PWS Fitness Equipment Maint-Repair Svcs_v4 (08232024).pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

OKARNG FITNESS EQUIPMENT MAINTENANCE/REPAIR SERVICES

1.0 General: It is the intent of the Oklahoma Army National Guard (OKARNG) Deputy Chief of Staff for Logistics – G4 (DCSLOG-G4) to implement a maintenance service contract in support of facility physical fitness training areas (gyms).

1.1 Scope: The contractor shall perform the following services to the exercise equipment listed in this performance work statement. The contractor shall provide all labor, personnel, tools, parts, supervision, and items necessary to perform preventive maintenance checks and services (PMCS) and repairs on the fitness equipment as defined in this Performance Work Statement (PWS). The equipment listed is subject to change as equipment will be updated on a yearly basis. All equipment shall be maintained in accordance with (IAW) the manufacturer specifications.

1.2 Background: The OKARNG’s gym(s) equipment has sustained a volume of utilization that supported a multitude of physical fitness training events throughout the last decade. Throughout this time the utilization has resulted in the deterioration of equipment that has had little to no maintenance support. The implementation of maintenance services will allow the repair and/or validation of equipment status.

1.3 Period of Performance (PoP): Base Year and two 12 month Options

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 8:00 a.m. to 4:00 p.m. CST Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at SEE REFERENCED LOCATIONS The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: N/A

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall NOT perform services on these days:

1. New Year’s Day: January 1st

2. Martin Luther King, Jr.’s Birthday

3. President’s Day

4. Memorial Day

5. Juneteenth National Independence Day: June 19th

6. Independence Day: July 4th

7. Labor Day

8. Columbus Day

9. Veteran’s Day: November 11th

10. Thanksgiving Day

11. Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall provide all quality control IAW commercial practices to ensure that all work is performed IAW this PWS and manufacturer’s specifications. The contractor assumes full responsibility and shall indemnify the Government for any loss or damage resulting in whole and/or part from acts of neglect or omissions by the contractor, any subcontractor or employee, agent, or representative of the contractor or subcontractor, to any government property while in their custody and care for storage, repairs, or services to be performed under terms of this contract.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will 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 acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. N/A

1.4.6 Physical Security. N/A

1.4.7 Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.8 Organizational Conflicts of Interest (OCI): N/A

2.0 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 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 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 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.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DCSA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

3.1 Property: N/A

3.2 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount. Water and electricity will be furnished to the Contractor by the Government from existing system outlets at no cost to the Contractor.

4.0 Requirements: The contractor shall:

4.0.1 Ensure equipment is maintained according to the manufacturer’s recommendations by performing preventative maintenance tasks as requested.

4.0.2 Ensure all equipment operates safely and is free of grease build-up.

4.0.3 Complete preventative tasks and return equipment to good operational condition, while clean and free of defects.

4.0.4 Minimize disruptions and inconveniences to users. All replacement parts will be new or reconditioned and have a ninety-day warranty. All reconditioned parts meet must manufacturer’s specifications for reconditioning.

4.1 Repair work requests will occur when equipment malfunctions or fails to operate properly. The contractor will be informed and/or identify the equipment malfunction and shall come prepared to correct the deficiency. The contractor shall return equipment to operational condition within 72 hours or unless otherwise approved by the government to extend the time allotted. The contractor shall notify the authorized caller when any electronic components must be ordered, and repair delays are expected.

4.2 Government reserves the right to and/remove fitness equipment at all locations for the life of the contract.

5.0 Service Contract Reporting:

5.0.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau and the OKARNG via a secure data collection site.

5.0.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov.

Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

5.0.3 . An itemized invoice shall be submitted electronically through Wide Area Workflow (WAWF) https://wawf.eb.mil/ for each BPA call received. In addition, draft paper invoices will be emailed to the “Authorized Caller” that initiates the services performed by the contractor. This is to clear up any discrepancies prior to the invoice being entered into WAWF and to facilitate receipt of services by the government.

The Oklahoma National Guard is a federal government entity, and as such is exempt from all local, state, and federal taxes, including but not limited to sales taxes. Any charges or invoicing that includes taxes shall be disputed/declined by Government, if charged or invoiced by Contractor.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/ ?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap /dars/dfarspgi/current/index.

html or https://www.acquisition.gov/ dfars

Joint Travel Regulation (JTR) https://www.defensetravel.d od.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Dire ctives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpu bs/FIPS/NIST.FIPS.201-

2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program (PSP)

04/03/2017 https://www.esd.whs.mil/Dir ectives/issuances/dodm/ https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://www.fsd.gov/ https://www.acquisition.gov/?q=browsefar https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars https://www.acquisition.gov/dfars http://www.esd.whs.mil/Directives/issuances/dodm http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018) https://www.esd.whs.mil/Dir ectives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 https://www.dhs.gov/homela nd-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 ectives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 https://www.esd.whs.mil/Dir ectives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 ectives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015) ectives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016) ectives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared

Contractors

03/07/2014 https://armypubs.army.mil/Pr oductMaps/PubForm/ArmyD ir.aspx

AR 25-2

Information Assurance

04/04/2019 http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

AR 530-1

Operations Security

09/26/2014 http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 http://armypubs.army.mil/Pr oductMaps/PubForm/AR.as px

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification

Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i- 9.pdf

DD 441

Department of Defense Security

Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms00 01-0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_049 9/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/ https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS) This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective

Performance Standard Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

4.0.4 The Contractor Shall minimize

disruptions and inconveniences to users. All replacement parts will be new or reconditioned and have a ninety-day warranty. All reconditioned parts meet manufacturer’s Specifications for reconditioning. All preventative maintenance services will follow the OEM Published procedures and standards for regular maintenance services.

Failure to return equipment to good working condition and ready for use

COR will perform follow up and spot inspections post service

4.1 The contractor shall perform

repairs within the established timeframes unless electronic repairs are required.

Failure to perform restorative maintenance within the established timeframes.

COR will perform follow up and spot inspections post repair

5.0.3 Contractor will not bill prior to

services completed. Advance charges are not authorized

Charges will not be submitted no more than 72hrs after completion

COR will log all dates of service and repair to ensure billing and payment are completed in a timely manner