PWS - Key Cabinet Maintenance Service.pdf

PERFORMANCE WORK STATEMENT (PWS)

KeyPer Cabinet Maintenance Service

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide KeyPer Cabinet Maintenance Service. 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 KeyPer Cabinet Maintenance Service 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’s (BEP), Office of Security has a requirement for maintenance services for all KeyPer Cabinets and one server at both DCF and WCF locations.

1.3 Objectives: The Contractor shall meet the below objectives with regard to all KeyPer Cabinets and KeyPer

Server.

1.3.1 Provide Maintenance Services: The Contractor shall provide software upgrades, software updates, software patches, hardware upgrades, 24/7 phone support.

1.3.2 Provide Hardware: The Contractor shall provide hardware to replace any failed parts and have item(s) shipped same day as order is placed.

1.3.3 Emergency On-site Visits: The Contractor, at the direction of the COR, shall travel to DCF or WCF locations in the event of KeyPer Cabinet or server failure to provide any required maintenance to repair units.

The Contactor will be onsite no later than 48 hours upon COR request. The government will be covering contractor’s travel expense.

1.4 1.4 Scope: Continuous maintenance, service, emergency coverage of the KeyPer Cabinets and KeyPer server plus hardware to replace failed components will allow BEP to continue to manage and secure high security keys for the BEP workforce.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4)

12-month option years. The Period of Performance reads as follows:

Base Year : January10 2025 – January 09 2026

Option Year I: January10 2026 – January 09 2027

Option Year II: January 10 2027 – January 09 2028

Option Year III: January 10 2028 – January 09 2029

Option Year IV: January 10 2029 – January 09 2030

1.6 General Information

1.6.1 Quality Control : Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government.

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The

Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing

Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis;

procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation with in 30 days after contract award or with the contractor’s proposal if it is an evaluation factor, three copies of a comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter.] After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 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.

1.6.3 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

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00AM to 4:00PM 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.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Bureau of

Engraving and Printing 14th & C Streets SW, Washington, D.C and 9000 Blue Mound Rd, Fort Worth, Texas 76131.

1.6.6 Type of Contract: The government will award a Firm Fixed Price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have an escort while on premises

1.6.7.1 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. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the

Government required background check form at time of the proposal submission, and must maintain the level of security required for the life of the Contract.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The

Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting

Officer Representative.

1.6.7.2.1 The Contractor shall prohibit the use of Government issued keys/key cards and opening of locked areas to any person other than personnel authorized entrance by the Contracting Officer Representative.

1.6.8 Special Qualifications: Technicians providing maintenance service to KeyPer cabinets and Keyper server should be certified and certfications should be provided to the agency upon contract award.

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, 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.

1.6.10 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.

1.6.11 Key Personnel: N/A

1.6.12 Identification of Contractor Employees: All contract personnel (to include subcontractors) 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. All Contractor personnel shall clearly identify themselves as a

Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture, and shall state the name of the individual and the company they represent. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect

Contractor and Subcontractor personnel changes. Contractor personnel are prohibited from possessing weapons, firearms or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

1.6.13 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.

1.6.14 Contractor Travel: Contractor will travel and be onsite no later than 48 hours upon receiving a request for on-site service from the COR or CO. Reporting instructions will be provided at the time of the request for maintenance service. Authorized travel expenses will be paid by the Government. The government will be covering contractor’s travel expense. In accordance with FAR 31.205-46(a), Costs incurred by Contractor personnel on official company business for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs incurred by Contractor personnel on official company business 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 as set forth in Federal Travel Regulation.

Documentation to support actual costs incurred shall be in accordance with the Contractor’s established practices, subject to FAR 31.205-46(a)(7), and provided that a receipt is required for each expenditure of

$75.00 or more. The Government will reimburse Contractor travel under a designated Contract CLIN. For

Emergency Repair Requests, the Contractor shall obtain prior written approval from the CO before making any travel arrangements.

1.6.15 Other Direct Costs: The Contractor will cover all inbound and outbound express shipping and handling charges for hardware.

1.6.16 Data Right: N/A

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational

Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting

Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such

OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the

Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 PHASE IN /PHASE OUT PERIOD: N/A

PART 2

DEFINITIONS & ACRONYMS

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 Government-Furnished Property (GFP) or Government Property (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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.

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

2.1.10 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.

2.1.11 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.

2.1.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.14 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

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

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

BEP Bureau of Engraving and Printing

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

CO 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

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 Plan

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: N/A

3.2 Facilities: - The Government will provide the necessary workspace for the Contractor to provide the support outlined in the PWS.

3.3 Utilities: N/A

3.4 Equipment:KeyPer Cabinet and KeyPer server

3.5 Materials: N/A

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: The Contractor shall provide all materials required to perform work under this contract.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 The contractor shall provide Remote maintenance, update, and support services as well as on-site emergency maintenance services in support of the DCF and WCF KeyPer Cabinet operations. Equipment to be maintained are outlined in section 5.6. Services under the contract shall include any type of maintenance or repair that is beyond the scope of basic component installations found in attachment A or work deemed necessary by the COR or CO to ensure uninterrupted operation of the KeyPer system.

