PWS.pdf

Version 01/24/2018

PERFORMANCE WORK STATEMENT (PWS)

PREVENTIVE AND EMERGENCY MAINTENANCE FOR PLATE MARKING LASER SYSTEM

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract for annual preventive and emergency maintenance (PM and EM) for one (1) Plate Marking Laser System located at BEP’s Washington, DC facility and (1) Plate Marking Laser at BEP’s Ft. Worth facility (WCF) .

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 preventive and emergency maintenance for the Plate Marking Laser equipment 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 Bureau of Engraving and Printing (BEP) has a need for preventive and emergency maintenance on equipment used for the serial numbering of security printing items for U.S. currency at the District of Columbia Facility (DCF).

1.3 Objectives: The objective of this requirement is to maintain adequate operations of the Plate

Marking Laser used for the serial numbering of security printing items to satisfy quality objectives and ISO 14001 requirements. Adequate operation will ensure maximum machine life. The machines are under ISO 14001 requirements which will be satisfied to maintain ISO certification at the BEP.

1.4 Scope: The Plate Marking Laswer Machine is proprietary equipment manufactured by

Gravotech (Gravotech). The Contractor shall provide all labor, travel, parts, materials, transportation, equipment, tools and supplies to deliver preventive and emergency maintenance for one (1) Plate Marking Laser System located at BEP’s Washington, DC facility and (1) Plate Marking Laser at BEP’s Ft. Worth facility (WCF). This Plate Marking Laser equipment is covered under ISO 14001 standards and must have preventive maintenance performed at required intervals to maintain critical tolerances to maintain repeatability of printing operations for currency manufacturing. Contractor shall inspect, replace worn items, perform checks, and verify tolerances and markings per their recommended check lists.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and three (3) 12-month option years. The Period of Performance reads as follows:

Base Year 28 September 2024 through 27 September 2025 Option Year 1 28 September 2025 through 27 September 2026

Option Year 2 28 September 2026 through 27 September 2027 Option Year 3 28 September 2027 through 27 September 2028

1.6 General Information

1.6.1 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.2 Federal Government Holidays:

New Years 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

1.6.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 6:00 AM to 4:00 PM 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. The contract shall coordinate with the government regarding hour of operation for BEP Year End Shut Down. 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.

1.6.4 Place of Performance: The work to be performed under this contract will be performed at BEP’s District of Columbia Facility (DCF) and Ft. Worth Facility (WCF)

BEP-DCF

14th and C Streets, S.W.

Washington DC 20228-0001

BEP-WCF

9000 Blue Mound Road Fort Worth TX 76131-3304

1.6.5 Type of Contract: The government will award a firm, fixed price contract.

1.6.6 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.

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter by the CO. 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.

1.6.8 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. If working in the BEP facility contractor shall be required to wear badges in the performance of this service.

1.7 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a valid form of identification to enter the BEP. The contractor personnel will be escorted during their time at the BEP performing the service.

1.8 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use under this Contract. This Contract requires access into the Controlled Industrial Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to BEP’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR.

1.9 BEP Access: The contractor shall be escorted by Government personnel at all times during all service calls. Access to BEP computer and network shall not be granted to personnel who have not been cleared for access by the BEP Office of Security and approved for computer network access. If computer access is required, the BEP escort shall contact the BEP Service desk to request support from the Chief Information Officer Directorate.

1.10 Bureau Working Restrictions: When the project specifications permit the undertaking of contract work during Bureau working hours, such work must be performed without:

• Interfering with Government business;

• Unduly restricting traffic;

• Causing unsafe conditions for employees and visitors; and

• Adversely affecting the operation of Bureau equipment.

When, the Contracting Officer has determined that the Contractor’s work is in violation of any of the four restrictions above, the Contractor shall be required to perform the work at such time and under such conditions as are in the best interest of the Bureau. In this connection, the directions of the Contracting Officer shall be binding and shall be executed by the Contractor at no additional cost to the Government.

Any Contractor personnel that are deemed to be working in an unsafe manner or endangering their own or others health may be removed from the Bureau under order of the Contracting Officer. Any Contractor personnel removed for failure to maintain a safe and healthy work environment.

1.11 Special Qualifications: Contractor shall be certified and authorized to perform services and repairs on the equipment.

1.12 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.

1.13 The Contractor is required to travel to the Washington DC facility and Ft. Worth facility.

Costs incurred by Contractor personnel on official company business are allowable, subject to the limitations contained at FAR 31.205-46 Travel Cost. Costs for travel transportation will be based on actual incurred costs. Costs for lodging, meals and incidentals expense will be based on Federal Travel Regulations prescribed by the General Services Administration, for travel in the contiguous United States available at http://www.gsa.gov/portal/content/104877. Costs incurred for lodging, meals, and incidental expenses shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel. Documentation to support actual costs incurred shall be allowable only if the following information is documented—

• Date and place (city, town, or other similar designation) of the expenses;

• Purpose of the trip; and

• Name of person on trip and that person’s title or relationship to the Contractor

Airfare costs in excess of the lowest priced airfare available to the Contractor during normal business hours are unallowable except when such accommodations require circuitous routing, require travel during unreasonable hours, excessively prolong travel, result in increased cost that would offset transportation savings, are not reasonably adequate for the physical or medical needs of the traveler, or are not reasonably available to meet mission requirements.

However, in order for airfare costs in excess of the above airfare to be allowable, the applicable condition(s) set forth above must be documented and justified.

