UNIFORMS_SOW_--_Feb_2018.docx

DIVISION OF POLICE UNIFORMS

STATEMENT OF WORK

Background

The National Institutes of Health (NIH), is the steward of medical and behavioral research for the Nation. Its mission is science in pursuit of fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to extend healthy life and reduce the burdens of illness and disability. NIH has more than 75 buildings in a campus-like environment, with over 300 acres. Some research is performed on campus in state-of-the-art laboratory facilities, although more than 80% of research activities are conducted by scientists working in every state and around the world. NIH employs over 18,000 people, approximately a third of whom are health professionals or research scientists, engaged in cutting-edge clinical and basic science research.

Office of Research Services

The Office of Research Services (ORS) provides a portfolio of services to the NIH Community that support its mission of uncovering new knowledge about the prevention, detection, diagnosis, identification and treatment of disease and disability. Those services range from providing animal care and facilities, library and conference services, to services related to security and safety. ORS supports all 27 Institutes and Centers (ICs) that operate in multiple locations, including the primary location on the Bethesda campus.

Mission

The mission of the NIH Division of Police is to protect the NIH research community. Also to ensure the mission of NIH is not impeded by personal attacks, loss of assets, criminal activity or acts of terrorism.

The NIH Police

The Division of Police (DP) is to provide our services in the most professional and least intrusive manner through the application and use of state of the art methods and technology. We are making continuous improvements to our operations and procedures to ensure this vision will be realized and we have solicited the assistance of the Office of Research Services (ORS), NIH Senior management, other Agencies, consultants, as well as our own employees, to accomplish the needed tasks.

The primary function of the DP is to protect property, employees, contractors and visitors. To meet its mission, the DP must provide its police officers, dispatchers, members of the Special Response Team (SRT), Detectives, and K9 Police Officers the equipment and uniforms needed to meet the mission of the Division of Police. As part of this commitment and per the Union Agreement with FOP and DPs’ directives, the DP agrees to provide their personnel with a sufficient quantity of uniforms, equipment, and supplies necessary to perform required protection, patrol and support services.

Scope of Work

The Division of Police is looking for a cost-effective solution to properly equip employees with high-quality uniforms. The contractor must be able to provide a wide variety of high- quality uniform types and sizes and equipment in the time specified for the Division of Police personnel; approximately 90 officers and 30 civilian personnel. Manage the initial measurement/fitting of staff through on-site needs analysis, and to furnish complete inventory of supplies and equipment.

Proposed quantities of uniforms and equipment are estimates and may be subject to additions or deletions during the life of this contract.

Uniforms and equipment, first issued, whether at start of contract or to new employees, shall be of quality. Requested and processing must be comparable to generally accepted standards of the industry. Contractor must possess the capability to outfit new police officers and personnel within 15 days, no later than 30 days for specialty items, i.e. dress blouse or body armour. The contractor will be required to conduct tailoring services, such as taking measurements, sew on emblems, make repairs to clothing items, etc.

The Division of Police (DP) requests that the contractor be able to provide an internet electronic procurement solution orwebsite portal (an automated uniform ordering system compatible to the NIH) which streamlines and automates DPs uniform/equipment purchases. The contractors automated ordering system will be the gate to procure uniforms and equipment for all DP personnel.

The contractor’s automated ordering system shall display all the uniforms required to outfit DP personnel (a pictured catalog of all the items), electronic order receipt, on line registration for each order and electronic notification of the equipment or uniform request. The contractor’s system will allow each officer to create an account and submit their uniform request order to a supervisor for approval. With the approval of the supervisor, it will be submitted electronically to the contractor with a notification to the DP Purchasing Agent. The contractor will not sell uniforms/equipment to any person without official authorization. The contractor shall explain in detail their internet on-line ordering system.

Tasks/Services

The Contractor shall provide the Division of Police personnel with uniforms and equipment to include the below, but not limited to the following. See attached for descriptions.

Use of Brand Names:

Unless otherwise provided in this solicitation, the name of certain brands, make or manufacturer does not restrict the contractor to the specific brand, make or manufactured named, but conveys the general style, type, character, and quality of the article desired to purchase.

