PWS - DISCOVIR-GC Service.pdf

PERFORMANCE WORK STATEMENT (PWS)

DiscovIR-GC Instrument Maintenance

US Army Criminal Investigation Laboratory

1. GENERAL: This is a non-personnel services contract to provide annual preventive maintenance and service repair for Spectra Analysis instruments operated by the U.S. Army

Criminal Investigation Laboratory (USACIL). 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 complete requested support and maintenance 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: The Spectra Analysis agreement provides technical support and repair for

Spectra Analysis instrumentation. The DiscovIR Service Contract includes annual preventive maintenance service and technical support for instrument failures, needed repairs, and software updates. The service covers the cost of the materials/parts needed and the service engineer who performs the tasks.

1.3 Objectives:

* To maintain the instrumentation in-line with the FBI Quality Assurance Standards and ISO 17025

ANSI-ASQ

* To ensure proper functioning of instrumentation used in Trace Evidence processing.

* To repair broken or damaged equipment quickly and accurately to limit disruption to USACIL workflow.

1.4 Scope: The DiscovIR Service Contract shall be performed for all covered equipment.

Services include the costs for preventive maintenance, and any replacement parts and required software updates which need to be replaced but excludes consumables to perform any repairs that are needed on the instrument during the covered period. The technical telephone and email support is also available for use by the customer in troubleshooting possible instrumentation problems. The contractor shall accomplish all of the needed repairs as well as provide the parts needed to perform said tasks.

• DiscovIR Service Contract (Continental US) for SN10864

• DiscovIR-GC Integrated System Service Contract (Continental US) for DiscovIR SN10922, Dani

Master GC SN101740002, and Dani Master AS SN201741001

1.5 Period of Performance: The period of performance (POP) shall be for one (1) Base

Year of 12 months and two (2) option years. The contract will be for a total of three (3) years from award date and the proposed POP reads as follows:

Base Year 18MAR2026 – 17 MAR 2027

Option Year 1 18MAR2027 – 17 MAR 2028

Option Year 2 18MAR2028 – 17 MAR 2029

1.6 General Information

1.6.1 Quality Control: The contractor shall engage in an effective quality control program to ensure services are performed in accordance with this PWS. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the USACIL Quality Manual, Casework DNA Division Technical

Procedures and the ASCLD-LAB/ISO requirements. These standards primarily focus on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. The standards define 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 services on 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

Juneteenth Christmas Day

Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700 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. 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 the

United States Army Criminal Investigation Laboratory.

1.6.6 Type of Contract: Spectra Analytic Instruments Inc. is the only source for required maintenance and repairs, factory recommended replacement parts, proprietary hardware and software upgrades, and training. Mission and Installation Contracting Command, Fort Eisenhower, GA intends to negotiate/award a sole-source firm fixed contract to Spectra Analytic Instruments

Inc. to perform maintenance, services and repairs of instruments listed in this PWS owned by

Department of Defense (DoD) and specifically designed by the manufacturer who provides the sole training for factory authorized engineers certified to perform maintenance. The specific terms of the agreement fall under the quote specifications.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be able to pass general access requirements for Gillem Enclave.

1.6.7.1 Antiterrorism and Operational Security (AT/OPSEC):

1.6.7.1.a AT Level I 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. 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 15 calendar days after completion of training by all employees and subcontractor personnel. AT level I

Awareness training is available at the following website: http://jko.jten.mil.

1.6.7.1.b Access and General Protection/Security Policy and Procedures. Contractor and all associated subcontractor 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.

1.6.7.1.c Access to a DoD Facility or Installation. Contractor and all associated sub‐contractor employees shall comply with adjudication standards and procedures using the National Crime

Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database

(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.

1.6.7.1.d iWATCH Training. The contractor and all associated sub‐contractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local 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 calendar days of contract award and within calendar days of new employees commencing performance with the results reported to the COR NLT calendar days after contract award.

1.6.7.1.e OPSEC Training. Per AR 530‐1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

1.6.7.1.f Threat Awareness Reporting Program. For all contractors with security clearances. Per

AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.6.7.2 Key Control. NA

1.6.7.3 Lock Combinations. NA

1.6.8 Special Qualifications: The service technician performing work under this contract shall be licensed and certified by Spectra Analysis Instruments, Inc. to service and repair Spectra Analysis manufactured instruments listed in the contract.

1.6.9 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.

1.6.10 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.

1.6.11 Key Personnel: NA

1.6.12 Identification of Contractor Employees: Contractor Employees will be required to display issued visitor identification while in the facility.

1.6.13 Contractor Travel: The contractor shall bear all labor and travel costs for engineers and any other costs which may be associated with required maintenance visits, onsite visits to service, repair, replace or upgrade hardware, software and install new applications.

