M6700124Q1178.docx

M6700124Q1178

Section SF 1449 - CONTINUATION SHEET

GENERAL INTENTION. The intent of this action is to establish a indefinite quantity contract to provide services to various washers and dryer aboard Marine Corps Air Station Cherry Point and Marine Corps Auxiliary Landing Field (MCALF) Bogue in North Carolina. All services shall be performed in accordance with the Performance Work Statement.

TYPE OF CONTRACT. This contract will be a fixed price indefinite quantity type contract. The quantities listed in the schedule are estimates only and do not represent that the estimated quantities will be required or ordered. Funds shall be obligated by issuance of Task Orders for precise quantities (FAR 52.216-22 – “Indefinite Quantity”, OCT 1995).

PERIOD OF PERFORMANCE. The contractor shall provide the specified services for a period of two years upon award of the contract.

Simple Knob Replacement

FFP

Performed in accordance with Section 11.5 of the Performance Work Statement.

FOB: Destination

PURCHASE REQUEST NUMBER: M301464536169

PSC CD: J072

MAX

NET AMT

Minor Repairs

Performed in accordance with Section 11.7 of the performance work statement.

FOB: Destination

MAX

Major Repairs

Performed in accordance with Section 11.8 of the Performance Work Statement.

FOB: Destination

MAX

Install/Relocate/Remove

Performed in accordance with Section 11.10 of the Performance Work Statement.

FOB: Destination

MAX

Attempted Service Calls

In accordance with Section 11.12 of the Performance Work Statement.

FOB: Destination

MAX

Dryer Vent Cleaning

Performed in accordance with Section 11.9 of the Performance Work Statement.

FOB: Destination

MAX

Parts for Major Repairs

All parts must be billed at the contractors cost with supporting documentation.

Do not price this CLIN. The Government will provide a not to exceed amount at the time of award.

FOB: Destination

MAX

PERFORMANCE WORK STATEMENT

1.0 Scope. Marine Corps Air Station Cherry Point Logistics Services Directorate has a requirement for non-personal services to maintain, repair, install, clean, relocate, and/or remove government owned washers and dryers.

2.0 Period of Performance. The period of performance (POP) is for a 2-year period (24 months) to begin immediately after award of the contract.

3.0 Place of Performance. Barracks and Buildings located Marine Corps Air Station (MCAS) Cherry Point and Marine Corps Auxiliary Landing Field (MCALF) Bogue.

4.0 Government Workday, Hours, and Holidays.

4.1 The government workday is Monday through Friday, and the workday hours are 7:00 a.m. to 4:30 p.m.

Work hours may be adjusted/changed by mutual agreement between the Contracting Officer and Contractor.

4.2 Federal holidays observed by the base are New Year’s Day, Martin Luther King Jr.’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and other specifically designated days that are mutually agreed upon between the Contract Administrator and the Contractor. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday, and when a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

4.3 In the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed for a regularly scheduled workday, the COR or designee will determine and advise the Contractor on whether services are required for that day.

5.0 Installation Closures or Delayed/Reduced Workday.

5.1 Contractor personnel shall provide limited designated services in the event of a closure/reduced workday due to emergency situations or inclement weather emergencies; applicable notifications shall be provided by television/radio announcements, telephone, text, email, verbal means, or MCAS Cherry Point information systems (MCAS Cherry Point Information Systems telephone number for reporting instructions is 252-466-3093). Once the installation has returned to normal operations; Contractor personnel shall resume services under normal work hours. Upon return to normal work hours, the Contractor shall contact the COR to determine the date and time to perform any scheduled services that were missed.

5.2 Under emergencies, which the installation remains open under reduced, but required services, Contractor personnel shall maximize staffing levels of essential personnel based on government notification.

Considerations shall include personnel/family member injuries, extensive home damages (to include transportation assets), mass power outages, inaccessible travel routes, school/daycare closures, pandemics, etc.

6.0 Contracting Officer’s Representative (COR). The government will appoint personnel, known as the COR, to monitor Contractor performance to ensure services are received and done in a satisfactory manner. The COR will evaluate the Contractor’s performance in accordance with the performance work statement to ensure acceptable quality levels (AQL) of the performance standard(s) are met. The COR information will be provided upon award.

6.1 Role of COR for Inspection, Acceptance, and Other Duties.

6.1.1 Responsibilities. Performs surveillance and inspection of services required under this contract; determines the adequacy of Contractor performance per contract specifications; acts as the COR at the work site; ensures compliance with contract performance requirements; and advises the Contract Administrator of any factors that may cause work performance delays. The COR cannot authorize deviations from contract requirements and specifications.

