Draft_PWS_XR200_and_XR3_Generators.pdf

PERFORMANCE WORK STATEMENT (PWS)

Service and Repair XR200 and XR3 X-ray Generators for 71st Ordnance Group (EOD)

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide services, upgrades, and maintenance repairs for one hundred fifty-nine (159) model XR200 X-ray generators, and seventy-five (75) XR3 X-ray generators. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.1 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 the maintenance repairs and upgrades as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform these services according to the standards in this contract.

1.2 Background: The 71st Ordnance Group (EOD) has identified a requirement for one hundred fifty-nine

(159) model XR200 X-ray generators and seventy-five (75) XR3 X-ray generators to receive services, upgrades, and maintenance repairs. According to the manufacturer (Golden Engineering), these devices are battery powered, pulsed X-ray generators used in security and light industrial applications. Because they are commercial-off-the-shelf items, they do not have any military/federal specifications and instead must meet the manufacturer’s current specifications to be considered fully mission capable.

1.3 Objectives:

• Complete all repairs, upgrades, and services to meet the manufacturer’s pulse and performance specifications.

• Upgrade and retro-fit the XR200 X-ray generators to the current required 20V configuration.

• Upon authorization of funds, the service and repair of the one hundred fifty-nine (159) XR200 X-ray generators and seventy-five (75) XR3 X-ray generators shall be completed after no more than seven hundred thirty (730) total calendar days.

1.4 Scope: Services include routine maintenance inspections and services, repairs as needed for faulty or damaged equipment, and upgrades as needed to the current required 20V configuration. These services, repairs, and upgrades must render these X-ray devices fully functional in accordance with the manufacturer’s specifications. The Contractor shall accomplish these services after no more than seven hundred thirty (730) total calendar days.

1.5 General Information

1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall deliver the QCP within 30 days after the contract is awarded. Three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5.2 Quality Assurance: The Government will 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).

1.5.3 Hours of Operation: The Contractor is responsible for providing services between the hours of 0900- 1700 (MST) 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 PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.4 Place of Performance: The work to be performed under this contract will be performed at a Golden Engineering facility with access to the specialized tools, capabilities, and equipment necessary to service and repair the XR200 and XR3 systems. The site’s address is 6364 Means Road, PO Box 185, Centerville, IN 47330. Phone number is 765-855-3493.

1.5.4 Security Requirements: Contractor personnel performing work under this contract are not subject to any unusual security clearance requirements.

1.5.4.1 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use.

1.5.5. Special Qualifications: The XR200 and XR3 must only be handled and operated by qualified personnel who have read the Warning and Operations section of the manual. The XR200 and XR3 produce high levels of hazardous radiation when pulsing. All personnel must wear a personal radiation monitoring device before operating this piece of equipment. All personnel must comply with the standards of 29 CFR 1910 Subpart I to reduce the risk of exposure to hazardous radiation. The Government reserves the right to request and inspect the Contractor’s safety program records at any time.

1.5.6 Post Award Conference/Periodic Progress Meetings: The Contractor shall 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, 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.

1.5.7 Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0900-1700, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

Golden Engineering requires qualifications for their technical experts.

1.5.8 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 must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.5.9 Contractor Travel: Contractor will not be required to travel during the performance of this contract.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. 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.

2.1.3. 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.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. 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 PWS. 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.

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

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

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

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

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subContractor.

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

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

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense EOD Explosive Ordnance Disposal FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: None.

3.2 Facilities: None.

3.3 Utilities: None.

3.4 Equipment: The Government will provide the XR200 and XR3 systems to be serviced.

3.5 Materials: The Government will provide illustrations and technical manuals for the XR200 and XR3 systems, if desired.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: Not applicable.

4.3. Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall furnish all labor tools, containers, instrumentation, materials, and personal protective equipment (PPE) to meet the requirements under this PWS. PPE will be worn in accordance with 29 CFR 1910 Subpart I, and all other applicable OSHA standards.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The Contractor shall provide services for the repair, maintenance service, and upgrade of one hundred fifty-nine (159) XR200 X-ray generators, in addition to the service and repair of seventy-five (75) XR3 X-ray generators.

• 5.2. Task Heading. Days to repair:

o The number of calendar days from the Government’s approval of the repair estimate to the completion and return shipment of X-ray generators shall be contingent upon the quantity of generators received in one shipment. Suggested quantities and days to estimate are as follows:

1-5 generators received in one day or shipment – 30 calendar days to complete and return

6-10 generators received in one day or shipment – 37 calendar days 11+ generators received in one day or shipment – the Government and

Contractor will establish metrics based on quantity.

o Note that these X-ray generators are currently located at eleven (11) different military installations across the continental United States. The Government will ship these devices from their original respective locations to the Contractor’s place of performance.

Therefore, the Contractor can expect to receive these devices in multiple shipments on multiple days. The Contractor shall ship these items back to their respective original locations upon completion of their service and repair.

o Any generator determined to be BER (Beyond Economical Repair) shall be demilitarized and disposed of with the Government’s written approval. The Contractor shall issue a letter of disposal listing the model and serial number, and dispose of the generator accordingly.

o The Contractor shall provide an itemized service packet describing the full extent of maintenance diagnostic and repair that was performed on each X-ray generator.

• 5.2.1. Days to ship:

The Government reserves the right to determine if sources shall be shipped upon the completion of each individual source or as the total batches are completed. Shipping shall be completed within five (5) business days of the completion of the maintenance service.

5.3. CONTRACTOR MANPOWER REPORTING (CMR) : The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subContractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

(5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. The Contractor must have access to the most current version of the XR200 and XR3 operator’s manual and abide by its warnings and safety precautions. The Contractor must adhere to the standards of 29 CFR 1910 Subpart I and all applicable OSHA standards.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor shall provide services, repairs, and upgrades to XR200 and XR3 X-ray generators to ensure an effective maintenance program is maintained in a safe and timely manner.

The Contractor provided maintenance services and repairs to the X-ray generators and rendered them fully mission capable in accordance with the manufacturer’s current specifications.

No more than one valid customer complaint per report.

No injury requiring attention from a medical professional.

X-ray generators are all serviced, repaired as needed, upgraded as needed, and all meet the manufacturer’s specifications to be considered fully mission capable.

Periodic

PRS # 2

The Contractor shall provide repair estimates, a quality control plan, an itemized service packet, and any other documents requested by the KO.

The Contractor provided the required deliverables in the appropriate format, frequency, and number of copies to the correct recipients.

No late or missing deliverables.

Periodic

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Repair estimate

(PWS #2)

Within one week of receiving a shipment

1 original and 1 copy. For a quantity of up to 5 generators in one day or shipment, no more than 5 calendar days shall elapse between receipt of the generators and submitting the estimate of repair.

Digital; briefing slides or Excel spreadsheets may be used.

MAJ Ryan Cornell-d’Echert Ryan.c.cornelldecher t.mil@mail.mil

Quality Control Plan

(PWS #2)

Within 30 days after contract award

2 Digital document KO, COR

Itemized service packet (PWS #2)

To accompany each return shipment of serviced and repaired X-ray generators.

2 Digital document; an additional paper copy may accompany each return shipment.

KO, COR

mailto:Ryan.c.cornelldechert.mil@mail.mil mailto:Ryan.c.cornelldechert.mil@mail.mil