PWS.pdf

PERFORMANCE WORKSTATEMENT

Pipette Calibration Service

Armed Forces Medical Examiner System

1.0 BACKGROUND

The Armed Forces Medical Examiner System is a Tri-Service organization, comprised of Administrative Support staff (S-staff) and three integrated divisions whose overall mission is to provide comprehensive and innovative medico legal services worldwide.

1.2 PURPOSE

The purpose of this requirement is to request preventive maintenance, calibration, documentation, and repair service agreement on medical research equipment and scientific instrumentation to include; labor, parts, shipping, and travel on the equipment the Armed Forces DNA Identification Laboratory (AFDIL) and the Forensic Toxicology (FORTOX) Laboratory.

The performance outcome mandated by the Government is scheduled service and unlimited repair services in accordance with the manufacture’s literature specifications for ISO/IEC 17025 calibration service for AFDIL’s 750 pipettes and FORTOX’s 225 pipettes.

2.0 SCOPE

2.1 PERFORMANCE OBJECTIVES

2.1.1 The following preventive maintenance, calibration, and repair services will occur semi-annually at the Armed Forces Medical Examiner System and shall be performed on-site at 115 Purple Heart Drive, Dover AFB, DE.

1. Preventive maintenance:

a. Perform inspection of internal and external parts

b. Perform minor repairs when necessary

c. Perform up to 20 additional general maintenance repairs between calibrations at no additional cost to the government.

2. Calibration:

a. Calibrating service should include multiple readings taken at multiple volumes

(where applicable) for both single-channel and multi-channel instruments

b. Perform readings for both “As Found” and “As Left” where applicable

c. Make instrument adjustments if necessary

d. Calibrating service must be supported through validated calibration software and prepared for each instrument serviced

e. Compare results against tolerances agreed upon with customers. The tolerances must be in compliance with the vendors’ measurements of uncertainty and the vendor’s ISO 17025 measurements of uncertainty. The agreed tolerances may also be:

i. standard tolerances by the vendor

ii. manufacturers' tolerances

iii. any client specific custom tolerances

3. Certification:

a. Provide a calibration certificate for each pipette which meets all ISO/IEC 17025 (International Standards Organization's standard for Calibration and Test Laboratories) requirements, to include uncertainty calculations and real-time environmental conditions

b. Provide a calibration certificate for each instrument serviced including uncertainty calculations and real-time environmental conditions. Each certificate must include the following:

i. bear an industry accredited seal along with the vendor’s certificate number and the following instrument information:

1. Manufacturer

2. Size

3. serial number

4. location of the instrument (facility name, dept., etc.)

5. information pertinent to the test itself (such as environmental conditions present at the time of the test NIST traceability information for the measurement & test equipment used in the instrument calibration and certification)

c. Communicate all failures to the customer

4. Document:

a. Affix calibration labels to each serviced pipette, reflecting that instruments' serial number, calibration date, calibration due date and room number.

b. Provide a work order that separately lists the serviced instruments by division (AFDIL or FORTOX). The work order must include each pipette calibrated by serial number, size, and manufacturer.

c. Provide a copy of the completed work order for each instrument after preventive maintenance is completed, with a statistical analysis to reflect on the instrument's performance both “As Found” and “As Left” for ISO 17025 service or “As Left” for standard service

2.1.2 Service Scheduling. The vendor shall coordinate service scheduling with the division’s POC for each service visit at least 15 days before the actual performance dates. The first site visit must be NLT September 8, 2026, to allow current service continuity and accreditation. Listed below is the division’s POC and specific service requirement.

AFDIL Laboratories Requirement:

Pipette quantity: 750 Service frequency: Semi-Annually (750 instruments – 2 times a year) Required Service: Preventative maintenance

Repair Service Calibration ISO 17025 certificate including raw data, real-time

Process uncertainty calculation & statistical analysis As found & As left

POC: TBD

Upon initial entry into AFDIL, each service technician shall submit a DNA sample for inclusion in a forensic contamination database of profiles. This requirement is necessary to rule out possible cross-contamination while performing service in the labs. The sample will be in the form of whole blood taken by venipuncture by an authorized phlebotomist, a finger stick, or a vigorous swabbing of the inner wall of my mouth with a buccal swab.

FORTOX Laboratories Requirement:

Pipette quantity: 225 Service frequency: Semi-Annually (225 instruments - 2 times a year) Required Service: Preventative maintenance

Repair Service Calibration standard certificate including raw data, real-time

Process uncertainty calculation and statistical analysis As left

POC: Jordan Brown

Jordan.t.brown.civ@mail.mil

(302) 346-8728

2.1.3 The arrival and departure schedule must allow enough time to complete the service by close of business day; however, multiple days are approved when required (Calibration can be completed over a 2-week period). The service technician must only service the specified quantity above per visit. Prior to leaving, the service technician must obtain a release signature from both laboratories on the field service reports. Below is a detailed instrument list for this requirement:

ISO/IEC 17025 Calibration Service

DESCRIPTION VOLUME QUANTITY MODEL

INFORMATION

Pipette AutoRep E 500 17

All pipettes are Rainin brand.

