Performance work statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Special Programs Division (SPD) Autoclave/Sterilization Maintenance and Repair Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide annual preventative maintenance checks and services (PMCS) and repair on sterilization equipment. 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 annual sterilizer maintenance and repair as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: SPD maintains critical autoclave/sterilization equipment located at Biological Defense Mission Support Facility (BDMSF), Wig Mountain Biological Test Facility, and the Granite Biological Test Facility located on U.S. Army Dugway Proving Ground (DPG).

1.3 Objectives: The contractor is to provide annual PMCS and repair on sterilization equipment operated by SPD. The PMCS and repair required under this contract are non-personnel in nature and require a qualified service technician. The individual equipment items requiring annual PMCS and repair include:

BDMSF

Amsco Eagle SV-3043 Scientific Vacuum Sterilizer. S/N: 0120302-07 Hiclave HV-50. S/N: 980587356

Granite Biological Test Facility

Amsco Eagle Series 3053 Vacamatic. S/N: 0132297-11

1.4 Scope: Services include:

Check with operator about past performance. Make note of any problems reported by the operator.

Check test logs for Bowie & Dick type test and/or live biological test results.

Check chamber and jacket traps – Remove trap elements and inspect – Replace if necessary.

Check safety valves for proper operation.

Check door for loose, broken, or missing parts

- Inspect door safety pressure lock for proper operation

- Lubricate as necessary

Check Ambient Air-In Filter. Replace if necessary.

Check Compressed Air Filter (With Air-Over-Pressure Option). Replace if necessary.

Check door gasket. Replace if gasket is hard, flattened, or has been damaged.

Check calibration. Crosscheck chamber temperature with the chamber pressure gauge.

Check all gauges and indicators. Make sure that the timers are operating correctly.

Check for loose, broken, missing, or improperly installed parts.

Check that all piping and connections are secure and there is no evidence of leaks.

Check all solenoids and valves for proper operation.

Check Boiler for proper operation.

- Inspect heating elements for evidence of leaks – Remove element & inspect.

- Check high voltage connections for arching – Clean and tighten if necessary.

- Inspect liquid level control for proper operation.

- Inspect sight glass components and replace if necessary.

- Check and record amperage draw.

Run a test cycle and verify that the sterilizer is operating properly.

Reset the PM Due Date and/or make entry into the Equipment Maintenance Log.

All services performed on these items shall be accompanied by a detailed report of the work performed, results of all analytical tests performed on individual equipment systems, and recommendations (including pricing) for any additional work that is not covered under the regularly scheduled maintenance portion of this contract. The contractor shall accomplish these tasks ensuring at the most a 5% failure rate during power outages.

1.5 Period of Performance: The period of performance shall be for one (1) Base Period of 9 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Period Option Year I Option Year II Option Year III Option Year IV

1.6 General Information

1.6.1 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. 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.

1.6.2 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).

1.6.3 Recognized Holidays: The contractor is not required to perform work on the following 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 Juneteenth

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00 am – 5:00 pm, Monday thru Thursday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. 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.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at BDMSF, Wig Mountain Biological Test Facility and Granite Biological Test Facility Located at U.S. Army Dugway Proving Ground.

1.6.6 Type of Contract: The government will award a (Type of contract to be determined by CCE and the customer).

1.6.7 Security Requirements: contractor personnel performing work under this contract must have a The following section and subsections specify the Security Requirements associated with this contract. The following sub-sections provide details of various considerations on this effort.

1.6.7.1 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.

1.6.7.2 Key Control: 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.

1.6.7.3 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 Quality Control Plan.

1.6.8 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, 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.

1.6.9 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.

1.6.10 Key Personnel: The follow personnel are considered key personnel by the government: Program Service Manager, Autoclave Engineering Technician. 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 7:00 am – 5:00 pm, Monday thru Thursday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: Program Manager-

Autoclave Engineering Technician Certification. Autoclave Engineering Technician-Autoclave Engineering Technician Certification.

1.6.11 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.

1.6.12 Contractor Travel: Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS.

Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.13 Other Direct Costs: This category includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues.

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

1.6.15 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.

1.7 Antiterrorism Training: All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable and annually thereafter. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 05 calendar days after completion.

1.7.2 iwatch Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 05 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.8 Contractor Employees: Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

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 DPG Dugway Proving Ground BDSMF Biological Defense Mission Support Facility 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 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 SPD Special Programs Division TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: The Government will provide access to personnel to assist with facility room or laboratory entry.

