PWS_GENERAL FINAL.pdf

PR #: TBD

PERFORMANCE WORK STATEMENT

LAST UPDATED: 11/02/2023 PAGE 1/9

PERFORMANCE WORK STATEMENT (PWS)

FOR

GENERAL AUDIENCE

Solicitation Release Date: November 3, 2023

1.0 GENERAL

1.1 BACKGROUND

Oil detection is essential for spill response decision-making and determining the most effective response techniques. Most oil detection methods and techniques have been developed, evaluated, and tested in marine/estuarine/saltwater environments. Transitioning those methods or developing novel methods in freshwater environments comes with an unknown amount of uncertainty in their effectiveness and applicability. Before reliable use in freshwater and/or ice affected environments, methods should be developed/tested for use in conditions unique to those environments.

Oil detection informs responders of the characteristics, direction of spread, environmental risks, and other information that is pertinent to establish response tactics and deployment of resources. Continual, accurate surveillance of oil allows for the assessment of effectiveness of employed strategies which is essential for time-critical response management. Adding new response tools and techniques will expand the array of awareness and better inform oil spill response decisions.

1.2 SCOPE

The scope addresses Theme 1 “Freshwater Oil Spill Preparedness” of the USCG’s Great Lakes Oil Spill Center of Expertise (GLCOE) announcement. Specifically, it addresses the detection of oil by novel methods or the refinement of existing techniques.

1.3 OBJECTIVE

The objective is to advance oil detection and oil compound discrimination methods in freshwater and/or ice affected environments, and to transition those advances to operational oil spill response capabilities.

1.4 APPLICABLE DOCUMENTS

1.4.1 Compliance Document

The following document provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this solicitation:

Broad Agency Announcement No.: 70Z02324RBAAGLCOE-1

1.4.2 Reference Document

The following document may be helpful to the Contractor in performing the work described in this document:

Frank LoBiondo Coast Guard Authorization Act of 2018 - Section 807. [14 U.S.C. 313 note]

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1.5 PERFORMANCE REQUIREMENTS SUMMARY

This contract includes a Performance Requirements Summary (PRS) at PWS 9.0. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS must serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance must be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Post Award Conference

The Contractor must provide agenda items for the meeting to the Contracting Officer Representative (COR) and attend the Post Award Conference within fourteen (14) days after award. At the meeting, the Contractor must provide details on how the capability gap will be addressed by the technology, technique or strategy being proposed. Key milestones and any issues/concerns will be discussed. The meeting will also serve to ensure that all deliverables and their deadlines are understood by both parties. The Contractor must deliver Post Award Conference Meeting Minutes (Deliverable 1).

2.1.1 Project Management Plan

The Contractor must provide a draft Project Management Plan (Deliverable 2) at Post Award Conference for Government review and comment. The Contractor must provide a final Project Management Plan to the COR based upon feedback from the Post Award Conference.

2.1.2 Data Management Plan

The Contractor must provide a draft Data Management Plan (Deliverable 3) at Post Award Conference for Government review and comment. The Contractor must provide a final Data Management Plan to the COR based upon feedback from the Post Award Conference.

2.2 TASK TWO. Laboratory or Field Experiments

The Contractor must conduct laboratory or field experiments for the oil detection method agreed upon in the contract.

2.3 TASK THREE. Validation/Demonstration

(If applicable) The Contractor should validate or demonstrate the oil detection methods in a freshwater field trial and/or GLCOE approved simulation.

2.4 TASK FOUR. Training

(If applicable) The Contractor may conduct training (Deliverable 4) for USCG personnel on the use of the oil detection method if agreed upon in the contract.

2.5 TASK FIVE. Progress Reporting and Deliverables Archive

2.5.1 Progress Meetings

The Lead Principal Investigator must meet with the COR or GLCOE Project Lead, at a minimum, on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings will take place via virtual platform or in-person.

Progress Meeting Minutes (Deliverable 5) must be provided within five days of the meeting.

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2.5.2 Quarterly Progress Report

The Contractor must provide a Quarterly Progress Report (Deliverable 6) via electronic mail.

This report must include a summary of all Contractor work performed, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous or future reporting period.

2.5.3 Deliverables Archive

The Contractor must provide a Deliverables Archive (Deliverable 7) in electronic format of all deliverables generated during the course of this tasking.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this

PWS.

3.2 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

Lead Principal Investigator

3.3 LEAD PRINCIPAL INVESTIGATOR (PI)

The Contractor must provide a Lead Principal Investigator who must be responsible for all Contractor work performed under this PWS. The Lead PI must be a single point of contact for the Contracting Officer, COR, and GLCOE Project Lead. The name of the Lead PI, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Lead PI, must be provided to the Government as part of the Contractor's proposal. The Lead PI is further designated as Key by the Government. During any absence of the Lead PI, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Lead PI and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Lead PI without prior approval from the Contracting Officer.

3.3.1 The Lead Principal Investigator must be available to the COR and GLCOE Project Lead via telephone between the hours of 1000 and 1700 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 72 hours of notification.

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3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities must abide by facility procedures and identification.This may include, but is not limited to an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.4.2 Contractor employees working on-site at Government facilities must comply with the site procedures and regulations. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.).

