PERFORMANCE WORK STATEMENT CULLIGAN.pdf

DHA PWS Template V13 November 16, 2021

Department of Defense Defense Health Agency

Performance Work Statement

Service and Maintenance for Culligan RO System

Directorate of Surgical Services Sterile Processing Division (SPD)

Solicitation Number:

Version:

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide service and maintain the equipment within the original equipment manufacturer's (OEM) specifications, in accordance with the Defense Health Agency (DHA), Department of Defense (DoD), US, State, and Local laws and regulations, US Navy regulations, and Joint Commission requirements.

1.2 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 perform full service and maintenance as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

1.3 Background: Culligan service package to include preventive maintenance, salt delivery, and emergency callouts and repairs as necessary throughout the contract.

1.4 Objectives: The service contract is to enhance the required operational safety of the aforementioned Culligan Reverse Osmosis (RO) water system and water softener equipment.

The maintenance and other services performed according to this service contract serve to maintain the Equipment in a functional condition and operation of same according to ISO standards.

1.5 Scope: The contractor shall provide all services, labor, parts, materials, and equipment necessary for the service and maintenance for the government-owned Culligan Reverse Osmosis System and water softener system units as listed below under Part 5 for NMCSD.

1.6 Period of Performance (PoP):

Base - From: 10-FEB-2025 To:09-FEB-2026 Option 1 - From: 10-FEB-2026 To:09-FEB-2027 Option 2 - From: 10-FEB-2027To:09-FEB-2028 Option 3 - From: 10-FEB-2028 To:09-FEB-2029

1.6.1 Transition: Transition-in/transition-out period - N/A

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at

1.7.2 Recognized Federal holidays: Contractor is not required to perform non-emergency services on Federal 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 Juneteenth Day Christmas Day Independence Day

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of

SPD

Building One, Ground Floor Naval Medical Center San Diego 34800 BobWilson Drive San Diego, CA 92134-5000

And/or

Biomedical Repair Department Building One, Ground floor Naval Medical Center San Diego 34800 BobWilson Drive San Diego, CA 92134-5000

November 16, 2021 all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8 Contractor travel: Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds specified in this contract. All travel requires Government approval/authorization and notification to the Contracting Officer Representative (COR).

1.9 Other Direct Costs (ODC):

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and 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).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

November 16, 2021

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at:

https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.3 Physical Security: 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.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s

QCP.

1.12 Key personnel (Contractor): 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 CO.

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 between 07:00 to 17:00 Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx

1.13 Data rights

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Government’s 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 CO 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 regarding 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.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a government facility is required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel.

Include a title block in all emails that states the fact that the person is contractor support

November 16, 2021 personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order.

Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete 1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks.

1.16.2 Company’s FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM

5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

November 16, 2021

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

November 16, 2021

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE

PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D- Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R- Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated, and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms

AIS Automated Information System APL Approved Products List APL AQL Acceptable Quality Level ARRT Acquisition Requirements Roadmap Tool ATO Authority to Operate B2B Business-2-Business CAC Common Access Card CAP Cloud Access Point CCEVS Common Criteria Cybersecurity Evaluation and Validation Scheme CDI Covered Defense Information CE Computer Environment CDRL Contract Data Requirement List

November 16, 2021

CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CMMC Cybersecurity Maturity Model Certification CMR Contractor Manpower Reporting CNSSI Committee on National Security Systems Instruction CO Contracting Officer(s) CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CSP Cloud Service Provider CSSP Cyber Security Service Provider CUI Controlled Unclassified Information DAD-A Deputy Assistant Director for Acquisition DC3 DoD Cyber Crime Center DD Form 254 Department of Defense Contract Security Requirement List (if applicable) DB Design-Build DBB Design-Bid-Build DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DISA Defense Information System Agency DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction DSAs Data Sharing Agreements DSAA Data Sharing Agreement Application DMZ Demilitarized Zone DoDM Department of Defense Manual DPCLO DHA Privacy and Civil Liberties Office DUA Data Use Agreement eMSM Enhanced Multi-Service Markets EULA End User License Agreement EVM Earned Value Management FAR Federal Acquisition Regulation FCI Federal contract information FE Facilities Enterprise FedRAMP Federal Risk Authorization and Management Program FISMA Federal Information Security Modernization Act FRCS Facility Related Control Systems FSO Facilities Security Officer HA Health Affairs HIPAA Health Insurance Portability and Accountability Act HCA Head of the Contracting Activity HIT Health Information Technology IGCE Independent Government Cost Estimate IA Information Assurance IO Initial Outfitting