Models are a mixture of manual LTS and XLS

LTS; and Electronic E3 and

E4

Pipette AutoRep E 1000 1 Pipette AutoRep M 500 2

Pipette Multichannel-12 Electronic 20 3

Pipette Multichannel-12 Electronic 200 2

Pipette Multichannel-12 Electronic 1200 2

Pipette Multichannel-8 Electronic 10 15

Pipette Multichannel-8 Electronic 20 9

Pipette Multichannel-8 Electronic 200 7

Pipette Multichannel-8 Electronic 1200 3

Pipette Multichannel-8 Manual 10 20 Pipette Multichannel-8 Manual 20 9 Pipette Multichannel-8 Manual 200 7 Pipette Multichannel-8 Manual 1200 8 Pipette Single Electronic 10 28 Pipette Single Electronic 20 7 Pipette Single Electronic 100 23 Pipette Single Electronic 200 7 Pipette Single Electronic 1000 13 Pipette Single Manual 2 70

Pipette Single Manual 10 55 Pipette Single Manual 20 71 Pipette Single Manual 100 40 Pipette Single Manual 200 94 Pipette Single Manual 1000 101 Pipette Single Manual 5000 22 Additional Single channel Multi 83 Total 750

Standard Calibration Service

DESCRIPTION VOLUME QUANTITY

Rainin pipet·lite 2 2 Rainin pipet·lite 20 2 Gilson pipetman 2 2 Gilson pipetman 20 23 Gilson pipetman – Fixed 1000 1 Gilson pipetman 100 25 Rainin pipet·lite 100 2 Gilson pipetman 200 36 Gilson pipetman 1000 32 Rainin pipet·lite 1000 2 Gilson pipetman 5000 23 Rainin pipet·lite 5000 1 MLA – Fixed 100 1 MLA – Fixed 500 1 MLA – Fixed 900 1 MLA – Fixed 1000 4 Gilson microman 1000 1 Brand Handy Step - Repeat - 33 Hamilton Dilutor - 3 Thermo Finnpipette 10000 1 Thermo Finnpipette 1000 1 Thermo Finnpipette 100 1 Thermo Finnpipette 50 1

MLA FV 200 1

Sartorious 10 1 Sartorious 100 1 Sartorious 200 1 Sartorious 1000 1 Additional Pipettes Multi 21 Total 225

2.1.4 Hours of Operation

AFMES’ hours of operation are Monday through Friday during the hours of 8:00 am and 5:00 pm excluding government holidays.

2.1.5 Holidays

The following is a list of legal federal holidays. Any of the federal holidays falling on a Saturday will be observed on the preceding Friday, holidays falling on a Sunday will be observed on the following Monday.

New year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

Any other holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above.

2.1.6 Installation and Facility Access

The contractor will have a law enforcement background check completed for all employees who will be entering Army-controlled installations or facilities. Documentation of these checks will be made available to the COR upon request.

The contractor will provide to the COR, seven days in advance of the event, names and Social Security numbers (or equivalent identification numbers for non-U.S. citizens) of all employees who will be entering Army-controlled installations or facilities.

The contractor will ensure that its employees entering Army-controlled installations or facilities have obtained access badges and passes in accordance with facility regulations and that these badges and passes are obtained in advance so as not to delay the accomplishment of contracted services.

The contractor will return all issued U.S. Government installation badges, and/or access passes to the COR when the contract is completed or when a contractor employee no longer requires access to the installation or facility.

All commercial vehicles and buses will be directed to the commercial search area. Each commercial vehicle operator must have a computer-generated bill of laden for delivery, valid driver's license, current proof of insurance, current vehicle registration and current trailer registration (if applicable). If visitors do not have all of these credentials, they will be denied entry into the installation.

a. Commercial Gate Hours are 24 hours a day and 7 days a week.

b. Personnel entry requirements: Personnel must be in possession of a valid State ID or valid International Passport for entry.

c. Valid entry credentials include any of the following;

(1) Dover Air Force Base Contractor Badges (Yellow, Red, Green, or Blue -- valid until their expiration date or otherwise revoked or suspended.) Personnel not in possession of a valid ID will be denied access to the installation. Note: Yellow & Blue Contractor badges are not applicable to the AFMES.

(a) Vendor Base badges may be requested through the AFMES Physical Security

Office. These badges are meant to facilitate less involvement of AFMES staff having to leave the facility to pick up, vouch for, and escort trusted vendors from the Commercial Gate.

(b) Vendor base badge requests can only be requested by an active duty or GS employee of the AFMES by emailing the Physical Security Officer requesting a specifically identified vendor be issued a Vendor Badge and a complete explanation why the badge is needed.

(c) Email requests for Vendor badges must include the following information of the specific person for which the badge is being requested:

- Full Name

- Social Security Number

- Date of Birth

- Place of Birth

- Driver's License Number (REAL ID License Required)

- Driver's License State

- Company Name

- Duration of Visit

- Access Privileges: 24/7

- Badge Color: Red (requires approved AFMES escort) Green (can escort other co-workers {assistants} onto base).