6.2 The following individual will be appointed as the COR:

**To be provided at time of award.

6.3 The Contracting Officer (KO) is the only person authorized to approve changes in any of the requirements of the contract. The Contractor shall not consider any order, statement, or conduct by government personnel who visit the Contractor’s facility/job site or in any other manner communicate with Contractor personnel during performance of this requirement as a change to the terms and conditions of the contract. The Contractor shall not comply with any order (verbal or written), direction, or request of any government personnel unless it is issued, in writing, by the KO. In the event the Contractor or Contractor personnel effect any change to this requirement by direction of any individual other than the KO will have done so without authority and shall bear all costs associated with such change.

6.4 Unacceptable Performance. When performance does not meet the specifications and requirements of this contract, written (let, fax, or email) documentation will be furnished explaining how performance is considered unacceptable. This documentation should state what specification(s) is not being performed (reference contract paragraph number(s), date, and time observed) and submit to the Contract Administrator within two workdays of each occurrence.

6.5 Final Receiving Report. The COR will submit a final receiving report stating that all services have been received, inspected, and accepted to the Contract Administrator within five workdays of the end of the contract period.

6.6 Quality Assurance Evaluations. The COR is designated by the KO to perform technical surveillance and receive any deliverables in compliance with performance work statement. This does not authorize anyone to make changes in the scope, price, term, or conditions of the contract without the written concurrence of the KO.

6.7 The responsibility for inspection and acceptance of the deliverables furnished under this contract rests with the COR, or in their absence the authorized representative(s). Inspection and acceptance of all deliverables will be accomplished at the end of each month during the POP.

6.8 Inspection and acceptance will be performed at location where work has been performed.

6.9 The following specific areas of the contract administration are assigned to the COR.

6.9.1 Receipt of all required reports.

6.9.2 Certification of invoices in accordance with the payment terms of the contract to include validation of each line item on each invoice.

7.0 General Washer and Dryer Information. The following information is provided for washers and dryers located in the place of performance as identified in Section 3.0

7.1 Washers. There are approximately 380 automatic, heavy duty type washers. The types of washers are top load, front load, and combos. The manufacturers of the washers are Alliance, Speed Queen, and Whirlpool Comm.

7.2 Dryers. There are approximately 340 dryers. The types of dryers are single, double-stack, and combos.

The manufacturers are Speed Queen, Whirlpool Cabrio, and Whirlpool Comm.

7.3 Locations. The washers and dryers are located in different types of barracks buildings. There will be washers and dryers in two- or three-story buildings (Bachelor Enlisted Quarters (BEQ) and Bachelor Officer Quarters (BOQ)) that have laundry area on each deck. Some washers and dryers are in single deck buildings and other living quarter areas that have designated laundry areas. Other washers and dryers are located in four or five story buildings that have laundry areas located on the first floor. Typically, the buildings do not have elevators and stairways can be either inside or outside the building.

7.4 Replacement. Annually, 10%-15% of the government owned washers and dryers covered under this contract are planned to be selectively replaced. The machines will then be designated to be recycled or disposed of properly.

7.5 Inventory. An excel spreadsheet that contains the washer and dryer inventory will be provided upon award.

The inventory has the area, building number, model number, and more information for the washers and dryers.

7.6 Building Renovations. Renovations for buildings/barracks are scheduled for each fiscal year. After renovations are scheduled, the information will be provided to the Contractor.

8.0 Government Responsibilities. The government will provide the Contractor with all the information needed for performance to include desired formats and examples.

8.1 Maintenance Schedule. The government will provide the Contractor with a maintenance schedule upon contract award.

8.2 Washers, Dryers, and Parts. The government will provide new washers, dryers, vent ducting, and dryer power cords for new installations or when old machines are damage or beyond repair and need replaced.

8.3 Storage. New washers, dryers, vent ducting, and dryer power cords are stored in building 151.

Replenishment of the machines, vent ducting, and dryer power cords will be the responsibility of the government. Used washers and dryers that have been determined to be reusable will be stored in building 151.

Washers and dryers that will be disposed of are to be stored in building 151 until such disposal.

8.4 The government will not be responsible in any way for the Contractor’s supplies, equipment, materials, or belongings brought in the buildings or on the grounds to perform services. This includes, but is not limited to, loss or damage caused by fire, theft, hurricane, accident, or other disaster.

9.0 Government Owned Washers and Dryers Identification. Each machine shall have a repair service identification label attached. Unaccompanied Housing Office shall be responsible for the attachment of initial labels prior to the installation of new machines. The repair service identification label contains the following information and data:

SERVICE ON THIS MACHINE

CALL (252) 466-4527

PROVIDE THE FOLLOWING INFORMATION

1) LOCATION OF MACHINE: Bldg. Number

2) TYPE OF MALFUNCTION ______________

3) MACHINE ID: W1234 (example)

During service calls, the Contractor is responsible for notifying the COR concerning missing or illegible repair service identification labels.