3.2 Facilities: The Government will provide the necessary workspace needed for the contractor staff to effectively support the work outlined in this PWS.

3.3 Utilities: The Government will provide utilities in the facility. All utilities will be available for the contractor’s use in performance of tasks outlined in this PWS. 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.

3.4 Materials: The Government will provide access and instruction to any and all laboratory safety manuals and corresponding Standard Operating Procedures and Policies.

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

4.3 Equipment: The Contractor shall furnish any equipment necessary to meet the requirements under this

PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for annual preventative maintenance checks and services (PMCS) and repair on sterilization equipment.

5.2. Tasks.

5.2.1 Check with operator about past performance. Make note of any problems reported by the operator.

5.2.2 Check test logs for Bowie & Dick type test and/or live biological test results.

5.2.3 Check chamber and jacket traps – Remove trap elements and inspect – Replace if necessary.

5.2.4 Check safety valves for proper operation.

5.2.5 Check door for loose, broken, or missing parts

5.2.5.1 Inspect door safety pressure lock for proper operation

5.2.5.2 Lubricate as necessary

5.2.6 Check Ambient Air-In Filter. Replace if necessary.

5.2.7 Check Compressed Air Filter (With Air-Over-Pressure Option). Replace if necessary.

5.2.8 Check door gasket. Replace if gasket is hard, flattened, or has been damaged.

5.2.9 Check calibration. Crosscheck chamber temperature with the chamber pressure gauge.

5.2.10 Check all gauges and indicators. Make sure that the timers are operating correctly.

5.2.11 Check for loose, broken, missing, or improperly installed parts.

5.2.12 Check that all piping and connections are secure and there is no evidence of leaks.

5.2.13 Check all solenoids and valves for proper operation.

5.2.14 Check Boiler for proper operation.

5.2.14.1 Inspect heating elements for evidence of leaks – Remove element & inspect.

5.2.14.2 Check high voltage connections for arching – Clean and tighten if necessary.

5.2.14.3 Inspect liquid level control for proper operation.

5.2.14.4 Inspect sight glass components and replace if necessary.

5.2.14.5 Check and record amperage draw.

5.2.15 Run a gravity and liquid test cycle and verify that the sterilizer is operating properly.

5.2.16 Reset the PM Due Date and/or make entry into the Equipment Maintenance Log.

5.2.17 Submit a written report, in both hard copy and electronic format, detailing PCMS maintenance and repairs within 72 hours of completion.

5.3. CONTRACTOR MANAGEMENT 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.

WD-SPD-013 SPD Biosafety Manual

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

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

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”)

Incentive / Disincentive

PRS # 1.

The contractor shall provide annual PMCS and repair by performing tasks outlined in this PWS paragraph 5.2.

A. The contractor shall provide annual PMCS and repair as required to bring Autoclave unit up to operating status.

B. Complete this requirement within 72 hours from the Government’s notice to proceed.

C. The contractor shall provide a report of the PMCS and repairs performed as outlined in paragraph 5.2 within 72 hours of service.

D. The contractor shall provide results of any tests performed on the equipment listed in paragraph 1.3 within 72 hours of service.

100% accuracy and completeness with one correction/rewrite

Data collected during the performance period shall be used to substantiate objective CPARS ratings of Contractor performance

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Report of the results of annual PCMS and repairs outlined in paragraph 5.2

Annually and within 72 hours of service.

1 original hard copy and 1 electronic.

1 hard copy (paper) and one in either MS Word, Excel or pdf.

James Sorenson

JAMES.E.SORENSON.

CIV@ARMY.MIL

INCLUDE COR

ALLEN WILSON

(ALLEN.WILSON72.CI

V@ARMY.MIL)

Report of the results of any tests performed as outlined in paragraph 5.2

Annually and within 72 hours of service.

1 original hard copy and 1 electronic

1 hard copy (paper) and one in either MS Word, Excel or pdf.

James Sorenson james.e.sorenson.civ @army.mil Include COR Allen Wilson (allen.wilson72.civ @army.mil)

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

1 Program Manager ________ 70 Hours

2 Autoclave Engineering Tech ________ 150 Hours

The evaluation ratings are as follows:

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s corrective actions appear, or were ineffective.