Performance Work Statement (PWS) - Equine Tack.pdf

PERFORMANCE WORK STATEMENT

Equine Saddles and Tack / Caisson, US ARMY NORTH

PART 1

GENERAL

1. GENERAL: This is a non-personal services contract to provide two sets of caparisoned horse saddles and custom fit McClellan saddles and measured to fit ceremonial tack in accordance with the 1916 Field Artillery pattern for ten horses with repair services quarterly.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to provide two sets of caparisoned horse saddles and to provide, customize and service McClellan saddles and ceremonial tack as defined in this performance work statement except for those items specified as government furnished property. The contractor shall perform to the standards in this contract.

1.2 Background: The Caisson Platoon conducts an average of 70 military Full Honor Funerals each year in accordance with the 1942 Mounted Instruction Manual for the Field Artillery. The tack used in the performance of this mission is from the 1916 Field Artillery tack specifications, with minor modifications due to the size and conformation of modern horses. This tack is maintained in house but due to normal wear and tear and the lack of a dedicated repair shop, it has become unserviceable. Additionally, the large size of several of our animals prevents the standard McClellan saddle from fitting and causes injury to the horses. This contract will provide an individually fitted saddle to each of our horses, and additional horses we will acquire, not to exceed twenty total horses in the herd. The ceremonial tack for each saddle also requires replacement due to age and use. Two caparisoned horse saddle sets are required for ceremonial purposes. Purchasing enough for each horse to wear each set of tack allows rotation through the horses on each position and the quarterly servicing will extend the life of the leather and harnesses.

1.3 Objective: To provide two caparisoned saddle sets and custom fitted McClellan saddles for the current 10 horses. There is a potential for 10 more horses to be brought into the herd over the life total period of performance of the contract.

1.4 Scope: The contractor shall measure and fit custom McClellan saddles and ceremonial tack for the current 10 horses and up to 10 more as horses are acquired. There is a definite total of 10 saddle/taks sets and a potential for a total of 20. The contractor shall perform pre-fit measurements for saddle/tack customization, post-fit checks to ensure proper fits and quarterly servicing of the saddles/tack. The contractor shall provide two sets of caparisoned saddle sets IAW with this PWS.

1.5 Period of Performance: The period of performance shall be as follows;

Base: 01 August 2022 - 31 July 2023 Option Year 1: 01 August 2023 - 31 July 2024 Option Year 2: 01 August 2024 - 31 July 2025 Option Year 3: 01 August 2025 - 31 July 2026 Option Year 4: 01 August 2026 - 31 July 2027

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements). The Contractor shall develop, implement and maintain an effective

Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the

Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction;

corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The contractor shall provide QCP within 10 days after the contract has been awarded. Any changes must be submitted to the KO and COR within five working days thereafter. After acceptance of the quality control plan the contractor shall receive the

Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.3 Federal Government Holidays: Contractor IS NOT required to perform services on federal government holidays.

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th day of June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th Day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th Day of December

Hours of Operation: The contractor is responsible for conducting business between the hours of 0900 (9:00AM) -1700 (5:00PM) 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.

1.6.4 Place of Performance: The work to be performed under this contract will be performed at the contractors place of business and in the Caisson’s area of operations, vicinity Bldg 2186 Joint

Base San Antonio, Fort Sam Houston, Texas 78234.

1.6.5 Type of Contract: Contract type will be based on determination by the contracting office

1.6.6 Security Requirements: There are no special security requirements for the contract. All Contractor personnel (to include subcontractors) must possess the proper documentation to verify citizenship and the ability to legally work on Fort Sam Houston.

1.6.6.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. Damages caused by Contractor employees shall be repaired at no cost to the Government.

1.6.7.2-1.6.7.3 Key Control: N/A

1.6.7 Special Qualifications: N/A

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, Post Award Orientation. The Contracting Officer, 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, and specifications; monitor Contractor's performance and notify 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 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. 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.

1.6.11 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID

Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. 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 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.13 Contractor Travel: N/A

1.6.14 Other Direct Costs: N/A

1.6.15 Data Rights: N/A

1.6.16 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 affect 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.

1.6.17 PHASE IN /PHASE OUT PERIOD: N/A

1.7 COVID-19 REQUIREMENTS: COVID-19 Prevention: Cloth face coverings will be used on All DoD installations. Per the Secretary of Defense's directions, to the extent practical without significantly impacting the mission, all individuals on DoD property, installations and facilities are required to wear a cloth face covering and maintain six feet of physical distance in public areas.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1.1 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the

Contracting Officer to administer a contract. This individual is normally a member of the appropriate

Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 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.

2.1.4 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.

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

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the

Contractor.

2.1.8 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.

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

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control.

Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.14 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have priority of contract with the subcontractor.

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

2.1.16 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer 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

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: The government will not provide any services to the contractor within this contract.

3.2 Facilities: The facilities located in the Caisson Swing Space trailer will be available to the contractor.

3.3 Utilities: The government will provide electricity for operation of power tools as needed by contractor. Extension cords needed will be provided by the contractor.

3.4 Equipment: The government will not provide any equipment for use within this contract.

3.5 Materials: The government will not provide any material for services within this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Required Services: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to provide two caparisoned saddles and to provide, customize and service McClellan saddles and ceremonial tack as defined in this performance work statement except for those items specified as government furnished property.

