Statement_of_Work.pdf

Statement of Work (SOW)

National Institute of Allergy and Infectious Diseases Office of Acquisitions

Repair, Alterations, and Maintenance Services (RAMS)

Statement of Work

1. General: This is a proposed Indefinite Delivery/Indefinite (IDIQ) contract to provide Repair, Alteration, and Maintenance Services (RAMS) for the National Institute of Allergy and Infectious Diseases (NIAID) Bio-medical Facilities within the Continental United States.

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 RAMS as defined in this SOW except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

3. Overview of Services: The contract shall provide staffing for scheduling, facilitation, and execution of repair, replacement, minor reconfiguration, or installation of equipment and facilities. This is to include modular systems, walls, or other, ceilings, floors, and furniture, and casework, and electrical and mechanical equipment, disassembly, transport, reconfiguration, and installation, alteration, and maintenance thereof.

3.1. The contractor shall provide labor to setup conference rooms for meetings, training, or lecture environments. This shall include reconfiguration and moving of furniture. Experience will be required in the nuances of performing this work daily and rapidly in the context of an NIAID managed conference centers.

3.2. The contractor shall update, install, and relocate signage; installation of whiteboards, pictures, clocks, keyboard trays, pencil drawers and other items, wall and furniture mounted items for NIAID staff.

3.3. The contractor shall complete preventive maintenance of NIAID equipment and property to support the NIH mission such as set up and building and laboratory equipment calibration, tightening of hardware, re-lamping of task-lights or other fixtures or equipment, adjustment of door closers, and technical trouble shooting and repair such as change out of electric cords, plug ends, small electrical motors or circuits boards, or changing batteries to keep power tools or other critical systems operating.

3.4. The contractor shall complete minor maintenance in the areas of electrical, plumbing, HVAC, carpentry, painting, and general labor to support the greater scope of work. Work will include painting, installing or removing electrical receptacles, and installing or removing piping and ductwork. These activities will take place in NIAID occupied facilities. to include laboratories, clinical areas, offices, conference rooms, equipment rooms, vivarium and insectaries.

3.5. The contractor shall complete minor maintenance in the areas of locks and related mechanisms. A door and furniture key management system will be maintained which will include minor locksmith work such as interchangeable core management, key making, and key

Statement of Work issuing and tracking for office doors, furniture, and cabinets. This will include the integration of fire alarm and security systems.

3.6. Contractor shall complete equipment/system decommissioning. Contractor may be required to shut-down and disconnect equipment and prepare said equipment for transport for relocation or surplus.

3.7. Contractor shall complete equipment/system commissioning. Contractor may be required to assist the government in acceptance activities for building and laboratory systems. This will include the test and report on function of new equipment and systems during activation and prior to acceptance by the government.

3.8. Contractor shall complete equipment/system activations. Contractor may be required to set up and test facility systems, furniture, and equipment to assist in the startup of new areas. Sub-contractors may be required depending on quantity and frequency.

3.9. Contractor shall complete Chemical Hazmat remediation and cleanup. This will include the removal of materials containing asbestos (ACMs), lead, mercury. The contractor shall have at least 1 certified person at the supervisory level.

3.10. The proposed key personnel on this contract will be expected to perform a tour of duty 4 hours to 10 hours per day respective to the total estimated annual hours and in accordance with labor laws. These tours of duty will fall within the normal business hours and may be adjusted to address the need for earlier starts or later finishes within the work load. Work request reception shall be manned during regular business hours and on some exceptions after hours for emergency response. The contractor shall provide an emergency telephone number.

4. Background: As the lead federal organization conducting and supporting scientific research on infectious and immunologic diseases, the NIAID carries out basic, applied, and clinical investigations within our intramural laboratories and provides extramural grant, cooperative agreement, and contract support to research scientists worldwide. The National Institutes of Health (NIH), NIAID, Office of Workplace Solutions (OWS), is an office within NIAID tasked with the facility and maintenance, operational and logistical oversight for the administrative and scientific offices and divisions.