9.1 Machine ID Number. The machine ID number, sixth line on the label, shall be as follows:

9.1.1 Topload Single Washers. The letter “W” with the next four numeric digits that are the last four digits of machine’s serial number.

9.1.2 Stack Washable / Dryer Combos. The letters “WD” with the next four numeric digits that are the last four digits of the machine’s serial number.

9.1.3 Single Dryers. The letter “D” with the next four numeric digits that are the last four digits of the machine’s serial number.

9.1.4 Double Stack Dryers / Stackable Dryers. The letters “DD” with the next four numeric digits that are the last four digits of the machine’s serial number.

9.1.5 Front Load Washers / Stackable Single Washers. The letters “WW” with the next four numeric digits that are the last four digits of the machine’s serial number.

10.0 Washer and Dryer Service Work Ticket. The service work ticket is required for all services performed on washers and dryers, with the exception of Installation/Relocation/Removal requirement(s) that uses a different form.

10.1 Service Work Ticket. The service work ticket shall have a minimum of four parts and shall have clearly marked spaces for the required information. The template for a service work ticket will be provided upon contract award.

The government will fill out the following information on the service work ticket: Date Received; Call Date; Work Ticket Number; Building Number; Point of Contact, Duty Phone, Alternate Phone (if available); Deck/Machine Number; and Work Requested. The work ticket number is a sequential number maintained by the COR.

There will be the original and two copies of the service work ticket. The COR will retain one copy and provide the original and a copy to the Contractor.

10.2 Service Work Ticket Pick-Up. Each workday, a Contractor’s representative shall pick-up the service work tickets from the COR or Contract Administrator. The service work tickets will be emailed electronically between the hours of 9:00 a.m. and 10:00 a.m.

10.3 Service Work Ticket Turn-In. The Contractor shall fill-in the required information about the service call(s). Each workday, the Contractor shall turn-in all completed service tickets shall be emailed electronically to the COR between the hours of 9:00 a.m. and 10:00 a.m.

10.4 Service Work Ticket Register. A service work ticket register will be maintained by the COR. The register will indicate the date the work ticket was received and the date the repair was completed. Work tickets will be logged-in the same day they are received. Service work ticket numbers will be issued in sequential order.

10.5 Service Work Ticket System must contain at a minimum the following items.

10.5.1 Blank work tickets

10.5.2 Pending work tickets

10.5.3 Completed work tickets

10.5.4 List of work tickets not meeting required repair time

11.0 Washer and Dryer Tasks. The Contractor shall manage the work effort associated with support services to maintain and repair washers and dryers covered under this contract.

11.1 General Information. This contract will include cleaning, inspecting, lubricating, adjusting, corrective maintenance, repairs, dryer duct/vent cleaning, installation, removal, moving, and/or relocating of washers and dryers covered under this contract at the locations identified in Section 3.0.

11.2 Maintenance and Repair Service. The Contractor is responsible for maintenance and repair of all government owned washers and dryers covered under this contract. The machines shall be maintained to provide their specified function(s) are in compliance with the manufacturer’s equipment specifications, as well as government regulations and directives. All services done on the machines shall be in accordance with manufacturer’s specifications and in conformance with standard trade practices. All services will be rendered promptly and efficiently upon receipt of service work tickets. The Contractor shall have three (3) working days after notification to have the machine(s) repaired. The three (3) working days shall start during the first service work ticket pick-up period (Section 11.2). The start date will be noted on the service work ticket.

11.3 Materials, Parts, and Tools. The Contractor shall provide all materials, parts, and tools required for maintenance and repairs for the washers and dryers. The Contractor shall procure all components and parts via the authorized/certified vendors for the manufacturer’s washer and dryers as the primary source of components and parts.

11.3.1 All materials and parts supplied by the Contractor to repair government owned machines shall be new and conform to the original manufacturer’s specifications unless otherwise approved by the COR. Rebuilt assemblies or sub-assemblies may be used in the repair of appliances with prior approval of the COR when such used is standard commercial practice. The rebuilt assemblies or sub-assemblies must carry the same warranty as a new assembly or sub-assembly. The COR must pre-approve components and parts provided by the Contractor that are not ordered through authorized/certified vendors previously mentioned. The new or rebuilt components/parts must be of the same or better quality, type, style, graded, gauge, finish, class, and/or size as that used by the original equipment manufacturer. It is the Contractor’s responsibility to determine the maintenance and repair actions necessary for each machine to meet the timeframe provided in Section 12.2. The machine(s) shall be suitable for immediate use after repairs are completed.