(d) Once the Security Officer receives the email request from the appropriate AFMES staff they will prepare and send the formal request to DAFB Security Forces at the following email address 436 SFS/PID ORG [436SFS.PID- 02@us.af.mil].

(e) DAFB Security Forces will initiate a background check on the named vendor and if approved will issue a Vendor Base Access Badge and send a reply to confirmation email back to the AFMES Security Officer notifying them that the badge would be available for pickup at the Visitor Center located by the DAFB Main Gate entrance. The badge will be available there for 30 days, if not picked up by the vendor within those 30 days the badge will be destroyed.

(f) Vendors in possession of an issued Vendor Access badge still are required to enter through the Commercial Inspection Gate if they are in a Company truck or van. If the vendor is driving a privately owned vehicle, they may come through the DAFB Main Gate.

d. Personnel must present a dated/computer generated (Not handwritten) bill of lading, invoice, work order or service call contract etc. and a Point of Contact (POC) with a base landline phone number. Those who possess handwritten documentation will require escort by authorized personnel.

3.0. QUALITY MANAGEMENT

3.1. The Contractor shall have a planned and systematic quality management process for monitoring and analyzing its contract performance.

3.2. The Contracting Officer's Representative (COR) will be the Contracting Officer’s (KO's) authorized representative in administering the contract. The Contractor's representative shall be available to discuss any problems that the Contractor's personnel may be experiencing during the performance of this contract. Problems experienced by the Government with the Contractor's performance will be discussed and resolved. Unresolved problems will be referred to the KO for resolution. The inspection and acceptance point for all services rendered under this contract will be the COR. The performance by the contract personnel, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the COR. The COR for this effort is below:

COR: TBD at time of Award

3.2.1 Quality Assurance Surveillance Plan: This plan provides a quality surveillance strategy calibration service for AFMES’ laboratory pipettes. The primary purpose of this plan is to provide a basis for the government’s evaluation of the Contractor’s key areas of performance under this contract. The Contracting Officer (KO), in conjunction with input provided by the Contracting Officer’s Representative (COR), will evaluate the Contractor’s performance.

Oversight of the Contractor’s performance will assure quality and consistency of contract performance.

a. PERFORMANCE MEASUREMENT OBJECTIVE: The key area(s) of the Contractor’s performance that will be evaluated during the term of the contract. The statement of work reference will be provided for each performance measurement objective.

b. ASSESSMENT METHOD: Contractor performance is inspected. Method of surveillance is customer feedback, 100% and periodic inspection.

c. ACCEPTABLE QUALITY LEVEL (AQL): The degree to which the Government will allow the Contractor’s key areas of performance to vary; the variance from the standard that the Contractor is allowed and the grading/measurement associated with deviation from the specific performance standard.

d. Key Areas Of Performance (Performance Requirements Summary)

Performance Objective:

Acceptable

Quality Level

Contract Reference

Assessment Method

Submit a DNA sample upon initial entry into AFDIL 100% Para 2.1 Customer

Feedback Preventive Maintenance on 975 pipettes annually 100% Para 2.1 Periodic

Inspection Provide ISO 17025 certification on 750 pipettes (semi-annually)

100% Para 2.1 Periodic Inspection

Provide standard certification for 225 pipettes (semi-annually)

100% Para 2.1 Periodic Inspection

Coordinate scheduling for AFDIL & FORTOX 100% Para 2.1 Customer feedback

Provide service within prescribed arrival/departure times

98% Para 2.1 Customer feedback

Provide repair service 99% Para 2.1 Customer feedback

Complete AT Level I awareness training 100% Para 4.1 100%

Inspection Provide all information required for background checks to meet installation access requirements

100% Para 4.2 100% Inspection

Comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB)

100% Para 4.2.1 100 % Inspection

Complete iWatch training for employees and report results

100% Para 4.2 100 % Inspection

e. PERFORMANCE OF SERVICES. If any of the services do not conform to contract requirements, the Government will require the contractor to re-perform the services in conformity with contract requirements, at no additional cost to the Government. When the defects in services cannot be corrected due to circumstances, the Government may (1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed. The KO may exercise appropriate contractual remedy should the contractor fail to promptly take the necessary action to ensure future performance is in conformity with contract requirements.

When apparent non-satisfactory work is identified, the COR shall prepare a Contract Discrepancy Report (CDR) and submit it to the KO for review, see attached for CDR form. The Contractor shall then be required to respond to the CDR. The Contractor shall explain reasons for substandard performance, how performance will be returned to acceptable levels, and how recurrence of the same or like problems will be prevented. The KO will evaluate the Contractor's explanation, assess its validity, and determine whether it is acceptable.

The contractor shall be required to correct/eliminate any deficiencies in services in a timely manner. Notification begins when pertinent documents (e.g., Customer Complaint Record or CDR) are issued to the contractor. Time of notification and correction of all applicable deficiencies should be entered on all Government documents and retained in the contract file.

The Government may execute a deduction in payment for non-compliance when validated by the

KO.

f. ACCESS and general protection/security policy and procedures. Contractor and all associated sub-contractors’ employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy.

In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

New year’s Day, January 1st