredited Board of Examiners appraisal.

1.3 SCOPE: The contractor shall provide all supervision, labor and equipment necessary to provide appraisal services. Appraisal service identifying, qualifying, and assigning value to foreign and domestic gifts received by both military and civilian representatives of the U.S. Government. These services shall also provide written documentation of all gifts appraised to include photographs and detailed appraisal reports.

1.4 PERIOD OF PERFORMANCE: The period of performance shall be for Seven (7) months base period, with Four (4) 12-month option periods. The Period of Performance reads as follows:

Base Period, Seven months from date of award Option Year I, Twelve months after the base period Option Year II, Twelve months after option year I Option Year III, Twelve months after option year II Option Year IV, Twelve months after option year III

2.0 General Information

2.1 Quality Control (QC): The Contractor shall develop and maintain an effective quality control program and provide to ISD within 30 days of award of this contract 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 requirements stated therein. After acceptance of

Page | 2 the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system.

2.2 Quality Assurance (QA): The Contractor must meet Quality Assurance procedures to ensure the services performed and standards of work received, adhere to the requirements of any resulting contract. This plan is primarily focused on what the Government must do to ensure the Contractor has fulfilled contract obligations pertaining to quality and quantity. https://www.acquisition.gov/far/97-08/html/46.html

2.3 Recognized Holidays: The Contractor is not required to perform services on the following Holidays:

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government Agencies. When the Government grants administrative leave or early dismissal to Government personnel, or is closed as a result of inclement weather, potentially hazardous conditions, or other special circumstances, Contractor personnel may be granted administrative leave or early dismissal.

2.4 Place of Performance: The work to be performed under this contract will be performed in a Government provided office space in the National Capital Region (NCR) particularly in the Pentagon.

2.5 Type of Contract: The Government anticipates a Firm Fixed Price Contract.

2.6 Security Requirements: See Attachment 3.

2.7 Physical Security: The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each appraisal, Government facilities, equipment, and materials shall be secured.

2.8 Contacting Officer Representative (COR): 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 KO 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 order.

https://www.acquisition.gov/far/97-08/html/46.html

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2.9 Key Personnel: The personnel listed below (or specified in the contract Schedule) are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall: (1) notify the Contracting Officer reasonable in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The contactor shall make no diversion without the Contracting Officer's written consent; provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer's consent required by this clause.

Senior level Appraiser: The Senior level Appraiser needs to have a minimum of 10 years experience with DoD and the Federal Government:

• appraising a variety of personal property gifts such as antiques, fine and decorative art, collectibles, gems and jewelry, rugs, flags, and weapons, both foreign and domestic.

• conducting appraisals in the Washington, DC metropolitan area.

• research gifts to identify artist/designer/originator, place of origin, donor, and nature of gift, and/or history of gift. There are times when a quick turnaround may be necessary for an appraised item at which time we require this appraisal to be done within 72 hours.

2.10 Identification of Contractor Employee(s): All contract personnel attending meetings, and working other situations where their Contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s personnel will be required to obtain and wear Pentagon Reservation badges.

2.11 Applicable Documents: Applicable Documents: ISD follows procedures for the receipt and disposition of gifts or decorations under regulations 5 U.S.C. § 7342 and Code of Federal Regulations (CFR) 102-42, “Utilization, Donation, and Disposal of Foreign Gifts and Decorations.” DoD Directive 1005.13, “Gifts and Decorations from Foreign Governments” and Administration Instruction (AI) 100, “Gifts from Foreign Governments.”

AI 100 (Reference (a)) in accordance with the authority in DoD Directive (DODD)

5110.4 (Reference (b)) and the guidance in DoDD 1005.13 (Reference (c)).

2.12 Confidentiality: The contractor:

• Shall not divulge appraisal information to third parties regarding documents or other papers, whether in the form of writing, figures, delineations; estimates, evaluations and conclusions which is the exclusive property of the Department of Defense and should not be divulged unless required by law. The Contractor will be asked to sign a non-disclosure agreement.

• shall hold all information in trust and confidence for the Department of Defense and agree not to, during or after termination or expiration, disclose to any person, firm, or

Page | 4 corporation, nor use for its own business or benefit any information obtained in connection with the supplying of appraisal services.

• Shall not willfully or otherwise perform any dishonest or fraudulent acts, breach any security procedures, or damage or destroy any documentation, proprietary or otherwise in connection with providing personal property appraisal services for the Department of Defense.

