PDP Attachment Q - PWS GeminiDefender Jan2024.docx

PERFORMANCE WORK STATEMENT (PWS)

GeminiDefender Depot Level Repair Services and Consumables FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini

1.0 Scope

The U.S. Navy is engaged in the support of the FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini. This requirement is for the depot level repair services including Depot Level Repair Part (DLRP) repair or replacement of the FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini in support of Naval Explosive Ordnance Disposal (EOD) and EOD related programs.

For the purposes of this Performance Work Statement (PWS), a DLRP is defined as a FirstDefender RMX, TruDefender FT, TruDefender FTX, or Gemini system.

1.1 System Description

The FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini are lightweight, rugged instruments for rapid identification of unknown solids and liquids, including narcotics, Toxic Industrial Chemicals (TICs), Toxic Industrial Materials (TIMs), explosives, and more. These systems are certified to MIL-STD-810G specifications. These systems utilize two different, but complementary technologies in order to identify visible quantities of material. The FirstDefender RMX is an all-optical Raman system with a flexible probe; the TruDefender FT and TruDefender FTX have a diamond Attenuated Total Reflectance (ATR), Fourier Transform Infrared (FTIR) system; the Gemini combines the capabilities of both Raman and FTIR technologies while also utilizing a flexible probe and diamond ATR sampling window. These systems are designed for use by first responders, homeland security, military, law enforcement, and forensic chemistry personnel.

2.0 Requirements

The contractor shall provide technical, engineering and manufacturing support services and products to include personnel, material management, shipping, and supplies to support the FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini.

The Contractor shall provide Depot Level Repair Services, Quality Assurance, Metrics tracking and reporting, and implement Government approved Configuration Management Changes and Engineering Enhancements to support the FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini assets.

It is understood that the TruDefender FT had an end of sale date on December 31, 2015. The end of Service Date is December 31, 2022, which means the Contractor may not be able to guarantee repair or consumable/parts support for these systems beyond this date. Therefore repair services and consumables/spare parts for this system will be subject to the availability of parts shared with the FTX model and assessed on a case-by-case basis.

2.1 Kickoff Meeting

The Contractor shall host a joint Government/Contractor Kickoff Meeting via teleconference thirty (30) calendar days after contract award. The Government and Contractor will mutually agree on date, time, and method of kickoff meeting (15) calendar days after award. The anticipated meeting objectives shall include a meeting between key personnel, team introduction, general program discussions to include roles and responsibilities, overall repair process flow and quality control methods, and facility tour (if conducted at the repair facility). The contractor will provide meeting minutes within (7) business days to the Government after the conclusion of the kick off meeting. Contract Data Requirements List (CDRL) A001. Any agreements or changes discussed will not change the contract terms and conditions; all changes will be issued by the contracting officer in a contract modification prior to the contractor executing the changes.

2.2 Consumables and Accessories

The below list of consumable and accessory parts may be purchased through the Contractor as required. Consumables and accessories purchased through the Contractor will be shipped within five (5) business days of purchase. The contractor shall provide the Government with tracking information for each shipment.

Consumables and Accessories List of Items:

1. Disposable Batteries (3V CR123, qty 12)

2. Rechargeable Battery (3.7V Lithium)

3. Battery Charger (110-240 VAC, 50-60 Hz)

4. Transformer, AC Power Adapter with Universal Plugs

5. Transformer, Power Adapter, Gemini

6. Stainless Steel Cap for Volatile Liquids, Gemini

7. 2 GB micro SD card with mini and full size SD adapter (for RMX, FT, FTX)

8. 2 GB standard SD card (for Gemini)

9. USB 2.0/SD Card R/W

10. Sampling Sticks/Wooden Splints (qty 500)

11. Sampling Spatula, Disposable Plastic (box of 300)

12. Alcohol Wipes (qty 200)

13. 8 mL Disposable Pipettes, plastic (qty 500)

14. 4 mL glass, Screw Top Vials (qty 144)