1.6.14 Other Direct Costs: NA

1.6.15 Data Rights: NA

1.6.16 Organizational Conflict of Interest: NA

1.6.17 PHASE IN /PHASE OUT PERIOD: NA

1.6.18 Safety: Contractors will be expected to conform to the USACIL requirements for employee safety including, but not limited to, OSHA, post fire safety requirements, general laboratory safety protocols, etc. when performing on-site services.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 ASCLD-LAB. American Society of Criminal Laboratory Directors- Laboratory

Accreditation Board. The certifying board under which the U.S. Army Criminal Investigation

Laboratory maintains certification.

2.1.2 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.

2.1.3 CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.4 CONTRACTING OFFICER. A person with authority to enter, 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.

2.1.5 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 if 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.

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

2.1.7 DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.8 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the position of, or directly acquired by, the Government and subsequently made available to the

Contractor.

2.1.9 ISO. Certifying body under which the laboratory has certification.

2.1.10 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.

2.1.11 N.I.S.T. National Institute of Standards and Technology.

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

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

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

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

2.1.16 SUBCONTRACTOR. One that enters a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

2.1.17 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.18 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations

CMR Contract Manpower Reporting

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

DNA Deoxyribonucleic Acid 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 PM Preventative Maintenance 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 USACIL United States Army Criminal Investigation Laboratory

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DNA Division.

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, lab wipers, and other items necessary to maintain a laboratory environment.

3.3 Utilities: The Government will provide all utilities in the facility the contractors 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 Equipment: The Government will provide the equipment to be maintained/repaired and personal protective equipment (lab coats, masks, gloves) required by the DDB Division.

3.5 Materials: The Government will provide Standard Operating Procedures and Policies, Quality Manuals and Technical Procedures as needed.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2. Secret Facility Clearance: N/A

4.3. Materials: N/A.

4.4. Equipment: N/A

PART 5 SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The contractor shall provide services as defined in Spectra Analysis

Instrument’s quotation for DiscovIR-GCTM Service Contract (Quotation # 000047), dated 7 JAN

2025 for the maintenance and repair of USACIL owned DiscovIR-GC manufactured instrument and equipment.

5.2 The contractor shall provide unlimited on-site service visits, certified replacement parts, engineer labor, travel costs and other repair/maintenance services

5.3 The contractor shall respond to unlimited emergency service calls within 48 hours (excluding weekends and federal holidays) to schedule proper time for onsite service. This applies to maintenance, services and emergency repair requests.

5.4 The contractor shall provide detailed service reports including quality assurance and certification for each instrument operations to original equipment manufacturer specifications per repair and services request within two (2) weeks after the visit.

5.5 Task Heading.

5.6 Service Contract Reporting: The contractor shall report the contract number and order number, total dollar amount invoiced for services performed during the previous Government fiscal year under the order, the number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year, and data reported by subcontractors when applicable.

This information shall be submitted annually by October 31 via the internet at www.sam.gov.

Contractors may direct questions to help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable

Service/Component’s website at https://SAM.gov. As part of its submission, the contractor will also provide the estimated total (if any) incurred to comply with this reporting requirement.

https://sam.gov/

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. Any Contractor provided publications are to be procured and maintained at Contractor’s expense.

PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Metrics

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

STANDARDS PERFORMANCE

THRESHOLD

Method of Surveillance

PRS #1. PWS 1.6.18

Conforms to applicable safety directives

All safety protocols including, but not limited to, OSHA and general laboratory safety, etc. when performing on-site services.

100% compliance Periodic inspection

PRS #2. PWS 5.1

Provide 12 months services for the maintenance and repair of USACIL DiscovIR-GC manufactured instruments\equipment

Meet or exceed the manufacturer’s specifications 100% compliance

100% inspection, Pre-

Inspection & Final

Inspection.

Instruments performance check

PRS #3. PWS 5.2

Provide unlimited on-site service visits; bare all labor, travel costs and other repair/maintenance service

Meet or exceed service contract terms and limitations

100% inspection

Validated Customer

Complaints received by

COR

PRS #4. PWS 5.3

Respond to unlimited emergency service calls

Within 48 hours

(excluding weekends and federal holidays) to schedule proper time for onsite service

Validated Complaints received by COR

PRS #5. PWS 5.4

Provide detailed service reports per repair and services request

Within 2 weeks after the on-site visits and repairs

Validated Complaints received by COR

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

CMR data, PWS Para

5.2.

Period of performance not to exceed 12 months ending

September 30

(Government fiscal year);

reported by 31

October of each calendar year.

One (1)

Original

Paper (hard copy) or electronic delivered via email

KO

Quality Control Plan, PWS Para 1.6.1

Not later than 10 calendar days after receipt of the award

One (1)

Original;

update as changes occur

Paper (hard copy) or electronic delivered via email

KO

List of the primary service representative with contact information, PWS Para

4.1.2

Not later than 10 calendar days after receipt of the award

Original;

update as changes occur

Paper (hard copy) or electronic delivered via email

KO / COR

Signed copy of service reports, PWS Para 4.1.3

Within one (2) weeks of completion of work

One (1)

Original

Paper (hard copy) or electronic delivered via email

COR