5. Sixty-day transition period: A 60-day transition period shall be required for ramp up and ramp down. The incumbent contractor will be required to assist the follow-on vendor in an orderly transition. During the transition period, the follow-on contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

Statement of Work

5.1. When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phase-out period. For planning purposes, the Contractor must assume a phase-out period of 60 days.

5.2. During this phase-out period, the Contractor must assist the Contracting Officer's Representatives (CORs) or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing and programming any automated and manual control systems; and show the successor contractor where all archived programs and systems literature are maintained. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards.

6. Objectives:

This contract is intended to logistically assist and provide staffing in support of the mission to continue excellence in health research. RAMS is intended to be used for routine unplanned and unscheduled work requirements and planned facility projects in support of the NIAID operations.

Work shall be performed in an array of bio-medical facilities from administrative/commercial office buildings, clinical research areas, operating rooms, vivarium, and laboratories up to including the Bio Safety Level 2 category. Work request reception and distribution:

The use of RAMS will include work request reception and distribution or routing, and/or scheduling of requests to pertinent expertise and skill-sets, supplying staffing and incidental materials for the execution of work.

7. Scope:

7.1. Task Order Types: Task orders will be awarded under this contract may be issued as

(1) Fixed Price, or (2) Time and Materials (T&M) as defined in FAR Part 16. The contracting officer will issue a task award number prior to execution of tasks. All task orders or work orders will correspond to a unique OWS tracking number. Costs will be applied to individual task order types as follows:

7.1.1. Fixed Price Task Orders: The government may issue a task order when detailed scope, cost, and period of performance and specific funding can be enumerated. The quantity of hours of each labor category will be multiplied by the loaded hourly rates listed in this schedule and the cumulative extended total of all hours will define the fixed price labor amount for the task. The cost amount negotiated for travel and Other Direct Costs (ODCs) will be added to the total labor amount to arrive at the task order total fixed price. Travel and ODCs costs can be reimbursed based on actual expenses incurred, not to exceed the negotiated ceiling on travel and ODCs or at a fixed price. Partial payments may be negotiated based on the completion of milestones.

Statement of Work

7.1.2. T&M Task Orders:

7.1.2.1. The purpose of these tasks is to reduce federal overhead and time response to operational needs and mitigate administrative costs. The government may issue a T&M task request to manage all maintenance requests per annum or for other specific requirements within the greater scope of work that are anticipated but are either unplanned or expeditiously planned to implement on short notice. Labor units will be fixed to include profit and overhead per Exhibit 3.

Material and equipment rates will be proposed at GSA scheduled rates or fair market rates and subject to determination for fair and reasonable by case.

7.1.2.2. The quantity of hours ordered of each labor category will be specified as deliverable hours billable at the rates specified in this schedule or lower as negotiated. ODCs will be independently estimated for each task order. The cumulative extended total of all labor categories ordered plus travel and ODCs will define the task order ceiling price. The government will not reimburse the contractor for costs incurred beyond the ceiling price, for hours not delivered, for work performed in excess of the ordered labor pool amount, or for travel and ODCs exceeding the ordered pool amount. Labor dollars will not be used to pay for ODCs nor ODC dollars used to pay for labor without a modification to the task order.

7.2. Work Order System. Task Orders must be funded and approved prior to any work being accomplished or supplies being order/purchased. After the task order has been awarded work orders may be assigned to the specific task order.

7.2.1. To support T&M task orders the contractor shall own and maintain a tested and proven electronic work order system. Only the NIAID COR in collaboration with the contracting officer may issue work orders. Each work order will have a unique identifying number and separate access and tracking within the system. This will cross reference with the OWS tracking number.

Each work order will be referenced to the OWS tracking number at time of request. Please note:

Government reserves the right to integrate or replace this work order system with a Government owned system.

7.2.2. The electronic work order system will be assessable by the COR or other assigned personnel to generate reports and check work order or request status. Examples are attached – please see exhibit 6 through 9

7.2.3. The work order system will apply “not to exceed” (NTE) parameters against the cost balance of the Task Order. This running balance will be maintained. A summary report in real-time will be assessable and printable in the system to ensure mutual monitoring of the NTE of the task by the COR(s) and the contractor.

