Performance Work Statement.pdf

Performance Work Statement (PWS) Annual Preventative Maintenance and Optional Emergency Service Call for Waygate

CRxVision Radiographic System for Pearl Harbor Naval Shipyard & Intermediate Maintenance Facility (PHNSY & IMF)

1 Introduction This Performance Work Statement (PWS) covers the details involving the annual onsite preventative maintenance and optional emergency service call of radiographic equipment located at PHNSY & IMF.

1.1 Mission

The purpose of this acquisition is to provide the government with all-inclusive onsite annual preventative maintenance (PM) and optional emergency repair service call for one (1) Waygate CRxVision computed radiography (CR) scanner to maintain the system in accordance with Original Equipment Manufacturer (OEM) specifications.

1.2 Background

PHNSY & IMF’s primary mission is to provide regional maintenance, at the depot and intermediate levels, to keep the surface ships and submarines of our nation's navy "Fit to Fight."

As Hawaii’s regional maintenance center, capabilities include excellence in overhauling, repairing, converting, alteration, refurbishing, and decommissioning of Navy vessels. PHNSY’s Non-Destructive Testing Lab must have the capability to conduct nuclear and non-nuclear inspections, develop and evaluate film, and process Hazardous Material (HAZMAT) / Hazardous Waste (HAZWASTE).

1.3 Scope

The contractor shall provide all-inclusive onsite annual preventative maintenance (PM) and optional emergency service call emergent repair services for one (1) Waygate CRxVision computed radiography (CR) scanner for Code 135’s Non-Destructive Testing Lab located at Pearl Harbor Naval Shipyard.

Name model number Manufacturer Serial Number year acquired

Seirfert CRxVision

5517/100 Waygate Technologies

01697 2024

2 General Requirements Upon award, the contractor shall provide the required services to meet the needs of the government. The following sub-sections provide specific details of considerations for this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer Representative (COR) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between designated Government Technical Points of Contact (TPOCs), the COR, and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirements of the contract. The contractor shall respond to Government requests for action in a timely fashion. The contractor shall have a single point of contact between themselves and the government to support the contract.

2.4 Contractor Qualifications and Personnel

The contractor shall accomplish all assigned work by employing and utilizing qualified personnel and shall meet the following requirements:

• Authorization: The contractor must be an authorized service provider for Waygate technologies.

• Certified Personnel: The contractor shall assign an Original Equipment Manufacturer (OEM)-certified Field Service Engineer with verifiable experience on the Waygate CRxVision system. The Government reserves the right to request and review proof of certification and qualifications for any assigned personnel.

• Point of Contact (POC): The contractor shall designate a single POC responsible for the performance and administration of the work. The POC or an alternate shall have full authority to act on behalf of the contractor on all matters relating to this contract.

3 Performance Requirements The following section specifies the performance objectives and performance elements for the contract.

3.1 Annual Preventative Maintenance

The Contractor shall perform a complete annual PM service in strict accordance with the manufacturer's checklist. The service shall consist of the following:

• Initial Diagnostics: Establish an image quality baseline by checking system logs and performing test scans (flat field) in both medium and high resolution.

• System Maintenance: Power down and disassemble the unit. Thoroughly clean the digitizer interior and all critical components, including rollers, brushes, mirrors, and the light collector. Lubricate the slow scan drive per OEM specifications.

• Component Replacement: Replace all components required by the manufacturer's maintenance schedule using only new, OEM-specified parts.

• Final Verification: Reassemble the system and perform a post-maintenance image quality check to confirm that image quality meets or exceeds OEM standards and is free of new artifacts. Conclude by performing a full system backup.

3.2 Optional Emergent Service Call

The contractor shall provide emergency repair service call to restore the system to full operational capability following an unexpected failure.

• Initiation and Response: The Government TPOC will notify the contractor's POC of a system failure. The contractor shall provide an initial response via phone or email within 24 hours to assess the issue.

• On-Site Service: If the issue cannot be resolved remotely, the contractor shall dispatch a certified engineer to be on-site within 3-5 business days, or as otherwise agreed upon by both parties.

• Repair and Approval: The contractor shall diagnose the failure and provide the Government with a written quote detailing the required repairs, estimated completion time, and a list of necessary parts. No repair work shall commence without prior approval from the Government COR or TPOC.

3.3 Logistics and Parts

3.3.1 Parts

• The contractor shall furnish all tools, parts, and transportation necessary to perform the annual PM and any emergent repairs. All parts used for maintenance or repair shall be new, OEM-specified parts.

• The Contractor shall be responsible for the removal and disposal of all replaced parts and/or materials. Disposal shall be in accordance with Federal, State, and local laws and regulations.

3.3.2 Place of Performance

On-site work shall be completed at a designated location within PHNSY & IMF, Pearl Harbor, HI.

PM work shall be completed within two (2) consecutive business days, scheduled in coordination with the TPOC. Timelines for emergency repairs will be established as needed.

3.3.3 HOURS OF OPERATION

• First shift working hours are from 0630 to 1500 hours, daily Monday through Friday, excluding Federal Holidays. The contractor may request working outside the regular hours, but approval is not guaranteed.

11.2 If the Federal holiday falls on a Saturday, the holiday is observed on the preceding Friday. If the Federal holiday falls on a Sunday, the holiday is observed on the following Monday.

