PWS HAPSITE ER Service and Maintenance 7 Jun 22.pdf

PERFORMANCE WORK STATEMENT

for

Air Force Medical Readiness Agency

Hazardous Air Pollutants on Site Extended Range (HAPSITE ER) System Components Service and

Maintenance

Solicitation/Contract Number: TBD

21 September 2022 (Version Control Date: 7 June 2022)

Table of Contents Section Page Number

1. DESCRIPTION OF SERVICES

1.1. Background

1.2. Scope

2. GENERAL INFORMATION

2.1. Contractor Identification

2.2. Contractor Training

2.3. Contractor/Government Communication

2.4. Place of Performance

2.5. Travel Requirements

2.6. Mission/Emergency Essential

2.7. Duty Hours

2.8. Telecommuting

2.9. Federal Holidays

2.10. Facility Closures

2.11. Conduct of Contractor Personnel

3. CONTRACT REQUIREMENTS

3.1. Support Services

3.2. Minimum Qualifications

3.3 Security Requirements…………………………………………………………………..7

3.4 Post-Award and Initial Contract Performance Meeting………..………………………..7

4. Performance Objectives

4.1. Services Summary (SS)

5. GOVERNMENT FURNISHED PROPERTY (GFP)

6. DELIVERABLES

Appendix A

ACRONYMS

PERFORMANCE WORK STATEMENT (PWS)

HAPSITE ER System Components Service and Maintenance

1. DESCRIPTION OF SERVICES

1.1. Background. Hazardous Air Pollutants on Site Extended Range (HAPSITE ER) systems are used by Bioenvironmental Engineer (BEE) teams to identify and quantify Chemical Warfare Agents and Toxic Industrial Chemicals. The BEE teams identify and quantify hazards, through personal and environmental monitoring, to perform a health risk assessment. Additional tasks include but are not limited to: identification and quantification of unknown substances, recommending proper personal protection, engineering controls, stay-times, evaluating decontamination methods to minimize contamination, and certifying clearance levels for facilities and equipment platforms. The HAPSITE ER portable Gas Chromatograph/Mass Spectrometry (GC/MS) capabilities are used by Air Force Medical Service (AFMS) BEEs to identify substances as Contaminates of Concern, Chemical Warfare Agents, Toxic Industrial Chemicals, Toxic Industrial Materials, and perform health-risk assessments in scenarios associated with emergency response, homeland defense, industrial hygiene, and environmental surveillance. The HAPSITE ER portable GC/MS adds capability to the BEE professional for low concentration level detection and verification of chemical warfare agents in air, soil, and liquid sample matrices.

1.2. Scope. This is a performance based non-personal services requirement to provide Original Equipment Manufacturer (OEM) certified personnel for all management, supervision, personnel, supplies, materiel and equipment necessary to provide unscheduled repair services for Air Force (AF) Medical HAPSITE ER GC/MS system components, including software updates.

2. GENERAL INFORMATION

2.1. Contractor Identification. All Contractor/Subcontractor personnel shall identify themselves as Government Contractor personnel during all forms of communications such as business meetings, telephone conversations, electronic mail, attendance sheets, coordination documentations, reports, and the signature blocks utilized in all correspondence. If a contract requires Government workspace, the Contractor/Subcontractor personnel shall wear a picture identification badge and identify their workspace area with their name and company affiliation.

2.2. Contractor Training. Not Applicable (NA)

2.3. Contractor/Government Communication. The Contractor shall designate a Focal Point to be the single point of contact for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 24 hours of Government initiated communication (e.g., return phone calls, emails or other communication).

2.4. Place of Performance. The work to be performed under this contract will be performed at the Contractor’s designated maintenance facilities where system components will be returned for evaluation, maintenance and repair. This designation, along with the shipping address of the repair facility, shall be provided to the Contracting Officer Representative (COR) within 10 business days after contract award.