11.4 Machine Connections. The Contractor is responsible for connecting and maintaining the connection of washers to the existing electrical outlets, water lines, and drains. This includes replacing hot and cold-water hoses, rubber washers, and water hose filters, when required, to prevent water leakage. The Contractor is responsible for connecting and maintaining the connection of dryers to the existing electrical outlets and vent outlets. This includes replacing vent hoses, when required, to meet manufacturer’s venting specifications.

11.5 Simple Knob Replacement. This is a simple knob replacement of missing knobs. The replacement of knobs on more than one machine per location (building) shall be pre-approved by the COR prior to the submission of the service work ticket.

11.7 Minor Repairs. These are repairs that can be done primarily from the outside of the machine, such as dryer cord or duct replacement, lint screen replacement/adjustment, washer and drain line replacement, tightening of hinges, etc. that do not meet the parameters within paragraph Section 12.5.

11.8 Major Repairs. These are any repairs, not including minor repairs, that primarily deal with internal component repair/replacement (i.e. requires machine “shell” removal). Some examples include repair/replacement of bearings, drums, cabinets, pumps, motors, switches, circuit boards, temperature sensors, control panels, timers, agitators, and other common components.

11.8.1 Parts for Major Repairs. Replacement parts will be NEW Original Equipment Manufacturer (OEM) parts, unless approved by the COR, to be billed at the contactor’s actual costs. The COR must approve all repair parts to be procured from authorized distributors prior to parts being ordered or major repairs being completed.

11.9 Vent and Duct Cleaning. Dryer vent and duct cleaning will occur during the installation/relocation of machines and during maintenance service calls for minor or major repairs. A maximum of one (1) vent and duct cleaning annually for each of these machines as part of the service cost. The Contractor shall clean all lint buildup and debris from the entire dryer vent duct work that runs from the machine to the outside of the building. Additional vent and duct cleaning may be approved for the remainder of the fleet of machines, funding available, and no more than one (1) dryer vent and duct cleaned annually for each machine. The entire length of the exhaust vent shall be cleaned on the inside, starting at the dryer connection, and continuing through the outside air vent, include both horizontal and vertical ducting, terminating at the exterior of the building. Less facility obstacles that prevent this physical cleaning. Inside of dryer shall be checked for line buildup and all lint shall be removed as per manufacturer’s specifications.

11.10 Installation/Relocation/Removal. The government may have requirements to install, relocate, or remove machines in buildings, move locations, or remove unserviceable machines. The COR will notify the Contractor when the government has a requirement(s) for the installation, relocation, or removal of new and/or existing machines. Notification from the COR will be followed up with a completed Request for Installation/Relocation/Removal form. The Installation/Relocation/Removal form will be provided upon contract award. The Contractor shall fill-out, complete, and obtain necessary signatures from an authorized government representative on the form for each facility/building for services. The Contractor shall turn-in the completed forms by delivering them to the COR or the Unaccompanied Housing Office at Building 3678 between the hours of 9:00 a.m. and 10:00 a.m. on workdays. The Contractor shall have three (3) working days after notification to install, relocate, and/or move the machines.

11.11 Shift/Move-In-Place/Relocate/Reinstall. The COR will coordinate with the Contractor if there are washers and dryers that need moved-in-place from their current position to allow MCAS Cherry Point maintenance personnel to conduct facility maintenance. After the facility maintenance is completed, the Contractor will move the washers and dryers back to their previous position for the specified barracks/building.

The COR will coordinate with the Contractor if there are washers and dryers that may need a single laundry room and/or the entire barrack’s compliment of machines to a temporary location within or near the vicinity of the barracks to allow MCAS Cherry Point maintenance personnel to conduct facility maintenance. Once maintenance is completed the washers and dryers will be reinstalled in the barracks/building.

11.12 Attempt to Make Service Calls. An attempt to make a service call occurs when a service call has been received by Contractor and, through no fault of the Contractor, the service is not provided. This can occur when there is no malfunction of the equipment, and the problem is due to operator error, or no government personnel are present at the service site to provide the Contractor access to the machine, or the machine is beyond economical repair. The service work ticket will be returned to the COR on the same day and the service work ticket will be reissued when proper arrangements have been made. The Contractor will be entitled to a service call fee. The Contractor is not entitled to a fee, if they respond to a service call that was previously cancelled by the government and the Contractor was notified or the Contractor does not coordinate with the COR or government personnel to be available during the service call.

11.13 Additional Repairs. When the Contractor’s repair technician(s) determines that additional corrective maintenance/repairs are required for one or more machines with a specified building, the Contractor will contact the COR to coordinate the immediate repair and/or next day service with a service work ticket, as approved by the COR.