15. 6” Cotton Swabs (qty 1000 – 100 per package)

16. Nose Cone Assembly for RMX

17. Nose Cone Assembly for Gemini

18. Nose Cone Shield for RMX

19. Polystyrene Test Plug (used for Raman self-check)

20. Silicone Self-Check Samples, pack of 3

21. RMX Vial Cover

22. Carrying Case, Hard Shell, Black (for Gemini, RMX)

23. Carrying Case, Hard Shell, Black (for FT, FTX)

24. Gemini User Guide, English

25. Protective Rubber Boot (gray)

a. FirstDefender RMX

b. TruDefender FT

c. TruDefender FTX

d. Gemini

26. Protective Rubber Boot (blue for training purposes)

a. FirstDefender RMX

b. TruDefender FT

c. TruDefender FTX

d. Gemini Detailed acceptance, packaging, shipping and delivery instructions to include a transportation plan shall be incorporated into the delivery order.

2.3 Depot Level Repair Services

2.3.1 Depot Services

The Contractor shall provide the following depot services.

2.3.2 Storage and Management

The Contractor shall separate all Government property from their commercial assets and track Government DLRP(s)/systems via serial number using a system/method of their choice. The Contractor shall maintain site, location, and condition code for all Depot managed DLRP/systems.

2.3.3 Repair

The contractor shall repair and/or replace all DLRPs and systems purchased and owned by the Government. The contractor shall separate all Government DLRPs/systems from their commercial assets, manage and track Government DLRPs/systems via serial number, repair Government DLRPs/systems using their commercial piece parts, and be able to replace Government DLRPs/systems if they have reached a point of Beyond Economical Repair (BER). The contractor shall maintain an adequate supply of components, piece parts and consumables parts to support the FirstDefender RMX, TruDefender FTX, and Gemini repairs.

It is understood that the TruDefender FT had an end of sale date on December 31, 2015. The end of Service Date was December 31, 2022, which means the Contractor may not be able to guarantee repair or consumable/parts support for these systems beyond this date. Therefore, repair services and consumables/spare parts for this system will be subject to the availability of parts shared with the FTX model and assessed on a case-by-case basis. It is understood that this may result in irreparable TruDefender FT units.

Labor, materials, and shipping costs shall be estimated based on rates in the contractor’s master price list. If the Contractor uses a tiered pricing list, they shall provide detailed definitions of what repair actions are included or not included in each repair tier. The tiers shall also be specific to the systems covered by this contract (Gemini, FirstDefender RMX, TruDefender FT, and TruDefender FTX) and specify if options for new or refurbished parts are available in each tier. The contractor shall provide separate estimates on a case-by-case basis for parts and materials not listed on the master price list. The contractor shall submit the estimated costs for each repair for Government review and approval. Any actual cost exceeding 10% of the approved estimate shall require a written detailed breakdown of cost and the reasons associated with the cost change and shall require the Government’s approval before invoicing. Any commercial-off-the-shelf items required for the repair shall be billed at the prices listed in the contractor’s master price list.

2.3.3.1 Inspection and Acceptance for Repaired/Refurbished DLRP Quality Assurance Testing and Inspection of failed DLRP shall be conducted on all repaired DLRP or systems upon receipt at the Government facility.

Initial inspection of the repaired or refurbished FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini shall be made by the Government at the Government’s facility. The cognizant inspector shall be notified when the material is available for inspection. Initial inspection shall consist of quality assurance and/or assembly and a system check/test. Final acceptance will be at NSWC IHD.

2.3.4 DLRP Support Strategy

The Government Business Model for DLRP Support has been developed to best support the warfighter, decrease logistics delay time and increase system operational availability. The business model is described in the following paragraph and defines the support strategy from equipment failure, equipment repair, replenishment of DLRP stock, and equipment returned to user.