• New Year’s Day 1st of January

• Dr. Martin Luther King’s Birthday 3rd Monday in January

• President’s Day 3rd Monday in February

• Memorial Day 4th or 5th Monday in May

• Juneteenth 19th of June

• Independence Day 4th of July

• Labor Day 1st Monday in September

• Columbus Day 2nd Monday in October

• Veteran’s Day 11th of November

• Thanksgiving Day 4th Thursday in November

• Christmas Day 25th of December

3.4 Field Service Report

No later than five (5) business days after completion of on-site services, the Contractor shall deliver one (1) electronic Field Service Report to the Government's TPOC and COR. The report shall be in PDF or Microsoft Word format and shall include, at a minimum:

• The completed and signed manufacturer's maintenance checklist (for PM service).

• A detailed summary of all work performed (PM and/or repair).

• Description of any defective parts and non-operational components found.

• A list of all installed parts with corresponding part numbers.

• The final operational status of the system (e.g., "Fully Mission Capable").

4 Special Requirements This section describes the special requirements for this effort.

4.1 Government Furnished Materials & Support

The government will provide relevant information, system data, and access that will allow the contractor to execute duties according to the details listed in Section 3. The Government will provide access to the facility during normal business hours (0630-1500, Monday-Friday) and will designate a TPOC to coordinate all on-site activities.

4.2 Quality

This section describes the Quality Control components for this effort.

4.2.1 Quality Control Plan (QCP)

The Contractor shall develop a QCP 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 QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award.

4.3 Data Security and Confidentiality

The Contractor and its personnel shall adhere to the following data security protocols:

• Limited Access: Contractor personnel shall access system data (e.g., running time, error logs) only as necessary for diagnostics, maintenance, or repair, and only while under the direct observation of a designated Government representative.

• System Operation: Contractor personnel shall not log into or directly operate the system's computer. All system operations (e.g., logging in, executing scans) will be performed by Government personnel at the direction of the Contractor's engineer.

• Confidentiality: Any information or data observed by the Contractor during the performance of duties shall be considered confidential and shall not be disclosed, copied, or used for any purpose other than the fulfillment of this contract.

5 Deliverables The contractor shall provide deliverable(s) as described and specified by the government.

5.1 TABLE A – Service Delivery Summary

Primary Performance Requirement PWS Paragraph Performance Threshold Annual PM Service Paragraph 3.1 100% completion per OEM checklist Emergency Repair Service Paragraph 3.2 On-site response within agreed timeframe

Field Service Report Paragraph 3.4 100% delivery within 5 business days

6.0 Security

6.1 The Contractor shall pass a background check to gain access onto the base. The Contractor will coordinate with PHNSY & IMF to obtain a gate pass at building 3455 Pass Office. It is not unusual for the pass process to take an hour or more. The Contractor must be a U.S. Citizen and must pass a security background check. Only those individuals with favorable investigations shall be utilized on this contract. Prior to the start of work, the Contractor shall provide the COR (on company letterhead) a request for access and include the following information – full name of all personnel working on this contract; Social Security number; date of birth, place of birth, and citizenship. The contractor shall state that information has been verified and shall have supporting records on file, if required for examination. Contractor’s employees must be a U.S. Citizen and registered with the Defense Biometric Identification System. See APPENDIX III for additional security requirements.

6.2 The Contractor personnel must meet the requirements for unescorted entry, Green

Badge, to PHNSY&IMF areas and CIA areas to perform PM on utility carts.

Unescorted access to CIAs must be coordinated with the cognizant Department Security Coordinator to ensure that the area is sanitized. The Contractor shall follow the applicable requirements listed below in 12.0 APPENDENCIES and brief their personnel to ensure compliance. Non-compliance with applicable items in Attachments is a material violation of the contract. Should Contractor personnel receive or suspect they have learned unauthorized sensitive information beyond their level of clearance, they shall identify and immediately report suspicions to the Contracting Officer’s Representative (COR).

7.0 Base Access

7.1 DBIDS

The contractor shall establish and implement methods of making sure all DBIDS cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. No DBIDS cards 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 DBIDS cards by personnel who no longer require access to security areas.

The contractor shall immediately report any occurrences of lost or no longer needed DBIDS cards to the KO or COR.

7.2 All vehicles provided for performance under this contract shall have current State of Hawaii permits, licenses, safety checks and insurance. Vehicles shall be clearly marked with the Contractor’s name.

7.3 U.S. Citizenship is required for facility access. The Contractor shall conduct background investigations on personnel who are used in connection with this contract. Only those individuals with favorable investigations shall be utilized.

7.4 Identification badges shall be worn at all times when performing work, including while attending Government meetings and conferences that may take place outside the facility.

7.5 The Contractor performing services shall be required to comply with all PHNSY&IMF rules, regulations, and training that is applicable to conduct, safety, security, and procedures governing site entry and exit.

8 Appendices

• APPENDIX I Safety and Health Work Practices for Contractors working with Pearl

Harbor Naval Shipyard and Intermediate Maintenance Facility (PHNSY&IMF). (Rev. July 2024)

• APPENDIX II Environmental Protection Guidelines for Contractors on Facilities Projects at Pearl Harbor Naval Shipyard & Intermediate Maintenance Facility (Rev. Sep 2021)

• APPENDIX III Contractor Security Requirements for PHNSY&IMF’s Controlled Industrial Area, Security Islands, Controlled Nuclear Information Areas, Nuclear Work Areas and/ or Other Sensitive Areas (Rev. Feb 2026).