11.14 Threshold for Repairs. The Contractor shall advise the COR if a washer or dryer is beyond economical repair, stating the estimated cost repairs, parts, and labor. The COR will track each machine’s maintenance cycle and number of repairs. The final determination of washers and/or dryers beyond economical repair shall be made by the Base Property Branch. If the determination is to dispose of the machine, an Installation/Relocation/Removal service work ticket will be submitted and provided to the Contractor.

11.14.1 After a machine is determined to be beyond economical repair by the COR, they will coordinate with the COR for a one-for-one replacement(s) for the washers and/or dryers. Once a washer and/or dryer has been identified, the Contractor will take possession of the machine(s) and install them in the correct facility/building. Completed Installation/Relocation/Removal service work tickets will be submitted in accordance with Section 11.3.

11.15 Recycled Washers and Dryers. In coordination with the COR, the Contractor will be required to identify washers and dryers that are candidates to be recycle and available for future installation(s) in designated facilities/buildings. The Contractor will take machines identified to be recycled to Station Furniture located at building 151 Phantom Road. The Contractor shall ensure serviceable power cords are recovered and returned to the Station Furniture Department.

11.16 In coordination with the COR and the Station Furniture, the Contractor will be required to accompany the COR to conduct site surveys for predetermined facilities/buildings slated for partial and/or complete installations. Renovation projects normally required the installation of new or recycled washers and dryers for the entire facility/building.

12.0 Contractor Responsibilities.

12.1 Contractor personnel shall have or be provided the general tools, training, and any licenses/certifications that may be needed to perform the services required under this contract. The Contractor shall comply with all applicable federal, state, and local laws.

12.2 Contractor personnel providing the services shall be capable of communicating (oral and written) fluently in English.

12.4 Contractor personnel that operate motor vehicles to include, but not limited to, government automobiles shall maintain a valid state driver’s license with all class and commodity endorsements required by Public Law 99-570 and state law for the type of vehicle operated.

12.5 Contractor personnel shall be proficient in the services provided. They shall present a neat appearance and easily recognized as Contractor personnel by wearing distinctive clothing bearing the name of the company.

The employees name will be on the uniform or a tag/badge that is attached to the uniform. No item(s) of military clothing will be worn by employees during their work hours. It is the responsibility of the Contractor to comply with all applicable laws regarding hiring practices.

12.6 Item Breakage and Damage. The Contractor shall be responsible for all breakage and damage that may occur inside and/or outside the immediate building due to the fault or negligence of the Contractor’s personnel.

The cost for broken and damaged items will be deducted from the Contractor’s monthly invoice.

12.7 Security. The Contractor shall be responsible for safeguarding all government property while being maintained/repaired. The facilities shall be secured once required services of washers and dryers have been done. Contractor personnel and vehicles shall only be present in locations relevant to contract performance.

12.8 Quality Control Plan. The Contractor shall provide a quality control plan. The quality control plan shall identify management’s concept for ensuring compliance with the contractual requirements. The Contractor shall provide the quality control plan in accordance with the solicitation. Thereafter, an updated copy shall be provided within five workdays after each change to the plan.

12.9 Safety. The Contractor shall obey and conform to all OSHA and base safety regulations. Station safety regulations may be obtained from the Station Safety Office at building 401 Carteret Drive. The government maintains the right to inspect for safety compliance and safe working practices.

12.9.1 The Contractor shall maintain a safety plan and make available to the government upon request.

The written plan shall include the details of Contractor’s responsibilities and how hazards and deficiencies shall be identified and corrected.

12.9.2 The Contractor shall notify the COR immediately after the occurrence of all accidents and incidents resulting in either personal injury, loss of life, impact the environment or property damage to government property or equipment. The Contractor shall submit a completed copy and supplemental information within eight (8) hours of any accidents or incidents.

12.9.3 The Contractor shall comply with all federal, state, and local environmental laws.

12.9.4 Per MCAS Cherry Point ASO 5560.7B, vehicles are prohibited from parking in grassy areas and other unauthorized locations, other than special approved circumstances with prior authorization. This includes driving/traveling over grassy areas or blocking the path of EMS vehicles and/or personnel.

13.0 Contractor Tasks. The Contractor shall manage the total work effort associated with support services required for satisfactory and timely completion of the maintenance and repair of washers and dryers.

13.1 Contract Manager. The Contractor shall provide a Contract Manager as the primary point of contact (POC) and responsible for the daily performance of the contract. The Contract Manager and an alternate shall be designated in writing within seven (7) days after contract award. The Contract Manager or alternate shall be available during normal work hours to meet with the COR and/or Contract Administrator to discuss any problems that arise with service(s) provided.