7.2.4. The contactor shall assign a key personnel service level person to each work order. This person will coordinate with any other disciplines needed to complete the work. The work order system shall send notification of assignment to include name of key personnel

Statement of Work mechanic/technician assigned. The contractor shall log daily costs against the work order as close to real-time as possible. A summary report in real-time will be assessable in the system to the COR(s) and the contractor to ensure mutual monitoring of the NTE for the work order. Final costs will be assessable and printable in invoice format and serve as back-up to the summary described above.

7.2.5. Cost will be applied in 2 categories, (1.) Estimated and (2.) Actual. Cost shall be applied against the total balance as status within the work order system allows and as close to “real time” as possible. Status categories shall include at minimum:

- Received- Indicating the work order has been received but not assigned

- Cancelled- Indicating the government retracted the work order after issue and agreed no cost to the government.

- In progress- Indicating the work order has been assigned to a mechanic or project manager (email notification)

- Work completed- Indicating that the contractor believes he has completed the work per request (email notification)

- Accepted- Indicating the COR or Government has agreed that the work is satisfactorily completed (systems acceptance feature)

- Pending- Indicating that work order total costs have been calculated and entered into the system

- Approved - Indicating that the costs have been presented to the government and approved. At this time the running total may be adjusted to reflect actual instead of estimated costs for this work order.

- Closed- Indicating the invoice payment has been received by the contractor.

7.2.6. These task orders may require multiple work requests. Each work request will require a unique identifier. Authorized work requestor will have access to the system to see work order information pertinent to their requests. A summary will be viewable and down loadable in spreadsheet form excel or compatible. Column headings shall include work order number, OWS authorization number, date entered, date updated, name or initials of authorized enterer, Work order title or description, location of work, Key personnel assigned, and Status per above description. A basic summary sheet shall be accessible and printable to the authorized requestor with said information in an organized format. Samples of these spreadsheets and summaries must be submitted with the proposal. Upon invoicing, each completed work request will be represented with the final labor material and equipment costs. All invoicing costs for these task orders must be associated with a government uniquely identified authorization number submitted by the COR or authorized requestor. Materials and equipment that are not pre-negotiated will be charged at fair market rates and recommended for payment only when deemed fair and reasonable by the COR upon receipt of invoicing.

7.2.7. Labor hours, material, and equipment costs shall be recorded and tracked against each ticket in the database and updated daily. COR and designated government work requestors will have access to this database for work request submission and metrics reporting. One invoice

Statement of Work entry per work order shall be submitted upon completion of work. Each work order will include system generated report for each work order itemizing final costs associated with the work order.

Invoicing will be submitted monthly with labor/OH hours and incidental materials associated to each work request. These will be compared to database metrics to monitor performance and quality. Quality Assurance will be monitored via end user reporting and inspection.

7.2.8. Work orders will be issued within the parameters of the organizational structure of the NIAID/OWS and in two basic categories, (1.) Minor/routine work orders and (2.) .

Larger/complex work orders.

7.2.8.1 Minor/routine work orders. The NIAID/OWS help desk will issue non-planned work orders “not to exceed” (NTE) $1,000.00 for minor work as described below. These orders will be issued with a problem statement and determined to be performable by a service level mechanic and/or technician with-out extensive instruction. The COR may increase the NTE up to $3,500.00 after receipt of internal policy permissions and determination of fair and reasonable conditions to warrant the increase. The work order system will provide a ceiling to limit the cost as prescribed in NTEs for each work order.

7.2.8.2. Larger/complex work orders. The NIAID/OWS help desk will escalate to the COR and the NIAID Project Team work deemed to be of the complexity that planning and government oversight is required. The COR will present a scope and estimate to the OWS Director and authorized Institute approvers. Upon approvals, and receipt of internal policy permissions, a work order will be issued with scope and estimate attached and said estimate will serve as the NTE. These orders will be issued to the contractors’ project manager to plan, schedule, and oversee the work. The COR may increase the NTE after determination of fair and reasonable conditions to warrant the increase. The work order system will provide an adjusted ceiling to limit the cost as prescribed in NTEs for each work order. The government may issue a task that includes planning estimating and scheduling per annum to assist in its mission and supplement federal staff in the investigation and implementation of other work underway. As directed by the COR planners shall provide an estimated list of supplies, cost data, and personnel necessary for work requested for orders over the micro-purchase threshold.