2.5. Travel Requirements. No travel requirements under this Contract.

2.6. Mission/Emergency Essential. None of the services listed in this PWS are mission/emergency essential.

2.7. Duty Hours. Contractor Customer Service. A Contractor POC will be available during their routine business hours, Monday – Friday. The Contractor will identify their normal business hours to the COR and Contracting Officer (CO) within 10 business days following contract award.

2.8. Telecommuting. NA.

2.9. Federal Holidays. Federal offices are closed on federal holidays as established by Federal law (5 U.S.C. 6103) and any other holidays declared by executive order. Holidays are documented by year on the Office of Personnel Management website for Federal employees located at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview.

2.10. Facility Closures. NA.

2.11. Conduct of Contractor Personnel. NA.

3. CONTRACT REQUIREMENTS

3.1. Support Services. The Contractor shall provide the following:

3.1.1. A comprehensive method for the maintenance and repair of the HAPSITE ER system components which consist of the HAPSITE ER GC/MS, Service Module, and Headspace.

3.1.2. Provide all necessary equipment and qualified skilled technicians required to accomplish the technical evaluation and inspections and to complete service and maintenance to return malfunctioning units to full OEM operational status.

3.1.3. Perform technical evaluation and inspections on HAPSITE ER system components sent to the Contractor’s service facility under the contract; accomplish repair and maintenance approved by the Government; and coordinate return shipment. The Government may send in an individual system component (e.g. only the HAPSITE ER GC/MS); all components; or a combination of the three (3) system components for service/maintenance.

3.1.4. Provide the Approved Parts and Pricing List annually to the CO/COR. Use only new parts in making repairs needed to return system components to full OEM operational status (unless otherwise directed by the COR).

3.1.5. Complete and certify an operational check on any system components that were serviced prior to return shipment to the customer.

3.1.6. 24/7 Telephone Reachback Support. The Contractor shall provide 24/7 telephone technical support from a qualified technician, with immediate customer access to the https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview technician during the Contractor’s normal business hours and call back within two (2) hours outside normal working hours, weekends and holidays. This service will include providing technical and diagnostic consultation to assist AFMS operators and Biomedical Equipment Technicians (BMETs) in operation of the system and in identifying errors and malfunctions. The Reachback service will include sending any minor repair documents or procedures electronically (email or facsimile) to the operator or BMET to assist in making the system operational.

3.1.6.1. The Contractor shall have the Reachback Service Support established within 10 business days after contract award, including providing the telephone support number to the COR and CO.

3.1.7. The Contractor is responsible for compliance with all laws, rules and regulations governing conduct with respect to documentation copyrights, software licenses, health and safety not only as they relate to, its employees and agents, other personnel who are Government employees or agents of the Government and all property at the site regardless of ownership.

3.1.8. Transportation. The Contractor shall provide worldwide shipping to return HAPSITE ER system components from their repair facility to Government customer locations (Continental United States (CONUS) and Outside the CONUS (OCONUS)) after completion of repair service.

3.1.9. The COR or designated representative shall notify the Contractor’s designated Point of Contact (POC) whenever any HAPSITE ER system components need to be sent into the Contractor’s service facility for repair service/maintenance. Upon receipt of that notification, provide a Return Materiel Authorization (RMA) to the COR or designated representative for the HAPSITE ER system components to be sent into the Contractor’s service facility for technical evaluation and inspection.

3.1.10. The RMA will be provided to the COR or designated representative within three (3) business days following receipt of the notification.

3.1.11. The Contractor shall notify the COR or designated representative when the system components against the RMA are received at their repair facility. The Contractor may reject any delivery for which any necessary certification for decontamination of the system is not accomplished and provided with the shipment. Prior to shipment from the AF Unit, a Declaration of Contamination form will be provided to the Contractor. In the event of a rejected unit by the Contractor the AF Unit will fund return shipment. The Contractor may file a Complaint Form to the COR.

3.1.12. The Contractor will upon completion of approved repairs, service, or maintenance return shipment within five (5) business days.