13.2 Staffing. An adequate staff is required. The Contractor will propose the number of personnel to accomplish the support services required under this contract. The Contractor shall provide their staffing plan, which includes a roster of personnel, job title, and assignment after contract award. The Contractor shall be fully staffed within fourteen (14) days after contract award. Resumes are not required to be submitted; the Contractor shall ensure all personnel meet qualifications to provide the services required.

13.3 Replacement/Absence.

13.3.1 Replacement. The Contractor agrees to provide personnel to accomplish the services required in the PWS. The Contractor shall ensure that in the event an employee resigns/leaves/quits the position will be filled within two (2) weeks of the employee’s departure. The Contractor shall ensure any replacement individuals have all the requisite experience/knowledge to provide the required support. The Contractor shall notify the COR within two (2) workdays of any employee departure.

13.3.2 Absence. If an employee of the Contractor is absent, the Contractor shall ensure required support is still provided during the employee’s absence.

14.0 Indemnity. The Contractor hereby agrees to indemnify and hold harmless the United States of America and its agents from any suits, fines, actions, claims, debts, demands, judgments, liabilities, costs and expenses, including but not limited to attorney's fees or court costs, which the United States of America and its agents may become obligated to defend and/or pay, (i) as a result of ground or water pollution, sustained or suffered because of or by reason of any action or inaction by Contractor, his agents, servants, and employees, in connection with Contractor's performance under this contract, or (ii) as a result of any loss of or damage to property or injury to or death of any person whatsoever, sustained or suffered because of or by reason of any action or inaction by Contractor, his agents, servants, and employees, in connection with Contractor's performance under this contract, or (iii) as a result of alleged pollution, damage, or injury, sustained or suffered because of or by reason of any action or inaction by Contractor, his agents, servants, and employees, in connection with Contractor's performance under this contract.

15.0 Quality Assurance Surveillance Plan.

15.1 Purpose. This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring the Contractor’s performance of EMCS services. The designated COR will serve as the Quality Assurance Evaluator (QAE) and will use this QASP to ensure the Contractor is conforming to the WS requirements.

15.2 Performance Standards. The QASP provides a systematic method to evaluate the service the Contractor is required to furnish. The COR will assess the Contractor’s performance to ensure the Contractor is performing up to the specified standards. The performance standards for this PWS are stated in the Performance Requirements Summary (PRS) included in this QASP. The standards are subjective for this requirement.

15.3 Management and Oversight. The QASP is based on the premise that the Contractor and not the government, is responsible for the management and any Quality Control (QC) action required to meet the terms of the contract. The performance requirements recognize that the Contractor is not a perfect manager and that unforeseen requirements and uncontrollable problems do occur. Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. QASPs are designed to be objective, fair, and consistent in evaluating Contractor performance against the provided standards. The Contractor’s QC plan will be reviewed and approved prior to contract award.

15.4 Acceptable Quality Levels (AQLs). AQLs have been established in the PRS and provide performance standards that the Contractor will meet in performing the contract. In the event the Contractor does not meet the established AQLs, the KO has the right to exercise the negative incentives stated in this QASP.

15.5 Primary Method of Surveillance/Evaluation. The COR will perform the evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance:

Periodic Inspection/Planned Sampling: periodic inspection, or planned sampling, involves the development of a surveillance plan based on subjective judgment and analysis of available agency resources to determine which tasks to inspect and how frequently to inspect them.

100% inspection: inspection where specific characteristics of every performance unit are examined and tested to determine conformance with requirements.

Random inspection: sampling method in which each unit of the population has an equal chance of being selected.

Customer Surveys and Feedback: a review method where customers and end users are surveyed to provide input on specific service levels.

15.6 Substandard Performance. If any of the performance requirements do not meet the AQL set in the PRS table, the COR shall document the discrepancy(s) and shall notify the KO promptly. The KO will then take the appropriate action with the Contractor to remedy the substandard performance. When the performance is below the AQL standard, the government may implement increased surveillance, document poor performance history ratings, or begin termination for default procedures.

15.7 Notification. The COR will notify the KO, in writing, of unacceptable quality levels. The KO will promptly provide written notification of discrepancies as they occur, or immediately if the situation significantly affects the well-being of the project. The Contractor will be given the opportunity to respond, in writing, to each discrepancy.

15.8 Response. The Contractor shall provide a written response to the cause and the corrective action to prevent recurrence within two (2) working days after receipt of KO’s notification. The Contractor shall cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

15.9 Records. The COR will maintain contract surveillance files as directed by the KO. Surveillance files will include, at a minimum, the following documentation for this contract:

a. A copy of the contract and all contract modifications.

b. QASP, QC Plan, and any other monitoring tools and checklists.

c. All correspondence including KO notifications and the Contractor’s response.

d. Contractor reports, i.e., training plans, course outlines, maintenance, and training anomalies.

e. Surveillance reports and a summary of the surveillance logs prepared by the COR and submitted to the

KO.

f. Copies of deficiency reports that may be submitted in support of unacceptable performance identified during the performance period by the COR, or when there is a significant change in the assessment in one or more evaluation areas.