These will serve as the not to exceed for the given work request. Work requirements may be issued as a single fixed price Task Orders, depending on funding source, timeliness of the need, and definability of the scope estimate and period of performance.

7.2.8.3. The contactor will assign a key personnel project manager to oversee these work requests. The work order system shall send notification of assignment to include name of key personnel project manager.

8. Period of Performance: The period of performance shall be for one (1) 12-month base year and two (2) 12-month option years. Please note: All program years except the first are subject

Statement of Work to cancellation. At the discretion of the NIH COR and with concurrence from the NIAID leadership. Subsequent years may be cancelled pursuant to FAR 17.106-1 (c).

9. General Information:

9.1. Quality Control (QC). The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program (QCP) is the means by which the contractor assures work complies with the requirement of the contract. The contractor shall provide a draft QCP, along with the proposal. This QCP may be modified as applicable during the performance period. After acceptance of the QCP the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

9.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do 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).

9.3. Recognized Holidays:

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

9.4. Hours of Operation: The contractor is responsible for conducting business, between the hours of 6 a.m. and 6 p.m. 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 all tasks defined within this SOW.

9.5. Place of Performance: The work to be performed under this contract will be at NIAID occupied facilities in the continental United States (CONUS). Primary locations are in Bethesda MD, Gaithersburg MD, Poolesville MD, NIAID Facilities on Fort Detrick MD, and Hamilton MT. Service will also include contingencies for outlying NIAID facilities within CONUS.

9.6. Security Requirements: Contractor personnel performing work under this contract must have a current security clearance and NIH PIV badge within 5 duty days of contract award, and must maintain the level of security required for the life of the contract. The Personnel needed to perform these duties must have a non-disclosure agreement on file with NIAID. They must conduct themselves in a professional manner. All workers will be required to meet all NIH

Statement of Work certifications to work in the government facilities. The key personnel as described are the number of personnel that NIAID will screen and badge to provide facilities and systems access.

Any ramp-up personnel provided that are not vetted by NIH will need to be escorted or oversight provided by at least one of these key personnel. Any additional badging will be determined on a case by case.

9.7. 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.

9.8. 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 Contracting Officer and bear the cost of necessary replacements

9.8.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, 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.

9.8.2. 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 Contracting Officer.

9.9. 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.

9.10. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Statement of Work

Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

10. Contracting Officer Representative (COR): The COR will be identified by separate letter.

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 Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

11. Key Personnel: Key Personnel requirements:

11.1. General Requirements. Resumes of staff to be involved with this contract are to be forwarded to the Point of Contact (POC) for review and acceptance prior to bringing them on board. Change in key personnel also need to have resumes presented to the POC, reviewed and approved prior to being assigned tasks associated with the contract. Interviews of key personnel may be required by NIAID.

11.1.1. Personnel under the previous RAMS contract will have first right of refusal for hire as key personnel under this contract at same wage and benefits pursuant to Executive Order 13495 and FAR Subpart 22.12.

11.1.2. They will be required to speak English fluently, and read and comprehend written English, and compose coherent written reports in English and interact with scientific and administrative staff on a daily basis as consistent with 29 CFR 1606.7.

11.1.2.3. The contactor shall propose fully loaded rates for each key personnel. A complete break out to include discipline base pay at or above the wage determination for the category will be provided at request. Personnel will be utilized on an as needed basis by task order. Estimated total number of hours are presented as anticipated per annum but may be more or less depending on the ebb and flow of work requirements.

Statement of Work

11.1.2.4. Key personnel who receive work assignments either as Task order or work order shall be required to read and fully understand the respective scope of work. Any questions in regard to the scope shall be forwarded to the requestor and to the COR before work begins.