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I/O In/Out Processing Portal IPv Internet Protocol Version IS Information System ISP Internet Service Provider IT Information Technology ISCM Information Security Continuous Monitoring IV&V Independent Verification & Validation MedCOI Medical Community of Interest MHS Military Health System MIL-STD Military Standard MTFs Military Treatment Facilities NCR National Capitol Region NDA Non-Disclosure Agreement NIAP National Information Assurance Partnership NIST National Institute of Standards and Technology OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPM Office of Personal Management OSD Office of the Secretary of Defense P-ATO Personal Authorization to Operate P&R Personnel and Readiness PGI Procedures, Guidance and Information PDT Project Delivery Team PHI Protected Health Information PII Personally Identifiable Information PIT Platform Information Technology PK Public Key PKI Public Key Infrastructure POA&M Plan of Action and Milestones POC Point of Contact PMO Program Management Office PoP Period of Performance PP Personal Property PPSM Ports, Protocols, and Services Management PRS Performance Requirements Summary PSP Personnel Security Program PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RFP Request for Proposal RFQ Request for Quotation RMF Risk Management Framework SP Special Publication

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SPRS Supplier Performance Risk System SRM Sustainment, Restoration and Modernization SRG Security Requirements Guides STIG Security Technical Implementation Guides TOS Terms of Service US United States UFC Unified Facilities Criteria VPN Virtual Private Network XML Extensible Markup Language

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc.

N/A

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below: provide

3.2 Facilities: The Government:

☒ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

November 16, 2021

☒ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below The contractor may use Government utilities (e.g., electrical power, compressed air, water) that are available and required for any service performed under this contract while at Government facilities. The facilities engineer however must approve of any contractor equipment which would connect to these utilities to ensure compatibility with NMCSD utilities.

3.4 Equipment: The Government:

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below

3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application The contractor shall be responsible for obtaining and maintaining access, training, and successful operation of the PIEE/GFP Module application for the entirety of the contract/task order PoP.

The PIEE GFP Module application is located at the following website: https://wawf.eb.mil/piee-landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with contract/task orders awarded through DHA, in accordance with applicable FAR Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the Contracting Office and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete, and accurate accounting of the GFP applicable to the contract/task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their https://wawf.eb.mil/piee-landing/ https://wawf.eb.mil/piee-landing/ https://dodprocurementtoolbox.com/

November 16, 2021 contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

The contractor shall report semi-annually 100% inventories, reconciliations, and final disposition of GFP provided by the government. Final invoices will not be paid pending GFP reconciliation.

Contractors shall be aware of and ensure compliance with applicable FAR Part 45, DFARS 245 and 252.245, Defense Pricing and Contracting Policies, Procurement Integrated Enterprise Environment Standards, DHA Administrative Instruction 094 and DHA Guidance.

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

November 16, 2021

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☒ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Contractor Furnished Services required in support of this contract/task orders.

These Services are described below:

4.2 General: The contractor shall furnish all supplies, equipment, facilities, and services required to perform work listed under Section 5 of this PWS.

4.3 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office.

4.4 Materials: The contractor shall be responsible for all materials.

4.5 Equipment: The contractor shall be responsible for all equipment.

4.6 Facilities: The contractor places of performance shall be:

SPD

Building One, Ground Floor Naval Medical Center San Diego 34800 BobWilson Drive San Diego, CA 92134-5000

And/or

Biomedical Repair Department Building One, Ground floor Naval Medical Center San Diego 34800 BobWilson Drive San Diego, CA 92134-5000

November 16, 2021

PART 5

5.0 SPECIFIC TASKS

5.1 Scope: The Contractor shall provide on-site services to include all periodic planned maintenance and unscheduled repairs in accordance with manufacturer specifications and in compliance with ISO 9001 standards, to include repairs necessitated by operator error.

Contractor shall service and maintain the equipment within the original equipment manufacturer's (OEM) specifications, in accordance with the DHA, State, and Local laws and regulations, US Navy regulations, and Joint Commission requirements.

5.1.2 The Contractor may use third party service vendors not limited to the Original Equipment Manufacturer (OEM); however, these vendors must be approved in advance by the KO and TR.

The Contractor must submit a list of any sub-contractors they intend to use as third-party service vendors to the KO and TR for approval. Third party service vendors shall not perform any work under this contract prior to such approval.