3.1.13. The Contractor shall provide advance shipment notification to the COR, to include the name of the freight forwarding company and shipment tracking number within one (1) business day after the system has been picked up at the service facility by the freight forwarding company.

3.1.14. The Contractor will be responsible for return shipment of any system components sent in for repair service/maintenance that the Government, upon receipt of the technical evaluation and inspection report, declines to have the repair service/maintenance accomplished.

3.1.15. The Contractor will be responsible for packaging any HAPSITE ER system component sent in for repair service/maintenance using generally accepted commercial packaging and preservation techniques and standards for surface and air movement to mitigate risk of damage to the system components during transit. Return shipments to CONUS locations will be via two (2) to three (3) day express service (e.g., UPS, FEDEX, etc.).

Return shipments to OCONUS locations will be via traceable International Priority Shipment Services (e.g., DHL, FEDEX, etc.). The Government may include a DD1149 (Requisition and Shipping document) if needed.

3.1.16. Technical Evaluation and Inspection. The COR or designated representative will notify the Contractor’s designated POC in writing whenever a HAPSITE ER system component needs to be sent into the Contractor’s service facility for repair service/maintenance. The notification will include which system components are to be sent in and the corresponding serial numbers.

3.1.16.1. The Contractor shall provide a single RMA for the system components to be sent in.

3.1.16.2. The Contractor shall conduct a technical evaluation and inspection on each system component received against the RMA to determine all necessary repairs required to bring each system component back to full OEM operational status.

3.1.16.3. The Contractor shall provide a written technical evaluation and inspection quote for the repair service required to the COR or designated representative in PDF or MS Word format (PDF preferred) within 10 business days after receipt of the system components.

The written quote shall detail, at a minimum, the following information.

3.1.16.4. RMA number and serial number of system component(s) to be serviced/repaired.

3.1.16.5. Description of the system component(s) malfunction.

3.1.16.6. Description of maintenance action(s) needed to return the system component(s) to full

OEM operational status.

3.1.16.7. Part Numbers and cost that need to be replaced to accomplish repair/service (broken out by system component being repaired) and associated warranty period of the replaced part as applicable.

3.1.16.8. Man-hours, by labor category, to accomplish the repair/service (broken out by system component being repaired).

3.1.16.9. Total cost of repair/service (broken out by system component being repaired).

3.1.16.10. The Contractor shall provide the COR with a draft technical evaluation and inspection report within five (5) calendar days after contract award for Government’s review and concurrence. The final template to be used shall be in a format mutually agreed upon by the Government and the Contractor.

3.1.16.11. Upon receipt of the technical evaluation and inspection report, the COR in coordination with the CO, will make a decision on whether repairs identified are economically feasible to have accomplished. The COR shall provide written notification to the Contractor’s POC on whether or not the repair service is to be accomplished. There may be instances in which the Government may send in more than one (1) system component and elect not to have all of the components repaired. Those repair parts that are not on the “Approved” parts list and price increases will require approval from the CO; and additional approval time may be required.

3.1.17. Repair Service/Maintenance. The Contractor shall perform approved maintenance and repair on HAPSITE ER system components at their repair facility upon receipt of written authorization from the COR. Maintenance and repair shall be completed within 14 calendar days after receipt of the COR approval to proceed with the repairs. The repair will bring the device back to full OEM operational status. The Contractor will notify the COR if the repair will take more than 14 calendar days and the basis for the delay in accomplishing the repairs. This notification shall occur when the technical evaluation and inspection report is provided to the COR. The Contractor shall provide a projected lead-time to accomplish the repairs when the repair is projected to take more than 14 calendar days to complete.

3.1.17.1. The Contractor shall use only new parts in accomplishing repairs. Defective or broken parts that have been replaced shall become property of the Contractor and the Contractor is responsible for removing and disposing of said parts.