Once the user reports an item failure, the In-Service Engineering Agency (ISEA) evaluates the request and issues a RMA (return material authorization) once the failure is validated. If the RMA is approved, the Government will ship a replacement part to the user. Once the user is notified of RMA approval, the user will ship the failed item to the Depot. Once the Government is in possession of the failed item, they will perform a preliminary quality evaluation, the results of which will be provided to the contractor. If the item failure is further validated and repair funds are available, the Government with send the DLRP item to the contractor for diagnosis and quoting of the repair. If the Government approves the repair quote, work on the DLRP can begin. Once the Government receives the repaired item and the item passes final quality assurance, the Government will accept the repaired item and the contractor can submit an invoice for payment. Upon acceptance, the Government will replenish the Government DLRP stock with the repaired part. The Government is the ISEA and ICP.

The Contractor shall separate all Government DLRPs/systems from their commercial assets, and manage and track Government DLRPs/systems via serial number. The Contractor shall maintain site, location and condition code for all Depot managed DLRP/systems. There shall be no lost or unaccountable DLRP/systems within the Contractor’s facilities. Any lost or unaccountable DLRP/systems shall be reconciled with the Contracting Officer’s Representative (COR) within two (2) business days.

The Contractor shall provide DLRP support in accordance with the process described above and the Contractor’s proposal.

2.3.5 Software Upgrades

The Contractor shall notify the Government of all upcoming software upgrades planned to be implemented for any of the systems covered by this PWS. This information should be included in the Quarterly Status report (see section 2.6.1, CDRL A002). The Government reserves the right to request one copy of each software upgrade, to be downloaded from a website at no cost to the Government, for evaluation purposes.

The Contractor shall perform software upgrades as directed by the Government. The Contractor will be responsible for delivering software upgrades in a format acceptable to the Government. Individual copies of each software upgrade shall be delivered either via SD card or software download. The appropriate method will be selected by the Government at the time of purchase, so the Contractor should price these delivery methods separately if applicable.

2.3.6 DLRP Disposition

Items declared as BER or salvage for parts: Items are determined BER when the cost of repair is greater than 50% of the cost to replace with a new DLRP or at the discretion of the COR. The current threshold of 50% is subject to change by the Government via contract modification. If the Government determines a DLRP to be BER, the Contractor shall provide an estimate for replacement and De-Mil/ Disposal. The Government will determine whether or not to replace the DLRP. If the Government wishes to perform the disposal process, the Contractor shall ship the failed part(s) to the Government at the Government’s expense.

2.3.7 Complete System Disposition

For systems returned to the Contractor for disposal at the end of their life, declared as BER, or salvage for parts, the Contractor shall perform demilitarization in accordance with commercial procedures. Systems are determined BER when the cost of repair is greater than 50% of the cost to replace with a new system or at the discretion of the COR. If a system is determined to be BER, upon Government approval, the Contractor shall provide an estimate for replacement, a replacement and advanced shipping notice of replacement for Government review and approval/disapproval. The Contractor shall provide certification and appropriate documentation of De-Mil/ Disposal with their invoice in Wide Area Work Flow to support these costs. If the Government wishes to perform the disposal process, the contractor shall ship the failed part(s) to the Government at the Government’s expense.

2.3.8 Shipping

For consumables, accessories, and depot level repair parts, the contractor shall be responsible for shipping from their facility. Shipping shall be performed by the contractor using best commercial practices within five (5) business days upon completion of the repair or upon request by the government (e.g, if a repair is declined). The contractor shall deliver the items/DLRPs to the government in appropriate shipping containers and/or the containers in which the systems were delivered to the contractor. The contractor shall be responsible for ensuring all International Traffic in Arms Regulations (ITARs) have been met for shipments, if applicable.

The contractor shall provide the Government with tracking information for each shipment.

2.3.9 Metrics

The Contractor shall perform the services within the following metrics. The Government will track and discuss these metrics on a monthly basis with the Contractor to discuss and resolve any issues as they arise and to ensure the Contractor’s compliance with the required metrics. All metrics are in calendar days (including weekends and federal holidays) vice business days. The important milestones in the process are:

Metrics Definitions:

Item (1) - Days to repair estimate – number of calendar days from the DLRP received at the Depot until the Contractor submits an estimate for repair to the Government. The objective is (7) calendar days.