5.1.3 Ensure that only fully qualified field engineers and/or technicians shall be employed in the performance of any and all work performed under this contract. Service personnel shall have sufficient experience to demonstrate proficiency in maintenance of the product and collection of water samples. Upon request, Contractor shall provide written assurance of the competency their personnel as well as a list of credentials for personnel. The KO and/or TR may authenticate the training requirements and request training certificates or credentials from the service vendors at any time.

5.1.4 Test equipment: Test equipment calibration shall be traceable to National Institutes of Standards and Technology (NIST traceable). Any efforts conducted without equipment within the calibration intervals is not performance in accordance with this contract. Upon request by TR, the Contractor and/or service vendors shall provide a copy of the current calibration certification of all test equipment to be used, or which has been used, on NMCSD equipment.

5.1.5 Field Service Reports: Contractor shall furnish a written or electronic vendor supplied Field Service Report (FSR) to the Duty Staff at NMCSD Sterile Processing Department and DSS Logistics at NMCSD. All FSR's shall be submitted within 72 hours of completion of service.

The Contractor or their representative shall complete the FSR to include, at a minimum, the following:

1. Contractor Name

2. Service personnel printed name, telephone number, and signature

3. Date and Time of Arrival

4. Time Expended Repairing/Service: Labor Hours, Rate, Materials

5. Summary of Work Performed and Accepted by End-User, with Government Representative's Printed name and Signature).

Field Service Reports will be sent to the following:

usn.nmcsd-contractadministrator@health..mil

POC: Cindy Kelly – Business Manager Cindy.C.Kelly2.civ@health.mil POC: DSS Logistics dha.san-diego.San-Diego-NMC.list.nmcsd-dsslogisticsoffice@health.mil

Report can result in delay of payment or rejection of invoice from Government. It is highly recommended that the Contractor attach a copy of the Field Service Report to their Wide Area Workflow Invoice in order to expedite invoicing process.

5.2 NMCSD Preventive Maintenance Requirements

5.2.1 Preventive maintenance shall be performed in a manner which will minimize corrective maintenance and will include but is not limited to: calibration, adjustment, lubrication, updating software for security, safety, or system functionality issues, testing required to maintain a safe environment of care, electrical safety testing, output testing, replacement of batteries and other shelf life components on a scheduled basis (which becomes corrective maintenance if the component fails due to lack of preventive maintenance).

5.2.2 Make repairs to the extent necessary, as determined by inspection tests or disassembly, to ensure a functional system that will efficiently serve its intended purpose and the technical specification for that equipment as designated by the original equipment manufacturer.

5.2.3 Installation of system update changes to resolve specific product reliability problems.

Hardware and software upgrades, defined as those changes that enhance or add product features, are not included.

5.2.4 Preventive Maintenance shall be performed as per the schedule noted in section 5.1.1, with these scheduled preventive maintenance actions to be coordinated with NMCSD Sterile Processing after contract award.

5.2.5. Preventive Maintenance Completion: Contractor must ensure that 100% of periodic maintenance is performed within two (2) days of the due date.

5.2.6. Uptime Rate: The Contractor shall maintain an overall uptime rate of 95% or better for all equipment covered by this effort.

5.2.6B Uptime Calculation: Uptime is calculated on a rolling 6-month basis. Until the Contractor has at least 6 months of performance history with NMCSD, the uptime shall be calculated cumulatively for the entire duration of the contract.

5.2.7. Equipment in Use: If, for reasons beyond the Contractor’s control, equipment is not made available for maintenance, the Contractor shall immediately notify the TR. Contractor shall mailto:usn.nmcsd-contractadministrator@health..mil mailto:Cindy.C.Kelly2.civ@health.mil mailto:dha.san-diego.San-Diego-NMC.list.nmcsd-dsslogisticsoffice@health.mil mailto:dha.san-diego.San-Diego-NMC.list.nmcsd-dsslogisticsoffice@health.mil

November 16, 2021 arrange a means of complying with the requirements for preventative maintenance at no additional cost to the government.

5.3. NMCSD Corrective Maintenance Requirements:

5.3.1. Correct inoperable condition in a timely manner. Contractor shall respond to corrective maintenance requests no later than two (2) hours after telephone notification from Sterile Processing. Service should be provided within one (1) business day of notification, Monday- Friday, between the hours of 0800-1600.