11.1.2.5. Key personnel are required to have company email and phone.

11.1.2.6. Key personnel are to use out of office reply and indicate alternate contact person when out of the office.

11.2. Key personnel are as follows:

11.2.1. Project manager/Planner/Estimator/Scheduler - (Estimated up to 2000 hrs/year) -minimum 1 person with at least 10 years’ experience in repair, maintenance, alterations, and technical related office work as described in the scope of services. A minimum of 5 years of this persons experience will be in the management of such trade and technical personnel. In addition to the opening key personnel requirements, this person will be expected to manage to manage larger assignments unsupervised and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, schedule staffing, oversee work, schedule workers, assess staffing needs, update progress regularly, and eventually closing the communication documenting completion and reasonable results with the assignment.

This person shall provide written work plans, estimates hours and costs, and manage the scheduling of work and provide reports on demand to the COR throughout the period of performance. This person(s) shall also track billable units of labor equipment, and material used and report to the contract principle on payroll, attendance, vacations, disciplinary problems, or other issues inherent to the employment under this contract. This person will assist in development of invoices. These hours shall include any office overhead pertinent to the work.

This person(s) shall be dedicated to the contract 100% of regular annual work hours.

11.2.2. Project/office management - (Estimated up to 1000 hrs/year) - minimum 1 person with at least 10 years of experience in repair, maintenance and alterations and technical related office work as described in the scope of services, A minimum of 5 years of this persons experience shall be in the management of such trade and technical personnel. In addition to the opening key personnel requirements, this person shall be expected to work unsupervised and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually closing the communication documenting completion and the attainment of reasonable results with the assignment.

This person may provide work reception and routing. This person shall also track billable units of labor equipment, and material used and report to the contract principle on payroll, attendance, vacations, disciplinary problems, or other issues inherent to the employment under this contract.

This person may develop scopes of work, provide estimates, provide and manage schedules, and submit invoices. These hours shall include any office overhead pertinent to the work. This person shall be dedicated to the contract 50% of regular annual work hours.

Statement of Work

11.2.3. Senior/supervisory Mechanic/Technician - (Estimated up to 2000 hrs/year) minimum 1 person with at least 15 years of experience in trades and technical related service work as described in the scope of services. In addition to the opening key personnel requirements, this person shall be expected to manage their assignments unsupervised and in a professional manner.

The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually closing the communication documenting completion and reasonable results with the assignment.

This person shall assist the project/office management sharing duties with work reception, oversight, estimates, scheduling work, attendance, vacations, disciplinary problems, or other issues inherent to the employment under this contract. This person shall provide trades and technical related service work. Person shall have experience in the reading of diagrams, schematics, operations manuals, and be able to isolate problems, make minor repairs, and plan and execute his work accordingly. Person shall be versed and proficient in the use of hand and power tools; and diagnostic equipment in the areas of electrical, mechanical, and other facility related measurement. He must be able to troubleshoot problems and make recommendations for correctional plans of action. This person shall provide minor electrical, mechanical, fire protection repair or reconfiguration and oversight in support of the ongoing activities. This person shall be dedicated to the contract to respond to work requests 100% of his regular annual work hours. Hourly rates shall include pertinent overhead and worker benefits.

11.2.3. Mechanic/Technician - (up to 8000 hrs/year) minimum 4 persons with at least 8 years experience in trades and technical related service work as described in the scope of services. In addition to the opening key personnel requirements, this person shall be expected to manage their assignments unsupervised and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually closing the communication documenting completion and reasonable results with the assignment.

This person shall share duties with work reception when needed. This person shall provide trades and technical related service work. Person shall have experience in the reading of diagrams, schematics, operations manuals, and be able to isolate problems, make minor repairs, and plan and execute his work accordingly. Person shall be versed and proficient in the use of hand and power tools; and diagnostic equipment in the areas of electrical, mechanical, and other facility related measurement. He must be able to troubleshoot problems and make recommendations for correctional plans of action. This person shall provide minor electrical, mechanical, fire protection repair or reconfiguration oversight in support of the ongoing activities. This person shall be dedicated to the contract to respond to work requests 100% of his regular annual work hours. Hourly rates will include pertinent overhead and worker benefits.

11.2.4. Furniture Maintenance and Repair Specialist - (Estimated up to 4000 hrs/year) minimum 2 persons with at least 8 years experience in modular wall and furniture and minimum of 4 years

Statement of Work experience technical related service work as described in the scope of services. In addition to the opening key personnel requirements, this person shall be expected to manage their assignments unsupervised and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually closing the communication documenting completion and reasonable results with the assignment.