5.2 Contractor shall make available to BEP all Keyper Cabinet and server software upgrades, patches, and updates via online links within 48 hours of publishing by the Manufacturer and software suite company. Contractor will also notify COR via email of all new software upgrades, patches, and updates are available for download.

5.3 The contractor shall furnish all hardware and related components to replace defective hardware or any components upon request from COR or CO. Shipping will only be accepted from CONUS and shipped to either DCF or WCF sites. DCF contact and delivery information: ATTN: William ‘Jeff’ Jones, 301 14th St.

SW, Room D514M, Washington, DC 20228. WCF contact and delivery information: ATTN: Chadwick Hunt, 9000 Blue Mound Rd., Ft Worth, TX 76131.

5.4 Proof of shipping of the items must be received by the COR within 24 business hours of the request for a parts shipment. In the event that parts are not available for immediate shipping, the contractor shall notify the COR immediately and provide proof of lead time delays which are out of the control of the contractor. This could include an executed order with a supplier, correspondence between the contractor and their supplier, etc.

Alternatively, the contractor may provide a list of alternate approved sources for the required partsor components for approval by the COR. The alternate approved source list must include lead time for shipping after an order is placed for each part. Contractor is responsible for all costs of shipping and handling to include express shipping and handling at no increase in contract price.

5.4 Contractor shall provide 24/7/365 phone support for all hardware and software issues, hardware installation, and diagnostics support.

5.5 Ocasional Emergency onsite maintenance and services may be required on an as needed per basis and at the direction of the COR. Contractor shall report to directed facility no later than 48 hours after a request for emergency services is received from the COR. Responding contractor personnel shall have the knowledge, tools, equipment, and parts to complete the required emergency repair and maintenance services which are to be communicated by the COR with the initial request for emergency services.

5.6 Equipment List

DCF Cabinets (4 total)

Make Model DCF Cabinets Serial #s

KEYper Systems MXi Cabinet #1 (Power Plant Main) MXI0960968061022

KEYper Systems MXi Cabinet #2 (Main 2nd floor) MXI0960966061022

KEYper Systems MXi Cabinet #3 (Police PCC) MXI0960965061022

KEYper Systems MXi Cabinet #4 (Annex Credit Union) MXI0960967061022

WCF Cabinets (12 total) and server (1 total)

Make Model DCF Cabinets Serial #s

KEYper Systems MXi Cabinet #1 (Physical Security Office) MXI0960972061022

KEYper Systems MXi Cabinet #2 (PCC Police Cmmd Ctr) MXI0960969061022

KEYper Systems MXi Cabinet #3 (Plate Printing) MXI0960970061022

KEYper Systems MXi Cabinet #4 (COPE) MXI0960971061022

KEYper Systems MXi Cabinet #5 (NS LEPE (Western Expansion) MXI0960977061022

KEYper Systems MXi Cabinet #6 (Badge Room) MXI0960976061022

KEYper Systems MXi Cabinet #7 (Post 19 Docks) MXI0960975061022

KEYper Systems MXi Cabinet #8 (Pride) MXI0960973061022

KEYper Systems MXi Cabinet #9 (Facilties) MXI0960978061022

KEYper Systems MXi Cabinet #10 (Visitor Center) MXI0960974061022

KEYper Systems MXi Cabinet #11 (E.M IFS) MXI32561643100422

KEYper Systems MXi Cabinet #12 MXI0321830101723

Dell (Server) PowerEdge R340 Server wCSS-KEYPER 1XC92N3

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

6.1 The Contractor (to include subcontractors) must abide by all applicable Regulations, publications, manuals, and local policies and procedures.

6.2 The contractor must abide to the following BEP Environment, Health & Safety Policies:

•75D-07.0-04 EHS Contractor Requirements

•75D-07.0-05 EHS Requirements for Purchased Materials

•75D-07.0-07 Restricted Materials at DCF

These policies will be provided to the contractor by the CO or the COR.

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)

The Contractor shall perform emergency maintenance and services, repairs to fully operational condition in IAW

PWS para 5.

This standard is in accordance with all applicable guidelines identified within this agreement

Zero deviation Positive negative performance in

CPARS

Software upgrades, patches

This standard is in accordance with all applicable guidelines identified within this agreement

Deviation no less than 80%. Positive negative performance in

CPARS

Hardware upon COR or CO request

This standard is in accordance with all applicable guidelines identified within this agreement

Ship hardware same day item(s) are requested at deviation no less than

80%

Positive negative performance in

CPARS

24/7/365 Phone support available

24/7/

This standard is in accordance with all applicable guidelines identified within this agreement

Deviation no less than 90%. Positive negative performance in

CPARS

Emergency Site

Visits

This standard is in accordance with all applicable guidelines identified within this agreement

Be onsite NLT 48 hours upon COR direction to report

Positive negative performance 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

Quality Control Plan

IAW PWS Para 1.6.1

30 days after contract award 3 PDF soft copies

CO/COR