3.1.17.2. The Government will accomplish an operational verification check on the system components when received back from the Contractor to verify functionality. The COR will notify the Contractor in writing if any of the returned system components that were serviced were found to be non-functional, detailing what the operational check indicated. The Contractor shall have 10 business days to correct or identify a corrective action resolution acceptable to the Government. Non-functioning units that are received after repair will be returned to the Contractor for repair at no additional cost to the Government.

3.2. Minimum Qualifications. NA.

3.3. Security Requirements. NA.

3.3.1. Local Area Network (LAN). NA.

3.3.2. Disclosure of Information. NA.

3.4. Post-Award and Initial Contract Performance Meeting. A post award meeting will be held within 10 business days after contract award. However, the Contractor shall provide the COR a designated point of contact within one (1) day after contract award and shall make arrangements to enable its technical experts or maintenance representatives to receive contract repair notifications.

4. PERFORMANCE OBJECTIVES

4.1. Services Summary (SS). The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

Table 1 PWS SS

SS# PERFORMANCE

OBJECTIVE PWS Para PERFORMANCE THRESHOLD

Provide worldwide transportation of HAPSITE ER System Components

3.1.12.

Coordinate return shipment within five (5) business days after completion of the repair services, 90% of the time.

Provide worldwide transportation of HAPSITE ER System Components

3.1.13.

Provide shipping notification and shipment tracking number to COR within one (1) business day following pick-up by freight forwarding company, 90% of the time.

Provide worldwide transportation of HAPSITE ER System Components

3.1.15.

Contractor used two (2) to three (3) day Express Service to return system components to CONUS based customers, 100% of the time.

Provide worldwide transportation of HAPSITE ER System Components

3.1.15.

Contractor used International Priority Shipment Services to return system components to OCONUS based customers, 100% of the time.

Complete technical evaluation and inspection quote

3.1.16.3.

Written Technical Evaluation and Inspection quotes provided to the COR within 10 business days following receipt of the system components at the Contractor’s repair facility. 90% of the time.

5. GOVERNMENT FURNISHED PROPERTY (GFP)

5.1 Government Furnished Property Information. All HAPSITE ER and associated system components sent into the Contractor’s repair facility are considered GFP. The Contractor shall ensure they have processes and procedures in place for accurate control and accountability of all GFP from the time the GFP is received at their repair facility to delivery back to the Government. No Government facilities, supplies or equipment are provided to the Contractor to assist in the performance of the contract.

Perform approved repair service/maintenance on HAPSITE ER System Components

3.1.17.

Complete repair service/maintenance and return malfunctioning HAPSITE ER System Components to full OEM operational status within 14 calendar days following receipt of written approval from COR to accomplish the repairs, 90% of the time.

Perform approved repair service/maintenance on HAPSITE ER System Components

3.1.17.

HAPSITE ER System Components approved by the COR to be repaired (following receipt of the Technical Evaluation and Inspection Report) returned to the Government at full OEM operational status, 100% of the time.

08 24/7 Telephone Reachback Service 3.1.6.

Customer is able to access a qualified technician during the Contractor’s normal business hours, without a need for a call back, when calling the Telephone Reachback Support Service, 100% of the time.

09 24/7 Telephone Reachback Service 3.1.6.

Customer receives a call back within 2 hours when calling the 24/7 Telephone Reachback Service Support outside the Contractor’s normal business hours, weekends and federal holidays, 100% of the time.

6. DELIVERABLES. NA.

Appendix A

ACRONYMS

Acronyms and Definitions

ACRONYM DEFINITIONS

AFMS Air Force Medical Service

BEE Bioenvironmental Engineer

BMET Biomedical Equipment Technician

CMRA Contractor Manpower Reporting Requirements Application

CONUS Continental United States

CO Contracting Officer

COR Contracting Officer Representative

GC/MS Gas Chromatograph / Mass Spectrometry

GFP Government Furnished Property

HAPSITE ER Hazardous Air Pollutants on Site Extended Range

OEM Original Equipment Manufacturer

OCONUS Outside Continental United States

POC Point of Contact

PWS Performance Work Statement

QCP Quality Control Plan

RMA Return Materiel Authorization