Item (2) - Days to repair – number of calendar days from the Government’s approval of estimate to delivery at NSWC IHD Inventory Control Point (ICP). The objective is (21) calendar days.

Item (3) - Number of Repair Work Orders open greater than (45) calendar days – to monitor non-performance metric and to identify issues requiring attention.

Item (4) – Overall Failure Report (FR) – ICP - Overall repair timeline from receipt of failed DLRP to Items delivery at NSWC IHD ICP. The objective is not to exceed (28) calendar days.

The following conditions shall apply:

1. The Government will review its internal tracking database at the end of each month to determine the amount and time of DLRPs and systems at the contractor for repair/replacement.

2. If, at the end of any month, the timeframe of the DLRP pool at the depot has exceeded the maximum thresholds noted in items 1, 2, and 4 above, the Government may take consideration in the amount of $880.00 per day for each day that DLRP at the depot exceeds the maximum thresholds noted above. Once the DLRP at the depot have fallen below the maximum thresholds noted above, the Government will cease to take consideration.

3. DLRPs at the depot awaiting Government estimate approval shall not be considered part of the percentage that the Contractor is required to keep below the limits.

4. If, during any month, the total combined number of DLRPs or systems returned to the contractor to be repaired or replaced exceeds 15, then the Government will not take consideration for that month. The contractor and the Government will monitor the trend of DLRPs and systems being returned to the contractor each month for repair or replacement. In the event that the trend changes, the contractor may request that the Government reevaluate the 15 per month limit.

5. The Government will provide written notice of intention to take consideration so that the contractor and Government data may be compared for accuracy and look at any extenuating circumstances that may need to be considered.

2.4 Parts Obsolescence and Configuration Management

The contractor shall inform the Contracting Officer and the Primary COR in writing of any Diminishing Manufacturing Sources and Material Shortages (DMSMS) issues and make recommendations for resolution to minimize the impact of the issues to the Government (CDRL A003). The contractor shall provide this written notice and recommendation within three (3) business days after the contractor identifies DMSMS issues. The Contractor shall be responsible for minimizing obsolescence by selecting products that will avoid or resolve hardware, software, and firmware obsolescence issues. The Contractor may utilize SD-22 as a guide for developing and maintaining a parts management program. The Contractor shall develop a DMSMS Management Implementation Plan, which will identify how the Contractor will manage DMSMS issues. The Contractor shall document and provide notification of emergent obsolescence issues and emergent vendor implemented changes relevant to the Government approved system baseline. The Contractor shall provide an overall obsolescence health assessment of the equipment on a quarterly basis to indicate the overall availability risk of items going obsolete. The assessment shall consist of the existing obsolescence status of each configuration item and include the estimated obsolescence timeframe of configuration items not currently obsolete. The assessments may be provided in Contractor format.

The system configuration of the FirstDefender RMX, TruDefender FT, TruDefender FTX, and Gemini is not controlled by the Government. However, no changes shall be made to the configuration without the written consent of the Government. The Contractor shall implement Government approved configuration changes to support the systems listed above. Implementation of the configuration shall include but not be limited to the following: verification of configuration of parts (both hardware and software) as they come in for repair, parts replacement or upgrade, and implementation of approved Government changes if not already done.

2.5 Quality Control Plan

The contractor shall prepare and submit a Quality Control Plan fifteen (15) business days after award. The plan shall detail and describe the contractor’s process to ensure delivery of quality repairs and services under this PWS. Once approved by the Government, the Quality Control Plan shall be incorporated into the contract. The contractor shall ensure all work is performed in accordance with the contract and the Quality Control Plan. Any revisions to the Quality Control Plan shall be submitted for approval to the Contracting officer prior to implementation. (CDRL A004) If any revisions are submitted and approved, the revised Quality Control Plan shall be incorporated into the contract via a contract modification.