5.3.2. Provide only the work necessary to restore the equipment to a properly serviceable/operating condition by adjustments, replacement parts, or minor repairs when it is determined that extensive repairs and parts are not necessary.

5.3.3. Equipment improvements/modifications shall be made only upon written approval and direction. This includes software updates to the device. All updates, improvements, or modifications performed shall be notated on the FSR or equivalent.

5.3.4. Notify Sterile Processing immediately upon receipt of safety recall notices or upon discovery of any other safety hazard discovered during the performance of work.

5.3.5. Ensure that the original design and functional capabilities shall not be changed, modified, or altered without express written authorization from NMCSD.

5.3.6. Provide suitable recommended repair equipment/tools required for the satisfactory execution of all repairs made.

5.3.7. Replacement parts shall be covered by the Contractor for the duration of the contract.

5.4. End-User Requirements:

5.4.1. Contractor shall perform an initial inspection of the Culligan Reverse Osmosis (RO) Water treatment system and water softener system.

5.4.2. Contractor shall provide routine inspections of the Reverse Osmosis (RO) water treatment system to ensure proper function and effectiveness for the intended task of supplying high quality, low conductivity critical water suitable to use in the reprocessing of surgical instrumentation, in accordance with AAMI standards for critical water (AAMI TIR 34-2014).

5.4.3. Contractor shall maintain service logs for the water treatment system and water softener system. They will keep one copy on site at NMCSD Sterile Processing. The Contractor may, at their choosing, retain an additional copy, but the primary copy shall be retained by NMCSD Sterile Processing.

November 16, 2021

5.4.4. Contractor shall provide service and maintenance for the following items. These materials and items shall be provided for as part of the services and maintenance contract at no additional charge to the government.

a. Carbon filter cartridges – 5 mic, 10” – routine inspection and replacement per manufacturer’s recommendations. Replace at a differential pressure of fifteen (15) psi.

b. ROS Membrane(s) – 4” x 40” - routine inspection and replacement per manufacturer’s recommendations. Monitor the product flow and quality. Clean or replace as needed.

c. O-rings kit – 2.5” – routine inspection and replacement per manufacturer’s recommendations.

Replace the O-rings and retest before replacing the entire element.

d. Pilot valve rebuild kit – routine inspection and replacement per manufacturer’s recommendations.

e. Valve core replacement kit – routine inspection and replacement per manufacturer’s recommendations.

f. Brine valve assembly kit – routine inspection and replacement per manufacturer’s recommendations.

g. Salt delivery – refill water softener salt. Monthly salt delivery will be up to 45 bags of salt per month. Routine inspection and replacement per manufacturer’s recommendations,

h. Sanitation – completed annually. Also performed if testing values indicate a compromise in the system either due to biofouling or the water treatment application limits the microbial count in the product water. Routine inspection and replacement are per manufacturer’s recommendations.

5.4.5. Feedwater: Feedwater will be supplied by the Government to the water treatment system.

However, the Contractor shall inspect the feedwater supply (pipes, valves, etc.) as part of the routine service and maintenance. Additionally, the Contractor shall test feedwater routinely to ensure compatibility with water treatment system manufacturer’s requirements, to include water pressure, temperature, and Ph. If problems are detected in feedwater or its components, the contractor shall notify the Sterile Processing division and shall provide a report of their findings to the TR and NMCSD Facilities Department.

5.4.6. Sanitation: The Contractor shall provide sanitation/flushing of the whole Reverse Osmosis water treatment system in conjunction with the service and maintenance contract. Scheduled routine sanitation/flushing of the water treatment systems shall be performed annually per the manufacturer’s recommendations. Additionally, the contractor shall provide immediate sanitation/flushing of the water treatment systems within (3) calendar days of verbal request from Sterile Processing division at no additional charge to the Government (with up to three sanitations in a one-year time frame).

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5.4.7. Water Quality Monitoring: the Contractor shall provide water testing and monitoring in conjunction with the service and maintenance contract. The water softener system shall be tested to ensure the following sections: Hardness and Ph are within normal parameters performed monthly and included with inspection and recording of data for water softener system.

5.4.8. Contractor shall perform all necessary work to decontaminate the Reverse Osmosis water treatment system (sanitation/flushing) should a water quality test result indicate the system may have been compromised in its function and reliability to provide water that meets AAMI guidelines. Sanitation, flushing, and cleaning of the water treatment system shall be performed in a manner consistent with AAMI TIR 34- 2014 guidelines and will not be considered complete until cleared for service through multiple water quality testing and confirmation of these results with the KO.