This person shall share duties with work reception when needed. This person shall provide modular wall and furniture, trades, and technical related service work. He must have experience in the reading of diagrams, schematics, operations manuals, and be able to isolate problems, make minor repairs, and plan and execute his work accordingly. He must be versed and proficient in the use of hand and power tools; in the areas of modular walls and furniture. He must be able to troubleshoot problems and make recommendations for correctional plans of action as applied to his discipline. This person shall be dedicated to the contract to respond to work requests 100% of his regular annual work hours. Hourly rates will include pertinent overhead and worker benefits.

11.2.5. Skilled Laborer - (Estimated up to 2000 hrs/year) minimum 1 person with at least 6 years experience handling of materials, equipment and furniture and set up rearrangement of furniture as described in the scope of services. In addition to the opening key personnel requirements, this person will be expected to manage their assignments with minimal supervision and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually closing the communication documenting completion and reasonable results with the assignment.

This person will share duties with work reception when needed. This person will provide modular wall and furniture, trades, and technical related laboring service to stock work areas and handle materials and furniture as needed to aid in the technician/mechanics daily work. This person will be dedicated to the contract to respond to work requests 100% of his regular annual work hours. Hourly rates will include pertinent overhead and worker benefits.

11.2.6. Laborer - (Estimated up to 6000 hrs/year) minimum 3 persons with at least 3 years of experience handling of materials, equipment and furniture and set up rearrangement furniture as described in the scope of services. In addition to the key personnel requirements, this person shall be expected to manage their assignments with minimal supervision and in a professional manner. The expectation is to initialize communication with the end-user in reference to the assignment, update progress regularly, and eventually close the communication documenting completion and reasonable results with the assignment.

This person shall share duties with work reception when needed. This person shall provide modular wall and furniture, trades, and technical related laboring service to stock work areas and handle materials and furniture as needed to aid in the technician/mechanics daily work. This person shall be dedicated to the contract to respond to work requests 100% of his regular annual work hours. Hourly rates will include pertinent overhead and worker benefits.

Statement of Work

The contractor shall provide a roster and tour of duty schedule for key personnel and personnel assigned to each task. The roster will include first and last name, badge number, office and mobile phone number, email, and daily start and end times that the personnel are generally scheduled to work. In regards to annum time and material maintenance tasks, the roster will reflect coverage from 6 a.m. to 6 p.m. with a minimum of 2 persons on duty during this time.

This roster will be updated any time there is an approved roster change. The contractor shall keep a daily log of attendance congruent to billable hours on Tasks or Task work orders. This information shall be accessible to the COR in the work order system in report form.

11.2.7. Non-key personnel categories are in Exhibit 3.

12. General Personnel Requirements.

12.1. Appropriate dress shall be required within the below parameters or an approved uniform may be substituted.

Collared shirt with minimum 4” sleeve, clean with minimum wear, no tears, no holes, and no unapproved or inappropriate stenciling. Shirts shall be tucked in unless good reason or exception is made by the Federal Manager.

Work pants or jeans clean with minimum wear, no tears or holes Appropriate work shoes, socks and belt clean with minimum wear, no tears or holes

12.2. All employees shall be certified to work on systems in their work description where required and expected to be immediately available to perform work up to the estimated hours per year.

12.3. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They shall also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. In addition all contractors shall display an appropriate badge.

13.2. Other costs.

13.2.1. Contractor Travel. Contractor shall be required to travel CONUS in the performance of this contract. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this SOW. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the

Statement of Work limitation of funds specified in this contract. All travel requires prior Government approval/authorization and notification to the CO.

13.2.2. Other Direct Costs

Training:

The contractor shall adhere to all OSHA and NIH safety guidelines and provide appropriate and updated training as prescribed by Government policies.

Any training or special certifications. This will be expressed as an estimated dollar value and approved by the CO and invoiced in actual cost as applied to each invoice period. No mark-up will be permitted. Work hours for non-required NIH training is not billable.

Material:

Any materials inherent to the performance of the task. This will be expressed as an estimated dollar value and approved by the CO as fair and reasonable and invoiced in actual cost as applied to each invoice period. A mark up of 5% will be permitted.