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PART 2

DEFINATIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (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.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6. 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.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

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2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. The Government shall not furnish property, Equipment, or services.

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PART 4

SPECIFIC TASKS

4.0 Specific Tasks:

4.1 The contractor shall perform the following:

• bi-weekly appraisal of variety of personal property gifts that includes antiques, fine and decorative art, collectibles, gems and jewelry, rugs, flags, and weapons, both foreign and domestic.

• conduct on-site inspection of all gifts, including taking detailed notes, photographs and provide a value to each item relative to the current Retail Value United States (RVUS) market. Upon initial review, all gifts are assigned a pending value.

• conduct research as necessary to authenticate and validate the item to ensure a fair RVUS market value. Supplementary written documentation based on newly discovered facts of appraised gifts will be submitted to complete the appraisal process.

• provide and maintain a “Year End” report of all gifts appraised to include all pertinent information in appraisals with detailed gift descriptions, origin of gift, market value determination, barcode number, presenter title and country, recipient title and country.

• prepare and submit an annual report on January 31st of each year which details the prior year’s appraisals in a format provided by DoD (see attached).

The Year-End report assists with DoD compliance of providing the Department of State with an annual report of foreign gifts received for the previous calendar year that appraised in value more than the current minimal value for foreign gifts which is determined by the General Services Administration.

• provide expert testimony in any legal or quasi-legal proceeding pertaining to any gift received by the Department of Defense, if required.

• providing detailed documentation of all gifts appraised along with 3 x 5 photographs of those gifts.

4.2 The contractor shall conduct special requirement appraisals of gifts on as needed basis. This requirement requires ability to work “on-call”. “On-call” refers to the possibility of being asked to perform an appraisal with only 48 hours of notification for special circumstances.

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ATTACHMENT 1

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 requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold

Method of Surveillance

Foreign Gifts Operations

PRS #1

Conduct bi-weekly foreign gift appraisal schedule. Refer to Paragraph 4.1 of PWS.

PRS #2

Conduct special requirement foreign gift appraisals on an as needed basis.

Refer to Paragraph 4.2 of PWS.

Appraise all gifts and identify artist/designer/originator, place of origin, donor, and nature/history of gift.

Appraise all gifts and identify artist/designer/originator, place of origin, donor, and nature/history of gift.

No more than (3) valid complaints in one year.

No more than (3) valid complaints in one year.

Feedback from executive level employees

Feedback from executive level employees

Communications

PRS #3

The Contractor shall develop and maintain an effective quality control program. Refer to Paragraph 2.1 of the PWS.

PRS #4

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of inaccurate services. Refer to Paragraph 2.1 of the PWS.

PRS #5

The Contractor will function in accordance with Quality Assurance (QA) standards identified under this contract. Refer to Paragraph 2.2 of the PWS.

Knowledge about ISD procedures and quality control measures.

Complies with quality control requirements.

Complies with government QA standards for performance; complies with government QA standards for delivery and acceptance.

Within 30 days of award of this contract.

Government inspection performed and documented by or under the direction or supervision of COR or Government personnel.

Reports & Briefings

PRS #6

Provide written reports detailing all gifts appraised during the bi-weekly period. Refer to Paragraph 4.1 of

PWS.

PRS #7

Provide a written Year-End report of all gifts appraised during the previous year. Refer to Paragraph

4.1 of PWS.

Reports of appraisals are detailed, accurate, and complete.

No more than 5 errors per year, per report.

No more than 5 errors per Year-End report.

Documents are reviewed for accuracy during the electronic and paper filing stage.

COR reviews final deliverable on due date.

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ATTACHMENT 2

ESTIMATED WORKLOAD DATA

The data provided is an estimate of what it may take to perform the major categories of requirements listed in the Performance Work Statement. The contractor is not required to propose the hours nor labor category listed below but is encouraged. The contractor is encouraged to use sound judgment and business practices when preparing its cost proposal.

Task ID Labor Category Hours Period of

Performance

4.0 Senior

Appraiser - Reporting Services.

Senior level Appraiser (minimum 10 years demonstrated experience).

One FTE Base Period and Four (4) 12- month Option Periods

Foreign Gifts Estimated Quantity per year 1,300 Annual year-end report 1 Special Requirements 4