RFP_HSSS01-15-R-0036_-_Attachment_1_-_Statement_of_Work.pdf

RFP HSSS01-15-R-0036

Attachment 1

Statement of Work

Meter Calibration and Equipment Maintenance

1. Background

The United States Secret Service (USSS) Technical Security Division (TSD) Chemical Biological Countermeasures (CBCM) Group are responsible for protecting our nation’s leadership at the White House in Washington D.C. and at designated temporary protective sites throughout the world. In order to accomplish this mission the Secret Service utilizes a variety of equipment to detect dangerous substances and conditions at protected sites.

2. Scope

The contractor shall provide scheduled maintenance, regular calibration service, and immediate repair of various Hazardous Material (HAZMAT) Detection meters.

3. Contract Type and Duration

This contract shall be a combination firm fixed price/Time & Material Order with a 5 year period of performance that is comprised of a base 12-month period and four 12-month option periods.

4. Specific Tasks

4a. The Government requires on-site calibration and maintenance of all HAZMAT detection meters included in the contract. This must occur every other month for the life of the contract at TSD facilities in Washington, DC. Maintenance shall include software updates to allow the most current libraries to be available on each piece of equipment. On-site calibration and maintenance shall include answering questions on the operation of the meters. Optimization, calibration, battery replacement, and scheduled maintenance must be provided for all items listed in the task order price schedule.

4b. All vendor technicians working on USSS equipment must be qualified and have certification letters from manufacturers prior to commencement of support. Support documentation shall be available for inspection by the TSD program equipment manager on a quarterly basis.

4c. The HAZMAT Detection Meters maintained under this contract may be deployed to locations throughout the United States and overseas. It is essential that the USSS has operable meters during these periods. The USSS retains the option to request loaner equipment in the event of government equipment failure, but the contractor’s obligation to provide temporary replacement items is limited to the availability of suitable temporary equipment that the contractor has in inventory.

Replacement meters will be sent to government defined location in the Washington, DC area, at the contractor’s expense. The government will subsequently resend the replacement equipment, at the government’s expense, to the respective sites where a meter has failed. Contractor shall address how it proposes to provide the USSS with such replacement meters until the failed meter is corrected and returned to the USSS. The contractor shall provide timeframes for the time between notification of failure and the time that the replacement unit is delivered on location. The contractor shall address how it has calculated the cost associated with this requirement. The contractor shall also address the time frame for each when occurring during the following periods: 1.) overnight; 2.) weekends, and; 3.) holidays.

4d. In the event of breakage or failure of a testing device, the Government requires pickup and delivery of items to be serviced when service is needed at a time other than when the contractor is onsite calibrating and servicing the equipment. Corrective Maintenance shall be conducted and invoiced on the appropriate

Corrective Maintenance CLIN based on the USSS division requiring corrective maintenance. Prior to the execution of Corrective Maintenance tasks, the contractor shall provide the Contracting Officer’s Representative (COR) an estimated repair price to be reviewed and approved by the COR. All corrective maintenance shall be completed within 30 days of request by the government; unless the specific items is deemed unrepairable based on actual damage to the device, or the repair cost to equipment value ratio being unacceptable to the government (i.e. the contractor shall not be permitted to repair an item if the cost to repair would approach the cost to procure a new item).

4e. Vendor must send each instrument, excluding the Smith HazmatID, GasID and ResponderRCI, to the manufacture for an annual factory re-certification and provide TSD with the original factory certification paperwork. This must occur during the first full year of the contract and each year following.

4f. In conjunction with Paragraph E, the Government requires parts and labor warranty, factory calibration and test of internal components with brand-new sensors and lamps for ChemRAE, ppbRAE, MultiRAE, MultiRAE Lite, and Altair during annual re-certification. Also included are the HazmatCAD Units requiring factory calibration and test/replacement of any internal components to include the electrochemical sensors during annual re-certification. All equipment under contract will be repaired and serviced with manufacturer issued parts. No “like Item” parts will be substituted during servicing.

4g. The Government requires a monthly list of the meters serviced which will be transmitted to the USSS TSD equipment manager no later than seven calendar days after the date of service. A quote will be provided for any repairs and service not covered under the contract and approval will be required prior to completing these types of services.

4h. Vendor must provide notification via telephone (or in person) and email the TSD CBCM program manager, of all meters that fail initial calibration tests within 1 hour of the calibration test.

4i. The Government requires a monthly inventory and status report of the equipment serviced. This report shall include: (1) An updated inventory list; (2) A summary of service provided for the reporting period;

and (3) A summary of maintenance that is due for the next six months following the report submission date.

This report shall be sent, by e-mail, to the CORs on the 15th of each month, starting 45-days after contract award. The report must track each device by Secret Service Property Number (SSPN) and manufacturer’s serial number. The report must be provided in Microsoft Excel format. Completed spreadsheets must include but not be limited to the following fields:

- date instrument arrives in lab;

- TSD Point Of Contact (POC) name and address, phone and fax number;

- status of instrument repair and calibration;

- instrument serial number;

- USSS SSPN number;

- expected ship date;

- actual ship date;

- and email address for computer generated calibration reminders determined by the USSS.

4j. The vendor must provide Calibration Certifications via PDF files that certify the date the instrument was calibrated and what if any parts were repaired. These files will be sent to the USSS COR 15 days after service.

4k. The vendor must provide an annual report of the technological advances in related equipment that is available for use in the field.

5. Warranty

A 5 year parts and labor warranty shall be provided for all equipment purchased under this contract.

Warranty shall begin on the day the equipment is delivered and accepted by the government and 5 years from that date including breakage and outside regular maintenance repair. The contractor shall warranty all parts and labor of current equipment inventory from the date of initial inspection until 5 years from that date including breakage and outside regular maintenance repair. All warranties must be transferrable to subsequent option periods of performance or subsequent contracts as may be applicable. (e.g. The 5 year warranty shall continue even if the contract expires 2 years after the date of warranted item purchase).

Vendor must also have the ability to provide manufacturer approved extended warranties on the identified equipment as requested by the USSS

6. Security

No clearance is required by the contractor for this effort; however, the Contractor and its affiliates shall not advertise or make endorsement claims of any kind relating to this procurement, the project sites, or the existing and proposed physical security measures. The Contractor shall submit information (name, date of birth, SSN, race, gender, country of origin, etc.) for background investigation of all Contractor personnel and affiliates that require access to USSS-controlled facilities. All Contractor personnel working on this project shall be U.S. Citizens. Security check forms shall be submitted at least seven (7) calendar days before scheduled access.

7. Travel

Any travel that occurs as a result of this order shall be in accordance with Federal Travel Regulations. All travel must be authorized by the COR prior to travel and reimbursement. The government reserves the right to view receipts upon request.

8. Deliverables

1) Technical Services for Calibration, Update and maintenance

2) Technical Services for corrective maintenance and repairs

3) Monthly Report – Excel Spreadsheet detailing equipment – see item 4i

4) Certifications – see item 4j

5) Yearly report on technological advances – see item 4k

(End of Statement of Work)

(End of Statement of Work)