2.6 Reports

The contractor shall electronically submit all reports to the COR via email in PDF format throughout the duration of the contract

2.6.1 Quarterly Status Report

The contractor shall prepare and electronically submit a quarterly status report. The reporting period will begin thirty (30) calendar days after contract award. (CDRL A002) After the first report, the status report shall be due by the fifth of each quarter for the previous quarter. The Government will have ten (10) business days to approve or disapprove or comment on format and /or content. The contractor shall have five business days to re-submit if the Government has disapproved the format / content. The Quarterly Status Report shall include the following:

a. Summary and current status of project

b. Production and repair work performed (for the previous month)

c. Production and repair work anticipated (for the next three months)

d. Problems encountered and anticipated (failure reporting and risk assessment)

e. Program management metrics and financials

f. Action item status

g. Schedules for individuals tasks, delivery orders and equipment production/deliveries

h. Planned software updates

i. Status of significant/major design, development, testing, qualification, certification, production, logistics efforts and/or issue resolution

j. Resolution of obsolescence issues and their associated risk The contractor shall notify the Government immediately of any problems encountered that impact this requirement and a mitigation plan, including performance and schedule impacts, at time of notification.

2.7 Warranty

Items procured and maintained under this contract shall be free from defects in material and workmanship in accordance with the contractors’ standard warranty.

3.0 Operations Security (OPSEC) Requirements

Operations Security (OPSEC) Requirements: Contractor personnel are subject to applicable provisions of Department of Defense Manual 5205.02-M, Enclosure 6 and NSWC IHEODTD 3070.3A OPSEC Program. Contractor personnel supporting this contract/task order must complete government approved or provided OPSEC awareness training. OPSEC education and training may be accomplished through established programs within the DoD Component, using external resources such as the Interagency OPSEC Support Staff (IOSS) and the Defense Security Service Academy, or a combination (i.e. https://securityawareness.usalearning.gov /opsec/). Contractor personnel may have access to government Critical Information (CI), Indicators and Observables that may indirectly disclose CI. CI includes, but is not limited to: Ship movements and schedules, weapons and sensor system installations, capabilities, and configurations; specific platform installations and characteristics, test schedules, deficiencies and vulnerabilities. Indicators and Observables may include, but are not limited to: Outdoors system testing; ship's external hull or superstructure modifications; shipboard equipment, ordnance, weapons, fuels, and/or stores loading/unloading operations, and/or personnel or aircraft embarkation. No CI, Indicators, or Observables may be divulged to third parties (including other company employees who are not subject to this contract) without approval of the local command Security Officer, OPSEC Officer, or the NSWC IHD OPSEC Program Manager.

ACRONYMS and DEFINTIONS ATR – Attenuated Total Reflectance BER – Beyond Economical Repair CAC – Common Access Card CDRL – Contract Data Requirements List COLTS – Catalog, Ordering Logistics Tracking System COR – Contracting Officer’s Representative CSR – Customer Service Representative DLRP – Depot Level Repair Parts DMSMS – Diminishing Manufacturing Sources Material Shortages DoD – Department of Defense EOD – Explosive Ordnance Disposal ESOH - Environmental, Safety and Occupational Health FRACAS - Failure Reporting Analysis, Corrective Action System FR – Failure Report FTIR – Fourier Transform Infrared ICP – Inventory Control Point ISE – In-service Engineer ISEA – In-service Engineering Agent ITAR - International Traffic in Arms Regulation JSEOD – Joint Service Explosive Ordnance Disposal NSWC IHD – Naval Surface Warfare Center, Indian Head Explosive Ordnance Disposal Technology Division OEM – Original Equipment Manufacturer PMR – Program Management Review PHS&T - Packaging, Handling, Storage and Transportation POC – Point of Contact PWS – Performance Work Statement RMA – Return Material Authorization TI – Technical Instructions TICS – Toxic Industrial Chemicals TIMS – Toxic Industrial Materials