Any material purchased on this contract shall be considered government property until such time that the government deems otherwise at its convenience. The contractor will provide an itemized inventory to the CO and update monthly.

Equipment:

Contractor shall provide two work vehicle(s) dedicated to the safe and protected carrying of personnel, equipment, and materials to and from the local NIAID facilities and other locations critical to the operation of this contract. The vehicles are anticipated to be driven 5,000 miles per year each. The contractor will price the vehicle by the mile and invoice for mileage driven for the given invoice period. Efficient transportation must be provided for the effective response of the key personnel. All maintenance and fuel for the vehicle will be covered in the mileage price. The government may opt to provide government furnished equipment per FAR 52.247-25 to include vehicles.

Any basic tools needed for minor work. This will be expressed as an estimated dollar value and approved by the COR and invoiced in actual cost as applied to each invoice period.

Any equipment purchased on this contract shall be considered government property until such time that the government deems otherwise at its convenience.

14. Data Rights. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the

Statement of Work sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

15. Organizational Conflict of Interest. Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

16. Definitions and Acronyms:

16.1. DEFINITIONS ARE AS FOLLOWS.

16.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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

Note: The only individual who can legally bind the government.

16.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

16.1.4. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as reports.

16.1.5. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Statement of Work

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

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

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

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

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

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

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

16.2. ACRONYMS ARE AS FOLLOWS:

CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) POC Point of Contact PRS Performance Requirements Summary SOW Statement of Work QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program

Statement of Work

17. Government Furnished Items and Services:

17.1. Facilities. A primary space strictly in support of the NIAID mission for the staging of materials and tools. The space provided will be suited for the type of personnel and work described in the scope of services. This will include transfer of the utilities as provided by the lease at no cost to the contractor. Spaces must be kept in a neat and orderly status at all times.

This is critical to the safety and health of workers and other personnel. The government will conduct random inspection to ensure compliance and verify that the spaces are kept neat and orderly and in a professional manner.

17.2. Equipment, materials, and personnel. Dedicated hands on personnel to oversee the contract and help with troubleshooting and reception and routing of work. These will be fulltime FTE or NIAID contract staff personnel. Pursuant to FAR 52.247-25, any government equipment deemed beneficial to the government for use in the contract may be utilized when authorized.

This includes any tools or equipment that are needed to perform the scope of work, to support the activities of the mechanic/technicians as needed, and offered as not explicitly defined in this contract or the proposal costs. An NIH2489-2 Government Furnished Equipment form shall be employed

17.3. Parking Space. Parking space will be provided for the two vehicles required for contract support.

17.4. Utilities. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

18. Contractor Furnished Items and Responsibilities. General. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed in this SOW.

Statement of Work

19. Technical Exhibit/Attachments List:

19.1. Technical Exhibit 1 – Performance Requirements Summary

19.2. Technical Exhibit 2 – Deliverables Schedule

19.3. Technical Exhibit 3 – Estimated Workload Data

19.4. Technical Exhibit 4 – Equipment and Rates

19.5. Technical Exhibit 5 – Summary of Contract Deliverables to date

19.6. Technical Exhibit 6 – Sample Invoice Summary of Work

19.7. Technical Exhibit 7 – Sample Work Order Summary

19.8. Technical Exhibit 8 – Sample TM Work Order

19.9. Technical Exhibit 9 – Sample Firm Fixed Work Orders (two samples)

Statement of Work

TECHNICAL EXHIBIT 1

Performance Requirements Summary

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1.

The Contractor shall operate a service request and administrative support function during normal working hours, to act as a central point of contact for the Government and building occupants to take service requests, track, and maintain service request records. This will include categorization and assignment of client requests, or work reception and distribution.

Must maintain a high level of communication and accuracy between the customers and COR to ensure maintenance is completed in a timely manner.

No more than 1 customer complaint per quarter.

Validated Customer Complaint received by

COR.

PRS # 2

The contractor shall setup conference rooms for meetings, training, or lecture environments.

This shall include reconfiguration and moving of furniture. Experience will be required in the nuances of performing…