Measurements:

The cost for measurements shall be included in the price quote for each item. The contractor will set up a designated time with the Division of Police and location to take measurements throughout the term of the contract. The expectation is the vendor will travel to the designated (NIH - 31 Center Drive, Building 31C, Room B3B16, Bethesda, Maryland 20892) to accomplish this requirement. If the service is not needed the contractor will be notified and the officers will report to their site.

The contractor must have in their employment a full-time tailor and or full-time seamstress to measure officers or for alteration on his/her uniform.

Alterations/Tailoring

Services are defined as standard tailoring such as the hemming of trousers and shirt sleeves, waist adjustments, addition of custom name tags, embroidery of emblems/names/badges, custom emblems, insignia, buttons and zippers and other related services. Tailoring and measuring services are at no additional cost for all new applicable items purchased on this contract. Proper measurement taken are to assure appropriate fit of the garments and shall be the full responsibility of the vendor. The government will provide to the contractor the emblems, patches and badges that are required to be attached to garments.

Inventory

The contractor is expected to maintain a level of sufficient inventory adequate to satisfactory service of the Division of Police at their distribution facility within forty-five (45) calendar days after notification of award.

Delivery

Delivery of uniforms for current officers for replacement of uniforms shall be within 7 business days after the order is received.

For new officers, the contractor will report on site (National Institutes of Health @31 Center Drive, Building 31, B3B16 - Bethesda, MD 20892) to take the officers’ measurements and provide uniforms within 7 business days after the order is submitted.

In the event the uniform or equipment is defected; the contractor is responsible for any uniform and equipment defects. Any defected uniform or equipment will result in return of the merchandise within 30 days at the expense of the contractor and must be replaced within 2 weeks. No restocking charging is authorized for any items returned. If the contractor has not made arrangements for pick up or to return the items within the 30 days the defective product will become the property of the Division of Police at no cost to the government.

30 business days delivery for special orders and non-stock items. The delivery time schedule shall include any alteration(s) required.

All shipments shall be made directly to the Division of Police, Bethesda, MD or as indicated in the contract.

Delivery, shipping, freight and other related charges shall be at no cost to the government except for inbound freight/shipping charges for expedited orders at the request of the Division of Police. If the government absorbs the cost for delivery the contractor will certify and warrant the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped.

An expedited order occurs when the vendor does not have an item in stock and expedited shipping due to non-stock items will be at the expense of the contractor.

The delivery schedule specified above includes measurements, tailoring, and alteration to uniforms that may be required on each order placed.

Reporting One of the goals in administering this contract is to keep accurate records regarding its actual value. The below information is essential to update the contents of the contract.

Contractors will be required to submit monthly product sales report to the purchasing agent. Each report must contain the following information:

· Contract number

· Department’s address

· Contact name and telephone number

· Products order

· Quantity ordered

· Quantity shipped and price charged

· Total cost for each product for each reporting period.

The DP reserves the right to request additional information or to modify the reporting requirements or reporting periods.

REPORTING PERIODS

Monthly report must be submitted in accordance with the stipulations in the contract.

Invoicing

Submit bi-weekly invoices to the government for all purchased items.

Period of Performance

12 Month Base Year, plus (4) Option Years

Contract Type

Indefinite Delivery, Indefinite-Quantity (IDIQ)

Place of Performance

Contractor shall have the capability to provide uniforms and services to the National Institutes of Health, 31 Center Drive, MSC 2012, Building 31C, Room B3B16, Bethesda, Maryland 20892 and access to the appropriate equipment to complete the required tasks/services.

Holidays and Inclement Weather

There is limited access to the NIH during federal holidays and inclement weather. Contract services are not required on the actual days observed or in the event of the closure of federal government facilities. In the event scheduled services fall on a holiday, or closure, the contractor shall pickup/deliver on the next business day.

Federal holidays include but are not limited to: New Year’s Day, Martin Luther King, Jr Day, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Specific holiday dates are identified in accordance to section 6103(a) of title 5 of the United States Code.

Specific holiday dates can be viewed at https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

In the event of closure, the operating status can be viewed at https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/current-status/