5.4.9. Contractor shall notify the DSS Logistics and/or KO of any parts or labor required above and beyond routine service and maintenance for the water treatment system. No work shall be performed without written approval from the DSS Logistics Office or the KO. Contractor shall provide a written estimate of the costs for this service within forty-eight (48) hours of identification of an issue.

5.5. Response Time and Labor:

5.5.1. Contractor shall use commercially reasonable efforts to respond by telephone to any report of a malfunction within two (2) hours of notification from NMCSD. The Contractor shall also provide telephone consulting services, twenty-four (24) hours per day, seven (7) days a week.

This consulting service shall be provided to avoid delays in contract service coverage during after-hours and weekend/holiday periods as applicable. Under no circumstances shall the Contractor assume an inquiry, via telephone or any other means, is authorization to provide services not specifically covered by the terms of the contract.

5.5.2. The Contractor shall use commercially reasonable efforts to provide on-site support within one (1) day or twenty-four (24) hours from notification by NMCSD, unless otherwise noted in Section 5.4.

5.5.3. All compensation for labor is provided for in this contract and included in the contract price.

5.5.4. Any work that would require overtime or additional charges must be approved, in writing, in advance by the KO. Any materials that would require additional charges above and beyond those already provided for under the contract must be approved, in writing, in advance by the

KO.

5.5.5. Travel and Related Expenses: Contractor shall be responsible for its service-related trip expense, including round trip travel, mileage, and overnight living expenses.

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5.5.6. Shipment: The Contractor shall not exceed one (1) business day for shipment of all equipment coming from and/or going to NMCSD minus exceptions or conditions as previously noted in this Statement of Work or as approved by the KO. All shipping expenses/costs are provided for in this contract and included in the contract price.

5.7 Liability:

5.7.1. The Contractor shall not be liable for any loss, damage, or delay due to any cause beyond their reasonable control, including but not limited to fire, explosion, theft, flood, riot, civil commotion, war, malicious acts of mischief, or other circumstances outside of human control.

5.7.2. NMCSD Employees will not perform maintenance or attempt repairs to equipment covered.

under this contract while such equipment is under the purview of this contract without express, written concurrence from Contractor.

5.7.3. Insurance: Contractor shall be required to have liability insurance to cover any actions on the part of the Contractor or their sub-contractors which result in injury or death to patients, staff, visitors, or other Contractors. Coverage shall be of at least $500,000 per occurrence.

Additionally, Contractor is required to have property damage liability insurance of at least $500,000. Liability insurance shall meet the requirements set forth in FAR 28.307-2.

5.8 Utilities, Facilities, and Equipment Access:

5.8.1. The Contractor may use Government utilities (e.g., electrical power, compressed air, water) that are available and required for any service performed under this contract while at Government facilities. The facilities engineer however must approve of any contractor equipment which would connect to these utilities to ensure compatibility with NMCSD utilities.

5.8.2. Any outages required to perform services must be approved by NMCSD Facilities Management prior to initiation of work and shall be performed per Facilities' instruction.

Contractor may request Facilities assistance in performing these outages if required.

5.8.3. Ensure that all use, storage, transport of any materials regulated by OSHA as "hazardous", required for the performance of this contract, is in in compliance with all federal, state, and local regulations. Contractor shall have available MSDS's for any such materials on-site.

5.8.4. The Contractor shall protect all facilities from damage caused by the Contractor and shall repair, at no additional cost to the Government, all damages caused by the Contractor's activities.

During performance of services, Contractor shall keep the site safe, neat, clean, and orderly.

Contractor shall be responsible for all means, methods, techniques, sequences, and procedures of the services.

5.8.5. Access to Equipment: Contractor shall be provided reasonable access to all equipment that is to be serviced and utility outlets required to do the service. The contractor shall be free to

November 16, 2021 start/stop all primary equipment incidentals to the operation of the maintained equipment after permission is received from on-duty personnel responsible for such equipment.