15.10 Ratings. The following criteria will be used for performance evaluations: Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory. Upward or downward arrows may be used to indicate an improving or worsening trend insufficient to change the assessment status.

a. Exceptional. Indicates performance clearly exceeds contractual requirements. There were no problems requiring corrective action.

b. Very Good. Performance meets contractual requirements and exceeds some to the government’s benefit. The contractual performance of the tasks and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

c. Good. Indicates performance clearly meets contractual requirements. The area of valuation contains some minor problems for which the corrective actions appear satisfactory.

d. Marginal. Indicates performance meets contractual requirements. The area of evaluation contains one or more serious problems for which corrective actions have not yet been identified, appear only marginally effective, or have not been fully implemented.

e. Unsatisfactory. Indicates the Contractor is in danger of not being able to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains one or more serious problems for which the corrective actions appear ineffective.

15.11 Documentation. Documentation used and referenced to perform surveillance will consist of Contractor procedures, customer feedback and contract data requirements.

a. Recording Observations. Surveillance Logs will be used to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The COR makes a notation on the Surveillance Log of the date and the time the deficiency was discovered, then, the COR asks a Contractor task leader to initial the notation, documenting notification of the deficiency only.

b. Potential Unacceptable Performance. The COR must identify the specific service that is unacceptable and the possible causes, and ask several questions which if answered, are intended to pinpoint the source of the problem.

c. Documenting Unacceptable Performance. The COR should make every attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) shall be forwarded to the KO through the COR. Based on the severity of the discrepancy and the success of the solution, the COR will notify the KO. The Contractor shall complete a response to the unacceptable condition if requested by the KO.

15.12 Taking Action. The COR shall evaluate the Contractor’s performance and document any non-compliance Report it to the KO to take action against the Contractor for an unacceptable rating. When the Contractor’s performance is unacceptable, and a formal action is indicated, the COR will determine what action is appropriate for the specific circumstances and make a recommendation to the KO.

15.13 Documentation. The COR shall retain a copy of all inspection schedules and surveillance activity logs during the course of the contract and shall forward them for inclusion in the contract file at the end of the surveillance period. However, when a specific service becomes unsatisfactory during a surveillance period, the inspection documentation supporting the contract discrepancy report shall be forwarded to the Contracting Officer at the earliest opportunity.

When performance does not meet the specifications and requirements of this contract, written (letter, fax, or email) documentation will be furnished explaining how performance is considered unacceptable. This documentation should state what specification(s) is not being performed (reference contract paragraph number(s), date, and time observed) and submit to the Contract Administrator within two workdays of each occurrence.

16.0 Performance Requirements Summary (PRS).

The performance standards for this PWS are stated in the PRS. The COR will assess the Contractor’s performance to ensure the Contractor is performing up to the specified standard.

Threshold

within 12 hours of notification.

Periodic Surveillance

Completion of repairs in three (3) working days

Within 1 day of notification or a mutually acceptable timeframe to the COR and contractor.

Periodic Surveillance

Dryer Duct and Vent cleaning

Within 1 day of notification or a mutually acceptable timeframe to the COR and contractor.

Periodic Surveillance

16.1 Performance Evaluation Meetings. The Contractor or Contractor’s representative, that has been designated in writing by the Contractor, shall meet at least weekly with the COR or Contract Administrator during the first month of the contract, if deemed necessary by the KO. Meetings will be held as often as necessary thereafter as determined by COR or KO, but no less than one (1) per year.

17.0 Invoice Instructions. The Contractor shall have a Wide Area Work Flow (WAWF) account on the Procurement Integrated Enterprise Environment (PIEE) website, https://piee.eb.mil.

17.1 Billing Period. The billing period for this contract shall begin the first day and end the last of the month for a billing cycle. Periods less than a complete billing cycle will be prorated. Invoices will be in arrears.

18.0 Contract Administration.

18.1 Except as specified in subsection 18.2 below, no order, statement, or conduct of government personnel who visit the Contractor’s facilities or in any other manner communication with Contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract.

18.2 The Contractor shall not comply with any order, direction, or request of government personnel unless it is issued in writing and is signed by the KO or is pursuant to specific authority otherwise included as a part of this contract.

18.3 A KO for the MCAS Cherry Point is the only person authorized to approve changes in any of the requirements of this contract and, notwithstanding, provisions contained elsewhere in this contract, the said authority remains solely the KO’s. In the event the Contractor effects any changes at the direction of any person other than a designated KO, the change will be considered to have been made without authority and no adjustment will be made.