3.5 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security.

The Lead PI must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer Representative), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer Representative will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 PERIOD OF PERFORMANCE

The period of performance for this contract is one year from the date of award.

4.2 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with infrequent visits to the co-collaborators federal facilities, as appropriate.

4.3 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with FAR 31.205-46, Travel Costs. The Contractor must be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

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4.4 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer, COR, and GLCOE Project Lead no later than 14 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be via teleconference.

4.5 PROJECT MANAGEMENT PLAN

The Contractor must provide a draft Project Management Plan for the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout the life of contract. The Contractor must provide a final Project Plan to the COR not later than 14 business days after the Post Award Conference.

4.6 DATA MANAGEMENT PLAN

The Contractor must provide a Final Data Management Plan to the COR and GLCOE Project Lead not later than 14 business days after the Post Award Conference. Raw data must be submitted to the GLCOE or appropriate Federal Data Repository through a Federal collaborator.

4.7 PUBLICATIONS/PRESENTATIONS

If creating a publication or presenting the data from the project, the Contractor must add a disclaimer with the following:

“This work has been funded solely, or in part, by the U.S. Coast Great Lakes Oil Spill Center of Expertise. The views expressed are those of the authors and do not necessarily reflect the views or policies of the Department of Homeland Security or of the U.S. Coast Guard. Any mention of trade names, products, or services does not imply an endorsement or recommendation by DHS or the USCG.”

4.8 QUARTERLY PROGRESS REPORTS

The Lead Principal Investigator must provide a quarterly progress report to the Contracting Officer, COR and GLCOE Project Lead via electronic mail. This report must include a summary of all Contractor work performed, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous or future reporting period.

4.9 PROGRESS MEETINGS

The Lead Principal Investigator must meet with the COR or GLCOE Project Lead, at a minimum, on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings will take place via virtual platform or in-person.

4.10 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

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4.11 SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it must be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT must conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions must be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05- 001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

4.11.1 Section 508 applicability to Information and Communications Technology (ICT):

Reports, Training Materials, and Presentations/Briefs

Applicable Exception: N/A Authorization #: N/A

Applicable Functional Performance Criteria: Does not apply

Applicable 508 requirements for electronic content features and components (including but not limited to Internet or Intranet website; Electronic documents; Electronic forms; Electronic surveys; Electronic reports; Electronic training materials; Multimedia (video/audio); Interactive maps): All requirements in E205 apply, including all WCAG 2.0 Level A and AA Success Criteria apply as specified in E205

Applicable 508 requirements for software features and components: Does not apply

Applicable 508 requirements for hardware features and components: Does not apply

Applicable 508 requirements for support services and documentation: All requirements in Chapter 6 apply

4.11.2 Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror must provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR must be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR must be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

https://uscode.house.gov/view.xhtml?req=(title:29%20section:794d%20edition:prelim)%20OR%20(granuleid:USC-prelim-title29-section794d)&f=treesort&edition=prelim&num=0&jumpTo=true https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5 https://www.itic.org/policy/accessibility/vpat

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5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 5 business days to review deliverables and make comments. The Contractor must have 5 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Management Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

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8.0 DELIVERABLES

The Contractor must consider items Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this

PWS.

ITEM PWS

REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 2.1, 4.4 Post Award Conference Meeting Minutes

Five (5) days following meeting

GLCOE Project Lead

2 2.1.1, 4.5 Final Project Management Plan

Fourteen (14) days following Post Award Conference

COR,

Contracting Officer, GLCOE Project Lead

3 2.1.2, 4.6 Final Data Management Plan

Fourteen (14) days following Post Award Conference

COR,

Contracting Officer, GLCOE Project Lead

4 2.4 Training (If applicable) Based on Project Management Plan

COR,

Contracting Officer, GLCOE Project Lead

5 2.5.1, 4.9 Progress Meeting Minutes Five (5) days following meeting

GLCOE Project Lead, COR

6 2.5.2, 4.8 Quarterly Progress Report Every three (3) months GLCOE Project Lead, COR

7 2.5.3 Deliverables Archive Before Project Closeout

COR,

Contracting Officer, GLCOE Project Lead

Updated 6/24/15

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column. The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output. The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

Service Output Performance Objective Acceptable Quality Level

(AQL)

Positive Incentive Negative incentive

1. Quality and Timely Deliverables (PWS 8.0)

Research, develop, prepare, compile and submit quality deliverables. Must not require substantive corrections or revisions.

No deviation unless approved in advance by the COR.

Contractor’s ability to meet performance requirements will be reflected in the

Contractor’s past performance evaluation.

Failure to meet schedule or provide acceptable deliverables will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR. The range of possible actions include but are not limited to re-performance of work, withholding payment, renegotiating the schedule, and partial or total termination for convenience/default.

2. On-Time Monthly & Quarterly Progress Reports (PWS 2.5)

No progress report is delayed by more than one business day.

3. Effective Resource Planning (PWS 2.1.1, 2.1.2)

Manage, retain, and reference project documents that are compiled throughout the performance period.

Contractor will be flexible to the government’s evolving requirements and adaptations.