5.1.1.1 The contractor shall measure current horses for fitment of a modified McClellan saddle.

5.1.1.2 The contractor shall measure current horses for fitment of the M1916 Field Artillery tack and harness.

5.1.1.3 The weight and grade of the leather used in fabrication shall match that of the current saddles and tack the Fort Sam Houston Caisson has on hand. The contractor shall coordinate with the COR and the requiring activity to take measurements prior to starting fabrication.

5.1.1.4 The contractor shall perform a final fit check once fabrication is complete. The final fit check will be completed on all 10 of the current horses and any of the potential 10 as they are adopted and fitted with custom fabricated saddles and tack.

5.1.1.5 Fabricate and adjust McClellan saddles and ceremonial tack to meet the size requirements as per the requirements below.

5.1.1.6 Fabricate artillery driving harness for each saddle. A complete set consists of a modified McClellan saddle with saddle bag stud; a brass “d” ring behind the cantle to mount the back strap; 2x 1 ¼” brass rings attached by brass foot staples to the rear of the cantle; a cantle quarter strap with two brass foot staples attached centered on the side of the strap, a saddle skirt from the side bar that is long enough to cover the 3x billet straps for the girth; a two buckle girth of leather or horse hair with martingale pass through strap; 2x adjustable stirrup straps with brass buckles; 2x hold up straps which fasten through the same brass square as the stirrup straps; 2x wooden stirrups with leather hoods, 2x artillery iron stirrups; 1x pommel quarter strap; 1x brass “d” ring forward of the pommel to attach the collar pad strap; 2x 1 ¼” brass rings attached forward of the pommel with 2x brass foot staples centered on the bars of the saddle; 1x rein swivel with brass ring and six inch leather strap with brass buckle.

5.1.1.7 Fabricate 1x back strap assembly consisting of 1x back strap with brass buckle and brass ring from which 2x hip straps with brass buckles are suspended at the end of which are a trace loop on each for the traces; a crupper which is attached to the back strap with 2x brass buckles; 1x loin strap through which the back strap passes with 1x trace loop at either end for the traces and 2x brass buckles for adjustments; 1x additional back strap with brass buckle and brass ring from which 4x hip straps with brass buckles are suspended and which straps attach to a breeching body measured to fit each horse with adjustable side straps on each side with 1x steel clip on each side strap to attach to a martingale under the belly; 3x brass buckle covers for the outside set of buckles; 3x leather backing pieces for the brass buckle covers; 1x additional back strap with brass buckle and brass ring without hip straps

5.1.1.8 Fabricate 1x breast collar assembly consisting of: the breast collar with steel double eye loops for the trace chains attached in accordance with the 1916 tack pattern which is suspended by 2x adjustable neck straps with 4x brass buckles; a collar pad with retaining strap with brass buckle and collar pad strap with brass buckle; 2x brass buckle covers for the outside set of breast collar buckles; 2x leather backing pieces for the brass buckle covers; 1x choke strap which fixes to the breast collar using a fixed brass halter square and through the martingale pass through strap square using an open adjustable brass buckle; 1x adjustable neck strap with brass buckle, 1x neck strap brass buckle cover, 1x leather backing piece for the brass buckle cover, and 1x steel breast strap roller snap; 1x additional breast collar of a western design with adjustable neck and martingale straps with brass buckle and a brass heart centered on the heart shaped leather joint of the breast collar

5.1.1.9 Fabricate a bridle consisting of 1x custom fit crown piece, 1x brow band, 1x adjustable throat latch, 2x cheek straps, 1x sized steel full cheek snaffle bit; 1x sized steel driving bit with two hole shanks and curb chain hooks; 1x steel curb chain; adjustable leather lip strap with brass buckle;

1x custom measured loop reins; 1x custom measured loop reins; 1x custom measured loop rein with an additional free running end; 2x brass ornaments with U.S. Army eagle insignia; 2x brass ornaments with U.S. Army eagle insignia; 1x adjustable coupling rein with brass buckle terminating in a brass swivel snap to fasten to the near saddle; a halter consisting of a measured to fit adjustable crown piece, 2x fixed cheek straps, 1x removable throat latch with 2x 1” snaps, 1x fixed connecting strap, and 1x nose band with brass buckles and brass halter squares throughout, with a brass ring under the chin.

5.1.1.10 Fabricate tack which includes traces, designated by position, consisting of measured to fit steel braided cable with a black leather sleeve closed at either end with a steel eye through which passes a steel link to connect to the trace chains; trace chains consist of twisted steel chain with t connectors, rings, and hooks in accordance with the 1916 Field Artillery tack pattern; 12x figure eight clips attach the rings of the trace chains to the rings of the traces. A full set is four wheel traces, eight lead or swing traces; four wheel chains; four swing chains; and four lead chains. Two full sets are required.

5.1.1.11 Fabricate two sets of caparisoned horse tack, consisting of a black leather commercial-off-the-shelf (COTS) dressage saddle with a medium-deep seat and narrow twist with two differently sized sets of blocks that can be removed or swapped easily, wool-flocked panels with a thin layer of foam on the horse side, a wide channel, and a double “v” billet system built on a wooden spring tree in a wide width; 1x leather saber holster with retaining strap and brass buckles; 1x leather cartridge box with brass buckle; 2x leather boot retaining straps with brass buckle

5.2 The base year and all options shall include quarterly preventative maintenance and repairs on the saddles and ceremonial tack in order to prolong the life of the equipment.

5.3 The contractor shall ensure that they are providing all materials and equipment necessary for the successful accomplishment of the requirements within this contract.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): N/A