18.4 The contact is administered by MCIEAST RCO Gold Team MCAS Cherry Point NC.

UNAUTHORIZED WORK PERFORMANCE

The Contractor shall not perform work that deviates from contract requirements and the Performance Work Statement. If the Contractor deviates from contract requirements and Performance Work Statement without approval of the CONTRACT ADMINISTRATOR/CONTRACTING OFFICER, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor.

CONTRACT ADMINISTRATION

1.0 CONTRACT ADMINISTRATION FOR THE GOVERNMENT

a) The following representative of the Contracting Office shall be contacted for contract administration purposes:

2.0 COMMUNICATIONS

a) Except as specified in paragraph (b) below, no order, statement, or conduct of Government personnel who visit the contractor’s facilities or in any other manner communicate with contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract.

b) The contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and is signed by the Contracting Officer or is pursuant to specific authority otherwise included as a part of this contract.

c) A Contracting Officer for the Marine Corps Installations East (MCI East) Contracting Office, is the only person authorized to approve changes in any of the requirements of this contract and, notwithstanding, provisions contained elsewhere in this contract, the said authority remains solely the Contracting Officer’s. In the event the contractor effects any change at the direction of any person other than a designated Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made.

d) The contact information for the Contracting Officer is:

3.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

a) The COR for this contract is:

b) The COR will act as the Contracting Officer’s representative for technical matters, providing technical direction and discussion as necessary with respect to the specification or statement of work, and monitoring the progress and quality of contractor performance. The COR is not an Administrative Contracting Officer and does not have the authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other terms and conditions of the contract (or delivery order), or to direct the accomplishment of effort which goes beyond the scope of the statement of work in the contract (or delivery order).

c) When, in the opinion of the contractor, the COR requests effort outside the existing scope of the contract (or delivery order), the contractor shall promptly notify the Contracting Officer (or Ordering Officer) in writing. The contractor under such direction shall take no action until the Contracting Officer (or Ordering Officer) has issued a modification to the contract (or delivery order) or has otherwise resolved the issue.

BASE ACCESS

1.0 CONTRACTOR ACCESS TO MARINE CORPS INSTALLATION

1.1 Performance of this requirement requires access to Marine Corp Air Station (MCAS) Cherry Point. Contractor personnel shall follow all procedures for access to the Air Station in accordance with Air Station Order (ASO) 5560.6A, available at: http://www.cherrypoint.marines.mil/Portals/86/Docs/Cherrypointorders/5560.6A.pdf?ver=2016-03-29-110019-410 Please note, due to the Real ID Act, some state driver’s licenses will not be accepted without a second form of identification, like a passport.

1.2 Marine Corps Installations transition to new access control system

Marine Corps Installations across the region are transitioning to a new government-owned access control system called Defense Biometric Identification System (DBIDS). This new and enhanced system will replace RAPIDGate and MCESS for contractors and other non-DoD-affiliated personnel requiring installation access. DBIDS is already installed at more than 320 sites with over 5 million registered personnel and unlike previous systems, this one is a free service.

Current RAPIDGate or MCESS credentials can easily be switched out for a DBIDS credential and new contractors can apply for a DBIDS credential using the same vetting requirements as previously required. RAPIDGate/MCESS credentials will be honored until December 31, 2018. After this date, all contractors will be required to have a DBIDS credential in order to access MCAS Cherry Point. In order to reduce wait time when exchanging your RAPIDGate/MCESS credential, it is highly recommended each applicant pre-register at https://dbids-global.dmdc.mil/enroll#!/.

Here’s what you need to know:

CURRENT DOD ID CARD HOLDERS

· If you currently hold a valid Common Access Card (CAC), dependent ID card, reserve ID card, or retiree ID card, issued by the Defense Enrollment Eligibility Reporting System (DEERS), no further action is required.

· You will be automatically enrolled in DBIDS when your ID card is initially scanned at the gate. Expect a one-time delay of 3-6 seconds as the DBIDS system initially registers your information.

CURRENT CONTRACTORS

· DBIDS credentials will be issued beginning September 24, 2018

· DBIDS credentials will be valid for the duration of your contract, not to exceed five years; however, re-vetting of individuals’ information will occur each year.

· Contractors can exchange their current RAPIDGate/MCESS credential for a DBIDS credential without re-vetting, however they will be required to bring the following items:

- Current RAPIDGate/MCESS credential

- Second form of government-issued identification (driver license, passport, etc.)

- Company Contract/Letter of Authorization

· New DBIDS credentials will be valid for the remainder of the contract (not to exceed 5 years), but individuals will be re-vetted each year.

· All contractors (MCAS…