1.14 Notice of Delays: In the event the Contractor encounters difficulty in meeting performance requirements, anticipates difficulty in complying with the contract delivery order schedule or dates, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer (CO) and the Contracting Officer’s Representative (COR). This notification must be in writing, giving pertinent details, provided, however, that this data shall be informational only in character and that this shall not be construed as a waiver by the Government of any delivery schedule or date or of any rights or remedies provided by law or under this contract.

1.15 Notice of Changes: The contractor shall inform the CO and COR in writing of any potential or actual deviations from technical requirements. Any deviations from the technical requirements in this contract require prior written approval from the CO.

1.16 Corrective Action Requests: The Contractor shall provide written corrective action reports to the CO and the COR for any root cause letters or quality audit findings issued for nonconformance to the contract specifications. A corrective action report shall be submitted within thirty (30) calendar days after receipt of a root cause letter or a quality audit finding by the contractor.

PART 2

DEFINITIONS & ACRONYMS

http://www.gsa.gov/portal/content/104877

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACT SPECIALIST. 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 Performance Work Statement.

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 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.

2.1.8 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.

2.1.9 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.

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

2.2. ACRONYMS:

BEP Bureau of Engraving and Printing CO Contracting Officer COR Contracting Officer Representative COTS Commercial-Off-the-Shelf PLATE MARKING LASER Electrical Discharge Machine EM Emergency Maintenance FAR Federal Acquisition Regulation PM Preventive Maintenance POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide The Government will provide access to areas necessary for work to be performed.

3.2 Utilities: The Government will provide all utilities required to perform maintenance service.

The Contractor (to include subcontractors) 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.

3.3 Responsibility: The Remove and store any tools, materials, equipment, parts from the place of performance used by the Government in support of this effort.

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.

4.1.2 Scheduling: Shall be coordinated with the Contracting Officer’s Representative (COR) the specific dates and times for performance of the work.

4.1.3 Report: The Contractor shall provide a report to the COR for the Plate Marking Laser equipment preventive maintenance upon completion.

4.2 ACCEPTANCE AND TESTING: Items supplied in performance of this effort shall be delivered to the following address:

Bureau of Engraving and Printing Attn: Craig Reynolds 14th and C Streets, SW Washington, DC 20228

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The contractor shall provide services for the late Marking Laser Machines.

5.1.2 Preventative Maintenance: Gravotech personnel shall perform preventive maintenance on the Plate Marking Laser equipment located at the DCF and WCF. The Contractor shall provide all labor, travel, parts, materials, transportation, equipment, tools, supplies, management, supervision, and all other items and services necessary to ensure the equipment is inspected, repaired and verified to factory specifications. Gravotech shall provide a preventive maintenance report on the machines to the BEP after completion of the scheduled maintenance.

5.1.3 Emergency Maintenance: Gravotech personnel shall perform emergency maintenance on the equipment as needed. Phone tech support provided within 24 hours of the emergency maintenance call. In response to troubleshooting via phone tech support, repair parts will be shipped to the BEP within 48 hours. The BEP will initiate a contract modification if these repair parts are in excess of $10,000.00 and also within 48 hours of the provided quoted price. On-site tech support will be provided within 10 working days of initial emergency maintenance call if issue is not resolved.

Again, the BEP will initiate a contract modification within 48 hours of notice that Gravotech is sending a tech for on-site support. Gravotech shall provide an emergency maintenance report on the machines to the BEP after completion of the required maintenance.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1.1 The Contractor must comply with and performing all services associated with this effort in accordance with any and all applicable Regulations/Publications/Codes.

Regulations/Publications/Codes means any and all applicable Federal, State, City, Local and Organizational laws, regulations, codes, ordinances standards, and conditions (e.g. Department of Transportation (DOT), Environmental Protection Agency (EPA), and NFPA 70), public and occupational health, safety, and environmental, etc), original equipment manufacturer specifications, requirements and standards as well as any and all BEP policies, procedures, guidelines and requirements that govern the performance of the services as prescribed by the contract. The Contractor is solely responsible for ensuring it is complying with and performing in accordance with any such amendments, supplements to such Regulations/Publications/Codes as well as any and all superseding documents issued or enacted during the period of performance of the work. The Government reserves the right to request copies of the company license(s) and other certification documentation that demonstrates their company and personnel have the ability to perform the services at any time during performance. The Contractor shall provide the requested information within five (5) business days of the request.

6.1.2 The Contractor must comply with EHS Contractor Requirements, Document Control Number 75D-07.0-04 (see Attachment A).

PART 7 – ATTACHMENT/TECHNICAL EXHIBIT LISING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each requirement. These thresholds are critical to mission success.

Performance Objective

Performance Standard Performance Threshold Incentives (Positive or Negative)

PWS 5.1.2 Visits One (1) scheduled during performance period

No more than 1 instance of contacting vendor for scheduling PM and no more than 30 days to complete maintenance after contact.

Recommend exercising next option period

Negative assessment in CPARs

PWS 5.1.2

Report

One (1) detailed preventative maintenance reports to include items replaced and OEM operating parameter readings

Report delivered within 7 calendar days of service being completed

Recommend exercising next

Negative assessment in CPARs

PWS 5.1.3 Emergency Service Visit as needed

Respond to request for service within 24 hours excluding weekends and holidays, schedule visit within 14 days

Recommend exercising next

Negative assessment in CPARs

TECHNICAL EXHIBIT 2 – DELIVERABLES

This Technical exhibit lists any reports or documentation that is required as deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.

Deliverable

Frequency

# of Copies

Medium/Format

Submit to

Preventative Maintenance Report

IAW PWS 5.1.2

Contractor shall submit a detailed report

PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

COR