5.9. Security and Safety Requirements:

5.9.1. The Contractor is required to submit/complete Naval Base San Diego Base access requirements for access to NMCSD. Contractor shall contact Naval Base San Diego Security Department at 619-556-1653/5336 or at https://www.cnic.navy.mil/regions/cnrsw/installations/navbase_san_diego/om/force_protection/p ass_and_decal.html in order to obtain the necessary clearances to perform this contract. All costs for completing the requirements for access are the responsibility of the contractor. While waiting for authorized access, contractor shall, at a minimum, contact NMCSD Biomed not later than 1400 on the day prior to a scheduled visit to submit the required information to complete the NMCSD Temporary Security Pass. In case of emergent repairs or service, the contractor shall wait at the NMCSD Main Gate for escort from Biomed personnel.

5.9.2. Identification, Parking, and Smoking Regulations at NMCSD: Field service personnel shall wear visible photo identification at all times while on the premises of NMCSD. It is the responsibility of the field service personnel to park in the appropriate designated parking areas.

Information on parking is available from NMCSD Security personnel. Smoking is prohibited inside any buildings of NMCSD and is restricted to designated smoking locations only.

Possession of weapons, alcohol, or pharmaceuticals that are not over the counter and not prescribed to the individual/family is prohibited on the premises. Enclosed containers, including tool kits, are subject to search. Violations of regulations may result in citation answerable in the United States (Federal) District Court. Violation of any policy which results in lost time for Contractor, or his sub-contractors is the sole responsibility of the Contractor and shall not be charged to the government. Contractor employees shall always demonstrate appropriate behavior.

5.9.3. Contractor Check-In/Check-Out: Contractor is required to report to Material Management Department, Biomedical Repair Division at Building One (1), Ground Floor, Room GD-18H1 at NMCSD prior to and upon completion of any services or repair work performed.

5.9.4. General Safety Requirements: The Contractor shall exercise safety precautions as the TR may determine to be reasonably necessary to protect the lives and health of occupants of buildings in which work is being performed. NMCSD will notify the Contractor of any non-compliance with the foregoing conditions and the action(s) to be taken. Service vendors shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If field service engineer refuses to comply promptly, the TR may issue an order stopping all or any part of the work. Under such circumstances, the KO and hold the service vendor in contract default. Nothing in this section will be construed to limit the Contractor or his sub-contractors’ responsibilities to comply with any existing law, nor to switch jurisdictions.

5.10 Compliance with Applicable Laws: Contractor shall be knowledgeable of and comply with all applicable Federal, State, and local laws, regulations, and requirements regarding the conduct of his business. The Contractors personnel shall comply with the DoD Information Assurance https://www.cnic.navy.mil/regions/cnrsw/installations/navbase_san_diego/om/force_protection/pass_and_decal.html https://www.cnic.navy.mil/regions/cnrsw/installations/navbase_san_diego/om/force_protection/pass_and_decal.html

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Policies applicable. Contractors are required to maintain a Drug Free Workplace, as well as to require any sub-contractor to do the same. Contract shall require wage determinations and comply with applicable Federal and State worker's compensation and occupational disease statutes. Modifications to Contract: Only the KO has the authority to obligate the government, and then only in writing. No modification or instruction from any party shall be construed to authorize the Contractor to take any action for which they expect compensation without written authorization from the KO.

5.12.0 Invoicing: All invoicing shall be done in accordance with this statement of work and in accordance with contract. Failure to do so may delay or interfere with payment for services rendered.

PART 6

N/A

7.0 ATTACHMENTS/TECHNICAL EXHIBIT LISTING

7.1 The following forms are to be completed by the FSO/Security POC, or COR once the contractor is granted the proper background investigation.

7.1.1 Contractor CAC Request Process

DHA CAC Request Process.pdf

DMDC TASS

Application.xlsx

PART 7, ATTACHMENT 1

PERFORMANCE REQUIREMENTS SUMMARY

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 (The Service required—usually a shall statement from Part 5)

PWS Reference Acceptable Quality Level (AQL) (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

Performance Requirements Summary (PRS) # 1.

The contractor shall maintain an overall uptime rate of 95% or better for all equipment covered by this effort.

Individual uptime rate for specific equipment, if required, will be as specified on Appendix A.

5.2.6 95% of the time Customer complaint received by COR

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PRS # 2 Preventive Maintenance Completion: Contractor must ensure that 95% or more of all periodic maintenance is performed within 30 days of due date, and that 100% of periodic maintenance is performed within 60 days of the due date.

5.2.5 95% of the time Customer complaint received by COR

PART 7, ATTACHMENT 6

ESTIMATED WORKLOAD DATA

ITEM NAME ESTIMATED QUANTITY